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U.S. Department of Education

U.S. Department of Education

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Functional Statements > Office of Finance and Operations

The Office of Security, Facilities and Logistics (OSFL) oversees the Department's physical, personnel, classified information security programs, and protective service operations, as well as oversight of ED's Continuity of Operations Program.  OSFL works with other ED organizations, the Federal Protective Service, and other local and Federal law enforcement organizations to secure ED's facilities, classified information, and employees.  OSFL establishes and implements policies, space standards and procedures for the design, construction, furnishing, operation, maintenance, and repair of all ED Headquarters and Regional office buildings and provides a wide variety of logistics services to ED.

The OSFL Director is a member of ED's Security Coordinating Committee, chaired by the Assistant Secretary for OFO, which provides oversight and coordination for ED's various security and internal law enforcement activities.  The OSFL Director also serves as the Secretary's Senior Intelligence Official and ED's Continuity Coordinator. 

The Office is comprised of four Divisions as follows: 
                - Facilities and Logistics Services Division
                - Personnel Security and Disaster Preparedness Division
                - Physical Security and Emergency Preparedness Division
                - Protective Service Division

## Facilities and Logistics Services Division

The Facilities and Logistics Services Division (FLSD) provides high-quality and safe work environments for all ED personnel.  FLSD partners with other ED offices and GSA to establish and implement policies, standards, and procedures for the design, construction, furnishing, operation, maintenance, and repair of all ED Headquarters and Regional office buildings.  FLSD performs project management, lease management, space planning, facility management, safety, and environmental services to support ED's mission.  FLSD advises senior level staff and serves as liaison with GSA on all building related matters. 

FLSD develops and oversees ED's safety, environmental and occupational health program, which includes; responding to and conducting investigations of environment and health complaints, occupational accidents and injuries; managing the Department's Automated External Defibrillator program; conducting safety inspections and developing corrective action plans; and ensuring ED remains in compliance with Occupational Safety and Health Administration (OSHA) standards and GSA mandated safety policies.

FLSD is also responsible for planning, establishing, directing, controlling, and implementing policy, standards, and procedures governing all aspects of the following functions:  motor vehicle and transportation operations, shuttle services, parking services, notary public administration, photocopy services, fitness and health services, and the transit benefits program.  FLSD manages the storage and delivery of ED publications through its EDPubs program and the management of mail services and programs for ED.  FLSD also oversees the Federal Real Property Program.

FLSD has five Branches:
                - Space Modernization Branch
                - Building Management Branch
                - Administrative and Support Services Branch
                - Federal Real Property Branch
                - Transportation Services Branch

### Space Modernization Branch

The Space Modernization Branch (SMB) provides the vision and project management oversight in executing the ED Space Modernization Program (ESMP) for all ED facilities.

In performing its responsibilities, the Branch:
                - Plans, designs, and executes ED's vision of the ESMP for all ED facilities.  This entails keeping abreast of space trends in both commercial and government sectors and ensuring the ED's spaces are modern, functional, efficient, and aesthetically pleasing;
                - Develops long-term budgets, participates in the budget formulation process, and oversees the execution of those budgets to support the ESMP;
                - Works in conjunction with internal and external partners to develop programs of requirements for the ESMP;
                - Develops briefs, schedules, and business plans to support the ESMP, and provides regular updates to ED leadership on the progress of the program;
                - Conducts space utilization reviews and surveys to develop requirements for general and special purpose office layouts;
                - Develops space housing plans for all components within ED;
                - Provides space standards and designs and coordinates renovations or relocations to support the goals and objectives of ED's mission;
                - Provides expert solutions and advice to ED officials of space management and planning matters;
                - Monitors and manages the assignment of space throughout ED; 
                - Executes policies, procedures, and standards for space management; 
                - Maintains computer aided design drawings (CADD) for all facilities; 
                - Is responsible for the acquisition, disposal, and accountability of space; development; of space criteria; space planning; and space policy and design;
                - Approves designs; furniture reconfigurations; construction and final acceptance of space; oversees renovations; relocations; program of requirement development; design intent drawing reviews; and construction drawing reviews;
                - Negotiates the terms, conditions, and cost of occupancy agreements with GSA and manages ED's rent budget; 
                - Manages, monitors, and tracks all Federal and commercial leases for ED occupied space; and
                - Performs contracting officer representative duties for facility related actions for furniture procurement, and provides furniture design, acquisition, delivery, and installation services.

