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24 Evaluation of Actions Taken on Colorado Water Conservation Board as of December 1999 <br /> once it has been completed and to verify that all loan and grant contract conditions have been <br /> satisfied prior to the disbursement of funds. The procedure specifies that the CWCB's <br /> contract administrator, contract compliance administrator, and accountant review several <br /> issues including any outstanding contract requirements and accounting issues. According <br /> to CWCB staff, these procedures are currently being tested and are due to be finalized by <br /> January 1, 2000. We also reviewed a sample of nine files and found that all nine showed I <br /> evidence that a monitoring system is in place to ensure that required documents are present <br /> in the file. Although these procedures appear to address some of our concerns, we have not <br /> been able to evaluate their use or effectiveness fully, since they have not been formally <br /> implemented. <br /> Recommendation No. 13 (September 1998): 1 <br /> The Water Conservation Board should improve its procedures for maintaining loan records, <br /> including developing a consistent, centralized filing system. <br /> Water Conservation Board's Report Response I <br /> (September 1998): <br /> Agree. In response to the dramatic increase in the number of projects supported by the <br /> Program during the last five years, the CWCB staff has already contracted with a systems <br /> analyst graduate who has designed a sophisticated relational database for tracking and <br /> maintaining our loan records. CWCB staff have started populating the database and expect <br /> to complete the project June 30, 1999. We will also initiate a study of the feasibility of an <br /> electronic imaging system to improve the integrity and accessibility of the loan records to <br /> both CWCB staff and to the Department Accounting Section staff. That feasibility study <br /> should be completed by February 1, 1999, so that a funding request may be proposed in the <br /> 1999 legislative session. Any proposed imaging system would,of course,be consistent with <br /> other imaging projects currently underway in the Department that have been approved by the <br /> Information Management Commission (IMC). <br /> Implementation Date: June 1999. <br /> Water Conservation Board's Update (October 1999): 1 <br /> In progress. $270,000 spending authority was provided to the CWCB by the Legislature in <br /> Senate Bill 99-173 for an electronic document imaging system for the Project Planning and <br /> Construction Section to be used in the documentation of Construction Fund files. The <br /> system hardware and software are currently being planned and designed and are scheduled <br /> for implementation in 2000. The CWCB staff have also developed the Construction Fund <br /> 1 <br /> 1 <br />