Archived decisions

Audit No/ Ref

Recommendation

Priority1 = Low2 = Med3 = High

Post responsible

SMT

Comments

Action Date

Chase up Memo(s)

Date Closed

FR105 Rushmoor Fire Station

3.40

Fuel discrepancies to be monitored and reported to Property Services if they continue.

1

Station Administrator/ Station Manager

Wendy Lambert

Agreed. The Station Administrator will monitor and report to the Station Manager.The Station Manager will report to Property Services if necessary.PRT Note 08/03 further monitoring required. Action date extended.

ImmediateFeb 2005Revised date mid June 2005

07/03/0520/06/05

28/06/05

FR101 St. Mary's Fire Station

3.23

All appropriate items should be agreed to the vehicle inventory records.

1

Watch Manager RW/ Ops Administrator (SHQ)

Wendy Lambert

Agreed. Vehicle inventories will be checked and agreed.PRT Note. Work not completed. Action date extended.

Mar 2005June 2005

22/03/0505/07/05

13/07/05

3.24

An up to date inventory with security marking/serial numbers if appropriate to be held. Disposals to be noted/ signed by Station Manager. Annual verifications to be carried out and evidenced.

3

Watch Manager WW/Station Support Administrator/ Station Manager.

Wendy Lambert

All recommendations agreed.PRT Note. Work not completed. Action date extended.

Mar 2005June 2005

22/03/0505/07/05

13/07/05

FR024 Commercial Training

3.6

Supporting documentation should be held for all bookings.Any discounts to be shown on booking form and signed by the Station Officer. Invoices found not charged at the official rate to be reviewed by the Station Officer to ensure appropriate rate used.

1

Department Manager/HCC IT

SDO Ratcliffe

Agreed. A new field will be added to the new database to show discounts and reasons. Hard copies to be printed and signed by the department manager and kept with the booking file.PRT Note. System being tested.Manual system in use.

Mar 2005Jun 2005

22/03/05

10/06/05

FR015 Budgetary Control

3.29

Following implementation of the SAP system the use of in-house spreadsheets and data bases should be reviewed.

2

Financial Services Manager

Wendy Lambert

Agreed. Investigations will be made to see if SAP has an equivalent report.PRT Note. Report not available in SAP.

May 2005

27/05/05

27/05/05

FR102 Hightown Fire Station

3.3

Reduce inprest level to £200 in view of current usage.

1

Financial Services

W Lambert

Agreed.PRT Note. Date extended for completion.

Jan 2005May 2005

09/02/05

04/06/05

3.20

Inventories to indicate asset additions/disposals and evidence of physical verification.

1

Station Admin Support

W Lambert

Agreed. Station Manager will periodically check.PRT Note. Date extended for completion.

Jan 2005May 2005

09/02/05

04/06/05

3.22

All station assets to be security marked.

1

Station Admin Support

W Lambert

Agreed. Station Manager will periodically check.PRT Note. Date extended for completion.

Jan 2005May 2005

09/02/05

04/06/05

FR014 Debtors and Cash Income

3.8

Charges for services to be reviewed annually and Sections made aware of new rates.

1

Finance & Office Services Manager

Wendy Lambert

Agreed. Draft Service Order on Income includes this. Charges for external use of Emergency Catering Unit revised in October 2004.PRT Note Special Services updated April'05. Service Orders to be issued.

Mar 2005

14/03/05

24/06/05

FR031 Travel and Subsistence

3.12

Analysis of mileage trends needed to highlight potential areas of overspend.

2

Finance & Office Services Manager

Wendy Lambert

Work in hand to review potential for analysis of travel claims.PRT Note - analysis to be completed March 2005. ARC Dec 2004.PRT Note - finance are investigating reports available. ARC Mar 2005.

April 2004Revised dates: Mar 2005Jun 2005

26/05/0408/11/0417/03/0505/07/05

05/07/05

FR003 Temporary, Casual and Agency Staff

3.13

Costs/trends in use of temp/agency staff to be monitored in keeping with Standing Orders

3

HR Operations Manager

Jenny McNeill

To be implemented from new financial year.PRT Note - Draft Tender for Key Agencies in being. Full tender process to be completed March 2005.PRT Note - delay owing to work priority changes. Revised completion date now end of June 2005.

Sept 2004 Mar 2005June 2005

13/09/0413/12/0431/12/0414/03/0505/07/05

05/07/05

FR003 Follow Up Audit - Temporary, Casual and Agency Staff

3.10

Evidence of the checking of hourly rates to be retained for audit purposes. The spreadsheet listing agency staff to be fully completed with the agreed rates.

2

HR Operations Manager

Jenny McNeill

Agreed

Immediate

12/07/05

12/07/05

Audit Ref

Recommendation

Priority1 = Low2 = Med3 = High

Post responsible

SMT

Comments

Action Date

Chase up Memo(s)

Date Closed

FR907 Security & Password Controls

3.3

Tools to support security policy compliance are needed.

3

IT Manager

David Howells

In hand. Revelation to be phased out by April 2005.PRT Note: Revelation to be decomissioned Sept 2005.

Mar 2005Sept 2005

3.11

Removal of Revelation in favour of SAP for higher security.

3

IT Manager

David Howells

Part of ICT Strategy.PRT Note: Revelation to be decomissioned Sept 2005.

Mar 2005Sept 2005

FR011 Ad-hoc Payroll Audit

3.19

Service Level Agreement to be reviewed to include enhanced payroll validation via a SAP report.

