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Checklist for the Code of Corporate Governance document sample
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FINANCIAL MANAGEMENT COMPLIANCE CHECKLIST - for Program Managers
Assessment of Level of Compliance
Ref Control Activity/Process Evidence / Process for Compliance Area and Person Responsible
(0)=Nil; (1)=Minor; (2)=Substantial; (3)=Full
RESPONSIBILITY
Relevant aspects of the DECS Strategic Plan/Business
Plans/Performance Statements cover applicable legislation
1 (e.g. Acts, TI's etc) Cabinet/ERBCC requirements, SA
Government/Departmental policies and other external
Australian standards (e.g. Compliance Standard, Risk
management Standards and Corporate Governance Standard).
Compliance with the applicable legislation (as above) is
2
monitored and non-compliance is reported.
A compliance culture exists. The culture fostered by
3 management is consistent with DECS values, strategies,
governance and ethical and community standards.
4 Adequate processes have been established within in the
section/unit/branch/business unit to prevent and control fraud.
Effective processes are in place to detect departures from
5 internal control policies and procedures and enable decisive
and prompt action to be been taken to deal with deviations.
Internal control processes and systems are reviewed annually
6 to address shortcomings and avoid any repeat non-
compliances.
A senior officer has been assigned responsibility for aspects of
7 the financial management compliance program relevant to the
section/unit/branch/business unit.
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FINANCIAL MANAGEMENT COMPLIANCE CHECKLIST - for Program Managers
Assessment of Level of Compliance
Ref Control Activity/Process Evidence / Process for Compliance Area and Person Responsible
(0)=Nil; (1)=Minor; (2)=Substantial; (3)=Full
RESOURCES
8 Resources are appropriately allocated to achieve the
section/unit/branch/business unit objectives.
Systems/processes that allow timely communication of
accurate information to relevant parties (e.g. Sites, other State
9
Public Sector Agencies, the Commonwealth etc.) are
maintained.
Personnel have the appropriate qualifications, skills and
knowledge to undertake their responsibilities effectively. Where
10
skills gaps are noted staff are offered appropriate training to
address.
11 All personnel are aware of acceptable behaviour and actions as
outlined in the Office of Public Employment's Code of Conduct.
Breaches of the code of conduct/ethical guidelines are
monitored and instances of non compliance are reported in
12 accordance with Departmental policies (e.g. DECS Fraud
Control Policy, DECS Fraud Control Framework, Whistle
Blower Policy) and the Code of Conduct.
RISK
As outlined in the DECS Risk Management Policy and Risk
Management Framework, risk is managed by identifying,
13
analysing, evaluating and treating material risks. All material
risk are continually monitored and reviewed.
INFORMATION
Records are maintained that demonstrate compliance with
14
applicable legislation (refer qu.1)
Generally contracts are in writing and clarify requirements such
15 as contract deliverables, price, performance standards,
confidentiality and intellectual property. All contract should be
clearly articulated and understood by personnel.
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FINANCIAL MANAGEMENT COMPLIANCE CHECKLIST - for Program Managers
Assessment of Level of Compliance
Ref Control Activity/Process Evidence / Process for Compliance Area and Person Responsible
(0)=Nil; (1)=Minor; (2)=Substantial; (3)=Full
16 Processes exist to maintain all contracts are up to date and to
assist DECS/relevant staff with ongoing contract management.
Adequate records are maintained (e.g. contract register) to
demonstrate compliance with contract terms and facilitate
17 ongoing contract management consistent with the "DECS
Accredited Purchasing Unit Instructions for Managing
Contracts"
PLANS
Budget and business unit plans are in accordance with the
18
DECS' strategic plan.
GENERAL
Appropriate segregation of duties have been implemented and
19
complies within areas of conflicting responsibility
Delegation of authority are in place and reviewed at least
20
annually.
21
Breaches of financial delegation are detected and addressed.
A methodology / process exists to ensure projects are
22
managed and delivered efficiently and effectively.
23 The accounting records correctly and accurately record the
financial position / performance of your area of responsibility.
Reconciliations are performed on a regular basis, e.g. general
ledger to subsidiary systems, source documents etc. Ensure
24
movements and reconciling items are appropriately explained
and actioned.
Processes exist that ensure that all transactions are
25
appropriately coded for tax purposes
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FINANCIAL MANAGEMENT COMPLIANCE CHECKLIST - for Program Managers
Assessment of Level of Compliance
Ref Control Activity/Process Evidence / Process for Compliance Area and Person Responsible
(0)=Nil; (1)=Minor; (2)=Substantial; (3)=Full
EXPENDITURE
All goods / services ordered or purchased are in accordance
with applicable policies, legislation, regulations, Treasurer's
Instruction, DECS' delegation of authority, DECS' contracts
26
and/or whole of government contracts. (e.g. Entertainment
policy, Procurement Framework, Purchase / Credit Card policy
etc.)
Only goods and / or services ordered that meet appropriate
27
specifications or business requirements are accepted.
All goods and / or services ordered and received are
28 completely and accurately signed off and submitted for
processing on a timely basis
Goods ordered but not received or contracted services not
29
provided are investigated and actioned on a timely basis
Mechanisms to prevent the unauthorised use of purchase
30 orders, purchase / credit cards, cabcharge vouchers etc. exist
and are maintained.
PAYROLL
Bona fide reports exist and are regularly reviewed / checked,
31
and discrepancies actioned.
INCOME
Policies and procedures exist for raising invoices and credit
32
notes and are reviewed regularly.
Request for raising invoices are in accordance with Treasurer's
33 Instructions, accounting standards, DECS delegation of
authority, DECS contracts and service level agreements etc.
