FY 87 OL PLANNING CALENDAR AND PLANNING GUIDE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89-00244R001202780002-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 22
• Document Creation Date: December 27, 2016
• Document Release Date: July 20, 2011
• Sequence Number: 2
• Content Type: REPORT

Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
STAT
STAT
STAT
STAT
STAT
STAT
STAT
STAT
STAT
ROUTING AND RECORD SHEET
SUBJECT: (Optional)
OL Planning Calendar- FY 87 and OL Planning Guide
FROM: EXTENSION NO.
OL Plannin Officer
DATE
23 September 1986
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/BPO
1J45 Headquarters
Attached are updated copies of the
-
..
2.
Planning Calendar - FY 87, a draft
C
B
of which was given to division and
staff Planning Officers at the
3.
planning i
ting in Tony's office
g m
C/PF,TS
n
ee
4
Also attached is a copy of the OL
.
A-C/PNLS
Planning Guide, giving information
on the OL Planning Conference
,
5.
Executive
u ie
o
~
C/SS
instru
instructions
etc. We've
included
for preparation of milestone charts
6.
initiatives, significant accomplish
C/FNID
ments, etc.
3E14 Headquarters
7'
After reviewing the attached, pleas
C/PF,PD
pass them on to your Planning
158 P&P Bldg
Officer, if appropriate, for
B,
retention.
C /PD
We hope these attachments will help
9.
l
you and your Planning Officers
r
lvprn
anticipate requirements for FY 87
and will be a guide for preparing
10.
responses in the proper formats.
c/sn
11.
12.
Attachments :
As stated
13.
14.
15.
FORM 610 USE PVIOUS
1.79 EDITIONSRE
?I Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
FY 87
OL PLANNING CALENDAR
and
PLANNING GUIDE
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
OL PLANNING CALENDAR - FY 87
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 STAT
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
Next 1 Page(s) In Document Denied
Iq
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
OL PLANNING GUIDE
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
1. The Fall OL Planning Conference usually takes place
the second week of October at an approved out-of-town
conference site. Attendees include the D/L, DD/L, EO/OL,
AEO/OL, the C/NBPO, C/B&FB, all staff and division chiefs, and
the Planning Officer/IMSS.
2. In addition to general issues that affect OL's
responsiveness and efficiency, "new budget initiatives" for the
fiscal year 2 years ahead and "office objectives" for the next
FY are discussed and selections made.
3. In September C/IMSS sends a memorandum to the C/NBPO,
C/B&FB, and staff/division chiefs requesting, by 1 October,
suggested new budget initiatives and office objectives. A
brief summary of each item is requested in order to facilitate
the discussion process.
4. After the planning conference, IMSS compiles a list of
the objectives selected and forwards them to all OL components
with a request that milestone charts be prepared and submitted
to IMSS by 24 October.
5. New initiatives are also discussed and selections made
for inclusion in the budget. These are handled thereafter by
C/B&FB.
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
11
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
1. The C/IMSS sends a memorandum to the C/NBPO, C/B&FB,
and staff/division chiefs, usually in mid-August, requesting
new budget initiatives for discussion at the OL Planning
Conference held in the fall. In September 1986, IMSS asked
that additional budget initiatives for FY 89 and new budget
initiatives for FY 90 be submitted by 1 October for discussion
at the 7-8 October 1986 Planning Conference.
2. When new initiatives have been selected, divisions
and staffs are responsible for preparing proper formatted
justification (sample attached) that includes the title, date
of full operational capability, cost estimates for positions
and funds for the number of years involved, problems to be
addressed, statement of the proposal, and the coordination
required.
Attachment:
Sample of format
11 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
DDA/0L
(Title of Initiative)
FY FY FY FY FY
Cost Estimate 89 90 91 92 93
Positions:
Funds:
Problem to be Addressed:
Proposal:
Coordination:
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
11
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
OL QUARTERLY
1. The OL Quarterly is usually held approximately 6 weeks
after the end of each quarter of the fiscal year. It is given
twice each quarter on consecutive da s--in the Headquarters
STAT Auditorium on the first day and in Building on the
second day. A Dry Run takes place approximately 10 days prior
to the OL Quarterly. We suggest that speakers also have a Dry
Run with their division/staff chief before the formal one with
the D/L.
