Sentinel Audit III: Status of the Federal Bureau of Investigation’s
Case Management System (Redacted - Public Version)
Audit Report 07-40
Office of the Inspector General
Pursuant to the OIG’s standard audit process, the OIG provided a draft of this audit report to the FBI on August 6, 2007, for its review and comment. The FBI’s August 22, 2007, response is included as Appendix 9 of this final report. The FBI concurred with the nine recommendations in the audit report. Our analysis of the FBI’s response to the nine recommendations is provided below.
The OIG also provided a draft of this report to Lockheed Martin for its review and comment. The comments Lockheed Martin provided were incorporated into this final report as appropriate.
Response to Recommendations
Resolved. This recommendation is resolved based on the FBI’s statement that it plans to modify its methodology to provide users with capabilities at a more rapid pace rather than delivering all the capabilities at the end of a phase. Further, Lockheed Martin, with PMO participation, is developing a strategic plan to implement an incremental development and delivery schedule, due on August 31, 2007. This recommendation can be closed when we receive documentation that the FBI has revised its four-phase approach for developing Sentinel to limit the scope of future phases to allow them to be completed in 9 months or less.
Resolved. In response to this recommendation, the FBI stated that the Sentinel PMO is currently awaiting an Engineering Change Proposal, due on August 31, 2007. At that time, the costs for Phases 2-4 will be negotiated, if necessary, with Lockheed Martin. This recommendation was based on our concern that when requirements are deferred from a phase, cost adjustments should be made to that phase accordingly. This recommendation can be closed when the FBI provides documentation of a policy requiring negotiations to reduce the cost of future phases if requirements are deferred from one phase to a later phase. We will continue to monitor the FBI’s implementation of this recommendation over future project phases.
Resolved. This recommendation is resolved based on the FBI’s stated agreement with Lockheed Martin to report EVM performance against both the original integrated baseline review and subsequent baseline revisions, if any. Additionally, this agreement will be implemented as part of the new plan for Phases 2-4. This recommendation can be closed when we receive documentation that EVM data is being collected and reported for both the performance measurement baseline approved at the integrated baseline review as well as the revised performance measurement baseline.
Resolved. The FBI agrees with this recommendation and stated that the Sentinel PMO “stood down” EVM reporting on June 14, 2007, and has not accepted any Lockheed Martin invoices pending disclosure of the reasons for cost discrepancies and an acceptable action plan to prevent further occurrence. The FBI also stated that on August 7, 2007, Lockheed Martin disclosed the reasons causing the discrepancies and proposed an action plan. The FBI is currently evaluating those reasons and the action plan. This recommendation can be closed when the FBI provides documentation reconciling the discrepancies between the costs Lockheed Martin reported for Phase 1 with Lockheed Martin’s EVM data and also provides documentation that policies and procedures have been implemented to prevent any future discrepancies.
Resolved. This recommendation is resolved based on the FBI’s statement that it is considering methods on how the effectiveness of the mitigation strategy would be measured. This recommendation can be closed when the FBI provides documentation demonstrating the implementation of effectiveness measures for all risk mitigation plans.
Resolved. The FBI agrees with this recommendation and stated that each Sentinel risk is assigned to a Risk Working Group in which experienced personnel with diverse qualifications have sufficient time and authority to adequately manage the risk. Additionally, the dedicated Risk Coordinator maintains risks and action item status in the Risk Register. This recommendation can be closed when we receive documentation demonstrating that the personnel assigned to manage risks devote sufficient time to the risks and have the experience and authority to adequately manage the risks.
Resolved. In response to this recommendation, the FBI stated that the PMO agrees to track and report on issues that have a material impact on the Sentinel program (i.e., any issue that has a “medium” or higher impact as specified in the FBI Risk Management guidance documents and the Sentinel Risk Management Plan). This recommendation can be closed when we receive documentation demonstrating that project issues are being documented and tracked as well as the plans to resolve those issues and their ultimate resolution.
Resolved. In response to this recommendation, FBI stated that the PMO has developed an updated Bill of Materials Deviation Policy and Procedure to ensure any changes are fully vetted by appropriate Lockheed Martin and PMO review boards prior to approval. This policy is currently in the review and approval process. This recommendation can be closed when we receive documentation demonstrating that procedures are in place to ensure that any changes to the Bill of Materials receive proper authorization and that the changes can be reconciled to the Bill of Materials submitted in Lockheed Martin’s proposal.
Resolved. The FBI agrees with this recommendation and stated that as of June 2007, the PMO has required Lockheed Martin to map its invoices to the Bill of Materials. Additionally, Lockheed Martin was required to implement this new procedure prior to the acceptance of any invoices by the PMO. This recommendation can be closed when we receive documentation demonstrating that the FBI has implemented policies and procedures to ensure that materials contained in the Lockheed Martin invoices can be reconciled to the Bill of Materials or an FBI approval for a change to the Bill of Materials.
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