ML20154K472
| ML20154K472 | |
| Person / Time | |
|---|---|
| Issue date: | 06/02/2020 |
| From: | Baker B NRC/OIG/AIGA |
| To: | Margaret Doane NRC/EDO |
| References | |
| OIG-19-A-17 | |
| Download: ML20154K472 (8) | |
Text
UNITED STATES NUCLEAR REGULATORY COMMISSION WASHINGTON, D.C. 20555-0001 OFFICE OF THE INSPECTOR GENERAL June 2, 2020 MEMORANDUM TO: Margaret M. Doane Executive Director for Operations FROM: Dr. Brett M. Baker /RA/
Assistant Inspector General for Audits
SUBJECT:
STATUS OF RECOMMENDATIONS EVALUATION OF THE U.S. NUCLEAR REGULATORY COMMISSIONS OVERSIGHT OF THE VOICE OVER INTERNET PROTOCOL CONTRACT AND IMPLEMENTATION (OIG-19-A-17)
REFERENCE:
CHIEF INFORMATION OFFICER, OFFICE OF THE CHIEF INFORMATION OFFICER (OCIO), MEMORANDUM DATED APRIL 9, 2020 Attached is the Office of the Inspector Generals (OIG) analysis and status of recommendations as discussed in the agencys response dated April 9, 2020. Based on this response, recommendations 1, 2, and 3 are closed. Recommendations 4, 5, and 6 remain open and resolved. Please provide a status update for these recommendations by October 12, 2020.
If you have questions or concerns, please call me at (301) 415-5915, or Mike Blair, Team Leader, at (301) 415-8399.
Attachment:
As stated Cc: C. Haney, OEDO D. Jackson, OEDO J. Quichocho, OEDO J. Jolicoeur, OEDO S. Miotla, OEDO RidsEdoMailCenter Resource OIG Liaison Resource EDO_ACS Distribution
Audit Report EVALUATION OF NRCS OVERSIGHT OF THE VOICE OVER INTERNET PROTOCOL CONTRACT AND IMPLEMENTATION (OIG-19-A-17)
Status of Recommendations Recommendation 1: In all current telecommunications contracts, a) clarify contractor roles and responsibilities, and b) consult legal counsel to review the telecommunications contracts collectively to eliminate gaps and duplication in services.
Agency Response Dated April 9, 2020: In preparing each Statement of Work (SOW) for all follow-on and new telecommunications service contracts, OCIO defined contractor requirements, including roles and responsibilities at a granular level to ensure services are needed to support OCIOs mission activities; not a requirement of another contract; and not provided by another contractor/vendor. The SOWs for each Task Order (TO) under the Enterprise Infrastructure Solutions (EIS) contract were thoroughly vetted by the Acquisition Management Division (AMD) in the Office of Administration (ADM) and the Office of the General Counsel (OGC) prior to the release of the solicitation and prior to each amendment. There have been 23 amendments to date. During the review process, OCIO determined that cabling and wiring services should be removed from the TO 1 SOW (for voice, data, unified communications, and other telecommunication services) because they are being provided Under the telecommunications Operations and Support Services (TOSS) contract. Managed Network Service and Managed Security Service were also removed from the TO 2 SOW (for Trusted Internet Connection/Managed Trusted Internet Protocol Services) because both are currently provided by Global Infrastructure and Development Acquisition blanket purchase agreement call vendors.
In addition, the existing SOW for the TOSS contract was reviewed and revised by a requirements team in OCIO to ensure the services are unique to TOSS and not provided by another telecommunications vendor. The revised SOW was reviewed and approved by AMD and OGC.
Audit Report EVALUATION OF NRCS OVERSIGHT OF THE VOICE OVER INTERNET PROTOCOL CONTRACT AND IMPLEMENTATION (OIG-19-A-17)
Status of Recommendations Recommendation 1 (cont.):
OCIO believes the intent of this recommendation has been fulfilled.
Target Date for Completion: Completed.
OIG Analysis: OIG reviewed documentation that showed (a) the contractor roles and responsibilities are clarified in the SOW for all telecommunications contractors, and (b) OCIO consulted legal counsel to review the telecommunications contracts collectively to eliminate gaps and duplication in services.
Therefore, we consider this recommendation closed.
Status: Closed.
Audit Report EVALUATION OF NRCS OVERSIGHT OF THE VOICE OVER INTERNET PROTOCOL CONTRACT AND IMPLEMENTATION (OIG-19-A-17)
Status of Recommendations Recommendation 2: Establish a policy for all new telecommunications contracts, and future modifications to current telecommunications contracts, that CORs must review the roles and responsibilities of all related contracts to prevent gaps and duplication in services.
