HCD should ensure that its cleanup efforts are thoroughly documented and retained for future reference.
HCD thoroughly documented the cleanup effort for future reference. HCD Admin Division staff recorded all activities during the entire process and have retained all relevant documentation (e.g., CAPES and reconciliation reports, source documents, accounting logs, multiple program reports, process and procedural steps, etc.) for this process. Both hard copy and electronic copies have been stored appropriately for future reference. Copies of this documentation will also be retained by HCD's Audit and Evaluation Division. Further, a document outlining the specific clean-up process, as well as summary reconciliation reports have been provided in this annual follow-up response; see Attachment A "CAPES data conversion clean-up process-Oct2014", Attachment B "CBR prop 46 06-30-14 Draft 9-29-14", and Attachment C "CAPES Cumulative Prop 46 Bond Awards through 06-30-2014".
The current remediation plan continues to move forward after some unexpected redirection of staff to other HCD mission critical priorities, during 2013. Reconciliation and validation of CAPES data elements is on-going, and will continue for another 3-6 months. The expected remediation timeframe has been adjusted to April 30, 2014.
Complete the documentation of identified critical field clean up by making hard copies of:
• screen shots of identified critical database fields, and
• business rules for these fields
By ensuring staff and/or managers initial and date the hard copy documentation after verification and by storing these hard copy documents in an organized manner.
†Response Type refers to the interval in which the auditee is providing the State Auditor with their status in implementing recommendations made in an audit report. Auditees must submit a response regarding their progress in implementing recommendations from our reports at three intervals from the release of the report: 60 days, six months, and one year or subsequent to one year.
*Agency responses received after June 2013 are posted verbatim.