State Department: Evacuation Planning and Preparations for Overseas Posts Can Be Improved

In response to GAO's recommendation, the State Office of Crisis Management Support (CMS) is the designated entity within State that (1) ensures Emergency Action Plans are updated annually, (2) ensures after action reports are generated that include lessons learned, and (3) collects reports to assess State's performance and recommend modifications to guidance and training. CMS reviews posts' Emergency Action Plans annually to make sure that the plan was updated. CMS also collects after action reports from posts following a crisis or evacuation. In some cases, CMS organizes conference calls with the relevant parties and prepares the after action reports on behalf of the posts. CMS also solicits feedback from Washington offices and agencies that participated in a crisis response, integrates lessons learned into the next task force or monitoring group, and shares the information with other entities within State, including the Foreign Service Institute. The Foreign Service Institute integrates lessons learned into Crisis Management Training courses.

In response to the GAO recommendation, posts are required to annually update the F-77 report and are now required to include a discussion of processes and data sources to produce the estimates. The annual State cable that provides instructions for completing the F-77 report asserts: "Posts must use the Source and Methodology field to identify particular data sources or processes used to estimate the number of U.S. citizens present in their consular districts."

State's Foreign Service Institute Office of Crisis Management Training (CMT) has developed a full career-tracked program of crisis preparedness training for State personnel going out to posts, beginning with an introduction to State Department crisis preparedness doctrine for entry level courses, through more specialized training for mid-level tradecraft courses, to the Deputy Chief of Mission and Ambassadorial Seminars. This career-tracked crisis preparedness training sequentially reinforces and builds on each level of training. CMT continually reviews crisis management training and updates curriculum to include lessons learned and new tools and features available to members of the Emergency Action Committee.

In response to the GAO recommendation, posts now play a greater role in designing Crisis Management Exercises (CMEs), and posts have tailored CMEs to address scenarios that are likely to occur at posts. In preparation for a CME, the office of Crisis Management Training sends a cable requesting input for scenarios to be included in the exercise. Trainers are in contact with posts to ensure that the exercises are designed to reflect post's assessment of the most likely threats they might face. Crisis Management Training officials then send the completed CME draft to the post requesting review and comment.

Since the GAO recommendation in 2008, State officials have reviewed the Memorandum of Agreement between State and DOD to ensure it expedites practical communication and coordination between the two departments before a large scale evacuation. State officials noted the Memorandum of Agreement provides the proper framework for cooperation between State and DOD, and more detailed guidelines are issued through memos and directives between the two agencies. According to State, State and DOD have improved ongoing coordination. DOD has personnel embedded in the Crisis Management Support Operations Room, and State has representatives embedded in DOD's combatant commands. State's Consular Affairs partners with DOD?s individual combatant commands to encourage their partnership with consular sections as part of their large-scale evacuation planning, including contingency plans for evacuating private U.S. citizens and other eligible groups.

Since the GAO recommendation in 2008, State officials have reviewed the Memorandum of Agreement between State and DOD to ensure it expedites practical communication and coordination between the two departments before a large scale evacuation. State officials noted the Memorandum of Agreement provides the proper framework for cooperation between State and DOD, and more detailed guidelines are issued through memos and directives between the two agencies. According to State, State and DOD have improved ongoing coordination. DOD has personnel embedded in the Crisis Management Support Operations Room, and State has representatives embedded in DOD's combatant commands. State's Consular Affairs partners with DOD?s individual combatant commands to encourage their partnership with consular sections as part of their large-scale evacuation planning, including contingency plans for evacuating private U.S. citizens and other eligible groups.