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
WORKSHOPS 2007/08
3.39	We recommend that management should complete a trend analysis in respect of both fuel usage and cost over selected periods each year.	2		Fleet Maintenance Centre Manager	Director of Strategic Projects & Specialist Response	Agreed.	30/09/2008	12/01/2009	15/01/2009
CORPORATE GOVERNANCE 2007/08
3.15	We recommend that `use of resources' opportunities should be given higher priority in the planning process in respect of all activities.	2		Director of Corporate Services	Director of Corporate Services	The need to identify £1.055m of ongoing efficiency gains in each of the three years 2008/09 to 2010/11 makes this a high priority. In preparing the next annual update of the Plan (IRMP), greater emphasis will be put on delivering our services in a more cost-effective way.	2008/09	N/A	December 2008
3.16	We recommend that the current strategy for benchmarking should be further considered, in order that reviews of performance and costs may be fully effective.	2		Performance Review Team Manager and Director of Corporate Services	Director of Corporate Services	Opportunities will be taken through the Family Group 4 network and also at regional level (particularly in respect of the costs of support services).	Quarter 4 2008/09	30/01/2009	20/02/2009
Performance Review Team Note: Strategies to use opportunities for improvement arising from the Use of Resources have included the consideration and use of performance indicators that focus on value for money. Where possible we will benchmark with other Services.
HEALTH & SAFETY 2008/09
3.6	A list of Risk Assessments held for each station/location should be held by the Health and Safety Adviser to ensure that all areas have completed the most relevant Assessments.	2		Health & Safety Advisor	Director of Service Delivery	Agreed.	31/07/2008 extended to 30/10/2008	14/11/2008	14/11/2008
SAP ACCESS 2008/09
3.8	We recommend that "FIRE" or "HFRS" roles not assigned to anyone currently are reviewed and removed if it is decided they are not needed. We found fourteen roles unassigned, and have provided a list with this report. Where roles are different the role description should indicate how they are different. Also in our opinion the role description should indicate what the role does not the job title of who it should be assigned to avoid confusion when job titles change and be more useful to authorised persons.	2		Financial Services Officer Information Systems Officer - Human Resources	Head of Finance and Office Services Director of Human Resources	Finance: we will review the roles given to us that have nobody assigned to them, and if they are no longer needed, we will have them deleted. HR: we will review the 14 unassigned roles when re-supplied, and if they are no longer needed, we will have them deleted. Review of role descriptions will be undertaken although role name is allocated by HCC so we may only be able to request more logical naming.	September 2008 September 2008	07/08/2008 14/11/2008 7/01/2009	03/02/2009 12/01/2009
3.9	The access to add positions to the organisational management structure and appoint to positions should be separated. This should be monitored when adding new roles to users and developing new roles.	3		Information Systems Officer - Human Resources	Head of Human Resources	We shall amend current accesses to remove risk of individuals with both accesses and include a checking stage in the procedure when new roles are assigned.	31/08/2008 extended to 31/10/2008	14/11/2008 07/01/2009	12/01/2009
RUSHMOOR FIRE STATION 2008/09
3.14	IT equipment should be excluded from the inventory list, as there is a central register of these items at Fire Headquarters.	1		Station Administrator	Assistant Chief Officer Service Delivery (Response)	Agreed	October 2008	24/10/2008 07/01/2009	21/01/2009
3.15	All inventory items should be security marked, with the station name and postcode, at the earliest opportunity.	1		Station Administrator	Assistant Chief Officer Service Delivery (Response)	Agreed	October 2008	24/10/2008 07/01/2009	21/01/2009
3.25	All firefighters should sign their TOIL (time off in lieu) records to confirm leave and maintain a complete audit trail.	2		Crew Managers and Watch Managers	Assistant Chief Officer Service Delivery (Response)	Agreed	September 2008	24/10/2008 7/01/2009	21/01/2009
3.27	The TOIL hours balances should not exceed fifty hours in line with Service Order requirements.	2		Watch Managers	Assistant Chief Officer Service Delivery (Response)	A memo will instruct watch managers to reduce any overtime beyond the stated hours.	31/10/2008	24/10/2008 7/01/2009	21/01/2009
Replacement Fleet Management System 2008/2009
3.2	Future project board meetings are minuted and the contents approved by those in attendance.		2	Project Assistant	Director of Corporate Services	Agree with recommendation that all meetings should be minuted and stored on the HFRS network.	Immediate	N/A	26/09/08
3.5	In our opinion the preferred way of assessing potential software products is for the same key project board members to visit a customer using the product in a way as close to requirements as possible. The customer visited should also be selected independently of the suppliers.		2	Projects Assistant Fleet Maintenance Centre Manager	Director of Corporate Services Director of Strategic Projects and Specialist Response	Agreed.	Immediate	N/A	26/09/08
Performance Review Team Note : Staff availability has meant that it has not been possible for all board members to attend the same demonstrations of each system, and actions are being taken to resolve this currently.

