|
We provided a draft audit report to the USMS for review and comments. The USMS’s comments have been incorporated as Appendix XIII of this report, which details the actions taken or plans for implementing our recommendations. This Appendix summarizes our analysis of the USMS’s comments and proposed actions required to close the report.
Recommendations:
Resolved. The USMS agreed with our recommendation to work with the JEC to explore the possibility of instituting a hybrid budget model to fund JPATS through both an annual appropriation and payments from customers based on usage. In its response, the USMS stated that JPATS will address this topic with the JEC at the next committee meeting.
This recommendation can be closed when we receive evidence that JPATS has examined the feasibility of moving towards a hybrid model, presented this issue to the JEC, and obtained a decision from the JEC on this matter. Resolved. The USMS agreed with our recommendation to ensure that JPATS performs long-term capacity planning, including the development of a forecasting model to project future needs in prisoner and alien transport and the resources to meet those needs. In its response, the USMS stated that JPATS intends to utilize the results of a JEC committee to build a long-term planning document to suit the needs of customer agencies. In addition, JPATS has a draft directive to address short and long range asset acquisition planning. Also, the Budget Office is in the process of drafting a memo to all JPATS Departments to explain the planning, procuring, and management of assets as well as soliciting their assistance and expertise in developing the preliminary plan.
In order to close this recommendation, please provide us a copy of the long-term planning document that JPATS plans to create and evidence of a forecasting model that projects future needs in prisoner and alien transport as well as the resources needed to meet those demands. Also, please provide us a copy of the draft directive addressing acquisition planning and the Budget Office memorandum. Resolved. The USMS agreed with our recommendation to work through the JEC to revise the flight schedules of ICE to reflect actual needs and improve the efficient use of available seats. In its response, the USMS stated that JPATS will approach ICE again with a request to change the regularly scheduled evening flights to operate during daytime hours. To close this recommendation, please provide evidence that JPATS has consulted with the JEC and ICE to revise less efficient ICE flights. Revisions to less efficient flight schedules may include a reduction in the number of flights per week to more efficiently use available seats on flights originating from the Mesa, Arizona hub. Resolved. The USMS agreed with our recommendation to replace its short-term leases for large aircraft with less expensive long-term leases. In its response, the USMS stated that JPATS has legal authority to lease aircraft up to ten years and it is actively pursuing a follow-on long-term aircraft lease arrangement with the assistance of the DOJ procurement staff. JPATS anticipates that the new leases will be for one base year and up to nine option years, as determined by OMB Circular A-11. To close this recommendation, please provide evidence that JPATS has replaced its short-term leases with less expensive long-term leases. Resolved. The USMS agreed with our recommendation to work through the JEC to encourage ICE to schedule overseas flights in APSS. In its response, the USMS stated that JPATS will continue to seek cooperation from ICE personnel to implement this procedure. To close this recommendation, please provide evidence that JPATS has proposed to the JEC that ICE schedule its overseas flights through APSS and made an effort to encourage ICE to use APSS for these types of flight missions. Resolved. The USMS agreed with our recommendation to provide security crew members with online editing access to APSS for updating the flight manifest. In its response, the USMS stated that JPATS has already explored the possibility of granting online access to APSS for security crew members and that it will continue to monitor new technology and pricing. In light of these concerns, this recommendation can be closed when we receive evidence that JPATS has explored and chosen a suitable alternative that would not necessarily require on-line access to an existing system, yet would help security crew members cope with last-minute changes to flight manifests. Such a suitable alternative may be an electronic manifest, or similar automated tool, enabling security crew members to record the actual number of passengers that board a plane, deplane, and remain on board. Such an automated tool should also accurately compute available seats at all segments of the flight mission. Resolved. The USMS agreed with our recommendation to develop a tracking system to ensure that pilot files contain current copies of their licenses, medical certificates, and training records. In its response, the USMS stated that the JPATS training officer has a computer program that allows the officer to monitor pilots’ physical exams, training due dates, and changes to licenses. In addition, JPATS already has instructions for copies of all documents relative to training, changes in licenses, and completion of medical reviews be forwarded to the Oklahoma City, Oklahoma hub. To close this recommendation, please provide evidence that the training officer uses the computer program on a regular basis to remind pilots when the renewal of their credentials is due. Also, please provide a copy of the standing instructions that require all copies of licenses, medical certificates, and training records be provided to the Oklahoma City, Oklahoma hub. Resolved. The USMS agreed with our recommendation to create a method to monitor the duty hours of flight and security crews to ensure that all crew members receive adequate rest between flight assignments. In its response, the USMS stated that JPATS will consider whether inserting flight time and duty time into the JCAS system (after program changes are complete) will achieve the objective of this recommendation. To close this recommendation, please provide evidence that JPATS has developed a method for monitoring duty hours of flight and security crews to ensure that all crew members receive adequate rest between flight missions. Resolved. The USMS agreed with our recommendation to create a mechanism to follow up verbal waivers for crew rest with a written record, and a central location for maintaining written waivers for both flight and security personnel. In its response, the USMS stated that JPATS plans on making the crew rest waiver forms electronically available to all employees, capable of being sent to qualifying officials for approval through e-mail, retained, and readily available within the JACS system. To close this recommendation, please provide evidence that JPATS has developed this electronic system, instructed operational employees on filling out the form, reminded qualifying officials on approving requests for crew rest waivers through e-mail, and has begun to maintain these records in a central location. Resolved. The USMS agreed with our recommendation to implement a mechanism to track the ratio between security officers and passengers to ensure that flight missions adhere to the ratio in the Cabin Manual. In its response, the USMS stated that JPATS will convene an internal group to address this issue. To close this recommendation, please provide evidence that the internal group has developed a mechanism that tracks and maintains the ratio of security officers to passengers on flight missions. Resolved. The USMS agreed with our recommendation that it ensure that JPATS adheres to its Program Directive on hangar security, including maintaining an adequate level of security at hangars. Specifically, in its response, the USMS stated that JPATS will continue at every opportunity to put a regional or national security contract in place at each of its sites to ensure an adequate level of security exists at all times. To close this recommendation, please provide evidence that JPATS is adhering to its Program Directive on hangar security and that it has entered into security contracts for each hangar location. Resolved. [SENSITIVE INFORMATION REDACTED]. Resolved. The USMS agreed with our recommendation to implement a mechanism that will comprehensively track security incidents and related reports. Specifically, JPATS plans to form an internal working group to address this issue and automate the reporting process in APSS. To close this recommendation, please provide evidence that a mechanism was developed and implemented to track security incidents and related reports. Resolved. The USMS agreed with our recommendation to create a module in APSS to record information from incident reports that will assist JPATS in scheduling prisoners and aliens with prior security issues aboard JPATS flights. In its response, the USMS stated that JPATS’s information technology personnel are currently working to implement this recommendation. To close this recommendation, please provide evidence that a module in APSS has been developed and is being used to capture information on passengers with previous security issues aboard JPATS flight missions. Resolved. The USMS agreed with our recommendation to help reduce the length of stay of in-transit prisoners at the BOP Federal Transfer Center. In its response, the USMS stated that JPATS will work with the BOP, through the JEC, to establish a benchmark to reduce the number of days prisoners stay at the BOP Federal Transfer Center. To close this recommendation, please provide evidence that JPATS, in conjunction with the JEC and the BOP, has established a benchmark for the length of layover stays at the BOP Federal Transfer Center.
|