[Federal Register Volume 60, Number 243 (Tuesday, December 19, 1995)]
[Notices]
[Pages 65338-65346]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-30732]



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DEPARTMENT OF HEALTH AND HUMAN SERVICES

Administration on Aging


Statement of Organization, Functions, and Delegations of 
Authority

    This notice amends Part B of the Statement of Organization, 
Functions, and Delegations of Authority of the Department of Health and 
Human Services (HHS), Administration on Aging (AoA), as follows: 
continues the Office of the Assistant Secretary for Aging; establishes 
two Offices, the Office of Program Operations and Development, and the 
Office of Governmental Affairs and Elder Rights; the operating grant 
programs (Titles III and VI) and the developmental grant program (Title 
IV) are placed under the Office of Program Operations and Development; 
all inter- and intra-governmental cooperative programs, domestic and 
international, as well as the elder rights services of Titles II and 
VII are placed under the Office of Governmental Affairs and Elder 
Rights; the executive secretariat and policy coordination functions are 
moved to the Office of the Assistant Secretary; supervision of the 
Regional Offices is moved to the Director, Office of Program Operations 
and Development; planning functions are moved to the Office of 
Management; and the former Office of the Deputy Assistant Secretary for 
Program Operations and Intergovernmental Affairs, Office of the Deputy 
Assistant Secretary for Program Development and Elder Rights Programs, 
Office of Field Operations, and Office of Policy Coordination and 
Analysis and the division structure under the Office of State and 
Community Programs and the sub-offices under the Office of Program 
Development are abolished.
    The language to implement these changes is as follows: Part B, 
Chapter B, ``The Administration on Aging,'' as published in the Federal 
Register on September 13, 1991 (56 FR 46620); amended on December 24, 
1992 (57 FR 61433); and further amended on March 2, 1993 (58 FR 12040) 
is amended as follows.
    Delete B.00 and replace with the following:

B.OO  Mission

    The Administration on Aging, an Operating Division of the 
Department of Health and Human Services, is the principal agency 
designated to carry out the provisions of the Older Americans Act 
(``OAA'' or ``The Act'') of 1965, as amended, 42 U.S.C. 3001 et seq. 
Serves as the effective and visible advocate for older persons within 
the Department of Health and Human Services and with other Federal 
departments and agencies. Directly assists the Secretary in all matters 
pertaining to problems of the aging. Advocates for the needs of older 
persons in program planning and policy development within the 
Department and in other Federal agencies. Gives priority to older 
persons in greatest economic or social need. Develops standards and 
issues best practice guidelines; disseminates information; provides 
technical assistance; and initiates policy related to services funded 
by the Department and provided to older persons. Advises the Secretary, 
Department components and other Federal departments and agencies on the 
characteristics, circumstances and needs of older people and develops 
policies, plans and programs designed to promote their welfare; under 
Title III of the Act (45 CFR Part 1321) administers a program of 
formula grants to States to establish State and community programs for 
older persons; administers a program of grants to American Indians, 
Alaskan Natives and Native Hawaiians to establish programs for older 
Native Americans under Title VI of the Act (45 CFR parts 1326 and 
1328). Provides policy and procedural direction, advice and assistance 
to States and Native American grantees to promote the development of 
State and Native American administered, community-based systems of 
comprehensive social services for older persons. Administers long term 
care ombudsman and protective services programs, legal services 
development programs, and outreach, counseling and assistance programs 
for older people under Title VII of the Act. Approves or disapproves 
State plans and Native American funding applications. Administers 
programs of training, research and demonstration under Title IV of the 
Act. Administers national centers for service development and 
assistance, and information dissemination benefitting older persons. 
Promotes through the State and Area Agencies on Aging and Indian Tribal 
Organizations a national community-based long term care program for 
older persons. Develops and issues program designs, guidelines, 
standards and assistance to State and Area Agencies, Indian Tribal 
Organizations and nutrition providers to support Titles III and VI 
nutrition services and disseminate nutrition education material.
    Delete B.10 and replace with the following:

B.10  Organization

    The Administration on Aging is headed by the Assistant Secretary 
for Aging and consists of:

Office of the Assistant Secretary
    Congressional and White House Liaison
    Executive Secretariat and Policy Coordination
Office of Governmental Affairs and Elder Rights
    Office of Elder Rights Protection
Office of Management
    Division of Budget and Finance
    Division of Personnel and Planning
    Division of Grants and Contracts Management
    Division of Information Resources Management
Office of Program Operations and Development
    Regional Offices on Aging
    Office of State and Community Programs
    Office for American Indian, Alaskan Native and Native Hawaiian 
Programs
    Office of Program Development

    Delete B.20, A-I, and replace with the following:

B.20. Functions

A. Office of the Assistant Secretary (BA)

    The Office of the Assistant Secretary serves as the focal point for 
OAA programs through the development, 

