AMO

• Document No.

• Audit Title

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

• Personnel

General Information

• Area Management Officer(s):

• Dates of last visit by an AMO:

• Purpose of trip:

Request post to forward

• 1. The latest Annual Inspection Survey (AIS) (done by FM).

  YES

  NO

  N/A

• 2. Electronic copy of their Housing Hand Book for review.

  YES

  NO

  N/A

Tasks at OBO

• 1. Obtain salient Post/OBO issues from RE, FIRE, SHEM, FAC and other Divisions.

• 2. Review Post’s web site and query post regarding OBO issues.

• 3. Real Property: See RPM Data Manager for post to be visited and request a list of outstanding RPA issues. Print RPA property book, note if chancery, office space annexes, CMR, DCR, and warehouse, are government-owned, long-term leased, or short-term leased. Upon arrival at post submit RPA issues for correction. Submit list with Post rep’s signature and comments to RPA analyst upon return.

• 4. Print out Facilities Project Subsystem (FPS) requirements and projects for post. Review post’s 7902 request cables and OBO 7902 accepted requirements. Determine ongoing projects and obtain from post status: Open or closed. If closed was completion cable sent? Were any funds deobligated?

Obtain the Following Reports

• A. Post’s current Fire and Life Safety Inspection Report. Determine status of corrective actions.

• B. Post’s most recent SHEM Training for Overseas Posts (STOP).

• C. Obtain a list of the loaned art work at post from OM/Art in Embassy.

• D. Obtain post’s current Fact Sheet and take a copy to post for update.

• E. IMAP visits: check with FAC regarding scheduled IMAP visits

• F. Review LROBP to verify if post is scheduled for a NEC.

• G. Post’s Facility Condition Index – at post determine validity.

• H. OIG: Check status of unresolved OBO-related recommendations.

• I. Obtain “over-standard housing” list from RE/RPA Data manager for post. Determine Post compliance/justification.

• J. Obtain a copy of the cable establishing post's rental ceilings, from REPM lease manager. Connect with Area Management and Financial Program Analyst on rental ceilings' relationships to leashold targets.

Checklist at Post

• In-brief with appropriate Post management officials (e.g. AMB, DCM, CG, Management Counselor).

• Set and publicize a time slot for tenant agencies to discuss OBO related issues.

Priority 1: Real Property (USAID Property reported separately)

• The AMO should randomly select, visit and measure at least three properties, and new leases as possible (mix STL’s and US GO/LTL).

  YES

  NO

  N/A

• Compare actual gross and net square meter measurements of at least three properties to those reported in the RPA and verify compliance with standards for the current occupant. Has Post accurately reported any over-standart properties to OBO?

  YES

  NO

  N/A

• Review the Single Real Property Manager’s (SRPM) annual certifications of the housing program for completeness and accuracy.

  YES

  NO

  N/A

• Does post document POSHO certification for new residential property leases and purchases?

  YES

  NO

  N/A

• Spot check GSO leases files. Are leases signed and current? Do leases conform to the 15 FAM model? Has Post obtained from OBO/REPM required waivers for over-standart units, over rental ceilings, offshore payments, etc., and are they on fle?

  YES

  NO

  N/A

• Spot check FMO lease payment records. Are payments current? Are obligations properly recorded? Do duplicates or double payments occur in the same fiscal year? Are ICASS and Surveillance Detection leases properly identified and funded? Are unused 7400 funds deobligated?

  YES

  NO

  N/A

• Speak with the person responsible for maintaining and updating the RPA, and determine whether the database has been kept fully up-to-date and all data transmitted successfully to OBO/REPM/RPM. Whenever possible correct RPA Issues at Post. See other statement (OBO item #2). Provide RPA outstanding questions to post for correction. This list must be signed for completeness of corrective action to give to RPA analyst upon return.

  YES

  NO

  N/A

• Spot Check GSO leases files. Are leases signed and current? Do leases conform to the 15 FAM model? Or rental ceilings?

  YES

  NO

  N/A

• Discuss any technical or other problems with maintaining an accurate RPA. Discuss any need for RPA-related support or assistance from OBO.

  YES

  NO

  N/A

Review TDY units

• Is there a formal OBO authorization on file, per 15 FAM 249.1a?

  YES

  NO

  N/A

• If so, does it include OBO’s approval of the rates charged?

  YES

  NO

  N/A

• Has the approval been renewed biannually?

  YES

  NO

  N/A

• Do the units authorized match the actual units in use?

