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Department of State
U.S. Agency for Global Media
Embassy Montevideo should monitor its Global Support Strategy program services to verify the accuracy and quality of information provided to visa applicants, in accordance with Department standards.
Embassy Montevideo should install a closed-circuit television monitoring system or other means to enable consular managers to visually observe the activities within the Consular Section cashier booth.
Embassy Montevideo should comply with all Department Overseas Motor Vehicle Safety standards for chauffeurs and incidental drivers under chief of mission authority.
Embassy Montevideo should bring its contracting officer’s representative program into compliance with Department standards.
Embassy Montevideo should close out procurement files in accordance with Department standards.
Embassy Montevideo should submit its hotel and restaurant reports to the Bureau of Administration’s Office of Allowances, in accordance with Department standards.
Embassy Montevideo should comply with Department standards with respect to the use of shipping containers for permanent storage space and functional space.
Embassy Montevideo should complete all information systems security officer responsibilities in accordance with Department standards.
Embassy Montevideo should test its high-frequency radio network in accordance with Department standards.
Embassy Montevideo should retire records in accordance with Department records management standards.
Embassy Santiago, in coordination with the Bureau of Educational and Cultural Affairs, should develop and implement a plan to provide full financial oversight over the binational Fulbright Commission.
Embassy Santiago, in coordination with the Bureaus of Overseas Buildings Operations and Consular Affairs, should provide a wheelchair accessible interview window for consular applicants, in accordance with Department standards.
Embassy Santiago should develop and implement a fraud prevention strategy in accordance with Department standards.
Embassy Santiago should complete and document safety certifications for all embassy residences in the Post Occupational Safety and Health Officer Certification Application, in accordance with Department standards.
Embassy Santiago, in coordination with the Bureau of Overseas Buildings Operations, should perform seismic evaluations of its residential properties in accordance with Department standards.
Embassy Santiago should dismantle and remove its shipping containers and portable structures in accordance with Department requirements or obtain authorization from the Bureau of Overseas Buildings Operations to use the shipping containers as permanent storage.
Embassy Santiago should comply with all Department Overseas Motor Vehicle Safety standards for chauffeurs and incidental drivers under chief of mission authority.
Embassy Santiago should bring its contracting officer’s representative program into compliance with Department standards.
Embassy Santiago should close out procurement files in accordance with Department standards.
Embassy Santiago should manage its bulk fuel operation in accordance with Department standards.
Embassy Santiago should conduct and submit an annual housing market survey in accordance with Department requirements.
Embassy Santiago should submit its hotel and restaurant reports to the Bureau of Administration’s Office of Allowances, in accordance with Department standards.
Embassy Santiago should complete all information systems security officer responsibilities in accordance with Department standards.
Embassy Santiago should retire records in accordance with Department records management standards.
Sensitive Information Redacted
The Bureau of Diplomatic Security should require employees to report all meals provided by foreign dignitaries as gifts, in accordance with Department standards.
The Bureau of Diplomatic Security should update its memorandum of understanding with the U.S. Olympic and Paralympic Committee.
OIG recommends that U.S. Embassy Cairo, Egypt, develop and implement standard operating procedures to monitor and verify contractor compliance with provisions for accepting receipt, maintaining control, and accounting for the use of Government-furnished materials.
OIG recommends that U.S. Embassy Cairo, Egypt, develop and implement standard operating procedures for managing and monitoring expendable supplies. This should include defining (1) the types of data that should be used by supply managers to inform decisions about ordering new supplies, (2) the respective responsibilities of other sections to collaborate on efforts to identify frequently used or critical items that may need to be ordered on a regular basis, and (3) the requirement to conduct regular reviews of existing stock to identify old or unused items for disposal.
OIG recommends that U.S. Embassy Cairo, Egypt, develop and implement a process to provide initial and, as needed, refresher training on the Integrated Logistics Management System (ILMS) to those locally employed staff in the Supply and Property Management Section who regularly use ILMS during their day-to-day responsibilities.
OIG recommends that U.S. Embassy Cairo, Egypt, reinforce the requirement, through actions such as training for Facility Management Office staff and approving officials, to explain why an item is urgently needed on petty cash request forms.
OIG recommends that U.S. Embassy Cairo, Egypt, develop and implement a process to regularly review a sample of approved petty cash voucher packages to determine whether they were approved and processed in accordance with post policy and take actions where necessary to correct instances that do not comply.
OIG recommends that U.S. Embassy Cairo, Egypt, execute its plan to move frequently used expendable supplies to existing warehouse locations that are closer to the place where they will be used in order to reduce the need for petty cash requests.
OIG recommends that U.S. Embassy Cairo, Egypt, conduct a workforce analysis of the Facility Management Office to inform staffing needs and to determine if the current amount of overtime used is appropriate.
