Report 2013-115 Recommendation 4 Responses

Report 2013-115: Disabled Veteran Business Enterprise Program: Meaningful Performance Standards and Better Guidance by the California Departments of General Services and Veterans Affairs Would Strengthen the Program (Release Date: February 2014)

Recommendation #4 To: General Services, Department of

To ensure that the State enforces its contractual right to obtain a complete copy of its procurement data, General Services should take all necessary steps to ensure that it can extract a reliable copy of all of the State's procurement data from BidSync so that the data can be used and analyzed to the State's benefit. These steps should include testing that the data it obtains from BidSync is accurate and complete, and it should be completed before the end of the contract term with BidSync, in September 2014.

Annual Follow-Up Agency Response From September 2015

In February 2014, DGS' Procurement Division (PD) finished exporting from the contractor's system (BidSync) the state's procurement data dating back to the 2009 calendar year. Procurement data applicable to each subsequent month has also been periodically, usually monthly, exported from BidSync to the state. DGS' Office of Audit Services (OAS) was tasked with auditing the accuracy and completeness of the data. The objective of the audit was to review PD's and BidSync's procurement data export process to ensure that it resulted in a reliable copy of the data being transferred to the state.

In a June 18, 2015 report, OAS presented the results of its audit. Overall, OAS concluded that PD and BidSync have established an adequate and effective data export process which ensures that a reliable copy of eProcurement data is being transferred to the state by BidSync. The data export process includes sufficient policies and procedures which provide reasonable assurance that the data for sampled categories of eProcurement maintained information is being accurately and completely exported to the state.

The eProcurement system is the web-based portal for the California State Contracts Register, the State Contract and Procurement Registration System, the online Small Business and Disabled Veteran Business Enterprise query system and the listing of statewide Leveraged Procurement Agreements. Currently, the state is transitioning to a new statewide financial data system called the Financial Information System of California (FI$Cal), which contains a procurement component that will replace the BidSync administered system.

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

1-Year Agency Response

In February 2014, DGS' Procurement Division finished exporting the state's procurement data from the contractor's system (BidSync). Subsequently, DGS' Office of Audit Services (OAS) was tasked with reviewing the accuracy and completeness of the data. OAS' review is in its final stages with completion planned by April 30, 2015.

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

6-Month Agency Response

In February 2014, DGS' Procurement Division finished exporting the state's procurement data from the contractor's system (BidSync). Subsequently, DGS' Office of Audit Services was tasked with reviewing the accuracy and completeness of the data. The review began in April 2014 and is planned for completion by December 31, 2014.

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

60-Day Agency Response

In February 2014, DGS Procurement Division finished exporting the states procurement data from the contractors system (BidSync). Subsequently, DGS Office of Audit Services has been tasked with reviewing the accuracy and completeness of the data. The review is planned for completion in July 2014.

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

All Recommendations in 2013-115

Agency responses received are posted verbatim.