Report 2012-111 Recommendation 3 Responses

Report 2012-111: California Department of Public Health: It Needs to Improve Accuracy in Accounting and Charging for Compliance Inspections Designed to Reduce Youth Access to Tobacco and It Could Enhance Its Compliance Inspections (Release Date: June 2013)

Recommendation #3 To: Public Health, Department of

When Public Health enters into new contracts with local entities to conduct compliance inspections, it should evaluate its historical costs of conducting these inspections to ensure that the existing rates are adequate to recoup its costs. If it determines that the existing rates are not adequate, it should develop a new rate that accurately reflects its true costs.

Annual Follow-Up Agency Response From October 2015

On July 1, 2013, Public Health began collecting activity and cost data reports to determine a baseline for its historical costs of conducting local compliance inspections. Public Health has now collected 12 months of data by using the CORE system and has completed its evaluation of historical costs. The Department utilized this data to ensure that the local entity compliance inspection rate is reflective of true costs.

As part of the process several documents were created to accurately track activities and submit timesheets to accounting to ensure CORE reports were reflective of the true costs.

Unit Chief/Supervisor share responsibilities to ensure cost/time tracking and reporting documents are completed and accurate. Admin. Chief makes recommendation to reimburse costs if necessary.

1. Weekly Activity Reporting Procedures

2. Time Reporting Flow Diagram

3. Activity Report Instructions

4. Weekly Activity Report (form)

5. Monthly Time Accounting Form

  • Completion Date: July 2014

California State Auditor's Assessment of Annual Follow-Up Status: Fully Implemented


Annual Follow-Up Agency Response From October 2014

The status of this recommendation is unchanged.

  • Estimated Completion Date: 9/2015

California State Auditor's Assessment of Annual Follow-Up Status: Not Fully Implemented


1-Year Agency Response

On July 1, 2013, Public Health began collecting activity and cost data reports to determine a baseline for its historical costs of conducting local compliance inspections. Public Health has now collected 12 months of data and has completed its evaluation of historical costs. The Department will utilize this data to ensure that the local entity compliance inspection rate is reflective of true costs.

  • Completion Date: July 2014
  • Response Date: August 2014

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

  • Auditee did not substantiate its claim of full implementation

6-Month Agency Response

On July 1, 2013, the Food and Drug Branch (FOB) began collecting activity and cost data. FOB will collect six months of data to determine costs and evaluate the rates. Because data sometimes posts as much as six weeks after an activity or cost occurs, FOB anticipates that it will have six months of data by mid-February. By March 31, 2014, FOB will determine if existing rates are adequate to recoup its costs, and if not, will develop new rates.

  • Estimated Completion Date: March 31, 2013
  • Response Date: December 2013

California State Auditor's Assessment of 6-Month Status: No Action Taken


60-Day Agency Response

As noted above, on July 1, 2013 FDB began collecting activity and cost data. FDB plans to collect six months of data in order to adequately determine costs and evaluate the rates. Because data sometimes posts as much as six weeks after an activity or cost occurs, FDB anticipates that it will have six months of data by mid-February. By March 31, 2014, FDB will determine if existing rates are adequate to recoup its costs, and if not, will develop new rates.

  • Estimated Completion Date: March 31, 2014
  • Response Date: August 2013

California State Auditor's Assessment of 60-Day Status: No Action Taken


All Recommendations in 2012-111

Agency responses received are posted verbatim.


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