Archived decisions
Audit No /Ref |
Recommendation |
Priority 1=Low 2=Med 3=High |
Post responsible |
Service Management Team |
Response |
Action Date |
Follow up |
Date Closed |
FINAL ACCOUNTS 2006/07 | ||||||||
R5 |
Service Level Agreement (SLA) The Hampshire Fire and Rescue Service/ Hampshire County Council Service Level Agreement should be completed and formally put in place. |
N/A |
Director of Corporate Services |
Director of Corporate Services |
Progress on this has been regularly reported to the Performance Review & Scrutiny Committee. A new and much improved Service Level Agreement (SLA) for services provided by Hampshire County Council's Property Business and Regulatory Services has been signed. Draft Service Level Agreements for other services are currently being considered finalised. |
30/06/2008 |
14/05/2008 |
20/08/2008 |
DEBTORS AND CASH INCOME 2007/08 | ||||||||
3.7 |
We recommend that a pricing policy should be established and documented to clarify pricing in the Authority. |
2 |
Financial Services Manager |
Head of Finance & Office Services |
Agreed |
March 2008 Extended to 30/06/2008 |
15/02/2008 14/05/2008 |
26/06/2008 |
3.5 |
We recommend that deputising arrangements in the Business Education Unit (BEU) should be formalised and recorded in relevant job descriptions. In addition, in the Information Services Department, handover procedures should be established and formalised. |
1 |
Business Education Unit-Marketing & Development Coordinator Information Services Manager / Senior Administrator |
Director of Corporate Services Area Manager Community Safety |
Business Education Unit - Agreed Information Services - A pro-active audit is taking place at the end of Jan/ beginning of Feb 2008 by from the Hampshire County Council Audit team. This will look at the complete mobile billing process up to the procedure of payments. Following this audit, recommendations will be made and the process refined. |
Mar 2008 Extended to 30/06/2008
|
15/02/2008 14/05/2008 |
31/07/2008 |
3.11 |
We recommend that the handover procedures for income are documented to clarify roles when the responsibility for collected income is transferred |
1 |
Business Education Unit-Marketing & Development Coordinator Information Services Manager / Senior Administrator |
Director of Corporate Services Head of Marketing & Communications Area Manager Community Safety |
Business Education Unit - Agreed Information Services - A pro-active audit is being undertaken by the Hampshire County Council audit team. This will look at the complete mobile billing process up to the procedure of payments. Following this audit, recommendations will be made and the process refined. |
30/03/2008 March 2006 Extended to 30/06/2008 |
15/02/2008 |
12/08/2008 |
3.8 |
We recommend that consideration should be given to conducting a work study on the collection of mobile phone/ 'blackberry' income to determine whether an improved and more streamlined system of collection could replace the existing method of collection. In particular, consideration should be given to replacing the existing system with the collection of a set nominal amount from all users through the payroll for private calls. |
2 |
Information Services Manager/ Information Services Senior Administrator |
Director of Corporate Services |
A pro-active audit is being undertaken by the Hampshire County Council audit team. This will look at the complete mobile billing process up to the procedure of payments. Following this audit, recommendations will be made and the process refined. |
March 2008 Extended to 30/06/2008 Further extended to 30/09/2008 |
15/02/2008 14/05/2008 12/08/2008 |
08/09/2008 |
3.14 |
We recommend that the Information Services Department should issue receipts for all mobile phone income received through the department. |
1 |
Information Services Manager/ Information Services Senior Administrator |
Director of Corporate Services |
Financial Services Manager has spoken to Internal Audit, about Information Services issuing separate receipts to mobile phone users. Internal Audit has responded that the receipts are to strengthen the audit trail. They agreed that if the system is to be reviewed, it may not be necessary to issue receipts and it would make sense to wait until after the pro-active audit is completed. |
March 2008 extended to 30/06/2008 extended to Q3 2008/09 |
15/02/2008 12/08/2008 |
9/09/2008 |
