Report 2011-116.2 Recommendation 3 Responses

Report 2011-116.2: Department of General Services: Strengthening the Division of the State Architect's Workload Management and Performance Measurements Could Help It Avoid Delays in Processing Future Increases in Workload (Release Date: May 2012)

Recommendation #3 To: General Services, Department of

To more accurately report on its plan review activities to stakeholders and provide relevant information to management, the division should provide current information on its performance, by phase, at the time of the reporting period.

1-Year Agency Response

The DSA has changed its methodology for calculating time for plan review activities to provide additional transparency to stakeholders and management. The DSA now calculates performance as projects complete each phase of plan review instead of completion of the entire plan review process. In addition, any phase that starts and ends on the same day is now calculated as "1" day instead of with a zero value.

California State Auditor's Assessment of 1-Year Status: Fully Implemented

The Division of the State Architect (division) now produces two versions of its "Plan Review Scorecard," one which reports on the status of plans that have finished review in a given month, and another which reports on plans still in progress. Further, the scorecards each provide details on the individual projects used to calculate the performance metrics. This allows stakeholders the ability to examine how an individual project fares in relation to the whole or to analyze the data using an alternate methodology.

6-Month Agency Response

According to the department, the division will change its methodology to capture relevant information upon completion of each plan review phase in January 2013. (See 2013-406, p. 46)

California State Auditor's Assessment of 6-Month Status: Pending

All Recommendations in 2011-116.2

Agency responses received after June 2013 are posted verbatim.