Audit of the Justice Management Divisions Administration of Shared Information Technology Costs through the Working Capital Fund

Submitting OIG:

Department of Justice OIG

Date Issued:

Thursday, September 29, 2022

Agency Reviewed / Investigated:

Department of Justice

Submitting OIG-Specific Report Number:

22-117

Component, if applicable:

Other DOJ Components

Location(s):

Agency-Wide

Type of Report:

Audit

Questioned Costs:

Funds for Better Use:

Number of Recommendations:

View Document:

Attachment	Size
22-117.pdf	9.37 MB

Recommendation Number	Recommendation Status	Significant Recommendation	Additional Details
1	Open	No	https://oig.justice.gov/reports
Implement a policy identifying criteria for the inclusion of a service within the Working Capital Fund (WCF); once the criteria are formalized, JMD should evaluate and ensure that the services currently included in the WCF are appropriate, meet the documented criteria, and are clearly presented to the WCF Board for discussion of any necessary changes.
2	Open	No	https://oig.justice.gov/reports
Review the Office of the Chief Information Officer's (OCIO) cost allocation methodology and update as necessary to ensure that component cost allocations are sensible, equitable, and commensurate with benefits of the services provided.
3	Open	No	https://oig.justice.gov/reports
Update its policy to include specific criteria for identifying "basic activities" appropriate to be included in a Rate Memo and reevaluate OCIO's Rate Memos to ensure that the selected services reflect a consistent approach and "basic activities."
4	Open	No	https://oig.justice.gov/reports
Evaluate its processes and implement internal controls to ensure that all responsibilities outlined in the WCF Board and CIO Council governing documents are fulfilled and decisions are appropriately documented.
5	Open	No	https://oig.justice.gov/reports
Implement a formal process for the CIO Council and WCF Board of Directors to coordinate to improve collaboration and information sharing about the financial and service provision aspects of implementing IT initiatives.
6	Open	No	https://oig.justice.gov/reports
Evaluate procedures for providing components with their expected charges to ensure that components have sufficient information to evaluate the use and associated costs for IT services, as well as enough time to provide feedback and obtain support for any discrepancies.
7	Open	No	https://oig.justice.gov/reports
Ensure that OCIO implements policies and internal controls to improve its process for facilitating timely and accurate Reimbursable Agreements (RA).
8	Open	No	https://oig.justice.gov/reports
Implement a procedure to ensure that the billing process is completed timely and that customers receive complete information on any changes or unanticipated charges.
9	Open	No	https://oig.justice.gov/reports
Ensure that OCIO updates its policies or develops guidance to: (1) ensure that all expenses, including those paid for with funding not received from customers, are tracked to the IT service(s) they support; and (2) develop a mechanism to provide DOJ components with total costs of WCF related IT services.
10	Open	No	https://oig.justice.gov/reports
Evaluate processes to ensure that JMD and OCIO meet the intended requirements of the WCF Handbook, including the implementation of the annual WCF Customer Survey and the development of a comprehensive IT Service Catalog.

Recommendation Number

Recommendation Status

Significant Recommendation

Additional Details

Open

https://oig.justice.gov/reports

Implement a policy identifying criteria for the inclusion of a service within the Working Capital Fund (WCF); once the criteria are formalized, JMD should evaluate and ensure that the services currently included in the WCF are appropriate, meet the documented criteria, and are clearly presented to the WCF Board for discussion of any necessary changes.

Open

https://oig.justice.gov/reports

Review the Office of the Chief Information Officer's (OCIO) cost allocation methodology and update as necessary to ensure that component cost allocations are sensible, equitable, and commensurate with benefits of the services provided.

Open

https://oig.justice.gov/reports