EL Dorado County

Recommendations 17

• R1
  Policies and procedures should be established that are specific to payouts for unrepresented management staff by the HR Department by December, 31, 2023.
• R2
  Prior to computation of final wages due, HR should take the initial step to confirm the terms of each employee's specific agreement as it relates to unused sick leave and vacation pay due. Once eligibility is determined by HR, the information should then be forwarded to the affected departments as well as the Payroll Division. This should be implemented
• R3
  The HR Department should perform annual audits of past payout exit documents for benefits entitled to unrepresented employees beginning in 2023.
• R4
  The Auditor Controller should establish policies and proceduresw hich outline the chain of custody for the accuracy of the KRONOS database prior to CFWD form sign-off. These standardized procedures should be used by all County Departments. This should be implemented
• R5
  CAO should establish policies and procedures to prohibit any employee from approving their own final payout. In the case of a resigning department head, the approval should be made by the CAO or BOS. This should be implemented
• R6
  The Auditor Controller should modify the CFWD form to include safeguards and/or a field designating the eligibility of an employee for specific benefits. There should be a roadblock prohibiting the continuation with the payout computation, unless the employee is, in fact, eligible for a specific payout. For example, if the bargaining unit field indicates “UD” and the years of service field is less than 5 years, the ability to continue the payout for sick leave will be blocked. This should be implemented
• R7
  The Auditor Controller should establish Policies and Procedures to ensure that when a County employee is erroneously overpaid, a standardized repayment process is initiated immediately.T his should be implemented by December 31, 2023 June 2023 $28,149 Erroneous Overpayment El Dorado County 2022-2023 Grand Jury
• R8
  Review and update the New Contract Development Process Document (dated October 30, 2019) by December 31, 2023,
• R9
  The P&C Division should develop a customer survey program for internal EDC customers and external vendors, to determine if they are meeting the needs of their customers. There should be survey questions focused on the communication of P&C staff with all customers and vendors. Surveys should be June 2023 Procurement & Contracts El Dorado County 2022-2023 Grand Jury Report reviewed by CAO and P&C management and results posted on the P&C Division web page as well as incorporated into policy and procedures updates. A customer survey program should be developed and implemented by December 31 , 2023.
• R10
  The P&C Division should identify a solution to provide timely updates throughout the contract approval process for its customers
• R11
  The P&C Division should continue to develop and make available P&C training modules for EDC customers and outside vendors, focusing on how to best navigate the P&C process. An annual schedule for training should be developed
• R12
  Develop and implement an internal training program to cross train P&C staff to perform both the procurement and contract functions of the division
• R13
  The P&C Division should review the JOC concept and determine its application to appropriate EDC departments,
• R14
  Risk Management should develop and implement a “Risk Assessments” class for EDC contract staff to better understand risk requirements for EDC. Changes should be adopted to help avoid lengthy delays in contract approval
• R15
  Review the EBIX contract and ensure that EBIX is providing services based on their contractual obligations
• R16
  Cooperative procurement strategy - Awarded full points
• R18
  Continued pursuit of excellence - Awarded full points * The 10 points that were not awarded related to Category 14, was related to an oversight by staff to include a final evaluation scoring summary. The County does have this documentation, and this will be included with next year’s application which should result in a full point award in this category. PageC -2 mR W EL DORADOC OUNTY lb :+ iS! < h t GRAND JURY 2022-2023 + &;’F6€4 • qb+/ el + aUnUb Building Projects- Can You Help Me, .... PLEASE? Case #22-23 GJ03 June 30. 2023 GLOSSARY BOS Board of Supervisors CC&Rs Codes, Covenants, and Restrictions EDC ) EDC department, including external departments, such as a local fire district or school district EL DORADO COUNTY 2022–2023G RAND JURY PLEASE? Building Projects – Can You Help Me? Case #22-23G J03 SUMMARY The 2022-2023 Civil Grand Jury (Grand Jury) learned of delays for building projects encountered by El Dorado County (EDC) residents which prompted an investigation into Building Services and its processes and procedures. For simple permits, such as replacing a water heater or a reroof, the Grand Jury found that licensed contractors can apply and pay for a permit online, while homeowners could not. Homeowners need to apply in person at Building Services. For complex permits, which the Grand Jury defined as permits that require approvals from multiple agencies, i.e., Environmental Management, or a local fire district, Building Services does not assign an advocate to monitor the progress of a residential and/or a small business permit through the process. Currently, there is a Planning & Building (P&B) Ombudsman whose role is not clearly defined. S/he is simply available to answer questions, but does not resolve permit, planning, or building issues. Following the permit application through the process is difficult because current county systems do not automatically document progress. There is little or no assistance or communication from the County, leaving homeowners to navigate the complex and unfamiliar maze of the building permit process on their own. TRAKiT is the Workflow Software utilized by EDC departments to automate the management of project development, permitting, and code compliance. The TRAKiT contract was signed in January 2017 with implementation estimated to take 17 months. EDC encountered implementation issues delaying the final buy-off of the TRAKiT System until 2023, after more than six (6) years. The TRAKiT software continues to contribute to the delays in the permitting process due to the fact that TRAKiT was not successfully implemented. Building Services had to create and is still using manual workarounds to keep the system operational. Additional dedicated resources from the EDC Information Technologies Department continue to be deployed to address ongoing deficiencies in the software. Due to time constraints, the Grand Jury was unable to complete the extensive research required to write a comprehensive report on TRAKiT. June 2023 Planning & Building Page1 El Dorado County 2022-2023 Grand Jury Report The Grand Jury investigation focused on the following areas: mission statements, the permit process, permit process challenges, the role and duties of the Ombudsman, building inspections, home fire sprinkler inspections, performance measurements, and customer satisfaction.