The FIRMR implements three types and seven categories of Federal standards. The "Federal ADP and Telecommunications Standards Index" published by GSA contains relevant information about the Federal standards. (a) Types of Federal standards.

(1) Federal Information Processing Standards (FIPS). FIPS are automatic data processing standards adopted and issued under the provisions of 15 U.S.C. 278g-3 and 40 U.S.C. 759(d). FIPS are developed and issued by the National Institute of Standards and Technology (NIST) as part of their Federal Information Processing Standards Publications (FIPS PUBS) series.

(i) Pub. L. 99-500 title VIII, the "Paperwork Reduction Reauthorization Act of 1986," modified the definition of automatic data processing equipment (ADPE) to include most telecommunications resources (see 40 U.S.C. 759(a)).

(ii) Pub. L. 100-235, the "Computer Security Act of 1987," expressly provided the Secretary of Commerce authority for the development of Federal computer system standards, which were defined to encompass all ADPE standards (see 15 U.S.C. 278g-3(d)). All such ADPE standards are called FIPS. (2) Federal Telecommunications Standards (FED-STDS).

(i) FED-STDS are official Federal Government publications relating to standards adopted and issued originally under the provisions of 40 U.S.C. 487. These standards are developed by the National Communications System under delegation from GSA. FEDSTDS include those categories in the Federal Supply Class (FSC) of "Telecommunications" of the Federal Standards Program not redefined as ADPE by Pub. L. 99-500.

(ii) FED-STDS relating to ADPE that were in existence when Pub. L. 99-500 was enacted are covered by the modified definition of ADPE in Pub. L. 99-500 and therefore fall under the authority of NIST. These standards were redesignated by NIST as FIPS.

(b) Categories of Federal standards.

(1)

Hardware

standards include

areas of standardization such as character recognition, interchange codes and media, transmission, interface, and keyboards.

(2) Software standards include areas of standardization such as programing languages, operating systems, operating procedures, and documentation.

(3) Application standards include items such as payroll, personnel, inventory, and accounting.

(4) Data standards include items such as data elements, data formats, data representations, and data codes.

(5) ADP operations standards include items such as benchmarking, computer performance management, computer security, and management of multivendor ADP systems.

(6) Telecommunications standards (i.e., FED-STDS) include those Federal Supply Class (FSC) telecommunications items not redefined as ADPE by Pub. L. 99-500 such as time and frequency reference, and transmission frequency for maritime mobile units.

(7) Computer-related telecommunications standards include those Federal Supply Class (FSC) telecommunications items redefined as ADPE by Pub. L. 99-500.

(c) Standards Index. GSA publishes the "Federal ADP and Telecommunications Standards Index" to provide information on mandatory standards as well as standards under development and interim standards. The Index includes terminology for incorporating Federal standards in solicitations. Applicable terminology for interim standards is not provided. Proposed changes to standards and applicable terminology are published for comment in the FEDERAL REGISTER and the comments resolved before changes are printed in the Index. The availability and ordering information for the Index is provided through the issuance of revisions to the FIRMR bulletin series.

(1) Reviewing each standard to determine its applicability to each requirement; and

(2) Working with contracting officials in accordance with subpart 20139.10 to ensure that all applicable Federal standards are properly specified in any resulting solicitation and that the agency acquires only those information processing resources that comply with Federal standards.

(b) Use of interim standards. Certain Federal standards are published as "interim." Agencies are not required, but are encouraged, to apply these standards to the acquisition and use of automatic data processing and telecommunications resources in appropriate situations. Agencies should develop appropriate terminology for use in solicitations that is consistent with the intended use of the interim standard.

(c) Optional use of agency standards. (1) In those instances where Federal standards do not exist for ADP and telecommunications resources being

acquired, agencies should consider the use of applicable voluntary industry standards, such as American National Standards or International Standards. In cases where no Federal or voluntary industry standards exist, agencies should consider the development and use of agency-unique standards, provided such use is not in violation of the full and open competition requirements of Pub. L. 98-369, the "Competition in Contracting Act.”

