External consultant rates DPW fleet procurement‑to‑disposal controls satisfactory; recommends formal access reviews and SOPs

CliftonLarsonAllen (CLA) presented the DPW fleet procurement‑to‑disposal audit, reporting an overall rating of satisfactory for the department’s controls and operations but offering several recommendations to strengthen governance.

Brian Maguski, CLA engagement manager, told the committee the audit tested procurement, invoicing, asset tracking and disposal procedures and found detailed documentation, segregation of duties and maintenance records in place. "DPW does maintain adequate and strong segregation of duties for roles and responsibilities," Maguski said.

CLA recommended three main improvements: implement a formal, documented user access review for procurement and asset systems; develop written standard operating procedures (SOPs) for acquisition and disposal processes with versioning and change logs; and create a retained onboarding/offboarding checklist for EFMS application access and other access rights.

DPW representatives accepted the recommendations. Chuck Schumacher, operations administration manager, said the department agrees with the findings and has begun updating documentation. Fleet Services manager noted that budgeted plow trucks had been ordered and that 14 trucks were on the ground with chassis for the remainder of the order.

Committee members discussed whether earlier procurement problems were addressed; CLA emphasized the audit period (early 2024 through May) covered current practices and that user access review documentation would be a best practice to formalize. Alderman Scott Speicher asked whether formal periodic reviews would be required; CLA recommended a quarterly, semiannual or annual user access review with retained evidence for managers’ confirmations.

Action: Alderman Speicher moved to hold the item to the call of the chair; the committee ordered the item held by unanimous consent.