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.
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
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.
In 2021 we produced five new audits:
- Building Permit Review
- Credit Card Use
- Prosper Portland Emergency Grants
- Sewer Maintenance
- Emergency Management for People with Disabilities
We’ll follow up on recommendations for those audits starting in 2022.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Regional Arts and Culture Council
We are tracking one audit report and five recommendations within 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.
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.”
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.
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.
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.