OIG Seal
Department of Veterans Affairs, Office of Inspector General
Michael J. Missal, Inspector General

Oversight Reports

Legend:   Open|   Closed

No. 1   to Veterans Health Administration (VHA)

The OIG recommended the director of the Eastern Colorado Health Care System ensure mental health staff schedule veterans for appointments or add them to the electronic wait lists when acting on care requests.

No. 2   to Veterans Health Administration (VHA)

The OIG recommended the director of the Eastern Colorado Health Care System ensure that Colorado Springs resources are sufficient to process PCT consult requests within seven days of receipt.

No. 3   to Veterans Health Administration (VHA)

The OIG recommended the director of the Eastern Colorado Health Care System ensure that Colorado Springs PCT staff enter the clinically indicated date from the consult when scheduling veterans’ appointments.

No. 4   to Veterans Health Administration (VHA)

The OIG recommended the director of the Eastern Colorado Health Care System ensure that Colorado Springs PCT staff enter consult actions, including scheduling efforts, in the electronic health record.

Total Monetary Impact of All Recommendations

These recommendations have no monetary value.

Audit of VA's Compliance With the DATA Act

11/8/2017 | 17-02811-21 | Summary | Report | 21 Recommendations

Legend:   Open|   Closed

No. 1   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer continue progress with system modernization efforts. Ensure that current and upcoming DATA Act requirements are incorporated so that the detail level requirements for meeting the DATA Act will be made possible as automatic bulk file transmissions going forward.

No. 2   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer establish milestones to monitor VA's system modernization efforts. Coordination with the shared service provider should continue to incorporate current and upcoming DATA Act requirements to ensure that they will be met going forward.

No. 3   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer obtain procurement management system and if feasible, grants management system capabilities that are integrated with the financial system as part of VA's transition to a shared service provider.

No. 4   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer to the extent possible, reduce the amount of journal vouchers to those related to accrual adjustments or one time, unusual Adjusted Trial Balance System (GTAS) trial balance and resolve variances between the two systems. transactions. Journal vouchers recorded should contain data elements required for File B such as the program activity. In addition, if possible, automate efforts to combine FMS journal output files with the MinX-based Governmentwide Treasury Account Symbol

No. 5   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer reduce the extensive use of 1358 obligations, and develop an automated procurement action capturing and reporting mechanism to timely capture all procurement activities greater than $3,500 for the File D1 submission.

No. 6   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer prepare the SBR and ensure reconciliation of File A, SF-133s and the SBR prior to File A submission.

No. 7   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer continue efforts to reduce the number of journal vouchers to those related to accrual adjustments or one time, unusual transactions. Journal vouchers recorded should contain data elements required for File B such as the program activity code and budget object class. In addition, if feasible, automate efforts to combine FMS journal output files with the MinX-based GTAS trial balance and identify and resolve variances between the two systems.

No. 8   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer where feasible, perform validation of MinX journal vouchers as they may contain errors and reside in the ultimate File B submission.

No. 9   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer research and resolve warnings identified by the broker before DATA Act files submission.

No. 10   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer ensure that knowledge of DATA Act processes is not limited to one or a few people, and develop a succession plan to ensure the required expertise and capabilities will continue to remain available before personnel with highly technical and specialized knowledge leave or retire from the agency.

No. 11   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer ensure complete reconciliations between the subsidiary and general ledger systems are performed. Differences should be researched and resolved to improve data accuracy, completeness and quality.

No. 12   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer for all TASes, ensure that amounts can be distinguished between general ledger accounts 4901 and 4902.

No. 13   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer ensure a timely reconciliation process between File A and File B; File B to File C (when applicable); and File B to Files D1 and D2 such that procedures are completed prior to certifying each quarter¿s submission through the broker. Research and resolve variances identified through reconciliation processes.

No. 14   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer maintain documentation to support the various cost allocation methodologies used for aggregating VHA transactions included in File D2. Ensure File D2 VHA aggregated data includes only the required costs for DATA Act submission. Seek formal confirmation from OMB and Treasury that the direct services VHA is reporting should be included in File D2 as financial assistance awards and the employee payroll and File D1 duplicate contract cost data VHA is reporting should or should not be included in File D2 as financial assistance awards

No. 15   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer provide targeted training to address specific issues identified to DATA Act points of contact on USASpending.gov requirements.

No. 16   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer implement PMO oversight of the reports submitted by VBA and VHA's ARC to ensure completeness, timeliness, quality, and accuracy of the information reported.

No. 17   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer implement internal controls related to the proper tracking and accounting for intragovernmental transfers as to their trading partner, type, and nature. Produce reliable subsidiary reports with transfer level details to facilitate management¿s reconciliation and reporting with the trading partner. Any differences between File A and B should be researched and corrected prior to file submission.

