Department of Education

PROGRAM ADMINISTRATION

Fiscal Year 2021 Budget Request

CONTENTS

Page

Appropriations Language ........................................................................................................Y-1

Analysis of Language Provisions and Changes.......................................................................Y-2

Amounts Available for Obligation ............................................................................................Y-3

Obligations by Object Classification ........................................................................................Y-4

Summary of Changes .............................................................................................................Y-5

Authorizing Legislation............................................................................................................Y-7

Appropriations History.............................................................................................................Y-8

Significant Items in FY 2020 Appropriations Report ................................................................Y-9

Summary of Request ............................................................................................................Y-10

Salaries and Expenses ..................................................................................................... Y-11

Building Modernization ..................................................................................................... Y-24

Supplementary Tables:

Full-Time Equivalent (FTE) Employment by Office ........................................................... Y-27

Summary of Budget Authority by Principal Office.............................................................. Y-28

PROGRAM ADMINISTRATION

Y-1

Appropriations Language

For carrying out, to the extent not otherwise provided, the Department of Education 

Organization Act, including rental of conference rooms in the District of Columbia and hire of

three passenger motor vehicles, [$430,000,000] $448,723,000, of which up to $15,000,000, to

remain available until expended, shall be available for relocation expenses, and for the

renovation and repair of leased buildings:

1 Provided, That notwithstanding any other provisions 

of law, none of the funds provided by this Act or provided by previous Appropriations Acts to the 

Department of Education available for obligation or expenditure in the current fiscal year may be 

used for any activity relating to implementing a reorganization that decentralizes, reduces the 

staffing level, or alters the responsibilities, structure, authority, or functionality of the Budget 

Service of the Department of Education, relative to the organization and operation of the Budget 

Service as in effect on January 1, 2018.2 (Department of Education Appropriations Act, 2020.)

NOTE

Each language provision that is followed by a footnote reference is explained in the Analysis of Language 

Provisions and Changes document, which follows the appropriation language.
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Y-2

Analysis of Language Provisions and Changes

Language Provision Explanation

1...of which up to $15,000,000, to remain 

available until expended, shall be available 

for relocation expenses, and for the 

renovation and repair of leased buildings:

This language sets aside non-expiring funds

to relocate staff and to renovate and repair

Department of Education occupied buildings.

2 Provided, That notwithstanding any other 

provisions of law, none of the funds provided 

by this Act or provided by previous 

Appropriations Acts to the Department of 

Education available for obligation or 

expenditure in the current fiscal year may be 

used for any activity relating to implementing 

a reorganization that decentralizes, reduces 

the staffing level, or alters the 

responsibilities, structure, authority, or 

functionality of the Budget Service of the 

Department of Education, relative to the 

organization and operation of the Budget 

Service as in effect on January 1, 2018.

This language prohibits the use of any 

funding to reduce staffing, decentralize, or

change the structure, authority,

responsibilities, functionality, or operation of 

the Department’s Budget Service as it 

existed January 1, 2018.
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Y-3

Amounts Available for Obligation

(dollars in thousands)

Appropriation and Adjustments 2019 2020 2021

Discretionary budget authority:

Discretionary budget authority:Appropriation............................................. $430,000 $430,000 $448,723

Subtotal, discretionary 

appropriation...........................

430,000 430,000 448,723

Transfer from Department of Education, 

Hurricane Education Recovery, for 

Program Administration ............................ 1,000 0 0

Transfer to IT System Modernization and 

Working Capital ......................................... 0 0 -5,000

Subtotal, adjusted discretionary 

appropriation........................... 431,000 430,000 443,723

Unobligated balance, start of year................... 209 4,010 0

Recovery of prior-year obligations ................... 163 0 0

Unobligated balance expiring .......................... -347 0 0

Unobligated balance, end of year.................... -4,010 0 0

Total, direct obligations ................................ 427,015 434,010 443,723
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Obligations by Object Classification

(dollars in thousands)

Obj ect class num ber Object Class

2019

Actual

2020

Appropriation

2021

Request

Change from 

2020 to 2021

11.10 Full-time permanent $170,883 $190,140 $200,225 $10,085

11.31 Full-time temporary 12,886 4,971 3,160 -1,811

11.32 Part-time 2,285 415 421 6

11.33 Consultants 116 0 0 0 

11.51 Overtime 440 451 451 0

11.52 Awards 2,305 2,785 4,712 1,927

11.8 Other compensation 7 0 0 0

Subtotal R ow

Subtotal, Personnel Comp. 188,922 198,762 208,969 10,207

12.00 Benefits 59,640 62,120 65,226 3,106

12.15 Student Loan Repayment 0 22 22 0

13.10 Benefits for former personnel 466 433 433 0

Subtotal R ow

Subtotal, Benefits 60,106 62,575 65,681 3,106

21.00 Travel 2,285 3,189 2,858 -331

22.00 Transportation of things 35 0 0 0 

23.10 Rental Payments to GSA 32,497 33,067 31,067 -2,000

23.31 Communications 862 1,005 1,060 55

23.32 Postage/fees 131 140 140 0

Subtotal R ow

Subtotal, 23 33,490 34,212 32,267 -1,945

24.00 Printing & Reproduction 956 1,056 1,055 -1

25.10 Advisory and Assistance Svcs 788 2,848 3,074 226

25.21 Other Services 21,073 18,794 22,024 3,230

25.22 Training/Tuition/Contracts 1,790 2,836 3,000 164

25.23 Field Readers 0 27 34 7

25.30 Goods/Services from Gov't 23,223 23,873 18,854 -5,019

25.40 Operations/Maint of Facilities 0 0 0 0 

25.71 Operations/Maint of Equipment 713 1,494 1,501 7

25.72 IT Services/Contracts 86,997 74,169 70,516 -3,653

Subtotal R ow

Subtotal, 25 134,584 124,041 119,003 -5,038

26.00 Supplies 421 509 533 24

31.01 IT Equipment/Software 695 624 625 1

31.03 Other Equipment 3,410 404 404 0

Subtotal R ow

Subtotal, 31 4,105 1,028 1,029 1

32.00 Building Alterations 4,783 4,628 12,328 7,700

43.10 Interest and Dividends 1 0 0 0

Total Row

Total, Obligations 429,688 430,000 443,723 13,723

Total, Pers. Comp. & Ben. 249,028 261,337 274,650 13,313

Total, Non-Personnel 180,660 168,663 169,073 410
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Y-5

