HomeMy WebLinkAboutAudit Reports - Public - Police Department Detention Services Billings - Audit Follow-up - 2/21/2019
Date: February 21, 2019
To: Kevin R. Phelps, City Manager
From: Candace MacLeod, City Auditor
Subject: Audit Follow-up: PD Detention Services Billings
An audit of the Maricopa County (County) Detention Services Billings managed by the
Police Department (PD) was conducted by the City Auditor’s Office in August 2017. A
subsequent follow-up was performed in April 2018, which identified two open audit
recommendations.
An additional follow-up was performed in January 2019. Corrective measures were
taken by PD during the follow-up to address both items by:
• Restricting access to Detention’s storage room where detainee health screening
records are retained from over 1,000 employees and contractors to 15 Detention
personnel.
• Formalizing procedures for secondary reviews of detention billings.
Please contact me if you have any questions.
Attachment
cc: Chris Anaradian, Assistant City Manager
Michael D. Bailey, City Attorney
Chris Briggs, Assistant Police Chief
Lisette Camacho, Assistant Director of Budget and Finance
Rich LeVander, Assistant Police Chief
Vicki Rios, Director of Budget and Finance
Rick St. John, Police Chief
Rob Sweeney, Interim Assistant City Manager
_____________________________________________________________________________________
City Auditor’s Office 1 Detention Services Billings Follow-up
Recommendation
Management Response
April 2018
Management Response
January 2019 Status
1. PD should
enhance controls
to ensure PII and
HIPAA-related
information is
adequately
protected.
Pending the RMS start in
mid-2018, the medical
questionnaire is now
being separated from
documents sent to
Records and is kept for a
retention period of one
year. Once the RMS
project is completed on
June 11, 2018, this form
will be kept
electronically with
secure access.
Due to limitations in the RMS
system, health screening
forms are still hand
completed, removed from
the booking, and retained
for a period of one year.
The forms are stored in a
cabinet in the Storage
Room located in Detention.
During the audit, access to
the Storage Room door was
restricted by PD from over
1,000 employees and
contractors to 15 Detention
personnel.
Closed
2. PD should develop
controls requiring
secondary levels
of review of fee
sheet audits,
establish policies
for CHIPS data
entry
requirements, and
train staff. PD
should also explore
opportunities to
utilize technology
to increase the
accuracy and
efficiency of the
fee sheet audits.
Procedures for
secondary review of fee
sheet audits were
implemented on
December 1, 2017.
However, we have not
developed a policy for
the entry of information
into the old system
(CHIPS). We have had
discussions about
making the dollar
amount of damage or
theft of property a
mandatory field in the
new RMS system, but
that will need to be
completed after it goes
live on June 11, 2018. We
anticipate it will be
completed by October
1, 2018.
Secondary reviews of 10%
of the bills are completed
each month by the
manager with no issues
discovered to date. The
policy and mandatory fields
were developed during the
audit. Opportunities to
utilize technology are
desirable but would require
additional funding for the
RMS system which is not
currently available.
Closed