[[Page 65339]]
coordination and administration of those programs nationwide. Serves as 
the effective and visible advocate within the Federal government to 
ensure the rights and entitlement of the elderly. Conducts active 
public education of officials, citizens, and the aged to ensure broad 
understanding of the needs and capabilities of the aged.
    Sets national policies, establishes national priorities, ensures 
policy consistency, and directs plans and programs conducted by AoA. 
Advises the Secretary, HHS agencies, and other Federal departments and 
agencies on the characteristics, circumstances, and needs of older 
people and on policies, plans and programs designed to promote their 
welfare. The Deputy Assistant Secretary is the Assistant Secretary's 
primary associate in carrying out the mission of the agency, 
particularly in the advocacy and policy negotiation role within the 
Federal government.
    Serves as an advocate for older people with voluntary and private 
organizations. Collaborates with other Federal agencies to assist older 
persons by the development and implementation of interagency 
agreements. Coordinates joint interests and initiation of projects with 
other Federal agencies and State and local government entities. 
Provides liaison with the Federal Council on the Aging and other 
Federal advisory committees focused on the aging. Works with national 
aging organizations, professional societies, and academic organizations 
to identify mutual interests and plan voluntary and funded approaches 
to meet the needs of older persons. Ensures affirmative action 
throughout the Aging Network in employment and services delivery.
Congressional and White House Liaison (BA1)
    Coordinates all liaison activities with Congress and with the print 
and electronic media. Manages AoA's media relations and legislative 
liaison activities.
    Develops legislative proposals, testimony, background statements, 
and other policy documents for use by the Assistant Secretary in 
activities related to legislation. In coordination with the DHHS Office 
of the Assistant Secretary for Legislation, analyzes proposed and 
enacted legislation related directly or indirectly to older people, 
including legislation directly affecting OAA programs. Through an 
automated legislative information system tracks bills related to the 
aging. Develops and issues status reports regarding key legislative 
developments to Headquarters and Regional Office staff, the network of 
State and Area Agencies on Aging, and Indian Tribal Organizations.
    Coordinates with the Office of the Assistant Secretary for Public 
Affairs, including planning and implementing strategy for relations 
with the news and other information media; initiates media outreach 
activities and responds to all media inquiries concerning AoA programs 
and related issues.
Executive Secretariat and Policy Coordination (BA2)
    Responsible for policy coordination concerning programs and 
services under the OAA, including long-term care initiatives and 
services. Serves as the communications center for AoA, ensuring that 
issues requiring the attention of the Assistant Secretary, Deputy 
Assistant Secretary or AoA Executive Council are identified on a timely 
and coordinated basis. Monitors the response of other AoA units in 
developing necessary documents for the Assistant Secretary's review and 
provides assistance to staff on the content and style of special 
assignments. Operates the agency-wide paper and electronic 
correspondence and assignment tracking and control system and provides 
technical assistance on standards for control of correspondence and 
memoranda. Manages the clearance system and reviews documents for 
consistency with the Assistant Secretary's and the Secretary's 
assignments, previous decisions on related matters, and editorial 
standards. Refers unprecedented policy questions to the appropriate 
subject matter office. Develops and maintains agency-wide mailing 
lists.
    In conjunction with the Immediate Office of the Assistant 
Secretary, implements public education activities for Headquarters and 
Regional Offices to achieve AoA program objectives in coordination with 
other AoA units; develops and distributes publications and audiovisual 
materials about older people and prepares and issues brochures, fact 
sheets, exhibits and films on the needs and concerns of older persons 
and measures to improve the circumstances, available services, and 
environment for the older population.
    Develops special information campaigns to inform older people and 
the general public about issues, problems and benefits important to 
older people. Fosters, plans and coordinates ceremonies and 
celebrations related to the elderly. Prepares the AoA Annual Report to 
the President and Congress.
    Maintains official copies of all policy and information issuances 
and data collection instruments; ensures their proper clearance before 
issuance and annually reviews them for currency and compliance with law 
and regulations. Reviews all materials prepared for Federal Register 
publication and ensures their compliance with guidelines. Serves as 
AoA's liaison with the Executive Secretariats in the Office of the 
Secretary and other HHS units regarding AoA program, policy and special 
administrative matters. Receives and sorts internal mail for AoA 
headquarters components.
    Provides liaison with OMB for the management of the agency 
paperwork burden reduction program. Coordinates clearance of OAA Titles 
II, III, IV, VI and VII program regulations within AoA and with 
appropriate HHS offices, and review of those regulations by OMB. 
Prepares and processes clearances for collection of information, and 
assures compliance with related standards, procedures and policies.
    Serves as liaison with the Office of the General Counsel, Office of 
the Inspector General and the General Accounting Office on all program 
matters other than those related to grants or procurement management. 
Reviews requests for information under the Freedom of Information Act 
and arranges for appropriate responses, in coordination with the HHS 
Freedom of Information Act Officer.
    Responds to written, phone and personal inquiries from all sources 
dealing with services and needs of the aging.

B. Office of Governmental Affairs and Elder Rights (BA-1)

    Develops and maintains effective relationships with government 
entities and their representatives at the Federal, State and local 
levels to develop a unified policy toward, and promote, the aims of the 
Older Americans Act, especially as they relate to a community-based 
system of long-term care for the aging and disabled; oversees 
development of more responsive service systems through 
intergovernmental and private sector initiatives and partnerships to 
address age-related issues and concerns. Coordinates AoA fraud, waste 
and abuse investigation and elimination, and related activities. Chairs 
the Assistant Secretary's Business and Aging Leadership Roundtable of 
representatives from private industry and national business and aging 
organizations. Oversees the international liaison and coordination 
functions of AoA. Stimulates and coordinates AoA international 
activities 

[[Page 65340]]
and coordinates AoA international activities with Departmental and 
other Federal agencies and State and national organizations concerned 
with international aging matters. At all levels, from national to the 
local service delivery level, develops methods and relationships to 
articulate the problems and concerns of the elderly to organizations 
beyond the traditional network of agencies and works with these 
organizations to be more sensitive and responsive to age-related needs 
and issues.
    Directs intergovernmental affairs activities and develops and 
maintains effective relationships with other governmental departments 
and agencies. Plans, negotiates, facilitates, and updates, as 
appropriate, memoranda of understanding with other departments and 
agencies to promote agreements and cooperative relationships and 
ventures that address policies and services affecting the aging 
population.
    Implements Section 203(1) of the OAA by coordinating, advising, 
consulting with and cooperating with the head of each department, 
agency and instrumentality of the Federal Government proposing or 
administering programs or services substantially related to the 
objectives of the OAA. Oversees the consultation process by which 
agency heads must consult with AoA before establishing programs or 
services related to the OAA. Plans and implements the process for the 
collaboration of all Federal agencies with AoA in the execution by 
those agencies of programs and services related to the OAA. These 
activities are focused primarily on older individuals (particularly 
low-income minority older people) and the functions and 
responsibilities of the State and Area Agencies on Aging.
    The Director carries out the functions of the Office of Long-Term 
Care Ombudsman Programs established in Section 201(d)(1) of the OAA. 
Serves as the effective and visible advocate within the Department and 
with other departments and agencies of the Federal Government regarding 
all Federal policies affecting older residents of long term care 
facilities; reviews Federal legislation, regulation, and policy 
respecting long-term care ombudsman programs and makes recommendations 
to the Secretary and Assistant Secretary; coordinates the activities of 
AoA with other Federal, State and local entities relating to long-term 
care ombudsman programs; prepares an annual report to Congress on the 
effectiveness of services provided by State long-term care ombudsman 
programs; investigates the operations of any Federal law administered 
by HHS that may adversely affect the health, safety, welfare, or rights 
of older individuals; and establishes standards for the training of 
State long-term care ombudsman staff.

