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NYS Comptroller

THOMAS P. DiNAPOLI

Audits of Local Governments and School Districts

Monroe 2-Orleans Board of Cooperative Educational Services – Software Management (2015M-56)


Released: September 4, 2015 -- [read complete report - pdf]

Purpose of Audit

The purpose of our audit was to assess the Monroe 2-Orleans Board of Cooperative Educational Services’ (BOCES) software management for the period July 1, 2013 through March 4, 2015.

Background

The Monroe 2-Orleans Board of Cooperative Educational Services maintains a main campus in the Village of Spencerport, Monroe County, and satellite campuses throughout Monroe and Orleans Counties. The BOCES is governed by a nine-member Board of Education, elected by the nine Boards of Education of the BOCES’ component school districts. Budgeted appropriations for information technology for the 2014-15 fiscal year totaled approximately $8.56 million.

Key Findings

  • Software inventory lists were incomplete.
  • A number of software applications installed on the BOCES’ computers were not business-related or academic-related, which is inconsistent with the BOCES’ acceptable use policy.
  • The BOCES did not have an adequate number of licenses for certain programs or did not have sufficient documentation to provide evidence that it had purchased licenses for these installations.

Key Recommendations

  • Maintain a comprehensive software inventory list of all BOCES-owned software and the total number of installations and licenses purchased.
  • Monitor user activity to ensure compliance with the BOCES’ acceptable use policy.
  • Ensure compliance with software licensing requirements.

Local Government and School Accountability Contact Information:

Phone: (518) 474-4037; Email: localgov@osc.state.ny.us
Address: Office of the State Comptroller, Division of Local Government and School Accountability
110 State Street, 12th Floor; Albany, NY 12236