To better address costs associated with the support program, Caltrans should ensure that the PRSM system contains strong controls that ensure employees only charge time to projects and phases for which they are assigned.
Full implementation of PRSM was moved from June 2013 to September 2013 due to technical and training issues during the early district roll-out. Roll-out of PRSM was completed on August 29, 2013, and put in strong controls to ensure employees only charge time to projects their units are assigned.
Caltrans provided a training video explaining how PRSM works with Caltrans' time tracking system. The video includes a screen shot showing an error message a Caltrans employee would receive were the employee to attempt to charge time to a task to which the employee's unit was not assigned. Additionally, according to the video employees will not be able to charge time to a task unless that task is open by the manager in charge of the task. Caltrans appears to have controls in place to ensure only individuals assigned to projects may charge time to those projects; however, we have not conducted additional audit work to assess whether those controls are effective.
This recommendation will be fully implemented by June 2013, when the new Project Schedule and Resource Management (PRSM) system is fully implemented.
Agency responses received after June 2013 are posted verbatim.