Corrective Action Plans

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Responsible Contact Person(s): Naveen Abraham, Chief of Core Infrastructure Services Corrective Action Planned: 1. VITA, working with VITA multi-sourcing services integrator (MSI), opened a multi-supplier project to reduce and eliminate unpremeditated vulnerabilities. 2. With respect to agency acce...
Responsible Contact Person(s): Naveen Abraham, Chief of Core Infrastructure Services Corrective Action Planned: 1. VITA, working with VITA multi-sourcing services integrator (MSI), opened a multi-supplier project to reduce and eliminate unpremeditated vulnerabilities. 2. With respect to agency access to security log information, all logs are being monitored. VITA intends to further enhance services during the remainder of calendar year 2023. VITA is also working on additional tools and implementation of zero trust. Security compliance of enterprise IT services overall is assessed on an ongoing basis through System Security Plan (SSP) submission and review. Estimated Completion Date: 9/30/2023
Responsible Contact Person(s): Steve Hanoka, Chief Information Security Officer John Kissel, Deputy Director of Innovation and Technology Carla Bennett, Director of Procurement and Contract Management Susan Smith, Director of Internal Audit Corrective Action Planned: This finding was marked as FOIA ...
Responsible Contact Person(s): Steve Hanoka, Chief Information Security Officer John Kissel, Deputy Director of Innovation and Technology Carla Bennett, Director of Procurement and Contract Management Susan Smith, Director of Internal Audit Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia. Federal awarding agencies and pass-through entities, please see the Appendix titled ?Applicable Management Contacts for Findings and Questioned Costs? to request the corrective action planned from the applicable entity. Estimated Completion Date: 4/30/2023
Responsible Contact Person(s): Mark McCreary, Director Centralized IT Security Audit Services Corrective Action Planned: 1. Regularly monitor audit workplan to ensure audit staff complete all IT security audits by the required deadlines; and, 2. Evaluate staffing levels and assess need to contract ...
Responsible Contact Person(s): Mark McCreary, Director Centralized IT Security Audit Services Corrective Action Planned: 1. Regularly monitor audit workplan to ensure audit staff complete all IT security audits by the required deadlines; and, 2. Evaluate staffing levels and assess need to contract with an outside audit firm to aid in completing IT security audits. Estimated Completion Date: 9/30/2023
Responsible Contact Person(s): Kevin Platea, Deputy Chief Information Officer Stephen Schleck, Associate Director of Enterprise Business Solutions Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting correc...
Responsible Contact Person(s): Kevin Platea, Deputy Chief Information Officer Stephen Schleck, Associate Director of Enterprise Business Solutions Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia. Federal awarding agencies and pass-through entities, please see the Appendix titled ?Applicable Management Contacts for Findings and Questioned Costs? to request the corrective action planned from the applicable entity. Estimated Completion Date: 12/31/2024
Responsible Contact Person(s): Kevin Platea, Deputy Chief Information Officer Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia...
Responsible Contact Person(s): Kevin Platea, Deputy Chief Information Officer Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia. Federal awarding agencies and pass-through entities, please see the Appendix titled ?Applicable Management Contacts for Findings and Questioned Costs? to request the corrective action planned from the applicable entity. Estimated Completion Date: 12/31/2024
Responsible Contact Person(s): Barry Davis, Chief Information Security Officer Melinda Raines, Director of Human Resources Karen Holt, Human Resource Business Process Consultant Corrective Action Planned: An agency-wide work group will be established to determine the exact processes need to implemen...
Responsible Contact Person(s): Barry Davis, Chief Information Security Officer Melinda Raines, Director of Human Resources Karen Holt, Human Resource Business Process Consultant Corrective Action Planned: An agency-wide work group will be established to determine the exact processes need to implement the controls necessary to address this finding. Estimated Completion Date: 6/30/2023
Responsible Contact Person(s): Steven Hanoka, Chief Information Security Officer John Kissel, Deputy Director of Innovation and Technology Sarah Haggie, Strategic Initiatives Advisor Mike Alston, HCD Division Director Cat Pelletier, Operations Lead for Finance Cindy Olson, Eligibility and Enrollment...
Responsible Contact Person(s): Steven Hanoka, Chief Information Security Officer John Kissel, Deputy Director of Innovation and Technology Sarah Haggie, Strategic Initiatives Advisor Mike Alston, HCD Division Director Cat Pelletier, Operations Lead for Finance Cindy Olson, Eligibility and Enrollment Director Corrective Action Planned: DMAS IT Access Control Policy was revised January 2023 to be compliant with the COV security standard. IM Security will revise security training to also reflect this change. Training and reminders will be provided to ensure the divisions and managers understand the importance of the system workflow and timely notification to initiate the process for disabling access. DMAS is in the process of updating the off-boarding system requirements to ensure system access is removed timely. Additional staff was requested to have system access removal rights to support the system access administration and resolve workload and staffing issues. Estimated Completion Date: 2/28/2023
Responsible Contact Person(s): Kevin Platea, Deputy Chief Information Officer Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia...
