MONITORING AND OVERSIGHT PROCESS 1 November 2018 Monique Fillies - - PowerPoint PPT Presentation

MONITORING AND OVERSIGHT PROCESS

1 November 2018 Monique Fillies

PERFORMANCE MANAGEMENT: MONITORING AND OVESIGHT

MONITORING AND OVERSIGHT PROCESS

PLANNING

WALK THROUHGS 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)

Does the unit of measure + formula address indicator

Aligned to Pillars and Strategic objectives

Indicator targets as approved

Indicator + definition verbatim as per CSC

PIMS cont.

6

PIMS signed @appropriate level

Mandatory evidence for each indicator 1.Signed Summary sheet

• 2. Supporting Detail list

PIMS cont. INPUT

• WHAT is your input

documents

• WHERE

PROCESS

• WHEN [frequency]
• HOW [method]
• WHO [responsibility]
• AS WHAT [reporting

format]

• FOR WHOM [who will

use the data]

OUTPUT

• WHAT is the
• utput

documents

• WHO

(responsibility)

• WHERE

VALIDITY ACCURACY COMPLETENESS

WALK THROUGHS

WALK THROUGHS

• 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

Should happen before indicator is included on Corporate Scorecard

VERIFICATION

QUARTERLY HIGH-LEVEL VERIFICATION

Quarterly CSC verification

• 1. Line department

( 7th of month after quarter ends)

• Submit and Approve quarterly

results on SSM tool AND

• Upload evidence on Sharepoint

site

• 2. High-level verification

Verifies results captured on SSM tool against High-level evidence for validity, accuracy and completeness

• 3. Oversight reports

Draft Monitoring and Oversight report if any findings Report back to line to implement remedial action

• 4. Oversight reporting

Report to EMT+Audit Commitee

• 5. Follow-up

Follow-up on actions and implementation of correction

Source Document

COMPLETENESS TESTING

Beneficiary list

DETAIL VERIFICATION METHODOLOGY

• 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

Direction of testing: Completeness

Beneficiary List VALIDITY TESTING Source Documents

Materiality: Error rate of 10% Sample of 10- 1 transaction incorrect or invalid or inaccurate = 10% Error

REPORTING

MONITORING AND OVERSIGHT REPORT

Alignment to Indicator Roles and Responsibility Quality review steps to confirm validity, accuracy and completeness Review

• utcome

Possible root causes Remedial action Findings relating to steps above Sign-off of review and 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