  YES

  NO

  N/A

• Is Post properly charging for the use of the units and crediting the receipts to OBO, per 15 FAM 249.2?

  YES

  NO

  N/A

• Has Post provided an annual accounting of the revenues generated and the operating expenses for each transit unit, per 15 FAM 249.2?

  YES

  NO

  N/A

Housing Board

• Meet with management staff and, if necessary the Housing Board to discuss/resolve housing policy issues.

• Having previously reviewed Post’s Housing Handbook, discuss elements as required.

• Determine if the SRPM (or authorized representative) is providing to new Housing Board members an orientation briefing on their responsibilities.

• Does Post management think the orientation is adequate?

  YES

  NO

  N/A

• Do Board members think it is adequate?

  YES

  NO

  N/A

• Is additional training or emphasis required?

  YES

  NO

  N/A

• If there are issues with specific Housing Board decisions, review the relevant minutes and discuss.

• Are petitions to housing assignments being handled appropriately?

  YES

  NO

  N/A

Real Estate

• Check status of any special real estate initiatives, e.g., asset management, proposed purchases, build to lease, lease fit out deals, if applicable.

• Identify with Post any properties suitable for future acquisition and instruct Post to assemble and send to OBO/REPM/AQD the information as required in 15 FAM.

• Identify with post any excess or under-utilized properties suitable for disposal.

Chief of Mission Residence (CMR): Slide the cursor to the value desired. "0" being Unsatisfactory and "5" being Perfect Condition.

• Overall

• Space compliance

• Cost compliance

• Interior

• Roof

• Facade

• Rest Rooms

• Generators

• Major Building Systems

• Accessibility

Chancery: Slide the cursor to the value desired. "0" being Unsatisfactory and "5" being Perfect Condition.

• Overall

• Space compliance

• Cost compliance

• Interior

• Roof

• Facade

• Rest Rooms

• Generators

• Major Building Systems

• Accessibility

Residence: Slide the cursor to the value desired. "0" being Unsatisfactory and "5" being Perfect Condition.

• Overall

• Space compliance

• Cost compliance

• Interior

• Roof

• Facade

• Rest Rooms

• Generators

• Major Building Systems

• Accessibility

Routine Maintenance (7901)

• Spot-check the obligation backup documents to ensure proper use of 7901 funds.

• Verify adequacy of funding levels and any anticipated changes.

• Discuss with management staff post’s plans for obligation of current year funding before the end of the fiscal year.

• Is Post using the PASS/WOW automated system for work order management?

  YES

  NO

  N/A

• Does Post have a functioning preventative maintenance plan?

  YES

  NO

  N/A

• Discuss prior year status of funds; remind Post that any unused funds should be immediately deobligated and OBO notified by cable of the de-allotment.

Special Maintenance & Improvement Projects (7902)

• Check the OBO “COAST” reports for post (62’s).

• With post’s Financial Management Office, review list for each project number, allotted amount, unobligated and unliquidated balances.

• With post’s Financial Management Office, check obligation backup documents for Special M&I projects to ensure proper use of funds.

• With post’s Financial Management Office, determine whether post has sent close-out cables and deobligated balances for Special M&I Projects for current and prior years.

• With post’s FM and/or GSO, determine status of all funded Special M&I projects.

• With Post’s FM and/or GSO, review unfunded Special M&I requirements and prioritize with justifications; annotate any requirements suitable for completion by the International Maintenance Assistance Program (IMAP).

• Ensure “close-out” cables for relevant 7902 projects have been sent.

Major Rehab/Capital/Security Upgrade Projects

• If an OBO Project Director is at post, discuss post issues, if any, related to the capital project or to a major rehab project.

• Discuss status of security upgrade project(s) with GSO and/or RSO, including post issues, status of funds, and whether or not post has completed project(s) and acknowledged completion to OBO/PE/SM.

• Review the Annual Inspection Survey (AIS) with post FM and/or GSO.

• With the FM review, if any, projects completed by IMAP in the past 12 months and Post's evaluation of IMAP service.

• Review with post officials (FM, ESO , RSO) future requirements that are suitable for assignment to IMAP.

• Determine if 7902 projects can and should be done if a 7911 Major Rehab is scheduled for Post.

Reconcile post FPS file by annotating printout of all 7902 and 9999 line items (all fiscal years) for the post as follows:

• Bullets

• Completed

• still valid requirement and update FPS upon return to OBO.

Safety and Fire

• Review any outstanding OBO Fire and Life Safety recommendations with GSO.

