Minister says cards add security, control
The GASBOY system, cited in several government audits as subject to widespread abuse by government employees, will be upgraded with a new GASBOY system, Planning Minister Kurt Tibbetts said last week.
The Internal Audit Unit in 2010 and the Auditor General in 2012 reported long-standing problems with the management system for the government fuel depot. It appears, according to Mr. Tibbetts’s responses to questioning in the Legislative Assembly Finance Committee, GASBOY won the new contract to replace the system.
The old system, which is still in place, is “very much outdated,” the minister said. The new system, he said, will have auditing and security features to help prevent misuse and theft. The update, he said, will be in the “near future.”
East End MLA Arden McLean, questioning the planning minister in the Finance Committee last week, said of GASBOY, “It is a system that is doomed for failure and it has always been doomed for failure.”
Mr. Tibbetts said the new system will allow government to set time restrictions and a maximum volume for the gas cards. The software also has tracking and auditing built in, so managers can monitor employee fuel use.
The new GASBOY also has physical security that uses a microchip on the car to confirm that it’s a government vehicle before the pump will dispense fuel. Mr. Tibbetts discussed how the “ring system” works to make sure fuel only goes in government vehicles, but did not say specifically that Cayman would use that type of physical security.
The system can also track mileage automatically to confirm that the fuel is being used in the government vehicle, but again there’s no confirmation that the technology will be used here.
Mr. McLean said government should use a system requiring odometer readings so the software can confirm vehicles are within acceptable limits when an employee refuels. He said tracking odometer readings would also help with oversight on employees using government vehicles and making sure maintenance happens on schedule.
A report on fuel usage covering the 2009-2010 year found that 43 percent of the fuel cards holders no longer worked for the department the card was assigned to or had no “business need for the cards.”The Internal Audit Unit cited a lack of management over the fuel cards and, the unit’s report states, “This risk increases in situations where fuel consumption is not adequately monitored.”
Government earlier this year advertised a request for proposals for a new fuel management software system. The Department of Vehicle and Equipment Services, according to tender documents, closed bidding for the new system April 30.