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TIMES, THURSDAY, DECEMBER 4, 2014 • 52 Audit Reveals School Computer Mystery Stringer: What Did DOE Do With 1,800 Devices? More than 1,800 computers were unaccounted for or missing entirely and nearly 400 laptops and tablets were found unpacked and unused in 10 Department of Education (DOE) locations, according to an audit that City Comptroller Scott M. Stringer released on Tuesday, Dec. 2. Stringer expressed concern that millions in computer equipment may be lost citywide. The report found that electronic devices were missing or unused at three Queens schools: P.S. 152 at 33-52 62nd St. in Woodside (120 unused devices, four devices unaccounted for); J.H.S. 217 at 85-05 144th St. in Jamaica (six computers unaccounted for, two iPads unlisted) and Francis Lewis High School at 58-20 Utopia Pkwy. in Fresh Meadows (25 computers unaccounted for, five unused devices); “It is an insult to families who are desperate to access technology for their children to leave brand new computers and tablets unused in closets and storage facilities,” Stringer said. “If auditors can’t locate an average of 180 computers per DOE location, this may be just the tip of the iceberg. Every school should be prepared to use the devices they have and DOE should have a plan for where its computer hardware can best be put to use. Taxpayer dollars, and our children’s education, are too important to take this technology for granted.” The audit examined how DOE maintained inventory controls over computer hardware purchased through two separate contracts with Apple and Lenovo. The contracts, entered into in September 2009 and July 2011 respectively, have been used to purchase over 211,000 pieces of computers and tablets worth more than $197 million as of September 2014. Auditors examined a sample of the computer and tablet inventory purchased from July 1, 2011 through June 30, 2013 for use at 10 DOE sites—nine schools and one administrative building. At one of the schools, Bronx P.S. 168, auditors examined lists provided by DOE’s Asset Management System (AMS) database, a program which contains records of the computer and tablet purchases, but is not used by DOE to maintain inventory control. At the remaining nine sites, the results of auditors’ physical findings at these sites were compared with the AMS database. Other findings included the following: • Missing computers and grossly inaccurate records—The DOE was unable to identify the location of 1,817 laptop and desktop computers that were supposed to be at the ten sites- 1,090 that were listed as “asset location unknown” or were no longer listed at all at Bronx P.S. 168 and 727 that were not physically found at nine of the locations. The DOE spent nearly $200 million during fiscal years 2012- 13 on computers and tablets, yet does not maintain a centralized inventory system to make sure they are sent to the right places. Instead, the DOE tasks schools with creating their own annual inventory lists. These school inventory lists are not reconciled with the AMS database of purchases, leaving the DOE with inaccurate counts and unknown locations of computers and tablets. • No system to track tablets— The DOE spent $26.9 million on tablets during fiscal years 2012 and 2013 citywide, but did not keep an inventory of these purchases, even though its standard operating procedures requires it to do so. According to city records, 956 tablets were purchased for eight sampled schools during the audit period, but only 703 were listed on the individual sites’ inventory records, leaving 253 unaccounted for. • Computers sitting in closets—The audit found 394 devices had gone unused and unopened at the eight school sites that were physically examined. At Boys and Girls High School in Brooklyn, 78 laptops and iPads, some purchased in 2011, were found unopened. “Parents have a right to expect that their kids have access to the technology that will prepare them for the global economy,” Stringer said. “DOE has failed in its duty to ensure that when taxpayer dollars are spent on computers and tablets, that technology makes it into the classroom. The City is wasting precious resources, creating a climate that invites theft, and ultimately undermining our responsibility to educate our children.” Recommendations submitted to the DOE by Comptroller Stringer’s office included: • Create a centralized inventory system—The DOE should have a centralized inventory system for computer hardware that includes computer hardware purchases and delivery information, as well as the item’s current location. • Revise DOE’s procedures— Stringer advised that the DOE ensure that all hardware purchases are included in its AMS and require schools to do annual inventory counts that are reconciled with AMS. • Find every computer identified as missing—The DOE should locate those computers identified as missing and take steps to ensure that other locations have accurate inventories. • Report any evidence of crimes—If evidence of illegal activity is uncovered as