Presented by Sandra Healy, CGFM Principal Auditor Idaho Transportation Department 1 Office of Internal Review Org Chart ITD Board (Audit Committee) ITD Director Internal Review Manager Carri Rosti, CPA, CGFM Donita Stephens Admin Assistant Mike Cram Principal Auditor Sandra Healy, CGFM Principal Auditor Diego Curt, CISA Principal Auditor Michelle Doane Principal Auditor Mary Quarles,CPA Principal Auditor 2 ITD Office of Internal Review Internal Review conducts independent reviews to assess the effectiveness, compliance, and efficiency of department programs, procedures, and internal controls (GAGAS compliant) Internal Review reviews records and financial reports for certain third parties contracting and sub granting with ITD 3 Internal Review Staff & Duties Manager and five auditors Both internal & external audits Allocation of staff hours between internal & external Management requests for non-audit services 4 Audit and Review Work Plan Based upon Audit Risk Assessment Criteria Management Need Date of Last Audit Amount of Monies involved Inherent Control Risk 5 Annual Audit Work Plan Risk Assessment @6/21/12 Audit Manager Begin Risk Assessment Mid-Dec Log new requests into running list of audit requests. Rate for high, med and low risk ITD Board Deduct estimated man hours for external audits & joint FHWA reviews IR Annual report to Board scheduled in March Review running list of audit requests Choose top 5-7 high risk projects and prioritize using IR Audit Risk Assessment Template to assess risk value for each project Remainder is staff availability for internal audits and non-audit services Report covers past yrs audits & efforts and plans for current year Meet with Exec Mgt for audit requests for next 12 months Estimate time required for top 3-4 requests (960-1200 man hours per internal audit) Develop IR Work Plan; internal, external and nonaudit services Panel presentation; each auditor presents on audit they conducted Meet w/FHWA to review their requests for joint reviews Calculate staff availability hours Complete audit work plan by mid-Feb Applause! 6 Risk Assessment Process Process begins mid-Dec Review running list of audit requests Meet with executive management Meet with FHWA Add new requests to running list Rate high, medium and low risk 7 IR Audit Risk Assessment Top 5-7 high risk projects IR Audit Risk Assessment Template Assess level of risk for each project 8 Internal Audit Risk Assessment Criteria Weight Dollar Impact >$ 10 mil. $ 5 mil. approximately <$100 K Factor Value Extension 5 5 3 1 Federal Responsibility/Requirement 5 Importance of Federal Regulations to this Program – Degree (5-0) Public Impact 5 Degree (5-0) Prior Audit Performed (by IR, Legislative Auditor, FHWA) 5 >5 Years 5 Within 2 Years -2 Past 12 Months -5 Management Need/Request 5 Within 6 Months 5 No Hurry 1 9 Internal Audit Risk Assessment (cont.) Inherent Risk Factor 3 Potential for Irregularity or Fraud – Degree (5-0) Internal Controls/Administrative Controls 3 Degree (5-0) (Very strong = 0; Very weak = 5) Legal Responsibility/Requirement 3 Degree (5-0) Department Impact 3 Degree (5-0) Reported Audit Problems on Most Recent Audit 3 Degree (5-0) Potential Efficiency Improvement 2 Degree (5-0) Audit Time Estimate 1 <10 Man-Weeks 5 >60 Man-Weeks 1 Total Audit Risk Value 10 Internal Review Audit Coverage Division of Motor Vehicles 2009 2010 2011 2012 2013 2014 X X X X X X X X X Division of Transportation Performance X Division of Aeronautics X X Division of Highways X X X X X X Division of Administration X X X X X X X X X Division of Human Resources X X 11 Audit Plan Development Hours required for an Internal Audit Staff availability hours External audit hours Resulting Internal Audit hours available Audit work plan 12 Estimate Time Required (Internal Audits) Formula: Take top 3-4 and estimate time required Planning: 4 weeks Field Work: 8–12 weeks (complexity, travel, etc.) Wrap-up: 4 weeks Total: 16 – 20 weeks (team lead) 16 weeks x 40 hours/week = 640 hrs. 20 weeks x 40 hours/week = 800 hrs. Team member: 320–400 hrs. (1/2 time) Thus, each internal audit time estimate: 960–1200 hrs. 13 Estimate Staff Availability 5 Auditors @ 2,080 hours Less vacation & SL @ 200 ea. Less training @ 50 ea. Net Lost productivity (20%) Estimated available time 10,400 1,000 250 9,150 1,830 7,320 (Not an exact science!) 14 External Audits Need to deduct from staff availability (high est.) 40 Pre-award reviews 24-40 hours ea. 1,600 60 Overhead rate reviews 16-24 hours ea. 1,440 2-3 Cognizant reviews@80 hrs. 240 2 Post audits/yr. @120 hrs. 240 1-2 Sub-grantees/yr. @ 80 hrs. 160 Total 3,680 15 Internal Audits - Staff Availability Estimated available staff hrs. Less: Est. external audits Est. FHWA joint audits Available time for internal audits & non-audit services (about 2-3 internal audits) 7,320 3,680 160 3,480 16 Audit Work Plan Year: 2012 Auditor Jan INTERNAL AUDITS/REVIEWS Dist Admin Fcts Follow up Rev w/ Procurement Pilot Quarles Doane Bus & Support Mgt. Perf Audit Doane X X DMV - Motor Carrier Services Healy Record's Sales (preventive) Quarles Feb Mar Apr X > X > / > > > > >/ X X X > > X X / X > X X > May June Jul Aug Key: X One Month; > Two Weeks; / One Week; * One Day (Times are approximate) 17 Audit Work Plan (cont.) Year: 2012 Auditor Jan EXTERNAL AUDITS/REVIEWS LHTAC Fin/Compl Rev w/FHWA Cram / COMPASS MPO OH Rate Rev Quarles Ada Co Hwy Dist OH Rate Rev Cram Consultants: Pre Awards OH Rate Reviews Staff Staff Feb Mar Apr > > / May June Jul Aug / / / / / * * / / / / ** / / > / / / / / 18 Audit Work Plan (cont.) Year: 2012 Non Audit and Consul Serv Mgt Control System update Internal Control Training A-133 Monitoring Auditor Jan Healy Rosti/Staff * Peer Rev - Other States (Utah) Quarles Remote Procedure Dev. Healy Feb Mar Apr May June / / > / / * * * * * / >/ / Jul Aug * * 19 Annual Report to the Board Panel presentation – all auditors Last year’s audits and reviews (Internal, external & non-audit services) Each auditor speaks 1-2 mins. on a particular audit/review or effort involved in Audit and review work plan for current year (Internal, external and non-audit services) 20 Audit Resolution Log Prior audit recommendations Audit Resolution Committee meets quarterly Requests status updates Update audit resolution log Audit Mgr. presents to Executive Team 21 Summary Risk Assessment Process Audit Work Plan Audit Resolution Follow Up 22 Office of Internal Review Thank You/Questions 23 Contact Information Sandra Healy, CGFM Principal Auditor Idaho Transportation Department Office of Internal Review 3311 W State St Boise, ID 83703 sandra.healy@itd.idaho.gov 24