CHAPTER 1. TELECOMMUNICATIONS

Section 1. Introduction

1-1. PURPOSE. This Handbook provides policies and practices

governing the management, utilization and acquisition of

telecommunications services and facilities for the Department

of Housing and Urban Development (HUD) and also provides

employees responsible for telecommunications services with an

easy reference.

1-2. GOVERNING LAWS AND REGULATIONS. The Federal regulations and

policies governing the management of telecommunications

services are prescribed by the Office of Management and Budget

(OMB), General Services Administration (GSA), General

Accounting Office (GAO), and the National Telecommunications

and Information Administration (NTIA). The basic laws and

regulations are contained in 41 CFR 101-37.

1-3. APPLICABILITY. All policies and practices cited in this

Handbook apply, without exception, to all organizational

components and employees of this Department.

1-4. RESPONSIBILITIES FOR MANAGEMENT.

a\. The Secretary has, by virtue of 42 USC 3531 , Section (d),

assigned responsibility for management of

telecommunications to the Assistant Secretary for

Administration.

b\. The Assistant Secretary for Administration, in accordance

with Handbook 1150.1, Organization: Assistant Secretary

for Administration, has assigned the responsibility for

management of the Department\'s telecommunications programs

to the Director, Office of Administrative and Management

Services, Headquarters. The responsibility for

management of data communications programs is assigned to

the Office of Information Policies and Systems.

\(1\) The Communications and Space Management Division is

responsible to the Director, Office of Administrative

and Management Services for developing Departmental

policy with respect to the management of

telecommunications programs; providing technical

assistance to the Regional Offices; and conducting

Departmentwide operations relating to communications

management. The Communications Management Branch

oversees Departmentwide operations relating to the use

of facsimile,

1-1 8/83

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(1-4) teletype, long-line, and telephone communication

systems including the coordination and installation of

data facilities for nationwide networks, radio

frequency; provides assistance on special

communications problems; maintains liaison with GSA

and other Federal agencies and industry concerned with

communications; and evaluates Field Office

communications systems.

\(2\) The Communications Management Branch is responsible

for the coordination of Headquarters telephone

services in compliance with this Handbook and other

Federal regulations. The Branch provides technical

assistance relative to voice communications

installations or changes as requested by Headquarters\'

Administrative Officers.

c\. The Regional Administrator is assigned Regionwide

responsibility for telecommunications management.

\(1\) The Director, Office of Regional Administration, is

responsible to the Regional Administrator for the

supervision of all Field Office telecommunications

operations. This includes responsibility for ensuring

that procurements, management, and utilization meet

the needs of Regionwide offices at the lowest overall

cost to the Government.

\(2\) The Regional Administrative Services Division is

responsible to the Director, Office of Regional

Administration for analyzing and processing

telecommunications service requests, ordering local

telephone services, maintaining records and reports,

conducting Regional utilization surveys and

inventories. This responsibility also includes the

supervision of record communications services,

certification of long-distance and other

telecommunications invoices and overviewing respective

Field telecommunications operations.

1.5. DEFINITIONS OF TELECOMMUNICATIONS SERVICES.

a\. Telecommunications Service. Telecommunications services

includes, without limitation, the transmission, emission,

or reception of signals, signs, writing, images, sounds,

or intelligence of any nature, by wire, radio, visual, or

other electrical or electromagnetic means.

1-2 8/83

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(1-5) b. Telecommunications Facilities. Telecommunications

facilities include equipment used for such modes of

transmission as telephone, telegraph, teletypewriter,

facsimile, telephotograph, radio, audio, video and such

ancillary items as communications security facilities and

distribution systems.

c\. Data Communications. Any technique of automated data

processing which makes direct use of data transmission via

switched or long-distance nonswitched telecommunication

facilities.

d\. Data Processing. \"Data processing\" is the use of a

computer for the processing of information as

distinguished from circuit or message-switching.

