HomeMy WebLinkAboutAudit Reports - Public - Regional Wireless Cooperative (RWC) Radio - Audit Follow-up - 10/5/2018
Date: October 5, 2018
To: Kevin R. Phelps, City Manager
From: Candace MacLeod, City Auditor
Subject: Audit Follow-up: RWC Radio Audit
In March 2018, the City Auditor’s Office completed an audit of the City’s Regional
Wireless Cooperative (RWC) radio inventory. The purpose of the audit was to determine
whether controls over radio inventories were appropriate and RWC costs were properly
allocated to City departments. The audit included four recommendations to strengthen
controls. Management concurred with all the recommendations and estimated that
action plans to address them would be completed by June 30, 2018.
In September 2018, an audit follow-up was performed, which indicated management
had taken measures to address all open items.
Please contact me if you have any questions.
Attachment
cc: Michael D. Bailey, City Attorney
Lisette Camacho, Assistant Director of Budget and Finance
Tom Duensing, Assistant City Manager
Trevor Ebersole, Director of Transportation
Terry Garrison, Fire Chief
Craig Johnson, Director of Water Services
Vicki Rios, Director of Budget and Finance
Rick St. John, Police Chief
Michelle Woytenko, Director of Field Operations
_____________________________________________________________________________________
City Auditor’s Office 1 RWC Radio Audit Follow-up
Recommendation
Management Response
March 2018
Management Response
September 2018 Status
1. Field Operations,
Fire, Police (PD),
Transportation, and
Water Services
assign responsibility
for the control and
monitoring of radios
within their
department. This
includes obtaining
quarterly RWC
reports to verify the
accuracy and status
of radios assigned to
their department.
Documentation to
activate,
deactivate, transfer,
and delete radios
should be retained
in accordance with
record retention
policies and
reconciled to RWC
radio reports. PD
should train City staff
from Field
Operations,
Transportation, and
Water Services on
the use and
functionality of the
radios, as
appropriate.
Field Operations: Concur.
Field Operations will
assign responsibility to
one employee in each
division for the control
and monitoring of radios
within that division.
Fire: Concur. We have
updated our records and
reporting process to be
consistent with the
investigation findings.
PD: PD Technical Services
will be responsible for
controlling all PD radios
on the RWC system.
• Technical Services will
obtain quarterly
reports from RWC to
reconcile status of
radios. Technical
Services will forward
the reports to Fire,
Transportation, Field
Operations, and
Water Services
Departments.
• Technical Services will
document
activations,
deactivations,
deletions and
additions. Records will
be kept per City
retention rules.
• Technical Services will
document needed
changes to radio
count and reconcile
with RWC. Once the
radio counts are
reconciled, a copy of
this report will be sent
Field Operations: Staff
have been identified in
the two divisions using the
RWC Radios. Staff
inspects and audits the
radios on an annual basis.
Staff is monitoring the use
of the radios and the
continued need for the
radios.
Fire: We continue to
update our records and
reporting processes to be
consistent with the
investigation findings.
PD: The quarterly RWC
O&M radio count was
reconciled July 2018 with
PD, Fire, Field Operations,
Transportation, and
Water Services
Departments. PD
Technical Services
Department is currently
obtaining data (radio
counts) from the RWC to
reconcile the RWC FY19
First Quarterly O&M with
the City. Documentation
of actions will include
deactivations, deletions
and additions (if any) will
be sent to Budget and
Finance.
PD Technical Services has
developed a radio
training outline which
includes RWC history and
radio operations of
portables and mobiles.
This training will be shared
Closed
_____________________________________________________________________________________
City Auditor’s Office 2 RWC Radio Audit Follow-up
Recommendation
Management Response
March 2018
Management Response
September 2018 Status
to the Finance and
Budget Office for the
City of Glendale.
• Technical Services will
provide radio training
to departments on
radio usage and
function. User training
will be updated as
needed and sent to
Field Operations,
Transportation, and
Water Services on an
annual basis.
Transportation: Concur.