B.2 Office of Elder Rights Protection (BA-11)

    Develops and carries out the ombudsman, elder abuse prevention, 
legal assistance development, and benefits outreach, counseling and 
assistance provisions of Titles II and VII-A of the OAA throughout the 
Aging Network, including administration of the National Ombudsman 
Resource Center and the National Center on Elder Abuse, and advising 
the Assistant Secretary on the operation of those Centers. Reviews 
State Plans to determine eligibility for funding under Sec. 705 of the 
OAA and recommends approval or disapproval to the Assistant Secretary. 
Implements Title VII-A in the field through provision to Regional 
Office staff guidance and information concerning AoA programs, and the 
development and interpretation of Title VII program regulations and 
policy; ensures the implementation of guidance and instructions 
concerning long-term care ombudsman, prevention of elder abuse, elder 
rights and legal assistance development and outreach, counseling and 
assistance programs.
    Implements Title VII-A in the field by the provision to Regional 
Office staff of guidance and information concerning the ombudsman, 
elder abuse prevention, legal assistance development, and benefits 
outreach, counseling and assistance provisions of Titles II and VII-A 
of the OAA, and interpretation of regulations and policy implementing 
those programs. Fosters, oversees, assists, and assesses the 
development of State-administered long term care ombudsman, elder abuse 
prevention, legal assistance development, and benefit counseling 
programs for the elderly as authorized under Title VII-A of the OAA. 
Establishes, administers and evaluates the National Ombudsman Resource 
Center and the National Center on Elder Abuse.
    Provides specialized input on Title VII-A programs to long range 
planning, operational plans and the budget process. Responsible for the 
implementation of regulations and policy on Title VII-A of the OAA. 
Develops program plans and instructions for AoA Regional Offices and 
State and Area Agencies to improve the Title VII-A protection and 
representational programs funded under the OAA.

C. Office of Management (BE)

    Reports to the Deputy Assistant Secretary for Aging. Advises the 
Assistant Secretary in the areas of internal administration and 
management of AoA. In response to Federal statutes, regulations and 
Departmental policies and instructions, provides leadership, policies 
and procedures for effective and efficient management throughout AoA, 
including such areas as budget, finance, grants administration, 
personnel management, procurement, material and facilities management, 
management systems, information resources management, 
telecommunications and similar administrative management facilitation 
services. Responsible for all management and administrative reviews, 
analyses and controls within AoA required by statute or regulation, 
such as the Federal Managers Financial Integrity Act (FMFIA). The 
Director serves as the AoA Chief Financial Officer (CFO) and, on behalf 
of the Assistant Secretary for Aging, performs the duties assigned to 
AoA under the Chief Financial Officers Act of 1990, including the 
development of the CFO 5-year plan and status report. Manages all 
planning activities in AoA, including those responsibilities assigned 
by the Government Performance and Results Act of 1993 (GPRA). Conducts 
management analysis and automated systems development activities for 
AoA and serves as the principal AoA staff examining the AoA 
organization. Provides technical assistance and guidance to 
Headquarters and Regional Office units in the development, 
implementation and maintenance of administrative and grants management 
systems and audit resolution.
Division of Budget and Finance (BE1)
    Provides and coordinates management support services involving 
budget formulation and execution, and financial management. In 
coordination with AoA program offices, formulates and presents budget 
estimates; executes apportionment documents; plans, directs, and 
coordinates financial and budgetary programs of AoA. Provides guidance 
to AoA program offices in preparing budgets, justifications, and other 
budgetary materials. Prepares budget documents on behalf of the 
Assistant Secretary for presentation to Departmental management, the 
Office of Management and Budget (OMB), and Congress. Assists in 
planning for and presenting the budget before OMB and the Congress. 
Solicits, obtains and 

