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Department of State
U.S. Agency for Global Media
Embassy Algiers should maintain and destroy immigrant visa files in accordance with Department standards.
Embassy Algiers should establish a consular communication structure in line with Department guidance.
Embassy Algiers, in coordination with the Bureau of Overseas Buildings Operations, should bring its safety, health, and environmental management program into compliance with Department standards.
Embassy Algiers, in coordination with the Bureau of Overseas Buildings Operations, should bring its mitigation program for non-high-rise buildings into compliance with Department standards.
Embassy Algiers should bring its fire protection program into compliance with Department standards.
The Bureau of Overseas Buildings Operations should determine the level of priority and funding required to bring Embassy Algiers’ facilities into compliance with federal law regarding accessibility.
Embassy Algiers should review and de-obligate all invalid unliquidated obligations without activity for an extended period, in accordance with Department standards, so funds up to $595,918 can be put to better use.
Embassy Algiers should implement controls to ensure that all occasional money holders complete transactions in accordance with Department standards.
Embassy Algiers should enforce driver duty limits for all embassy drivers in accordance with Department standards.
Embassy Algiers should bring its property management program into compliance with Department standards.
Embassy Algiers, in coordination with the Bureau of Overseas Buildings Operations, should replace the warehouse lock and strengthen internal controls to limit access to the warehouse to authorized personnel only.
Embassy Algiers should record and review all embassy motor vehicle use information in the Fleet Management Information System, as required by Department standards.
Embassy Algiers should dispose of excess motor vehicles in accordance with Department standards.
Embassy Algiers, in coordination with the Bureau of Administration, should bring its contract files into compliance with Department and federal requirements.
Embassy Algiers should bring its contracting officer’s representative program into compliance with Department standards.
Embassy Algiers should review and close out procurement files in accordance with Department standards.
Embassy Algiers should update its motor vehicle and safety policy and incorporate information on progressive driver discipline, in accordance with Department standards and guidance.
Embassy Algiers should update its housing handbook in accordance with Department standards.
Embassy Algiers should implement internal controls to ensure that it complies with Department standards and guidance for time and attendance.
Embassy Algiers should remove the reduction in force information from the Local Compensation Plan.
Embassy Algiers should submit the hotel and restaurant report for areas in Algeria outside of Algiers in accordance with Department standards.
Embassy Algiers should require all Information Systems Security Officers to perform their duties in accordance with Department standards.
Embassy Algiers should develop and implement a knowledge management process for capturing, sharing, transferring, and retaining information for managing computer and telephone operations.
Embassy Algiers should cease supporting residential internet and television services, in accordance with Department standards.
Embassy Algiers should manage its mobile devices in accordance with Department standards.
Embassy Algiers should establish a local configuration management protocol in accordance with Department standards.
Embassy Algiers should manage its non-enterprise networks in accordance with Department standards.
Embassy Algiers should implement a lifecycle management plan for the applications it develops, in accordance with Department standards.
Embassy Algiers should bring its telephone system into compliance with Department standards.
Embassy Algiers should implement a records management program that complies with Department standards.
Embassy Tunis should implement an inclusive public diplomacy strategic planning process and publish the FY 2025 Public Diplomacy Implementation Plan by the deadline set by the Office of the Under Secretary for Public Diplomacy.
Embassy Tunis should bring its timelines for public diplomacy grant application submissions and selection panel reviews into compliance with Department standards.
Embassy Tunis, in coordination with the Office of Policy, Planning, and Resources, should review the section’s organizational structure, and position elements to ensure compliance with Department guidelines and to optimize section effectiveness.
Embassy Tunis should maintain and destroy immigrant visa files in accordance with Department standards.
Embassy Tunis should archive Consular Section communications according to Department guidance.
Embassy Tunis, in coordination with the Bureau of Overseas Buildings Operations, should bring its non-high-rise residential apartment properties into compliance with Department standards for fire protection or obtain exceptions to the standards.
Embassy Tunis should visually inspect its fire extinguishers and smoke alarms in accordance with Department standards.
Embassy Tunis should request permits from the Bureau of Overseas Buildings Operations for the 11 prefabricated buildings on the chancery and recreation center compounds.
