SSA ORGANIZATIONAL MANUAL

Chapter S1

THE OFFICE OF THE DEPUTY COMMISSIONER, BUDGET, FINANCE, AND MANAGEMENT


  1. Mission

    The Office of the Deputy Commissioner for Budget, Finance, Quality, and Management (ODCBFQM) directs the administration of comprehensive SSA management programs including budget, acquisition and grants, facilities and supply management, security and emergency preparedness, media management, and quality performance management. The Office directs the development of agency policies and procedures as well as the management of the agency financial management systems. Acts as an advocate, within the agency, for the use of designated small business concerns as sources for goods and services as prime contractors and subcontractors when making acquisitions under the Federal acquisition process and to support all the socio-economic contracting programs in place under the FAR.
  2. Organization
    1. The Deputy Commissioner, Budget, Finance, and Management (S1).
    2. The Assistant Deputy Commissioner, Budget, Finance, and Management (S1).
    3. The Immediate Office of the Deputy Commissioner, Budget, Finance, and Management (S1J)
      1. The Human Resources and Program Management Staff (S1J-4).
      2. The Systems Support Staff (S1J-8)
    4. The Office of Financial Policy and Operations (S1N).
    5. The Office of Budget (S1P).
    6. The Office of Acquisition and Grants (S1Q).
    7. The Office of Facilities and Logistics Management (S1R).
    8. The Office of Security and Emergency Preparedness (S1U)
  3. Functions
    1. The Deputy Commissioner for Budget, Finance, and Management (S1) is directly responsible to the Commissioner for carrying out the ODCBFM mission and providing general supervision to the major components of ODCBFM. The Deputy Commissioner also is the SSA Chief Financial Officer (SSACFO) and is directly responsible to the Commissioner for carrying out the SSACFO mission.
    2. The Assistant Deputy Commissioner, Budget, Finance, and Management (S1) assists the Deputy Commissioner in carrying out his/her responsibilities and performs other duties as the Deputy Commissioner may assign.
    3. The Immediate Office of the Deputy Commissioner, Budget, Finance, and Management (S1J) provides the Deputy Commissioner with staff assistance on the full range of his/her responsibilities. It reviews and analyzes existing and proposed formal delegations of program and administrative decision-making authorities within SSA. It includes:
      1. The Human Resources and Program Management Staff (S1J-4) provides analytical support for a wide range of agency-wide and office-wide administrative activities related to program administration, operations, policy, and procedures. The staff coordinates executive level human resources initiatives, and advises management on sensitive matters including performance management, employee and labor relations, equal employment opportunity (EEO), and harassment prevention. The staff also coordinates the agency-wide EEO conflict of interest program.
      2. The Systems Support Staff (S1J-8) provides information technology (IT) support to BFM staff and contractors, including network support, hardware and software installation and maintenance, security, infrastructure, and web and SharePoint maintenance and support. The staff establishes IT protocols and policies, and represents BFM on all systems-related workgroups.
    4. The Office of Financial Policy and Operations (S1N) has operational responsibility for SSA's accounting and payment operations and establishes requirements for all SSA financial systems and processes to ensure agency compliance with accounting principles and standards as prescribed by the Comptroller General and Chief Financial Officer of the United States. The Office also ensures agency compliance with fiscal policies and procedures prescribed by the Secretary of the Treasury, and management integrity and control standards prescribed by the Office of Management and Budget under the Federal Managers' Financial Integrity. The Office also collaborates with agency components to oversee Enterprise Risk Management activities and to gather, analyze, monitor, and report on agency performance data and accomplishments.
    5. The Office of Budget (S1P) provides overall management of the planning, development and execution of the SSA budget. The Office develops policies and guidelines for the exercise of SSA-wide budget responsibility, and evaluates and appraises the manner in which the agency carries out this responsibility. The Office also directs the agency's policies and procedure, as well as the management of the agency’s competitive sourcing program. The Office also formulates, presents, and executes BFM’s administrative, delegated, and information technology budgets. The Office also conducts long and short-range strategic planning activities, working across organizational boundaries to ensure that the agency’s strategic direction aligns with program, policy, legislative, technical, and operations planning and implementation.
    6. The Office of Acquisition and Grants (S1Q) is responsible for the SSA-wide acquisition and grants programs in support of the agency’s mission and strategic goals. OAG directs the business management aspects of these activities, and develops and implements applicable policies, procedures, and directives.
    7. The Office of Facilities and Logistics Management (S1R) directs the national SSA real property program including short- and long-range facilities planning. The Office manages the design, construction, and leasing of central office and large field facilities, maintenance, repair, and construction projects, and policy development related to these operations and facilities. The Office also acquires, utilizes, and manages space at SSA headquarters and develops a comprehensive space inventory and utilization system. The Office develops, implements, and evaluates SSA's environmental protection and occupational health and safety programs. The Office ensures that these programs are responsive to the needs of the agency and serves as a focal point for inquiries and guidance concerning these programs. The Office also directs SSA’s personal property and inventory management programs, and manages the operation of SSA warehousing facilities including receipt, storage, and issuance of forms, publications, and equipment for SSA wide-use. In addition, the Office directs activities related to employee transportation including headquarters passenger and freight transportation services, and mover services. The Office directs SSA’s comprehensive national printing, publications, distribution and mail management programs and develops pertinent agency policies, standards, and procedures for SSA’s forms and publications management, printing, and distribution programs. The Office also administers and maintains the SSA Digital Library, History Room, and historical research program.
    8. The Office of Security and Emergency Preparedness (S1U) directs SSA’s nation-wide physical and protective security program. Functions include formulating, administering, and providing physical security policies and procedures, designing and maintaining the agency’s national Personal Identity Verification process and databases, and issuing and controlling secure credentials for SSA personnel and property agency-wide. The Office also develops and issues security policy, procedures, and guidance for the Occupant Emergency Operations and Continuity of Operations Planning programs for SSA facilities nationwide. The Office is responsible for ensuring the safety of agency employees during emergencies.

