Open Recommendations

Ensure compliance with standards for kitchen cleanliness and inventory control, including that: • kitchen workers with facial hair wear beard guards when working in the food preparation or serving areas, • inventory control processes are in place to discard spoiled or expired food, and • a standard operating procedure exists for clearly labeling food expiration dates.

Ensure the Caroline facility medical staff are using the most current treatment guidance for chronic illnesses.

Determine whether SSA made inaccurate Workers' Compensation and Public Disability Benefits' (WC/PDB) offset determinations and improperly paid 13,033 beneficiaries with inaccurate WC/PDB information in its records.

Negotiate with the states to establish data matches to obtain WC/PDB information to help ensure SSA correctly applies WC/PDB offsets.

Establish system controls to identify cases likely to have incorrect WC/PDB offsets and/or reverse offset determinations.

Update policy to require that employees process Modernized Development Worksheet (MDW) requests within set timeframes.

Implement controls to ensure employees take all actions requested before they close MDWs.

OIG recommends that the Bureau of Administration, in coordination with the Bureau of the Comptroller and Global Financial Services, develop and implement a process that can be used in response to an emergency situation at an overseas post to identify contracts that require termination or other contract administration actions.

OIG recommends that the Bureau of Administration develop and implement a contingency action plan that could be enacted to optimize Contracting Officers workload management during challenging periods, such as when a surge of contracts need to be terminated, suspended, or closed out.

OIG recommends that the Bureau of Administration develop and implement an effective tool to track the status of contracts from termination through closeout. At a minimum, the tool should identify the steps remaining to be completed in the termination and closeout process, including identifying overdue steps, and the time elapsed between key steps.

OIG recommends that the Bureau of Administration develop a plan to assess and take action to ensure Contracting Officers compliance with Department of State requirements regarding maintaining contract administration file documentation in eFiling.

OIG recommends that the Bureau of Administration conduct a survey among Contracting Officers and Contracting Officers Representatives to identify issues related to the use of the mandated eFiling module and suggested improvements to the module, specifically pertaining to maintaining contract administration documentation.

Following implementation of Recommendation 5, OIG recommends that the Bureau of Administration (a) analyze the results of the survey to identify the factors hindering the use of eFiling to maintain contract administration documentation, including technical issues that need to be addressed and (b) develop and implement, if appropriate, a corrective action plan to increase the use of the mandated eFiling module.

OIG recommends that the Bureau of Administration update the Foreign Affairs Manual, Foreign Affairs Handbook, and supplemental procurement guidance to assist and support Contracting Officers in conducting contract terminations. At a minimum, the policies and procedures should include guidance detailing the contents of termination dockets, such as the type and extent of documentation to maintain; expected timelines for adding documents; and standardized methods for organizing and naming documents. The policy and procedures should also include helpful tools, such as a checklist of documents that are required to be maintained in the termination docket and a post-termination conference meeting template.

OIG recommends that the Bureau of Administration, in coordination with the Foreign Service Institute, modify contract administration training that is offered by the Department of State to include guidance on the contract termination process.

Following implementation of Recommendations 7 and 8, OIG recommends that the Bureau of Administration develop a communication strategy and disseminate to procurement personnel the updates to policy, procedures, and training related to contract terminations to ensure awareness of contract termination process requirements, including documentation requirements.

OIG recommends that the Bureau of Administration, within 45 days of issuance of this report, develop and implement a plan of action to address the contracts related to Afghanistan that are in the termination process to ensure prompt completion of the process and move contracts to closeout.

OIG recommends that the Bureau of Administration, within 45 days of issuance of this report, develop and implement a plan of action to address the expired contracts related to Afghanistan that remain open.

OIG recommends that the Bureau of Administration develop and implement a process to ensure that Contracting Officers comply with Federal Acquisition Regulation termination process requirements.

FDA should give greater weight to retailers' past noncompliance when taking enforcement actions against retailers with histories of violations.

FDA should determine whether variation in inspection activity on the basis of neighborhoods' socioeconomic status is appropriate and the extent to which it is meeting FDA's objective for protecting vulnerable populations.

Develop additional strategies and solutions to manage delays in detainee transfers to partners and implement these improvements throughout the El Paso sector when the holding facilities in the sector are over capacity.

Establish performance targets aligned with the key objectives of a new loyalty program and establish parameters to actively monitor progress for effective program management.

Develop a comprehensive communication strategy for a new loyalty program that promotes awareness of functionality for prospective, and once enrolled, ongoing customers.

Conduct an evaluation of customer spending requirements and discounts, related to any future loyalty program, to ensure the program's design promotes customer engagement and shipping growth