To help ensure the independence and objectivity of IPO analysts working in the oversight and consulting division, CalTech should develop a policy outlining expectations for independence and objectivity while performing oversight of IT projects.
In working with California State Auditor (CSA), ITPOD had completed an updated version of the Principles and Expectations document with additional content on the definition and subject of "independence". This updated document will be forwarded to CSA for closure of this recommendation.
ITPOD has established a Principles & Expectations document for all staff. (See attachment) Among a number of important expectations, this document states that ITPO managers must understand and maintain their independence while performing project oversight work. This is now provided to every new staff member and signed by both the staff person and their manager. ITPOD has also included the topic of "independence" as a standing agenda item in our regular weekly staff meetings on Friday. (See attachment) We encourage the staff to share their successes and challenges in maintaining their independence.
Caltech's "Principles & Expectations" document lacks a definition of independence, and it does not address how IPO analysts will maintain their independence while performing oversight of IT projects.
Activity is progressing in developing a new policy of expectations for IPO analysts.
- Change the name of the IT Project Oversight and Consulting Division (ITPOC) to IT Project Oversight Division (ITPOD) - partially complete
- Develop a policy for ITPOD staff to follow - in process
- Add the concept of independence as a standing item for discussion on the ITPOD staff meeting agenda - completed
- Incorporate the independence concept into the scripts for each stage referenced above - not started
†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.