[[Page 65341]]
consolidates information and data from other AoA offices for testimony 
at hearings before these bodies in coordination with the Office of the 
Assistant Secretary. Analyzes the budget as approved by the Congress 
and apportioned by OMB, obtains input from program offices and 
recommends for the Assistant Secretary's approval a financial plan for 
its execution. Makes allowances to AoA offices within the guidelines of 
the approved financial plan. Develops and maintains an overall system 
of budgetary controls to ensure observance of established ceilings on 
both program--including all formula, discretionary grant accounts, and 
Salaries and Expense funds; maintains administrative control of funds 
against allotments and allowances, and certifies funds availability for 
all AoA accounts. Prepares requests for apportionment of appropriated 
funds. Maintains control of allotted funds against current obligations, 
and maintains separate financial operating plans for each of the 
Regional Offices. Prepares spending plans and status-of-funds reports 
for the Assistant Secretary.
    Acts as AoA's coordination point with the Office of the Secretary 
and AoA organizational units on policy and regulatory issues involving 
travel management, develops and interprets AoA policies on travel, and 
provides support services to AoA components for travel management.
    Provides analysis and coordinates accounting reports for AoA. 
Manages funds for salary and expense accounts. Tracks financial status 
of all AoA program and salary and expense funds.
    In meeting the Assistant Secretary's priorities and instructions, 
with appropriate input from AoA organizational units, develops 
financial operating procedures and manuals, including directing the 
implementation within AoA (headquarters and regions) of Departmental 
and other Federal fiscal policies and procedures. Participates in 
program development and implementation plans where there are budgetary 
implications; serves as the AoA liaison with the Office of the 
Secretary and OMB on all budgetary matters.
Division of Personnel and Planning (BE2)
    Develops and interprets AoA goals, priorities, and strategies. 
Prepares the AoA strategic plan, long and short-range plans, 
operational plans; implements the Government Performance and Results 
Act of 1993, and customer service activities AoA-wide; provides 
interpretation and guidance for implementation of these plans and 
activities to all AoA units; and reviews all new and changed policy 
documents for consistency with AoA long-range goals and strategies. 
Adjusts goals and strategies accordingly. Provides guidance and 
technical assistance to AoA units in developing operational plans, 
particularly in developing measurable objectives and indicators 
reflecting program and organizational performance. Coordinates with the 
Office of the Assistant Secretary and all AoA units, and Departmental 
staff offices on planning issues and development. By means of this 
system, coordinates the development of implementation strategies and 
subsidiary plans as well as processes for monitoring progress toward 
stated objectives.
    Develops, recommends and implements a management review system for 
the purpose of assessing organizational progress in implementing GPRA, 
strategic and customer service priorities, and of encouraging 
appropriate action by managers at all levels; provides analysis of 
individual organization and AoA-wide progress; identifies problems and 
issues for action by the Assistant Secretary and Senior Staff; suggests 
alternatives for resolving issues where progress is unsatisfactory and 
provides the Assistant Secretary with recommendations to facilitate 
decision-making.
    Initiates and develops AoA administrative and human resource 
management policies, procedures and instructions. Plans, organizes and 
conducts management studies of the AoA program, staff and organization.
    Plans, organizes and conducts in-depth studies of organization 
structures, functional statements, job structure, staffing patterns, 
management and administrative information systems, relevant legislative 
and regulatory authorities and/or workloads to analyze staff, 
equipment, and systems resources and needs and/or to determine and 
measure work elements. Recommends to the Assistant Secretary 
organization changes; alternate staffing patterns; job structure and/or 
functional statement modifications; and staff, workload and equipment 
distribution.
    Manages the AoA management improvement program. Assesses AoA's 
management methods and recommends improvements to the Assistant 
Secretary. Monitors AoA's progress toward approved goals. Incorporates 
performance measures used to implement GPRA.
    Consistent with relevant OMB Circulars, develops, defines and 
implements management analysis and reporting systems to provide for 
better informed management decisions and more equitable distribution of 
resources, and through the Division of Information Resources Management 
implements these within the AoA automated information system; manages 
official AoA administrative oversight systems, such as the personnel 
data base and the administrative issuance process. Performs assessments 
of paperwork processing, reporting, and other systems needs in AoA.
    Monitors AoA's compliance with the Federal Manager's Financial 
Integrity Act (FMFIA), as defined by OMB Circular A-123 (Management 
Accountability and Control). Develops protocols, develops and evaluates 
self-assessment models, and recommends corrective actions. Monitors 
AoA's compliance with FMFIA instructions and findings. Acts as the AoA 
liaison with Assistant Secretary for Management and Budget (ASMB) and 
Office of the Inspector General (OIG) on FMFIA matters. Prepares the 
AoA annual FMFIA report to the Secretary, the President and Congress.
    Develops, implements and assesses strategies on use of human 
resources and the assignment of full-time equivalent employment (FTE) 
ceilings. Develops and administers the AoA Position Management Plan and 
functional statements. Acts as liaison with ASMB and ASPER in 
coordinating preparation of organizational proposals requiring approval 
by the Secretary. Maintains official organizational, functional 
statement and delegation files for AoA. Develops formal program, 
administrative and personnel delegations of authority for AoA based on 
continuing management assessment and on review and analysis of 
legislation and regulations.
    Provides technical assistance and guidance to AoA managers and 
staff regarding personnel management matters. Reviews proposed requests 
for personnel action and recommends approval/disapproval of such 
requests.
    Develops and monitors the annual AoA employee training strategy and 
budget, assuring that the common training needs of AoA employees are 
identified and implemented. Coordinates Presidential Management Intern, 
Federal Women's and other developmental programs with high AoA/HHS 
priorities. Oversees AoA training contracts.
    Develops, manages, and assesses the effectiveness of AoA employee 
performance management, incentive and award systems. Provides training 
and technical assistance on current and demonstration systems. 

[[Page 65342]]

