2017-01 Performance Audit Report: Inventory Management at County of Hawai'i's Department of Public Works Highway Maintenace Division

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Physic -I inventory and in ords wF inaccurate and incomplete According to the Government Accountability Office (GAO), a best practice for inventory record accuracy goals should be set at 95 percent or higher. The responsibility for accountability and other performance expectations should be established for the overall physical count. We tested all seven DPW baseyards to assess the accuracy and completeness of DPW Highway Maintenance Division physical inventory and inventory records. We found that the controlled assets inventory accuracy rate was 78 percent as of December 31, 2015, 17 percent below the recommended best practice. Of these transactions, most items were properly recorded, tagged, and adequately safeguarded from unauthorized use, disposition, and generally followed County Department of Public Works policies and procedures, and best practice. management should ensure However, we found that some discrepancies inventory is accurate and were not resolved timely, resulting in inaccurate complete. and incomplete inventory and inventory records. Specifically we found: Some materials, tools, and supplies and controlled assets were not recorded in the inventory system Inventory policies and procedures consist of making a physical check of County -owned items on hand and comparing these items with the Division's inventory records to verify the accuracy of their records. We found there are at least five categories of materials, tools, and supplies (MTS) inventory based on commonly used items at all Highway Maintenance baseyards. These categories include roadside materials, office supplies, tires, consumables, and tools that should be recorded as inventory. We determined physical inventory and inventory records of some MTS inventory and controlled items were inaccurate and incomplete in the inventory system. DPW Highway Maintenance Division Inventory Management: Audit Results 113