Corrective Action Plans

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There were multiple lockdowns executive order thet impacted participants, this was a systematic error given to lack of supervision during the period. Once identified thisevent participant was informed of the situation and a collection process was in place. Training was implemented to ensure the tec...
There were multiple lockdowns executive order thet impacted participants, this was a systematic error given to lack of supervision during the period. Once identified thisevent participant was informed of the situation and a collection process was in place. Training was implemented to ensure the technicians submit the correct information. ADSEF management, is sending monthly memorandums regarding to changes, new updates on system. ADSEF will reinforce correct data entry codes, ADSEF Digital will enssure process is done accurately.
Recommendation: We recommend the Authority implements controls to ensure that recertifications are uploaded to PIC in accordance with reporting requirements. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken/planned in response to finding: ...
Recommendation: We recommend the Authority implements controls to ensure that recertifications are uploaded to PIC in accordance with reporting requirements. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken/planned in response to finding: HCVP continues to transmit all 50058 transactions to PIC on a weekly basis and review PIC error reports for corrections needed. Any identified errors are assigned to specific staff for correction within 5 business days. The PIC coordinator will confirm corrections are submitted and accepted in PIC. A monthly report will be provided to the Senior VP summarizing the number of transmissions, errors, and status of corrections. Name of the contact person responsible for corrective action: Khaliah Payne Planned completion date for corrective action plan: Ongoing until all PIC errors are addressed/resolved as needed.
Recommendation: We recommend that DCHA staff review the controls in place to ensure that required eligibility determination documentation is complete, accurate, and available for audit. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken/plan...
Recommendation: We recommend that DCHA staff review the controls in place to ensure that required eligibility determination documentation is complete, accurate, and available for audit. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken/planned in response to finding: HCVP will continue to utilize quality control measures to conduct quality control reviews of 100% of eligibility determinations to ensure documentation is complete, accurate and available for audit. HCVP has coordinated staff trainings for file protocols to be completed by May 30, 2023. Name of the contact person responsible for corrective action: Anissa Jones Planned completion date for corrective action plan: May 31, 2023 and on a periodic basis
Recommendation: We recommend the Authority implements controls to ensure that recertifications are uploaded to PIC in accordance with reporting requirements. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken/planned in response to finding: ...
Recommendation: We recommend the Authority implements controls to ensure that recertifications are uploaded to PIC in accordance with reporting requirements. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken/planned in response to finding: HCVP continues to transmit all 50058 transactions to PIC on a weekly basis and review PIC error reports for corrections needed. Any identified errors are assigned to specific staff for correction within 5 business days. The PIC coordinator will confirm corrections are submitted and accepted in PIC. A monthly report will be provided to the Senior VP summarizing the number of transmissions, errors, and status of corrections. Name of the contact person responsible for corrective action: Khaliah Payne Planned completion date for corrective action plan: Ongoing until all PIC errors are addressed/resolved as needed.
Recommendation: We recommend that DCHA staff review the controls in place to ensure that required eligibility determination documentation is complete, accurate, and available for audit. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken/plan...
Recommendation: We recommend that DCHA staff review the controls in place to ensure that required eligibility determination documentation is complete, accurate, and available for audit. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken/planned in response to finding: HCVP will continue to utilize quality control measures to conduct quality control reviews of 100% of eligibility determinations to ensure documentation is complete, accurate and available for audit. HCVP has coordinated staff trainings for file protocols to be completed by May 30, 2023. Name of the contact person responsible for corrective action: Anissa Jones Planned completion date for corrective action plan: May 31, 2023 and on a periodic basis
Management acknowledged the finding and will follow the Auditor's recommendations as listed in the Schedule of Findings and Questioned Costs. Person Responsible for Correction of Finding: Ms. Angela Childers, Chief Executive Officer Projected Completion Date: March 31, 2024
Management acknowledged the finding and will follow the Auditor's recommendations as listed in the Schedule of Findings and Questioned Costs. Person Responsible for Correction of Finding: Ms. Angela Childers, Chief Executive Officer Projected Completion Date: March 31, 2024
Management acknowledged the finding and will follow the Auditor's recommendations as listed in the Schedule of Findings and Questioned Costs. Person Responsible for Correction of Finding: Ms. Angela Childers, Chief Executive Officer Projected Completion Date: March 31, 2024
Management acknowledged the finding and will follow the Auditor's recommendations as listed in the Schedule of Findings and Questioned Costs. Person Responsible for Correction of Finding: Ms. Angela Childers, Chief Executive Officer Projected Completion Date: March 31, 2024
Management acknowledged the finding and will follow the Auditor's recommendations as listed in the Schedule of Findings and Questioned Costs. Person Responsible for Correction of Finding: Ms. Angela Childers, Chief Executive Officer Projected Completion Date: March 31, 2024
Management acknowledged the finding and will follow the Auditor's recommendations as listed in the Schedule of Findings and Questioned Costs. Person Responsible for Correction of Finding: Ms. Angela Childers, Chief Executive Officer Projected Completion Date: March 31, 2024
Recommendation: We recommend that the Agency provide additional training to program managers regarding the documentation of program compliance requirements and the development of internal controls to ensure that all compliance requirements are met. Explanation of disagreement with audit finding: The...
