Readers - and voters - can decide if asking for more funds for budget increases for MFMD are supported by the findings in this audit that recommendations that were not fully implemented in the budget they had.
FOLLOW-UP REVIEW CITY AUDITOR
Report Date: June 20, 2016
Department: Mesa Fire and Medical Department (MFMD)
Subject: Fire Prevention
Division Lead Auditor: Dawn von Epp, Sr. Internal Auditor
OBJECTIVE The objective of this review was to determine whether the Mesa Fire and Medical Department (MFMD) effectively implemented the action plans presented in response to our July 2014 Fire Prevention audit report.
Source >> http://www.mesaaz.gov/city-hall/city-auditor/audits
Please note: Appendix with details are on Pages 5-8
Pursuant to the Council-approved Audit Plan, the City Auditor’s office has completed a follow-up review of the MFMD Fire Prevention Division. The report is attached.
Due to the number of recommendations that were not fully implemented, we plan to conduct another follow-up review later this year. . .
RECOMMENDATIONS & RESPONSES
1. Recommendation: Management should regularly monitor to ensure that inspections are completed in compliance with established risk-based priorities.
Management Response: “Management will effectively monitor inspections using newly introduced iPad and reconfigured Firehouse Software. New program will allow the Sr. Program Assistant to more efficiently schedule inspections to meet our productivity standards and risk-based priorities.”
2. Recommendation: When inspection activity reports are provided to City management, the percentage of completion toward meeting the adopted standards (with regard to inspection frequency) should also be included in order to provide context.
Management Response: “Monthly report will be updated to include percentage of inspections completed fiscal year to date toward meeting the adopted standards and broken down between billable highs and mediums. (Falcon hangars and city facilities are inspected but are not billable and will not be included in this report.)”
3. Recommendation: Staff should develop written procedures for invoicing activities, to ensure accuracy and consistency, and to maintain continuity of operations when employee turnover occurs
Management Response: “Sr. Program Assistant will create a process document for all invoicing activities.”
4. Recommendation: Management should implement a process to ensure that follow-up inspections are conducted when required, and that all applicable fees are invoiced in a timely manner. Management should also regularly monitor these activities for compliance with established procedures.
Management Response: “The implementation of the iPad and Accela will assist management in accomplishing this goal. The iPad will visually identify all occupancies within an inspector's district that are due for follow-up inspection. Assistant Fire Marshal will check follow ups on a monthly basis to make sure they are completing these inspections within the guidelines. Accela will allow for immediate invoicing when follow-up is completed.”
5. Recommendation: Staff should complete all necessary revenue posting corrections, and should eliminate any remaining backlog of open Accounts Receivable documents. In
City Auditor Follow-up Review of MFMD Fire Prevention Page 3 of 7
addition, regardless of existing backlogs, staff should perform monthly reconciliations to ensure that current payments are posted to the correct accounts, receivables are adjusted, and payments are accurately and consistently recorded in the FireHouse system.
Management Response: “Sr. Program Assistant will continue to reconcile Firehouse to Advantage line-by-line until all accounts are current. Sr. Program Assistant will also start doing a monthly reconciliation now.”
In Progress = Not Effectively Implemented
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