Downloaded from https://www.everyspec.com back of this regulation. The review will consist of written comments from servicing DPAs, users of ADP products, and system propo- nents and the MICO with jurisdiction. The review will include— (a) Current use of the product, and— 1. Intended purpose versus actual use. 2. Need for all data in the product. 3 . C o n c i s e n e s s v e r s u s d u p l i c a t i o n o f i n f o r m a t i o n a v a i l a b l e elsewhere. 4. Correct format and output medium. 5. Frequency and number of copies. (b) Evaluation of workload, resources, and cost of the product related to the benefits gained.
(2) Proponent agencies and MICOs with jurisdiction will select users when establishing review schedules by using statistical sam- pling methods . (3) The need for the product and the workload, resources, and cost impact must be justified. (4) The proponent agency, monitored by the MICO with jurisdic- tion, will establish the continued need for a product. For multisite major automated systems, the proponent agency will use the product review to decide whether to end, change, or continue the reviewed product. For other system products, the MICO with jurisdiction will make the final decision on continued need for the products, based on the user analysis and proponent agency justification.
(5) Each product to be continued will be changed, as needed, to follow Army standards and policy. Any changes will be processed under control methods in AR 70–37, TB 18–110, and TB 18–115. ( 6 ) D u r i n g e a c h r e v i e w , u s e o f c o m p u t e r o u t p u t m i c r o f i l m (COM) will be considered for use when cost effective. (7) Products will be changed as proposed by users, consistent with results of proponent agency reviews in paragraph 6–2. d. Review procedures. (1) System functional proponent. The system proponent agency will manage the review of ADP products for which it is the propo- nent and will— (a) Ensure that PCNs are assigned to ADP products.
(b) Prepare and send out an annual review schedule, using DA Form 1085–R. ADP products listed by PCN will be reviewed by sampling data preparers and users. (c) Insure that all ADP products are reviewed on a continuing basis over a 3-year timeframe. (d) Analyze DA Forms 4503–R submitted by DPAs and product users, and complete sections D and E as appropriate. (e) Decide on the continued need for the product. (f) Work to obtain correction of the product requirement. (g) Submit a quarterly summary for major automated systems as required in section 3. (2) MICO with jurisdiction. MICOs with jurisdiction will monitor reviews and validate those quarterly summaries submitted to HQDA (DAIM–ADI–M).
(3) Responsible staff MICLO. The MICLO of the responsible staff office will review completed DA Forms 4503–R, send them to the system proponent of the automated system, and furnish a copy to the agency MICO. (4) Servicing DPA. Each servicing DPA will— (a) Maintain workload and cost data for ADP products. (b) Complete sections A and B of DA Form 4503–R. (c) Select sample of users in coordination with the system propo- nent to review product need. (d) Complete section E of DA Form 4503–R in coordination with system proponent. (5) Users and recipients. Product users and recipients that are selected by sampling techniques to review the product will— (a) Complete section C on DA Form 4503–R.
(b) Review the products they use for continued need. (c) Suggest product improvement. (d) Forward DA Form 4503–R through MICLO of the responsi- ble staff office to the system proponent. 6–16. ADP Product Review Evaluation (DA Form 4503–1–R) (RCS CSIM–18) a. Purpose of the evaluation. The ADP product review evaluation reflects Army-wide savings resulting from reviewing ADP-recurring products. b. Preparers. The preparers of this evaluation are the system proponent agencies of major automated systems. c. Form supply. DA Form 4503–1–R will be reproduced locally on 8 1 2 - by 11-inch paper, head-to-head. A copy of the form for local reproduction is located at the back of this regulation. d .
F r e q u e n c y , p e r i o d c o v e r e d , r o u t i n g , s u b m i s s i o n d a t e , a n d number of copies. Two copies will be submitted through the agency MICLO to MICO with jurisdiction. Evaluations are due 1 month after the preceding quarters. 6–17. Instructions for Completion of DA Form 4503–R a. Section A. Self-explanatory. b. Section B. Include actual personnel, ADP, material, and over- head costs of operations. Guidance for using cost factors and for cost estimating is in appendix B. (1) Item 13a. Man-hours annually = total hours of work by per- sonnel required to prepare input and produce and distribute output during the past 12 months. (2) Item 13b.
Man-hour cost = average hourly wage of personnel referenced in item 12a. (3) Item 13c. Personnel cost annually = (man-hours per year reported in item 13a) Ч (personnel cost per hour reported in item 13b). (4) Item 13d. ADP hours annually = (average hours of effective production time to produce the product once) Ч (the number of times it is produced in a year). (5) Item 13e. ADP cost/hour = ADP hardware costs per hour, excluding personnel and supplies. (6) Item 13f. ADP costs annually = ADP hours Ч cost/hour (item 13c Ч item 13e). (7) Item 13g. Annual material costs = cost of supplies used to produce the data. (8) Item 13h.
Other costs = all direct costs not included under personnel, ADP, material or overhead costs, with explanation, as needed. (9) Item 13i. Annual overhead costs = cost of facilities, supervi- sion, administrative support, etc. (10) Item 13j. Total of items c, f, g, h, and i. (11) Item 14. Enter comments as to impact of continuing, ending, or changing the product, on cost and workload. (12) Item 15. Self-explanatory. c. Section C. Self-explanatory. d. Section D. The system proponent will complete this section.
The MICLO of responsible staff agency (see para 6–15 d (3)) may attach a cover DA Form 4503–R to DA Forms 4503–R received from several product users and forward as a single package to the system proponent. e. Section E. The system proponent in coordination with the servicing DPA will complete this section. 11 AR 335–15 • 28 October 1986