Responsible Contact Person(s): Kevin Platea, Deputy Chief Information Officer Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia. Federal awarding agencies and pass-through entities, please see the Appendix titled ?Applicable Management Contacts for Findings and Questioned Costs? to request the corrective action planned from the applicable entity. Estimated Completion Date: 12/31/2023
Responsible Contact Person(s): Barry Davis, Chief Information Security Officer and Director of Information Security & Risk Management Dwayne Sneade, Assistant Director of Governance-ISRM Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller ...
Responsible Contact Person(s): Barry Davis, Chief Information Security Officer and Director of Information Security & Risk Management Dwayne Sneade, Assistant Director of Governance-ISRM Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia. Federal awarding agencies and pass-through entities, please see the Appendix titled ?Applicable Management Contacts for Findings and Questioned Costs? to request the corrective action planned from the applicable entity. Estimated Completion Date: 8/1/2023
Responsible Contact Person(s): Kevin Platea, Deputy Chief Information Officer Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia...
Responsible Contact Person(s): Kevin Platea, Deputy Chief Information Officer Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia. Federal awarding agencies and pass-through entities, please see the Appendix titled ?Applicable Management Contacts for Findings and Questioned Costs? to request the corrective action planned from the applicable entity. Estimated Completion Date: 12/31/2024
Responsible Contact Person(s): Sarah Hatton, Deputy Director of Administration Cindy Olson, Eligibility and Enrollment Division Director Corrective Action Planned: The final tally of the master out of state report listed 16,930 members. Of the 16,930 members, 11,719 members were closed (69%). The ...
Responsible Contact Person(s): Sarah Hatton, Deputy Director of Administration Cindy Olson, Eligibility and Enrollment Division Director Corrective Action Planned: The final tally of the master out of state report listed 16,930 members. Of the 16,930 members, 11,719 members were closed (69%). The remaining members were either already closed or validly open with an out of state address. The staff dedicated to this project have been reviewing the APA identified list of approximately 6,927 members with out of state addresses. The team has reviewed 98% of the cases, with only 1% requiring case action. When action to close a case is taken, standard notice requirements are followed. On February 6, 2023, the team also began reviewing the newest Out of State Data Match Report provided by the DMAS Office of Data Analytics. This new report includes approximately 7,261 individuals for review, with a targeted completion date of April 28, 2023. This report will continue to be generated quarterly to ensure that individuals no longer residing in Virginia are accurately closed out of their Virginia Medicaid coverage. Estimated Completion Date: 4/30/2023
Federal Agency: U.S. Department of Health and Human Services Federal Program Title: COVID-19 - Provider Relief Fund and American Rescue Plan (ARP) Rural Distribution Federal Assistance Listing Number: 93.498 Compliance Requirement: Reporting ...
Federal Agency: U.S. Department of Health and Human Services Federal Program Title: COVID-19 - Provider Relief Fund and American Rescue Plan (ARP) Rural Distribution Federal Assistance Listing Number: 93.498 Compliance Requirement: Reporting Views of Responsible Officials and Planned Corrective Actions: Procedures will be put in place to review accuracy of reporting prior to submission. Completion Date 2/1/23 Accounting Name of Contact Person: Jenny Englerth, President/CEO
Federal Agency: U.S. Department of Health and Human Services Federal Program Title: Health Center Program Cluster, COVID-19 Immunizations CoAg and Vaccines for Children Program Federal Assistance Listing Number: 93.224, 93.527, 93.268 Compliance Requirements: Activities allowed or unallowed, Allowab...
Federal Agency: U.S. Department of Health and Human Services Federal Program Title: Health Center Program Cluster, COVID-19 Immunizations CoAg and Vaccines for Children Program Federal Assistance Listing Number: 93.224, 93.527, 93.268 Compliance Requirements: Activities allowed or unallowed, Allowable costs/Cost Principles Views of Responsible Officials and Planned Corrective Actions: Family First Health will review its Time and Effort policy to ensure continued compliance with federal regulations in maintaining records of personnel time and effort to substantiate salary costs associated with its federal grants. We will add steps to our process to ensure that the certifications by employees whose time is allocated to one federally funded program will sign an after-the-fact certification on a semi-annual basis confirming that the employee worked on a single award for the given period. The transition from ADP (our past payroll processor) to Paycom (our new payroll processor) will provide additional levels of timekeeping detail that will enable time and effort to be more closely monitored and reported. Completion Date 2/1/23 Accounting Name of Contact Person: Jenny Englerth, President/CEO
Responsible Contact Person(s): Ida Witherspoon, Chief Financial Officer Corrective Action Planned: Prepare procedures that documents where the number of eligible individuals contained in the SSBG-Post expenditure are derived. Also include screen prints of the actual reports used to obtain the data ...
