Your analogy of the architect is close, but even then you'd still be foolish not to have any record of what you asked for in the first place (did you really just recite what you wanted from your head, having made no notes at all?)
Now you're starting to get it. You just agreed that the grant team for the State failed dramatically.
...in the WV situation it's confused by multiple people and bureaucracy being involved, with all the plausible deniability that entails.
There is zero plausible deniability for those truly at fault. Read the auditor's report. Politics kept the report from recommending any action against Jimmy and his group, but the report makes it clear who failed, how, and why.