Objective

To determine the extent of implementation of the eight recommendations included in our initial audit report, Inventory Controls (Report 2023-S-17).

About the Program

The Office of Information Technology Services (ITS) was created in 2012 to centralize information technology services and offer technology solutions that enable State government to serve New Yorkers in a better, smarter, and more cost-effective way. The State Technology Law, Section 103, Chapter 57-A of the Consolidated Laws of New York, charges ITS with maintaining and updating its inventory of hardware and software periodically. The agency is also responsible for protecting and securing State information resources and data. ITS provides New York State employees with equipment based on their job functions. This can include workstations (a desktop or a laptop computer), a virtual desktop, standard printers or multi-functional printer/copier/scanner, mobile devices, and additional or specialized equipment. ITS also oversees the State’s Information Technology Asset Management process. ITS fully supports 50 State entities and provides partial support to 38.

ITS operates 117 stockroom locations across the State. Each stockroom is responsible for various State entities and/or geographical locations. Stockroom managers are responsible for the oversight of equipment contained in their stockrooms and are required to keep their Information Technology Service Management (ITSM) information up to date, including an accurate listing of all workstations (desktops and laptops) in their stockrooms. To track its inventory of information assets, or workstations, ITS utilizes ITSM software to manage its centralized system of record.

The objective of our initial audit, issued in February 2025, was to determine whether ITS had adequate controls to ensure the accuracy and completeness of inventory records, accountability for inventory transactions, and safeguarding of inventory. The audit covered the period from March 2020 through August 2024. The audit found that ITS lacked the necessary controls to accurately and completely account for all workstations and other hardware assets for which it is responsible. We found significant weaknesses related to ITSM accuracy, as well as missing devices, and a lack of security over equipment and the information stored on devices at ITS stockrooms. This general lack of accurate inventory information resulted in overspending and government waste. Further, we identified areas where stronger oversight is needed over stockroom and agency operations, and additional training is needed for ITS stockroom personnel. ITS did not provide stockroom personnel with the proper knowledge and skills to use ITSM competently and effectively. We also identified weaknesses in technical controls that need to be corrected to ensure the selected information systems and their associated data are not at risk.

Key Findings

ITS has made significant progress in addressing the issues we identified in the initial audit report. All eight of the initial report’s recommendations were implemented.