2. For each quarter's agenda, the DDA presents awards to
the OL Employees of the Quarter in Headquarters Auditorium,
and, subsequently, the C/P&TS/OL speaks briefly on general
personnel topics; C/IMSS gives a short overview of OL
activities for the 1st, 2nd, and 3rd quarters, and significant
accomplishments for the year in lieu of 4th quarter activities;
individual speakers give their presentations; and then a
question-and-answer period follows closing remarks by the D/L.
3. Reports on quarterly activities for the first three
quarters are due in IMSS by the 10th of the month following the
end of the quarter being reported upon; i.e., 10 January for
the 1st Qtr, 10 April for the 2nd Qtr, and 10 July for the 3rd
Qtr. As explained in the Significant Accomplishments section,
significant accomplishments for FY 86 will replace the 4th Qtr
activities, and we are requesting them by 1 October this year.
4. Quarterly reports should consist of descriptive
narrative on activities or accomplishments, including routine,
bread-and-butter functions and, when the subject permits, a
draft recommended graphic; substantial cost savings realized or
anticipated; large or special support projects; and other
activities performed under unusual or especially difficult
circumstances or in a particularly timely manner.
5. Suggested topics for the OL Quarterly should be
forwarded along with the activities for each quarter or may be
STAT telephoned to the IMSS Planning Officer,
STAT at any time. The division or staff
suggesting a topic should be prepared to furnish a speaker to
make the presentation at the next quarterly meeting and should
have appropriate slides made if selected to give a briefing.
These slides must be in IMSS prior to the Dry Run mentioned in
paragraph 1.
Attachment:
Briefing Pointers
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
BRIEFING POINTERS for OL QUARTERLIES
STAT
1. Know your subject thoroughly.
2. Be sure your presentation is appropriate for the audience
and location.
3. Use slides instead of vugraphs. Coordinate with Jim
P&PD Design & Presentations Staff, GJ4008 HQ,
arl , for guidance/suggestions on your slides.
Remember that P&PD must have time to work on them -- and
that you'll need them for the dry run with the D/L (item
11 below).
4. Keep slides simple. They should add to, not be, the
presentation. Make sure all are of uniform good quality
and are horizontal pictures, not vertical, for the HQ
Auditorium.
5. If you'll use notes, have them typed double-spaced on
8 1/2- x 11-inch paper for insertion in a notebook (which
IMSS will prepare and have ready for use on the speaker's
stand), but DO NOT READ NOTES - MEMORIZE THEM.
6. Practice your presentation in front of a mirror. Time
your talk with your visual aids. To keep to the one hour
allotted, it's essential to hold your presentation to 10
minutes or less.
7. When you begin, introduce yourself and state what you'll
be talking about. When you finish, introduce the next
speaker ("Our next speaker will be " or "I'11 be
followed by .", etc.)
8. Face the audience, not the slides. Glance at the slide to
make sure it's the correct one and, if suitable, use a
pointer. (If you plan to use the electric-beam pointer in
the HQ Auditorium, practice with it beforehand. This
pointer is hard to control; to keep it from dancing all
over the screen, point it toward the floor when you're not
actually pointing.)
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 STAT
STAT
STAT
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
9. In you'll have a remote device you can operate
yourse to change your slides (practice with this just
before the dry run). In HQ Auditorium you must press hard
on the button on the right of the lectern to signal the
control-booth operator to change the slides (meaning you
won't have quite the same instantaneous response) - you
can practice with this the day of the presentation.
10. Inject some humor if possible. Tell a brief anecdote if
appropriate.
11. Have a "dry run" with your Division/Staff Chief and/or the
IMSS Planning Officer before the official dry run with the
D/L.
