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UNCLASSIFIEDAUDWhat OIG AuditedIn March 2016 the Office of Inspector General OIG reportedthat the Department of State Department generally did not select IT investments followingdefinedprocess or in a

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Document on Subject : "UNCLASSIFIED"— Transcript:

1 UNCLASSIFIED UNCLASSIFIED AUD W
UNCLASSIFIED UNCLASSIFIED AUD What OIG Audited In March 2016, the Office of Inspector General (OIG) reportedthat the Department of State (Department) generally did not select IT investments followingdefinedprocess or in accordance with Office of Management and Budget (OMB) requirements. his occurred, in part, because the Bureau of Information sufficient, centralized oversighthave controls to avoid duplicative IT investmentsor fully use the IT portfolio management system. conducted this auditto determine whether (1) IRM took actions sufficient to warrant the closure of seven specific recommendations from the Audit of the Department of State Process Select and Approve Information Technology Investments (2)additional actions are needed o improve the IT investment selection and approval process. With the issuance of this report, OIG is closing five of seven selected recommendations from its 2016 reportoffering four new recommendations, and leaving two open pending further actionOn the basis of management’s response to adraft of this report and related discussions, OIG considers all recommendations resolved, pending further action.A synopsis of management’s response to the recommendations offered and OIG’s reply follow each recommendation in the Audit Results section of this report. The Bureau of report is reprinted in its entirety in Appendix B. August 20 2 1 OFFICE OF AUDITS INFORMATION TECHNOLOGY DIVISION Compliance Follow p Audit of the Department of State Process o Select and Approve IT Investments What OIG Found IRM completed corrective actions to close one recommendation that related to developing and implementing policy and additional guidance for recording details of IT investments in the Department’s management systemSpecifically, OIG found that IRM adopted relevant OMB guidance and updated internal policies and procedures, as needed, to reflect the OMB guidance for IT investment tracking OIG also found that IRM took some actions to address four open recommendations, but further improvements are needed to fully address the 2016 audit findings Spec ifically, IRM considered but has not developed and implemented policies and procedures related to reviewing IT portfolio reorganizations. In addition, although IRM had developed and implemented a process to compare isting IT portfolio to help identify duplicative systems, it has not perform a benchmark assessment, as previously recommended, of the entire IT portfolio to identify existing duplicative systems. Furthermore, although IRM designed and implemented a proc ess to review and approve bureau funded IT contracts, OIG found that not all IT procurements were appropriately routed to the Chief Information Officer for review and approvalUntil additional actions are taken, IRM will not be able to fully icative systemand related costsaving opportunities, optimize its IT investments, or promote shared services. OIG is therefore closing theprevious four recommendations and issuing new recommendations to address the current situation. F inally, OIG found that IRM had not taken sufficient corrective action related to two open recommendations. Specifically, IRM did not take actionto develop and implement a process to identify and review bureau - specific IT investment methodologies. In addition, IRM has not developed and implemented policies and procedures to to avoid duplicative IT investments. These actions are needed to improve accountability and to further identify and avoid duplicative IT investments OIG, Audit of the Department of State Process To Select and Approve Information Technology Investments ( AUD - FM - 1 6 - 31 , March 2016). UNCLASSIFIED UNCLASSIFIED AUD What OIG Audited In March 2016, the Office of Inspector General (OIG) reportedthat the Department of State (Department) generally did not select IT investments followingdefinedprocess or in accordance with Office of Management and Budget (OMB) requirements. his occurred, in part, because the Bureau of Information Resource Management (IRM) did not have sufficient, centralized oversight; have controls to avoid duplicative IT investments; or fully use the IT portfolio management system. conducted this auditto determine whether (1) IRM took actions sufficient to warrant the closure of seven specific recommendations from the Audit of the Department of State Process Select and Approve Information Technology Investments (2)additional actions are needed o improve the IT investment selection and approval process. What OIG Recommends With the issuance of this report, OIG is closing five of seven selected recommendations from its 2016 report, offering four new recommendations, and leaving two open, pending further action. On the basis of management’s response to adraft of this report and related discussions, OIG considers all recommendations resolved, pending further action.A synopsis of management’s response to the recommendations offered and OIG’s reply follow each recommendation in the Audit Results section of this report. The Bureau of Administration’s response to a draft of this report is reprinted in its entirety in Appendix B. August 20 2 1 OFFICE OF AUDITS INFORMATION TECHNOLOGY DIVISION Compliance Follow p Audit of the Department of State Process o Select and Approve IT Investments What OIG Found IRM completed corrective actions to close one recommendation that related to developing and implementing policy and additional guidance for recording details of IT investments in the Department’s IT portfolio management systemSpecifically, OIG found that IRM adopted relevant OMB guidance and updated internal policies and procedures, as needed, to reflect the OMB guidance for IT investment tracking OIG also found that IRM took some actions to address four open recommendations, but further improvements are needed to fully address the 2016 audit findings Spec ifically, IRM considered but has not developed and implemented policies and procedures related to reviewing IT portfolio reorganizations. In addition, although IRM had developed and implemented a process to compare requests for new IT investments to the ex isting IT portfolio to help identify duplicative systems, it has not perform a benchmark assessment, as previously recommended, of the entire IT portfolio to identify existing duplicative systems. Furthermore, although IRM designed and implemented a proc ess to review and approve bureau funded IT contracts, OIG found that not all IT procurements were appropriately routed to the Chief Information Officer for review and approval. Until additional actions are taken, IRM will not be able to fully identify dupl icative systems and related costsaving opportunities, optimize its IT investments, or promote shared services. OIG is therefore closing theprevious four recommendations and issuing new recommendations to address the current situation. F inally, OIG found that IRM had not taken sufficient corrective action related to two open recommendations. Specifically, IRM did not take actionto develop and implement a process to identify and review bureau - specific IT investment methodologies. In addition, IRM has not developed and implemented policies and procedures to oversee and enforce requirements for bureaus and offices to avoid duplicative IT investments. These actions are needed to improve accountability and to further identify and avoid duplicative IT investments. OIG, Audit of the Department of State Process To Select and Approve Information Technology Investments ( AUD - FM - 1 6 - 31 , March 2016).