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Department of State
U.S. Agency for Global Media
The Bureau of African Affairs should undertake a review of its foreign assistance programs to align policy, planning, resources, and program decision-making.
The Bureau of African Affairs should strengthen oversight of foreign assistance program offices by realigning responsibilities to provide coordinated senior-level leadership over foreign assistance program management.
The Bureau of African Affairs should document its foreign assistance business processes, including administrative responsibilities and internal control procedures for project planning, funds management, human resources, contract and grants management, and risk management.
The Bureau of African Affairs should identify duplicative and fragmented administrative functions related to monitoring and evaluation, invoice reviews, and procurement, and consolidate functions to improve program efficiency.
The Bureau of African Affairs should develop a bureau-wide process to reclassify foreign assistance funds before the funds cancel.
The Bureau of African Affairs should implement mechanisms to track information on foreign assistance programs and provide financial and program reports to the bureau's senior leadership on core program management responsibilities.
The Bureau of African Affairs should implement risk management policies and procedures for foreign assistance that incorporate measures to further reduce the likelihood that foreign assistance will inadvertently finance terrorist activities.
The Bureau of African Affairs, in coordination with the Bureau of Democracy, Human Rights and Labor and U.S. Mission to Somalia, should document its provision of assistance to Somali National Army units with lapsed Leahy vetting and identify corrective measures to prevent recurrence.
The Bureau of African Affairs, in coordination with the Bureau of Administration, should develop a customized risk assessment template for Federal financial assistance to accurately assess and mitigate risks specific to programs in Africa.
The Bureau of African Affairs should complete required monitoring and evaluation reports, as specified in individual Federal assistance monitoring plans.
Embassy Nicosia should prepare its Chief of Mission Annual Management Control Statement of Assurance in accordance with Department guidance.
Embassy Nicosia should implement standard operating procedures and maintain required records for all grant awards in accordance with Department guidance.
Embassy Nicosia should require visa applicants to direct general visa inquiries to the contractor-provided call center retained to provide this service.
Embassy Nicosia should restrict access to the North Office consular work space to employees having official reasons for access.
Embassy Nicosia should establish internal controls for the administration and disbursement of facility expendable supplies in accordance with Department standards.
Embassy Nicosia should conduct an annual inventory of its facility expendable supplies and enter it into the Integrated Logistics Management System.
Embassy Nicosia should require that all chauffeurs and incidental drivers under chief of mission authority receive required safe driver training and have required medical clearances.
Embassy Nicosia should pay its invoices in compliance with the Prompt Payment Act and Department guidelines.
The Bureau of Overseas Buildings Operations, in coordination with Embassy Nicosia, should perform seismic evaluations of the embassy’s residential properties in accordance with Department standards.
Embassy Nicosia should install a fire alarm system in its North Office to meet Department fire safety standards.
Embassy Nicosia, in coordination with the Bureau of Overseas Buildings Operations, should configure the unclassified server room to meet Department standards.
Embassy Nicosia should conduct annual information technology contingency plan testing of the unclassified and classified networks in accordance with Department standards.
The Bureau of Diplomatic Security should make the Office of Mobile Security Deployments’ temporary administrative chief a permanent position.
The Bureau of African Affairs should review its roster of reemployed annuitants and terminate the appointments of those who meet its criteria for non-extension of appointment.
The Bureau of African Affairs, in coordination with the Office of the U.S. Global AIDS Coordinator and Health Diplomacy, should update the President’s Emergency Plan for AIDS Relief agreement to define roles and responsibilities for funds control, staffing, and financial reporting.
The Bureau of African Affairs should conduct and document management reviews twice a year for procurement and property management functions.
The Bureau of African Affairs should require the designated Domestic Information Systems Security Officers to regularly perform and document their information systems security officer responsibilities and complete required training.
The Bureau of African Affairs should implement a records management program that complies with Department standards.
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OIG recommends that ISN coordinate with the Department to create a policy within 14 Foreign Affairs Manual 730 requiring all Department employees to receive official Department business information and correspondence at an official Department mailing address to ensure the proper screening and receipt of official correspondence and to eliminate any perception of inappropriate employee activity.
