2015-02 Performance Audit Report: County of Hawai'i Information Technology Asset Management

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County of Hawaii Introduction The scope of the audit was limited to the departments that DIT supports. The audit excluded the Department of Water Supply, Police Department, Office of Housing and Community Development, Office of the Prosecuting Attorney and the Office of Aging. These departments have their own internal IT support group that only rely on DIT for common services such as e-mail security and messaging and Microsoft Active Directory Domain Services. The audit also focused on the County of Hawaii Resolution No. 308-14, which authorized the payment of funds to replace County -owned personal computers and laptops using an unsupported operating system. The resolution provided the opportunity for DIT to initiate and manage the Windows XP upgrade project and to purchase approximately 600 computers. The scope of the audit also included Resolution 256-13, which authorized the payment of funds to upgrade Active Directory Domain Services and the County's Microsoft e-mail messaging system. Methodology The audit team requested and reviewed the policies and procedures of the Department of Information Technology and Department of Finance, including: • Internet and E-mail Policy, dated July 1, 2003 • County -Issued Technology Device Policy • Computer Inventory Procedure • PC/Laptop Quote Spec Sheet • Electronic Records Destruction Policy for Computer and Electronic Media Since the Department of Finance manages procurement and fixed asset inventory, the following policies and procedures were requested and reviewed: • Inventory Additions Worksheet Procedures • Procedures Manual for Inventory, dated January 1, 1983 • Purchasing Manual, v09.02.14 To understand the roles and functions DIT provides to the County, the following DIT internal documents were requested and reviewed: • DIT Three -Year Plan • County Resolutions • DIT Organization Chart • The Cost of Government Commission report • Documents related to the physical audit of DIT equipment conducted by the Department of Finance • Various inventory schedules 2