Processes are in place to ensure that requests for invoice are
34 actioned and recorded in a timely manner (i.e. reflected in the
monthly Project Reports).
Processes / mechanisms exists to review performance against
35
contracts, service level agreements etc.
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FINANCIAL MANAGEMENT COMPLIANCE CHECKLIST - for Program Managers
Assessment of Level of Compliance
Ref Control Activity/Process Evidence / Process for Compliance Area and Person Responsible
(0)=Nil; (1)=Minor; (2)=Substantial; (3)=Full
efe2f4c1-e570-49e7-88f5-b46fe426f299.xls 5 of 9 1/5/2011/ 9:10 AM
FINANCIAL MANAGEMENT COMPLIANCE CHECKLIST - for Program Managers
Assessment of Level of Compliance
Ref Control Activity/Process Evidence / Process for Compliance Area and Person Responsible
(0)=Nil; (1)=Minor; (2)=Substantial; (3)=Full
GRANTS
Responsibility and accountability is assigned to appropriate
36
officers for all grant activities.
Approval of grant expenditure is in accordance with the
37
delegation of authority.
Authorising officer for grant expenditure verifies the legitimacy
38
of the grant expenditure in particular, where this officer is
different to the officer responsible for grant administration.
Grant funding is used in accordance with the grant's purpose
39
as specified in the grant / funding agreement.
On completion of the grant, the recipient provides an acquittal
to the provider (e.g. Commonwealth) as assurance that funds
40
have been spent for their intended purpose in accordance with
the grant / funding agreement.
41 A grant budget is prepared to ensure accountability of the grant
funding and to ensure objectives of the grant program are met.
A process is in place to ensure that grant funding is only used
42
to fulfil grant requirements.
Grant reporting is undertaken in accordance with the grant
43
funding agreement.
Grant reporting reflects the funding agreement (e.g. whether
44 quarterly, six monthly; each reporting period; or the end of the
grant) as part of the acquittal process.
ASSETS
Intangible assets (something of value which cannot be
physically touched e.g. intellectual property, patent etc) are
45
protected by intellectual property rights and are completely and
accurately recorded.
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FINANCIAL MANAGEMENT COMPLIANCE CHECKLIST - for Program Managers
Assessment of Level of Compliance
Ref Control Activity/Process Evidence / Process for Compliance Area and Person Responsible
(0)=Nil; (1)=Minor; (2)=Substantial; (3)=Full
All relevant assets and minor equipment are protected from
46 unauthorised use / removal, and against physical deterioration
or destruction.
LIABILITIES
Leave taken is certified by an appropriate senior officer and
47
reconciled to payroll records (e.g. Bonafides).
Obligations / commitments entered into are in line with the
48 DECS' strategic and capital plan; in accordance with applicable
legislation.
FINANCIAL MANAGEMENT REPORTING
Budget reports are prepared on a timely basis to enable
49
monitoring performance against budget.
MONITORING
Internal reporting mechanisms exist that allow the executives to
50 measure the performance and make effective decisions on a
timely basis.
51 A process of monitoring expenditure against budget exists (e.g.
through monthly management reports), including meaningful
explanations for material variances and correction of anomalies.
All budget adjustments are approved in line with DECS
52
Business Rules for Budget Management and Control.
Risk assessment and management plans are prepared and
53
regularly monitored and reviewed.
INFORMATION AND COMMUNICATION SYSTEMS
54 Passwords are kept confidential and used for proper and
authorised activities only.
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FINANCIAL MANAGEMENT COMPLIANCE CHECKLIST - for Program Managers
Assessment of Level of Compliance
Ref Control Activity/Process Evidence / Process for Compliance Area and Person Responsible
(0)=Nil; (1)=Minor; (2)=Substantial; (3)=Full
OTHER CONTROL ACTIVITIES / PROCESSES - (Please list
below any other control activities undertaken in your area that
are not covered in this Checklist)
Completion Certification:
Name of Officer completing this Checklist: Contact phone number:
Name of Director / Assistant Director: Contact phone number:
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INSTRUCTIONS FOR COMPLETION OF CHECKLIST
The attached checklist consists of the following columns:
Column 1: Control Activity/Process - details the control activity to be assessed. It has been pre-populated and does not require any input.
Column 2: Assessment of Level of Compliance - In this column, please make an assessment of level of current compliance and denote by recording the
relevant number.
Column 3: Evidence / Process for Compliance - In this column, please provide details of the types of processes/policies/systems that are in place and
demonstrate the control / compliance.
Column 4: Area and Person Responsible - Indicate the Area and Responsible officer for the related control activity/process.
Please find below an example of a completed section of the checklist:
Assessment of Level of Compliance
(0)=Nil; (1)=Minor; (2)=Substantial; Area and Person
Ref Control Activity/Process (3)=Full Evidence / Process for Compliance Responsible
All staff have been issued a copy of the
11 All personnel are aware of 2 Code of Conduct. Existing staff have
acceptable behaviour and actions undergone Code of Conduct training
as outlined in the Office of Public conducted in previous years. New Mail Services, Joe Blogs,
Employment's Code of Conduct. employees have yet to undergo training. Manager
The completed checklist should be sent by email directly to Bea Kobayashi, kobayashi.bea@saugov.sa.gov.au, telephone 82261375, as soon as
possible, but not later than 6 May 2009.
Upon finalising the checklist, please ensure that the Completion Certification has been updated with the details of the completing officer and the relevant
Director and/or Assistant Director.
If there are problems completing the checklist, please contact any member of the FMCP Reference Group below:
Bea Kobayashi 822 61375 Jasmine Sinodinos 822 62295
Keka Barua 822 62294 Chris Williams 822 61381
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