HomeMy WebLinkAboutFollow-up on Temporary staffing services reportFollow-up report on Temporary Staffing Services #11/12-8 March 2012
FOLLOW-UP REPORT
Temporary Staffing Services
(Internal audit report #10/11-2 issued May 2011)
Deschutes County,
Oregon
David Givans, CPA, CIA
Deschutes County Internal Auditor
1300 NW Wall St
Bend, OR 97701
(541) 330-4674
David.Givans@deschutes.og
Audit committee:
Michael Shadrach, Chair - Public member
Chris Earnest - Public member
Gayle McConnell - Public member
Jean Pedelty - Public member
Greg Quesnel - Public member
Jennifer Welander - Public member
Anthony DeBone, County Commissioner
Tom Anderson, Community Development Director
Scot Langton, County Assessor
Follow-up report on Temporary Staffing Services #11/12-8 March 2012
TABLE OF
CONTENTS:
1. INTRODUCTION
1.1. Background ………………………………………...………………................................... 1
1.2. Objectives & Scope ……………………………………..………………………….…….… 1
1.3. Methodology ……………………………………………………..…………………….……. 1
2. FOLLOW-UP RESULTS ……………….…...………………………….............................. 2
3. APPENDIX I – Internal Audit Recommendations - Updated Workplan for
Report #10/11-2 (Status updated as of March 2012) ........…….…...………................ 3-4
Follow-up report on Temporary Staffing Services #11/12-8 March 2012
Page 1
1.
Introduction
1.1 BACKGROUND
Audit Authority:
The Deschutes County Audit Committee has suggested that follow-ups occur from nine months to one
year after the original report issuance. The Audit Committee’s would like to make sure departments
satisfactorily address recommendations.
1.2 OBJECTIVES and SCOPE
Objectives:
The objective was to follow-up on the audit recommendations in the report.
Scope:
The follow-up included four (4) recommendations from the internal audit on Temporary Staffing Services
(#10/11-2) (issued May 2011).
The follow-up reflects the status as of March 2012. The original internal audit report should be referenced
for the full text of recommendations and discussion.
1.3 METHODOLOGY
The follow-up report was developed from information provided by various departments, including
Administration, Fair & Expo, and Road. In cases where recommendations have not been implemented,
comments were sought for the reasons why and the timing for addressing these. The follow-up is, by
nature, subjective. In determining the status of recommendations that were followed up, we relied on
assertions provided by those involved and did not attempt to independently verify those assertions.
Administration, Fair & Expo and Road are the most responsible for the movement on these
recommendations and should be acknowledged.
Since no substantive audit work was performed, Government Auditing Standards issued by the Comptroller
General of the United States were not followed.
DESCHUTES COUNTY
INTERNAL AUDIT
REPORT
DESCHUTES COUNTY
INTERNAL AUDIT
REPORT
DESCHUTES COUNTY
INTERNAL AUDIT
REPORT
Follow-up report on Temporary Staffing Services #11/12-8 March 2012
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2.
Follow -up
Results
Figure I -
How were
recommenda-
tions
implemented?
The follow-up included four (4) recommendations in the report. Management did not disagree with any of the
recommendations.
Figure I provides an overview of the implementation status of the four (4) recommendations that were accepted by
management. The detail of the updated workplan is provided in Appendix I.
With this follow-up, 75% of the accepted recommendations are complete. This is a good effort considering the
nature of these recommendations. The County modified the Personnel Rules as well as went out for bid on
temporary staffing services.
Follow-up report on Temporary Staffing Services #11/12-8 March 2012
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3. Appendix Appendix I –Updated Workplan for Report #10/11-2 (Status as of March 2012)
Rec# Recommendation Agreement Status Initial Department Comments Updated Comments
Estimated
Date
1 It is recommended for
County departments to
consider utilizing the
County’s
personnel/payroll
system for handling
some hourly and on-call
workers.
Agree Ongoing/
Complete
ROAD: The Department concurs that there
may be some cost savings realized by
handling the hiring of temporary employees
internally. However, it is the Department’s
experience that the benefits of contracting
through a temporary staffing agency out-
weigh the cost differences in certain
situations. This is particularly true with a
large seasonal workforce that fluctuates on
a daily basis. Being able to make one call
and get already screened workers on an as
needed basis is a big advantage.
Fair/Expo: Agrees there still could be
additional savings if some of the temp help
was processed through Personnel. The
Fair/Expo only uses a handful throughout the
year which could be processed, however the
annual Fair or large events should be run
through the temp agency.
2 It is recommended for
the County to consider
coordinating a County-
wide invitation to bid to
minimize cost to County
for temporary staffing
services.
Agree Complete
ROAD: The Department concurs with
recommendation. The only concern with a
County-wide contract is to retain individual
departments ability to contact the staffing
agency and work directly with them to fulfill
specific department needs in a timely
manner.
FAIR Expo: The Fair/Expo agrees with this
also, however is concerned if there will be a
cost back to departments for Personnel to
do background checks etc. Example: Temp
agencies we have used in the past would
do the checks at their expense, so if we
were paying 31% in the past and now
25.9% the question is will we be charged an
indirect from Personnel in the future which
would off-set the savings? As mentioned
above we use a couple temp help per week
for most events and the annual Fair could
be up to 200.
County Administration completed the public
bid process on temporary staffing in June
2011. Six proposals were received and
contracts were awarded to two temporary
staffing firms.
Follow-up report on Temporary Staffing Services #11/12-8 March 2012
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Rec# Recommendation Agreement Status Initial Department Comments Updated Comments
Estimated
Date
3 It is recommended the
personnel rules indicate
that temporary staffing
agencies cannot be
used to circumvent the
rules around hiring or
supervising a “member
of an individual’s family”
(provided for in
§3.16.040).
Agree Complete County Administration is currently working
on expanding the applicability of this
specific personnel rule to temporary staffing
agency workers by addressing supervisory
responsibilities.
County Administration completed the public
process of expanding the personnel rules to
temporary staffing in June 2011.
4 It is recommended for
Departments seeking
temporary help develop
procedures for
circumstances when
temporary agency
employees are related
to their employees.
Agree Planned ROAD: The Department will institute a
policy of checking all temporary agency
employees and ensure that placement of
the employees in the Department does not
violate County Code or policies (this has
been the Department’s practice, but we
have no written policy in place).
May 1,
2012
{END OF REPORT}