Department of Housing and Urban Development: Lack of Accountability for Computer Equipment Leaves These Assets Vulnerable to Loss or Misappropriation
Highlights
In testimony in October 2002 and in a report issued in April 2003 we raised concerns about the Department of Housing and Urban Development's (HUD) accountability for computers and computer-related equipment bought with government purchase cards. Our review identified a large volume of computers and computer-related purchases for which HUD did not have adequate supporting documentation. In addition, HUD acknowledged that items bought with purchase cards were not being consistently entered in its asset management system thereby increasing its vulnerability to loss or theft. Given these findings, and the approximately $59 million HUD reported it has spent on computers and computer-related equipment and services over the last 3 fiscal years, Congress asked of us to further assess HUD's accountability for these vulnerable assets. Specifically, it was requested that we determine whether HUD had established an effective system of internal control for maintaining accountability over its computer equipment. Our review covered HUD's systems and controls in place during fiscal years 2001, 2002, and 2003.
Recommendations
Recommendations for Executive Action
| Agency Affected | Recommendation | Status |
|---|---|---|
| Office of the Chief Financial Officer | In order to establish adequate internal control over HUD-owned computer equipment and reduce HUD's vulnerability to fraud, waste, and abuse, the Assistant Secretary for Administration/Chief Information Officer should reiterate to responsible HUD personnel the importance of following HUD's established policies and procedures for recording computer equipment purchases in the Facilities Integrated Resource Management System (FIRMS). |
Closed – Implemented
HUD completed implementation of this recommendation.
|
| Office of the Chief Financial Officer | In order to establish adequate internal control over HUD-owned computer equipment and reduce HUD's vulnerability to fraud, waste, and abuse, the Assistant Secretary for Administration/Chief Information Officer should follow up on the items we identified as not recorded in FIRMS to determine the location of the computer equipment and update FIRMS to reflect the results. |
Closed – Implemented
HUD completed implementation of this recommendation.
|
| Office of the Chief Financial Officer | In order to establish adequate internal control over HUD-owned computer equipment and reduce HUD's vulnerability to fraud, waste, and abuse, the Assistant Secretary for Administration/Chief Information Officer should establish specific requirements for maintenance of documentation and records to support changes in the location of computer equipment. |
Closed – Implemented
HUD completed implementation of this recommendation.
|
| Office of the Chief Financial Officer | In order to establish adequate internal control over HUD-owned computer equipment and reduce HUD's vulnerability to fraud, waste, and abuse, the Assistant Secretary for Administration/Chief Information Officer should perform quarterly reconciliations of HUD-owned computer equipment balances in FIRMS, both capitalized and noncapitalized, to the recorded amounts in the general ledger, including researching all differences and correcting any identified errors. |
Closed – Implemented
HUD issued procedures requiring the monthly reconciliation of amounts in FIRMS to amounts in its general ledger, researching any differences, and making any needed adjustments to FIRMS or the general ledger. Monthly reconciliations and related research of differences and adjustments were performed for the months of February through September 2008.
|
| Office of the Chief Financial Officer | In order to establish adequate internal control over HUD-owned computer equipment and reduce HUD's vulnerability to fraud, waste, and abuse, the Assistant Secretary for Administration/Chief Information Officer should segregate accountable equipment purchases from nonaccountable purchases in the general ledger in order to facilitate the reconciliation process. |
Closed – Implemented
HUD completed implementation of this recommendation.
|
| Office of the Chief Financial Officer | In order to establish adequate internal control over HUD-owned computer equipment and reduce HUD's vulnerability to fraud, waste, and abuse, the Assistant Secretary for Administration/Chief Information Officer should update FIRMS to reflect the results of the recently completed physical inventory of HUD-owned computer equipment. |
Closed – Implemented
HUD completed implementation of this recommendation.
|
| Office of the Chief Financial Officer | In order to establish adequate internal control over HUD-owned computer equipment and reduce HUD's vulnerability to fraud, waste, and abuse, the Assistant Secretary for Administration/Chief Information Officer should perform a complete and accurate physical inventory of HUD-owned computer equipment at least annually and update FIRMS as needed to reflect the inventory results. |
Closed – Implemented
HUD completed implementation of this recommendation.
|