OIG recommends that U.S. Embassy Cairo, Egypt, using the results of a workforce analysis, develop and communicate guidance on the types of tasks or circumstances that would generally require the use of overtime among Facility Management Office staff.
OIG recommends that U.S. Embassy Cairo, Egypt, reinforce the requirement, through actions such as training for Facility Management Office staff and approving officials, to include a justification on overtime on request forms in accordance with 3 Foreign Affairs Manual, 7550, “Premium Compensation,” which states that overtime should only be approved as an emergency measure or to meet a temporary crisis.
OIG recommends that U.S. Embassy Cairo, Egypt, develop and implement a process to regularly review a sample of approved overtime forms to determine whether they were approved and processed in accordance with post policy and take actions necessary to correct instances that do not comply.
OIG recommends that U.S. Embassy Cairo, Egypt, develop and implement a standard operating procedure outlining the minimum type of work that should be performed for each make-ready project and the conditions that should be considered before completing additional work or if further approval is required before completing the work.
OIG recommends that U.S. Embassy Cairo, Egypt, in collaboration with the Bureau of Overseas Buildings Operations (OBO), develop and implement a standard operating procedure describing the steps for completing and entering work orders in the Global Maintenance Management System (GMMS), including identifying the minimum types of information and level of detail that must be recorded in each work order.
OIG recommends that U.S. Embassy Cairo, Egypt, develop and implement standard operating procedures that include a process for conducting periodic spot checks of information recorded in the Global Maintenance Management System (GMMS) to verify that the information recorded is reasonable, complete and in compliance with established standards as outlined in Recommendation 12.
OIG recommends that U.S. Embassy Cairo, Egypt, (1) evaluate the feasibility of hiring a Facility Data Analyst, and (2) collaborate with the Bureau of Overseas Buildings Operations to determine how to use the position to improve the collection and analysis of data recorded in the Global Maintenance Management System if it decides to hire a Facility Data Analyst.
OIG recommends that Embassy Cairo, Egypt, establish and implement a process to (1) track materials used, and costs associated with the make-ready process in the Integrated Logistics Management System, (2) conduct periodic reviews of the information to determine whether materials used, and costs associated with the make-ready process are reasonable, and (3) take corrective actions, as appropriate, when they are not.
OIG recommends that U.S. Embassy Cairo, Egypt, develop and implement a standard operating procedure for the Procurement and Contracting Section that outlines steps to be taken when procuring goods and services, including determining price reasonableness, completing pre-award reviews and checklists, and adhering to e-Filing requirements for storing documentation associated with purchase card transactions.
OIG recommends that U.S. Embassy Cairo, Egypt, establish procedures to ensure compliance with Federal Acquisition Regulation 16.505(b)(1)(ii)(E) which states that cost should be considered as one of the selection factors when making decisions about awarding task orders for make-ready and other services below the micro-purchase threshold.
OIG recommends that Embassy Cairo, Egypt, establish controls to attribute time of only those staff who directly perform make-ready services under the make-ready sub-cost center, in accordance with the guidance outlined in 6 Foreign Affairs Handbook-5, H-341.15-11(C), “Residential Make-Ready – Time Allocation.”
OIG recommends that Embassy Cairo, Egypt, discontinue the practice of using carryover funds for make-ready projects, and that it accounts for supplies, tools, and equipment used in support of its make-ready projects under the make-ready sub-cost center, consistent with the guidance outlined in 6 Foreign Affairs Handbook-5 H-341.15-11(B), “Residential Make-Ready – Budgeted Costs.”
OIG recommends that Embassy Cairo, Egypt, develop and implement a policy requiring staff to distinguish make-ready activities from those related to maintenance, repair, and renovation activities as defined in 6-FAH-5, H-520, “Residential Commissioning and Make-Ready,” and direct staff to record only those activities (e.g., painting, cleaning, gardening, changing locks, and verifying safety and security requirements) as make-ready activities.
OIG recommends that Embassy Cairo, Egypt, revise its make-ready policy to comply with the requirements outlined in 6 Foreign Affairs Handbook-5 H-521(d), “Post Policy.”
OIG recommends that U.S. Embassy Cairo, Egypt, continue to develop and implement additional mechanisms to encourage and support the free exchange of ideas and criticism in the Management Section in accordance with 2 Foreign Affairs Manual 111.1-1, “Openness in Post Operations and Management” and Standards for Internal Control in the Federal Government. Such mechanisms could include regular one-on-one meetings between U.S. direct-hire supervisors and their locally employed staff, with the assistance of an American translator to identify specific areas of concern when feasible; the use of anonymous drop boxes; or other appropriate, confidential, feedback processes.