12. On the day of the official dry run, arrive at
about 45 minutes early to allow time to insert your s i es
into the slide tray and run through them once.
13. Remember that you'll be making Your presentation both days
-- in the HQ Auditorium and
14. For the actual presentations, arrive at least one hour
early if you're bringing your slides; 30 minutes early if
they're already in the tray.
15. Enjoy yourself. We're all "family."
11 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 II I
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
1. Each fall, usually in September, C/IMSS asks division
and staff chiefs to submit at least a certain number of
suggested Directorate- and Office-level objectives for the
coming fiscal year. These are discussed at the Fall OL
Planning Conference and selections made. Divisions/staffs then
are asked to prepare milestone charts for the MBOs chosen.
2. In September 1986, the D/L requested that each
division/staff chief submit to IMSS by 1 October a minimum of
three or four major, prioritized objectives for FY 87
support of the D/L's "Action Plan 1986/88." Included should be
a title and brief narrative description of the proposed
objective, plus the category of the plan (Group A, B, or C) it
supports. Detailed milestone charts for each chosen objective
are due in IMSS by 24 October 1986.
3. When selecting possible objectives, keep in mind that
an objective should not be contingent on additional resources
(either funding or personnel). It should be achievable within
present resources and worded to encompass only what can be
accomplished during a single fiscal year (even though an
overall objective actually may span more than one year).
4. A sample format for milestone charts is attached. So
that all milestone charts are uniform, please do the following:
"Office-level" at the top.
After "quarter ending," insert the proper date
for the'end of the quarter being reported upon;
i.e., 31 Dec 8-, 31 Mar 8-, 30 June 8-, etc.
In the upper right-hand corner, indicate whether
it is Group A, B, or C (Critical, Essential, or
Important - per the D/L's Action Plan).
Begin each milestone activity with a verb, such
as "develop," "prepare," "initiate."
I Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 'I I
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
MBOs and Milestone Charts (continued)
Enter an "X" in the month(s) where your
scheduled "0" milestone has been accomplished or
put dashes between the scheduled "0" milestone
to the month of the anticipated new completion;
e.g., "0"------- now. If a scheduled milestone
was not met, it's important that you explain
why. Also please include, at the bottom or on
the back of the page, a very short note giving
the updated status, etc., for the quarter being
reported on.
Be sure to include the classification at the top
and bottom of the page.
5. IMSS keeps a list of the Directorate- and Office-level
MBOs along with a copy of all milestone charts. IMSS assigns a
number to each MBO when the list is compiled at the beginning
of each fiscal year; this number should be used on the
milestone chart when it is updated or referred to.
6. Updated milestone charts are due in IMSS on the
following dates:
31 Dec 8_ - end of 1st Qtr of each fiscal year.
31 Mar 8_ - end of 2nd Qtr of each fiscal year.
30 Jun 8_ - end of 3rd Qtr of each fiscal year.
- *30 Sept 8_ - end of 4th Qtr of each fiscal year.
7. Division and staff chiefs should be prepared to brief
the D/L on MBOs at their first biweekly meeting after the end
of each quarter unless otherwise notified. (C/P&TS and C/SS
review their MBOs with the EO/OL and DD/L.)
Attachment:
Sample milestone chart
*Updated milestone charts for the 4th Qtr FY 86 were requested
by 1 October 1986 in lieu of 30 September 1986.
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
Office-level
or
Directorate-level
Office: OL/(Division or Staff)
Objective Statement: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Responsible Officer: xxxxxxxxxxxxxxxxxxxx
Significant Funding Amount: $ xxxxxxx FY 8 7
Quarter Ending: 31 Dec 86 (or 31 Mar 87, 30 Jun 87, 30 Sep 87)
Group A (Critical)
Group B (Essential)
Group C (Important)
O - Scheduled
X - Actual
Activities Planned
Quarter 1
Quarter 2
Quarter 3
Quarter 4
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
1. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
OX
2. xxxxxxxxxxxxxxxxxxxx
0--
----
--0*
3. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
0
4. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
0
5. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
0
31 Dec 86: (Short note re activity o
th
MB C
, in
lud
'ng
probl
ems
and
miss
ed
milestones, if any.)
