TABLE OF CONTENTS
Topics | Sections |
1.1 What is the purpose of this chapter? 1.2 What is the scope of this chapter? 1.3 What are the authorities for this chapter? 1.4 What is the overall Service policy? 1.5 What terms do you need to know to understand this chapter? | |
1.6 What are the responsibilities for the management of the Service’s organizational structure structure | |
1.7 What must the Service consider when planning for organizational changes? 1.8 Is there a priority related to where a new office must be located? 1.9 What nomenclature does the Service use in its organizational structure? | |
1.10 What is the purpose of an organization code and cost center? 1.11 What offices must be assigned an organization code and cost center, and what are the procedures for obtaining them? |
OVERVIEW
1.1 What is the purpose of this chapter? This chapter:
A. Provides policy and procedures for U.S. Fish and Wildlife Service (Service) employees who are responsible for the management of organizational structures throughout the Service;
B. Includes information on requesting changes to the organization and obtaining, changing, or deleting accounting codes for cost centers; and
C. Supplements Department of the Interior (Department) policy found at 101 Departmental Manual (DM) 1 – 4, Organization Management.
1.2 What is the scope of this chapter? This chapter applies to all Service employees involved with organizational planning and changes.
1.3 What are the authorities for this chapter?
A. Budget and Accounting Act of 1921 (31 U.S.C. 1005).
B. Department of the Interior Personnel Bulletin No. 18-03: Position Management and Position Classification Policy Handbook, February 23, 2018 (revised May 15, 2018).
C. Farm Security and Rural Investment Act of 2002 (Public Law 107-171).
D. General Services Administration (GSA), Federal Management Regulation (FMR), Assignment and Utilization of Space (41 CFR Part 102-79).
E. Rural Development Act of 1972, as amended (Public Law 92-419).
F. 101 DM, Organization Management.
G. 105 DM 3, Unified Regions.
H. 370 DM 711, Labor-Management Relations.
I. 425 DM 1, Space Management, Policy and Procedures.
J. 470 DM 1, Public Communications, General Policy and Procedures.
1.4 What is the overall Service policy?
A. Organizational planning within the Service must adhere to the policy in this chapter and in 101 DM 1 – 4.
B. The Service must establish and maintain organizational structures as a framework of control and to delineate levels of responsibility required to accomplish the Service’s goals and objectives.
C. Service managers must develop functional statements that describe the mission, purpose, and roles of the organizational components within the overall structure of the agency. Managers must design organizational structures to accomplish the mission in the most effective, efficient, and economical manner. When revising existing or establishing new organizational structures, managers must address the following elements:
(1) Ability to collaboratively carry out program objectives and associated tasks in cooperation with other organizations within the Service; with other Federal agencies and State, local, and Tribal governments; and with other partners;
(2) Elimination of unnecessary organizational fragmentation and excessive layering of positions and implementation of principles of position management;
(3) Effective channels of communication;
(4) Ability to establish programmatic internal controls and maintain accountability for program and administrative operations at the appropriate hierarchical level;
(5) Impact of organizational structure on employee engagement and well-being, as well as on productivity and the ability to provide a high quality customer service experience to stakeholders;
(6) Adherence to human resources management policies and practices; and
(7) Cost effectiveness.
D. Employees must request organizational changes in accordance with the Procedures to Obtain Approval on Organizational Changes SharePoint site.
1.5 What terms do you need to know to understand this chapter?
A. Cost center is an organizational unit within a controlling area of the Service used to accumulate and report costs within the Financial and Business Management System (FBMS) for a specific location or entity. It can also be used to describe a 10-digit code assigned to organizations (see section 1.9I).
B. Organizational code is an organizational unit within a controlling area of the Service used for legacy systems within the Service for a specific location or entity. It can also be used to describe a 5-digit code assigned to organizations.
C. Organizational planning is the process by which the Service identifies its structures, determines placement of functions within those structures, and determines the allocation of staff and other resources among the functional entities that comprise its organization.
