Recommendations

Inspection of Embassy Cairo, Egypt

ISP-I-16-15A April 2016

Recommendation Number

1

Closed Implemented

Embassy Cairo, in coordination with the Bureau of Near Eastern Affairs, should disseminate Department-wide a written procedure for ambassadorial review and approval of all foreign assistance activities where Egypt is a place of performance.
Recommendation Number

2

Closed Implemented

The Bureau of Educational and Cultural Affairs, in coordination with the Office of the Under Secretary for Public Diplomacy and Public Affairs, should develop and implement a standardized, on-line application form for its exchange programs.
Recommendation Number

3

Closed Implemented

Embassy Cairo should develop and implement a policy for consistent branding of U.S-sponsored public events that takes into consideration the complex security situation in Egypt.
Recommendation Number

4

Closed Implemented

Embassy Cairo should provide training in operation of emergency communication equipment and other crisis skills to American and locally employed consular staff members and implement a policy of regular, periodic drills to test the effectiveness of this training.
Recommendation Number

5

Closed Implemented

Embassy Cairo should establish specific standards for the provision and processing of passport and citizenship services.
Recommendation Number

6

Closed Implemented

Embassy Cairo should prepare an annual acquisition plan including market research to identify the best contract method for competition and possible cost savings.
Recommendation Number

7

Closed Implemented

Embassy Cairo should conduct an annual purchase card review as required by Department regulations.
Recommendation Number

8

Closed Implemented $133,200

Embassy Cairo should terminate the residential leases located in Alexandria and renegotiate new leases when U.S. staff return to the consulate general.
Recommendation Number

9

Closed Implemented

Embassy Cairo should develop and implement standard operating procedures for information systems security officer duties.
Recommendation Number

10

Closed Implemented

Embassy Cairo should implement standard operating procedures requiring the Local IT Configuration Control Board to review and approve all locally developed software applications before deployment for operation on Department information system networks.
Recommendation Number

11

Closed Implemented

Embassy Cairo, in coordination with the Bureau of Administration, should implement procedures to maintain and retire official hard copy and electronic records.
Recommendation Number

12

Closed Implemented

Embassy Cairo should implement standard operating procedures for managing mobile devices that include authorization, issuance, tracking and inventory.
Recommendation Number

13

Closed Implemented

Embassy Cairo should update and test IT contingency plans for the unclassified and classified systems.
Recommendation Number

14

Closed Implemented

Embassy Cairo should perform monthly tests on all portable satellite terminals and associated contingency equipment.
Recommendation Number

15

Closed Implemented

Embassy Cairo should train key personnel to operate and maintain portable satellite terminal and associated contingency equipment.
Recommendation Number

16

Closed Implemented

Embassy Cairo, in coordination with the Bureau of Information Resource Management, should update and test the communications appendix in the emergency action plan.
Recommendation Number

17

Closed Implemented

Embassy Cairo should obtain from each resident of mission housing a signed statement of receipt and condition of residential household inventory.
Recommendation Number

18

Closed Implemented

Embassy Cairo should establish internal controls to bring procurement files in compliance with Federal regulations.
Recommendation Number

19

Closed Implemented

Embassy Cairo should assign unannounced cash count responsibilities to personnel in Consulate General Alexandria.
Recommendation Number

20

Closed Implemented

Embassy Cairo, in coordination with the Bureau of Administration, should require the American Employee’s Welfare Association to develop and submit to the Office of Commissary and Recreation Affairs a management plan and financial strategy for use of its excess funding.

Management Assistance Report: Foreign Assistance Sustainability Is Not Clearly Defined in the Foreign Affairs Manual

ISP-16-14 April 2016

Recommendation Number

1

Closed Implemented

The Office of the Deputy Secretary for Management and Resources should update Volume 18 – 005 of the Foreign Affairs Manual to clearly articulate Department guidance on incorporating sustainability into foreign assistance programs.

