Department of
the Interior
Departmental Manual
Effective Date: 7/31/07
Series: Organization
Part 112: Policy, Management and Budget
Chapter 10:
Originating
Office:
112 DM 10
10.1
10.2 Functions. The overall responsibilities and functions of the NBC include the following:
A. The NBC serves as a Departmental business center of excellence for a wide scope of activities and operates on a fee-for-service business basis. The NBC provides a full range of operational, financial, business management, and administrative services to the Department’s bureaus and other Federal agencies. In addition, the NBC provides Departmental policy oversight in aviation and appraisal management services.
B. The NBC is host to numerous Departmental administrative systems and provides a wide-range of administrative support services to the Department including: telecommunications; printing and reproduction; space management, indirect cost negotiation services, property management; transportation services; facilities management; quarters systems management; mail management; the operation of an accessibility technology center; and worker's compensation case management for the NBC. The NBC also provides systems processing and services for Federal payroll and personnel, financial management, acquisition, human resources, information resource management, appraisals, and aviation management. Other specialized employee services provided for the Department and other Federal agencies include security clearance processing, medical services, and drug testing.
C. The
10.3 Office of the Director. The NBC is in the Office of the Assistant Secretary - Policy, Management and Budget. It is headed by a Director who reports to the Deputy Assistant Secretary - Business Management and Wildland Fire. The Director provides leadership and strategic direction. (See attached organization chart.)
A. The Director is assisted by a Chief of Staff who is responsible for performance measurement, Human Capital Strategic Management, management control, correspondence, customer service, problem resolution, coordination of activities that cross NBC Directorates, performance and the NBC Quality Management Program, as well as audit oversight.
B. The Director is further assisted by the Solutions Coordination Office (SCO), which is responsible for facilitating the development and maintenance of the NBC Strategic Plan. The SCO coordinates the development of Business Plans for each line of service within the NBC, coordinates communications to facilitate clear and efficient communications with customers, participates in industry events, and provides project management support to execute complex projects that cross NBC Directorates.
10.4 Associate
Director Training Services and
A. DOI
University-Cultural Resources and
B. DOI
University-Leadership & Performance Centers. The centers deliver competency based training
that is strategically aligned with the Department's business goals and
mission. They provide training and
education opportunities to address critical performance needs in the areas of
business skills, computer skills, career development, communications, financial
and acquisition management, human resources management, and management and
supervisory development. They design
specialized courses that can be delivered at the customer’s site to meet
individual and organizational needs; administer Department-wide and
Government-wide management, acquisition, and financial intern programs as well
as the Senior Executive Service Candidate Development Program and other key
leadership programs; and develop, deliver, and manage the Department’s
Financial Management Training Development Program. The centers are located in
C. DOI University-Online Learning Center. The center offers life-long learning curricula designed to facilitate strategic program objectives of the Department by providing “just-in-time” training to Interior employees 24 hours a day and 365 days a year reaching disparate locations via the Internet. DOI University-Online also provides web-based training services designed to meet Interior initiatives and mandatory training requirements through customized online courseware development and training websites.
D.
10.5 Assistant
Director, Information Technology. The Assistant Director serves as the NBC Chief
Information Officer (CIO) and is responsible for information technology (IT)
program management, which includes the following: IT planning; policy, procedures, standards,
and guidelines development; budget approval of IT expenditures; program
coordination, direction, and execution across NBC. The Assistant Director/CIO is also responsible
for following IT management functions: technology,
security, information, telecommunications, IT inventory and assets, strategic
planning, project management, and IT careers/skills. The headquarters office is located in
A. Information Technology Security Division. The IT Security Division is responsible for the overall NBC IT Security Program including: the development and issuance of IT security policy, procedure, and guidance documents; oversight of the OMB A-130 process; execution of the certification and accreditation process; management of the NBC Security Awareness Program; maintenance and execution of the NBC incident handling program; operation of an NBC-wide surveillance and monitoring program and information assurance program; and other related programs.
B. Deputy CIO for Office of the Secretary and Modernization.
(1) Office of the Secretary (O/S) IT Services Division. The division is responsible for the delivery of IT support including desktop support, installation IT security activities, Main/South Interior campus area network support, audio/visual services, and support of specialized hardware and software. The division also develops, coordinates, and manages the O/S and NBC Records Management, Freedom of Information Act, Government Paperwork Elimination Act, Privacy Act and Appeals, DOI Forms Management, and Information Quality programs.
