Quality Assurance Review
OSD's Quality Assurance (QA) Program assists departments achieve and maintain compliance under procurement regulation 801 CMR 21.00. QA review is a vital tool used to monitor procurement and remedy problems. It is designed and implemented collaboratively with the Office of the State Comptroller.
This program provides comprehensive monitoring through:
- Efficient oversight methods that acknowledge good practices
- Coordinated, streamlined communication with departments
- A technical assistance network for departments
- Identification and resolution of common areas of concern
- Assistance to departments in applying regulations
Areas QA Teams review include:
- Internal control practices
- Incidental purchase practices
- Bill-payment performance
- Prior-year deficiencies
- Number and type of audit findings
- Statewide contract use
- Procurement files
- Contract document completion
- Request for Response (RFR) components
- CFO training
- Training and Procurement Management Team (PMT) participation
- Comm-PASS policy compliance
Results
Review documentation resides at OSD and is shared with the Chief Fiscal Officer. QA Teams may identify areas of procurement practice that need to be addressed. They may also recommend changes to delegation authority.
Delegation provides departments with greater purchasing efficiency and flexibility. Departments with high performance and consistent compliance with standards, which indicates low risk to the Commonwealth, are granted increased delegation.
Conversely, departments that do not comply may have their delegation rescinded. This may require extensive oversight by OSD and OSC of department procurement.
Timetable
Routine assessments are conducted throughout the year with frequency jointly determined by QA and each department. Departments may request a review at any time. A review is recommended once a department can demonstrate improved practices that resolve previously identified issues.
On-site reviews involve in-person communication and document review in order to:
- meet with several staff at the same time
- present information or discuss issues that may need immediate action
- review files located only at the department
- assess the department’s compliance with their delegated authority
- facilitate a “give and take” discussion
Internal reviews involve communication by memo, email and phone and document review in order to:
- provide procurement processes/fiscal activities baseline
- identify specific departmental needs
- identify statewide issues needing clarification
- determine need for delegation changes or statewide training
- develop a realistic plan to improve practices