OIS ADP WORKLOAD PRIORITIES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85B00236R000200020002-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 12
• Document Creation Date: December 16, 2016
• Document Release Date: July 7, 2005
• Sequence Number: 2
• Publication Date: October 20, 1982
• Content Type: MF

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2 9 O CT 1982
MEMORANDUM FOR: Chief, Classification Review Division
Chief, Information and Privacy Division
Chief, Records Management Division
Chief, Regulations Control Divis ion
Executive Officer, OIS
SUBJECT: OIS ADP Workload Priorities
REFERENCE: My memorandum dated 20 October 1982; Subject: New
Procedures for Scheduling Computer Systems Projects
(OIS 82-771/1)
1. The first of a series of meetings to discuss the ADP workload in
OIS was held on Thursday, 28 October 1982. There were 23 requests for
systems support registered with the Design and Development Section of RMD
as of the end of September 1982.
2. The above referenced memorandum provided a list of these projects
for screening by the responsible Divisions. As a result, four requests were
withdrawn, and, during the meeting, eight were assigned a priority for
allocating man-hours. The requests in order of priority are as follows:
a. IPS - Modify Report RA9509 - TOTAL CASES OUTSTANDING
BY YEAR, BY CASE.
b. IPS - Expand the scope of IPS to give Directorate
Information Review Officers access to the system for the
addition and retrieval of information.
c. RAMS - Reference Service Subsystem. Modify the system
for printing Reference Notices.
d. IPS - Eliminate problems with APPEAL menu where some
data is not reported and XREF data is not accepted.
e. RAMS - Develop Shelf Space Index Subsystem.
f. RAMS - Develop for the Archives and Records Center a
disposition subsystem which will record records which have
been destroyed.
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g. IPD - Modify LOGIN and FINAL menu procedures. Modify
system files also.
h. FARMS - Improve the system so that the Agency Forms
Catalog can be published.
3. As requirements change, priorities will be changed. The workload
will be reviewed frequently and equitable arrangements will be maintained.
If you have questions about the current list, please co STAT
Chief, Design and Development Section, RMD, on extensio for further STAT
details.
STAT
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2 0 OCT 1982
MEMORANDUM FOR: Chief, Classification Review Division
Chief, Information and Privacy Division
ChiC-f, Records Management Division
Chief, Regulations Control Division
FROM:
SUBJECT:
New Procedures for Scheduling Computer
Systems Projects
REFERENCE: Memorandum from CIS ADP Control Officer,
dated 21 September 1982, same subject
1. The referenced memorandum established new procedures for determining
priorities for completing ADP projects. As a first step each division
should review its current requests and submit a list in priority order to the
OIS ADP Control Officer through Chief, Design and Development Section,
Information Technology Branch. A list of existing requests is attached.
2. Please contact me on extension L
jf you have any questions.
..
Chief, Design and Development Section also will
be glad to help.
Attachment:
As stated
STAT
STAT
STAT
STAT
STAT
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OIS DATA PROCESSING REQUESTS
as of 29 September 1982
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Provide technical assistance to CRD for the development of requirements for
inclusion in the PREVIEW system.
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INFORMATION PRIVACY DIVISION
$ 1. DECAL- Produce a new report which will show how many times selected
keywords appear in the DECAL file.
v 2. IPS - Expand the scope of IPS to give Directorate IRO's access to the
system for the addition and retrieval of information.
2.1. Phase II. a. Program backup block into menu to support lock and key.
2.2. Phase II. b. Reprogram STATUS menu to provide for an unlimited number
of entries instead of the present 14.
2.3. Phase II. c. Reformat STATUS menu to provide for referral data.
Modify the system to provide for the storage and processing of the referral
data.
2.4. Phase II. d. Modify the system so that actions are displayed in
Directorate/Office sequence.
IPS- Change the ACKINT menu procedure so that Date of Closure can be stored
in the COMMENTS field.
IPS- Develop a document tracking system for documents related to appeals
and litigation.
IPS- Develop a data processing system that will allow IPD to collect
statistical information related to man-hour utilization.
IPS- Develop a data processing system that will assist IPD management in
the selection of employees for assignment to new FOIA cases.
7. IPS- Modify Report RA9509 -TOTAL CASES OUTSTANDING BY YEAR, BY CASE. (IPD
is developing requirements).
8. IPS- Modify the,LOGIN menu and the FINAL menu procedures to include a
field for the time of entry. Modify system files accordingly.
9. IPS- Revise the procedures for producing Report RA9101 so that it is
printed on 8 1/2 X 11 inch paper, instead of the standard 14 inch computer
listing paper.
10. IPS- Determine the cause of problems with the APPEAL menu, where certain
records do not appear on the computer report, and where XREF data is not
accepted by the program.
fl-f. DECAL- Modify DECAL menu procedure to clear data values following the
entry of a DELETE action.
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RECORDS MANAGEMENT DIVISION
1. FARMS- Enhance the forms part of FARMS to provide RSB with the capability
to publish the Agency Forms Catalog.
2. Vital Records- Build a data processing system to help monitor the status
of component vital records collections.
3. ARCINS- Modify ARCINS so that the proper classification of codeword shelf
lists will be recorded in the data base and printed on all computer listings.
