Report I2017-1 Recommendation 16 Responses
Report I2017-1: Investigations of Improper Activities by State Agencies and Employees: Misuse of Resources, Inaccurate Attendance Records, Disclosure of Confidential Information, and Improper Payments (Release Date: March 2017)
Case Number I2016-0015
Recommendation #16 To: Corrections and Rehabilitation, Department of
CDCR should ensure that all CDCR and California Correctional Health Care Services (Correctional Health Care) organization charts are current and accurate and that the assigned personnel specialist has access to them.
Agency Response From January 2018
In January 2017, Correctional Health Care reported that all of its organization charts were accurate for all facilities; however, the organization chart for the affected program at CIW still reflected an inaccurate reporting structure for the inmate-supervising employee. CDCR also confirmed that Correctional Health Care has been providing organization charts monthly to the CIW personnel officer.
In January 2018, Correctional Health Care reported that its organization charts are updated with each request for personnel action resulting in an employee or position change. Correctional Health Care also reported that it has an annual organization chart process that requires organization charts to be sent to each institution's Chief Executive Officer (CEO) for review and approval. The organization chart that Correctional Health Care sent to the State Auditor had been approved by CIW's CEO as current and accurate.
California State Auditor's Assessment of Status: Fully Implemented
Agency Response From November 2017
Correctional Health Care reported that the regional personnel administrator (regional administrator) has arranged to email to the CIW personnel officer the organization charts and the master roster on the first of each month. It stated that the CIW personnel officer will then give them to the appropriate personnel specialist. In addition, the regional administrator has also ensured that all responsible Correctional Health Care staff members are aware of the requirement to submit organization charts to the personnel officer on the first of each month once the organization charts have been updated. In May 2017, Correctional Health Care stated that it provided the CIW personnel officer with position rosters and organization charts in February 2017 and April 2017. Finally, it stated that it has made arrangements to ensure this happens monthly since the documents were not provided for March 2017.
CDCR reported that its Office of Personnel Services is revising the IWSP procedures for CDCR personnel offices department-wide and will include the process for obtaining Correctional Health Care's organizational charts. CDCR also reported that it drafted the IWSP procedural manual and anticipated its release on November 29, 2017.
California State Auditor's Assessment of Status: Partially Implemented
Agency Response From April 2017
In January 2017, Correctional Health Care reported that its position rosters and organization charts were current and accurate. In addition, Correctional Health Care stated that each month, and as updated, it would electronically transmit updated position rosters and organization charts to each facility's personnel officer.
CDCR reported that on February 20, 2017, the personnel officer at the California Institution for Women (CIW) obtained the updated Correctional Health Care organization charts. On March 1, 2017, CIW completed a meeting and training with personnel staff, wherein it informed personnel specialists that they must access organization charts as part of the monthly IWSP review.
We expressed our concern to CDCR that it is solely applying this recommendation at the institutional level rather than department-wide as intended. In additon, CDCR did not provide an update regarding whether Correctional Health Care has provided the CIW personnel officer with position rosters and organization charts each month as indicated in January 2017.