May 18, 2004

SUBJECT: Transmittal of Performance Audit Report of FY 2001/2002 Emergency Preparedness Program

This report presents the Emergency Preparedness program performance audit report to Council. In summary, the audit found that documentation was inadequate for most program results, that written procedures were inadequate, that some reported results were incorrect, and that some measures were inconsistent with program efforts.

In December 2003, Council approved the FY 2003/2004 Performance Audit Work Plan. The plan presented a schedule for issuance of completed audit reports to the Council. That schedule included the audit report for the FY 2001/2002 Emergency Preparedness program. The audit report is attachment A of this report.

Following completion of the audit, it was sent to the Office of the City Manager for review. The City Manager concurs with the audit’s recommendations. The next step in the process is to send the audit to the City Council. The Council has the choice of receiving and filing the report, requesting a study session to review the report, or receiving the report and giving alternative direction regarding specific recommendations.

Following Council's receipt or review of the audit report, the Department of Public Safety will have 60 days to prepare a plan for implementation of the recommendations. Upon approval of the plan by the City Manager's office, audit staff will monitor the department's implementation progress on a quarterly basis.

The purpose of the audit was to review the program results as reported by the Emergency Preparedness program staff for fiscal 2001/2002. Below is a summary of the main findings:

• More than half of the reported results were not well documented.
• Results were incorrectly reported for some measures either because procedures were not followed or because calculations were in error.
• Some performance measures have changed since the written procedures were developed.
• The auditors concluded that every written procedure needs revision either because it is out of date or because it is too confusing, vague, incomplete or incorrect.
• Some performance measures are inconsistent with the actual efforts undertaken by the program.

The audit report provides an array of recommendations, primarily related to improved procedures, documentation and performance measures, to enhance the accuracy of future results.

This report is issued to the Council and the public in accordance with the City of Sunnyvale Audit Charter and Workflow Process and the FY 2003/2004 Performance Audit Work Plan, as adopted in December 2003.

Costs associated with preparation of the audit report were included in the operating budget.

Public contact was made through posting of the Council agenda on the City's official notice bulletin board, posting of the agenda and report on the City's web page, publication of the Council agenda in the San Jose Mercury News, and the availability of the report in the Library and the City Clerk's Office.

1. Receive the audit report and concur with management’s acceptance of recommendations.

2. Receive the audit report and direct staff to hold a study session to discuss the audit findings and recommendations.

3. Receive the audit report and give alternative direction regarding specific recommendations.

Staff recommends alternative 1.

Prepared by:

Cheryl Solov
Management Analyst

Reviewed by:

Mary J. Bradley
Director of Finance

Approved by:

Amy Chan
City Manager

A. Program Audit Results: Emergency Preparedness (.pdf Format - 1.75MB)