3.6	Research should be done to find out if any of the other Fire and Rescue Services using the system identified in the audit report for fleet management have a working interface with SAP. If none do then we would still recommend a visit to one of them to see how they manage equipment on the appliances. The market investigation report states that series 7 and 9 does manage equipment assigned to other appliances. It was also suggested to us that one identified system was at the end of its life so the other Fire and Rescue Services should be asked how they will manage moving to another product.		3	Projects Assistant	Director of Corporate Services	Research has been completed to find out which other Fire and Rescue Services are using other vehicle asset management software. Hampshire Fire and Rescue Service looked at the SOCITM index which told which Fire Services where using for fleet management and asset management.	Completed	N/A	26/09/2008
3.7	An operational SAP module should be viewed in use by a customer by the key project board members. The customer visited should not be one suggested by the configuration supplier. The ideal customer to visit would be another Fire and Rescue Service as a Police customer would not have the same requirements. If there are no live fire service users of the SAP module then this should be noted as an additional risk to the option as it is not proven in a live environment.		3	Projects Assistant	Director of Corporate Services	Agree with recommendation The Metropolitan Police is not the only organisation mentioned to us that use the live module. An operational SAP module has been viewed at the RNLI but the Workshops Manager was not present. The RNLI would have the same requirement as the Fire Service which is also being used in a live environment.	Immediate	N/A	November 2008
3.9	We understand that at the project board meeting on 18/6/08 the representative from Hampshire County Council (HCC) stated that there are no service costs in respect to the SAP module because HFRS already has SAP. We recommend that this is documented in the board meeting notes.		2	Projects Assistant	Director of Corporate Services	Agree with recommendation.	Quarter 2 2008/09	October 2008	October 2008
3.10	The project controls should be fulfilled with fortnightly email updates on progress and spend and highlight reports at the end of each month from the project manager.		2	Projects Assistant	Director of Corporate Services	Agree with recommendation. Emails has been sent from consultant with updates but not with costing. Highlight reports will be updated to include costs on a monthly basis.	Quarter 2 2008/09	October 2008	October 2008
HFRS Service Mobiles 2008/09
2.2	The policy document in respect of the use of mobile phones and blackberries should be finalised as soon as possible. We recommend that this is appropriately communicated via Routine Notice directing staff to the relevant Service Order. All new users should be appraised of the new policy on receipt of their mobile phone/blackberry.	3		Senior ICT Technical Administrator	Director of Corporate Services	The mobile device policy has now been finalised and is available via the intranet to all users. On the 22^nd August 2008 the policy was highlighted in the Routine Notice. When the quarterly bill is sent out we will highlight the policy again in Routine Notice.	Completed	N/A	29/09/2008
2.6	The use of the asterisk facility to assist in identifying all personal calls should be promoted for adoption by all users and included in the Service Order.	2		Senior ICT Technical Administrator	Director of Corporate Services	This is currently stated on the mobile bill return sheet. It has now also been added as a recommendation on the mobile device policy.	Completed	N/A	29/09/2008
2.8	We recommend that the policy document includes guidance relating to the making of personal calls whilst overseas. Furthermore, to ensure better value for money, alternative cost effective methods should be considered.	3		Senior ICT Technical Administrator	Director of Corporate Services	As of 22^nd August 2008 a published policy to all HFRS users now includes a paragraph on mobile device use abroad. It also includes alternative methods such as using a phone card.	Completed	N/A	29/09/2008
