FY 1986 EXPLANATION OF CHANGES - INCREASES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89B01354R000100170027-4
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 20
• Document Creation Date: December 22, 2016
• Document Release Date: June 30, 2009
• Sequence Number: 27
• Content Type: REPORT

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Bureau of Administration
FY 1986
Explanation of Changes
INCREASES
Wage increases:
Within grade salary increases, $248,000. This increase funds within grade
salary increases to American employees.
Price increases:
Overseas price increases:
Overseas school grants, $153,000. This increase is to provide for an
estimated 9% increase in the cost of salaries and benefits for U.-S. cTtl zen
administrators and teachers overseas ($150,000), and an estimated 4.6%
increase in the purchase and shipment cost of U.S. educational materials and
equipment to overseas schools ($3,000).
Domestic price increases:
GPO printing, $18,000. The Government Printing Office (GPO) has estimated an
increase of approximately 6% in FY 1986.
Telephone services, $38,000. This estimate provides for a 4.6% increase in
the cost of telephone services, including commercial tolls and CENTREX. The
price increase for the Federal Telecommunications System (FTS) is discussed in
another line item.
Personal property claims, $28,000. In FY 1985 we estimate the cost of the
average personal property claim will increase by 4.6% due to the increase in
the consumer price index. This increase provides for an increase from
$582,000 to $610,000.
.Motor vehicles purchase and shipping, $282,000. This increase provides for a
4.6% price increase in the cost of purchasing and in the cost of shipping and
transportation charges associated with the Department's vehicle replacement
program for overseas posts.
Services, supplies, and materials, $322,000. Contractual services, supplies,
maintenance, rentals and other contracts continue to escalate in cost each
year. These increases range anywhere from 3 to 10 percent. In FY 1985 we are
projecting an aggregate domestic price increase for these items of 4.6%.
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Federal Telecommunications System, $355,000. The General Services
Administration has changed their billing approach for services provided by the
Federal Telecommunications System (FTS). Commencing October 1, 1984 GSA will
bill Federal agencies on 24 hours of FTS usage, 7 days a week, versus the
current 9 hours (8:00 a.m. - 5:00 p.m.), 5 days a week.
Air Fares, $66,000. Air fares are estimated to increase approximately 9% in
FY 1986.
Workload Increases, 8 positions (Americans) and $205,000:
Procurement Division, 8 Positions (Americans) and $205,000. The procurement
function accounts for $150 million of Departmental expenditures annually in
Washington-based operations, and $350 million per year by overseas posts. The
need for effective, central control over this program has been emphasized by
recent studies and reports by GAO, OMB, the Department's Inspector General's
office, and as part of EO 12352, which cites requirements to insure compliance
with federal procurement regulations. As an example of the rapid expansion in
procurement activities, in fiscal year 1980 the Procurement Division awarded
approximately 8,000 contracts and purchase orders with a staff of 16 contract
and procurement specialists. In fiscal year 1984, a staff of 18 contract and
procurement specialists handled over 16,000 such actions. This represents a
100% workload increase in 4 years and means that each officer is handling an
average of well over 80 contracts per month, or four contracts per workday.
Many of these contracts represent large outlays and require detailed
preparation, coordination, and review. Continued understaffing will
contribute to an increase of the backlog, waste, inefficiency and
noncompliance with federal procurement laws and regulations in the Procurement
Office. The eight additional positions described below are required to enable
the Procurement Division to fulfill its basic responsibilities to analyze and
administer contracts efficiently and effectively.
-- Two Price Analysts (GS-11/12): The support offered by additional price
analyst positions is a critical requirement, since it insures that the
Government has sufficient information on specific contracts to negotiate
the lowest fair and reasonable prices possible for them.
-- Three Contract Administrators (GS-11): These additional personnel are
required to monitor contracts and assure compliance with the listed terms
and conditions. Proper contract administration is imperative to insure
that the Department gets the supplies and services for which it contracts
in a timely manner.
-- One Contract Officer (GS-09): One additional contract officer is required
to develop solicitations, evaluate offers, and negotiate and award
contracts for supplies and services required by the Department. In one
instance, for example, proper negotiations on the procurement of armored
vehicles have saved the Department $14,000 per vehicle purchased over the
past three years.
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One Procurement Analyst (GS-13): A procurement analyst is required to
assure compliance with the requirements of law and regulations in the
development of-procurement contracts. This is an area of particular
concern to those offices--GAO, OMB, and the Inspector General--which have
reported recently on procurement practices.
One Procurement Agent (GS-11): This additional position is required for
the preparation and issuance of delivery orders under existing contracts
and for the solicitation, evaluation, and award of purchase orders under
open market small purchase procedures. The requirements for the
Procurement Branch have increased by 2,000 transactions in the past year
with a change in the small purchases ceiling from $10,000 to $25,000. The
impact of these increases have been compounded by the requirement for the
incorporation of more clauses formerly required only by contracts and the
requirement to maximize competition.
Other increases, $18,350,000:
General Services Administration (GSA) rental payment:
Standard Level User Charges (SLUC), $17,804,000. Standard Level User Charges
cover the basic rental charge, protection service, maintenance, cleaning,
heating and air conditioning for a normal 8-hour, 5-day work week for the
Department's domestic buildings. Based on known space adjustments and fair
annual rental appraisals furnished by GSA, we are projecting an increase of
$17,804,000 which includes:
-- An increase of $16,955,000 to cover GSA projected rate increases.
