Memorandum report on examinations of AID special self-help development activities in Swaziland

AUDIT WAS CONDUCTED THROUGH SITE VISITS, REVIEW OF PROJECT DOCUMENTATION, AND REVIEW OF FINANCIAL RECORDS. IT WAS CONCLUDED THAT PROJECTS MET THE SELF HELP CRITERIA TO IMPROVE BASIC ECONOMIC AND SOCIAL CONDITIONS AT THE LOCAL COMMUNITY LEVEL, STIMULATE LOCAL COMMUNITY ACTION, AND GENERATE GOOD WILL TOWARD THE UNITED STATES. HOWEVER, THE EVALUATORS WERE UNABLE TO MEASURE SUCCESS BECAUSE THE EMBASSY DID NOT REQUEST COMPLETION REPORTS AND DID NOT REPORT ON THEIR OWN INSPECTIONS OF PROJECT PROGRESS. WHILE PROJECT MANAGEMENT WAS FOUND TO BE IN ACCORDANCE WITH REGULATIONS AND PROCEDURES, SOME IMPROVEMENT WAS DEEMED NECESSARY IN PROJECT ADMINISTRATION. ALSO, THE LACK OF RECONCILIATION FEEDBACK BETWEEN EAAC AND EMBASSY/SWAZILAND AND A FAILURE ON THE PART OF THE EMBASSY TO MONITOR PROJECT OBLIGATION AND EXPENDITURE CAUSED DELAYS AND MISTAKES IN THE ADJUSTMENT OF SELF-HELP PROJECT ACCOUNTS. IT IS RECOMMENDED THAT EMBASSY/SWAZILAND, WHEN PREPARING AND APPROVING INDIVIDUAL ACTIVITY AGREEMENTS (IAA"S), USE A CHECKLIST APPROACH TO ENSURE THAT THE REQUIREMENT FOR PROJECT SUPERVISORS TO SUBMIT A COMPLETION REPORT IS IN THE IAA. IN INSTANCES WHERE THE REQUIREMENT IS NOT MET, THE EMBASSY SHOULD PREPARE A COMPLETION REPORT PURSUANT TO MANUAL ORDER 1323.1.2.