department of homeland security 2iÀfh ri … · around the world. the department of homeland...

Department of Homeland Security

2IFHRI,QVSHFWRU*HQHUDO

DHS Does Not Adequately Manage or Have

Enforcement Authority Over Its Components'

Vehicle Fleet Operations

OIG-14-126 August 2014

August 21, 2014

OFFICE OF INSPECTOR GENERAL Department of Homeland Security

TableofContents ExecutiveSummary............................................................................................................ 1 Background........................................................................................................................ 2 ResultsofAudit................................................................................................................... 4

DHSFleetManagementGoverningStructure.......................................................4 FleetInventoryData............................................................................................... 5 DHSRightsizing..................................................................................................... 7 Conclusion............................................................................................................. 10 Recommendations................................................................................................ 10 ManagementCommentsandOIGAnalysis..........................................................11

Appendixes

AppendixA:Objectives,Scope,andMethodology..............................................14 AppendixB: ManagementCommentstotheDraftReport.................................17 AppendixC: DHSFY2012MotorVehicleFleetInventorybyComponent...........20 AppendixD:AnnualReportedOperatingCostsforDHSFleet,FYs20052013..21 AppendixE: MajorContributorstoThisReport..................................................22 AppendixF: ReportDistribution..........................................................................23

Abbreviations

CAPSIS ConsolidatedAssetPortfolioandSustainabilityInformationSystem CBP U.S.CustomsandBorderProtection CRSO ChiefReadinessSupportOfficer DHS DepartmentofHomelandSecurity FAST FederalAutomotiveStatisticalTool FY fiscalyear GAO GovernmentAccountabilityOffice GSA U.S.GeneralServicesAdministration ICE U.S.ImmigrationandCustomsEnforcement NPPD NationalProtectionandProgramsDirectorate OIG OfficeofInspectorGeneral VAM vehicleallocationmethodology VIN vehicleidentificationnumber

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ExecutiveSummary Infiscalyear2012,Federalagencyfleetsconsistedofmorethan650,000motorvehicles aroundtheworld.TheDepartmentofHomelandSecurity(DHS)hadthesecondlargest civilianmotorvehiclefleetintheFederalGovernment,owningorleasingabout56,000 vehicles,withreportedannualoperatingcostsofabout$534million.Ouraudit objectivewastodeterminewhether,forfiscalyear2012,DHSmetrequirementsto rightsizeitsmotorvehiclefleetcomposition,eliminateunderusedvehicles,andacquire vehiclesthatreducepetroleumuseandgreenhousegasemissions. DHSdoesnotadequatelymanageorhavetheenforcementauthorityoverits componentsfleetoperationstoensurethatitsmotorvehiclefleetcompositionisright sized.EachDHScomponentmanagesitsownvehiclefleet,makingitdifficultfortheDHS FleetManagertoprovideadequateoversightandensurecompliancewithFederallaws, regulations,policies,anddirectives.AlthoughtheDepartmentoverseesandapproves thecomponentsleasingofvehicles,itdoesnotoverseeandapprovetheacquisitionof componentownedvehicles.Infiscalyear2012,notallacquisitionswerealternativefuel vehicles,asrequiredbyDHSpolicy. TheDepartmentdoesnothaveacentralizedfleetmanagementinformationsystem.For reportingonitsmotorvehiclefleetinventory,DHSmustrelyonmultipleinformation systemsthatcontaininaccurateandincompletevehicledatafromthecomponents.In fiscalyear2012,allofthecomponentvehiclefleetswereviewedincludedunderused vehicles,butDHSdidnotensurethecomponentsjustifiedretainingthevehiclesor removedthemfromtheirfleets.Inthatfiscalyear,weestimatethatoperatingthese underusedvehiclescostbetween$35.3millionand$48.6million.Forthesereasons, DHScannotensureitsvehiclefleetcompositioniscostefficient,complieswith departmentalrequirements,andhasthecorrectnumberofmotorvehiclesto accomplishitsmission. Wearemakingtworecommendationsthat,whenimplemented,shouldhelpthe Departmentimproveoversightandauthorityoverfleetrightsizingandthe managementoffleetdata.TheDepartmentconcurredwithbothrecommendations.

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Background

Figure1:AerialphotoofU.S.CustomsandBorderProtection(CBP)vehiclefleetinTucson,Arizona Source:CBPOfficeofAirandMarine,takenonMarch7,2014 Infiscalyear(FY)2012,Federalagencyfleetsconsistedofmorethan650,000motor vehiclesaroundtheworld.Allexecutivebranchagenciesreportconsolidatedmotor vehiclefleetdatausingtheFederalAutomotiveStatisticalTool(FAST),administeredby theU.S.GeneralServicesAdministration(GSA).TheFASTdatabasecompilesagency levelfleetdatasummarizingvehicleacquisitions,inventory,costs,mileage,andfueluse data.InFY2012,DHShadthesecondlargestcivilianFederalmotorvehiclefleet,with about56,000vehicles.(SeeappendixCforDHSFY2012FASTfleetinventoryby component.) DHShasadecentralizedstructureandreliesheavilyonits11componentstomanage andreportonmotorvehiclefleetcomposition.WereviewedthreecomponentsCBP, U.S.ImmigrationandCustomsEnforcement(ICE),andtheNationalProtectionand ProgramsDirectorate(NPPD)todeterminetheDepartmentscompliancewithFederal motorvehiclefleetrightsizingrequirements.Thevehiclefleetsfromthesethree componentscompriseabout42,000vehicles,orabout75percentoftheDepartments fleet.Table1showsthenumberofvehiclesinthesecomponentsfleetsinFY2012.


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Table1:MotorVehicleFleetsofCBP,ICE,andNPPDinFY2012

Component Component ownedVehicles

Commercially leased Vehicles

GSA leased Vehicles

Total Vehiclesin

Fleet CBP 26,709 7 136 26,852 ICE 13,564 0 16 13,580

NPPD 31 0 1,398 1,429 Total 40,304 7 1,550 41,861

Source:FASTdatabase InFY2012,theDepartmentreported$534millioninannualoperatingcostsforitsfleet, whichincludedindirectcostsaswellascostsformaintenance,depreciation,leasing, andfuel.AppendixDshowsannualfleetoperatingcostsreportedbyDHSforFYs2005 through2013.InFY2012,DHSacquiredabout5,000vehicles. TheOfficeofManagementandBudget,GSA,andthePresidenthaveissuedguidance anddirectivesrelatedtothesizeandcostofFederalvehiclefleets.In2002,theOfficeof ManagementandBudgetdirectedheadsofFederalagenciestoexaminetheirvehicle fleetsandreporttheirsize,composition,andcostaspartoftheirbudgetsubmission process.In2011,GSAissuedguidancetoFederalagenciesonconductingavehicle allocationmethodology(VAM).TheVAMhelpsagenciesdeterminetheoptimalfleet inventorytomeettheagencysmissionrequirementsandidentifyresourcesnecessary tooperatethosefleetseffectivelyandefficiently.Mostrecently,accordingtoaMay24, 2011,PresidentialMemorandum,FederalFleetPerformance,eachFederalagencyisto determineitsoptimalfleetbyusingaVAM.TheVAMalsohelpseliminateunnecessary vehiclesandensurethatfleetvehiclecompositionmeetsagencyneeds.Asdirectedby thepresidentialmemorandum,GSAsubsequentlyissuedguidanceonhowtorightsize orachievetheoptimalmotorvehiclefleet.GSAalsoincludedguidanceonhowto maintaintheappropriatetype,size,andnumberoffuelefficientvehiclestosupportthe agencysmission. InFY2012,DHStookstepstodevelopaVAMforrightsizingitsfleet.TheVAMcompiled informationonDHSvehicleassetssuchasthenumberofvehicles,pervehiclemileage, aswellasmileageandtripspervehicle.DHSintendedtousethisinformationasa baselinetoevaluatethefleetinfutureyears.


