[Federal Register Volume 59, Number 111 (Friday, June 10, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-14114]


[[Page Unknown]]

[Federal Register: June 10, 1994]


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DEPARTMENT OF HEALTH AND HUMAN SERVICES

 

Administration on Aging; Statement of Organization, Functions, 
and Delegations of Authority

    This notice amends Part B of the Statement of Organization, 
Functions, and Delegations of Authority of the Department of Health and 
Human Services (``HHS''), Administration on Aging (``AoA''), as 
follows: Continues the Office of the Assistant Secretary for Aging; 
establishes two new Offices, the Office of the Deputy Assistant 
Secretary for Program Operations and Intergovernmental Affairs, and the 
Office of the Deputy Assistant Secretary for Program Development and 
Elder Rights Programs; places all units of AoA, except the Office of 
Field Operations, the Regional Offices and the Office of Administration 
and Management, under the two new Offices; establishes a new Office of 
Elder Rights Protection; retitles the Division of Research, 
Demonstration and Training and the Division of Dissemination and 
Utilization as the Office of Research, Demonstration and Training and 
the Office of Dissemination and Utilization, respectively; retitles the 
Division of Eldercare Service Implementation as the Division of 
Community-Based Services; establishes a new Division of Information 
Resources Management within the Office of Administration and 
Management; and abolishes the Office of External Affairs. The language 
to implement these changes is as follows:
    Part B, Chapter B, ``The Administration on Aging,'' as published in 
the Federal Register on September 13, 1991 (56 FR 46620); amended on 
December 24, 1992 (57 FR 61433); and further amended on March 2, 1993 
(58 FR 12040) is amended as follows:
    Delete B.00 and replace with the following:
    B.00 Mission. The Administration on Aging, an Operating Division of 
the Department of Health and Human Services, is the principal agency 
designated to carry out the provisions of the Older Americans Act 
(``OAA'' or ``The Act'') of 1965, as amended, 42 U.S.C. 3001 et seq. 
Serves as the effective and visible advocate for older persons within 
the Department of Health and Human Services and with other Federal 
departments and agencies. Directly assists the Secretary in all matters 
pertaining to problems of the aging. Advocates for the needs of older 
persons in program planning and policy development within the 
Department and in other Federal agencies. Gives priority to older 
persons in greatest economic or social need. Develops standards and 
issues best practice guidelines; disseminates information; provides 
technical assistance; and initiates policy related to services funded 
by the Department and provided to older persons. Advises the Secretary, 
Department components and other Federal departments and agencies on the 
characteristics, circumstances and needs of older people and develops 
policies, plans and programs designed to promote their welfare; under 
Title III of the Act (45 CFR part 1321) administers a program of 
formula grants to States to establish State and community programs for 
older persons; administers a program of grants to American Indians, 
Alaskan Natives and Native Hawaiians to establish programs for older 
Native Americans under Title VI of the Act (45 CFR parts 1326 and 
1328). Provides policy and procedural direction, advice and assistance 
to States and Native American grantees to promote the development of 
State and Native American administered, community-based systems of 
comprehensive social services for older persons. Administers long term 
care ombudsman and protective services programs, legal services 
development programs, and outreach, counseling and assistance programs 
for older people under Title VII of the Act. Approves or disapproves 
State plans and Native American funding applications. Administers 
programs of training, research and demonstration under Title IV of the 
Act. Administers national centers for service development and 
assistance, and information dissemination benefitting older persons. 
Promotes through the State and Area Agencies on Aging and Indian Tribal 
Organizations a national community-based long term care program for 
older persons. Develops and issues program designs, guidelines, 
standards and assistance to State and Area Agencies, Indian Tribal 
Organizations and nutrition providers to support Titles III and VI 
nutrition services and disseminate nutrition education material.
    Delete B.10 and replace with the following:
    B.10 Organization. The Administration on Aging is headed by the 
Assistant Secretary for Aging and consists of:

Office of the Assistant Secretary
Office of Field Operations
Regional Offices
Office of Administration and Management
    Division of Budget and Finance
    Division of Management Systems
    Division of Grants Management
    Division of Information Resources Management
Office of the Deputy Assistant Secretary for Program Operations and 
Intergovernmental Affairs
    Executive Secretariat
    Office of State and Community Programs
    Division of Program Management and Analysis
    Division of Community-Based Services
    Office for American Indian, Alaskan Native and Native Hawaiian 
Programs
    Office of Policy Coordination and Analysis
Office of the Deputy Assistant Secretary for Program Development and 
Elder Rights Programs
    Office of Research, Demonstration and Training
    Office of Dissemination and Utilization
    Office of Elder Rights Protection
    Delete B.20, A-I, and replace with the following:
    B.20. Functions. A. Office of the Assistant Secretary (BA) The 
Office of the Assistant Secretary serves as the focal point for OAA 
programs through the development, coordination and administration of 
those programs nationwide. Serves as the effective and visible advocate 
within the Federal government to ensure the rights and entitlements of 
the elderly. Conducts active public education of officials, citizens, 
and the aged to ensure broad understanding of the needs and 
capabilities of the aged.
    Sets national policies, establishes national priorities, ensures 
policy consistency, and directs plans and programs conducted by AoA. 
Advises the Secretary, HHS agencies, and other Federal departments and 
agencies on the characteristics, circumstances, and needs of older 
people and on policies, plans and programs designed to promote their 
welfare. The Principal Deputy Assistant Secretary is the Assistant 
Secretary's primary associate in carrying out the mission of the 
agency, particularly in the advocacy and policy negotiation role within 
the Federal government.
    Serves as an advocate for older people with voluntary and private 
organizations. Collaborates with other Federal agencies to assist older 
persons by the development and implementation of interagency 
agreements. Coordinates joint interests and initiation of projects with 
other Federal agencies and State and local government entities. 
Provides liaison with the Federal Council on the Aging and other 
Federal advisory committees focused on the aging. Works with national 
aging organizations, professional societies, and academic organizations 
to identify mutual interests and plan voluntary and funded approaches 
to meet the needs of older persons. Ensures affirmative action 
throughout the Aging Network in employment and services delivery.
