09/17/2012 Audit Report 1
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' AUDIT REPORT OF THE MONROE
COUNTY TECHNICAL SERVICES
DEPARTMENT MANAGEMENT
1 PROCESSES
September 17, 2012
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Prepared by:
Internal Audit Department
Clerk of the Circuit Court
Danny L. Kolhage, Clerk
' Monroe County, Florida
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AUDIT REPORT OF THE MONROE COUNTY TECHNICAL SERVICES
1 DEPARTMENT MANAGEMENT PROCESSES
TABLE OF CONTENTS
I Page
1 I. OBJECTIVES AND SCOPE 1
II. METHODOLOGY 1 -2
III. BACKGROUND INFORMATION 3 -6
1 IV. AUDIT CONCLUSIONS 7 -8
V. AUDIT FINDINGS
1 A. IPads, iphones and other equipment recovered by the State Attorney's Office. 9 -15
B. IPads, iPhones and other equipment that cannot be located. 16 -20 ,
C. Some of the missing or impounded iPads had cellular service activated 21 -23
I D. Twenty- eight iPads purchased through Monroe County, twelve were not valid
purchases. 24 -27 {
E. Technical Services inventory/tracking system for iPads was not accurate. 28 -29
I F. Ninety - four iPhones were purchased through Monroe County and thirty -seven
were not valid purchases. 30 -31
G. Incomplete electronic database, inventory/tracking system for County purchased
I cellular telephones. 32 -33
H. Fraud prevention measures. 34
I. County Department Directors should review monthly expenditures. 35
I J. Equipment and a phone line were purchased and not utilized. 36 -37
K. Technical Services is not entering inventory into their inventory tracking system
in a timely manner. 38 -39
I L. Fifty - four pairs of headphones totaling $1,268.40 were purchased through
Monroe County Technical Services. 40 -41
M. Tangible personal property recorded on the fixed asset inventory. 42 -44
I N. Technical Services inventory deletion procedures are not adequate. 45 -47
O. Monroe County Administrative Instruction 4403.3 (4) (A) is not being enforced
for personal calls. 48 -50
I P. Monroe County Administrative Instruction 4403.3 5(B) is not being followed. 51
Q. Replacement policy Administrative Instruction was not written and implemented
timely. 52 -53
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R. Technical Services was not appropriately managing the monthly AT &T Mobility
and the Nextel Communications billings. 54 -56
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VI. EXHIBITS
1 A. Organization Chart.
B. Florida Statute 125.74 (1) (g) County Administrator; powers and duties.
C. State Attorney Missing Equipment Request.
D. Chapter 69I -73 Florida Administrative Code Tangible Personal Property Owned
by Local Governments.
E. Other missing items.
1 F. E -Mails exempting telephone bills from purchase order requirements.
G. AT & T Mobility invoice with misappropriated equipment and service charges.
H. County Administrator's Response to 2010 Audit Report of Monroe County
Telecommunications Policies and Procedures.
I. Monroe County Administrative Instruction 4405.
J. IPad Schedule.
1 K. Commissioner Heather Carruthers personal check.
L. Mayor Rice's personal invoice and credit card receipt.
M. Clerk's Finance Department Memo to Purchasing Card Program Administrator.
N. Purchasing Card Documentation for misappropriated iPad.
O. iPad accessories.
P. City of Ormond Beach wireless communication policy.
1 Q. Board of County Commissioners Heather Carruthers Personal Checks for
iPhones.
R. iPhone accessories.
S. Lenovo Personal Computers and Monitors under $1,000.
T. Missing Items List Technical Services.
U. Affidavit, Invoice and Fixed Asset Transfer Form.
V. Monroe County Asset Destruction Certification.
W. E -mail to State Attorney's Office.
X. E -mail from Technical Services Administrative Assistant.
' Y. Monroe County Administrative Instruction 4403.2.
Z. Monroe County Administrative Instruction 4403.3.
AA. Monroe County Administrative Instruction 4401.5.
BB. Monroe County Administrative Instruction 5700.
VII. EXHIBITS
' A. County Administrator response
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AUDIT REPORT OF MONROE COUNTY
TECHNICAL SERVICES DEPARTMENT
MANAGEMENT PROCESSES
I. OBJECTIVES AND SCOPE
' At the request of the Monroe County Clerk of the Circuit Court, the Internal Audit Department has
completed an audit of the management processes and internal controls used by the Technical
1 Services Department. The audit objectives were to assess compliance with the Monroe County
Board of County Commissioners' policies, procedures, resolutions and agreements. Other objectives
were to evaluate whether internal controls have been established and are being followed, where
management controls failed and whether the results accomplish the goal of securing economy in
expenditure of County funds.
II. METHODOLOGY
A. We interviewed the following personnel to obtain information about management processes of
purchasing, inventory control and disposition of County electronic equipment:
' 1. Debbie Frederick, Deputy County Administrator
2. Tina Boan, Budget Director
3. Technical Services Department personnel
4. Social Services Director
5. All County employees with recently purchased electronic devices
6. Office of the State Attorney 16th Circuit personnel
' 7. Apple, Inc. personnel
8. Dell personnel
' 9. The Clerk's Finance Department personnel
10. Toni Miller, Mobility Service Manager, AT &T
11. Elena Hedges, Account Manager, AT &T Mobility
B. Internal Audit Department examined the following documents:
1. Monroe County Administrative Instruction 4401.5, dated June 1, 2010.
2. Monroe County Administrative Instruction 4403.2, dated August 28, 2000.
3. Monroe County Administrative Instruction 4403.3, dated June 1, 2010.
4. Monroe County Administrative Instruction 4405, dated May 30, 2011.
5. Monroe County Administrative Instruction 5700, dated March 8, 2012.
6. Florida Statute Chapter 125.74 — County administrator; power and duties.
7. Monroe County Code of Ordinances — Chapter 2, Section 2 -58 (a) County administration law
adopted.
8. Employment Agreement Between Monroe County, Florida and Roman Gastesi For Position
of County Administrator
' 9. Florida Statute Chapter 274 — Tangible Personal Property Owned By Local Governments.
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' 10. Florida Administrative Code — Chapter 69I -73 Tangible Personal Property Owned by Local
Governments.
11. Florida Administrative Code — Chapter 69I- 71.003 Procedure for Adjustment for
Unaccounted for Property
12. Monroe County Personnel Policies and Procedures Manual — Revised March 16, 2011
13. Monroe County Asset Destruction Certification
' 14. Monroe County Board of County Commissioners Purchasing Policy
15. Purchasing Card Policies and Procedures.
16. Billing and Payments to AT &T Mobility.
17. Billing and Payments to Nextel /Sprint Communications.
L 18. Accounts Payable documents.
19. Purchase orders related to Technical Services.
20. Audit Report of Monroe County Cellular Telecommunications Policies and Procedures dated
' April 5, 2010.
21. Technical Services documents related to cellular telephones and iPads.
22. Records obtained from AT &T related to Monroe County cellular telephone accounts.
i 23. Purchase card billings and payments.
24. State and Local Government Employee Purchase Program.
25. Grand Jury Report of the 16th Circuit
A. Internal Audit Department reviewed Administrative Instructions 4401.5, 4403.2, 4403.3, 4405,
and 5700 to ensure that all terms and conditions were being complied with as documented within
' the instruction.
B. Internal Audit Department reviewed and traced payments for equipment to Monroe County
' financial records.
C. Internal Audit Department reviewed telephone bills for appropriateness and accuracy of
' payment.
D. Internal Audit Department reviewed Technical Services procedures for issuance of cellular
' telephones and iPads.
E. Internal Audit Department reviewed Technical Services procedures for inventory and tracking
of cellular telephones, iPads and equipment purchased under the $1,000 threshold.
F. Internal Audit inventoried every iPhone, iPad, cellular phone, and rugby phone that had service
provided to Monroe County on the AT &T invoice. Internal Audit visited each employee /official to
obtain International Mobile Equipment Identity (IMEI) numbers and serial numbers.
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I III. BACKGROUND INFORMATION
Services provided by Technical Services are the management and operation of computer and
I communications technology, including Information Technology for the BOCC, Public
Broadcasting, most telephone service, and backbone data communication for all of Monroe County
government.
I The Technical Services Department handles the ordering and repair of cellular telephones, iPhones,
iPads, laptops and computers. The physical control of on -hand cellular telephones, iPads, iPhones,
I and accessories, the activation and termination of cellular service and the approval of cellular service
bills for submittal to Accounts Payable for payment and recording was the responsibility of the
former Technical Services Senior Administrator.
Organizational Structure
I The Technical Services Department reports directly to the Deputy County Administrator. The
Senior Administrator was in charge of the Technical Services Department before her retirement. An
I organization chart is presented as Exhibit A - Organization Chart.
1 Technical Service's Expenditures
The schedule below reflects Technical Service's total expenditures for fiscal years 2010 and 2011
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plus partial 2012 and is broken down into three general categories.
1 Year end Sept 30, 2010 Year end Sept 30, 2011 October 1, 2011 —
June 6, 2012
FY 2010 FY 2011
I Final FY 2010 Final FY 2011 Adopted
Budget Actual Budget Actual Budget Actual
Personnel $808,636 $800,753 $804,930 $787,465 $783,485 $462,164
I Expenditures
Operating 918,113 761,882 1,038,524 903,341 1,045,237 399,133
Expenditures
I Capital Outlay
Expenditures 150,689 140,565 91,326 82,881 120,992 36,851
TOTAL 1,877,438 1,703,200 1,934,780 1,773,687 1,949,714 898,148
1 The schedule below reflects Technical Service's expenditures by line items. Many of the iPads and
iPhones were expensed to Operating Supplies. Capital Outlay- Equipment is the expenditure
1 account in which fixed assets over $1,000 are recorded.
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Year end Sept 30, 2010 Year end Sept 30, 2011 October 1, 2011—
June6,2012
FY 2010 FY 2011
Final FY 2010 Final FY 2011 Adopted
Y- Budget Actual Budget Actual Budget Actual
Phone &
Postage /Freight $344,316 $269,705 $313,460 $224,200 $353,835 $164,830
1,,,, Operating 88,044 75,849 230,100 222,939 181,783 69,502
Supplies
Capital Outlay -
Equipment 36,373 26,250 90,726 86,820 120,992 36,851
TOTAL 468,733 371,803 634,286 533,959 656,610 271,183
1 Fixed Asset Acquisition and Disposal Management Technical Services
I Fixed asset acquisition and disposal management involves the way in which the County purchases,
accounts for, and disposes of its fixed assets. An effective fixed asset management program ensures
that all fixed assets are identified; that records are maintained which indicate cost, description,
I location and owner, and that all surplus or obsolete equipment is properly identified, collected, and
disposed of in the most economic manner.
I The Custodian of the assets for Monroe County is the County Administrator. Florida Statute 125.74
(1) (g) County Administrator; power and duties states "Supervise the care and custody of all county
property ". See Exhibit B — Florida Statute 125.74 (1) (g) County Administrator; powers and duties.
I Monroe County Code Section 2 -58 (a) and the County Administrator's Agreement also adopt the
county administration law contained in the Florida Statues. The Custodian may not personally
inventory items for which they are responsible. Custodians must be involved in all aspects of the
I equipment lifecycle, from acquisition to safeguarding, transferring and, ultimately, to disposition.
Chapter 274 of the Florida Statutes, Tangible Personal Property Owned by Local Governments and
I Florida Administrative Code Rule 69I -73, require that all property with a value of $1,000 or more
and a projected useful life of 1 year or more shall be recorded in the local government's financial
system as property for inventory purposes. Authority for the disposal of equipment is approved by
I the Board of Commissioners and recorded in the minutes. Chapter 69I- 71.003 Florida
Administrative Code allows counties to develop controls and procedures for adjusting property
records for unaccounted property. The assets must have been missing in the two most recent
I inventories.
The Clerk's Property employee is responsible for completing the annual inventory and for
I maintaining the fixed asset data base. The Custodian and /or Custodian's delegate must accompany
the Clerk's Property employee during the inventory process to point out where each piece of
equipment is located. A physical inventory is required of all property on an annual basis and
I whenever there is a change of custodian or change of custodian's delegate. The form used to record
the physical inventory pursuant to Section 274.02(2), F.S., is at the discretion of the governmental
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I unit. However, the form shall display, at a minimum, for each property item, the following
information:
I 1. Date of Inventory
2. Identification number
3. Existence of property item (or not)
I 4. Physical location (the city, county, address or building name and room number therein).
5. Present physical condition
6. Name and signature of the employee or other individual attesting to the existence of the item.
I 7. In the case of a property group, the number and description of the component items comprising
the group.
I Cost of equipment under the threshold for fixed asset reporting purchased and inventoried
Internal controls need to be reviewed as they evolve over time. The cost of electronic equipment
1 has decreased significantly. IPads, iPhones, laptops, televisions and desktop computers are often
below the $1,000 threshold. In the past the $1,000 threshold included most computer equipment.
The schedule below reflects items costing less than $1,000 that Internal Audit physically located or
I attempted to locate.
# of Items Description Total Cost
I 222 Lenovo (brand) computers $138,605.00
327 Lenovo (brand) monitors 57,847.00
28 iPads 22,914.94
I iPad accessories 4,900.63
1 Apple Laptop & equipment 2,140.95
I 94 iPhones 31,035.70
iPhone accessories 13,099.72
Other equipment under 9 579.28
I $1,000.00.
TOTAL $280,123.22
I Monroe County utilizes three cellular carriers for cellular service. Nextel /Sprint Communications
provides cellular and "walkie talkie" type service mostly utilized by public works personnel. AT &T
provides iPhone (talk, text, and internet) and iPad services. Verizon wireless provides wireless
I service for laptops utilizing aircards. The schedule below is a summary of the total spent per carrier
from fiscal year 2008 through fiscal year 2011.
I Carrier FY 2008 FY 2009 FY 2010 FY 2011
AT &T Mobility $35,867.08 $73,666.31 $79,215.66 $148,708.43
Nextel /Sprint 73,266.17 44,054.31 42,020.59 20,094.28
I Verizon 34,615.49 32,452.18 31,494.80 22,069.80
TOTAL $143,748.74 $ 150,172.80 $152,731.05 $190,872.51
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Stipends
County issued devices and service plans require County resources to review the individual monthly
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billings to ensure that the charges are for business purposes only. As of the AT& T Mobility billing
period ending February 19, 2012, there were 93 active County iPhone users and 15 County iPad
users. To eliminate the administrative burden and complicated procedure of issuing iPhones and
iPads and processing reimbursements in cases where employees make personal calls on agency
issued cell phones, some governmental jurisdictions pay their employees a stipend rather than
providing an iPhone. The dollar amount of the stipend is intended to reasonably approximate the
value of the employees anticipated business related expenses.
