Recommendations

Department of State

U.S. Agency for Global Media

Department recommendations include 46 recommendations that are associated with the International Boundary Water Commission.
 
AUD-SI-22-37
  1. Recommendation Number
    1
    Open Significant

    OIG recommends that the Bureau of Diplomatic Security revise the bureau-specific procedures implemented in January 2022 to include the specific processes that its Government Technical Monitors should use to monitor and document contractor performance to ensure compliance with the contract terms and conditions.

  2. Recommendation Number
    2
    Open Significant

    OIG recommends that the Bureau of Diplomatic Security revise the bureau-specific procedures implemented in January 2022 by detailing the specific processes that its Contracting Officer’s Representatives should use to (a) obtain and verify that supporting documentation submitted with an invoice is accurate and complete and (b) document the invoice review to demonstrate that costs and supporting documentation were verified.

  3. Recommendation Number
    3
    Open Significant

    OIG recommends that the Bureau of Diplomatic Security revise the bureau-specific procedures implemented in January 2022 by including a requirement for its Contracting Officer’s Representatives (COR) to use the “GTM Tracker” tool to track personnel delegated to assist the COR.

  4. Recommendation Number
    4
    Open $361,627,297 Significant

    OIG recommends that the Bureau of Diplomatic Security (a) determine whether the $361,627,297 in questioned costs spent on Contract 19AQMM19C0007 are supported and allowable and (b) recover any costs determined to be unsupported and unallowable.

  5. Recommendation Number
    5
    Open Significant

    OIG recommends that the Bureau of Diplomatic Security inspect the body armor items acquired for use under Contract 19AQMM19C0007 to determine whether they are of sufficient quality.

  6. Recommendation Number
    6
    Open Significant

    OIG recommends that the Bureau of Diplomatic Security dispose of and replace, as appropriate, all body armor items acquired under Contract 19AQMM19C0007 determined during the inspection conducted in response to Recommendation 5 to be of insufficient quality.

AUD-IT-22-40
  1. Recommendation Number
    1
    Open

    Sensitive Information Redacted

  2. Recommendation Number
    2
    Open

    Sensitive Information Redacted

  3. Recommendation Number
    3
    Open

    Sensitive Information Redacted

AUD-IT-IB-22-41
  1. Recommendation Number
    1
    Open

    Sensitive Information Redacted

  2. Recommendation Number
    2
    Open

    Sensitive Information Redacted

  3. Recommendation Number
    3
    Open

    Sensitive Information Redacted

  4. Recommendation Number
    4
    Open

    Sensitive Information Redacted

  5. Recommendation Number
    5
    Open

    Sensitive Information Redacted

  6. Recommendation Number
    6
    Open

    Sensitive Information Redacted

  7. Recommendation Number
    7
    Open

    Sensitive Information Redacted

AUD-SI-22-36
  1. Recommendation Number
    1
    Open

    OIG recommends that the Bureau of Administration revise the orientation guidance in the written facility emergency action plan (FEAP) template instructions to include guidance on informing personnel about the availability of training resources for general emergency preparedness and for specific scenarios, such as active shooter incidents.

  2. Recommendation Number
    2
    Open

    OIG recommends that the Bureau of Administration (a) direct Department of State domestic facilities that did not conduct a fire drill in either 2020 or 2021 to conduct the required fire drill in 2022 and (b) verify their compliance.

  3. Recommendation Number
    3
    Open

    OIG recommends that the Bureau of Administration revise the written facility emergency action plan (FEAP) template to include language promoting the implementation of the best practice identified during this audit that involves small group emergency procedure training sessions. Specifically, this involves implementing partial evacuation sessions during which an official walks personnel through the evacuation procedures.

  4. Recommendation Number
    4
    Open

    OIG recommends that the Bureau of Administration revise its standard operating procedures to comply with the federal requirement that agencies review plans annually.