\"Processing\" involves the use of the computer for

operations which include the functions of storing,

retrieving, sorting, merging, and calculating data

according to programmed instructions (47 CFR 64.702).

Section 2. Major Changes and New Installations

1-6. DESCRIPTION OF MAJOR CHANGES. The purchasing or contracting

for any facilities or services shown below must be reviewed

and approved prior to installation in accordance with

paragraph 1-7.

a\. Telephone Service

\(1\) Installation or removal of one or more telephone

switchboard positions involving existing services.

\(2\) Installation, relocation, or removal of dial private

branch exchange systems (PBX); installation or

participation in a conversion to Centrex services.

\(3\) Installation or relocation of foreign exchange or

intercity voice facilities, including wide area

telephone service (WATS).

\(4\) Installation of remote call forwarding services or

other call collect services.

\(5\) Installation of automatic call distribution systems

and/or call sequencing devices.

1-3 8/83

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(1-6) (6) Installation, relocation, replacement, or removal of

ten or more individual business lines (non-FTS).

\(7\) Installation of private lines (PL), code-a-phones, and

electronic-type automatic dialer equipment.

b\. Security Service

Installation, relocation, or removal of communications

security (CRYPTO) equipment.

c\. Data Transmission Service

Installation or relocation of data transmission facilities

and/or terminals.

d\. Record Communications Service

\(1\) Installation, relocation, or removal of

teletypewriter, facsimile, data or other type of

telegraph grade services and terminal equipment,

including TWX, TELEX, Western Union, and GSA Advanced

Record System (ARS).

\(2\) Installation or relocation of word processing

facilities and/or terminals used for record

communications via ARS.

e\. Radio Service

\(1\) Negotiation of allocation and assignment of radio

frequencies through the Interdepartmental Radio

Advisory Committee (IRAC) representative.

\(2\) Installation, relocation, or removal of two-way radio

systems and/or use of Government radio frequencies.

1-7. ACQUISITIONS. Offices considering major changes in

telecommunications facilities or the installation of new

facilities, as described in Paragraph 1-6, must submit

requirements on a Request for Telecommunications Services,

form HUD 505, (See Appendix 4) to the appropriate organization

below prior to initiating any change or acquisition action.

Should a request be disapproved, the requesting office shall

not make arrangements to effect the disapproved request.

1-4 8/83

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(1-7) a. Requests for telephone, security, record or radio services

shall be approved by the Director, Office of

Administrative and Management Services.

b\. Requests for data communications shall be approved by the

Director, Office of Information Policies and Systems.

c\. Request for Word Processing terminals used in conjunction

for communications purposes shall be reviewed and approved

by the Office of Information Policies and Systems prior to

approval by the Office of Administrative and Management

Services.

1-8. CHANGES TO FEDERAL TELECOMMUNICATIONS SYSTEM (FTS).

a\. Major changes to any element of the FTS must be approved

by the Director, Office of Administrative and Management

Services and GSA. Requests must be submitted in

accordance with Paragraph 1-7.

b\. Minor changes to FTS, not herein defined or not defined

within 41 CFR 101-37 as major changes, may be made by the

Communications Management Branch or Regional

Administrative Services Divisions.

1-9. CHANGES TO OTHER THAN FTS. Requests for major changes in

telecommunciations facilities (non-FTS) or the installation of

new facilities (non-FTS) must be approved as outlined in

paragraph 1-7. All requests must be submitted as far in

advance as possible. A 20-workday interval is required by GSA

for clearance in addition to installation time. Forward

complete documentation of the proposed change to expedite

clearance and approval. Include present cost, proposed system

costs, explanation of the change, the need for such change,

and, if appropriate, sketches or drawings. Offices requiring

assistance in defining and preparing requirements should

contact the Communications Management Branch as soon as a need

is identified.

1-10. RESERVED.

Section 3. Reports

1-11. RESERVED

1-5 8/83

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_