“To address the first finding, the Public Works Director should ensure that policies and procedures are reviewed and revised to assure sufficient and appropriate documentation is collected, reviewed, and maintained by staff in order to provide reasonable assurance that goods and services were delivered in accordance with contract terms and paid at the correct amount.”
“The Police Chief should ensure that all staff are aware of, and comply with, the requirement that all complaints should be sent to Internal Affairs for inclusion in the complaint database.”
“The Police Chief should ensure that data is accurate, complete and consistent. This may include working with the City’s Communication and Technology Management Department to identify and implement updates to the complaint database, including: required fields that cannot be blank when cases are closed; and field level controls to ensure dates are reasonable.” [Underscoring supplied for emphasis]
In this case, management did make multiple improvements, but they did not include the two specific improvements that the audit team had recommended, which are the “required field that cannot be blank when cases are closed”; and “field level controls to ensure dates are reasonable.” Had we not included those requirements, we would have concluded that the letter of the recommendation was implemented. By writing the recommendation containing the requirements for implementation, we were able to insist on the desired improvement.
“The Police Chief should revise the record retention schedule to ensure that evidence that could be used in complaint investigations is available to Internal Affairs investigators for at least 180 days.”
It is important for operational management to see and be convinced that the recommendations will correct the identified deficiency or issues, and that operations will clearly benefit from the recommendations. Therefore, recommendations should be well-supported by facts and clearly connected from these facts. One example is:
“The Police Monitor should review the complaint process, identify barriers people may face when attempting to make a complaint, and implement methods to reduce or eliminate those barriers.” [Underscoring supplied for emphasis]
The recommendation clearly shows relevance because the recommendation is connected to and resolving the identified deficiency, which is to remove or reduce barriers for making complaints.
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