Follow-Up of Change Order Processes, November 2018

7 |  F o l l o w ‐ u p o f C h a n g e O r d e r P r o c e s s e s  N o v e m b e r 2 0 1 8 Closed Conditions and Follow-Up Results 1. Compliance with SOP #46 – Requesting Change Orders .  Current Status, Follow‐Up Audit dated November 2018:  The Procurement Division has revised SOP #46 – Requesting Change Orders to remove the  "form entered by" field and streamlined the request process to an internal system which  eliminates the need for a help ticket.  SOP #46 now directs users to complete a Change Order  Request form in order to initiate a workflow and ensure that proper documentation per the  Change Order Request Form is attached. The enhanced process and revised SOP #46 were  implemented on February 15, 2018.  Original Audit Observation, Report dated May 2017:  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.  Original Recommendations, Report dated May 2017: Develop and implement a quality assurance process to ensure that the requirements of SOP  #46 are completed prior to approving and processing change orders.