PROPOSAL TO EXPAND THE CURRENT APARS SYSTEM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90G00993R000100150031-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 13
• Document Creation Date: December 23, 2016
• Document Release Date: December 4, 2012
• Sequence Number: 31
• Publication Date: May 8, 1986
• Content Type: MEMO

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CONFIDENTIAL
01T-0373-86
8 MAY 198G
MEMORANDUM FOR: Chief, Information Management Staff, DO
FROM:
Acting Director of Information Technology, DA
SUBJECT: Proposal to Expand the Current APARS System
REFERENCE: Your Memo to D/OIT, dtd 7 Apr 86, Same Subject
(DO/IMS 86-156)
An APARS Working Group has been established to consider
the proposal presented in the referenced memorandum.
Chief of the Communications Network Planning Branch,
Systems Planning and Evaluation Division, Engineering Services
Group, OIT, has been assigned as the action officer
project. He has been in contact with
staff.
on this
of your
extension
can be reached on secure
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OIT/ESG/SPED
Distribution:*
Original - Addressee
1 - AD/OIT Chrono
1 - SPED/ESG Chrono
2 - OIT Registry
(5 May 86)
CONFIDENTIAL
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CIA-RDP90G00993R000100150031-6
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DO/IMS /6 - /c 6
-1-4PR 1986
MEMORANDUM FOR: Director of Information Technology, DA
FROM:
Chief, Information Management Staff, DO
SUBJECT: Proposal to Expand the Current APARS System
1. The remote APARS system is processing a volume that is
approaching its capacity. The IMS/Automated Registries Section
reports that there has been a 35% increase in cable volume
processed by the APARS remote sites since August 1984, and the
volume is expected to continue to increase at a rate of 15% per
year. The registries are currently experiencing difficulties
in processing this heavy traffic load.
2. I recently learned that an IMS APARS registry will be
required in the new building in late 1987 to support the DO
components which will be relocated there (PPS, AF and SE
Divisions). Additional increases in traffic will result as DO
components move into the headquarters building from outlying
25X1 areas, to include nd the DO components which will
25X1 be returning These additional
requirements, along witn tne tne projected increases in traffic
volume, suggest the need for procuring additional remote APARS
units within the next twelve months.
3. In view of the above, I propose the following:
- that two complete APARS remote systems be
purchased; one for installation in the new
building, and a second for installation in
one of the existing APARS sites; and,
- that an APARS working group, consisting of
appropriate OIT and IMS personnel, be
established to consider this proposal and, if
appropriate, to enter into negotiations with
Xerox to provide the additional equipment by
early 1987.
4. Attached herewith are two internal IMS memoranda
containing additional information in support of this proposal.
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Attachments: a/s
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CONFIDENTIAL
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CONFIDENTIAL
26
February 1986
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MEMORANDUM FOR:
Chief, Information Management
Staff
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VIA:
Chief, Operations Group
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FROM:
Chief, Information Control
and
Reference Branch
SUBJECT: Recommendation to Support Acquisition of
ETHERNET
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1. For the past several years the four IMS remote APARS
systems have experienced difficulties due to the slow
transmittal of traffic to them from Main APARS. The data
transmission rate (4800 baud) is too slow and is able to
average only 250 messages per hour to each remote. On three
occasions during February the Combined Staffs Automated
Registry (CSAR) processed over 5000 messages in one day. At
the present data transmission rate it takes 20 hours to send
5000 messages to CSAR. Based on the projected increase in
cable traffic volume in 1986, we will soon exceed the ability
of the system to transmit all of the traffic to the remotes in
a 24 hour period and the DO will experience unacceptable delays.
2. The Office of Information Technology has recommended a
replacement system called ETHERNET which would increase the
transmission rate 6 to 10 fold according to test results from
Xerox. However, OIT personnel we have spoken to have indicated
that OIT is unable to identify funds for this essential
enhancement. Our projections on the ability of APARS to carry
us beyond 1986 to 1990 are based on the assumption that we will
have ETHERNET. Without ETHERNET, ARS will not be able to
provide an acceptable level of service to the customers.
CONFIDENTIAL
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CONFIDENTIAL
3. We request that you discuss this matter with Chief, OIT
as soon as possible and impress upon him the importance of
ETHERNET to the effective functioning of the remote APARS units.
CONFID2ENTIAL
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MEMORANDUM FOR:
FROM:
SUBJECT:
APARS
CONMENTIAL
4 March 1986
The Record
Background Paper on the APARS System
The Automated Printing and Reproduction System (APARS) was
placed on line in 1982. Since installation the system has been
under constant pressure to handle a traffic volume that
exceeded the system!/capabilities. The cable volume is
increasing at the rate of 1-5% per year and it appears that the
ALLSTAR system will not be able to ease the pressure before
1990. The following paper is intended as a study on the
current capacity followed by recommendations on how the system
could be augmented to provide adequate coverage in the future.
