Presented by Sandra Healy, CGFM
Principal Auditor
Idaho Transportation Department
Audit of Idaho Transportation Dept’s
Division of Motor Vehicles - 2009
 Vehicle Services Section & Financial Unit
 Fraud discovered at a county DMV office
 Data analysis
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County Headline
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DMV & Counties
 DMV works closely with counties
 MOA’s with Assessors & Sheriffs Offices
 Risks & Internal Controls
 Data analysis of all counties
 Visits to 23 assessors offices/44 counties
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Visits to Counties
 Goal:
 Gather best practices
 Offer suggestions to improve internal controls
 Wide range of cash handling procedures
 Counties welcomed internal control ideas
 Ada County Internal Auditor
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Assessors’ Conference
 Presented on cash handling internal controls
 Shared concerns about safeguarding cash
 Best practices to be distributed to counties
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Results of DMV Audit
 Financial unit became the Internal Control, Fraud
Prevention and Finance unit
 Increased emphasis on internal controls, fraud
detection & prevention
 Centralized DMV mail handling to secure receipts and
distribute work to units
 Provided ‘Items for Consideration’ in development of
new data base system
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Individual Audit Risk Assessment
 Risk assessment for internal audits
 Improve Internal Control awareness and education
 Survey of employees on their unit’s internal controls
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Pilot Training Program
 Developed Internal Control training for front line
employees
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Objectives
 Interaction
 Increase awareness
 Increase understanding
 Confidence to speak up
 Confidence to suggest improvements
 Survey
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Brainstorming
 What are Internal Controls?
 What is the purpose of Internal Controls?
 What is ethical behavior?
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Understanding Internal Controls
 You may or may not realize that you are affected by
internal controls throughout your daily lives.
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COSO MODEL
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Control Environment
 Foundation of internal controls
 Baseball example
 Integrity and ethical values
 Commitment to competency (staff)
 Management’s philosophy & operating style
 Managing change
 Communication
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Control Environment
Accountability
DMV
Your Section
Transparency
Customer Service
ITD
Efficiency
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Risk Assessment
 Know your goals & objectives
 Identify potential risks to the achievement of goals &
objectives.
 Risks are the opposite of goals & objectives
 Risks are what are addressed by internal controls
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Control Activities
 Policies, procedures and other safeguards to ensure
objectives are accomplished
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Information & Communication
 Information must be identified, captured and
communicated
 Communication must go up, down and across an
organization and must be timely
 Communication enables people to carry out their
responsibilities
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Monitoring
 Evaluation and feedback processes (self evaluations,
performance evaluations, peer reviews, audits, reports)
 Monitor organizations performance over time
 Monitoring should be a regular activity
 Part of culture
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Internal Control Survey
 Send employees link to survey in SharePoint
 Positive statements on internal controls
 Statements grouped by 5 components
 Strongly agree to strongly disagree
 Comment section for ‘disagree’ and ‘strongly disagree’
responses
 Calculated weighted average for each component
 Compiled comments
 Surveys were anonymous
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Results
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Survey Results
 Significant # of comments
 Used in audit planning for Motor Carrier Services Unit
 Shared with DMV management and HR
 Held meetings with employees to discuss results
 Requested feedback on the training & survey
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In Summary
 DMV is inherently a high risk area
 Internal Control training at staff level beneficial
 Employees felt a part of the process
 Survey provided insight into the unit’s environment
 Audit planning feedback
 Survey designed for use
in any section
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Thank You
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Contact Information
Sandra Healy, CGFM
Principal Auditor
Idaho Transportation Department
Office of Internal Review
PO Box 7129
Boise, ID 83707-1129
sandra.healy@itd.idaho.gov
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