Tri-Agency Monitoring Reviews –
What Can You Expect?
CAURA Ontario 2013
November 25, 2013
Presented by:
Susan Munro, Assistant Director, Research Finance,
McMaster University
Annie Rémillard, Team Leader, Financial Monitoring,
NSERC/SSHRC
McMaster’s Journey
 October 2009 Monitoring Review
 Countermeasures
 Process Re-engineering Working Groups:
 Bookstore
 Journal Entries
 Certifications
 Compensation
 Scientific Stores and Systems Contracts
 Compliance Officer Hired
 Semi-Annual Information Sessions on Tri-Agency Matters
 Continuous Internal Audits
 PeopleSoft Implementation
 Finance and Research Administration Go Live December 2013
 Summer 2013 Monitoring Review
 McMaster requested to pilot modernized financial monitoring process
Summer 2013 Monitoring Review
 Positive Findings:
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Clear Roles and Responsibilities
Hiring of Compliance Officer
Improved Oversight Responsibilities
Involvement of Internal Audit
Review of Signing Authorities
Transition to ERP
 Improved Controls Needed:
 Strengthening of University’s role in its Review of Expenses for Compliance and Eligibility:
 Review of PI & Delegate Approvals in University Stores
 Lack of Written Justification for Equipment and Supplies
 Expense Reports – Purpose of Trip and Affiliation of Traveler
 Delegation of Signing Authorities to Administrative Staff & Sub-Delegations
 CIHR Research Allowances Account Set-up and Signing Authorities
 Oversight of NCE
 Overall:
 Excellent Progress Made Since the 2009 Review
 Tri-Agencies recognize all the effort, time and resources invested in improving systems and control
framework
The New Financial Monitoring
Review Process
Planning Stage
• Communication of
Monitoring Review
Schedule
Risk Assessment
Questionnaire
Reporting Stage
• Communications
• CIGT
• Document Requests
Execution Stage
• Opening Meeting
• Transaction Testing
• Interviews
• Closing Meeting
The Planning Stage
 Initial Communications from Tri-Agency to Institution
 Role of Institutional Coordinator
 Notification Messages to Senior Management
 Collaborative Information Gathering Tool (CIGT)
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Timing
Length (Full-scope vs. Scoped-down)
Summary of CIGT Sections
Policies and Procedures
Tri-Agency Expectations on Level of Information
 Information and Documentation Requests
 General Ledgers
 Transaction Supporting Documents
 Request for Interviews
The Execution Stage
 Official Opening Meeting
 Timing
 Attendance
 Agenda
 Interviews
 Coordination of Meetings
 Attendance
 Transaction Testing and Worksheet
 Debrief Meeting
The Reporting Stage
 Detailed Assessment Report
 Design of the Report
 Remediation Action Plan
 Management Letter
 Follow-ups
Tri-Agency Guidelines Clarification
 2013 Tri-Agency Financial Administrative Guide (TAFAG)
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Summary of Changes
Incentive Payments to Study Participants
Transfer Letters
Supporting Documentation: Justification for Electronic
Equipment and Supply Purchases
 Network Centers of Excellence
 Institution as a Network Member
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NCE Program Guide
TAFAG
 Institution as a Network Host
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Hosting Agreement
Funding Agreement
NCE Program Guide
TAFAG
Internal Policies of the NCE
Next Steps
 Modifications to Tri-Agency Tools and SOPs
 Ongoing Communications with Institutions
 Publication of CIGT to all Eligible Institutions
 Adaptation of Monitoring Methodology to
Eligible Colleges
Thank You