ADP MANAGEMENT INFORMATION SYSTEM REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00902R000100100026-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 52
• Document Creation Date: December 14, 2016
• Document Release Date: February 13, 2003
• Sequence Number: 26
• Publication Date: December 22, 1967
• Content Type: MEMO

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22 December 1967
Chief, Support Services Staff, DDS
SUBJECT : ADP Management Information System Report
REFERENCE: Your Secret Maemo, Same Subject, dated 29 Naveniber 1967
In separate conversations with you and with
it was agreed that the Office of Training does not have an Auk
Unit as characterized in the terms of reference shown Li your
guidelines. The Registrar's office is continuing with its mod-
ification of the Agency's training information system according
to the general plans outlined in OTR's reports of 8 November
1966 and l March 1967.
If you should later decide that you need more current
information on OTR's activity, I will be pleased to send it to
you..
25X1
25X1
Registrar! OTR
Distribution:
Orig. & 1 - Addressee
1 - R/ TR (Chrono)
1 - AIB's ADP Management File
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SECRET
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DT _9791
MEMORANDUM FOR: Director of Communications
Director of Finance
Director of Logistics
Director of Medical Services
Director of Personnel
Director of Security
,Director of Training
SUBJECT : ADP Management Information System Report
REFERENCE : C/SSS Memorandum to addressees dated
4 October 1967, same subject
1. Paragraph 2 of my memo of 4 October said that we would send
machine printouts of the ADP Equipment Inventory, Projected EDPE (com-
puter equipment) Gains, Projected Losses, Manpower and Cost Summary,
and Computer Utilization as soon as we received them. These printouts,
structured as provided for in the ADP MIS Manual (attachment to reference),
are forwarded herewith. They complete the set of basic printouts and
provide an overview of the ADP MIS data base from which addressee ADP
units can make the necessary corrections and further update the files.
Changes were made to the initial data base on the first round of corrections,
but there are still omissions and errors which must be identified and
corrected.
2. ADP Unit No. 403 data represents a summary of information
submitted by offices other than the Office of Communications and the Sup-
port Services Staff and was not identified by individual office on the printouts.
We have added the identification for current and future use by the Offices
composing ADP Unit No. 403. You will note that instructions in the ADP
MIS Manual concerning alphabetic codes, (Section 10 - Card Formats F
through K), and the supply of ADP MIS transcript sheets forwarded with
reference are not in agreement with the F through K card codes shown on
the attached printouts. These card codes were redesignated to facilitate
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computer processing, and are to be used in accordance with and as they
appear on the printouts.
3. Section 4 of the ADP MIS Manual outlines the reporting
schedule for each data sub set, but does not include the date due in the
Office of the Information Processing Coordinator of the Support Director-
ate. In order to provide adequate time to process addressee submissions
of Projected EDPE Gains/Losses, and Computer Utilization Data for trans-
mittal to O/PPB by 15 January 1968, input formats are requested to be for-
warded to me no later than 29 December 1967.
25X1
Chief, Support Services Staff
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MEMORANDUM FOR: Director of Communications
Director of Finance
Director of Logistics
Director of Medical Services
Director of Personnel
Director of Security
Director of Training
7 - 5/y
e
t' Tr,
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SUBJECT : ADP Management Information System Report
1. Contributions to the initial semi-annual ADP Management
Information System Report for the Support Directorate were compiled and
submitted to the Chief, Information Processing Staff, O/PPB. Machine
proof listings returned to the Support Services Staff were corrected with
the aid of addressee offices and resubmitted for approval, during mid-
August 1967.
2. I have been .informed that computerized ADP/MIS files are now
in the process of being converted to the record format defined in the attached
11 August instructions. When the corrected and approved Support Directorate
listings (paragraph 4 of attached memorandum, dated 22 August 1967) are
received from OPPB I will distribute them to the appropriate ADP Unit Man-
agers to assist in updating the next Report.
3. In the meantime I am forwarding to you the newly revised set
of guidelines, instructions, and blank input Transcript Sheets which are to
be followed and used in furnishing the required data for the ADP/MIS Report
due the Chief, Information Processing Staff by 1Uapuary 1968;
4. Additional information or changes concerning this Report will
be distributed as they become available.