Summary of Changes

(dollars in thousands)

2020.............................................................................................. $430,000

2021.............................................................................................. 448,723

Net Change ...................................................................... +18,723

Increases:

2020 

Appropriation

Change 

from 2020

Built in:

Built in: Increase in salaries and benefits primarily for 

increased benefits for FERS contribution rates, 

employee awards, and a 1 percent pay raise. $261,337 +$13,313

Program:

Program Increase in communications. 1,005 +55

Program Increase in advisory and assistance services 

primarily for Data Governance Board and Data 

Governance Infrastructure. 2,848 +226

Program Increase in other services primarily for the space 

plan design and relocation contract, the National 

Education technology survey, and the student 

privacy policy case management system. 16,189 +625

Program Increase in other services for design and move 

services for building modernization for the regional 

offices in Boston, Denver, Seattle, Puerto Rico, and 

New York as well as Headquarters offices in PCP. 0 +2,605

Program Increase in training. 2,836 +164

Program Increase in field readers. 27 +7

Program Increase in operations/maintenance of equipment. 1,494 +7

Program Increase in IT services and contracts for IT. 74,169 +1,347

Program Increase in supplies. 509 +24

Program Increase in IT equipment and software. 624 +1

Program Increase in building alterations, primarily for

modernization projects in Headquarters offices in 

LBJ and PCP, and regional offices. 4,628 +7,700

Subtotal, increases +26,074
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Y-6

Summary of Changes

(dollars in thousands)

Decreases:

2020 

Appropriation

Change 

from 2020

Built in:

Built in: Decrease in rent. $33,067 -$2,000

Program:

Program Decrease in travel. 3,189 -331

Program Decrease in printing. 1,056 -1

Program Decrease in goods and services mainly due to 

reduced costs of personnel security. 23,873 -5,019

Subtotal, decreases -7,351

Net Change +18,723
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Authorizing Legislation

(dollars in thousands)

Activity

2020

Authorized

2020

Appropriation

2021

Authorized

2021

Request

Salaries and Expenses (DEOA) Indefinite $430,000 Indefinite $433,723

Building Modernization (DEOA) Indefinite 0 Indefinite

 

15,000

Total appropriation 430,000 448,723

Y-7
PROGRAM ADMINISTRATION

Y-8

Appropriations History

(dollars in thousands)

Year

Budget 

Estimate 

to Congress

House 

Allowance Footnote

Senate 

Allowance Footnote AppropriationFootnote

2012 $479,038 $449,8151 $449,0741 $446,2591

2013 448,470 446,2592 448,4702 430,605

2014 430,605 N/A3 422,9173 422,917

2015 442,000 N/A4 426,9174 418,260

2016 474,089 410,0005 391,3265 432,000

2017 474,827 432,0006 432,0006 432,000

2018 429,066 287,1577 430,0007 430,0007

2019 459,257 430,0008 430,0008 430,0008

2020 447,000 424,000 430,0009 430,0009

2021 448,723

1 The level for the House allowance reflects an introduced bill and the level for the Senate allowance 

reflects Senate Committee action only.

2 The levels for the House and Senate allowances reflect action on the regular annual 2013 

appropriations bill, which proceeded in the 112th Congress only through the House Subcommittee and 

the Senate Committee.

3 The House allowance is shown as N/A because there was no Subcommittee action; Senate allowance 

reflects Committee action only.

4 The House allowance is shown as N/A because there was no Subcommittee action; Senate allowance 

reflects Senate Subcommittee action only.

5 The levels for House and Senate allowances reflect action on the regular annual 2016 appropriations 

bill, which proceeded in the 114th Congress only through the House Committee and Senate Committee.

6 The levels for the House and Senate allowances reflect Committee action on the regular annual 2017 

appropriations bill; the Appropriation reflects the Consolidated Appropriations Act, 2017.

7 The level for the House allowance reflects floor action on the Omnibus appropriation bill; the Senate 

allowance reflects Committee action on the regular annual 2018 appropriations bill; the Appropriation 

reflects the Consolidated Appropriations Act, 2018 (P.L. 115-141).

8 The levels for the House and Senate Allowance reflect Committee action on the regular annual 2019

appropriations bill; the Appropriation reflects enactment of the Department of Defense and Labor, Health 

and Human Services, and Education Appropriations Act, 2019 (P.L. 115-245).

9 The Senate Allowance reflects the Chairman’s mark; the Appropriation reflects the Further Consolidated 

Appropriations Act, 2020 (P.L. 116-94).
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Significant Items in FY 2020 Appropriations Report

FTE and Attrition Report

House: The Committee directs the Department to provide the committees on 

Appropriations a report, not later than 30 days after the conclusion of each 

quarter, detailing the number of full-time equivalent employees and attrition by 

principal office and appropriations account.

Response: The Department will comply as directed.

ACICS Reinstatement

House: The Committee directs the Secretary to certify in a report to the Committees on 

Appropriations, with detailed justifications, citing relevant support documents, 

that ACICS demonstrated compliance with all 57 of those standards before 

recognizing ACICS beyond the current 12-month conditional period. 

Response: The Department will make every effort to keep the Committees apprised 

throughout the accreditation process regarding ACICS. The Department will 

follow our regulations in reviewing the ACICS compliance report, which does not 

provide for the Secretary to render compliance decisions unless the accreditation 

decision made by the Senior Department Official is appealed by ACICS.

Advertising contracts and expenditures

House: The Committee directs the Department to include the following information in its 

fiscal year 2021 Congressional Budget Justification: Expenditures for fiscal year 

2019 and expected expenditures for fiscal years 2020 and 2021, respectively, for 

(1) all contracts for advertising services; and (2) contracts for the advertising 

services of (I) socially and economically disadvantaged small business concerns 

(as defined in section 8(a)(4) of the Small Business Act (15 U.S.C. 637(a)(4)); 

and (II) women- an minority owned businesses.

