REPORT DIGEST CAPITAL DEVELOPMENT BOARD COMPLIANCE EXAMINATION FOR THE TWO YEARS ENDED JUNE 30, 2020 Release Date: June 16, 2021 FINDINGS THIS AUDIT: 9 CATEGORY: NEW -- REPEAT -- TOTAL Category 1: 3 -- 0 -- 3 Category 2: 5 -- 1 -- 6 Category 3: 0 -- 0 -- 0 TOTAL: 8 -- 1 -- 9 FINDINGS LAST AUDIT: 6 Category 1: Findings that are material weaknesses in internal control and/or a qualification on compliance with State laws and regulations (material noncompliance). Category 2: Findings that are significant deficiencies in internal control and noncompliance with State laws and regulations. Category 3: Findings that have no internal control issues but are in noncompliance with State laws and regulations. State of Illinois, Office of the Auditor General FRANK J. MAUTINO, AUDITOR GENERAL To obtain a copy of the Report contact: Office of the Auditor General, Iles Park Plaza, 740 E. Ash Street, Springfield, IL 62703 (217) 782-6046 or TTY (888) 261-2887 This Report Digest and Full Report are also available on the worldwide web at www.auditor.illinois.gov INTRODUCTION This digest covers the Capital Development Board’s (CDB) Compliance Examination for the two years ended June 30, 2020. A separate digest covering the CDB’s financial audit as of and for the year ended June 30, 2020, will be released under separate cover. In total, this report contains 9 findings, 2 of which were reported in the financial audit. SYNOPSIS • (20-03) The CDB did not provide all requested documentation to the auditors in a timely manner. • (20-09) The CDB did not have adequate internal controls to demonstrate the schedules and components (report components) within the CDB’s Compliance Examination Report were complete and accurate. FINDINGS, CONCLUSIONS, AND RECOMMENDATIONS FAILURE TO PROVIDE REQUESTED DOCUMENTATION IN A TIMELY MANNER The Capital Development Board (CDB) did not provide all requested documentation to the auditors in a timely manner. As is necessary in a compliance examination, we made numerous requests of the CDB during our fieldwork. Two hundred and fifty-seven (257) specific written requests for information were made to the CDB for documentation to perform our testing. Requests were routed through one employee designated as the audit liaison, as requested by the CDB. While the employee ensured requests were sent through to the appropriate personnel, and conducted follow-ups, one request was never returned to the auditors by various CDB personnel. Documents related to 122 (47%) requests were provided after the date they were requested as noted below: Days Received After the Due Date of Request 11 to 30 days; 63 items 31 to 60 days; 28 items 61 to 90 days; 17 items 90 to 120 days; 3 items Over 120 days; 11 items Total 122 The request for documentation never provided by the CDB was one request for affirmation of cause statements for potential findings. (Finding 3, pages 20-21) We recommended the CDB submit requests to auditors in a timely manner and ensure that any requested documents are provided in their entirety. CDB accepted our recommendation, and stated the conversion to a digital work environment due to the COVID-19 pandemic resulted in additional time needed to scan in paper documents. Additionally CDB stated its staff was working remotely using home office equipment and a virtual connection application which increased the difficulty of reviewing and completing all the information and statements required in a timely manner. CDB stated it communicated these issues to the external audit partners. Finally, CDB stated due to learning to work in a remote environment, there was an overall lack of communication between CDB and our external audit partners. In an auditor’s comment, we noted that during fieldwork, periodic status meetings were requested by the auditor, however; the request was declined by CDB. Additionally, auditors were in daily contact with CDB during the critical audit testing periods, via email, phone, and virtual meetings. FAILURE TO DEMONSTRATE THE COMPLETENESS AND ACCURACY OF THE REPORT COMPONENTS The Capital Development Board (CDB) did not have adequate internal controls to demonstrate the schedules and components (report components) within the CDB’s Compliance Examination Report were complete and accurate. Due to changes in independence requirements effective June 30, 2020, the Office of the Auditor General (OAG) now requires auditees, without auditor assistance, to prepare the report components comprising the Supplementary Information for State Compliance Purposes usually found within the OAG’s compliance reports. To help facilitate this change, the OAG published guidance on its website for auditees to follow in preparing these report components. While we do not express an opinion, a conclusion, or provide any assurance on these