Chief, Support Services Staff
25X1
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:.E V.ORANDUM FOR: IP Coordinators
AT ! NTION : ADP Unit Managers
S JECT : ADP MIS
22 August 1967
Attached is an improved set of guidelines /instructions for
the initial subsystcrns of the Agency's ADP Management
:r..ormati,,n System. It seeks t:c) ,overcome the major problems encoun-
terct~. it inaugurating the system by furnishing:
(a) all essential information in one expandable package --
eliminating the confusion caused by references to Circular A-83,
(b) more specific definition of terms -- particularly as
they relate to Agency systems,
(c) complete detailed instructions for reporting each
data element in the system, and
(d) reformatted. transcript sheets and input cards to
facilitate the reporting of new data and machine processing
operations.
2. This ADP MIS document reflects some change in our pre-
liminary concepts. We will find other changes necessary as we gain
more experience with the system. A few of the data elements prescribed
by Circular A-83 have been eliminated and some have been reduced in
field size to gain some system advantages without seriously affecting our
capability to meet BOB reporting requirements. .
3. Attention is called to the following items included in the attached
revision:
Exata~cd ft 2itcmaift
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d
:
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(a) ADP Unit i ntification is reduced to one input card.
This modification sinrp1ifies machine processing. (Contractor
phone and mailing codes were eliminated.)
(b) A separate input format is provided for ADPE System
Identification.
(c) EDPE System is specified as a given CPU and the
peripherals identified with it. An additional or replacement
CPU (new serial number) and all peripherals identified with it
will be assigned a new EDPE System Number.
(d) PCAM and ADPE such as WALNUT equipment are
identified with unique system numbers.
(e) Reporting exemptions are modified to provide for
more complete accounting of ADP manpower and costs.
(n. b. para Z. 7 in the attached)
(f) All "Contractor ADP Unit" costs will be reported
as contractual costs by the appropriate inhouse ADP unit.
Therefore, separate Manpower and Cost Reports will not be
required from Contractor ADP Units. (it is suggested, how-
ever, that these would be useful for contract management and
can be handled separately in the system.)
(g) It is specified that the projected date for purchasing
ADPE will not be reported as within the current or budget
fiscal years unless the purchase is budgeted for.
4. Each Directorate has been furnished a machine listing of its
initial contributions to the ADP MIS data base and instructions for making
corrections. ' Future inputs should be furnished in accordance with the
attached but will not be processed against the file until the initial data base
).- he corrected aid approved. A valid data base and prompt updating
a., essential to the system. Any problems encountered in applying the
revised procedure should be resolved Xit} +?ho. TP R+nPr_
Chief, Information Processing Staff
Attachments
as stated
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 SE(RU I
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ADP MANAGEMENT INFORMATION SYSTEM
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1. Introduction
1.1 BOB Circular No. A-83
1.2 Security
1. 3 IP Staff Responsibilities
1. 4 IP Coordinator Responsibilities
2. Terms and Definitions
2.1 ADP Unit
2. 2 Types of ADP Units
2. 3 Contractor ADP Units
2.4 ADP Unit Manager
2. 5 ADP Activities
2. 6 ADPE Definition
2.7 Reporting Exemptions
2.8 ADPE System
2.8.1 ADPE Systems 01 through 89
2.8.2 ADPE/PCAM System No. 99
2. 8.3 Miscellaneous ADPE, System No. 98
2. 8.4 Special ADPE Systems No. 90-97
2.8.5 EDPE (GP Computer) Systems
2.8.5.1 Assignment of EDPE System Numbers
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9.
10.
ll.- 19.
20.
20. 1
20.2
20.2. 1
20.2.2
20.
20.3
20.3. 1
20.3.2
20.3. 3
20. 3.4
Agency ADP Units
ADP MIS Reporting
Use of ADP MIS Data Base
Card Format A -- ADP Unit Identification
Card Format B -- ADPE System Identification
Card Format C -- ADPE Components
Card Format D -- EDPE Utilization
Card Format E -- EDPE Acquisition History
Card Formats F - K -- ADP Unit Manpower and Cost Summary
(reserved for additional card formats)
File Maintenance
Maintenance Transactions
Error Correction
Field. Corrections
Add a Record
Delete a Record
Updating
New ADP Units
New ADPE Systems
Inventory Updating
Projected Gains & Losses
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Appendix
A. ADPE Manufacturer Codes
B. ADPE Component Class Codes
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1. Introduction
1. 1 Bureau of the Budget Circular No. A-83 , dated April 20, 1967,
prescribes a system to furnish information for the management of ADP
activities within and between Government agencies, pursuant to Public
Law 89-306.