-- An increase of $697,000 to cover SLUG charges for the Presidential Guest
House (Blair House). GSA will renovate the Blair House and in turn will
seek reimbursement through SLUC beginning in FY 1986.
-- An increase of $152,000 to cover:
- 3,963 additional square feet of expansion at the Security Field Offices
($37,000)
- 6,037 additional square feet to expansion at the Passport offices
($113,000), and
- other miscellaneous reclassification/remeasurements ($2,000).
Total estimated SLUG costs are:
1984 Estimate 1985 Estimate 1986 Estimate 1986 Increase
$25,714,000 $30,718,000 $48,522,000 $17,804,000
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The above estimates for SLUC payments provide for GSA to continue as the
Department's landlord in all buildings.
Under GSA's direction, building services in Main State deteriorated to such a
point that the Under Secretary for Management wrote to GSA in 1980 and
requested Delegation of Authority to assume maintenance and operational
responsibility for the Main State Building. GSA did not approve the request
but promised to improve services. Although some maintenance and painting was
provided, services have not improved.
On January 30, 1984, the GSA invited the Department's participation in a pilot
program which would delegate responsibility for utilities, housekeeping,
repairs, cleaning, painting, alterations, maintenance, etc. at Main State to
the Department. GSA would retain responsibility for replacement of major
systems. The Department responded favorably to this offer.
If the delegation is accepted, GSA proposes reducing the Department's SLUC
bill in an amount approximately equal to GSA's current operating budget for
Main State. This, at best, would provide for inadequate levels of service and
maintenance comparable to those currently provided by GSA. GSA does not
appear willing to reduce State's SLUC bill by an amount adequate to cover
basic building services which have been neglected in the past years.
The Department therefore is seeking OMB's support in reducing the SLUC bill by
an additional $7,500,000 for the implementation of a rehabilitation and
preventive maintenance program for Main State. This would include $4,500,000
to overhaul major systems and $3,000,000 to bring maintenance services up to
an acceptable level.
Currently, the majority of the electrical and mechanical systems in Main State
are substandard, and due to age (approximately 30 years) have far exceeded
their normal life expectancy. Escalators and elevators are subject to
frequent breakdown; air conditioning and heating systems do not function
properly; electrical systems are overloaded -- in some cases dangerously so;
and plumbing systems are in need of replacement.
To achieve the implementation of a rehabilitation and preventive maintenance
program, the Department is currently using the services of technical experts
to analyze these systems to determine the most cost-effective corrective
actions to be taken. It is expected that this survey will be completed in
early fiscal year 1985. The efforts to overhaul major systems can not get
underway until fiscal years 1985 and 1986. The projected cost to overhaul
major systems, based on preliminary estimates by expert personnel, is
$4,500,000.
At the same time, the quality of routine maintenance services must be
increased to bring them up to an acceptable level and, in some instances, to
avoid ever greater costs in the future. Preliminary estimates place these
costs at $3,000,000.
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Recurring reimbursable services, $546,000. This estimate provides for
increased costs of GSA providing special services not included in the standard
levels of service covered by the Standard Level User Charge (SLUC). These
services cover protection, cleaning, mechanical operation, maintenance, and
other special services required to (1) extend the 5-day, one-shift operation
to a 7-day week, three-shift operation; and (2) provide other requested
services on a scheduled recurring basis. Total estimated costs are:
1984 Estimate 1985 Estimate 1986 Estimate 1986 Increase
$3,771,000 $4,545,000 $5,091,000 $546,000
Program Changes, 76 positions (Americans) and $16,259,000:
Post opening, $68,000. This request is for two vehicles ($17,000) for each of
the following islands in the East Asian and Pacific Affairs region: Koror,
Palau; Apia, Western Samoa; Honiara, Solomon Islands; and Noumea, New
Caledonia.
Information Systems:
Integration of supply, transportation and procurement systems, $200,000.
Elements of the Supply, Transportation, and Procurement Office play
complementary roles in support of overseas material requirements. What the
Procurement and Supply offices obtain on behalf of U.S. missions, the
Transportation Office ships to post. In order to make these operations more
effective, two automated systems have been set up: the Enhanced Automated
Procurement Control System (EAPCS) which tracks contract procurements through
significant stages to provide status information, and the Transportation
Records and Control System (TRACS) which documents the status of 37,000
shipments annually from the Department and four U.S. Despatch Agents.
Though useful, the systems as they stand do not yet provide the level of
support necessary for a worldwide supply network. What is required is the
means to integrate the two systems to manage supply and transportation
programs as parts of one overall process, rather than separate functions.
Integrating EAPCS and TRACS will provide immediate verification of goods
received, speed up payment authorization, and provide immediate responses to
thousands of-post queries on status of material requested. It will eliminate
communication delays between the Supply, Transportation, and Procurement
Offices and distant Consolidated Receiving Points.
Automation of the Office of Operations, $190,000. The Office of Operations
provides many services that appear small because they require few people to
perform. In fact, the impact of the services is such that they are
indispensable to much larger operations. Providing automated processing for
these services is a high priority because of their pivotal nature. The
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following requirements were determined after careful study of functions that
are currently done by hand, or not done at all, which could benefit from
automation.
-- The Employees Services Center is the only authorized source of locator
information. Using an antiquated file system, it maintains 8,000 locator
cards and 6,500 next of kin cards which require constant updating. An
information/retrieval system needs to be installed to provide quick and
accurate information to handle thousands of inquiries monthly on location
of employees, and to notify next of kin in crisis or emergency situations
overseas.