Inspection of Embassy Ashgabat, Turkmenistan

ISP-I-16-13A March 2016

Recommendation Number

1

Closed Implemented

Embassy Ashgabat should configure the Consular Section in accordance with Department line-of-sight standards.
Recommendation Number

2

Closed Implemented

Embassy Ashgabat should develop monitoring plans and evaluate grant recipient performance in accordance with the Department’s Federal Assistance Policy Directive.
Recommendation Number

3

Closed Implemented

Embassy Ashgabat should establish an overtime policy with standard operating procedures to be followed by designated approving officials.
Recommendation Number

4

Closed Implemented

Embassy Ashgabat, in coordination with the Foreign Service Institute, should periodically evaluate the effectiveness of the Russian- and English-language training programs for its American and locally employed staff.
Recommendation Number

5

Closed Implemented

Embassy Ashgabat should provide Equal Employment Opportunity training to all mission employees and keep records of who has completed the training.
Recommendation Number

6

Closed Implemented

Embassy Ashgabat should procure auto repair services in accordance with the Federal Acquisition Regulation.
Recommendation Number

7

Closed Implemented

Embassy Ashgabat, in coordination with the Office of the Procurement Executive, should procure internet services in accordance with the Federal Acquisition Regulation.
Recommendation Number

8

Closed Implemented

Embassy Ashgabat should revise its motor vehicle policy to comply with Department guidance.
Recommendation Number

9

Closed Implemented

The Bureau of Overseas Buildings Operations, in coordination with Embassy Ashgabat, should conduct seismic risk assessments of its current inventory of residential properties in the Interagency Housing Pool.
Recommendation Number

10

Closed Implemented

Embassy Ashgabat should implement a safety health and environmental management program in accordance with Department policies.
Recommendation Number

11

Closed Implemented

Embassy Ashgabat should implement standard operating procedures defining Information Systems Security Officer responsibilities that are to be performed regularly, as required by Department regulations.
Recommendation Number

12

Closed Implemented

Embassy Ashgabat should update and test its IT contingency plan annually in accordance with Department regulations.
Recommendation Number

13

Closed Implemented

Embassy Ashgabat should test the IT contingency plan with the Mission’s emergency action plan.
Recommendation Number

14

Closed Implemented

Embassy Ashgabat should update information management documentation.
Recommendation Number

15

Closed Implemented

Embassy Ashgabat, in coordination with the Bureau of Administration, should require the Employee Association to institute internal fiscal controls in compliance with Department guidance.

Inspection of Embassy Tashkent, Uzbekistan

ISP-I-16-12A March 2016

Recommendation Number

1

Closed Implemented

Embassy Tashkent should implement a plan for expending representational funds throughout the fiscal year
Recommendation Number

2

Closed Implemented

Embassy Tashkent should institute regular meetings of the Law Enforcement Working Group, Democracy Commission, and Health Issues Working Group and include all relevant offices.
Recommendation Number

3

Closed Implemented

Embassy Tashkent, in coordination with the Bureau of South and Central Asian Affairs, should resolve the reporting and supervisory relationship with the Centers for Disease Control and Prevention.
Recommendation Number

4

Closed Implemented

Embassy Tashkent should require that employees adhere to Department guidance and preserve record correspondence by using the record email system.
Recommendation Number

5

Closed Implemented

Embassy Tashkent should implement a standardized filing system for the Political/Economic Section that complies with Department record management regulations.
Recommendation Number

6

Closed Implemented

Embassy Tashkent should review its Public Affairs Strategic Plan and produce and implement a social media strategy to reach the Russian- and Uzbek-speaking audiences.
Recommendation Number

7

Closed Implemented

Embassy Tashkent should comply with the Federal Assistance Policy Directive for documentation of risk management and monitoring of grants.
Recommendation Number

8

Closed Implemented

Embassy Tashkent should implement an internal consular management controls program that complies with Department standards.
Recommendation Number

9

Closed Implemented

Embassy Tashkent should comply with the Worldwide Non-immigrant Visa Referral policy.
Recommendation Number

10

Closed Implemented

Embassy Tashkent should comply with the Non-immigrant Visa Adjudication Review standard.
Recommendation Number

11

Closed Implemented

Embassy Tashkent should configure the Consular Section to comply with Department line of sight standards.
Recommendation Number

12

Closed Implemented

The Bureau of Overseas Buildings Operations, in coordination with Embassy Tashkent, should develop and implement a plan to mitigate the seismic risk in the embassy’s housing pool.
Recommendation Number

13

Closed Implemented

Embassy Tashkent should implement the terms and conditions of the nepotism waiver regarding supervision of the Community Liaison Office.
Recommendation Number

14

Closed Implemented

Embassy Tashkent should, in coordination with the Office of the Procurement Executive, update the Contracting Officer Representative information in the online database.
Recommendation Number

15

Closed Implemented

Embassy Tashkent should revise its motor vehicle policy to require compliance with Department guidance for driver training.
Recommendation Number

16

Closed Implemented

Embassy Tashkent should dispose of unneeded items in accordance with Department property management policies.
Recommendation Number

17

Closed Implemented

Embassy Tashkent should hire a non-embassy accountant for the employee association.