4. ARCINS- Develop a procedure for sharing folder-level data between jobs. A
problem of redundant data collection occurs when a component retires both
mic,?form and paper copies of the same records in separate jobs. At present, ITB
keys most of the same data twice. We would like ARCINS to give us the ability
to simply call-up the data entered the first time and change only those fields
which are different for the second job.
5. ARCINS- Develop procedures to correct erroneous data in five Records Center
jobs.
6. RAMS- Reference Service Subsystem. Modify the system so that Reference
Notices are printed on 5 X 8 paper rather than 16-inch paper.
7. RAMS- Reference Service Subsystem. Modify the sequence in which
information appears on each Reference Notice and the sequence in which Reference
Notices are printed. AARC employees want the computer to help them in
retrieving records from the stacks by printing the request information in
location order.
8. RAMS- Reference Service Subsystem. Determine the feasibility of revising
the Subsystem menu to provide for inclusive box and folder numbers as individual
fields, rather than keying such information in the Comments field.
9. RAMS- Accessioning Subsystem. AARC would like the computer to identify job
numbers which were assigned but never used.
10. RAMS- Disposition Subsystem. Develop a subsystem for the AARC which will
provide it with information on records which have been disposed of.
11. RAMS- Develop a Shelf Space Index Subsystem.
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2 1 SEP 1982
ME'DRANDUM FOR: Chief, Classification Review Division
Chief, Information and Privacy Division
Chief, Records Management Division
Chief, Regulations Control Division
OIS ADP Control Officer
SUBJECT: New Procedures for Scheduling Computer Systems Projects
1. Because of a large backlog of requests for data processing
services, the Design and Development Section of the Information
Technology Branch, mast initiate new procedures for establishing
priorities in systems development and system modification projects.
This memorandunx explains, these procedures.
2. -The Design and'Development section provides four types of
computer services to Office of Information Services (OIS) components:
new systems development, systems maintenance, systems modifications,, and
.user training. Systems maintenance consists of the day-to-day tasks that
must be performed to keep a computer application functioning properly.
Examples of maintenance tasks are: updating user access lists,
generating reports from a data base, and maintaining current backup
tapes for programs 'and data bases. Systems modifications mainly relate
to changes in the scope of a system (e.g., providing additional data
fields needed by the user), changes to the format of a data field
ges in computer z check rules e.g., programming a computer
to reject any record that does not have a letter in the Original
Classification field).
3. We usually have been able to stay current with requests for
systems maintenance and user training. Requests for?new systems
or systems modifications present a more difficult problem. Because
there are many such requests in backlog, and because it may require
a year or more to begin work on some of them, it is neccessary to
implement a formal procedure for establishing priorities. Accordingly,
I request that you adhere to the following when submitting requests for
new systems and system modifications:
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? a. All requests for new systems developme or
systems modification should be submitted by memorandum
to the OIS ADP Control Officer through Chief, Design
and Development Section, Information Technology
Branch, RND. This memorandum should fully explain
the requested project and provide a target date for
the work completion. The memorandum also should
state the priority of the request in relation to
the existing component requests that have not been
completed.
b. Chief, Design and Development Section will
prepare a brief explanation of the steps required
to satisfy the request.' *He will also provide. two
manpower estimates; the first stating the man'-days
needed to perform the initial steps; and the second'
giving a rough estimate of the man-days required
to complete the entire project.
? c. Chief, Design and Development Section. will.,forward
.the project request and tesource estimates to -the
OIS ADP Control Officer. ..The ADP Control Officer
will approve or disapprove the request: If approved,
he will assign, the request project number and will
notify the requester and the Chief, Design and
Development Section of his decision.
d. The ADP Control Officer and the Chief, Design
and Development Section will call monthly meetings
to inform users of project accomplishments and
ti to establish priorities. Priority assignments
will be based, mainly on the value..of the project
in accomplishing the priority objectives of the
office, and on the manpower needed for the job. If
a new request is of an immediate nature, the.ADP
Control Officer may place it at the. top of the
priority list without waiting for a monthly meeting.
4. In some cases, a need may be satisfied in less time than
processing a written request. Such projects will be handled informally.
We encourage users to talk with the Chief, Design. and Development Section
about their requirements to determine if a written request is necessary,
Most requests for computer listings and user training can be handled
informally.
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will be glad to help. We are trying to provide service to OIS components
in an equitable manner and believe these procedures will result in
great improvement.
Attachment:
As stated
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D0-8SB0 24 020b02090-2-9
ROUTING AND RECORD ? ..
SHEET
SUBJECT. (Optional)
--OIS ADP_ WorklQad Priorities
FRCJ
EXTEN310N
NO
.
OIS 82-771/2
Executive Officer, OIS
1206_.Ames ,Bui.icn
DATT 9 OCT 1982
TO: (Officer designation, room number, cnd
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.)
Chief, CRD
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FORM 61 a USE PREVIOUS
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79
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ROUTING AND RECORD SHEET
SUBJECT: (Optional)
Now Procedures for 111 in g Conl~utI __ s,t Projects
FROM: EXTENSION NO.
OIS ADP Control Officer
1206 Ames DATA I SEP 1982
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 Chief, Classification
Review Division
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FORM ~1 O USE PREVIOUS
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