### Building Management Branch

The Building Management Branch (BMB) provides facilities, project, and space management functions for ED customers in all ED buildings.  The team ensures facilities are maintained and operated in accordance with agency and federal policy and procedures by conducting routine building inspections to ensure occupied areas are free of housekeeping, maintenance, and safety/environmental problems.  Additionally, the team provides space management and construction management operations for all non-ESMP projects.

The team also manages the ED's personal property program, oversees the ED safety and occupational health program, manages all environmental and sustainability activities designated by ED's Chief Sustainability Officer, and manages the Facilities Information Technology portfolio. 

In performing its responsibilities, the Branch:
                - Develops scopes of work; performs cost estimating; develops and communicates project plans/schedules;
                - Performs contracting officer representative duties for facility related actions including, elevator maintenance, custodial services, service desk and other IT related contracts, and other services;
                - Provides a single point of contact per facility/building, for requesting workplace services including, but not limited to:  renovations, locks/keys, room set-ups, plumbing, cleaning, office moves, lights, trash, asset management, hot/cold calls, furniture, ceiling tiles, and restroom supplies;
                - Establishes and maintains a compliant and effective asset management control system including oversight of physical inventory surveys;
                - Manages the ED's Surplus Property and Disposal Program;
                - Tracks and reports energy management activities, greenhouse gas emissions, utilities savings and other performance measures required through Executive Order “Efficient Federal Operations" dated May 17, 2018;
                - Prepares procurement requests and reimbursable work authorizations, performs budget requests and tracking;
                - Manages the Facilities Information Technology portfolio, providing IT solutions for facilities related issues and policy; and
                - Oversees all FLSD activities related to Continuity of Operations plan.

### Administrative and Support Services Branch

The Administrative and Support Services Branch (ASSB) is responsible for ED's mail services, EDPubs, childcare subsidy program, health clinics, printing and copying services, and notary public administration.  In addition, the ASSB is responsible for the management and oversight of the FLSD budget formulation and execution processes to include the review and processing of Reimbursable Work Authorizations (RWAs), Purchase Orders and contracts, and Interagency Agreements.

In performing its responsibilities, the Branch:
                - Administers the EDPubs interagency agreement servicing ED's storage and delivery of publications.  This contract is the primary contract with the public nationwide in issuing ED publications;
                - Manages ED's Headquarter and Regional mail management programs; and provides guidance and support to ensure compliance with ED's mail services policy;  
                - Provides guidance and oversight for overnight package delivery services; 
                - Provides monthly expenditure reporting to the FLSD Director, which outlines current allocation, total spent against allocation, allocation balance, percent of allocation spent, and amount obligated and committed;
                - Manages all personnel related matters including overtime, awards, and timekeeping;
                - Manages and oversees the FLSD budget formulation and execution processes;
                - Performs and manages Division metrics and reporting;
                - Establishes, maintains and tracks Division employee specialized training programs;
                - Conducts weekly reviews, processing, and reporting of RWAs, purchase orders and contracts, requisitions to include contract renewals, new procurements, travel, training, etc.;
                - Develops and maintains Standard Operating Procedures, training plans, checklists, and performance measurements;
                - Establishes and maintains partnership with the Executive Office for processing of financial documentation;
                - Performs quality review and assurance of invoices, payment processes, and expenditures;
                - Develops and maintains FLSD Acquisition Plan;
                - Manages and maintains ED's moving services (moves, room set-ups, furniture relocations, etc.) and warehouse operations (storage, bulk deliveries, etc.)
                - Oversees and manages ED's fitness center programs; and
                - Manages ED's printing and copying program. 

