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[Cabinet Council on Management and Administration 01/05/1984]
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[Cabinet Council on Management and Administration 01/05/1984]
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Records of the Office of the Chief of Staff (Reagan Administration)
James Cicconi's Subject Files
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Publications
cap: alim one of ones called
How to Declare was
RR
inclined toward Regan sugg. that
16,000
THE WHITE HOUSE
3,800 elim' d
instead of projecting defect reductin
3.100 reduced
A Tom of WASHINGTON
over 5 yrs then higher taxes project
Trees at Ft. Leavenworth
thru decrease in cost of govt then
CABINET AFFAIRS STAFFING MEMORANDUM Grace Commin recs, etc
Date: 01/03/84
Number: 168868CA
Due By:
Subject: Cabinet Council on Management and Administration w/the President
January 5, 1984 - 2:00 P.M. - Cabinet Room
Action
FYI
Action
FYI
ALL CABINET MEMBERS
CEA
CEQ
Vice President
OSTP
State
ACUS
Treasury
Defense
Attorney General
Interior
Agriculture
Baker
Commerce
Deaver
Labor
HHS
Darman (For WH Staffing)
Jenkins
HUD
Mc Farlane
Transportation
Svahn
Energy
Education
Counsellor
OMB
CIA
UN
USTR
CCCT/Gunn
CCEA/Porter
GSA
CCFA/
EPA
OPM
CCHR/Simmons
CCLP/Uhlmann
VA
SBA
CCMA/Bledsoe
CCNRE/
REMARKS: The Cabinet Council on Management and Administration will meet with
the President on January 5, 1984 at 2:00 P.M. in the Cabinet Room.
The agenda will include the following items:
divided resp - duplicative- delays
6.5% reduct FY85
Fassengers now face q inspectors
FTE
shift
toins
1. Paperwork Reduction
slight
This
01
legis
10,700
consolid rec'd 1st in 1948
reorg
anth
unionstatic
14,000 (Congr urged consolid = trace,tox
2. Border Inspection
consolidation
INS,
Customs
prim passenger at air/sear term w/
=
grade leve! "creep"
3. Position Management
(no lower budg)
Clandpated INS.)
prior Customs inspect at $ land poots to INS
into upper text pay
4. Inspectors General (PCIE) Report to the President
8.4B in
savings
avg grades grade incr'd in
$310 since started
Background papers are attached on Paperwork Reduction and Position 2 Y2 yrs
time
Management goals. No other papers will be circulated.
every over category.
reduce bulge
Each of the first three agenda items may require a Presidential
there attrition RIFS) (w/o
decision. The Report of the Inspectors General is presented to the
RETURN on a semi-annual basis.
Craig L. Fuller
Katherine Anderson
Don Clarey
Assistant to the President
Tom Gibson
Larry Herbolsheimer
for Cabinet Affairs
Associate Director
456-2823
Office of Cabinet Affairs
456-2800
FACT SHEET
Paperwork Reduction
The Paperwork Reduction Act of 1980:
Requires that all Federal paperwork--forms, surveys, and
reports and recordkeeping requirements of all kinds--must
be approved by OMB every three years.
Provides that citizens may ignore without penalty any
Federal paperwork that has not been approved by OMB.
Directs OMB to establish goals of reducing the inventory
of paperwork in existence when the Act was passed by 15
percent by the end of Fiscal Year 1982, and by another 10
percent by the end of Fiscal Year 1983.
Achievement of the Statutory Goals:
The Administration has substantially surpassed the
Paperwork Reduction Act's burden-reduction goals.
By the end of Fiscal Year 1983, over 32 percent of the
Federal paperwork inventory existing in 1980 had been
eliminated.
Attachment 1 is an agency-by-agency breakdown of
paperwork reductions from the 1980 base inventory.
Attachment 2 displays these reductions graphically.
Attachment 3 describes some of the major individual
paperwork reductions. The Administration is submitting a
formal report to the Congress providing further details.
