2021 May 20 - Follow-Up Report: County of Hawaii Information Technology Asset Management

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Report Highlights May 20, 2021 County of Hawaii Information Technology Asset Management Follow-Up Original Audit What we found Two key elements of IT asset management are the centralization of the IT function and the use of an IT asset management role. Without these two elements, the County is at an increased risk of security concerns, system instability, and helpdesk inefficiencies. What we recommended We identified the following recommendations for management to meet best practices: 1. DIT should own all IT assets. Furthermore, an IT asset management role should be established to manage the County's IT assets including: Developing a financial forecast of hardware and software upgrades and replacements; Maintaining an approved software list for standardization; Identifying re-deployable IT assets; Continuing to evaluate leasing as an option; Maintaining a listing of IT assets and the assigned users in a centralized database; Centrally receiving and accepting all IT assets; Reconciling IT assets in the IT asset management inventory; and Ensuring the disposal of IT assets occurs in a secured manner. 2. The County should address gaps in formal written policies and procedures over IT practices. Follow-up Audit In November of 2015, the Office of the County Auditor issued the audit of the County of Hawai‘i Information Technology Asset Management and made eleven recommendations. Management generally agreed with the comments and status of recommendations. Objective To determine if the Department of Information Technology implemented the 2015 IT asset management recommendations. Status of Recommendations We tested eleven recommendations and found that management took corrective action as follows: Implemented: 4 In Process: 6 Not Implemented: 1 Hardware and software Lifecycle management Upgrades & Replacements: (1) In Process Purchase Request & Approval: (1) In Process and (1) Implemented Redeployment of Assets: (1) In Process Leasing: (1) Implemented Hardware and software inventory management Centralized Management System: (1) Implemented and (1) In Process Receiving & Accepting: (1) In Process Annual Physical Inventory: (1) Not Implemented Hardware and Software security Secured Disposal: (1) In Process and (1) Implemented This audit was conducted in accordance with generally accepted government auditing standards.