Some of the other overnmental units wireless communication policies reviewed required
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Department Directors to determine the specific positions that require wireless based upon the
' following criteria:
• Position requires a significant amount of time (more than 35 %) away from the office;
• Position supervises /oversees personnel in the field, away from a central office area;
• Position is defined as "Essential" under the Plan;
' • Position is considered as an after -hours customer service function and is responsible for
taking customer (citizen or employee) calls after normal working hours.
Other plans require that approval of a stipend must be justified on a strong operational need; simple
convenience is not a criterion for approval of a cell phone stipend.
The allowance is not necessarily intended to cover the full cost of the device and service plan, but to
cover all reasonable and appropriate County use. This plan offers the employee the opportunity to
use a single device for both business and personal reasons.
' In the event that an e -mail or text message is required, due to a public records request, it is the
employee's responsibility to present such records. In some cases the employee must retain paper
copies of these records.
Monitoring and accountability will still be required if a stipend system is instituted. Strong internal
controls are needed to govern the stipends such as an employee with an iPad or iPhone must
maintain an active cell phone account, notification must be provided to the employee's supervisor of
inactivation of cellular service or change in phone number. Cell Phone Stipend Authorization forms
must be kept on file for all authorized positions. In some of the other plans reviewed the
Department Directors are also responsible for a periodic review with at least an annual assessment
of the continued business need for service, as well as potential adjustments to type of service
required. A list of authorized positions and confirmation of this annual review should be submitted
annually to the department assigned the function of monitoring this function. The annual review of
the stipend allowance could also include an audit of physical cell phones to verify the existence and
use of the mobile equipment.
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W. AUDIT CONCLUSIONS
A. In the first phase, iPads, iPhones and other accessories totaling $11,466.02 were voluntarily
' returned and recovered by the Office of the State Attorney 16th Circuit (SAO) after it was
determined that iPads and iPhones were allegedly misappropriated from the County and sold.
The County Administrator's Office and the County Attorney's Office investigated possible theft
from the County and reported it to the Office of the State Attorney 16th Circuit. During the
initial investigation, the Office of the State Attorney 16th Circuit's Investigator distributed a
memo to all employees to turn in any iPhones or iPads that were purchased at a discounted rate
from a local source. The SAO convened a grand jury to review this matter.
e B. In the second hase Internal Audit traced expenditures $1,000 under
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Department to financial records for the last two years to determine which other iPhones, iPads
t and equipment were missing and not assigned to County employees. The SAO issued a
subpoena to Apple and AT &T to identify the missing equipment. The approximate value of the
missing equipment discovered in the second phase was $19,642.23.
C. Cellular service aid by Monroe County for seven misappropriated iPads totaled $755.56.
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' D. Twenty -eight iPads were purchased through Monroe County, twelve were not valid purchases.
The total cost of the iPad purchases was $22,914.94. The cost of the twelve misappropriated
' iPads was $9,872.94.
E. The electronic inventory /tracking system for iPads provided to Internal Audit by Technical
Services was inaccurate. The twelve misappropriated iPads were not on the inventory. One iPad
on the inventory /tracking system report was personally owned by a County employee
responsible for preparing the County inventory /tracking report.
F. Ninety -four iPhones were purchased through Monroe County during the audit period; thirty -
seven were not valid purchases. The total cost of iPhone purchases from October 2010 to
February 2012 was $31,137.68. Fourteen of the iPhones were traced to non authorized users and
are therefore, deemed to be missing and misappropriated at a cost of $4,488.97 to the County.
Eighteen have been recovered and are in the possession of the SAO at a cost to the County of
$6,493.88. Outside of the audit period, two iPhones were recovered by the SAO (cost $398.00).
One LG 900 phone ($99.99) was also recovered.
G. The electronic data base for the iPhone inventory /tracking system was incomplete. Missing
iPhones were not on the inventory because they had not been issued to employees and
activated.
H. The County does not have an anonymous effective fraud mechanism in place or an
Administrative Instruction explaining what constitutes fraud. When top -level managers or
elected officials publicize a hotline, management has a platform to take a strong anti -fraud
stance and demonstrates the "tone at the top" that is so important for organizations combating
fraud.
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I. County Department Directors should review amounts charged to their departments for
unauthorized purchases, mistakes and excessive spending. County Department Directors should
review the expenditures detail located on the Clerk's Finance System (Finance Plus) on a monthly
basis to aid in the review of the monthly expenditures being charged to their departments.
1 J. Equipment and phone services costing $304.81 were purchased and not utilized.
K. The Technical Services Department does not enter the identifying information for the computers
or the monitors into the inventory tracking system until the computer has been configured or the
monitor has been assigned to a County employee. This control weakness might allow assets to
be misappropriated without the knowledge of the Technical Services employees.
L. Fifty-four pairs of headphones totaling 1 268.40 were purchased through P p g$ h Technical Services. p g
Technical Services employees were unable to document the location of these headphones.
M. The Clerk's Property employee attem attempted to locate and observe 270 Technical Services property
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items with an original cost of $935,689.71. The Custodian of the assets (Technical Services) was
unable to locate ten of these items, which has a net book value of $961.09.
N. The Technical Services inventory deletion procedures are not adequate. Policies and Procedures
for inventory control need to be documented as an Administrative Instruction so that all
employees are aware of their responsibilities and accountability in the process.
1 O. Monroe County Administrative Instruction 4403.3 (4) (A) is not being enforced for personal
calls. During the course of interviews conducted by the SAO Investigator, it was discovered that
allegedly the Senior Administrator of Technical Services would "Spot check" the cellular
telephone bills for excessive personal use or overages, contact some of the offending employees
and tell them they needed to pay for the charges /overages. She would then collect money from
the employee but not remit it to Monroe County.
P. Monroe County Administrative Instruction 4403.3 (5) is not being followed. The
documentation was missing or incomplete on the forms required to issue new cellular phones.
Q. At the time of the revious Telecommunication Audit dated April 5, 2010, there was no policy p P Y or
procedure for the replacement of county purchased /issued cellular telephones when damaged by
1 the employee. The replacement policy Administrative Instruction 5700 was not written until
March 8, 2012 during the current audit period.
R. Technical Services was not appropriately managing the monthly AT &T Mobility and Nextel
Communications billings. Technical Services was not processing the monthly billings in a timely
manner, all of the sampled monthly billings contained a past due balance, which was approved by
Technical Services and the Deputy County Administrator.
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V. AUDIT FINDINGS
A. IPads, iPhones and other equipment recovered by the Office of the State Attorney
16th Circuit.
Finding:
I An investigation was initiated by the Assistant County Administrator and the County Attorney's
Office after a County employee discovered that the department was charged incorrectly for cellular
service that the department did not receive. In the first phase of the investigation, the County
I referred the matter to the SAO after it was determined that equipment was missing. Some of this
equipment was allegedly sold by the Senior Administrator of Technical Services to County
employees, family members and the public. Numerous employees took the initiative to contact and
I turn in the equipment to the SAO. During the initial investigation, the Office of the State Attorney
16th Circuit's Investigator distributed a memo to all employees to turn in any iPhones or iPads that
were purchased at a discounted rate from a local source. See Exhibit C — Office of the State
I Attorney 16th Circuit Missing Equipment Request.
The equipment listed below is not on the County fixed asset list because the threshold for entering
and tagging the item is $1,000. According to the Florida Administrative Code, 69I-
73.002_Threshold for Recording Property "All property with a value or cost of $1,000 or more and
a projected useful life of 1 year or more shall be recorded in the local government's financial system
I as property for inventory purposes." Each property item above $1,000 is permanently marked with
the identification number assigned to that item to establish its identity and ownership by the
governmental unit holding title to the item and its location. The identification number is visually
I displayed on the equipment and includes an electronic scanning code (barcode) to facilitate
electronic inventory procedures. See Exhibit D — Chapter 691 -73 Florida Administrative Code
Tangible Personal Property Owned by Local Governments.
I The following equipment was turned into the SAO:
DATE
I PURCHASED Item Price IMEI #
01/05/11 PHO IPHONE 4 32GB BLK $299.00 12535000804824
03/14/11 PHO IPHONE 4 32GB BLK $299.00 12654003155256
I 03/09/11 PHO LGE C900 BLK UMTS $ 99.00 12498000862260
03/22/11 PHO IPHONE 4 32GB BLK $299.00 12648003598390
04/20/11 PHO SAMA847 GRY UMTS $ 49.99 35401804847956
1 08/25/11 PHO IPHONE 4 32GB BLK $299.00 12844006194580
11/03/11 PHO IPHONE 4S 64GB BLK $399.99 13005001785264
I 11/03/11 PHO IPHONE 45 64GB BLK $399.99 13007007944358
11/03/11 PHO IPHONE 4S 64GB BLK $399.99 13004006082363
11/11/11 PHO IPHONE 45 64GB WHT $399.99 12936000225046
I 11/18/11 PHO IPHONE 4S 64GB BLK $399.99 12940004749522
11/18/11 PHO IPHONE 4S 64GB BLK $399.99 12936009307035
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I 11/18/11 PHO (PHONE 4S 64GB BLK $399.99 12937001116275
11/22/11 PHO (PHONE 4S 64GB BLK $399.99 13030004213064
12/12/11 PHO (PHONE 4S 64 GB WHT $399.99 13030006363487
I 01/18/12 PHO IPHONE 4S 64GB BLK $399.99 13041001993624
10/20/11 COM IPAD2 APL 64GB 3G WHT $829.99 12799000425457
11/08/11 COM IPAD2 APL 64GB 3G WHT $829.99 12802003102204
1 12/05/11 COM IPAD2 APL 64GB 3G BLK $829.99 12804008982150
12/12/11 COM IPAD2 APL 64GB 3G WHT $829.99 12924002121025
I 12/12/11 COM IPAD2 APL 64GB 3G WHT $829.99 12925009265129
12/22/11 COM IPD2 APL 64GB 3G BLK $829.99 12928003339346
11/15/10 Apple iPad I (Original) $829.00 12326001774749
I Various Apple iPad Docking Station (WH) $ 69.00 NA
Various Apple Wireless KeyBoard (WH) $ 69.00 NA
10/20/11 Frogz iPad2 Case (PK) $ 26.24 NA
1 03/21/11 Apple Magnetic Cover (RD) $ 69.00 NA
Various Apple iPadl Cover $ 39.00 NA
I Various Car Charger with USB Port 16 Pin $ 39.95 NA
The Technical Services Senior Administrator handled the ordering of cellular telephones, iPads,
I iPhones and accessories, the receipt of the equipment, as well as the physical control of on -hand
cellular phones, iPads, iPhones and accessories. She was also responsible for the approval of cellular
service bills for submittal to the Clerk's Finance Department for payment. The Deputy County
I Administrator did sign off on the cellular bills before submittal to the Clerk's Finance Department
for payment but did not perform any review of the detail expenditures. An important control over
the procurement process is the separation of incompatible duties and functions. For example, the
I employee responsible for placing orders should not also receive the merchandise and be responsible
for charging the items to various departments when submitting the invoice for payment. A control
environment that does not separate duties invites fraud.
1 Monroe County Personnel Policy and Procedures Section 1.05 Code of Ethics Section B states
"Employees may not, either directly or indirectly, use their official position with the County or
I information obtained in connection with their employment for private gain for themselves or
others."
I Monroe County Management has written administrative procedures during the audit to strengthen
internal control over the procurement and disposal of technical service equipment.
I The Office of the State Attorney 16th Circuit Investigator's final worksheet is located on pages
eleven and twelve. The SAO convened a grand jury to review this matter and the grand jury issued a
report.
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I Recommendation(s):
1. The report issued by the grand jury should be reviewed and recommendations implemented
where the BOCC deems appropriate.
I 2. The BOCC should develop policy for the management and safeguarding of certain County
equipment purchases under the fixed asset inventory threshold of $1,000.
3. There should be a separation of duties concerning technical service equipment purchases,
receiving and recording.
County Administrator's Response:
I On page 10, first paragraph, of the audit report, the County Administrator wishes to clarify the
statement that the Deputy County Administrator "did not perform any review of the detailed
I expenditures." The Deputy County Administrator did, in fact, review the detailed expenditures
of the AT &T Cellular bills and frequently questioned the Senior Administrator of Technical
Services regarding outstanding balances and related issues. The Senior Administrator informed
I the Deputy County Administrator that she was disputing those charges and that those charges
would be removed. The Deputy County Administrator found this explanation reasonable due to
the fact that invoices from many County departments have outstanding balances due in part to the
1 time involved in processing invoices for payment.
1. The report issued by the grand jury should be reviewed and recommendations
1 implemented where the BOCC deems appropriate.
The County Administrator has reviewed the report and agrees that recommendations from the
1 report as deemed appropriate by the BOCC should be implemented. The County
Administrator will: (1) propose that the BOCC enact a stipend program; (2) request that the
Clerk's Office inventory certain assets, such as cellular phones and tablets, that cost less than
1 $1,000, in the same manner as it does for assets above this threshold; (3) improve the asset
management processes of Technical Services Department; and (4) implement a Fraud
Prevention Hotline through the Clerk's Office.
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2. The BOCC should develop policies for the management and safeguarding of certain
I County equipment purchases under the fixed assets inventory threshold of $1,000.
The County Administrator agrees that policies for the management and safeguarding of
I certain County equipment purchases under the fixed asset threshold of $1,000 as deemed
appropriate by the BOCC should be implemented.
I It is the intention of the County Administrator to propose policies to the BOCC governing the
safeguarding and management of these assets that currently fall below the fixed asset
inventory threshold of $1,000. Costs associated with the purchase of computers have
I dropped dramatically in the past several years such that PC's and laptops cost several
hundred of dollars below the $1,000 threshold. It is important that these assets continue to be E
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tracked and that tablets and cellphones be tracked as well. The County Administrator will
propose that the Board request that the Clerk's Office to provide for the tracking of all
cellular telephones, tablets, personal computers and laptops including those that are below the
$1,000 threshold. The County Administrator believes these devices should be inventoried
and tracked the same way that other fixed assets that are above the $1,000. The
Administrator recognizes that the Clerk's office will need additional funding to provide this
service should the Clerk agree to the BOCC's request and the Administrator will request that
the Board providing this funding to the Clerk's Office for this purpose.
' 3. There should be a separation of duties concerning technical service equipment
purchases, receiving and recording.
