SENIOR ADP ACQUISITION EXECUTIVE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP91B00060R000100180017-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 4
• Document Creation Date: December 27, 2016
• Document Release Date: February 12, 2013
• Sequence Number: 17
• Publication Date: July 5, 1988
• Content Type: MEMO

Declassified in Part - Sanitized Copy Approved for Release 2013/02/12: CIA-RDP91 B00060R000100180017-8
OZT T11 S
T 0698-88 LOGGED
JUL
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MEMORANDUM FOR: Deputy Director for Administration
VIA: Director of Logistics
FROM: Edward J. Maloney
Director of. Information Technology
SUBJECT: Senior ADP Acquisition Executive
REFERENCE: Your memo to the IG, undated, subject:
Review of ADP Acquisition Procedures (DA 88-1178)
1. Based on the reference, your staff requested we provide our views on
the creation of a Senior ADP Acquisition Executive within CIA. Under the
existing system, the offices of Information Technology and Lo istics jointly
perform ADP acquisition review. Headquarters Regulation ADP Management,
assigns the Director of Information Technology the responsibility to concur on
all ADP acquisitions involving either a 'central processing unit' or exceeding
a dollar threshold (greater than a0 purchase). In practice, this
covers all significant ADP acquisition activity. By regulation, the D/OIT
review covers technical and management issues only. Business management
issues under our current system fall under the purview of the Director of
Logistics.
2. The D/OL fulfills his Agency-wide acquisition management
responsibilities through the Senior Procurement Executive (currently
(ACRB). The Senior Procurement Executive and the Procurement Management Staff
promulgate acquisition policy, while the ACRB is responsible for: 'Reviewing
, the Procurement Management Staff, and the Agency Contract Review Board
all approved procurement requests proposed contracts, or amendments in the
scope of a contract that exceedsin value, plus other lesser value
actions at the discretion of the contracting officer.'
3. Should the DDA opt to create a new structure, we would recommend that
it be housed within the office of Information Technology and report to the
D/OIT (suggested responsibilities are provided in the attachment). We propose
adding a business management review to the existing OIT ADP procurement
review. The OIT business review would be an additional level of review. It
would focus on financial management issues, such as the justification of lease
vs. purchase and purchase vs. installment purchase (e.g., Alternate Purchase
Plans--APPS). The responsibilities of Agency Contracting Officers and the
Agency Contract Review Board would continue. This new review function would
Declassified in Part - Sanitized Copy Approved for Release 2013/02/12: CIA-RDP91 B00060R000100180017-8
 Declassified in Part -Sanitized Copy Approved for Release 2013/02/12: CIA-RDP91 B00060R000100180017-8
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ctor of Logistic Date
require the augmentation of D/OIT's staff by at least one individual. (We
would recommend a Contracting Officer on rotation from OL.) A major function
of the new individual would be training--training of both Agency Contracting
Officers and-technical staff in the cost evaluation of procurement
alternatives.
4. In sum, we see the Senior ADP Acquisition Executive role assigned to
the Office of Information Technology as a natural outgrowth of the current
technical/management review. With the procurement review performed by
Contracting Officers and the ACRB, we should be able to demonstrate to
Congress our commitment to improving the financial management of CIA ADP
acquisitions.
Attachment:
As stated
CONCUR:
*While I have concurred in OIT's position,,I do not believe
that it will substantively improve the ADP Acquisition
Process. Paragraph 2 of Ed's memo spells out the detailed
review which now takes place in the office of Logistics, but
does not explain the fact that the business decision to
purchase or lease is inherent in the procurement function and
is specifically the responsibility of each Contracting
officer. Adding another review by a designated Senior ADP
Acquisition Executive places an additional bureaucratic layer
in the process and can only further impede rather than speed it
up. I suggest that instead of adding this additional layer,
the responsibility should be given to the Chief, Contracting
Team, OIT, forthe review of proposed lease vs. purchase ADP
acquisitions over one million dollars.
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SUBJECT: Senior ADP Acquisition Executive
Distribution:
Orig - Addressee (w/att)
2 - DDA Registry (w/att)
1 - D/OL (w/att)
2 - D/OIT (w/att)
1 - MSD/MG/OIT (w/att).
3 - ISC (w/att)
(5 July 88)
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 Declassified in Part - Sanitized Copy Approved for Release 2013/02/12: CIA-RDP91 B00060R000100180017-8
Proposed Responsibilities of the Senior ADP Acquisitions Executive
Note: Currently responsible component in brackets
Technical/Management
Review of proposed ADP acquisitions to ensure:
---Cost-effective use of automation; viable operational.
Concept of Operations [OIT]
---Non-redundancy with existing systems or ongoing programs [OIT]
---High quality requirements statements and/or Statements of
Work [OIT when information is made available]
---Compatibility with existing systems/networks [OITJ
---Conformance with technical standards (*) [OIT]
---Technical/management coordination has taken place
(e.g., will OIT. support be required) [OIT]
---Facilities concerns addressed [OIT for OIT-supported equipment;
OL for non-OIT supported equipment]
---Acceptable security plan [OIT for OIT-supported equipment;
OS for non-OIT supported. equipment]
(*) A detailed technical evaluation of the proposed system/configuration
will not be performed
Business Management
Review of proposed ADP acquisitions to ensure:
---Cost-effectiveness of financial arrangements
(lease vs. purchase, etc.) [OL]
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Declassified in Part - Sanitized Copy Approved for Release 2013/02/12: CIA-RDP91 B00060R000100180017-8