*Milestone completed in November as
the
ule
.
**Milestone slipped from December to
ebr
ary.
(Number assigned by IMSS) CLASSIFICATION
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
1. An annual report of significant accomplishments for
the previous fiscal year is due in IMSS from each division and
staff on 1 October. From this information, IMSS prepares the
D/L's annual report to the DDA. Submissions for FY 86 will
also be used in an overview of '86 accomplishments, to be given
at the November 1986 OL Quarterly, and in a cable report to
Logs Officers in the field.
2. In Apr 87, IMSS will prepare a cable report to Logs
Officers in the field to tell them about accomplishments for
the previous six months of FY 87. Staffs/divisions are asked
to submit these items to IMSS by 31 Mar 87.
3. These reports should include a very brief summary
(topic with one- or two-sentence description) of each
component's significant accomplishments for the period covered.
4. To facilitate preparation of the report, divisions/
staffs should consider inputting this information into the Wang
on a weekly basis (perhaps selecting such items when preparing
their own Weekly Report). Thus, the data would be in a
document on the Wang when the reports of significant
accomplishments -- and quarterly activities -- are required.
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
11
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
1. The first step in updating the OL Five-Year Plan
usually is taken in September of each year, when IMSS sends
division/staff chiefs copies of the most recent DA Long-range
Assumptions and Goals along with the current OL Five-Year
Plan. The latter addresses OL's assumptions and goals (which
support those of the DA) five years into the future, including
the projected outlook for requirements levied on OL; OL's
financial and personnel resources, space, and facilities; and
OL's goals for meeting those requirements with the resources
anticipated.
2. Recipients are asked to update the narrative portion
of the plan. IMSS then adds a listing of the chosen
Directorate-level objectives for the coming year (selected at
the Fall OL Planning Conference), with milestone charts for
each (prepared by divisions and staffs). Those objectives,
along with the revised narrative, become OL's new Five-Year
Plan. A matrix of OL objectives, keyed to the goals they
support, is sometimes required as well (but not for fall '86).
3. This year (Sep 86), OL has not received copies of the
new DA Assumptions and Goals. Therefore, we have provided OL
divisons and staffs only the current OL Five-Year Plan for
updating in conformance with the D/L's Action Plan 1986/1988,
which he forwarded separately on 20 August. Updates to the
narrative portion of the Five-Year Plan must be returned to
IMSS by 24 October 1986 along with detailed milestone charts
for each Directorate-level objective for FY 87. IMSS will add
the listing of objectives, as noted above.
4. In summary, divisions/staffs must send to IMSS
24 October the following:
a. Your new or updated milestone charts for
objectives for the following fiscal year.
b. Your suggested updates (for the next five-year
period) to the narrative portions of the current OL
Five-Year Plan (i.e., Introduction, Assumptions, Goals,
and Resource Implications).
5. Again, a reminder of two points to keep in mind when
proposing objectives: first, an objective should not be
contingent on additional resources (funding or personnel); and
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
FIVE YEAR-PLAN (Continued)
second, although an overall objective actually may span more
than one year, it should be stated as a one-year objective and
should include only those activities that can be accomplished
within that year.
'6. Milestone charts should be prepared in accordance with
instructions in the "MBO" portion of this planning guide.
,,, Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
1. The objective of the DS&T Research and Development
(R&D) planning process is to plan a coordinated program of
research, development and engineering that responds to the
needs of the Intelligence Community and continues the
advancement of state-of-the art technology. The Planning and
Resources Staff (P&RS), DS&T, begins the process by requesting
prioritized requirements from customer organizations.