Response: The Department will comply as directed. The Department expects fiscal years 

2020 and 2021 to be in line with 2019 expenditures.

Lead Testing of School Drinking Water

House: The Committee is also aware that EPA is soliciting applications from education 

officials to provide grant funds to assist States and local education agencies with 

testing and remediation efforts. The Committee directs the Department to 

coordinate with EPA in disseminating this new guidance and resources within 90 

days of enactment of this Act.

Response: The Department will work with EPA to disseminate such materials and tools to 

schools. Additional information is included in the Safe Schools and Citizenship 

Education account.
Y-10

Y-10

Click here for an accessible version

Summary of Request

DEPARTMENT OF EDUCATION FISCAL YEAR 2021 PRESIDENT'S BUDGET

(in thousands of dollars)

Cat 

Code

2019

Appropriation

2020

Appropriation

2021 President's 

Budget

2021 President's Budget Compared to 

2020 Appropriation

Amount Percent

1.

2.

Total 430,000 430,000 448,723 18,723 4.35%

NOTES: D = discretionary program; M = mandatory program 

Detail may not add to totals due to rounding.

Program Administration (DEOA)

Salaries and expenses D 430,000 430,000 433,723 3,723 0.87%

Building Modernization D 0 0 15,000 15,000 ---
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Salaries and Expenses

(Department of Education Organization Act)

(dollars in thousands)

FY 2021 Authorization: Indefinite

Budget Authority:

Annual Fund 2020

Appropriation

2021

Request

Change from 

2020 to 2021

Personnel Compensation and 

Benefits Costs $261,337 $274,650 +$13,313

Non-Personnel Costs 168,663 159,073 -9,590

Total 430,000 433,723 +3,723

FTE 1,542 1,581 +39

PROGRAM DESCRIPTION

The Program Administration account provides a significant portion of the funding and staff to 

administer the Department's programs and activities in the following offices:

Program offices:

Office of Postsecondary Education

Office of Elementary and Secondary Education

Office of English Language Acquisition, Language Enhancement, and Academic 

Achievement for Limited English Proficient Students

Office of Special Education and Rehabilitative Services

Office of Career, Technical, and Adult Education

Institute of Education Sciences

Staff offices:

Office of the Secretary

Office of the Under Secretary

Office of the General Counsel

Office of Finance and Operations

Office of Planning, Evaluation, and Policy Development

Office of Communications and Outreach

Office of Legislation and Congressional Affairs

Office of the Chief Information Officer
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Salaries and Expenses

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Program offices are the front-line administrators of the Department’s programs, providing 

leadership and financial support for education programs assisting preschoolers; elementary,

secondary, and postsecondary students; and adults. Program offices are critical to managing 

the Department’s multi-billion dollar program budget through activities including grant making, 

grantee technical assistance, grant monitoring, and contract management. In addition, the 

offices support research and demonstration projects to improve education and disseminate 

information on research findings and education statistics.

Staff offices provide the policy, legal, management, and financial support needed to help the 

Department fulfill its mission. These offices are vital to the day-to-day operation of the 

Department and provide policy leadership and administration of key Departmental priorities.

The Department operated under a hiring freeze until the end of fiscal year 2019. The Secretary 

continued the rigorous hiring exception process in fiscal year 2020 and has delegated decision 

making authority for hiring exceptions for back-filling vacated positions to the appropriate head 

of each office, and retains decision making authority for hiring exceptions for new 

positions. The Department continues to take care to ensure that all hiring exceptions are fully 

justified and only granted for the Department’s most critical work. We have prioritized programs 

and strategies to recruit and retain promising talent at relatively low cost, including Presidential 

Management Fellows (PMFs), Pathways, non-competitive hiring authorities including 

Schedule A and veteran hiring, and merit promotion opportunities available for GS-13s and 

below.

Funding levels for the past 5 fiscal years were:

Fiscal Year (dollars in thousands)

2016 ........................................................................... $431,000

2017 ............................................................................. 432,000

2018 ............................................................................. 430,000

2019 ............................................................................. 430,000

2020 ............................................................................. 430,000

FY 2021 BUDGET REQUEST

The Administration is requesting $433.7 million for the fiscal year 2021 Salaries and Expenses

budget, $3.7 million more than the fiscal year 2020 Appropriation. Appropriations for the 

Program Administration account have remained flat in recent years and have not kept pace with 

inflation and increases in pay rates, physical and information technology (IT) security needs, 

and other Government requirements. These increased costs have largely been funded through 

staff and rent reductions. Unfortunately, staff levels have reached an unsustainable tipping 

point, while continued rent reductions require increased funding for necessary space renovation 

investments.

The chart below provides detail on the Program Administration request by type of cost.
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STAFFING AND COSTS SUMMARY

The fiscal year 2021 request for Program Administration would support 1,581 FTE, an increase 

of 39 FTE above fiscal year 2020. The increase in fiscal year 2021 FTE will allow hiring behind 

staff departures in critical positions and additional critically determined positions mainly in Office 

of the Chief Information Officer and Office of Finance and Operations offices. The request 

includes a pay increase of 3.1 percent for 2020 and a 1 percent increase for 2021.

Personnel Compensation and Benefits (PC&B) Costs

The fiscal year 2021 request includes $274.6 million for Personnel Compensation and Benefits

to support six program and eight staff offices; $13.3 million more than the fiscal year 2020 

Appropriation. The increase is due to increases in FERS benefits contribution rates, pay, and 

worker’s compensation. Additionally, in support of the President’s Management Agenda 

Workforce Cross-Agency Priority Goal and to carry out Education’s Agency Workforce Fund 

Plan, the Budget increases spending on employee awards by 1 percentage point of non-Senior 

Executive Service (SES), Senior Level (SL), and Scientific or Professional (ST) pay in fiscal 

year 2021.

Staffing levels are expected to begin increasing in fiscal years 2020 and 2021 after a relatively 

steady decline over the past decade. A 10-year history of staffing is shown in the following 

table.

