[Federal Register Volume 60, Number 243 (Tuesday, December 19, 1995)]
[Notices]
[Pages 65338-65346]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-30732]
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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 Offices, the Office of Program Operations and Development, and the
Office of Governmental Affairs and Elder Rights; the operating grant
programs (Titles III and VI) and the developmental grant program (Title
IV) are placed under the Office of Program Operations and Development;
all inter- and intra-governmental cooperative programs, domestic and
international, as well as the elder rights services of Titles II and
VII are placed under the Office of Governmental Affairs and Elder
Rights; the executive secretariat and policy coordination functions are
moved to the Office of the Assistant Secretary; supervision of the
Regional Offices is moved to the Director, Office of Program Operations
and Development; planning functions are moved to the Office of
Management; and the former Office of the Deputy Assistant Secretary for
Program Operations and Intergovernmental Affairs, Office of the Deputy
Assistant Secretary for Program Development and Elder Rights Programs,
Office of Field Operations, and Office of Policy Coordination and
Analysis and the division structure under the Office of State and
Community Programs and the sub-offices under the Office of Program
Development are abolished.
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.OO 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
Congressional and White House Liaison
Executive Secretariat and Policy Coordination
Office of Governmental Affairs and Elder Rights
Office of Elder Rights Protection
Office of Management
Division of Budget and Finance
Division of Personnel and Planning
Division of Grants and Contracts Management
Division of Information Resources Management
Office of Program Operations and Development
Regional Offices on Aging
Office of State and Community Programs
Office for American Indian, Alaskan Native and Native Hawaiian
Programs
Office of Program Development
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,
[[Page 65339]]
coordination and administration of those programs nationwide. Serves as
the effective and visible advocate within the Federal government to
ensure the rights and entitlement 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 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.
Congressional and White House Liaison (BA1)
Coordinates all liaison activities with Congress and with the print
and electronic media. Manages AoA's media relations and legislative
liaison 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 DHHS 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.
Executive Secretariat and Policy Coordination (BA2)
Responsible for policy coordination concerning programs and
services under the OAA, including long-term care initiatives and
services. Serves as the communications center for AoA, ensuring that
issues requiring the attention of the Assistant Secretary, Deputy
Assistant Secretary or AoA Executive Council 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 paper and electronic
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 appropriate
subject matter office. Develops and maintains agency-wide mailing
lists.
In conjunction with the Immediate Office of the Assistant
Secretary, implements public education activities 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, 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 special information campaigns to inform older people and
the general public about issues, problems and benefits important to
older people. Fosters, plans and coordinates ceremonies and
celebrations related to the elderly. Prepares the AoA Annual Report to
the President and Congress.
Maintains official copies of all policy and information issuances
and data collection instruments; ensures their 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.
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 clearances for collection of information, and
assures compliance with related standards, procedures and policies.
Serves as liaison with the Office of the General Counsel, Office of
the Inspector General 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.
Responds to written, phone and personal inquiries from all sources
dealing with services and needs of the aging.
B. Office of Governmental Affairs and Elder Rights (BA-1)
Develops and maintains effective relationships with government
entities and their representatives at the Federal, State and local
levels to develop a unified policy toward, and promote, the aims of the
Older Americans Act, especially as they relate to a community-based
system of long-term care for the aging and disabled; oversees
development of more responsive service systems through
intergovernmental and private sector initiatives and partnerships to
address age-related issues and concerns. Coordinates AoA fraud, waste
and abuse investigation and elimination, and related activities. Chairs
the Assistant Secretary's Business and Aging Leadership Roundtable of
representatives from private industry and national business and aging
organizations. Oversees the international liaison and coordination
functions of AoA. Stimulates and coordinates AoA international
activities
[[Page 65340]]
and coordinates AoA international activities with Departmental and
other Federal agencies and State and national organizations concerned
with international aging matters. 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 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.
Implements Section 203(1) of the OAA by coordinating, advising,
consulting with and cooperating with the head of each department,
agency and instrumentality of the Federal Government proposing or
administering programs or services substantially related to the
objectives of the OAA. Oversees the consultation process by which
agency heads must consult with AoA before establishing programs or
services related to the OAA. Plans and implements the process for the
collaboration of all Federal agencies with AoA in the execution by
those agencies of programs and services related to the OAA. These
activities are focused primarily on older individuals (particularly
low-income minority older people) and the functions and
responsibilities of the State and Area Agencies on Aging.
The Director carries out the functions of the Office of Long-Term
Care Ombudsman Programs established in Section 201(d)(1) of the OAA.
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.
B.2 Office of Elder Rights Protection (BA-11)
Develops and carries out the ombudsman, elder abuse prevention,
legal assistance development, and benefits outreach, counseling and
assistance provisions of Titles II and VII-A 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. 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-A in the field through provision to Regional
Office staff 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.
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 Resource
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.
C. Office of Management (BE)
Reports to the 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, material 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 statute or regulation,
such as the Federal Managers Financial Integrity Act (FMFIA). The
Director 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. Manages all
planning activities in AoA, including those responsibilities assigned
by the Government Performance and Results Act of 1993 (GPRA). 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
[[Page 65341]]
consolidates information and data from other AoA offices for testimony
at hearings before these bodies in coordination with the 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, discretionary grant accounts, and
Salaries and Expense 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 Personnel and Planning (BE2)
Develops and interprets AoA goals, priorities, and strategies.
