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Groundhog Day: Shortcomings we find at state agencies over and over

A groundhog sitting on Bill Murray's lap, while the groundhog drives a truck. It is from the movie Groundhog Day.

On Groundhog Day we not only wait to learn if Punxsutawney Phil saw his shadow but perhaps, more importantly, we take time to watch the classic 1993 movie of the same name. In this film, Phil Connors, played by Bill Murray, is caught in a time loop that forces him to relive Groundhog Day over and over again. 

Here in the Office of the State Auditor, we conduct a lot of audits, and there are certain problems at state agencies that we find over and over again. In honor of Groundhog Day and this great movie, we're taking a look at a few of the most frequent types of audit findings we repeatedly uncover at state agencies and contractors. These are a few examples of these deficiencies.

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Not Revoking Access of Terminated Employees to Critical Systems

The MBTA did not ensure access ID cards were retrieved & destroyed when employees left the agency. 

The Department of Transitional Assistance (DTA) Did Not Revoke Terminated Employees’ Access to One of Its Systems in a Timely Manner. 
DMH Did Not Revoke the Access of 13 Former Employees to Its Mental Health Information System in a Timely Manner. 

Inadequate Internal Controls

The Board of Registration in Medicine Had Inadequate Oversight Controls, Including Monitoring, Over Physician Health Services. 

DHCD’s Controls Do Not Provide for Adequate Monitoring of Case Management for Pregnant Women and Families in the EA Program Who Live in Shelters. 
MGCC’s System of Internal Controls Needed Improvement 

Not Meeting Required Timelines or Acting in a Timely Manner

The University of Massachusetts Boston Did Not Ensure That Some Individuals Were Hired and Compensated in a Timely Manner for Work Performed. 
The Massachusetts State Retirement Board Did Not Always Make Initial Benefit Payments Within the Mandated Timeframe. 
The Human Resources Division Did Not Always Ensure That Executive Branch Agencies Filed Required Affirmative Action and Diversity Plans in a Timely Manner. 

Improper or Undocumented MassHealth Payments

Beyond Healthcare Agency, LLC Was Paid As Much as $887,225 for Group Adult Foster Care Services That Appear to Be Unallowable. 
Dr. Joseph O’Connor Improperly Billed MassHealth for $359,266 in Physical Therapy Provided by Physical Therapy Assistants. 
ActiveLife Did Not Obtain a Physician Order for $34,137 of Services for One MassHealth Member. 
MassHealth Improperly Paid Pharmacies for Prescription Drugs Totaling $982,535. 

Not Assessing Risks Facing Third-Party Vendors

DTA Did Not Assess and Document Third-Party Vendor Risks. 

DOR Did Not Assess and Document Third-Party Vendor Risks. 

Failure to Establish Performance Metrics

The Executive Office of Education Did Not Always Establish Performance Metrics or Effectively Measure the Performance of Its Information Technology Vendors. 
The WCDA's Office—Middle District’s administration of its Young Adult Diversion Program could be improved through adoption of new performance metrics.  
The Department of Higher Education’s Administration of its Foster Child Grant Program, Foster Child Tuition Waiver and Fee Assistance Program, and No Interest Loan Program Needs Improvement.  

Inventory Tracking Problems

The Department of Fire Services Did Not Administer Its Fixed Assets in Accordance With Its Policies and State Regulations. 
SDE Did Not Properly Administer, and Report On, Its Inventory of Fixed Assets. 
Deficiencies in the Wellesley Housing Authority’s inventory process resulted in unaccounted-for assets. 
PVTA’s Administration of Its Inventory of Vehicle Parts Was Deficient 
The University of Massachusetts Lowell did not Properly Administer its Inventory of Fixed Assets 

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Boston, MA 02133
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