(2) Enterprise Solutions Division. This division is responsible for the development, implementation, operations, and support of DOI enterprise infrastructure strategies and solutions.
(3) Planning and Architecture Division. The Planning and Architecture Division is responsible for NBC-wide IT strategic planning, enterprise architecture, and strategic process standardization activities. This includes disaster recovery planning; Capital Planning and Investment Control; strategic plan reporting; management of IT process improvement activities; and management and oversight of the development, implementation, and maintenance of the NBC Enterprise Architecture.
C. Deputy
CIO for IT and Business Operations.
(1) IT Services Division. The IT Services Division is responsible for the delivery of all IT support to the NBC campus facilities in Denver, CO; Boise, ID and other NBC sites housing NBC employees with the exception of the Washington DC, metropolitan area. Services provided include desktop support, helpdesk support, installation IT security activities, campus local area network support, and support of specialized hardware and software. The division also provides systems administration activities through the development, deployment, and management of various specialized software and server platforms in support of infrastructure systems as well as business e-applications. In addition, the division supports telecommunications and data management systems and services (voice, data, wireless, specialized audio-visual, and radio); develops, deploys, and manages systems management solutions that support the technology operations environments within various data center and IT operations across the NBC; and provides software and systems integration services addressing the development and implementation of integration standards, technologies, and systems interfaces.
(2) IT Operations Division. The IT Operations Division is responsible for the establishment, maintenance, and operation of mainframe operating systems software and associated server hardware, mainframe security administration; and operational support including backups and off-site tape storage. The division also provides data center facilities management, data center operations, and operating environment monitoring and support services to ensure core infrastructure and associated services are operating within service levels.
(3) Business Management Office (BMO). The BMO is responsible for the management and
oversight of the formulation and execution of the IT Directorate budget, IT
business plan development, IT skills/career management, IT inventory and asset
management, IT acquisition management, service level performance management,
project management, customer relationship management, and proposal
development. The BMO works with
customers on interagency agreements, service level agreements, interconnect
security agreements, and pricing of IT related services. The BMO also performs cost and revenue
analysis, as well as, monitoring billings and collections for the IT
Directorate.
(4) Aviation Systems Division. The Aviation Systems Division is responsible for the development, deployment, and on-going support of aviation management specialized applications, including the coordination of system requirements development, identification of application components, and deployment of complete systems that meet the specialized business requirements of the Aviation Management Directorate.
10.6 Associate
Director, Federal Personnel Payroll Systems and Services. The Directorate provides personnel and
payroll systems and services on a government-wide basis. It develops and supports automated personnel,
payroll and related systems, and provides for the design, development,
modification, implementation, documentation, and future versions of these
systems. It provides and coordinates all
of the necessary activities to convert new clients to the NBC applications. The headquarters office is located in
A. Payroll Operations Division. The Payroll Operations Division (POD) provides payroll services to client agencies in the Federal government. The services range from editing time and attendance data to computing gross to net pay, including: calculation, collection, accounting, and reporting for all deductions and government contributions related to salary payments. POD maintains leave accounts, retirement records, tax and wage data, debt records, and historical pay information. POD also provides direct assistance to employees through the Customer Information Line, as well as maintains a Web site and user manuals.
B. Personnel
and Payroll Systems Division. The
Personnel and Payroll Systems Division provides accurate and timely personnel,
payroll, timekeeping, and payroll accounting systems, and support to meet
customer business needs. This includes
the Federal Personnel Payroll System and related time and attendance systems.
C. Client Liaison and Product Development Division. The Client Liaison and Product Development Division serves as the sponsor for potential new clients. The division coordinates the implementation and serves as the client advocate and is responsible for investigating and integrating current and prospective technology into the production environment. It supports the Data Mart environment for the personnel, payroll, and related areas, as well as, incorporates data from other systems on a cross-servicing basis. It also provides productivity improvement products and services – including training – to the NBC, to existing NBC clients, and to potential clients. Web-based training (WBT) and classroom stand-up instruction are available based on the clients’ needs.