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Inaddition,accordingtotheUnitedStatesCodeandtheCodeofFederalRegulations, Federalagenciesarerequiredtohaveacentralizedfleetmanagementsystem.1The centralizedsystemissupposedtoidentify,collect,andanalyzemotorvehicledata relatedtoallcostsincurredtooperate,maintain,acquire,anddisposeofmotor vehicles. ResultsofAudit DHSdoesnotadequatelymanageorhavetheenforcementauthorityoverits componentsfleetoperationstoensurethatitsmotorvehiclefleetcompositionisright sized.EachDHScomponentmanagesitsownvehiclefleet,makingitdifficultfortheDHS FleetManagertoprovideadequateoversightandensurecompliancewithapplicable policies.AlthoughtheDepartmentoverseesandapprovesthecomponentsleasingof vehicles,itdoesnotoverseeandapprovetheacquisitionofcomponentownedvehicles. InFY2012,notallacquisitionswerealternativefuelvehicles,asrequiredbyDHSpolicy. TheDepartmentalsodoesnothaveacentralizedfleetmanagementinformation system.Forreportingonitsvehicleinventory,DHSmustrelyonmultiplesourcesof informationcontainingmissing,unsupported,andconflictingvehicledatafromthe components.InFY2012,fleetsatCBP,ICE,andNPPDallincludedunderusedvehicles. DHSdidnotensurethecomponentsjustifiedretainingtheunderusedvehiclesor removedthemfromtheirfleets.Inthatfiscalyear,weestimatethatoperatingthese underusedvehiclescostbetween$35.3millionand$48.6million.Forthesereasons, DHScannotensureitsvehiclefleetcompositioniscostefficient,complieswith departmentalrequirements,andhasthecorrectnumberofmotorvehiclesto accomplishitsmission.

DHSFleetManagementGoverningStructure AlthoughDHShaspoliciesandproceduresthatdelineaterolesand responsibilitiesformanagingfleetoperations,thecomponentsmanagetheir ownfleets,makingitdifficultfortheDHSFleetManagertoprovideadequate oversightandensurecompliancewithapplicablepolicies. TheDHSMotorVehicleFleetProgramManual,DHSManual1180101,dated March18,2011,(fleetprogrammanual),identifiesrolesandresponsibilitiesfor

1Title40oftheUnitedStatesCode,Chapter175FederalMotorVehicleExpenditureControl,17502 MonitoringSystemand17503DataCollectionandTitle41oftheCodeofFederalRegulations102 34.340.


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governingandmanagingtheDepartmentsmotorvehiclefleet.Accordingtothe fleetprogrammanual,theUnderSecretaryforManagementhasresponsibility formanagingthefleet,andtheDHSFleetManagercarriesouttheprimary departmentlevelfleetmanagementactivities.Componentfleetmanagersare responsiblefordaytodaymanagementoftheirrespectivefleets. TheDHSFleetManager,assistedbyonestaffmember,hasawiderangeof responsibilities.TofulfillmandatoryFederalreportingrequirements,theFleet Managergathersandcompilesdatathecomponentssubmitontheirrespective fleetinventories.Otherresponsibilitiesincludedrafting,interpreting,andissuing guidancetocomponentfleetmanagers;servingastheprimaryliaisonbetween componentfleetmanagersandotherFederalagencies;andestablishingand implementingaVAMfortheDepartment.

Underthecurrentgoverningstructure,theDHSFleetManagerdoesnothave enforcementauthorityovervehicleswithinthecomponentsfleets.Each componenthasitsownoperationalbudgetand,therefore,makesindependent decisionsaboutitsvehiclefleet.TheDHSFleetManagerreliesonthe componentsinventorydatawithoutvalidatingtheaccuracyofthedata.In addition,althoughresponsibleforoverseeingtheacquisitionanduseofall motorvehicles,theFleetManagerdoesnotapprovenewvehicleacquisitions andcannotenforceremovalofunderusedvehiclesfromthecomponentsfleets. Withoutsuchauthority,theDHSFleetManagercannotmanagetheDHSfleet effectively.Inparticular,theFleetManagercannotdeterminewhethervehicles areneededandjustifiedandcannotensurethatcomponentsremoveunderused vehiclesfromtheirfleets. FleetInventoryData Thethreecomponentsthatwerevieweduseddisparatedatasystemsfortheir vehicleinventories,whichincludedmissing,unsupported,andconflictingdata.In theabsenceofacentralizedfleetmanagementdatasystem,DHSrelieson vehicledatafrommultiplesystemstomonitorfleetinventoryandtofulfill mandatoryreportingrequirements. TheCodeofFederalRegulationsrequiresFederalagenciestohaveacentralized system.Thissystemshouldenablestafftoidentify,collect,andanalyzemotor vehicledataonthecosttoacquire,operate,maintain,anddisposeofmotor vehicles.AccordingtoGSAregulatoryguidance,acentralizedsystemaloneisnot


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sufficient. Agencies should also ensure ongoing, complete, and accurate dataentry.

CBP, ICE, and NPPD use four systems of record to maintain vehicle fleet data thatis entered into FAST; Systems, Applications, and Products in Data Processing,Fleet Management and Analysis Reporting System, Sunflower, and GSA DriveThru. These systems do not communicate with each other. Figure 2 shows thecomponents systems and how the data is entered into FAST.

Figure 2: CBP, ICE, and NPPD Vehicle Fleet Data Reporting Process

Component System of Record

CBP

NPPD

ICEFederal Automotive

Statistical Tool

Systems, Applications, and Products in Data

Processing

Fleet Management and Analysis Reporting

System

Sunflower Asset Management System

Sunflower Asset Management System

GSA Drive-Thru

Component vehicle operators, fleet The components manually input fleet data into managers, or mission support staff manually FAST for government-wide reporting.submit data into their fleet system of record.

This data is not verified for accuracy.

Source: Office of Inspector General (OIG) analysis of data provided by CBP, ICE, and NPPD

During our review of 753 FY 2012 vehicle records in these data systems, weidentified unsupported, conflicting, and missing vehicle data. For example, 293of 753 (39 percent) records of vehicle identification numbers (VIN) were notsupported by documented proof of ownership, such as a certificate of origin or adelivery order. In 405 of 753 (54 percent) records, vehicle acquisition dates werenot supported by documentation or there were multiple acquisition dates. We

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alsoidentifiedmissingmileageandoperatingcostinformationforsomeofCBPs andICEsvehicles,aswellasunsupportedmonthlyleasecostsforNPPDsand CBPsvehicles.Table2containsmoredetailsontheunreliabledata.