Embassy Tunis should bring its safety, health, and environmental management program into compliance with Department standards.
Embassy Tunis, in coordination with the Bureau of Overseas Buildings Operations, should complete all elevator repairs needed to obtain a current certificate of use for each elevator, in accordance with Department standards.
Embassy Tunis should conduct quarterly unannounced cash verification of sub-cashier funds in accordance with Department standards.
Embassy Tunis should manage its bulk fuel operation in accordance with Department standards.
Embassy Tunis should perform and document required daily maintenance checks and record vehicle usage data for all U.S. government vehicles, in accordance with Department standards.
Embassy Tunis should review and reconcile its fuel credit card receipts in accordance with Department standards.
Embassy Tunis should bring its motor vehicle safety program into compliance with Department standards.
Embassy Tunis should bring its contracting officer’s representative program into compliance with Department standards.
Embassy Tunis should use the Integrated Logistics Management System to track all personal and program property in accordance with Department standards
Embassy Tunis should document all nonexpendable property transfers in accordance with Department standards.
Embassy Tunis should bring its time and attendance procedures into compliance with Department standards.
Embassy Tunis should bring its furniture and appliance pool program into compliance with Department standards.
Embassy Tunis should require all Information Systems Security Officers to perform their duties in accordance with Department standards.
Embassy Tunis should manage its non-enterprise networks in accordance with Department standards.
Embassy Tunis should implement its local configuration management protocol, as set forth in its charter, in accordance with Department standards.
Embassy Tunis should implement a lifecycle management plan for the applications it develops, in accordance with Department standards.
Embassy Tunis should manage its mobile devices in accordance with Department standards.
Embassy Tunis should bring its Sensitive But Unclassified server room into compliance with Department standards.
Embassy Tunis should bring its telephone system into compliance with Department standards.
OIG recommends that the Bureau of Administration develop and implement oversight activities to effectively administer subcontracting plans. At a minimum, this should include reviewing administrative actions and communicating policies and procedures to Contracting Officers to comply with the statutory requirements from Federal Acquisition Regulation 19.702 for subcontracting plans.
OIG recommends that the Bureau of Administration, within 6 months of the issuance of this report, issue guidance to Contracting Officers that includes a mechanism for the maintenance of contract files and required documentation if eFiling is not required to be used.
OIG recommends that the Bureau of Administration, within 6 months of the issuance of this report, develop and implement oversight procedures to confirm that contract actions are properly designated in the Federal Procurement Data System – Next Generation.
OIG recommends that the Bureau of Administration issue guidance and training to Contracting Officers that includes the proper interpretation of subcontracting plan requirements and exemptions, in accordance with Federal Acquisition Regulation 19.702(b)(1-4) and Department of State Acquisition Regulation 619.000(b).
OIG recommends that the Bureau of Administration develop and implement a process for achieving the goals, objectives, and timeframes for individual subcontracting report reviews, as prescribed in Federal Acquisition Regulation 19.705-6(f)(1)(2), Department of State Acquisition Manual 619.705-6, and supplemental guidance. At a minimum, this should include identifying and reporting to management contractors that fail to submit required reports.
OIG recommends that the Bureau of Administration develop and implement standard operating procedures describing the post-award responsibilities of Contracting Officers to comply with Federal Acquisition Regulation 19.705-6. At a minimum, the procedures should include regular reporting from the Small Business Technical Liaison to Contracting Officers and management officials in the Bureau of Administration, Office of Global Acquisitions, Acquisitions Management Directorate.
OIG recommends that the Bureau of Administration develop and implement standard operating procedures describing Contracting Officers’ responsibilities to (1) determine contractors’ good faith efforts to comply with their small business subcontracting plans and (2) take action to address a contractor’s failure to make a good faith effort to comply with the requirements in Federal Acquisition Regulation 19.705-7.
OIG recommends that the Bureau of Administration develop and implement standard operating procedures describing Contracting Officers’ responsibilities to comply with the contractor past performance evaluation requirements in Federal Acquisition Regulation 42.1502. At a minimum, the procedures should include timely and accurate assessments of contractors’ small business subcontracting plan performance in the Contracting Performance Assessment Reporting System.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Overseas Buildings Operations, update the Foreign Affairs Handbook (14 FAH-2 H-535) to include guidance on how to avoid improper technical direction that could initiate a constructive change for construction contracts. At a minimum, the update should include guidance on reviewing requests for information and other methods of communication to contractors.
