MANAGEMENT OF AUTOMATIC DATA PROCESSING RESOURCES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00933R000100090013-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 5
• Document Creation Date: December 12, 2016
• Document Release Date: April 5, 2002
• Sequence Number: 13
• Publication Date: July 26, 1978
• Content Type: MF

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26JUL 1978
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MEMORANDUM FOR: Executive Advisory Group Members DbM 7,i~ - 2PL je
FROM : Deputy Director of Central Intelligence
SUBJECT : Management of Automatic Data Processing Resources
1. (A/IUO) The purpose of this memorandum is to set forth Agency
policy with respect to continuing Executive Advisory Group (EAG) involve-
ment in the management of Agency Automatic Data Processing (ADP) resources.
In the formulation and prioritization of the Agency's budget, ADP resource
requirements should be evaluated within the context of component and direc-
torate responsibilities and should compete with other available component
resources (i.e., positions, contractor support, and the like). The EAG's
review and management of ADP will therefore be concentrated on Agency"level
considerations--utilization of the central ADP facility and the relationship
of ODP costs to specific user office missions which directly benefit from
these expenditures, long-range planning, and issues relating to the question
of centralized/decentralized application of ADP technology.
2. (A/IUO) The EAG will, in conjunction with its review of the
Agency's Program Plan each year, specifically focus attention on the
proposed functional uses of ADP and on proposed major ADP investments.
Included will be reviews of:
a. Component ADP activities which in the aggregate
exceed $250 thousand of component-budgeted resources;
b. New ADP initiatives identified in program plans;
c. Expansion of ODP computing or service capacity;
d. The impact of the ZBB ranking process on requested
ADP resources.
3. (A/IUO) The EAG will, during the first quarter of each fiscal
year, review the planned current-year utilization of the central system
(.i.e., ODP) and at its discretion, other large ADP activities.
a. The annual review of ODP will consist of examining
projects--normally defined as individual user requirements---
estimated to consume $250 thousand of ODP resources in that
fiscal year. Users and ODP will jointly present each project
in accordance with criteria established by the EAG. This
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review will result in an EAG-approved plan for the con-
sumption of ODP resources for the fiscal year that is
sensitive both to user needs and to the level of resources
that can be committed to the central ADP facility.
b. Concurrent with (a) above, the EAG will review,
with ODP assistance, current-year component implementation
plans for new ADP initiatives and expanded decentralized
ADP capacity, the planning for which was reviewed some 15
months prior (i.e.. the program plan). This review will
primarily be directed towards changes in requirements and
available technological alternatives.
c. The combination of (a) and (b) above are intended
to insure that Agency ADP resources are being applied to
those important problems where a high, economically accep-
table payoff can be demonstrated or projected.
4. (A/IUO) Any (1) component ADP initiatives or (2) projects supported
by ODP that were not included in the fall review described in paragraph
3 that are initially estimated to cost a total of $250 thousand or more
during the first three fiscal years,-will require EAG approval prior to
initiation. Likewise, ongoing projects not initially estimated to consume
5250 thousand of ODP resources (and, therefore, not reviewed in the fall)
will require EAG approval if updated estimates indicate that ODP costs will
exceed the review threshold. In each of the above cases, user offices, in
coordination with ODP, will submit required data to the Comptroller, who
will arrange for EAG review. User offices will be guided by the instructions
contained in annual ADP guidance memoranda.
5. (A/IUO) Each year following the EAG's review of current-year ADP
programs, an appropriate guidance memorandum will be issued. Attached is
such guidance for Fiscal Year 1978.
6. (A/IUO) The policies established herein are intended to ensure
that senior Agency management remains positively involved in ADP matters,
both as a sound management practice and to assure external reviewers that
our utiliztion of requested ADP resources is necessary, beneficial, and
firmly under control.
/g/ Frank C. CarluQei
Attachment:
As Stated
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Attachment to EAG Memorandum Concerning the Management of Automatic
Data Processing Resources
Subject: FY 1978 Review of Major ADP Projects and Issues
1. (A/IUO) The purpose of this guidance is to record decisions made
by the EAG in its review of major ADP projects supported by the Office of
Data Processing (ODP) in FY 1978 and to address other related ADP management
issues.
2. (A/IUO) All projects reviewed are approved and ODP will support
them in FY 1978 to the extent indicated during the individual project
reviews. ODP will monitor the costs incurred within ODP for each project
and will concurrently notify the user office and the Comptroller when
incurred costs reach 75 percent of the approval level. User offices will
be responsible for validating their project requirements for the remainder
of the fiscal year. If increased requirements result in ODP costs projected
to exceed the approval level by more than 10 percent, user offices in coor-
dination with ODP will provide to the Comptroller, within ten working days
of the ODP notification, justification for continued fiscal year ODP support.
The justification will include:
-an explanation of the need for increased ODP services;
--a new projection of the cost of ODP services required
for the remainder of the fiscal year; and
--a statement addressing the availability of ODP
resources to provide the increased services and the impact
on the user organization if the increase is not approved.
The Comptroller will arrange for EAG review of the increased funding request.
3. (A/IUO) ODP will concurrently inform the Comptroller and user
offices in.all instances where ongoing ODP-supported FY 1978 projects,
not previously reviewed by the EAG, are estimated to grow to $250 thousand
or more. The user office, in coordination with ODP, will provide to the
Comptroller, within ten working days of notification, a completed Project
Decision Form. The Comptroller will arrange for EAG review of the project.
4. (A/IUG) New FY 1978 ADP projects estimated to consume $250 thousand
or more of ODP resources through FY 1980 will require EAG approval prior to
initiation. The user office, in coordination with ODP, will submit a com-
pleted Project Decision Form to the Comptroller, who will arrange for EAG
review of the project proposal.
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5. (A/IUO) During this EAG review process, several management issues
were raised. One such issue concerned the rapid computer technology advance-
ments that have resulted in increasingly decentralized ADP applications in
the Agency. This has resulted in increasing numbers of personnel performing
ADP responsibilities (application design and development primarily) outside
of the ODP sub-career service. Every available indication suggests that
this trend will continue. An Agency-wide study has questioned whether,
given this trend, we should establish an Agency-wide ADP career service
and common, Agency-wide ADP professional standards (feasibility studies,
requirements definition, specification standards, and programming standards
to name a few). Advantages suggested are uniformity, career mobility
throughout the Agency, and comparable advancement opportunities for all
ADP professionals. Because of the broad impact of this issue, I am asking
that the Deputy Director for Administration formally study these issues
and submit a report of his findings to me by 15 December 1978. I would
like the report.to include a full discussion of:
--the pros and cons of each specific issue;
---alternative solutions and the manner in which each
would be implemented and maintained, if approved;
--the definition of an "ADP professional" and the
approximate number of Agency personnel that would, if
approved, be included in an expanded ADP career service;
--the impact on Agency components with "resident"
ADP professionals and ongoing ADP programs; and
--conclusions reached and recommendations offered.
6. (A/IUO) Another issue raised during this review process was the
need for a formal, long-range Agency ADP plan. There is some sentiment for
this within the Intelligence Community but specific requirements for such
a plan have not as yet crystalized. We will give more attention to this
issue as future needs dictate.
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