MONITORING AND OVERSIGHT PROCESS 1 November 2018 Monique Fillies
PERFORMANCE MANAGEMENT: MONITORING AND OVESIGHT MONITORING AND OVERSIGHT PROCESS WALK THROUHGS PLANNING VERIFICATION REPORTING
PLANNING
DEVELOPING OF PIMS Understand Key Performance Indicator (KPI) and definition Ensure that measurement is accurate and will measure KPI Ensure that targets have measurable outputs Determine the frequency of reporting Assign roles and responsibilities for each of the deliverables
PERFORMANCE INDICATOR MEASUREMENT SHEET(PIMS) Aligned to Pillars and Strategic objectives Indicator + definition verbatim as per CSC Does the unit of measure + formula address indicator Indicator targets as approved
PIMS signed PIMS cont. @appropriate level Mandatory evidence for each indicator 1.Signed Summary sheet 2. Supporting Detail list 6
PIMS cont. VALIDITY ACCURACY COMPLETENESS INPUT PROCESS OUTPUT • WHAT is your input • WHEN [frequency] • WHAT is the documents output • HOW [method] • WHERE documents • WHO [responsibility] • AS WHAT [reporting • WHO format] (responsibility) • FOR WHOM [who will • WHERE use the data]
WALK THROUGHS
Should happen before indicator is WALK THROUGHS included on Corporate Scorecard Review documented PIMS to ensure that whatever is documented can • be substantiated; – Ensuring alignment to IDP is correct – Definition is verbatim – Re-perform calculation for a selected quarter – Interviewing line management as per the PIMS and confirming the process – Request Summary and detail list – Select a sample and perform a walkthroughs by verifying evidence – Site visit to ensure information is stored at correct location
VERIFICATION
QUARTERLY HIGH-LEVEL VERIFICATION 3. Oversight reports Draft Monitoring and Oversight report if any findings Report back to line to implement 2. High-level verification remedial action Verifies results captured on SSM tool against High-level evidence for validity, 4. Oversight reporting accuracy and completeness Report to EMT+Audit Commitee 1. Line department ( 7 th of month after quarter ends) 5. Follow-up Quarterly • Submit and Approve quarterly Follow-up on actions CSC results on SSM tool AND and implementation of • Upload evidence on Sharepoint correction site verification
Materiality: Error rate of 10% DETAIL VERIFICATION METHODOLOGY Sample of 10- 1 transaction incorrect or invalid or inaccurate = 10% Error OPM department identify High Risk Indicators. • A sample is selected and supporting documentation is requested with a turn • around time of 3 days. Site visit is conducted to ensure that information reported exist. • Direction of testing: Validity VALIDITY Source Beneficiary List TESTING Documents Direction of testing: Completeness Beneficiary Source COMPLETENESS list TESTING Document
REPORTING
MONITORING AND OVERSIGHT REPORT Roles and Alignment to Responsibility Indicator Review outcome Quality review steps to confirm validity, accuracy and completeness Findings relating to steps above Possible root causes Sign-off of Remedial review and action acceptance of finding
MONITORING AND OVERSIGHT REPORT Quality Review steps required Confirm that the supporting evidence for the indicator was uploaded on the SharePoint site. • Agree the Corporate Scorecard (CSC) results to the Summary calculation sheet totals. • Agree formula used in the Summary calculation sheet to the Performance Indicator • Measurement Sheet (PIMS). Confirm that the Summary calculation sheet was signed to confirm review and approval. • Agree the Summary calculation sheet results to the detail listings. • Verify that the detail listings are arithmetically accurate. • Test the detail listings for duplications, unusual and blank or incomplete information. • Compare prior year detail listing to Current year listing for any duplication. • Test that the detail listing entries relate to the current reported period (1 Jul 2017 to 30 Sep 2017). • Confirm that all previously identified errors have been resolved. •
MONITORING AND OVERSIGHT REPORT Review Outcome • Control: – • Inadequate review • Ineffective or inadequate controls • Error <10% Qualifications – • No supporting evidence provided • Repeat finding • Error >10%
HIGH-LEVEL VERIFICATION: Example By the 10 working day evidence must be uploaded: FY17 18 EPM • Evidence_10.07.18.xlsx Agree CSC results Copy of 2017 18 - Q4 - CSC- DRAFT to PC1.xlsx to signed • summary calculation sheet .FY17 18 EPM Evidence_10.07.18.xlsx Agree formula used in the Summary calculation sheetFY17 18 EPM • Evidence_10.07.18.xlsx to the Performance Indicator Measurement Sheet (PIMS). Scan_3 .K Pims.pdf Confirm that the Summary calculation sheet was signed to confirm review • and approval.FY17 18 EPM Evidence_10.07.18.xlsx Agree the Summary calculation sheet results to the detail listings.FY17 18 EPM • Evidence_10.07.18.xlsx Verify that the detail listings are arithmetically accurate. • Test the detail listings for duplications, unusual and blank or incomplete • information. Test that the detail listing entries relate to the current reported period (1 Jul • 2017 to 30 June 2018). Compare prior year detail listing to Current year listing for any duplication. •
AUDIT FACILITATION
AUDITOR GENERAL AUDIT READINESS Strong internal control systems MUST to be in place at all times • Strong assurance levels • – Senior Management and Mayoral Offices – Audit Committee supported by Internal Audit Unit A clear and uniform strategy in engaging with the management and • in getting the organisation audit ready Regular monitoring and evaluations. •
INTERACTION - AUDITOR GENERAL Main audit steering and sub audit committees must be in place • The CFO takes the lead role in this • All communications related to PDO are send to the auditors and channelled • via the OPM department The draft Management Report is analysed in depth and any concerns noted • by the AG is investigated An audit action plan drawn up in response to the final management report • with inputs from the Auditor-General office.
Thank You
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