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Department of State
U.S. Agency for Global Media
Embassy Baghdad should manage the Political Section in accordance with the Department’s leadership and management principles.
Embassy Baghdad should update its Leahy vetting standard operating procedure in accordance with the requirements of the Leahy Vetting Guide.
Embassy Baghdad should document risk mitigation measures for the mission’s public diplomacy grants in accordance with Department standards.
Embassy Baghdad should bring consular crisis preparedness at the Baghdad and Erbil Consular Sections into compliance with Department standards.
Embassy Baghdad should expand the American Liaison Network in Baghdad and Erbil in accordance with Department standards.
Embassy Baghdad should implement a written fraud prevention strategy and standard operating procedures at the Baghdad and Erbil Consular Sections, in accordance with Department standards.
Embassy Baghdad should implement internal controls procedures at Consulate General Erbil to prevent potential or perceived manipulation of consular procedures by non-consular personnel.
Embassy Baghdad should conduct its second validation study on issued nonimmigrant visas.
Embassy Baghdad, in coordination with the Bureau of Near Eastern Affairs, should implement a coordination process to improve oversight of Department-funded foreign assistance programming in Iraq, in accordance with Department guidance.
The Bureau of Near Eastern Affairs, in coordination with Embassy Baghdad and the Bureaus of Counterterrorism; Democracy, Human Rights, and Labor; Economic and Business Affairs; International Narcotics and Law Enforcement Affairs; International Security and Nonproliferation; Political-Military Affairs; and Population, Refugees, and Migration, should implement a process to confirm that monitoring data for foreign assistance programs in Iraq is recorded in the official system of record as required by Department standards.
The Bureau of Overseas Buildings Operations, in coordination with Embassy Baghdad and the Bureau of Near Eastern Affairs, should conduct a cost-benefit analysis and determine the feasibility of connecting the Baghdad Embassy Compound to the local power grid.
Embassy Baghdad should bring its safety, health, and environmental management program into compliance with Department standards.
Embassy Baghdad should obtain authorization from the Bureau of Overseas Buildings Operations to use shipping containers as functional space or dismantle and remove them, in accordance with Department standards.
Embassy Baghdad should comply with Department training standards on the use of powered industrial trucks, such as forklifts.
Embassy Baghdad should comply with all Department motor vehicle safety management program standards for incidental drivers under chief of mission authority.
Embassy Baghdad should manage its armored vehicles in accordance with Department standards.
Embassy Baghdad should bring its contracting officer’s representative program into compliance with Department standards.
Embassy Baghdad should bring its management of expendable property and fuel deliveries into compliance with Department standards.
Embassy Baghdad should dispose of excess motor vehicle inventory at the Baghdad Diplomatic Support Center, in accordance with Department standards.
Embassy Baghdad should manage locally employed staff position descriptions in accordance with Department standards.
Embassy Baghdad should obtain written confirmation from the government of Iraq that U.S. direct-hire employees assigned to the mission are accredited and will receive diplomatic privileges and immunities.
Embassy Baghdad, in coordination with the Bureau of Global Talent Management, should update the mission’s local compensation plan, in accordance with Department standards.
Embassy Baghdad should manage its third-country national employment program in accordance with Department standards.
Embassy Baghdad should manage locally employed staff official personnel folders in accordance with Department standards.
Embassy Baghdad should adhere to the Department’s recruitment standards for locally employed staff positions.
Embassy Baghdad should implement a system for oversight of U.S. direct-hire employee compliance with Department mandatory training requirements.
Embassy Baghdad should bring its cashier operations into compliance with Department standards.
Embassy Baghdad should submit design plans to the Bureau of Overseas Buildings Operations for the unapproved modifications to government properties located on the Baghdad Diplomatic Support Center compound.
Embassy Baghdad should adhere to Department guidance on the sale of goods and enforce the restriction on prohibited items distributed by private vendors operating on mission property.
Embassy Baghdad should comply with mandatory training requirements for system administrators.
Embassy Baghdad, in coordination with the Bureaus of Overseas Buildings Operations and Information Resource Management, should remediate the telecommunications infrastructure at the Baghdad Diplomatic Support Center, in accordance with Department standards.
Embassy Baghdad, in coordination with the Bureau of Overseas Buildings Operations, should configure mailrooms at the Baghdad Embassy Compound and the Baghdad Diplomatic Support Center in accordance with Department standards.
Embassy Baghdad should perform self-assessments of its Diplomatic Post Offices in accordance with Department standards.
Embassy Baghdad should comply with mandatory training requirements for Diplomatic Post Office staff.