Performance Review Team note: Receipts will be issued for mobile phone income from the next billing session. | ||||||||
PAYROLL 2007/08 | ||||||||
3.3 |
We recommend that the Service Level Agreement for Payroll services between Hampshire Fire and Rescue Authority and Hampshire County Council should be finalised promptly in order to confirm the required level of service provision. |
2 |
Human Resources Manager |
Director of Human Resources |
Agreed |
30/06/2008 |
13/05/2008 |
20/08/2008 |
3.7 |
We recommend that the Payroll Supervisor should ensure that sufficient test checking of payroll input data is achieved. All verification should be evidenced. |
2 |
Human Resources Manager |
Director of Human Resources |
Accepted |
April 2008 Extended to 31/07/2008 |
13/05/2008 06/06/2008 |
8/08/2008 |
3.12 |
We recommend that consideration should be given to banks/building societies being charged an administration fee for the completion and issue of mortgage letters on behalf of staff. |
1 |
Human Resources Manager |
Director of Human Resources |
Agreed - the practicalities of this will be investigated, with the proviso however that we do not want this cost to be directly passed on to our staff by the lenders. |
July 2008 |
11/07/2008 |
11/07/2008 |
3.13 |
We recommend that line managers should be reminded of the importance of forwarding promptly any documentation notifying the Workforce Support Section of an employee leaving in order to ensure an accurate final pay assessment and payment. |
2 |
Human Resources Manager |
Director of Human Resources |
Agreed - will investigate current arrangements/leaver notification routes and action an appropriate solution to this issue. |
July 2008 |
11/07/2008 |
11/07/2008 |
3.22 |
We recommend that an evaluation of SAP payroll access for Workforce Support, Workforce Planning and Station Support staff should be undertaken to ensure that access is sufficiently restricted and appropriate. In addition, an overall review of access to the payroll system through SAP should be conducted in order to determine whether current access is appropriate and sufficiently restricted. |
3 |
Human Resources Manager |
Director of Human Resources |
Agreed - this is currently ongoing. Station Support access has already been modified to remove read access to payroll information. Meetings have been held and are continuing with Audit Services regarding this issue. |
July 2008 |
17/03/2008 |
18/07/2008 |
Performance Review Team note: Internal Audit of SAP Access has been undertaken and specific recommendations made and being addressed. | ||||||||
3.11 |
We recommend that the Information Systems Officer should verify larger samples of payroll data and these checks should be evidenced. In addition, the Payroll Supervisor should also undertake independent sample checks of payroll amendments for assurance purposes. |
2 |
Human Resources Manager |
Director of Human Resources |
Accepted - Human Resources Information System Officer and payroll supervisor to be advised and systems put in place to evidence checking undertaken. |
April 2008 |
13/05/2008 |
17/07/2008 |
PENSION ARRANGEMENTS 2006/07 | ||||||||
3.2 |
We recommend that a formally signed Service Level Agreement should be held by the Hampshire Fire and Rescue Authority for the provision of pension services. |
3 |
Head of Financial & Office Services/ Director of Human Resources |
Head of Financial & Office Services/ Director of Human Resources |
Agreed |
30/06/2008 |
14/05/2008 |
20/08/2008 |
3.3 |
We recommend that the Hampshire Fire and Rescue Authority should agree the detail needed in the Service Level Agreement with Hampshire County Council Pensions Section prior to the anticipated update. |
3 |
Head of Financial & Office Services/ Director of Human Resources |
Head of Financial & Office Services/ Director of Human Resources |
Agreed |
30/06/2008 |
14/05/2008 |
20/08/2008 |
3.5 |
We recommend that a representative of the contractor should sign the Service Level Agreement. |
2 |
Head of Financial & Office Services/ Director of Human Resources |
Head of Financial & Office Services/ Director of Human Resources |
Agreed |
30/06/2008 |
14/05/2008 |
20/08/2008 |
3.9 |
We recommend that the review process for service provision under the Service Level Agreement should be formalised and areas for review documented. |
2 |
Head of Financial & Office Services/ Director of Human Resources |