    Oversees the international liaison and coordination functions of 
AoA. Stimulates and coordinates AoA international activities and 
coordinates AoA international activities with Departmental and other 
Federal agencies concerned with international affairs.
    Coordinates all liaison activities with Congress and with the print 
and electronic media. Manages AoA's media relations and legislative 
development activities.
    Develops legislative proposals, testimony, background statements, 
and other policy documents for use by the Assistant Secretary in 
activities related to legislation. In coordination with the Office of 
the Assistant Secretary for Legislation, analyzes proposed and enacted 
legislation related directly or indirectly to older people, including 
legislation directly affecting OAA programs. Through an automated 
legislative information system tracks bills related to the aging. 
Develops and issues status reports regarding key legislative 
developments to Headquarters and Regional Office staff, the network of 
State and Area Agencies on Aging, and Indian Tribal Organizations.
    Coordinates with the Office of the Assistant Secretary for Public 
Affairs, including planning and implementing strategy for relations 
with the news and other information media; initiates media outreach 
activities and responds to all media inquiries concerning AoA programs 
and related issues.
    B. Office of Field Operations (BA1)  Headed by the Director, Office 
of Field Operations, who reports to the Principal Deputy Assistant 
Secretary for Aging. Provides leadership and technical guidance to the 
Regional Offices as they implement the national programs of the OAA. 
Keeps the Assistant Secretary apprised of Regional Offices' progress in 
carrying out their responsibilities. Represents Regional Office 
concerns to Central Office program units, as well as the concerns of 
Central Office program units relative to the operations of field 
programs. Serves as the focal point for all communications flowing to 
Regional Offices from Central Office and from Regional Offices to 
Central Office. Ensures that clear and consistent guidance is given to 
all Regional Offices on program and policy directives. Serves as a 
clearinghouse for the exchange of innovative program models and ideas 
among the Regional Offices.
    Issues substantive operating procedures to guide Regional staff of 
AoA in the conduct of their responsibilities; establishes standards for 
performance plans in the Regional Offices; regularly assesses the 
performance of AoA Regional Office staff against the established 
standards. In consultation with the AoA Office of Administration and 
Management (``OAM'') and the HHS Office for Civil Rights, provides 
guidance to AoA Regional staff on a variety of civil rights issues, 
including such areas as contracting with minority organizations, age 
discrimination in employment and services provision and discrimination 
against persons with disabilities.
    Maintains information on the professional development and technical 
capacity of Regional staff, and identifies training needs and 
recommends training courses to ensure an AoA Regional staff capacity 
for responding to emerging program and management demands.
    Provides day-to-day guidance on all program and administrative 
management activities for which the AoA Regional Offices are 
responsible. Determines support and resource levels of Regional AoA 
staff.
    C. Regional Offices on Aging (BD-1 to BD-X)  Regional Offices on 
Aging are headed by a Regional Administrator (``RA'') who is 
responsible to the Assistant Secretary for Aging through the Director, 
Office of Field Operations, who gives day-to-day guidance and 
coordination.
    Serve as the focal point for the development, coordination and 
administration of OAA programs within the designated HHS region. 
Represent the Assistant Secretary for Aging within the region, and 
provide information for, and contribute to the development of, national 
policy dealing with the elderly. Based on national policy and 
priorities, establish regional program goals and objectives.
    Serve as the effective and visible advocates for the elderly to 
Federal agencies in their geographic jurisdiction to ensure the rights 
and entitlements of the elderly; advise, consult and cooperate with 
each Federal agency proposing or administering programs or services 
related to the aging; coordinate and assist in the planning and 
development by public (including Federal, State, Tribal and local 
agencies) and private organizations of comprehensive and coordinated 
services and opportunities for older individuals in each community of 
the nation; conduct active public education of officials and citizens 
and the aged to ensure broad understanding of the needs and 
capabilities of the aged.
    Monitor, assist and evaluate State Agencies on Aging administering 
programs supported under Titles II, III and VII of the OAA, and Indian 
Tribal Organizations administering projects under Title VI. Review OAA 
State Plans on Aging and approve acceptable plans or recommend 
disapproval to the Assistant Secretary for Aging, as appropriate. 
Recommend approval or disapproval of Title IV applications to the 
Assistant Secretary. Review applications and recommend approval or 
disapproval of Title VI applications to the Assistant Secretary.
    Advise the Assistant Secretary of problems and progress of programs 
through the Director, Office of Field Operations; recommend to the 
Assistant Secretary changes that would improve OAA operations; evaluate 
the effectiveness of OAA and related programs in the Region and 
recommend to the Assistant Secretary or take positive action to gain 
improvement; and guide agencies and grantees in applications of policy 
to specific operational issues requiring resolution. Facilitate 
interagency cooperation at the Federal, Regional, State and Tribal 
levels to enhance resources and assistance available to the elderly. 
Coordinate with the HHS Regional Director as needed on matters of an 
administrative or crosscutting nature. Disseminate and provide 
technical assistance regarding nutrition guidelines and developments to 
State and Area Agencies, Indian Tribal Organizations and nutrition 
service providers.
    Monitor and assist State and Area Agencies and Indian Tribal 
Organizations in the implementation and execution of the long-term care 
ombudsman, elder abuse prevention, elder rights and legal assistance 
development, and outreach, counseling and assistance programs, and the 
implementation of elder rights under Title VII of the OAA.
    D. Office of Administration and Management (BE) reports to the 
Principal Deputy Assistant Secretary for Aging. Advises the Assistant 
Secretary in the areas of internal administration and management of 
AoA. In response to Federal statutes, regulations and Departmental 
policies and instructions, provides leadership, policies and procedures 
for effective and efficient management throughout AoA, including such 
areas as budget, finance, grants administration, personnel 
management,procurement, materiel and facilities management, management 
systems, information resources management, telecommunications and 
similar administrative management facilitation services. Responsible 
for all management and administrative reviews, analyses and controls 
within AoA required by statutes or regulation, such as the Federal 
Managers Financial Integrity Act. The Director, OAM, serves as the AoA 
Chief Financial Officer (``CFO'') and, on behalf of the Assistant 
Secretary for Aging, performs the duties assigned to AoA under the 
Chief Financial Officers Act of 1990, including the development of the 
CFO 5-year plan and status report, and carries out the responsibilities 
assigned by the Government Performance and Results Act of 1993. 