D. Business Management Division. The Business Management Division performs a wide variety of recurring and special assignments that address business issues directly related to human resources and related services. The division is the advisor to management for financial and business matters relating to budgets, interagency agreements, service level agreements, memoranda of understanding, and the pricing of the Human Resources products and services. The division is responsible for overseeing audits, strategic and business plan development, records management, and privacy act requests.
E. Human Resources Cross Servicing Division. The Human Resources Cross Servicing Division provides Human Resources (HR) programs, systems, and services to NBC staff and external clients. The division tailors its services to meet the needs of its clients--from
short-term
projects to long-term HR office support.
Offerings are comprehensive and include, but are not limited to, such
activities as recruitment, classification, staffing, labor relations, and
benefits administration.
10.7 Associate
Director, Budget and Finance. The
Directorate, Budget and Finance, is headed by an Associate Director who serves
as the NBC Chief Financial Officer. The
headquarters office is located in
A. Budget Office. The Budget Office provides the full range of budgetary responsibilities for the NBC, including the formulation, justification, presentation and execution of an operating budget. It manages the NBC’s staffing allocations and authorizes all funding and staffing allotments; and coordinates with the O/S Budget Office to respond to OMB and Congressional inquiries and implement Departmental initiatives.
B. Finance and Procurement Systems Division. The Chief, Finance and Procurement Systems Division serves as system manager for the Federal Financial System (FFS) and the Financial Business Management System (FBMS). The division also provides other finance system application services including Momentum, Hyperion, Travel Manager, and Oracle Financials to DOI bureaus and non-DOI organizations/agencies; plans, coordinates, and implements client agency conversions to new finance systems; conducts training and maintains a Help Desk to provide assistance and resolve problems; develops, maintains, and manages software applications; serves as system manager for the Interior Department Electronic Acquisition System (IDEAS) Procurement Desktop software; and administers the Quarters Program, which provides operational support for government-furnished housing for all DOI bureaus and selected other Federal agencies. Other services include surveying; analyzing regional rental housing and utility markets; establishing market-based rental rates; conducting rental surveys; defending contested rental rates; providing housing management reports; and conducting special studies. The division also maintains and enhances the Quarters Management Information System, a software application for essential program functions and is the repository for a centralized, interagency quarters’ database.
C. Accounting Operations Division. The division provides centralized accounting system and/or financial reporting services for DOI, independent agencies, and commissions assigned to the DOI for administrative support. It examines and pays vouchers and maintains a system of financial records to obtain information on resources, revenues, obligations, expenditures, and disbursements. The division also operates the travel accounting program and provides accounting services and support to DOI bureaus and non-DOI customers, including: data entry; voucher examining; payments; billings and collections; and preparation of financial reports and statements. The division provides training to customers on related software support applications; and real and personal property management and inventory assistance.
D. Business
Management Office. The office coordinates
and provides oversight for administrative and financial activities for the
budget and finance directorate. Its responsibilities
include budget preparation and execution, review and analysis of customer
agreements, cost and revenue analysis, monitoring billings and collections, and
contract management.
10.8 Associate Director, Aviation Management (AMD). The Associate Director provides leadership and strategic direction for the Department’s aviation management program. The Directorate is responsible for the development, implementation, and continued oversight of Departmental policy for aviation activities within DOI. The Directorate develops Aviation Management Operational Procedures Memorandums (OPM’s), Associate Director Directives, Handbooks, Guides, etc.; and provides ownership and technical management of DOI owned (fleet) aircraft including assigning fleet aircraft to bureaus. It is responsible for investigating select aircraft mishaps involving Departmental aviation operations in cooperation with the National Transportation Safety Board (where DOI was exercising “operational control,” or for other organizations through Interagency Agreements and Service Level Agreements). The Directorate also represents the Department on all aircraft mishap investigations and/or Mishap Review Boards where DOI has involvement. The Associate Director serves as the Department’s subject matter expert and senior aviation authority and representative to committees and councils (including internal and external organizations), that impact DOI aviation policy, standards, and/or procedures, and represents the Department in national level airspace issues. The headquarters office is in Boise, ID. The Associate Director carries out the functions of the Directorate with the assistance of the following:
A. Aviation Safety and Program Evaluation Division. The division is responsible for aviation policy development and implementation; establishment of the DOI Aviation Safety and Aircraft Mishap Prevention Programs; mishap investigation; management of the DOI aviation mishap reporting system, including the SAFECOM system; Mishap Review Boards; management of Departmental-level evaluations of bureau aviation programs; and management of the AMD occupational safety and health program. The primary focus of the division is accident prevention and policy development.