I will project, as best I can, the future of APARS over the
next five years, exploring the impact of such things as cable
volume growth, possible system re-configurations, and
staffing.
BACKGROUND
When APARS was originally designed, the estimated processing
capacity of the system was 7,000 messages per day. The four
remote systems were installed in the latter part of 1982 after
considerable system design changes, but it quickly became
obvious that the system, as installed, was not adequate to meet
the needs of the Directorate of Operations throughout the
estimated system life expectancy (through 1987). In March 1984
new software was installed in the four remotes resulting in a
dramatic increase in system capacity, throughput, and life
expectancy. The system is currently processing over 11,000
messages per day, OIT/HFD has reported numerous days in January
that the volume has exceeded 14,000 messages, which is about
the maximum amount that the system can accommodate.
CO%riDENTIAL
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STAFFING
Currently, each site is operated by four full time employees
and one part time employee. In addition, two full time
employees comprise an evening shift which operates until
midnight Monday through Friday. Due to the lack of positions
and personnel the two man evening shift moves from site to site
depending on the work volumes. Note: When the section accepted
the responsibility of providing an evening shift it was with
the understanding that the section's TO would be increased by
three positions. The positions were approved by Chief IMS and
then eliminated during a slot reduction exercise. Experience
has shown this staffing level to be barely adequate under the
best of circumstances, and inadequate for proper coverage
during absences for leave or training. We see ARS approaching
a crisis situation in personnel staffing with an inability to
properly serve the DO customer. Additional systems will not be
effective unless sufficient manpower is identified for ARS.
The section averages 300 hours of overtime each month.
The total staffing for all four APARS sites should be
increased to 24 to meet current needs, and gradually increased
to meet projected volume increases in 1987. Sufficient
positions should be identified for the night shift that will
provide one employee for each site with the fifth acting as a
supervisor. The evening shift, if properly staffed, could
provide more efficient utilization of the current hardware. On
a daily basis employees are moved to cover for absence and we
have also had to cancel training courses. A 24 hour
operation would provide additional machine printing time, but
has not in the past been very effective. I suggest that we
augment the system with appropriate hardware and plan on
operating on an 18 hour work schedule. In order to maintain
the current level of service to the Divisions and Staffs, those
sites must be staffed at a level which will permit leave and
training.
I recommend that the section personnel staffing level be
brought up to a minimum staffing level of 39 by 1987 (7 over
our present T/0 of 32).
The recommended staffing levels for the years
1986 (39) five positions for the evening shift
25X1 additional positions for the CCS registry
1987 (50) five positions for 24 hour coverage and six positions
for a registry in new building, 1988 (50), 1989 (50), 1990
(50), and 1990 (50). After 1987 the staffing needs could very
easily be affected by a change in focus of the APARS missions
and the needs and requirements of the offices they serve as
addressed in greater detail below.
involved
and two
are:
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CONFIULIN I VAL.
?
Under this premise, we will have to rely on the user to
eventually recognize the benefits of electrical dissemination
and ask for the reduction or elimination of printed cables.
Based on our observations in various offices in the DO, we do
not expect a new cadre of younger, less rigid officers who are
willing to give up paper to be in positions of authority before
1990, and printed cable traffic will be required until then and
beyond. According to the timetable for the ALLSTAR Upgrade,
most of the DO will not have operational terminals until
1989-90. This takes us into the 1990's before we see any real
reduction in printed cables. By 1990 we expect cable volume to
be almost double that of 1985, making expansion of APARS a
necessity.
POTENTIAL OF PRESENT SYSTEM
APARS is now operating at about 75% of its capacity. (This
includes 5% for planned and un-planned downtime.) It is
processing 11,000 messages (or 100,000 sheets of paper) per day
in the four sites. The Office of Communications estimates
cable traffic volume growth at 13% to 15% per year. Comparing
Jan-Feb 1985 to Jan-Feb 1986 there was 17% and 20% growth.
There has been a 35% increase in cable volume processed by the
remotes since August 1984. We will use 15% in our projections
and also provide a potential increase of 25% in the event of a
crisis situation. Based on these figures, the remote APARS
sites will be operating at 100% capacity sometime in 1986.
They will be processing 12,800 messages per day, using 31,900
sheets of paper per remote or 127,600 sheets per day total.
Again, using an estimated growth rate of 15% per year, the
following figures approximate our expectations by 1990: (The
figures shown are PER DAY.)
Year Messages Sheets per Four Remotes
1985 10,000 (12,000) 100,000
1986 11,500 (13,500) 115,000
1987 13,200 (15,500) 132,200
1988 15,200 (18,000) 152,000
1989 17,400 (20,000) 174,800
1990 20,000 (24,000) 200,000
Numbers in parens represents 25% surges.