Table2:FleetInventoryDatafor753RecordsatCBP,ICE,andNPPDFY2012

Component

Number of

Vehicles in

Sample

NoDocuments onFilefor

VIN/VINNot Matchedin Systemof Record

Unsupported/ Conflicting Acquisition

Date

Mileage Data

Missing

Unsupported Monthly LeaseCost

Operating Cost

Missing

CBP 379* 91 177 33 2 87 ICE 331* 159 225 31 N/A 10

NPPD 43* 43 3 0 19 0 Total 753* 293 405 64 21 97

Source:OIG *Somevehiclerecordsinoursamplehadmorethanonedataissue;asaresult,anysumoftheissues acrosstherowsmaybegreaterthanthenumberofvehiclesinthesamples.

DHSdoesnothaveacentralizedfleetmanagementinformationsystemandis relyingonunsupported,conflicting,andmissingdatafromthecomponents disparatesystemstomanageitsfleet.TheDHSFleetManagergathersdatafrom thecomponentsvarioussystemsbutdoesnotvalidatethereporteddata,which isnotalwaysaccurateandcomplete.Thus,theDepartmentcannotbesurethat reporteddatareflectstheactualnumberofvehiclesandcompositionofthe componentsfleets. DHSRightsizing

InFY2012,DHSdidnotensureCBP,ICE,andNPPDactivelyrightsizedtheir fleetsbyjustifyingtheneedforvehiclesinthesystemsofrecordandby disposingoforreassigningunderusedvehicles.Ofthe753vehiclesinour sample,59percentwereunderused.Weestimatethesevehiclescostbetween $35.3millionand$48.6milliontooperateinFY2012.Inaddition,DHSdidnot approveanyFY2012vehicleacquisitionsbyCBP,ICE,andNPPD.Thesevehicle acquisitionswerealsonotallalternativefuelvehiclesasrequiredbythe Department.


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UnderusedVehicles DHShastakenstepstowardrightsizingbyimplementingaVAMtoensureits fleetiscorrectlysized,butinFY2012,itdidnotidentify,disposeof,orreassign mostofitsunderusedvehicles.Becausenoneoftheseunderusedvehicleshad justificationsintheirsystemsofrecord,thecomponentswerenotableto supportthattheunderusedvehicleswerecriticaltoaccomplishingDHSmission. TheMay24,2011,PresidentialMemorandum,FederalFleetPerformance, requiresagenciestoreducegreenhousegasemissionsbylimitingfleetsize.GSA hasalsoissuedguidanceonrightsizing,ormaintainingthesmallest,most efficientfleettoaccomplishanagencysmission.AccordingtoDHSfleet programmanual,componentsmustconsidertheneedforvehiclesthatare drivenfewerthan3,000milesperquarteror12,000milesperyear.Components shouldalsohaveaprocesstojustifyretainingthesevehiclesfromyeartoyear. Accordingtothefleetprogrammanual,vehiclesthatfallbelowthethreshold andarenotjustifiedshouldbedisposedoforreassigned. InoursampleofvehiclesreportedintheFY2012inventoriesofCBP,ICE,and NPPD,weidentified442(59percent)of753vehiclesthatweredrivenlessthan 12,000milesthatfiscalyear.2Ofthe442underusedvehicles,379(86percent) remainedintheFY2013inventoryeventhoughthesystemsofrecordatCBP, ICE,andNPPDdidnotcontainjustificationsforkeepinganyoftheunderused vehiclesintheirrespectiveinventories.Whenwepresentedtheresultstothese threecomponents,theywereunabletoprovideuswithjustificationsforthe underusedvehiclesweidentified. Theseunderusedvehiclescontributedtounnecessarydepartmentalexpenses.In FY2012,usingoperatingcostsreportedbyCBP,ICE,andNPPD,wecalculated thatthe442underusedvehiclesinoursamplecosttheDepartment$862,223. Underusedvehiclesmadeup70percentofCBPssample,48percentofICEs sample,and37percentofNPPDssample.Therefore,weestimate,through statisticalinference,thatinFY2012,thecostofoperatingallunderusedvehicles acrossthethreecomponentswasbetween$35.3millionand$48.6million.3 Table3showsthesecosts.

2Forthe42vehiclesinthesampleacquiredinFY2012,weproratedtheirusebythenumberofmonths theywereinthefleet. 3Weestimatewith95percentconfidencethattheFY2012coststooperateunderusedvehiclesatCBP wasbetween$15.7millionand$21.7million;atICE,between$15.7millionand$22million;andatNPPD, between$3.9millionand$4.9million.


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Table3:AverageandInferredOperatingCostsofUnderusedVehiclesatCBP, ICE,andNPPDinFY2012(roundedtonearestdollar)

VehiclesDrivenLessThan12,000MilesinFY2012intheSample

Component Numberof Vehicles Percentage ofVehicles

Operating Costsof Vehicles

Average Operating Costper Vehicle

Inferred Rangeof Operating Costs

(inmillions)

CBP 266 70% $262,734 $988 $15.7$21.7 ICE 160 48% $466,224 $2,914 $15.7$22.0

NPPD 16 37% $133,265 $8,329 $3.9$4.9 Source:OIGanalysisofcomponentvehicledata Theinferredrangeofestimatedoperatingcostsisconservativeandcouldbe higherbecauseCBPandICEcouldnotfurnishmileage,operatingcosts,orboth for124ofthe753vehiclesinoursample.Becauseofthismissingdata,wecould notevaluatewhetherthese124vehicleswereunderusedandcontributedto higheroperatingcosts,andthuswedidnotincludethemwhenestimatingthe operatingcostsofunderusedvehicles. AlthoughDHShastakenstepstorightsizeitsfleet,underusedvehiclesremainin itsoverallinventorybecausetheDHSFleetManagerdoesnot(1)haveadequate visibilityintothecomponentsfleetinventories;(2)ensurethatunderused vehiclesareproperlyjustified;and(3)enforcedisposalortransferofunderused vehiclesthatarenotjustified.Withoutadequateoversightandthenecessary authority,theDHSFleetManagercannotensurethattheDHSfleetiscost efficientandcorrectlysizedtoaccomplishitsmission. AcquisitionofElectric,Hybrid,andAlternativeFuelVehicles

TheDepartmentdoesnotadequatelyoverseecomponentvehicleacquisitions anddidnotensureallvehiclesacquiredinFY2012wereelectric,hybrid,or alternativefuel,asrequiredbytheDHSMotorVehicleFleetProgramAcquisition Guide(acquisitionguide).Eachcomponentacquiresvehiclesindependently, withouttheauthorizationandapprovaloftheDHSFleetManager.

Accordingtotheacquisitionguide,componentfleetmanagersaretojustifyall newvehicleacquisitionsandensuretheyareapprovedbytheDHSFleet Manager.Inaddition,tocomplywiththeMarch30,2011,presidentialguidance,


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theacquisitionguiderequiresthat,by2012,allnewlyacquiredvehiclesbe electric,hybrid,oralternativefuel.

InFY2012,CBP,ICE,andNPPDacquired3,040or61percentofthetotalof4,996 vehiclestheDepartmentacquired.Ofthe753vehiclesinoursample,42were acquiredinFY2012;2werealternativefuelvehiclesandnonewereelectricor hybrid.

