HUD's FY 99 Budget
Congressional Justifications
Administration and Staff Services
Salaries and Expenses
SCOPE OF ACTIVITY
The Office of Administration provides general Departmental
support such as management analysis, human resource management,
training, contracting, correspondence and scheduling for the Secretary,
staffing and performance analysis, general building and office
services, as well as special activities directly assigned by the
Secretary. Field Administration staff also provide management
information services, including reports, statistics and automated
data processing (ADP) services, as well as direct and essential
daily administrative support to program operations.
WORKLOAD
1. HEADQUARTERS
The Assistant Secretary for Administration
is responsible for the development and promulgation of policies,
standards, procedures, systems and materials related to the resource
and administrative management of the Department and for the execution
of such policies and directives at Headquarters and in the Field.
This Office is organized under two Deputy Assistant Secretaries
for Administration who report to the Assistant Secretary for Administration.
The Deputy Assistant Secretary for Resource Management and Operations
has oversight responsibilities for the Offices of Human Resources,
Administrative and Management Services, and Procurement and Contracts;
and the Deputy Assistant Secretary for Management has oversight
for the Office of Information Technology, Management and Planning,
and the HUD Training Academy. The Directors of the Administrative
Service Centers in the field report to the Assistant Secretary.
The Office of Administrative and Management Services
(OAMS) is responsible for the development, administration and
evaluation of all administrative services for the Department.
These services include, but are not limited to, Headquarters facilities
management, Departmental space and telephone management, paperwork
management, safety services, imprest funds for travel services
for Headquarters personnel, and overall management of printing
and visual arts activities.
The Office of Human Resources (OHR) is responsible
for planning, developing, administering and evaluating all personnel
programs for the Department. This includes overseeing the payroll
processing services provided by the National Finance Center (NFC)
of the
U. S. Department of Agriculture; improving recruitment
and selection procedures; maintaining the Departmental position
management program; providing advice and assistance on performance
and conduct problems; implementing and administering the HUD/American
Federation of Government Employees (AFGE) contract and overseeing
implementation and administration of HUD/National Federation of
Federal Employees (NFFE) agreements in several field offices;
providing support of executive services activities, which includes
the Executive Performance Appraisal System and Senior Executive
Awards programs; implementing the Departmental Performance Management
System; promoting a drug-free work place; and providing employee
support through the Employee Assistance Program.
The HUD Training Academy (HTA) is responsible
for providing a cost-effective and coordinated strategy for the
delivery of training and employee development programs which support
the objectives and goals of the Department of Housing and Urban
Development. The HUD Training Academy is the center for HUD staff
training; provides mission and occupational training in support
of Departmental priorities; provides for individual training needs
through internal training programs and partnerships established
with colleges and universities; provides needs assessments and
evaluations for its programs and activities; and delivers training
to Field locations using innovative technology such as distance
learning and video conference systems.
The Academy consists of two Institutes:
-- The Program Technical Training Institute
provides technical training, retraining of HUD employees for new
and changing skills, and coordination of training with intermediaries.
It also manages the distance learning/satellite system; and
-- The Employee and Management Development Institute
administers career enhancement and professional skills development
at the general workforce and supervisory/management levels, for
example; implementation of the Individual Development Plan (IDP)
Program; administration of Learning Resource Centers; professional
skills development programs for non-supervisory employees; and
career counseling. It also manages the establishment of educational
partnerships Departmentwide for achieving technical and cross
training for all employees.
The Office of Management and Planning (OMAP)
is the Department's internal consultant organization. OMAP's principal
responsibility is to assist HUD managers to envision and accomplish
program and management improvements in order to achieve the Secretary's
strategies and HUD's goals. To support HUD 2020, OMAP is placing
emphasis on change engineering, program support and client services.
With this emphasis, OMAP now offers change engineering consultant
support to help managers succeed in achieving their priorities
while eliminating organizational and program deficiencies. The
Office also networks with and brokers appropriate Administration
resources, as needed, to help clients succeed in the implementation
of desired changes; creates and sustains an infrastructure (including
tools, staff, information, education, and awareness) which fosters
a HUD culture that promotes innovation; and advises and assists
the Assistant Secretary for Administration on strategies to support
the Secretary's change initiatives.
