⚠️ 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 and Recommendations 10 findings
F1
The Purchasing Policy and Procedures Manual has not been updated to reflect the requirements of the on-line system. Response: Partially disagree with the finding per California Penal Code 933.05 (a) (2). A component of the completed electronic requisition project was the development of policies, procedures and instructions related to, and specific to, the electronic requisition workflow. These electronic requisition policies and procedures have not been formally incorporated into the Purchasing Policies and Procedures.
Related Recommendations (1)
R1
The Grand Jury recommends that the Purchasing Policy and Procedures Manual should be updated when a policy change takes place. Response: The recommendation has been implemented. The Purchasing Policy and Procedures Manual has been updated to include conflict of interest and ethics language. A full revision of the Purchasing Policy is planned and should be completed during the 2013- 2014 fiscal year.
F2
Purchasing utilizes State Procurement Contracts, when available, to take maximum advantage of pricing. Response: Agree with the finding per California Penal Code 933.05 (a) (1).
Related Recommendations (1)
R2
The Grand Jury recommends that the Purchasing Policy and Procedures Manual should be reviewed biennially indicating revision date. Response: The recommendation has been implemented. A full revision of the Purchasing Policy is planned and should be completed during the 2013-2014 fiscal year.
F3
The Request for Proposal (RFP) is used for the purchase of services and goods for most departments. Response: Agree with the finding per California Penal Code 933.05 (a) (1). The RFP process is one of several methods by which goods and services are procured on behalf of County departments.
Related Recommendations (1)
R3
The Grand Jury recommends that adequate training on report generation for the on-line purchasing system be provided. Response: The recommendation has not yet been implemented but will be implemented in the future. According to the Director of Information Technology: "additional training material will be distributed for the extraction of historical information in report form."
F4
The electronic requisition system has streamlined a high volume paper system into an on-line process maintaining all approvals, checks and balances. Response: Agree with the finding per California Penal Code 933.05 (a) (1).
Related Recommendations (1)
R4
The Grand Jury recommends that a cross-training program to insure continued work flow in the absence of key personnel be implemented. Response: The recommendation has been implemented. Staffing limitations in the Administrative Office have presented coverage challenges not only with regard to the purchasing function but for other Administrative functions. Despite the challenges, existing , • • administrative staff have recently been trained on the new electronic requisitioning system and adequate coverage of the purchasing function is now in place.
F5
Training on report writing to extract information from the system has been inadequate. Response: Partially disagree with the finding per California Penal Code 933.05 (a) (2). Training on the use of the system as well as reporting functions was conducted by the Purchasing Department in partnership with Information Technology. However additional training material will be distributed by Information Technology for the extraction of historical information in report form.
Related Recommendations (1)
R5
The Grand Jury recommends that a controlled system to obtain supplies not covered by blanket purchase orders of less than $25 without the issuance of a purchase order be created. Response: The recommendation requires further analysis. Currently emergency purchases or purchases with necessary vendors that do not accept purchase orders are processed upon prior approval of the Purchasing Agent . In order to develop an alternative system for small purchases the County Auditor/Controller will need to approve any proposed system. The Administrative office will work in conjunction with the Auditor's office to explore possible solutions.
F6
There is no cost analysis to determine the cost of processing a purchase order. Response: Agree with the finding per California Penal Code 933.05 (a) (1)
Related Recommendations (1)
R6
The Grand Jury recommends that a cost analysis be conducted to determine the cost to process a purchase order. Response: The recommendation requires further analysis. With further refinement of the electronic requisitioning system in terms of further training as well as revision of the procedures and policies, the Administrative office will work to quantify the costs involved in processing a purchase order. Hopefully, this analysis should be completed during the coming fiscal year.
F7
There is no system for reimbursement of small purchases made outside of blanket purchase orders. Response: Agree with the finding per California Penal Code 933.05 (a) (1).
Related Recommendations (1)
R7
The Grand Jury recommends that a Code of Ethics/Conflict of Interest Declaration be included with every RFP issued. Response: The recommendation has been implemented. Cc: Madera County Board of Supervisors
F8
Non-management employees are putting in voluntary unpaid time in order to insure completion of the work requirements. Response: Disagree with the finding per California Penal Code 933.05 (a) (2). Current staffing assigned to the purchasing function is able to satisfy all work requirements within normal working hours.
No recommendations for this finding
F9
Failure to include the Code of Ethics/Conflict of Interest Declaration form in the RFP package creates a potential conflict with the State Code preventing employees from contracting with the county. Response: Agree with the finding per California Penal Code 933.05 (a) (1)
No recommendations for this finding
F10
Transfer of employees from purchasing to other units negatively affected the ability to process the purchasing work-load. Response: Disagree with the finding per California Penal Code 933.05 (a) (2). In fiscal year 2011- 2012, the Purchasing budget was consolidated into the Administrative Management budget; however, no staff involved with the purchasing function has been transferred to other units.
No recommendations for this finding
* This report's PDF did not contain easily extractable text and required Optical Character Recognition (OCR) for analysis. There may be minor errors in the extracted findings and recommendations due to OCR limitations with scanned documents.