Open Recommendations

We recommend that HUD's Deputy Assistant Secretary for Multifamily Housing provide technical training to the multifamily property owners and management agents on completing addendum B accurately as part of the MORs.

We recommend that HUD's General Deputy Assistant Secretary for Community Planning and Development implement training on civil rights monitoring reviews. Additionally, CPD should ensure that training on civil rights monitoring reviews is regularly provided to CPD staff.

We recommend that HUD's General Deputy Assistant Secretary for Community Planning and Development develop guidance clarifying the use of the exhibit for on-site, hybrid, and remote monitoring to ensure a full review of grantees' compliance with civil rights requirements, and incorporate this guidance into the training developed as a result of recommendation 1A.

(U) Rec. 1: The DoD OIG recommended that the Under Secretary of Defense for Acquisition and Sustainment define pathway requirements for weapon system acquisitions and either:
a. (U) Update and implement DoD policy to require weapon system acquisitions to only operate within the six Adaptive Acquisition Framework pathways, or
b. (U) Update and implement DoD policy to provide guidance on how acquisition programs are to operate and report outside of the six Adaptive Acquisition Framework pathways, including:
(U) scenarios and timelines for which operating outside of a pathway is acceptable;
(U) alternative paths for acquisition programs to transition into;
(U)…

(U) Rec. 2: The DoD OIG recommended that the Assistant Secretary of the Army (Acquisition, Logistics, and Technology) update and implement Army policy to reflect the DoD's updated policy on transitioning acquisition programs and reporting required information.

Rec. 1: The DoD OIG recommended that the Defense Commissary Agency Internal Review Chief develop policies and procedures to describe how the Defense Commissary Agency Internal Review Office addresses Government Auditing Standards in the following areas.
Independence
Quality control and peer review
Fieldwork for performance audits
Reporting for performance audits

Rec. 2: The DoD OIG recommended that the Defense Commissary Agency Director direct the Administration Division Chief to approve and implement Defense Commissary Agency Manual 90-05.01, "Internal Review Manual," in a timely manner after the Internal Review Chief develops policies and procedures in response to Recommendation 1.

The Chief Procurement Officer should develop and implement, in collaboration with the Chief Information Officer, a process that includes educating and training stakeholders to track contracts by legacy system.

The Chief Information Officer should identify and correct the authorized funding source for all information technology contracts that inappropriately used IRA BSM funding for O&M costs of legacy systems.

The Chief Information Officer should develop and implement, in collaboration with the Chief Procurement Officer, a process that includes educating and training stakeholders to ensure compliance with the IRA prohibiting the use of BSM funds for the O&M of legacy systems.

The Chief Procurement Officer should develop a quality review process to ensure that all final pre-award documentation is maintained in the Procurement System and meets quality standards prior to awarding the contract.

The Chief Procurement Officer should develop a quality review process to ensure that post-award documentation is stored in the Procurement System and meets quality standards prior to authorizing payment of vendor invoices.

Work with the prime award recipients that had subaward reporting deficiencies to ensure that
their subaward information is reported or reported accurately.

Update and expand the guidance on FFATA subaward reporting requirements provided to prime
award recipients by (1) updating program website(s) with comprehensive information about FFATA,
(2) implementing training, (3) issuing formal communication, and (4) implementing a feedback
mechanism to ensure that all prime award recipients have the opportunity to share challenges with
HUD and ask questions.

Integrate FFATA reporting requirements into program monitoring procedures for all programs
and conduct regular reviews to assess compliance.

Ensure that programs with subaward activity include specific clauses related to FFATA
compliance in their grant agreements, and notices of funding opportunities.

Work with the prime award recipients that had subaward reporting deficiencies to ensure that
their subaward information is reported or reported accurately.

Update and expand the guidance provided to prime award recipients by (1) updating program
website(s) with comprehensive information about FFATA, (2) implementing training, (3) issuing
formal communication, and (4) implementing a feedback mechanism to ensure that all prime award
recipients have the opportunity to share challenges with HUD and ask questions.

Integrate FFATA reporting requirements into the program monitoring procedures for all
programs and conduct regular reviews to assess compliance.

Develop a policy or update the existing Grants Management Policy to include 1) the process and
controls that HUD will use to hold the prime recipients accountable for FFATA compliance and 2)
clearly defined roles and responsibilities between OCFO and the program offices to ensure that action
is prioritized by the correct responsible parties regarding FFATA compliance.

Work with applicable program offices to develop training materials and tools, such as dashboards,
to assist program offices in monitoring their grant portfolios for subaward reporting compliance.

(U) Rec. 1.a: The DoD OIG recommended that the Commander of the Security Assistance Group-Ukraine update contract work orders in coordination with contracting officers to standardize the information tracked by field service representatives for all weapons systems provided to the Ukrainian Armed Forces.

(U) Rec 1.b: The DoD OIG recommended that the Commander of the Security Assistance Group-Ukraine revise the Remote Maintenance and Distribution Center-Ukraine standard operating procedures or develop separate business rules that provide detailed validation guidance for repair part requests with specific criteria and rationale for disapproving requests.

(U) Rec. 1.c: The DoD OIG recommended that the Commander of the Security Assistance Group-Ukraine establish a formal agreement with the Ukrainian Armed Forces Logistics Command to provide routine updates on the inventory of the major assembly and controlled parts provided to them by the United States that they have as on-hand stock in their depots and warehouses.

(U) Rec. 1.d: The DoD OIG recommended that the Commander of the Security Assistance Group-Ukraine develop and implement a plan with actions and milestones to assist the Ukrainian Armed Forces in fully integrating an electronic, automated, supply management system that provides the Ukrainian Armed Forces with the capability to efficiently and routinely provide the DoD with the status of on-hand, U.S., repair part stock.