ORGANIZATIONAL CHANGES
Sections
9.03.04 Delegation of Authority
9.03.08 Approval and Implementation Dates of Changes
Appendix A - Organizational Structure and Nomenclature
Appendix B - Review and Approval Process for Organizational Changes
Appendix C - Checklist for Organizational Changes
Appendix D - Summary of Requirements for Organizational Changes
Appendix E - NIST Wall Chart/Organizational
Page Listing
9.03.01
PURPOSE
This subchapter sets forth policies and procedures for requesting and
making organizational changes and outlines the approval process.
9.03.02
SCOPE
a. This subchapter applies to NIST-Gaithersburg and NIST-Boulder.
b. The provisions of this subchapter apply to all organizational changes
requiring DOC and/or NIST approval.
9.03.03
POLICY
It is NIST policy that functions be organized and staffed in the most
economical manner consistent with effective program accomplishment and
with sound organizational planning criteria.
9.03.04
DELEGATION OF AUTHORITY
The authority to implement an organization management system at NIST
is prescribed in Department Administrative Order (DAO) 200-7. DAO 200-7
delegates authority to the NIST Director to approve changes to organizational
structures below those prescribed in Department Organization Organizational
Order (DOO) 30-2B, the Department Organization Order which sets forth the
organizational structure and assignment of functions within NIST. The NIST
Director has further delegated this authority to the NIST Deputy Director.
All organizational changes which affect DOO 30-2B must be approved by the
NIST Director, Under Secretary for Technology Administration, and the Chief
Financial Officer and Assistant Secretary for Administration at DoC.
9.03.05
DEFINITIONS
a. DOO 30-2B - Prescribes the organizational structure and assignment
of functions within NIST and is the formal means through which organizational
changes requiring Departmental approval are requested and approved. Changes
which affect DOO 30-2B include organizational changes: (1) for the Operating
Unit level, and (2) for organizational units reporting to the NIST Director
or Deputy Director.
b. Organization Management System - The arrangement of functions and organizational units into a formal organizational structure.
c. Organizational Change -
(1) Creation, abolishment, transfer, or consolidation of an organizational unit;
(2) Changes in the name or code number of an organizational unit;
(3) Adoption, termination, or modification of a function relating to an organizational unit;
(4) Transfer of a function or portion of a function across organizational lines;
(5) Action to eliminate duplication of a function of another organizational unit; or
(6) Transfer of FTE, money, and equipment related to the transfer of
a function across organizational units (group, division, OU).
9.03.06
RESPONSIBILITIES
a. The NIST Director is responsible for:
(1) Establishing the objectives and requirements of the organization management system at NIST; and
(2) Approving organizational changes as prescribed in Section 9.03.04.
b. The OU Directors are responsible for:
(1) Ensuring effective operations within their OU's; and
(2) Requesting approval for organizational changes.
c. The Management and Organization Division is responsible for:
(1) Coordinating the planning and approval process for organizational changes for NIST;
(2) Providing consulting services to officials who propose to make organizational changes;
(3) Reviewing the organizational change proposal to ensure compliance with established guidelines on organizational structure and nomenclature (see Appendix A);
(4) Coordinating the implementation date with representatives from the Office of the Director, Budget Division, Human Resources Management Division, Finance Division, Administrative Services Division, Applications Systems Division, and the organizational unit requesting the change;
(5) Retaining supporting information such as the explanation of the proposed change, functional statements, budget and staffing impact statements, and related organizational charts;
(6) Coordinating and controlling required documentation for review, clearance, and approval, including revisions or amendments to DOO 30-2B;
(7) Securing approval from the NIST Director, Under Secretary for Technology Administration and the Chief Financial Officer and Assistant Secretary for Administration as needed;
(8) Tracking all organizational change proposals through the clearance process within the Department; and
(9) Issuing an Administrative Bulletin announcing approved organizational changes, when required.
d. The Human Resources Management Division is responsible for reviewing and clearing the personnel impact statement. The review must consider the impact on:
(1) Staffing requirements including series/grades/paybands;
(2) P.L.3104 and SES positions, if any are involved; and
(3) Ramifications of possible adverse impact on employees.
e. The Budget Division is responsible for reviewing and clearing the budgetary impact statement. The review must consider the impact on:
(1) Current year and the next fiscal year budgets;
(2) Justification and explanation of how any increased costs will be funded or defrayed; and
(3) Approval of assigned organizational code numbers.