Embassy Baghdad should upload to the State Messaging and Archive Retrieval Toolset all diplomatic notes it prepares and receives in accordance with Department standards.
Embassy Baghdad should manage mission records in accordance with Department standards.
Embassy Baghdad, in coordination with the Bureau of Overseas Buildings Operations, should comply with Department standards for server room safety controls.
The U.S. Mission to the Organization for Security and Cooperation in Europe should require the Deputy Chief of Mission to attend International Cooperative Administrative Support Services Council meetings, in accordance with Department guidance.
The U.S. Mission to the Organization for Security and Cooperation in Europe should retire its records in accordance with Department records management standards.
The Bureau of Medical Services should implement a system to identify and mitigate, on a continuous basis, the internal control risks to its programs and processes, in accordance with Department guidance.
The Bureau of Medical Services should develop and submit a bureau evaluation plan and conduct annual evaluations of the bureau’s programs, projects, and processes in accordance with Department guidelines.
The Bureau of Medical Services should establish and implement a bureau organizational structure that aligns with operational needs in accordance with Department guidelines.
The Bureau of Medical Services should implement procedures that define and document its decision-making process for policy and operational changes.
The Bureau of Medical Services should implement an information technology project management process for reviewing and prioritizing defined requirements for the electronic health record system.
The Bureau of Medical Services should implement the earned value management methodology to track electronic health records system project costs, including communicating project status updates to bureau leadership, in accordance with Department standards.
The Bureau of Medical Services should conduct annual reviews of medical provider clinical performance in accordance with health care industry standards.
The Bureau of Medical Services should implement standard operating procedures and performance measures for the Directorate of Mental Health Services.
The Bureau of Medical Services should implement written service standards for the services and support provided by the bureau’s Executive Office and hold the Executive Office accountable for meeting the service standards.
The Bureau of Medical Services should bring the contracting officer’s representative program into compliance with Department standards.
The Bureau of Medical Services, in coordination with the Bureau of Administration, should bring its contract and contracting officer’s representative files into compliance with Department and federal guidance.
The Bureau of Medical Services, in coordination with the Bureau of Global Talent Management, should review the Directorate of Operational Medicine’s position descriptions and make any necessary updates or reclassifications so employee position descriptions accurately describe employees’ duties and responsibilities.
The Bureau of Medical Services should align its payment of retention incentives with the retention incentive justification it provided to the Department.
The Bureau of Medical Services should develop, disseminate, monitor, and enforce a single standard operating procedure detailing the bureau’s requirements for timekeeper training and documenting, tracking, and reporting employee time and attendance.
The Bureau of Administration, in coordination with the Bureau of Medical Services, should bring its pest control program into compliance with federal and Department occupational safety and health standards.
The Bureau of Medical Services should bring its records management program into compliance with Department standards.
The U.S. Mission to International Organizations in Vienna, in coordination with Embassy Vienna, should implement a structured First- and Second-Tour professional development program in accordance with Department standards.
The U.S. Mission to International Organizations in Vienna should retire records in accordance with Department records management standards.
Embassy Vienna should require the Deputy Chief of Mission to attend International Cooperative Administrative Support Services Council meetings, in accordance with Department guidance.
Embassy Vienna, in coordination with the U.S. Mission to International Organizations in Vienna and the U.S. Mission to the Organization for Security and Cooperation in Europe, should implement a structured First- and Second-Tour professional development program in accordance with Department standards.
Embassy Vienna should staff and convene Deal Team meetings with appropriate interagency participation and agendas to coordinate commercial promotion and advocacy in accordance with Department guidance.
Embassy Vienna, 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 Vienna should bring the tri-mission furniture and appliance pool program into compliance with Department standards.
Embassy Vienna, in coordination with the U.S. Mission to International Organizations in Vienna and the U.S. Mission to the Organization for Security and Cooperation in Europe, should bring tri-mission motor pool operations into compliance with Department standards.
Embassy Vienna should bring its tri-mission contracting officer’s representative program into compliance with Department standards.
Embassy Vienna, in coordination with the U.S. Mission to International Organizations in Vienna and the U.S. Mission to the Organization for Security and Cooperation in Europe, should bring tri-mission time and attendance procedures into compliance with Department standards.
Embassy Vienna, in coordination with the Bureau of Overseas Buildings Operations, should comply with Department standards for its non-high-rise residential properties.
Embassy Vienna should account for all expendable property in the Integrated Logistics Management System, in accordance with Department standards.
Embassy Vienna should structure the Information Resource Management Office in accordance with Department standards.