 

SSA ORGANIZATIONAL MANUAL

Subchapter S1N

OFFICE OF FINANCIAL POLICY AND OPERATIONS

  1. Mission  

    The Office of Financial Policy and Operations (OFPO) has operational responsibility for SSA's accounting and payment operations and establishes requirements for all SSA financial systems and processes to ensure agency compliance with accounting principles and standards prescribed by the Comptroller General and Chief Financial Officer of the United States. The Office also ensures the agency complies with fiscal policies and procedures prescribed by the Secretary of the Treasury, and management integrity and control standards prescribed by the Office of Management and Budget under the Federal Managers' Financial Integrity Act and the Federal Financial Management Improvement Act. OFPO also is responsible for program policy and procedures and implementation of initiatives concerning payment delivery and recovery of overpayments from SSA beneficiaries. The Office also collaborates with agency components to oversee Enterprise Risk Management activities and to gather, analyze, monitor, and report on agency performance data and accomplishments.
  2. Organization 
    1. The Associate Commissioner for Financial Policy and Operations (S1N).
    2. The Deputy Associate Commissioner for Financial Policy and Operations (S1N).
    3. The Immediate Office of the Associate Commissioner for Financial Policy and Operations (S1N)
    4. The Office of Financial Policy and Integrity (S1NA)
      1. The Division of Financial Policy and Reporting (S1NA1)
      2. The Division of Financial Integrity (S1NA4)
    5. The Office of Finance (S1NC)
      1. The Division of Central Accounting and Reporting (S1NC1)
      2.  The Division of Reimbursable and Administrative Collections (S1NC4)
    6. The Office of Financial/Administrative Systems (S1NK)
    7. The Office of Payment and Recovery Policy (S1NJ)
    8. The Office of Benefit Accounting and Systems Analysis (S1NL)
      1. The Division of Benefit Certification and Systems Analysis (S1NL1)
      2. The Division of Benefit Accounting and Systems Requirements (S1NL2)
    9. The Office of Travel and Administrative Payment Services (S1NM)
      1. The Division of Administrative Payment Services (S1NM1)
      2. The Division of Travel Services (S1NM2)
    10. The Office of Cost Analysis and Systems Support (S1NN)
      1. The Division of Cost Analysis (S1NN1)
      2. The Division of Systems Support and Earnings Analysis (S1NN2)
    11. The Office of Performance Management and Business Analytics (S1NP)
  3. Functions
    1. The Associate Commissioner for Financial Policy and Operations (S1N) is directly responsible to the Deputy Commissioner, Budget, Finance, and Management for carrying out OFPO's mission and provides general supervision to the major components of OFPO.
    2. The Deputy Associate Commissioner for Financial Policy and Operations (S1N) assists the Associate Commissioner in carrying out his/her responsibilities and performs other duties as the Associate Commissioner may prescribe.
    3. The Immediate Office of the Associate Commissioner for Financial Policy and Operations (S1N) provides the Associate Commissioner and the Deputy Associate Commissioner with staff assistance on the full range of their responsibilities.
    4. The Office of Financial Policy and Integrity (S1NA) develops agency-wide financial accounting policies and financial integrity/internal control programs and guidance. It provides agency-wide conference planning policy and support.  It directs the preparation and publication of SSA's annual Performance and Accountability Report, which includes audited financial statements, and coordinates the annual audit engagement with all SSA components. It develops and executes agency policies, procedures, and programs for financial integrity/internal control including compliance with the Federal Managers' Financial Integrity Act, the Federal Financial Management Improvement Act and Office of Management and Budget guidance.
      1. The Division of Financial Policy and Reporting (S1NA1) directs the development of agency-wide financial accounting policies and procedures in compliance with accounting principles and standards prescribed by the Federal Accounting Standards Advisory Board, the Comptroller General and Chief Financial Officer of the United States and fiscal policies prescribed by the Secretary of the Treasury. It manages the preparation of SSA's annual Performance and Accountability Report, which includes audited financial statements and related financial performance reports.
      2.  The Division of Financial Integrity (S1NA4) develops and executes the agency's financial integrity/internal control procedures and programs to comply with the Federal Managers' Financial Integrity Act, the Federal Financial Management Improvement Act and Office of Management and Budget guidance. It oversees the agency's executive assurance process including monitoring the status of corrective action plans. It serves as the agency liaison with auditors for the annual financial statement audit and coordinates the process with all SSA components. 
    5. The Office of Finance (S1NC) directs SSA's central accounting and financial reporting activities and provides financial, fund control, and cash management services that include administrative debt collection. It plans and directs the development of operating policies and procedures related to financial operations and evaluates these activities to ensure they are responsive to the needs of the agency.
      1. The Division of Central Accounting and Reporting (S1NC1) directs SSA's central accounting and reporting operations and develops related agency operating procedures. It monitors and reports on the status of agency spending and maintains control over agency assets, liabilities and appropriations; manages the agency's cash position and flow including coordination with trust fund investment activities and with fund balances at the Department of the Treasury; manages SSA's financial reporting activities, including preparation of all agency financial reports to higher monitoring authorities; and serves as the agency's obligations control point assuring and certifying the legality and propriety of proposed and incurred obligations.
      2. The Division of Reimbursable and Administrative Collections (S1NC4) serves as the agency's focal point for administrative debt management operations and performs the billing and collection of fees charged by SSA for reimbursable services.
    6. The Office of Financial/Administrative Systems (S1NK) provides systems analysis and support for the design, development and implementation of SSA’s financial management systems and their integration with related administrative processes including applications to support core accounting functions of fund control, general ledger and reporting to higher monitoring authorities; accounts payable functions with connectivity to Treasury disbursing centers and electronic commerce operations; cost analysis functions with determinations for agency production, productivity and costs of workloads, business processes, programs and projects; travel management functions including document preparation, authorization and management information; and payroll management functions, including reporting of full-time equivalency, workyear and payroll costs at all organizational levels.  It provides Local Area Network support to the Office of Financial Policy and Operations.