OMB's inventory of Federal paperwork has changed since
1980. Many new types of paperwork have been added to the
control program, and "burden hour" estimates for many
forms in the 1980 inventory have been improved--some
upward and some downward. Therefore, the percentage
reduction figures from the 1980 inventory are more useful
than the numerical burden-hour reduction figures.
The Administration's annual Information Collection
Budgets have provided up-to-date measures of total
paperwork burden. These budgets have documented
paperwork reductions beyond those included in the 32
percent reduction.
The Information Collection Budget for Fiscal Year 1984:
The Information Collection Budget (ICB), issued at the
beginning of each year, establishes precise
paperwork-reduction goals for each Federal agency for the
current fiscal year. During the year, these goals are
met by the reduction or elimination of specific paperwork
requirements.
actual
The FY 1983 ICB projected a government-wide paperwork
reduction of 10 percent by the end of the fiscal year.
The actual reduction totaled 11 percent--a reduction of
over 140 million hours from the FY 1982 paperwork
inventory.
Attachment 4 displays planned and achieved paperwork
reductions during FY 1983 for each Federal agency.
The Administration's ICB for FY 1984 projects a further
reduction in Federal paperwork of 6.5 percent by the end
of the fiscal year. This reduction is from a larger
paperwork base created by the recent additions of
procurement and regulatory paperwork to OMB's inventory.
The 6.5 percent reduction from this larger inventory will
amount to a reduction of over 130 million hours of
paperwork in the current fiscal year.
Attachment 5 is an agency breakdown of paperwork
reduction goals for FY 1984. Attachment 6 describes some
of the major individual paperwork reductions to achieve
the agency goals. The Administration's FY 1984 ICB
document provides further details.
Attachment 7 is a current list of the 20 most burdensome
Federal paperwork requirements.
ATTACHMENT 1
Reduction in Paperwork Burden FY 1980-1983
(in millions of respondent hours)
Agency
Percent
Change as
Change
Percent of
FY 1980
from
Total
Agency
Base
FY 1980
Reduction
Total Government 2/
1,477.0
-32.4
100.0
Departments:
Agriculture
114.0
-35.5
8.5
Commerce
38.3
-89.5
7.2
Defense
8.0
-21.3
0.4
Education
9.0
-35.5
0.8
Energy
17.9
-46.0
1.7
Health and Human Services
83.8
-28.9
5.1
Housing and Urban Development
21.5
-13.4
0.6
Interior
10.1
-25.4
0.5
Justice
3.8
-18.9
0.2
Labor
20.8
-45.5
2.0
State
3.1
-13.5
0.1
Transportation
271.0
-45.6
25.9
Treasury
650.5
-15.9
21.7
Agencies:
Civil Aeronautics Board
0.6
-35.9
*
Commodity Futures Trading Comm
2.6
- 4.0
*
Consumer Product Safety Comm 5/
5/
-99.8
*
Environmental Protection Agency
8.4
-37.8
0.7
Equal Employment Opportunity Comm
2.1
-33.9
0.2
Federal Communications Comm
27.2
-73.3
4.1
Federal Deposit Insurance Corp
1.5
+ 6.8
*
Federal Emergency Management Comm
0.5
- 9.9
*
Federal Home Loan Bank Board
9.7
-20.9
0.4
Federal Reserve Board
6.9
-26.2
0.4
Federal Trade Commission
0.2
0
*
General Services Administration
0.4
-25.2
*
Interstate Commerce Commission
2.1
-51.2
0.2
National Aeronautics and Space Admin
0.3
-16.4
*
National Credit Union Admin
77.5
-94.8
15.4
National Science Foundation
1.2
-22.9
0.1
Nuclear Regulatory Commission
19.3
-43.8
1.8
Office of Personnel Management
3.1
-15.2
0.1
Railroad Retirement Board
0.6
-20.3
*
Securities and Exchange Commission
46.8
-17.9
1.8
Small Business Administration
0.8
- 7.0
*
Veterans Administration
6.4
-23.6
0.3
Totals and percentages were calculated from unrounded numbers.
