Open Recommendations

Ensure the Alliance enhances its programmatic monitoring policies and procedures to include substantive procedures detailing how monitoring officials should review program-related information and develop procedures to ensure that member centers comply with VOCA requirements.

Ensure the Alliance develops and implements written policies and procedures for taking timely and corrective action on all monitoring findings significant within the context of the VOCA program.

Ensure the Alliance develops and implements a strategy to ensure that subrecipient PMT data is complete and accurately reflects activities supported by VOCA.

Ensure the Alliance develops and implements updated written financial policies and procedures that ensure compliance with the DOJ Grants Financial Guide requirement that drawdowns be based upon
immediate disbursement or reimbursement needs.

1. Confirm with the California Disability Determination Service that the added internal controls will improve medical evidence of record invoice payment accuracy.

Rec. 1.a: The DoD OIG recommended that the Commander, Naval Surface Force, U.S. Pacific Fleet conduct a review of all inventory discrepancies the DoD OIG identified during the DoD OIG's review to determine whether an inventory variance caused the discrepancy and implement corrective actions.

Rec. 1.b: The DoD OIG recommended that the Commander, Naval Surface Force, U.S. Pacific Fleet implement a Fleet Coordinated Shipboard Allowance List feedback report training plan for the division officers and maintenance and material management coordinators of the U.S. Pacific Fleet so that they submit Fleet Coordinated Shipboard Allowance List feedback reports as required to maintain an accurate Fleet Coordinated Shipboard Allowance List.

Rec. 1.c: The DoD OIG recommended that the Commander, Naval Surface Force, U.S. Pacific Fleet provide written reminders to the appropriate ship personnel that describe the purpose of Fleet Coordinated Shipboard Allowance List feedback reports and requirements for submitting the reports, such as in the Commander, Naval Surface Force, U.S. Pacific Fleet force supply officers' quarterly newsletters.

Revise Roadway Worker Protection activity codes or guidance to capture when an inspector reviews on-track safety programs or manuals in part or in full.

Train all safety inspectors and Specialists on how to accurately capture Roadway Worker Protection inspection activities using the correct Roadway Worker Protection activity codes and, when needed, descriptions of their work.

Remove Roadway Worker Protection activity and defect codes from the next version of the Track and Structures Compliance Manual.

Incorporate current Roadway Worker Protection-related activity code definitions into the system inspectors use to record inspection reports, currently the Railroad Inspection Systems for Personal Computers.

Develop and implement a process for updating the code definitions in the system inspectors use to record inspection reports, currently the Railroad Inspection Systems for Personal Computers, when Roadway Worker Protection activity and defect codes are changed.

Add instructions for planning 49 C.F.R. Part 214 work to the Universal Inspection Planning Process with Territory Inspection Plans guidance.

Use the Track and Structures Communications Hub or other FRA system to provide frequently updated Roadway Worker Protection-related data that inspectors can use to inform their oversight by identifying railroads, locations, or practices that pose higher risks to roadway workers.

Develop, document, and implement automatic data quality checks on the data warehouse that transmits data for DataHubs FRA Inspection Defect Details Report.

Develop, document, and implement quality assurance/quality controls and standardized on-demand reporting for FRAs new Secure Site.

Develop and implement guidance for when it is appropriate to perform and how to document on-track safety program reviews, including documentation of new or change notifications received, approval and disapproval notifications, and, when reviews occur, completed on-track safety program review checklists.

Develop and implement centralized storage for documentation of FRAs Roadway Worker Protection oversight including but not limited to on-track safety program notifications, correspondence on approvals/disapprovals, review checklists, and training materials.

Add a warning or disclaimer to future Annual Enforcement Reports that include legacy cases stating that the number of violations associated with cases and the violation totals published in Appendix A may be incorrect.

Add a warning or disclaimer to the fiscal years 2020 to 2023 Annual Enforcement Report files as a header or footer and to the FRA website where the Annual Enforcement Reports are housed stating that the number of violations associated with cases and the violation totals published in Appendix A may be incorrect.

Update and implement FAD monitoring procedures to include routine, documented monitoring activities to ensure timely implementation of corrective actions.

Develop and implement guidance to clearly define the frequency with which OASCR will conduct civil rights compliance reviews.

Coordinate with the responsible USDA agency to establish an implementation plan and ensure the outstanding corrective actions identified in this report are addressed.

Develop Civil Rights Compliance Review policies, procedures, and practices, implementing an alternative process to ensure USDA programs are regularly assessed when budget and staffing resources are limited.