    7. The Office of Payment and Recovery Policy (S1NJ) develops SSA program policies, procedures and requirements for maintenance and improvement to the delivery of benefit payments by paper check or electronic funds transfer as authorized by the Social Security Act including non-receipt, reclamation and limited payability of payments in accordance with Department of the Treasury rules and regulations and Automated Clearing House guidelines. It develops program policies, procedures, regulations and financial/accounting requirements for recovery of SSA program overpayments from former beneficiaries and recovery of administrative overpayments as authorized by statute. It participates in development and implementation of SSA debt management systems to ensure effectiveness and conformance to accounting principles and standards prescribed by the Comptroller General and the Chief Financial Officer of the United States. It plans and directs SSA’s cash management remittance policy according to fiscal policies prescribed by the Department of the Treasury.  It serves as the agency liaison with the Department of the Treasury, other Federal agencies and nongovernmental entities on program payment and recovery issues.
    8. The Office of Benefit Accounting and Systems Analysis (S1NL) provides overall leadership, direction and oversight of SSA's program accounting operations. Directs SSA's benefit payment certification operations and develops related operating policies and procedures. Certifies and accounts for all benefit payments authorized under the Social Security Act. Interacts with the Department of the Treasury to ensure accurate and timely issuance of benefit entitlements and accounting for all related cash activity, including proper charges and credits to the agency's trust funds, general fund appropriations and beneficiary records. Oversees the development of financial and accounting requirements for SSA's program accounting systems to ensure compliance with accounting principles and standards prescribed by the Comptroller General and the Chief Financial Officer of the United States.
      1. The Division of Benefit Certification and Systems Analysis (S1NL1) directs SSA's benefit payment and certification operations and develops related operating policies and procedures. Certifies and accounts for all benefit payments authorized under the Social Security Act. Interacts with the Department of the Treasury to ensure accurate and timely issuance of benefit entitlements and accounting for all related cash activity, including proper charges and credits to the agency's trust funds and general fund appropriations and beneficiary records. It certifies and accounts for all benefit payment actions affecting other agencies including the Centers for Medicaid and Medicare Services, the Railroad Retirement Board and the Internal Revenue Service. Directs parallel actions by SSA's field offices and processing centers. 
      2. The Division of Benefit Accounting and Systems Requirements (S1NL2) provides overall leadership, direction and oversight of SSA's program accounting systems. Oversees the development of accounting and management information requirements for SSA's program systems to ensure compliance with accounting and reporting standards prescribed by the Comptroller General and the Chief Financial Officer of the United States.
    9. The Office of Travel and Administrative Payment Services (S1NM) provides SSA's administrative payment and travel management services.
      1. The Division of Administrative Payment Services (S1NM1) directs SSA's administrative payment operations and develops related operating policies and procedures. Examines and certifies SSA's administrative payments. Administers SSA's third party draft program, providing both administrative and benefit payment delivery service to SSA field offices nationwide.
      2. The Division of Travel Services (S1NM2) directs SSA's travel management operations and develops related operating policies and procedures. Serves as the agency's focal point for travel management, ensuring the propriety of travel payments. Examines and certifies SSA's travel payments. Administers commercial travel agent, charge card, and automated teller machine services; and manages SSA's nationwide relocation services program.
    10. The Office of Cost Analysis and Systems Support (S1NN) directs SSA's program cost analysis and systems support operations responsible for analyzing and reporting agency costs, workloads and productivity. Analyzes and certifies earnings maintenance operations and the web applications that support accounting operations for all of OFPO.
      1. The Division of Cost Analysis (S1NN1) directs SSA's cost accounting and analysis operations and the development of related agency operating procedures. Develops agency workload measurement policy and labor distribution requirements. Manages SSA's Cost Analysis System which supports the agency's budget formulation and execution processes. Satisfies the statutory requirements for attribution of costs to all agency workloads, functions, business processes, and programs. Provides a wide range of management information and analysis on the agency's administrative costs, workloads, labor utilization and productivity.
      2. The Division of Systems Support and Earnings Analysis (S1NN2) directs SSA's program accounting systems, earnings certification operations, and web applications supporting accounting operations for OFPO. Oversees the agency's earnings records maintenance operation and maintains accounting controls necessary for certification to the Department of the Treasury. Directs the development of accounting and management information requirements for SSA's program systems to ensure compliance with accounting and reporting standards prescribed by the Comptroller General and the Chief Financial Officer of the United States.
    11. The Office of Performance Management and Business Analytics (S1NP) collaborates with agency components to gather, analyze, and monitor agency performance data and accomplishments and provide quarterly updates to OMB on agency priority goals. Coordinates the development and promulgation of agency wide level planning documents and ensures that the agency's planning process is consistent with the requirements of the GPRA Modernization Act of 2010 and OMB Directives. Produces strategic documents and management information reports that provide timely, objective, and pertinent information regarding the agency’s performance achievements and future program initiatives. Provides agency executives and external entities with strategic documents and management information reports to track agency’s progress in meeting its strategic goals and objectives. Analyzes agency-wide plans and proposals to identify potential conflicts, synergies, and interdependencies with other plans, projects, and proposals. Supports data-driven decisions, tracks, monitors, and maintains agency-level management information, and performs complex data analyses resulting in comprehensive management information reports that highlight agency progress toward performance objectives and identify areas in need of improvement.

