Summary

This operational audit of the Department of Corrections (Department) focused on contract management and motor vehicle records.  The audit covered the period July 2006 through February 2008, and selected Department actions through September 9, 2008.  As summarized below, some processes and controls were in need of improvement.

Contract List

Finding No. 1:   Information recorded in the Department’s contractual services contract database and used for contract planning, monitoring, and reporting was not always accurate.

Contract Amendments

Finding No. 2:   For one contract tested, Department contract files did not always contain a cost-benefit analysis or other documentation justifying, prior to execution of the amendment, management’s decision to amend the contract. 

Departmentwide Monitoring Policies and Procedures

Finding No. 3:    The Department had not fully developed and implemented Departmentwide written contract monitoring policies and procedures.

Program Area Contract Monitoring

Finding No. 4:   Department program areas did not always fully develop, implement, or follow contract monitoring procedures specific to each program area. 

Motor Vehicle Record Accuracy

Finding No. 5:   Management did not ensure that Department motor vehicle information was accurately entered into the Equipment Management Information System or that supporting documentation was retained.

In a letter dated October 16, 2008, the Secretary provided responses to our audit findings. The letter is included at the end of this report as Appendix A.