No. 18   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer research and identify the root cause of those transactions with default program activity names and implement corrective actions to address those issues. In addition, implement FMS and MinX JV edit checks to ensure all JVs contain the proper program activity name, program activity code and object class code or the JV will not be accepted by the system. The JV reviewer should ensure all those elements are properly recorded and are consistent with OMB A-11 and the President's Budget to improve the accuracy of the data.

No. 19   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer assess the impact of the internal control weaknesses reported and develop corrective actions to address data quality issues at the individual or aggregate transaction level.

No. 20   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer ensure the complete reporting of all required data elements. Establish and develop a process to validate data quality for all DATA Act files on a regular basis prior to file submission

No. 21   to Office of Management

We recommend the Acting Assistant Secretary for Management and Acting Chief Financial Officer continue to maintain communication with OMB and Treasury regarding VA¿s data reporting limitations and progress, and document such communication.

Total Monetary Impact of All Recommendations

These recommendations have no monetary value.

Review of Claims Processing Actions at Pension Management Centers

11/1/2017 | 15-04156-352 | Summary | Report | 8 Recommendations

Legend:   Open|   Closed

No. 1   to Veterans Benefits Administration (VBA)

We recommended the Acting Under Secretary for Benefits clarify the guidance for VA general medical examinations requirements related to original pension claims.

No. 2   to Veterans Benefits Administration (VBA)

We recommended the Acting Under Secretary for Benefits ensure staff at the Pension Management Centers receive training based on the clarified guidance for VA medical general examination requirements related to original pension claims.

No. 3   to Veterans Benefits Administration (VBA)

We recommended the Acting Under Secretary for Benefits ensure St. Paul claims processing staff review the 605 pension claims denied without a VA general medical examination in CY 2015 to determine whether corrective action is necessary based on clarified guidance and report to the OIG the number of denials reversed.

No. 4   to Veterans Benefits Administration (VBA)

We recommended the Acting Under Secretary for Benefits develop and implement a plan to ensure rating consistency across Pension Management Centers.

No. 5   to Veterans Benefits Administration (VBA)

We recommended the Acting Under Secretary for Benefits implement a plan to ensure claims processing staff prioritize actions for cases involving benefits reductions based on Medicaid-covered nursing home care to minimize improper payments.

No. 6   to Veterans Benefits Administration (VBA)

We recommended the Acting Under Secretary for Benefits develop workload performance measures for cases involving benefits reductions based on Medicaid-covered nursing home care to minimize improper payments.

No. 7   to Veterans Benefits Administration (VBA)

We recommended the Acting Under Secretary for Benefits develop and implement training for claims processing staff that is specific to Medicaid-covered nursing home cases.

Total Monetary Impact of All Recommendations

Open: $ 41,400,000.00
Closed: $ 0.00

Audit of VBA’s National Pension Call Center

11/1/2017 | 16-03922-392 | Summary | Report | 6 Recommendations

Legend:   Open|   Closed

No. 1   to Veterans Benefits Administration (VBA)

We recommended the Acting Under Secretary for Benefits ensure National Pension Call Center management implements controls to require supervisors to review and take corrective actions for inaccuracies identified when evaluating calls.

No. 2   to Veterans Benefits Administration (VBA)

We recommended the Acting Under Secretary for Benefits ensure Benefits Assistance Service has qualified staff to evaluate the quality of Spanish-speaking calls received at the National Pension Call Center.

No. 3   to Veterans Benefits Administration (VBA)

We recommended the Acting Under Secretary for Benefits ensure National Pension Call Center and Benefits Assistance Service management implement controls to help ensure staff complies with all training requirements identified in Benefits Assistance Service National Training Curriculum.

No. 4   to Veterans Benefits Administration (VBA)

We recommended the Acting Under Secretary for Benefits ensure National Pension Call Center management implements controls to ensure staff completes course evaluations or assessments for instructor-led training in the Talent Management System to record training hours timely.

No. 5   to Veterans Benefits Administration (VBA)

We recommended the Acting Under Secretary for Benefits continuously evaluate the NPCC Cisco data and determine if a plan is needed to modify operating hours to accommodate callers, including those residing outside the Eastern Time Zone.

No. 6   to Veterans Benefits Administration (VBA)

We recommended the Philadelphia VA Regional Director strengthen controls at Philadelphia VA regional office to help ensure correspondence that may include personally identifiable information is mailed to the intended veteran.

Total Monetary Impact of All Recommendations

These recommendations have no monetary value.

Legend:   Open|   Closed

No. 1   to Veterans Health Administration (VHA)

We recommended the Veterans Integrated Service Network 15 Director submit ratification requests for the fiscal year 2015 unauthorized commitments identified in our report to the Veterans Health Administration’s Head of Contracting Activity.