 

SSA ORGANIZATIONAL MANUAL

Subchapter S1P

OFFICE OF BUDGET

  1. Mission

    The Office of Budget (OB) provides overall management of the planning, development and execution of the SSA budget. The Office develops policies and guidelines for the exercise of SSA-wide budget responsibility and evaluates and appraises the manner in which this responsibility is carried out. It directs the agency's policies and procedures as well as the management of the agency competitive sourcing program. The Office also formulates, presents, and executes BFM’s administrative, delegated, and information technology budgets. The Office also conducts long and short-range strategic planning activities, working across organizational boundaries to ensure that the agency’s strategic direction aligns with program, policy, legislative, technical, and operations planning and implementation.
  2. Organization 
    1. The Associate Commissioner, Office of Budget (S1P).
    2. The Deputy Associate Commissioner, Office of Budget (S1P).
    3. The Immediate Office of the Associate Commissioner, Office of Budget (S1P).
    4. The Office of Administrative Budget (S1PA).
    5. The Office of Program Budget (S1PB).
    6. The Office of Budget Execution and Automation (S1PC). 
      1. The Competitive Sourcing Staff (S1PC-2). 
    7. Office of Strategic Planning and Innovation (S1PE)
  3. Functions 
    1. The Associate Commissioner, Office of Budget (S1P) is directly responsible to the Deputy Commissioner, Budget, Finance, and Management for carrying out OB's mission and providing general supervision to the major components of OB.
    2.  The Deputy Associate Commissioner, Office of Budget (S1P) assists the Associate Commissioner in carrying out his/her responsibilities and performs other duties as the Associate Commissioner may prescribe.
    3. The Immediate Office of the Associate Commissioner, Office of Budget (S1P) provides the Associate Commissioner and Deputy Associate Commissioner with staff assistance on the full range of their responsibilities.
    4. The Office of Administrative Budget (S1PA).
      1. Interprets and applies SSA policies and guidelines on budget formulation and execution in the review and analysis of SSA component budget requests.
      2. Formulates the operational workload portion of SSA's administrative budget based on SSA plans, policies and operational data.
      3. Monitors and analyzes component spending as part of SSA level budget execution policies.
    5. The Office of Program Budget (S1PB) is responsible for presentation of a unified SSA budget including liaison with the Office of Management and Budget and Congressional staff on SSA’s budget requests. Reviews and consolidates present statutory program cost estimates for trust fund and other Federal fund programs administered by SSA. Formulates a unified agency budget through consolidation of program and administrative budgets. Coordinates presentation of the SSA budget in total and by account; presents the proposed budget to the Commissioner; and develops budget documents and briefing material for the Commissioner's budget presentation to OMB and Congress. Formulates or directs the formulation of administrative cost estimates for proposed legislative, operational policy and regulatory changes, coordinating with OB's other offices and other SSA components, as necessary.
    6. The Office of Budget Execution and Automation (S1PC). Interprets administrative budgetary policies and limitations, and develops and issues guidelines and instructions to SSA components for budget formulation and execution. Executes the total administrative and program budgets for SSA through issuance of workyear and dollar controls, budgetary allotments/allowances for administrative and program expenditures and employment ceilings to SSA components, coordinating with OB's Office of Administrative Budget and the Office of Program Budget as appropriate. Coordinates and analyzes SSA administrative budget totals including the Information Technology Systems Budget. Formulates, presents, and executes BFQM’s administrative, delegated, and information technology budgets.
      1. The Competitive Sourcing Staff (S1PC-2).  
        1. Provides a variety of high-level coordinative, analytical, consultative and advisory services in the interpretation and application of the Federal Activities Inventory Reform Act of 1998 (FAIR Act) and the Office of Management and Budget (OMB) Circular A-76. A-76 requires the evaluation of agency functions with regard to competitive sourcing.
        2. Serves as the principal technical authority on the public/private competition of commercial activities. Based on the analysis, interpretation of Congressional, and OMB requirements, the staff develops agency-wide policy, procedures, and strategy, in consultation with the Commissioner, the Deputy Commissioner, Budget Finance and Management, and the Associate Commissioner, Office of Budget for the implementation of the FAIR Act and OMB's A-76 requirements. The Staff is responsible for ensuring that the commercial activity inventories satisfy legislative and regulatory requirements for the analysis of commercial activities. It resolves critical legal and technical issues with OMB staff. The staff also provides components with expert assistance in conducting commercial activity cost comparison studies to improve processes and work efficiencies.
    7. The Office of Strategic Planning and Innovation (S1PE) conducts long and short-range strategic planning activities and works across organizational boundaries to strengthen the agency’s ability to think strategically and continually improve program performance by applying existing evidence that works, generating new knowledge, and using experimentation and innovation to test new approaches to program delivery. Ensures that the agency’s strategic direction aligns with program, policy, legislative, technical and operational planning, and implementation. Provides information, evaluations, and recommendations on all phases of the agency’s strategic planning and implementation activities and processes for use in establishing priorities, allocating resources, and formulating management policies and agency initiatives.

