Open Recommendations

We recommend that the Acting GSA Administrator continue to collaborate with federal law enforcement agencies to address security risks at GSA-owned federal buildings.

Establish a common framework with roles and responsibilities for deferred maintenance that applies throughout the organization, standardizing what is considered deferred maintenance and the process for prioritizing and addressing it.

Prioritize and track all deferred maintenance and associated costs, including capital and maintenance projects, and begin addressing its backlog of maintenance in order of priority.

Establish procedures, responsibilities, and accountability mechanisms for staff and supervisors to periodically review and validate all data including "estimated cost" within the maintenance system, for completeness and accuracy.

Ensure that the maintenance system has functionality and reporting capabilities to assist project managers with identifying outstanding maintenance calls and alert supervisors of maintenance calls without periodic updates or resolution.

Establish a policy requiring project managers to provide local management with periodic status updates on reported maintenance issues and document statuses until resolved.

Develop a maintenance issue reporting culture through the creation of a communications campaign to raise awareness of prioritizing the reporting of maintenance and safety issues to all employees.

Improve oversight of its local self-assessment programs by assigning staff to conduct periodic reviews of assessments for facilities under 6,500 square feet and establishing an escalation process to obtain annual assessments from larger facilities for review.

Address all building maintenance, safety, and security issues identified during site visits.

Rec 1.a: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to distribute the Separations Report, on at least a monthly basis, to Department of Defense Government Travel Charge Card Component Program Managers and Agency Program Coordinators.

Rec 1.b: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to require Component Program Managers and Agency Program Coordinators perform a separations analysis using the Account Listing Report, Separations Report, and organizational Alpha Roster on at least a monthly basis, and take appropriate corrective actions.

Rec 1.c.1: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to develop and implement Component Program Manager and Agency Program Coordinator training on how to validate the Account Listing Report by reconciling it to the Separations Report and a current organizational Alpha Roster.

Rec 1.c.2: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to develop and implement Component Program Manager and Agency Program Coordinator training on how to use the Declined Authorizations Report to include how to review declined transactions for open and closed Government Travel Charge Card accounts and how to resolve those declined transactions or actions to be taken.

Rec 1.c.3: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to develop and implement Component Program Manager and Agency Program Coordinator training on how to obtain, use, and maintain the delinquency reports and notifications

Rec 1.d: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to require the gaining organization's Agency Program Coordinator retrieve new personnel into their hierarchy within 30 days and require the losing organization's Agency Program Coordinator to change the Government Travel Charge Card account status to deactivate the account if not transferred within 30 days.

Rec 1.e: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to revise the Government Travel Charge Card Regulations to prohibit Component Program Managers and Agency Program Coordinators from establishing holding or other hierarchies that are unable to be verified with an organizational Alpha Roster.

Rec 1.f: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to coordinate with Component Program Managers and Agency Program Coordinators to review all hierarchies to identify and close holding or other hierarchies, and associated cardholder accounts, that do not have an associated Alpha Roster.

Rec 1.g: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to coordinate with Citi, the Military Services, Independent Agencies, and the Defense Manpower Data Center any cardholders identified by the Defense Manpower Data Center with social security number issues and ensure appropriate actions are taken to correct or update those accounts.

Rec 1.h.4: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to Coordinate with Citi to obtain a data dictionary for the Declined Authorizations Report, which includes sufficient detail on the declined reason code and an understandable definition explaining why the attempted transaction was declined, and distribute the revised data dictionary to Component Program Managers and Agency Program Coordinators.

Rec 1.i: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to identify actions to resolve each type of declined transactions, as needed, and distribute the guidance to Component Program Managers and Agency Program Coordinators.

Rec 1.j: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to require additional elements to be added to the delinquency notifications, including the 1. Signature of the cardholder's supervisor or commander; 2. Root cause of the delinquency; 3. Actions needed to correct the delinquent account, such as processing an outstanding voucher or invoice.

Rec 1.k: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to establish a repository to retain delinquency notices for as long as the card is active or longer.

Rec. 1.l: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to require Component Program Managers and higher?level Agency Program Coordinators verify the delinquency notifications are issued and retained by Agency Program Coordinators through a monthly sample of delinquent accounts.

Rec. 1.n: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to require, on a monthly basis, Component Program Managers and higher?level Agency Program Coordinators obtain and review the "Audit Trail of Activity in CitiManager Reporting" to ensure that lower?level Agency Program Coordinators are obtaining the mandatory reports from the Citi Electronic Access System.

Rec. 1.o: The DoD recommended that the Director, Defense Support Services Center, require the Defense Travel Management Office to conduct, in coordination with the Component Program Managers, a review of the "Audit Trail of Activity in CitiManager Reporting" on a quarterly basis, to ensure that Agency Program Coordinators obtained, reviewed, and took appropriate actions on the monthly mandatory reports.