The Office of Procurement and Contracts (OPC)
is responsible for the award of contracts (including property
disposition contracting), purchase orders, and interagency agreements
to support Headquarters administrative and programmatic needs,
as well as providing oversight of the Department's Field contracting
operation. OPC develops and implements Departmental policies,
standards and procedures to provide for an effective contracting
program. The Office also develops Departmental policies to implement
all uniform administrative requirements related to grants and
cooperative agreements.
The Office of Executive Scheduling consolidates
Departmental executive scheduling, correspondence control and
related activities under the Director of Executive Scheduling.
The Office considers requests for meetings, appointments, and
public appearances by the Secretary and senior Departmental officials,
and prepares briefing papers for the Secretary, the Deputy Secretary,
and other Principal Staff. The Office also provides related support
for the Department's senior officials and acts as a liaison with
key Departmental personnel, diverse external groups and officials,
and national organizations requesting Secretarial appearances.
The Executive Secretariat serves as the central
coordinating office for all correspondence to the Secretary and
the Deputy Secretary, and is responsible for providing the following
services:
-- reviewing for assignment of action all incoming
official correspondence addressed to the Secretary and the Deputy
Secretary, as well as all incoming correspondence from Members
of Congress addressed to Department personnel, and reviewing all
outgoing mail prepared for the signatures of the Secretary or
Deputy Secretary for responsiveness and timeliness;
-- maintaining current files on all matters involving
the Secretary's and Deputy Secretary's mail, Freedom of Information
Act (FOIA) records, White House mail, General Accounting Office
(GAO) reports, Congressional reports, and Departmental policy;
-- disseminating requests for information emanating
personally from the Secretary and the Deputy Secretary to key
personnel for action, and monitoring these assignments in order
to meet established deadlines;
-- providing assistance to program areas by: (1)
developing responses of either a programmatic or policy nature
in situations where large volumes of identical or similar correspondence
is addressed to the Secretary and the Deputy Secretary; and (2)
preparing the responses for the signature of the Secretary, Deputy
Secretary, Assistant Secretary, or other members of the Department's
staff as appropriate; and
-- performing special projects as assigned by the
Secretary.
The Office of Special Actions is a small entrepreneurial
staff which acts as a catalyst for the development of public/private
partnerships which support economic development in communities
across the United States. The Office functions as convener and
expediter for new collaborations with foundations, educational
institutions, corporations, non-profit groups, faith-based organizations,
state and local governments, and other Federal agencies. Further,
the Office of Special Actions handles special projects as designated
by the Secretary to manage the Department's coordinated relief
efforts for communities hit by Presidentially-declared natural
disasters. The Office of Special Actions coordinates HUD's response
to national disasters involving both disaster preparedness and
relief activities. Other principal initiatives coordinated by
the Office include: church arson rebuilding project, veterans
affairs, District of Columbia revitalization project, the faith
community outreach initiative, and the St. Petersburg, Florida,
Federal task force.
2. FIELD
Field staff are located in three Administrative Service
Centers (ASC) and an Employee Service Center (ESC). Below are
explanations of the functions performed:
The General Direction function consists of
the three Administrative Service Center Directors and their respective
staffs. The Directors are responsible for directing, coordinating
and monitoring administrative activities in their locales. The
Directors are also responsible for overall supervision of such
activities throughout the Area and for advising the Secretary's
ten Representatives on matters of administrative management and
policies.
The Human Resources Services function consists
of standard personnel services, such as processing merit staffing
actions, classification, employee counseling, and management advisory
services; and implementing and administering the HUD/NFFE agreements
in several local field offices. These services are now conducted
principally at the three ASC sites and other outstationed offices.
In 1996, an Employee Service Center was established which offers
high quality and timely benefits counseling and all personnel
processing for both Headquarters and Field employees. The staff
associated with the Employee Service Center is discussed separately.
The other personnel services are the responsibility of the three
Administrative Service Centers and Headquarters staff. It is anticipated
that this structure will facilitate standardization of recruiting
processes, crediting plans, position descriptions, and integrated
automated systems that will accomplish significant staff savings.
