Internal Audit Follow-Up Report. Equipment Maintenance & Repair TxDOT Office of Internal Audit
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1 Internal Audit Follow-Up Report Equipment Maintenance & Repair TxDOT Office of Internal Audit
2 Objective Assess the status of corrective actions for high risk Management Action Plans (MAPs) previously communicated in the Equipment Maintenance & Repair audit report issued May 31, 2013 and the Equipment Maintenance & Repair Follow-Up report issued May 10, Summary Results Testing included an evaluation of 5 MAPs to determine if corrective actions were implemented as agreed. MAP Status Comments 1 New Corrective actions that were newly identified and further actions are necessary to properly address the remaining risks. 5 Closed Corrective actions have been completed. Scope The engagement was performed by Keith Laird, Monica Washington, and Lindsay Bibeau (Engagement Lead). The engagement was conducted during the period from June 8, 2015 to July 17, Methodology The engagement work included: Review of Fleet Operations Division (FOD) policies and procedures Interviewing process owners and key personnel within the FOD and Maintenance Sections Selecting a judgemental sample of 77 pieces of equipment from eight districts during the time period of May 2015 through June 2015 to test for Equipment Use Logs, inspection checklists, and preventive maintenance, as required (these forms were reviewed for evidence of completeness, existence, and supervisory review) Background This report is prepared for the Texas Transportation Commission and for the Administration and Management of TxDOT. The report presents the results of the Equipment Maintenance & Repair Follow-Up Engagement report which was conducted as part of the Fiscal Year 2015 Audit Plan. At the time of the original audit engagement in 2013, fleet vehicles and equipment were managed regionally through the Regional Fleet management and district staff. The districts managed daily operations with assistance from what were formerly known as Regions (North, South, East, and West), including conducting daily pre-trip inspections and preventive maintenance, and repairs, while the Regional Fleet management oversaw capital equipment budgets, equipment purchasing, and other equipment repairs. Later in 2013, the regional structure was removed and a more centralized approach was put into place. The centralized approach was spearheaded through the new FOD, who became responsible for capital equipment budgets, equipment purchasing, equipment repairs, and August
3 preventative maintenance, even though, the districts were still responsible for the pre-trip inspections. Starting in 2014 and into 2015, FOD has focused its efforts on Preventive Maintenance (PM) improvements, which also includes the daily pre-trip inspections and repairs. We conducted this follow-up engagement in accordance with Generally Accepted Government Auditing Standards and in conformance with the International Standards for the Professional Practice of Internal Auditing. Those standards require that we plan and perform the engagement to obtain sufficient, appropriate evidence to provide a reasonable basis for our conclusions based on our engagement objective. Recommendations to mitigate risks identified were previously provided to management during the original and follow-up engagements to assist in the formulation of the management action plans referenced in this report. The Office of Internal Audit uses the Committee of Sponsoring Organizations of the Treadway Commission (COSO) Internal Control Integrated Framework version August
4 Detailed MAP Follow-Up Status MAP Status: New Corrective actions that were newly identified and further actions are necessary to properly address remaining risks. Original Audit Finding Number 1: Completion and Documentation of Daily (Pre-Trip) Equipment/ Vehicle Inspections FMAP Owners: William L. Hale, P.E., Chief Engineer Randy Hopmann, P.E., Director, Urban and Rural District Operations FMAP 1.1: A memo will be sent out to the districts discussing the importance of the pre-trip checklists and their supervisory approval. This memo will request the districts to create a set of standard operating procedures (SOPs) that they will use to ensure pre-trip checklists are completed and have the necessary supervisory approval. Districts will then complete the requested SOPs and daily equipment pre-trip checklist with supervisory approval and review of equipment. Completion Date: September 15, 2015 August
5 MAP Status: Closed Corrective actions have been completed. Original Audit Finding Number 1: Completion and Documentation of Daily (Pre-Trip) Equipment/ Vehicle Inspections MAP Owner: Dalton Pratt, Fleet Operations Director MAP 1.1: Fleet Managers will work with the districts and applicable Supervisors to remind the operators of the requirement and importance of conducting and documenting the daily inspections (remind each section once per quarter). Evidence of these actions (e.g. , meeting agenda or log) should be maintained. Complete and document Pre-Trip Checklists, which includes working with the districts to emphasize the importance of this inspection and establishing a compliance review of the Preventive Maintenance Program Original Completion Date: February 15, 2013 MAP 1.2: GSD will establish compliance reviews for the Preventive Maintenance Program to determine if the Districts are conducting and documenting the daily (Pre-Trip) inspections as required. These reviews will cover the daily (Pre-Trip) inspections, preventive maintenance, and repairs of equipment/vehicles. These reviews will be conducted on a quarterly basis and reported to the GSD Director, Chief Programs Officer, Chief Engineer, and the Deputy Executive Director. Complete and document Pre-Trip Checklists, which includes working with the districts to emphasize the importance of this inspection and establishing a compliance review of the Preventive Maintenance Program Original Completion Date: July 15, 2013 Original Audit Finding Number 2: Consistency of Region Preventive Maintenance (PM) Coordinator Inspections MAP Owner: Dalton Pratt, Fleet Operations Director MAP 2.1: West Region will post and hire seven PM Coordinator positions in the Equipment Shops in the Region to ensure compliance with the PM Coordinator inspections that are required two times per year. Consistency and coverage of Preventive Maintenance Inspections, which included ensuring the needed personnel is available and trained Original Completion Date: February 15, 2013 August
6 Original Audit Finding Number 3: Review/ Approval of Discrepancies on the Pre-Trip Inspection Checklist and Subsequent Equipment/ Vehicle Release MAP Owner: Dalton Pratt, Fleet Operations Director MAP 3.1: Fleet Managers will: Work with the Districts and applicable supervisors to remind them (once per quarter) to review any discrepancies for safety hazards or serviceability issues that were identified and reported on the checklists and document this review on the checklists Work with the Districts and applicable supervisors to remind the operators (once per quarter) of the requirement and importance of reporting any identified discrepancies for safety hazards or serviceability issues Work with GSD to review the checklist forms and SOPs to determine if any clarification is needed regarding the supervisor s authorization to use the equipment/ vehicle with identified discrepancies. Evidence of these actions (e.g. , meeting agenda or log) will be maintained. Consistent review process of the Pre-Trip Inspection Checklists and equipment/vehicle releases, which included working with the districts to provide any necessary clarifications, as well as, establishing compliance reviews of the Preventive Maintenance Program. Original Completion Date: February 15, 2015 MAP 3.2: GSD will establish compliance reviews for the Preventive Maintenance Program (as described in the MAP for Finding No. 1) to determine if the supervisors in the Districts are properly reviewing the discrepancies identified on the checklists and are properly authorizing the equipment/vehicles to be used. Consistent review process of the Pre-Trip Inspection Checklists and equipment/vehicle releases, which included working with the districts to provide any necessary clarifications, as well as, establishing compliance reviews of the Preventive Maintenance Program. Original Completion Date: July 15, 2013 Closing Comments The results of this MAP Follow-Up engagement were discussed with and provided to the Fleet Operations Division Director on August 5, The Audit team appreciates the cooperation and assistance received from the districts and the Fleet Operations Division during this engagement. August
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