-- The Language Services Division translates several million words each year,
words that form the official record of our dealings with every country.
The process is manual and each translator works without benefit of other
inputs.
-- Department officers serving in regional bureau or other substantive jobs
continually have need to access the Foreign Affairs Information System,
through remote terminals in the building and at USUN. They require
training to use the system, as do generations of their successors and
there is no facility to train the hundreds requesting it each year.
Foreign Affairs Information System (FAIS) Expansion, 14 positions (Americans)
and $5,722,000. The existing eleven-year-old FAIS system, containing more
than 8 million records, is an automated document storage and retrieval system
which holds the Department's central foreign policy files. This system is the
"heart" of the Department's foreign policy archival system and provides
documents and information directly in support of the Secretary and his
principal officers, plus over 100 offices throughout the Department. In an
attempt to improve and upgrade the system, the Department contracted for a
comprehensive study in FY 1984. As a result of the study, it became apparent
that the original concept for upgrading this system, though valid at
inception, was inadequate in light of the extensive distribution of automation
equipment in the Department and the accelerated development of automation and
telecommunications technology. The proposed FAIS expansion will look at the
information management requirements for the Department for the next decade.
Offices in the Department currently use a variety of automated equipment which
are not linked, negating the benefits of distributed information from a larger
"corporate" data base. The new FAIS system will be a comprehensive classified
.system that will build on existing centralized systems to the extent possible,
and will allow for the sharing of this data base to domestic and overseas
users. The system will provide a more dynamic interaction between the
Department and reporting and analysis officers at overseas posts; immediate
access by the posts to the Department's corporate data base; paperwork
reduction savings from electronic dissemination of telegraphic traffic and
information; and savings through faster administrative, personnel, and
logistical transactions between the Department and the posts.
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The proposed FAIS system will be a classified system that will provide the
following basic functions: extension of the FAIS archival data base to the
overseas posts; creation, clearance and transmission of telegrams
electronically through automated equipment; distribution of telegrams
electronically from the communications center directly to the domestic user
offices; and provision of electronic mail within the Department between
selected offices.
In addition, the new FAIS would provide the Secretary's office with a
sophisticated automated network. This network will link office automation
equipment of the Principals, the Executive Secretariat, and the Bureaus with
each other and also with the Department's main computers.
Definition of user and operational support requirements were completed at the
end of FY-84. Modular capabilities will be incrementally prototyped, pilot
tested, implemented, and integrated over a 6-year period. Off-the-shelf
software, with extensions, will be used to the maximum extent possible to
address core functions. Additionally, the Department will take advantage of
related systems initiatives in the foreign affairs and intelligence
community. Multiple vendor disciplines and expertise will be required to
develop, test, and implement software and hardware to address automated text
handling, distributed office networks, worldwide telecommunications, user work
station support, and security protection requirements.
In FY 1985, a skeletal contingent will be detailed to coordinate planning and
refine the conceptual design. This nucleus will be used to form the project
management staff requested for FY 1986. This team will be essential to
clearly define and scope the system so that it can be successfully phased and
implemented by contract. This management team is the foundation for all
project activities. It will plan and control all contractual development
requirements into system performance specifications, design the basic system
architecture and define its component requirements, coordinate design
performance with the user community, prepare all procurement specifications,
define acceptance criteria for software and hardware products, and define the
prototyping, testing, and system integration plans.
A total of 14 positions ($445,000 salaries and $140,000 support costs),
encompassing management, information, computing, and telecommunications
expertise, are required to perform these functions and manage the integrity of
a top-down, structured effort.
-- Project Director, SES
-- Project Planning Manager, GS-15
-- Senior Project Planning Specialist, GS-14
-- Quality Assurance Manager, GS-15
-- Systems Requirements Manager, GS-15
-- Senior Systems Requirements Analyst, GS-14
-- Systems Design Manager, GS-15
-- Systems Engineering and Configuration Manager, GS-15
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-- Administrative Officer, GS-12
-- Administrative Assistant, GS-11
-- Two Secretarles/Stenographers, GS-08
-- Two Secretaries/Typists, GS-07
In addition to these positions, the following resources will be required to
support planning, and the initial prototype and pilot testing of components in
FY 1986:
-- Contractual design and development of software
for capabilities to clear, disseminate information
electronically and transmit
-- Contractual design and development for technical
capabilities to improve data base design, retrieval
and archiving
-- Additional disk storage capacity for increases in
textual information
-- Upgrade of present secure hardware to support
additional users
-- Secure cabling to link users to current and
planned system facilities
$ 700 , 000
1,250,000
250,000
787 , 000
1,500,000
-- Principal Officers' Electronic Mail System 650,000
Improved Information Systems Security, 11 positions (Americans) and
l $2,314,000. Over the past year the utilization of electronic data and word
processing systems within the Department of State has continued to expand
rapidly. The national security and internal control concerns implicit in the
\ explosive growth of computer technology require that additional resources be
allocated for the information system security program.