Evaluation of Embassy Baghdad’s Implementation of Line of Effort 6 in the President’s Strategy to Counter ISIL: Exposing ISIL’s True Nature

ISP-I-16-10 March 2016

Recommendation Number

1

Closed Implemented

Embassy Baghdad should include public diplomacy in its Integrated Country Strategy’s action plan.
Recommendation Number

2

Closed Implemented

Embassy Baghdad should complete a Public Diplomacy Implementation Plan for FY 2016.

Evaluation of Bureau of Democracy, Human Rights, and Labor Iraq Programs in Support of Line of Effort 1 of the President’s Counter-ISIL Strategy

ISP-16-09 March 2016

Recommendation Number

1

Closed Implemented

The Bureau of Democracy, Human Rights, and Labor should report performance indicator data for Iraq grants in the Performance Plan and Report.
Recommendation Number

2

Closed Implemented

The Bureau of Administration, in coordination with the Bureau of Democracy, Human Rights, and Labor, should designate a certified grants officer representative for six Iraq grants.

Audit of the Financial Results of the Telephone, Wireless, and Data Cost Center

AUD-FM-16-32 March 2016

Recommendation Number

1

Closed Implemented

OIG recommends that the Bureau of Administration, in coordination with the Bureau of Information Resource Management, develop and implement a formal policy identifying the roles and responsibilities each bureau has in the fee-setting process. This policy should clearly identify which bureau has the authority for authorizing the fee amounts for the Telephone, Wireless, and Data Cost Center.
Recommendation Number

2

Closed Implemented

OIG recommends that the Bureau of Administration, in coordination with the Bureau of Information Resource Management, reassess the fee amount for each of the services provided by the Telephone, Wireless, and Data Cost Center. The methodology used when reassessing the fees should consider all relevant factors, including all expenses that should be supported by Cost Center revenue and retained funds in excess of scheduled capital needs (that is, technical refreshes). The fee-setting process should also ensure that fees are established for all types of services provided to customers, including data port access without operational support. The results of the reassessment should be made available to customers. The Cost Center should maintain supporting documentation of the reassessment that supports the fees.
Recommendation Number

3

Closed Implemented

OIG recommends that once the Telephone, Wireless, and Data Cost Center services fees are reassessed (Recommendation 2), the Bureau of Administration, in coordination with the Bureau of Information Resource Management, implement the new fee structure, to include formally notifying customers of the new fees.
Recommendation Number

4

Closed Implemented

OIG recommends that the Bureau of Administration, in coordination with the Bureau of Information Resource Management, develop a policy that details how often the Telephone, Wireless, and Data Cost Center’s fees will be formally reassessed and how documentation of the assessment will be maintained.
Recommendation Number

5

Closed Implemented

OIG recommends that the Bureau of Information Resource Management perform a complete inventory of data ports in use by the Bureau of Consular Affairs, the Bureau of Diplomatic Security, and the Office of the Secretary.
Recommendation Number

6

Closed Implemented

OIG recommends that the Bureau of Information Resource Management develop and implement a quality control strategy to identify and correct erroneous asset information in its NetPlus Telecommunications System.

Audit of the Department of State Process To Select and Approve Information Technology Investments

AUD-FM-16-31 March 2016

Recommendation Number

1

Closed Implemented

OIG recommends that the Bureau of Information Resource Management update the Capital Planning and Investment Control Program Guide to comply with Office of Management and Budget requirements. Specifically, the definition of an IT investment should be modified and a requirement to perform a review for duplicative investments across the agency, Federal Government, and private sector should be included.
Recommendation Number

2

Closed Implemented

OIG recommends that the Bureau of Information Resource Management develop and implement a formal process describing when and how Bureau management will review and approve changes to the Capital Planning and Investment Control Program Guide to ensure the guide is compliant with Office of Management and Budget requirements. At a minimum, the plan should include a description of the officials who will review and formally approve the changes to the Program Guide.
Recommendation Number

3

Closed Implemented

OIG recommends that the Bureau of Information Resource Management develop and implement a process to increase the transparency of IT spending related to existing investments, including operations and maintenance costs.
Recommendation Number

