DOO 20-27

SECTION 1.  PURPOSE.

.01       This Order prescribes the organization and functions of the Office of Financial Management (OFM).  The position of Director for Financial Management and Deputy Chief Financial Officer (CFO) is authorized in Department Organization Order (DOO) 10-5, “Chief Financial Officer and Assistant Secretary for Administration.”

.02       This revision: 

a.        provides updates to Section 3 – Authority and Functions;

b.        updates the responsibilities for the Office of Financial Management Systems;

c.        establishes the Office of Financial Reporting and Internal Controls and outlines the responsibilities of this office and its two divisions;

d.        structures the Office of Financial Reporting and Policy under the Office of Financial Reporting and Internal Controls;

e.        changes the name of the Office of Internal Controls to the Office of Financial Internal Controls, structures it under the Office of Financial Reporting and Internal Controls, and updates its responsibilities;

f.        changes the name of the Office of Executive Budgeting to the Office of the Secretary Financial Management (OSFM) and outlines the responsibilities of this office and its two divisions; and

g.       establishes the Office of Administrative Programs (OAP) and outlines the responsibilities of this office and its two divisions. 

SECTION  2.  STATUS AND LINE OF AUTHORITY.

The Office of Financial Management, a Departmental office, is headed by the Director and Deputy CFO, who reports and is responsible to the Chief Financial Officer and Assistant Secretary for Administration (the Assistant Secretary).

SECTION 3.  AUTHORITY AND FUNCTIONS.

.01            Pursuant to the authority vested in the Assistant Secretary in DOO 10-5, and subject to such policies and directives as the Assistant Secretary may prescribe, the Director and Deputy CFO is hereby delegated the following authorities and functions:

a.          In consultation with the Assistant Secretary, serve as the supervisor of record for a critical element entitled "Business Acumen" which focuses on support of Department- and government-wide goals, and accounts for 25 percent of all bureau CFO’s annual performance plan. (Financial issues internal to the bureau, and other administrative matters, remain the affirmative management responsibility of the bureau supervisor of record to the individual CFO.)

b.         Ensure Department compliance with all laws, regulations, standards and guidelines regarding financial, accounting, and fiscal management, including the Chief Financial  Officers Act; the Government Management Reform Act; in conjunction with the Office of the Chief Information Officer, the Federal Financial Management Improvement Act; in conjunction with the Office of Program Evaluation and Risk Management (OPERM), the Federal Managers' Financial Integrity Act; and, in conjunction with the Office of Budget and the Office of the General Counsel, the Anti-Deficiency Act.

c.         Oversee financial management activities relating to the programs and operations of the Department.

d.         Develop and implement policies and procedures for Department financial management and accounting requirements including travel, fleet, and property.

e.         Develop and maintain an integrated Department accounting and financial management system, including financial reporting and financial internal controls which comply with applicable accounting principles, standards and requirements, and financial internal control standards.

f.          Provide policy guidance and oversight of Department financial management personnel, activities, and operations.

g.         Review the fees, royalties, rents and other charges imposed by the Department for its services and make recommendations on revising those charges consistent with proper cost and financial principles.

h.         Provide financial management and accounting consultative services to Department officials.

i.          Perform liaison with all central agencies and other Cabinet Departments on matters affecting its assigned functions.

j.          Manage and administer the Working Capital Fund, Departmental Management's Salaries and Expenses Appropriation, the Advances and Reimbursements Account and other resources, and provide related services to designated units.  Monitor the Departmental gifts and bequests (G&B) activities.

k.         Oversee the Department's assessment of internal controls over financial reporting.

.02       The Director and Deputy CFO may redelegate the authorities of this Section within OFM.

SECTION 4.  ORGANIZATION.

.01       The Office of Financial Management Systems (OFMS) is responsible for planning and managing the development and implementation of the Commerce Business Systems (CBS).  The office provides day-to-day management of the CBS projects.  It is responsible for coordination with system users of all CBS component systems development and implementation efforts and their integration with the core financial system.  It provides systems analysis, definition, design, development, testing, integration, technical support, and oversight of all CBS development and deployment activities.  The office manages the Department's CBS budgetary resources and maintains the software for CBS.  It is also responsible for coordinating the preparation of Department-wide financial management reports and budget exhibits for inclusion in annual budget submissions and Information Technology Plans.  The office also maintains a list of Department financial systems.  OFMS provides coordination and day-to-day executive operational direction of the integration of CBS component systems with the other Departmental and central agency business information including business case development, business process reengineering, evaluations, and implementation.  This office also provides direct project management implementation support for some CFO/ASA business applications.  Additionally, this office provides information technology support services for some of the Department’s business systems.