RESPONSIBILITIES
1.6 What are the responsibilities for the management of the Service’s organizational structure? See Table 1-1.
Table 1-1: Responsibilities for Management of the Service’s Organizational Structure
These employees… | Are responsible for… |
A. The Director | (1) Approving or declining to approve Servicewide policy; (2) Providing policy direction and implementation of organizational planning and management within the Service; and (3) Approving or declining to approve additions, changes, or deletions to official organization names, codes, and cost centers that also require congressional notification and approval. |
B. Deputy Director(s) | (1) Providing technical assistance and counsel to Directorate members regarding organizational management and field office locations; (2) Carrying out a continuing Service program of organizational review to improve performance and strengthen program direction and management; (3) Reviewing and recommending disposition of proposed organizational changes and field office locations; and (4) Analyzing management improvements and coordinating these efforts with other organizations, including Departmental offices, as appropriate. |
C. Directorate members (i.e., Regional Directors; Assistant Directors; Director, National Conservation Training Center (NCTC); Chief, National Wildlife Refuge System (NWRS)) | (1) Completing organizational planning within their Regions and programs; (2) Ensuring that their functional statements and structures are current, reflect the mission of their organizations, and promote efficient and effective operations; (3) Contacting the Joint Administrative Operations (JAO), Headquarters (HQ), Budget and Performance Division Chief to determine if requests for organizational changes require congressional notification and approval, or if they can approve such changes themselves (see the Procedures to Obtain Approval on Organizational Changes SharePoint site for more information); (4) Coordinating with the JAO Financial Operations team to request organizational changes to accounting information for their areas of responsibility; (5) Ensuring approved changes are reflected in the DM chapters on the Service’s organization (142 DM 1-15) by contacting the Policy, Economics, Risk Management, and Analytics (PERMA) Division, Policy and Regulations Branch ; and (6) Complying with the requirements in this chapter and in 101 DM 1 – 4 before implementing any organizational changes. |
D. Assistant Director – Management and Administration (i.e., AD-MA or Associate Chief Financial Officer) | Supervising JAO offices’ involvement with organizational changes and management. |
E. JAO, HQ, Budget and Performance Division Chief | (1) Performing reviews and special studies related to budget formulation, budget execution, and position ceilings; and (2) Assisting Directorate members and other managers in the process of planning and obtaining organizational changes to accomplish their missions, which includes guiding them through the process of obtaining congressional approval, when appropriate. |
F. JAO, Administrative Operations Center (AOC), Financial Operations Division Chief | (1) Performing reviews and special studies related to financial accountability and payroll operations; and (2) Ensuring the Corporate Master Table (CMT) and FBMS are updated to reflect additions, changes, or deletions to official organization codes, cost centers, or organization names. The Financial Operations team developed a CMT SharePoint site and mySupport function for organizations to make such requests. |
G. JAO, HQ, Human Capital Division Chief | (1) Performing reviews and special studies related to position management, effective utilization of human resources, and labor-management relations; and (2) Ensuring the Federal Personnel and Payroll System (FPPS) and QuickTime are updated to reflect additions, changes, or deletions to official organization codes, cost centers, or organization names. |
H. JAO, HQ, Acquisition, Property, and Policy Management Division Chief | Performing reviews and special studies related to space and quarters management. |
I. JAO, HQ, Policy, Economics, Risk Management, and Analytics (PERMA), Policy and Regulations Branch Chief | (1) Ensuring that Directorate members make changes to the appropriate DM chapters on the Service organization (142 DM 1-15) whenever an addition or change requires it, and (2) Helping Directorate members to prepare the revised DM chapters for clearance. |
PLANNING AND NOMENCLATURE
1.7 What must the Service consider when planning for organizational changes? Service managers must:
A. Work closely with JAO’s Budget and Performance; Financial Operations; Human Capital; Acquisition, Property, and Policy Management; and Policy and Regulations teams throughout the planning process for all organizational changes;
B. Co-locate organizations and field offices and share administrative and support services in the interest of economy and efficiency, whenever possible;
C. Structure their organizations to perform our mission in a manner that is both effective and efficient and that promotes quality services to our customers;
D. Establish staffing plans for organizational structures within the limits of budgetary and human resources policy controls;
E. Ensure personnel actions comply with 223 FW 2, Personnel Clearance Procedures; and
F. Observe the requirements of 370 DM 711, Labor-Management Relations.
1.8 Is there a priority related to where a new office must be located? The Office of Management and Budget (OMB) establishes standard Federal regions and their cities, which we must use for Headquarters and Regional office locations (see 142 DM 10 for information about the Service Regional office locations). Except for that requirement, we must give first priority to rural areas for the location of new offices and facilities. Rural and rural area means any area other than a city or town that has a population of greater than 50,000 inhabitants, or other than the urbanized area contiguous and adjacent to such a city or town.