20%
86 12,000 87 14,400 88 17,280 89 20,700
90 24,800
cnkrrrY7.- A t:
(125,000)
(144,000)
(165,000)
(200,000)
(218,500)
(250,000)
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With the anticipated completion in 1987 of the new
Headquarters building, the Directorate of Operations components
now in other buildings are expected to move back to
Headquarters. A new remote site has been suggested for the new
building to serve the components that will be relocated. (PPS,
AF and SE) This will increase the number of users being served
by APARS, and dictate the need for additional APARS sites.
Other alternatives which may serve the same end, such as
enlarging two of the present systems, all call for a six
printer configuration by 1987. ARS management believes that
adding a second printer in 3C34 and a complete system in the
new building will enable us to handle the increased traffic
volume most cost effectively.
Our projections on the needs and capabilities of APARS are
based on the assumption that we will have ETHERNET, a fast data
transfer system. The present data transfer rate from the Main
to the Remotes is inadequate ( 250 messages per hour) and this
new message handling system is scheduled to be installed in the
Fall of 1986. ETHERNET may double, or even triple, the present
transfer rate. It is essential that ETHERNET be installed in
the next year or the system will not be able to accommodate the
expected increases. A six printer configuration without
ETHERNET would be of little help when faced with the projected
increase in traffic volume.
In August 1985, OIT/HFD installed phase one of the new
Message Handling Facility (MHF). This allowed CDS to perform
as it was designed to and to process cable traffic more
rapidly. As additional phases of MHF are installed and MHF
eventually replaces CDS, we should see the smooth and rapid
flow of cable traffic through the entire system and the
elimination of bottlenecks. Here again, this will be true only
if we have ETHERNET.
Alternatively, IMS could establish a policy which would
eliminate printed copies of certain categories of cable traffic
within a specified time after installation of an office's
terminals. Due to the small number of customers scheduled to
have terminals before 1989, this would not eliminate the need
to expand APARS. However, it may bring earlier recognition of
the benefits of electrical dissemination as opposed to printed
cables, and allow earlier reduction of the manpower
requirements in the APARS registries.
(0.w 1.T.1 A
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The following are options that appear to be available at this
time, with the advantages and disadvantages as I perceive
them. It should be noted that thus far OC/OIT has borne all
APARS expenses.
INSIST ON THE INSTALLATION OF ETHERNET IN 1986
Most significant solution to APARS problems
EXPAND THE SYSTEM BY PURCHASING TWO COMPLETE ADDITIONAL
SYSTEMS
$1,500,000
THE STAFFING LEVEL OF ARS SHOULD BE INCREASED
Additional slots/personnel for evening shift
New building and LA/FR/AF sites, cost
Additional printers would provide capacities to handle
increases and surges caused by crisis situations.
printer
(1) (4)
(6)
sheets
per
hr
2,000
8,000
12,000
sheets
per
12
hrs
24,000
96,000
144,000
sheets
per
18
hrs
36,000
144,000
216,000
sheets
per
24
hrs
48,000
192,000
288,000
ONRDEN
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STAT
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CONFIDENTIAL
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MEMORANDUM FOR:
FROM:
SUBJECT:
23 April 1986
DO APARS Requirement, Status Report
Members of ESG, GOG and the Directorate of Operations (DO)
met to discuss the DO requirement for additional Remote APARS
systems. Before a requirement for additional remote units can be
implemented, funding for the proposed upgrade of the existing Main
APARS must be identified. This proposed upgrade is basically the
replacement of PDP equipment with VAX equipment and the
installation of ETHERNET to increase the capability of the system-
to-system links. There is an existing contract with XSIS (Xerox)
for a previously planned upgrade to APARS. This contract has been
redirected to encompass the VAX equipment and ETHERNET proposal
for an additional $465K. DO has identified the money in FY85
funds. We are waiting for the Office of Logistics to make a
decision (through OGC) on the legality of using FY85 funds for
this project. GOG is trying to get this decision today. If the
decision is not forthcoming, I suggest that pressure be placed
upon OL to force a decision. If the decision is "no", we will
have to go forward with an unfunded requirement. Until the source
of the funding is determined, we cannot proceed on the
requirement.
The possibility of using the PBX instead of ETHERNET to
support the interconnectivity of APARS is still being
investigated. If it proves viable, the cost of the project will
be approximately $140K less.
The DO asked if OIT had provided funding for additonal APARS
equipment in the new building. It was explained that additional
equipment is being installed in the new building to accommodate
the needs of the main output centers but no money has been
identified to provide equipment for remote DO registries. The DO
will have to identify funds for their reuirement. It was also
suggested that the DO split their requirement into two parts
spanning FY86 and FY87. One remote printer in each of the two
years, $600K each year.
CONFIDENTIAL
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