REPORT DIGEST

DEPARTMENT ON
AGING

FINANCIAL AND COMPLIANCE AUDIT

For the Year Ended:
June 30, 2000

Summary of Findings:

Total this audit 10
Total last audit 6
Repeated from last audit 1

Release Date:
March 27, 2001

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State of Illinois
Office of the Auditor General

WILLIAM G. HOLLAND

AUDITOR GENERAL

To obtain a copy of the Report contact:
Office of the Auditor General
Attn: Records Manager
Iles Park Plaza
740 E. Ash Street
Springfield, IL 62703

(217)782-6046 or TDD (217) 524-4646

This Report Digest is also available on
the worldwide web at
http://www.state.il.us/auditor

SYNOPSIS

 

  • The Department has not established a formal computer systems development methodology, change control procedures, or training procedures.
  • The Department disbursed approximately $35 million in estimated payments to Community Care Provider vendors prior to validation.
  • The Department filed service and administrative cost submission reports three to twelve months late to the Department of Public Aid for Medicare Assistance Program (Title XIX) reimbursements totaling over $61 million.
  • The Department failed to file year-end accounting reports with the Office of the State Comptroller on a timely basis.

 

 

 

 

 

 

 

 

 

 

 

{Expenditures and Activity Measures are summarized on the reverse page.}

 

 

 

DEPARTMENT ON AGING
FINANCIAL AND COMPLIANCE AUDIT
For The Year Ended June 30, 2000

EXPENDITURE STATISTICS

FY 2000

FY 1999

FY 1998

Total Expenditures (All Funds)

$261,045,605

$236,281,463

$215,028,319

OPERATIONS TOTAL

% of Total Expenditures
Personal Services

% of Operations Expenditures
Average No. of Employees
Average Salary Per Employee

$13,277,032

5.09%
$4,317,678

32.52%
112
$38,551

$12,049,707

5.10%
$3,968,454

32.93%
106
$37,438

$10,964,304

5.10%
$3,950,240

36.03%
104
$37,983

Other Payroll Costs (FICA, Retirement)

% of Operations Expenditures

$1,066,013

8.03%

$966,293

8.02%

$832,354

7.59%

Contractual Services

% of Operations Expenditures

$396,803

2.99%

$387,868

3.22%

$365,188

3.33%

All Other Items

% of Operations Expenditures

$7,496,538

56.46%

$6,727,092

55.83%

$5,816,522

53.05%

UNAPPROPRIATED EXPENDITURES &  REFUNDS
% Of Total Expenditures


$144,995
.05%


$204,470
.09%


$68,996
.03%

GRANTS TOTAL
% of Total Expenditures

$247,623,578
94.86%

$224,027,286
94.81%

$203,995,019
94.87%

Cost of Property and Equipment

$903,307

$903,222

$827,421

COMMUNITY CARE PROGRAM (CCP)

FY 2000

FY 1999

FY 1998

CCP Average Monthly Caseload (clients)

37,365

35,803

34,785

Prospective Nursing Home Cases Prescreened

64,358

64,715

63,134

Clients Over 75 Living Alone

78.1%

82.9%

84.0%

Average Cost Per Client Per Month

$420

$382

$349

The Community Care Program (CCP) provides in-home homemaker and senior companion services, adult day care and case management services to persons aged 60 years and older. Services are designed to prevent inappropriate or premature institutionalization.
AGENCY DIRECTOR
During Audit Period: Margo E. Schreiber
Currently: Margo E. Shreiber

 

 

 

 

 

 

 

 

 

 

 

 

CCPIS computer system serves as an important control over approximately $188 million in payments during fiscal year 2000

 

 

 

 

 

 

 

 

$34,987,000 in estimated payments were made to Community Care Provider vendors during fiscal year 2000 before full certification

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


The Department was several months late in submitting Title XIX reports involving reimbursement claims totaling over $61 million

 

 

 

 

 

 

 

 

 

 

 

 

The Department did not submit certain accounting reports with the State Comptroller in a timely fashion

 

FINDINGS, CONCLUSIONS, AND RECOMMENDATIONS

COMPUTER SYSTEM DEVELOPMENT AND TRAINING WEAKNESSES

The Department has not established a formal computer systems development methodology, change control procedures, or training procedures.

The Department develops, acquires, implements, maintains, and modifies a variety of information systems critical for completing its mission. However, there is no formal methodology to assist in the planning of the information systems development process, testing and changing computer programs, or training of individuals who use the systems for critical Department functions.