Recommendation: We recommend that the Agency provide additional training to program managers regarding the documentation of program compliance requirements and the development of internal controls to ensure that all compliance requirements are met. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: We will ensure the federal program managers review the requirements of the Federal Funding Accountability and Transparency Act Requirements, and take the webinars and training through HUD, U.S Department of Education, and/or NCDA. In addition, Federal Programs Desk Guides and subrecipient agreements will be updated to include language regarding requirements of the Federal Funding Accountability and Transparency Act. Name(s) of the contact person(s) responsible for corrective action: Stephanie Green Planned completion date for corrective action plan: Please note that our expected completion date is December 31, 2023
Recommendation: We recommend management to assign a person that verifies all the documents are in place before processing the determination of eligibility. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The exi...
Recommendation: We recommend management to assign a person that verifies all the documents are in place before processing the determination of eligibility. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The existing protocol involves a checklist that staff complete before submitting the file for intake review and prior to the electronic transfer of the file to the site. To address the identified issues, we are reinforcing this process, including retraining staff and emphasizing the importance of meticulous scanning and uploading of documents. For errors that occurred during occupancy, we will reiterate and enhance the interim and annual recertification processes. Staff will undergo retraining, and we will intensify the quality control measures for file management to prevent such discrepancies. Name(s) of the contact person(s) responsible for corrective action: Troy Lynch (Intake) and Diana Pop (Occupancy) and Christen H. Gore (Occupancy). Planned completion date for corrective action plan: The enhanced staff training, along with the additional processes, will be implemented before August 31, 2023.
Recommendation: We recommend management to assign a person that verifies all the documents are in place before processing new move ins. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: To address this issue, as of 2...
Recommendation: We recommend management to assign a person that verifies all the documents are in place before processing new move ins. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: To address this issue, as of 2017, the Intake unit initiated a practice of saving all selection letters as a backup. It's important to note that the audit focused on files predating this backup system, when no duplicate copies were available. To prevent such issues in the future, a comprehensive intake checklist is now completed by staff before transferring files for review, and the reviewing staff will verify the inclusion of these essential documents in the file. Name(s) of the contact person(s) responsible for corrective action: Troy Lynch Planned completion date for corrective action plan: The targeted completion date is set for August 31, 2023
Recommendation: We recommend management should designate one person to oversee the inspection process to ensure that all inspections are being performed in a timely manner. Furthermore, management should ensure no HAP payments are issued for units that have not passed HQS housing inspections. Exp...
Recommendation: We recommend management should designate one person to oversee the inspection process to ensure that all inspections are being performed in a timely manner. Furthermore, management should ensure no HAP payments are issued for units that have not passed HQS housing inspections. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: In response to this finding, we have taken action by assigning the Program Manager of Owner Services with the responsibility of ensuring that inspections are conducted within the designated timeframes. Additionally, it is their responsibility to guarantee that no Housing Assistance Payment (HAP) is issued for units that do not pass housing inspections. This deliberate assignment of responsibilities ensures clear accountability for compliance with inspection timelines and HAP issuance. Name(s) of the contact person(s) responsible for corrective action: MaryLiz Paulson Planned completion date for corrective action plan: This process will be implemented beginning November 1, 2023.