report components, we read them to identify potential errors based on our knowledge of the auditee and, where possible, compare or reconcile the information to the auditee’s records examined during the compliance examination. If we identify any potential errors, we bring the matter to the attention of the auditee’s management to, ideally, either correct the error or demonstrate why the disclosure is complete and accurate. During the course of this examination, we noted the CDB’s internal controls were inadequate to both (1) prepare the report components and (2) demonstrate the report components the CDB management prepared were complete and accurate. Specifically, we noted the following: • The Fiscal Year 2019 Schedule of Appropriations, Expenditures, and Lapsed Balances was unable to be properly completed by the CDB management due to its inability to provide the auditors with satisfactory supporting documentation for a difference noted. Consequently, the related Comparative Schedule of Net Appropriations, Expenditures, and Lapsed Balances and Comparative Schedule of Net Expenditures by Major Activity were also not properly completed. • The Analysis of Significant Variations in Expenditures and Analysis of Significant Variations in Lapse Period Spending were initially provided based upon inaccurately prepared schedules, and not subsequently corrected. As a result, the schedules were not included within the CDB’s Compliance Examination Report. • The CDB’s Comparative Schedule of Cash Receipts and Deposits into the State Treasury was unable to be properly completed by the CDB management from their own records due to its inability to properly reconcile its cash receipts to deposits remitted to the Treasury, or provide the auditors with satisfactory explanations for differences noted. See also Finding No. 2020-007. The Analysis of Significant Variations in Receipts was provided based upon the inaccurately prepared schedule, thus not included within the CDB’s Compliance Examination Report. • The Analysis of Operations (Functions and Planning) prepared by the CDB appeared to omit disclosures, including (1) management’s analysis of the meaning of certain key financial, program, and statistical elements, including the prioritized goals and priorities that were to have been reviewed and analyzed during each fiscal year and reported to the Office of Comptroller for preparation of the Public Accountability Report as required by the Civil Administrative Code of Illinois (State Budget Law) (15 ILCS 20/50-25), and (2) significant operational challenges that existed at the end of the examination period, including backlogs, and management’s plan to address the problem. As a result of these deficiencies, these report components were excluded from the CDB’s Compliance Examination Report. (Finding 9, pages 30-32) We recommended the CDB implement controls to ensure report components are complete and accurately prepared in future compliance examinations. CDB accepted our recommendation and stated it made every effort to prepare the required report components according to the guidance provided by the Auditor Generals’ office. CDB stated it was notified on August 5, 2020 that CDB would be responsible for preparing these report components without the assistance from the OAG or Special Assistant Auditors. In an auditor’s comment, we noted the auditors made every attempt to provide guidance regarding report component preparation while still maintaining independence as required by the Generally Accepted Governmental Auditing Standards effective June 30, 2020. CDB’s responsibilities regarding the report components were communicated during the entrance conference on May 7, 2020. OTHER FINDINGS The remaining findings pertain to financial reporting weaknesses, inadequate controls over census data, and weaknesses in filing required reports, employee evaluations, travel, reconciliations, and cybersecurity programs and practices. We will review the CDB’s progress towards the implementation of our recommendations in our next compliance examination. ACCOUNTANT’S OPINION The accountants conducted a compliance examination of the Capital Development Board for the two years ended June 30, 2020, as required by the Illinois State Auditing Act. The accountants qualified their report on State compliance for Finding 2020-001, Finding 2020-002, and Finding 2020-009. Except for the noncompliance described in these findings, the accountants stated the Capital Development Board complied, in all material respects, with the requirements described in the report. This compliance examination was conducted by Sikich LLP. JANE CLARK Division Director This report is transmitted in accordance with Section 3-14 of the Illinois State Auditing Act. FRANK J. MAUTINO Auditor General FJM:meg