Memorandum report on examination of AID special self-help development activities in Botswana

AUDIT WAS CONDUCTED THROUGH PROJECT SITE VISITS, REVIEW OF PROJECT DOCUMENTATION AND FILES MAINTAINED BY EMBASSY/BOTSWANA, AND REVIEW OF FINANCIAL RECORDS MAINTAINED BY THE EAST AFRICA ACCOUNTING CENTER. IT WAS CONCLUDED THAT THE PROJECTS SELECTED BY THE EMBASSY IN BOTSWANA MET THE CRITERIA TO A) IMPROVE BASIC ECONOMIC AND SOCIAL CONDITIONS AT THE LOCAL COMMUNITY LEVEL; B) STIMULATE LOCAL COMMUNITY ACTION; AND C) GENERATE GOOD WILL TOWARD THE UNITED STATES. THE AUDITORS, HOWEVER, WERE UNABLE TO MEASURE SUCCESS BECAUSE NEITHER TRIP REPORTS NOR COMPLETION REPORTS WERE PREPARED BY THE BENEFICIARIES OR EMBASSY ADMINISTRATIVE STAFF. IT IS NOTED, HOWEVER, THAT THE LACK OF RECONCILIATION FEEDBACK BETWEEN EMBASSY/BOTSWANA AND THE EAST AFRICA ACCOUNTING CENTER AND A FAILURE ON THE PART OF THE EMBASSY TO MONITOR PROJECT OBLIGATION AND EXPENDITURE PROGRESS CAUSED DELAYS AND MISTAKES IN THE ADJUSTMENT OF SELF-HELP PROJECT ACCOUNTS. THE FOLLOWING RECOMMENDATIONS ARE PROVIDED. 1)EMBASSY BOTSWANA, WHEN PROCESSING INDIVIDUAL ACTIVITY AGREEMENTS THROUGH THE APPROVAL PROCESS, SHOULD USE A CHECKLIST TO ENSURE THAT THE REQUIREMENT FOR SUBMISSION OF PROJECT COMPLETION REPORTS IS INCLUDED. 2)EMBASSY/BOTSWANA SHOULD DEVELOP AN ESSENTIAL ITEMS CHECKLIST TO ENSURE THAT INDIVIDUAL ACTIVITY AGREEMENTS ARE PREPARED IN ACCORDANCE WITH MANUAL ORDER 1323.1.2. 3)EMBASSY/BOTSWANA IN CONJUNCTION WITH THE EAST AFRICA ACCOUNTING CENTER SHOULD REVIEW ALL FY 1978 PROJECTS THAT ARE MORE THAN 6 MONTHS OLD FOR THE PURPOSE OF TAKING DEOBLIGATION ACTION WHERE APPROPRIATE.