Conclusion

DHSneedstoplacegreateremphasisontheDHSFleetManagersauthorityover componentstoensurecompliancewithdepartmentalguidanceandrightsizing efforts,particularlyidentifyingandeliminatingunderusedvehicles.Inaddition, theDepartmentshouldimplementasingle,departmentwidefleetmanagement datasystem.SuchasystemwouldgivetheDHSFleetManagermorevisibility intothecomponentsfleetsandwouldmakerightsizingeffortsmore transparent.Itwouldalsohelpimprovedatareliabilityatthecomponentand headquarterslevelbyallowingtheDHSFleetManagerandcomponentfleet managerstoidentifymissingdata.Thisdatasystemwouldalsofacilitate collectionofvehicleinventory,cost,andusagedata.Whentakentogether,these effortswillhelpensurethattheDepartmentsmotorvehiclefleetismorecost efficientandcorrectlysizedtoaccomplishitsmission.

AccordingtoDHS,CBP,ICE,andNPPD,theyhavetakenseveralstepssince FY2012toimprovefleetmanagementandensurefleetsarerightsized.Welook forwardtofollowingupwiththeDepartmentonitscontinuedprogress.

Recommendations

WerecommendthattheDHSUnderSecretaryforManagement:

Recommendation#1: EnsurethattheDHSFleetManagerhasadequateoversightandthenecessary enforcementauthorityovercomponentfleetmanagerseffortstoacquire vehicles,rightsizetheirfleets,andeliminateunderusedvehicles.Weestimate that,inFY2012,underusedvehiclescostCBP,ICE,andNPPDbetween$35.3 millionand$48.6million,whicharefundsthatcouldbeputtobetterusein futurefiscalyears.


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Recommendation#2:

Implementasingle,centralizedsystemofrecordfortheDepartmentsmotor vehiclefleettoimprovevisibility,identifydatagapsandinconsistencies,and facilitatecollectionofvehicleinventory,cost,andusagedata.

ManagementCommentsandOIGAnalysis TheDepartmentprovidedwrittencommentsonadraftofthisreport.Wehave includedacopyofthesecommentsintheirentiretyinappendixB.DHSalso providedtechnicalcomments,whichweincorporatedasappropriate. DHSconcurredwithourrecommendationsandprovideddetailsonstepsbeing takentoaddressspecificfindingsandrecommendationsinthereport.We reviewedthemanagementcommentsandprovideourevaluationbelow. ResponsetoRecommendation#1: DHSResponse:DHSconcurredwithrecommendation#1.Accordingtothe Department,theDHSFleetManagerhasthenecessaryenforcementauthority overcomponentfleetmanagersasdescribedinDHSDelegation00500, DelegationforAdministrativeServices,datedJune5,2012.Thisdocument delegatesdepartmentwideauthorityandresponsibilityforadministrative services,includingthemotorfleetprogram,totheDHSChiefReadinessSupport Officer(CRSO).TostrengthentheDHSFleetManagersoversight,theDHSCRSO willimprovetheFleetManager'sabilitytoexercisethisauthoritybyreviewing departmentlevelpolicyandprocedures. DHSwillalsocharteraworkinggrouptoreview,update,andstrengthentheDHS MotorVehicleFleetProgramManual.Theworkinggroupwillbecomposedof representativesfromtheOfficeoftheCRSOandselectcomponent headquarters,aswellasfieldfleetmanagersandvehicleoperators.Aspartof thiseffort,theworkinggroupwillbenchmarkcomponentaccomplishmentsand processesputinplacesinceFY2012.Theestimatedcompletiondateis September30,2015. OIGAnalysis:TheactionsDHShasproposedappeartomeettheintentof recommendation#1.Thisrecommendationwillremainresolvedandopenuntil wehaverevieweddocumentationconfirmingthattheDHSFleetManagerhas


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adequateoversightandthenecessaryenforcementauthorityovercomponent fleetmanagersefforts. DHSResponse:DHSdisagreedwithourstatisticalinferenceandestimateof fundsthatcouldbeputtobetteruse.AccordingtotheDepartment,itappears thesamplingwasconductedonafaultysamplingframe.Asstatedinthedraft report,outof753samples,124sampleswereexcludedbecauseoperatingcost informationwasnotapparentlyavailable.Thismeansthatabout16%ofthe universeofvehicles(approximately6,874)didnothaveoperatingcost informationandshouldhavebeenexcludedfromthesamplingframebeforethe determinationofsamplesizeandsamplingofthevehicles. OIGAnalysis:Wedesignedoursamplebasedontheuniverseofthevehiclefleet inthreecomponents.CBPandICEdidnothavesufficientdatatoevaluatethe useof124vehiclesinoursample.Weexcludedthosevehiclesfromthe calculationofunderusedvehicles.Inotherwords,lackingevidencethatthe vehicleswereunderused,wetreatedthosevehiclesashavingsufficientusageto befullyjustifiedanddidnotincludetheminthecalculationoffundsthatcould beputtobetteruse.Wecalculatedthefundstobeputtobetterusebasedon theoperatingcostsofthevalueofthe442underusedvehiclesinoursample.If, asDHSsuggested,wehadreducedthesamplesizesforICEandCBPtoexclude the124vehiclesinquestion,theestimatedFY2012costofoperatingunderused vehicleswouldhaveincreasedfrombetween$35and$49milliontobetween $44and$60million.Instead,asindicatedinourdraftreport,weused conservativestatisticalinferences. ResponsetoRecommendation#2: DHSResponse:DHSconcurredwithrecommendation#2.TheDHSCRSOis developingtheConsolidatedAssetPortfolioandSustainabilityInformation System(CAPSIS)designedtoconsolidatedepartmentalrealandpersonal propertyandsustainabilitymanagementinformation.WithinCAPSIS,theAsset ManagementDataWarehousewillconsolidatedepartmentwidefleetdatainto asingleportfoliomanagementsystemtoincludeperformancemanagement modules;itwillalsointegrateoperationalinformationfromfleetcardsystems forgovernmentownedvehiclesandapplicableGSAreportsforleasedvehicles. TheestimatedcompletiondateisMarch31,2015. OIGAnalysis:AccordingtotheDHSCRSO,CAPSISisnotatransactionalsystem, andthecomponentswillnotenterthedatadirectlyintoCAPSIS.Instead,CAPSIS


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willpullthenecessaryvehicledatafromthecomponentscurrentsystems. AccordingtotheCRSO,mileagedatawillstilldependonvehicleoperators enteringthedata,andcontrolswillhavetobebuiltintoCAPSIStodetect unusualvehiclemileageinputs.InthisCAPSISprocess,DHSwillneedto implementcontrolstoensurethat(1)theinformationiscentralized;(2) managementcanidentifydatagapsandinconsistencies;and(3)collectmotor vehicleinventory,cost,andusagedata. TheactionproposedbyDHSappearstomeettheintentofrecommendation#2. Thisrecommendationwillremainresolvedandopenuntilwehavereviewed documentationthatthesystemcomplieswiththelaw. Asaresultofourpreviousreport,DHSHometoWorkTransportation(OIG14 21,Dec.20,2013),theDHSManagementDirectorateinconsultationwiththe OfficeoftheGeneralCounsel,isreviewingHometoWorkpolicies,practices, andprocedurestoensurethattheirFleetprogramisfullycompliantwithlaws, regulations,andpoliciesandthattheprogramisfiscallyprudent.DHSsgoalwith regardtotheirreviewistoensurethatguidanceallowstheuseofthislaw enforcementtoolforthosewhohavealegitimateanddocumentedneed.No laterthanNovember1,2014,theManagementDirectoratereportsitwillissuea newmanualandinstructiongoverningHometoWork.


