PROPOSED REVISION OF HR(Sanitized)AUTOMATIC DATA PROCESSING (ADP) MANAGEMENT (JOB #8345) DRAFT E

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83T00573R000300020014-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 15
• Document Creation Date: December 9, 2016
• Document Release Date: March 29, 2001
• Sequence Number: 14
• Publication Date: July 29, 1980
• Content Type: MF

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STATINTL
ODP-0--997
29 JUL 1980
I+ MORANDU M FOR: Chief t Regulations Control. Division, ISS
FROM
STATINTL Chief,, Ma nagertc r t Staff , ODP
SUBJECT Proposed tevie on of 11R_Automatic
Data Processin'r (ADP) M.anagenent (Job
#8345) Draft
REFERENCE Your Memo, dtd. 16 July 1980, Sazc Subject
STATINTL
1. Please find attached Draft E of proposed HR
We have included those revisions we find acceptable from
the ctarnraents received on Draft D, the reference. Also
attached are our reasons for acceptance or rejection and
a smeary of the actions taken referenced to the draft
paragraphs.
Any actin you can ta)e to put this regulation
in the-record would be appr ciz3te 1. It has been over three
years since we started,
STATINTL
Attachments: a/s
ODP/MS/RFF:jal/(5937)(25July1980)
DISTRIBUTION:
Original and 1 - Addressee
a O/D/ODP - ~t}7 T
1 - MS Chrono j _ L Jf T7
2 - ODP Registry / t,,,) l1i7-
UI
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 Attachment I
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STATINTL
MANAGEMENT
HR
15. AUTOMATIC DATA PROCESSING MANAGEMENT
SYNOPSIS. This regulation prescribes ADP
(automatic data processing) management policy
and responsiblities. Definitions of major
ADP categories are included for common re-
ference.
a. GENERAL
(1) Public Law 89-306 dated 30 October 1965,
40 U.S.C. 759, is the basic law from which all policies,
regulations, and guidelines for Government-wide ADP pro-
curement and management are derived. The intent of the law
is to provide for the economical and efficient purchase,
lease, maintenance, operation, and utilization of automatic
data processing equipment by Federal departments and agencies.
Central to administering the law within Federal departments
and agencies are long range ADP planning, adequate justifi-
cation of ADP resources, review of utilization, and competi-
tive procurements for ADP equipment, software, and services.
(2) This regulation does not apply to the ADP
systems or networks that are used exclusively for telecom-
munications service. Such systems or networks are controlled
by pertinent national policies and regulations.
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(1) ''Automatic data processing equipment (ADPE) "
means general purpose, commercially available, and mass-
produced automatic data processing components and the hard-
ware systems built from them regardless of size, capacity,
or price that are designed to be applied to the solution or
processing of a variety of problems or applications. ADPE
does not include equipment specially designed, as opposed
to configured, for a specific application that precludes
future use of the equipment :or the solution of a variety
of problems or the processing of other applications.
(2) 'Automatic data processing (ADP) '' includes
those activities that are inseparable from the operations
of ADPE. Examples are ADP systems analysis and design,
programming, ADP training, and maintenance of ADPE.
(3) 'ADP personnel'' are those individuals con-
nected with ADP or ADP-related support functions (e.g., ADP
management officials and systems development, applications
development, and operations personnel). Included are per-
sonnel from ADP user organizations principally assigned to
ADP support functions in the user organization. However,
personnel who simply use ADP incidental to the performance
of their primary function are not considered ADP personnel.
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(4) ''Software'' encompasses all programs and
routines such as compilers, assemblers, utilities, subroutines,
and data base management systems used on ADPE.
(5) ''ADP resources'' include ADPE, ADP personnel,
software, and data communications necessary for the utiliza-
tion of ADPE.
c. POLICY
It is Agency policy to manage and administer its
ADP activities in a cost-effective manner that is responsive
to Agency needs and adheres to all applicable Federal laws,
regulations, and guidelines.
d. RESPONSIBILITIES
(1) The Executive Committee is responsible for:
(a) Approving ADP projects, whether supported
by ODP or with component-budgeted resources, in
which the ADP resources will exceed $250,000 in
annual or cumulative costs.
(b) Reviewing major ADP capital investments in-
cluded in the Agency's Program Plan before sub-
mission to the Resource Management Staff each
year.
(c) Establishing strategic objectives for the
Agency's use of ADP and tracking progress toward
achieving them.