Includes a number of small agencies not presented separately.
3/ Includes the Federal Energy Regulatory Commission.
Includes the Pension Benefit Guaranty Corporation.
Less than 50,000 hours.
Less than 0.05 percent
ATTACHMENT 2
PAPERWORK REDUCTIONS FROM THE
FY 1980 BASE
(Percent
Change)
+ 15 + 10 +5 0 -5 -10 -15 -20 -25* -30 -35 -40 -45
TOTAL GOVERNMENT:
DEPARTMENTS:
AGRICULTURE
COMMERCE
3
-90
DEFENSE
EDUCATION
ENERGY
HHS
HUD
INTERIOR
JUSTICE
LABOR
STATE
TRANSPORTATION
TREASURY
*Goal set by the Paperwork Reduction Act of 1980
-100
-73
-51
-95
( 2
(CON 'T.
ATTACHMENT
Change) + 15 + 10 + 5 +5 0 -5 -10 -15 -20 -25* -30 -35 -40 -45
(Percent
AGENCIES:
CAB
CFTC
CPSC
EPA
EEOC
FCC
FDIC
FEMA
FHLBB
FRB
FTC
GSA
ICC
NASA
NCUA
NSF
NRC
OPM
RRB
SEC
SBA
VA
ATTACHMENT 3
Major Paperwork Reductions Prior to FY 1984:
-- State Highway-Safety Recordkeeping
A significant number of Department of Transportation
requirements on States to maintain records in a
prescribed fashion covering 18 separate areas of highway
safety and traffic enforcement have been disapproved
under the Paperwork Reduction Act. Paperwork Savings:
-93 million hours annually.
-- Tax Forms and Reporting Requirements
The Internal Revenue Service has aggressively eliminated
line entries on individual and business forms,
streamlined formats and dropped some forms and schedules
altogether. Paperwork savings: -88 million hours
annually
-- Credit Union Lending and Accounting Requirements
The National Credit Union Administration has
eliminated detailed lending policy and accounting
procedures formerly required of member
associations, most of which are small operations.
Paperwork Savings: -67 million hours annually
In addition other major reductions occurred in:
-- School Lunch and Breakfast Program
Redesigned and revised rules shortened and
simplified school board reporting requirements.
Paperwork Savings: -21 million annually
-- Radio Station Program Logs
Federal Communications Commission (FCC)
requirements on radio broadcast stations to
maintain detailed program logs have been cut back
from 17 million hours to 422,000 hours.
Paperwork Savings: -17 million hours annually
-- Truck Driver Time-Logs
The infamous "Driver's Log"--a daily record of
working hours that 565,000 truck and bus drivers
kept to demonstrate compliance with Federal
limits on the number of hours truck drivers could
be on the road--has been modified. Paperwork
Savings: -11 million hours annually
Medical Claims Forms
In conjunction with private insurance firms and
the American Medical Association a single form
was developed for use by Medicare, Medicaid and
third-party payors. Paperwork Savings: -10
million hours annually
ATTACHMENT 4
PAPERWORK REDUCTIONS FROM THE
FY 1982 BASE
Percent
+ 15 + 10 + 5 0 -5 -10 -15 -20 -25 -30 -35 -40 -45
Change
Actual
TOTAL GOVERNMENT:
Planned
DEPARTMENTS:
AGRICULTURE
+ 102
COMMERCE
+ 127
52
DEFENSE
