Finding No 2023-003 “ALN #20.106 Equipment and Real Property Management”
Name of Contact Person(s): Sheryl Sizemore, Comptroller
Ida S. De Brum, Accounting Manager
Zack A. Diaz, Internal Auditor
Alex Tudela, Procurement Officer
Corrective Action:
CPA agrees with this fin...
Finding No 2023-003 “ALN #20.106 Equipment and Real Property Management”
Name of Contact Person(s): Sheryl Sizemore, Comptroller
Ida S. De Brum, Accounting Manager
Zack A. Diaz, Internal Auditor
Alex Tudela, Procurement Officer
Corrective Action:
CPA agrees with this finding. CPA has implemented Equipment Management Standard Operating Procedures (SOPs) in June 2022 and trained staff involved in Equipment Management in August 2022. Because trainings on the newly developed SOPs were first conducted in August 2022, CPA noted and FAA acknowledged that repeat findings may be found in this audit report. CPA emphasizes that SOP trainings are continuing and mandatory for all of CPA Management, and CPA expects that the SOPs and related training will resolve this issue moving forward. Equipment SOP trainings occur twice per year and will continue indefinitely.
In July 2023, CPA issued the inventory and property records to all CPA Department Heads to review, verify and confirm details of each fixed asset and provide additional identifying information for entry. These updates will be submitted to the Procurement Division in August 2023 for verification and entry into the Equipment Management System.
Condition 1: CPA will ensure that count sheets are dated to reflect timing of the approval of fixed asset inventory performed.
Condition 2: The fixed asset schedule provided to the auditors included a column that listed all contributed fixed assets as funded by the Federal Aviation Administration (FAA). The FAA column was mistakenly entered into the schedule. CPA Accounting verified that the details of all assets that were identified as non-FAA assets indicate funding through other federal or local programs. The fixed asset schedule will go through verification by the Accounting Manager and Comptroller to ensure that only the program assets requested are listed.
Condition 3a: CPA will write off the asset from its fixed asset system.
Condition 3b: CPA will write off assets 000015, 000040, 000047 as they have been already replaced with an existing asset. For assets 000091, 000589, and 000791: we will create maintenance logs for these assets as well as all assets that require maintenance in the fixed asset system.
Condition 3c: CPA will write off the asset from its fixed asset system.
Condition 3d: CPA will write off the asset from its fixed asset system and adjust and reclassify for any remaining depreciation still left on the books.
CPA has developed the following corrective action plan for this finding:
1. Establish Standard Operating Procedures (SOP) for Equipment Management
CPA has established Equipment Management SOPs that were implemented and effective on June 30, 2022. The SOPs detail the equipment management requirements, details, and responsibilities. In addition, the SOPs include an annual mandatory schedule for inventory, disposals, and reconciliation.
The Department Heads are reviewing their equipment listings to verify the accuracy of equipment details, provide additional identifying information and confirm existence of all assets listed. The Department Heads will be providing monthly updates to the Procurement Department for entry into the Equipment Management System.
2. Implement Standard Equipment Management Forms
Standard procurement forms have been developed to establish additional controls and reviews for all equipment. These standard forms include requirements such as identifying details for all fixed assets.
3. Develop a Training Plan for Equipment Management Procedures
CPA developed an Equipment Management training plan that was implemented on June 17, 2022. The training plan includes annual requirements for training on equipment management and compliance requirements. The training is based on the established SOPs and best practices and is mandatory for all staff involved in equipment management.
4. Internal Auditor Position
An internal auditor position was created on May 16, 2022 and hired on August 29, 2022. Part of the internal auditor’s responsibilities include reviewing inventory records and equipment management files for compliance. The internal auditor reports directly to the CPA Board of Director and provides monthly reports. The internal auditor monthly reports are used as a tool to identify areas of equipment management non-compliance for immediate correction.
Proposed Completion Date: June 30, 2025