Open Recommendations

The Bureau of Diplomatic Security should modify the waivers and exceptions tracker to provide more granular data to assess compliance with established process timelines and to identify and resolve bottlenecks in the waivers and exceptions processes.

The Bureau of Diplomatic Security, in coordination with the Bureau of Overseas Buildings Operations, should implement internal controls to verify whether all aspects of each mitigation plan are fully implemented, as required by the approved waivers and exceptions packages.

The Bureau of Diplomatic Security should update and implement its guidance related to facilities that do not meet Overseas Security Policy Board standards to clearly delineate when exceptions to physical security standards are required and when they are not and ensure that the guidance is consistent with Overseas Security Policy Board standards.

Validate periodically that a current, accurate, and complete set of internal rules are reflected on the Commission's internal tracking site.

Establish a monitoring process to ensure rule owners are held accountable for maintaining current and accurate internal rules.

Formally issue a System of Internal Rules Handbook that contains procedural details on the internal rules process.

Work with OCIO to implement automated workflow, tracking, and notification features into the internal rules processes to support task management, progress tracking, and greater Commission visibility to the status of internal rules.

Track and monitor the total time it takes for Directives to complete each step of the rule development and issuance process. Establish key performance indicators, including interim milestones for the directive development and issuance process.

Track and monitor the total time it takes for Handbooks to complete each step of the rule development and issuance process. Establish key performance indicators, including interim milestones for the directive development and issuance process.

Track and monitor the total time it takes for Desk Procedures to complete each step of the rule development and issuance process. Establish key performance indicators, including interim milestones for the directive development and issuance process.

Enhance the internal rules tracking site's search functionality by creating an index of topics and a list of frequently used rules to allow Commission staff to search for and locate internal rules more easily by keyword, topics, etc.

We recommend that the Architect of the Capitol (AOC) review the Government Accountability Office’s Framework for Assessing the Acquisition Function at Federal Agencies and make necessary adjustments to AOC’s current hierarchical reporting structure to provide sufficient independence and support for Contracting Officers.

We recommend that the Architect of the Capitol (AOC) review the contracting manual to determine whether the language restricting access to Independent Government Estimate (IGE) information solely to AOC personnel who require knowledge of the estimate is appropriate. If the AOC determines the language is appropriate as written, it should enforce this requirement. If the AOC determines that it is appropriate to use non-AOC personnel in the IGE process, it should update its contracting manual to reflect that decision and implement appropriate safeguards to ensure the process remains both independent and confidential.

We recommend that the Architect of the Capitol (AOC) update the requirements prescribed in the contracting manual for serving as a Contracting Officer and/or include a reference to AOC Order 30-1.

We recommend that the Architect of the Capitol (AOC) implement compliance monitoring and enforcement standards for the current policies and procedures requiring Contracting Officer’s Representatives to document their roles and responsibilities.

We recommend that the Architect of the Capitol (AOC) develop and implement guidance that directs the format and manner that Contracting Officer’s Representatives (CORs) maintain documentation. This guidance should require that COR files be maintained in a readily accessible and uniform manner.

We recommend that the Architect of the Capitol (AOC) develop and implement guidance that requires Contracting Officers to document the procedures they undertook to complete their audit of Contracting Officer’s Representative files, explain how any deficiencies were resolved, and report the results to their management.

The CIO should ensure that ******************************************* *********************************************** are remediated by the plan of action and milestones due date.

Embassy Warsaw should update and implement planning guidance and processes for official visits.

Embassy Warsaw should bring its public diplomacy award files into compliance with Department standards for federal assistance award monitoring and evaluation.

Embassy Warsaw, in coordination with the Bureau of Overseas Buildings Operations, should bring all consular spaces into compliance with Department standards.

The Bureau of International Narcotics and Law Enforcement Affairs, in coordination with Embassy Warsaw, should review the letter of agreement guiding the bureau's activities in Poland, as well as the bureau's current and planned foreign assistance to Poland, and implement any changes to the letter of agreement as required.

Embassy Warsaw should bring its safety, health, and environmental management program into compliance with Department standards.

Embassy Warsaw should eliminate the safety hazards at its warehouse in accordance with Department safety and fire standards.

Embassy Warsaw, in coordination with the Bureau of Overseas Buildings Operations, should report all unauthorized construction projects and rectify each project in accordance with Department standards.