EDUCATION
ENERGY
HHS
HUD
INTERIOR
JUSTICE
LABOR
STATE
TRANSPORTATION
TREASURY
+ 20 + 15 + 10 + 5 0 -5 -10 -15 -20 -25 -30 -35 -40 -45
Actual
Planned
ATTACHME NT 4 (CON T 'T. )
32
23 +
+50 +
AGENCIES:
CAB
CFTC
CPSC
EPA
EEOC
FCC
FDIC
FEMA
FHLBB
FRB
FTC
GSA
ICC
NCUA
NSF
NRC
OPM
RRB
SEC
SBA
VA
ATTACHMENT 5
Allowances For FY 1984
(In thousands of respondent hours)
FY 1984
FY 1983-84
Reduction from Base
New Collections
Net Change
FY 1983
Program
Percent
Program
Percent
Program
Percent
Base
Change
Change
Change
Change
Change
Change
Total
Government 1/
2.023,446
-143,386
-7.1
+12,636
+0.6
-130,750
-6.5
Departments:
Agriculture
91,807
-6,009
-6.5
+165
+0.2
-5,844
-6.4
Commerce
9,765
-4,206
-43.1
+191
+2.0
-4,015
-41.1
Defense
629,418
-62,732
-10.0
+261
0.0
-62,471
-9.9
Education
11,422
-109
-1.0
+190
+1.7
+81
+0.7
Energy 2/
88,251
-8,374
-9.5
+167
+0.2
-8,206
-9.3
HHS
160,631
-10,014
-6.2
+1,982
+1.2
-8,032
-5.0
HUD
16,562
-881
-5.3
+408
+2.4
-473
-2.8
Interior
14,718
-1,035
-7.0
+1,270
+8.7
+235
+1.6
Justice
3,885
-40
-1.0
+48
+1.2
+8
+0.2
Labor 3/
86,482
-8,972
-10.4
+2,767
+3.2
-6,205
-7.2
State
1,803
-37
-2.1
0
0.0
-37
-2.1
Transportation
95,485
-6,207
-6.5
+278
+0.3
-5,928
-6.2
Treasury
592,489
-21,482
-3.6
+632
+0.1
-20,850
-3.5
Agencies:
CAB
358
-29
-8.2
0
0.0
-29
-8.2
CFTC
1,603
-20
-1.2
+9
+0.5
-11
-0.7
CPSC
522
-37
-7.0
0
0.0
-36
-7.0
EPA
37,824
-371
-1.0
+1,342
+3.5
+971
+2.5
EEOC
3,255
0
0.0
0
0.0
0
0.0
FCC
20,531
-5,463
-26.6
+549
+2.7
-4,914
-24.0
FDIC
1,632
-77
-4.7
0
0.0
-77
-4.7
FEMA
1,131
-101
-8.9
0
0.0
-101
-8.9
FHLBB
2,090
-264
-12.6
+4
+0.2
-260
-12.4
FRB
4,830
-164
-3.4
+23
+0.5
-141
-2.9
FTC
39,357
+172
+0.4
+937
+2.4
+1,109
+2.8
GSA
2,228
-185
-8.3
0
0.0
-185
-8.3
ICC
1,161
-388
-33.4
+42
+3.6
-346
-29.8
NASA
27,397
-2,717
-9.9
+11
0.0
-2,705
-9.9
NCUA
5,385
-200
-3.7
0
0.0
-200
-3.7
NSF
3,838
-41
-1.1
+27
+0.7
-14
-0.4
NRC
11,968
-642
-5.4
+922
+7.7
+280
+2.3
OPM
2,186
-131
-6.0
+6
+0.3
-124
-5.7
RRB
1,208
0
0.0
0
0.0
0
0.0
SEC
36,857
-1,982
-5.4
+10
0.0
-1,972
-5.4
SBA
4,123
-206
-5.0
+49
+1.2
-157
-3.8
VA
11,246
-344
-3.0
+344
+3.0
0
0.0
1/
Totals and percentages were calculated from unrounded numbers.
2/
Includes the Federal Energy Regulatory Commission.
3/ Includes the Pension Benefit Guaranty Corporation.
ATTACHMENT 6
Major Paperwork Reductions to Occur in FY 1984
-- Reduction in Department of Defense procurement paperwork
(-62 million hours). For example, existing
value-of-contract thresholds that trigger the imposition
of certain paperwork requirements have been raised--thus
freeing small contractors from excessive "red tape".
-- Curtailment of recordkeeping requirements of the
Department of Labor's Occupational Safety and Health
Administration (-7 million hours). DOL plans to
eliminate all of the data elements for several OSHA
recordkeeping requirments and only require a simple
certification for program compliance.