1 The County Administrator's office addressed this issue in March of 2012. Effective March 8,
2012, the Deputy County Administrator implemented Administrative Instruction 5700
Cellular Device Equipment — Ordering Delivery and Assignment. This instruction provides
1 for new procedures that provide comprehensive policies for ordering, receiving and recording
cellular equipment. The instruction provides an updated cellular telephone request form that
requires an employee to secure the signature of their Department Head or Division Director
1 on this form that is then reviewed and signed by the Deputy County Administrator.
At that point, the Deputy County Administrator would order the telephone. Two Technical
Services staff members have been designated in writing to receive all deliveries and both
must sign for said delivery. After signing, they must open the box, inspect the equipment,
and immediately enter the serial number of each piece of equipment into the Technical
Services inventory list.
1 Subsequent to this instruction, policies were tightened further as the scope and breadth of
missing equipment became apparent. Orders for all equipment including cellular telephones
and tablets must originate from a County Purchase Order (PO) and follow the standard
1 County purchasing policies and procedures.
The County Administrator recognizes that two key issues need to be addressed relating to
these issues. First, prior to these changes outlined above, the County was ordering cellular
telephones and tablets via an email sent to AT &T by the Senior Administrator of Technical
Services that specified the equipment requested and provided information as to whom it was
1 for or whether it was new service, etc. This equipment order was then included on our
monthly wireless bill from AT &T as a line item. Because she was requesting this equipment
directly from AT &T and including it on invoices that weren't always thoroughly reviewed,
' she was able to then sell these devices in a private transaction. Using our standard
purchasing policy and ordering this equipment via PO creates an additional layer of oversight
' and records to ensure that Department Heads and Division Directors are made aware that
their employees will receive new or updated equipment. The PO will include the name of the
requesting department and the name of the employee to whom the equipment will be
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1 assigned. The Deputy County Administrator will take further action requiring Department
Heads and Division Directors to review monthly billings relating to cellular telephones in the
Clerk's Finance system.
1 The second issue related to the time gap between when a cellular telephone was received by
Technical Services and it was entered into the inventory system. It would be entered into the
' system once it was assigned to an employee. This was a mistake that further enabled the
Senior Administrator to misappropriate devices to sell privately avoiding detection.
Administrative Instruction 5700 addresses this issue, as it requires the serial number for any
' device be immediately placed into the inventory system upon receipt of that device. The
County Administrator will propose to the BOCC that it request that the Clerk's Office
inventory these devices at the time that they are received into Technical Services.
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1 SAO INVESTIGATOR FINAL WORKSHEET
IPHONES
PURCHASE SERIAL 1
DATE ITEM DESCRIPTION PRICE IMEI NUMBER Disposition
I 1 10/21/10 PHO (PHONE 4 32GB BLK $299.00 12416005335413 850413DUA4T Identified
2 10/21/10 PHO (PHONE 4 32GB BLK $299.00 12429005003956 850410MCA4T Identified
3 10/21/10 PHO IPHONE 4 32GB BLK $299.00 12418007727654 8504142QA4T Identified
I 4 10/21/10 PHO IPHONE 4 32GB BLK $299.00 12426007286837 850410UFA4T Identified
5 10/21/10 PHO (PHONE 4 32GB BLK $299.00 12424002578225 83042ALUA4T Unidentified
1 6 01/05/11 PHO IPHONE 4 32GB BLK $299.00 12538004261488 87022KYRA4T Identified
7 02/03/11 PHO (PHONE 4 32GB BLK $299.00 12541004397153 85103XKQA4T Identified
8 02/22/11 PHO IPHONE 4 32GB BLK $299.00 12646003243645 87106MDXA4T Identified
II 02/25/11 PHO IPHONE 4 32GB BLK $299.00 12658000506338 85108KL1A4T Identified
10 02/25/11 PHO IPHONE 4 32GB BLK $299.00 12649003058955 85108KQLA4T Identified
I 11 03/28/11 PHO IPHONE 4 32GB BLK $299.00 12651002933154 801113UGA4T Identified
12 04/04/11 PHO IPHONE 4 32GB BLK $299.00 12650009775444 871066Y2A4T Identified
13 06/24/11 PHO IPHONE 4 32GB BLK $299.00 12744007448870 861242UCA4T Identified
I 14 07/14/11 PHO IPHONE 4 32GB BLK $299.00 12744001450559 88126Q1CA4T Identified
15 07/18/11 PHO IPHONE 4 32GB BLK $299.00 12836007279147 87128JFFA4T Identified
I 16 08/23/11 PHO IPHONE 4 32GB BLK $299.00 12851003981992 86129EKGA4T Unidentified
17 10/12/11 PHO IPHONE 4 32GB BLK $199.00 12838009856526 881346VFA4T Unidentified
18 11/03/11 PHO IPHONE 4S 64GB BLK $399.99 13004000294964 DNPGM3Q2DTDK Identified
I 19 11/22/11 PHO IPHONE 4S 64GB BLK $399.99 13031006273841 C39GQ8ZJDTFK Unidentified
20 12/13/11 PHO (PHONE 4S 64GB BLK $399.99 13033007715697 C39GRON6DTDK Identified
21 01/10/12 PHO IPHONE 4S 64GB BLK $399.99 13042006284126 DNPGY9ZMDTDK Unidentified
I
22 01/18/12 PHO (PHONE 4S 64GB BLK $399.99 13043001492862 DNPGYB5MDTDK Identified
23 11/18/11 Apple iPhone 4S $399.99 12937001116275 DNPGJFDQDTDK Identified
I 24 12/12/11 Apple iPhone 45 $399.99 13030006363487 DNPGQ45HDTDR Identified
25 03/14/11 Apple iPhone 4S $399.99 12654003155256 86110C1MA4T Identified
26 11/11/11 Apple iphone 4S $399.99 12936000225046 DNPGDOGQDTDR Identified
27 11/03/11 Apple iphone 4S $399.99 13004006082363 DNPGM3YCDTDK Identified
28 11/22/11 Apple iPhone 4S $399.99 13030004213064 C39GQ9K7DTDK Identified
I 29 UNK Apple iPhone 4S $399.99 12936009307035 DNPGJCE4DTDK Identified
30 11/18/11 Apple iPhone 4S $399.99 12940004749522 DNPGJESODTDK Identified
31 08/25/11 Apple iPhone 4 $299.00 12844006194580 861299MWA4T Identified
k i 32 11/03/11 Apple iPhone 4S $399.99 13007007944358 DNPGM336DTDK Identified
14
PURCHASE SERIAL
DATE ITEM DESCRIPTION PRICE IMEI NUMBER Disposition
33 11/03/11 Apple iPhone 4S $399.99 13005001785264 DNPGM3DFDTDK Identified
34 03/22/11 Apple iPhone 4 $299.00 12648003598390 84111M4LA4T Identified
. 35 01/05/11 Apple iPhone 4 $299.99 12535000804824 870227NEA4T Identified
36 01/10/12 Apple iPhone 4S $399.99 13041001993624 DNPGY7RHDTDK Identified
37 07/14/11 Apple iPhone 4 $299.00 12745000336970 88126PSZA4T Identified
... 38 03/09/11 LG C900 $99.99 12498000862260 011KPDT086226 Identified
39 08/08/10 Apple iPhone 4 $199.00 12419003391198 810318YSA4S Identified
40 08/05/10 Apple iPhone 4 $199.00 12421000071146 82031WW4A4S Identified
IPADS
PURCHASE
DATE DESCRIPTION PRICE IMEI SERIAL Disposition
41 06/27/10 IPAD $829.00 12330003738314 V50263EFETV Identified
42 03/26/11 IPAD 2 $829.00 12670001323415 DQTFG4XMDFJ3 Identified
43 05/13/11 IPAD 2 $829.00 12668006912752 DLXFD1VJDKNY Identified
44 07/13/11 IPAD 2 $848.00 12799004416189 DN6FVBFCDFJ3 Identified
45 08/24/11 IPAD 2 $729.00 12800006946957 DN6G6M9MDFJ2 Identified
46 12/05/11 Apple iPad II $829.99 12804008982150 DMPG4OZLDFJ3 Identified
47 12/12/11 Apple iPad II $829.99 12924002121025 DN6GNVU5DKNY Identified
48 12/12/11 Apple iPad II $829.99 12925009265129 DN6GNWPUDKNY Identified
49 12/22/11 Apple iPad II $829.99 12928003339346 DN6GMRBBDFJ3 Identified
' 50 11/08/11 Apple iPad II
51 10/20/11 Apple iPad II $829.99 12802003102204 DN6G58HQDKNY Identified
$829.99 12799000425457 DN6G646YDKNY Identified
52 11/15/10 Apple iPad I (Original) $829.00 12326001774749 V5044V7AETV Identified
Yellow = Equipment Lost
Blue = Equipment Recovered
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I B. I Pads, iPhones and other equipment that cannot be located.
Finding
In the second phase of the investigation, the Clerk's Internal Audit Department began an audit of all
I purchases made for approximately the last two and one -half fiscal years by the Technical Services
Department. An investigation was initiated by the Deputy County Administrator and the County
Attorney's Office after a County employee discovered that the department was charged incorrectly
I for cellular service that the department did not receive. The County referred the matter to the SAO
after it was determined that there was equipment missing. Refer to Finding A. Purchase amounts
shown on the expenditure audit trail for Technical Services Operating Supplies (cost center 05002,
I account #530520) and Technology Replacement Operating Supplies (cost center 05003, account
#530520) were traced to the check and invoice documentation. If items were found missing that
was purchased from a particular source, the audit was expanded to include additional time periods
I for purchases from that source. Purchases of the missing items under $1,000 were made with the
Sears Commercial One account, with purchase orders, on the County issued Purchase Cards and on
the AT &T Mobility bill. See Exhibit E — Other missing items. E -mails dated February 22, 2007
I between the Deputy County Administrator, the Clerk's Finance Department and the County Budget
Director state that all telephone invoices that Lisa Druckemiller has authorization to process may be
submitted via an audit slip. Submission via an audit slip is more appropriate than a purchase order
I for these services, considering the magnitude of accounts in which the payments are broken down.
Utility bills do not require purchase orders; however, iPad, iPhone or other equipment purchases
should be ordered separately and be individually invoiced. The purchases for iPads and iPhones
I were invoiced in bulk in a large cumbersome monthly AT &T Mobility billing, thereby circumventing
the Purchasing Policy Procedure. See Exhibit F — E -Mails exempting telephone bills from purchase
order requirements.
I The Internal Auditors tried to verify the location and the employee using the equipment for all
iPads, iPhones, cellular phones, laptops and computers that were purchased for a cost under $1,000.
I International Mobile Equipment Identity (IMEI) numbers, serial numbers, and phone numbers of
each device that could be located were verified for each purchase made and compared to the AT& T
billing for service.
Items that cost over $1,000 are inventoried and tagged as Monroe County property and the
equipment is not deleted from the fixed asset list until the deletion is approved by the Board of
I County Commissioners. The Clerk's property employee began an inventory audit of all equipment
over $1,000 under the control of the Technical Services Department. Refer to Finding K — Tangible
personal property recorded on the fixed asset inventory.