    Acts as AoA's focal point with the Office of the Secretary, other 
Federal agencies, and AoA organizational units on policy and regulatory 
issues involving real and personal property, space management, 
occupational safety and health, material management, postal management, 
and forms and records management. Provides oversight and direction to 
meet the administrative needs of AoA components. Serves as liaison with 
the Office of the Secretary, the General Services Administration (GSA), 
and outside vendors to provide facilities services including 
acquisition of facilities and equipment, personal property management, 
inventory control, and labor services. Administers AoA's personal and 
capitalized property management program, including the establishment 
and maintenance of property accountability systems, the storing and 
distribution of supplies, and the movement of furniture and equipment 
associated with the relocation of offices. Develops and implements 
AoA's plans, guidelines and activities for space and facilities 
management, including identification of and negotiations for space, and 
planning and design of office layouts. Responsible for the acquisition, 
disposition, allocation, and budgeting of space for AoA.
    Serves as the AoA records manager, providing guidance and 
assistance to both Headquarters and Regional Office staff regarding 
filing practices, retention and disposition of records.
Division of Grants and Contracts Management (BE3)
    Serves as AoA's focal point for management, leadership and 
administration of discretionary and formula grants, and cooperative 
agreements. Provides national policy oversight and development for 
grant management and administration matters. Ensures that all grant 
awards conform with applicable statutes, regulations, and policies. 
Maintains liaison and coordination with appropriate AoA and HHS 
organizations to ensure consistency between AoA discretionary and 
formula grant award activities, and the Department's various payment 
systems for grants.
    For discretionary grants, ensures that the administrative and 
financial management aspects of grants administration are carried out 
and monitors grantee performance in these areas. Provides support for 
and processes all discretionary grant award documents and negotiates 
grant budgets, and makes all awards for AoA Headquarters and Regional 
Offices. Reviews discretionary grants after input from AoA program 
offices, and coordinates AoA grantee financial management matters as 
necessary with appropriate HHS and AoA units.
    Issues and maintains control over formula grant awards under the 
OAA, and makes adjustments to previously issued formula grant awards.
    In coordination with all AoA Headquarters and Regional Offices 
having grant administrative responsibilities: reviews and assesses AoA 
formula grant award procedures; directs and/or coordinates management 
initiatives to improve formula grant programs in financial areas; 
develops proposals for improving the efficiency in awarding grants and 
coordinating financial operations among AoA programs; establishes 
priorities and develops procedures for grantee financial monitoring; 
and, reviews activities at the field level for all AoA discretionary 
and formula grant programs.
    Following consultation with all Headquarters and Regional Offices 
having grant administrative responsibilities, and with the approval of 
the Assistant Secretary: develops AoA instructions and procedures for 
the administration of all discretionary and formula grants, including 
those approved in AoA Regional Offices. Provides training and technical 
assistance to AoA staff regarding grants and provides overall guidance, 
monitoring, and assistance to Regional Offices in all areas of 
administrative and financial management of grants.
    Has primary responsibility for developing policy issuances for 
grants management in AoA, and reviews all proposed AoA instructions and 
policy issuances pertaining to grant matters which are derived from 
Departmental, OMB or other government-wide issuances to ensure 
consistent policy and interpretation within AoA concerning grants 
management.
    Functions as AoA liaison with the General Accounting Office (GAO), 
the HHS Office of the Inspector General and the Department's Office of 
Grants and Acquisition Management on grant matters. Assists at 
discretionary and formula grant hearings before the Departmental 
Appeals Board in response to disallowances and other financial claims 
by AoA or State Agencies on Aging and other grantees.
    For formula grant activities, develops financial management 
standards for State and Area Agencies and provides guidance on and 
interpretation of 45 CFR Parts 74 and 92 to AoA staff. Based on formula 
grants management policies and procedures approved by the Department, 
reprogram formula grant funds as required under the OAA.
    Responds to audit issues raised by Department and General 
Accounting Office audit reviews and ensures the proper analysis and 
resolution of audit findings by Regional Offices for final action by 
the Assistant Secretary. Coordinates receipt and processing of all 
grant and contract related materials.
Division of Information Resources Management (BE4)
    Manages AoA's Information Resources Management (IRM) Program and 
develops policies, plans, budgets, standards and procedures related to 
it. The IRM Director serves as the principal IRM Official, responsible 
for delegations of procurement authority and the annual five-year long-
range plan. Plans, manages, maintains and operates AoA's automated 
information system, including the LAN, personal computers, software, 
and support systems and services. Provides guidance and technical 
assistance on all components of the system and coordinates the 
preparation of manuals and policy issuances required to meet the 
instructional and informational needs of users of the system. Provides 
or contracts for training of users in all AoA systems, hardware and 
software. In coordination with the Executive Secretariat carries out 
the activities required under the Paperwork Reduction Act of 1980, as 
amended, as the Federal Information Resources Management Regulations, 
other Federal regulations and Executive Orders and DHHS/OS policies and 
procedures apply the Paperwork Reduction Act to automated information 
resources management. Represents AoA on the OS IRM Policy and Planning 
Board.
    Responsible for IRM reviews; Federal Information Processing 
resources retirement and disposal; and conducting and reporting of 
information resource inventories.
    Acts within the overall strategy, annual workplan and budget 
approved by the AoA Information Resources Management Board, composed of 
management representatives from each major component of AoA.
    Assesses the need for, and defines the specifications for 
procurement of all Headquarters and Regional Office IRM hardware and 
software. Reviews and recommends to the Director, OAM, the decision for 
Headquarters and Regional Office requests for Automatic Data Processing 
(ADP) equipment and services. Assesses, recommends and defines the need 
to share ADP services through inter-government, inter-department and 
interagency agreements. 

[[Page 65343]]
Surveys specifications and other literature, initiates requests for 
services, and defines AoA's need for support services from private ADP 
vendors.
    Recommends strategies, provides for, and maintains systems 
integration in the AoA corporate data enterprise. Designs and 
institutes procedures for the protection, security and integrity of the 
AoA data, hardware and software. Develops automation-based solutions to 
improve efficiency and effectiveness of methods used by AoA staff to 
carry out work assignments and responsibilities.
    The Division is responsible for establishing and maintaining a 
secure Internet presence. The Internet presence will be used to provide 
a variety of services to agency customers including a World Wide Web 
Home Page containing the latest information on AoA activities, sending 
and receiving grantee financial and performance reports, and supporting 
an International Aging Information Network that will pull together 
various private non-profit and federal/state/local/government resources 
addressing aging related issues. This network will be integrated with 
the National Aging Information Center (NAIC) which will provide on-
line, direct public access to the NAIC's substantial data analysis 
capability for professional aging services providers.
    Provides telecommunications planning, budgeting and management for 
AoA Headquarters' facilities, including procurement, installation, 
alterations, and maintenance. Provides liaison with HHS and GSA on 
telecommunications matters, and provides assistance to AoA components 
to identify telecommunications needs and to use communications 
equipment and systems.