Conducts management analysis and automated systems development 
activities for AoA and serves as the principal AoA staff examining the 
AoA organization. Provides technical assistance and guidance to 
Headquarters and Regional Office units in the development, 
implementation and maintenance of administrative and grants management 
systems and audit resolution.
    Division of Budget and Finance (BE1) provides and coordinates 
management support services involving budget formulation and execution, 
and financial management. In coordination with AoA program offices, 
formulates and presents budget estimates; executes apportionment 
documents; plans, directs, and coordinates financial and budgetary 
programs of AoA. Provides guidance to AoA program offices in preparing 
budgets, justifications, and other budgetary materials. Prepares budget 
documents on behalf of the Assistant Secretary for presentation to 
Departmental management, the Office of Management and Budget (``OMB''), 
and Congress. Assists in planning for and presenting the budget before 
OMB and the Congress. Solicits, obtains and consolidates information 
and data from other AoA offices for testimony at hearings before these 
bodies in coordination with the Immediate Office of the Assistant 
Secretary. Analyzes the budget as approved by the Congress and 
apportioned by OMB, obtains input from program offices and recommends 
for the Assistant Secretary's approval a financial plan for its 
execution. Makes allowances to AoA offices within the guidelines of the 
approved financial plan. Develops and maintains an overall system of 
budgetary controls to ensure observance of established ceilings on both 
program--including all formula and discretionary grants accounts--and 
S&E funds; maintains administrative control of funds against allotments 
and allowances, and certifies funds availability for all AoA accounts. 
Prepares requests for apportionment of appropriated funds. Maintains 
control of allotted funds against current obligations, and maintains 
separate financial operating plans for each of the Regional offices. 
Prepares spending plans and status-of-funds reports for the Assistant 
Secretary.
    Acts as AoA's coordination point with the Office of the Secretary 
and AoA organizational units on policy and regulatory issues involving 
travel management, develops and interprets AoA policies on travel, and 
provides support services to AoA components for travel management.
    Provides analysis and coordinates accounting reports for AoA. 
Manages funds for salary and expense accounts. Tracks financial status 
of all AoA program and salary and expense funds.
    In meeting the Assistant Secretary's priorities and instructions, 
with appropriate input from AoA organizational units, develops 
financial operating procedures and manuals, including directing the 
implementation within AoA (headquarters and regions) of Departmental 
and other Federal fiscal policies and procedures. Participates in 
program development and implementation plans where there are budgetary 
implications; serves as the AoA liaison with the Office of the 
Secretary and OMB on all budgetary matters.
    Division of Management Systems (BE2) initiates and develops AoA 
administrative and human resources management policies, procedures and 
instructions. Plans, organizes and conducts management studies of the 
AoA program, staff and organization.
    Plans, organizes and conducts in-depth studies of organization 
structures, functional statements, job structure, staffing patterns, 
management and administrative information systems, relevant legislative 
and regulatory authorities and/or workloads to analyze staff, 
equipment, and systems resources and needs and/or to determine and 
measure work elements. Recommends to the Assistant Secretary 
organization changes; alternate staffing patterns; job structure and/or 
functional statement modifications; and staff, workload and equipment 
distribution.
    Manages the AoA management improvement program. Assesses AoA's 
management methods and recommends improvements to the Assistant 
Secretary. Monitors AoA's progress toward approved goals.
    Consistent with relevant OMB Circulars, develops, defines and 
implements management analysis and reporting systems to provide for 
better informed management decisions and more equitable distribution of 
resources, and through the Division of Information Resources Management 
implements these within the AoA automated information system; manages 
official AoA administrative oversight systems, such as the personnel 
data base and the administrative issuance process. Performs assessments 
of paperwork processing, reporting, and other systems needs in AoA.
    Plans, organizes and conducts management reviews under the Federal 
Manager's Financial Integrity Act (``FMFIA''), OMB Circular A-123 
(Internal Control Reviews (``ICR'')). Develops protocols for each ICR 
segment; develops and evaluates ICR self-assessment models; and 
recommends corrective actions. Monitors AoA's compliance with FMFIA 
instructions and findings. Acts as the AoA liaison with ASMB on FMFIA 
matters. Prepares the AoA annual FMFIA report to the Secretary.
    Develops, implements and assesses strategies on use of human 
resources and the assignment of FTE ceilings. Develops and administers 
the AoA Position Management Plan and functional statements. Acts as 
liaison with ASMB and ASPER in coordinating preparation of 
organizational proposals requiring approval by the Secretary. Maintains 
official organizational, functional statement and delegation files for 
AoA. Develops formal program, administrative and personnel delegations 
of authority for AoA based on continuing management assessment and on 
review and analysis of legislation and regulations.
    Provides technical assistance and guidance to AoA managers and 
staff regarding personnel management matters. Reviews proposed requests 
for personnel action and recommends approval/disapproval of such 
requests.
    Developes and monitors the annual AoA employee training strategy 
and budget, assuring that the common training needs of AoA employees 
are identified and implemented. Coordinates Presidential Management 
Intern, Federal Women's and other developmental programs with high AoA/
HHS priorities. Oversees AoA training contracts.
    Develops, manages, and assesses the effectiveness of AoA employee 
performance management, incentive and award systems. Provides training 
and technical assistance on current and demonstration systems.
    Serves as the AoA records manager, providing guidance and 
assistance to both Headquarters and Regional staff regarding filing 
practices, retention and disposition of records.
    Acts as AoA's focal point with the Office of the Secretary, other 
Federal agencies, and AoA organizational units on policy and regulatory 
issues involving real and personal property, space management, 
occupational safety and health, materiel management, 
telecommunications, postal management, and forms and records 
management.
