Controlled Project Order No. 1 Automatic Data Processing Implementation Plans

May 20, 1966 REVENUE MEMORANDUM ORDER NO. 37-66 SUBJECT : Controlled Project Order No. 1 Automatic Data Processing Implementation Plans TO : All Internal Revenue Officers and Others Concerned PURPOSE : 1. To effectively carry out the plans developed for an integrated automatic data processing system; cdlex 2. To control implementation in every phase and stage of progress; 3. To set up an effective network of responsibility and accountability; 4. To facilitate further improvement planning processes; and 5. To provide for a scheme of reporting and review of project activities. RESPONSIBILITIES AND PROCEDURES : 1. ADP Policy Committee A committee is hereby created to evaluate the progress of work to determine adherence to policies, program guidelines and schedule of implementation, and to interpret top-management policies in regard to automatic data processing. The committee shall meet regularly in the last week of every other month. Minutes of meeting kept, summary and recommendations submitted to the Commissioner and Deputy Commissioner, with information copies to each Department Head, Regional Director, Chief, DPC, and the Tax Advisor. It shall be composed of the following: Revenue Operations Head Chairman (Assessment) Revenue Operations Head Member (Special Services) Revenue Operations Head Member (Management & Planning) Revenue Operations Head Member (Collection) Secretary: Chairman, Project Coordination Team 2. ADP Project Coordination The diverse area of activities encompassed by the operation of the project has to be closely coordinated and controlled in order to integrate such activities into the basic philosophy of automatic data processing system. For this purpose a Project Coordination Team is hereby created with the major areas of revenue activities represented in membership therein. cdtech The ADP Project Coordination Team shall be composed of the following officials: Chief, O & M Staff Chairman Chief, DPC Member Chief, Income Tax Division Member (Assessment) Chief, Tax Accounts Division Member (Collection) Chief, Property Division Member (Gen. Services) The team shall exercise the following responsibilities: 1) To determine that programs of work specifications and schedules set forth in the approved plans are adhered to; 2) To evaluate problems within their respective areas of jurisdiction and bring this matter to the attention of responsible officials as set forth in this order; 3) To improvise immediate corrective measures for snags and snarls in the project processes and to make an immediate report of the same to concerned officials. 4) To determine project needs and prepare recommendations therefor with the assistance of or in coordination with responsible operating supervisors; 5) Each member within his own area of responsibility to instruct operators on the processes and procedures set forth in the plan, and if necessary to interpret orders, and instructions for the understanding of operating personnel. 6) To recommend additional activity areas for inclusion in the project. 7) To recommend revision of schedules and implementing details in order to meet the demands of the activities of the projects within their jurisdiction; and 8) To prepare semi-monthly implementation reports and submit these to the Chairman, ADP Projects Coordination Team on the fifteenth and 30th of each month. To submit such special reports as may be subsequently required. The Chairman of the team shall submit a monthly report (in a form to be devised) to the ADP Policy Committee (with information copies to concerned officials) to inform the members thereof of the progress and problems of implementation including steps taken to solve such problems. 3. Project Implementation Compliance with instructions contained in BIRPADP memoranda and other unnumbered memoranda and instruction notes, shall be the responsibility of each operating or staff official concerned. He shall comply faithfully with the orders and instructions therein and report on the problems of his units or submit recommendation therefor to the Coordination Team. To illustrate: The regional director of RO-4 through the Chief, IBTB shall be responsible for carrying out the pre-processing of returns, and other activities as stipulated in published ADP memoranda; the Chief of DPC shall be responsible for computer programming, key punching etc., as stipulated in similar ADP memoranda; or the Chief, Property Division shall be responsible for duplicating all issuances and for giving logistical support to the project. Requisitions and instructions for supplies, printing and other services for the ADP systems shall be given top priority by the Property Division. Conferences, formal or informal, between members of the ADP Project Coordination Team and the implementing officials shall be held as often as necessary. 4. Management and Planning Department The Revenue Operations Head (Management & Planning) in addition to being a member of the ADP Policy Committee shall have supervisory responsibility for planning further the details of the plan. He shall also be responsible for issuing and controlling instructions and memoranda necessary to carry out the project plans, which will include implementing details of the proposals approved by the Commissioner. He shall submit to the Chairman, ADP Policy Committee, a report of steps he has taken in pursuit of the objectives of the project. The O & M Staff shall assist and advise the Revenue Operations Head (Management & Planning) in the discharge of this responsibility, PRIORITY AND EFFECTIVITY All memoranda and instructions issued in consonance with this order shall be taken to supersede previous instructions and orders in conflict therewith. casia This Order takes effect immediately. (SGD.) MISAEL P. VERA Commissioner of Internal Revenue