 

SSA ORGANIZATIONAL MANUAL

Subchapter S1Q

OFFICE OF ACQUISITION AND GRANTS

  1. Mission

    The Office of Acquisition and Grants (OAG) is responsible for the SSA-wide acquisition and grants programs in support of the agency mission and strategic goals. OAG directs the business management aspects of these activities and develops and implements applicable policies, procedures and directives.
  2. Organization 
    1. The Associate Commissioner, Office of Acquisition and Grants (S1Q).
    2. The Deputy Associate Commissioner, Office of Acquisition and Grants (S1Q).
    3. The Immediate Office of the Associate Commissioner, Office of Acquisition and Grants (S1Q).
      1. The Information Technology Staff (S1Q-1) 
    4. The Office of Information Technology Acquisition (S1QA).
    5. The Office of Operations Contracts (S1QB).
    6. The Office of Acquisition Support (S1QC). 
  3. Functions 
    1. The Associate Commissioner, Office of Acquisition and Grants (S1Q) is directly responsible to the Deputy Commissioner, Budget, Finance, Quality, and Management for carrying out OAG's mission and provides general supervision to the major components of OAG.
    2. The Deputy Associate Commissioner, Office of Acquisition and Grants (S1Q) assists the Associate Commissioner in carrying out his/her responsibilities and performs other duties as the Associate Commissioner may prescribe.
    3. The Immediate Office of the Associate Commissioner, Office of Acquisition and Grants (S1Q) provides the Associate Commissioner and Deputy Associate Commissioner with staff assistance on the full range of their responsibilities.
      1. The Information Technology Staff (S1Q-1) supports the agency nationwide automated acquisition information system; manages SSA's advance acquisition planning process; supports and maintains OAG's Local Area Network; determines requirements, designs, develops, implements, and maintains automated administrative support systems; designs, develops, implements and maintains interfaces with other SSA financial, budget, and administrative systems.
    4. The Office of Information Technology Acquisition (S1QA).
      1. Responsible for planning, solicitation, award and administration of contracts, purchase orders, delivery orders or other contractual instruments for the entire range of information technology equipment, software and services; voice-grade telecommunications equipment and services; specialized training and computer support equipment; and specialized program needs (e.g., program research, development and demonstration through studies and surveys, consultants, systems designs, and evaluations) in support of SSA’s overall operational mission.
      2. Provides coordination, assistance and guidance in the development of complex procurement requirements and translates these needs into comprehensive solicitation packages to assure the maximum use of full and open competition.
      3. Provides procurement advice, guidance and support for the development of acquisition strategies, evaluation techniques and negotiation of business and technical terms and conditions.
    5. The Office of Operations Contracts (S1QB).
      1. Responsible for planning, solicitation, award and administration of contracts, purchase orders, delivery orders or other contractual instruments for the procurement of administrative supplies, equipment and services; facilities management; and repair and alteration services in support of SSA's overall operational mission.
      2. Provides coordination, assistance and guidance in the development of complex procurement requirements and translates these needs into comprehensive solicitation packages to assure maximum use of full and open competition.
      3. Provides procurement advice, guidance and support for the development of acquisition strategies, evaluation techniques and negotiation of business and technical terms and conditions.
    6. The Office of Acquisition Support (S1QC).
      1. Responsible for the development, evaluation and implementation of comprehensive SSA-wide acquisition policies, procedures, regulations and directives.
      2. Performs acquisition management reviews of SSA activities with delegated procurement authority.
      3. Manages SSA's acquisition planning and tracking processes.
      4. Responsible for SSA's acquisition information collection, analysis and reporting activities.
      5. Provides cost, pricing, accounting and financial advisory services in support of the negotiation, administration, settlement and closeout of SSA contracts. 