Embassy Vienna should retire records in accordance with Department records management standards.
Embassy Vienna should install server room emergency power-off switches in accordance with Department standards.
Embassy Vienna should require the local information technology configuration control board to perform its responsibilities in accordance with Department standards.
Embassy Vienna should implement controls to effectively manage and monitor mobile device inventories, cellular service plans, and remote enterprise service accounts.
The American Institute in Taiwan-Taipei, in coordination with the Office of Policy, Planning and Resources of the Under Secretary for Public Diplomacy and Public Affairs, should require the Public Diplomacy Section to fully implement the Public Diplomacy Staffing Initiative.
The American Institute in Taiwan-Taipei should require all grants officers and grants officer representatives to follow existing grants administration standard operating procedures.
The American Institute in Taiwan-Taipei, in coordination with the Bureau of Educational and Cultural Affairs, should implement a plan for the American Center to conform to the bureau’s American Spaces standards.
The American Institute in Taiwan-Taipei should comply with Department guidance on passport adjudication.
The American Institute in Taiwan-Taipei should resolve passport services in accordance with Department guidance.
The American Institute in Taiwan-Taipei should manage its immigrant visa records in accordance with Department guidance.
The American Institute in Taiwan-Taipei should complete required visa validation studies, in accordance with Department guidelines.
The American Institute in Taiwan-Taipei, in coordination with the American Institute in Taiwan, Washington Headquarters, should implement a process to formally request and document approvals for exceptions to Department policy, as required by the contract.
The American Institute in Taiwan-Taipei should revise its motor vehicle policy to comply with Department standards on other authorized use of official vehicles.
The American Institute in Taiwan-Taipei should enforce driver safety requirements for all chauffeurs and incidental operators under chief of mission authority in accordance with Department guidelines.
The American Institute in Taiwan-Taipei, in coordination with the Bureau of Overseas Buildings Operations, should evaluate all residential properties for seismic risk in accordance with Department standards.
The American Institute in Taiwan-Taipei, in coordination with the Bureau of Overseas Buildings Operations, should conduct the required annual review of the Japanese Guesthouse property to determine whether the property is economical to retain and if continued U.S. government ownership of the property is justified considering its current use.
The American Institute in Taiwan-Taipei should bring its fire protection program into compliance with Department standards.
The American Institute in Taiwan-Taipei should administer its facility management expendable supplies in accordance with Department standards.
The Bureau of East Asian and Pacific Affairs, in coordination with the American Institute in Taiwan-Taipei, the American Institute in Taiwan, Washington Headquarters, the Bureau of the Comptroller and Global Financial Services, and the Bureau of Global Talent Management, should establish a working group to develop streamlined payroll processes that also automate the change in duty station of U.S. direct-hire staff when they transfer out of Taiwan.
The American Institute in Taiwan, Washington Headquarters should update or negotiate new memoranda of agreement with all federal agencies on Taiwan in accordance with the contract.
The American Institute in Taiwan-Taipei, in coordination with the Bureau of Global Talent Management, should bring its local compensation plan into compliance with Taiwan labor laws.
The American Institute in Taiwan-Taipei should implement a records management program that complies with Department standards.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Overseas Buildings Operations, issue a directive (1) emphasizing the requirement to comply with Federal Acquisition Regulation 36.605(b), which states that access to information concerning the independent government cost estimate shall be limited to government personnel whose official duties require knowledge of the estimate and (2) underscoring accountability and identifying penalties for noncompliance.
OIG recommends that the Bureau of Overseas Buildings Operations develop, implement, and communicate a process to require documentation that comprehensive needs assessments are conducted, detailed options are discussed, and written justifications are made when deciding to construct major projects at overseas posts.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Overseas Buildings Operations, develop, implement, and communicate a process to ensure that new work that is not within the general scope of the contract or task order is treated as a new procurement, preventing out-of-scope modifications, as required by federal regulations and Department requirements.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Overseas Buildings Operations, issue a directive (1) emphasizing that acquisition planning and market research are completed and documented prior to initiating new projects at overseas posts, as required by federal regulations and Department of State requirements, and (2) underscoring accountability and identifying penalties for noncompliance.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Overseas Buildings Operations, issue a directive (1) emphasizing that the most highly qualified Architect/Engineering firm shall be selected, as required by public law, federal regulations, and Department of State requirements, and (2) underscoring accountability and identifying penalties for noncompliance.
OIG recommends that the Bureau of Overseas Buildings Operations develop, implement, and communicate a requirement to complete an Owner’s Project Requirements document that details the functional requirements of a project and the expectations of how it will be used and operated.