4

Closed Implemented

OIG recommends that the Bureau of Information Resource Management, in coordination with the Bureau of Budget and Planning, develop and implement a process for the Bureau of Budget and Planning to provide detailed information to the Bureau of Information Resource Management on bureaus’ IT budgeting and spending.
Recommendation Number

5

Closed Implemented Significant

OIG recommends that the Bureau of Information Resource Management develop and implement a strategy to enforce the requirement that bureaus and offices must consult with and receive guidance from the Bureau of Information Resource Management prior to initiating an IT investment.
Recommendation Number

6

Closed Implemented

OIG recommends that the Bureau of Information Resource Management issue formal guidance stating that bureaus and offices must consult with and receive the approval of the Bureau of Information Resource Management prior to initiating a reorganization of IT investments.
Recommendation Number

7

Closed Implemented

OIG recommends that the Bureau of Information Resource Management develop guidelines on how and when a reorganization of IT investments is necessary and allowable and include those guidelines in the Capital Planning and Investment Control Program Guide.
Recommendation Number

8

Closed New Report

OIG recommends that the Bureau of Information Resource Management establish and implement a plan to review IT investment reorganizations that occurred since FY 2010 to ensure that the investments resulting from the reorganizations comply with Office of Management and Budget requirements for information technology investments.
Recommendation Number

9

Closed Implemented

OIG recommends that the Bureau of Information Resource Management modify the Capital Planning and Investment Control Program Guide to state that the Bureau of Information Resource Management shall review and approve bureau-specific IT investment methodologies used to develop and invest in IT projects (also known as control gates).
Recommendation Number

10

Closed Implemented

OIG recommends that the Bureau of Information Resource Management develop and implement a process to (a) identify and review all bureau-specific IT investment methodologies (ones currently in place as well as ones that will be developed in the future); (b) determine whether the bureau-specific IT investment methodologies comply with Office of Management and Budget Circular A-130; and, if they do not comply, (c) provide bureaus with guidance regarding the modifications needed to fully comply and verify that the methodologies were modified as necessary. This effort should include reviewing the standard forms used by each bureau during the IT selection process to ensure consistency and compliance with Office of Management and Budget Circular A-130.
Recommendation Number

11

Closed Implemented Significant

OIG recommends that the Bureau of Information Resource Management develop and implement policies and procedures to oversee and enforce requirements for bureaus and offices to avoid duplicative IT investments.
Recommendation Number

12

Closed New Report Significant

OIG recommends that the Bureau of Information Resource Management develop and implement a process to perform periodic, but no less than annual, reviews of the entire agency IT portfolio to enforce bureau accountability and identify potential duplicative systems.
Recommendation Number

13

Closed New Report Significant

For duplicative systems that are identified by the new process implemented to perform periodic reviews of the entire agency IT portfolio (Recommendation 12), OIG recommends that the Bureau of Information Resource Management develop and implement a strategy to combine, eliminate, or replace duplicative systems, as practicable.
Recommendation Number

14

Closed New Report

OIG recommends that the Bureau of Information Resource Management develop and implement a strategy to perform semiannual or more frequent reviews of bureau-funded IT contracts to identify new IT investments developed as part of the contracts.
Recommendation Number

15

Closed Implemented

OIG recommends that the Bureau of Information Resource Management require all bureaus to use iMatrix as the only system to manage IT portfolios.
Recommendation Number

16

Closed Implemented

OIG recommends that the Bureau of Information Resource Management develop and implement a plan to provide access to information on all IT investments in iMatrix to bureaus and offices.
Recommendation Number

17

Closed Implemented

OIG recommends that the Bureau of Information Resource Management (a) develop and implement a policy requiring bureaus and offices to provide details of IT investments, programs, and projects in iMatrix and (b) develop and disseminate guidance specifying the level of detail necessary for each investment, including general descriptions and technical capabilities.
Recommendation Number

18

Closed Implemented

OIG recommends that the Bureau of Information Resource Management develop and implement controls in iMatrix to require that the investment manager and budget analyst revalidate data when financial information for an investment in iMatrix is modified.
Recommendation Number

19

Closed Implemented

OIG recommends that the Bureau of Information Resource Management modify the controls in iMatrix to notify an investment's budget analyst when changes are made to budget data or when there are differences between the amounts included for an investment in different iMatrix modules.
Recommendation Number