The Administrative Resources Services is a
new organization which merges the former administrative services
function and the management function formerly in the management
and budget services function. The administrative services function
consists of a wide variety of support activities including mail
handling, communication services, space management, inventory
controls, printing support, and property and paperwork management.
The management function consists of a wide variety of activities,
principally organization and management analysis, coordination
of Departmental management plan systems within the former regional
areas, and the monitoring and analysis of resource utilization
within the ASCs. Staff providing these services are distributed
among both the Administrative Service Centers and State and Area
Field Offices, with policy guidance and management provided by
staff at the Service Center level.
Management and Budget Services,
except for those tasks carried out by program staff, is handled
by a small staff who reports to the ASC Directors. This staff
assists each ASC Director in managing the personal services and
travel budget issued by the Assistant Secretary for Administration
to the ASC for its own operations, allocating other budget categories
from the Salaries and Expenses account, and providing budget consulting
services to program areas as needed.
Management Information Services
are principally related to automated data processing systems including
setting up ADP equipment in accordance with system architecture
and the subsequent maintenance of ADP equipment. The services
also consist of data management, reporting and information services,
developing local systems, and providing monitoring and technical
assistance in the areas of data quality, special studies, and
reports and statistics. The services are provided in both State
and Area Field Offices, with the responsibility for policy guidance
and technical assistance residing at the Service Center level.
Contracting Services provide
support primarily for Field FHA functions in Mortgage Processing
as well as Real Estate Owned (REO) services and other HUD program
areas. In addition to contract placement and administration, the
ASC Contracting Divisions ensure implementation of and compliance
with HUD procurement policy. They assist PIH and CPD with technical
assistance to Public Housing Authorities and CPD grantees in the
implementation of Acquisition regulations that impact HUD grantees.
The Employee Service Center (ESC) was established
as part of Administration's reorganization. It became fully operational
at the beginning of fiscal year 1996. The ESC streamlines the
delivery of benefits and processing services for the entire Department
by consolidating these activities into one location. Two primary
services provided by the ESC are Benefitsline and Employee Express.
Benefitsline provides 24-hour access to general benefits information
and Employee Express provides the opportunity to directly change
selected benefits and other designations by touch tone telephone.
The Employee Service Center is located in Chicago, Illinois; and
reports to the Director, Office of Human Resources, in Headquarters.
TRAVEL
The table below identifies travel requirements unique
to this activity.
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The requested travel funding principally reflects
the Department's continued efforts to provide a cost-effective
and coordinated strategy for the delivery of training and employee
development programs. It is integral to the success of HUD's reinvention
plan which requires that the occupational performance of all HUD
employees be raised to a level of excellence. The amount requested
for Headquarters reflects the need to train employees in other
skills as we implement Reform 2020.
CONTRACTS
The table below identifies contract requirements
unique to this activity.
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Training Contracts - Federal Employees.
These contract funds provide for various types of training for
HUD employees, technical and managerial, both in Headquarters
and the Field, which enables them to perform their jobs. The funding
provides for training facilities, development of training programs
and associated support costs. Funding in this activity is under
the HUD Training Academy for employee training Departmentwide.
The 1998 current estimate and the projected need for FY 1999 compared
to the 1997 actual reflects a significant increase because of
the need to train employees in new skills to support newly established
centers and Community Builder activities.
Management Studies. The
1997 actual obligations principally reflect a contract to assist
Headquarters management in assessing the quality and impact of
recommendations resulting from HUD's Transformation Plan. The
1998 current estimate reflects the historical funding level required
for contractor assistance for management analysis services. No
change to the 1998 level is requested for 1999.
Technical Services. These
funds are for specialized technical support which is not identified
in other categories. Annually, the National Finance Center (NFC)
of the
U. S. Department of Agriculture provides payroll
processing services to the Department. The National Association
of Public Administration (NAPA) will be conducting a study of
HUD procurement and administrative activities.
Data and Statistical Services.
These funds principally reflect HUD's share of the costs of preparing
the Single Audit Clearinghouse Report, prepared by the Department
of Commerce. No change to the 1998 level is proposed for 1999.
Content Archived: January 20, 2009