Summary of Administrative Review Findings To: "A - Division Chief and Staff", "B - Branch Chiefs and Offices", "DC - All District Chiefs", "AO - All Administrative Officers" cc: "Lois A Dabaie, Secretary, Reston, VA" Subject: Summary of Administrative Review Findings Date: Thu, 14 Dec 1995 14:23:48 -0500 From: "Lois A Dabaie, Secretary, Reston, VA" The following memorandum was also sent out in hard copy. In Reply Refer To: Mail Stop 442 MEMORANDUM December 13, 1995 To: District Chiefs Branch Chiefs From: Catherine L. Hill Assistant Chief Hydrologist for Operations Subject: Summary of Administrative Review Findings The Water Resources Division (WRD) initiated a formal administrative review procedure in fiscal year (FY) 1993. The intent and purpose of this procedure, to "evaluate the effectiveness of management control systems, assist in developing procedures that streamline administrative processes and cut costs; and to provide a constructive learning environment for the staff and team members," was officially communicated throughout the division by WRD Memorandum No. 94.10. During the past 3 years, reviews of 30 percent of the division's cost centers have been completed. Review teams have visited four districts each in the Northeastern and Central Regions, three in Southeastern Region, one in the Western Region and one of the Headquarters cost centers. For the most part, cost centers have internal control mechanisms in place to deter the occurrence of any questionable or illegal act. However, there are areas that need strengthening and improvement. Listed below are the significant findings to date. This list includes items that have surfaced in at least 38 percent of the reviews (5 cost centers) and are shown in descending order. 1. Noncompliance with payroll regulations or improper recordkeeping (77 percent) 2. Absence of management analysis of administrative processes and associated costs (54 percent) 3. Lack of participation by the administrative officer in the development and review of project budgets contained in proposals; administrative officer not attending project progress reviews (46 percent) 4. Absence of formal delegation of authority documentation (46 percent) 5. Failure to utilize streamlined authorities and processes to enhance administrative operations (i.e., maximize use of bankcards, ATM travel advance program, FTS 2000 cards, remote field payments, etc.) (46 percent) 6. Absence of routine reporting of financial information to project chiefs (46 percent) 7. Insufficient budgeting - lack of district financial plan and/or common services plan; lack of regional approval of deviations to common services policy as required by WRD Memorandum No. 92.21; absence of budgets for projects and/or components of the common services plan (46 percent) 8. Nonconformance with division policy on quarterly billing of cooperators (46 percent) 9. Absence of organization charts and functional statements for the organizational components of the cost center (38 percent) Of major concern is the noncompliance with payroll regulations and recordkeeping guidance in more than two-thirds of the cost centers reviewed. The Senior Administrative Officers have formed a committee to examine payroll processes and requirements and develop guidance and training for cost centers. This training will be conducted during FY 1996 in conjunction with WRD's implementation of the new paperless time and attendance system. Most of the other findings will be addressed in the training courses being developed for new administrative staff. The first of these courses will be offered March 4-8, 1996, at the National Training Center. An announcement with a course agenda will be issued in the next few weeks. The division will continue to conduct a least five administrative reviews per year. If resources are available, the process will be accelerated. Specific comments or questions concerning the review process and/or findings should be directed to your Regional Administrative Officer. Copy to: Administrative Officers Senior Staff