  5. Recommendation Number
    5
    Open

    OIG recommends that the Bureau of Administration develop and implement a quality control process to ensure the accuracy of reported facility emergency action plan (FEAP) certification data.

  6. Recommendation Number
    6
    Open

    OIG recommends that the Bureau of Diplomatic Security (DS) issue guidance to its domestic bureau offices stating that, when they are not the primary bureau in a facility, they must participate in the primary bureau’s facility emergency action plan (FEAP) development process.

  7. Recommendation Number
    7
    Open

    OIG recommends that the Bureau of Administration revise the written facility emergency action plan template and template instructions to require that facility emergency action plans (FEAP) address general procedures for individuals requiring assistance due to a medical condition, injury, or existing disability during an emergency.

  8. Recommendation Number
    8
    Open

    OIG recommends that the Bureau of Administration, in coordination with the Kentucky Consular Center, evaluate possible shelter-in-place locations at the Kentucky Consular Center that can accommodate all personnel at the facility.

  9. Recommendation Number
    9
    Open

    OIG recommends that the Bureau of Administration, in coordination with the San Diego Passport Agency, evaluate possible shelter-in-place locations at the San Diego Passport Agency that are accessible to all personnel at the facility.

  10. Recommendation Number
    10
    Open

    OIG recommends that the Bureau of Administration (a) reconcile the facility emergency action plan (FEAP) template and template instructions with all applicable federal and Department requirements, (b) identify all applicable differences, and (c) revise the FEAP template and template instructions accordingly.

  11. Recommendation Number
    11
    Open

    OIG recommends that the Bureau of Administration revise the written facility emergency action plan (FEAP) template and template instructions to state that the facility emergency action plans should be updated to ensure accuracy whenever conditions or situations change.

  12. Recommendation Number
    12
    Closed

    OIG recommends that the Bureau of Administration (a) determine the appropriate frequency of emergency response meetings that Designated Officials are required to conduct, (b) retain or revise the current frequency, and (c) revise the written facility emergency action plan template and template instructions to alert officials.

  13. Recommendation Number
    13
    Open

    OIG recommends that the Bureau of Administration revise the written facility emergency action plan (FEAP) template to require facilities to develop self-identification procedures for individuals who need assistance during an evacuation or shelter-in-place event.

  14. Recommendation Number
    14
    Open

    OIG recommends that the Bureau of Administration revise the written facility emergency action plan (FEAP) template and template instructions to state that facilities must indicate in the FEAP whether there are individuals who need assistance during an evacuation or shelter-in-place event regardless of whether the individuals complete Form DS-4126.

  15. Recommendation Number
    15
    Open

    OIG recommends that the Bureau of Administration replace the nonworking hyperlink for Form DS-4126, Emergency Planning Assistance Request, with an accessible hyperlink in the written facility emergency action plan (FEAP) template.

  16. Recommendation Number
    16
    Open

    OIG recommends that the Bureau of Administration revise the written facility emergency action plan (FEAP) template and template instructions to provide alternative methods for obtaining critical occupant information from all Department of State bureaus and offices present in a facility.

  17. Recommendation Number
    17
    Open

    OIG recommends that the Bureau of Administration revise the Facility Emergency Action Plan (FEAP) Standard Operating Procedures to include, at a minimum, federal requirements as the elements that should be specifically reviewed by the Office of Emergency Management, Policy and Planning Division, Facility Emergency Action Plan Coordinator.

  18. Recommendation Number
    18
    Open

    OIG recommends that the Bureau of Administration design and implement procedures to ensure that the Office of Emergency Management (OEM), Policy and Planning Division, Facility Emergency Action Plan (FEAP) Coordinator considers federal requirements when reviewing written facility emergency action plans.

  19. Recommendation Number
    19
    Open

    OIG recommends that the Bureau of Administration direct the Office of Emergency Management (OEM) to (a) contact facility emergency action plan (FEAP) points of contact at least 2 months prior to expiration of the FEAP as required by its standard operating procedures and (b) implement a tracking process showing the date contacted and the expiration date of each FEAP.