-- Shortening the Internal Revenue Service's corporate
Income Tax Form (-6 million hours). IRS is considering
the introduction of a short version of the Corporate
Income Tax Form 1120A.
-- Substitution of the Internal Revenue Service's Personal
Income Tax Forms and related schedules by aggressively
promoting use of the 1040EZ forms and by allowing child
care credit (-2.3 million hours) and IRA deductions to be
claimed on Form 1040A (4.6 million hours).
-- Reduction in the Department of Transportation's Driver
Inspection, Repair, and Maintenance for Commercial Motor
Vehicles Report (-5 million hours). DOT will make
significant reductions in this information system during
FY 1984.
-- Requiring less frequent response to the Department of
Agriculture's reporting requirements for the Food Stamp
Program (-4.1 million hours). USDA will reduce the
frequency for recertification of eligibility from
semi-annual to annual.
-- Promotion of a uniform hospital billing form, acceptable
to Medicare, Medicaid and other third-party payors, to
reduce burdens on hospitals by 3.2 million hours during
FY 1984.
-- Expansion of the use of "paperless billing," designed to
eliminate hard-copy submissions of bills for Medicare
payments, to reduce paperwork burdens on a variety of
health care providers by an estimated 2.5 million hours
in FY 1984.
ATTACHMENT 7
Twenty Most Burdensome Reporting/Recordkeeping/
Testing Requirements of the Federal Government
Respondent
Cumulative
Burden (in
Burden (as
Sponsoring
millions of
percentage
Title
Department
hours)
of total)
1. Individual Income Tax Return
Treasury
263.4
13.0%
and Related Schedules (1040)
2. Wage and Tax Statement and
Treasury and
106.8
18.3%
Transmittal of Income and Tax
Health and
Statements (W-2, W-3)
Human Services
3. Request for Medicare Payment
Health and
29.7
19.8%
Human Services
4. Corporate Income Tax
Treasury
25.7
21.0%
Return
5. Model Food Stamp Forms
Agriculture
25.2
22.3%
6. Statement for Recipients of
Treasury
23.0
23.4%
Interest Income (1099 Int.)
7. National School Lunch Program
Agriculture
22.5
24.5%
Reporting
8. Individual Income Tax Return
Treasury
18.6
25.4%
(1040A)
9. Partnership Return of Income-
Treasury
18.0
26.3%
Partner's Share of Income
10. Inspection, Repair, and
Transportation
16.6
27.2%
Maintenance and Driver Vehicle
Inspection Report
11. Labeling and Recordkeeping
Federal Trade
15.5
27.9%
Requirements for Textile
Commission
Clothing and Household Items
12. Quarterly Federal Tax Return
Treasury
15.3
28.7%
(941)
13. National Pollution Discharge
Environmental
15.1
29.4%
Monitoring Report
Protection
Agency
14. Form 10-K Annual Report
Securities and
15.0
30.2%
Exchange Comm.
15. Fiduciary Income Tax Return
Treasury
12.4
30.8%
16. Consumer Commodity Content
Federal Trade
12.0
31.4%
Disclosure/Labeling Requirements
Commission
17. Depreciation and Amortization
Treasury
11.4
31.9%
18. Hospital, Skilled Nursing
Health and
11.0
32.5%
Facility and Health Care Cost
Human Services
Report
19. Truck Driver Time Records
Transportation
10.8
33.0%
20. Nutrition Labeling and
Health and Human
9.9
33.5%
Testing Requirements
Services
TOTAL
677.9
33.5%
THE WHITE HOUSE
WASHINGTON
MEMORANDUM FOR CCMA MEMBERS
SUBJECT:
Position Management Issue -- January 5, 1984
DATE:
January 3, 1984
An important agenda item scheduled for discussion and decision at
the January 5 CCMA meeting is "Position Management" (the GS-11
through GS-15 "Bulge" issue).
Background
Poor position management, along with improper position classifi-
cation, is said to add hundreds of millions of dollars to the
cost of the Federal workforce.
