city of San Antonio

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File #: 19-1477   
Type: Staff Briefing - Without Ordinance
In control: Audit and Accountability Committee
On agenda: 1/29/2019
Posting Language: AU18-015 Audit of Parks & Recreation Online Reservation Payment System
Attachments: 1. AU18-015 Audit of Parks & Recreation Online Reservation Payment System
Date Ver.Action ByActionResultAction DetailsMeeting DetailsVideo
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January 29, 2019
Audit of Parks & Recreation Online Reservation Payment System
Report Issued January 9, 2019

Audit Objective

Determine if controls and processes within the Active Net reservation and payment system are adequate and properly managed.


The Parks & Recreation (Parks) Department's mission is to provide exceptional parks, facilities, programs, and services to improve the quality of life for all. Parks offers a wide variety of facilities for citizens to reserve such as community centers, sports fields, gazebos, and pavilions. Reservations can be made in person at the Parks and Recreation Headquarters or online. Parks utilizes the ActiveNet system, an online reservation system to streamline the reservation and payment process, enhance customer service, and improve reporting capabilities.

Below is a chart summarizing the reservations and payments made for City facilities for March 1, 2017 through March 31, 2018.

Audit Scope & Methodology

The audit scope period was March 1, 2017 to March 31, 2018. To establish our test criteria, we reviewed City Administrative Directives, Parks policies and procedures, and the City's contract with ActiveNet. We also interviewed City staff to gain an understanding of the processes for reserving and paying for City parks and facilities, accounting for payments received, and the management of the ActiveNet system.

As part of our testing procedures we examined controls for ensuring the ActiveNet system accurately and securely records reservations and payments for City parks and facilities. We also reviewed the abilities of the user access roles assigned to City staff within the ActiveNet system. Furthermore, we tested the controls around the payment process for adequate segregation of duties, the accuracy and access to edit reservation rates, and the calculation of vendor fees paid to ActiveNet by the City. Finally, we reviewed ActiveNet's compliance with Payment Card Industry Data Sec...

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