 

SSA ORGANIZATIONAL MANUAL

Subchapter S1R

OFFICE OF FACILITIES AND LOGISTICS MANAGEMENT

  1. Mission 

    The Office of Facilities and Logistics Management (OFLM) directs the agency’s national real property program including short- and long-range facilities planning. OFLM manages the design, construction, and leasing of headquarters and large field facilities, maintenance, repair and construction projects, and policy development related to these operations and facilities. The Office also acquires, utilizes, and manages space at headquarters and develops a comprehensive space inventory and utilization system. The Office develops, implements, and evaluates the agency’s environmental protection and occupational health and safety programs. The Office ensures these programs are responsive to the needs of the agency and serves as a focal point for inquiries and guidance concerning these programs. The Office also directs the agency personal property and inventory management programs, and manages the operation of agency warehousing facilities including receipt, storage, and issuance of forms, publications, and equipment agency-wide. In addition, the Office directs activities related to employee transportation including headquarters passenger and freight transportation services, and mover services. The Office directs SSA’s comprehensive national printing, publications, distribution and mail management programs and develops pertinent agency policies, standards, and procedures for SSA’s forms and publications management, printing, and distribution programs. The Office also administers and maintains the SSA Digital Library, History Room, and historical research program.
  2. Organization 
    1. The Associate Commissioner for Facilities and Logistics Management (S1R).
    2. The Deputy Associate Commissioner for Facilities and Logistics Management (S1R).
    3. The Immediate Office of the Associate Commissioner for Facilities and Logistics Management (S1R).
    4. The Office of Realty Management (S1RE).
      1. The Division of Architectural and Engineering Services (S1RE1).
      2. The Division of Furniture Support (S1RE5).
      3. The Division of Planning and Space Management (S1RE6).
    5. The Office of Environmental Health and Occupational Safety (S1RG).
      1. The Division of Environmental Health and Industrial Hygiene (S1RG3).
      2. The Division of Occupational Safety (S1RG4).
    6. The Office of Buildings Management (S1RM).
      1. The Division of Data Center Facility Operations (S1RM4).
      2. The Division of Buildings Operations (S1RM5).
      3. The Division of Mechanical Maintenance (S1RM6).
      4. The Division of Delegated Programs (S1RM7).
    7. The Office of Media and Logistics Management (S1RQ).
      1. The Division of Inventory Management (S1RQ1).
      2. The Division of Warehouse and Logistics Services (S1RQ2).
      3. The Division of Property Management (S1RQ3).
      4. The Division of Forms and Postal Policy (S1RQ4)
      5. The Division of Printing and Alternative Media Services (S1RQ5)
      6. The Division of Library and Duplicating Services (S1RQ6)
    8. The Office of Information Systems Management (S1RS).
  3. Functions 
    1. The Associate Commissioner for Facilities and Logistics Management (S1R) is directly responsible to the Deputy Commissioner for Budget, Finance, and Management for carrying out OFLM's mission and provides general supervision to the major components of OFLM.
    2. The Deputy Associate Commissioner for Facilities and Logistics Management (S1R) assists the Associate Commissioner in carrying out his/her responsibilities and performs other duties as the Associate Commissioner may prescribe.
    3. The Immediate Office of the Associate Commissioner for Facilities and Logistics Management (S1R) provides the Associate Commissioner with staff assistance on the full range of his/her responsibilities.
    4. The Office of Realty Management (S1RE) directs the agency’s national real property program, including short- and long-range capital planning savings initiatives and asset management. The Office develops, implements, and guides the strategic direction of agency space, including updates of the agency’s Master Housing Plan. The Office oversees policy and procedures pertaining to the acquisition and utilization of agency systems furniture.
      1. The Division of Architectural and Engineering Services (S1RE1) manages the agency’s architectural and engineering (A/E) and fire protection programs including A/E service contracts. The Division also provides planning, investigation, technical consultation and design support, as well as facilities graphic database and document management.
      2. The Division of Furniture Support (S1RE5) oversees the acquisition and installation of systems furniture in agency offices nationwide. The Division plans, coordinates, and implements studies and surveys to access the variety of ergonomic furniture and equipment previously purchased and new furniture available.
      3. The Division of Planning and Space Management (S1RE6) provides oversight and control of the agency’s real estate portfolio including budgeting and space acquisition activities to ensure fiscally responsible decision-making, and the efficient planning of space to ensure optimal utilization.
    5. The Office of Environmental Health and Occupational Safety (S1RG) directs the agency’s national environmental health and occupational safety programs. Functions include long- and short-range planning, managing the agency’s national asbestos management program, and managing national programs for water and indoor air quality. Other functions include developing and implementing policies, procedures, and technical assistance to support these national programs, and conducting comprehensive assessments of these programs.
      1. The Division of Environmental Health and Industrial Hygiene (S1RG3) directs the agency’s Industrial Hygiene Programs and participates with the Division of Occupational Safety (DOS) to implement various agency national environmental health and safety programs and conducts comprehensive assessments of the DOS programs.
      2. The Division of Occupational Safety (S1RG4) directs workplace safety programs to include conducting workplace hazard analyses, safety inspections, incident investigations, and comprehensive programmatic assessments/audits at all agency offices.