    Provides oversight and direction to meet the administrative needs 
of AoA components. Serves as liaison with the Office of the Secretary, 
the General Services Administration (``GSA'') and outside vendors to 
provide facilities services including acquisition of facilities and 
equipment, personal property management, inventory control, and labor 
services. Administers AoA's personal and capitalized property 
management program, including the establishment and maintenance of 
property accountability systems, the storing and distribution of 
supplies, and the movement of furniture and equipment associated with 
the relocation of offices. Develops and implements AoA's plans, 
guidelines and activities for space and facilities management, 
including identification of the negotiations for space, and planning 
and design of office layouts. Responsible for the acquisition, 
disposition, allocation, and budgeting of space for AoA.
    Provides telecommunications planning, budgeting and management for 
AoA Headquarters' facilities, including procurement, installation, 
alterations, and maintenance. Provides liaison with HHS and GSA on 
telecommunications matters, and provides assistance to AoA components 
to identify telecommunications needs and to use communications 
equipment and systems.
    Division of Grants Management (BE3) serves as AoA's focal point for 
management, leadership and administration of discretionary and formula 
grants, and cooperative agreements. Provides national policy oversight 
and development for grant management and administration matters. 
Ensures that all grant awards conform with applicable statutes, 
regulations, and policies. Maintains liaison and coordination with 
appropriate AoA and HHS organizations to ensure consistency between AoA 
discretionary and formula grant award activities, and the Department's 
various payment systems for grants.
    For discretionary grants, ensures that the administrative and 
financial management aspects of grants administration are carried out 
and monitors grantee performance in these areas. Provides support for 
and processes all discretionary grant award documents and negotiates 
grant budgets, and makes all awards for AoA Headquarters and Regional 
Offices. Reviews discretionary grants after input for AoA program 
offices, and coordinates AoA grantee financial management matters as 
necessary with appropriate HHS and AoA units.
    Issues and maintains control over formula grant awards under the 
OAA, and makes adjustments to previously issued formula grant awards.
    In coordination with all AoA Headquarters and Regional Offices 
having grant administrative responsibilities: reviews and assesses AoA 
formula grant award procedures; directs and/or coordinates management 
initiatives to improve formula grant programs in financial areas; 
develops proposals for improving the efficiency in awarding grants and 
coordinating financial operations among AoA programs; establishes 
priorities and develops procedures for grantee financial monitoring; 
and, reviews activities at the regional level for all AoA discretionary 
and formula grant programs.
    Following consultation with all Headquarters and Regional Offices 
having grant administrative responsibilities, and with the approval of 
the Assistant Secretary: develop AoA instructions and procedures for 
the administration of all discretionary and formula grants, including 
those approved in AoA Regional Offices. Provides training and technical 
assistance to AoA staff regarding grants and provides overall guidance, 
monitoring, and assistance to Regional Offices in all areas of 
administrative and financial management of grants.
    Has primary responsibility for developing policy issuances for 
grants management in AoA, and reviews all proposed AoA instructions and 
policy issuances pertaining to grant matters which are derived from 
Departmental, OMB or other government-wide issuances to ensure 
consistent policy and interpretation with AoA concerning grants 
management.
    Functions as AoA liaison with the General Accounting Office 
(``GAO''), the HHS Office of the Inspector General and the Department's 
Office of Grants and Acquisition Management on grant matters. Assists 
at discretionary and formula grant hearings before the Departmental 
Appeals Board in response to disallowances and other financial claims 
by AoA or State Agencies on Aging and other grantees.
    For formula grant activities, develops financial management 
standards for State and Area Agencies and provides guidance on and 
interpretation of 45 CFR parts 74 and 92 to AoA staff. Based on formula 
grants management policies and procedures approved by the Department, 
reprograms formula grant funds as required under the OAA.
    Responds to audit issues raised by Department and General 
Accounting Office audit reviews and ensures the proper analysis and 
resolution of audit findings by Regional Offices for final action by 
the Assistant Secretary.
    Division of Information Resources Management (BE4) manages AoA's 
information resources management (``IRM'') program and develops 
policies, plans, budgets, standards and procedures related to it. 
Plans, manages, maintains and operates AoA's automated information 
system, including the LAN, personal computers, software, and support 
systems and services. Provides guidance and technical assistance on all 
components of the system and coordinates the preparation of manuals and 
policy issuances required to meet the instructional and informational 
needs of users of the system. Provides or contracts for training of 
users in all AoA systems, hardware and software. In coordination with 
the Office of the Deputy Assistant Secretary for Program Operations and 
Intergovernmental Affairs (``D/ASPOIA''), carries out the activities 
required under the Paperwork Reduction Act of 1980, as amended, as the 
Federal Information Resources Management Regulations, other Federal 
regulations and Executive Orders and DHHS/OS policies and procedures 
apply the Paperwork Reduction Act to automated information resources 
management. Represents AoA on the OS IRM Policy and Planning Board.
    Responsible for IRM reviews; Federal Information Processing 
resources retirement and disposal; and conducting and reporting of 
information resource inventories.
    Acts within the overall strategy, annual workplan and budget 
approved by the AoA Information Resources Management Board, composed of 
management representatives from each component of AoA.
    Assesses the need for, and defines the specifications for 
procurement of all Headquarters and Regional Office IRM hardware and 
software. Reviews and recommends to the Director, OAM, the decision for 
Headquarters and Regional requests for Automatic Data Processing 
(``ADP'') equipment and services. Assesses, recommends and defines the 
need to share ADP services through inter-government, inter-department 
and interagency agreements. Surveys specifications and other 
literature, initiates requests for services, and defines AoA's need for 
support services from private ADP vendors.
    Recommends strategies, provides for, and maintains systems 
integration in the AoA corporate data enterprise. Designs and 
institutes procedures for the protection, security and integrity of the 
AoA data, hardware and software.

E. Office of the Deputy Assistant Secretary for Program Operations and 
Intergovernmental Affairs (BB)

    Reports to the Assistant Secretary for Aging. Plans, directs and 
evaluates agency program operations, including the development and 
implementation of a comprehensive, coordinated system of services for 
older Americans. Coordinates all AoA cross-cutting program activities 
and initiatives. Responsible for policy development concerning programs 
and services under the OAA, including long-term care initiatives, 
services, and policy. Assures internal coordination of programs, and 
develops and maintains effective relationships with government entities 
at the Federal, State and local levels to successfully achieve a 
community-based approach to aging and long-term care.