OIG recommends that the Bureau of Overseas Buildings Operations develop and communicate a Construction Alert reminding Project Directors and Construction Executives to review and follow the guidelines detailed in the Foreign Affairs Handbook (14 FAH-2 H-535) regarding preventing constructive changes to contracts.
OIG recommends that the Bureau of Overseas Buildings Operations (OBO), in coordination with the Bureau of Administration, develop and implement a process for management to review and monitor documents referenced in contractor requests for equitable adjustment, such as requests for information and requests for design clarification, to identify improper technical direction initiated by Project Directors or other OBO personnel.
OIG recommends that the Bureau of Administration develop and implement a communications strategy to direct Contracting Officers to review requests for equitable adjustment for unauthorized commitments and to resolve unauthorized commitments in accordance with the ratification process.
OIG recommends that the Bureau of Overseas Buildings Operations (OBO) develop and communicate a Construction Alert to remind Project Directors and Construction Executives to review and follow the guidelines and steps developed in OBO’s Construction Management Guidebook pertaining to requests for equitable adjustment, including documenting contract references and providing backup documentation to link changes to the contract.
OIG recommends that the Bureau of Overseas Buildings Operations, in coordination with the Bureau of Administration, develop and implement a process to periodically assess activities related to evaluating, resolving, and monitoring requests for equitable adjustment to ensure Project Directors and Contracting Officers adhere to federal and Department of State requirements.
OIG recommends that the Bureau of Administration develop, implement, and communicate policies and procedures directing Contracting Officers to obtain from the responsible Project Director all required documentation related to requests for equitable adjustment for construction contracts and to document their review of all findings of fact, written request for equitable adjustment analyses, and prenegotiation memoranda provided by Project Directors to assist Contracting Officers in making merit determinations.
OIG recommends that the Bureau of Administration develop, implement, and communicate policies and procedures for resolving requests for equitable adjustment.
OIG recommends that the Bureau of Overseas Buildings Operations, in coordination with the Bureau of Administration, develop, implement, and communicate a process for Project Directors and Contracting Officers to evaluate all cost elements submitted by contractors to determine necessity, reasonableness, and allowability. Additionally, the process should require that cost element evaluations be included in the independent government cost estimate and prenegotiation memoranda.
OIG recommends that the Bureau of Overseas Buildings Operations, in coordination with the Bureau of Administration, develop, implement, and communicate policies and procedures for Project Directors and Contracting Officers to comply with the cost principle requirements for construction contracts in Federal Acquisition Regulation 31.203.
Once Recommendation 10 has been implemented, OIG recommends that the Bureau of Overseas Buildings Operations (OBO), in coordination with the Bureau of Administration, develop and implement training for OBO staff and Contracting Officers on the policies and procedures related to cost principles.
