Chapter 3 – NOAA Operations – Administrative Services
The Office of the Chief Administrative Officer (OCAO) is responsible for NOAA’s facility management program, including capital investment planning and management for NOAA’s substantial facility portfolio totaling over $5 billion in owned and leased facilities; facility construction and modernization; and real and personal property management. The OCAO manages NOAA’s safety, environmental compliance, and energy efficiency programs; ensures continued NOAA-wide compliance with Export Administration Regulations; and oversees NOAA’s Office of Inspector General and Government Accountability Office audit coordination and resolution program. The OCAO also manages NOAA’s Freedom of Information Act compliance, competitive sourcing program, administrative issuances program, civil rights program, and compliance with Homeland Security Presidential Directive (HSPD–12) requirements. As depicted in Figure 3-10 and described below, the OCAO is organized into ten offices and divisions.
Figure 3-10
The OCAO Organization
Audit and Information Management Office
The Audit and Information Management Office provides management oversight and advice to NOAA on management reviews, corrective actions, program integrity, and NOAA-wide management of activities related to regulations, delegations of authority, A-76/FAIR Act, records management, FOIA and Privacy Act records, and forms management.
As part of the OCAO, the Audit and Information Management Office leads and participates in Departmental task forces to ensure effective program coordination and cooperation on cross-cutting goals. Audit staff provides advice and consultation on organizational structure, management improvements and related analytical activities.
Business Analysis and Investment Planning Staff
The Business Analysis and Investment Planning Staff (BAIPS) is an interdisciplinary team within OCAO that serves NOAA’s mission through integrated and collaborative planning processes, using comprehensive data analysis to validate future projects and initiatives; advises NOAA internal customers based upon sound quantitative and qualitative analysis, leveraging the resources of its interdisciplinary team; reaches across OCAO, NOAA, Department of Commerce, and Federal community boundaries to facilitate alignment of NOAAs initiatives with the evolving goals and policies of the Federal government through information sharing; and, maximizes the opportunity for OCAO initiatives to receive funding by influencing decision making processes, through strategic communication and relationship building.
The NOAA Civil Rights Office provides overall leadership, planning, coordination, integration and execution of NOAA’s Equal Employment Opportunity and Civil Rights Programs. The Office is tasked to:
- »Develop, direct, and coordinate agency programs, policies, and activities to ensure the accomplishment of EEO and civil rights responsibilities.
- »Develop policies, guidelines, and procedures for implementing and monitoring the requirements of applicable civil rights, diversity, and equal employment statutes, regulations, Executive Orders and management directives.
- »Develop Management Directive 715 analyses (workforce and barriers) and reports.
- »Process complaints of discrimination.
- »Maintain liaison with minority groups and women’s organizations within and outside of the Agency.
- »Administer the efforts in supporting and exploring activities that promote, recognize, and value diversity in the workforce.
Facilities Operations Division
The Facilities Operations Division (FOD) manages NOAA’s local building/campus management program, delivering facility administrative services at specific corporate campuses nationwide. The Division has responsibility for policy development and guidance, program execution and performance metrics, and customer relations.
The Division is comprised of three (3) Building Management branches (National Capital Region, Boulder, CO, and Seattle, WA), and two (2) building managers (Norfolk and Kansas City) that oversee facility administrative services delivered at various corporate complexes across the country, and the development and implementation of automated building management systems. These services include space management; site-specific shipping/handling site-specific mail distribution services; local Dispatch Pools. The Division is also responsible for NOAA’s compliance with Homeland Security Presidential Directive (HSPD)-12 physical access and security requirements, and coordination with the DOC Office of Security regarding security and anti-terrorism risk protection measures at NOAA facilities.
Foreign Visitors, Controlled Technology, and Deemed Exports Office
The Foreign Visitors, Controlled Technology, and Deemed Exports Office advances U.S. national security, foreign policy, and economic interests by regulating exports, enforcing compliance, assisting key transit nations, and monitoring the U.S. defense industrial base, with a focus on sensitive technologies.