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(2) Deputy Directors and Heads of Independent
Offices are responsible for:
(a) Ensuring that proposed acquisitions of
ADP resources are -ustified as necessary to
carry on essential activities and that pro-
curement of these resources will be competitive
to the maximum extent practicable.
(b) Ensuring that proposed ADP applications
are reviewed for compliance with the Privacy
Act (5 U.S.C. 552a) and Executive order con-
straints with respect to storage and retriev-
al of information concerning U.S. persons
and, if necessary, coordinating with the Office
of General Counsel and other offices as appro-
priate before approving the application.
(c) Advising the Director of Data Processing
promptly of new ADP support requirements so
they can be evaluated and included in the plans
and programs of the Office of Data Processing.
(d) Coordinating with ODP any plan or pro-
posal that would establish ADP functions such
as systems analysis, software development,
computer operations, or ADP training in other
components.
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(e) Submitting requirements and costs for ADP
resources in annual budgets and assisting ODP
in the preparation of ODP-supported project
reports for the Executive Committee review.
(f) Obtaining ODP concurrence in plans and
proposals for ADPE, software, or contract ser-
vices that involve any of the following:
(1) Procurement of ADPE that includes a CPU
(central processing unit) regardless of cost.
(2) Upgrading or expansion of installed ADPE
when the additional annual rental cost is
$50,000 or more or when the additional pur-
chase cost is $150,000 or more.
(3) Procurement of ADP system design, pro-
gramming, or other services (excluding equip-
ment maintenance) when the annual cost is
$50,000 or more.
(g) Consulting with the office of Logistics
on any planned ADP procurement, regardless
of dollar value, prior to initiating discussions
with potential suppliers.
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(h) Reviewing ADP service charges as reported
by ODP to determine the cost effectiveness of
ADP projects and annually revalidating ADP ser-
vice requirements.
(i) Reporting to ODP information on ADPE and
ADPE personnel for inclusion in the Agency's
ADP Management Information System.
(j) Appointing an officer to act as the
Directorate or Independent Office ADP Control
Officer, and directing the appointment of com-
ponent ADP Control Officers as appropriate.
(3) The Comptroller is responsible for:
(a) Approving increases in projected costs
for Executive Committee-approved, ODP-supported
ADP projects which exceed the initial authoriza-
tion by more than 10 percent, and for component-
budgeted ADP projects which exceed the intitial
authorizations beyond the reprogramming authority
of the Deputy Directors.
(b) Advising ODP of ADPE, software, or ADP
services acquisitions projected in Agency com-
ponent budget submissions.
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(4) Directorate, Independent Office, and compo-
nent ADP Control Officers are responsible for administering
ADP matters within their area including:
(a) Reviewing ADP service or procurement requests
before these requests are submitted to ODP.
(b) Reviewing and tracking ODP Project Resource
Information System (PRISM) accounting reports.
(c) Initiating PRISM project records for new
ADP activities and changing existing PRISM pro-
ject records when applicable.
(d) Verifying ADP user names and distributing
ODP user passwords.
(e) Reporting and coordinating resolution of
ADP security breaches with the ODP Security
Officer.
(f) Ensuring that all component ADP systems
are in compliance with existing security regu-
lations and procedures.
(g) Validating terminal requests, and user
access requests.
(h) Ensuring that ADP users are trained to
use ODP services and are aware of all applica-
ble security regulations and procedures.
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(i) Informing ODP of surplus ADPE for possi-
ble reutilization in other Agency components.
(5) The Director of Data Processing is respon-
(a) Providing a central computer service to
satisfy ADP requests from any Agency component
and to satisfy intelligence community require-
ments as assigned.
(b) Reviewing plans including initial systems
and revalidation studies and concurring in formal
proposals by Agency components for procurement
of ADPE, software, or contract services that meet
the criteria described in paragraph d(2)(f) above
before procurement action is taken.
(c) Formulating and promulgating policies and
guidelines relative to the justification, use,
and management of ADPE, software, and services.
(d) Reporting annually to the Executive Committee
on the state of ODP, its ability to satisfy cur-
rent year requirements for ADP support, and its
long term plans.
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(e) Maintaining a current copy of all Federal
Information Processing Standards (FIPS), coor-
dinating Agency comments on proposed FIPS, and
promulgating Agency guidelines in the use of
FIPS.
(f) Maintaining a detailed inventory of Agency
ADPE and a summary of the Agency's total ADP
skills and ADP costs.
(g) Maintaining a system to account for the use
of ODP ADP resources by user components.
(h) Developing and conducting ADP training
programs on ODP computer systems and services
to meet Agency requirements.