OIG recommends that the Bureau of Overseas Buildings Operations (OBO) develop and implement a process to identify delays in responding to contractors’ requests for equitable adjustment. At a minimum, the process should include controls that would trigger OBO management action after a specified period of time without resolution.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Overseas Buildings Operations, take the following actions: (1) determine whether the questioned costs of $80,113, which were considered unsupported, for three requests for equitable adjustment for the New Embassy Compound Asuncion, Paraguay, construction contract (SAQMMA17C0082) were supported and (2) recover any costs determined to be unsupported, as shown in Table B.1.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Overseas Buildings Operations (OBO), take the following actions: (1) determine whether the questioned costs of $5,887, which were considered unsupported, for seven requests for equitable adjustment for the New Embassy Compound Beirut, Lebanon, construction contract (SAQMMA17C0079) were supported and (2) recover any costs determined to be unsupported, as shown in Table B.2.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Overseas Buildings Operations (OBO), take the following actions: (1) determine whether the questioned costs of $25,663, which were considered unsupported, for six requests for equitable adjustment for the New Embassy Compound Tegucigalpa, Honduras, construction contract (19AQMM19C0223) were supported and (2) recover any costs determined to be unsupported, as shown in Table B.3.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Overseas Buildings Operations, take the following actions: (1) determine whether the questioned costs of $3,078,171, which were considered unallowable, for two requests for equitable adjustment for the New Embassy Compound Beirut, Lebanon, construction contract (SAQMMA17C0079) were allowable and (2) recover any costs determined to be unallowable, as shown in Table B.4.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Overseas Buildings Operations, take the following actions: (1) determine whether the questioned costs of $173,720, which were considered unallowable, for six requests for equitable adjustment for the New Embassy Compound Tegucigalpa, Honduras, construction contract (19AQMM19C0223) were allowable and (2) recover any costs determined to be unallowable, as shown in Table B.5.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Overseas Buildings Operations, (1) review all contract modifications for the New Embassy Compound Tegucigalpa, Honduras, construction contract (19AQMM19C0223) to identify all costs associated with violations of the cost principle requirements in Federal Acquisition Regulation 31.203, which govern the selection of a distribution base for allocating indirect costs, and (2) recover any costs determined to be unallowable.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Overseas Buildings Operations, (1) review all contract modifications for the New Embassy Compound Beirut, Lebanon, construction contract (SAQMMA17C0079) to identify all costs associated with violations of the cost principle requirements in Federal Acquisition Regulation 31.203, which govern the selection of a distribution base for allocating indirect costs, and (2) recover any costs determined to be unallowable.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Overseas Buildings Operations (OBO), take the following actions: (1) determine whether the questioned costs of $725,509, which were considered to be unsupported, for request for equitable adjustment 003 for the New Consulate Compound Hyderabad, India, construction contract (SAQMMA16C0274), were supported and (2) recover any costs determined to be unsupported, as shown in Table B.6.
OIG recommends that the Office of Global Partnerships revise 2 Foreign Affairs Manual (FAM) 970, “Public-Private Partnerships,” to include a standardized action memorandum template for public-private partnerships. This template should outline all required elements from 2 FAM 970, which was updated in March 2024, to ensure completeness and consistency. The template should also include instructions for users to provide an explanation if any required element does not apply.
OIG recommends that the Office of Global Partnerships revise 2 Foreign Affairs Manual (FAM) 970, “Public-Private Partnerships,” to specify the conditions in which memoranda of understanding (MOU) are mandatory or optional for public-private partnerships. Given the critical role of MOUs in establishing clear partnership arrangements, responsibilities, and expectations, this revision should also clarify the specific information responsible officials must include in the action memorandum if an MOU is not prepared.
OIG recommends that the Office of Global Partnerships update and clarify the criteria for what constitutes a partnership requiring approval under 2 Foreign Affairs Manual 970, “Public-Private Partnerships.”
OIG recommends that the Office of Global Partnerships enhance existing training related to public-private partnerships (PPP) to include specific examples of Department of State (Department) partnerships that model the differing structures and governance that partnerships can have. At a minimum, the training should clearly explain that the requirements included in 2 Foreign Affairs Manual (FAM) 970, “Public-Private Partnerships,” apply to all PPPs, including those for which a Department grantee is an intermediary or a grantee is acting on behalf of the Department in forming the partnership.
OIG recommends that the Office of Global Partnerships (GP) develop and implement a process to ensure that organizations responsible for public-private partnerships (PPP) approved prior to the 2013 establishment of 2 Foreign Affairs Manual 970, “Public-Private Partnerships,” update documentation to comply with current oversight requirements. Specifically, GP should coordinate with relevant bureaus and offices as appropriate to ensure these PPPs are updated to incorporate all required elements, including due diligence and legal clearances.
OIG recommends that the Office of Global Partnerships update 2 Foreign Affairs Manual 970, “Public-Private Partnerships,” to include specific requirements for the ongoing management, monitoring, and evaluation of public-private partnerships (PPP). The revision should clearly articulate that monitoring and assessing PPPs is required and outline minimum documentation expectations.
OIG recommends that the Office of Global Partnerships develop and implement a communication strategy to ensure that relevant bureau personnel are aware of the Foreign Service Institute training—PP440 – Public-Private Partnerships.