Contracts

23.7%, $103

Other Non-Personnel 

5.8%, $25

Overhead

(Rent)

7.2%, $31.1

Personnel 

Compensation & 

Benefits (PC&B)

63.3%, $274.6

FY 2021 Salaries & Expenses Costs by Category

($ in millions)

PC&B and fixed overhead costs comprise of approximately 70% of the Program Administration budget.
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Program Administration FTE Usage (Fiscal Year 2012 – FY 2021)

FY 

2012

FY 

2013

FY 

2014

FY 

2015

FY 

2016

FY 

2017

FY 

2018

FY 

2019

FY 

2020 

Est.

FY 

2021 

Est.

2,053 1,942 1,898 1,912 1,888 1,753 1,585 1,500 1,542 1,581

Non-Personnel Costs

The total request for Non-Personnel activities for fiscal year 2021 is $159.1 million, $9.6 million 

less than the fiscal year 2020 appropriation. Non-Personnel costs cover such items as travel, 

rent, mail, telephones, utilities, printing, Information Technology (IT), contractual services, 

equipment, supplies, and other overhead departmental services.

IT Modernization – Working Capital Funds

The Administration requests that the Program Administration Salaries and Expenses account be 

provided transfer authority to make use of the IT Working Capital Funds authorized by the 

Modernizing Government Technology (MGT) Act. The requested transfer authority would 

enable the Department to transfer 1-year administrative funds to an account with a 3-year 

period of availability for use on IT modernization. The anticipated transfer amount for 2021 is 

$5 million.

The IT Working Capital Fund authority would allow the Department to make the best use of 

limited administrative funds. The 3-year availability would permit more time to appropriately 

consider all risks, merits, and alternatives with IT investments, reducing risk and maximizing the 

effectiveness. Currently, when circumstances like a contract postponement or lower-thananticipated FTE costs leave unexpected funds available at the end of a fiscal year, the 

Department takes strategic steps to ensure funds are placed on operational procurements.

Thirty-one percent of the Program Administration account funds major contracts such as the 

Department’s IT infrastructure and security and financial management systems. These major 

procurements are not routine in nature, but rather have become more complex; requiring for 

example, additional layers of integration with security requirements. Contract actions,

particularly those that are complex, are often subject to protests, which can impact the timing of 

funding needs--in many cases crossing over fiscal years. The IT Working Capital Fund will give 

the Department the flexibility to align the availability of funds with these complex procurement 

actions.

Consistent with the Federal Information Technology Acquisition Reform Act, the Secretary shall 

ensure that the Department’s Chief Information Officer, at a minimum, be the principal advisor to 

the Secretary and a member on any board or governance structure of the Department 

responsible for advising and setting Departmentwide information technology budgets to include 

the IT Working Capital Fund. Furthermore, funds transferred to the IT Working Capital may not 

be obligated without authorization from the Department’s Chief Information Officer.
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Salaries and Expenses

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Departmental Centralized Services

Approximately 70 percent of the total non-personnel budget request covers Program 

Administration’s share of the Department’s centralized services. The centralized services 

request totals $111.0 million for fiscal year 2021, $12.4 million less than the fiscal year 2020 

Appropriation. The major centralized service items include overhead costs for: rent to the U.S. 

General Services Administration (GSA) and interagency agreements for services such as 

payroll processing, guard services, and background security investigations. Centralized 

services also include communications and IT equipment, services, support, maintenance, and 

improvements. The Building Modernization justification provides information about the 

investments ED has made that have successfully brought down rent costs, as well as the need 

to continue such investments and the return they can provide.

Departmental Centralized Services

(dollars in thousands)

Item

2020

Appropriation 2021 Request Difference

Rent $33,067 $31,067 -$2,000

Other Central Support 34,722 33,496 -1,226

Central IT 55,558 46,389 -9,169

Total, Centralized Services $123,347 $110,952 -$12,395

Department Priorities

The following section provides detailed information on the Department’s top priority areas.

Centralized IT services

IT Security

The Office of the Chief Information Officer oversees IT projects that provide security for the 

Department’s IT systems.

The Program Administration request for these projects is $19.3 million, $1.4 million less than the

fiscal year 2020 Appropriation. The decrease is attributable to being in a steady state after a

transition to a new primary network infrastructure, Portfolio of Integrated Value-Oriented 

Technologies (PIVOT), which occurred in fiscal year 2020. Additional IT funding is provided by 

the Department’s other Salaries and Expenses accounts. The total request across all accounts 

for these projects is $37.5 million.

A primary focus of the IT security funds will be support for Enterprise Cybersecurity Program 

(ECP) investments is to improve security for the PIVOT infrastructure and the applications and 

systems hosted therein. ECP funds will also ensure that the large number of applications and 
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Y-16

systems externally hosted at contractor-managed sites across the country are fully compliant 

with Federal and Department cybersecurity and privacy policies and guidelines.

The ECP projects and investment goals include:

• enhanced protection of high value assets;

• robust implementation of the Department of Homeland Security’s Cybersecurity 

Framework functions (Identify, Protect, Detect, Respond, Recover);

• improved situational awareness;

• enhanced network monitoring;

• timely incident response;

• consistent and formal security authorizations for all Federal Information Security 

Modernization Act information systems;

• timely mitigation of vulnerabilities to acceptable risk levels; and,

• updated documentation of ECP policies, processes and procedures to conform with the 

National Institute of Standards and Technology guidelines for risk-based security 

authorization.

EDCAPS

The Program Administration request for EDCAPS is $6.7 million, an increase of $1.5 million 

above the 2020 Appropriation level. The increase is for the first phase of the Grants 

Management System (G5) technology refresh implementation. Additional IT funding is provided 

by the Department’s other Salaries and Expenses accounts. The total request across all 

accounts for these projects is $31.3 million.

Funding supports continued operations and enhancement of the EDCAPS core financial 

system, which includes five major components:

• Financial Management Systems Software (FMSS) (general ledger, accounting, 

reporting, budget execution, funds control);

• Contracts and Purchasing Support System (CPSS);

• G5 (grant making system);

• Integrated Support Services; and,

• Travel System.

