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FHWA Order M1100.1A

Order
Subject
FHWA Delegations and Organization Manual
Classification Code Date  
M1100.1A July 7, 2006

Contents

PART II (ORGANIZATION AND FUNCTIONS)

Chapter 15 (Office of Administration)

Section 1. Associate Administrator

  1. What is the mission of the Office of Administration? To develop agencywide policies and provide support and assistance to FHWA's Headquarters and field offices in matters relating to human resources (HR), acquisition, administrative support services, and information systems and technology. Provides, working with modal HR offices, automated staffing, delegated examining unit (DEU), and related HR services for all DOT components, excluding the Federal Aviation Administration (FAA) and Office of the Inspector General (OIG).

  2. What are the functions of the Office of Administration?

    1. Advocacy. Serves as an advocate for issues and programs involving HR, acquisition, and information technology (IT), and serves as the focal point for these programs.

    2. Strategic Planning. Develops and implements action/business plan initiatives in the advancement of established DOT and FHWA goals and objectives. Develops and initiates quality self assessments, program evaluations, and system and process improvements to continuously improve the quality of administrative programs, products, and services.

    3. Legislation/Programs. Develops legislative recommendations and administers statutory provisions relating to administrative programs. Develops policy and direction for administrative programs.

    4. Human Resources. Develops and administers programs that will provide comprehensive HR management and development for the agency. Provides HR advice and services to Headquarters and through the Atlanta and Lakewood Administrative Service Centers to the field offices. Identifies, develops, and administers FHWA-wide employee training and development in coordination with the Office of Professional and Corporate Development. Through the DOT Automated Staffing Group, which is organizationally located within FHWA's Office of Human Resources, serves as the Department's "executive agent" for providing "one-stop" employment services to all job applicants applying for positions advertised through the DOT automated staffing system.

    5. Acquisition Management. Develops and administers an acquisition program in support of program offices. Assists in the development of, and administers, contracts, grants, and cooperative agreements.

    6. Support Services. Administers management and administrative support services for FHWA customers and others aimed at improving management efficiency and effectiveness of FHWA programs and operations.

    7. Information Systems and Technology. Develops and manages programs that provide agencywide information systems, IT support services, an IT infrastructure, and internal and external data access to support the Agency's strategic goals and information needs. Serves as the Chief Information Officer.

  3. The Associate Administrator for Administration provides executive direction over the activities of the following organizational elements:

    • Office of Human Resources
    • Office of Information and Management Services
    • Office of Acquisition Management

Section 2. Office of Human Resources

  1. What is the mission of the Office of Human Resources? To develop agencywide policies and provide support and assistance to FHWA's Headquarters and field organizations in matters relating to human resources (HR). Develops and administers programs that provide comprehensive HR services to management and employees. Provides HR advice and services to Headquarters and field organizations, in coordination with the HR staff in the Atlanta and Lakewood Administrative Service Teams. Identifies, develops, and administers FHWA-wide employee training and development in coordination with the Office of Professional and Corporate Development. Provides, working with modal HR offices, automated staffing, delegated examining unit (DEU), and related HR services for all DOT components, excluding the Federal Aviation Administration (FAA) and Office of the Inspector General (OIG).

  2. What are the functions of the Office of Human Resources?

    1. Advocacy. Serves as an advocate for HR issues and programs involving employment, career advancement, career development, diversity, workforce planning, position classification, compensation, employee benefits, labor management relations, and counseling, and serves as the focal point for these programs.

    2. Strategic Planning and Quality. Develops and implements action plans and initiatives for the advancement of established DOT and FHWA goals and objectives. Develops and initiates quality self assessments, program evaluations, and system and process improvements to continuously improve the quality and delivery of HR programs, products, and services.

    3. Monitoring and Evaluation. Monitors, collects data, and evaluates the work life and HR programs throughout the agency.Uses results to improve HR program performance and delivery.

    4. Outreach and Consultation. Conducts outreach activities to reach students and prospective employees, and provides internal consultative services to managers, supervisors, and employees on a wide range of HR related issues including position management and classification, staffing and recruitment strategies, diversity, succession planning, training and development, labor management relations, employee conduct and discipline, employee benefits, and wellness programs.

    5. Policy/Programs. Administers statutory provisions relating to HR programs. Develops policy, procedures, systems, and direction for carrying out HR programs agencywide.

    6. Planning and Systems Development. Directs or conducts large scale studies of HR systems assessments to aid in HR strategic planning and subsequent personnel and automated systems development. Develops and administers a wide variety of information systems and record keeping related to employment, compensation, training, benefits, and employee recognition.

