Report 2012-119 Recommendation 14 Responses

Report 2012-119: California Department of Veterans Affairs: It Has Initiated Plans to Serve Veterans Better and More Cost-Efficiently, but Further Improvements Are Needed (Release Date: May 2013)

Recommendation #14 To: Veterans Affairs, Department of

To ensure that it is providing the highest quality of services to veterans, CalVet should improve its tracking system policy by developing oversight controls so that the system is used consistently by all of the veterans homes.

Annual Follow-Up Agency Response From September 2016

The Homes Division has implemented and sustained an oversight process for the system-wide admissions program, including its standardized application tracking system. This includes routine internal audits of each Veterans Home's practices to ensure compliance with Department requirements for use of the system and record-keeping. The Homes Division created this audit schedule and process in 2014 and has maintained it over three rounds of reviews. Additionally, having met and sustained the State Auditor's recommendation, the Division expanded the audits in the 2016 calendar year. This expansion increasing the participation of Headquarters analytical staff in the process and adding to the scope of the reviews to better understand operational practices and identify any areas in need of further standardization.

California State Auditor's Assessment of Annual Follow-Up Status: Fully Implemented

According to its policy, CalVet implemented the Pre-Admissions Tracking System (PATS) in each of the veterans' homes to help ensure that a standardized enterprise-wide process is used when managing applications for admissions into the veterans' homes. Further, CalVet developed oversight controls so that PATS is used consistently by all of the veterans homes, including an annual systems review at all the veterans homes. Specifically, in 2015 CalVet performed audits at each of the eight veterans' homes and determined that all the homes were consistently using the PATS tracking system and found no issues. Further, CalVet developed a calendar to evaluate all the homes during 2016.

Annual Follow-Up Agency Response From September 2015

In the spring of 2014, CalVet's Director of Admissions performed audits to ensure the homes were consistently and accurately using the Pre-Admission Tracking System. The review concluded that six of the eight Veterans Homes were in full compliance; two homes showed a need for improvement. These two homes were placed on a quarterly review plan and were required to develop a plan of action to achieve compliance. Since that time, both Homes have achieved compliance. So far this fiscal year, seven of the eight homes have been reviewed for their annual audit and all were 100% compliant, including the two that showed a need to improve last year. The eighth home is scheduled to be reviewed in October.

California State Auditor's Assessment of Annual Follow-Up Status: Not Fully Implemented

Annual Follow-Up Agency Response From October 2014

CalVet has developed an oversight schedule to ensure that each home has implemented the tracking system. As of September 2014, the Homes Division had conducted initial reviews of all eight homes and had begun following up with homes that showed need for improvement. The Homes Division is in the process of implementing a revised policy to reflect its review schedule. The revised policy specifies that, in order to provide ongoing oversight, the Homes Division will conduct annual reviews of those homes that were fully successful in the initial reviews, and quarterly reviews of those homes that initially showed need for improvement, based on the development of correction plans.

California State Auditor's Assessment of Annual Follow-Up Status: Not Fully Implemented

1-Year Agency Response

CalVet has developed an oversight schedule to ensure that each home has implemented the tracking system. As of June 6, 2014, the Homes Division had conducted initial reviews of all eight homes. The Homes Division also is in the process of implementing a schedule for ongoing monitoring and a revised policy to reflect the schedule. The revised policy specifies that, in order to provide ongoing oversight, the Homes Division will conduct annual reviews of those homes that were fully successful in the initial reviews, and quarterly reviews of those homes that initially showed need for improvement, based on the development of correction plans.

California State Auditor's Assessment of 1-Year Status: Partially Implemented

6-Month Agency Response

Audit of Ventura home was completed. A schedule was developed for the audit of the remaining homes.

California State Auditor's Assessment of 6-Month Status: Pending

60-Day Agency Response

Developed oversight schedule to review admissions at all homes.

California State Auditor's Assessment of 60-Day Status: No Action Taken

CalVet did not provide a copy of the oversight schedule to review admissions at all the homes.

All Recommendations in 2012-119

Agency responses received after June 2013 are posted verbatim.