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Extracted from Consolidated Report

This investigation was originally published as part of a larger consolidated report containing multiple investigations. View the consolidated PDF for the complete document.

Score: -1 (2/4/3)

El Dorado County Grand Jury • 2002-2003

Information Services General Review

5 pages

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⚠️ Translation Notice: This content has been automatically translated. The original English text is the official version. Translation may contain errors.

⚠️ Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.

Findings 11 findings

F1 Page 132

Some departments encourage employees to cross-train into the field of Information Technology (IT) to avoid the costs associated with the Information Services (IS) department’s programming, training, and PC support services.

F2 Page 132

IT functions are handled independently by departments, so the total cost to the County for IT equipment and staff are unknown.

F3 Page 132

Since budgets of departments vary, some departments are able to keep current with technology, while others are incapable of upgrading. 113

F4 Page 133

In some cases, IS cannot produce or replicate industry specific software and the related service and support, so that departments must utilize outside vendors.

F5 Page 133

There are no industry-specific requirements found within County departments, which might justify the wide array of email programs in use.

F6 Page 133

The Board of Supervisors (BOS), Chief Administrative Officer (CAO), IS, and other departments have no venue to which they may refer purchases of multi-department or new systems development projects exceeding $10,000.

F7 Page 133

The Information Technology Steering Committee (ITSC) is controlled and directed by its members. These members are countywide Departmental Directors, and must abide by County Policies and Procedures A-10 (2) (b) when submitting approval requests for purchases of multi-departmental and new systems development projects exceeding $10,000. By not attending the ITSC meetings, Departmental Directors invalidate the ITSC, and are thus incapable of enforcing decisions by the ITSC on themselves.

F8 Page 133

In January 2001 and again in 2003, the BOS and the District Attorney’s Office (DA) together signed both the DAMION Software License and Maintenance Agreement contracts without the endorsement of IS through the ITSC.

F9 Page 133

The DAMION contract was signed in 2001 by the BOS and the DA with full knowledge of a potential security breach for the County.

F10 Page 133

The DA signed the contract for the DAMION Software License and Maintenance Agreement, and scheduled its submission to the BOS before giving it to IS for their approval.

F11 Page 133

IS was given insufficient time (6 hrs) to review the DAMION Contract.

Recommendations 7

R1
Page 133

Since IS is in a position to provide the County with improved promotional decisions of IT workers, and provide ongoing testing and training of current technologies, departmental IT staff throughout the County should be trained and under the jurisdiction of the IS.
R2
Page 133

Since the County stands to benefit from bulk purchasing, the technology budget should be consolidated and shifted to IS.
R3
Page 133

In the event that the utilization of an outside vendor is required, IS should review hardware, software, and IT-related contracts before the departments go forward with purchases.
R4
Page 133

IS should establish a countywide standard for both Internet and intranet email applications, along with standards for database and operating systems. 114
R5
Page 134

The Board of Supervisors should vote to amend Policy A-10 by either dissolving the Information Technology Steering Committee (ITSC) or include language to enforce its duties.
R6
Page 134

The District Attorney’s Office and the Board of Supervisors should work with IS to ensure the DAMION system is equipped with the proper security tools for protecting the County’s IT data.
R7
Page 134

The Board of Supervisors should take seriously the recommendations made by IS as they relate to contracts or purchasing decisions, and ensure that departments allow IS reasonable time for this review process.

Agency Responses 1

Government agencies' official responses to this report's findings and recommendations. Click on a response to see the structured breakdown.

Information Services General Review(PDF, 147KB)

December 04, 2002 • 6 pages • 18 responses • Score: -1 (+2, 4, -3) View Details ▾

PDF

18 responses to findings and recommendations

The prisoners’ entrance door is rusting.

Response: Disagree Partially Score: 0

F1: The respondent disagrees partially with the finding. While it may be true that some departments have encouraged employees to cross-train into the field of Information Technology, it is not known if this has been done solely to avoid costs associated with Information Services’ programming, training, and PC support services. Having specialized systems and having enough work to keep an employee working full-time in the department have also been given as reasons to utilize department IT employees. 144

The prisoners’ entrance door should be repaired and painted.

Response: Requires Analysis

Score: 0

R1: The recommendation requires further analysis. As part of the Interim Chief Administrative Officer’s commitment to review structural issues throughout the County, it has been noted that there are a significant number of IT related staff that do not currently fall under the jurisdiction of Information Services. The Chief Administrative Office and Human Resources will be reviewing this situation as part of its recommendation on the County FY 2005 and FY 2006 budgets. If a reorganization of IT related positions is warranted, the recommendation will be presented by Decembe

The prisoners’ entrance wooden door frame is deteriorating.

Response: Disagree Partially Score: 0

F2: The respondent disagrees partially with the finding. Information regarding staffing of IT positions in each department should be available in the County’s financial management system as well as the County Payroll System. Information regarding purchases of IT equipment should be available in the budget records of each department as IT equipment and software purchases have separate sub-object codes from other purchases.

The prisoners’ entrance door frame should be repaired.