Transportation will assign
responsibility for the
control and monitoring of
radios to one employee
in the department.
Water Services: Concur.
Water Services has
designated the Support
Services Supervisor
assigned to Security to be
responsible for controlling
and monitoring radios
within the Water Services
Department. Under
review by the
department is the total
number of radios
needed. In addition,
processes are being put
in place for periodic
inventories, and
documentation for
appropriate retention per
City policy and
reconciliation with RWC
reports. Anticipated
completion date is
February 28, 2018.
with the other City RWC
radio users by September
15, 2018.
Transportation:
Transportation assigned
responsibility for the
control and monitoring of
radios to the Intelligent
Transportation Systems
Supervisor on March 7,
2018.
Water Services: Water
Services has designated
the Support Services
Supervisor assigned to
Security to be responsible
for controlling and
monitoring radios within
the Water Services
Department. The total
number of radios has
been reduced to 39,
assigned to 12 Divisions in
Water Services. Regular
quarterly inventories of
assigned radios will be
completed and
documented.
Reconciliation with RWC
has been completed and
proper billing to the
_____________________________________________________________________________________
City Auditor’s Office 3 RWC Radio Audit Follow-up
Recommendation
Management Response
March 2018
Management Response
September 2018 Status
Department has been
verified.
2. Budget and Finance
develop a written
procedure for the
allocation of RWC
radio costs and
communicate it to
City staff. The
procedure should
include the
requirement for
departments to
provide accurate
radio inventory
counts to Budget
and Finance
annually, prior to
development of the
allocation of radio
costs.
Concur. Budget and
Finance will work with PD
to develop written
procedures for the
allocation of RWC radio
costs by June 30, 2018.
Written procedures for the
allocation of RWC radios
were completed on
August 28, 2018. The
written procedures will be
managed and updated
by PD as necessary.
Closed
3. Budget and Finance
should work with
City departments to
develop a policy
and procedures to
assign, safeguard,
monitor, physically
count, and control
radios. The
procedures should
include the
requirement for
departments to
notify PD for all
stolen, lost or missing
radios. Unused
radios should be
returned to the
vendor or sold in
accordance with
City policy in a
timely manner.
Additionally, staff
should be trained on
Concur. Budget and
Finance will review
capital asset physical
inventory and disposal
procedures to determine
if they need to be
updated to include RWC
radios by June 30, 2018.
Budget and Finance
reviewed existing city
policies on capital assets
and disposal on March 23,
2018 and determined that
a separate policy for RWC
radios is not required. The
City’s Materials Control
(Warehouse) has
procedures for reporting
lost or stolen City owned
property.
Closed
_____________________________________________________________________________________
City Auditor’s Office 4 RWC Radio Audit Follow-up
Recommendation
Management Response
March 2018
Management Response
September 2018 Status
these policies and
procedures.
4. PD develop controls
to ensure supporting
documentation is
provided to
employee(s) that
pay RWC radio
invoices to verify the
accuracy of billings.
Concur. PD will verify
radio counts and forward
to the PD Management
Analyst to compare with
the RWC radio invoices.
This information will be
sent to the Field
Operations, Water
Services, and
Transportation
departments so they can
verify the radio count
they are responsible for.
Additionally, copies will
be sent to both the
Finance and Budget
offices. Any
discrepancies can be
addressed at this time.
The quarterly RWC O&M
radio count was
reconciled July 2018 with
Police, Fire, Field
Operations,
Transportation. and
Water Services
Departments. PD
Technical Services
Department is currently
obtaining data (radio
counts) from the RWC to
reconcile the RWC FY19
First Quarter O&M with
the City. The radio counts
will be compared with
the RWC radio invoice.
The results of this
comparison will be sent
to the PD Management
Analyst, Fire, Field
Operations,
Transportation and Water
Services Departments,
with copies of this report
sent to Budget and
Finance and Budget.
It should be noted that
PD is currently reviewing
the process of issuing and
the general
management of spare
radios. This process will be
completed by August 27,
2018.
Closed