PUBLIC BUILDINGS SERVICE OFFICE OF THE EXECUTIVE DIRECTOR Division/ Branch Title Supv. Budget Finance ning Sys. Anal. Other Total Administrative Support Activity (cont'd) Division/ Administrative Supv. Anal. Mgt. Svcs. Audits Liaison Other Total VACANT (NO FORMAL STAFFING TO DATE) Policy and Programs Division The Division is headed by a GS-15 Program Analysis Officer. There are two branches: Billing and Reports Analysis, and Policy, Require ments, and Procedures. The former is headed by a GS-12 Program Analysis Officer; the latter is headed by a GS-15 Operations Research Analyst. The Policy, Requirements, and Procedures Branch develops the policies and procedures which govern the Federal Buildings Fund. 4.2 staff-years of staff time are devoted to management/program/operations research analysis of the Fund. It also conducts studies and analyses aimed at determining how FBF income can be optimized, and whether the Fund is meeting its objectives and/or what improvements might be made. Branch personnel coordinate with the Systems Division within the Office of the Executive Director in order to obtain assistance in accessing computer data necessary for financial analyses. The Billing and Reports Analysis Branch expends the major portion of staff-years in the areas of systems (1.6), budget (.9), and management analysis (.8). The Branch generates all billings for space, develops FBF income projections, provides agencies with projected space costs, and coordinates responses to agency inquiries about space bills. There is substantial coordination with the Office of Space Management are being performed by the Administrative Services Branch, i. e. PBS Central Office allotment control and operating equipment management. Other Coordination and Support Branch functions are still being performed by the Special Assistant to the Executive Director - i. e., development of PBS personnel management policies and preparation of budgetary submissions for the Office of the Executive Director and the Office of the Commissioner. . Currently, a number of functions performed by the Administrative Services Branch - i. e., evaluation of the effectiveness of administrative equipment management, control of printing and reproduction activities, telecommunications management are performed more as counting exercises than as a management control function. For example, requisitions are processed, but not questioned or evaluated in light of past requests; rather, there is a check to ensure that funds are available. There is a record maintained of printing costs and reproduction equipment usage, but no management of expense levels or equipment usage exists. Telecommunications equipment is accounted for, but telecommunications costs are not scrutinized for possible reductions. The program offices already track their equipment, printing and reproduction, and telecommunications costs. Unless the Administrative Services Branch sets policies governing these activities, and checks to ensure that policies are being enforced, its activities duplicate but do not expand upon those already performed in the program areas. In conclusion the team believes that the key function of the Administrative Management Division should be management and control of PBS administrative procedures and costs. In order that the Division may betin to fully exercise this role, it is essential that a full-time division director be selected as soon as possible. Further, it would be unwise to staff the Coordination and Support Branch until such time as the Administrative Management Division can clearly define and carry out the procedures necessary to perform its assigned functions. RECOMMENDATION 9. The Coordination and Support Branch, Administrative Management Division, should not be staffed until a Division Director has been selected and procedures governing administrative management in PBS have been defined. These procedures should clearly delineate the responsibilities of the Administrative Management Division and those of the PBS program offices. The Division was established in April 1977. Due to classification issues, a full-time Division Director has not been selected. Presently, a special assistant to the Executive Director is serving as Acting Division Director. This situation has inhibited development of a precise definition of the responsibilities of the Division versus those of the PBS program offices. At present, there appears to be a duplication of effort between these units. Accordingly, it would be unwise to staff the Coordination and Support Branch until these responsibilities are 3-16 |