NAME OF SYSTEM: Deficiency Identification ORIGINATOR: Army Information and Data Systems Command Department of the Army Washington, D.C. 20314

ance with standard procedures. They are then forwarded to the Army Information and Data Systems Command in Washington, D . C , for coding and classifying prior to entry into the computer's data bank. The system consists of a Master Table File and a Master Deficiency Identification File. The former file provides functional classification codes and a 65-character deficiency description for each of 165 functional or subfunctional classifications. The Master Deficiency Identification File contains specific information pertaining to 36,000 deficiency records. Based on these files, two documents are prepared and forwarded to agency operating officials. The first is a "Dictionary of Deficiencies" that contains a listing of all current deficiencies, including appropriate classification codes. The second is a "Current Cluster Report" containing a summary of all deficiency transactions, showing totals by functional classification and by major command. Two other reports are issued. One is a summary of all deficiency reports for the year to date of report, and a second lists deficiencies by operating agencies and major command. All reports are updated and disseminated to appropriate Army management levels on a monthly basis for evaluation and appropriate corrective action. Thus, the system assists in improved response to audit and inspection data and thereby facilitates the elimination of deficiencies before critical problems arise. R E M A R K S . This system utilizes the capabilities of the computer to manipulate and maintain large collections of data. W i t h proper indexing and instructional programs, the computer produces a more meaningful, concise representation of the deficiency items than is possible when conventional methods are used.

OBJECTIVE. To establish an automated data and information dissemination, storage and retrieval system which will allow Army operating agencies to better evaluate and manage inspection and audit reports of deficiencies in the manpower and monetary functional areas. B A C K G R O U N D . For many years, inspection and audit reports listing deficiencies in procedural compliance were reviewed and corrected at the lowest management level having jurisdiction over the matter. It became evident that the same types of deficiencies might also be occurring at those management levels where the review was being made. Consequently, it was concluded that if there was awareness of such a trend at a higher level of review, the repetition of the deficiency might be avoided through early corrective action. In order to solve this growing need for an earlier awareness of any unsatisfactory trends at higher reviewing levels, the Army established a Deficiency Identification System within the Army Information and Data Systems Command. THE NEW METHOD. The Deficiency Identification System's data is compiled at the management level where the inspection and audit occurs. Short extract reports concerning deficiencies are made out in accord-

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S u m m a r y of Deficiency Reports

1. R e p o r t s o r i g i n a t e at lowest operating level.

1. Data bank of d e f i c i e n c y d a t a is u p d a t e d m o n t h l y u n d e r nine different c o m p u t e r p r o g r a m s .

Users receive reports automatic a l l y , b a s e d on c u r r e n t d i s t r i b u tion l i s t .

2. R e p o r t s a r e f o r w a r d e d to A r m y Data P r o c e s s i n g facility 2. S u m m a r y r e p o r t s of defiin Washington, D. C. , for m a c h i n e c i e n c i e s a r e p r o d u c e d a s h a r d processing. copy p r i n t o u t . 3. K e y p u n c h o p e r a t o r s b a s e d on code s h e e t d a t a p r o d u c e punched c a r d s containing deficiency data. 4. P u n c h e d c a r d d a t a is c o n v e r t e d to m a g n e t i c t a p e f o r m a t and p l a c e d in f i l m l i b r a r y . 3 . H a r d copy c o m p u t e r p r i n t o u t is r e p r o d u c e d in a p p r o p r i a t e f o r m a t for d i s t r i b u t i o n to u s e r s .

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