Responsible Contact Person(s): Ida Witherspoon, Chief Financial Officer Corrective Action Planned: Prepare procedures that documents where the number of eligible individuals contained in the SSBG-Post expenditure are derived. Also include screen prints of the actual reports used to obtain the data with the report as supporting documentation. Estimated Completion Date: 6/30/2023
Responsible Contact Person(s): Ida Witherspoon, Chief Financial Officer Dwayne Sneade, Assistant Director for Governance-ISRM James Pell, ARMICS Manager Corrective Action Planned: Finance and program staff to conduct analysis that will identify provider agencies that perform significant fiscal proce...
Responsible Contact Person(s): Ida Witherspoon, Chief Financial Officer Dwayne Sneade, Assistant Director for Governance-ISRM James Pell, ARMICS Manager Corrective Action Planned: Finance and program staff to conduct analysis that will identify provider agencies that perform significant fiscal processes for the Department and provide this information to the ARMICS unit. Estimated Completion Date: 12/31/2023
Responsible Contact Person(s): Ida Witherspoon, Chief Financial Officer Corrective Action Planned: Send periodic e-mail reminders to program staff responsible for submitting FFATA data to the Federal Reporting Unit for submission to the federal government. Estimated Completion Date: 12/31/2023
Responsible Contact Person(s): Ida Witherspoon, Chief Financial Officer Corrective Action Planned: Send periodic e-mail reminders to program staff responsible for submitting FFATA data to the Federal Reporting Unit for submission to the federal government. Estimated Completion Date: 12/31/2023
Responsible Contact Person(s): Gena Boyle, Deputy Commissioner for Policy and Administration Angela Morse, Director of Benefit Programs Corrective Action Planned: Proposed changes to the Code of Virginia will be submitted for the next General Assembly session's consideration. Estimated Completion Da...
Responsible Contact Person(s): Gena Boyle, Deputy Commissioner for Policy and Administration Angela Morse, Director of Benefit Programs Corrective Action Planned: Proposed changes to the Code of Virginia will be submitted for the next General Assembly session's consideration. Estimated Completion Date: 7/1/2024
Recommendation: We recommend that the Authority reviews its internal controls over HAP abatement to ensure units that do not meet HQS are abated for the required timeframe. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to ...
Recommendation: We recommend that the Authority reviews its internal controls over HAP abatement to ensure units that do not meet HQS are abated for the required timeframe. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Along with the restructuring of the Assisted Housing Department to add additional management positions, implement comprehensive standard operating procedures and training, HHA will ensure that Housing Assistance Payments (HAP) is properly abated on all units under abatement. Abatement quality control measures will be implemented using comprehensive standard operating procedures, which will include clearly defined eligibility processes and enhanced quality control measures. HHA will also contract with an HCV consultant to provide additional training to the HCV management team. HHA is committed to ensuring that all employees have proper training in all components of the HCV program Name(s) of the contact person(s) responsible for corrective action: Turkessa Coleman Lacey, Deputy Executive Director Carmisia Danson Woods, Interim Assisted Housing Director Planned completion date for corrective action plan: Complete and on-going If the U.S. Department of Housing and Urban Development has questions regarding this plan, please call Carmisia Danson Woods, Interim Assisted Housing Director at 256-532-5672.
Recommendation: We recommend that the Authority reviews its internal controls over obtaining and maintaining income and expense tenant file documentation to ensure compliance with eligibility requirements. Explanation of disagreement with audit finding: There is no disagreement with the audit findi...
Recommendation: We recommend that the Authority reviews its internal controls over obtaining and maintaining income and expense tenant file documentation to ensure compliance with eligibility requirements. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Huntsville Housing Authority (HHA) is restructuring the Assisted Housing Department to add additional management positions, implement comprehensive standard operating procedures, which will include clearly defined eligibility processes and enhanced quality control measures, to include, provisions to appropriately determine dependent allowances. Management will conduct oversight of key functions, data entry, and maintain a consistent review of regulatory compliance. Management will complete more targeted and a higher number of internal quality control audits. Additionally, HHA will increase staff training on income, assets, expenses, deductions and rent calculations. This approach will also include obtaining and maintaining the correct backup and support documentation. HHA will also contract with a Housing Choice Voucher (HCV) consultant to provide additional training to the Assisted Housing management team. HHA is committed to ensuring that all employees have proper training in all components of the HCV program Name(s) of the contact person(s) responsible for corrective action: Turkessa Coleman Lacey, Deputy Executive Director
Reference Number: 2022-002 Compliance Requirement: Reporting Type of Finding: Internal Control and Compliance Internal Control Impact: Significant Deficiency Compliance Impact: Nonmaterial Noncompliance Assistance Listing Number(s) and Title: 84.425 ? Higher Education Emergency Relief Fund(HEERF) Fe...