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I The following equipment could not be located by the Internal Auditors and the disposition after
State Attorney and Internal Audit investigation is noted:
iPhone
I PURCHASE PURCHASED
DATE ITEM DESCRIPTION PRICE IMEI SERIAL FROM DISPOSITION
10/21/10 PHO IPHONE 4 32GB BLK $ 299.00 12416005335413 850413DUA4T AT &T Mobility IDENTIFIED
I 10/21/10 PHO IPHONE 4 32GB BLK $ 299.00 12429005003956 850410MCA4T AT &T Mobility IDENTIFIED
10/21/10 PHO (PHONE 4 32GB BLK $ 299.00 12418007727654 8504142QA4T AT &T Mobility IDENTIFIED
10/21/10 PHO (PHONE 4 32GB BLK $ 299.00 12426007286837 850410UF4T AT &T Mobility IDENTIFIED
1 10/21/10 PHO (PHONE 4 32GB BLK $ 299.00 12424002578225 83042ALUA4T AT &T Mobility MISSING
01/05/11 PHO IPHONE 4 32GB BLK $ 299.00 12538004261488 87022KYRA4T AT &T Mobility IDENTIFIED
02/03/11 PHO IPHONE 4 32GB BLK $ 299.00 12541004397153 85303XKQA4T AT &T Mobility RECOVERED
I 02/22/11 PHO IPHONE 4 32GB BLK $ 299.00 12646003243645 87106MDXA4T AT &T Mobility IDENTIFIED
02/25/11 PHO (PHONE 4 32GB BLK $ 299.00 12658000506338 85108KL1A4T AT &T Mobility IDENTIFIED
I 02/25/11 PHO IPHONE 4 32GB BLK $ 299.00 12649003058955 85108KQLA4T AT &T Mobility IDENTIFIED
03/28/11 PHO (PHONE 4 32GB BLK $ 299.00 12651002933154 801113UGA4T AT &T Mobility IDENTIFIED
04/04/11 PHO (PHONE 4 32GB BLK $ 299.00 12650009775444 871066Y2A4T AT &T Mobility IDENTIFIED
1 06/24/11 PHO (PHONE 4 32GB BLK $ 299.00 12744007448870 861242UCA4T AT &T Mobility IDENTIFIED
07/14/11 PHO (PHONE 4 32GB BLK $ 299.00 12744001450559 88126Q1CA4T AT &T Mobility IDENTIFIED
07/18/11 PHO (PHONE 4 32GB BLK $ 299.00 12836007279147 87128JFFA4T AT &T Mobility IDENTIFIED
I 08/23/11 PHO (PHONE 4 32GB BLK $ 299.00 12851003981992 86129EKGA4T AT &T Mobility MISSING
10/12/11 PHO (PHONE 4 32GB BLK $ 199.00 12838009856526 881346VFA4T AT &T Mobility MISSING
I 11/03/11 PHO (PHONE 45 64GB BLK $ 399.99 13004000294964 DNPGM3Q2DTDK AT &T Mobility IDENTIFIED
11/22/11 PHO (PHONE 45 64GB BLK $ 399.99 13031006273841 C39GQ8ZJDTFK AT &T Mobility MISSING
12/13/11 PHO (PHONE 45 64GB BLK $ 399.99 13033007715697 C39GRON6DTDK AT &T Mobility IDENTIFIED
I 01/10/12 PHO (PHONE 4S 64GB BLK $ 399.99 13042006284126 DNPGY9ZMDYDK AT &T Mobility MISSING
01/18/12 PHO (PHONE 45 64GB BLK $ 399.99 13043001492862 DNPGYB5MDTDK AT &T Mobility IDENTIFIED
22 (PHONES TOTAL $ 6,982.95
1
iPad
� ` �� - r'�'aa 'fir � i v r '� � � ��
4 3
06/27/10 IPAD $ 829.00 12330003738314 V50263EFETV APPLE STORE IDENTIFIED
1 03/26/11 IPAD 2 $ 829.00 12670001323415 DQTFG4XMDFJ3 APPLE STORE IDENTIFIED
05/13/11 IPAD 2 $ 829.00 12668006912752 DLXFD1VJDKNY APPLE STORE RECOVERED
07/13/11 IPAD 2 $ 848.00 12799004416189 DN6FVBFCDFJ3 APPLE STORE RECOVERED
1 08/24/11 IPAD 2 $ 729.00 12800006946957 DN6GM9MDFJ2 AT &T (305)587-
7853 RECOVERED
5 IPADS TOTAL $ 4,064.00
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1 Other Missing Equipment
I PURCHASE
DATE ITEM DESCRIPTION PRICE SERVICE TAG # PURCHASED FROM DISPOSRION
SONY CAMERA $ 269.99 Sears Commercial One MISSING
12/03/08 SONY CASE $ 14.99 Sears Commercial One MISSING
I MEMORY STICK 2GB $ 29.99 Sears Commercial One MISSING
07/07/08 PANASONIC CORDLESS PHONE $ 139.99 Sears Commercial One MISSING
I BAG $ 24.99 Sears Commercial One MISSING
11/17/08 SONY DVD -R $ 15.99 Sears Commercial One MISSING
SONY CAMCORDER $ 549.99 Sears Commercial One MISSING
I SONY CAMERA $ 179.99 Sears Commercial One MISSING
02/27/09 SONY CASE $ 19.99 Sears Commercial One MISSING •
4GB MEMORY STICK $ 39.99 Sears Commercial One MISSING
•
I SONY CAMERA $ 179.99 Sears Commercial One MISSING
SONY CAMCORDER $ 227.97 Sears Commercial One MISSING
DVD -R 8 PACK $ 19.99 Sears Commercial One MISSING
I 06/19/09
4GB SONY MEMORY STICK $ 29.99 Sears Commercial One MISSING
SONY CASE $ 18.99 Sears Commercial One MISSING
I SONY CASE $ 28.49 Sears Commercial One MISSING
1 SONY DIGITAL CAMERA $ 249.99 Sears Commercial One MISSING •
2 4GB SONY MEMORY STICK $ 69.98 Sears Commercial One MISSING
I 06/28/10 1 SONY CASE $ 19.99 Sears Commercial One MISSING
1 SONY HD CAMCORDER $ 499.99 Sears Commercial One MISSING
1 CAMERA CASE BLACK MED $ 9.99 Sears Commercial One MISSING
I 2 CANON PWRSHOT CAMERA $ 739.98 Sears Commercial One MISSING •
•
07/28/10 2 CAMERA CASE $ 39.98 Sears Commercial One MISSING
•
2 MEMORY CARD $ 48.98 Sears Commercial One MISSING
I 12/14/10 2 PANASONIC PHONES $ 179.98 Sears Commercial One MISSING
11/07/11 ACER GAMERS 23.6" LCD $ 360.95 Office Depot MISSING
MONITOR
1 11/03/09 SANUS MT25 BS TILTING WALL
MOUNT $ 52.99 Amazon MISSING
11/02/09 SAMSUNG 32 INCH HD LCD TV $ 719.00 Amazon MISSING
08/03/10 2 OPTIPLEX 780 DESKTOP $ 922.08 CMWLMM1 Dell MISSING
COMPUTER $ 922.08
CMXNMM1 Dell MISSING
•
$ 984.00 5SJYYJ1 Dell LOCATED
I 04/07/10 2 LATITUDE E5400 NOTEBOOK
$ 984.00 GRJYYJ1 Dell LOCATED
OTHER MISSING EQUIPMENT
TOTAL $ 8,595.28
I
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The Technical Services Senior Administrator handled the ordering of cellular telephones, iPads,
iPhones and accessories, the receipt of the equipment, as well as the physical control of on -hand
cellular phones, iPads, iPhones and accessories. The iPhones, iPads and accessories were kept in the
' Technical Services Senior Administrator's office. Interviews with Technical Services employees
revealed that she did not want her staff to open the boxes as they were received. The Senior
Administrator was also responsible for the approval of cellular service bills for submittal to the
Clerk's Finance Department for payment. The Deputy County Administrator did sign off on the
cellular bills before submittal to the Clerk's Finance Department for payment.
' The internal controls over the equipment did not ensure that there was a proper segregation of
duties between purchasing, receiving, recording and the custodial function. An important control
over the procurement process is the separation of incompatible duties and functions. For example,
' the employee responsible for placing orders should not also receive the merchandise and be
responsible for charging the items to various departments when submitting the invoice for payment.
A control environment that does not separate duties invites fraud and deception.
f The County may be covered for some of these losses under a fidelity bond. A fidelity bond is a
form of insurance protection that covers policyholders for losses they incur as a result of dishonest
acts of its employees.
Recommendation(s):
1. Monroe County Management should research whether any of the missing items are covered
under any insurance policies, such as the fidelity bond.
2. Internal controls for purchases and inventory control by the Technical Services Department
should be strengthened and separation of duties instituted.
3. The BOCC may wish to consider a stipend system for iPhone and iPads to reimburse employees
in positions with job duties that require the employee to carry an iPad or iPhone for County
' business.
4. The BOCC and the Clerk's Office may wish to consider implementing a fraud hotline through
the Internal Audit Department.
County Administrator's Response:
Previously, cellular telephone equipment was exempt from purchase order requirements. This
' was changed as outlined above so that the acquisition of cellular telephones must follow standard
County purchase policy procedure.
1. Monroe County Management should research whether any of the missing items are
covered under any insurance policies, such as the fidelity bond.
' The County Administrator agrees with this recommendation and has already researched this
issue. Risk Management will replace County issued cellular telephones and iPads unless they
' are defective. Once a unit has been lost, stolen or broken, an incident report reporting
damage to County owned property is filed with Risk. Upon approval, Risk will prepare a PO
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' to replace the unit and the Deputy County Administrator will then order the replacement unit.
The PO must include the name of the department and the name of the employee to whom the
equipment will be assigned. For those items listed as missing, staff is in the process of
preparing the documentation to file such claims.
2. Internal controls for purchases and inventory control by the Technical Services
1 Department should be strengthened and separation of duties instituted.
The County Administrator agrees with this recommendation and has put in place the
' additional controls outlined in Administrative Instruction 5700 coupled with policy changes
that these devices will only be ordered via a PO and must follow standard County purchasing
policies and procedures. The request to purchase and the PO must include the name of the
' department and the name of the employee to whom the equipment will be assigned. The
County Administrator will update Administrative Instruction 5700 to reflect these additional
measures.
' 3. The BOCC may stipend system to consider a sti end s stem for iPhone and iPads to reimburse
employees in positions with job duties that require the employee to carry an iPad or
1
iPhone for County business.
The County Administrator agrees with this recommendation and has begun discussions with
the Commission regarding a stipend. The County Administrator will recommend that the
BOCC use a stipend program. The County Administrator will put forward a program that
reimburses employees who must carry these devices. The County Administrator will propose
a stipend program that provides a fixed monthly dollar amount for employees at several
levels. The first level is for an employee that must reachable by cellular telephone or text but
does not require access to email or the Internet. This employee would receive a monthly
stipend of $50 per month and a bi- annual hardware allowance of $100 towards the purchase
of a cell phone. An employee who must also be reachable via email would receive a monthly
' stipend of $100 per month and a bi- annual hardware allowance of $200 towards the purchase
of a smartphone.
1 4. The BOCC and the Clerk's Office may wish to consider implementing a fraud hotline
through the Internal Audit Department.
The County Administrator agrees with this recommendation and will recommend to the
BOCC that this be done. The County Administrator will work with the Internal Audit
Department to develop anonymous reporting procedures via telephone and email as well as
proper notification procedures once a tip has been reported. This notification procedure
should identify who will be notified and what actions will be required of all parties, etc.
1
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I C. Some of the missing or impounded iPads had cellular service activated
Finding:
I After Monroe County started the internal investigation of the iPhones and iPads, the Deputy County
Administrator had the following iPad billing numbers disconnected from the Monroe County AT&
T Mobility billing on February 23, 2012 because the iPads had been designated as allegedly
I misappropriated:
iPad turned into SAO Service Amount Paid
iPad number by By County Cost Center Charged
I 305-304-3247 Lisa Druckemiller $130.00 Technical Services
305-393-7296 William Riech 82.94 Technical Services
305 - 395 -2876 Hank Kokenzie 44.20 Guardian Ad Litem
31.46 Technical Services
I 305 - 394 -2789 Hank Kokenzie 40.04 Engineering Marathon
35.62 Technical Services
I Initially charged to Fire
305 - 587 -7168 Hank Kokenzie 29.38 Rescue*
I 35.62 Technical Services
*This was the charge that the Fire Rescue employee inquired about and which started the
investigation by the County. The amount incorrectly charged of $29.38 was then reclassified to
I Technical Services.
I The Technical Services Senior Administrator had one number disconnected on one of the missing
iPads (cost $729) on February 22, 2012 before she retired.
iPad turned into SAO Service Amount Paid
I iPad number by
Missing By County Cost Center Charged
305-587-7853 $187.72 Guardian Ad Litem
1 Upon examination of the AT &T billing by Internal Audit for the period February 20, 2012 through
March 19, 2012, an additional iPad billing number was disconnected on March 23, 2012:
I iPad number iPad turned into SAO Service Amount Paid
by By County Cost Center Charged
305 - 407 -0380 Roman Gastesi $138.58 Guardian Ad Litem
1
When an iPad was purchased from AT &T, service was required. The total service paid by the
I County for the missing or impounded iPads was $755.56. These iPad service charges should not
have been charged to Monroe County expense accounts.
I According to the County Administrator's response to the Audit Report of Monroe County Cellular
Telecommunications Policies and Procedures dated April 5, 2010, " IPhones ordered by Technical
Services are activated by the Senior Systems Analyst in Key West, not the Senior Administrator of
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' Technical Services. These phones require activation through a special copy of Apple's iTunes
software to which the Senior Administrator of Technical Services does not have access."
' Department Directors were not provided access to their department's telephone bill charges for
review on a monthly basis to verify charges to their cost centers, which could include service charges
as well as equipment charges. See Exhibit G — AT & T Mobility invoice with misappropriated
equipment and service charges. The County Administrator further stated in his response "Review
of cellular telephone billings by the Senior Administrator of Technical Services, with signatory
authority by the Deputy County Administrator is sufficient review for cellular telephone billing."
' See Exhibit H — County Administrator's Response to 2010 Audit Report of Monroe County
Telecommunications Policies and Procedures. However, Administrative Instruction 4405 written
after the audit response requires County Divisions and Departments to authorize the purchase of
' tablets, acquire cellular data plans for enabled tablets, along with securing permission for credit card
payments of said data plan, and processing monthly invoices in a timely manner, and monitor usage
of tablets by employees to ensure compliance with the County's internet usage policy. See Exhibit I
' — Monroe County Administrative Instruction 4405. The County has changed data plans, and the
monthly data plan is charged on the AT &T Mobility invoice. Administrative Instruction 4405
should be updated to include the changes to the data plan billing process.
1 E -mails dated February 22, 2007 between the Deputy County Administrator, the Clerk's Finance
Department and the County Budget Director state that all telephone invoices that Lisa Druckemiller
has authorization to process may be submitted via an audit slip. Submission via an audit slip is more
appropriate than a purchase order for these services considering the magnitude of accounts in which
the payments are broken down. See Exhibit F — E -mails exempting telephone bills from purchase
' order requirements. The controls over senior management activities did not ensure that an
independent process was in place to minimize the risk of circumventing normal lines of authority.
Such invoices will be from but not limited to Bell South, Cingular, Nextel, Verizon and AT &T.
The monthly AT &T Mobility bill which includes electronic equipment purchases, could be
electronically posted or e- mailed, thus allowing department directors to review charges made to their
cost centers and charges for which they are held responsible.
' Recommendations :
1. Department Directors should review their department's telephone bill for data plan employee
usage, equipment purchases, and charges on a monthly basis in accordance with Monroe County
Administrative Instruction 4405 (5a).
2. An evaluation should be completed to determine if the iPhones and iPads are an effective tool
' for County employees, considering such items as position, cost, need, employee usage and
replacement costs.
3. Reimbursement of the $755.56 should be pursued from the County employees.
' 4. Monroe County Administrative Instruction 4405 (5b) — Tablet Computing (iPad) Usage should
be followed by Technical Services.
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County Administrator's Response:
1. Department Directors should review their department's telephone bill for data plan
employee usage, equipment purchases, and charges on a monthly basis in accordance
' with Monroe County Administrative Instruction 4405 (5a).
The County Administrator agrees with this recommendation and will implement controls to
ensure that these reviews are taking place. The County Administrator will direct Technical
Services to meet with the Department heads to review billing and technical purchase made by
that department. This will ensure that the Department directors are aware of the technology
' purchases and billings associated with their telephones and other equipment. Furthermore,
this will help increase the timeliness of bill payment because any issues or problems with
billings will be handled regularly.
' 2. An evaluation should be completed to determine if the iPhones and iPads are an
effective tool for County employees, considering such items as position, cost, need,
1 employee usage and replacement costs.
The County Administrator agrees with this recommendation and will perform this evaluation.
' The County Administrator will direct Technical Services to provide information relating to
the current smartphone and tablet users with equipment issued by the County. The County
Administrator will review each employee and their current functions to determine if having
an iPhone and /or an iPad is required for their position. This evaluation will occur even if a
stipend program is implemented, as it will determine what level of stipend the employee will
' receive.
3. Reimbursement of the $755.56 should be pursued from the County employees.
1 The County Administrator agrees with this recommendation and will seek reimbursement
from the employees who received these services. The County Administrator will report to
the BOCC when these funds have been reimbursed to the County.
4. Monroe County Administrative Instruction 4405 (5b) — Tablet Computing (iPad) Usage
1 should be followed by Technical Services.
The County Administrator agrees with this recommendation and recognizes that Technical
1 Services did not properly perform their responsibilities relating to iPad usage. The County
Administrator will require that Technical Services follow 4405 (5b). The County
Administrator will give Technical Services until December 31, 2012 to fully implement their
responsibilities paying particular attention to the detailed inventory list working in
cooperation with the Clerk's Office.
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D. Twenty -eight iPads were purchased through Monroe County; twelve were not valid
purchases.
