U.S. flag

An official website of the United States government

Dot gov

Official websites use .gov
A .gov website belongs to an official government organization in the United States.

Https

Secure .gov websites use HTTPS
A lock () or https:// means you’ve safely connected to the .gov website. Share sensitive information only on official, secure websites.

Maximo Vendor Master File

Report Information

Date Issued
Report Number
2019-15666
Report Type
Audit
Description
The Office of the Inspector General included an audit of TVA’s Maximo vendor master file in our annual audit plan due to the risk of improper payments associated with the large amount of payments processed annually using Maximo data. Our audit objective was to determine if TVA’s Maximo vendor master file is properly maintained according to best practices and Supply Chain Standard Programs and Processes 04.014, Supplier Maintenance. Our audit scope included the data in TVA’s Maximo vendor master file as of November 20, 2019.In summary, we found no significant instances of noncompliance with TVA’s Standard Programs and Processes, but did note that best practices were not consistently followed for maintenance of the vendor master file. Specifically, we found (1) Maximo does not log changes to the vendor master file, (2) instances where vendor addresses match employee addresses, (3) duplicate vendors, (4) vendors are not deactivated in a timely manner, (5) no minimum requirements for vendor record data, and (6) vendors with no physical address.
Joint Report
Yes
Participating OIG
Tennessee Valley Authority OIG
Agency Wide
Yes (agency-wide)
Questioned Costs
$0
Funds for Better Use
$0
View report on Oversight.gov

Recommendations

We recommend TVA's Vice President, SC, update SC-SPP04.014, Supplier Maintenance, to incorporate best practices including (a) periodic analyses of all changes made to the vendor master file, (b) regular analyses comparing employee addresses to the vendor master file, (c) a fixed interval cleanup of duplicate vendors, inactive vendors, and active vendors without payment activity for more than two years, (d) clear standards in accordance with best practices identifying minimum information necessary for addition of new vendors, and (e) require a physical address be included in vendor information for all SC vendors.

We recommend TVA's Vice President, SC,review Maximo functionality to determine if the capability exists to capture vendor status changes. If so, this logging function should be enabled and logs reviewed periodically.