The Phase 1 critical upgrade to the FMSS was completed on June 30, 2017. Phase 2 was 

more encompassing and provided a multitude of upgrades to include: enhanced business 

processes and functions, improved interfacing between major system components, security and 

system alert features, and development of financial reporting including the Departmentwide 

financial statements. The upgraded system went live as planned on November 19, 2018.

Phase 3 was completed after a successful close to the fiscal year 2019 accounting period and 

another clean financial audit for the Department. The FMSS is in a steady operations and 

maintenance phase now, with planned enhancements for fiscal year 2020 including 

implementing Oracle's Year End Close Process and implementing the 224 Process for Cash 
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Reconciliation and Reporting with Treasury. In fiscal year 2021 the Department plans to further 

enhance the FMSS by implementing the Order-to-Cash (O2C) business process cycle and 

Procure-to-Pay (P2P) processes, the G-Invoicing as mandated by Treasury by June 2021 and

integrating Treasury's Centralized Receivable Service.

In fiscal year 2020, utilizing CPSS funding, the Department is conducting market research on 

the feasibility of developing an end-to-end acquisition management system (AMS) that would 

manage in the entire acquisition lifecycle process from planning through award. In May 2020, 

the Department is expected to have a better idea of whether it will move forward with the AMS 

development work, how much that effort will cost, and the expected timeframe of a cutover from 

the current state CPSS to the future AMS. The Office of Business Support Services and the 

Contracts and Acquisition Management division have established an Integrated Project Team 

(IPT) to monitor the market survey progress and guide the possible development of a new 

acquisition management system. OCIO’s Enterprise Project Management Review team has 

been briefed on the plan and is working with the IPT to stay updated.

The G5 modernization effort continues in fiscal year 2020 as the Department works to develop a 

high-level architecture framework for Next Generation Grants Management System This task 

includes identifying new and innovative tools and technologies that fit well with the Department’s 

Enterprise Architecture and will support the Department’s vision of a modular and secure Next 

Generation Grants Management system. The Architecture framework will consist of up to three 

options to include:

• Detailed description of the approach, tools, technologies, delivery method, etc.;

• A high-level cost estimate/cost savings; and,

• Detailed analysis of benefits and risks for each alternative during the implementation as 

well as for the maintenance

In fiscal year 2021, the Department will begin the G5 Technology Refresh/Next Generation 

Grants Management System - Module 1. The two major objectives of Module 1 are first, to 

upgrade the grants platform allowing the Department to easily incorporate future technology 

advancements and increasing responsiveness to legislative changes, and second, to implement 

an updated user interface. The goal is to introduce a more intuitive look and feel that helps the 

user navigate easily to perform day to day grants management operations. The preliminary G5 

Technology Refresh plan implements 4 modules over 4 fiscal years. Module 1 is the first phase 

of the G5 Technology Refresh and is planned to cover the following development:

• overall plan for deployment of modules and data conversion;

• platform architecture and security platform design;

• platform implementation (hardware/software) (development and test environment);

• user management and security infrastructure implementation (internal and external);

• my profile infrastructure;

• portal landing page framework design;
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Y-18

• payee bank account/financial institutions maintenance;

• payment requests, adjustments; and,

• recipient maintenance.

PIVOT

The Portfolio of Integrated Value-Oriented Technologies (PIVOT) contracts have replaced the 

Department’s contracts for Education’s Department Utility for Communications, Applications, 

and Technology Environment (EDUCATE) network services and IT infrastructure contract. 

These contracts are the largest dollar value contracts funded by the Program Administration 

account and are essential to operations in every Department office. PIVOT is comprised of the 

following services: hosting; integration; mobile; network; printing; and oversight. These 

investment services include but are not limited to: desktop, helpdesk, hardware, software, 

network connectivity (including remote network access), data storage, technical support, email, 

wireless, and mobile phone services.

All PIVOT contracts have been awarded with the exception of the Networks (PIVOT N) contract, 

which has a planned award date of April 2020. PIVOT-N will serve as the Department’s new 

GSA Enterprise Infrastructure Solution (EIS) contract. 

The PIVOT framework consists of six contracts, shown in the table below.

Portfolio of Integrated Value-Oriented Technologies (PIVOT)

Contract Description Award Date Period of 

Performance

PIVOT - Integrator 

and End-User 

Services (I)

Enterprise Integration

The PIVOT-I Contractor is 

responsible for the technical 

management and integration of 

PIVOT IT services. Through 

Operating Level Agreements with 

PIVOT service providers mirrored in 

contractual SLAs and performance 

commitments, the PIVOT-I 

Contractor ensures that the end-toend user experience (e.g., desktop 

services, helpdesk services, remote 

access, etc.) meets contractually 

obligated operational parameters.

October 2018 November 2018 -

April 2026

PIVOT - Hosting (H)

Enterprise Hosting

The PIVOT-H Contractor is 

responsible for providing a 

system/application hosting 

environment, data storage service 

and Disaster Recovery services. 

Although it is preferred that tools and 

services in use be hosted with 

June 2018 July 2018 –

December 2022
PROGRAM ADMINISTRATION

Salaries and Expenses

Y-19

Portfolio of Integrated Value-Oriented Technologies (PIVOT)

Contract Description Award Date Period of 

Performance

PIVOT-H there are cases that 

present special circumstances that 

require approval for hosting/ services 

outside of the PIVOT-H enterprise.

PIVOT - Network (N)

Enterprise MNS

The PIVOT-N Contractors are 

responsible for providing GSA EIS 

Managed Network Services, LAN, 

WAN, Telecommunications and 

wireless connectivity throughout the 

PIVOT infrastructure to facilitate all 

PIVOT IT services.

April 2020 TBD

PIVOT - Oversight 

(O)

Enterprise Oversight

Program & Project Management 

Support, IT Performance Monitoring 

and IT Technical Expertise.

August 2017 September 2017 –

September 2020

PIVOT - Printers (P)

Enterprise Printing

The PIVOT-P Contractor is 

responsible for providing managed 

print services for the Department. 

Managed print services include 

printing, scanning, copying and 

faxing.

May 2018 June 2018 –

August 2022

PIVOT - Mobile 

Services (M) Recompete

Enterprise End-User 

and Mobile

The PIVOT-M Contractor is 

responsible for providing mobile 

device services for the Department. 