2.10	We recommend that the policy document includes clarification on the use of HFRS mobile devices whilst on holiday.	2		Senior ICT Technical Administrator	Director of Corporate Services	As of 22^nd August 2008 a published policy to all HFRS users now includes a paragraph on mobile device use abroad. It is stated that users must obtain line managers written authorisation prior to taking a device abroad.	Completed	N/A	29/09/2008
2.4	We recommend that an email reminder is sent to users where phone bill returns are not received by Information Services within one month. Reminders should request a reply within five working days and state that unless this deadline is met, the matter will be referred to the appropriate line manager.	3		Senior ICT Technical Administrator	Director of Corporate Services	A meeting was held with the ICT manager and have agreed a process for `chasing' up non returned mobile phone bills. I will write up the discussed process which will be available to IS staff. Additionally the policy includes a paragraph on non returned bills and consequences.	29/09/2008	24/10/2008	14/11/2008
2.12	The current arrangements of HFRS meeting the costs of the Princes' Trust mobile phone equipment and bills should be investigated and the outcome reported to Audit Services.	2		Senior ICT Technical Administrator	Director of Corporate Services	Agreed.	Quarter 2 2008/09	24/10/2008	14/11/2008
Human Resources 2008/09
3.9	We recommend that care should be taken to ensure that copy test data is securely held to complete the audit trail.	1		Human Resources Department	Director of Human Resources	All candidate information for recruitment purposes including test papers are kept securely in the Human Resources recruitment cupboard or on the secure `I' drive. All records are destroyed after 12 months for unsuccessful candidates.	N/A	N/A	08/01/2009
3.10	We recommend that evidence of references should be held on the personal files in the Human Resources department to ensure they have been obtained before appointment.	2		Human Resources Department	Director of Human Resources	This is our current procedure for new appointees, but we do not request additional references for existing employees undertaking a secondary role or for re-engagement purposes, which relates to the four cases in question with no information.	N/A	N/A	08/01/2009
3.12	We recommend that sufficient evidence of a Criminal Records Bureau (CRB) check in respect of the post identified in the report should be held on file, with indication that the employee did not start work until all elements of the check were received and assessed.	2		Human Resources Department	Director of Human Resources	The CRB forms are kept separately to ensure that full confidentiality is maintained and these documents are required to be destroyed after six months. SAP is updated to confirm that the check has been completed.	N/A	N/A	08/01/2009
3.11	We recommend that evidence of qualifications and rights to work should be held on the Human Resources personal files to ensure entitlement to employment is assured.	2		Human Resources Officer (Workforce Planning)	Director of Human Resources	This is our current procedure for new starters, not secondary contracts or re-engagements which were included in the sample. A reminder will be issued to team members.	March 2009	03/02/2009	24/02/2009
3.8	We recommend that the unique reference number afforded to all vacant posts should be recorded on all supporting documentation throughout the recruitment process in order to provide an adequate audit information trail.	1		Human Resources Manager (Workforce Support and planning)	Director of Human Resources	As part of our revised procedures this aspect will be incorporated.	June 2009	06/03/2009	06/03/2009
3.17	We recommend that all contracts of employment should be sent out prior to the commencement of employment in order to ensure contract terms and conditions are understood and agreed.	2		Human Resources Manager (Workforce Support)	Director of Human Resources	The contract issuing process has improved and a new process is being initiated currently to speed up the issue process.	Ongoing	03/02/2009	06/03/2009
3.18	We recommend that all contracts of employment should be signed and dated to confirm agreement with contractual terms and conditions of employment.	2		Human Resources Manager (Workforce Support)	Director of Human Resources	Following our previous discussions on this issue I can confirm this is our aim, and Workforce Support do chase employees for their signed copies. If, on rare occasions this does not materialise, HFRS are content that execution of contractual duties implies acceptance of Terms and Conditions.	Ongoing	03/02/2009	06/03/2009