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AppendixA Objectives,Scope,andMethodology TheDepartmentofHomelandSecurity(DHS)OfficeofInspectorGeneral(OIG)was establishedbytheHomelandSecurityActof2002(PublicLaw107296)byamendment totheInspectorGeneralActof1978.Thisisoneofaseriesofaudit,inspection,and specialreportspreparedaspartofouroversightresponsibilitiestopromoteeconomy, efficiency,andeffectivenesswithintheDepartment. Thisreportcontainstheresultsofourworktodeterminewhether,forFY2012,the Departmentmetrequirementstorightsizethecompositionofitsmotorvehiclefleet, eliminateunderusedvehicles,andacquirevehiclesthatreducepetroleumuseand greenhousegasemissions.WealsoreviewedFederalfleetmanagementregulationsas wellasDHS,CBP,ICE,andNPPDfleetmanagementpolicies,procedures,andother guidancerelatedtofleetmanagementoperationsattheDepartment. WeinterviewedDHS,CBP,ICE,andNPPDmanagementandstaffresponsiblefor departmentalandcomponentmotorvehiclefleetoperations,includinginterviewswith theDHSFleetManager,componentfleetmanagers,andsubcomponentfleet managementcustodiansofrecord. InFY2012,theDepartmentreported56,043vehiclesinitsmotorvehiclefleettoFAST. WereliedonFASTdatatodeterminetheDepartmentsuniverseofvehiclesinitsfleetin FY2012.AlthoughFASTcapturesaggregatefleetsizeandcompositiondata,suchas vehicletypes,fortheDepartmentandeachcomponent,itdoesnotcontainunique vehicleidentifierssuchasVINs,assetnumbers,andbarcodes,whicharenecessaryto selectastatisticalsamplefortesting. UsingtheFASTaggregatedataandbasedontheirfleetsizeandcomposition,we selectedCBP,ICE,andNPPDforouraudit.BecausewecouldnotrelyontheFASTdata, weobtainedmotorvehiclefleetdataoninventoriesthatincludeduniqueidentifying informationfromtherespectivecomponentfleetmanagers.Thesethreecomponents provideddataoninventoriesfor41,744vehicles.Usingtheseinventories,weconsulted theOIGOfficeofAuditsstatisticiantoidentifyastatisticalsampleofvehiclesfortesting ateachoftheselectedcomponents,usinga95percentconfidencelevel,5percent sampleerror,and50percentpopulationproportion.Asaresult,weidentifiedthe followingsampleuniverse:


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x CBP379of26,920vehicles x ICE331of13,400vehicles x NPPD43of1,424vehicles

Tovalidatetheintegrityofvehicleinventorydata,reportedmileage,andreported operatingcostdatausedinoursampleuniverse,wethenaccessedthecomponents systemsofrecordtocompareinventoryinformationagainstsourcedocuments,where available.Weextractedinformationdirectlyfromeachsystemofrecordorweobserved componentpersonnelextractingsupportingdocumentationfromtheirrespective systems. Wenoteddataintegrityissuespertainingtovehiclenomenclature,mileage,and operatingcosts.Forexample,293ofthe753recordswerevieweddidnotcontain documentationinthesystemofrecordtovalidateVINsandmakeandmodel information.CBPandICEcouldnotfurnishmileagefor27of753vehiclesandoperating costsfor60of753vehicles;theycouldprovideneithermileagenoroperatingcostsfor 37ofthe753vehiclesinoursample.Cumulatively,these124vehiclesmayhavebeen underusedandcontributedtohigheroperatingcosts,butwerenotincludedinthe operatingcostorunderusedvehiclecalculations. Todeterminethestepscomponentfleetmanagershadimplementedtorightsizetheir fleetsandacquirealternativefuelvehicles,weconductedadditionalanalysesusing reportedvehiclemileageandoperatingcostinformation.Weconductedfourseparate analysesofperformancebymeasuring:

x ReportedmileageagainstGSAandDHSfleetusagethresholds x AlternativefuelvehicleacquisitionsinFY2012 x FYs2012and2013inventorytrends x VAMinformation

Weconductedtheseanalysestoidentifyunderusedvehiclesbasedonmileagerather thanvariablessuchasenginehoursbecauseDHSdoesnotcapturethisinformationinits systemsofrecord.Inourstatisticalsampleof753vehicles,wefound442or59percent ofunderusedvehiclesthatweredrivenlessthan12,000milesperyear.Weused statisticalinferencebasedon442underusedvehiclestoestimatetheoperatingcostsof maintainingunderusedvehiclesinCBPs,ICEs,andNPPDsFY2012vehiclefleets.In consultationwiththeOIGstatistician,weusedtheaverageoperatingcostsand numericalcountsofunderusedvehiclesateachofthethreecomponents.Wethenused statisticalcalculationstocomputetheinferenceofoperatingcostsformaintaining underusedvehiclesacrossCBPs,ICEs,andNPPDsFY2012vehiclefleets.We


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attemptedtoobtainmileageandoperatingcostinformationinthecomponents systemsofrecord;however,weencounteredproblemsvalidatingreporteddataagainst datainsystemsofrecord.Inmostcases,thesystemsdidnotcapturetheinformation,it wasincomplete,orthecomponentcouldnotreplicateinformationreportedtoFAST. Ourcostsavingsareconservativeandonlyaccountforvehiclesweidentifiedas underusedbasedonreportedmileageandavailableoperatingcosts. WeconductedthisperformanceauditbetweenAugust2013andApril2014pursuantto theInspectorGeneralActof1978,asamended,andaccordingtogenerallyaccepted governmentauditingstandards.Thosestandardsrequirethatweplanandperformthe audittoobtainsufficient,appropriateevidencetoprovideareasonablebasisforour findingsandconclusionsbaseduponourauditobjectives.Webelievethattheevidence obtainedprovidesareasonablebasisforourfindingsandconclusionsbaseduponour auditobjectives.


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AppendixB ManagementCommentstotheDraftReport


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AppendixC DHSFY2012MotorVehicleFleetInventorybyComponent

Component Agency Owned Vehicles

Commercial Leased Vehicles

GSA Leased Vehicles

Total Vehiclesin

Fleet CBP 26,709 7 136 26,852 ICE 13,564 0 16 13,580 UnitedStatesSecret Service 4,265 5 211 4,481 UnitedStatesCoastGuard 287 2 3,612 3,901 TransportationSecurity Administration 1,873 0 1,155 3,028 NPPD 31 0 1,398 1,429 FederalEmergency ManagementAgency 939 0 238 1,177 FederalLawEnforcement TrainingCenter 681 0 208 889 U.S.Citizenshipand ImmigrationServices 209 0 196 405 DepartmentofHomeland SecurityHeadquarters 0 0 213 213 ManagementDirectorate 32 2 16 50 ScienceandTechnology Directorate 29 0 9 38 Total 48,619 16 7,408 56,043

Source:FAST


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AppendixD AnnualReportedOperatingCostsforDHSFleet,FYs20052013

Source:FAST


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AppendixE MajorContributorstoThisReport DonaldBumgardner,Director BeverlyH.Bush,AuditManager J.EricBarnett,AuditManager JeffreyS.Wilson,AuditorinCharge IgnacioYanes,ProgramAnalyst DavidKinard,Auditor RichardJoyce,ProgramAnalyst KellyHerberger,CommunicationsAnalyst MuhammadFaizulIslam,Ph.D.,Statistician HopeFranklin,Referencer