IMO
' Finding:
Monroe County Administrative Instruction 4405 — Tablet Computing (iPad Usage) effective
May 30, 2011 states "Monroe County provides tablet computers such as the Apple iPad, to
' identified County personnel to enable highly mobilized computing in a lightweight, easy- to- use
platform, at a reasonable cost. Utilization of County equipment for personal gain or convenience
is a violation of County Policies and Florida Statutes." There were twenty eight iPads purchased
' through Monroe County for a cost of $22,914.94. Of these twenty- eight iPads, twelve were not
purchased for County use (cost $9,872.94), ten were allegedly misappropriated and recovered by
the SAO, two were identified but not recovered. Overnight shipping was also charged for three
' iPads, the cost of $58 ($19 per item shipped). See Exhibit J — IPad Schedule. The other fifteen
iPads were for County employees (cost $10,815). Two of the valid iPads do not have service.
The Technical Services Senior Administrator returned her iPad to Monroe County when she
' retired.
The remaining valid iPad purchase was for Board of County Commissioner Heather Carruthers.
' She was eligible to receive a County iPad; however, she did not want the taxpayers to pay for the
equipment. The equipment was ordered through the County and she issued personal check
number 247 directly to Bank of America (County's purchase card provider) for $829 on August
18, 2010. Since this iPad is not owned by the County, it was not an exempt sale, therefore, sales
tax is due and the payment is the responsibility of the owner. She also paid for her own wireless
service for the iPad. See Exhibit K — Commissioner Heather Carruthers personal check.
' Mayor Rice did not purchase his personal iPad through Monroe County. Mayor Rice has
provided a copy of his personal invoice and credit card receipt from Apple for $891.18 which
included sales tax of $62.18 dated November 17, 2010 to the SAO. See Exhibit L — Mayor
Rice's personal invoice and credit card receipt.
Of the twelve iPads not purchased for County use, seven were purchased on the AT &T Mobility
invoice, and the other five were purchased using County purchase cards. As stated in previous
findings, the only signatures /authority required for payment of the AT &T Mobility invoice was
the Technical Services Senior Administrator and the Deputy County Administrator. The Deputy
County Administrator did not perform any review of the invoice only signing for approval of the
dollar amount. The County Administrator's response in the Audit Report dated April 5, 2010 is
"The County Administrator is satisfied with the distribution of responsibilities with regards to
cellular telephones. Review of cellular telephone billing by the Senior Administrator of Technical
Services with signatory authority by the Deputy County Administrator is sufficient review for
cellular telephone billing."
' The iPads purchased on the County purchase cards �
required the signature of the cardholder and
the Deputy County Administrator. According to the Purchasing Card Policy and Procedures,
the Purchasing Card Administrator (OMB Director) is responsible for reviewing completed
statements from all cardholders, verifying approval of purchases, resolving any questions on the
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purchases, and signing the cover letter that accompanies the statements and forwarding the
completed package with all attachments. The Clerk's Finance Department issued a memo to the
Purchasing Card Program Administrator about issues that were not contemplated when the
Purchasing Card Policies and Procedures were developed. See Exhibit M — Clerk's Finance
Department memo to Purchasing Card Program Administrator. One issue addressed was the
recent incidence of individuals purchase cards being used for purchases benefiting other
' departments. See Exhibit N — Purchasing card documentation for misappropriated iPad. The
Senior Administrator of Technical Services did not have a purchase card. She used other
employee's purchase cards to purchase the equipment. An iPad could be purchased for an
' employee within a department and charged to Technical Services or the department, and the
department director and the employee would have no idea it was purchased and the iPad could
then be misappropriated. She stopped using the purchase cards for iPad purchases and began
purchasing the iPads through AT &T Mobility after the memo was received.
' Accessories bought for the iPads totaled $4,900.63. Internal Auditors were unable to determine
which accessories were purchased for County use. Accessories on hand in the Senior
Administrator's office included four iPad2 Leather Covers, 1 iPad2 Backbone IFGZ case and 1
iPad2 pink case. The cost of iPad accessories on hand was $283.95. See Exhibit 0 — IPad
accessories. In addition to the iPads and accessories, a laptop for $1,758 and related software
' and equipment of $382.95 (Total Cost $2,140.95) was purchased from Apple for the Technical
Services Department.
1 The total expense of the iPads, laptop and accessories to Monroe County was $29,185.58.
The County has been using iPads since their initial purchase in 2010. An evaluation should be
completed to determine if the iPads are an effective tool for County employees. Administrative
Instruction 5700 Cellular Devices & Computer Equipment — Ordering, Delivery and
Assignment was written (March 8, 2012) during the audit to establish policy for ordering,
tracking, inventory and assignment of equipment. County Management has been contemplating
whether a stipend for each employee required to have an iPad would be a more effective way to
cover the cost of equipment and monthly service charge.
' As an example, the City of Ormond Beach has a wireless communication device P Y
olic in which
positions that require the use of an iPad such as significant time away from the office
environment, position supervises /oversees personnel in the field or other essential reasons
County Management warrants the need for the equipment. See Exhibit P — City of Ormond
Beach wireless communication policy.
1 Recommendation(s):
1. County Management should develop and implement a wireless communication device policy
1 and procedure that defines which positions require which type of plan or device.
2. An evaluation should be completed to determine if the iPads are an effective tool for
County employees, considering such items as position, cost, need, employee usage and
1 replacement costs.
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' 3. The BOCC may wish to consider a stipend system for iPhone and iPads to reimburse
employees in positions with job duties that require the employee to carry an iPad or iPhone
for County business.
' 4. Monroe County Administrative Instruction 4405 — Tablet Computing (iPad) Usage should
be followed.
County Administrator's Response:
1. County Management should develop and implement a wireless communication device
policy and procedure that defines which positions require which type of plan or device.
1 The County Administrator agrees with this recommendation and will direct staff to develop
this policy. This review will run concurrently with the evaluation of whether the iPhone or
iPad is an appropriate tool for an employee based on their position. This review should occur
even if the BOCC decides to move towards as stipend program as that will still necessitate a
definition of which level of stipend is required for which position.
2 An vl in h
e a uat o should be completed to determine if the iPhones and iPads are a n
effective tool for County employees, considering such items as position, cost, need,
1 employee usage and replacement costs.
The County Administrator agrees with this recommendation and will perform this evaluation
' as outlined in the County Administrator's response C(2) above.
3. The BOCC may wish to consider a stipend system for iPhone and iPads to reimburse
' employees in positions with job duties that require the employee to carry an iPad or
iPhone for County business.
1 The County Administrator agrees with this recommendation and has begun discussions with
the Commission regarding a stipend. The County Administrator will recommend that the
BOCC use a stipend program for cellular telephones but will continue to treat iPads as
mobile computing devices (i.e., laptop computers) issued by the County. The County
Administrator will put forward a program that reimburses employees who must carry these
1 devices as outlined in County Administrator's Response B(3).
4. Monroe County Administrative Instruction 4405 — Tablet Computing (iPad) Usage
should be followed.
The County Administrator agrees with this recommendation and recognizes that County
employees were not properly following Administrative Instruction. The County
Administrator will require that County employees follow Administrative Instruction 4405.
Furthermore, 4405 will be updated to incorporate any changes as described herein. For
example, at the present time, cellular data plans for iPads no longer require a credit card.
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These charges are included on standard AT &T invoices. Also, the changes in policies
relating to the procurement, tracking and usage will be updated to reflect changes since the
instruction was first developed. The tools used to manage the applications on the iPad have
' changed significantly as well since this instruction was last updated and the portion relating
to third party application must be updated as well. Finally, procedures for inventory will be
changed to include the additional controls discussed above.
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E. Technical Services inventory/tracking system for iPads was not accurate.
Finding:
' The electronic inventory/tracking system for iPads furnished to Internal Audit by Technical
Services was inaccurate. Monroe County Administrative Instruction 4405 — Tablet Computing
(iPad) Usage Section 5a Technical Services (iv) requires that Technical Services maintain a
' complete and updated tablet inventory list. See Exhibit I — Monroe County Administrative
Instruction 4405. The iPads are not inventoried under the County's fixed asset system because
only assets valued at $1,000 or more are tracked by this system pursuant to Florida
' Administrative Code, Threshold for Recording Property, Rule 69I- 73.002. See Exhibit D —
Chapter 69I -73 Florida Administrative Code Tangible Personal Property Owned by Local
Governments.
' The twelve missing /impounded iPads were not on the list because, allegedly, the Senior
Administrator of Technical Services did not give them to the Senior Systems Analyst for input
' into the inventory system. The items were supposed to be entered into the system when the
iPad was issued to an employee. The costs of the iPads are not included on the inventory listing.
The twelve missing /impounded items were never assigned to an employee.
' The first iPad listed on the inventory was not purchased by Monroe County (Serial
#GB024L5ZZ38. It was in a box listed as broken. It was purchased by Rita McMongile (never
' a County employee) on June 25, 2010, according to Apple records. According to the SAO
Investigator, she gave it to her husband and he gave it to their son stationed in Key West. He
had no use for it, so he traded it for a laptop which was advertised on Craig's list. According to
' the SAO investigation, this iPad was later purchased by the Monroe County's Technical Services
Senior System Analyst in Key West. As of June 13, 2012 Internal Audit has not been able to
determine how and why the Senior System Analyst's personal iPad became part of the County's
official inventory tracking system. According to statements provided by Technical Service
employees, this iPad was formerly the County Administrator's.
The County Administrator's current County owned iPad was not listed on the inventory. The
Guardian Ad Litem iPads had been switched within their department, so the assigned employee
was incorrect on the inventory list.
Maintenance of accurate and complete inventory/tracking records for iPads facilitates the
proper safeguarding and reporting of County investment in tangible personal property.
Internal controls need to be reviewed as they evolve over time. The cost of electronic
equipment has decreased significantly; iPads, iPhones, laptops, televisions and desktop
computers are often below the $1,000 threshold. Monroe County was spending from $829 to
$848 when purchasing iPad2's. Accompanying service for these iPads varied and ranged from
$25.00 to $47.06. Considering the dollar amount of the equipment and the service that goes
' along with the equipment, it would be appropriate for recordkeeping purposes to
inventory/track iPads that the County is purchasing. It is also recommended that the equipment
being purchased be evaluated for cost effectiveness, when cheaper iPad models are available at a
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' lesser cost. County Management should consider the option to inventory certain designated
electronic items that are valued under $1,000 to help control cost and the location of in- demand
equipment.
' Recommendation(s):
1. The BOCC should consider the option to inventory certain equipment under the threshold
amount of $1,000.
2. Monroe County Administrative Instruction 4405 — Tablet Computing (iPad) Usage should be
updated to reflect the actual procedures.
1
County Administrator's Response:
1 1. The BOCC should consider an option to inventory certain equipment under the
threshold amount of $1,000.
The County Administrator agrees with this recommendation and will recommend to the
BOCC that they request that the Clerk's Office perform this inventory as outlined in the
County Administrator's Response A(2).
1 2. Monroe County Administrative Instruction 4405 — Tablet Computing (iPad) Usage
should be updated to reflect the actual procedures.
The County Administrator agrees with this recommendation and will update Administrative
Instruction 4405 as outlined in County Administrator's Response D(4).
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I F. Ninety - four iPhones were purchased through Monroe County and thirty -seven were
not valid purchases.
I Finding:
There were ninety -four iPhones purchased through Monroe County from October, 2010 through
February 19, 2012 at a cost of $31,137.68. Fifty -seven iPhones were tracked to authorized County
I users at a cost of $18,557.85. Fourteen iPhones purchased were traced to non authorized users
through the Office of the State Attorney 16th Circuit's subpoena process and are therefore, deemed
to be missing and misappropriated at a cost of $4,488.97. An additional eighteen iPhones have been
I recovered and are in the possession of the SAO. These phones were misappropriated at a cost to
the County of $6,493.88. Five iPhones are missing and could not be identified as valid or
misappropriated which total $1,596.98. Overnight shipping was paid for three iPhones at a cost of
1 $29.90. The Technical Services Senior Administrator returned her iPhone to Monroe County when
she retired.
II Outside of the audit period, two additional iPhones were recovered by the SAO that were purchased
in August 2010 for $398.00 (199.00 each). In addition, one LG C900 phone purchased for $99.99
was recovered by the SAO.
I One of the allegedly misappropriated iPhones was purchased by Board of County Commissioner
Heather Carruthers. Commissioner Carruthers is entitled to a county issued iPhone and service. In
I October, 2009, Commissioner Carruthers purchased a new replacement of her County issued
iPhone. She paid $299.00 for the replacement phone by personal check made out to Monroe
County. Since this iPhone is not owned by the County, it was not an exempt sale, therefore, sales tax
I is due and the payment is the responsibility of the owner. At the end of the October 2009 billing
cycle, Commissioner Carruthers transferred her County issued iPhone service to a personal contract,
which she has been paying for since that time. On January 5, 2011 an iPhone was ordered for
I Commissioner Carruthers from AT &T and billed to the County. Commissioner Carruthers wanted
to pay for the phone as she had in the past. On January 11, 2011 Commissioner Carruthers wrote a
personal check for $99.99 to Lisa Drukemiller for the iPhone. The County was billed $299.00 for
I the iPhone. See Exhibit Q — Board of County Commissioners Heather Carruthers Personal Checks
for iPhones.
1 Accessories purchased for iPhones totaled approximately $14,000. An inventory was conducted by
the auditor on April 2, 2012 and accessories for iPhones on hand at that time totaled approximately
II $2,423. See Exhibit R — IPhone accessories.
As of the AT &T Mobility billing period ending February 19, 2012, there were 93 active County
I iPhone users.
Since the County has been using iPhones since 2009, an evaluation should be completed to
1 determine if the iPhones are an effective tool for County employees. There should be written criteria
on which positions require the use of an iPhone such as significant time away from the office
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environment, position supervises /oversees personnel in the field, or other essential reasons County
Management warrants the need for the equipment.
' Recommendation(s):
1. County management should develop and implement a wireless communication device policy and
procedure that defines which positions require which type of plan or device.
2. An evaluation should be completed to determine if the iPhones are an effective tool for County
employees, considering such items as cost, need, employee usage and replacement costs.
' 3. The BOCC may wish to consider a stipend system for iPhone and iPads to reimburse employees
in positions with job duties that require the employee to carry an iPad or iPhone for County
business.
e
County Administrator's Response:
' 1. County Management should develop and implement a wireless communication device
policy and procedure that defines which positions require which type of plan or
device.
The County Administrator agrees with this recommendation and will direct staff to develop
this policy. This review should occur even if the BOCC decides to move towards a stipend
program as that will still necessitate a definition of which level of stipend is required for
which position.