### Federal Real Property Branch

The Federal Real Property Branch oversees and administers the Federal Real Property Assistance Program, a statutorily mandated program.  The Federal Real Property Assistance Program assists eligible education organizations in the acquisition, development, and management of former federal surplus real property.

In performing its responsibilities, the Branch:
                - Screens available and potentially suitable surplus federal real property with local education organizations; 
                - Provides guidance and direction to eligible education organizations on the policies, procedures, and regulations which govern the acquisition, development, and disposal of former federal real property;
                - Evaluates applications for the acquisition of available surplus federal real property and determine the Public Benefit Allowance that each application qualifies for under federal regulations; 
                - Approves or disapproves applications for the acquisition of available surplus federal real property; 
                - Develops and executes deeds and other instruments of conveyance as well as corollary agreements including abrogation and release agreements, consent instruments, cooperative Memorandums of Understanding (MOUs), mortgage financing authorizations, escrow agreements, and documents to revert property title; and 
                - Enforces compliance with the terms and conditions of conveyance instruments.

### Transportation Services Branch

The Transportation Services Branch (TSB) is responsible for the management and oversight of ED's transportation services to include transit benefits distribution and oversight; parking support and services; and vehicle contracts and interagency agreements.

In performing its responsibilities, the Branch:
                - Develops and oversees shuttle services between and among ED's Headquarters operating locations;
                - Oversees ED's parking program in the Headquarters and Regions, and monitors contract parking services;
                - Establishes and maintains a motor vehicle management and operations program to provide for Headquarters transportation requirements; 
                - Allocates and dispatches motor vehicle resources to meet daily requirements;
                - Manages a nationwide Fleet Management Program of ED's vehicles, manages vehicle contracts and agreements, and provides government reporting of ED's motor vehicle fleet; and  
                - Administers the national transit benefits program and assures that all transit distributions are within the allowable benefit for individual employees.

## Personnel Security and Disaster Preparedness Division

The Personnel Security and Disaster Preparedness Division (PSDPD) develops policies, procedures, and guidelines for the personnel security functions in accordance with applicable federal laws, regulations, and Executive Orders and ensures everyone's employment will promote the efficiency of the service and is consistent with the public trust and national security interest.  The Division adjudicates initial derogatory information on federal forms (OF 612, OF 306, SF 171 or Resume, etc.) to determine if an applicant is suitable for federal employment in a position of trust before an investigation is initiated.  It also adjudicates the results of background investigations on applicants, appointees, employees, and contractors for (1) security clearances or to occupy sensitive positions; and (2) suitability to occupy a position of trust not requiring a security clearance.  The Division also initiates background investigations for applicants, appointees, employees, and contractors and coordinates the implementation of the personnel security portion of Homeland Security Presidential Directive (HSPD)-12, which includes screening of current employees, applicants, and contractors for personal identity verification.  The Division also conducts periodic internal reviews and evaluations as part of an ongoing departmental self-inspection program related to the handling and safeguarding of classified national security information and coordinates with the Chief Information Officer (including the Information Assurance Program) in assuring the security of ED's information technology hardware and systems.  The Division has oversight and responsibility for the management and planning efforts of the Department's insider threat program and serves as ED's Federal Intelligence Coordination Office.  The Division is also responsible for the procurement, maintenance, and oversight of the ED's National Security Information Technology systems and manages ED's Communications Security (COMSEC) Program. 

The Division develops and maintains ED's continuity program and plans.  This includes executing various tests, training, and exercises of ED programs and ensuring the development and maintenance of all Principal Office's Business Continuity plans.  It also administers a broad range of activities relating to employees' and facilities' safety and emergency response.  Additionally, the Division works with the Office of the Chief Information Officer regarding cyber threats and organization high value asset systems required to support ED's mission. 

PSDPD has two branches:
                - Personnel Security Intake Branch
                - Personnel Security Adjudication Branch

### Personnel Security Intake Branch

The Personnel Security Intake Branch (PSIB) is responsible for assuring that employees and contractors with access to ED-controlled facilities, systems and/or unclassified and classified information are suitable for the level of access granted to them.  The type of background investigation is based on job assignment and duties.