OIG recommends that the Office of Global Partnerships require Foreign Service Institute training—PP440 - Public-Private Partnerships—for all personnel involved with public-private partnerships and update 2 Foreign Affairs Manual 970, “Public-Private Partnerships,” to include the requirement.
OIG recommends that the Office of Global Partnerships assess its data entry practices for the Public-Private Partnerships (PPP) database to determine whether the existing processes ensure that all required fields—such as start date, end date, and key information—are consistently completed during data entry. At a minimum, this review should consider procedural and relevant technical aspects of the PPP database that may affect data completeness.
Following the implementation of Recommendation 9, OIG recommends that the Office of Global Partnerships enhance the Public-Private Partnerships database data entry practices as needed. Enhancements may include introducing additional checks or prompts during data entry to help prevent omissions, improving the overall quality and reliability of the data.
OIG recommends that the Office of Global Partnerships develop and implement procedures for creating initial records for public-private partnerships (PPP) in the PPP database based on approved action memoranda. This procedure should outline specific steps and responsibilities to ensure the consistent entry of new records to the PPP database.
OIG recommends that the Office of Global Partnerships develop and implement guidance making all key fields in the Public-Private Partnerships database mandatory, including “Indicators,” “Expected/Actual Results,” and “Lessons Learned,” to help ensure that critical information is consistently captured.
OIG recommends that the Office of Global Partnerships (GP) develop and implement guidance requiring the inclusion of short-term public-private partnerships (PPP) in the PPP database. At a minimum, GP should revise reporting guidance and update the PPP database to support accurate classification and tracking of these partnerships.
OIG recommends that the Deputy Secretary of State for Management and Resources immediately formally designate and establish leadership responsibilities for the Trans-Sahara Counterterrorism Partnership (TSCTP) program, in accordance with 18 Foreign Affairs Manual 201.3, “Delegations of Authority,” to a position that has authority to lead, coordinate, and execute all TSCTP projects and activities within the Department of State and coordinate interagency TSCTP efforts with the United States Agency for International Development and the Department of Defense.
OIG recommends that the designated Department of State (Department) leader of the Trans-Sahara Counterterrorism Partnership (TSCTP) program (as identified in Recommendation 1) coordinate with the Department’s Managing for Results Strategic Planning and Performance Team, co-managed by the Bureau of Budget and Planning and the Office of Foreign Assistance, to revise the comprehensive 5-year strategy for TSCTP program efforts to include all elements required by the TSCTP Program Act of 2022; 18 Foreign Affairs Manual 301.2, “Department of State Strategic Planning;” and the Foreign Assistance Act of 1961.
OIG recommends that the designated Department of State leader of the Trans-Sahara Counterterrorism Partnership (TSCTP) program (as identified in Recommendation 1) develop and implement procedures that includes completion of the Foreign Service Institute’s Strategic Planning and Performance Management training course (PA315) to ensure bureaus and offices responsible for the redevelopment and future modification of the TSCTP strategy are aware of applicable Foreign Affairs Manual requirements related to strategic planning.
OIG recommends the Executive Secretariat modify 2 Foreign Affairs Manual (FAM) 1200, “Action and Clearance Procedures,” to include the Managing for Results Strategic Planning and Performance Team, co-managed by the Bureau of Budget and Planning and the Office of Foreign Assistance, as a mandatory clearing office for any strategy documents that meet the requirements listed in 18 FAM 301.2, “Department of State Strategic Planning.”
The U.S. Mission to the United Nations, in coordination with the Bureau of International Organization Affairs, should update and implement its Integrated Mission Strategy.
The U.S. Mission to the United Nations should define and document the mission’s structure, roles, and responsibilities in Department standards and guidance.
The U.S. Mission to the United Nations should implement standard operating procedures and outline roles and responsibilities for employees in the Executive Office and at the U.S. Mission to the United Nations office in Washington.
The U.S. Mission to the United Nations should manage the Political Affairs Section in accordance with the Department’s leadership and management principles.
The U.S. Mission to the United Nations should report through official channels on Fifth Committee and other official meetings both at the outset and conclusion of those sessions.
The U.S. Mission to the United Nations, in coordination with the Bureau of International Organization Affairs, should develop procedures to report allegations of fraud, waste and abuse to the Department’s Office of Inspector General.