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AppendixF ReportDistribution

DepartmentofHomelandSecurity Secretary DeputySecretary ChiefofStaff DeputyChiefofStaff GeneralCounsel ExecutiveSecretary Director,GAO/OIGLiaisonOffice AssistantSecretaryforOfficeofPolicy AssistantSecretaryforOfficeofPublicAffairs AssistantSecretaryforOfficeofLegislativeAffairs CBPAuditLiaison ICEAuditLiaison NPPDAuditLiaison ChiefPrivacyOfficer OfficeofManagementandBudget Chief,HomelandSecurityBranch DHSOIGBudgetExaminer Congress CongressionalOversightandAppropriationsCommittees,asappropriate


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ADDITIONAL INFORMATION To view this and any of our other reports, please visit our website at: www.oig.dhs.gov. For further information or questions, please contact Office of Inspector General (OIG) Office of Public Affairs at: [email protected], or follow us on Twitter at: @dhsoig. OIG HOTLINE To expedite the reporting of alleged fraud, waste, abuse or mismanagement, or any other kinds of criminal or noncriminal misconduct relative to Department of Homeland Security (DHS) programs and operations, please visit our website at www.oig.dhs.gov and click on the red tab titled "Hotline" to report. You will be directed to complete and submit an automated DHS OIG Investigative Referral Submission Form. Submission through our website ensures that your complaint will be promptly received and reviewed by DHS OIG. Should you be unable to access our website, you may submit your complaint in writing to:

Department of Homeland Security

Office of Inspector General, Mail Stop 0305

Attention: Office of Investigations Hotline

245 Murray Drive, SW

Washington, DC 20528-0305

You may also call 1(800) 323-8603 or fax the complaint directly to us at (202) 254-4297. The OIG seeks to protect the identity of each writer and caller.

http:www.oig.dhs.govmailto:[email protected]:www.oig.dhs.gov

Structure BookmarksDepartment of Homeland Security.2IFH.RI.,QVSHFWRU.*HQHUDO. DHS Does Not Adequately Manage or Have .Enforcement Authority Over Its Components' .Vehicle Fleet Operations. Department of Homeland Security.2IFH.RI.,QVSHFWRU.*HQHUDO. DHS Does Not Adequately Manage or Have .Enforcement Authority Over Its Components' .Vehicle Fleet Operations. SectFigureOIG-14-126 August 2014. OIG-14-126 August 2014. August 21, 2014 Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . Table.of.Contents.. . Executive.Summary...............................................................................................................1. . Background...........................................................................................................................2. . Results.of.Audit.....................................................................................................................4. . DHS.Fleet.Management.Governing.Structure....................................... . . .

TRCAPSIS. Consolidated.Asset.Portfolio.and.Sustainability.Information.System.

TRCBP. U.S..Customs.and.Border.Protection.

TRCRSO. Chief.Readiness.Support.Officer.

TRDHS. Department.of.Homeland.Security..

TRFAST. Federal.Automotive.Statistical.Tool.

TRFY. fiscal.year.

TRGAO. Government.Accountability.Office.

TRGSA. U.S..General.Services.Administration.

TRICE. U.S..Immigration.and.Customs.Enforcement.

TRNPPD. National.Protection.and.Programs.Directorate.

TROIG. Office.of.Inspector.General.

TRVAM. vehicle.allocation.methodology.

TRVIN. vehicle.identification.number

. OIG14126. . www.oig.dhs.gov.

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security

. Executive.Summary.. . In.fiscal.year.2012,.Federal.agency.fleets.consisted.of.more.than.650,000.motor.vehicles. around.the.world..The.Department.of.Homeland.Security.(DHS).had.the.second.largest. civilian.motor.vehicle.fleet.in.the.Federal.Government,.owning.or.leasing.about.56,000. vehicles,.with.reported.annual.operating.costs.of.about.$534.million..Our.audit. objective.was.to.determine.whether,.for.fiscal.year.2012,.DHS.met.requirements.to. rightsize.its.motor.vehicle.fleet.composition,.eliminate.unde. Executive.Summary.. . In.fiscal.year.2012,.Federal.agency.fleets.consisted.of.more.than.650,000.motor.vehicles. around.the.world..The.Department.of.Homeland.Security.(DHS).had.the.second.largest. civilian.motor.vehicle.fleet.in.the.Federal.Government,.owning.or.leasing.about.56,000. vehicles,.with.reported.annual.operating.costs.of.about.$534.million..Our.audit. objective.was.to.determine.whether,.for.fiscal.year.2012,.DHS.met.requirements.to. rightsize.its.motor.vehicle.fleet.composition,.eliminate.unde1. OIG14126. www.oig.dhs.gov.

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security .

Background.. Background.. FigureFigure.1:.Aerial.photo.of.U.S..Customs.and.Border.Protection.(CBP).vehicle.fleet.in.Tucson,.Arizona. Source:.CBP.Office.of.Air.and.Marine,.taken.on.March.7,.2014.. . In.fiscal.year.(FY).2012,.Federal.agency.fleets.consisted.of.more.than.650,000.motor. vehicles.around.the.world..All.executive.branch.agencies.report.consolidated.motor. vehicle.fleet.data.using.the.Federal.Automotive.Statistical.Tool.(FAST),.administered.by. the.U.S..General.Services.Administration.(GSA)..The.FAST.database.compiles.agency levFigure.1:.Aerial.photo.of.U.S..Customs.and.Border.Protection.(CBP).vehicle.fleet.in.Tucson,.Arizona. Source:.CBP.Office.of.Air.and.Marine,.taken.on.March.7,.2014.. . In.fiscal.year.(FY).2012,.Federal.agency.fleets.consisted.of.more.than.650,000.motor. vehicles.around.the.world..All.executive.branch.agencies.report.consolidated.motor. vehicle.fleet.data.using.the.Federal.Automotive.Statistical.Tool.(FAST),.administered.by. the.U.S..General.Services.Administration.(GSA)..The.FAST.database.compiles.agency levPLink

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . Table.1:.Motor.Vehicle.Fleets.of.CBP,.ICE,.and.NPPD.in.FY.2012. ....... TableComponent. Component. Component owned.Vehicles Commercially. leased. Vehicles. GSA leased. Vehicles. Total. Vehicles.in. Fleet.

CBP. CBP. 26,709. 7. 136. 26,852.

ICE. ICE. 13,564. 0. 16. 13,580.

NPPD. NPPD. 31. 0. 1,398. 1,429.

Total. Total. 40,304. 7. 1,550. 41,861.

........ . . . . . . . . . Source:.FAST.database. . In.FY.2012,.the.Department.reported.$534.million.in.annual.operating.costs.for.its.fleet,. which.included.indirect.costs.as.well.as.costs.for.maintenance,.depreciation,.leasing,. and.fuel..Appendix.D.shows.annual.fleet.operating.costs.reported.by.DHS.for.FYs.2005. through.2013..In.FY.2012,.DHS.acquired.about.5,000.vehicles.. . The.Office.of.Management.and.Budget,.GSA,.and.the.President.have.issued.guidance. and.directives.related.to.the.size.and.cost.of.Federal.vehicle.fleets..In.203. OIG14126. www.oig.dhs.gov.