View Audit 4551 Questioned Costs: $1
Recommendation: We recommend that the Agency designate an individual to review HQS inspections to assure they are done in a timely manner. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: We have devised a compreh...
Recommendation: We recommend that the Agency designate an individual to review HQS inspections to assure they are done in a timely manner. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: We have devised a comprehensive training plan focused on scheduling re-inspections and abatements. Our staff has undergone training in accordance with this plan, and supervisors will be responsible for monitoring and providing necessary follow-ups. Furthermore, our staff engages in routine meetings with the contractor responsible for inspection scheduling and completion. These regular meetings will now include a review of inspection schedules to guarantee that no inspections are overlooked. Name(s) of the contact person(s) responsible for corrective action: Troy Lynch Planned completion date for corrective action plan: New staff members were assigned to this task, and their training was successfully concluded by August 7, 2023.
View Audit 4551 Questioned Costs: $1
Recommendation: We recommend management should designate one person to review a sample of the files that have been recertified each month. The purpose of the review is to determine if the tenant files were prepared in accordance with internal policies and verify the compliance deficiencies have bee...
Recommendation: We recommend management should designate one person to review a sample of the files that have been recertified each month. The purpose of the review is to determine if the tenant files were prepared in accordance with internal policies and verify the compliance deficiencies have been corrected. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: We have introduced a revised approach for the allocation of recertifications to individual caseworkers instead of the caseload as a whole. This change ensures that recertifications, initially assigned to caseworkers with temporarily vacant caseloads, will be promptly reassigned to other available staff members. Moreover, we have established a robust monitoring process for supervisors to oversee the workload and track the progress of their respective teams. Name(s) of the contact person(s) responsible for corrective action: Melanie Olsen Planned completion date for corrective action plan: These measures have been effectively implemented since July 1, 2023.
View Audit 4551 Questioned Costs: $1
Finding Number: 2021-007 Planned Corrective Action: The new Fiscal Procedure Manual addresses reconciliation of cash, bank to book and sets the procedure for staff to complete monthly reconciliations which are to be reviewed by the Executive Director always and periodically presented to the Board fo...
Finding Number: 2021-007 Planned Corrective Action: The new Fiscal Procedure Manual addresses reconciliation of cash, bank to book and sets the procedure for staff to complete monthly reconciliations which are to be reviewed by the Executive Director always and periodically presented to the Board for review. The finding for Adjustment will be forwarded to the engaged accounting firm for assessment and advice on how to accomplish that. Anticipated Completion Date: June 30, 2023 Responsible Contact Person: Stan W. Popp, Acting Executive Director
Finding Number: 2021-006 Planned Corrective Action: The previous Executive Director was supposed to do quality control reviews on HCV files, however that was not being done. At present, the Coordinator of Housing Programs and Administration is assigned to do quality controls on a percentage of files...
Finding Number: 2021-006 Planned Corrective Action: The previous Executive Director was supposed to do quality control reviews on HCV files, however that was not being done. At present, the Coordinator of Housing Programs and Administration is assigned to do quality controls on a percentage of files touched within the previous 30 days. Each month, a number of files will be reviewed. Also, the Housing Authority has purchased a complete training academy as part of the Yardi software system that the Housing Authority has used since 2017. The training academy offers on-line courses in each of the areas of the HCV process and will be assigned all training modules that apply to the HCV process. Anticipated Completion Date: July 31, 2023 Responsible Contact Person: Stan W. Popp, Acting Executive Director
Finding Number: 2021-005 Planned Corrective Action: Housing Quality Standards inspection had been contracted for since the pandemic began in 2020, and the agreement had not included quality control or reinspection for failed inspections. That was supposedly corrected but for much of 2021, HQS inspec...