  20. Recommendation Number
    20
    Open

    OIG recommends that the Bureau of Administration (a) conduct a review to determine whether requiring facility emergency action plans (FEAP) for facilities where the Department of State is not the primary occupant agency is necessary and, (b) if it is determined that these plans are not necessary, revise its internal guidance accordingly and notify domestic facilities about the policy change.

AUD-SI-22-39
  1. Recommendation Number
    1
    Open

    OIG recommends that the Bureau of Intelligence and Research review and revise, as appropriate, existing Work Breakdown Schedule and implementation plans to adequately reflect current and future staffing, resources, and allocation of responsibilities to facilitate implementation of the Geospatial Data Act of 2018.

  2. Recommendation Number
    2
    Open

    OIG recommends that the Bureau of Intelligence and Research (a) review the Department of State’s efforts and activities for each of the applicable covered agency responsibilities prescribed by the Geospatial Data Act of 2018, Section 759(a), codified at 43 United States Code § 2808(a), and (b) develop a timeline to craft and issue written policies, procedures, guidance, and best practices to meet each of these applicable covered agency responsibilities.

  3. Recommendation Number
    3
    Open

    OIG recommends that the Bureau of Intelligence and Research finalize the draft “Large Scale International Boundary Update Process Documentation” and approve the document for use.

  4. Recommendation Number
    4
    Open

    OIG recommends that the Bureau of Intelligence and Research develop and implement a plan that maximizes the use of data obtained from its communication tools by (a) addressing the concerns identified by survey respondents and (b) prioritizing tasks necessary to complete Geospatial Data Act of 2018 requirements.

ISP-I-22-22
  1. Recommendation Number
    1
    Open

    Sensitive Information Redacted

  2. Recommendation Number
    2
    Open

    The American Institute in Taiwan, Washington Headquarters, in coordination with the Bureau of East Asian and Pacific Affairs, should create a functional statement that defines its roles and responsibilities regarding Taiwan and communicate that information to all appropriate Department and interagency stakeholders in accordance with Department guidance.

  3. Recommendation Number
    3
    Open

    The American Institute in Taiwan, Washington Headquarters, should develop and implement a system to track all agreements with the Taipei Economic and Cultural Representative Office in the United States, in accordance with Department guidance.

  4. Recommendation Number
    4
    Open

    The American Institute in Taiwan, Washington Headquarters, in coordination with the Bureau of East Asian and Pacific Affairs, should implement a process to formally document written requests and approvals for exceptions to Department policy, as required by the contract.

  5. Recommendation Number
    5
    Open

    The Bureau of the Comptroller and Global Financial Services, in coordination with the American Institute in Taiwan, Washington Headquarters, should oversee the institute’s financial operations as required by Department standards and the contract.

  6. Recommendation Number
    6
    Open $216,000

    The American Institute in Taiwan, Washington Headquarters, should perform a review of its bank accounts, consolidate accounts where necessary in line with financial management controls guidelines, and put up to $216,000 to better use.

  7. Recommendation Number
    7
    Open

    The American Institute in Taiwan, Washington Headquarters, should implement a performance evaluation system for its staff in accordance with Department guidance and staff employment contracts.

AUD-CGI-22-34
  1. Recommendation Number
    1
    Open Significant

    OIG recommends that the Bureau of Overseas Buildings Operations (OBO), in coordination with the Bureau of Administration, develop and implement processes to ensure acquisition planning, including the development and submission of written acquisition plans, is performed in accordance with federal regulations and Department of State policy for construction projects.

  2. Recommendation Number
    2
    Open Significant

    OIG recommends that the Bureau of Overseas Buildings Operations (OBO), in coordination with the Bureau of Administration, implement the use of “sources sought” notices for construction contracts approximately 9–12 months in advance of issuing the Phase I Notice of Solicitation of Submissions for Contractor Prequalification to ensure the Department of State is initiating dialogue with industry stakeholders early in the acquisition process.

