Summary

This operational audit of the Agency for Persons with Disabilities (Agency) focused on the Agency’s administrative activities.  Our audit covered the period of July 2005 through February 2007, and selected activities since creation of the Agency in October 2004 through March 2008.

Administrative Activities

Interagency Agreement

Finding No. 1:    Improvement was needed in defining the terms of the interagency agreement between the Agency and the Department of Children and Family Services (DCFS).

Finding No. 2:     The Agency made payments to DCFS which exceeded the amount specified in the Information Technology Service Level Agreement for the 2006-07 fiscal year.

Organizational Structure

Finding No. 3:    Contrary to governing statute, the Agency did not always obtain the approval of the Executive Office of the Governor prior to making changes in its organizational structure.

Position and Salary Rate Report

Finding No. 4:    The Agency did not submit to the Legislative Budget Commission required quarterly reports concerning positions and salary rates.

Home and Community-Based Services Program

Finding No. 5:    Improvements were needed in the Agency’s procedures for the preparation of quarterly reports on the financial status of the Home and Community-Based Services Program.

Finding No. 6:    Improvements were needed in the Agency’s follow-up on deficiencies reported in quality assurance reviews of direct service providers and waiver support coordinators.

Reconciliation Process

Finding No. 7:    The Agency did not perform periodic reconciliations between the State’s general ledger accounting system (FLAIR) and the system used to plan and manage services for individuals with developmental disabilities.

Tangible Personal Property

Finding No. 8:   Instances of missing tangible personal property, such as computers and printers, were not timely investigated.

Contract Administration and Monitoring

Finding No. 9:    The Agency did not maintain a complete and accurate listing of all contracts and related expenditures.

Finding No. 10: The Agency had not developed written policies and procedures related to contract management.

Finding No. 11: Deficiencies in the overall contract management framework and in the communication between the Agency and contract management staff were identified.

Finding No. 12: Agency contract management staff reported deficiencies in job-related training.

Finding No. 13: Improvements were needed with regard to the monitoring of the Agency’s contracts.

The Agency Director's response is included in its entirety at the end of this report as Appendix A.