2. Facilities Maintenance Audit Management Update o i Facilities Management
DENTON 869 S Woodrow Ln., Denton, TX 76205 • (940) 349-7200
MEMORANDUM
DATE: November 25, 2020
TO: Madison Rorschach, City Auditor
Scott Gray„ a"
FROM: Scott Gray, Director—Airport, Facilities, Real Estate
SUBJECT: Audit of Facilities Management— Status Report
The City of Denton Internal Audit Department conducted a review of the Facilities Maintenance
Department in May 2020 and recommended process improvements to enhance monitoring
capabilities over vulnerable assets,facilities security access,and workload. It was the intent of the
Department to complete all discrepancies by October 1, 2020,however,workload and staff impacts
because of COVID-19 has resulted in some delays.The following summarizes the status of the
recommendations issued in the Audit of Facilities Maintenance Report.
1. Create a record of tools and develop guidelines that address the tracking or purchased and
disposed tools above the designated value. -Partially Completed
• Designated value of tools recorded is greater than $150.00
• Staff has completed a vehicle tool inventory
• Staff is working on an onsite inventory,to be completed by December 4, 2020.
• Inventory will be maintained in TMA software system
2. Design a methodology to periodically verify that all recorded tool assets are on hand. -
Completed
• Inventory on hand will be reconciled against the inventory record annually,during
the second quarter of the fiscal year, simultaneously with annual budget
preparations.
3. Formalize facilities security access procedures. -To be completed December 31,2020
• Staff is proposing adding the following to Policy 502.03 Section VII.
o Authority to make changes for:
a. Adding/removing users: requested by supervisor with director
approval
b. Changing/customizing access levels: requested by supervisor with
director approval
c. Access reports: Any supervisor
• Updated policy to be published before December 31, 2020.
OUR CORE VALUES
Integrity • Fiscal Responsibility • Transparency • Outstanding Customer Service
4. Standardize security access change request documentation.-Partially Completed
• Staff have coordinated an additional work order request in TMA for city staff to
submit requests for access modifications,badges and/or fobs. Staff have also
created a simplified form for city staff to acquire appropriate approvals.All
correspondence and documents can be recorded and retained in TMA.
• New process to be implemented before December 31, 2020.
S. Investigate ways to more accurately report on the timeliness of work order completion in
TMA. -To be completed March 31, 2021
• Staff has engaged the TMA vendor to facilitate a software assessment,provide
recommendations for improvement,and conduct a multi-day training event.
o Software assessment to be completed before December 31, 2020
o Improvements and training to be completed before March 31, 2021.
6. Explore the reporting capabilities of TMA to improve the Division's ability to identify
equipment with repeat repair issues. -Partially Completed
• Staff identified several cyclical reports,including repeat repair issues,that would
improve preventative maintenance and asset replacement schedules to review with
the TMA vendor during the software assessment to ensure software is capturing
accurate data to produce desired reports.
• Improvements and training to be completed before March 31, 2021.
7. Ensure that P-card supporting documentation stored in Certify includes adequate detail. -
Completed
• Staff reviewed printer/scanner functions to ensure settings were adjusted to
capture all pages in multi-page documents.
cc. Sara Hensley, Deputy City Manager
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