Reference Number: 2022-002 Compliance Requirement: Reporting Type of Finding: Internal Control and Compliance Internal Control Impact: Significant Deficiency Compliance Impact: Nonmaterial Noncompliance Assistance Listing Number(s) and Title: 84.425 ? Higher Education Emergency Relief Fund(HEERF) Federal Awarding Agency: U.S. Department of Education Bishop State has reviewed and recognized the needed changes to be put into place to ensure timely reporting and accurate record keeping for all reported data. Bishop State has the Restricted accountant complete the quarterly and annual HEERF reports and file all data according to the report in an organized and methodical method. Once the Restricted Accountant completes the report the Chief Financial Officer and/or Director of Accounting will review the reports and backup data for approval. Once the reports are approved they are handed over to the Grants Administrator for filing on-line with the Department of Education via the HEERF site. This audit finding is a duplicate to the audit finding 2021-005 from the previous fiscal year. The 2022 fiscal year was 75% of the way over at the time the prior year audit finding was presented to Bishop State Community College. At the point of notification all quarterly and annual reports were filed according to HEERF uniform guidance. No other corrective action had to be taken in the 2022 fiscal year as all other uniform reporting guidance was met for the 2022 audit. Anticipated Completion Date: October 2022. Contact Person: Jessica Davis, Chief Financial Officer
Responsible Contact Person(s): Annette Sherrill, Assistant Superintendent for Budget & Finance Geri Hayes, Director of Finance Dhaval Patel, General Ledger Manager Corrective Action Planned: Staff are actively working on ensuring that FFATA data submitted is accurate. Additional information related...
Responsible Contact Person(s): Annette Sherrill, Assistant Superintendent for Budget & Finance Geri Hayes, Director of Finance Dhaval Patel, General Ledger Manager Corrective Action Planned: Staff are actively working on ensuring that FFATA data submitted is accurate. Additional information related UEI numbers is being collected to ensure that data submitted does not encounter errors among submission. Staff have also attended webinars and are performing reconciliations between financial systems. Estimated Completion Date: 12/31/2023
Responsible Contact Person(s): Angela Wright, Director of Finance Corrective Action Planned: The Director of Finance has provided additional training to staff and is performing a detailed review of all reports to ensure accuracy. Estimated Completion Date: 2/15/2023
Responsible Contact Person(s): Angela Wright, Director of Finance Corrective Action Planned: The Director of Finance has provided additional training to staff and is performing a detailed review of all reports to ensure accuracy. Estimated Completion Date: 2/15/2023
Responsible Contact Person(s): Timothy O. Kestner, EIA Director Corrective Action Planned: EIA Management has developed a reporting schedule outlining the frequency, responsible party, and due date of all required reports. This is a collaborative effort across several business units; therefore, pol...
Responsible Contact Person(s): Timothy O. Kestner, EIA Director Corrective Action Planned: EIA Management has developed a reporting schedule outlining the frequency, responsible party, and due date of all required reports. This is a collaborative effort across several business units; therefore, policies and procedures have been updated and communicated to all users to ensure compliance. Estimated Completion Date: 2/15/2023
Responsible Contact Person(s): Angela Wright, Director of Finance Susan Landis, Director of Unemployment Insurance David Clark, Information Security Officer Corrective Action Planned: Finance Management has strengthened existing processes especially for removing terminated employees? access from the...
Responsible Contact Person(s): Angela Wright, Director of Finance Susan Landis, Director of Unemployment Insurance David Clark, Information Security Officer Corrective Action Planned: Finance Management has strengthened existing processes especially for removing terminated employees? access from the internal financial system. Unemployment Insurance Management is in the process of developing a benefit system report to be used by the system owner to review and update current staff access and to evaluate new user access levels. The ISO will work with System Owners to ensure annual access reviews are completed. Estimated Completion Date: 6/30/2023
Responsible Contact Person(s): David Portner, Chief Information Officer Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia. Fed...
Responsible Contact Person(s): David Portner, Chief Information Officer Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia. Federal awarding agencies and pass-through entities, please see the Appendix titled ?Applicable Management Contacts for Findings and Questioned Costs? to request the corrective action planned from the applicable entity. Estimated Completion Date: 2/15/2023
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