    Provides leadership on behalf of Titles III and VI of the OAA, and 
those parts of Title II of the OAA for which the Office is responsible. 
Plans, directs and evaluates the programs under the OAA designed to 
provide planning, coordination and services to older Americans through 
grant programs authorized under Titles III and VI of the OAA. Assures 
the successful collection of data and its analysis to demonstrate 
program effectiveness. Assures that program and service information and 
trends are disseminated to advocates for older persons. Provides 
technical assistance to and education for State and Area Agencies on 
Aging and Tribal Grantees in the development of plans, goals, and 
system development activities. Serves as the agency's program 
regulations clearance officer for AoA programs mandated under the OAA. 
Assures that statutory requirements, regulations, policies, and 
instructions are implemented for Titles III and VI, and for the 
functions under Title II for which the Office is responsible.
    Performs the following functions under Title II: Issues and 
enforces regulations regarding conflicts of interest in arranging the 
provision of services under the Act, including prohibiting such 
conflicts on the part of Area Agencies on Aging; provides direction to 
service providers to improve data collection and analysis; designs 
uniform data collection procedures; assists State and Area Agency 
volunteer coordinators, as necessary, and encourages the effective use 
and training of volunteers; consults with State and Area Agencies and 
Tribal grantees in the development of goals, regulations, instructions 
and policies; oversees the Nutrition Officer who provides technical 
assistance and guidance to Regional Offices, States, Area Agencies on 
Aging and service providers; establishes and convenes a nutrition 
guidance council to assess program effectiveness and to promote 
nutrition and dietary standards; and assures planning for and 
completion of studies and evaluations.
    Provides liaison with OMB for the management of the agency 
paperwork burden reduction program. Coordinates clearance of OAA Titles 
II, III, IV, VI and VII program regulations within AoA and with 
appropriate HHS offices, and review of those regulations by OMB. 
Prepares and processes clearance for collection of information, and 
assures compliance with related standards, procedures and policies.
    Directs intergovernmental affairs activities and develops and 
maintains effective relationships with other governmental departments 
and agencies. Plans, negotiates, facilitates, and updates, as 
appropriate, memoranda of understanding with other departments and 
agencies to promote agreements and cooperative relationships and 
ventures that address policies and services affecting the aging 
population.
    Provides program expertise to the Assistant Secretary for policy 
development, advocacy and program initiatives.
    Executive Secretariat serves as the communications center for AoA, 
ensuring that issues requiring the attention of the Assistant 
Secretary, Principal Deputy Assistant Secretary of AoA Executive Staff 
are identified on a timely and coordinated basis. Monitors the response 
of other AoA units in developing necessary documents for the Assistant 
Secretary's review and provides assistance to staff on the content and 
style of special assignments. Operates the agency-wide correspondence 
and assignment tracking and control system and provides technical 
assistance on standards for control of correspondence and memoranda. 
Manages the clearance system and reviews documents for consistency with 
the Assistant Secretary's and the Secretary's assignments, previous 
decisions on related matters, and editorial standards. Refers 
unprecedented policy questions to the Office of Policy Coordination and 
Analysis.
    Maintains official copies of all policy and information issuances 
and data collection instruments; ensures they proper clearance before 
issuance and annually reviews them for currency and compliance with law 
and regulations. Reviews all materials prepared for Federal Register 
publication and ensures their compliance with guidelines. Serves as 
AoA's liaison with the Executive Secretariats in the Office of the 
Secretary and other HHS units regarding AoA program, policy and special 
administrative matters. Receives and sorts internal mail for AoA 
headquarters components.
    Serves as liaison with the Office of the General Counsel and the 
General Accounting Office on all program matters other than those 
related to grants or procurement management. Reviews requests for 
information under the Freedom of Information Act and arranges for 
appropriate responses, in coordination with the HHS Freedom of 
Information Act Officer.
    E. 1  Office of State and Community Programs (BB1) serves as the 
focal point with AoA for the operation, administration, management and 
assessment of the programs authorized under Title III of the OAA. Also 
carries out the following responsibilities of Title II: oversees 
development of more responsive service systems through 
intergovernmental and private sector initiatives and partnerships to 
address age-related issues and concerns; encourages and assists in the 
provision of information to older people with the need for Supplemental 
Security Income, Medicaid and Food Stamps; implements and oversees the 
supportive services and nutrition programs; implements and oversees the 
uniform data collection procedures for States; implements and oversees 
the responsibilities for consultation with the other Federal agencies 
and with State and Area Agencies on Aging.
    Implements Title III of the OAA through the development of 
regulations, policies and guidance governing the development and 
enhancement of comprehensive and coordinated home and community-based 
care service delivery systems by State and Area Agencies on Aging. 
Provides guidance regarding State Plan processing and approval, the 
process and criteria for approval of States' Intrastate Funding 
Formulas for the allocation and targeting of resources within States, 
and implementation of the Interstate Funding Formula for distribution 
of Title III funds among States. In the field, implements Title III 
through the provision to Regional Office staff of guidance and 
information concerning AoA programs, and interpretation of Title III 
program regulations and policy. In addition, fosters, oversees, and 
assesses the implementation of Title III by States and Area Agencies 
through guidance and direction to Regional Office staff regarding 
program reviews, compliance monitoring, program and system development 
and enhancements. Designs and provides training and technical 
assistance for program compliance, effectiveness, and enhancement.
    Develops and designs the criteria for collecting, analyzing and 
distributing program performance data on State and Area Agencies' 
implementation of OAA programs, and prepares that data for reporting to 
Congress, the public and the National Aging Information Center.
    Provides specialized input on Title II and III programs to long-
range planning, operational plans and the budget process. Develops 
program plans and instructions for AoA Regional Offices and State and 
Area Agencies to improve Title III programs and to ensure that the 
objectives of the OAA in fostering independence and life with dignity 
are met.