The Department experienced significant problems with the implementation of their Community Care Program Information System (CCPIS). The CCPIS system was developed and implemented without following a formal systems development methodology. This system serves as a control over approximately $188 million in payments. (Finding 1, pages 14-16)

We recommended the Department develop a formal system development methodology to assist in planning, developing, testing and implementing new system developments or modifying existing systems and to assist in developing training and user manuals.

Department officials stated that they would investigate our recommendation to develop a formal system development life cycle and methodology for use in creating and modifying information systems.

ESTIMATED PAYMENTS DISBURSED PRIOR TO VALIDATION

The Department disbursed approximately $35 million in estimated payments to community care provider vendors prior to validation.

During fiscal year 2000 the Department implemented a new Community Care Program Information System (CCPIS) to process billing and payment information submitted by 219 Community Care Providers (CCP). Unanticipated problems with the new CCPIS caused a dramatic increase in the number of vendor billings rejected by the system. The rejection rate increased from .98% in fiscal year 1999 to 6.6% in fiscal year 2000.

Department officials stated that implementing the upgraded CCPIS was a priority because the old system was not year 2000 compliant. After the system was implemented, however, Department officials realized that some transactions submitted by vendors did not meet all of the criteria necessary for acceptance and payment. As a result, these transactions were not processed.

Department officials then made a decision to make estimated payments to CCP vendors to assist them in maintaining a stabilized cash flow and to prevent payment delays that might adversely affect the delivery of services to CCP clients. As a result, estimated payments totaling $34,987,000 were made to CCP vendors before full certification for services could be performed in violation of the certification requirements of the State Finance Act (30 ILCS 105/9.05). (Finding 2, pages 17-18)

We recommended the Department comply with the provisions of the State Finance Act and review and validate the billing data being submitted from the CCP vendors prior to disbursing payment.

Department officials agreed with our recommendation and stated that it was never its intent to violate the certification requirements of the State Finance Act. Of the nearly $35 million in estimated payments made for FY 00 services, less than $5.0 million remains to be validated as of January 2001 and all estimated payments will be reconciled by June 2001.

FAILURE TO TIMELY SUBMIT COST SUBMISSION REPORTS

The Department failed to timely submit service and administrative cost submission reports to the Illinois Department of Public Aid for reimbursement for the Medical Assistance Program (Title XIX).

The service cost reports are normally submitted on a monthly basis. During fiscal year 2000 these reports for reimbursements totaling $48.13 million were submitted ten months late. Also, administrative cost reports which are normally submitted quarterly were submitted three to twelve months late and totaled $12.95 million for fiscal year 2000. Collectively, the service cost reports and administrative cost reports involved reimbursement claims totaling over $61 million. (Finding 5, page 22)

We recommended that the Department prepare and submit the Title XIX reports in a timely manner to receive reimbursement.

Department officials concurred with our recommendation and acknowledged that the claims for reimbursements were not made on a routine schedule due to the problems with the Community Care Program Information System.

NEED TO IMPROVE TIMELINESS IN FILING YEAR END ACCOUNTING REPORTS WITH THE STATE COMPTROLLER

The Department failed to file certain generally accepted accounting principle (GAAP) reports with the State Comptroller on a timely basis. The GAAP reports filed late were the Grant/Contract Analysis form, the Inter-Agency Grants/Contracts form, and the Compensated Absence form.

The Statewide Accounting Management System (SAMS) procedure 27.20.63,.67 and .80 requires these GAAP forms to be filed on August 23rd, July 26th and July 31st respectively. (Finding 9, page 26)

We recommended that the Department develop controls to ensure timely reporting to the Office of the Comptroller.

Department officials agreed with our recommendation and stated that they are making changes to their accounting procedures to overcome the difficulties in completing the Comptroller reports on a timely basis.

OTHER FINDINGS

The remaining findings are less significant and are being given attention by the Department. We will review the Department’s progress towards the implementation of our recommendations in our next audit.

Ms. Margo E. Schreiber, Director, provided responses to the findings for the Department on Aging.

AUDITORS’ OPINION

Our auditors state the financial statements of the non-shared special revenue funds of the Department on Aging as of June 30, 2000, and for the year then ended, are fairly stated in all material respects.

_____________________________________

WILLIAM G. HOLLAND, Auditor General

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SPECIAL ASSISTANT AUDITORS

Our Special Assistant Auditors were De Raimo Hillger & Ripp.