Finding Number: 2021-005 Planned Corrective Action: Housing Quality Standards inspection had been contracted for since the pandemic began in 2020, and the agreement had not included quality control or reinspection for failed inspections. That was supposedly corrected but for much of 2021, HQS inspections had been suspended due to the pandemic. Since that time failed, HQS is tracked by each staff person who has that unit in their caseload, and they assure a reinspection is automatically scheduled and notice sent to the landlord and tenant. If the unit fails a second inspection, in most cases the HAP is abated, or a formal extension is granted on occasion. The plan going forward is to bring the inspection process back in-house within the next year when the existing contract expires. An outside contractor will still be used for inspection when Housing Choice Vouchers are used in the AMHA owed units. All files will be reviewed to ensure compliance. Anticipated Completion Date: July 31, 2023 Responsible Contact Person: Stan W. Popp, Acting Executive Director
Training finance staff assigned on management and reports preparation, as required by this federal award. stablish adequate internal control regarding documents, establish and provide the necessary and required training, including guidelines and procedures, to all personnel who work directly or indi...
Training finance staff assigned on management and reports preparation, as required by this federal award. stablish adequate internal control regarding documents, establish and provide the necessary and required training, including guidelines and procedures, to all personnel who work directly or indirectly with the management of these federal funds. Key Task / Action Items Locate and document all required reports and reconciliations as required. We are implementing a supervision process and instructions will be given to finance’s staff and personnel to increase the ability to search, identify and produce financial documents and reports. Resources Coronavirus Relief Fund (CRF) PHE-Testing and Contact Tracing 2 CFR Section 200.302 (a) of the Uniform Guidance 2 CFR Section 200.403 Puerto Rico Department of Health; Guidelines for the Writing of Proposals and Request for Funds Directed to the Research System Project for the Municipal Case Investigation and Contact Case Investigation and Municipal Contact Tracing System Project Response to COVID-19. Lead Staff Finance’s Director Federal Program Directors Completion date Estimated completion date of December 31, 2023. Actual Completion Date In progress Implementation Progress/Comments The Municipality used the funds in accordance with the proposal and the guidelines established by AAFAF and PR Department of Health for these purposes. Coronavirus Relief Fund (CRF) Public Health Emergency (PHE) (Testing and Contact Tracing). According to the information obtained from Mr. Carlos R. Nazario Barreto, Senior Business Consultant of the SAB Consulting, regarding the compliance of the Municipality, we were provided with the table of the monitoring of the Proposed Municipal System of Investigation of Cases and Tracking of Contact (SMIRC) of the Municipality of Añasco. The referred table of the monitoring of the Proposed Municipal System of Investigation of Cases and Tracking of Contact of the Municipality of Añasco was send to the external auditor as part of this Corrective Action Plan. The detailed table is maintained by the Municipality as part of the federal program supporting documentation. These funds were initially administered and disbursed by former municipal administration personnel. At the time of the audit, we did not find the documents and reports as the files were not available. Following the Auditor's recommendations and as a corrective action, we are currently working on the review of the fiscal documents submitted by the Municipality to determine if there are any reports that need to be worked on and to submit them to AFFAF, PR-OMB or the agencies concerned.
The pandemic caused by the outbreak of COVID-19 disrupted and delayed many accounting and reporting processes during the fiscal years 2020 and 2021 since the Municipality had to shut down operations for various months. Consequently, several projects and tasks calendarized were postponed or delayed, ...
The pandemic caused by the outbreak of COVID-19 disrupted and delayed many accounting and reporting processes during the fiscal years 2020 and 2021 since the Municipality had to shut down operations for various months. Consequently, several projects and tasks calendarized were postponed or delayed, including certain reports required by the US Housing and Urban Development. Expected Implementation Schedule: a) REAC - Audited Submission FY 2020-2021: will be submitted as soon as the final single audit report is issued. b) REAC- Unaudited Submission FY 2021-2022: was submitted and approved by REAC. c) REAC - Audited Submission FY 2021-2022: will be submitted as soon as the final 2022 single audit report is issued.
The pandemic caused by the outbreak of COVID-19 disrupted and delayed many accounting processes during fiscal year 2020 and 2021, since the Municipality had to modified its way of operating and some services were being interrupted due personnel turn overs. Consequently, several projects and tasks ca...
The pandemic caused by the outbreak of COVID-19 disrupted and delayed many accounting processes during fiscal year 2020 and 2021, since the Municipality had to modified its way of operating and some services were being interrupted due personnel turn overs. Consequently, several projects and tasks calendared were postponed, including the reconciliation and review of bank reconciliations and financial reports required by HUD. The person In charge of this task is the Federal Program Director and the anticipated completion date is for December of 2022.