IT Strategy and Management 2008/09
3.16	Service Management documentation and standards should use a similar convention for review, format and approval as the security related documentation which complies with ISO 27001. All documentation should be reviewed on a regular basis to ensure that it is up-to-date and accurate.	2		Information Services Manager	Director of Corporate Services	Agreed. Documents requiring periodic revision will be added to the revision schedule managed by Information Services Administration Team.	December 2008	27/01/2009	27/01/2009
3.22	We recommend that all job descriptions are reviewed to ensure that they are up-to-date and that an annual review is undertaken to update job descriptions and the review dates are adhered to.	1		Information Services Manager	Director of Corporate Services	Agreed. A check that job descriptions have been reviewed will be added to the revision schedule managed by Information Services Administration Team.	December 2008	27/01/2009	27/01/2009
3.23	We recommend that section 4 relating to Computer in of the Termination of Employment - leaver checklist is reviewed to specifically state the action required to restrict access to users IT accounts and to whom details should be sent.	1		Information Services Manager	Director of Corporate Services	Agreed.	December 2008	27/01/2009	27/01/2009
3.23	We recommend that managers should be reminded to complete the section in the Termination of employment - leaver checklist, where action has been taken to evidence this.	1		Information Services Manager	Director of Corporate Services	Agreed - this issue will be referred to Human Resources.	December 2008	27/01/2009	27/01/2009
3.24	We recommend that the Information Services Manager ensures that all six monthly Personal Development Reviews have been completed for new staff.	1		Information Services Manager	Director of Corporate Services	Agreed.	December 2008	27/01/2009	27/01/2009
SAP Creditors 2008/09
3.12	Delivery notes should be obtained and retained for all purchases of goods	1		IS Admin Team and Central & Support Services Manager	Director of Corporate Services	Agreed.	December 2008	27/01/2009	27/01/2009
3.13	All delivery notes should be signed to provide evidence that goods had been properly received.	1		IS Admin Team and Central & Support Services Manager	Director of Corporate Services	Agreed.	December 2008	27/01/2009	27/01/2009
3.15	Departmental administrators should initial or sign credit notes to provide evidence that they have matched these documents with invoices and have carried checks, for example, arithmetical accuracy on credit notes.	1		Financial Services Officer	Head of Financial and Office Services	Agreed, an e-mail / routine notice will be sent out reminding administrators to do this.	December 2008	27/01/2009	27/01/2009
3.19	A timetable should be prepared for the preparation and distribution of Late Payment Reports and the Annual Expenditure Report, and these reports be generated in accordance with this.	1		Financial Services Officer	Head of Financial and Office Services	Late Payment Report - It will be written into our procedures that this will be done within 4 weeks of the end of the quarter. Annual Expenditure Report will be done upon request so see no need for a timetable for this	December 2008	27/01/2009	27/01/2009
Community Fire Safety 2008/09
3.3	Service Orders for Community Safety should be reviewed and updated where necessary.	2		Group Managers Community Safety	Director of Service Delivery	Community Safety Service Orders will be reviewed and monitored in accordance with all other Service Orders. It will be maintained centrally by Central Services and managed by Group Managers - Community Safety Technical Development.	01/12/2008	02/01/2009	04/01/2009
St Mary's Fire Station 2008/09
3.5	Consideration could be given to lowering the imprest level for the station to £150	1		N/A	N/A	Current level of imprest required for periods of high usage of the account when carrying out Community Safety events etc. Recommend no change.	N/A	N/A	N/A
3.6	We recommend that in line with service order SO/2/12 copies of reconciliations and bank statements are retained at the station.	1		N/A	N/A	The Service Order is to be amended and there will be no requirement for a copy of these documents to be held at station.	N/A	N/A	N/A