(2) The head of a Federal agency may allow the use of alternate standards in acquisitions of ADP and telecommunications resources when required by computer security and privacy considerations. Such standards must be more stringent than the appli

cable Federal standards and contain, at a minimum, the provisions of the applicable Federal standards.

(3) The use of agency-unique standards shall be coordinated with the National Institute of Standards and Technology.

§ 201-13.103 Procedures.

Each Federal agency shall implement Federal standards as provided in this subpart except as discussed in this section.

(a) Waiver to a Federal Information Processing Standard (FIPS). The Secretary of Commerce has delegated the authority to waive the mandatory use of a FIPS by Federal agencies to the heads of Federal agencies under certain conditions (see 54 FR 4322, dated January 30, 1989). Further information regarding such waivers may be obtained from the: National Institute of Standards and Technology; Attn: FIPS Waiver Decisions; Technology Building, Room B-154; Gaithersburg, MD 20899. If a waiver is obtained from the use of a FIPS, a deviation from the FIRMR is not required.

(b) Exception to a Federal Telecommunications Standard (FED-STD). GSA may grant an exception to the mandatory use of a FED-STD upon receipt of adequate justification from the requesting agency. Requests for exceptions, notifications, and assistance should be addressed to the General Services Administration (KMP), Washington, DC 20405. If an exception is obtained from the use of a FED-STD, a deviation from the FIRMR is not required.

PARTS 201-14-201-15 [RESERVED]

§ 201-16.000 Scope of part. [Reserved]

§ 201-16.001 Planning to meet the full and open competition objective.

(a) The head of the agency shall use advance procurement planning and market research directed to the achievement of the full and open competition objective. This planning is a joint responsibility of the agency's requirements and procuring activities. It is essential to the success of this objective that the manager who establishes the needs, the manager who prepares the requirement specifications, and the manager who contracts for satisfying the requirement all coordinate their efforts in establishing a realistic acquisition plan.

(b) Agency performance of this responsibility will serve as a factor in GSA's determinations for granting specific and blanket delegations of procurement authority to agencies. [FIRMR Amdt. 4, 50 FR 27150, July 1, 1985]

§ 201-16.002 Planning requirements.

(a) Agencies are required to prepare and submit annual agency-wide ADP plans in accordance with OMB Circular A-11. A copy of this plan shall be provided to GSA (KMA) concurrently with each submission to OMB. In addition to the plan, the following supplemental information shall be submitted to GSA (KMA):

(1) Trends in data processing workloads that will or may saturate existing system capabilities prior to expiration of the full established initial user's system/item life;

(2) Opportunities to take advantage of cost effective enhancements brought about by new ADPE technology, software improvements, and changes in the marketplace;

(3) Actions planned regarding system redesign to improve the efficiency and effectiveness of application software, the conversion of software to higher level languages, and the audit and update of documentation for consistency with the guidelines issued by the National Bureau of Standards; and

(4) The proposed acquisition strategy with acquisition schedule for meeting projected ADP resource needs identified in the ADP plans submitted pursuant to OMB Circular A-11.

(b) GSA will use the information to estimate Government-wide requirements and to develop acquisition programs to assist agencies in meeting their information technology needs in an efficient and economic manner. The report required in this regulation has been cleared in accordance with FPMR 101-11.11 and assigned Interagency Report Control No. 0016-GSAAN.

(c) The plan should be used by agencies to manage their sharing and reutilization programs. Planning short- and long-range procurement strategies is essential to avoid the continued use of costly, outmoded computers or other obstacles to more effective, efficient, and economical ADP.

(d) Agency planning requirements should be promulgated in the agency directives system and should communicate to agency managers the goals, managerial approach, policies, procedures, and responsibilities of specific officials or offices for information resources management. The plan should address installed as well as new systems, procedures for post-installation review of new systems, and procedures for the periodic audit of information systems. Agencies are encouraged to consider GSA programs that are available to assist agencies in applying information processing resources to agency needs.

every three years, the information management activities of each executive agency. GSA is the focal agency for collecting, assessing and reporting on IRM review results to OMB. GSA has additional review and oversight responsibilities under the Federal Property and Administrative Services Act and the National Archives and Records Administration Act.