    7. Human Resources Services. Administers a wide range of agencywide HR programs aimed at providing managers and employees with high quality service related to employment, position classification, compensation, labor management relations, employee conduct and discipline, benefits, and employee recognition.

    8. DOT Automated Staffing Services. Through the DOT Automated Staffing Group, which is organizationally located within FHWA's Office of Human Resources, serves as the Department's "executive agent" for providing "one-stop" employment services to all job applicants applying for positions advertised through the DOT automated staffing system.

    9. Training and Development. Administers the FHWA-wide training and development system encompassing courses, short and long-term professional and career development programs, and supporting processes for planning, budgeting, assessment, evaluation, and reporting. In coordination with the Office of Professional and Corporate Development, assures that the overall FHWA training and development program scope and content are aligned with the FHWA strategic objectives and meet long-term Agency needs.

    10. Workforce Planning. Provides leadership and expertise in identifying staffing needs, and developing, implementing, and promoting a comprehensive workforce planning process for FHWA. Studies and evaluates the impact of legislation, information technology, organizational change, evolving customer needs, and the future of human resources on FHWA's mission and workforce requirements. Leads efforts to conduct analyses of the skills needs and employment data (e.g., attrition, age, education, and potential labor pool) of the FHWA workforce to identify skills gaps. Works with the appropriate program managers and other executives to develop an integrated strategic approach to meet workforce needs and to guide and evaluate implementation efforts.

Section 2a. Planning and Systems Development Group

  1. What is the mission of the Planning and Systems Development Group? To provide human resources (HR) planning, including strategic planning, HR studies, policy coordination, quality improvement efforts, and analysis of HR legislation and regulations. To manage the planning, development, and evaluation of the HR automated systems.

  2. What are the functions of the Planning and Systems Development Group?

    1. Advocacy. Promotes improvements in HR systems and quality journey initiatives, including the Balance Scorecard and the Baldridge initiatives. Promotes merit principles and sound HR practices through policy directives and the HR StaffNet Home Page.

    2. Strategic Planning and Quality. Provides information analysis and reporting to support HR strategic planning, HR systems development, and specialized reports to meet the requirements of other HR initiatives. Serves as a source of technical expertise in, and coordinates, quality improvement efforts in HR programs.

    3. Monitoring and Evaluation. Monitors and collects data and evaluates the work life and HR programs throughout FHWA, using results to improve HR program performance and delivery. Directs or conducts large scale studies and surveys for HR systems assessments to aid in HR strategic planning and subsequent personnel and automated systems development.

    4. Outreach and Consultation. Reaches out to managers, supervisors, and employees through communications tools such as the StaffNet Home Page and the Personnel Interchange, providing feedback mechanisms such as the Interchange's E-mail and phone line. Provides consulting services to managers, supervisors, and employees on a wide range of HR related issues, including policy, automation, position management and classification, compensation, staffing, and recruitment.

    5. Policy/Programs. Analyzes personnel legislation and regulatory proposals to determine impact on FHWA employees and HR activities; recommends appropriate HR policy or procedural changes; and coordinates proposed changes in FHWA personnel activities with appropriate FHWA and departmental organizational elements. Performs policy coordination and advisory services for regulatory reviews, audits, and comments on draft Office of Personnel Management (OPM) directives and serves as a liaison to the Department, OPM, audit related agencies and others with an interest in the FHWA HR management program.

    6. Planning and Systems Development. Provides HR planning, including strategic planning and development of internal action plans. Conducts broad based HR automated system planning and development to integrate and support a nationwide HR program. Develops automation implementation plans, including test methodologies to migrate to new systems. Manages existing HR automated systems including systems identification and access to HR systems through various information gateways.

Section 2b. Human Resources Services Group

  1. What is the mission of the Human Resources Services Group? To develop and administer governmentwide, departmental, and agencywide human resources (HR) and work life policies and programs to provide quality services to FHWA Headquarters and field organizations.

  2. What are the functions of the Human Resources Services Group?

    1. Advocacy. Serves as an advocate for both HR and work life issues and programs involving employment, career advancement and development, diversity, position classification, compensation, employee benefits, labor management relations, and counseling. Serves as the focal point for these programs.

    2. Strategic Planning and Quality. Develops and implements action plans and initiatives for the advancement of established DOT and FHWA goals and objectives. Develops and initiates quality self assessments, program evaluations, and system and process improvements to continuously improve the quality and delivery of HR programs, products, and services.