Head of Financial & Office Services/ Director of Human Resources |
Agreed |
30/06/2008 |
14/05/2008 |
20/08/2008 |
3.10 |
We recommend that formal liaison meetings between Hampshire County Council and Hampshire Fire and Rescue Authority should be instituted and held on a regular (quarterly) basis. All meetings should be minuted. |
2 |
Head of Financial & Office Services/ Director of Human Resources |
Head of Financial & Office Services/ Director of Human Resources |
Agreed |
30/06/2008 |
14/05/2008 |
20/08/2008 |
3.12 |
We recommend that the Service Level Agreement should include all aspects of financial management information. |
2 |
Head of Financial & Office Services/ Director of Human Resources |
Head of Financial & Office Services/ Director of Human Resources |
Agreed |
30/06/2008 |
14/05/2008 |
20/08/2008 |
3.15 |
We recommend that the Service Level Agreement should indicate that the responsibility for issuing variations is assigned to the Assistant County Treasurer. |
2 |
Head of Financial & Office Services/ Director of Human Resources |
Head of Financial & Office Services/ Director of Human Resources |
Agreed |
30/06/2008 |
14/05/2008 |
20/08/2008 |
CORPORATE GOVERNANCE 2007/08 | ||||||||
3.11 |
We recommend that managers completing commentaries on performance should be reminded of the importance of providing sufficient detail, in order to facilitate sound performance monitoring. |
2 |
Performance Review Team Manager |
Director of Corporate Services |
Agreed |
Quarter 1 2008/09 |
N/A |
26/02/2008 |
HEALTH & SAFETY 2008/09 | ||||||||
3.2 |
Consideration should be given to including health and safety on the SMT Agenda and nominating a suitable member of staff from the Health, Safety and Welfare Committee to report items. |
2 |
Director of Human Resources |
Director of Human Resources |
This issue has already been identified and remedied. The SMT meeting of 6th May 2008 received a recommendation for regular reporting on Health and Safety issues and agreed a bi-monthly report. |
Immediate |
N/A |
24/06/2008 |
3.7 |
All stations and locations within Hampshire Fire and Rescue Authority should be reminded of the importance of recording all alarm system checks that are carried out in accordance with specified timescales. |
2 |
Group Manager Protection |
Deputy Chief Officer (Service Delivery) |
Agreed |
31/07/2008 |
9/07/2008 |
5/08/2008 |
SAP ACCESS 2008/09 | ||||||||
3.2 |
We recommend that the Human Resources SAP access procedures are completed and made into the final version as soon as possible. |
1 |
Information Systems Officer - HR |
Director of Human Resources |
Human Resources SAP access procedures are completed and documented into a final version. This process is already under way. |
September 2008 |
14/08/2008 |
27/08/2008 |
3.3 |
We recommend that the link is updated, the document checked annually to make sure it is correct and the date when it was last updated or checked should also be noted. |
Financial Services Officer |
Head of Finance and Office Services |
The link will be amended in the procedures. The procedures will also be added to our procedures folder and will be updated to be in line with all other procedures. |
Immediate |
N/A |
July 2008 | |
3.4 |
The relevant report should be used to review finance access assigned at least annually, and queries resolved with staff line management if necessary. A new transaction will also allow administrators to report on who has a specific role, this could be used to easily report on who has high risk or sensitive roles. |
2 |
Financial Services Officer |
Head of Finance and Office Services |
Running the report referred to for everybody and checking their accesses is impractical. Another report is run annually to confirm users access to org units. When we have received a list of roles that people are given as authorisers etc, we will use the former report to identify who has high risk roles and to check they have them correctly. |
September 2008 |
07/08/2008 |
14/08/2008 |
3.6 |
We were informed by HCC IT Services that some of the finance and procurement roles would map directly to some documentation that had already been written for HCC roles. HCC IT Services should be approached to see if this can be used as a starting point for the financial roles. HR should approach HCC IT Services for information on what transactions are contained in their HR SAP roles, and this information should be used to complete the purpose narrative for all roles and list the transactions in each. |
