Open Recommendations

We recommend that the Orphaned Well Program Office require the Kansas Corporation Commission to issue guidance to staff on completing witnessing information in the "Data Reporting Template with Definitions" spreadsheet.

Strengthen controls in the Office of the Assistant Director to ensure inclusion of staffing monitoring contract requirements, in coordination with the contracting officer, to meet gradual staffing level goals during start-up periods in future community-based outpatient clinic contracts.

Strengthen controls to ensure data used for monitoring contract performance standards are accurate and comply with the methodology required in the contracts Quality Assurance Surveillance Plan.

Review the medical staff-driven phase of the credentialing process, to ensure action plans implemented to expedite the credentialing process are effective.

Strengthen controls to ensure contracted staff complete required scheduling training before granting them access to VAs scheduling system and authorizing them to make veteran appointments.

Review the healthcare systems staffing augmentation plan and coordinate with the contracting officer to ensure the full costs are recovered for all Veterans Health Administration staff who provided services for which the contractor was also compensated

Review the unilateral memorandum related to staffing augmentation, establish a contract modification in compliance with the Federal Acquisition Regulation provisions regarding contract changes, and ensure relevant documentation is maintained in the contract file.

Recover government funds expended for Veterans Health Administration staff augmented at contracted community-based outpatient clinics using full cost amounts.

Review and enforce staffing contingency plan requirements for the Loma Linda Healthcare System contract, including maximizing the contractors use of temporary replacements, or locum tenens, to minimize staffing shortages.

Strengthen oversight mechanisms to ensure the enforcement of staffing requirements during contract start-up in future community-based outpatient clinic contracts before the clinics become operational.

Review the medical staff-driven phase of the credentialing process, to ensure action plans implemented to expedite the credentialing process are effective.

Strengthen controls to ensure contracted staff complete required scheduling training before granting them access to VAs scheduling system and authorizing them to make veteran appointments.

Ensure its mileage calculation process captures driving miles as required by the FSA.

Ensure each inmate placement decision is sufficiently supported with proper documentation.

Incorporate controls such as address standardization and verification to ensure that each inmate's legal address is accurate throughout their time in custody and that legal address entries are populated with "No Residence" when appropriate.

Require the Lake County ROE to submit the developed training materials that were published to BJA for review.

Ensure the Lake County ROE updates its website and published materials to include the required funding notice and appropriate grant-related information.

Ensure the Lake County ROE develops and implements written policies and procedures that facilitate accurate performance reporting, including specific procedures for completing performance report categories that may not directly align with grant-related activities.

Remedy $137,034 in unsupported costs for the contract that did not comply with federal requirements.

Work with the Lake County ROE to develop and implement grant financial management policies and procedures to help ensure adequate administration of federal grant funds. In particular, these policies and procedures should cover, at a minimum: (1) the tracking and approval of employee time, (2) procurement and acquisition practices for federal awards, (3) preparing and submitting drawdown requests and FFRs, (4) the requirement to track award funds separately, and (5) the process for completing and reviewing bank reconciliations.

Ensure the Lake County ROE corrects and resubmits, as necessary, its inaccurate FFRs.

Ensure the Lake County ROE completes historical bank reconciliations for the grant period.

Ensure that CASA NH receives the necessary guidance to report only VOCA-funded activities in PMT and prorate, when applicable.

Ensure that CASA NH develops and implements written policies and procedures that clearly describe the process for separately tracking VOCA expenditures and income from other sources of funding.

Ensure that CASA NH implements written policies and procedures for the preparation and submission of quarterly reimbursement requests.