CORPORATE DATA ELEMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP91-00280R000300400004-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 2
• Document Creation Date: December 27, 2016
• Document Release Date: November 23, 2012
• Sequence Number: 4
• Content Type: MEMO

Declassified in Part - Sanitized Copy Approved for Release 2012/11/23: CIA-RDP91-00280R000300400004-3
MEMORANDUM FOR: Deputy Director for Administration
VIA: Associate Deputy Director for Administration
FROM: Corporate Data Task FOrce
SUBJECT: Corporate Data Elements
1. On 7 July, the ADDA tasked us to "come up with the basic elements of a
corporate data base." He also gave us one month to accomplish the task.
Submitted herewith is our report. Cur recommendations are in paragraph 7.
2. We first met as a group on 10 July to discuss our tasking. It was
decided that each member would focus on his/her office to identify "common"
data elements. We arranged for Chief. Clornopte Systems Development
Division/tevelopment Croup/OIT, to brief us. We subsequently met
several times to discuss our individual findings and to consolidate them into
a single report.
. DIri)the,,?rse of our study, we found that OM had taken the
levant VIRS-2 data elements and added the additional ones needed
by the OP "I TEAMS" and the CMS "MIDAS" projects to make a list
of approximately 128 common data elements. This was a good effort under the
circumstances. The problem in pursuing only this procedure, however, is that
the common elements are identified pfter rather than before the project design
phase. OIT is put in the position of identifying what resulted rather than
what was planned.
4. In preparing our lists, we have used generic terms to identify
elements. We have not attempted in our limited time to make decisions on how
the elements should be written, i.e., limit the number of synonym that can be
used per generic term. We have defined common data elements as those which
are or will be used by multiple DA offices to do their substantive work. We
did not include an office if the element would be used only for information or
career management purposes. We accepted OIT's definition of a corporate
system as one that "is of Agency-wide interest, directly affects the
management of Agency resources, performs primarily administrative functions
supporting mid-level to senior Agency managers, and is typically managed by a
DDA component."
npclassified in Part - Sanitized Copy Approved for Release 2012/11/23: CIA-RDP91-00280R000300400004-3
Declassified in Part - Sanitized Copy Approved for Release 2012/11/23 : CIA-RDP91-00280R000300400004-3
SUBJECT: Corporate Data Elements
5. The attachment shows the elements that we have identified, the offices
that have responsibility for the integrity of the elements, and the offices
that will be using them. We consider the common data element list only a
beginning; additional elements should be added after further review of current
and future projects. Some elements have been identified for the corporate
system although their usage at this time may be more unique to a particular
office than common throughout the DDA. We still believe their wider Agency
usage warrants inclusion. We also have identified aCylal9solumn to indicate 4
the elements that past experience has shown will be requested by managers. mcoicr
6. There still exists too many situations where different codes and
different text fields are used for the same generic term. These differences
cause confusion and inefficiency and make the programs more complex than often
is necessary for the desired results. This is an area that needs immediate
attention. The attachment might be a good source to start making decisions to
ensure that we use the same codes and text fields, unless an exception can be
justified. This problem also points up the need for the DA to have a senior
officer whose responsibility it is to make such decisions and provide general
DA guidance to office project teams.
7. We recommend that you:
a. Require each DA, office to review soon its existing and pending
projects to standardize codes and text fields within that office.
b. Designate a senior officer to be responsible for decisions
AU-at
A47,4t- regarding elesigri standards. This officer alartthe assisted by a
directorate-wide committee or task force but the officer would be the
final arbiter.
c. EStablish
elements-veal-be
elements in e repor outd-be the starting point. (This task force
should be convened after the offices have had a chance to review their
internal situation per recommendation a.)
task force to_atandardizglor the directorateAhew-deta
t, stored, and retrieved!) The list of common data 4.44A4.44.
d. Include in the development of all projects a review of the data
elements to determine which are corporate and which are project unique and
which corporate elements are common to multiple DA offices.
Chairperson,
Corporate Data Task Force
Declassified in Part - Sanitized Copy Approved for Release 2012/11/23: CIA-RDP91-00280R000300400004-3
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