Audit Executive Summary
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Information Communication and Technology Services (ICTS) Audit Response Executive Summary – Report #2009‐05 – January 2009 Revision Date: February 20, 2009 Richmond Public Schools (RPS), Department of Information, Communication and Technology Services (ICTS), would like to take the opportunity in thanking the City of Richmond, City Auditor’s office for conducting an operational audit on the ICTS operations for the 12 months ended December 31, 2007. We look forward to the opportunity in continuing to improve the effectiveness, efficiency and operations by aligning the department with best practices methodology. This audit confirms some of the goals of ICTS and RPS. There are no cost savings identified as a result of this review. To implement the recommendations would require $1,004,588.00 excluding In‐Kind cost. The strategies and status of the elements of the review are listed in the following chart. We welcome the comments from the public as we continue on the pathway to excellence and transparency. Please send your comments to ictsinfo@richmond.k12.va.us. Function(s) Recommendation Recommendation Response(s) Target Status Budget Number(s) Description(s) Completion Implication Date Assessment 1 Conduct an April 2009 Established a $70,000.00 CONCUR ‐ Yes No Richmond Investigate organization‐wide IT Public RPS has contracted CELT Corp. to assist Risk Assessment and Schools ...
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Information Communication and Technology Services (ICTS) Audit Response Executive Summary – Report # 2009‐05 – January 2009
Revision Date: February 20, 2009 Richmond Public Schools (RPS), Department of Information, Communication and Technology Services (ICTS), would like to take the opportunity in thanking the City of Richmond, City Auditors office for conducting an operational audit on the ICTS operations for the 12 months ended December 31, 2007. We look forward to the opportunity in continuing to improve the effectiveness, efficiency and operations by aligning the department with best practices methodology. This audit confirms some of the goals of ICTS and RPS. There are no cost savings identified as a result of this review. To implement the recommendations would require $1,004,588.00 excluding In‐Kind cost. The strategies and status of the elements of the review are listed in the following chart. We welcome the comments from the public as we continue on the pathway to excellence and transparency. Please send your comments to ictsinfo@richmond.k12.va.us. Function(s) Recommendation Recommendation Response(s) Target Status Budget Number(s) Description(s) Completion Implication Date Assessment 1 Conduct an CONCUR‐Yes No April 2009 Established a$70,000.00 organization‐wide IT Investigate Richmond Risk Assessment and RPS has contracted CELT Corp. to assist Public compile a mitigation Information Communication Technology ECTLlo/se ohcS plan. Services (ICTS) in developing a new jtcporerin Steg comprehensive district‐wide technology plan Committee. that includes an assessment and mitigation plan. Conducted project orientation sessions with Executive Leadership Team and Project Teams.
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Information Communication and Technology Services (ICTS) Audit Response Executive Summary – Report # 2009‐05 – January 2009 Revision Date: February 20, 2009 Target Status Budget Completion Implication Date Maintain an issues resolution matrix for all project activities. Identify and record appropriate Richmond Public Schools reference documents, best practices and research studies. The first draft of Key Findings & Recommendat ions have been completed.
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Information Communication and Technology Services (ICTS) Audit Response Executive Summary – Report # 2009‐05 – January 2009
Recommendation Recommendation Response(s) Number(s) Description(s)
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Establish a system CONCUR Yes No security baseline for Investigate the AS/400. Require RPS is in compliance with benchmark settings the system control established by IBM and Comprehensive values of the AS/400 Management Systems. Essential application to comply with software supersedes the recommended industry (IBM and settings. This application provides these ISACA) benchmark features for the items recommended. settings.
Revision Date: February 20, 2009
Target Status Budget Completion Implication Date July 2009 A Security In‐Kind cost baseline will be established TBD by July 2009.
Assess the feasibility of CONCUR‐Yes No July 2008 Completed turning on the audit Investigate trail feature to provide The audit trail logging feature is part of the the ability to review original operating system. Using the logging audit logs ensuring feature would exceed existing storage proper system tracking capacity. However, RPS has other audit and accountability. features such as a performa and history files.
Implement system CONCUR‐Yes No August 2009 In Process In‐Kind cost tahpaptl catiilliw amon intaionontrc asln R P S w i l l p e rfosremvnI gittaeht ea naly sis and TBDdeter i m ne accurate and reliable
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Information Communication and Technology Services (ICTS) Audit Response Executive Summary – Report # 2009‐05 January 2009 – Revision Date: February 20, 2009 Target Status Budget Completion Implication Date
Function(s) Recommendation Recommendation Response(s) Number(s) Description(s) audit trail for previous the best economic solution. and current vendor checks. If system controls cannot be applied, implement compensating controls to provide the historical audit trail to track previous vendor payments. On Hold due TBD Implement CONCUR‐Yes No recommendations Investigate to budgetary from PlanIT RPS will consider the PlanIT Technology Group constraints. Technology Group Inc. recommendations in the upcoming FY2010 budget cycle. lve the hardware CONCUR Yes No December 2009 In process TBD Reso‐ asset inventory issues Investigate from 2/27/2008 so This inventory was performed by RPS ICTS and that RPS can create an presented to the board in February 2008. This accurate baseline of discrepancy is the direct result of tracking surplus and transfers of donated equipment,
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Information Communication and Technology Services (ICTS) Audit Response Executive Summary – Report # 2009‐05 – January 2009 Revision Date: February 20, 2009 Function(s) Recommendation Recommendation Response(s) Target Status Budget Number(s) Description(s) Completion Implication Date their computer assets. calculators, film strip projectors, Word Processors and other computer related assets with only paper form of accountability dating back to 1967. In eliminating the error rate associated with written physical inventory, as of November 2008 we are currently implementing a direct electronic integration into CIMS. Every method possible will be used to reconcile the fixed asset system for these items. Purchase an adequate CONCUR‐Yes No October 2008 Completed number of LANDesk Investigate licenses to enable the RPS has purchased the adequate LANDesk Asset Management licenses and has assigned staff to track Module to be fully dware and software. The computer har utilized on all desktops disposal and redistribution process is currently and laptops. in place to identify and reclaim used licenses. The redistribution process is currently being practiced.
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Information Communication and Technology Services (ICTS) Audit Response Executive Summary – Report # 2009‐05 – January 2009 Revision Date: February 20, 2009 Function(s) Recommendation Recommendation Response(s) Target Status Budget Number(s) Description(s) Completion Implication Date 55 Conduct a cost benefit CONCUR‐Yes No December 2008 Completed analysis to determine Investigate if the performance of RPS has performed the cost benefit analysis. the ePals email system is effectively meeting RPS needs based on the cost savings, opposed to using Microsoft Outlook or other standard email products. Create Disaster CONCUR‐Yes No Recovery and Business Investigate Continuity plans in RPS is reviewing and revising our existing accordance with Disaster Recovery and Business Continuity generally accepted Plans in accordance to Information practices such as the Technology Infrastructure Library (ITIL®) and COBIT framework to best practices, required for operating as a 21st reduce the impact of a century department. major disruption on key business functions
Business Planning
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July 2009 RPS has $15,000.00 created an (In‐Kind) internal committee to review and revise the existing Disaster and Business Continuity plan. Page 7
