9-1-1 From an Auditor’s View Point

1. 9-1-1 From an Auditor’s View Point Navarre Beach, Florida October 8, 2003

2. John Davis Audit Director Introduction • Department of Management Services • Office Of Inspector General • Internal Audit • Tabitha Wilbur • Certified Information Systems Auditor

3. Topics • OIG Authorization and Purpose • OIG’s Role at STO • External Vs. Performance Audit • Steps of an Audit • Reference Material • What’s Reviewed • Allowable Expenses • Prior Audit Findings • Questions 1 PURPOSE 2 ROLE 3. AUDIT

4. Authorization Under Section 20.055 Florida Statute The Office of Inspector General is established in each state agency to provide a central point for coordination of and responsibility for activities that promote accountability, integrity, and efficiency in government.

5. Purpose of the OIG Promote effectiveness, efficiency, and quality in the Department of Management Services by providing an independent appraisal function to examine and evaluate the Department’s activities.

6. OIG and The STO • STO is administratively housed within DMS • OIG works at the request of STO or the 9-1-1 Wireless Board

7. Financial Vs. Performance Audit • Financial Audit: A review of the Counties Financial Accounts – Sample • Performance Audit: A review of a program. Look at P&P, budgets, rules. Make recommendations to make the program run better.

8. Audit Steps • Request from Wireless Board • Entrance Conference • Field Work • Confirmation of Information • Exit Conference • Issue Report • Response

9. Reference Material • Florida Statutes – Section 365.171-.175 • Florida Administrative Code – Chapter 60 • Wireless 9-1-1 Plan • Wireless Board’s Annual Reports

10. What We Look At: • Revenues • Expenses • Grant Money (if received) • Status of the 9-1-1 System

11. Allowable Expenses • S. 365.171(13)(a)6 • Acquisition, Implementation & Maintenance of PSAP , 911 Equipment & Service Features • Salary & Associated Expense for 911 Call Takers (only the portions spent taking the call) Call Taker

12. Allowable Expenses Continued • Salary & Associated Expenses for a 911 Coordinator and Staff Assistant (their time administering the 911 system) • Training for Call Takers (techniques & methods for taking and transferring a call) • Database Administration

13. Non-Allowable Expenses • Any Cost for Emergency Response • Constructing, Leasing, Maintaining, or Renovating a Building

14. Interpretation of Associated Expenses • Items Necessary to Get the Job Done • Office Supplies • Computer • Membership Fees to National Associations (i.e. NENA) • Limited Travel • Be Fiscally Responsible

15. Prior Audit Findings & Recommendations • Completed Audits Found that: • Wireline and Wireless Funds NOT Accounted for Separately • Carryforward of Funds NOT Accounted For • Items Purchased that are NOT Authorized by Statute • Misuse of Grant Funds • Funds Not Used as the Legislature Intended

16. We Recommended That: • Separate Accounting Records be Kept for Wireline and Wireless Funds - Separate Budgets • Reimburse the 911 Funds for Items Purchased • Reimburse the 911 Funds for Misuse of Grant Funds and Legislative Appropriations

17. QUESTION TIME