Response: Will Not Implement

Score: -1

R2: The recommendation will not be implemented because it is unresonable. The County’s Purchasing department has mechanisms to purchase IT related hardware and software at bulk or reduced pricing which is similar to any number of other commodities that 146 are commonly used throughout the County (i.e. office supplies). This pricing is then available to all County departments.

The downspouts at rear of the building are not connected to the drainage field pipes. 148

Response: Unknown Score: 0

F3. Since budgets of departments vary, some departments are able to keep current with technology, while others are incapable of upgrading. Response to

The downspouts at rear of the building should be reconnected to the drainage field pipes.

Response: Will Implement

Score: +1

R3: The recommendation has not yet been implemented, but will be implemented in the future. Information Services is currently part of the review process for all hardware and software. This review of hardware and software is triggered through our Countywide Purchasing system (ADPICS). In addition, IT related contracts are also reviewed by Information Services; however, the review is not triggered in the same way and is sometimes missed. In order to ensure that IT related contracts are reviewed, Information Services and the Chief Administrative office will review Policy A-10 and suggest amendmen...

The rain gutters are full of leaves and pine needles.

Response: Unknown Score: 0

F4. In some cases, IS cannot produce or replicate industry specific software and the related service and support, so that departments must utilize outside vendors. Response to

The rain gutters should be cleaned.

Response: Unknown

Score: 0

r 4, 2002; • Interviewed collectively the following IS representatives; IS Director, Information Technology (IT) Manager/Contracts; IT Manager/ PC; and the Fiscal Administrative Manager; • Toured the IS facility; • Was briefed on the various operations of the department; • Interviewed countywide IT departmental personnel on a random basis; • Reviewed the District Attorney Management Information Integrated Office Network (DAMION) Contract; • Reviewed Purchasing Operating Practices; • Attended the Information Technology Steering Committee (ITSC); • Attended the Information Technology Standard Su...

The HVAC vents/registers are dirty.

Response: Unknown Score: 0

F5. There are no industry-specific requirements found within County departments, which might justify the wide array of email programs in use. Response to

The HVAC vents/registers should be periodically cleaned.

Response: Will Not Implement

Score: -1

R5: The recommendation has not been implemented, but will be implemented in the future. The duties of the Information Technology Steering Committee are defined within the scope of Policy A-10; however, Information Services will work with the Chief Administrative Office and the Information Technology Steering Committee to more clearly define Policy A-10, specifically the Information Technology Steering Committee duties. Policy review will be completed by March 30, 2004.

The courtroom ceiling tiles are water stained.

Response: Disagree Partially Score: 0

F6: The respondent disagrees partially with the finding. The Information Technology Steering Committee is the venue to which the Board of Supervisors, the CAO, IS and other departments look to for review of multi-department or new systems development projects exceeding $10,000. It is agreed that the Steering committee is not currently functioning at an oversight level and has been inadequate from time to time.

The source of the water staining the ceiling tiles of the courtroom should be investigated and repairs should be made.

Response: Will Not Implement

Score: -1

R6: The recommendation has not been implemented, but will be implemented in the future. The District Attorney’s Office and Information Services will work together to 147 review the current security issues surrounding DAMION. The review will be completed by March 30, 2004 with recommendations implemented as soon as possible.

The courtroom and office area walls have cracks.

Response: Agree Score: +1

F7: The respondent agrees with the finding. Per Policy A-10 The Chief Administrative Officer (or designee) serves as the chairman for the Information Technology Steering Committee. The chairman should take a lead roll in making sure that the committee meets on a regular basis; that Department Directors assign appropriate staff to 145 participate as committee members; and that those members are available on an on-going basis to ensure the level of participation necessary for the committee to be successful and serve its purpose.

The cracks in the courtroom and office area walls should be repaired.

Response: Unknown

Score: 0

R7. The Board of Supervisors should take seriously the recommendations made by IS as they relate to contracts or purchasing decisions, and ensure that departments allow IS reasonable time for this review process. Response to

The drinking fountain fascia plate is improperly attached.

Response: Unknown Score: 0

F8. In January 2001 and again in 2003, the BOS and the District Attorney’s Office (DA) together signed both the DAMION Software License and Maintenance Agreement contracts without the endorsement of IS through the ITSC. Response to

The District Attorney misled a Court Commissioner with a false statement of fact in violation of Business & Professions Code, Section 6068 (d).

Response: Unknown Score: 0

F9. The DAMION contract was signed in 2001 by the BOS and the DA with full knowledge of a potential security breach for the County. Response to

F10

The District Attorney misrepresented facts regarding his communication with the Commissioner to the State Bar of California and to this Grand Jury.

Response: Unknown Score: 0

F10. The DA signed the contract for the DAMION Software License and Maintenance Agreement, and scheduled its submission to the BOS before giving it to IS for their approval. Response to

F11

The District Attorney sent a letter to the Grand Jury misquoting Rule 5-300 of the California Rules of Professional Conduct for attorneys.

Response: Unknown Score: 0

F11 El Dorado County Chief Administrative Officer El Dorado County Board of Supervisors El Dorado County Director of Information Services