The PSIB processes background investigations of federal employees and contractors who would occupy positions where a determination of suitability/fitness for employment or access to classified information is required.

The Branch's responsibilities include:
                - Initiating background investigations for applicants, appointees, employees, and contractors and coordinating the implementation of the personnel security portion of HSPD-12, which includes screening of current employees, applicants, and contractors for personal identity verification;
                - Reviewing Personnel Security Questionnaires, verifying information submitted on applications, contacting subjects via approved methods to complete information on background investigation forms, retrieving data from credit bureaus, requesting Local Agency Checks, reviewing reports to determine criminal record, etc.; 
                - Processing Entry on Duty (EOD) employees - onboarding new employees, interns, political appointees, and fellows;
                - Collecting security paperwork, forms, cyber security training certificates, initiating individual in eQip and assisting with the entire EOD process from a security perspective;
                - Conducting New Employee Orientation;
                - Performing Electronic Questionnaires for Investigations Processing (eQip) system HelpDesk assistance/requesting NP2 access;
                - Working with Contracting Officer Representatives (CORs) and Principal Offices (POs) to process all moderate and high-risk Contractors working on ED accounts - (Document collection and tracking required);
                - Personal Identity Verification (PIV) Processing (HSPD12)-Credentialing;
                - Processing reciprocity requests;
                - Initiating Reinvestigations – 5-year reinvestigations for ED employees and contractors and collecting and tracking process; and
                - Processing exit clearances.

### Personnel Security Adjudication Branch

The Personnel Security Adjudication Branch (PSAB) adjudicates initial derogatory information on federal forms (OF 612, OF 306, SF 171 or Resume, etc.) to determine if an applicant is suitable for federal employment in a position of trust before an investigation is initiated.  It also adjudicates the results of background investigations on applicants, appointees, employees, and contractors for (1) security clearances or to occupy sensitive positions; and (2) suitability to occupy a position of trust not requiring a security clearance.

## Physical Security and Emergency Preparedness Division

The Physical Security and Emergency Preparedness Division (PSEPD) develops and enforces procedures to ensure the safety and security of ED staff, contractors, and visitors entering ED Headquarters and Regional facilities; coordinates with other Federal agencies, including Federal Protective Service, GSA, and law enforcement agencies in the development of a physical security program, which protects both ED's facilities and employees.  The Division provides oversight of the various facility guard services and, in coordination with the Office of the Secretary; protection of the agency's executives and visiting dignitaries; conducts investigations into administrative and policy violations; and manages the building access control system including the identification card program and HSPD-12 PIV program.

## Protective Service Division

The Protective Service Division (PSD) provides personal protection to ensure the safety and security of the Secretary of Education, and during times of increased threat, the Deputy Secretary of Education.  PSD has the responsibility and independent authority to determine both the need for    employer-provided security and the appropriate protective    services in response to that    determination.  PSD may conduct security studies to assess the needs for employer-provided security and threats and appropriate responses to such threats and to make specific security recommendations. Protection coverage to the Secretary of Education includes the provision of “portal-to-portal" transportation during the business week and for all official events. After-hours and weekend coverage may be provided on an as needed or requested basis, to include coverage for personal travel or private events, based on available threat information or security determination.  All locations to be visited by the Secretary of Education are advanced by a PSD detail agent, ensuring venue locations are thoroughly investigated to provide the utmost security posture.  When the Secretary of Education travels outside of the National Capitol Region (NCR), the PSD travels in advance of the Secretary of Education to coordinate with State and local law enforcement agencies for support; sites to be visited are assessed; and logistical services are secured.  The PSD maintains liaison with the White House Military Office (WHMO) and Federal Emergency Management Agency (FEMA) and participates in exercises and briefings pertaining to national emergencies; and coordinates contingency plans for Continuity of Operations Plans (COOP) and Continuity of Government (COG), affecting the Secretary of Education.

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