Annual Follow-up Status Reports

Information
Icons of a calendar, a clock, and checkmarks over a photograph of an office desk.
In 2021, we were tracking 37 audits with 205 recommendations. Topics ranged from internal financial focused subjects such as payment card use and construction costs to programs that impact Portlanders directly such as the City’s approach to policing gun violence and cleaning up homeless camps.
On this page

We are monitoring recommendations that apply to 19 different city bureaus and to all city commissioners. This report includes recommendation status as of December 31, 2021.


Summary

Human Resources and Technology Services topped the list of percentage of recommendations implemented with 86 and 67 percent. These bureaus, along with the Archives division of the Auditor’s Office, all participated in the data loss prevention audit. The Parks and Recreation Bureau topped the list of not implemented recommendations with 50 percent. These were related to the recreation program scholarship audit. We hope that Parks will be able to address these recommendations now that it has access to a new levy funding source.

Archives, Human Resources, and Technology Services topped the list of recommendations implemented

Archives, Human Resources, Technology Services, Equity and Human Rights, Prosper Portland, and the Chief Administrator had at least 50 percent of their recommendations implemented.
Archives, Human Resources, and Technology Services were a part of the data loss prevention audit which was performed by an outside consultant and results may not be comparable to other audits.

The Bureaus assigned to Ted Wheeler implemented the highest percentage of recommendations: 41 percent. The largest portion of Mayor Wheeler’s implemented recommendations were related to work done by the Bureau of Technology Services for the data loss prevention audit. Bureaus assigned to Carmen Rubio had the highest percentage of not implemented recommendations: 31 percent. These were all related to recommendations made to the Parks and Recreation Bureau from the recreation program scholarship audit.

Bureaus assigned to Mayor Wheeler had the highest percentage of implemented recommendations.

A bar graph illustrating how many recommendations made by Audit Services to different bureaus and offices in the City of Portland have been implemented, are in process, not implemented, or follow-up reporting has been completed. Most of the bureaus and offices have implemented some or all of Audit Services’ recommendations.

In 2021 we produced five new audits:

We’ll follow up on recommendations for those audits starting in 2022.


Archives

We are tracking one Archives and Records Management audit: Data Loss Prevention. The audit focused on Bureau of Human Resources practices but made two recommendations to Archives because some Human Resources records are archived. Archives implemented our recommendation to monitor user permissions immediately after the audit. In 2021, Archives implemented our second recommendation to promptly test and apply updates.

► View details from specific audits and recommendations about Archives
 

Chief Administrator

We are tracking four audits that made 20 recommendations to the Chief Administrative Officer. Two audits addressed the renovation of the Portland Building, one involved homeless camp cleanups, and one assessed City-issued credit card use. Most of the recommendations are internally focused and suggest procedures to tighten up construction and credit card use monitoring. However, the homeless camp clean-up recommendations involve a high-priority issue of public concern. We will follow up on the 2021 credit card use audit in 2022.

► View details from specific audits and recommendations about the Chief Administrative Officer
 

City Council

We are tracking one audit report and three recommendations made to the Portland City Council. The report assessed follow through on accountability promises Council made to voters when approving City-referred ballot measures.

► View details from specific audits and recommendations about City Council
 

Community and Civic Life

We are tracking two audits within the Office of Community and Civic life related to the City’s new Cannabis Program. The audits made five recommendations to Civic Life to improve regulation of the cannabis industry and the allocation of cannabis tax funds. We reported in 2020 that Civic Life had implemented our recommendation to work with City Council to improve transparency and accountability in the allocation of cannabis tax funds. Civic Life is in the process of implementing the other four recommendations.

► View details from specific audits and recommendations about Community and Civic Life
 

Development Services

We are tracking two audit reports and eight recommendations within the Bureau of Development Services. The reports assessed short-term rental regulation and the building permits system.

► View details from specific audits and recommendations about Development Services
 

Emergency Management

We are tracking one report with seven recommendations at Emergency Management. The audit was about disaster planning for people with disabilities. This was a new audit in 2021 and we will follow-up on recommendations in 2022.