The Information Systems Security Staff, with a FY 1985 staffing level of 5
full-time Officers and 1 part-time secretary, does not have adequate resources
to satisfy the requirements for automation security services on a worldwide
basis. Current resources are insufficient to assure a Departmental automation
security program that complies with statutory, OMB, and national security
directives. The field of automation security is highly specialized and
requires the involvement of individuals having a unique combination of systems
and security orientation. The new positions will be responsible for conduct-
ing the ongoing automation security program which encompasses the following:
-- periodic security evaluations and inspections;
-- hardware and software security support;
-- support to intelligence community initiatives to enhance the protection of
intelligence information;
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-- preparation, review and testing of data processing facility contingency
plans;
-- provision of security expertise in the prevention of computer fraud or
related criminal activity;
-- automation security training; and
-- guidance to Regional Security Supervisors relating to system security
matters at various posts
Eleven additional positions ($277,000 salaries and $220,000 support costs) are
required to perform the following functions:
-- One automation security training officer to develop and manage the
Department's information systems security training program for
approximately 2,500 individuals annually, including new employees, Marine
security guards, administrative and consular officers, system managers and
Regional Security Officers. This officer will administer computer fraud
workshops and provide contingency and backup training, ad hoc training
modules as required, and training for risk analysis, security inspections
and evaluations. He/she will also coordinate internal A/ISS training
requirements.
-- Two computer system programmer/analysts to conduct security design and
internal control reviews of sensitive computer applications developed for
use on the Department minicomputer and mainframe systems (both domestic
and overseas); evaluate the security features of new vendor products
(WANG, IBM or other); participate as systems security specialists in large
developmental projects such as FAIS, INR/IHS, FMS and AVLOS.
-- One computer telecommunications specialist to address the security and
control problems created by the extensive use of local area networks,
point-to-point communications, dial-up modems and other network
technologies within the Department.
-- Two automation security officers to provide generalist support to all
specific elements of the automation security program. These individuals
will be used to participate in security reviews and evaluations of
installed systems; support the ongoing security risk assessment program;
address specific user security problems; conduct security training
activities, and serve as contract managers of large contractor-performed
studies, evaluations, etc.
-- Two risk management/contingency planning specialists to manage and
participate in the worldwide computer security risk assessment/
contingency planning program. The Department has approximately 90
installed mainframe computers and minicomputers that must, by OMB mandate,
be subjected to periodic risk assessments and security evaluations. A
formal contingency plan must also be prepared for each installation.
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-- One Administrative Assistant to manage internal A/ISS administrative
programs and activities. Individual will be responsible for supervising
contracts, personnel, training and travel activities.
-- Two secretaries to cope with the heavy workload generated by the expansion
of these activities, such as lengthy risk analysis reports, internal
control reviews, cables, training and conference materials, policy and
standards publications, letters, memos, technical reports, travel support
and procurement and contracting support. Without this support, the
effectiveness of the professional staff will be diluted.
In addition to the above staff increases, the following operating increases
are also required:
-- Security test and evaluation of the Department's standard minicomputer
operating system, $200,000. Whether the contract for the Department's
minicomputers is held by WANG or by a new vendor, a complete security
analysis of the minicomputer operating system will be required to
determine its relative strengths and weaknesses in a variety of
information processing environments.
-- Internal control reviews of sensitive financial and other high threat
applications, $300,000. This increase provides for a task order type of
contract to assure that new and existing high fraud threat types of
applications are accorded rigorous internal control review. Examples of
such high threat applications are the Classified Information Handling
System (CIHS), Financial Application System (FAS), Consolidated American
Payroll Processing System (CAPPS), and Consular Applications.
-- Risk analysis of the Department's Communications Center, $300,000. A
comprehensive risk analysis of the Department's Communication Center is
required in association with other Departmental security components. The
Risk Analysis will review all aspects of security to include physical,
procedural and software controls. This will be a necessary prerequisite
for the full modernization and upgrade for the Foreign Affairs Information
System (FAIS).
-- Terminal alarm system, $200,000. These funds are required to contract
with a private vender to develop a terminal alarm sensor which will
protect all workstations and personal computers which are connected to the
FAIS or other computer networks containing sensitive or classified data.
It is projected that approximately 5,000 such terminals will be in place
in Department facilities by the end of 1986. The sensors would also be
designed to interface with the proposed new secure fiber optic cable
transmission system.
-- Contractor assistance for risk assessment/security evaluation activities,
$517,000. Given the rapidly increasing proliferation of computer systems
throughout the Department as well as the increasing sophistication of this
technology, contractor assistance will be required to conduct risk
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assessments and security evaluations of installed systems. Contractor
assistance will.also be required to address specific situations or
configurations--beyond the technical level of expertise found within
A/ISS. Such assistance will be required in the areas of networking,
operating systems, or data base management systems where specific,
one-time expertise is needed.
-- Contractor assistance for implementation and testing of contingency plans,
$200,000. By FY-86 the contingency planning program will have advanced
from the basic preparation phase to the test, evaluation and maintenance
phase. Such activities are beyond the scope of A/ISS resources and will
require contractor support.
-- Research and Development, $100,000. These funds will be used to support
specific research and development projects for computer security
enhancements of direct benefit to Department automation programs. Such
efforts could include research in electronic signature verification for
Disbursing Officers, trusted multilevel operating systems for
communications processors or the use of encryption techniques for
protecting sensitive data resident on an embassy computer system accessed
by U.S. personnel and FSNs.
Computer security enhancement program, 2 positions (Americans) and
$1,386,000. These positions and funds are required to improve the security
posture of computer systems used to process classified data. This request
includes two Automation Security Officers who will be responsible for
exercising security management responsibilities for all information system
related activities within the Bureau of Intelligence and Research (INR) and
the Information Systems Office (A/ISO).