1. 2 Security considerations govern the control of information on
CIA activities such as the information called for in this requirement. The
information in the Agency's ADP MIS file will be classified appropriately
by the contributing organizations and will be handled in accordance with
CIA security regulations.
1. 3 The Information Processing Staff, O/PPB is responsible for
implementing an ADP MIS System, as prescribed by BOB, modified to
serve primarily as a function of internal ADP management -- Agencywide,
Directorate and ADP Unit -- and for informing the International Division,
BOB appropriately of our ADP activities.
1.4 The Information Processing Coordinators are responsible for
furnishing input data on a timely basis to the IP Staff, O/PPB for the
maintenance of a valid ADP MIS data base. (The schedule for furnishing
such information is given in para. 4.)
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. Terms of Reference/Definitions
2. 1 An ADP Unit is the basic reporting element in the ADP MIS.
An ADP Unit need not conform to regular organizational lines, i.e., it
may involr -~ elements of multiple organizations - - isolated key punches,
sorters, etc. should not be considered, separate ADP units but must be
accounted for in this system.
2.2 An ADP Unit consists of personnel, equipment or both
which serve Primarily to carry out or support ADP activities. The five
types of ADP Units are described as:
(2)
(3)
Has PCAM (EAM) only -- punched card accounting
machines
Has EDPE only -- computer (s)
Has EDPE and PCAM (ADPE)
(4) Has no ADPE but primary functions are
systems analysis/design, programming,
equipment management or performing ADP
coordinating functions, etc.
(5) Has some ADPE with primary functions as
(4) above.
2.3 Under certain conditions contractors are to be identified
as ADP Units in this system. The Agency component which has primary
responsibility for the contract is also responsible for obtaining /producing
reports on contractor's ADP activities when EDP:
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(a) equipment is leased and. the total cost of leasing is
to be reimbursed under one or more cost reimbursement-type
contracts, or
(b) equipment is purchased by the contractor for the
account of the Government or title will pass to the Govern-
ment, or
(c) equipment is furnished to the contractor by, the
Government, or
(d) equipment is installed in Government-owned,
contractor-operated. facilities.
2.4 "ADP Unit Manager" is a. functional term in this system.
In some cases it may, in fact, be an ADP Unit manager, but in other
cases it will be simply the individual responsible for reporting the ADP
activities associated with an "ADP Unit. "
2.5 Activities to be reported. in the ADP MIS are those which
are identified. with the operation of ADPE and activities of other persons
whose principal function is to support ADP activities.
2. 6 The Agency's definition of ADPE for the ADP MIS includes
(1) EDPE (i. e. , digital, analog and. hybrid computers and their components,
including remote on line devices) and (2) PCAM and related ADP equipment.
This broad. definition of ADPE is an extension of the A-83 definition of
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ADPE by its inclusion of analog computers and equipment identified with
WALNUT, lvlinicard, DARE, etc. Excluded are control devices or black
boxes (computers) which are developed for or built into a special system
(e. g. , collection system) and are thus limited. in capability -- this does
not exclude message switching computers.
2.7. Partial reporting exemptions. The equipment listed below
is excluded from the following reporting:
A. Projected. EDPE Gain and. Loss reporting
B. EDPE Utilization reporting
C. EDPE Acquisition History reporting
D. ADP Unit Summary Manpower and Cost reporting
Type of ADPE Reporting Exemption
Control System equipment, e.g., MAX . . . . .
Mobile System equipment . . . . . . . . . .
Reutilization equipment . . . . . . . . . . . . .
Analog or Hybrid equipment . . . . . . . . . . . B
PCAM . . . . . . . . . . . . . . . . . . . . . . . A, B and. C
General purpose digital computer furnishing
various support services to customers . . . . .
