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CHAPTER 6 GENERAL AUDIT FINDINGS: INTERNAL CONTROLS <br />General Audit Findings No. 1: The County lacks a systematic mechanism for long- <br />term or strategic planning, resulting in inefficient and <br />ineffective use of monetary and non - monetary <br />resources. <br />• Material amounts of time and money have been expended on CIP design and <br />specifications only to have CIP priorities change. CIP projects for which design and <br />specifications are ongoing or completed may or may not be pursued at a later date. If <br />pursued at a later date, expenditure of additional monies is routinely required to update <br />plans and specifications. <br />General Audit Findings No. 2: The County lacks an information technology (IT) <br />system capable of providing administrators with <br />necessary CIP- related data and reports in an efficient, <br />regular and timely manner. <br />• The County's FRESH accounting system has no capability to report on CIP project <br />budget -to- actuals on cost and timing. FRESH has no capability to group multiple <br />contracts or multi -year contracts and report on actual total project expenditures. While <br />FRESH does have a "project accounting" module, County departments have generally <br />not found it to be user - friendly and therefore, it remains under - utilized. <br />• This decentralized data tracking system creates a high level of inefficiency, redundancy <br />and potential for error. DPW users interviewed indicated that FRESH and the "project <br />accounting" module do not provide sufficient benefit to warrant the time expended to <br />input data. DPW users also report that too large a portion of data required to track a CIP <br />project must be maintained "outside" of FRESH, and therefore, DPW personnel use their <br />own individually devised system (manual, electronic or both) to track project data. <br />• DPW administrators have no relevant, timely and accurate database and reporting system <br />to facilitate their proactive management of CIP projects. <br />General Audit Findings No. 3: The Department of Public Works lacks sufficient <br />policies, procedures and internal controls to consistently <br />plan, schedule, procure, monitor and control capital <br />improvement proiects and deliver them in an efficient <br />and cost - effective manner. <br />• DPW has no master CIP plan or schedule to monitor progress and resource allocations. <br />26 <br />