OIG recommends that the Bureau of Information Resource Management develop and implement a detailed program plan for the Information Technology Configuration Control Board process that includes clear goals and attainable objectives and defines areas of authority and responsibility.
OIG recommends that the Bureau of Information Resource Management develop and implement a process to establish and periodically update a list of system, product, or software owners who will be authorized to make change requests for their system, product, or software. The list should be made available to users and members of the Information Technology Configuration Control Board through the Information Technology Configuration Control Board website or applicable policies and procedures outlined in Recommendation 12.
OIG recommends that the Bureau of Information Resource Management determine what documentation is needed to support a change request and modify the policies and procedures outlined in Recommendation 12 or other guidance, such as the submitters guide, provided to change request submitters to reflect the documentation that is required for a complete and accurate change request submission.
OIG recommends that the Bureau of Information Resource Management develop and implement guidance for change requests to require and include: (a) minimum testing standards for change requests, (b) instructions that testing be performed in advance of the change request being submitted and that the testing documentation be submitted as part of the change request process, and (c) a clearly defined technical review of the testing documentation that is submitted to verify the documentation complies with minimum standards.
OIG recommends that the Bureau of Information Resource Management remove the default proceed ability for Technical Reviewers in the Virtual Information Technology Configuration Control Board application.
OIG recommends that the Bureau of Information Resource Management formally notify all Technical Reviewers that default proceeds are no longer allowed and that all Technical Reviewers must review all change requests and either approve, stop, or reject the change request. Policies and procedures outlined in Recommendation 12 or other guidance should be updated to reflect this change to the process.
OIG recommends that the Bureau of Information Resource Management develop and implement a quality assurance assessment process for all change requests going through the enterprise-wide Information Technology Configuration Control Board. At a minimum, the quality assurance process should include periodic evaluation of open “stops,” reviews to ensure retention of all relevant documentation, and a final check prior to adding change to the baseline to ensure all pertinent process controls occurred at a minimum.
OIG recommends that the Bureau of Information Resource Management verify, no later than 30 days after the final issuance of this report, that all Technical Reviewers and Voters that participate in the Information Technology Configuration Control Board process are formally appointed.
OIG recommends that the Bureau of Information Resource Management develop and implement a process to formally appoint new Technical Reviewers and Voters who participate in the Information Technology Configuration Control Board process.
OIG recommends that the Bureau of Information Resource Management define the roles, responsibilities, and technical skillsets for each technical review and voting area and develop and implement a vetting process to verify Technical Reviewers and Voters have the knowledge, skills, and abilities to perform their assigned duties related to the Information Technology Configuration Control Board process.
OIG recommends that the Bureau of Information Resource Management develop and implement a process to verify that Technical Reviewers and Voters have formally appointed alternatives.
OIG recommends that the Bureau of Information Resource Management develop and implement complete and consistent policies and procedures and supplemental guidance, such as a Submitter’s Guide, for the Information Technology Configuration Control Board process. The policies, procedures, and guidance should, at a minimum, include guidance on roles and responsibilities, detailed procedure steps for submitters, minimum testing requirements, instructions on how Technical Reviewers and Voters should conduct their review, the appropriate use of “stops,” and established timelines for the process.
OIG recommends that the Bureau of Information Resource Management develop and implement a process to periodically review and validate the accuracy and completeness of the data in the Virtual Information Technology Configuration Control Board database and to correct data integrity, omissions and inaccuracies existing between the new and old databases and when identified going forward. As part of this effort, the Bureau of Information Resource Management should ensure that the old database is available solely as a read-only reference resource and that new data cannot be entered into that database.
OIG recommends that the Bureau of Information Resource Management develop and implement required, periodic, training for Information Technology Configuration Control Board management and personnel, Bureau Sponsors, Technical Reviewers, Voters, and change request submitters involved in the Information Technology Configuration Control Board process.