Miscellaneous ADPE Systems equipment,
e. g., Minicard, WALNUT, DARE, Flexo-
writers, off line plotters, etc. . . . . . . . . . . A, B and C
2. 8 An ADPE System consists of one or more ADPE components
(hardware items) -- generally not a single component -- which function
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interdependently under a given set of operational /control logic. An EDPE
(computer) system generally consists of one CPU and the components
which are physically connected to it or, in the case of a multiprocessing
system, multiple interconnected CPU's and their components. The
following rules apply to ADPE system definition for the ADP MIS:
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2.8.1 System numbers 01 through 89 are
available for identifying the EDPE (computer systems) in each
ADP Unit. System number 90 through 99 will be used for non
EDPE (non computer) systems.
2.8.2 All PCAM in a given ADP Unit will be
identified as System No. 99.
2.8.3 Miscellaneous ADPE items such as off line
plotters, tape converters, etc. which are not considered. part
of a specific EDPE System will be identified. as System No. 98.
2.8.4 Special families of ADPE such as WALNUT,
DARE, and. Minicard will be given an available number in the
90 - 99 series, such as 97.
2.8.5 A new EDPE (computer) system number will
be assigned whenever a CPU addition or replacement is made
(i. e., when a CPU with a new serial number is involved).
2.8.5.1 When an additional or replace-
ment CPU is first reported (normally in a Projected
EDPE Gain Report) it will be assigned a new EDPE
(computer) system number. An EDPE Acquisition
History Report will be prepared when the CPU and
related. software has been accepted. Concurrently,
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the component inventory records will be updated
appropriately to identify all components with the new
system, including those that had, been part of a
replaced, system.
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4. ADP MIS REPORTING SCHEDULE*
Report
Date Due
Frequency in O/PPB
ADPE Inventory
Projected EDPE Gains/
Losses
Actual ADPE Gains/
Losses (Perpetual
Inventory)
EDPE Acquisition
History
Summary ADP Man-
power and Cost
Each June 30 and
Dec 31
Upon installation
or release
.Each June 30 and
Dec 31
whenever EDPE
is accepted
July 15
July 15 and
Jan 15
5 days after
installation
or release
15 July and
15 Jan
15 days after
acceptance
July 3 0
Selected Information
Available for Inter-
national Div, BOB
July 3 0
July 30 and Jan 30
10 days after instal-
lation or release
31 July and 30 Jan
30 days after
acceptance
Aug 15
Corrections /Changes ---- all corrections /changes to data in the ADP MIS are
to be reported immediately using the appropriate
transcript sheets and transaction codes.
*All data is to be furnished on punch card transcript sheets and forwarded to the
IP Staff. The Agency's ADP MIS data will be machine processed by the Office of
Computer Services. Transcript sheets are to be stamped with appropriate security
classification by the originating ADP units.
**BOB Circular No. A-83 assumes that additional and replacement EDPE require-
ments are determined at least 18 months in advance (in accordance with Govern-
ment policy furnished in BOB Circulars A-54 and A-61, to be revised.)
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4.1 The ADP MIS data base will be maintained on a current basis
and used principally for ad hoc reporting in response to Directorate and
Agency ADP management requirements.
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Use format A to provide subsequent ADP Unit Identification infor-
mation (i. a., one card. for each ADP Unit after the initial submission,
30 June 1967), such as changes in unit identification data or when an ADP
Unit is added or deleted.
Card.
Column Item
5-6 (blank)
7 Card Code
8-11 (Tie code)
12 Type of Unit
13 Unit c, Aerated by
Enter the number which identifies the reporting
ADP Unit. (see para. 3) Right justify, zero fill
(functional code, for use by OCS/operations)
Enter one of the following codes:
1. Has PCAM only
2. Has EDPE only
3. Has EDPE and PCAM
Use codes 4 or 5 below when primary
purpose of unit is to perform systems
analysis/design, programming, equip-
ment selection, management, consulting
or coordinating functions for other ADP
Unit(s) or organizations and has:
4. No ADPE
5. Some ADPE
Remarks
Enter one of the following codes:
1. A Federal agency
4.
5.