2. An evaluation should be completed to determine if the iPhones and iPads are an
effective tool for County employees, considering such items as position, cost, need,
employee usage and replacement costs.
The County Administrator agrees with this recommendation and will perform this evaluation
tY g p
as outlined in Response C(2).
3. The BOCC may wish to consider a stipend system for iPhone and iPads to reimburse
employees in positions with job duties that require the employee to carry an iPad or
iPhone for County business.
' The County Administrator agrees with this recommendation and has begun discussions with
the Commission regarding a stipend. The County Administrator will recommend that the
BOCC use a stipend program for these devices as shown in Response B(3). The County
' Administrator will put forward a program that reimburses employees who must carry these
devices.
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' G. Incomplete electronic database, inventory/tracking system for County purchased
cellular telephones.
' Finding:
In the prior Audit Report of Monroe County Telecommunications Policies and Procedures dated
April 5, 2010, it was discovered that there was a lack of inventory /tracking system for County
purchased cellular telephones. Refer to Audit Report of Monroe County Telecommunications
Policies and Procedures dated April 5, 2010. At that time it was recommended that Monroe County
should develop policies and procedures for the management and safeguarding of County issued
cellular telephones and adequate records for iPhone purchases, and assignments must be maintained
to properly account for iPhone inventory. The County Administrator's response was "County staff
is in the process of revising and updating existing policies and procedures for the issuance and use
' of cellular telephones by County employees. County issued cellular telephones do not reach the cost
threshold of $1,000.00 for tracking assets maintained by the County. The County is not required to
maintain an inventory tracking system for cellular telephones. Technical Services maintains an
electronic database for computers, servers, equipment purchase requests, contracts and work orders.
This system has been modified to include electronic forms for cellular telephone requests,
activations and inventory. Each new cellular telephone issued to an employee will have its phone
number, serial number and other identifying information recorded in this database."
The electronic database that was being used as an inventory /tracking system for County purchased
' cellular telephones was incomplete. The inventory /tracking system did not contain the missing
iPhones because they were never issued to an employee and activated. The iPhone's serial number
and other identifying information should be listed in the database upon receipt. The information
regarding issuance to an employee can be added when activated and sent to the employee.
During examination of the billings, it was difficult and impossible at times to identify for whom an
1 iPhone was purchased until subpoenaed information was received from AT &T and Apple.
Technical Services was unable to identify the exact user for most purchases through their electronic
database. The Internal Audit Department did reconcile all of the purchases of equipment from
AT &T Mobility for the period of October 21, 2010 through February 7, 2012 to phone numbers
listed on the County's AT &T Mobility account. Maintenance of accurate and complete
inventory /tracking records for iPhones facilitates the proper safeguarding and reporting of County
investment in tangible personal property.
Monroe County was purchasing iPhone model 4S with 64 GB of storage for $399 and Samsung
"Rugby" mode 847 phones for $29.99. Accompanying service for these phones varies and ranged
' from $193.71 to .27 in any given month. Considering the dollar amount of the equipment and the
service that goes along with the equipment, it would be appropriate for recordkeeping purposes to
inventory /track phones that the County is purchasing. It is also recommended that the equipment
' being purchased be evaluated for cost effectiveness when cheaper iPhone models are available for
less cost. IPhones are not kept on hand, they are ordered when needed, but other less expensive
"Rugby" telephones are kept on hand as well as accessories for both the iPhones and "Rugby"
t phones. No physical inventory of phones and accessories on hand is maintained.
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Recommendation(s):
1. County Management should consider the option to inventory certain equipment under the
threshold amount of $1,000.
2. Adequate records for iPhone purchases and assignments must be maintained to properly account
for iPhone and accessory inventory.
County Administrator's Response:
1. The BOCC should consider an option to inventory certain equipment under the
threshold amount of $1,000.
The County Administrator agrees with this recommendation and will recommend to the
BOCC that they duly consider this option as discussed in Response A(2).
2. Adequate records for iPhone purchases and assignments must be maintained to
1 properly account for iPhone and accessory inventory.
The County Administrator agrees with this recommendation and will develop procedures to
1 ensure that proper records are maintained by staff with the necessary reviews and inventory
control procedures. The County Administrator has already implemented a policy change that
cellular telephones and tablets must be ordered via a purchase order and is subject to the
standard County purchasing policies and procedures. Administrative Instruction 5700 will be
updated to incorporate these changes as well as other changes outlined elsewhere in this
response.
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H. Fraud prevention measures
Finding:
I The County does not have an anonymous effective fraud mechanism in place or an Administrative
Instruction explaining what constitutes fraud. Fraud is an intentional deception made for personal
gain or to damage another individual. A policy of zero- tolerance for fraud should be communicated
I to employees through words and actions. Employees or the public may have been aware of some
of the issues related to the equipment misappropriation in Technical Services, but may not have felt
comfortable about communicating their concerns about known or potential wrongdoing.
1 According to the Association of Certified Fraud Examiner's 2010 "Report to the Nations" forty
percent of United States frauds were detected through hotline tips, and half of those tips came from
employees. Organizations with hotlines detected most of their fraud internally via tips and internal
I audits, while those without hotlines detected more fraud by accident or via external sources such as
external audit or police notification. The Report further states that organizations with a hotline, on
I average, save $145,000 per year on fraud related losses. Providing employees with a way to
anonymously report suspected fraud reduced both the monetary amount of the fraud and the
duration of the scheme. When top -level managers or elected officials publicize a hotline,
management has a platform to take a strong anti -fraud stance and demonstrates the "tone at the
I top" that is so important for organizations combating fraud.
Other costs of fraud to the County are lost productivity, adverse publicity, job loss and decreased
I morale.
Employees and the public should trust that they can report suspicious activity anonymously and
1 confidentially without fear of reprisal.
I Recommendation(s):
1. The Board of County Commissioners may wish to consider implementing a fraud hotline in
conjunction with the Internal Audit Department.
I 2. We recommend that an Administrative Instruction be written and implemented on fraud and
waste.
I County Administrator's Response:
1. The BOCC may wish to consider implementing a fraud hotline in conjunction with the
Internal Audit Department.
1 The County Administrator agrees with this recommendation and will recommend to the
BOCC that they duly consider this option as outlined.
1 2. We recommend that an Administrative Instruction be written and implemented on
fraud and waste.
The County Administrator agrees with this recommendation and will draft this instruction.
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County Department Directors should review monthly expenditures.
Finding:
This misappropriation of the iPads and iPhones was uncovered because a County employee
discovered that the department was charged incorrectly for service related to an iPad that the
department did not receive. County Department Directors should review amounts charged to their
departments for unauthorized purchases, mistakes and excessive spending. This fraud could have
been uncovered sooner if all the Department Directors were diligently reviewing their monthly
1 expenditures.
County Department Directors should review the expenditures detail located on the Clerk's Finance
t System (Finance Plus) on a monthly basis to aid in the review of the monthly expenditures being
charged to their departments. Department Directors are held responsible for charges to their
departments.
Recommendation(s):
1 1. Department Directors should review amounts charged to their departments for invalid
purchases, mistakes and excess spending.
1 2. The BOCC may wish to consider implementing a fraud hotline through the Internal Audit
Department.
' County Administrator's Response:
1. Department Directors should review amounts charged to their departments for invalid
purchases, mistakes and excess spending.
The County Administrator agrees with this recommendation and will enforce existing
policies that require Department Directors to review their monthly charges and expenses. If a
Department Director believes there is a discrepancy, then the Director will notify the
Administrator's Office and Technical Services. The Administrator's Office and Technical
Services will determine if the discrepancy is valid and pursue the proper recourse with the
vendor concerning that discrepancy, such as a refund or a credit. Furthermore, the County
Administrator will direct Technical Services to meet with the Department heads to review
billings and equipment purchases relating to technology. These meetings will ensure that the
Department directors are aware of spending relating to technology within their departments.
' 2. The BOCC may wish to consider implementing a fraud hotline in conjunction with the
Internal Audit Department.
The County Administrator agrees with this recommendation and will recommend to the
BOCC that they duly consider this option as outlined in the County Administrator's Response
B(4).
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1 J. Equipment and a phone line were purchased and not utilized.
Finding:
During the process of auditing the active phone lines, it was determined that one of the phone
numbers assigned to the Social Services Department was not being used. The phone assigned to
this phone line was purchased in April 2011. According to the Social Services Director, the phone
was in her office and never used. She didn't know that the phone line was active and that her
department was being charged.. The phone line was being expensed monthly to Social Services and
there was no usage on the line. The total amount billed and paid for service and equipment for this
1 phone line from April 2011 through February 19, 2012 totaled $304.81.
Internal Audit was also unable to locate 9 "Emergency phones ". The County has been, and still is
1 being charged a minimal monthly fee for these phones, about $31 per year for all of these phones.
The larger concern is that if these are in fact emergency phones and an actual emergency occurs, will
the County be able to locate and use them?
1 When a person leaves a position and the position is not going to be filled right away or an employee
is out on extended leave, the phone should be returned to Technical Services for hold or
disconnection.
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There should be written criteria on which positions require the use of an iPhone such as significant
time away from the office environment, position supervises /oversees personnel in the field, or other
1 essential reasons County Management warrants the need for the equipment.
Recommendation(s):
1. We recommend that County management develop and implement a wireless communication
device policy and procedure that defines which positions require which type of plan or device.
' 2. An evaluation should be completed to determine if the phones are an effective tool for County
employees, considering such items as position, cost, need, employee usage and replacement costs.
3. We recommend that Technical Services determine whether the 9 missing "Emergency phones"
1 are required for an actual emergency and discontinue the service if appropriate.
1 County Administrator's Response:
1. County Management should develop and implement a wireless communication device
1 policy and procedure that defines which positions require which type of plan or device.
The County Administrator agrees with this recommendation and will direct staff to develop
this policy. This review should occur even if the BOCC decides to move towards as stipend
1 program as that will still necessitate defining which level of stipend is required for which
position.
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1 2. An evaluation should be completed to determine if the phones are an effective tool for
County employees, considering such items as position, cost, need, employee usage and
replacement costs.
1 The County Administrator agrees with this recommendation and will perform this evaluation
as discussed in item C(2).
1 3. We recommend that Technical Services determine whether the 9 missing "Emergency
phones" are required for an actual emergency and discontinue the service as
1 appropriate.
The County Administrator agrees with this recommendation. The Deputy County
1 Administrator requested that Technical Services locate these phones. Technical Services was
unable to find them. The Deputy County Administrator has determined that these phones are
not required, has discontinued the service, and directed Technical Services to complete the
1 necessary paperwork and submit that paperwork to Risk Management.
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K. Technical Services is not entering equipment into their inventory tracking system
in a timely manner.
' Finding:
Technical Services is not entering equipment into their inventory tracking system in a timely
manner. The Technical Services department does not enter the computers or the monitors into
the inventory tracking system until the computer has been configured or the monitor has been
assigned to a County employee.
' Internal Audit sampled a total of 549 Lenovo computers and monitors which breaks down into
222 personal computers and 327 monitors that are under the fixed asset value of $1,000.00. The
cost of the computers and monitors was $196,451.70 and were purchased from December, 2010
to April, 2012. See Exhibit S — Lenovo Personal Computers and Monitors under $1,000.
Internal Audit then physically located all of the Lenovo computers and 326 of the 327 monitors
and verified that they are still in the County's possession. Internal Audit was unable to locate
' one (1) of the sampled Lenovo monitors.
The results of this test indicate that the Lenovo PCs and monitors did not appear to be missing,
' but it did reveal a material weakness in Technical Services' current inventory system. At the
time of the audit, Internal Audit was told that the Technical Services department would not
enter the computers or the monitors into the inventory system until the computer was
' configured or the monitor was assigned to a County employee. These computers and monitors
should immediately be entered into Technical Service's inventory tracking system. Listed below
are several examples of internal control weaknesses of the current inventory tracking system and
' recommendations to correct them are as follows:
Product could be misappropriated without Technical Services knowing it. By entering
' product immediately, it would become apparent that there was a problem.
Product could become old or out dated. By entering the product immediately into an
inventory system, Technical Services could then ensure that the older computers are used
I first.
Entering product immediately will enable Technical Services to plan future purchases
without performing a physical count.
' Technical Services spent and or received substantial amounts of Lenovo computers and
P P
monitors over the sampled period. Listed below are examples of large batches of Lenovo
1 computers and monitors purchased by Technical Services:
' County paid # of Lenovo Computers # of Lenovo Monitors
$10,000 in December 2010 10 20
$36,400 in February 2011 40 60
' $47,300 in June 2011 50 85
$44,600 in September 2011 50 70
$36,530 in April 2012 50 60
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Note: there are more monitors being purchased due to increased efficiency of a user having two
(2) monitors versus one (1).
1 Recommendation(s):
1. We recommend that Technical Services review and improve their inventory tracking process
and then document the procedure.
' 2. We recommend that the product be entered into the inventory tracking system immediately
upon receipt.
3. The BOCC should consider the option to inventory certain equipment under the current
1 $1,000 fixed asset threshold.
t County Administrator's Response:
1. We recommend that Technical Services review and improve their inventory tracking
process and then document the procedure.
The County Administrator agrees with this recommendation and will direct Technical
Services to perform this review. Technical Services will need to provide updated
documentation relating to inventory tracking by December 31, 2012.
2. We recommend that the product be entered into the inventory tracking system
immediately upon receipt.
' The County Administrator agrees with this recommendation and has already directed
Technical Services to enter the serial numbers of received equipment into the inventory
tracking system.
3. The BOCC should consider the option to inventory certain equipment under the
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current $1,000 fixed asset threshold.
The County Administrator agrees with this recommendation and will recommend to the
BOCC that assets under $1,000 be inventoried as discussed in Response A(2).
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L. Fifty - four pairs of headphones totaling $1,268.40 were purchased through Monroe
1 County Technical Services.
Finding:
I There were fifty -four pairs of headphones purchased through Monroe County from March 2010
through February 19, 2012 at a cost of $1,268.40. The headphones ranged in price from $7.50 to
$74.99. Fleet Management Services Administration Department was charged $119.98, the Guardian
I Ad Litem program was charged $49.99 and the Technical Services Department was charged
$1,098.43. An inventory was conducted by the auditor on April 2, 2012 and there were no
headphones on hand at that time.