3 |
Financial Services Officer Information Systems Officer - HR |
Head of Finance and Office Services Director of Human Resources |
Finance: incorrect roles being assigned can only stem from either an authorised officer ticking the wrong box when requesting access or IT services giving the wrong role to someone. We will try to obtain a list of roles that apply to each tick box to enable us to identify the high risk roles (see previous rec) using the new S_BCE_68001418 report. Human Resources SAP access procedures are completed and documented into a final version. This process is already under way. |
September 2008 September 2008 |
07/08/2008 07/08/2008 |
14/08/2008 27/08/2008 |
RUSHMOOR FIRE STATION 2008/09 | ||||||||
3.4 |
The Station Manager should oversee the financial transactions occurring in the club accounts to protect the role of the Club Treasurer and to ensure an adequate separation of duties. Any test verification of the transactions undertaken by the Station Manager should be evidenced in the records examined. |
2 |
Station Manager |
Assistant Chief Officer Service Delivery (Response) |
The Station Manager also has the position of Chairman of the Club. He is also a co-signatory for the Club's accounts & cheque book. This ensures that he oversees the Club's finances and acts as a check of the separation of the role of Treasurer. Any financial expenditure is relayed to the Club Committee for discussion, verification & inclusion into Minutes. These Minutes are then signed at the meetings following consent of the Committee Members. |
Immediate |
N/A |
4/06/2008 |
3.26 |
All appropriate Senior Officers should sign the Time Off In Lieu records to confirm all proposed leave is being authorised. |
2 |
Crew Managers and Watch Managers |
Assistant Chief Officer Service Delivery (Response) |
Agreed |
Immediate |
N/A |
4/06/2008 |
3.28 |
All Fire Fighters should sign their overtime records in confirmation that the hours have actually been worked and that overtime is accurately recorded. |
2 |
Crew Managers and Watch Managers |
Assistant Chief Officer Service Delivery (Response) |
Agreed |
Immediate |
N/A |
4/06/2008 |
3.29 |
All overtime payment claims should be authorised by a senior officer to confirm that the overtime has actually been worked. |
2 |
Crew Managers and Watch Managers |
Assistant Chief Officer Service Delivery (Response) |
Agreed |
Immediate |
N/A |
4/06/2008 |
3.35 |
The receipt of goods is clearly identified on indent documentation with the initials of the recipient and a date in all instances. There should always be a clear recorded separation of duties between the authoriser of the indent and the recipient of goods. |
2 |
Crew Managers and Watch Managers |
Assistant Chief Officer Service Delivery (Response) |
Agreed |
Immediate |
N/A |
4/06/2008 |
3.36 |
Where items ordered through the indent system are subsequently refused by Watch Managers, then Administrative staff should be informed in order that the appropriate indent may be marked accordingly, to complete the audit trail. |
2 |
Crew Managers and Watch Managers |
Assistant Chief Officer Service Delivery (Response) |
Agreed |
Immediate |
N/A |
4/06/2008 |
HUMAN RESOURCES 2006/07 | ||||||||
3.17 |
Consideration should be given to the future development of local performance indicators to support the work of the Workforce Support and Workforce Planning sections. |
1 |
Human Resources Managers (Workforce Support and Planning) |
Director of Human Resources |
This has been done in the past and will be reviewed by the two team leaders for Workforce Support and Planning. |
30/06/2008 |
22/10/2007 24/01/2008 |
27/08/2008 |
SERVICE ORDERS 2007/08 | ||||||||
3.8 |
Service Orders should be documented on a spreadsheet at Central & Support Services to incorporate the reference number, order name, author and date due for review. This will enable the Central Services Assistant to monitor and notify the author when a Service Order is due for review centrally. |
2 |
Central Services Assistant |
Head of Financial & Office Services |
The Central Services Assistant is in discussion with the Information Services Department with a view to the latter Department setting up a spreadsheet for this purpose. The Central Services Assistant will then populate the spreadsheet with the recommended information. |
1/10/2008 |
27/08/2008 |
27/08/2008 |