Summary

This operational audit of the Department of Management Services (Department) for the period July 2006 through February 2008, and selected actions through August 7, 2008, focused on Department controls regarding contract monitoring processes and included a follow-up on selected prior audit findings.  Our audit disclosed the following deficiencies:

Contract Listing

Finding No. 1:       The Department did not have a mechanism in place that could readily produce a reliable listing of Department contracts.

Departmental Purchasing Policies and Procedures

Finding No. 2:       Certain aspects of contract management could be improved through enhancements to Departmental Purchasing Policies and Procedures.

Contract Manager Training

Finding No. 3:       Department contract managers generally did not participate in contract management training. 

Monitoring Contract Managers

Finding No. 4:       Contrary to established Department procedures, the contract administrator did not review contract manager files.

FLAIR Access Controls

Finding No. 5:       The Department did not timely remove Florida Accounting Information Resource Subsystem (FLAIR) access for terminated employees.  

The level of State agencies’ utilization of MFMP functionalities has not improved significantly since our prior audit.

The Secretary’s response is included as Exhibit B.