I
Price
Item per Charged
1 Date No. Quantity Description Item Total to:
04/12/10 75612 6 HDS SC SBUD BLK ST $ 22.50 $ 135.00 Technical
Services
I 04/12/10 75614 6 HDS SC SBUD WHITE ST $ 22.50 $ 135.00 Technical
Services
1 04/29/10 75482 2 HDS MOT H17 MON BT $ 59.99 $ 119.98 Fleet Mgmt
Service
06/28/10 75610 6 HDS SC INK BLK ST $ 14.99 $ 89.94 Technical
I Services
06/28/10 75611 6 HDS SC INK BLU ST $ 7.50 $ 45.00 Technical
Services
1 10/29/10 75898 1 HDS JV ICON HERO MONO BT OR $ 74.99 $ 74.99 Technical
Services
1 01/06/11 75852 1 HDS MOT MCGINNIS MON BT OR $ 49.99 $ 49.99 Guardian Ad
Litem
03/21/11 75852 1 HDS MOT MCGINNIS MON BT OR $ 59.99 $ 59.99 Technical
1 Services
08/02/11 71565 24 EBD IPHN STER HDST APPLE OR $ 22.49 $ 539.76 T echnical
Services
1 10/20/11 40100 1 HDS IFROGZ EARPHONES PINK $ 18.75 $ 18.75 Technical
Services
TOTAL 54 $ 1,268.40
I Accordin to interviews conducted According o ducted by the auditors, the Technical Services personnel were unaware
of any purchase requests made by County Staff for purchase of headphones for County use.
I County Management should ensure purchase orders are completed and signed by the department
p :� Y p
head requesting the headphones as required by the purchasing policy.
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Recommendation(s):
1 1. Monroe County purchasing policies and procedures should be followed.
2. Department Directors should review amounts charged to their departments for invalid purchases.
County Administrator's Response:
1. Monroe County purchasing policies and procedures should be followed.
issue memorandum
County Administrator agrees with this recommendation and wil l issue a m e m o an dum
directing staff to follow Purchasing Policies and Procedures. This memorandum will serve to
remind employees of the existing policy and what is required of them when purchasing items
with taxpayer funds. It is important to note that switching to a stipend program will mean
that the County will not provide accessories, such as headphones or car chargers, to
employees who receive the stipend.
2. Department Directors should review amounts charged to their departments for invalid
purchases.
e The County Administrator agrees with this and will enforce this policy with Department
Directors as outlined in the County Administrator's Response to Recommendation C(1).
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M. Tangible personal property recorded on the fixed asset inventory.
Finding:
I The Clerk's Property employee was sent back to Technical Services to complete an annual
inventory because it was determined that the previous property clerk had started but not finished
the Technical Services annual inventory for the last two fiscal years. An inventory should also
I be completed each time there is a change in custodian. Chapter 69I -73 Tangible Personal
Property Owned by Local Governments requires that individual property records be maintained,
which include, among other things, the physical location (city, county, address or building name,
I and room number) of the property item. The physical inventory of the County computer
equipment by the Property Clerk disclosed instances in which property items were observed in
locations other than those indicated in property records.
1 The annual inventory of Technical Services records and inquiries of office personnel disclosed
that, contrary to policy, property items had been relocated without notification of the employee
I responsible for updating and maintaining the property records. Such notification facilitates the
timely update of property records and assists management in assigning responsibility for any
missing or damaged tangible personal property items, and thus enhances management's ability to
I safeguard assets. Subsequent to the annual inventory, the property records were corrected.
As part of this inventory, the Property Clerk attempted to locate and observe 270 Technical
I Services property items with an original cost of $935,689.71. The net book value of the assets
(original cost minus depreciation) was $218,797.72. These items were located throughout
Monroe County. Technical Services was given a list of items missing and as a team was able to
I locate some of the missing assets. Fifteen of the items were missing as of May 18, 2012. The net
book value of the missing assets was $961.09. See Exhibit T — Missing Items List Technical
Services Inventory.
1 Five of the missing items were Dell laptops that were reported stolen to the Key West Police
during the inventory. Four (asset numbers 5513, 5514, 5515, and 5516) of the five laptops that
I were reported missing were supposedly lent to the Library from Technical Services and never
returned. The original cost of these laptops was $2,538.99 each, when acquired 4/12/2006,
however, these laptops were fully depreciated, which means the net value on the financial
I statements was zero. Internal Audit called Dell to inquire whether Dell had any information on
who was using these laptops. Internal Audit was informed that the four laptops asset numbers
5513, 5514, 5515, and 5516 were returned to Dell and exchanged for four replacement laptops
I by C. Roth, a former Technical Services employee. The Property Clerk was never informed of
the transfer. The new laptops were received on May 20, 2006, tagged (asset numbers 5560, 5561,
5562 and 5563) by the previous Property Clerk but never entered into the fixed asset system.
I The Property Clerk takes the serial number off the invoice submitted to the Clerk's Finance
Department. Dell employees informed Internal Audit that, when an exchange is completed, a
new invoice is not issued. Technical Services were given the correct serial numbers and were
I able to locate the four laptops (asset tag numbers 5560, 5561, 5562 and 5563). Three had been
disposed of and the fourth was being used by a Technical Services employee and needs to be
added to the fixed asset inventory. The four original laptops were returned to Dell and were not
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I stolen (asset tag numbers 5513, 5514, 5515 and 5516). The original laptops need to be removed
from the Technical Services inventory after the removal is approved by the Board of County
Commissioners.
1 There is one missing laptop asset number 6662 which was purchased February 24, 2009. The
original cost was $1,791.67, and the remaining value on the financial statements was $865.98. It
I was originally purchased by Risk Management for an employee in the wastewater department
that had her laptop stolen. The Fixed Asset Transfer Form indicates that this employee actually
possessed Asset #6244 which she returned to Technical Services on October 26, 2010. The
I employee in Wastewater signed an affidavit that she never received asset number 6662 and was
given another laptop out of Technical Services inventory asset number 6244 which she
transferred back to Technical Services on Oct 26, 2010. See Exhibit U — Affidavit, Invoice and
I Fixed Asset Transfer Form.
The other two missing laptops were purchased in 2007 and have a net book value of $95.11.
I One of the two missing laptops, fixed asset number 5905 was found in County Administration
and returned to Technical Services during the audit. A police report had been filed for asset
number 5905.
1 The remaining eight items are old items such as switches and routers which are fully depreciated.
They should be removed from the fixed asset inventory after approval by the Board of County
I Commissioners.
The internal controls over assets in the Technical Services Department were weak and not
I enforced by management. There was confusion by County employees on the responsibility of
the Clerk's Office versus the responsibility of the Custodian of the assets. It is the responsibility
of the Custodian of the assets to know the location of each asset and accompany the Property
I Clerk to each location, so the property clerk can visually check each inventory tag. "Custodian"
is defined as the person to whom the custody of county or district property has been delegated
by the governmental unit. According to Florida Statute 125.74 (1) (g) County Administrator;
1 powers and duties "Supervise the care and custody of all county property." See Exhibit B —
Florida Statute 125.74 County Administrator; powers and duties.
The cooperation of each custodian in the County and Constitutional Offices is needed to
I complete the annual inventory. Often cooperation between previous Property Clerks and some
custodians has not lent itself to an efficient inventory process. All County employees need to
understand the inventory process and follow it or items will be misplaced. An Administrative
I Instruction is needed to define the responsibilities of the property custodians in the inventory
process.
1
Recommendation(s):
1. We recommend that the Technical Services Department and the Property Clerk take those
I steps necessary to ensure that the property records contain accurate information regarding
the location of each item of tangible personal property.
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2. We recommend that the missing items be removed from the fixed asset inventory.
3. We recommend that an Administrative Instruction be written and implemented defining the
duties of the Custodians of County property.
1
County Administrator's Response:
1. We recommend that the Technical Services Department and the Property Clerk take
those steps necessary to ensure that the property records contain accurate information
regarding the location of each item of tangible personal property.
The County Administrator agrees with this recommendation and will direct Technical
Services to work with the Property Clerk to develop procedures that ensure the records are
accurate as to the location and possessor of tangible property. Technical Services will timely
notify the Property Clerk when property locations or assignment changes.
2. We recommend that the missing items be removed from inventory.
rY .
The County Administrator agrees with this recommendation and already has instructed
Technical Services to remove those items that may be deleted from inventory and will
follow with Technical Services to ensure that the items are removed from the current
1 inventory.
■ 3. We recommend that an Administrative Instruction be written and implemented
1 defining the duties of the Custodians of County property.
The County Administrator agrees with this recommendation and will draft an Administrative
Instruction that defines the duties of the Custodians of County property. This instruction
will provide the basis for the understanding between County Departments and the Property
Clerk as to responsibilities of the Custodians of County property and the necessary
information that must be provided to the Property Clerk by County staff. The County
Administrator will enforce this new policy with Department Directors.
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I N. Technical Services inventory deletion procedures are not adequate.
Finding:
I Some of the reasons for disposal of property are that the equipment is damaged and not
economical to repair, obsolete and no longer useful, or that the equipment has been declared
surplus and no longer necessary in carrying out the mission of the department. Chapter 274 of
I the Florida Statutes, Tangible Personal Property Owned By Local Governments and Florida
Administrative Code Rule 69I -73, require that all property with a value of $1,000 or more and a
projected useful life of 1 year or more shall be recorded in the local government's financial
I system as property for inventory purposes and have certain requirements for disposal.
Once computer related equipment has been identified for disposal, the documentation process is
to complete the Monroe County "Computer Related Equipment" Inventory Deletion Request.
The form can be prepared by the Custodian, Custodian's delegate or anyone who has hands on
familiarity with the details of the equipment. The form must be signed by the Division Director.
I This completed form is then sent to Technical Services for their approval before sending on to
the Clerk's Property Employee. The Clerk's Property Employee aggregates all deletion request
forms received by the date of the agenda deadline and arranges for them to be put before the
I BOCC for approval. If approved by the BOCC as presented, the Property Clerk will stamp a
copy of each deletion request with the date of approval and return them to each Custodian along
with a "Monroe County Asset Destruction Certificate ".
1 After the computer related assets are approved for destruction by the BOCC, the Technical
Services Department picks up the computer equipment from the various departments. The
I Technical Services employee picking up the computer equipment writes down the serial number
and identification numbers. The Technical Services Department also places their assets approved
for destruction in the same location. The computer equipment is placed in a storage room at the
I Technical Services Department. The hard drives are destroyed. However, the items were not
destroyed promptly. They were taken off the fixed asset list but not necessarily destroyed. The
equipment was hoarded and often used for parts. It is an acceptable procedure to use equipment
I for parts as long as the manner of disposition (sold, donated, transferred, cannibalized, scrapped,
or destroyed) is recorded on each property record.
I Technical Services does not complete a verification of assets to be destroyed to ensure all items
approved for disposal have actually been placed in the storage room or are still in the storage
room. Before the audit, all Technical Services employees were aware of where the key to the
1 storage room was located. The County has corrected this during the audit and there is a double
locking system.
I During the audit and the SAO investigation, on April 18, 2012 the Technical Services
Department disposed of equipment that had been previously approved by the BOCC for
destruction. Asset item number 6249 on the list was the Senior Technical Services
I Administrator's Laptop. See Exhibit V — Monroe County Asset Destruction Certification.
Previously, on April 5, 2012 the Deputy County Administrator advised the Office of the State
Attorney 16th Circuit and the Clerk's Office that this laptop was missing and had not been turned
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in by the Senior Technical Administrator. See Exhibit W — E -mail to SAO. After Internal Audit
advised the Deputy County Administrator that this item was on the Asset Destruction
Certification she requested that the asset be placed back on the fixed asset list. The Technical
' Services Administrative Assistant reported that she made a mistake when filling out the
Computer Related Equipment Inventory Deletion Request and put on asset number 6249 in
error. The Computer Related Equipment Inventory Request was signed by the Technical
' Services Director but the required signature of the Division Director was missing. See Exhibit
X — E -mail from Technical Services Administrative Assistant.
' Also, listed on the Monroe County Asset Destruction Certification was asset 6250, which was the
old laptop of the Senior Systems Analyst. Since the equipment was destroyed Internal Audit was
unable to verify if these assets were actually destroyed. Each asset had a net book value of
1 approximately $259.84, which is the value of the asset after depreciation. A laptop is depreciated
over a five year period.
There are numerous inventory forms that are filed by the different departments /agencies.
Although the inventory procedures are regulated by Florida law, employees may not be aware of
all of the steps necessary for proper inventory control. Since the Technical Services Department
1 picks up and disposes of all County computer equipment, the procedure should be clarified to
include this process. Policy and procedures for inventory control need to be documented as an
Administrative Instruction so that all employees are aware of their responsibilities in the process.
Recommendation(s):
' 1. Monroe County should develop and implement policies and procedures for inventory
control so that all employees are aware of their responsibilities in the process.
2. We recommend that an Administrative Instruction be written and implemented defining the
duties of the Custodians of County property.
' County Administrator's Response:
1. Monroe County should develop and implement policies and procedures for inventory
control so that all employees are aware of their responsibilities in the process.
The County Administrator agrees with this recommendation and will draft an Administrative
Instruction that clearly states policies and procedures to be followed which notifies
' employees of their responsibilities. These policies will address the mechanisms available for
asset destruction. Currently, the asset deletion form does not include any options for using
older equipment for parts. Furthermore, employees are not clear on the process to donate
' equipment despite the fact that the form includes an option to donate equipment. The County
Administrator will develop consistent policies and procedures to provide clear choices for the
disposition of assets including sale, destruction, donate or used for parts. These instructions
' will be documented in the Administrative Instruction and Technical Services will be required
to provide a quarterly report to the County Administrator as to what equipment was disposed
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of and in what fashion. The County Administrator has directed staff to devise a fair and
reasonable donation procedure and will include this procedure in the Administrative
Instruction.
2. We recommend that an Administrative Instruction be written and implemented
defining the duties of the Custodians of County property.
The County Administrator agrees with this recommendation and will draft an Administrative
Instruction that defines the duties of the Custodians of County property. This instruction will
provide the basis for the understanding between County Departments and the Clerk of the
Court's Property Clerk as to responsibilities of the Custodians of County property and the
necessary information that must be provided to the Property Clerk by County staff. The
County Administrator will enforce this new policy with Department Directors.
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O. Monroe County Administrative Instruction 4403.3 (4) (A) is not being enforced for
personal calls.
Finding:
In the previous Telecommunications Audit dated April, 2010 it was found that Monroe County
Administrative Instruction 4403.2 (4) A, dated August 28, 2000 states "It is the intention of the
' Board of County Commissioners to provide cellular telephones for official and emergency
communication use only. The cellular telephones may be utilized for personal telephone call BY
EXCEPTION ONLY and must be documented." The Auditors requested said documentation
' from the Technical Services Department and none was available. At that time it was recommended
that a.)Monroe County Management should educate cellular telephone users regarding the
prohibition of personal use or Administrative Instruction 4403.2 (4) should be updated to reflect the
' County's current position on the personal use of County issued cellular telephones and b.) Cellular
telephone users sign an acknowledgement of policies and procedures developed and implemented.
