ࡱ>  &bjbjcTcT >|>>hX 8;tw`999000Zw\w\w\w\w\w\wz|Z\w00\w99qw99ZwZw]ho9pPoUXLkJFww0wk^} }oo&}p,00`"000\w\w000w}000000000 : Audit Status Report As of May 11, 2010 State Legislative Audit Activities None External Audit Reports & Activities Final Reports Issued: KUAC FY09 Financial Statements and CPB Report (RJ&G) Work in Progress: University of Alaska TRS, PERS, and SSA (SOA Department of Administration) FY07 Incurred Costs for Fringe Benefits (DCAA) FY11 Fringe Benefit Proposed Rates (DCAA) Facilities & Administration Rates (DCAA) National Science Foundation Audit of UAA Grants (NSF OIG) Property Control System Analysis (ONR) FY2010 Annual Audit Plan Italic Items - have been completed or are in progress Special requests and investigations are listed by their audit number in order to maintain confidentiality KPMG External Audit Support Year-end cutoff Inventory observation Cash disbursements & bank transfers Cash depositories Auxiliary fund analysis Unexpended plant fund addition Search for unrecorded liabilities Function and System Reviews MAU Risk Assessments in progress, this is an ongoing project Continuous Controls Auditing in progress, this is an ongoing project UAA Procurement (Cell Phone Procurement) Departmental Review* (Facilities Maintenance & Operations) Athletics Follow-up Audits* (Follow-up of UAA Facilities, Planning & Construction) UAF Procurement next in queue Departmental Review* - Facilities Rural Campus Review* Cash Receipts* Follow-up Audits* (Follow-up of Cash Receipts) UAS Procurement Departmental Review* Rural Campus Review* Information Systems Reviews Campus IT General Controls* Rural Campus Information Security* Banner Program Upgrade Follow-up Statewide Procurement Travel Follow-up Audits* Special Requests and Investigations 10-38 - identified by audit number to maintain confidentiality 10-39 - identified by audit number to maintain confidentiality Reports Issued: ֱAthletics and Campus Recreation Follow-up (FY09) Preliminary report issued ֱDepartmental Travel & Travel Card (FY09) Preliminary report issued Statewide Departmental Cash Receipts (FY09) Preliminary report issued Audits in Review: Statewide Departmental Travel and Travel Card UAA Procurement FY2010 Audit Plan Progress As discussed at the April meeting, there are expected to be a few changes to the audits scheduled for FY10. At this time, we do not expect to complete the following audits. However, they have been included in the FY11 audit plan. ֱRural Campus Review UAS Rural Campus Review UAA Athletics The majority of the planned scope for this audit was covered by the external audit NCAA Agreed-upon Procedures that was conducted in December 2009 Statewide Follow-up Campus IT general controls or Banner Upgrade We are beginning recruitment for a summer student intern at this time, and continue to be fully staffed with our three full-time auditors. MAU Risk Assessments Update: The consolidated risk register will be presented by Julie Baecker, chief risk officer, to the full Board of Regents at the June meeting. Risk Services and Internal Audit plan to facilitate the executive level risk assessments again in FY11 with each MAU, as well as facilitate detailed risk assessments with a department selected by each MAU. Background: In conjunction with the MAU risk assessments that our department is facilitating, we are also working with the chief risk officer to educate UA staff and leadership on enterprise risk management (ERM). It is appropriate for Internal Audit to assist with promoting this activity and lend advice on best practices for ERM. The director for Internal Audit has been providing this assistance with guidance from the Institute of Internal Auditors regarding appropriate auditor roles in ERM. Our approach has been multi-step: contact each MAU to schedule time with the chancellor and their direct reports, use this time to host a workshop to explain and discuss ERM, and facilitate an executive-level risk assessment (ERA) with the attendees. Part of the ERA process is to assign a responsible person or position to the areas identified, and then to determine the best course of action or mitigation. Suggested next steps for each MAU include performing a risk assessment on the areas that have been identified as higher in risk. Typically this would be a more detailed risk assessment conducted by a single departments staff. Each MAUs ERA will be presented to the Audit Committee during FY10. A consolidated version of the risk assessment results will be presented to the full board at the June meeting. Internal Audit will also be able to use the results to assist with development of the FY11 audit plan. The ERM process will aid the Board of Regents with their oversight and fiduciary responsibilities by presenting a list of risks, identified and prioritized, by the positions that are most familiar with the business functions. We plan to continue this approach in FY11 to assist the MAUs, individual departments, and extended sites with their risk assessments, as resources allow. Other Department Activities Continuous Controls Monitoring This is an ongoing project that involves analytical tests which run automatically on a prescheduled basis. An auditor has been assigned to the follow-up of results from tests, refinement of tests, and development of new tests. Potential Duplicate Payments by Accounts Payable Potential Scheduled Payments (unauthorized) Representational expenditures with inappropriate funding sources Gifts Exceeding $25 Threshold Potential Duplicate Payroll Checks Terminated Employees on the Payroll Phantom Employees Quality Assessment Review (QAR) Progress chart attached Participation on the Payment Card Industry (PCI) Compliance Committee Participation on the proposal review committee for an Effort Reporting Consultant Participation on development of the request for proposal (RFP) for an external security review ToolTitleCompleted DateNotesTool 1Preparation and Planning for Conducting a QA12/1/2008CompletedTool 2Self-Assessment GuideTool 3Chief Audit Executive Questionnaire5/13/2009CompletedTool 4Audit Customer Survey7/24/2009CompletedTool 5Internal Audit Activity Staff Survey6/18/2009CompletedTool 6Interview Guide - Board (Audit Committee) Member12/16/09Completed with Regent Tim BradyTool 7Interview Guide Executive to Whom the CAE Reports5/21/2009Completed with Joe Trubacz, CFOTool 8Interview Guide Senior and Operating Management11/6/2009Completed with Myron Dosch, Controller; Mark Hamilton, President; and scheduled for Dan Julius, Vice President for Academic Affairs.Tool 8AInterview Guide Chief Information Officer2/04/10CompletedTool 9Interview Guide Chief Audit ExecutiveTool 10Interview Guide Internal Audit Activity Staff12/18/2009CompletedTool 11Interview Guide External Auditor1/5/2010CompletedTool 12IA Activity Structure and Responsibilities1/12/2009CompletedTool 13Risk Assessment and Audit Planning1/20/2009CompletedTool 14Staff Professional Proficiency2/2/2009CompletedTool 15Information Technology2/16/2009CompletedTool 16Assessing Production and Value Added3/9/2009CompletedTool 17Planning and Conducting the Engagement, Work Paper Review, Audit Report, and Monitoring Progress1/22/2010CompletedTool 18Observations and Issues WorksheetThis is where we describe the exceptions noted in the other 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