► View details from specific audits and recommendations about Emergency Management
 

Environmental Services

We are tracking three reports and 17 recommendations at Environmental Services. Our 2018 audits of stormwater management on private property and green infrastructure found that improved data administration and program evaluation would bring these assets to the same standard as more traditional infrastructure assets. A new audit in 2021 focused on the Bureau's arrangement with the Transportation Bureau to maintain sewer systems.

► View details from specific audits and recommendations about Environmental Services
 

Equity and Human Rights

We are tracking one audit and three recommendations at the Equity and Human Rights Office. The audit was about implementation of requirements in the Americans with Disabilities Act. Two of the recommendations have been implemented and one remains outstanding.

► View details from specific audits and recommendations about Equity and Human Rights
 

Housing

We are tracking three audits that made six recommendations to the Portland Housing Bureau. The audits assessed short-term rental regulation, the housing bond, and urban renewal in the Lents neighborhood. We reported in 2020 that Housing implemented our recommendation to provide specific information about the underlying rationale for housing bond decisions. The Bureau is in the process of implementing the other five recommendations.

► View details from specific audits and recommendations about Housing
 

Human Resources

Our 2018 data loss prevention audit made seven recommendations to the Bureau of Human Resources. The Bureau has implemented six recommendations and is in the process of implementing the seventh recommendation.

► View details from specific audits and recommendations about Human Resources
 

Parks and Recreation

We are tracking two audits and eight recommendations at the Parks Bureau. Audit topics include need-based financial aid for recreation programs and the financial stability of the golf program. The Bureau did not implement any of the recommendations related to financial aid due to budget constraints. The Bureau should work with City Council to reconsider these recommendations which will increase access to recreation programs.

► View details from specific audits and recommendations about Parks and Recreation
 

Police

We are tracking four reports and 31 recommendations at the Police Bureau. Two reports are related to the former Gang Enforcement Team, one is related to training, and one is related to overtime. The Bureau disbanded the Gang Team but is developing a successor program to investigate and proactively interrupt gun crimes and the recommendations still apply.

► View details from specific audits and recommendations about Police
 

Prosper Portland

We are tracking three audit reports and 11 recommendations within Prosper Portland. The audits assessed property management practices, urban renewal in the Lents neighborhood, and pandemic relief grants for small business.

► View details from specific audits and recommendations about Prosper Portland
 

Regional Arts and Culture Council

We are tracking one audit report and five recommendations within the Regional Arts and Culture Council.

► View details from specific audits and recommendations about the Regional Arts and Culture Council
 

Revenue and Financial Services

We are tracking five audit reports and 30 recommendations at the Bureau of Revenue and Financial Services. The audits assessed risk management, short-term rental regulation, Enhanced Service Districts, contracting equity programs, and use of purchase cards.

► View details from specific audits and recommendations about Revenue and Financial Services
 

Technology Services

We are tracking one Technology Services audit, Data Loss Prevention, with 18 recommendations. The audit focused on practices used by Human Resources but included Technology Services because it is responsible for managing some aspects of data maintenance. We are keeping details about “in process” recommendations confidential because of the sensitivity of information about potential computer or system weaknesses. These sensitive details are is exempt in state law from public disclosure. Four recommendations are “in process.”

► View details from specific audits and recommendations about Technology Services
 

Transportation

We are tracking four reports and 21 recommendations at the Transportation Bureau. Report topics include regulation of transportation network companies (such as Uber and Lyft), consideration of neighborhood impacts when planning for transportation projects, implementation of accountability commitments for projects funded by the City gas tax and heavy vehicle tax, and the partnership with the Environmental Services Bureau to maintain sewer infrastructure.

► View details from specific audits and recommendations about Transportation
 

Water

We are tracking one audit within the Portland Water Bureau. Our 2020 audit of groundwater management recommended that Water formalize the groundwater program’s decision-making roles and organizational structure and develop a long-term plan to prioritize groundwater system needs. Water is in the process of implementing both recommendations.

► View details from specific audits and recommendations about Water


Translated reports
Reports from this year and most of 2021 are available in four languages: Spanish, Vietnamese, Chinese, and Russian. We are translating new reports as they’re released, but older reports may not be available in a language other than English. If you would like to request a translated version of a report, please contact Leslie Chaires.