The U.S. Mission to the United Nations should establish current, formal agreements defining areas of responsibility with Department partners, including, at a minimum, the Office of Foreign Missions and the Bureau of Consular Affairs.
The U.S. Mission to the United Nations should develop standard operating procedures for its accreditation processes.
The U.S. Mission to the United Nations should develop a mission-wide coordination mechanism to monitor United Nations General Assembly plenary issues.
The U.S. Mission to the United Nations should implement procedures to address and strengthen mission-wide collaboration on monitoring and countering People’s Republic of China activities at the United Nations.
The U.S. Mission to the United Nations, in coordination with the Bureau of Administration, should perform a strategic review of the findings in the building engineering reports and assess whether pursuing various delegated authorities for facility management from the General Services Administration would be cost-effective and prevent disruptions to mission operations.
The U.S. Mission to the United Nations, in coordination with the Bureau of Administration, should implement a residential housing certification program to comply with federal and Department standards.
The U.S. Mission to the United Nations should administer its housing program in accordance with mission procedures and Department standards.
The U.S. Mission to the United Nations, in coordination with the Bureau of the Comptroller and Global Financial Services, should bring the mission’s housing program management into compliance with Department standards.
The U.S. Mission to the United Nations should update its housing program regulations in the Foreign Affairs Manual.
The U.S. Mission to the United Nations should bring its nonexpendable property inventory records and procedures into compliance with Department standards.
The U.S. Mission to the United Nations should dispose of excess inventory in accordance with Department standards.
The U.S. Mission to the United Nations should implement a process to require supervisors to submit performance evaluations for direct reports in accordance with established deadlines.
The U.S. Mission to the United Nations, in coordination with the Bureau of International Organization Affairs, should institute a process to certify position descriptions every 5 years, in accordance with Department standards.
The U.S. Mission to the United Nations should clear overdue travel vouchers, institute a process to ensure travelers submit their final travel vouchers in accordance with Department standards, and put up to $47,397 to better use.
The U.S. Mission to the United Nations should require its primary and alternate information system security officers to complete training in accordance with Department standards.
The U.S. Mission to the United Nations should test its information technology contingency plans in accordance with Department standards.
The U.S. Mission to the United Nations should implement an annual process for verifying system access controls for mission staff.
The U.S. Mission to the United Nations should provide personal protective equipment for its mail screening personnel in accordance with Department standards.
The U.S. Mission to the United Nations should bring the network cabling in its telecommunications room into compliance with Department standards.
The U.S. Mission to the United Nations should bring its records management program into compliance with Department standards.
OIG recommends that U.S. Embassy Kyiv officially designate a Post Records Coordinator to regularly review post’s records management practices and liaise with embassy sections on records management requirements, as required by 5 Foreign Affairs Manual 418.9.
OIG recommends that U.S. Embassy Kyiv (1) develop and implement post-specific guidance on federal recordkeeping responsibilities, including the definition of what types of electronic messaging communications must be retained to comply with federal records retention requirements as well as direction on how to preserve records received or created on electronic messaging platforms and (2) develop and implement a procedure to periodically communicate the guidance to post personnel and keep the guidance updated on Embassy Kyiv’s SharePoint page.
OIG recommends that U.S. Embassy Kyiv develop and implement internal controls to ensure that post records management officials routinely liaise with post sections on records management requirements, remain aware of the extent to which electronic messaging applications are used to conduct Department of State (Department) business, and implement internal policies to promote the preservation of records on electronic messaging platforms in accordance with Department requirements.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Diplomatic Technology and Bureau of Diplomatic Security, assess the extent to which electronic messaging applications, including Signal, are used at posts worldwide to conduct Department of State business.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Diplomatic Technology and Bureau of Diplomatic Security, determine the availability of acceptable alternative procedures and methods for preserving federal records from electronic messaging applications by (1) identifying alternative methods for preserving records from electronic messaging applications without export functions and (2) determining whether replicating electronic messaging correspondence in cables, emails, or official reports is an acceptable alternative means of preserving records of these communications.
