Bureau staff now provide site managers with draft copies of their reports during the week of the review, so they can begin addressing non-compliance issues immediately. The software also enables site staff to prepare corrective action responses, and allows upline managers at regional offices to monitor their progress. It also stores the data in a format suitable for subsequent analysis. In late 1997, the Bureau of Internal Audit received a Davis Productivity Unit Award for this custom software application. Bureau staff also created a database that allows managers to examine review results by location, facility type, program area, and time frame.
Users can retrieve highly focused data extracts from dozens of reviews in a matter of seconds.
The first-ever statewide recap of reviews from all 56 major institutions and 20 probation circuits was recently distributed to Department managers so they can study trends and identify areas of concern in individual program areas. In 1997, the Bureau implemented a new system for modifying management review standards. It features databases for tracking standard change requests and for printing the checklists used to verify compliance in the field. When a change request is received, it is evaluated and forwarded for final review by the office having primary responsibility for the standard. Any Department employee can submit change requests via the new system, which has reduced the cycle time needed to implement revisions from 12 months to 45 days.