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . In.addition,.according.to.the.United.States.Code.and.the.Code.of.Federal.Regulations,. Federal.agencies.are.required.to.have.a.centralized.fleet.management.system.1.The. centralized.system.is.supposed.to.identify,.collect,.and.analyze.motor.vehicle.data. related.to.all.costs.incurred.to.operate,.maintain,.acquire,.and.dispose.of.motor. vehicles.. . Results.of.Audit.. .. DHS.does.not.adequately.manage.or.have.the.enforcement.authority.over.its. components.fleet.operations.to.ensure.that.its.motor.vehicle.

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Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . governing.and.managing.the.Departments.motor.vehicle.fleet..According.to.the. fleet.program.manual,.the.Under.Secretary.for.Management.has.responsibility. for.managing.the.fleet,.and.the.DHS.Fleet.Manager.carries.out.the.primary. departmentlevel.fleet.management.activities..Component.fleet.managers.are. responsible.for.daytoday.management.of.their.respective.fleets... . The.DHS.Fleet.Manager,.assisted.by.one.staff.member,.has.a.wide.range.of. responsibilities..To.fulfill.mandatory.Federal.reporting.rePParagraphSpanLink

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . also.identified.missing.mileage.and.operating.cost.information.for.some.of.CBPs. and.ICEs.vehicles,.as.well.as.unsupported.monthly.lease.costs.for.NPPDs.and. CBPs.vehicles..Table.2.contains.more.details.on.the.unreliable.data.. . Table.2:.Fleet.Inventory.Data.for.753.Records.at.CBP,.ICE,.and.NPPD..FY.2012. Component. Component. Component. Number. of. Vehicles. in. Sample. No.Documents on.File.for. VIN/VIN.Not. Matched.in. System.of. Record. Unsupported/. Conflicting. Acquisition. Date. Mileage. Data. Missing. Unsupported. Monthly. Lease.Cost. Operating. Cost. Missing.

CBP. CBP. 379*. 91. 177. 33. 2. 87.

ICE. ICE. 331*. 159. 225. 31. N/A. 10.

NPPD. NPPD. 43*. 43. 3. 0. 19. 0.

Total. Total. 753*. 293. 405. 64. 21. 97.

Source:.OIG. *Some.vehicle.records.in.our.sample.had.more.than.one.data.issue;.as.a.result,.any.sum.of.the.issues. across.the.rows.may.be.greater.than.the.number.of.vehicles.in.the.samples... . DHS.does.not.have.a.centralized.fleet.management.information.system.and.is. relying.on.unsupported,.conflicting,.and.missing.data.from.the.components. disparate.systems.to.manage.its.fleet..The.DHS.Fleet.Manager.gathers.data.from. the.components.various.systems.but.does.not.validate.the.reported.data,.which. is.notPLink

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . Underused.Vehicles. . DHS.has.taken.steps.toward.rightsizing.by.implementing.a.VAM.to.ensure.its. fleet.is.correctly.sized,.but.in.FY.2012,.it.did.not.identify,.dispose.of,.or.reassign. most.of.its.underused.vehicles..Because.none.of.these.underused.vehicles.had. justifications.in.their.systems.of.record,.the.components.were.not.able.to. support.that.the.underused.vehicles.were.critical.to.accomplishing.DHS.mission.. . The.May.24,.2011,.Presidential.Memorandum,.Federal.Fleet.Performance,. requires.agencPLink

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . Table.3:.Average.and.Inferred.Operating.Costs.of.Underused.Vehicles.at.CBP,. ICE,.and.NPPD.in.FY.2012.(rounded.to.nearest.dollar). Vehicles.Driven.Less.Than.12,000.Miles.in.FY.2012.in.the.Sample. Vehicles.Driven.Less.Than.12,000.Miles.in.FY.2012.in.the.Sample. Vehicles.Driven.Less.Than.12,000.Miles.in.FY.2012.in.the.Sample.

Component. Component. Number.of. Vehicles. Percentage. of.Vehicles. Operating. Costs.of. Vehicles. Average. Operating. Cost.per. Vehicle. Inferred. Range.of. Operating. Costs. (in.millions).

CBP. CBP. 266. 70%. $262,734. $988. $15.7..$21.7.

ICE. ICE. 160. 48%. $466,224. $2,914. $15.7..$22.0.

NPPD. NPPD. 16. 37%. $133,265. $8,329. $3.9..$4.9.

Source:.OIG.analysis.of.component.vehicle.data.. . The.inferred.range.of.estimated.operating.costs.is.conservative.and.could.be. higher.because.CBP.and.ICE.could.not.furnish.mileage,.operating.costs,.or.both. for.124.of.the.753.vehicles.in.our.sample..Because.of.this.missing.data,.we.could. not.evaluate.whether.these.124.vehicles.were.underused.and.contributed.to. higher.operating.costs,.and.thus.we.did.not.include.them.when.estimating.the. operating.costs.of.underused.vehicles.... . Although.DHS.has.taken.steps.to.rightsize.its.fleet,.underused.vehiclesPLink

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . the.acquisition.guide.requires.that,.by.2012,.all.newly.acquired.vehicles.be. electric,.hybrid,.or.alternative.fuel... In.FY.2012,.CBP,.ICE,.and.NPPD.acquired.3,040.or.61.percent.of.the.total.of.4,996. vehicles.the.Department.acquired..Of.the.753.vehicles.in.our.sample,.42.were. acquired.in.FY.2012;.2.were.alternative.fuel.vehicles.and.none.were.electric.or. hybrid... Conclusion.. DHS.needs.to.place.greater.emphasis.on.the.DHS.Fleet.Managers.authority.over. components.to.ensure.compliance.with.departmentPLink

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . Recommendation.#2:.. Implement.a.single,.centralized.system.of.record.for.the.Departments.motor. vehicle.fleet.to.improve.visibility,.identify.data.gaps.and.inconsistencies,.and. facilitate.collection.of.vehicle.inventory,.cost,.and.usage.data... Management.Comments.and.OIG.Analysis. . The.Department.provided.written.comments.on.a.draft.of.this.report..We.have. included.a.copy.of.these.comments.in.their.entirety.in.appendix.B..DHS.also. provided.technical.comments,.which.we.incorporated.as.appropriate...PLink

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . adequate.oversight.and.the.necessary.enforcement.authority.over.component. fleet.managers.efforts.. . DHS.Response:.DHS.disagreed.with.our.statistical.inference.and.estimate.of. funds.that.could.be.put.to.better.use..According.to.the.Department,.it.appears. the.sampling.was.conducted.on.a.faulty.sampling.frame..As.stated.in.the.draft. report,.out.of.753.samples,.124.samples.were.excluded.because.operating.cost. information.was.not.apparently.available..This.means.that.about.16%.of.the. universe.of.vehicPLink

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security .. will.pull.the.necessary.vehicle.data.from.the.components.current.systems.. According.to.the.CRSO,.mileage.data.will.still.depend.on.vehicle.operators. entering.the.data,.and.controls.will.have.to.be.built.into.CAPSIS.to.detect. unusual.vehicle.mileage.inputs..In.this.CAPSIS.process,.DHS.will.need.to. implement.controls.to.ensure.that.(1).the.information.is.centralized;.(2). management.can.identify.data.gaps.and.inconsistencies;.and.(3).collect.motor. vehicle.inventory,.cost,.and.usage.data.. . The.actioPLink

