OCA Audit Reports

Issued: January 2008

SUMMARY

This report presents the results of our follow-up work on the Impact of Vehicle Preventive Maintenance on the City’s Air Quality Initiative audit issued in February 2001 and Fleet Maintenance and Repair Program: Selected Performance and Management Control Issues issued in March 2001. The purpose of this follow-up audit is to assess the progress that the department has made toward addressing the original audit findings and implementing selected recommendations set forth in the two original audit reports.

Our five audit objectives were to determine if: (1) the Fleet Officer has implemented an emissions inspection and maintenance program; (2) the Fleet Officer has improved vehicle preventive maintenance turnaround time and documented strategies in departmental planning documents; (3) Fleet has developed and enforced formal control policies and procedures related to data entry, database maintenance, and post-data entry quality assurance; (4) Fleet’s Database Administrator has improved information availability to the Fleet Officer for managing service delivery; and (5) Fleet’s Database Administrator has improved information reliability in performance reporting.

Overall, we found that Fleet Services has implemented an emissions inspection and maintenance program, which is one way that the City is contributing to improved air quality, and Fleet Service’s turnaround time for emissions inspections has improved from FY 2005 to FY 2007. However, some departments need to bring their vehicles in for emissions inspection more promptly.

Within the preventive maintenance program, Fleet Services has developed written procedures, and Fleet’s preventive maintenance turnaround time has improved from FY 2005 to FY 2007. However, a few City departments need to bring in their assigned vehicles to Fleet Services for preventive maintenance in a more timely matter.

With regard to information management, Fleet has implemented a new equipment management system and a web-based reporting system, which together improve Fleet’s data quality and accessibility. However, we identified some issues with data reliability. We noted some missing data in the equipment management system and a reliability issue with some of the web-based reports. Also, reporting for several performance measures was not accurate and the methodology applied to calculate measures was not always appropriate.

We have issued four recommendations to Fleet Services addressing the need for departments to get vehicles to Fleet more promptly for service and the need for more reliable data for Fleet management.

Download the entire text of our Fleet Follow-Up audit report (Size: 165 KB) in Adobe Acrobat. You will need Adobe's Acrobat Reader to view these files. Or request a hard copy of this audit report, No. AU07120, by submitting this audit report request form.

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