OIG recommends that senior leaders in the Management Section at U.S. Embassy Cairo, Egypt, work with U.S. direct-hire supervisors to (1) take additional steps to foster constructive relationships in accordance with 3 Foreign Affairs Manual 1214, “Leadership and Management Principles for Department Employees” by messaging the importance of teamwork, community, and open dialogue, and (2) remind employees of the Department prohibition against retaliation for disclosing wrongdoing in accordance with 3 Foreign Affairs Manual 4329, “Limitations on Use of Disciplinary Action.”
OIG recommends that U.S. Embassy Cairo, Egypt, collaborate with the Foreign Service Institute to identify additional resources and support to address issues impacting collaboration, morale, and interpersonal relationships in the Management Section at post.
Embassy Luxembourg should document its public diplomacy grants in accordance with Department standards.
Embassy Luxembourg should update its public-private partnership with the University of Luxembourg.
Embassy Luxembourg should establish and administer a training program for its locally employed staff in accordance with Department guidelines.
Embassy Luxembourg should establish internal controls to administer and oversee its expendable property in accordance with Department guidelines.
Embassy Luxembourg, in coordination with the Bureau of Overseas Buildings Operations, should provide documentation that the lease for the Deputy Chief of Mission’s residence will not be renewed past June 2022.
Embassy Luxembourg, in coordination with the Bureau of Overseas Buildings Operations, should bring its fire protection program into compliance with Department standards.
Embassy Luxembourg, in coordination with the Bureau of Overseas Buildings Operations, should bring its safety, health, and environmental management training into compliance with Department standards.
Embassy Luxembourg should bring its cashier operations’ internal controls, including management oversight of those operations, into compliance with Department standards.
Embassy Luxembourg should update its accommodation exchange policy to comply with Department standards.
Embassy Luxembourg should perform all Information Systems Security Officer duties in accordance with Department standards.
The Bureau of Information Resource Management, in coordination with Embassy Luxembourg, should install a functioning high-frequency radio system at the embassy.
The Bureau of Information Resource Management, in coordination with Embassy Luxembourg, should remediate the telephone and network cabling at the embassy, in accordance with Department standards.
Embassy Luxembourg should update all dedicated internet network registrations in accordance with Department standards.
Embassy Luxembourg should implement a records management program in accordance with Department standards.
OIG recommends that the Global Engagement Center (GEC) revise Section 4.8.2, “GEC (Bureau) Specific Requirements,” of its Policies and Procedures Manual (Version 1.6, December 2020) to comply with Office of Management and Budget Policy Letter 11-01 and Federal Assistance Directive requirements regarding inherently Governmental functions and U.S. Federal employee decision-making authority over the programmatic aspects of awards. Specifically, the revisions must reflect that the Grants Officer and designated Grants Officer Representative retain responsibility for all programmatic and technical matters in the administration of the award.
OIG recommends that the Global Engagement Center review all active cooperative agreements and grants to verify whether the award provisions comply with Office of Management and Budget Policy Letter 11-01 requirements regarding inherently Governmental functions and U.S. Federal employee decision-making authority over all programmatic aspects of the awards and, for those that do not, revise the award provisions to comply with those requirements.
OIG recommends that the Global Engagement Center review the assigned roles, authorities, and responsibilities of its award management team members (Federal employees and third-party contractors) to determine (a) authorities and responsibilities that are inherently Governmental functions and (b) whether those authorities and responsibilities are assigned to or performed by team members who are not Federal employees or Personal Service Contractors, as appropriate.
OIG recommends that the Global Engagement Center transfer to Federal employees or Personal Service Contractors, as appropriate, those authorities and responsibilities found to be inherently Governmental functions that are currently assigned to third-party contractors (as determined by the review in Recommendation 3).
OIG recommends that the Global Engagement Center develop and implement a process to verify that inherently Governmental functions are only assigned to and performed by Federal employees or Personal Service Contractors, as appropriate.
OIG recommends that the Global Engagement Center (GEC) determine the authorities and responsibilities of Project Officers and those of Grants Officer Representatives and revise GEC’s Policies and Procedures Manual (Version 1.6, December 2020) to explicitly and accurately delineate and differentiate their roles, authorities, and responsibilities.
OIG recommends that the Global Engagement Center (GEC) develop and implement a process to formally notify GEC award management personnel and award recipients of all roles, authorities, and responsibilities that are inherently Governmental and are only to be assigned to and performed by Federal employees and Personal Services Contractors, as appropriate. The notification process should highlight all revisions to previous guidance and practice, beginning with the revisions to GEC’s Policies and Procedures Manual (Version 1.6, December 2020) following the implementation of Recommendations 1 through 6.
