Open Recommendations

The Chief Data and Analytics Officer should develop procedures to ensure that all CDW servers are included in configuration compliance scans as required.

Provide training to supervisors on the proper use of the Low Cost Universal Sorter and monitor for compliance.

Implement procedures at the Birmingham Processing and Distribution Center to verify that mail arriving at the manual letter operations unit does not contain mail that could be processed on automated equipment.

Verify supervisors at the Birmingham Mail Processing Annex are trained on proper mail flow procedures in processing operations and these procedures are followed.

Verify employees responsible for reporting delayed mail at the Birmingham Processing and Distribution Center are trained on proper reporting procedures and delayed mail is accurately reported in the Mail Condition Visualization System.

Verify appropriate transportation schedule changes are implemented based on the review performed in March 2024 at the Birmingham Processing and Distribution Center and Mail Processing Annex to reduce dock congestion and minimize late trips.

Develop and implement a plan to verify scanning at the Birmingham Processing and Distribution Center and Mail Processing Annex is consistently completed in accordance with policy.

Reiterate policy and verify all drivers are using wheel chocks and trailer door locks at the Birmingham Processing and Distribution Center and Mail Processing Annex.

Communicate policy and verify facility doors are secured at the Birmingham Processing and Distribution Center and Mail Processing Annex.

As expeditiously as possible, the Commissioner of the Fiscal Service should ensure that the financial agency agreement (FAA) for Direct Express Program cardholder services includes adequate provisions to help ensure that open SR notices are reviewed timely and that investigations are concluded within 10 business days per Regulation E or that the cardholder receives provisional credit no later than the 10th business day; and as recommended in our July 2019 report, Fiscal Service should use banking regulator reports to monitor compliance with the FAA and service level requirements.

Work with ARC to resolve the questioned cost totaling $20,083 for ARC funded personnel cost.

Revise policies and procedures to ensure payments made with federal funds are allowable in accordance with the grant agreements terms and requirements of the Uniform Guidance.

Work with ARC to resolve the questioned cost totaling $2,565 for unsupported non-ARC Other (in-kind) match costs.

Work with ARC to resolve the questioned cost totaling $4,738 for unsupported non-ARC Personnel match cost.

Revise policies and procedures to perform quality control reviews of expenses incurred to ensure match costs reported to ARC are accurately reflected and fully supported by documentation in accordance with the grant agreement terms and the Uniform Guidance.

Implement mechanisms to better communicate and reinforce Post Office Box program priorities and oversight requirements, including performing up-time scans, completing annual audit and semi-annual overflow reviews, collecting reactivation fees, and completing box closures.

Develop a comprehensive, strategic assessment of the Post Office Box program, which would include analysis of how key program components, such as prices, utilization, service, and marketing, impact on current and prospective customer segments and demand across the country.

Implement a plan when deploying future
Matrix Regional Sorters to provide necessary training to maintenance staff
for a smooth and timely transition from contractor support.

Define needed maintenance tasks for both the contractor and Postal Service staff to perform, including the timing and frequency of assigned/required maintenance tasks for the Matrix Regional Sorter.

Analyze the Matrix Regional Sorter performance to determine if goals are attainable and, if not, determine
realistic goals for each facility with a Matrix Regional Sorter, updating any cost savings projections if necessary.

Identify and correct the causes of damaged mail from the MaRS. Additionally, develop a plan to track mail damaged on the MaRS and evaluate if changes made have decreased the amount of mail damaged.

Create an action plan to address the causes of mail being resorted on the MaRS and reduce the amount of mail needing to be resorted and relabeled.

We recommend that the Assistant Secretary for OSERS require RSA to design and document procedures for its annualreview process. The procedures should be in the form of written policies and procedures or protocols, and designed toensure compliance with applicable requirements, including those covered in the Rehabilitation Act of 1973 and theDepartment’s “Guide for Managing Formula Grant Programs.”

We recommend that the Assistant Secretary for OSERS require RSA to strengthen its process for selecting State VRagencies to monitor by (a) incorporating a risk factor that accounts for an agency’s technical assistance needs (such asnumber of requests made or complexity of technical assistance needs) into the accountability model used to help selectagencies and (b) establishing a reasonable time period (for example, 8 to 10 years) during which all agencies must bemonitored (through periodic onsite monitoring or offsite monitoring) by RSA at least once.

We recommend that FWS require FWP to resolve the $379,002 in Federal share of questioned costs related to unsupported in-kind contributions.