Division of Financial and Support Services
Jonathon Manalo, Chief Financial Officer
The Contract Administration and Purchasing Unit helps contract managers, management and administrative staff acquire goods and services to meet the Departmentâ€™s program needs, including procurement of client-based contractual services. The unit helps develop and execute all written contracts and solicitations for the Department.
In support of the Governorâ€™s One Florida Initiative and to improve business and economic opportunities for Florida's woman, veteran, and minority-owned businesses, the Florida Department of Elder Affairs utilizes minority and veteran-owned businesses in all procurement and purchasing opportunities whenever possible. For more information, please click on the Office Of Supplier Diversity website.
The Budget Office prepares the Departmentâ€™s Legislative Budget Request (LBR) and the Approved Operating Budget (AOB). The unit also monitors the Departmentâ€™s budget throughout the year and requests adjustments as necessary.
The Accounting and Contract Payment section is responsible for recording and reconciliation of all financial transactions, in order to properly and accurately account for all expenditures of funds appropriated to the Department.
The General Services Unit handles property and records management, leasing and facility management, and disaster preparedness and emergency operations. As home of the agencyâ€™s Emergency Coordinating Officer, the unit coordinates with the Florida Division of Emergency Management on emergency preparedness issues and post-disaster response.
The coordinating officer ensures that the Department, Area Agencies on Aging and local service providers have approved all-hazards Disaster and Continuity of Operations Plans to be implemented during a threat of imminent disaster. Emergencies/disasters can include, but no limited to weather-related or man-made events, including hurricanes, tornadoes, civil disturbances, contractual disputes, epidemics, massive migrations, fires, nuclear power plant accidents, train derailments, terrorism, floods and bio-terrorism.
The Revenue Management Unit is responsible for the draw-down of federal dollars granted to the Department, and is also responsible for all revenue collections and trust fund management activities to ensure that cash is available for departmental expenditures. The Division of Financial Administration coordinates organization, direction and support activities for all Department programs. This includes contract management, accounting, budgeting, and revenue management.
This unit acts on behalf of the Department in its oversight role, ensuring the integrity of programs and services funded through and by the Department. The MQA unit performs periodic monitoring reviews of programs and services administered by Area Agencies on Aging and/or funded entities to ensure that they:
- Adhere to contract provisions and to state and federal laws;
- Comply with industry standards and best practices;
- Achieve legislatively-mandated performance measures; and
- Align with the Departmentâ€™s statutory mission and focus.
The Department’s monitoring function not only identifies operational weaknesses and related remedial controls associated with various programs, but also focuses heavily on the evaluation and effectiveness of existing preventive measures and controls. These measures include good governance, identification and management of related business risks, and the establishment of an internal control and quality assurance environment that provides effective oversight of grantees.
The Bureau of Information Systems provides valuable technical support to both the Departmentâ€™s employees and private non-profit partners statewide, specifically the Area Agencies on Aging information technology units. Dedicated to maintaining the appropriate level of information security, the unit works in partnership with the Agency for Enterprise Information Technology to assure compliance with current security industry standards and to provide the appropriate level of information security in accordance with the Health Insurance Portability and Accountability Act (HIPAA) of 1996, Public Law 104-191. The unit is divided into three functional groups as follows:
- Applications Support Group
This group is responsible for maintaining all applications developed for the Department. It administers the Departmentâ€™s Client Information & Registration Tracking System (CIRTS), which is used by the aging network to manage client assessment data, register clients for services, plan client services and maintain program waiting lists. CIRTS is also used by CARES caseworkers to evaluate client eligibility for Medicaid services and to develop recommendations for client placement. In addition to providing technical assistance for supported applications, this group also actively works to develop web-based applications and websites.
- Enterprise Support
This group is responsible for providing technology support to all Department employees throughout the state, as well as the Area Agencies on Aging. The group maintains, supports, troubleshoots and implements various software and hardware technologies for the Department, including but not limited to computers, software and other wireless technologies.
- Technical Support
This group is responsible for all system software and technical infrastructure, including servers, networks, operating system software, email, databases and database administration for applications. This group troubleshoots malfunctioning equipment and software, and is also responsible for information security and HIPAA compliance for information systems and interchange.