Good position management is the responsibility of agency heads,
who must organize their work structures so as to remove
unnecessary levels of supervision and make the most efficient use
of their employees.
OMB, OPM, and the Grace Commission have concluded that the
Federal workforce is top-heavy in higher-paid professional
employees and managers, creating a "bulge" in positions at Grades
GS-11 to GS-15.
At the November 2, 1983 CCMA Planning Meeting there was general
consensus that some central goal should be established in guiding
agencies to reduce that "bulge."
Proposed Goal
The President will be asked whether to adopt an OPM/OMB proposed
goal of an 8% reduction in GS-11 to GS-15 positions by the end of
FY1988. The reduction would be assigned to agencies in the form
of equivalent cuts in personnel funding, rather than as direct
cuts in positions.
Implementation
o FY1985 - A "bulge" reduction of 2% (0.55% budget costs) is
being applied to each department and agency, without
adjustment. OMB will not consider agency appeals until it
prepares the FY1985 Pay Raise Supplemental request.
Although the reduction in "bulge" positions would be 2% per
year, the savings per year will be only 0.55% of the payroll
and benefits for GS-11 to GS-15 positions. One reason for the
lower number is that savings from "bulge" positions will be
partially offset by replacement jobs below GS-11.
-2-
Another reason is that the reduction will not be effective the
full year, since the goal is stated in terms of achieving a 2%
reduction in "bulge" positions by the end of the fiscal year,
relying on steady attrition.
These budget cuts for FY1985 are already being taken, based on
the November 2 CCMA Planning Meeting and on early decisions
that had to be made in the budget process. If the President
does not approve the goal, OMB can restore funds in the
Supplemental.
FY1986 and Beyond - For the balance of the four-year period,
goals will likely be tailored to each agency.
OPM has proposed mechanistic formulas to adjust the 8% goal up
or down by 0 to 2%, based on several factors relating to an
agency's workforce ratios. They would also adjust downward by
as much as 2% for agencies which have achieved recent
reductions in absolute numbers of GS-11 to GS-15 positions
(whether the agency as a whole has been growing or shrinking).
OPM considers the formulas to be flexible, since they cover a
number of factors, and fair, since they eliminate the
possibility of judgment calls that are inconsistent between
agencies.
OMB and some other agencies disagree with OPM's factors,
particularly the one which adjusts for prior changes in
absolute numbers. They believe more judgment flexibility is
needed to account for such things as differences in mission,
degree to which low-level jobs are contracted out, and whether
an agency has been reducing or increasing its total workforce,
among others.
OMB has recommended that an implementation working group be
set up to develop and propose factors for use in tailoring
goals to each department and agency for FY1986 and beyond.
Roles
OMB would assign budget cuts which represent equivalent
reductions in "bulge" positions. OMB would also apply
whatever factors have been approved for tailoring the goal to
individual agencies.
OPM would monitor the progress of agencies in translating the
budget cuts into real reductions in "bulge" positions.
Departments and Agencies would internally allocate their
"bulge" reductions in whatever way makes good managerial
sense. The cuts would not have to be uniform throughout the
organizational components.
CCMA will continue to have policy oversight and, if a working
group is established, would act on its recommendations.
-3-
Tracking
There are differing opinions about the monitoring that will be
done to ensure the "bulge" is reduced.
Some agencies, such as HHS, would rather take the budget cut
and "manage" that loss of funds in terms of agency
priorities, whether the "bulge" is reduced by 2% a year or
not.
OPM would like to track, fairly vigorously, agency progress
in the "bulge" reduction program. Progress would be measured
in terms of four factors relating to workforce ratios, rather
than how well agencies achieve the 2% annual reduction goal.
OPM's first report would be based on March 1, 1984 data.
OMB has discussed a requirement for agencies to report early
on their reduction plans, so OPM can make a timely, direct
review of agencies' achievements toward the stated 2%
reduction goal.
This tracking effort could be a subject for consideration by
an implementation working group.