• If post has a swimming pool at a government-owned or LTL property, ascertain if OBO/OM/SHEM pool stand-off fence guidelines are being met, and if not, ask post to initiate an appropriate Special M&I project to provide and install a fence.

  YES

  NO

  N/A

• Does post have any STL properties with a swimming pool that does not have appropriate SHEM standard safety equipment? If so, did post try to get the landlord to install the equipment at there expense? Discuss with post possible alternatives to implement the safety measures.

  YES

  NO

  N/A

• Discuss with POSHO the implementation of the Department’s Integrated Pest Management Program.

Art in Embassies Program

• Check that loaned works of art are properly displayed in representational areas of the CMR and properly identified and credited with a display label.

Interior Design

• If Post does not have a current, signed inventory for CMR and DCR, remind Post to submit them.

• (CMR) Spot check condition of F&F, safekeeping/condition of silver, china and glassware.

• CMR

• (DCR) Spot check condition of F&F, safekeeping/condition of silver, china and glassware.

Post-Held Fine Arts Collection, Antiques and other DOS owned cultural objects. Discuss with AM curator status of historically significant cultural objects.

• Check condition of collection at Post.

• Check that items are in appropriate locations (for instance, not in storage or staff quarters, but in representational space).

• Verify existence of up-to-date, signed inventory.

• Remind administrative staff that OBO/AM/RB provides a curatorial services program to assist with identifying and preserving fine and decorative art objects.

Office of the Inspector General

Miscellaneous

• Surplus property: Generators, chillers, FEBR products, consular windows etc.; ask post about items that are excess and can be used elsewhere. Tell FAC.

• Review the Post Fact Sheet with post management for accuracy and update prior to return to OBO.

After Trip Action

• Prepare summary trip report within 72 hours.

• Complete and file detailed trip report, including USAID specific report (if applicable) for AM and OBO reference using AM shared drive within 5 working days from end of travel.

USAID Facility Assessments

• Meet with the Executive Officer, use this checklist to cover: 1) Real property; 2) Review of TDY units; 3) Housing board program; 4) Real Estate initiatives; 5) Facility Walk Through; 6) Routine Maintenance; 7) Safety and Fire.

• The AMO should randomly select, visit and measure at least three properties (mix STL’s and US GO/LTL).

• Compare gross and net square measurements to those reported in the RPA.

• Verify compliance with standards for the current occupant.

• Has post obtained from USAID-or OBO required waivers for over-standard units, over rental ceiling etc., and are they on file?

  YES

  NO

  N/A

• Review the annual certifications of the housing program.

• Is a POSHO certification on file?

  YES

  NO

  N/A

• Spot check leases files. Are leases signed and current? Do leases conform to the 15 FAM model? Are they in RPA?

  YES

  NO

  N/A

• Conduct spot check of USAID lease payment records. Are payments current? Do duplicates occur in the same fiscal year?

  YES

  NO

  N/A

• Verify RPA data for USAID is current and accurate. If it is not whenever possible correct RPA issues at post.

• Discuss any technical or other problems with maintaining an accurate RPA data.

• Discuss any need for RPA-related support or assistance from OBO.

Review TDY units

• Is there a Mission Order regarding policies and procedures governing the operation of the Guest House/TDY unit on file (ADS 526.3.7i)?

  YES

  NO

  N/A

• Report the bin number of Guest House/TDY units to M/OMS or OBO, if applicable.

Housing Board

• Are there any issues with the Housing Board?

  YES

  NO

  N/A

USAID / Funtional: Slide the cursor to the value desired. "0" being Unsatisfactory and "5" being Perfect Condition.

• Overall

• Space compliance

• Cost compliance

• Interior

• Roof

• Facade

• Rest Rooms

• Generators

• Major Building Systems

• Accessibility

DIR Res Office: Slide the cursor to the value desired. "0" being Unsatisfactory and "5" being Perfect Condition.

• Overall

• Space compliance

• Cost compliance

• Interior

• Roof

• Facade

• Rest Rooms

• Generators

• Major Building Systems

• Accessibility

Residence: Slide the cursor to the value desired. "0" being Unsatisfactory and "5" being Perfect Condition.

• Overall

• Space compliance

• Cost compliance

• Interior

• Roof

• Facade

• Rest Rooms

• Generators

• Major Building Systems

• Accessibility

• Out-brief with appropriate USAID Post Management Officials

• Provide a copy of the completed USAID specific assessment report with recommendations to the USAID Mission Management (Mission Director, Executive Officer and Controller) and M/OMS within five working days from end of travel.