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Cc:

L. M. Crawford, Associate Administrator, OA
R. J. Prucha, Deputy Administrator, MPIO
R. E. Engel, Deputy Administrator, SCI

J. A. Powers, Deputy Administrator, AM

J. W. McCutcheon, Deputy Administrator, MPITS

P. F. Stolfa, Deputy Administrator, IP

N. J. Robinson, Director, ILA

J. A. Segal, Director, PP

C. P. Mercado, Director, EEOCR

. M. Seymour, Director, R&E

FSIS:OA:R&E:AEO:AFischer:vs: Statusla:447-2426:12-31-86

REWRITTEN:REngel/JPrucha:faw:01-15-87

Clearance

LMCrawford, Assoc.Adm.,OA

RJPrucha, Dep.Adm.,MPIO

REEngel, Dep.Adm.,SCI

JAPowers, Dep.Adm.,AM

JWMcCutcheon, Dep.Adm.,MPITS
PFStolfa,Dep.Adm.,IP

NJRobinson, Dir., ILA

CHSeymour, Dir., R&E

Initial

Date

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We have reviewed your first response to the subject audit report and have concluded that sufficient actions have been taken to resolve or close all recommendations except 5, 6a, 6b, 6c, 9b, 9c, and 9d. We will need additional information to close or resolve these recommendations.

You should forward the supplemental data concerning the seven
unresolved audit recommendations to us by March 6, 1987.
Please note that P.L. 96-304, the Supplemental Appropriations
and Rescission Act of 1980, and OMB Circular A-50 require
that all audit findings and recommendations be resolved within
a maximum of 6 months from the date of report issuance.
Specific criteria and procedures for audit resolution and
closure are set forth in Departmental Regulation 1720-1.
Since this report was released on September 26, 1986, it
must be resolved by March 26, 1987. Otherwise, we will be
required to include it in our "List of Audits Not Resolved
Within 6 Months" in the Semiannual Report to Congress.
Based on the documentation you provided, we closed
recommendations 1a, 1b, 1c, id, 2, 3b, 8, and 10 and
resolved recommendations 3a, 3c, 3d, 3e, 3f, 3g, 3h, 4a,
4c, 7, and 9a. To close the resolved
recommendations we will need the documentation
requested in the attachment.

4b,

For your convenience, we have included an attachment showing the status of each recommendation and detailing the additional documentation needed for audit resolution and closure.

taken to

Please let

us know

We appreciate the actions you and your staff have
effect a timely resolution of this audit.

if we can be of any assistance.

STEADIE MIXSON

Regional Inspector General for Audit

Attachment

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B.

DOCUMENTS NEEDED FOR RESOLUTION/CLOSURE OF UNRESOLVED FINDINGS

Recommendation #5

Please provide a copy of the policy statement you are currently developing regarding public notification of recalls. Because our recommendation was for issuance of press releases in all Class I recalls, we will need to determine whether the "limited exceptions" referred to in your response conflict with the intent of our finding and recommendation.

Recommendations #6a, 6b, and 6c

In order to determine whether the actions you have described in your response are adequate for resolution, we need to review the documentation for any policies and procedures you may have amended. The changes in the Training Manual you provided are appropriate, but do not address the issue of actions to be taken when firms cannot provide reasonable assurance that adulterated products have been removed from commerce. Additionally, we believe that the policies outlined in the Training Manual should also be issued in a Notice or other format that clearly establishes their status as official FSIS policy.

Recommendation #96

Please furnish a copy of the Directive outlining the revised preoperative sanitation procedures. We will need details concerning the strengthened provisions of the revised procedures and the internal administrative controls established to ensure that inspectors enforce the revised procedures and delay operations when plants do not maintain acceptable levels of preoperative sanitation. Details concerning the interim measures of product retention, equipment rejection, or use of the Intensified Regulatory Enforcement program, as described in your September 5 response, might provide a basis for resolution. However, we will not be able to close the recommendation until appropriate controls have been established and implemented.

Recommendations #9c and 9d

The corrective actions described in your response will probably be adequate to resolve both recommendations, but we need additional information before we can make that determination. If sections of the Meat and Poultry Inspection Manual were revised in response to recommendations, please provide us with copies of the instructions requiring inspectors to make periodic, documented reviews of chemicals used in the plant. If

the

proposed regulations have been developed, please provide us with a copy.

C. DOCUMENTATION NEEDED TO CLOSE RESOLVED RECOMMENDATIONS

(Audit recommendations are resolved when agency management and OIG agree on the action to be taken. For each of the following issues, we believe that this agreement has been reached. In your response, you noted several items that became available. For your the following list you have already agreed to send data necessary for us to determine when the recommendations can be closed.)

would be provided as they convenience, we compiled

details both the documents the additional

and

Recommendations #3a, 3c, 3d, 3e, 3f, 38, and 3h

that

In your response, you agreed to provide the final version of draft Directive 10,530.1, "National Residue Program," and the 1987 Annual Plan. In addition to these documents, we will need the following items to confirm that the corrective actions taken are consistent with the intent of our findings and recommendations.

Details of the procedures in place to speed publication of annual data summary reports.

A copy of the monthly Swine Sulfa Data report showing

confidence

intervals or other conclusions drawn about

problem areas.

The revised draft of the
to follow the

Unidentified

status

Directive modifying procedures of investigation

of

Microbiological Inhibitors including instructions for documentation of conclusions and analyses. Additionally, you should provide copies of any other revised Directives, such as the one to strengthen the controls and documentation of review of unusual residue findings referred by the laboratories, if they contain provisions relating to timely analysis of residue monitoring results and documentation of

reviews.

An example of the report developed to reconcile scheduled monitoring sampling and responses.

A copy of the statement of work for the Common On-Line Reference System (CORE) or other documentation explaining how the new system will be used to update the sampling frame.

Sufficient

details concerning

the "independent

verification of data entry of all violative samples" to allow us to determine whether these controls are

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