If required, the Budget Division is also responsible for:
(1) Preparing a notification of reprogramming and/or reorganization which discusses any significant programmatic effects of the proposed organizational change; and
(2) Clearing the notification of reprogramming and/or reorganization with the Program Office when required.
The Finance Division is responsible for reviewing and considering the impact on:
(1) Internal and external financial reporting systems;
(2) Transfer of recorded obligations accurately and in a timely manner;
(3) Accurate recording of new obligations;
(4) Coordination of internal reporting change; and
(5) Transfer of funding sources.
The Finance Division is also responsible for implementation actions once the reorganization has been approved.
The Information Technology Laboratory is responsible for global
telephone directory changes.
9.03.07
PROCEDURES
a. Advance Coordination - Line managers are encouraged to identify
potential problems in organizational change proposals and to consult with
the organizational units responsible for processing the change (Budget
Division, Human Resources Management Division, Management and Organization
Division, Finance Division, Administrative Services Division, and Applications
Systems Division) during the planning stage. Advance consultation and consideration
of the implications of the change facilitates coordination and review of
the formal request for approval.
b. Development of Formal Request for Approval - The originator of the request develops a written organizational change proposal which includes: an explanation of the proposed change, rationale for the proposed change, a budgetary impact statement, a staffing impact statement, a facilities impact statement, Organization Roster of employees (available from the MICF System, Human Resources Report Distribution System HRRDS), current and proposed functional statements, current and proposed organizational charts, and draft position descriptions if required by the Human Resources Management Division. See Appendix D for a description of these documents. The Management and Organization Division provides assistance in developing the request.
c. Submission of Formal Request for Clearance and Review - The formal request is sent by the OU Director to the Chief, Management and Organization Division. The Management and Organization Division reviews the proposal for completeness, consistency with requirements for requesting organizational changes, and compliance with NIST policy related to organization structure and nomenclature and related guidelines. The Management and Organization Division prepares the formal request for review and clearance by the Human Resources Management Division and the Budget Division. Each reviewing organizational unit is requested to review and provide approval or comments within ten working days. The Management and Organization Division reviews and evaluates the comments from each reviewing organizational unit and negotiates differences with the OU as necessary.
d. Submission of Formal Request for Approval - After clearance
and review, the Management and Organization Division makes any necessary
changes in the formal request and sends the organizational change proposal
to the NIST Director for approval, or the NIST Deputy Director if approval
authority has been delegated. For those changes that require a revision
to DOO 30-2B (see Section 9.03.05), the Management and Organization Division
forwards the request approved by the NIST Director, to the Under Secretary
for Technology Administration, who then forwards it after approval to the
Chief Financial Officer for processing through OMB and congressional approval.
9.03.08
APPROVAL AND IMPLEMENTATION DATES OF CHANGES
a. For organizational changes which affect DOO 30-2B, the approval
date is the effective date of DOO 30-2B.
b. For organizational changes which do not affect DOO 30-2B, the approval date is the date the change is approved by the NIST Director or when delegated, the NIST Deputy Director.
c. The implementation date for the organizational change is coordinated by the Management and Organization Division with the affected OU and those divisions responsible for implementation. The use of new or changed organizational unit names and code numbers is not permitted until the implementation date.
d. All participants involved in this clearance process should make wide distribution within their organizational units of the notice of the changes as published in the Administrative Bulletin.