Audit Report on the Development and Implementation of the Standardized Change Order Record-Contract Overrun Request Entry (SCORE) System By the Department of Design and Construction

June 26, 2003 | 7A03-138

Table of Contents

    AUDIT REPORT IN BRIEF

    We performed an audit on the development and implementation of the Department of Design and Construction’s (the Department) Standardized Change Order Record-Contract Overrun Request Entry (SCORE) System. The system tracks the status of each change order and overrun request to identify causes of delays.

    SCORE meets the overall goals as stated in the functional requirements and allows for future enhancements and upgrades. The Department followed a formal system development methodology when developing SCORE. Since SCORE was designed, developed, tested, and implemented by in-house employees, the Department did not incur any procurement costs and therefore was not required to use or comply with the City Charter and Procurement Policy Board (PPB) rules when developing the system. In addition, SCORE has been integrated into the Department’s Disaster Recovery Plan.

    However, respondents to our user satisfaction survey revealed that 50 percent have had problems entering information into the system; 79 percent stated that SCORE is not user-friendly; and 69 percent would like to see changes made to SCORE. Moreover, the Department has not surveyed SCORE users to determine whether the system is adequately performing its intended functions. Finally, access by infrequent or "inactive" users is not adequately controlled.

    To address these issues, we recommend that the Department should:

    • Meet with system users to assess their needs and ensure that their concerns are addressed.
    • Conduct periodic user surveys to discover common or recurring problems requiring executive management’s attention. Management should address these problems immediately.
    • Determine why 23 user IDs have not been used to log onto SCORE since at least 2002. The accounts of inactive users that are not needed should be immediately terminated.
    • Develop and implement a procedure to terminate inactive user accounts.
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