Audit Finding Reference:
2022-003 Improve Controls and Documentation over Payroll Process
Planned Corrective Action:
The Portland Public School District's payroll operations have been under strain since its
conversion to a new software system (Munis) in January 2019. Certain modules and
functionalit...
Audit Finding Reference:
2022-003 Improve Controls and Documentation over Payroll Process
Planned Corrective Action:
The Portland Public School District's payroll operations have been under strain since its
conversion to a new software system (Munis) in January 2019. Certain modules and
functionalities were not set up completely or correctly prior to launch, which necessitated
workarounds, time-consuming manual processing, and error correction. These challenges
were compounded by staff turnover, staffing shortages, and the heightened pressures
across the district caused by the pandemic. As a result certain systems, processes,
procedures, and documentation protocols have weakened over this time. PPS is aware of
this and has been working toward a permanent solution to the root cause of the payroll
challenges. In collaboration with outside consultants, PPS has entered into an agreement to
transition to ADP as a third-party payroll provider for the district, with expected
implementation in fall 2023. PPS has retained a project manager for the transition, whose
focus will not only be the technical software transition but also ensuring that sound
policies, procedures, and controls are in place alongside system capabilities that meet the
needs of the district. Additionally, PPS intends to invest in additional HR staff in order to
implement new workflow that ensures appropriate segregation of duties, review, and
documentation of employee pay information.
Name of Contact Person:
Terry Young Ed.D
Executive Director of Operations
Portland Public Schools
353 Cumberland Avenue
Portland, ME 04101
Direct: (207) 842-5333
Anticipated Completion Date:
11/1/2023