.02       The Office of Financial Reporting and Internal Controls (OFRIC) serves as the focal point for the Department’s financial matters by providing direction, planning and oversight for financial reporting, financial policy and procedures and the assessment of financial internal controls, and the annual financial audit.

a.         The Office of Financial Reporting and Policy (OFRP) is responsible for planning and coordinating the preparation of quarterly and annual Departmental financial reports (e.g., Prompt Payment, Cash Management, Debt Management, Treasury Reports, and Financial Statements); the planning of and reporting on Department-wide financial management programs; and preparing special financial management reports in response to the Office of Management and Budget (OMB), Treasury, Congress and other issues.  The office is responsible for formulating and prescribing Department-wide financial management, accounting and fiscal policies, procedures, standards and controls, and for providing assistance to Departmental components in their implementation.  This includes the development, issuance, and maintenance of all financial manuals, handbooks, and related directives.  It is also responsible for performing analysis and evaluations of Departmental financial management programs and data to identify issues, trends, and improvement opportunities; gathering information needed to prepare required reports or to perform special projects; and planning and carrying out financial quality assurance initiatives to include a financial performance measurements program. 

b.         The Office of Financial Internal Controls (OFIC) is responsible for overseeing the Department's assessment of internal controls over financial reporting, including the development of the implementation practices, assessment plan, evaluation of internal control risk, testing of internal controls, and tracking the status of corrective actions for internal control findings.  The office identifies and performs periodic internal control assessments and quality assurance reviews.  In collaboration with OPERM, OFIC develops the annual Statement of Assurance guidance and a data call memorandum.  The office is responsible for coordinating with the Office of the Inspector General in planning required annual financial statement audits, assisting finance offices in responding to financial statement audit reports, preparing audit action plans, and tracking the status of management actions on financial statement audit reports. 

.03        The Office of the Secretary Financial Management (OSFM) is responsible for operations and oversight of the Office of the Secretary (OS) financial management functions.  OSFM provides allocation of resources to the OS operating units, sets policy, and monitors budget operations.  This office develops OS budget justifications to the Department, OMB, and Congress.  The OSFM is divided into two separate divisions.

a.         The Budget Operations Division (BOD) is responsible for tracking and monitoring the budget for all OS offices including the working capital fund (WCF), Departmental Management salaries and expenses appropriation, advances and reimbursements, the Herbert C. Hoover (HCHB) building renovation, and the gifts and bequests accounts.  BOD support includes formulation, planning, and execution of the OS budget with emphasis on internal controls, accurate monitoring, tracking, and reporting of transactions.

b.         The Budget Formulation and Analysis Division (BFAD) provides advice and counsel to the Assistant Secretary, OS office directors, administrative officers, and the Department’s bureaus on budget execution and formulation.  BFAD is responsible for the formulation of the Secretarial, OMB, and Congressional budget submissions for the Office of the Secretary.  BFAD is also responsible for the financial internal controls for the Office of the Secretary and works with the senior assessment team (SAT) to ensure controls are in place and being followed.  BFAD develops standards, criteria, and procedures for the operational budget process and maintains overall administrative control of funds.  BFAD monitors budget spend rates and provides analytical information on trends, budget execution, and algorithm development for the WCF.  In addition, BFAD develops budget policy and prepares the WCF budget. 

.04       The Office of Administrative Programs (OAP) provides policy, oversight, and guidance regarding personal property, fleet management services, and travel and conference-related functions. 

a.         The Personal Property Management and Transportation Division (PPMTD) acts as the liaison with the General Services Administration (GSA) and other agencies on all personal property management issues and participates in the planning, development, implementation, inventory, and management of such systems.  PPMTD oversees the Department’s motor vehicle fleet management information system (FMIS) and serves as liaison to GSA on the operational programs relating to federal fleet management, including the development of DOC’s vehicle allocation methodology (VAM) and associated Departmental fleet management plan.  PPMTD controls, reports on, and authorizes, in consultation with the Office of General Counsel, disposal of gifts to Department employees by foreign governments.

b.         The Travel Management Division (TMD) provides operational travel services to include travel policies and procedures for the Department.  TMD serves as the Program Manager for the travel charge card services and processes passport and visa applications.  TMD manages conference pre-approval processing for the Department and post-approval conference reporting.  TMD also serves as the liaison with GSA on the implementation of the Department’s electronic travel system (ETS2). 

SECTION 5.  EFFECT ON OTHER ORDERS.

This Order supersedes Department Organization Order 20-27, dated January 7, 2011.

Signed by: Chief Financial Officer and Assistant Secretary for Administration