ML20294A319
| ML20294A319 | |
| Person / Time | |
|---|---|
| Issue date: | 10/30/2020 |
| From: | Darrell Roberts NRC/EDO |
| To: | Baker B NRC/OIG |
| Grimes C | |
| Shared Package | |
| ML20274A233 | List: |
| References | |
| OIG-20-A-17 | |
| Download: ML20294A319 (5) | |
Text
UNITED STATES NUCLEAR REGULATORY COMMISSION WASHINGTON, D.C. 20555-0001 October 30, 2020 MEMORANDUM TO: Dr. Brett M. Baker Assistant Inspector General for Audits Office of the Inspector General Signed by Roberts, Darrell FROM: Darrell J. Roberts on 10/30/20 Deputy Executive Director for Materials, Waste, Research, State, Tribal, Compliance, Administration, and Human Capital Programs Office of the Executive Director for Operations
SUBJECT:
STAFF RESPONSE TO THE OFFICE OF INSPECTOR GENERALS AUDIT OF THE U.S. NUCLEAR REGULATORY COMMISSIONS PROPERTY MANAGEMENT PROGRAM (OIG-20-A-17)
The staff has received the Office of Inspector Generals (OIG) report on the Final Audit Report:
Audit of the U.S. Nuclear Regulatory Commissions (NRCs) Property Management Program (OIG-20-A-17), dated September 30, 2020. The purpose of this memorandum is to provide the agencys formal response to the recommendations in the OIG Final Audit Report.
Recommendation 1:
Modify the definition of accountable property to align with the agencys procedures for accounting for property under the property management program. This encompasses defining and addressing the accountability of items not tracked in the Space and Property Management System (SPMS) including pilferable property.
CONTACTS: Charemagne Grimes, ADM/DFS 301-415-8422 Dale Goode, OCIO/ITSDOD 301-287-0799
B. Baker Response:
Agree. The Office of Administration (ADM) will modify the definition of accountable property to ensure a comprehensive understanding of agency procedures in alignment with the property management program and systems in which accountable property is tracked in the SPMS and Remedy to include pilferable property. Management Directive (MD) 13.1 will be updated to include the modified definition.
Target Completion Date: December 31, 2021 Recommendation 2:
Include the receipt, management, and proper disposal of IT assets planned and currently tracked in Remedy within the property management program. This may include, but is not limited to actions such as: [See responses to specific recommended actions below the general response.]
Response
Agree. ADM and the Office of the Chief Information Officer (OCIO) will collaboratively reevaluate current practices and procedures to ensure logical and consistent processes are utilized in the receipt, management and disposal of IT assets planned and tracked in Remedy and SPMS under the property management program. MD 13.1 will be updated to include all relevant practices and procedures.
A. Updating MD 13.1, Property Management to designate Remedy as the property tracking system specifically for IT assets; Agency Response: MD 13.1 will be updated to designate Remedy as the property tracking system for IT assets; B. Updating MD 13.1 to include the NRC IT Logistics Index policy for inputting IT assets greater than or equal to $2,500, or which contain NRC information or data within the property management program; Agency Response: MD 13.1 will be updated to include NRC IT Logistics Index Policy information; C. Specify in the updated MD 13.1, the use of unique identifiers to track and manage those IT assets within the NRC property management program; Agency Response: MD 13.1 will be updated with the use of tracking and managing unique identifiers on IT assets; D. Specify in the updated MD 13.1, the methods and documentation of periodic inventories using unique identifiers within the NRC; Agency Response: MD 13.1 will be updated with the methods and required documentation of periodic inventories using unique identifiers;
B. Baker E. Provide appropriate acquisition information in excess property reporting for IT assets that contain NRC information or data; and; Agency Response: The process will be reviewed to ensure appropriate acquisition documentation (i.e., end user, model and manufacturer numbers, media sanitation and verification dates, etc.) are documented in excess property reporting; F. Ensure IT assets in the property disposal process comply with documenting media sanitation in accordance with the National Institute of Standards and Technology (NIST) Special Publication 800-88, Revision 1: Guidelines for Media Sanitization (NIST 800- 88);
Agency Response: ADM is reviewing its current processes and will update processes accordingly to more closely follow the guidelines outlined in NIST publication 800-88.
Targeted Completion Date: December 31, 2021 Recommendation 3:
Update and implement property receipt and tagging processes and procedures for the Facilities, Operations, and Space Management Branch (FOSMB), warehouse personnel, and property custodians, that will address:
Response
Agree. ADM will update and implement property receipt and tagging procedures for FOSMB regarding agency purchase notification to the property staff.
A. Decentralized property receipt and tagging functions; and, Agency response: Property will reevaluate decentralized property receipt and tagging functions; B. Providing property staff with acquisition information such as the cost and shipping information necessary to perform their property-related duties through automated notification; Agency Response: Property staff will collaborate with the Acquisitions Management Division to develop a process workflow to provide property staff with acquisition information through automated notification.
Target Completion Date: July 30, 2021
B. Baker Recommendation 4:
Limit the regional and the Technical Training Center (TTC) property item assignments to regional property custodians:
Response
Agree. ADM will review regional and TTC property item assignments to ensure property in property custodians jurisdictions are assigned to the custodian. However, specified agency property (i.e., firearms) located in the regions must continue to be assigned to headquarters office property accounts in which the property is purchased.
Target Completion Date: January 31, 2021 Recommendation 5:
Consolidate the notification of stolen NRC property to one NRC form.
Response
Agree. ADM will revise the process so there is a single submission.
Targeted Completion: July 31, 2021 Recommendation 6:
Digitize the property process to facilitate reconciliation and property management workflow.
Response
Agree. ADM has begun digitizing the property management workflow process and will continue this process where applicable.
Targeted Completion: June 30, 2021 Recommendation 7:
Self-reassess the risk to the agency for the policy changes of the tracking threshold increase and removal of cell phones, laptops, and tablets from the sensitive items list, for loss or theft of property items:
Response
Agree. ADM and OCIO will self-reassess the risk to the agency.
Targeted Completion: May 30, 2021
ML20294A319 *e-concurrence OFFICE ADM/DFS* ADM/DFS/DD* OCIO/SDOD/DD* OCIO/DCIO*
NAME CGrimes LPearson ARoberts SFlanders DATE 10/20/2020 10/20/2020 10/21/2020 10/23/2020 OFFICE OGC* ADM/D* DEDM*
NAME EBowden JGolder DRoberts DATE 10/23/2020 10/23/2020 10/30/2020