B. Technical Services Division. The division is responsible for aviation policy development, commercial aircraft services (CAS) procurement specification development, oversight of aviation user education and training programs, as well as DOI pilot education and training programs in support of natural resources, wildland firefighting, and other DOI aviation missions. Additionally, the division is responsible for DOI fleet aircraft management and coordination of aircraft engineering needs and maintenance management. The primary focus of the division is technical support and policy development.
C. Regional
Offices. The AMD has Regional
Offices located in
10.9 Associate Director - Appraisal Services. The Associate Director - Appraisal Services (ASD) serves as the Department’s Chief Appraiser. All of the Department’s real estate appraisal functions are consolidated under the Appraisal Services Directorate. Appraisal services include reviews, consulting, and concessions valuations. All appraisal services conform to the Uniform Appraisal Standards for Federal Land Acquisitions and the Uniform Standards of Professional Appraisal Practice. The ASD also manages the Office of the Special Trustee (OST), Office of Appraisal Services (OST/OAS) and all Indian appraisal activity performed by OST/OAS through a management agreement. The Office of the Chief Appraiser (headquarters office) is located in Washington, DC.
A. Business and Administrative Management Office. The Business and Administrative Management (BAM) Office provides management, coordination and oversight to a variety of recurring and special assignments as they relate to the ASD Directorate. This is inclusive of, but not limited to: strategic and business planning and coordination, management and oversight of the Appraisal Request and Review Tracking System and relevant analytical reports, management and execution of budgetary and financial activities, contract management, and HR management.
B. Regional Offices. Each region is lead by a Regional Supervisory Appraiser who reports to the ASD Associate Director. Regions include multiple appraisers and support staff.
(1) The ASD regions include: Mountain (Denver, CO), Midwest (Fort Snelling, MN), Northeast (Washington, DC, metropolitan area), Northwest (Portland, OR), Pacific (Sacramento, CA), Southeast (Atlanta, GA), and Southwest (Phoenix, AZ).
(2) Field offices are located at the following locations: Great Falls, MT; Durango and Lakewood, CO;
Salt Lake City, UT; Billings, MT; Cheyenne, WY; Fergus Falls, MN; Oak Hill, WV;
Hadley, MA; Philadelphia, PA; Seattle, WA; Boise, ID; Prineville, OR;
Anchorage, AK; Magnolia, TX; Las Vegas and Reno, NV; Las Cruces and
Albuquerque, NM.
C. Minerals Evaluations Office. The office is responsible for minerals evaluations and minerals appraisals and is located in Denver, CO.
10.10 Assistant
Director, Administrative Operations Directorate. The Assistant Director for Administrative
Operations is headquartered in
A. Facilities Management Services Division. The division develops and implements space-management operational policies and procedures at DOI Headquarters, NBC facilities nationwide, and selected other locations. The Division is also responsible for the development and maintenance of Occupant Emergency Plans and Shelter-in-Place procedures for the Interior Complex. Occupant Emergency plans are prepared and executed as part of the facilities management per 900 DM 1. The division also administers the Department's GSA building delegations program, including: management, operation, and maintenance of the DOI Headquarters Complex; and repair of building systems and equipment. The staff develops, implements, and manages parking and ride-sharing programs at the Interior Complex; provides a variety of building-related services, some of which are available throughout the Washington, DC, metropolitan area, including: space assignment, reimbursable building alterations and design services, custodial services, recycling, concessions management, and operation of the Interior Complex's family wellness room; establishes Departmental policy for and approves flags, seals, and emblems; manages the O/S occupational health and safety program; provides personal property management for the O/S including all functions necessary for the proper determination of accountability, utilization, maintenance, rehabilitation, storage, distribution, and disposal of personal property; and oversees the fleet operation for the O/S consisting of a small number of vehicles for the use of the offices and bureaus throughout the Department.