Daniel K. Inouye Regional Center
The Daniel K. Inouye Regional Center (IRC) is located on historic Ford Island, Naval Station Pearl Harbor, Honolulu, Hawaii. The IRC combines new facilities with the historic preservation of four historic buildings culminating into a campus which is environmentally sustainable, state of the art, and Leadership in Environmental and Energy Design (LEED) Gold Certified.
The IRC Team’s vision is to be a high performance sustainable facility that will enhance the technical and scientific research and operations conducted by our building tenants and their partners. The Team’s mission is to provide excellent Facility Management and Information Technology Services which will support the strategic mission of NOAA which are low in cost, expeditious, and “no ka oi” (Number One).
The Logistics Operations Division (LOD) manages NOAA’s national programs for personal property, and logistics services. The division has responsibility for policy development and guidance, program execution, performance metrics and customer relations. The division is composed of two branches: The Personal Property Management Branch (PPMB) and The Logistics Management Branch (LMB).
PPMB is responsible for management of NOAA’s personal property program. This comprises oversight of personal property databases, and ensuring NOAA-wide compliance with financial auditing requirements for personal property.
LMB is responsible for the logistics services program. This includes coordinating the national logistics management program and warehousing; NOAA-wide fleet management, printing and publications (including forms management); photocopy services and administration of the Brandywine Warehouse.
LOD Responsibilities include:
- »Develop and maintain NOAA-wide personal property program
- »Manage Sunflower Personal Property Inventory Management System for NOAA
- »Ensure Personal Property Controls
- »Manage reporting, utilization and disposal actions for personal property (including National Disposal)
- »Primary lead in audit initiatives for personal property management
- »Manage and approve NOAA’s procurement of printing services
- »Manage NOAA-wide vehicle program for Agency Owned, GSA Leased and Commercial Leased Vehicles
- »Manage NOAA warehouse in Brandywine, MD
- »Manage NOAA-wide transit subsidy program
- »Manage NOAA mail program
- »Manage NOAA Small Package program (UPS)
Project Planning and Management Division
The Project Planning and Management Division (PPMD) manages NOAA’s national project construction and construction program. The Division is responsible for policy development and guidance, program execution and performance management, and customer relations for the facilities construction program (for new facilities, repair and alteration).
In addition, PPMD is responsible for the development of standard policies and processes for project planning, project management, and progress/performance metrics. The Division manages the total project life-cycle for major construction projects, and repair and alterations projects, including planning, scoping, design, construction, and commissioning of new facilities. In addition to program management and planning capabilities, PPMD also has expertise in architecture and engineering, conducting facility condition surveys, and related publications and records management.
Real Property Management Division
The Real Property Management Division (RPMD) manages NOAA’s national real property acquisition and asset management programs, including responsibilities for policy development and guidance, program execution, performance management, audit resolution, and customer relations.
The real property acquisition program includes the following responsibilities:
- »Requirements Analysis
- »Conducting Market Surveys
- »Conducting Price and Cost Determination
- »Negotiating Right of Entry
- »Conducting surveys and appraisals
- »Coordinating National Environmental Protection Act (NEPA) studies and Determinations
- »Negotiating leases (capital and operating),
- »Coordinating GSA Space Assignments, and
- »Acquiring Fee Interest in Real Property
This program also addresses compliance with financial auditing requirements for real property, processing and distribution of rental payments, and management of the real property database. It serves as NOAA’s real estate focal point in support of property transfers, easements, and issuance of license agreements.
The asset management program includes the following responsibilities:
- »Establishing policy for ongoing repair and maintenance of facilities
- »Developing and managing the overall policy for investments under the Facility Maintenance
- »Repairs and Safety (FMRS) program, and
- »Monitoring total cost of occupancy data for NOAA’s real property portfolio and managing NOAA’s facility condition assessment/inspection program.
Safety and Environmental Compliance Office
NOAA’s Safety and Environmental Compliance Office (SECO) is a professional services organization that establishes NOAA’s policy, guidance, and oversight to ensure compliance with regulatory, internal, and other requirements and to drive toward continuous improvement in Safety, Occupational Health, Environment, and Sustainability performance.
More information about OCAO is available at www.corporateservices.noaa.gov/~ocao/index.html.