    3. Monitoring and Evaluation. Monitors, collects data, and evaluates the HR and work life programs throughout the agency. Uses results to improve HR and work life program performance and delivery.

    4. Outreach and Consultation. Conducts outreach activities to reach prospective and current employees, and provides internal consultative services to managers, supervisors, and other employees on a wide range of HR related issues and programs, including compensation, position management and classification, staffing and recruitment strategies, diversity, succession planning, leave, labor management relations, employee conduct and discipline, employee benefits, and wellness programs.

    5. Policy/Programs. Administers statutory provisions relating to HR and work life programs. Develops policy, procedures, systems, and direction for implementing HR and work life programs agencywide. Administers employment programs involving primarily local applicant searches, such as summer hires in the Student Temporary Employment Program (STEP).

    6. Human Resources Services. Plans, develops, administers, and evaluates a wide range of agencywide HR and work life programs aimed at providing managers, supervisors, and other employees with high quality service related to employment, position classification, compensation, labor management relations, employee conduct and discipline, employee benefits, and employee recognition.

Section 2c. Training and Development Group

  1. What is the mission of the Training and Development Group? To develop and administer agencywide human resource (HR) policies and programs related to training and development, in coordination with the Office of Professional and Corporate Development/National Highway Institute (NHI). To provide support and assistance to FHWA Headquarters and field organizations in these areas.

  2. What are the functions of the Training and Development Group?

    1. Advocacy. Serves as an advocate for HR issues and programs involving training, development, and advancement, and serves as the focal point for these programs.

    2. Strategic Planning and Quality. Develops and implements action plans and initiatives for the advancement of established DOT and FHWA employee development goals and objectives. Develops and initiates quality self assessments, program evaluations, and system and process improvements to continuously improve the quality and delivery of training and development programs, products, and services.

    3. Monitoring and Evaluation. Monitors, collects data, and evaluates training and development programs throughout the agency. Uses results to improve program performance and delivery.

    4. Outreach and Consultation. Conducts outreach activities to reach students and prospective employees, and provides internal consultative services to managers, supervisors, and employees on a wide range of training and development related issues.

    5. Policy/Programs. Administers statutory provisions relating to training and development programs. Develops policy, procedures, systems, and direction for implementing development programs agencywide.

    6. Training and Development. Develops and administers the agencywide training and development system encompassing: courses; short and long-term learning and development programs; and supporting processes for planning, budgeting, assessment, evaluation, and reporting. Ensures, in coordination with the Office Professional and Corporate Development/NHI, that the overall FHWA training and development program scope and content are aligned with the FHWA strategic objectives and meet long-term agency needs.

Section 2d. Career Entry and Student Outreach Programs Group

  1. What is the mission of the Career Entry and Student Outreach Programs Group? To ensure, in coordination with the Office of Professional and Corporate Development/NHI, that all FHWA career entry, professional development, and student outreach programs are aligned with FHWA's strategic objectives in both scope and contents, and meet long-term agency needs.

  2. What are the functions of the Student Outreach and Career Entry Programs Group?

    1. Advocacy. Serves as an advocate for HR issues and programs that involve student outreach for FHWA career entry recruitment programs. Functions as the focal point for FHWA employee professional development and career advancement, and for student outreach programs related to FHWA career opportunities.

    2. Strategic Planning and Quality. Develops and implements action plans and initiatives for the advancement of established DOT and FHWA professional recruitment goals and objectives. Develops and initiates quality self-assessments, program evaluations, and system and process improvements to continuously improve the quality and delivery of training and development programs, products, and services.

    3. Monitoring and Evaluation. Monitors, collects data, and evaluates recruitment and professional development programs throughout the agency. Uses results to improve recruitment program performance, retention, and delivery.

    4. Outreach and Consultation. Conducts outreach activities to reach students and prospective employees, and provides consultative services to managers, supervisors, and employees on a wide range of training and development-related issues.

    5. Policy/Programs. Administers statutory provisions relating to training and development programs. Develops policy, procedures, systems, and direction for implementing development programs agencywide. Administers recruitment and outreach programs involving nationwide applicant searches, including feeder programs for FHWA's formal career entry programs, e.g., the Summer Transportation Intern Program for Diverse Groups (STIPDG), Student Career Experience Program (SCEP), Cardozo High School TransTech Program, Dunbar Pre-Engineering Program, American Association of State Highway Transportation Officials' Transportation and Civil Engineering (TRAC) Program, and the Garrett A. Morgan Transportation and Technology Futures Program, etc. Coordinates, as appropriate, with the Office of Professional and Corporate Development on student outreach.