    Division of Program Management and Analysis (BB11) develops 
policies, guidance and technical assistance to State and Area Agencies 
on Aging with respect to programs under Title III of the OAA, including 
the development and implementation of comprehensive and coordinated 
systems for supportive services, congregate and home-delivered 
nutrition services, the development and operation of multipurpose 
senior centers and the delivery of legal assistance; provides guidance 
and technical assistance to AoA Regional Staff in the effective 
implementation of programs under Title III of OAA; designs, implements 
and provides guidance and technical assistance to State and Area 
Agencies and Aging and service providers on data collection and 
analysis (Section 202(b)(28)) and on uniform data collection procedures 
for State Units on Aging (Section 202(b)(29)); consults with State and 
Area Agencies on Aging, service providers and other appropriate 
stakeholders in the development of goals, regulations, program 
instructions and policies regarding comprehensive and coordinated 
supportive and nutrition systems of services for older individuals.
    Develops regulations for use by State and Area Agencies on Aging 
and local service providers responsible for programs under Title III of 
the OAA. Carries out the functions of the designated nutrition officer, 
who coordinates nutritional services under the Act and develops the 
regulations and guidelines, and provides technical assistance regarding 
nutrition to the AoA Regional Offices, State and Area Agencies, 
nutrition service providers, and other organizations; serves as the 
liaison to the United States Department of Agriculture and other 
Federal agencies and organizations related to nutrition policy and 
program issues.
    Administers the State plan hearing process required by Section 
307(c) of the OAA and provides the analysis and recommendations for the 
Assistant Secretary's decision resulting from the hearing.
    Provides timely and accurate responses to requests for policy 
interpretation and technical assistance from Congress, State and Area 
Agencies on Aging, and the general public.
    Develops and operates a National Aging Program Information System 
focused on the information needs of AoA and the Network on Aging to 
both manage and advocate for the delivery of effective and efficient 
services to the elderly. Coordinates and conducts operational studies, 
program analyses, and evaluations on special issues of concern to the 
Secretary, the Assistant Secretary, Regional Offices, and State and 
Area Agencies on Aging. Prepares reports on program operations under 
Title III for the Assistant Secretary, other AoA offices, the 
Secretary, the President, Congress and the public.
    Through the analysis of State Plans, evaluation findings and other 
relevant material, identifies potential Title III program and 
management issues and develops recommendations to the Assistant 
Secretary on possible solutions.
    Division of Community-Based Services (BB12) carries out the Title 
II responsibilities related to facilitating the continuing development, 
expansion and improvement of home and community-based service systems 
to be more responsive at the community level to meet the social and 
human service needs of the elderly. Develops and implements special 
initiatives at the national level for building strong interagency, 
intergovernmental and private sector partnerships to address age-
related issues and concerns and promotes these initiatives throughout 
the network of agencies involved with older Americans.
    At all levels, from national to the local service delivery level, 
develops methods and relationships to articulate the problems and 
concerns of the elderly to organizations beyond the traditional network 
of agencies and works with these organizations to be more sensitive and 
responsive to age-related needs and issues.
    Directs and assesses the development under Title III of the OAA of 
State-administered, home and community-based long-term care systems, 
and social and supportive services for the elderly. Initiates and 
encourages expansion of the capacities of home and community-based 
social service and health care systems to deliver comprehensive 
services to the elderly. Strengthens and extends the development of the 
continuum of care principle in local community based social services 
systems for the elderly. Provides technical and subject matter 
expertise for the development of these systems, targeted at enhancing 
the capabilities of State and Area Agencies and local service delivery 
programs to improve their service to older people.
    Assists State and Area Agencies and local service delivery agencies 
to analyze program trends and project needs of the aging population, 
and to develop strategies and specific implementation plans to enable 
all levels of the Aging Network to anticipate and adapt to community 
program needs in the future. Develops policies, guidance and technical 
assistance to the Aging Network of States, Area Agencies, service 
providers, national organizations, state organizations, local 
organizations and academia. Focuses primarily on the development of 
systems of care at the community or local level. Coordinates with the 
Division of Program Management and Analysis to achieve a fully 
integrated approach for the enhancement of systems of care throughout 
the nation.
    E. 2  Office for American Indian, Alaskan Native, and Native 
Hawaiian Programs (BB2) on behalf of individuals who are older Native 
Americans, serves as the effective and visible advocate within the 
Department, with other Departments and agencies of the Federal 
Government, and with State, local and tribal governments regarding all 
Federal policies affecting Native American elders. Additionally, 
advocates and promotes linkages among national Indian organizations, 
national aging organizations, and national provider organizations with 
the goal of enhancing the interests of and services to Native American 
elders.
    Recommends to the Assistant Secretary policies and priorities with 
respect to the development and operation of programs and activities 
relating to individuals who are older Native Americans. The Office 
coordinates activities among other Federal departments and agencies to 
ensure a continuum of improved services through memoranda of agreements 
or through other appropriate means of coordination. Carries out the 
following responsibilities of Title II: Evaluates the outreach under 
Title III and Title VI and recommends necessary action to improve 
service delivery, outreach, and coordination between Title III and 
Title VI services; encourages and assists the provision of information 
to older Native Americans with need for Supplemental Security Income, 
Medicaid, food assistance, housing assistance, and transportation 
assistance; develops research plans, conducts and arranges for research 
in the field of Native American aging; collects, analyzes, and 
disseminates information related to problems experienced by older 
Native Americans, including information on health status of older 
individuals who are Native Americans, elder abuse, in-home care, and 
other problems unique to Native Americans; develops, implements, and 
oversees the uniform data collection procedures for Tribal and Native 
Hawaiian Organizations; and implements and oversees the consultation 
requirements of Title II as they apply to Native American issues.
    Chairs the Interagency Task Force on Older Indians which is 
comprised of representatives from the Federal departments and agencies 
with an interest in the welfare of individuals who are older Indians 
and makes recommendations to the Assistant Secretary at six month 
intervals, to facilitate coordination among Federally funded programs 
and improve services to older Indians.
    Provides the Native American input to the Office of the Deputy 
Assistant Secretary for Program Development and Elder Rights Programs 
for inclusion in AoA's research plan. In addition, collaborates with 
the Office of State and Community Programs on Title VI--Title III 
coordination.