1.9 What nomenclature does the Service use in its organizational structure? See Table 1-2. For more information about Departmental nomenclature that the Service must use for first level field offices, second level field offices, etc., see 101 DM 2.
Table 1-2: Service’s Organizational Nomenclature
Organization… | General guidance… |
A. U.S. Fish and Wildlife Service (Service) | The U.S. Fish and Wildlife Service in general or as a whole. The organization of the Service is presented in 142 DM 1 – 15. |
B. Directorate | The Director; Deputy Directors; Assistant Directors; Regional Directors; Director, NCTC; and Chief, NWRS. |
C. Headquarters (HQ) | Use Headquarters to refer to the Service Headquarters in Washington, D.C. Headquarters is described in 142 DM 1-9 and 142 DM 11-15. |
D. Joint Administrative Operations (JAO) | This is a collective term that refers to national teams that provide standardized administrative support services for the Service via a shared service delivery model. |
E. Regions | · This term refers to the Service Regions described in 142 DM 10. · Regional office organizations are generally patterned after Headquarters. · The Service Headquarters in Washington, D.C. and the JAO organization are not considered Regions. |
F. Field Stations | · This is a collective term that refers to second-level field offices that report directly to a Region. · The Service's field stations consist primarily of National Wildlife Refuges, National Fish Hatcheries, Law Enforcement Offices, Fish Health Centers, Fishery/Wildlife Assistance Offices, and Ecological Services Offices. |
G. Field Units | · This is a collective term that refers to second-level field offices that report to another second-level field office, for example, that report to a field station. · The Service's field units occur primarily in law enforcement (e.g., law enforcement units/special agents). On occasion, staffed third-level organizations may occur in other activities such as refuge and Ecological Services units. |
H. Satellites | · This term refers to designated, but unstaffed, land management units (e.g., units of the NWRS) that are administered from another field station or unit (e.g., from another nearby refuge office or refuge complex office). · Satellites are considered third-level organizational units even though they are unstaffed. |
A cost center is an organizational unit within the Service to which a unique 10-digit code is assigned. |
ORGANIZATION CODES AND COST CENTERS
1.10 What is the purpose of an organization code and cost center? Organization codes and cost centers are:
A. Assigned for the purpose of identifying and accounting for all:
(1) Service organizations where employees are permanently located, and
(2) Designated, but unstaffed, land management units (e.g., National Wildlife Refuge, National Fish Hatchery, Wetland Management District, etc.).
B. Used as personnel, payroll, and financial accounting codes.
1.11 What offices must be assigned an organization code and cost center, and what are the procedures for obtaining them?
A. Organization code and cost center requirement. The Service must assign organization codes and cost centers to all organizations, including satellites, at least at the following levels:
(1) Headquarters: Director, Assistant Directors, divisions, branches, and first-level (non-regionalized) field offices.
(2) Regional offices: Regional Director, Assistant Regional Directors, and divisions or equivalent.
(3) Field stations: field units and satellites.
B. Assignment.
(1) The JAO Financial Operations Chief establishes organization codes and cost centers assisted by the Budget and Performance; Human Capital; and Acquisition, Property, and Policy Management teams.
(2) Directorate members, their deputies, or officials acting for them must request assignment of organization codes and cost centers by obtaining a mySupport ticket for a change in the CMT. See the instructions on the Procedures to Obtain Approval on Organizational Changes SharePoint site.
C. Procedures.
(1) Those requesting changes must follow the instructions on the Procedures to Obtain Approval on Organizational Changes SharePoint site.
(2) Although new organization codes and cost centers may be established at any time, changes in codes during the year can cause substantial confusion and paperwork to document the Service's business. Old organization codes must be retained in the personnel and financial accounting systems (i.e., FPPS, QuickTime, and FBMS) until the end of the fiscal year, either generating two sets of management reports or requiring a retroactive redistribution of accounting data.
(3) To facilitate and ensure processing for the upcoming fiscal year, routine requests for the assignment of organization codes and cost centers should be submitted no later than July.