    6. Training and Development. Develops and administers the agencywide college recruitment and professional development system. Responsible for planning, budgeting, assessment, evaluation, and reporting on student and professional development programs. Ensures, in coordination with the Office of Professional and Corporate Development/NHI, that the overall FHWA professional development program scope and content are aligned with FHWA strategic objectives and meet long-term agency staffing needs.

Section 2e. DOT Automated Staffing Group.

  1. What is the mission of the DOT Automated Staffing Group? To provide, working with modal HR offices, automated staffing, delegated examining unit (DEU), and related consultative services for all DOT components, excluding the Federal Aviation Administration (FAA) and Office of the Inspector General (OIG). To develop and administer internal staffing and DEU policies and programs and provide these and related services to FHWA and the Department, excluding the FAA and OIG.

  2. What are the functions of the DOT Automated Staffing Group? With the exception of the FAA and the OIG, this Staffing Group performs the following functions on behalf of DOT:

    1. Advocacy. Serves as an advocate for both external and internal staffing programs for the Department. Serves as the focal point for these programs.

    2. Strategic Planning and Quality. Develops and implements action plans and initiatives for the advancement of established DOT and FHWA staffing goals and objectives. Develops and initiates quality self-assessments, program evaluations, and system and process improvements to continuously improve the quality and delivery of HR staffing services and products.

    3. Monitoring and Evaluation. Monitors, collects data, and evaluates HR staffing and programs throughout DOT as well as in other agencies. Uses results to improve recruitment and staffing program performance, services and delivery.

    4. Outreach and Consultation Services. Conducts outreach activities to contact prospective and current employees, and provides internal consultative services to managers, supervisors, and employees on a wide rage of staffing-related issues and programs, including staffing and recruitment strategies and diversity.

    5. Policy/Programs. Administers statutory provisions relating to staffing programs. Develops policy, procedures, systems, and directions for implementing staffing programs departmentwide.

    6. Human Resources Staffing and Examining Services. Plans, develops, administers, and evaluates a wide range of departmentwide staffing programs aimed at providing managers, supervisors, and employees with high-quality service related to internal and external staffing and recruitment functions. Serves as the Department's "executive agent" for providing "one-stop" employment services to all DOT job applicants applying for positions advertised through the DOT automated staffing system. Operates a "one-stop" employment location, administering a single applicant intake process, and providing a single location for the issuance of job/vacancy announcements and the collection of employment applications. Exercises DEU authority.

Section 3. Reserved

Section 4. Office of Information and Management Services

  1. What is the mission of the Office of Information and Management Services? To develop agencywide policies and provide support and assistance to FHWA's Headquarters and field offices in matters relating to management and administrative support services and information systems and technology.

  2. What are the functions of the Office of Information and Management Services?

    1. Advocacy. Serves as an advocate for issues and programs involving management and administrative support and information systems and technology and serves as the focal point for these programs.

    2. Strategic Planning. Develops and implements action/business plan initiatives in the advancement of established DOT, FHWA, and the Office of Administration's goals and objectives. Develops and initiates quality self assessments, program evaluations and system and process improvements to continuously improve the quality of programs, products, and services in assigned areas of responsibility.

    3. Legislation/Program. Develops legislative recommendations and administers statutory provisions relating to management and administrative support services and information systems and technology programs. Develops policy and direction for these activities.

    4. Support Services. Administers management and administrative support services for FHWA customers and others aimed at improving management efficiency and effectiveness of FHWA programs and operations. Services include: management consulting, organization, audit liaison, committees, records, public availability of information, directives, forms, reports; nationwide voice and data telecommunications, space management, personal property, motor vehicles, occupational safety, energy conservation, communication security; printing, publications, graphics, exhibits, video, and distribution.

    5. Information Systems and Technology. Develops and manages programs that provide agencywide information systems, IT support services, an IT infrastructure, and internal and external access to support the agency's strategic goals and information needs. This includes administering FHWA information resources management policy and programs and providing leadership and technical direction in developing, designing, and installing management information systems throughout the agency.

Section 4a. Management Programs and Analysis Division

  1. What is the mission of the Management Programs and Analysis Division? To develop agencywide policies and procedures, and provide support and assistance to FHWA Headquarters and field organizations and other customers in matters relating to management and information management support services.

  2. What are the functions of the Management Programs and Analysis Division?

    1. Advocacy. Serves as an advocate for issues involving management programs and information management, and serves as the focal point for these areas.