In addition, funds are required to test and evaluate the INR Information
Handling System ($400,000) and the Foreign Affairs Information System
($500,000), and to review the counterintelligence and operational security
concerns inherent in the development and operation of departmental
administrative and other unclassified systems ($400,000) in Washington and at
overseas posts.
Information Access Services Division, 20 Full-time and 29 Part-time positions
(Americans) and $1,378,000. During the past three years the requests for
information under the Freedom of Information and Privacy Acts have increased
by 80% and the backlog of processing these requests has increased by 200%.
Also, during this period the number of positions available to respond to these
requests has decreased. The statutory provisions of these acts mandate that
requests should be processed in 30 days; however, some requests have not been
processed for 9 months due to personnel shortages and the inadequacy of our
antiquated research and retrieval systems.
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The current staffing level for the Information Access Services Division (FOI
only) is as follows:
Full Time Part Time
Information Access Branch 11 3
Information Research and Retrieval Branch 12 1
Workload statistics reflecting the increase in requests and inspectors'
reports point out the need for increases staffing.
As a direct result of delays in responding to requests, the Department has
been required to respond to 75 court cases and was ordered to pay over $60,000
in plaintiff legal and court fees in CY 1983. To respond to this serious
situation, 11 full-time and 26 part-time Paralegal Case Specialists ($537,000)
are requested to act as case officers in processing and coordinating the
requests.
Additionally, there is a current backlog of over 87,000 documents to be
entered into the system. This backlog only adds to the workload required to
search for requested documents. Five full-time Technical Information
Specialists and 3 part-time Data Entry Clerks ($138,000) are requested to
perform this function. Once the cases are processed and all the documents
reviewed, reproducing the material for mailing to the requester is required.
For this function, 4 full-time clerks ($63,000) are requested.
In order to support the requested additional positions, 23 TEMPEST terminals
($400,000) are required to perform system-related and other office work.
In recent years, the Division has received a number of requests for series of
documents on popular topics, such as the Cuban Missile and Berlin Crises,
recent Central American Policy, and the Kennedy Assassination. Under the
current process of complying with these requests, researchers must search the
files and compile all documents related to the request issue. These documents
are then xeroxed and the originals put back in the respective files. Each and
every time a request is answered concerning the same topic, the same procedure
must be followed. Extensive man-hours and paper cost are expended. In order
to replace this procedure, $300,000 is requested to microfiche, in multiple
copies, these historical cases of interest, and release the microfiche to the
requestor who in turn can make copies of the documents or go to the nearest
public library and read the microfiche.
This increase also includes an overtime offset of -$60,000.
Information Acquisition and Processing Division, 7 positions (Americans) and
$327,000. This division inputs, organizes, indexes and maintains official
communications of the Department using the facilities of the automated Foreign
Affairs Information System. The facilities of this system also make possible
the production of microfiche and companion indexes to replace vulnerable
classified national security information at high risk posts. The volume of
official communications and correspondence has increased at the rate of 6% per
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year over the past 10 years, while available staffing has remained static. As
a consequence there.is a substantial backlog of work and considerable overtime
is expended. To address these workload increases, avoid overtime and maintain
viability of the automated system 7 additional GS-05 Technical Information
Specialist positions are requested. In order to support these positions, 7
Terminals/Workstations will be required at an estimated cost of $231,000.
This increase also includes an overtime offset of -$20,000.
Automation of the 4 and 6 FAM volumes, $100,000. The Department proposes to
improve the quality and utility of two volumes of the Foreign Affairs Manual
(FAM) series--Volume 4 on Financial Services and Volume 6 on General
Services--by using computer typesetting technology to update and republish
them.
Security Programs:
Security enhancement recurring costs, $445,000. The Office of Operations is
replacing sensitive biographic, visa, and unique subject files at high threat
posts by converting them to microfiche which can be rapidly destroyed during
an emergency. This not only protects classified material from disclosure, but
also insures that it can be easily duplicated if destroyed during an
emergency. Of equal importance is that the program reduces danger to
employees themselves in emergency situations.
The Security Enhancement Program funds recurring costs for the fiscal year of
installation plus one additional year. After that period it becomes the
responsibility of the program office, in this case Foreign Affairs Information
Management Center (FAIM), to fund the recurring costs associated with the
program. By FY 1984, 47 high and medium risk posts will have been funded by
the Security Enhancement Program. Continued support of these projects must be
funded by FAIM in FY 1986. The following is a breakdown of recurring costs
related to the Security Enhancement Program:
--
Microfiche production support contracts....
$250,000
--
Indexes to cable traffic ...................
50,000
--
Microfilming update material ...............
50,000
--
Reader/Printers ............................
90,000
--
Destruction Kits ...........................
5,000
Total ..................................
$445,000
Marine Security Guard Vehicles, $204,000. In coordination with the Department
of Defense, the Department plans to have twelve new Marine Security Guard
detachments in the following African locations: Gaborone, Botswana;
Bujumbura, Burundi; Praia, Cape Verde; N'Djamena, Chad; Banjul, Gambia;
Djibouti, Djibouti; Conakry, Guinea; Nouakchott, Mauritania; Maputo,
Mozambique; Victoria, Seychelles; Freetown, Sierra Leone; and Kampala,
Uganda. One vehicle ($17,000) is needed for each MSG detachment in support to
this vital requirement.
