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Council hears CIP forensic audit results; city adopts new controls and approves Workday success support
Summary
Staff summarized a forensic review of Prop 1/CIP accounting that found accounting was complete but identified gaps in communication and tracking; staff said 272 jobs were closed and $33.9M returned to reserves and council approved a discounted five‑year Workday customer‑success contract to accelerate full ERP implementation.
City management presented results of an internal and forensic review of capital projects and related accounting and described new processes and software to improve visibility and controls.
Staff said independent review found no evidence of missing bond funds, misappropriation or fraud, but it flagged communication and tracking weaknesses between project managers and finance and recommended multi‑step approvals and fuller use of project software (eBuilder) and Workday for financials. As a result, staff reported closing 272 projects, moving about $33.9 million back to reserves across funds (including water/sewer and drainage), and instituting a six‑step approval process for job transfers and multi‑step approvals in Workday.
Donnie (assistant city manager) and Laura Storrs (finance) described the changes in process, the creation of a CIP sync committee to review transfers and closures, and plans to implement eBuilder dashboards that will show funding sources, contracts and actuals in one place. Council members pressed for regular reporting; staff proposed quarterly dashboard updates and committed to incremental public rollouts of live reporting as eBuilder is populated.
Separately, council authorized a five‑year Workday customer‑success subscription at a discounted annual price (staff cited about $122,000/year after negotiation) to accelerate internal training, automations and reporting. Staff said savings from recent projects helped fund the initial year and that they would bring a budget amendment or formal appropriation note back in the near term to document the funding source.
"The audit showed our accounting was accurate but that communication and antiquated tools impeded visibility; we’ve implemented a six‑step approval process and are populating eBuilder and Workday so everyone can see projects and funding in real time," a manager told council. Council approved the Workday services agreement on a voice vote.