Mobile services include: mobile 

device management, specific help 

desk support, inventory and asset 

management.

September 2019 September 2019 –

September 2029

The $20.5 million budgeted for fiscal year 2021 for PIVOT is a decrease of $8.4 million from the 

fiscal year 2020 Appropriation. The fiscal year 2021 decrease is attributed to the investment 

being in a steady state. The requested amount is solely for the Program Administration 

account’s shared costs. The Department’s total budget for this investment is $43.5 million. The 

balance of the funding needed is included in the budget requests for the other Departmental 

Management accounts.
PROGRAM ADMINISTRATION

Salaries and Expenses

Y-20

Non-Centralized IT Services

Impact Aid Payment System

The Administration requests $785,000 in fiscal year 2021 for operations and maintenance for 

the newly redesigned Impact Aid Payment system, which is $273,000 less than the fiscal year 

2020 Appropriation level. The new system, which is expected to become operational in fiscal 

year 2020, should be in a steady state of operation in 2021. The current system is not 508 

compliant, lacks document management functionality to meet records management 

requirements, and lacks an automated interface with the Department’s grant system. In 

addition, ongoing maintenance has proven difficult. The new Impact Aid Payment system adds

capabilities to meet higher security requirements and additional business needs that are not 

available with the legacy system. New capabilities will improve the customer experience for 

school districts and improve the speed and accuracy with which they receive their funding by 

reducing reliance on physical documents, streamlining the e-Application process, reducing

manual processing, automating transmission of obligation and payment files to the Grants 

Management System (G5), using current and supported software, and reducing data errors.

IDEA.gov Web Site

In fiscal year 2018, the outdated IDEA.gov site experienced technical glitches and prolonged 

outages, prompting the emergency development and launch of a new IDEA.gov site. IDEA.gov 

provides stakeholders current and valuable resources about the support and services 

guaranteed to infants, children, and youth with disabilities and their families under the 

Individuals with Disabilities Education Act (IDEA). In fiscal year 2021, $199,000, an increase of 

$7,000 above the fiscal year 2020 Appropriation, is requested for operations and maintenance 

and to support development, modernization and enhancement to modify the site so that content 

stays relevant and users experience optimal performance.

EDFacts

EDFacts is an information management solution of systems and services related to K-12 

education performance data. Systems provide web-based data collection, ad hoc and standard 

reporting, commercial-off-the-shelf software for business process management and metadata 

collection, a data warehouse centralizing K-12 data with data from other systems, and a 

commercial software survey. Services provided by EDFacts include data supplier conferences, 

data user and supplier assistance, technical assistance to States, custom reports, and training. 

EDFacts data is centralized with other Department data such as financial grant information. 

EDFacts supports policy and budget decisions with a significant degree of accuracy and 

timeliness.

The Administration is requesting a total of $13.2 million in fiscal year 2021, an increase of 

$7.2 million more than the fiscal year 2020 Appropriation. The EDFacts contract period of 

performance was reduced in fiscal year 2020 to assist with keeping the Program Administration 

account at the Appropriation level. Funds will support steady state operations and maintenance

costs, continue system upgrades to tighten the security profile and respond to data submission 

innovations gaining interest among the states, address Every Student Succeeds Act changes,
PROGRAM ADMINISTRATION

Salaries and Expenses

Y-21

upgrade the EDFacts Metadata Repository for improvements in reference metadata, and 

continue to enhance data management and quality improvements.

Enterprise Data Analytics and Risk Management tools

The Administration is requesting a total of $2.3 million for fiscal year 2021 for Enterprise Data 

Analytics and Risk Management tools, an increase of $1.0 million from the fiscal year 2020 

Appropriation. Funds will support the development, improvement, and maintenance of tools 

designed to leverage enterprise data and analytical solutions to successfully identify and 

manage risks, strengthen internal controls, and inform strategic planning and decision-making 

across the Department. Specifically, this request will support investments that enable the 

Department to:

• evaluate and strengthen existing Risk Management tools used by the Department’s 

grant-making offices to support informed determinations and assessments of grantee 

risk, including performing OMB-mandated risk analyses for Federal grants.

• perform comprehensive data analyses and evaluations of the Department’s programs, 

operations, and administration, resulting in the generation of detailed and interactive 

reports and dashboards to inform decision makers at all levels of the agency.

• support automated risk management services and tools, including pre-award reports on 

prospective grantees, grant-related business intelligence data visualization, and 

calculations to inform program monitoring plans.

• identify, measure, and assess challenges related to mission delivery in order to manage 

their risk to a tolerable level and developing actionable response plans.

• analyze audit and inquiry data to identify trends and vulnerabilities, applying predictive 

analytics to inform strategies and communications related to program risk, audit findings, 

FOIA request, and Congressional communications.

By leveraging data from the Department’s management and financial business systems, these 

investments will deliver actionable insights to ensure enterprise decisions are informed by high 

quality operational, performance, and risk analyses based on real-time conditions. Additionally, 

these investments will help the Department proactively manage risks, reducing inefficiencies 

and increasing the value of management activities.

Other Non-Personnel Costs

The following section provides additional information on projects not related to IT.

Security for Personnel and Buildings

A total of $13.9 million is requested for security-related expenses including guard services, 

background investigations, and the implementation of the Continuity of Operations Plan. This is 

a decrease of $5.2 million below the fiscal year 2020 Appropriation. The Federal Protective 

Service (FPS) is responsible for setting overall security policy and in determining the costs of 

security items. The Department works with the FPS and other local and Federal law 

enforcement organizations to ensure the safety and security of the Department's many 

buildings, its sensitive information, and its employees. The Department’s security policies and 
PROGRAM ADMINISTRATION

Salaries and Expenses

Y-22

procedures have been implemented in response to General Services Administration and 

Department of Homeland Security standards and comply with an array of legal and regulatory 

requirements. 

Presidential Scholars Program

The Presidential Scholars Program, which recognizes the Nation’s most distinguished 

graduating high school seniors, started in 1964. Each year, the White House Commission on 

Presidential Scholars selects up to 161 students for this honor. The fiscal year 2021 costs to 

support contract renewal for this program is estimated at $837,000, $23,000 more than the 

fiscal year 2020 Appropriation to cover the increasing costs of the awards ceremony.