    Provides input and feedback to the Office of the Deputy Assistant 
Secretary for Program Development and Elder Rights Programs for the 
development and operation of Resource Centers on Native American Elders 
which gather information, perform research, provide for dissemination 
of results of the research, and provide technical assistance and 
training to those who provide services to Native American elders.
    Provides specialized input on Title VI programs and the Native 
American components of Title II and Title VII-B programs to other 
Offices for long range planning, operational plans, research and 
training, and the budget process. Determines the Title VI grant amounts 
from annual appropriations. Develops testimony and background documents 
concerning Native Americans for use by the Assistant Secretary and 
Deputy Assistant Secretaries.
    Serves as the AoA focal point for the administration and assessment 
of the programs authorized under Title VI and the Native American 
Organization provisions of Title VII-B of the OAA, including 
administering grants, cooperative agreements and contracts. Implements 
the American Indian, Alaskan Native and Native Hawaiian programs in the 
field through provision of program and policy direction, training and 
oversight to the Regional Offices in the execution of the Native 
American components of their Title II, Title VI and Title VII-B 
responsibilities. Oversees the Regional Offices' monitoring of Title VI 
grantees. Arranges for and manages on-going training and technical 
assistance for Title VI grantees. Coordinates additional training and 
technical assistance with other projects managed by the Office of 
Research, Demonstration, and Training.
    E. 3  Office of Policy Coordination and Analysis (BB3) analyzes and 
interprets issues related to AoA program policy; develops and 
interprets AoA goals, priorities, and strategies; performs analyses 
related to the aging. Performs all functions with appropriate input 
from the AoA units with subject matter responsibility.
    Conducts policy studies on a wide range of issues affecting AoA 
programs and the elderly; solicits policy and strategy input from a 
wide spectrum of organizations concerned with the aging. Prepares the 
AoA long- and short-range plans; provides interpretation and guidance 
for implementation of these plans to all AoA units; and reviews all new 
and changed policy documents for consistency with AoA long-range goals 
and strategies. Coordinates with the Office of the Assistant Secretary 
and all AoA units, and Departmental staff offices on policy, planning 
and evaluation issues and development.
    Coordinates with the Office of Administration and Management in 
that Office's translation of the long- and short-range plans into 
procedural guidance for AoA units concerning employee performance 
appraisal planning, work planning and budget preparation. By means of 
this system, coordinates the development of implementation strategies 
and subsidiary plans as well as processes for monitoring progress 
toward stated objectives.
    Develops AoA plans and priorities for evaluation of programs, with 
subject matter input from appropriate units. Manages contracting for 
mandated evaluation projects and performs intramural evaluation 
studies. Prepares reports of the results of program and impact 
evaluations conducted by and for AoA, with technical input from other 
AoA units.
    Assesses the need for, develops strategies and priorities about, 
and conducts activities for the development of adequate knowledge for 
improving the circumstances of older people.
    Assists in the collection and analysis of demographic and socio-
economic information related to the aging.
    F. Office of the Deputy Assistant Secretary for Program Development 
and Elder Rights Programs (BC) reports to the Assistant Secretary for 
Aging. Plans, directs and evaluates activities authorized under Titles 
IV and VII of the OAA. Conducts activities for the development of 
adequate knowledge for improving the circumstances of older people and 
develops a knowledge base for policy decisions and program development 
and coordination through support of a wide range of research, 
demonstration, and training activities. Elicits new knowledge and 
techniques to improve the circumstances of older Americans.
    Promotes coordination of research, demonstration, and training 
activities. Prepares the planning documents for, and coordinates the 
development of, the annual discretionary funds program announcement. 
Oversees the grant and contract activities designed to carry out 
research, demonstration, and training activities, and develops AoA 
policies and criteria for monitoring grants and contracts supported 
through the Office of the Deputy Assistant Secretary for Program 
Development and Elder Rights (``D/ASPDER''). Assesses results of these 
activities to develop utilization strategies.
    Implements strategies for improving the quality of facilities, 
programs, and services for the nation's older population. Maintains 
information on programs in other Federal agencies and national 
voluntary agencies which have potential for relating to these 
strategies. Collects and disseminates information related to problems 
of the aged and aging. Manages AoA's public information and public 
education activities.
    As the Office designated in Title II of the OAA as the Office of 
Long Term Care Ombudsman Programs, develops and carries out the 
Ombudsman, elder abuse prevention, legal assistance development, and 
benefits outreach, counseling and assistance provisions of Titles II 
and VII of the OAA throughout the Aging Network, including 
administration of the National Ombudsman Resource Center and the 
National Center on Elder Abuse, and advising the Assistant Secretary on 
the operation of those Centers. The Deputy Assistant Secretary carries 
out the functions of the Director of the Office of Long-Term Care 
Ombudsman Programs established in Section 201(d)(3) of the OAA. Reviews 
State Plans to determine eligibility for funding under Sec. 705 of the 
OAA and recommends approval or disapproval to the Assistant Secretary. 
Implements Title VII in the field through provision to Regional Office 
staff of guidance and information concerning AoA programs, and the 
development and interpretation of Title VII program regulations and 
policy; ensures the implementation of guidance and instructions 
concerning long-term care ombudsman, prevention of elder abuse, elder 
rights and legal assistance development and outreach, counseling and 
assistance programs.
    Serves as the effective and visible advocate within the Department 
and with other departments and agencies of the Federal Government 
regarding all Federal policies affecting older residents of long term 
care facilities; reviews Federal legislation, regulation, and policy 
respecting long-term care ombudsman programs and makes recommendations 
to the Secretary and Assistant Secretary; coordinates the activities of 
AoA with other Federal, State and local entities relating to long-term 
care ombudsman programs; prepares an annual report to Congress on the 
effectiveness of services provided by State long-term care ombudsman 
programs; investigates the operations of any Federal law administered 
by HHS that may adversely affect the health, safety, welfare, or rights 
of older individuals; and establishes standards for the training of 
State long-term care ombudsman staff.
    Provides technical assistance to the Headquarters and Regional 
Offices, State and Area Agencies on Aging, and other organizations on 
their statistical data needs, uses of data, and methods of collecting 
the data.