    2. Strategic Planning. Assists the Office of Information and Management Services with strategic planning elements related to management programs and information management systems. Develops and implements action/business plan initiatives in the advancement of established DOT and FHWA goals and objectives. Develops and initiates quality self assessments, program evaluations, and system and process improvements to continuously improve the quality of programs, products, and services within assigned areas of responsibility.

    3. Policy and Guidance. Develops policies and procedures implementing legislation and programs, and administers statutory provisions relating to management programs and information management.

    4. Support Services. Serves as the focal point for the coordination and delivery of programs and support services for FHWA customers. Services include: conducting, coordinating, and participating in various management initiatives, studies, and reviews; consulting services; audit liaison activities; information management services; and administering the agency's system for governing organizational development and delegations of authority, and the Freedom of Information Act (FOIA) and Privacy Act programs. Provides advice, assistance, and training to FHWA Headquarters and field personnel within areas of responsibility.

    5. Management Initiatives, Studies, and Consulting. Serves as the agency's focal point for promoting and implementing governmental, departmental, and agency programs and initiatives such as governmentwide management initiatives and programs, and various special projects. Conducts or participates in studies, analyses, and reviews of staffing requirements, procedures, and systems. Provides consulting services to assist in the improvement of internal management systems and operations, including business process improvement, knowledge sharing, and other performance-based initiatives.

    6. Organizational Development. Develops and administers an FHWA system governing organizational structure, assignments of responsibility, delegations of authority, and operational relationships.

    7. Audit Liaison. Develops agencywide policies and procedures governing FHWA relationships with the Government Accountability Office (GAO) and the Office of the Inspector General (OIG). Performs liaison activities for all GAO audits and OIG audits that are national in scope or require FHWA Headquarters involvement.

    8. Information Management Services. Plans, develops, and administers management systems for information collections; records and document security; directives; forms; correspondence; advisory committees; internal and external directories; and electronic initiatives as required by statutes, implementing regulations, and other requirements.

    9. FOIA and Privacy Act Programs. Develops agencywide policies and procedures and provides staff support for implementing provisions of the FOIA and the Privacy Act within FHWA. Administers the agency's FOIA and Privacy Act Programs, including the assignment and coordination of FOIA requests through close-out, and maintenance of the agency's official FOIA log.

Section 4b. Management Services Division

  1. What is the mission of the Management Services Division? To develop agencywide policies and provides support, assistance, and technical expertise to FHWA Headquarters and field organizations in matters relating to administrative programs, support services, and audio-visual communications services and products.

  2. What are the functions of the Management Services Division?

    1. Advocacy. Serves as an advocate for issues and programs involving facilities and administrative management support, and serves as the focal point for these programs.Also, serves as an advocate for cost-effective, and high-quality communications and marketing products.

    2. Strategic Planning. Assists the Office of Information and Management Services with strategic planning elements related to administrative services, facilities management, visual communication products, and marketing media. Develops and implements action/business plan initiatives in the advancement of established DOT and FHWA goals and objectives. Plans and develops products in a variety of media in support of established DOT and FHWA goals and objectives. Develops and initiates quality self assessments, program evaluations, and system and process improvements to continuously improve the quality of programs, products, and services in assigned areas of responsibility.

    3. Policy and Guidance. Develops policies and procedures implementing administrative support programs within assigned areas of responsibility, including facilities management, publications, graphic designs, and audio-visual production services.

    4. Support Services. Serves as the focal point for the coordination and delivery of programs and support services for FHWA customers. Assists FHWA Headquarters and field organizations in planning, developing, and coordinating their marketing, outreach, consultation, technical, informational, and promotional programs using various media. Services include: real and personal property management; facilities management; vehicle fleet management; nationwide voice communications operations; mail management; printing and distribution; occupational safety; energy conservation; writing and editing; media design; video‑camera taping; videotape editing and final production; exhibit and multi‑media design, development, and production; event planning; and other state‑of-the-art visual communications services.

    5. Budget and Finance. Develops and administers programs and procedures that ensure an effective budget process, and proper utilization of and accounting for resources allocated to the Division. Manages, formulates, directs, and executes the 1H Central Support Budgetary program.

    6. Property and Motor Vehicle Fleet Management. Provides management oversight and direction on initiatives and projects in support of real and personal property management and motor vehicle fleet management.

    7. Facilities Management. Provides oversight and direction on initiatives and projects in support of facilities and operations services for the Headquarters.