A contractor
facility
A contractor
facility
A State, city
Other
in a Government-owned
in a non-Government-owned
or local government
Enter name of Directorate, e.g., Science &
Tech. Must contain data. Left justify, space
fill.
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Card
Column Item
Remarks
31-45 Name of Unit Enter name of the ADP Unit, e. g. ,
OCS, RID, OCR/OBI. Must contain
date. If contractor operated ADP Unit,
enter name of contractor. Left justify,
space fill.
46-49 Phone Number Enter Agency phone number for ADP
Unit. If contractor unit, enter Agency
contact's phone number.
50-73 Loc tion of Unit Enter name of building (e. g. , Head-
quarters, Ames) or "field" if appro-
priate. If contractor ADP Unit, enter
city and state. Must contain data.
Left justify, space fill.
Date of Report Enter report "as of" date: year, mo.,
da. (two digits each)
Transaction Code
Enter one of the following codes:
1.
Initial submission
6.
Item (field) correction -- replace
with data shown.
7.
Add record (card) to file
9.
Delete record (card) from file.
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6. ADPE System Identification
Card Format B
Use format B to provide subsequent ADPE System Identification
information (i. e. , after the initial submission, 30 June 1967) when an
ADPE System is added or deleted. "ADPE System" is explained under
para. 2.8.
Card Column Item Remarks
1-4 ADP Unit No. Enter the number which identifies the
reporting ADP Unit. (see para. 3) Right
justify, zero fill.
5-6 ADPE System Number Enter the previously assigned system
number if file deletion. Enter the next
available number if file addition. (see
para. 2. 8) Must contain 2 numeric
characters.
7 Card Code Enter Code "B"
8-11 (Tie Code) (Functional code, for use by OCS/operations
12 Partial Exemption Enter one of the following reporting
Code exemption numeric codes if applicable:
1. Control System EDPE, e. g. , MAX
--reporting exemption B
2. (not used)
3. Mobile System EDPE -- reporting
exemption B
4. Reutilization EDPE -- reporting
exemption C
5. Control System and Reutilization
EDPE - - reporting exemptions
B.and C.
6. Analog or Hybrid EDPE -- reporting
exemption B
7. PCAM -- reporting exemptions A,
B and C
8. Miscellaneous ADPE, i. e. , all
systems numbered 90 through 98 --
i eporting exemptions A, B and C
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Card
Column Item
12 (cont'd)
The types of reporting exemptions
provided for above are:
A. Projected EDPE Gain and Loss
reporting
S. EDPE utilization reporting
C. EDPE Acquisition History
reporting
D. ADP Unit Manpower and Cost
reporting
13-15 A.DPE System See Appendix for abbreviation. Enter
Manufacturer "U" if selection has not been approved
or is not known. Enter XXX in this
field if the system consists of com-
ponents from several manufacturers
with no principal system manufacturer,
e. g. , System #98. Left justify,
space fill.
16-22 ADPE System Name Enter the name, number, model, etc.
e.g. : 360/40; 1050/3; PCAM. Enter
MISC in this field if the system consists
of components from several many -
facturers with no principal system
manufacturer, e. g. , System #98.
Left justify, space fill.
23-73 (blank)
74-79 Date of Report Enter report "as of" date: year, mo,
da. (two digits each)
Enter one of the following codes:
1. Initial submission
6. Item (field)correction -- replace
with data shown.
7. Add record (card) to file.
9. Delete record (card) from file.
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7. ADPE Components
Use format C to provide detailed. information on ADPE components
(i. e. , hardware .items) for the following type of reporting (reporting
schedule given in para. 4. ):
Installed ADPE as of 30 June (each year).
Projected. EDPE gain as of 30 June and 31 Dec (each year).
Projected, EDPE loss as of 30 June and. 31 Dec (each year).
Actual ADPE gain as of (installation date).
Actual ADPE loss as of (release date).
Caro
C of
g~n Item
1-4 ADP Unit No.
5-6 ADPE System Number
7 Card Code
$-11 (Tie Code)
12-13 Component Class Code
14-16 ADPE Component Manu-
facturer (may differ
from system manufac-
turer in card B)
17-20 Component Type
21=24 Component Model
25-31 Component Serial
Number
Remarks
Enter the number which identifies th