OIG recommends that the Bureau of Information Resource Management develop and implement a formal process to (a) monitor the status of all change requests throughout each stage of the change request process and (b) notify stakeholders when a request is nearing the end of a deadline or when an event occurs that may affect the deadline for a change request.
OIG recommends that the Bureau of Information Resource Management develop and implement policies and procedures to hold officials accountable for failure to meet established deadlines in the Information Technology Configuration Control Board change request process. Once completed, the policies, procedures, and supplemental guidance discussed in Recommendation 12 should be updated.
OIG recommends that the Bureau of Information Resource Management develop and implement a formal process to periodically gather, assess, and report on its change request review process timeliness metrics and to make those results available to its stakeholders and customers in addition to appropriate bureau officials.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, in coordination with the Bureau of Diplomatic Security, develop and implement a communications strategy including but not limited to ensuring that local guard force Contracting Officer’s Representatives review and understand the contract requirements when assigned to that position. This communications strategy should underscore the critical importance of reviewing the contract for specific requirements, obtaining and reviewing required monthly supporting documentation related to local guard force invoices, and the timeframes associated with approving invoices.
OIG recommends that the Bureau of Diplomatic Security revise the Contracting Officer’s Representative Checklist to include additional elements of invoice review. Specifically, the Bureau of Diplomatic Security should require Contracting Officer’s Representatives to review timesheets to ensure that the total number of hours invoiced are reflected on the individual timesheets and should require Contracting Officer’s Representatives to review all contract line item numbers associated with other direct costs to ensure that reimbursable goods and services invoiced were received.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, (a) determine whether the $26,744 in questioned costs (all of which was considered unsupported as listed in Table B.1 of Appendix B) identified during the review of invoices for the Embassy Islamabad Torres Advanced Enterprise Solutions, LLC, local guard force contract (SAQMMA12C0109) are supported, and (b) recover any costs determined to be unsupported.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, (a) determine whether the $40,277 in questioned costs (all of which was considered unsupported as listed in Table B.2 of Appendix B) identified during the review of invoices for the Embassy Kampala Torres Advanced Enterprise Solutions, LLC, local guard force contract (SAQMMA13C0130) are supported, and (b) recover any costs determined to be unsupported.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, recover the $11,705 in unallowable costs that OIG, in conjunction with Torres Advanced Enterprise Solutions, LLC, identified as a result of the review of invoices for the Embassy Kampala local guard force contract (SAQMMA13C0130). Both Torres and OIG confirmed that these unallowable costs resulted from Torres overcharging for additional and emergency services between December 2013 and June 2014.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, (a) determine whether the $17,082 in questioned costs (consisting of $16,496 in unsupported costs and $586 in unallowable costs as listed in Table B.3 of Appendix B) identified during the review of invoices for the Embassy Lima Torres Advanced Enterprise Solutions, LLC, local guard force contract (SAQMMA12C0103) are supported and allowable, and (b) recover any costs determined to be unsupported or unallowable.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, (a) determine whether the $22,687 in questioned costs (consisting of $19,381 in unsupported costs and $3,306 in unallowable costs as listed in Table B.4 of Appendix B) identified during the review of invoices for the Embassy Panama City Torres Advanced Enterprise Solutions, LLC, local guard force contract (SAQMMA13C0033) are supported and allowable, and (b) recover any costs determined to be unsupported or unallowable.
Embassy Valletta should dispose of the Chief of Mission backup armored vehicle according to Department guidelines for disposing of armored vehicles and put $18,000 to better use.
Embassy Valletta, in coordination with the Bureau of Overseas Buildings Operations, should implement preventive maintenance programs for all key building systems.
Embassy Valletta, in coordination with the Bureau of Overseas Buildings Operations, should identify and dispose of excess property, and put up to $650,000 to better use.
Embassy Valletta should comply with the Defense Base Act requirements for worker’s compensation insurance for its local service and construction contracts.
Embassy Valletta, in coordination with the Regional Information Management Center in Frankfurt, should provide an emergency and evacuation very high frequency radio network through which all residences can communicate directly with the embassy.
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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.