OIG recommends that the Global Engagement Center design and implement controls, rather than relying only on the State Assistance Management System, to ensure that Grants Officers designate a Grants Officer Representative prior to awarding cooperative agreements or grants and throughout the award’s period of performance.
OIG recommends that Global Engagement Center (GEC) Grants Officers implement controls to comply with GEC’s Policies and Procedures Manual (Version 1.6, December 2020), “Post-Award: Changes,” requirements to notify award recipients about changes to Grants Officer Representative (GOR) assignments and furnish award recipients with fully-executed copies of GOR designation memoranda.
OIG recommends that the Bureau of the Comptroller and Global Financial Services develop and implement a methodology to periodically review and update the budget object codes (BOC) included in the Foreign Affairs Handbook (4 FAH-1 H-613). This methodology should include collaborating with other bureaus to assist in identifying BOCs that are not needed, new BOCs that bureaus believe would be beneficial, or changes to the definitions of existing BOCs.
OIG recommends that the Bureau of the Comptroller and Global Financial Services (CGFS) develop and implement guidance on the use of “not otherwise classified” budget object codes. As part of the process to develop guidance, CGFS should obtain information from bureaus on specific topics that the bureaus believe need authoritative guidance.
OIG recommends that the Bureau of the Comptroller and Global Financial Services develop and implement a communications strategy to periodically provide updates and reminders on the use of budget object codes, including “not otherwise classified” budget object codes.
The Bureau of Administration should review the role defined for the Information Technology Services Division in the Foreign Affairs Manual and the services that the Information Technology Services Division is providing and bring them into alignment.
The Bureau of Administration should require the Information Systems Security Officers to perform their duties in accordance with Department guidance.
The Bureau of Administration should implement standardized systems development life cycle procedures to manage the systems in the Information Technology Services Division in accordance with Department standards.
The Bureau of Administration should conduct risk assessments for the applications in the Information Technology Services Division and obtain authorizations to operate from the Bureau of Information Resource Management.
The Bureau of Administration should implement procedures to conduct risk assessments and obtain authorizations for applications in the Information Technology Services Division prior to production releases and expiration of the systems’ authorizations to operate.
The Bureau of Administration should implement a process for reviewing and updating iMatrix and internal system inventory documents to accurately reflect the status of the Information Technology Services Division’s information systems.
The Bureau of Administration should review its existing operating systems and remove all unsupported operating systems from Department networks.
The Bureau of Administration should conduct information technology contingency plan tests for the information systems in the Information Technology Services Division in accordance with Department standards.
The Bureau of Administration should develop and implement a policy for organizing and managing electronic records in the Office of the Executive Director.
The Bureau of Administration should implement a procedure to track implementation of all bureau program evaluation recommendations.
The Bureau of Administration should review and de-obligate all invalid unliquidated obligations without activity for more than 1 year, in accordance with Department standards, so funds of up to $8 million can be put to better use.
The Bureau of Administration should bring its contract administration into compliance with Department standards.
Embassy Asuncion should comply with Department standards related to Federal assistance award monitoring and evaluation, including by finalizing the standard operating procedures for monitoring and evaluating grants.
Embassy Asuncion should implement consular fraud prevention standard operating procedures for site visits and referrals to the Assistant Regional Security Officer for Investigations, in accordance with Department standards.
Embassy Asuncion should bring its panel physician program into compliance with Department standards.
Embassy Asuncion should close out procurement files in accordance with Department standards.
Embassy Asuncion should complete safety certifications for all its real property and update the Post Occupational Safety and Health Officer Certification Application, as required by Department standards.
Embassy Asuncion should implement a records management program that complies with Department standards.
The Bureau of East Asian and Pacific Affairs should review its Joint Regional Strategy in accordance with Department guidelines.
The Bureau of East Asian and Pacific Affairs should conduct annual evaluations of the bureau’s programs, projects, and processes in accordance with Department guidelines.
The Bureau of East Asian and Pacific Affairs, in coordination with the Bureau of Global Talent Management, should conduct an organizational assessment to align its organizational structure with bureau operational needs and Department requirements.
The Bureau of East Asian and Pacific Affairs should differentiate the functions of the Offices of Multilateral Affairs and Regional Security Policy in accordance with Department guidance.
The Bureau of East Asian and Pacific Affairs should manage its Federal assistance awards and interagency agreements in accordance with Department and bureau standards.
The Bureau of East Asian and Pacific Affairs should review and de-obligate all invalid unliquidated obligations without activity for more than 1 year, in accordance with Department guidance, so funds of up to $2.7 million can be put to better use.
The Bureau of East Asian and Pacific Affairs should develop and implement procedures to retire records in accordance with Department standards.
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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.
