MANAGEMENT OF SPACE ALLOCATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-01146R000200050010-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 3
• Document Creation Date: December 16, 2016
• Document Release Date: July 19, 2005
• Sequence Number: 10
• Publication Date: March 31, 1983
• Content Type: REPORT

I Approved For Release 2005/08/08 : CIA-RDP87-01146R000200050010-6
STAT
ROUTING AND RECORD SHEET
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FROM:
DC/LSD/OL
3E14
EXTENSION
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OL 10038-83 F,
H QS
DATE 1 April 1983
TO: (Officer designation, room number, and
building)
DATE
OFFICER'S
COMMENTS (Number each comment to show from whom
RECEIVED
FORWARDED
INITIALS
to whom. Draw a line across column after each comment.)
1
C/P&PS/OL
2F31
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FORM 610 USE PREVIOUS
1-79 EDITIONS
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MANAGEMENT OF SPACE ALLOCATION
1. The primary tool used to manage the Agency's space allocation is
the Computer Run of Agency Metropolitan Space (CRAMS), which is a listing
of all Agency space in the Metropolitan area. This report is distributed
to each component periodically to obtain current information on the types
and amounts of space and on the number of people and work stations within
the space. It is used by senior Agency managers to make decisions about
commitment of the Agency's facilities resources. The CRAMS was recently
reprogrammed to simplify input procedures and improve the query capability
of the system.
2. Space allocation figures for each component are reviewed frequently,
but there is no established program to identify and reclaim excess space,
primarily because of the large financial and design resources which would
be required to reconfigure the component's space. This is done, however,
on a case-by-case basis as changing space requirements dictate.
3. Several problems affect the management of space allocation and the
response to requests for new space. The primary one is simply a shortage
of available space, which is complicated by frequent organizational changes
and the failure of components to budget for space requirements when planning
new programs. Because of the historically tight space situation and the
Agency's cu-rent.growth, most requests for space cannot be met immediately.
Instead, requests for space must be satisfied by reconfiguring existing space,
leasing additional space or reallocating space among components based on
a Senior Management decision to do so. Although the precedure for updating
the CRAMS information is standard, there is a great difference in the reporting
style and in the seriousness with which each component treats the report. Many
components delegate this responsibility to the most junior person on the staff
who has neither the knowledge nor the authority to properly complete it. This'
lack of consistency produces information that is not as reliable as it should be.
4. Listed below are several steps which may be taken to improve the
Agency's management of space allocations.
A. Establish Directorate focal points responsible for the
management of Directorate facilities and personnel resources.
Other responsibilities of the position could include coord-
inating major reorganizations, requests for new space or
alteration of existing space and ensuring that space require-
ments for new programs are budgeted. Ideally, this position
should be filled by a senior officer with a thorough knowledge
of the Directorate requirements and the authority to establish
Directorate-wide renovation and space request priorities. Such
a position could help ensure that limited resources are applied
toward solving the most urgent Directorate space problems.
Currently the DDO has the only effective system, but even it
could be strengthened.
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t itR 1983
B. Through the Directorate focal point, emphasize to all
components the importance of a uniform system for
reporting space holdings and personnel figures. Reconfirm
these standards as needed with each component officer
responsible for reporting the information.
C. Establish a uniform system for forecasting long range space
requirements and delegate the authority for collection to a
single staff. There are frequent descrepancies between
requirements as reported by the components and projected
Agency growth as reported by the Comptroller.
D. Integrate the CRAMS personnel figures with the Office of
Personnel and Comptroller personnel figures to ensure
accurate counts. Consider linking each Directorates parking
allocation to the CRAMS personnel figures.
E. Integrate the CRAMS report into the new computer graphics
system planned for the Architectural Design Staff and then
link each component logistics officer to his or her infor-
mation in the data base. This will eliminate several steps
in the reporting process and produce more timely and accurate
space utilization figures.
F. Investigate establishing space allocation standards and initiate
reviews of component space with a goal of reclaiming space from
components which exceed the person per square foot standards.
This may not be practical, however, because of the Agency's
frequent organizational changes and the financial and design
resources required to reconfigure large amounts of space.
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