    8. Voice Communications. Develops policy and administers programs in support of voice communications. Arranges for Federal Telecommunications System voice services, including service on voice lines, 800 service, and calling cards.

    9. Writing and Editing. Writes, edits, and issues FHWA publications and other materials. Services range from basic proofreading and copyediting to comprehensive edits, rewrites, and original writing. Writes and edits items including text for brochures, fliers, booklets, reports, exhibits, plaques, posters, multimedia and videotape productions, administrative pieces, and other materials.

    10. Media Design. Assists customers in defining and developing program messages and determining the appropriate visual communications media to most effectively inform the intended audiences. Develops concept designs for print pieces, videotapes, exhibits, multi-media presentations, and other visual communications media. Provides, upon request, creative direction, project management, coordination, and production support services for FHWA public awareness campaigns. Pursues continuous review, evaluation, and adoption of cost-effective, state-of-the-art media for communicating FHWA programs effectively to the full range of audiences (e.g., DOT and FHWA, State and local transportation and planning offices, and the general public).

    11. Audiovisual Production Services. Provides a full range of audiovisual production and marketing services. Services include researching, planning, coordinating, organizing, designing, and determining the best method of conveying the intended message through the audiovisual medium. Provides live videotaping and audio recordings of events. Prepares and revises storylines, treatments, and scripts. Provides videotape and audiotape editing services by assembling all resource materials to produce final on‑line product and message. Provides captioning of finished product and duplication services. Serves as technical consultant and expert.

Section 4c. Information Technology Division

  1. What is the mission of the Information Technology Division? To develop agencywide policies and procedures, provide support and assistance to FHWA Headquarters and field organizations and other customers in matters relating to information systems and technology, and manage and coordinate the internal and public web sites.

  2. What are the functions of the Information Technology Division?

    1. Advocacy. Serves as an advocate for issues and programs involving information systems and technology, and serves as the focal point for these programs.

    2. Strategic Planning. Assists the Office of Information and Management Services with strategic planning elements related to information systems and technology. Develops and implements action/business plan initiatives in the advancement of established DOT and FHWA goals and objectives. Develops and initiates quality self assessments, program evaluations, and system and process improvements to continuously improve the quality of information technology programs, products, and services. Plans, develops, recommends, advocates, and implements a strategic program of nationwide information management projects in support of FHWA program objectives and mission accomplishment. Plans include estimating the cost impacts of new programs and technologies, and assisting higher levels of management in assessing priorities.

    3. Policy and Guidance. Develops policies and procedures implementing legislation and programs, and administers statutory provisions relating to information systems and technology.

    4. Support Services. Provides information systems and technology services aimed at improving the efficiency and effectiveness of FHWA programs and operations within the assigned areas of responsibility. Services include: information technology (IT) advice and technical assistance to Headquarters and field personnel; planning for and providing a coordinated program of user support and continuously seeking to enhance user services; help desk services; and video conferencing services. Provides for the public availability of information regarding programs, products, and services within assigned areas of responsibility.

    5. Budget and Finance. Manages and coordinates the FHWA IT program and the allocation of its resources, including the IT planning process; development and dissemination of IT policies and related information; development and evaluation of IT pilots; initiating and managing IT support services contracts for contracted-out IT functions; and coordination, formulation, execution, and tracking of the IT budget.

    6. Information Systems and Technology Development. Provides leadership in advancing the state-of-the-art for transportation-related information systems and technologies within FHWA and DOT, and to other agencies, the State DOTs, the American Association of State Highway and Transportation Officials, manufacturers, vendors, and suppliers in the transportation and IT industries. Negotiates resolution of issues raised at meetings and conferences, and facilitates discussions and exchanges of technology for improving services to the agency. Assesses the application of new information technologies to support and enhance FHWA business processes for program delivery to external customers and internal operations. Develops and manages programs that provide agencywide information systems, IT support services, an IT infrastructure, and internal and external access to support the agency's strategic goals and information needs. Directs the development, installation, maintenance, and continued improvement of an integrated system of computer applications and data communication networks to support FHWA's administrative and program activities. Administers FHWA information resources management policy and programs and provides leadership and technical direction in developing, designing, and installing management information systems throughout the agency.