Finding 2021-003 Federal Agency: U.S. Department of Housing and Urban Development Federal Program Titles: Section 8 Housing Choice Vouchers Program Federal Catalog Numbers: 14.871 Material Noncompliance – E. Eligibility – Tenant Files Non Compliance Material to the Financial Statements: Yes Ma...
Finding 2021-003 Federal Agency: U.S. Department of Housing and Urban Development Federal Program Titles: Section 8 Housing Choice Vouchers Program Federal Catalog Numbers: 14.871 Material Noncompliance – E. Eligibility – Tenant Files Non Compliance Material to the Financial Statements: Yes Material Weakness in Internal Control over Compliance for Eligibility Criteria: Tenant Files. The PHA must do the following: As a condition of admission or continued occupancy, require the tenant and other family member to provide necessary information, documentation, and releases for the PHA to verify income eligibility (24 CFR sections 5.230, 5.609, and 982.516). These files are required to be maintained and available for examination at the time of audit. Condition: Based upon inspection of the Authority’s files and on discussion with management, there were documents that were unavailable for examination at the time of audit. Context: There are approximately 3,383 units. Of a sample size of forty (40) tenant files, the following was noted: Original application was missing in 3 files, Lead based paint form was missing in 5 files, signed lease was missing in 5 files, Rent reasonableness was missing in 10 files , Annual inspection report was missing in 15 files. Our sample size is statistically valid. Known Questioned Costs: $294,952. Cause: There is a material weakness in internal controls over the compliance for the eligibility type of compliance related to the maintenance of tenant files. The Authority has not properly considered, designed, implemented, maintained and monitored a system of internal controls that assures the program is in compliance. Effect: The Section 8 Housing Choice Vouchers Program is in material non-compliance with the eligibility type of compliance related to the maintenance of tenant files. Recommendation: We recommend the Authority design and implement internal control procedures that will assure compliance with the Uniform Guidance and the compliance supplement. Views of responsible officials and planned corrective action: The Authority accepts the recommendation of the auditor. The affected files relate to clients that have been on the program for decades and as files get large, archiving takes place. To correct this finding, a directive will be issued to staff that will ensure that when files are archived the original application must be placed in the current working file going forward. Zulieka Boykin, Executive Director, will be responsible to implement this corrective action by June 30, 2022.
View Audit 1338 Questioned Costs: $1
Views of Responsible Officials: The Authority has addressed this finding. The Bank has signed the depository agreements effective March 30, 2022.
Views of Responsible Officials: The Authority has addressed this finding. The Bank has signed the depository agreements effective March 30, 2022.
Views of Responsible Officials: The Authority specialist responsible for file maintenance and recertifications during fiscal year 2021 is no longer with the Agency. In addition the Authority misinterpreted the COVID waiver related to HQS inspections. The Authority has experienced staff now in place ...
Views of Responsible Officials: The Authority specialist responsible for file maintenance and recertifications during fiscal year 2021 is no longer with the Agency. In addition the Authority misinterpreted the COVID waiver related to HQS inspections. The Authority has experienced staff now in place to perform these services. The Authority will revisit our policy and procedures over recertification, HQS, and file maintenance to ensure documentation is maintained and is in compliance with HUD regulations.
Views of Responsible Officials: The Authority specialist responsible for file maintenance and recertifications during fiscal year 2021 is no longer with the Agency. The Authority has experienced staff now in place to perform these services. The Authority will revisit our policy and procedures over r...
Views of Responsible Officials: The Authority specialist responsible for file maintenance and recertifications during fiscal year 2021 is no longer with the Agency. The Authority has experienced staff now in place to perform these services. The Authority will revisit our policy and procedures over recertification and file maintenance to ensure documentation is maintained and is in compliance with HUD regulations.
View Audit 724 Questioned Costs: $1
Views of Responsible Officials: The Authority will review and enhance our policies and procedures over payroll processing, to ensure all timesheets have visual approval by supervisor, and employee files obtain copy of the annual board approved salary worksheet.
Views of Responsible Officials: The Authority will review and enhance our policies and procedures over payroll processing, to ensure all timesheets have visual approval by supervisor, and employee files obtain copy of the annual board approved salary worksheet.
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