    6. The Office of Buildings Management (S1RM) directs facility operations for the agency’s headquarters and regional delegated buildings. The Office also provides building support for project and energy management. Functions include data center operations, emergency response, building repairs/alterations/inspections, tours and watches, preventive maintenance, service calls, project management for regional delegated facilities, capital improvements, construction and lease management. The Office also develops and implements policies and procedures, and provides technical assistance to support these programs.
      1. The Division of Data Center Facility Operations (S1RM4) directs preventative maintenance for the Data Center and supporting buildings. Responsibilities include maintenance and repair, building inspections, contractor oversight, project management, capital improvements, building operations, construction management, service calls, repairs, alterations, tours and watches, and emergency response. The Division also directs Remote Operation Control Center policy and guidance, data center operations, and emergency response. In addition, the Division provides technical assistance to support these programs.
      2. The Division of Buildings Operations (S1RM5) directs the day-to-day support of building operations and project management for headquarters delegated buildings. Responsibilities include maintenance and repair, building inspections, contractor oversight, project management, capital improvements, building operations, construction management, emergency response, and implementation of policies and procedures. The Division also provides technical assistance to support these programs.
      3. The Division of Mechanical Maintenance (S1RM6) directs preventive maintenance for agency buildings on headquarters main campus. Responsibilities include service calls, repairs, alterations, tours and watches, and emergency response. The Division also provides technical assistance to support these programs.
      4. The Division of Delegated Programs (S1RM7) directs the national buildings delegations and recycling programs for headquarters and the field. Responsibilities include quality assurance, management information, budget oversight, and national energy management. The Division also provides technical assistance to support all programs in the Office of Buildings Management.
    7. The Office of Media and Logistics Management (S1RQ) directs SSA’s comprehensive national printing, publications, distribution and mail management programs and develops pertinent agency policies, standards, and procedures for SSA’s forms and publications management, printing, and distribution programs. The Office administers and maintains the SSA Digital Library, History Room, and historical research program. The Office also researches and provides answers to history-related internal and external inquiries and is responsible for the history archives, and operation of the History Museum. The Office administers the agency’s inventory and logistics management programs, including the formulation of nationwide policies, procedures, and directives pertaining to these programs. The Office represents the agency’s interest as liaison to the General Services Administration, other Federal, State, and local governments, private sector organizations, and vendors in the transfer and disposal of agency personal property.
      1. The Division of Inventory Management (S1RQ1) directs the activities of the nationwide inventory management support program to all SSA components and administers major distributions of high-use operational forms, pamphlets, and supplies via direct deliveries to field offices.
      2. The Division of Warehouse and Logistics Services (S1RQ2) directs activities associated with warehousing, transportation, and mover services. In addition, the Division provides transportation services as needed. 3. The Division of Property Management (S1RQ3) oversees the inventory and disposal of the agency’s personal property. This includes furniture and reprographic equipment.
      3. The Division of Property Management (S1RQ3) oversees the inventory and disposal of the agency’s personal property. This includes furniture and reprographic equipment.
      4. The Division of Forms and Postal Policy (S1RQ4) develops and maintains the agency’s forms, publications and postal standards and policies. The Division plans, directs and administers the agency’s mail management program, including the acquisition and maintenance of postage meters nationwide through agency-wide mail management contracts. The Division serves as the liaison with the United States Postal Service in all national level mail management and operational policy negotiations and activities. The Division administers the SSA’s Headquarters mail receipt and delivery contract.
      5. The Division of Printing and alternative Media Services (S1RQ5) develops and maintains the agency’s printing policies, procedures, and standards. The Division coordinates and directs the national comprehensive printing management program and procures all SSA printing requirements. The Division is the liaison with the Joint Committee on Printing and the Government Printing Office on policy and procedural issues. The Division provides Braille, large print, CD and audiocassette copies of documents for visually-impaired employees and members of the public through in-house production or procurement.
      6. The Division of Library and Duplicating Services (S1RQ6) develops, recommends and implements SSA policies and standards for library and information services for the SSA Digital Library and for SSA employees nationwide. The Division manages digital Library, which serves as a centralized repository of information resources for employees throughout SSA. The Division also provides SSA duplicating services for sensitive and priority short turnaround work.
    8. The Office of Information Systems Management (S1RS) supports OFLM components by planning, designing, developing, maintaining, and improving OFLM’s information systems infrastructure and is responsible for the office’s IT budget.