    F. 1  Office Research, Demonstration and Training (BC1) administers 
the programs of research, demonstration and training authorized under 
Title IV of the OAA, including proposing strategies, developing concept 
papers and carrying out all implementation activity for the program. 
Provides technical input for Congressional and budget presentations 
related to the research and demonstration program. Evaluates research, 
demonstration and training grant and contract proposals; and recommends 
approval/disapproval, monitors progress, gives technical guidance to 
and evaluates the performance of grantees and contractors. Analyzes and 
interprets project results and recommends technical applications. 
Promotes coordination of research and demonstrations with other 
national, regional and local programs related to aging.
    Within overall AoA strategy and long range plans, conducts 
continuing studies and periodic reviews of personnel needs and 
resources in the field of aging. Plans and assesses AoA's activities to 
ensure trained staff for programs serving older Americans. Develops and 
monitors a national plan for increasing these resources, and prepares 
reports thereon for AoA, the Federal Council on the Aging, the 
Secretary, the President and Congress.
    Administers a program through grants and contracts for developing 
curricula and providing training related to preparation for 
professional, teaching, research, and paraprofessional careers in the 
field of aging. Makes grants for planning, developing, and operating 
multidisciplinary centers of gerontology designed to serve the purposes 
set forth under Title IV of the OAA, including the monitoring of such 
grants on a continuing basis.
    Develops standards, optional models, and ``best practice'' 
suggestions on services to the elderly for use by the Regional Offices, 
and State and Area Agencies on Aging. Develops technical assistance 
material and in-service training curricula concerning these standards, 
models, and best practice suggestions.
    Provides technical input on research, demonstration and training 
programs to the AoA planning and policy development activities, 
legislative activities and the annual budget development cycle. 
Participates in Departmental and inter-departmental activities which 
concern health and social services; reviews and comments on 
Departmental regulations and policies regarding health programs and 
institutional and non-institutional long term care services.
    F. 2  Office of Dissemination and Utilization (BC2) manages a 
program for the collection, analysis, and dissemination of information 
related to the needs and problems of older persons. Develops and 
coordinates initiatives with older Federal agencies, national aging 
organizations and universities to fill gaps in information in the field 
of aging. Funds and administers the National Aging Information Center, 
which compiles, publishes and disseminates information on programs 
funded under the Act, as well as demographic data on the elderly 
population and data from other Federal agencies on the health, social 
and economic status of older persons, and provides technical assistance 
and training to State and area agencies and to service providers on 
State and local data collection and analysis.
    Reviews all products from AoA, the OAA network, and other sources 
of information on aging to identify new findings which will be useful 
to older people and professionals operating in the field of aging, 
concentrating particularly on research, demonstration and evaluation 
findings. Determines the relative utility of each product, its 
potential users, and the most effective way to disseminate information 
to users. Plans and manages special dissemination projects.
    Assesses results of these activities to develop utilization 
strategies. Promotes information dissemination in professional fields. 
Develops and manages AoA information clearinghouse to ensure 
dissemination of information such as best practice models, to exchange 
program experience with the network of State and Area Agencies on 
Aging, and to coordinate information dissemination requirements with 
other national organizations in the field of aging.
    Maintains a knowledge of data generated by a wide range of 
organizations; provides liaison with the Federal Task Force on Aging 
Statistics; in support of planning and program requirements, performs 
routine and special statistical analyses of data for AoA offices, other 
Federal and non-Federal organizations, and the general public.
    In conjunction with the Immediate Office of the Assistant 
Secretary, develops and implements public affairs strategies for 
Headquarters and Regional Offices to achieve AoA program objectives in 
coordination with other AoA units; develops and distributes 
publications and audiovisual materials about older people and prepares 
and issues brochures, fact sheets, news releases, exhibits and films on 
the needs and concerns of older persons and measures to improve the 
circumstances, available services, and environment for the older 
population.
    Develops and implements a public education strategy for AoA in 
response to the Assistant Secretary's initiatives and goals. Edits and 
produces Aging Magazine aimed at professionals and constituents in the 
field of aging. Develops special information campaigns to inform older 
people and the general public about issues, problems and benefits 
important to older people. Fosters the annual Older Americans Month, 
and plans and coordinates other ceremonies and celebrations related to 
the elderly. Prepares the AoA Annual Report to the President and 
Congress and other reports such as ``Developments In Aging''.
    Responds to written, phone and personal inquiries from all sources 
dealing with services and needs of the aging.
    F. 3  Office of Elder Rights Protection (BC3) develops and executes 
the ombudsman provisions of the OAA throughout the Aging Network. 
Serves as the focal point within AoA for the operation and assessment 
of the programs authorized under Title VII-A of the OAA. In response to 
mandates of Titles II and VII-A, oversees development of more 
responsive ombudsman, protection, legal assistance and counseling 
systems through intergovernmental initiatives and private sector 
partnerships to address issues of the rights and protection of older 
people.
    Implements Title VII-A in the field by the provision to Regional 
Office staff of guidance and information concerning the ombudsman, 
elder abuse prevention, legal assistance development, and benefits 
outreach, counseling and assistance provisions of Titles II and VII-A 
of the OAA, and interpretation of regulations and policy implementing 
those programs. Fosters, oversees, assists, and assesses the 
development of State-administered long term care ombudsman, elder abuse 
prevention, legal assistance development, and benefit counseling 
programs for the elderly as authorized under Title VII-A of the OAA. 
Establishes, administers and evaluates the National Ombudsman Resources 
Center and the National Center on Elder Abuse.
    Provides specialized input on Title VII-A programs to long range 
planning, operational plans and the budget process. Responsible for the 
implementation of regulations and policy on Title VII-A of the OAA. 
Develops program plans and instructions for AoA Regional Offices and 
State and Area Agencies to improve the Title VII-A protection and 
representational programs funded under the OAA.

    Dated: May 30, 1994.
Donna E. Shalala,
Secretary.
[FR Doc. 94-14114 Filed 6-9-94; 8:45 am]
BILLING CODE 4130-01-M