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Other program support:
Rehabilitate Main-State public areas, $408,000. As part of the general
upgrade of the facilities of the Main State building, this project provides
for the rehabilitation of space as well as the replacement, repair or
refurbishing of fixtures and furnishings in the conference areas, auditoriums,
exhibit area and lobbies ($340,000); the transportation offices ($40,000); and
the Employee Services Center ($28,000).
The Department's conference areas, auditoriums and lobbies are in need of
renovation and repair. These areas receive constant traffic which has badly
worn the carpeting and furnishings and badly soiled the walls. The overall
appearance of these representational areas is in desperate need of a
facelift. This request includes $250,000 to rehabilitate these areas.
Another highly visible area in need of refurbishment is the exhibition hall.
This area is the focal point for visitors to the main state building and needs
additional displays and refurbishing which will cost $90,000.
In addition, in order to provide better service to departmental employees and
to the public, the Transportation Office and the Employee Services Center
require renovation. The Transportation Office has experienced a 150% increase
in workload in the last five years. In FY 1979, 4,800 shipments were
processed by Transportation Operations. Volume has increased to 11,700
shipments in FY 1983 and the first four months of FY 1984 show a further
increase of 7 percent. The space occupied by this office is inefficiently
configured and cannot support the increased workload and the people visiting
it. There is inadequate space to interview travelers, store files, and
establish computer work centers. As a result, there is considerable
inefficiency in the office's operations. To renovate this area in order to
accommodate new interview booths and offices will require $40,000. The
Employee Services Center is in need of general refurbishing. The carpeting is
in dire need of replacement and many of the fixtures and furnishings have been
broken or soiled. Most of the Lounge furnishings have been there since 1965.
the cost to rehabilitate this area will be $28,000.
Improved building services, $175,000. Space management in the Main State
building is increasingly difficult. The Department needs to introduce new
techniques which will improve our ability to manage the space more
effectively. To accomplish this and to comply with the President's space
reduction program, the building's floor plans will be digitized onto computer
diskettes. This will cost $75,000 and will provide better control in the
assignment and utilization of space by bureaus and offices in the Department.
It will also provide a graphic structure of the air conditioning and heating
systems and enhance the redesign of space and equipment installations. The
diskettes.would assist in identifying problem areas and in making
corrections. Also, the Department's Safety Program would benefit by being
able to update more easily the fire systems, exit routes and locations of fire
wardens.
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In addition, the Department recently installed a new incinerator which is
designed to provide-a back-up hot water source to the cafeteria and steam to
the building and t'Ffereby reduce fuel consumption. If the incinerator is
operated on an 8-hour basis, the expected savings in energy will be minimal.
In order to maximize these anticipated energy savings, $100,000 is requested
to contract for the required personnel to operate the incinerator 24 hours a
day.
Upgrade Supply Division, 5 Positions (Americans) and $351,000. The Supply
Division plans and administers a number of services for the Department as a
whole and the foreign affairs community. These include the motor vehicle
replacement program for the foreign service fleet, the implementation of
centralized supply policies and procedures involving federal supply sources,
and operating the Department's consolidated warehouse facilities in
Washington--known as the Supply Services Center or SSC--in support of both
domestic and overseas activities. In order to upgrade the quality of these
services, the following program increases are requested:
One Program/Management Analyst for the Department's centrally-managed
overseas motor vehicle replacement program. The addition of this
professional position will enable the program to carry out the following
management initiatives: to develop economical replacement strategies for -
motor vehicles based on all local factors affecting individual post fleet
operations; to achieve flexibility in the acquisition process through
continuous cost analysis of available motor vehicle alternatives; to
coordinate fully security requirements as they relate to motor vehicle
needs and usages; and to assure an equitable distribution of resources
among posts. The result will be a much more efficient use and allocation
of the Department's motor vehicle resources.
Two Supply Logistics Officers (GS-11) are essential both to manage and
operate the new automated order processing and control systems, and to
perform management analysis, evaluation, and new program implementation
activities. The use of established Federal Supply sources (GSA or DLA)
is not adequately fulfilling the supply needs of our Foreign Service
posts. The existing system and personnel structure do not allow for
efficient, effective and economical supply management. In general,
Federal Supply sources offer the most economical means of fulfilling
requirements, but failures to utilize them properly are costly and
generate significant operational problems for our overseas activities.
In conjunction with GSA, efforts are underway to develop automated
systems which will greatly improve the logistical support that can be
provided to our overseas posts. Implementation of this system will
significantly improve logistical support of overseas posts and reduce
overall costs.
As a part of the above initiative, $64,000 will also be required to
purchase and install a new automated system to provide for order
processing and control of all GSA supply requisitions, to establish a
data base for worldwide supply support activities from Federal Supply
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sources, and to maintain inventory accountability and control over
maintained stock accounts. This system is essential to provide
responsive arid!"cost-effective supply support to all Foreign Service posts
and to provide required data to improve supply management, distribution
patterns and overall supply practices.
One Personal Property Manager (GS-11). The Personal Property Section of
the Supply Services Center Branch is responsible for domestic excess
property utilization and disposal, property reconditioning and
rehabilitation, and maintenance of nonexpendable stocks of office
furniture to meet urgent and emergency needs. The Department does not
have a viable personal property management program; the OMB-sponsored
Internal Controls Program, as well as a recent audit by the Inspector
General's staff, have both substantiated this fact. The Inspector
General's report strongly recommends that such a program be established
promptly. To rectify this shortcoming, one Personal Property Manager
position within this Section is needed to establish property management
and control procedures for the current property programs and to fulfill
this Center's role in the Department-wide Property Management System as
it is developed and implemented.