(i) Assignment of user identification and pass-
words.
(6) The Office of Security is responsible for
developing security policy for ADP systems and for advising
and coordinating with other Agency components in the estab-
lishment of security standards and procedures for Agency
ADP facilities and activities.
(7) The Office of Communications is responsible
for the provision of all communications support necessary
between and among decentralized ADPE, and for the estab-
lishment, execution, and enforcement of communications
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security (COMSEC) policies and programs for the Agency
ADP systems and networks.
(8) The Office of' Logistics is responsible for
procuring ADPE, software, services, and supplies, except
as otherwise specifically delegated by the DCI, and issuing
guidelines on ADP procurement. The Office of Logistics is
responsible for providing the utilities and computer room
facilities required by ADPE.
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 Attachment 2
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Paragraph
Page
Action
Suggester/Component
Comment
a. (1)
1
Reject
a.(1)
1
Accept
a. (2)
2
Reject
b. (1)
2
Reject
b. (3)
2
Reject
b. (5)
3
Reject
d. (2) (a)
4
Reject
OL
d. (2) (b)
4
Accept
O GC
d. (2) (f) (3)
5
Accept
NFAC
d. (2) (f) (4)
5A
Reject
OL
New paragraph
d. (2) (f) (5)
5A
Reject
OL
New paragraph
d. (3) (b)
7.
Reject
OL
d. (4) (d)
7
Reject
OS
d. (4) (h)
8
Accept
OS
Add new d . (5) (i )
d. (4) (i)
8
Reject
OS
Not necessary
(See D(5) (i))
d. (4) (j)
8
Reject
OS
Not necessary
(Redesignation)
d. (5) (b)
8
Accept
OL
d. (5) (i)
9
Reject
OL
New
d. (5) (j)
9
Reject
OL
New
d.5(i)
9
Accept
OS/ODP
New paragraph
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 Attachment 3
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The comments received from OGC, OL, OS and NFAC are
listed below in the order of the organization of the paper.
Each comment is not reproduced; only the reason for accep-
tance or rejection is given.
a.(1) Accept the inclusion of the U.S.C.
citation from OGC for precision.
a.(1) Reject the suggestion from OL. The
authority of GSA over the Agency with
regard to the delegation of procure-
ment authority is not central to the
Agency management of ADPE. The original
section was removed at the request of
the Inspector General as a part of an
effort to clarify Agency regulations.
In view of the 1947 Act and the author-
ities given the DCI, citation of GSA
authority is not necessary. This reason
also applies to all of OL's comments
concerning CFR.
a.(2) Reject OL suggestion-same as a.(1).
b.(1) Reject OL suggestion. We believe this
is an unnecessary elaboration for the
purposes of this regulation. The pre-
sent wording is a definition approved
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by the EXCOM, and does not contradict
any definition used by GSA or other
such bodies.
b.(3) Reject OL suggestion. This definition
is for ODP accounting purposes. Comment
misses the reasons for definition.
b.(5) Reject OL suggestion. Comment does not
take into account purpose of definition
in conjunction with ODP responsibilities.
d.(2)(a) Reject OL suggestion. This is a Deputy
Director responsibility, and we do not
believe they need this level of detail
to manage.
d.(2)(b) Accept OGC suggested citation of U. S.
Code for clarity.
d.(2)(f)(3) Accept NFAC suggestion of dollar figure
of $50,000 as a current reasonable thres-
hold.
d.(2)(f)(4) Reject new paragraph suggested by OL.
ODP does not review maintenance costs.
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d. (2) (f) (5) Reject new, paragraph suggested by OL.
ODP does not review this level of soft-
ware.
d.(3)(b) Reject OL suggestion,OL does not have
this responsibility or function.
d(4)(d) Reject OS suggestion as too detailed.
Will be covered in new pargraph d.(5)(i).
d.(4)(h) Accept OS suggestion, but added to para-
graph d. (4) (g) .
d.(4)(i) Reject OS suggestion. Not necessary, in
view of d (4) (k) .
d. (4) (j) Same as d. (4) (i) .
d.(5)(b) Accept OL suggestion. Reasonable adds to
understanding.
d(5)(i) Reject OL suggestion for a new paragraph.
Remote terminal equipment is part of
central computer service. Remote is a
"how", not a "what".
d.(5)(j) Reject OL suggestion for a new paragraph.
The suggestion is not an ODP function for
the Agency. It is a component responsibility.
d.(5)(i) New paragraph, partially suggested by OS.
Paragraph reads "Assignment of user
identification and passwords."
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