    7. Information Exchange. Develops strategic cooperative Federal/non-Federal partnerships between FHWA and State highway agencies and other external partners and customers to enhance information exchange, electronic data sharing, and DOT and governmentwide initiatives such as the use of electronic signature applications for purposes such as ensuring expedited processing of Federal-aid funds and in support of other FHWA goals and programs. Provides leadership to FHWA and the DOT in meeting Congressional mandates to make FHWA's program information available worldwide, and to promote FHWA support of and participation in the global information superhighway. Manages, maintains, and coordinates information posted on the FHWA Staffnet and public web sites.

Section 5. Office of Acquisition Management

Section 5a. Acquisition Policy and Analysis Division

  1. What is the mission of the Acquisition Policy and Analysis Division? To develop agencywide policies and procedures with respect to acquisition, and provide acquisition training, guidance, and advice to Headquarters and field organizations. To lead strategic acquisition planning efforts that have agencywide impact. To manage the FHWA Office of Small and Disadvantaged Business Utilization program and the FHWA Purchase Card Program.

  2. What are the functions of the Acquisition Policy and Analysis Division?

    1. Advocacy. Serves as a focal point for agencywide acquisition issues, and promotes continuous improvement of the acquisition program and the increased participation of small, disadvantaged, and women-owned businesses, and of minority institutions, in the FHWA acquisition program.

    2. Strategic Planning. Develops and implements systematic plans for the continuous improvement of the quality of acquisition services, including conducting customer surveys, self-assessments, and process improvements in the advancement of established DOT and FHWA goals and objectives. Adopts electronic commerce and other automated tools to streamline and improve the timeliness, accuracy, and relevance of data in support of Agency and departmental strategic goals, plans and performance agreements. Assists program office customers with strategic planning elements related to the FHWA contracting program. Collaborates with other departmental acquisition offices to ensure the ability to influence acquisition-related departmental policy decisions and to advance departmental acquisition and electronic commerce goals.

    3. Policy and Guidance. Develops and implements FHWA-wide policy, procedures, and guidance on acquisition, and provides guidance and policy on discretionary assistance agreements that are administered by Headquarters. Serves as the Agency focal point for analysis and comment on the implications of proposed acquisition-related legislation, regulations, policy, guidance, and directives. Responsible for the FHWA contracting officer warrant program.

    4. Outreach and Consultation. Works closely with FHWA Headquarters and field organizations to ensure open and continuous coordination and cooperation in the advancement of a quality-based acquisition program. Manages the Headquarters Special Emphasis Program, providing advice to small, small disadvantaged, and women-owned businesses, and to minority institutions, on FHWA contracting opportunities.

    5. FHWA Purchase Card Program. Provides both policy and administrative oversight of FHWA’s Purchase Card Program, and serves as the Agency’s Program Coordinator with overall responsibility for administering the program within FHWA. Develops written internal Purchase Card Program procedures and policy, manages accounts, and provides user support. Develops, coordinates, and tracks training for cardholders and approval officials. Reviews purchases for compliance with laws and regulations, and conducts on-site purchase card audits.

    6. Resource Management. Provides oversight of the internal administrative needs of the Office of Acquisition Management and requirements of managing the operations of the office, including all required activities in the areas of personnel, training, budget, information technology and electronic commerce, and the Quality Action Program. Participates in performance measurement, customer surveys, Freedom of Information Act, and audit liaison services.

    7. Professional Development. Develops and conducts formal training for FHWA Headquarters and field organizations on acquisition topics. Ensures that all FHWA acquisition professionals are in compliance with governmentwide acquisition workforce competency standards.

    8. Information and Analysis. Pursues electronic commerce tools to improve the efficiency and effectiveness of the acquisition business process. Measures the performance, efficiency, and productivity of acquisition services that are provided and oversees the application of process reviews to achieve continuous improvement. Maintains automated capability to generate information to support performance measurement and decisionmaking.

Section 5b. Contracting Operations Division

  1. What is the mission of the Contracting Operations Division? To plan, direct, award, and administer contracts in support of FHWA Headquarters program offices, including the Turner Fairbank Highway Research Center and the National Highway Institute. This support covers a wide variety of goods and services in the areas of information technology, RD&T, and other programmatic and administrative needs of the Agency.

  2. What are the functions of the Contracting Operations Division?

    1. Advocacy. Promotes a climate of ethics and integrity within FHWA with respect to acquisition. Advocates continual streamlining of the acquisition cycle and the use of performance-based and other innovative acquisition approaches and methodologies. Ensures that all activities conform to applicable laws, regulations and policies, and sound business practice. Balances the need to advance programmatic objectives with the need to retain sufficient fiscal and management control and oversight.