3

HR Operations Manager

Jenny McNeil

Agreed. SAP User Group to be contacted with a request for a relevant SAP report.PRT Note. SLA under review. SAP reports being covered in another audit to be completed by end March 2005. 16/01/05.Further - SLA issue ongoing - 05/04/05.

31/12/04Mar 2005Sept 2005

07/01/05

FR102 Hightown Fire Station

3.28(b)

Consider removing the pay phone.

1

Station Manager.

W Lambert

Use of phone to be monitored.

Dec 2005

3.31

Fuel stock to be monitored and further discrepancies to be reported to Property Services.

2

Station Manager.

W Lambert

Agreed. Property Services to check measuring techniques used by the station. Situation to be monitored by the Station Manager.PRT Note. Dip stick unsuitable. Property Services sorting.Service due September.

Jan 2005June2005Sept 2005

09/02/05

FR104 Winchester Fire Station

3.5

Consider reducing imprest level to £120. Claim reimbursement more frequently.

1

Station Manager

Wendy Lambert

£120 considered too low. Account will be monitored for one year and then readjusted.

Dec 2005

3.10

TOIL to be kept under 30 hours.

1

Watch Manager/ Watch/ Crew Managers

Wendy Lambert

Agreed. This is being monitored.

Quarterly in 2005

3.16

All indents to be signed by separate initiators and authorisers.

2

Station Manager

Wendy Lambert

Agreed. Watch/ Crew managers and Admin support have been informed.

Dec 2005

3.33

Payphone cash to be emptied at least annually. If no longer required contact Property Services.

1

Station Manager

Wendy Lambert

Emptying phone box agreed. Usage will be reviewed after one year to see if the phone is still needed.

Dec 2005

FR015 Budgetary Control

3.3

Financial guidance notes to be updated annually.

1

Financial Services Manager

Wendy Lambert

Agreed. SO/2/1/6 is on the draft action plan for September 2005 completion.

Sept 2005

3.14

Delegated authorisation limits for staff to be annually reviewed. Exceeded limits to be investigated and reasons noted.

2

Financial and Office Services Manager

Wendy Lambert

Authorised limits have been set on the SAP new system - December 2004. These will be kept under review.

Dec 2005

3.31

Monthly reconciliation between in-house spreadsheets (whilst being used) and databases to be retained for confirmation and audit inspection.

1

Financial Services Manager

Wendy Lambert

Agreed.

Dec 2005

FR026 Community Fire Safety

3.39

All assets to be security marked with the postcode.

1

Fire Challenge Crew Management/ Workshops

Mark Rayner

Applicable to sizeable items only I.e. generators, DVD players etc.

Sept 2005

3.41

The Honda generators held on CFS vehicles should be more clearly described on the inventory with serial numbers and full security marking.

2

Fire Challenge Crew Management/ Workshops

Mark Rayner

Agreed.

Sept 2005

3.44

National guidance is awaited but there is a need to put in place the following prior to subsequent reviews:clear business objectives, a defined contractual and operational procedure for liaison with external trading partners, e-commerce legal conditions

1

DO (CFS)

Mark Rayner

Agreed in principle with the recommendation.

Within 6 months of the National Guidance being introduced

defined, e-commerce facilities of trading partners do not compromise HFRS own IT facilities, data no longer required by 3rd parties is deleted in a timely and secure manner, e-commerce applications processed in a secure environment,

users are identifiable, users transactions can be authenticated and authorised,transactions can be logged and are traceable.

FR003 Follow Up Audit - Temporary, Casual and Agency Staff

3.14

Tendering procedures to be followed if expenditure is expected to exceed £5000 to comply with Standing Orders on Contracts.

2

HR Operations Manager

Jenny McNeill

Agreed. Specific timeframe unknown at present.

March 2006

FR083 FUEL ISSUES

3.7

Key to HQ fuel stock to be kept in a more secure location to avoid unauthorised access.

1

Station Manager

DCO House

Agreed. Group Administrator and Station Manager to action.

Sept 2005

3.13

Spot checking to be undertaken at Redbridge to ensure all fuel issues are entered into the vehicle log book.

3

Group Manager

DCO House

Agreed.

Sept 2005

3.15

More detailed spot checking to be undertaken at Eastleigh to ensure fuel issues are accurately recorded in the vehicle log books. Checking to be evidenced by signing and dating the fuel tally book.

2

Group Administrator

DCO House

Agreed.

Sept 2005

3.17

Care to be taken at Eastleigh to ensure fuel issues are accurately recorded. Dip readings should be reconciled to the tally record on a regular basis.

3

Station Manager/ Group Administrator

DCO House

Agreed.

Sept 2005

3.19

Tally books and vehicle log books to be regularly inspected at HQ and evidenced by signing and dating. Fuel issued should be firstly entered onto the tally book and then onto the vehicle log book to ensure accuracy when accounting for fuel.

3

Function Heads

DCO House

Agreed.

Sept 2005

3.21

HQ fuel tally books to be adjusted in line with amount of fuel stocks held. Any future discrepancies over 50 litres are to be promptly investigated.

2

Station Manager

DCO House

Agreed.

Sept 2005

3.23

Workshops tally books and vehicle log books to be regularly inspected, signed and dated as evidence. Entries should be clear and fuel issued entered onto the tally book and then the vehicle log book to ensure accuracy.

3

Workshops Manager

DCO House

Agreed.

Sept 2005

3.25

More care to be taken at Workshops to ensure the fuel tally log book sheets are arithmetically correct and that litres issued agrees with the supply meter readings. Discrepancies over 50 litres to be reported to the HQ Transport Department.

3

Workshops Manager

DCO House

Agreed.

Sept 2005