D. Office of Program Operations and Development (BF)

    Reports to the Assistant Secretary for Aging. Plans, directs and 
evaluates agency program operations, including the development and 
implementation of a comprehensive, coordinated system of services for 
older Americans. Coordinates all AoA cross-cutting program activities 
and initiatives. Assures internal coordination of programs. Assesses 
the need for, develops strategies and priorities about, and conducts 
activities for the development of adequate knowledge for improving the 
circumstances of older people.
    Provides leadership on behalf of Titles III, IV and VI of the OAA, 
and those parts of Title II of the OAA for which the Office is 
responsible. Plans, directs and evaluates the programs under the OAA 
designed to provide planning, coordination and services to older 
Americans through grant programs authorized under Titles III and VI of 
the OAA. Assures the successful collection of data and its analysis to 
demonstrate program effectiveness. Assures that program and service 
information and trends are disseminated to advocates for older persons. 
Provides technical assistance to and education for State and Area 
Agencies on Aging and Tribal grantees in the development of plans, 
goals, and system development activities. Assures that statutory 
requirements, regulations, policies, and instructions are implemented 
for Titles III and VI, and for the functions under Title II for which 
the Office is responsible.
    Performs the following functions under Title II: issues and 
enforces regulations regarding conflicts of interest in arranging the 
provision of services under the Act, including prohibiting such 
conflicts on the part of Area Agencies on Aging; provides direction to 
service providers to improve data collection and analysis; designs 
uniform data collection procedures; assists State and Area Agency 
volunteer coordinators, as necessary, and encourages the effective use 
and training of volunteers; consults with State and Area Agencies and 
Tribal grantees in the development of goals, regulations, instructions 
and policies; oversees the Nutrition Officer who provides technical 
assistance and guidance to Regional Offices, States, Area Agencies on 
Aging and service providers; establishes and convenes a nutrition 
guidance council to assess program effectiveness and to promote 
nutrition and dietary standards; and assures planning for and 
completion of studies and evaluations.
    Provides program expertise to the Assistant Secretary for policy 
development, advocacy and program initiatives within its assigned 
program areas.
    Provides technical assistance to the Headquarters and Regional 
Offices, State and Area Agencies on Aging, and other organizations on 
their statistical data needs, uses of data, and methods of collecting 
the data.
    Funds and administers the National Aging Information Center, which 
compiles, publishes and disseminates information on programs funded 
under the Act, as well as demographic data on the elderly population 
and data from other Federal agencies on the health, social and economic 
status of older persons, and provides technical assistance and training 
to State and area agencies and to service providers on State and local 
data collection and analysis.
    Assesses results of these activities to develop utilization 
strategies. Promotes information dissemination in professional fields. 
Develops and manages AoA technical information clearinghouse to ensure 
dissemination of information such as best practice models, to exchange 
program experience with the network of State and Area Agencies on 
Aging, and to coordinate technical information dissemination 
requirements with other national organizations in the field of aging.
    Supervises and provides technical guidance to the Regional Offices 
as they implement the national programs of the OAA. Ensures that clear 
and consistent guidance is given to all Regional Offices on program and 
policy directives. Issues substantive operating procedures to guide 
Regional Office staff of AoA in the conduct of their responsibilities; 
establishes standards for performance plans in the Regional Offices; 
regularly assesses the performance of AoA Regional Office staff against 
the established standards.

E. Regional Offices on Aging (BFD1 to BFDX)

    Regional Offices on Aging are headed by a Regional Administrator 
(RA) who reports to the Director, Office of Program Operations and 
Development.
    Serve as the focal point for the development, coordination and 
administration of OAA programs within the designated HHS region. 
Represent the Assistant Secretary for Aging within the region, and 
provide information for, and contribute to the development of, national 
policy dealing with the elderly. Based on national policy and 
priorities, establish field program goals and objectives.
    Serve as the effective and visible advocates for the elderly to 
Federal agencies in their geographic jurisdiction to ensure the rights 
and entitlement of the elderly; advise, consult and cooperate with each 
Federal agency proposing or administering programs or services related 
to the aging; coordinate and assist in the planning and development by 
public (including Federal, State, Tribal and local agencies) and 
private organizations of comprehensive and coordinated services and 
opportunities for older individuals in each community of the nation; 
conduct active public education of officials and citizens and the aged 
to ensure broad understanding of the needs and capabilities of the 
aged.
    Monitor, assist and evaluate State Agencies on Aging administering 