B. Employee and Public Services Division. The division provides Department-wide oversight of drug and alcohol testing programs including education, review/evaluation, and establishment of operational policies. The staff administers personnel security, including background investigations, security clearances, and issues passports to the O/S; administers physical security operational policies, procedures, and programs at the Interior Complex and all NBC facilities; operates the Interior Complex Health Unit which provides such services as, employee counseling, and emergency evaluation; operates an accessibility technology center to facilitate the accommodation of employees with disabilities nationwide; provides printing and graphics services to the Department; provides the following services to the Interior Complex: electronic publishing, photography, and self-service/full-service printing centers; and oversees the Department's Federal Executive Board located in Minneapolis, MN.
C. Mail
and Messenger Services Office. The
office develops Departmental mail policy.
It also manages mail operations for O/S and the NBC nationwide, and the
Express Mail Program Department-wide; provides overseas mail and oversees the
DOI Federal Blue Pages Program; and operates the telephone call center for the
Department and provides messenger services in the
D. Modernization Program Office. The office serves as the Department's liaison with GSA in support of the renovation of the Main Interior Building (MIB). The office coordinates construction activities with GSA and monitors the efforts associated with renovating the Department's headquarters building in Washington, DC. The office also coordinates communications with Main Interior Complex tenants and/or tenant representatives for the purposes of sharing information pertinent to the project.
E. Conference and Special Events Office. The office plans and coordinates Secretarial business and media events held in the Interior Complex; provides meeting planning, logistical, and technical support services including: room arrangement, IT support, catering, and planning assistance; and coordinates all conference room scheduling in the Main Interior Complex, including the South Penthouse. This office also coordinates the Secretary’s annual Fourth of July Event.
10.11 Assistant Director, Acquisition Services. The Assistant Director is the Head of
the Contracting Activity (HCA) for the NBC.
The HCA provides NBC with strategic guidance on acquisition, federal
assistance, and other transaction policies and practices; serves as a
competition advocate; provides budget and rate management; and, administers a
management control review program to ensure compliance with statutes and
regulations. The HCA oversees the line
of business’ acquisition and administrative services under the delegated
authority of the Office of Management and Budget and the Department of the
Interior for service-for-fee intergovernmental revolving funds. The Acquisition Services Directorate is
headquartered in
A. Acquisition Management Services (AMS). AMS is responsible for planning, soliciting, awarding and administering acquisition contracts for equipment, products, construction, aircraft services and aircraft; grants and cooperative agreements; lease and purchase contracts for real property; advisory and study services; strategic sourcing execution; spend to cost analysis; client requirements management and relations; determinations to lease rather than purchase; interagency agreements; and, memoranda of understanding for the Department of the Interior and other Federal agencies.
B. Policy Management Services (PMS). PMS is responsible for NBC policies and procedures for acquisition, federal assistance, and other transactions; delegations; procedures for warrant selection, delegation, management and termination; purchase card management and oversight; technical guidance to employees; strategic sourcing; franchise fund operations and procedures; interagency agreements; work practices and procedure documentation; audit findings controls and plans; and indirect cost rate analysis services, including analyses of indirect rates for a variety of government-wide acquisition and federal assistance activities at the Federal, State and local governmental levels; and in support of tribal organizations; and private and public educational organizations.
C. Customer Relations Management Services (CRMS). CRMS is responsible for acquisition-related customer and internal business management support services; automated business information system management requirements; and system, procurement, grant, and invoice requirements; fee and service charge accounting; web services; customer financial reporting; business development management; outreach and awareness program; special analyses; client proposal preparation; contracting officer’s representative certification program management; service agreements and accounts management; and customer surveys.
D. Organizational Management Services (OMS). OMS is responsible for acquisition-related strategic planning support services; business plans and project planning coordination; organizational development program; employee warrant training and development requirements; performance plan management; knowledge sharing and internal communication services; workforce planning and training requirements; Acquisition Career Management Information System; FOIA management; file, correspondence, and records management program; supplies management; facility management support services; employee locator services; and, coordination with Human Relations offices for workforce recruitment, selection, and retention requirements and procedures.
7/31/07 #3754
Replaces 10/31/00 #3347 and 12/17/97 #3183
