Open Recommendations

Implement a process to validate telework information reported to outside parties and used for internal decision-making to internal source data on a routine basis.

We recommend that the Deputy Assistant Secretary for Grant Programs develop a process to ensure that grantees properly report the addresses of assisted properties in IDIS and properly calculate and report program income from the disposition of these properties regularly.

We recommend that the Deputy Assistant Secretary for Grant Programs instruct the Newark, NJ, field office to require Jersey City to provide documentation to show that a notice was provided to affected citizens as required or take action to advise affected citizens that they disposed of the property.

We recommend that the Deputy Assistant Secretary for Grant Programs instruct the Newark, NJ, field office to require Jersey City to provide documentation to support the fair market value of the property at the time of disposition. If documentation cannot be provided, the grantee should be required to reimburse $503,550 to its CDBG line of credit from non-Federal funds.

We recommend that the Deputy Assistant Secretary for Grant Programs instruct the Philadelphia, PA, field office to require Luzerne County to provide documentation to support the fair value of the property at the time of disposition. If documentation cannot be provided, the grantee should be required to reimburse $575,263 to its CDBG line of credit from non-Federal funds.

We recommend that the Deputy Assistant Secretary for Grant Programs instruct the Philadelphia, PA, field office to require Luzerne County to reclassify program income already reported to the activity ID in IDIS that generated the income, ensuring that the $798,273 in program income is properly accounted for.

We recommend that the Deputy Assistant Secretary for Grant Programs issue guidance to HUD staff and grantees to clarify the applicability of change of use requirements in cases where there is both a repayment from non-Federal funds and a voluntary grant reduction.

The Bureau of Information Services should develop and implement policies and procedures requiring records management training for new and existing employees and contractors, as well as employees with specialized records management roles and responsibilities. Ensure training for existing employees and contractors is administered annually.

The Bureau of Information Services should develop and implement records management policies and procedures required for separating employees, including the detailed roles and responsibilities of the separating employee and other Railroad Retirement Board officials. Work with the Office of Administration in implementing the policies and procedures agencywide.

The Bureau of Information Services should update existing policies and procedures to include explicit notification of criminal penalties that may be charged to employees for unlawful removal or destruction of agency records.

The Bureau of Information Services should develop and implement policies and procedures for managing and preserving records created or received using electronic messaging systems.

The Bureau of Information Services should develop and implement policies and procedures for metadata, enterprise rights management, and encryption considerations when transferring electronic records to National Archives and Records Administration.

The Bureau of Information Services should develop supplemental records management training materials that are specific to Railroad Retirement Board’s vision, including Railroad Retirement Board specific requirements and initiatives, and ensure the Railroad Retirement Board records management training curriculum includes this additional content.

The Bureau of Information Services should develop and implement roles-based training for senior officials (as defined by the National Archives and Records Administration) to ensure full understanding of their responsibilities under the Railroad Retirement Board’s records management program. This training should also include content on actions to be taken when the senior official separates from Railroad Retirement Board employment.

The Bureau of Information Services should prepare and disseminate additional training content to records liaisons on their responsibilities under the Capstone program. The training content should include practical examples of what actions the records liaisons should take to fulfill their responsibilities.

The Bureau of Information Services should develop specific records management performance goals with target completion dates and performance measures for significant Office of Management and Budget and National Archives and Records Administration requirements.

The Bureau of Information Services should ensure a comprehensive inventory of nonelectronic records, including paper and other forms of media, is performed and used to prepare or update Railroad Retirement Board records disposition schedules. Resulting records schedules should be approved by the National Archives and Records Administration in accordance with Office of Management and Budget Circular A-130.

The Bureau of Information Services should perform a comprehensive review and update of Administrative Circular IRM-4 to ensure the roles and responsibilities of agency employees involved in records management are complete and include accurate timeframes for performing their respective duties.

Classified Report. Recommendation is SSI. Topic = Strategy

Classified Report - Recommendation is SSI. Topic = Study on throughput

Classified Report. Recommendation is SSI. Topic = Assisting features

Pursue technological solutions to mitigate the need for, or reduce the risk of, stand-alone systems.

Ensure user activity monitoring (UAM) coverage over all classified systems and networks and identify a component to maintain an accurate inventory of all information technology assets that have user activity monitoring coverage.

Provide documentation to show that payroll costs totaling $2,019,496 and any payroll costs incurred outside our audit period, including fiscal year 2017, were reasonable and necessary expenses for the operation of the project or repay the project from nonproject funds for any amount that it cannot support.