 

SSA ORGANIZATIONAL MANUAL

Subchapter S1U

OFFICE OF SECURITY AND EMERGENCY PREPAREDNESS

  1. Mission

    The Office of Security and Emergency Preparedness (OSEP) directs SSA’s nationwide physical and protective security program. Functions include formulating, administering, and providing physical security policies and procedures; designing and maintaining the agency’s national Personal Identity Verification process and databases; and issuing and controlling secure credentials for SSA personnel and property agency-wide. OSEP also develops and issues security policy, procedures, and guidance for the Occupant Emergency Operations, Continuity of Operations Planning, and Defensive Counterintelligence and Insider Threat programs for SSA facilities nationwide. The Office is responsible for ensuring the safety of agency employees during emergencies.
  2. Organization
    1. The Associate Commissioner for Security and Emergency Preparedness (S1U)
    2. The Deputy Associate Commissioner for Security and Emergency Preparedness (S1U)
    3. The Immediate Office of the Associate Commissioner for Security and Emergency Preparedness (S1U)
    4. The Office of Protective Security Services (S1UA)
    5. The Office of Security Administration and Project Management(S1UB)
    6. The Office of Emergency Management (S1UC)
  3. Functions
    1. The Associate Commissioner for Security and Emergency Preparedness (S1U) reports directly to the Deputy Commissioner for Budget, Finance, and Management and is responsible for carrying out OSEP's mission and providing general supervision to the major components of OSEP.
    2. The Deputy Associate Commissioner for Security and Emergency Preparedness (S1U) assists the Associate Commissioner in carrying out his/her responsibilities and performs other duties as the Associate Commissioner may prescribe.
    3. The Immediate Office of the Associate Commissioner for Security and Emergency Preparedness (S1U) provides the Associate Commissioner with staff assistance on the full range of his/her responsibilities.
    4. The Office of Protective Security Services (S1UA) directs the agency’s physical and protective security systems designing, installing and maintaining the physical security equipment/systems for the agency’s enterprise security system, and linking physical access, alarm monitoring, and closed circuit television monitoring for agency facilities nationwide. The Office also provides physical security services at agency facilities nationwide including developing and issuing policy and procedural guidance, conducting physical security reviews to identify vulnerabilities and recommend remedial actions, recommends and funds alarm systems/electronic security devices and designs space configurations and locking mechanisms to secure property. In addition, the Office manages all physical security services for the agency’s data centers.
    5. The Office of Security Administration and Project Management (S1UB) performs physical security services by formulating and administering physical security policies and procedures; designing and maintaining the agency’s national Personal Identity Verification process and databases; and issuing and controlling secure credentials for agency personnel and property agency-wide. The Office also develops and maintains the Homeland Security Presidential Directive 12 (HSPD-12) credential issuance and management system nationwide which includes maintaining the Identify Management System; issuing and tracking security credentials and electronic certificates at Headquarters; developing and issuing policy, procedures, and guidance for agency facilities nationwide for the agency’s physical access program; and providing support to field offices for the issuance of HSPD-12 credentials to field office staff. Other functions include providing agency-wide security training and administering the parking and commuter support programs for Headquarters facilities. The Office also provides technical support and maintenance to Headquarters’ fire protection systems and oversees the security guard contracts.
    6. The Office of Emergency Management (S1UC) is responsible for the implementation and execution of policies, initiatives, and procedures in support of the agency’s security and emergency response programs. The Office ensures the safety of agency employees during emergencies, coordinating the Emergency Response Team, leading agency participation in interagency training events, and training agency employees on emergency evacuation procedures and regulations, specifically those regarding employees with disabilities. The Office maintains the Continuity of Operations plans for the agency and is responsible for ensuring the agency has a prepared response to a wide-range of potential disasters. The Office monitors the headquarters location for security, emergency, and facility incidents; coordinates response efforts; and provides concise and accurate information and updates to incident reporters, emergency response personnel, and upper management. The Office also oversees the agency’s Domestic/Workplace Violence program; establishes security action and emergency response plans; trains the Emergency Response Team, and records and analyzes incident information. The Office also administers the agency’s Defensive Counterintelligence and Insider Threat programs, designed to safeguard agency information and deter, identify, and mitigate threats against critical agency assets.