Follow-Up of Change Order Processes, November 2018

1. Compliance with SOP #46 – Requesting Change Orders . Observation SOP #46 requires a Change Order Request Form to be completed by the requesting department in order to initiate a modification to a previously issued purchase order. The following information is required to be included on the form: • Purchase Order number, • Name of person completing form, and a • Detailed description of the line item changes. During review of the 442 approved Change Orders in the sample, the auditor identified twenty- five (25) Change Order Request Forms that did not include the name of the individual that completed the form. Additionally, there was one (1) instance where the Change Order Request Form could not be obtained. Recommendation Develop and implement a quality assurance process to ensure that the requirements of SOP #46 are completed prior to approving and processing change orders. Management Response SOP #46 will be updated to clarify that the “Form Entered By” field is optional. Beginning in FY18, Departments will initiate new Purchase Requests in OneSolution to initiate Change Orders, eliminating the need for the Change Order Request Form and the Help Ticket. May 19, 2017 –SOP #46 was revised June 2017 – Department requestors will be notified of revisions to SOP #46. Affected Procurement staff will receive refresher training regarding the Change Order Process. October 2017 – SOP for Processing Change Orders in OneSolution will be adopted. Departments and Procurement staff will receive training prior to October 1, 2017. 7 | A u d i t o f C h a n g e O r d e r P r o c e s s e s M a y 2 0 1 7