Open Recommendations

We recommend FEMA’s Associate Administrator of the Office of Response and Recovery integrate component records managementpolicy into program-specific declarations guidance to specify the records that should be created and maintained in official declaration request files. The program-specific guidance should require the Office of Response and Recovery to maintain, in the official file, senior officials’ decision rationale when the regional offices’ and program offices’ recommendations differ.

We recommend FEMA’s Associate Administrator of the Office of Response and Recovery ensure that component records managementpolicies are adhered to both at Headquarters and Regional offices to validate that each declaration request package is accurate, complete, and in compliance with Federal regulations.

The Commissioner, Wage and Investment Division, should ensure that programming is updated to systemically reject electronic submissions of Forms 2848 and 8821 when missing one of the five essential elements (name, address, signature, etc.) without manually mailing a rejection letter.

The Commissioner, Wage and Investment Division, should develop a process to systemically pull all controlled inventory for each Accounts Management site for the Accounts Management Inventory Report (AMIR) to ensure consistency, reduce human error, and increase efficiencies

The Commissioner, Large Business and International (LB&I) Division, should implement a fully systemic method of monitoring and verifying pushouts are properly reported on partners’ returns

Ensure that BOP staff delegated performance surveillance responsibilities complete required performance reporting tasks and maintain supporting documentation for the contractor's ratings.

Implement a reliable, consistent process throughout all BOP facilities to monitor wait times outside inmate appointments and the causes for cancelled or rescheduled appointments in order to ensure that inmates receive timely medical care.

Implement specific policies and procedures for reviewing billing submitted using Medicare-based rates, and that the BOP ensure that facilities utilize the third-party adjudication vendor.

Implement Bureau-wide policies and standards for CMS contract billings, to include appropriate supporting documentation, at all facilities.

The Bureau of Information Services should update their mobile phone policies to include and implement a National Archives and Records Administration-approved records schedule and transfer procedures for electronic records associated with mobile phones.

The Bureau of Information Services should submit a yearly affidavit to confirm electronic records associated with mobile phones have been identified and retained until the full transition into Microsoft Azure Cloud.

The Railroad Retirement Board's Director of Administration should define and communicate 'personal usage' establishing Railroad Retirement Board's core hours of 5:00 am to 7:00 pm. Any usage outside of core hours would be considered personal usage excluding business management purposes.

The Railroad Retirement Board's Bureau of Information Services should 1) continue efforts to update the Telecommuting and Mobile Security Computing Policy with current laws and regulations and 2) develop a periodic monitoring control to assess personal usage and address it according to agency guidance.

The Bureau of Information Services should incorporate the mobile phones in an existing assessable unit and update their mobile phone policies to include documentation regarding the specific roles and responsibilities of each office overseeing the mobile phone program.

The Bureau of Information Services should enforce and execute a review and approval process for application and software download and restrict access to specified applications found in their Railroad Retirement Board G-6 Rules of Behavior.

The Bureau of Information Services should implement procedures to periodically track, log, and monitor iPhone usage and the completion of the G-6 Acknowledgement Statement.

The Bureau of Information Services should periodically review the mobile phone inventory for completeness and accuracy to include a comparison with Railroad Retirement Board's personnel position index.

The Bureau of Information Services should implement the use of unique identifiers between disparate data sets (e.g., mobile phone inventory, personnel position index) to facilitate comparisons and reconcile inconsistent information.

The Bureau of Information Services should develop and implement a records management and retention system for electronic records.

The Bureau of Information Services should research the capabilities of Railroad Retirement Board's Microsoft Azure Cloud's functionality to determine feasibility of incorporating the automated records management and retention capabilities to govern the mobile phones electronic records.

Embassy Santiago, in coordination with the Bureau of Educational and Cultural Affairs, should develop and implement a plan to provide full financial oversight over the binational Fulbright Commission.

Embassy Santiago should complete and document safety certifications for all embassy residences in the Post Occupational Safety and Health Officer Certification Application, in accordance with Department standards.

Embassy Santiago should dismantle and remove its shipping containers and portable structures in accordance with Department requirements or obtain authorization from the Bureau of Overseas Buildings Operations to use the shipping containers as permanent storage.

Embassy Santiago should bring its contracting officer's representative program into compliance with Department standards.

Embassy Santiago should manage its bulk fuel operation in accordance with Department standards.