Data Governance Board and Data Governance Infrastructure

The Department’s Chief Data Officer (CDO) plans to develop and leverage a new Data 

Governance Board and Data Governance Infrastructure (DGBDGI) contract to assist the agency 

in supporting the CDO’s functions. The Foundations of Evidence-Based Policymaking Act 

(Evidence Act) charges the CDO with lifecycle data management across the Department; 

managing the Department’s data assets, including the standardization of data format, sharing of 

data assets, and publication of data assets; and reviewing the impact of the Department 

infrastructure on data asset accessibility and ensures, to the extent practical, that Department 

data conforms with data management best practices.

The CDO is also responsible for developing, publishing, and enforcing the Department’s open 

data plan requiring new data collections to be available in an open format and identifying as 

priority data assets any data asset for which disclosure would be in the public interest. In 

supporting statutory requirements that data assets be made open by default, the CDO will 

maintain a comprehensive data inventory that accounts for all data assets created by, collected 

by, under the control or direction of, or maintained by the Department. The CDO, in 

coordination with the Data Governance Board (DGB), also oversees agency-wide actions to 

develop an open data culture and work to improve the Department’s capacity to leverage data 

as a strategic asset for evidence building and operational decisions, to include the development 

of data professionals across all principal operating components. 

Finally, the Federal Data Strategy1 also requires that every agency to formalize and convene a 

DGB, driven by the agency’s CDO (as required by the Evidence Act) with participation from 

Senior Executives in agency business units. (Already approved by the Secretary, the 

Department of Education’s DGB will be steered by deputy-level leaders from OFO, OCIO, 

OPEPD, NCES, and OS.) Its goal is to empower a data governance body to ensure that 

agency resources are aligned with agency priorities based on a maturity assessment and 

mission needs. 

1 Federal Data Strategy Year-1 Action Plan: https://strategy.data.gov/action-plan/
PROGRAM ADMINISTRATION

Salaries and Expenses

Y-23

This contract will support these and other governance-related functions, leveraging optional task 

orders as needed to assess Department data maturity, identify and execute necessary data 

standards, develop and administer data literacy and training programs, implement a targeted 

master data management program, and/or similar initiatives determined by the CDO and DGB.

Several schedules exist that align with these requirements, including IT70 and CIO-SP3, which 

could be deployed with near-term results if vendors have sufficient pre-requisite knowledge of 

Department data. The funds requested in fiscal year 2021 is $725,000.

Acquisition Management Program

The Administration’s fiscal year 2021 request includes $1.1 million to fund the contract support 

for the Department’s Acquisition Management Program (AMP), level-funded from the fiscal year

2020 appropriation. The contract will provide assistance in four core functions:

• Acquisition Policy 

• Acquisition Workforce Development 

• Supply Chain Management, and 

• Acquisition Business Systems 

The contract will support the AMP, which manages the Department’s compliance with the 

Services Acquisition Reform Act. Contractor support is required to assure the Department 

complies with innovation-related directives in the President’s Management Agenda along with 

other OMB initiatives. It will also provide project management, planning, and support for the 

Acquisition Management Consolidated Acquisition System.
PROGRAM ADMINISTRATION

Y-24

Building Modernization

(Department of Education Organization Act)

(dollars in thousands)

FY 2021 Authorization: Indefinite

Budget Authority:

PROGRAM DESCRIPTION

The Building Modernization activity supports relocation of Department of Education staff as well 

as renovation of Department buildings within the Washington, D.C. metropolitan area and in 

several regional offices.

Funding levels for the past 5 fiscal years were:

Fiscal Year (dollars in thousands)

2016 ................................................................................$1,000

2017 ........................................................................................ 0

1

2018 ........................................................................................ 0

2019 ........................................................................................ 0

2020 ........................................................................................ 0

1 The 2017 Appropriation Act provided authority for up to $1 million for Building Modernization. The 

Department chose not to use the authority; it ultimately needed these funds for other expenses under 

Program Administration.

FY 2021 BUDGET REQUEST

The Administration requests $15.0 million for fiscal year 2021, $15.0 million more than the fiscal 

year 2020 appropriation. The Department is actively working to use space more efficiently. The 

Administration has encouraged agencies to reduce the total square footage of domestic office 

and warehouse inventories. In response, the Department developed a comprehensive program 

to modernize and reduce occupied space. This program promises to improve utilization rates 

through consolidation, more efficient workspaces, and elimination of unneeded space. Rent is a 

large “fixed” cost that cannot be sustained amid fiscal constraints. The primary goal is to reduce 

the Department’s space footprint and associated out-year costs.

2020

Appropriation

2021

Request

Change from

2020 to 2021

0 $15,000 +$15,000
PROGRAM ADMINISTRATION

Building Modernization

Y-25

The Department has successfully reduced its total square footage by 210,000 square feet in the 

past 4 years, with an annual rent savings of $16 million. An additional 32,000 square feet will 

be eliminated in 2020 with an annual rent savings of $1.2 million.

Building Modernization funding is imperative to achieve the larger rent reductions in the 

Department’s comprehensive program and to ensure that taxpayer resources are focused on 

the operating costs that allow the Department to better serve students and their parents. The 

cornerstone of this program is a consolidation of the Department’s three major buildings in 

Washington, D.C. – the Lyndon Baines Johnson headquarters building (LBJ), Potomac Center 

Plaza (PCP), and Union Center Plaza (UCP). The Department developed a staggered 

renovation and relocation plan that will ultimately fit Department staff into only two of these 

buildings, LBJ and PCP, by 2025. This project will free up a total of 247,000 square feet from 

UCP and 22,00 square feet from PCP. This will entirely eliminate the rent costs of $12 million a 

year at UCP and reduce rent at PCP by $1.1 million a year. By fiscal year 2021, the 

Department will have successfully renovated two floors of LBJ, allowing approximately 400 staff 

from PCP to move into LBJ. To execute the rest of this move successfully, the Department 

needs to continue to invest in this project on an annual basis. The Department is receiving 

financial and logistical support from GSA for this project. The funds requested for fiscal year 

2021 would go toward a number of initiatives, including the next phase of the Washington, D.C. 

consolidation, outlined below.