part of the updated inventory, the DOE should immediately contact the proper authorities and cooperate with any investigation. To read the complete audit, visit www.comptroller.nyc.gov. Use 311 App To Report Heat Complaints Another Way To Help Turn Thermostat Up With winter weather upon the five boroughs, the city has released an update for the 311 mobile application that allows tenants to register heat and hot water complaints from their mobile devices for the first time, it was announced. The updated app is currently available for download for both iPhone and Android. The 2014/2015 “heat season” began on Oct. 1 and continues through May 31, 2015. Residential building owners have a legal obligation to provide tenants with hot water year-round and heat when the outdoor temperature warrants it. In Fiscal Year 2014, New Yorkers registered more than 200,000 heat related complaints to NYC311. Recognizing this as a critical issue for the City’s tenants, 311, the Department of Information Technology and Telecommunications (DoITT), and the Department of Housing Preservation and Development (HPD) partnered to create a means to give New Yorkers the option of filing heat and hot water complaints on the 311 mobile app. To report a heat-related complaint using the updated 311 mobile app, the user simply opens the app and chooses “Heat or Hot Water” from the complaint menu. The user then enters the address for the complaint, selects the type of condition, and indicates if one unit or the whole building is affected. The user then provides their personal contact information, along with contact information for the owner and the tenant, if available. Once the complaint is submitted by the user, it is sent to HPD in exactly the same way as a complaint initiated in the call center or online. After filing the complaint, users can check for updates by going to the complaint screen in the app. When the complaint is received, HPD attempts to contact the building’s owner or managing agent to get heat or hot water service restored. Before an HPD code inspector is dispatched to the building, the HPD will call the tenant back to determine if service has been restored. If the tenant indicates that service has not been restored, or HPD cannot contact the tenant, an HPD inspector is sent to the building to verify the complaint and, if it is warranted, will issue a violation and attempt to access the boiler to assess the problem. The 311 Mobile App will help the city to meet users where they are, and allow tenants to submit their heat and hot water complaints with ease and speed. “NYC 311 is pleased to offer New Yorkers a quick and easy option to submit their heat and hot water complaints. The 311 Mobile App is an important part of the plan to make City services more accessible and further the Mayor’s initiative to deliver equity, equality and opportunity for all,” said 311 Executive Director Joseph Morrisroe. “DoITT is proud to have collaborated with NYC 311 and HPD to further improve the popular 311 mobile app. An outstanding example of mobile technology designed with the user in mind, the 311 app and this latest update is another way the city is using technology to improve the lives of New Yorkers,” said DoITT Commissioner Anne Roest. “When the temperatures drop, it’s important for tenants to be able to report heat and hot water problems quickly and easily,” said HPD Commissioner Vicki Been. “The 311 Mobile App allows users to quickly file complaints, store contact information, and track their service requests. Whether you’re reporting a problem via the 311 Mobile App, 311 Online, or by calling 311, HPD will be there to ensure that landlords comply with the law.” During heat season, residential building owners with tenants are required by law to maintain an indoor temperature of at least 68 degrees Fahrenheit between 6 a.m. and 10 p.m. when the outdoor temperature falls below 55 degrees. Between 10 p.m. and 6 a.m., building owners must maintain an indoor temperature of 55 degrees when the outside temperature falls below 40 degrees. Hot water is required to be maintained at 120 degrees year-round. In the event of a heat deficiency, a tenant should first attempt to notify the building owner, managing agent, or superintendent. If heat is not restored, the tenant should register a complaint via 311. To date, over 50,000 customers have downloaded the free 311 mobile app that is available on Android and IPhone platforms. In addition to using the mobile app, tenants can still call 311, the city’s central 24-hoursper day, seven-days-a-week information and complaint line, or file complaints via 311 online at www.nyc.gov/311. Hearing-impaired tenants can register complaints via a Touchtone Device for the Deaf (TDD) at 1-212-504-4115. The HPD fields a team of inspectors who work in shifts, and are situated in offices in all five boroughs, to provide coverage 24 hours a day, 365 days a year. For more information on heat season visit the HPD website, www.nyc.gov/hpd.


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