Report 2015-117 Recommendation 9 Responses

Report 2015-117: California Department of General Services' Real Estate Services Division: To Better Serve Its Client Agencies, It Needs to Track and Analyze Project Data and Improve Its Management Practices (Release Date: March 2016)

Recommendation #9 To: General Services, Department of

To improve its communication with client agencies, the division should ensure that project managers are using consistent procedures by providing specific expectations related to communicating and documenting time delays, cost changes, and change orders, at a minimum.

Annual Follow-Up Agency Response From November 2017

The Project Management and Development Branch (PMDB) has restructured the branch's management responsibilities to ensure that each Capital Outlay Program Manager (COPM) and Principal Architect (PA) oversees a branch-wide function, in an effort to ensure that each section within PMDB is working collaboratively and enabling greater consistency across the branch. This includes an assignment to oversee standards and policy, with one COPM and one PA being assigned this function for project management and architecture/engineering respectively.

While PMDB has made significant progress in updating its policy and procedure manuals, despite having to shift focus to addressing a tremendous number of retirements, an influx of new work, work transitioning from design to construction (which increases the number of hours needed to manage), and the implementation of FI$Cal.

In order to fully address this finding, and ensure that communication expectations with clients, and project roles and responsibilities are clearly delineated, PMDB has developed a Project Management Plan (PMP) that will be issued (and signed) for every project - with the policies contained within retroactively applying to existing projects. The PMP has been drafted by PMDB management and shared with the branch's largest clients for feedback. Feedback and subsequent revisions will be completed by January 2018.

  • Estimated Completion Date: January 2018

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


1-Year Agency Response

The Project Management and Development Branch plans to update its policy and procedure manual to provide additional guidelines addressing expectations for project managers to communicate significant issues to clients in a timely manner. As part of this effort, a staff member has been dedicated to completing the update, which is expected by December 2017.

PMDB has made significant progress in updating its policy and procedure manuals. However, due to additional retirements and staff departures (2 of 8 Project Director III's and 5 Project Director I/II's), as well as the implementation of FI$Cal and Primavera, PMDB's focus has had to shift to addressing the documentation and training for those programs and workload issues related to handling the influx of new work. PMDB will need to delay finalization of the manuals until December 2017.

  • Estimated Completion Date: December 2017
  • Response Date: March 2017

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


6-Month Agency Response

The Project Management and Development Branch plans to update its policy and procedure manual to provide additional guidelines addressing expectations for project managers to communicate significant issues to clients in a timely manner. As part of this effort, a staff member has been dedicated to completing the update, which is expected by December 2016.

  • Estimated Completion Date: December 2016
  • Response Date: September 2016

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


60-Day Agency Response

By July 2016, RESD plans to update its policy manual to provide additional guidelines addressing expectations for project managers to communicate significant project issues to clients in a timely manner. As part of this process, the division has begun an evaluation of existing communication policies as well as gathering data on best practices in client communications.

  • Estimated Completion Date: July 2016
  • Response Date: May 2016

California State Auditor's Assessment of 60-Day Status: Pending


All Recommendations in 2015-117

Agency responses received are posted verbatim.


Report type

Report type
















© 2013, California State Auditor | Privacy Policy | Conditions of Use | Download Adobe PDF Reader