Headquarters Offices Modernization and Consolidation: 

• LBJ Modernization – Following the completion of the 5th floor at the Lyndon Baines 

Johnson Building (LBJ), the 4th floor will be reconfigured and consolidated. This project 

will renovate the LBJ 4th floor to increase the seating from 245 to 375. Design of this 

project was funded in fiscal year 2019 by General Services Administration (GSA). GSA 

has approved additional funding of $21.8 million for LBJ 3rd, 4th, 6th, and 

7

th floors. The Department will be required to fund a portion of the construction. A total 

of $4.1 million is requested for the Department’s share of costs in fiscal year 2021.

• PCP Lease Expiration – A new lease is being procured to replace PCP’s current lease, 

which expires in March 2020. The new lease will be for 24,000 square feet less than the 

current lease as the Department will be returning/decommissioning one floor, but 

requires the Department to move floors. The Budget requests $130,000 to execute the 

move between floors. 

• PCP Renovation – This project is to renovate one floor of PCP, to increase the seating 

from 100 to 210. This project will commence once the work on the LBJ 5th floor is 

complete, currently planned for mid-year 2020. The renovation amount of $4.5 million is 

requested in fiscal year 2021.
PROGRAM ADMINISTRATION

Building Modernization

Y-26

Regional Offices Modernization and Consolidation:

• New York Regional Office Relocation – ED will move from its current location at 

32 Old Slip to 26 Fed Plaza in fiscal year 2023. The Department is requesting 

$4.0 million for design and construction at 26 Fed Plaza to prepare for that move. GSA’s 

2021 Budget Request includes $9.4 million in construction funding and $800,000 for 

design for this project. The Department expects the new space to save up to 

$1.05 million in rent annually.

• Puerto Rico – The lease expired in fiscal year 2019. ED vacated the space in 

September 2019. Until a permanent location is found, OIG employees will telework and 

share space with the Department of Health and Human Services/OIG in Federal 

space. The $275,000 request in fiscal year 2021 is to design and plan a permanent 

solution to OIG’s space needs in Puerto Rico.

• Seattle Regional Office – Per the “reduce the footprint initiative,” ED plans to retain the 

33rd floor and return the 3rd and 28th floors which could result in $400,000 in annual rent 

savings. In fiscal year 2021, $598,000 is requested to fund design and IT cabling. 

Funding will be requested in future years for construction, move and purchase the 

furniture.

• Denver Regional Office – Per the “reduce the footprint initiative,” ED plans to retain the 

3

rd floor and return the 2nd and 6th floors which could result in $400,000 in annual rent 

savings. In fiscal year 2021, $498,000 is requested to fund design and IT. Funding will 

be requested in future years for construction, move and purchase the furniture.

• Boston Regional Office – Per the “reduce the footprint initiative,” ED plans to remain 

on the 8th floor, return a portion of the 8th and all of the 9th floor, which could result in $1

million in annual rent savings. In fiscal year 2021, $899,000 is requested to fund design

and IT. Funding will be requested in future years for construction, move and purchase 

the furniture.
PROGRAM ADMINISTRATION

Supplementary Tables

Y-27

Full-Time Equivalent (FTE) Employment by Office

OFFICE

2019

Actual

2020

Appropriation

2021

Request

Change from 

2020 to 2021

Career, Technical, and Adult Education 67 66 66 0

Chief Information Officer 88 82 97 15

Communications and Outreach 82 88 82 -6

Elementary and Secondary Education 233 245 250 5

English Language Acquisition, Language 

Enhancement, and Academic Achievement 

for Limited English Proficient Students 14 14 14 0

Finance and Operations 320 356 374 18

General Counsel 84 84 85 1

Institute of Education Sciences 154 158 160 2

Legislation and Congressional Affairs 16 16 14 -2

Planning, Evaluation, and Policy Development 46 55 57 2

Postsecondary Education 117 116 125 9

Secretary 87 73 66 -7

Special Education and Rehabilitative Services 175 175 179 4

Under Secretary 17 14 12 -2

Total 1,500 1,542 1,581 39
PROGRAM ADMINISTRATION

Supplementary Tables

Y-28

Summary of Budget Authority by Principal Office

(dollars in thousands)

OFFICE 2019 BA

2020

Appropriation

2021

Request

Change 

from 2020

to 2021

Career, Technical, and Adult Education $11,739 $11,917 $12,115 $198

Central Information Technology 72,220 55,558 41,984 -13,574

Central Support 67,986 73,545 86,696 13,151

Chief Information Officer 16,001 15,278 18,322 3,044

Communications and Outreach 15,786 17,137 16,518 -619

Elementary and Secondary Education 40,925 43,565 45,026 1,461

English Language Acquisition, Language 

Enhancement, and Academic 

Achievement for Limited English 

Proficient Students 2,411 2,444 2,484 40

Finance and Operations 61,303 68,063 71,646 3,583

General Counsel 16,182 16,432 17,025 593

Institute of Education Sciences 37,359 35,381 43,822 8,441

Legislation and Congressional Affairs 2,394 2,480 2,213 -267

Planning, Evaluation, and Policy 

Development 9,292 12,278 13,619 1,341

Postsecondary Education 19,078 19,426 21,071 1,645

Secretary 23,033 21,789 15,547 -6,242

Special Education and Rehabilitative 

Services 30,897 31,625 32,911 1,286

Under Secretary 3,394 3,082 2,724 -358

Total, Budget Authority 430,000 430,000 443,723 13,723

NOTES: 

FY 2019 reflects adjustments to reflect the Department’s Reorganization. The offices impacted include OFO 

(OM/OCFO), OS (ODS), and OESE (OII). 

FY 2021 includes Building Modernization in Central Support (no funds are included for Building Modernization in 

FY 2019 and FY 2020). 

FY 2021 reflects a $5,000 thousand transfer from Central Information Technology to the IT System Modernization 

and Working Capital Fund.