Open Recommendations

(U) Rec. 1.a.2: Report is Classified.

(U) Rec. 1.b: Report is Classified.

Implement written policies and training to ensure that all employees who work on multiple activities record their time in a way that supports the distribution of the employee’s salary or wages among specific activities or cost objectives.

Embassy Wellington, in coordination with the Bureau of Oceans and International Environmental and Scientific Affairs and the Bureau of Diplomatic Security, should work with the National Science Foundation to clarify Mission New Zealand's responsibilities for U.S. government employees and U.S. citizens stationed in the Antarctic.

Embassy Wellington, in coordination with the Office of Policy, Planning, and Resources for Public Diplomacy, should review the Public Diplomacy Sections' organizational structures and position elements to optimize section effectiveness.

Embassy Wellington should document and close out public diplomacy grants in accordance with Department standards.

Embassy Wellington should manage and retire immigrant visa cases in accordance with Department standards.

Embassy Wellington should maintain the Consular Section's cashier records according to Department standards.

Embassy Wellington, in coordination with the Bureau of Personnel and Training, the Bureau of Global Acquisitions, and the Office of the Legal Adviser, should consult legal counsel in New Zealand to determine if its alternate pension plan complies with local law, and whether the obligating documents of the plan are adequate and in compliance with Department and other federal guidance.

Embassy Wellington, in coordination with the Bureau of Overseas Buildings Operations, should evaluate all residential properties for seismic risk in accordance with Department standards.

Embassy Wellington, in coordination with the Bureau of Overseas Buildings Operations, should bring the mission's fire protection and safety, health, and environmental management programs into compliance with Department standards.

Embassy Wellington should bring the mission's contract files into compliance with Department and federal requirements.

Embassy Wellington should bring the mission's contracting officer's representative program into compliance with Department standards.

Embassy Wellington should bring the mission's property management program into compliance with Department standards.

Embassy Wellington should manage the mission's mail and pouch operations in accordance with Department standards.

Embassy Wellington should require the Information Systems Security Officer to perform all duties in accordance with Department standards.

Embassy Wellington should manage the mission's mobile device program in accordance with Department standards.

Embassy Wellington should create budget and training plans for the mission's Diplomatic Technology units.

Embassy Wellington should bring the mission's emergency communications operations into compliance with Department standards.

Embassy Wellington should bring the mission's Sensitive But Unclassified server rooms and private branch exchange rooms into compliance with Department standards.

Embassy Wellington should manage the mission's non-enterprise networks in accordance with Department standards.

Embassy Wellington should bring the mission's telephone use accounting process into compliance with Department standards.

The Commission should determine the risks associated with non-standard adjustments in its financial reporting process and develop and document appropriate controls to review and validate those non-standard transaction outputs on the aging reports created by their service provider. At a minimum, the Commission should:

• Establish a dollar value threshold to review all balances without identifying contract and vendor fields, recorded on the monthly aging reports provided to the Office of the Chief Financial Officer and the OIG and
• Review and verify all material non-standard adjustment transactions (JVs, SVs, RVs, and BB transactions) recorded without identifying contract and vendor…

To address the issues we identified, we recommend that the Executive Vice President,
Strategy and Planning, take the following action:
1. Continue to develop and implement a joint strategic fleet/facilities plan. The plan
should define company goals, timelines, and next steps to ensure that the
company’s fleet and facilities efforts align. The plan should also include an
inventory of existing facilities and a method to continuously assess which
modifications are critical to support future operations and reprioritize, as
needed.

In addition, we recommend that the Executive Vice President, Capital Delivery, take the
following action:
2. Develop and implement a management framework for its facility upgrades,
including a management plan with the requisite components outlined in
company and industry standards. This should include a risk management
process and tools, such as a risk register.