OIG recommends that the Bureau of Overseas Buildings Operations develop, implement, and communicate a process that ensures that reviews for all technical disciplines are completed and documented at all interim design submissions.
OIG recommends that the Bureau of Overseas Buildings Operations develop, implement, and communicate a process to (1) document a description of the design change, the necessity of the design change, the potential cost impact, the potential schedule impact, and management approvals when Department of State-initiated design changes require modification to the design contract and (2) ensure the Basis of Design includes all design changes.
OIG recommends that the Bureau of Overseas Buildings Operations develop, implement, and communicate a process requiring it to address significant design deficiencies in facilities when deficiencies are identified during construction rather than after the facilities have been constructed.
OIG recommends that the Bureau of Overseas Buildings Operations issue a directive (1) emphasizing Department of State policy that the commissioning process begins before the design phase and that the process continues until the expiration of the 1-year warranty period of the operations and maintenance phase and (2) underscoring accountability and identifying penalties for noncompliance.
OIG recommends that the Bureau of Overseas Buildings Operations (OBO) develop, implement, and communicate a process requiring responsible OBO officials to document specific and detailed reasons and associated risks, proportional to the level of specificity and detail in the commissioning testing results, if OBO disagrees with commissioning testing results.
OIG recommends that the Bureau of Overseas Buildings Operations (OBO) develop, implement, and communicate processes requiring responsible OBO officials to document specific and detailed reasons, proportional to the level of specificity detailed in the commissioning reports, if OBO disagrees with commissioning report recommendations. This process must include, at a minimum, written documentation of an assessment of the risks associated with dismissing commissioning report recommendations, a comprehensive plan to mitigate those risks, and management’s approval of these actions.
OIG recommends that the Bureau of Overseas Buildings Operations develop an action plan and budget for implementing recommendations to improve the performance and correct deficiencies of U.S. Embassy Baghdad, Iraq’s central power plant, as recommended in the technical study report by the Miller Hull Partnership, LLP, and Mason and Hanger, Inc. This action plan should include a timeline with milestones for implementation and should report progress to the Under Secretary of State for Management.
The Bureau of International Narcotics and Law Enforcement Affairs should develop and implement new end-use monitoring standard operating procedures, or update existing procedures, for use in non-permissive conditions. The bureau should consult with the Bureau of Political-Military Affairs and the Bureau of International Security and Nonproliferation and, as practicable, seek to adopt common approaches where there are common items provided or recipients.
The Bureau of International Security and Nonproliferation should develop and implement new end-use monitoring standard operating procedures, or update existing procedures, for use in non-permissive conditions. The bureau should consult with the Bureau of Political-Military Affairs and the Bureau of International Narcotics and Law Enforcement Affairs and, as practicable, seek to adopt common approaches where there are common items provided or recipients.
The Bureau of Political-Military Affairs should develop and implement new end-use monitoring standard operating procedures, or update existing procedures, for use in non-permissive conditions. The bureau should consult with the Bureau of International Narcotics and Law Enforcement Affairs and the Bureau of International Security and Nonproliferation and, as practicable, seek to adopt common approaches where there are common items provided or recipients.
The Bureau of Political-Military Affairs should plan and conduct an evaluation of alternative end-use monitoring procedure pilots in Ukraine.
The Bureau of International Narcotics and Law Enforcement Affairs should plan and conduct an evaluation of alternative end-use monitoring procedure pilots in Ukraine.
The Bureau of International Security and Nonproliferation should determine whether to test alternative end-use monitoring procedure pilots in Ukraine and, if so, conduct an evaluation of them.
The U.S. Agency for Global Media should modify the contracts identified by OIG to include the required whistleblower clause.
The U.S. Agency for Global Media should insert the clause in FAR 52.203-17 into all future contracts above the simplified acquisition threshold in accordance with Civilian Agency Acquisition Council guidance.
The U.S. Agency for Global Media should develop a mechanism to regularly communicate to USAGM grantees their responsibility to inform their employees of whistleblower protections and consider adding an explicit requirement to its four grantee agreements.
The Bureau of Administration, Office of the Procurement Executive, should coordinate with relevant bureaus to modify contracts identified by OIG to include the required whistleblower clause.
The Bureau of Administration, Office of the Procurement Executive, should issue an instruction to all contracting officers to insert the clause in FAR 52.203-17 into all future contracts above the simplified acquisition threshold in accordance with Department guidance.
The Bureau of Administration, Office of the Procurement Executive, should develop a mechanism to regularly communicate to Department of State grantees their responsibility to inform their employees of whistleblower protections.
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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.