    2. Strategic Planning. Develops strategies to integrate internal and external quality, customer service, and performance management initiatives. Provides advice to program office customers on acquisition strategy and planning to ensure efficient and effective achievement of Agency goals, while balancing the need to retain sufficient controls and oversight.

    3. Outreach and Consultation. Works closely with FHWA Headquarters organizations to ensure open and continuous coordination and cooperation in the advancement of a quality-based acquisition program. Fosters partnership relationships with Agency program officials.

    4. Acquisition Services. Maximizes the use of alternative, innovative, flexible, and streamlined methodologies in awarding a variety of contractual instruments, including all types of contracts and modifications. Performs acquisition planning and pre-award contract services such as strategizing approach and methodology, assessing competition issues, determining type of award instrument, developing and issuing solicitations, planning and conducting competitive and noncompetitive evaluations and negotiations, conducting surveys of contractor facilities, and conducting pre-proposal conferences and surveys. Performs post-award administration and monitoring of contracts, including conducting debriefings of unsuccessful offerors, assuring contractor compliance with contractual provisions, monitoring progress, reviewing and approving contractor requests, modifying or terminating contracts, and performing contract closeout. Handles protests of award decisions.

    5. Information and Analysis. Continually expands the use of electronic media to provide greater access to acquisition information for both internal and external customers (i.e., industry), and to improve the efficiency and quality of the acquisition process. Actively promotes and facilitates the pursuit of quality goals and process management improvements within the division.

Section 5c. Assistance Agreements and Acquisition Services Division

  1. What is the mission of the Assistance Agreements and Acquisition Services Division? To plan, direct, award, and administer discretionary assistance awards (grant and cooperative agreements), interagency agreements, contracts, and simplified acquisitions in support of all Headquarters program offices, including the Turner Fairbank Highway Research Center and the National Highway Institute. This support covers a wide variety of goods and services in the areas of information technology, RD&T, and other programmatic and administrative needs of the Agency.

  2. What are the functions of the Assistance Agreements and Acquisition Services Division?

    1. Advocacy. Promotes a climate of ethics and integrity within FHWA with respect to acquisition. Advocates continual streamlining of the acquisition and assistance cycle and the use of innovative assistance and acquisition approaches and methodologies. Ensures that all activities conform to applicable laws, regulations, and policies and sound business practice. Balances the need to advance programmatic objectives with the need to retain sufficient fiscal and management control and oversight.

    2. Strategic Planning. Develops strategies to integrate internal and external quality, customer service, and performance management initiatives. Provides advice to program office customers on strategy and planning to ensure efficient and effective achievement of Agency goals while balancing the need to retain sufficient controls.

    3. Outreach and Consultation. Works closely with other FHWA Headquarters offices to ensure open and continuous coordination and cooperation in the advancement of a quality-based acquisition program. Fosters partnership relationships with Agency program officials.

    4. Assistance Agreements, Contracts, Simplified Acquisition, and Interagency Agreement Services. Maximizes the use of alternative, innovative, flexible, and streamlined methodologies in awarding a variety of assistance agreements (grants and cooperative agreements), contracts, simplified acquisitions, and interagency agreements, and modifications and amendments thereto. Performs planning and pre-award services for acquisitions, such as strategizing the approach and methodology, assessing competition issues, determining type of award instrument, developing and issuing requests for applications and solicitations, and planning and conducting competitive and noncompetitive evaluations and negotiations. Performs post-award administration and monitoring of all awards, including conducting debriefings of unsuccessful offerors or bidders, where required; assuring contractor and recipient compliance with contractual provisions; monitoring progress; reviewing and approving requests from contractors or assistance agreement recipients; modifying or terminating contractual or assistance actions; and performing close-out of all transactions. Handles protests of award decisions.

    5. Information and Analysis. Continually expands the use of electronic media to provide greater access to acquisition related information for both internal and external customers (e.g., industry), and to improve the efficiency and quality of the process. Actively promotes and facilitates the pursuit of quality goals and process management improvements within the division.

FHWA Order M 1100.1A, Chg. 47
Effective Date: 7/07/06

OFFICE OF ADMINISTRATION

Part II, Ch. 15

FHWA Order M 1100.1A, Chg. 39, Part II, Ch. 15, Office of Administration organizational chart. Click image for text equivalent.

* The Office of Human Resources includes the DOT Automated Staffing Group, which serves as the Department's "executive agent" for providing "one-stop" employment services to all job applicants applying for positions advertised through the DOT automated staffing system. Working with modal human resources offices, this Group provides automated staffing, delegated examining unit, and related human resources services.

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