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                   CUP,UNT STATUS OF THE MIIAGE '@ENT IIT4! OR14ATIO!q SYSTEII (MIS)


           The PDTS IIanagement Information System has made only  moderate  progress  in
           the past few months with principal emphasis placed on developmental
           activities.  These activities include improvements to the descriptor
           sheets for operational activities, a refinement to  the  financial  data
           record for handling all budget and fiscal activities  of  the  Regions  and
           the development of a standardized profile of each Region.

           We are currently applying a series of 12 descriptors to each operational
           component presently being funded by PI@TS. The undertaking  of  this  back  og
           has been rather difficult and slow since, in addition,  we  have  been  codin-
           all requests for funding received from the Regions  in  order  to  maintain
           an up-to-date record file.
           Begin-,iin- iiith the May 1 npplicatioti submission deadline, we will undertake
                   C>
           a new coding schera,,e which ties qLinlity control built in.  Two independent
           reviews of the application are undertaken and two separate descriptor sheets
           coded for each operational co-@mponcnt. These sheets are sent to  the  IIIS
           team and compared before inclusion into  the  computer.  If  any  differences
           are noted, the corrections are requested prior  to  placing  the  information
           into the data base,

           Outputs from these descriptors have found wide  popularity  in  staff  usage.
           we are able to present a pictorial representation  of  each  Region  according
           to these various descriptor characteristics of  all  funded  activities  being
           supported by RIIPS.  These are associated with the dollar amounts in each
           activity such that by reviewing the sum,,-,ary sheet for each Region, one  can
           get a very specific idea as to what types of activities  the  Region  is
           currently supporting, hoi-7 the money is proportionately  distributed,  and
           a percentage breakdown @-ecording to each  characteristic.  A  similar  set
           of descriptor code-- is being developed for Core  activities  and  should  be
           ready for implementation with the applications received by the ilay I
           deadline.

           Another area of current concentration by the I',IS activity has been  in  the
           refinement of the financial data record, a sin.-le form which  will  be  used
           to report all activities in the applications made  by  the  Regions.  'Four
           Regions submitted their applications in the most recent cycle and this
           provided a good test bed for us to test out our output program.  We do
           not, as of yet, have all fiscal elements ine.luded in the IIIS that  are
           necessary, and a concentrated effort is  being  planned,  particularly  for
           historical data, to get all pertinent dollar items auto the desired format.
           The Management Information O-ystezits Liaison Committee has  been  actively
           working trying to identify those elements that make up an effective
           profile of the Region6  The aspects of this profile that are to be
           automated versus those that will be kept in a wAnual file are under
  le       consideration, and it appears that final steps are being  taken  in  the






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           development of a standardized profile outline.  A test case has been
           developed and is being analyzed at-present.

           Since we are still runnina two systems,. the old mechanized reporting       system,
                                      0
           and the new TellS under development, an  additional  effort  is  being  made  to
          'close out the old system, converting all data to the new format by       the
           end of our fiscal year (June 30, 1971).  The elimination of this redundant
           activity should give us further flexibility in responding.to questions
           asked of our data.


           The involvement of I-IIS efforts with other activities within     Fa,:!-,S is at the
           highest peak it has realized'to.date.  Coriputer proornri.,nc,.rs on the laS
           team are actively working with people in the Regional Development Branch,
           the Grants Review Branch, ..lnd the Grints               Branch in order to
           more accurately  study  their  activities  and  facilitate  the  development  of
           more effective programs for management utilization.

           Throu-h the efforts of Dr. Pahl's ProcedLi,@,o,,i Cor,@ittcn@, the 14IS is receiving
           inputs from l@ey operatin- persoitp.,@l within       concerning   those   pieces
           of infoin'l-)tion and data they need,at selected points in our Revicii Cycle.
           These points will be examined by the  IIQS  tcnm  cind  the  appropriate  inputs
           defined in order to provide the outputs to these users at the time they
           request,

           We Are currently  responding  to  approximately  15-20  inquiries  a  week  from
           REPS personnel.  The average time it takes us to process a request is
           1.5 days. It is  expected  that  as  the  system  becomes  more  versatile,  the
           number of requests will increase exponentially and the time to respond
           will reduce.