(b) The principal objectives of the Federal IRM Review Program are to:

(1) Determine if each agency is carrying out its information management activities in an efficient, effective, and economical manner in support of program missions and objectives.

(2) Determine how well each agency is complying with established IRM policies, procedures, principles, standards, and guidelines.

(3) Determine whether each agency is complying with the responsibilities assigned by The Paperwork Reduction Act of 1980, as amended (44 U.S.C. 3506).

(c) The following GSA-issued documents provide additional guidance related to this subpart:

(1) Federal Information Resources Management Review Program-An

Executive Guide.

(2) IRM Review Handbook. (3) FIRMR Bulletin series.

§ 201-19.102 Policies.

(a) Each executive agency shall establish an IRM review capability commensurate with the scope and complexity of the agency program objectives and missions.

(b) The agency head, in coordination with the agency's Designated Senior Official (DSO) for IRM, shall delegate IRM review authorities and responsibilities within the agency consistent with the Paperwork Reduction Act and this regulation. Specifically, the agency head shall ensure that the agency's review organization:

(1) Has authority to review programs, functions, and activities within the objectives and scope of IRM.

(2) Is responsive to established Governmentwide and agency-specific priorities.

(a) Each agency shall develop for its own use an IRM review plan which addresses, at a minimum, review priorities, objectives, compliance with section 3506 of the Paperwork Reduction Act, and planned reviews for the coming year. Each agency shall submit a report entitled "Annual Executive Summary", to GSA by November 1 in accordance with procedures estab

lished in the FIRMR Bulletin series. In the report, each agency shall provide an overview of the agency reviews conducted during the previous year; evaluate how well the reviews met overall agency review objectives; assess the benefits of the review effort to the agency; demonstrate how the agency is complying with Federal agency responsibilities of section 3506 of the Paperwork Reduction Act, as amended; describe planned review activities for the coming year; and synopsize each of the previous year's IRM reviews. This report has been cleared in accordance with FIRMR 201-45.6 and assigned Interagency Report Control Number 0326-GSA-AN.

(b) GSA may periodically conduct separate reviews of agencies' IRM activities to complement and supplement agency efforts. Prior to a GSA-conducted review, the designated senior official will be informed of its scope and the manner in which it will be conducted.

AUTHORITY: Sec. 205(c), 63 Stat. 390; 40 U.S.C. 486(c) and sec. 101(f), 100 Stat. 1783345; 40 U.S.C. 751(f).

SOURCE: FIRMR Amdt. 1, 50 FR 4361, Jan. 30, 1985, unless otherwise noted.

§ 201-21.000 Scope of part.

This part prescribes policies and procedures regarding administrative programs for the planning, organizing, and controlling of resources for agency telecommunications requirements.

§ 201-21.001 Agency management program.

Each agency shall have a telecommunications management program, suited to its size, organization, and mission needs. The program shall implement the FIRMR, as applicable, and should extend to all levels of the agency's organization. A goal of every telecommunications management program should be to increase the employees' awareness of what they can do to reduce the high cost of telecommunications services.

§§ 201-21.002-201-21.010 [Reserved]

§ 201-21.011 GSA policies and objectives. (a) It is the policy of the Administrator of the General Services to

(1) Provide communications services for executive agencies at the minimum total cost to the Government consistent with requirements for capacity, efficiency of operation, reliability of service, security, and programmed activities.

(2) Enter into agreements with other departments and agencies that would permit their operation of special purpose communications facilities.

(3) Establish only necessary reports, reporting procedures, and forms which will assist in providing for the Government an economical and efficient system for telecommunications management.

(4) Place maximum reliance on commercial sources for telecommunications services and facilities to meet the needs of the Federal Government, and to acquire those services and facilities competitively on a full and open basis. (b) The objectives of GSA's communications program are to