3.7	Claims should be made frequently enough to ensure that the account does not go overdrawn	1		Station Administrator	Director of Service Delivery	Station Administrator will complete claims on a regular basis to ensure the account is not overdrawn.	January 2009	03/02/2009	03/02/2009
3.13	We recommend that TOIL should not exceed 30 hours.	2		N/A	Director of Service Delivery	This is already service policy.	N/A	N/A	N/A
3.25	The whereabouts of the missing item should be investigated and the inventory amended to reflect any further information.	2		Station Manager	Director of Service Delivery	Station manager to investigate and report.	March 2009	02/03/2009	02/03/2009
Procurement 2008/09
3.12	We recommend that care should be taken to ensure that any changes in quotations, or resolution of queries on contract files, should be made sufficiently clear on file to ensure that an adequate audit trail is maintained.	2		Fleet Manager	Director of Strategic Projects and Specialist Response	Agreed, more care will be made when documenting changes to specifications on orders as build issues develop through the manufacturing stages of new vehicles.	November 2008	02/02/2009	04/02/2009
Fuel Issues 2008/09
3.3	A procedure should be drawn up for the issue and receipt of fuel covering completion of records, management checks and fuel stock control.	3		Fleet Manager	Director of Strategic Projects and Specialist Response	Agreed A procedure will be drawn up and published as a medium term solution. Investigations relating to the procurement of a dedicated fuel management system will continue in order to provide a long term solution.	01/01/2009	03/02/2009	04/02/2009
3.4	Formal procedures should be produced to ensure staff know how to manage discrepancies, documenting what amounts can be written off and when discrepancies should be escalated to senior management (e.g. a report to central management detailing investigations / resolutions and future preventative measures).	3		Fleet Manager	Director of Strategic Projects and Specialist Response	Agreed A procedure for checking and managing discrepancies will be introduced. Policy for investigating discrepancies and writing off amounts will be agreed and published.	01/01/2009	03/02/2009	04/02/2009
3.5	The system of management of fuel stock should be reviewed, with consideration being given to improving the accuracy in measuring fuel and management information in particular.	3		Fleet Manager	Director of Strategic Projects and Specialist Response	Agreed. Fuel Management system to be long term solution as described in 3.3.	01/01/2009	03/02/2009	04/02/2009
3.6	Once procedures are in place, staff involved should be reminded of the need to ensure regular reconciliations of stock held to stock records are undertaken.	2		Fleet Manager	Director of Strategic Projects and Specialist Response	Agreed - As per 3.4.	01/01/2009	03/02/2009	04/02/2009
3.7	We recommend that local management regularly review fuel records and investigate any material discrepancies in fuel stocks and records. Any action taken should be recorded.	2		Fleet Manager	Director of Strategic Projects and Specialist Response	Agreed - As per 3.4.	01/01/2009	03/02/2009	04/02/2009
3.10	We recommend that staff are reminded that receipts for all fuel card purchases should be sent to the appropriate administrator in a timely manner.	2		Fleet Administrator	Director of Strategic Projects and Specialist Response	Agreed. Policy will be `refreshed' and reminders relating to correct procedure will be regularly posted in Routine Notice etc.	01/01/2009	03/02/2009	04/02/2009
Procurement - Corporate procurement Cards
3.15	We recommend that on the next revision of Guidance Notes/Service orders, appropriate, consideration should be given to incorporating the following areas: · Issue of new cards following expiry · The need to stipulate that records may be subject to Internal Audit verification.	1		Financial Services Officer.	Head of Financial and Office Services	Added to Cardholder/Authoriser procedures.	Immediate	N/A	06/03/2009
3.19	We recommend that there is a need to ensure that the control/checklist file maintained by the system manager is up to date at all times, to assist in independent verification of system usage.	2		Financial Services Officer.	Head of Financial and Office Services	This will be kept up to date.	Immediate	N/A	06/03/2009

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