One Computer Systems Operator (GS-09) and $155,000 for the procurement
and installation of an automated supply system is essential to handle the
increased workload and to improve both the overall efficiency of
operations and property accountability and controls. This system will be
used for inventory controls, receiving, order processing, shipping
transactions, and overall transaction control and monitoring, and will
interface with the other Branches of the Division, as well as other
offices within the Department. The Computer Operator will be used to
operate and maintain the system and to train and assist warehouse
personnel in its use
Claims Staff, 2 positions (Americans) and $40,000. Due to the increase in
violence and terrorism overseas, the Department has had an increase in the
number of claims being submitted by its employees. Claims which should
normally take two weeks to process currently take 90-120 days. This is a
major concern of the Inspectors as well as a major complaint from the
employees. The current staffing of only one adjudicator, combined with the
increase in job responsibilities, has created a significant delay in
responding to these submissions. Two additional positions are requested to
improve services to foreign service employee claimants and to bring this
.function more in line with that provided by the Department of Defense. One
GS-9 Carrier Recovery Specialist will handle exclusively demands against third
parties, particularly shipping and moving companies; and one GS-4 Clerk/Typist
will handle the heavy paper flow and claims files, as well as to compile and
control the fiscal data related to employee claims.
Technical Services Branch, 2 positions (Americans) and $32,000. This office
provides audio-visual support and prepares and maintains ongoing and special
exhibits which are an integral part of the operations of the Department and
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have an impact on both foreign and American visitors. There is currently no
clerical support to-perform the myriad of required administrative and clerical
functions. The Branch has been forced to use higher grade employees to answer
telephones, greet visitors and operate our equipment loan service. Filing for
the branch is backlogged due to the lack of clerical support, and the office
has been unable to take full advantage of its WANG word processing system. To
rectify this inefficiency, two clerk-typists are needed: one (GS-05) would
serve as a receptionist for the branch and the other (GS-04) would serve in
the Photographic Library.
Records Management Staff, 3 positions (Americans) and $92,000. This staff is
responsible for providing leadership in reducing classified and sensitive
holdings of national security information at high and medium risk posts. Over
the past three years, five members of the staff have visited over 80 posts and
reduced classified holdings by over 11 million pages. This however, accounts
for only one-third of the classified holdings worldwide. To improve the
results of this highly effective and visible program, 3 additional Management
Analyst positions are requested.
Graphic Services Branch, 2 full-time and 1 part-time positions (American) and
$88,000. This branch provides essential visual information programs and
graphics services to the Department, White House and other government agencies
with a present complement of 8 permanent positions. In FY 1984 there was a
100% increase in requests for this service over the previous year, and the
volume of requests will continue to grow in the future. To provide continued
support for both the Department and the White House and the ever-increasing
requests for graphic designs, 2 full-time GS-11 Visual Information Specialists
($78,000) and 1 part-time GS-05 Visual Information Officer ($10,000) are
requested.
In addition, a Personal Composition System ($25,000) is required by the
Graphics Section to enable them to deliver camera-ready art and typeset
materials upon request, thus reducing over 200 staff hours of labor.
Language Services Division, $150,000. The Division is responsible for
interpreting for the President and the members of his cabinet and supports
many important international negotiations and conferences such as START, INF,
CSCE, economic summits, etc. In order to provide simultaneous interpreting,
highly specialized electronic equipment must be utilized. The current
equipment, which is 30 years old, frequently malfunctions during important
meetings and is in dire need of replacement. The cost is approximately
$150,000.
Upgrade motor vehicle fleet, $1,700,000. This increase would provide funds
for a three-year, instead of four-year, replacement cycle. A three-year
replacement cycle would significantly reduce maintenance and repair costs,
reduce vehicle downtime, improve reliability of fleet resources, and increase
proceeds of sale through earlier disposal of replaced vehicles at many of our
overseas posts.
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Contract Staff in the Classification/Declassification Center, $121,000. The
Classification/Declassification Center has experienced a need for two full
time equivalent ma"-ears of contract time to augment the Systematic Review
Office. These contractors would be used for consultation and direction at the
National Archives and Records Service (NARS) in connection with the NARS
project to accession the Department's retired classified records. We
presently meet this obligation with reviewer personnel. This has resulted in
the normal systematic review work falling behind schedule and has created
backlogs in systematic review which effects various other Departmental offices.
Systematic Declassification of AID Documents, $60,000. The National Archives
and Records Service (NARS) will conduct the systematic review of AID documents
for the period 1946 through 1954. State Department equities in these records
are sufficiently large that special consultation and selective review by State
Department personnel will be necessary to ensure that declassification
decisions take into consideration foreign policy concerns, current bilateral
relations sensitivities and intelligence matters. This will require one staff
year of review at an annual salary and benefits cost of $60,000.
Establishment of a Litigation Support Staff, 1 position (American) and
$111,000. The Classification/Declassification Center's Mandatory Review
Office has been inundated with litigation cases in the past two years and the
rate of such cases will increase progressively in the future. It is essential
that a litigation support staff be established as an internal administrative
device to alleviate the pressure placed on the Mandatory Review Office and its
Director by this workload. The mounting litigation cases have absorbed about
25% of normal review staff time and about 50% of the Director's time. Much of
this time is wasted in the learning process since there is no continuity for
dealing with the problems which arise in any litigation case. The Department
is currently engaged in Court in approximately 50 cases. In the last 18
months the Department has prepared, signed and filed over 3,000 pages of sworn
affidavits. The longest single affidavit totaled 621 pages.
