Report 2014-602 Recommendation 8 Responses

Report 2014-602: High Risk Update—California Department of Technology: Lack of Guidance, Potentially Conflicting Roles, and Staffing Issues Continue to Make Oversight of State Information Technology Projects High Risk (Release Date: March 2015)

Recommendation #8 To: Technology, California Department of

To better track its oversight actions and sponsoring agencies' responses to these actions, CalTech should record action items from all portfolio meetings.

1-Year Agency Response

Briefing Documents are being saved in ITPOD Share Point system. Copies of saved briefing documents and recorded action items from portfolio meetings were previously provided to the auditors as evidence of completion. (Recent examples are attached)

b. ITPOD established a process of recording action items from portfolio meetings.

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

6-Month Agency Response

ITPOD staff are saving the briefing documents and recording action items from portfolio meetings in the SharePoint e-File room.

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

During our follow up with CalTech to obtain documentation to support its response, CalTech informed us that its e-File room in SharePoint needs to be modified to implement version control so that when a new briefing document is uploaded it does not overwrite the prior version. As a result, CalTech is still working to fully implement our recommendation.

60-Day Agency Response

- Develop a process for capturing action items from Portfolio meetings and sharing these with the ITPOD manager for follow-up and retention - not started

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

All Recommendations in 2014-602

Agency responses received are posted verbatim.