No. 2   to Veterans Health Administration (VHA)

We recommended the Veterans Integrated Service Network 15 Director, in coordination with the Network Contracting Office Director, conduct additional focused training for its purchase cardholders and approving officials on what constitutes splitting purchases and how to avoid them.

No. 3   to Veterans Health Administration (VHA)

We recommended the Veterans Integrated Service Network 15 Director, in coordination with the Network Contracting Office Director, establish more rigorous monitoring mechanisms to identify improper purchase card transactions.

Total Monetary Impact of All Recommendations

Open: $ 73,000.00
Closed: $ 0.00

Audit of Purchase Card Use To Procure Prosthetics

9/29/2017 | 15-04929-351 | Summary | Report | 5 Recommendations

Legend:   Open|   Closed

No. 1   to Veterans Health Administration (VHA)

We recommended the Acting Under Secretary for Health require Prosthetic and Sensory Aids Service conduct periodic analyses of Veterans Health Administration prosthetic purchases to identify commonly used prosthetics that offer opportunities for VA’s Strategic Acquisition Center to leverage Veterans Health Administration’s purchasing power by pursuing Veterans Health Administration-wide or multi-Veterans Integrated Service Network contracts.

No. 2   to Veterans Health Administration (VHA)

We recommended the Acting Under Secretary for Health require the Procurement and Logistics Office and Prosthetics and Sensory Aids Service to periodically monitor prosthetic procurements to ensure Veterans Integrated Service Networks and Network Contracting Offices identify and report prosthetics usage and cost data for use in developing Veterans Integrated Service Network contracts when Veterans Health Administration wide or multi-Veterans Integrated Service Network contracts are not possible.

No. 3   to Veterans Health Administration (VHA)

We recommended the Acting Under Secretary for Health require the Procurement and Logistics Office to review fiscal years 2015 and 2016 prosthetic purchase card transactions above the micro-purchase limit and submit identified unauthorized commitments to Heads of Contracting Activities for ratification actions.

No. 4   to Veterans Health Administration (VHA)

We recommended the Acting Under Secretary for Health direct Heads of Contracting Activities to perform ratification actions for unauthorized commitments identified by the Procurement & Logistics Office review of fiscal years 2015 and 2016 prosthetic purchase card transactions above the micro-purchase limit and consider holding cardholders and their approving officials accountable for unauthorized commitments, as appropriate.

No. 5   to Veterans Health Administration (VHA)

We recommended the Acting Under Secretary for Health require the Procurement and Logistics Office to develop a process for conducting periodic reviews to evaluate compliance with the requirements of VHA Directive 1081, VA Procurement Policy Memorandum 2016-02, and the Veterans Health Administration’s Memorandum, Implementation of the Implant Pre-authorization Process.

Total Monetary Impact of All Recommendations

Open: $ 0.00
Closed: $ 3,120,699,904.00

Review of Alleged Use of Wrong VA Funds To Purchase IT Equipment

9/29/2017 | 16-00753-338 | Summary | Report | 3 Recommendations

Legend:   Open|   Closed

No. 1   to Veterans Health Administration (VHA)

We recommended the Veterans Integrated Service Network 23 Director consult with VA’s Office of General Counsel and take necessary corrective actions to correct the funding error related to the purchase of WiFi and cable television services and ensure that appropriate funds are used for future information technology purchases in accordance with VA policy and VA’s Office of General Counsel guidance.

No. 2   to Veterans Health Administration (VHA)

We recommended the Veterans Integrated Service Network 23 Director work with the Chief Financial Officer to determine if an Antideficiency Act violation occurred and take action as deemed appropriate.

No. 3   to Office of Information and Technology (OIT)

We recommended the Acting Assistant Secretary for Information and Technology update the 2016 IT/Non-IT Policy to address the dissemination of decisions and issues that may be systemic across VA.

Total Monetary Impact of All Recommendations

These recommendations have no monetary value.

Legend:   Open|   Closed

No. 1   to Office of Information and Technology (OIT)

We recommended the Acting Assistant Secretary for Information and Technology implement appropriate controls to ensure that Class III software is not installed on VA networks without a formal technical review and authority to operate, and that training is provided to OIT Region 1 staff on the treatment of Class III software.

Total Monetary Impact of All Recommendations

These recommendations have no monetary value.

Legend:   Open|   Closed

No. 1   to Veterans Health Administration (VHA)

We recommended the director of the STVHCS instruct PRMC to stop advising veterans that they may be liable for pre-authorized NVC.

Total Monetary Impact of All Recommendations

These recommendations have no monetary value.

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