The function of the proposed litigation support staff would be to handle all
document-review litigation cases, including reviews of documents for possible
release in civil discovery. The staff would operate in task force fashion as
an integral part of mandatory review and would work closely with the
Department's Legal Advisor's Office. The staff would consist of two part-time
reviewers (one senior reviewer and one lawyer/reviewer), one part-time
secretary, and one full-time Paralegal Specialist who would prepare draft
declarations, establish document control procedures, make excisions, etc.
Implementation of the Department's occupational safety and health program, 3
positions (Americans) and $545,000. The Safety Director is responsible for
coordinating the Safety Program for the Department domestically and for all
foreign affairs agencies overseas. Primary emphasis is on the prevention and
reduction of employee occupational injuries and illnesses and reduction of
property losses through such activities as fire and life safety surveys,
educational and training programs, and inspecting, evaluating, testing and
controlling of hazardous materials, work processes and environments. Due to
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the lack of sufficient resources, however, the Department has been unable to
implement a fully comprehensive occupational health and safety program for
domestic and overseas locations and employees as required by E.O. 12196 and
OSHA regulations. Three positions are required to implement this program:
one Assistant to the Safety Director to assist in the evaluation and
development of policy and procedural guidance; one Occupational Safety and
Health Program Officer to provide expanded education and training and support
to the overseas program; and one clerk/typist for necessary clerical and
administrative support (which the Safety Office currently does not have). In
addition, funds for five contract inspectors are requested to give the
Department the ability to provide comparable occupational safety and health
protection to work places and employees overseas through surveying,
identifying, evaluating and controlling occupational health and safety
hazards; ensuring compliance with inspection requirements; and providing
education and training.
Post Reopenings, $45,000. In FY 1986, a consulate in Bukavu, Zaire will be
re-opened. In order to provide adequate vehicle support to the post, the
Department recommends that two vehicles be funded.
Vehicles (Namibia), $75,000. Five vehicles ($15,000) are needed to support
this vital program that has been established in Southern Africa to promote
peace. Once this program has accomplished its objectives the vehicles would
be used to support the reopening of the U.S. Mission in Angola.
Position restoration, 2 postions and $53,000. Two positions were requested in
the FY 1985 Congressional Budget for the administration of the Department's
new integrated voice/data telephone system. The Department transferred these
positions (re: the 1985 current estimate) to the Working Capital Fund because
the telephone activity is a central administrative service. Subsequent to the
Department's action, the Congressional level for FY 1985 did not allow the two
position increase, thus leaving a double-reduction to the 1985 current
estimate. This request is to restore these two positions to the 1985 current
estimate.
After-hours building services, 2 positions and $41,000. Because of continuing
instability in many parts of the world, and the heavy demands this places on
the Department's limited personnel resources, large numbers of employees are
required to work after normal duty hours conducting essential business. This
is in addition to personnel who regularly staff the Operations Center,
Communications Center, Command Center, etc. The General Services
Administration has not been able to provide building services and emergency
support necessary for offices to function effectively after hours. At the
same time, the age and general condition of building systems and the lack of a
GSA preventive maintenance program mean that systems are ever more prone to
breakdowns.
At present, the Office of Operations has no way of responding to after hours
requirements for heat or air conditioning, or to handle emergencies such as
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leaks or electrical outages. This request includes two Building and
Maintenance Specialists who would work on weeknights and weekends to respond
to these problems.---These specialists would respond to problem situations,
initiate necessary action and provide follow up, conduct inspections to
identify building maintenance needs, and compile reports evaluating building
services, safety and energy conservation programs.
Grants to support implementation of computer technology in overseas schools,
$330,000. Although many overseas schools have been able to maintain quality
educational programs, a number of the recommendations in the report of the
National Commission on Excellence in Education, A Nation at Risk: The
Imperative for Educational Reform, are pertinent to the needs of overseas
schools, particularly in the areas of science, mathematics and computer
science. The Office of Overseas Schools (A/OS) has sponsored seminars and
conferences in computer technology in the schools in order to orient and train
administrators and teachers in the use of computers in education, and has
encouraged schools to acquire computer hardware and software. A/OS has
cooperated with a number of educational institutions and publishers in
adapting existing programs and developing new programs to meet specific needs
of overseas schools.
Funds are needed to assist schools to purchase both hardware and software, and
to continue training programs and development of programs. This request
includes $230,000 for grants to schools to purchase the necessary equipment
and materials, and $100,000 for support of training programs through regional
associations and cooperating educational institutions, and for the developing
of specifically-tailored programs for overseas schools.
Personal property management program, $100,000. The Department does not have
a personal property management program, nor the personnel with expertise to
develop one. This means we have no way of knowing the value, quantity or
condition of Department furniture and equipment holdings. We cannot estimate
replacement cycles, nor can we exercise control to discourage waste,
duplication or theft. The OMB-sponsored Vulnerability Assessment Program
cited this lack as serious and required us to institute a property system
similar in scope to the Real Estate Management System nor being developed for
Foreign Buildings Office. This request includes $100,000 for contractor
assistance in developing software for property management and inventory and an
Inventory Manager to establish and maintain ongoing controls.
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