  3. Recommendation Number
    3
    Open

    OIG recommends that the Bureau of Administration develop and implement a mechanism to require the use of the acquisition plan template attached to AQM Memorandum 15-10.

ESP-IB-22-03
  1. Recommendation Number
    1
    Open

    The U.S. Agency for Global Media, Office of Contracts, should amend its directive on Federal Acquisition Regulation-exempt procurements to require that every contract signed under the authority include a clause that requires the contractor to cooperate with the Office of Inspector General by providing access to relevant documents and to contractor personnel.

  2. Recommendation Number
    2
    Open

    The U.S. Agency for Global Media, Office of Contracts, should amend its directive on Federal Acquisition Regulation-exempt procurements to explicitly require that a contracting officer be assigned to every contract signed under the authority.

ISP-I-22-21
  1. Recommendation Number
    1
    Open

    Embassy Tallinn should comply with Department standards for grant file documentation.

  2. Recommendation Number
    2
    Open

    Embassy Tallinn, in coordination with the Bureau of Overseas Buildings Operations and the Bureau of Consular Affairs, should bring the Consular Section’s physical space into compliance with Department standards.

  3. Recommendation Number
    3
    Open

    Embassy Tallinn should comply with all Department Motor Vehicle Safety Management Program standards for chauffeurs and incidental drivers under chief of mission authority.

  4. Recommendation Number
    4
    Open

    Embassy Tallinn, in coordination with the Bureau of Administration, should review and update furniture and appliance pool assets records in the Integrated Logistics Management System, in accordance with Department standards.

  5. Recommendation Number
    5
    Open

    Embassy Tallinn, in coordination with the Bureau of Global Talent Management, should request authorization to implement changes to its local compensation plan, in accordance with Department standards.

  6. Recommendation Number
    6
    Open

    Embassy Tallinn, in coordination with the Bureau of Administration, should bring its mail delivery procedures into compliance with U.S. Postal Service and Department standards.

  7. Recommendation Number
    7
    Open

    The Bureau of Information Resource Management, in coordination with Embassy Tallinn, should configure SharePoint permissions to comply with Department standards.

  8. Recommendation Number
    8
    Open

    Embassy Tallinn should require Information Systems Security Officers to perform their duties in accordance with Department standards.

AUD-AOQC-22-33
  1. Recommendation Number
    1
    Open

    OIG recommends that the Under Secretary for Political Affairs (a) direct the Bureau of Near Eastern Affairs (NEA) to provide OIG, within 30 days of the issuance of this report, with a status update, including evidence of actions taken, descriptions of actions planned or still to be completed, and estimated milestones for implementation for each of the 11 recommendations identified in this report (see Appendix A for a list of the 11 recommendations), and (b) verify that NEA has responded as directed.

  2. Recommendation Number
    2
    Open

    OIG recommends that until all 11 recommendations (see Appendix A for a list of the 11 recommendations) addressed to the Bureau of Near Eastern Affairs (NEA) referenced in this report (AUD-AOQC-22-33) are implemented and closed, the Under Secretary for Political Affairs monitor NEA’s compliance responses to OIG and verify, at least quarterly, that the responses (a) are provided to OIG within the established due dates and (b) contain complete and accurate status updates that include either evidence of implementation or detailed corrective action plans with actual or proposed target dates for achieving these actions.

5834 recommendations in total

Last Updated: September 26th, 2022

Note: The information includes all open recommendations from reports that were issued October 1, 2014. Potential Monetary Benefits values are as stated in reports—subsequent Department and USAGM management decisions and actions may result in different values.

  1. Includes unclassified recommendations in unclassified reports; also includes unclassified recommendations in SBU reports that are publicly available.
  2. Includes SBU recommendations in SBU reports; also includes unclassified recommendations in SBU reports that are not publicly available.
  3. Includes classified recommendations in classified reports; also includes unclassified recommendations in classified reports.

Read more about report definitions.