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . Appendix.A.. Objectives,.Scope,.and.Methodology. . The.Department.of.Homeland.Security.(DHS).Office.of.Inspector.General.(OIG).was. established.by.the.Homeland.Security.Act.of.2002.(Public.Law.107296).by.amendment. to.the.Inspector.General.Act.of.1978..This.is.one.of.a.series.of.audit,.inspection,.and. special.reports.prepared.as.part.of.our.oversight.responsibilities.to.promote.economy,. efficiency,.and.effectiveness.within.the.Department.. . This.report.contains.the.results.of.our.work.to.determine.whe

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Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . x CBP..379.of.26,920.vehicles. x ICE..331.of.13,400.vehicles.. x NPPD..43.of.1,424.vehicles. . To.validate.the.integrity.of.vehicle.inventory.data,.reported.mileage,.and.reported. operating.cost.data.used.in.our.sample.universe,.we.then.accessed.the.components. systems.of.record.to.compare.inventory.information.against.source.documents,.where. available..We.extracted.information.directly.from.each.system.of.record.or.we.observed. component.personnel.extracting.supporting.documentation.from.their.respePLink

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . attempted.to.obtain.mileage.and.operating.cost.information.in.the.components. systems.of.record;.however,.we.encountered.problems.validating.reported.data.against. data.in.systems.of.record..In.most.cases,.the.systems.did.not.capture.the.information,.it. was.incomplete,.or.the.component.could.not.replicate.information.reported.to.FAST.. Our.cost.savings.are.conservative.and.only.account.for.vehicles.we.identified.as. underused.based.on.reported.mileage.and.available.operating.costs... . We.conducted.this16. OIG14126. www.oig.dhs.gov.


Appendix.B. Management.Comments.to.the.Draft.Report.. Appendix.B. Management.Comments.to.the.Draft.Report.. . 17. OIG14126. www.oig.dhs.gov.

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security .. . 18. OIG14126. www.oig.dhs.gov.

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security .. . . . 19. OIG14126. www.oig.dhs.gov.

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security

. Appendix.C. DHS.FY.2012.Motor.Vehicle.Fleet.Inventory.by.Component.. . Appendix.C. DHS.FY.2012.Motor.Vehicle.Fleet.Inventory.by.Component.. . Component. Component. Component. Agency Owned. Vehicles. Commercial Leased. Vehicles. GSA Leased. Vehicles. Total. Vehicles.in. Fleet.

CBP. CBP. 26,709. 7. 136. 26,852.

ICE. ICE. 13,564. 0. 16. 13,580.

United.States.Secret. Service. United.States.Secret. Service. 4,265. 5. 211. 4,481.

United.States.Coast.Guard. United.States.Coast.Guard. 287. 2. 3,612. 3,901.

Transportation.Security. Administration. Transportation.Security. Administration. 1,873. 0. 1,155. 3,028.

NPPD. NPPD. 31. 0. 1,398. 1,429.

Federal.Emergency. Management.Agency. Federal.Emergency. Management.Agency. 939. 0. 238. 1,177.

Federal.Law.Enforcement. Training.Center. Federal.Law.Enforcement. Training.Center. 681. 0. 208. 889.

U.S..Citizenship.and. Immigration.Services. U.S..Citizenship.and. Immigration.Services. 209. 0. 196. 405.

Department.of.Homeland. Security.Headquarters. Department.of.Homeland. Security.Headquarters. 0. 0. 213. 213.

Management.Directorate. Management.Directorate. 32. 2. 16. 50.

Science.and.Technology. Directorate. Science.and.Technology. Directorate. 29. 0. 9. 38.

Total. Total. 48,619. 16. 7,408. 56,043.

.....Source:.FAST.. . . . . .. www.oig.dhs.gov. 20. OIG14126. .. PLink


Appendix.D. Annual.Reported.Operating.Costs.for.DHS.Fleet,.FYs.20052013. . Appendix.D. Annual.Reported.Operating.Costs.for.DHS.Fleet,.FYs.20052013. . . Source:.FAST.. . . .. . . .. 21. OIG14126. www.oig.dhs.gov.

Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . Appendix.E.. Major.Contributors.to.This.Report.. . Donald.Bumgardner,.Director. Beverly.H..Bush,.Audit.Manager. J..Eric.Barnett,.Audit.Manager. Jeffrey.S..Wilson,.AuditorinCharge. Ignacio.Yanes,.Program.Analyst. David.Kinard,.Auditor. Richard.Joyce,.Program.Analyst. Kelly.Herberger,.Communications.Analyst. Muhammad.Faizul.Islam,.Ph.D.,.Statistician. Hope.Franklin,.Referencer. . . . . . . www.oig.dhs.gov. 22. OIG14126.

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Figure OFFICE OF INSPECTOR GENERAL Department of Homeland Security . Appendix.F.. Report.Distribution.. . Department.of.Homeland.Security.... . Secretary.. Deputy.Secretary. Chief.of.Staff... Deputy.Chief.of.Staff. General.Counsel. Executive.Secretary.. Director,.GAO/OIG.Liaison.Office. Assistant.Secretary.for.Office.of.Policy. Assistant.Secretary.for.Office.of.Public.Affairs. Assistant.Secretary.for.Office.of.Legislative.Affairs. CBP.Audit.Liaison.. ICE.Audit.Liaison. NPPD.Audit.Liaison. Chief.Privacy.Officer. . Office.of.Management.and.Budget... . Chief,.Homeland.Securit

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ADDITIONAL INFORMATION To view this and any of our other reports, please visit our website at: www.oig.dhs.gov. For further information or questions, please contact Office of Inspector General (OIG) Office of Public Affairs at: [email protected], or follow us on Twitter at: @dhsoig. OIG HOTLINE To expedite the reporting of alleged fraud, waste, abuse or mismanagement, or any other kinds of criminal or noncriminal misconduct relative to Department of Homeland Security (DHS) programPLink

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OFFICE OF INSPECTOR GENERAL Department of Homeland Security sufficient.Agenciesshouldalsoensureongoing,complete,andaccuratedataentry.CBP,ICE,andNPPDusefoursystemsofrecordtomaintainvehiclefleetdatathatisenteredintoFAST;Systems,Applications,andProductsinDataProcessing,FleetManagementandAnalysisReportingSystem,Sunflower,andGSADriveThru.Thesesystemsdonotcommunicatewitheachother.Figure2showsthecomponentssystemsandhowthedataisenteredintoFAST.Figure2:CBP,ICE,andNPPDVehicleFleetDataReportingProcessComponent System of RecordCBPNPPDICEFederal Automotive Statistical Tool Systems, Applications, and Products in Data ProcessingFleet Management and Analysis Reporting SystemSunflower Asset Management SystemSunflower Asset Management SystemGSA Drive-ThruComponent vehicle operators, fleet The components manually input fleet data into managers, or mission support staff manually FAST for government-wide reporting.submit data into their fleet system of record. This data is not verified for accuracy. Source:OfficeofInspectorGeneral(OIG)analysisofdataprovidedbyCBP,ICE,andNPPDDuringourreviewof753FY2012vehiclerecordsinthesedatasystems,weidentifiedunsupported,conflicting,andmissingvehicledata.Forexample,293of753(39percent)recordsofvehicleidentificationnumbers(VIN