Report 2015-117 Recommendation 10 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 #10 To: General Services, Department of

To improve its communication with client agencies, the division should develop a process for providing periodic detailed bills and invoices to client agencies clearly describing the work for which it is charging.

Annual Follow-Up Agency Response From October 2022

Please see Recommendation #2 for the status of the implementation of the project management software.

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

Annual Follow-Up Agency Response From October 2021

Please see Recommendation #2 for the status of the implementation of the project management software. Upon implementation, clients will have the ability to see all FI$Cal expenditure data, in real time. PMDB continues to provide expenditure data to clients as part of its monthly meetings and as requested by the client.

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

Annual Follow-Up Agency Response From October 2020

Please see Recommendation #2 for the status of the implementation of the project management software. Upon implementation, clients will have the ability to see all FI$Cal expenditure data, in real time. PMDB continues to provide expenditure data to clients as part of its monthly meetings and as requested by the client.

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

Annual Follow-Up Agency Response From October 2019

Please see Recommendation #2 for the status of the implementation of the project management software. Upon implementation, clients will have the ability to see all FI$Cal expenditure data, in real time. Since 2016, PMDB has been providing expenditure data to clients as part of its monthly meetings. Upon full implementation of its project management software, client agencies will be able to see all FI$Cal expenditure data in real time.

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

Annual Follow-Up Agency Response From October 2018

Oracle Prime implementation is underway. RESD has worked with Oracle and FI$Cal staff for the past 6 months to develop and test functionality. User acceptance testing is complete, train the trainer work has been completed, and training for staff has been scheduled. Additionally, the interface between Prime and PeopleSoft (FI$Cal) has been completed so that project budgets/milestones can be pushed into FI$Cal and expenditure data can be pushed into Prime. All project data is being loaded into the system as well from FI$Cal. Clients will have the ability to see all FI$CAL expenditure data, in real time.

As an interim measure, PMDB has been providing expenditure data to clients as part of monthly meetings.

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

Annual Follow-Up Agency Response From November 2017

RESD is in the process of implementing a new project management system that will interface with FI$Cal and allow management and staff to more effectively plan, manage, and control projects. Once the system is fully operational, integrated with FI$Cal, and reports can be run, PMDB's management will ensure that a detailed cost report is provided to clients at the completion of each phase of work. In the interim, PMDB staff have continued meeting with clients on a monthly basis to update them on project details, including project status and cost information. FI$Cal Reports, detailing project funding and expenditures by task, are provided to clients at these meetings.

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

1-Year Agency Response

RESD is in the process of implementing a new project management system (Primavera) that will interface with FI$Cal and allow management and staff to more effectively plan, manage, and control projects. The interface with FI$Cal is anticipated to occur in July 2017. Once FI$Cal is fully online and reports can be run (anticipated to be Spring 2017), PMDB's management will ensure that a detailed cost report is provided to clients at the completion of each phase of work. In the interim, PMDB staff will continue meeting with clients on a monthly basis to update them on project details, including project status and cost information.

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

6-Month Agency Response

RESD is in the process of implementing a new project management system (Primavera) that will interface with FI$Cal and allow management and staff to more effectively plan, manage, and control projects. The interface with FI$Cal is anticipated to occur in July 2017. Once FI$CAL is fully online and reports can be run, RESD's Project Management and Development Branch's (PMDB) management will ensure that a detailed cost report is provided to clients at the completion of each phase of work. In the interim, PMDB staff will continue meeting with clients on a monthly basis to update them on project details, including project status and cost information.

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

60-Day Agency Response

By July 2016, RESD will implement policies and procedures which ensure that clients are provided detailed project and cost information on a more routine basis. At a minimum, RESD will provide the client with a cost report at the completion of each phase of work, which includes a detailed comparison of budgeted and expended financial resources.

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

All Recommendations in 2015-117

Agency responses received are posted verbatim.