Agency Response Dated April 9, 2020: OCIO has created an office instruction documenting the actions taken to implement Recommendation 1 and will ensure this process is followed moving forward. The procedure titled, OCIONISB-001, Managing Telecommunication Contracts (ML20086H783) will be made available on OCIOs Communication SharePoint site and communicated out to OCIO staff.
OCIO believes the intent of this recommendation has been fulfilled.
Target Completion Date: Completed.
OIG Analysis: OIG reviewed the policy that requires NRC contracting officers representatives working to create or modify telecommunications contracts to review the roles and responsibilities of all related contracts to prevent gaps and duplication of services. Therefore, we consider this recommendation closed.
Status: Closed.
Audit Report EVALUATION OF NRCS OVERSIGHT OF THE VOICE OVER INTERNET PROTOCOL CONTRACT AND IMPLEMENTATION (OIG-19-A-17)
Status of Recommendations Recommendation 3: Conduct a lessons learned to identify opportunities for improvement in deploying future IT systems or services with an impact on operations agency-wide.
Agency Response Dated April 9, 2020: In the fall of 2018, meetings were held to evaluate the Voice over Internet Protocol (VoIP) implementation and deployment of VoIP phones. The objectives were to identify and correct immediate issues and to identify lessons-learned to apply to future projects, most immediately to the agencywide workstation refresh that was in the late planning stage.
See the enclosure titled, Voice over Internet Protocol Lessons-Learned. for a summary of the lessons-learned.
OCIO believes the intent of this recommendation has been fulfilled.
Completion Date: Completed.
OIG Analysis: OIG reviewed documentation that identifies the lessons learned from the Voice over Internet Protocol deployment.
Therefore, we consider this recommendation closed.
Status: Closed.
Audit Report EVALUATION OF NRCS OVERSIGHT OF THE VOICE OVER INTERNET PROTOCOL CONTRACT AND IMPLEMENTATION (OIG-19-A-17)
Status of Recommendations Recommendation 4: Strengthen telecommunications expertise through knowledge management and training.
Agency Response Dated April 9, 2020: The telecommunications expert hired shortly before the VoIP rollout successfully completed multiple training courses and became certified. This telecommunication expert, however, left the NRC for a promotion with another Federal agency in mid-February 2019. OCIO is in the process of hiring two senior telecommunication experts; the vacancy posting closed on March 9, 2020. In addition, OCIO is finalizing a vacancy posting for an entry-level telecommunication specialist to add depth and for succession planning. The goal is to have all three new employees hired, cleared and on-board as soon as possible, but no later than the end of fiscal year 2020.
Target Date for Completion: September 30, 2020.
OIG Analysis: The proposed actions meet the intent of this recommendation. This recommendation will be closed when OIG confirms that OCIO has strengthened its telecommunications expertise through knowledge management and training.
Status: Open: Resolved.
Audit Report EVALUATION OF NRCS OVERSIGHT OF THE VOICE OVER INTERNET PROTOCOL CONTRACT AND IMPLEMENTATION (OIG-19-A-17)
Status of Recommendations Recommendation 5: Update the relevant management directives to include a) current telecommunications infrastructure and current organizational responsibilities, and b) a requirement to comply with MD 10.162 Disability Programs and Reasonable Accommodation when deploying any IT projects.
Agency Response Dated April 9, 2020: Progress on updating and consolidating the relevant MDs has been delayed due to conflicting priorities for key staff and the loss of telecommunications expertise to inform the policy. Based on the MD approval process timeline and the resource availability, the target completion date is being revised to March 31, 2021.
Target Date for Completion: March 31, 2021.
OIG Analysis: The proposed actions meet the intent of this recommendation. This recommendation will be closed when OIG reviews consolidated MD guidance that includes a) current telecommunications infrastructure and current organizational responsibilities, and b) a requirement to comply with MD 10.162 Disability Programs and Reasonable Accommodation when deploying any IT projects.
Status: Open: Resolved.
Audit Report EVALUATION OF NRCS OVERSIGHT OF THE VOICE OVER INTERNET PROTOCOL CONTRACT AND IMPLEMENTATION (OIG-19-A-17)
Status of Recommendations Recommendation 6: Identify and implement a solution to address the issue pertaining to diverting an assigned phone line.
Agency Response Dated April 9, 2020: OCIO has determined a self-service solution would be best for the agency to address the issue pertaining to diverting an assigned phone line. The solution is to develop a Web interface that acts as a conduit between the user and Avayas system manger leveraging existing application programming interfaces. OCIO plans to implement the solution by the end of the fiscal year 2020.
Target Date for Completion: September 30, 2020.
OIG Analysis: The proposed actions meet the intent of this recommendation. This recommendation will be closed when OIG confirms that OCIO has implemented a solution that addresses the issue pertaining to diverting an assigned phone line.
Status: Open: Resolved.