2. IMSS forwards memoranda from the DDA and P&RS/DS&T,
along with appropriate attachments, to OL divisions/staffs for
review, and requests that any ideas for research and develop-
ment be submitted to IMSS in time to meet the suspense date set
by the DDA. (FY-88 R&D requirements were due in IMSS by
14 August 1985. This program is being reviewed in DS&T, and
no tasking has as yet been received in 1986 for FY 89 require-
ments. We have shown a tentative due date of 30 October 1986
on the Planning Calendar, but this is subject to change.)
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
1. Usually in December each year, OL is asked to give the
DDA information for inclusion in the DCI's Annual Report to
Congress. OL's response is usually due approximately one week
after receipt of the request from the DDA. For planning
purposes, we have therefore scheduled receipt of reports from
divisions and staffs for 15 December. This is subject to
change depending upon the tasking received from the DDA, and
IMSS will give you details in this regard as soon as we receive
them.
2. In previous years, the focus has been on CIA's
progress in rebuilding intelligence capabilities. For 1985 the
DCI used a set of intelligence objectives and issues as the
basis for organizing the report. For his report to the DCI,
the DDA requested offices in the DA to provide information on
accomplishments and shortfalls in support of operational forces
in responding to "major world events."
3. As suggested under the heading of "Significant
Accomplishments," weekly recording on the Wang of significant
accomplishments (perhaps when writing the Weekly Report) would
also help in preparing OL's submission to the DDA for the DCI's
Annual Report to Congress.
,11 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
1. The Executive Conference in late winter is for the
purpose of discussing some "gut" issues and problems that
confront individual offices in OL, as well as to assess our
past responsiveness, efficiency, and potential for future
improvements. Like the fall planning conference, it is usually
held at an out-of-town conference facility. However, the only
participants are division chiefs and the C/IMSS, plus the D/L,
DD/L, and EO/OL. Since it is intended to foster as much
communication as possible, the schedule is very flexible, and
no official transcript is made of the meetings.
2. The AEO/OL is the conference coordinator.
I1 II Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-002448001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
1. The OL Emergency Procedures Manual is intended to
provide essential guidance and appropriate contact information
needed to handle emergency situations in the Washington
Metropolitan Area.
2. Some of the information contained therein is
perishable; therefore, IMSS sends copies of pertinent sections
to the divisions responsible for emergency actions on the
Headquarters Compound and at Agency-occupied external buildings
for updating by 1 May. The manual should be updated at other
times of the year in response to major component reorganiza-
tions or procedural changes.
3. The information contained in the manual has been input
into the Wang in IMSS. Divisions are responsible for updating
their portion of the manual and sending it via telecommunica-
tions to IMSS for inclusion in the master file and for
distribution by IMSS to holders of the manual.
4. Each OL division and staff has been provided with a
copy of the OL Emergency Procedures Manual. Duty officers
should be informed of its location.
!q Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
 Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5
1. The DCI's program in pursuit of excellence in the
Agency is ongoing. Initially, the DCI solicited suggestions
regarding ways to increase or further excellence in the
Agency. However, recent requests, approximately every 3
months, have asked for examples of excellence manifested by
initiatives taken or the outstanding performance of individuals
or components.
2. As to the format, unless directed otherwise, provide
information in a brief descriptive paragraph noting the name(s)
of the individual(s) concerned, his or her grade and job title,
what was involved, and why the example is worthy of recogni-
tion. Included as a separate paragraph should be a statement
noting what, if any, recognition was made of this event
(realizing that in many cases, such examples do not merit
specific cash awards, etc., but are simply employees doing
their job in an outstanding fashion).
3. Supervisors should recognize sustained superior
performance by recommending Quality Step Increases and should
reward employees for initiative and/or excellence by suggesting
other awards as appropriate. Division/staff chiefs also should
remind employees periodically to seek ways to improve Agency
operations and to make suggestions in this regard.
4. With these periodic requirements in mind, we suggest
that you keep a current, ongoing record of individual/component
excellence within your division/staff -- or send them to IMSS
throughout the year for use both in the DCI's "excellence"
program and in "image-related" LANs distributed within OL.
Sanitized Copy Approved for Release 2011/07/20: CIA-RDP89-00244R001202780002-5