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    programs supported under Titles II, III and VII of the OAA, and Indian 
Tribal Organizations administering projects under Title VI. Review OAA 
State Plans on Aging and approve acceptable plans or recommend 
disapproval to the Assistant Secretary for Aging, as appropriate. 
Recommend approval or disapproval of regional Title IV applications to 
the Assistant Secretary. Review applications and recommend approval or 
disapproval of Title VI applications to the Assistant Secretary.
    Advise the Assistant Secretary of problems and progress of programs 
through the Director, Office of Program Operations and Development; 
recommend to the Assistant Secretary changes that would improve OAA 
operations; evaluate the effectiveness of OAA and related programs in 
the Region and recommend to the Assistant Secretary or take positive 
action to gain improvement; and guide agencies and grantees in 
applications of policy to specific operational issues requiring 
resolution. Facilitate interagency cooperation at the Federal, Regional 
Office, State and Tribal levels to enhance resources and assistance 
available to the elderly. Disseminate and provide technical assistance 
regarding nutrition guidelines and developments to State and Area 
Agencies, Indian Tribal Organizations and nutrition service providers.
    Monitor and assist State and Area Agencies and Indian Tribal 
Organizations in the implementation and execution of the long-term care 
ombudsman, elder abuse prevention, elder rights and legal assistance 
development, and outreach, counseling and assistance programs, and the 
implementation of elder rights under Title VII of the OAA.
Office of State and Community Programs (BF1)
    Serves as the focal point within AoA for the operation, 
administration, management and assessment of the programs authorized 
under Title III of the OAA. Also carries out the following 
responsibilities of Title II: encourages and assists in the provision 
of information to older people with the need for Supplemental Security 
Income, Medicaid and Food Stamps; implements and oversees the 
supportive services and nutrition programs; implements and oversees the 
uniform data collection procedures for States; implements and oversees 
the responsibilities for consultation with other Federal agencies and 
with State and Area Agencies on Aging.
    Implements Title III of the OAA through the development of 
regulations, policies and guidance governing the development and 
enhancement of comprehensive and coordinated home and community-based 
care service delivery systems by State and Area Agencies on Aging. 
Provides guidance regarding State Plan processing and approval, the 
process and criteria for approval of States' Intrastate Funding 
Formulas for the allocation and targeting of resources within States, 
and implementation of the Interstate Funding Formula for distribution 
of Title III funds among States. In the field, implements Title III 
through the provision to Regional Office staff of guidance and 
information concerning AoA programs, and interpretation of Title III 
program regulations and policy. In addition, fosters, oversees, and 
assesses the implementation of Title III by States and Area Agencies 
through guidance and direction to Regional Office staff regarding 
program reviews, compliance monitoring, program and system development 
and enhancements. Designs and provides training and technical 
assistance for program compliance, effectiveness, and enhancement.
    Develops and designs the criteria for collecting, analyzing and 
distributing program performance data on State and Area Agencies' 
implementation of OAA programs, and prepares that data for reporting to 
Congress, the public and the National Aging Information Center.
    Provides specialized input on Title II and III programs to long-
range planning, operational plans and the budget process. Develops 
program plans and instructions for AoA Regional Offices and State and 
Area Agencies to improve Title III programs and to ensure that the 
objectives of the OAA in fostering independence and life with dignity 
are met.
    Develops policies, guidance and technical assistance to State and 
Area Agencies on Aging with respect to programs under Title III of the 
OAA, including the development and implementation of comprehensive and 
coordinated systems for supportive services, congregate and home-
delivered nutrition services, the development and operation of 
multipurpose senior centers and the delivery of legal assistance; 
provides guidance and technical assistance to AoA Regional Office Staff 
in the effective implementation of programs under Title III of OAA; 
designs, implements and provides guidance and technical assistance to 
State and Area Agencies on Aging and service providers on data 
collection and analysis (Section 202(b)(28)) and on uniform data 
collection procedures for State Units on Aging (Section 202(b)(29)); 
consults with State and Area Agencies on Aging, service providers and 
other appropriate stakeholders in the development of goals, 
regulations, program instructions and policies regarding comprehensive 
and coordinated supportive and nutrition systems of services for older 
individuals.
    Develops regulations for use by State and Area Agencies on Aging 
and local service providers responsible for programs under Title III of 
the OAA. Carries out the functions of the designated nutrition officer, 
who coordinates nutritional services under the Act and develops the 
regulations and guidelines, and provides technical assistance regarding 
nutrition to the AoA Regional Offices, State and Area Agencies, 
nutrition service providers, and other organizations; in coordination 
with the Office of Governmental Affairs and Elder Rights, serves as the 
liaison to the United States Department of Agriculture and other 
Federal agencies and organizations related to nutrition policy and 
program issues.
    Administers the State plan hearing process required by Section 
307(c)(1) of the OAA and provides the analysis and recommendations for 
the Assistant Secretary's decision resulting from the hearing.
    Provides timely and accurate responses to requests for policy 
interpretation and technical assistance from Congress, State and Area 
Agencies on Aging, and the general public.
    Develops and operates a National Aging Program Information System 
focused on the information needs of AoA and the Network on Aging to 
both manage and advocate for the delivery of effective and efficient 
services to the elderly. Coordinates and conducts operational studies, 
program analyses, and evaluations on special issues of concern to the 
Secretary, the Assistant Secretary, Regional Offices, and State and 
Area Agencies on Aging. Prepares reports on program operations under 
Title III for the Assistant Secretary, other AoA offices, the 
Secretary, the President, Congress and the public.
    Through the analysis of State Plans, evaluation findings and other 
relevant material, identifies potential Title III program and 
management issues and develops recommendations to the Assistant 
Secretary on possible solutions.
    Carries out the Title II responsibilities related to facilitating 
the continuing development, expansion and improvement of home and 
community-based service systems to be more responsive at the community 
level to meet the social and human service 