20

Closed Implemented

OIG recommends that the Bureau of Information Resource Management develop and issue a policy stating that bureaus must update the information on non-major investments in iMatrix quarterly, rather than only when the reports are due to be submitted to the Office of Management and Budget.
Recommendation Number

21

Closed Implemented

OIG recommends that the Bureau of Information Resource Management develop and implement a process to identify bureaus or offices that have not certified investment information in iMatrix and take action to ensure that the information is certified before the report is submitted to the Office of Management and Budget.
Recommendation Number

22

Closed Implemented

OIG recommends that the Bureau of Information Resource Management, in coordination with the Bureau of Budget and Planning, develop and implement a process to verify that all bureau and office IT investment managers and budget analysts complete the respective training courses related to IT capital planning and reporting that are provided annually.
Recommendation Number

23

Closed Implemented

OIG recommends that the Bureau of Information Resource Management, in coordination with the Bureau of Budget and Planning, include information on reporting reimbursable costs in the annual training provided to investment managers and budget analysts on how to report IT investment data in iMatrix.
Recommendation Number

24

Closed Implemented

OIG recommends that the Bureau of Information Resource Management develop guidance on reporting reimbursable costs in iMatrix and distribute that guidance to bureau investment managers and budget analysts.
Recommendation Number

25

Closed Implemented Significant

OIG recommends that the Bureau of Information Resource Management, in coordination with the Bureau of Budget and Planning, develop and implement a process to validate the completeness of the data in iMatrix. At a minimum, this process should include an analysis of IT expenditures in the financial management system to ensure expenditures are reported in iMatrix, as needed.
Recommendation Number

26

Closed Implemented Significant

OIG recommends that the Bureau of Information Resource Management, in coordination with the Bureau of Budget and Planning, develop and implement a process to validate the accuracy of data in iMatrix. This could include developing and implementing analytical procedures to identify anomalies in iMatrix data.
Recommendation Number

27

Closed Implemented

OIG recommends that the Bureau of Information Resource Management develop and implement a policy requiring bureaus and offices to submit source documents to support the information entered into iMatrix.
Recommendation Number

28

Closed Implemented

OIG recommends that the Bureau of Information Resource Management develop and implement a process to verify that bureaus and offices are submitting source documents to support the information entered into iMatrix in accordance with the policy developed that requires bureaus and offices to submit source documents that support the information entered into iMatrix.
Recommendation Number

29

Closed Implemented

OIG recommends that the Bureau of Information Resource Management determine the information for non-major investments that should be included in iMatrix and develop a policy to implement that determination.
Recommendation Number

30

Closed Implemented

OIG recommends that the Bureau of Information Resource Management develop and implement a process for the Chief Information Officer to approve the portfolio data for all IT investments prior to submission of the Exhibit 53 and Exhibit 300 reports as required by the Office of Management and Budget.

Audit of Bureau of Diplomatic Security Worldwide Protective Services Contract Task Order 8 — Security Services at U.S. Consulate Erbil

AUD-MERO-16-30 March 2016

Recommendation Number

1

Closed Implemented $10,800,000 Significant

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management (a) determine whether the $10.8 million in questioned costs related to Worldwide Protective Services Task Order 8 expenses as identified in this audit are allowable or supported and (b) recover any costs determined to be unallowable or unsupported.
Recommendation Number

2

Closed Implemented

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, issue guidance requiring that the Contracting Officer promptly modify the contract or otherwise formally document when the Contracting Officer approves deviations from the terms and conditions of the contract.
Recommendation Number

3

Closed Implemented

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, in coordination with the Bureau of Diplomatic Security, conduct a comprehensive review of all Task Order 8 contractor invoices and supporting documentation to determine whether all costs, including those identified in this report, are allowable and supported.

Inspection of the Edward R. Murrow Transmitting Station

ISP-IB-16-08 March 2016

Recommendation Number

1

Closed Implemented

The Broadcasting Board of Governors should prepare a written cost/benefit evaluation of the Edward R. Murrow Transmitting Station to determine its efficiency and effectiveness for continuing, reducing, or eliminating operations.
Recommendation Number

2

Closed New Report

The International Broadcasting Bureau, Office of Human Resources, should upload in the Electronic Official Personnel Folder the missing performance evaluations of the Edward R. Murrow Transmitting Station’s staff.

452

$15,045,004

137

$0

423

$190,873,822

0

$0

36

$0

0

$0