Prepares the AoA strategic plan, long and short-range plans,
operational plans; implements the Government Performance and Results
Act of 1993, and customer service activities AoA-wide; provides
interpretation and guidance for implementation of these plans and
activities to all AoA units; and reviews all new and changed policy
documents for consistency with AoA long-range goals and strategies.
Adjusts goals and strategies accordingly. Provides guidance and
technical assistance to AoA units in developing operational plans,
particularly in developing measurable objectives and indicators
reflecting program and organizational performance. Coordinates with the
Office of the Assistant Secretary and all AoA units, and Departmental
staff offices on planning issues and development. 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, recommends and implements a management review system for
the purpose of assessing organizational progress in implementing GPRA,
strategic and customer service priorities, and of encouraging
appropriate action by managers at all levels; provides analysis of
individual organization and AoA-wide progress; identifies problems and
issues for action by the Assistant Secretary and Senior Staff; suggests
alternatives for resolving issues where progress is unsatisfactory and
provides the Assistant Secretary with recommendations to facilitate
decision-making.
Initiates and develops AoA administrative and human resource
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. Incorporates
performance measures used to implement GPRA.
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.
Monitors AoA's compliance with the Federal Manager's Financial
Integrity Act (FMFIA), as defined by OMB Circular A-123 (Management
Accountability and Control). Develops protocols, develops and evaluates
self-assessment models, and recommends corrective actions. Monitors
AoA's compliance with FMFIA instructions and findings. Acts as the AoA
liaison with Assistant Secretary for Management and Budget (ASMB) and
Office of the Inspector General (OIG) on FMFIA matters. Prepares the
AoA annual FMFIA report to the Secretary, the President and Congress.
Develops, implements and assesses strategies on use of human
resources and the assignment of full-time equivalent employment (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.
Develops 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.
[[Page 65342]]
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, material management, 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 and negotiations for space, and
planning and design of office layouts. Responsible for the acquisition,
disposition, allocation, and budgeting of space for AoA.
Serves as the AoA records manager, providing guidance and
assistance to both Headquarters and Regional Office staff regarding
filing practices, retention and disposition of records.
Division of Grants and Contracts 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 from 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 field 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: develops 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 within 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,
reprogram 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. Coordinates receipt and processing of all
grant and contract related materials.
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. The IRM Director serves as the principal IRM Official, responsible
for delegations of procurement authority and the annual five-year long-
range plan. 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 Executive Secretariat 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 major 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 Office 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.
[[Page 65343]]
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. Develops automation-based solutions to
improve efficiency and effectiveness of methods used by AoA staff to
carry out work assignments and responsibilities.
The Division is responsible for establishing and maintaining a
secure Internet presence. The Internet presence will be used to provide
a variety of services to agency customers including a World Wide Web
Home Page containing the latest information on AoA activities, sending
and receiving grantee financial and performance reports, and supporting
an International Aging Information Network that will pull together
various private non-profit and federal/state/local/government resources
addressing aging related issues. This network will be integrated with
the National Aging Information Center (NAIC) which will provide on-
line, direct public access to the NAIC's substantial data analysis
capability for professional aging services providers.
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.
D. Office of Program Operations and Development (BF)
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. Assures internal coordination of programs. 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.
Provides leadership on behalf of Titles III, IV 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. 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 program expertise to the Assistant Secretary for policy
development, advocacy and program initiatives within its assigned
program areas.
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.
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.
Assesses results of these activities to develop utilization
strategies. Promotes information dissemination in professional fields.
Develops and manages AoA technical 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 technical information dissemination
requirements with other national organizations in the field of aging.
Supervises and provides technical guidance to the Regional Offices
as they implement the national programs of the OAA. Ensures that clear
and consistent guidance is given to all Regional Offices on program and
policy directives. Issues substantive operating procedures to guide
Regional Office 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.
E. Regional Offices on Aging (BFD1 to BFDX)
Regional Offices on Aging are headed by a Regional Administrator
(RA) who reports to the Director, Office of Program Operations and
Development.
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 field 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 entitlement 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
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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 regional 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 Program Operations and Development;
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
Office, State and Tribal levels to enhance resources and assistance
available to the elderly. 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.
Office of State and Community Programs (BF1)
Serves as the focal point within 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: 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 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.
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 Office 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 on 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; in coordination
with the Office of Governmental Affairs and Elder Rights, 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)(1) 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.
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
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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.
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.
Assists in the collection and analysis of demographic and socio-
economic information related to the 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.
Office for American Indian, Alaskan Native, and Native Hawaiian
Programs (BF2)
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 Program
Development 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 Program Development
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.
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 Program
Development.
Office of Program Development (BF3)
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.
Maintains information on programs in other Federal agencies and
national voluntary agencies which have potential for relating to
research, demonstration and training strategies.
[[Page 65346]]
Plans, directs and evaluates activities authorized under Title IV
of the OAA. Conducts activities for the development of adequate
knowledge for improving the circumstances of older people. Develops a
knowledge base for policy decisions and program development and
coordination through support of a wide range of research,
demonstration, and training activities.
Prepares the planning documents for, and coordinates the
development of, the annual discretionary funds program announcement.
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, field 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
multi-disciplinary 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.
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 other Federal agencies,
national aging organizations and universities to fill gaps in
information in the field of aging.
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.
Determines the relative utility of each product, its potential users,
and the most effective way to disseminate information to users.
Dated: December 12, 1995.
Fernando M. Torres-Gil,
Assistant Secretary for Aging.
[FR Doc. 95-30732 Filed 12-18-95; 8:45 am]
BILLING CODE 4130-01-P