See Exhibit Y- Monroe County Administrative Instruction 4403.2.
1 The County Administrator's response was "County staff is in the process of revising and updating
existing policies and procedures for the issuance and use of cellular telephones by County
1 employees. Once Administrative Instruction 4403.2 has been updated, new copies will be provided
to each employee. After reading the updated instruction, the employee will be required to sign an
acknowledgement form that they understand the County's policy regarding cellular telephones. All
1 new cellular telephones issued to County employees will require a signed acknowledgement that the
employee understands the current policy regarding cellular telephones."
1 During this audit it was found that according to Monroe County Administrative Instruction 4403.3
4A. "It is the intention of the Board of County Commissioners to provide cellular telephones for
official and emergency communication use only. The cellular telephones may be utilized for personal
1 telephone calls BY EXCEPTION ONLY and must be documented." The auditors requested said
documentation from the Technical Services department and none was available. See Exhibit Z -
Monroe County Administrative Instruction 4403.3.
1 Monroe County Administrative Instruction 4403.3 S.C. states "Monroe County issued cellular
telephones shall be used for official county business and emergency communications use only." D.
"Technical Service Department has developed and distributed Administrative Instruction 4401.5
' Telecommunications Procedures which includes instructions for the limitation and utilization of
County cellular telephone for official County business and emergency communication use only. Said
instruction has been distributed to all Department Heads and Division Directors. All employees
1 assigned or utilizing a County issued cellular phone shall be fully cognizant of the contents of
Administrative Instruction 4401.5." See Exhibit AA - Monroe County Administrative Instruction
4401.5.
1 Monroe County Administrative Instruction 4401.5 4.J. states "Technical Services `sot checks'
ry J p
phone bills /phone calls to ensure the business purpose of the call. This results as a direct
1 recommendation of the comprehensive audit."
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During the course of interviews conducted by the Office of the State Attorney 16th Circuit, it was
discovered that allegedly the Senior Administrator of Technical Services would review the cellular
telephone bills for excessive personal use or overages and then contact some of the offending
County employees and tell them that they needed to pay for the charges /overages. She would then
collect money from the employee but not remit it to Monroe County.
Recommendation(s):
1. Monroe County Management should educate cellular telephone users regarding the prohibition
of personal use or Administrative Instruction 4403.2 (4) should be updated to reflect the
County's current position on the personal use of County issued cellular telephones.
' 2. We recommend that cellular telephone users sign an acknowledgement of policies and
procedures developed and implemented.
3. The BOCC may wish to consider a stipend system for iPhone and iPads to reimburse employees
' in positions with job duties that require the employee to carry an iPad or iPhone for County
business.
1 County Administrator's Response:
On page 42 just prior to the Recommendations, the County Administrator would include the
following statement: The Deputy County Administrator was advised by the Senior Administrator
' that she would notify supervisors of employees who had excessive personal use of County issued
cell phones. At times, she would inform the Deputy County Administrator of those employees
with excessive personal use and the Deputy County Administrator would make direct contact
1 with the employee or their supervisor to discuss the issue.
1. Monroe County management should educate cellular telephone users regarding the
prohibition of personal use or Administrative Instruction 4403.2 (4) should be updated
to reflect the County's current position on the personal use of County issued cellular
1 telephones.
The County will explore implementing a stipend program, which, once it is implemented
fully, would render this issue moot for the vast majority of the County workforce. However,
during the transition to the stipend program and even after it is fully implanted, some devices
will need to be provided by the County. For example, Commissioners' compensation is set
by statute so they are not eligible for a stipend. Additionally, Fire Rescue and Emergency
Management have a demonstrated need for County issued phones for use during emergencies.
Note, these phones are different than the "emergency phones" referenced on page 9.
' Administrative Instruction 4403.2 will be reviewed to make sure that it is compatible with
current technology as well as all applicable federal, state, and local laws. Once
Administrative Instruction 4403.2 is updated, users of County provided phones will be
1 instructed on its provisions.
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2. We recommend that cellular telephone users sign an acknowledgement of policies and
procedures developed and implemented.
' The County Administrator agrees with this recommendation and will instruct staff to update
the cellular request form to include verbiage that states a user who signs this form is
acknowledging their familiarity with the policies and procedures of Administrative
Instruction 4403 as updated.
3. The BOCC may wish to consider a stipend system for iPhone and iPads to reimburse
1 employees in positions with job duties that require the employee to carry an iPad or
iPhone for County business.
1 The County Administrator agrees with this recommendation and will recommend that the
BOCC use a stipend program for these devices as shown in Response B(3).
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P. Monroe County Administrative Instruction 4403.3 5(B) is not being followed.
Finding:
' In the previous Telecommunications Audit dated April 5, 2010, it was found that Monroe County
Administrative Instruction 4403.2 (5) B states "Attached form must be filled out and submitted
1 before phones will be issued." The Auditors requested said documentation from the Technical
Services department and the documentation was incomplete. A new form was implemented during
the audit. It was recommended at that time that a.)Monroe County Management should ensure that
' the required documentation form is completed b.)Monroe County Management should fully
document and update procedures for issuance and purchase of cellular telephones. See Exhibit Y-
Monroe County Administrative Instruction 4403.2.
' The County Administrator's response at that time was the following: "Technical Services is revising
the cellular telephone request policies and procedures to provide an electronic means for requesting
' a cellular telephone, approving said requests, recording the serial number and other identifying
information in the database as a new cellular telephone is issued. Once these changes have been
completed, Administrative Instruction 4403.2 will be updated to reflect the changes.
If a department requests a new cellular telephone, a work order form is filled out by the requesting
department and routed to Technical Services for approval. Once approved, the telephone is
' ordered from the approved vendor and then activated. Upon activation, the phone number, phone
serial number and other identifying information are recorded in the database."
During this audit it was found that According to Monroe County Administrative Instruction 4403.3,
"the attached form must be filled out and submitted before phones will be issued." The Auditors
requested said documentation from the Technical Services Department and the documentation was
incomplete. Cellular telephones were issued without the completion of the form in Administrative
Instruction 4403.3. See Exhibit Z - Monroe County Administrative Instruction 4403.3.
Recommendation(s):
1. Monroe County should utilize and enforce Administrative Instruction 4403.3.
County Administrator's Response:
onse: P
' The County Administrator will enforce this instruction once it has been revised to include
changes discussed in our Response to Section 0 of the Audit Report.
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I Q. Replacement Policy Administrative Instruction was not written and implemented
tim ely.
Finding:
At the time of the previous Telecommunications audit dated April 5, 2010, there was no policy or
procedure for the replacement of County purchased /issued cellular telephones when damaged by
the employee. It was recommended that Monroe County develop policies and procedures for the
management and safeguarding of County issued cellular telephones, specifically addressing the
employee's responsibility for safeguarding employer owned equipment in their possession and their
' responsibility for any replacement cost. The County Administrator's response was "County staff is
in the process of revising and updating existing policies and procedures for the issuance and use of
cellular telephones by County employees. Part of this revision process includes data lost or damage
' cellular telephones. Each case where an employee has damaged a cellular telephone and requires a
replacement will be reviewed by Technical Services in conjunction with the Department Head. If an
employee is found to be negligent, then the employee must reimburse the County for the cost of a
replacement phone."
During the course of this audit Administrative Instruction 5700, dated March 8, 2012 was instituted.
' It states the following:
"5. Damaged /Lost /Stolen Equipment
' • Report phone damaged or missing to supervisor and fill out an incident report with
Risk Management.
• Risk Management will file a claim with our insurance carrier following normal claim
procedures.
• Upon approval of the claim, the department will request that a new phone be ordered
through the Deputy County Administrator.
• The Deputy County Administrator must approve all cell phone requisitions to replace
a damaged or lost phone.
• If the employee has already filed a claim for two broken phones in the last 24 months,
' they must reimburse the County for the cost of the phone.
• A police report must be made as soon as possible for a stolen phone and a copy of
this report should be kept with the incident report and the claim forms."
' See Exhibit BB - Monroe County Administrative Instruction 5700.
' The implementation and enforcement of Administrative Instructions and or policies and procedures
help to secure internal controls over assets.
' Recommendation(s):
1. Monroe County should enforce Administrative Instruction 5700, dated March 8, 2012.
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2. The BOCC may wish to consider a stipend system for iPhone and iPads to reimburse employees
' in positions with job duties that require the employee to carry an iPad or iPhone for County
business.
1
County Administrator's Response:
1 1. Monroe County should enforce Administrative Instruction 5700, dated March 8, 2012.
The County Administrator began enforcing this instruction from the effective date and will
1 continue to do so. Any changes to this or other instructions necessitated as a result of the
recommendations of this audit report will be done in a timely manner. The County
Administrator will set a deadline of December 31, 2012 for all instructions to be updated and
1 promulgated to County employees.
2. The BOCC may wish to consider a stipend system for iPhone and iPads to reimburse
1 employees in positions with job duties that require the employee to carry an iPad or
iPhone for County business.
1 The County Administrator agrees with this recommendation and has begun discussions with
the Commission regarding a stipend. The County Administrator will recommend that the
BOCC use a stipend program for these devices as shown in Response B(3).
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R. Technical Services was not appropriately managing the monthly AT &T Mobility and
1 the Nextel Communications billings.
Finding:
Based upon the information reviewed, Technical Services was not appropriately managing the
monthly AT &T Mobility and Nextel Communications billings. Technical Services was not
processing the monthly billings in a timely manner, all of the sampled monthly billings contained a
past due balance, which was approved by Technical Services and the Deputy County Administrator.
Internal audit sampled 20 different AT &T Mobility monthly billings from 2007 — 2012, (Foundation
account #02393496) with total payments of $147,853.96 to AT &T Mobility. Internal audit also
sampled 30 different Nextel Communication billings from 2005 — 2011, (account #647830128) with
total payments of $189,690.39 to Nextel Communication.
Technical Services was not processing the monthly AT &T Mobility or Nextel Communications
billings in a timely manner. 15 of the 20 sampled AT &T monthly billings were signed and dated by
Technical Services after the late fee date. The average AT &T sampled billings were signed by
Technical Services 30.4 days after the late fee assessment date on the bill. 23 of the 30 sampled
Nextel monthly billings were signed and dated by Technical Services after the due date. The average
Nextel sampled billings were signed by Technical Services 40.9 days after the outstanding balance
due date on the monthly bill.
Technical Services was not rocessin the AT &T Mobility and Nextel Communications in a timely
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manner was also a finding in the April 5, 2010 audit of the County's cellular telecommunications
' policies and procedures. Monroe County's Administrative Instruction #4401.4 became effective in
2000 and was a result of an audit that also found that the telecommunications billings were not
being processed in a timely manner.
' Technical Services was not managing the past due balance on the monthly AT &T Mobility p Y tY or
Nextel Communications billings. All of the 20 sampled A &T Mobility monthly billings contained a
monthly past due balance. The lowest monthly past due balance for AT &T Mobility was $601.67
and the highest was $36,740.06 with an average past due balance of $18,519.03. All of the 30
sampled Nextel Communications monthly billings contained a past due balance. The lowest
monthly past due balance being - $4,416.80 and the highest was $57,495.30 with an average past due
balance of $14,942.93.
1 The Senior Administrator for Technical Services signed off on all 20 of the sampled monthly AT &T
Mobility billings, which showed the past due balance. She also signed off on the Audit Slips
associated with these AT &T Mobility monthly billings. 18 of the 20 sampled monthly AT &T
Mobility billings were over $5,001 and the Deputy County Administrator signed off on 18 actual
billings, which showed a past due balance. She also signed off on the Audit Slips associated with
these AT &T Mobility monthly billings.
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The Senior Administrator for Technical Services signed off on 29 of the 30 sampled monthly Nextel
Communications billings, which showed the past due balance. The one that she did not sign off on
occurred after she left. The Deputy County Administrator or that office signed off on 18 of the 30
sampled monthly Nextel Communications billing. The 12 Nextel Communications bills not signed
by the Deputy County Administrator were under $5,000.00 and did not require her review and
approval.
1 Internal Audit spoke with Technical Services and was told that the balance due on the Nextel
Communications account has been taken care of and that the past due balance was a result of an
unpaid month. Technical Services also said that they are in the process of identifying the past due
balance on the AT &T Mobility account and that AT &T is putting together information showing the
current past due balance.
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Recommendation(s):
1. Internal Audit recommends that Technical Services completes a reconciliation of the AT &T
Mobility billing, determine and settle the past due balance.
2. Internal Audit recommends that Technical Services set up the monthly billing process so that the
monthly billings are processed and paid in a timely manner.
County Administrator's Response:
On page 47, first paragraph, the County Administrator would include the following statement:
The Deputy County Administrator did, in fact, review the detailed expenditures of the AT &T
Cellular bills and on a frequent basis questioned the Senior Administrator of Technical Services
regarding outstanding balances and related issues. The Senior Administrator informed the
Deputy County Administrator that she was disputing those charges and that those charges would
t be removed. The Deputy County Administrator found this explanation reasonable due to the fact
that invoices from many County departments have outstanding balances due in part to the time
involved in processing invoices for payment.
1. Internal Audit recommends that Technical Services complete a reconciliation of the
AT &T Mobility billing, determine and settle the past due balance.
The County Administrator has directed Technical Services to complete that reconciliation
across all AT &T billings. AT &T has worked with staff to reduce past due balances. The
County Administrator will review billing procedure relating to AT &T invoices with staff to
determine what steps will be required to ensure that invoices are paid in a timely fashion.
1 Staff will document billing issues to ensure that any delays are discovered.
The Deputy County Administrator did, in fact, review the detailed expenditures of the AT &T
' Cellular bills and on a frequent basis questioned the Senior Administrator of Technical
Services regarding outstanding balances and related issues. The Senior Administrator
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informed the Deputy County Administrator that she was disputing those charges and that
1 those charges would be removed. The Deputy County Administrator found this explanation
reasonable due to the fact that invoices from many County departments have outstanding
balances due in part to the time involved in processing invoices for payment.
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2. Internal Audit recommends that Technical Services set up the monthly billing process
so that the monthly billings are processed and paid in a timely manner.
The County Administrator agrees with this recommendation and has directed Technical
1 Services to streamline their process. Additionally, the County Administrator will direct
Technical Services to meet with Department Directors to review billings relating to
technology which will assist greatly in this process as it will uncover delays and issues
1 quickly and create a communications channel which will readily solve these issues.
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