OIG recommends that, if alternative procedures and methods for preserving federal records from electronic messaging applications are identified following implementation of Recommendation 5, the Bureau of Administration update the guidance for retaining electronic messages in the Foreign Affairs Manual and Records Guidance for Electronic Messages accordingly.
OIG recommends that, following the implementation of Recommendations 4, 5, and 6, the Bureau of Administration, in coordination with the Bureau of Diplomatic Technology and Bureau of Diplomatic Security, reevaluate the general prohibition on certain electronic messaging applications and update the Foreign Affairs Manual accordingly.
Embassy Jakarta should document public diplomacy grants in accordance with the Federal Assistance Directive.
Embassy Jakarta should comply with Department standards for line of sight within the Consular Section.
Embassy Jakarta should develop and implement standard operating procedures for management of federal assistance awards to ensure compliance with Department standards.
Embassy Jakarta, in coordination with the Bureau of Administration, should review assets listed as information technology inter-unit transfers and update the physical location of the asset within the Integrated Logistics Management System, or dispose of the assets, as appropriate.
Embassy Jakarta should bring its motor pool operations into compliance with Department standards.
Embassy Jakarta should bring its motor vehicle safety program into compliance with Department standards.
Embassy Jakarta should bring the mission contracting officer’s representative program into compliance with Department standards.
Embassy Jakarta should maintain mission contract and contracting officer’s representative files in the Integrated Logistics Management System.
Embassy Jakarta should bring the mission’s time and attendance procedures into compliance with Department standards.
Embassy Jakarta should bring its safety, health, and environmental management program into compliance with Department standards.
Embassy Jakarta, in coordination with the Bureau of Overseas Buildings Operations, should perform seismic evaluations of all residential properties in accordance with Department standards.
Embassy Jakarta, in coordination with the Bureau of Overseas Buildings Operations, should conduct the required annual review of the Mirasole Guest House to assess the utility and economy of maintaining the property, in accordance with Department guidance.
Embassy Jakarta should obtain authorization from the Bureau of Overseas Buildings Operations to use a shipping container as functional space at Consulate General Surabaya or remove the container in accordance with Department standards.
Embassy Jakarta should bring the mission’s furniture and appliance pool program into compliance with Department standards.
Embassy Jakarta should disburse Consulate General Surabaya official residence employee salaries according to Department guidance.
Embassy Jakarta should implement a plan to conduct periodic visits to constituent posts to assess diplomatic technology operations in accordance with Department standards.
Embassy Jakarta should require all Information Systems Security Officers to perform their duties in accordance with Department standards.
Embassy Jakarta should implement an application lifecycle management plan for applications it develops, in accordance with Department standards.
Embassy Jakarta should identify locally developed applications and maintain a comprehensive list.
Embassy Jakarta should implement a local Information Technology Configuration Control Board for the mission that functions in accordance with Department standards.
Embassy Jakarta should secure, monitor, and correctly register the mission’s non-enterprise networks in accordance with Department standards.
Embassy Jakarta should update and test Consulate General Surabaya’s classified and unclassified information technology contingency plans in accordance with Department standards.
Embassy Jakarta should conduct a risk assessment and obtain an authorization to operate from the Bureau of Diplomatic Technology for the Office of Antiterrorism Assistance domain.
Embassy Jakarta should bring the unclassified server room network cabling at the Hang Jebat warehouse annex and Consulate General Surabaya into compliance with Department standards.
Embassy Jakarta should obtain approval for its OpenNet extensions in accordance with Department standards.
Embassy Jakarta should bring Consulate Medan’s telephone system into compliance with Department standards.
Embassy Jakarta, in coordination with the Bureau of Diplomatic Security, should secure Consulate General Surabaya’s telephone switch and main distribution frame room serving controlled access areas in accordance with Department standards.
Embassy Jakarta should dispose of excess information technology assets in Consulate General Surabaya as required by Department standards.
Embassy Jakarta should maintain information technology property loans in accordance with Department standards.
Embassy Jakarta should implement a records management program that complies with Department standards.
The U.S. Mission to the Association of Southeast Asian Nations, in coordination with the Bureau of East Asian and Pacific Affairs, should document the registration and management of public diplomacy grants in accordance with the Federal Assistance Directive.
Last Updated:
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.
