To better track its oversight actions and sponsoring agencies' responses to these actions, CalTech should record action items from all portfolio meetings.
Briefing Documents are being saved in ITPOD Share Point system. Copies of saved briefing documents and recorded action items from portfolio meetings were previously provided to the auditors as evidence of completion. (Recent examples are attached)
b. ITPOD established a process of recording action items from portfolio meetings.
ITPOD staff are saving the briefing documents and recording action items from portfolio meetings in the SharePoint e-File room.
During our follow up with CalTech to obtain documentation to support its response, CalTech informed us that its e-File room in SharePoint needs to be modified to implement version control so that when a new briefing document is uploaded it does not overwrite the prior version. As a result, CalTech is still working to fully implement our recommendation.
- Develop a process for capturing action items from Portfolio meetings and sharing these with the ITPOD manager for follow-up and retention - not started
Agency responses received are posted verbatim.