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needs of the elderly. Develops and implements special initiatives at 
the national level for building strong interagency, intergovernmental 
and private sector partnerships to address age-related issues and 
concerns and promotes these initiatives throughout the network of 
agencies involved with older Americans.
    Directs and assesses the development under Title III of the OAA of 
State-administered, home and community-based long-term care systems, 
and social and supportive services for the elderly. Initiates and 
encourages expansion of the capacities of home and community-based 
social service and health care systems to deliver comprehensive 
services to the elderly. Strengthens and extends the development of the 
continuum of care principle in local community-based social services 
systems for the elderly. Provides technical and subject matter 
expertise for the development of these systems, targeted at enhancing 
the capabilities of State and Area Agencies and local service delivery 
programs to improve their service to older people.
    Assists State and Area Agencies and local service delivery agencies 
to analyze program trends and project needs of the aging population, 
and to develop strategies and specific implementation plans to enable 
all levels of the Aging Network to anticipate and adapt to community 
program needs in the future. Develops policies, guidance and technical 
assistance to the Aging Network of States, Area Agencies, service 
providers, national organizations, state organizations, local 
organizations and academia. Focuses primarily on the development of 
systems of care at the community or local level. Coordinates with the 
Division of Program Management and Analysis to achieve a fully 
integrated approach for the enhancement of systems of care throughout 
the nation.
    Assists in the collection and analysis of demographic and socio-
economic information related to the aging. Maintains a knowledge of 
data generated by a wide range of organizations; provides liaison with 
the Federal Task Force on Aging Statistics; in support of planning and 
program requirements, performs routine and special statistical analyses 
of data for AoA offices, other Federal and non-Federal organizations, 
and the general public.
Office for American Indian, Alaskan Native, and Native Hawaiian 
Programs (BF2)
    On behalf of individuals who are older Native Americans, serves as 
the effective and visible advocate within the Department, with other 
Departments and agencies of the Federal Government, and with State, 
local and tribal governments regarding all Federal policies affecting 
Native American elders. Additionally, advocates and promotes linkages 
among national Indian organizations, national aging organizations, and 
national provider organizations with the goal of enhancing the 
interests of and services to Native American elders.
    Recommends to the Assistant Secretary policies and priorities with 
respect to the development and operation of programs and activities 
relating to individuals who are older Native Americans. The Office 
coordinates activities among other Federal departments and agencies to 
ensure a continuum of improved services through memoranda of agreements 
or through other appropriate means of coordination. Carries out the 
following responsibilities of Title II: evaluates the outreach under 
Title III and Title VI and recommends necessary action to improve 
service delivery, outreach, and coordination between Title III and 
Title VI services; encourages and assists the provision of information 
to older Native Americans with need for Supplemental Security Income, 
Medicaid, food assistance, housing assistance, and transportation 
assistance; develops research plans, conducts and arranges for research 
in the field of Native American aging; collects, analyzes, and 
disseminates information related to problems experienced by older 
Native Americans, including information on health status of older 
individuals who are Native Americans, elder abuse, in-home care, and 
other problems unique to Native Americans; develops, implements, and 
oversees the uniform data collection procedures for Tribal and Native 
Hawaiian Organizations; and implements and oversees the consultation 
requirements of Title II as they apply to Native American issues.
    Chairs the Interagency Task Force on Older Indians which is 
comprised of representatives from the Federal departments and agencies 
with an interest in the welfare of individuals who are older Indians 
and makes recommendations to the Assistant Secretary at six month 
intervals, to facilitate coordination among Federally funded programs 
and improve services to older Indians.
    Provides the Native American input to the Office of Program 
Development for inclusion in AoA's research plan. In addition, 
collaborates with the Office of State and Community Programs on Title 
VI--Title III coordination.
    Provides input and feedback to the Office of Program Development 
for the development and operation of Resource Centers on Native 
American Elders which gather information, perform research, provide for 
dissemination of results of the research, and provide technical 
assistance and training to those who provide services to Native 
American elders.
    Provides specialized input on Title VI programs and the Native 
American components of Title II and Title VII-B programs to other 
Offices for long range planning, operational plans, research and 
training, and the budget process. Determines the Title VI grant amounts 
from annual appropriations. Develops testimony and background documents 
concerning Native Americans for use by the Assistant Secretary.
    Serves as the AoA focal point for the administration and assessment 
of the programs authorized under Title VI and the Native American 
Organization provisions of Title VII-B of the OAA, including 
administering grants, cooperative agreements and contracts. Implements 
the American Indian, Alaskan Native and Native Hawaiian programs in the 
field through provision of program and policy direction, training and 
oversight to the Regional Offices in the execution of the Native 
American components of their Title II, Title VI and Title VII-B 
responsibilities. Oversees the Regional Offices' monitoring of Title VI 
grantees. Arranges for and manages on-going training and technical 
assistance for Title VI grantees. Coordinates additional training and 
technical assistance with other projects managed by the Office Program 
Development.
Office of Program Development (BF3)
    Develops AoA plans and priorities for evaluation of programs, with 
subject matter input from appropriate units. Manages contracting for 
mandated evaluation projects and performs intramural evaluation 
studies. Prepares reports of the results of program and impact 
evaluations conducted by and for AoA, with technical input from other 
AoA units.
    Maintains information on programs in other Federal agencies and 
national voluntary agencies which have potential for relating to 
research, demonstration and training strategies. 

[[Page 65346]]

    Plans, directs and evaluates activities authorized under Title IV 
of the OAA. Conducts activities for the development of adequate 
knowledge for improving the circumstances of older people. Develops a 
knowledge base for policy decisions and program development and 
coordination through support of a wide range of research, 
demonstration, and training activities.
    Prepares the planning documents for, and coordinates the 
development of, the annual discretionary funds program announcement. 
Provides technical input for Congressional and budget presentations 
related to the research and demonstration program. Evaluates research, 
demonstration and training grant and contract proposals; and recommends 
approval/disapproval, monitors progress, gives technical guidance to 
and evaluates the performance of grantees and contractors. Analyzes and 
interprets project results and recommends technical applications. 
Promotes coordination of research and demonstrations with other 
national, field and local programs related to aging.
    Within overall AoA strategy and long range plans, conducts 
continuing studies and periodic reviews of personnel needs and 
resources in the field of aging. Plans and assesses AoA's activities to 
ensure trained staff for programs serving older Americans. Develops and 
monitors a national plan for increasing these resources, and prepares 
reports thereon for AoA, the Federal Council on the Aging, the 
Secretary, the President and Congress.
    Administers a program through grants and contracts for developing 
curricula and providing training related to preparation for 
professional, teaching, research, and paraprofessional careers in the 
field of aging. Makes grants for planning, developing, and operating 
multi-disciplinary centers of gerontology designed to serve the 
purposes set forth under Title IV of the OAA, including the monitoring 
of such grants on a continuing basis.
    Develops standards, optional models, and ``best practice'' 
suggestions on services to the elderly for use by the Regional Offices, 
and State and Area Agencies on Aging. Develops technical assistance 
material and in-service training curricula concerning these standards, 
models, and best practice suggestions.
    Provides technical input on research, demonstration and training 
programs to the AoA planning and policy development activities, 
legislative activities and the annual budget development cycle. 
Participates in Departmental and inter-departmental activities which 
concern health and social services; reviews and comments on 
Departmental regulations and policies regarding health programs and 
institutional and non-institutional long term care services.
    Manages a program for the collection, analysis, and dissemination 
of information related to the needs and problems of older persons. 
Develops and coordinates initiatives with other Federal agencies, 
national aging organizations and universities to fill gaps in 
information in the field of aging.
    Reviews all products from AoA, the OAA network, and other sources 
of information on aging to identify new findings which will be useful 
to older people and professionals operating in the field of aging. 
Determines the relative utility of each product, its potential users, 
and the most effective way to disseminate information to users.

    Dated: December 12, 1995.
Fernando M. Torres-Gil,
Assistant Secretary for Aging.
[FR Doc. 95-30732 Filed 12-18-95; 8:45 am]
BILLING CODE 4130-01-P