District government agencies are failing to maintain records that could back up claims of adequate performance, leaving auditors unable to confirm whether important budget goals were met, according to an Inspector General’s report released this week.
During the study, auditors were able to completely verify only 19 of 44 fiscal 2006 “key result measures” chosen for review, and eight more were partially verified — meaning 57 percent of the measures could not be cleared.
The agencies’ goals, required elements of the city’s budget, are often declared as met or exceeded during performance reviews before the D.C. Council. But by not keeping accurate records and maintaining audit trails, the agencies could be claiming efficiency where they are flunking, auditors said.
“The agencies try to put their best foot forward,” said William DiVello, assistant inspector general for audits. “But when we go in and we can only verify 50 percent of the measures, that’s not good.”
For example, the Metropolitan Police Department was unable to substantiate a claim that it had reduced property crimes by 5 percent because its database contained too many errors, said Cheryl Ferrara, IG’s deputy inspector general for audits.
Another example: The State Education Office was expected to have 70 percent of high school counselors receive specialized training to help students complete financial aid applications.
The office supported its claim of success with only a class sign-in sheet containing 73 names, Ferrara said — not nearly strong enough evidence.
John Stokes, education office spokesman, said the agency is aware that the measures are a “crucial part of our goal to be a high-performing agency.” Changes, he said, will be made.
City Administrator Robert Bobb acknowledged the problem in a written response to the audit.
“Agencies’ reporting of performance data is still a relatively new practice within the District government and that internal controls are widely varied or even entirely absent in the most extreme cases is to be expected,” Bobb wrote.
In many cases, several council members said, the performance data and associated reports aren’t worth their attention anyway.
“I’ve always found them to be fantasy documents that don’t amount to anything,” said Council Member Jim Graham, chairman of the consumer and regulatory affairs
committee.
Audit recommendations
» Establish adequate controls to ensure accurate and reliable data.
» Properly define performance measures.
» Maintain documentation to support reported accomplishments.
