Senqu Municipality Clean Audit best Practice
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1 Senqu Municipality Clean Audit best Practice
2 BACKGROUND Senqu Municipality is a semi rural Municipality situated in the Joe Gqabi District of the Eastern Cape. The Municipality has a total population of people. The municipality constitute of the following towns: Rossouw, Rhodes, Barkly East, Sterkspruit and Lady Grey where the seat of the council is situated
3 BACKGROUND CONTINUES Before achieving this Clean Audit, the municipality had a record of 5 Unqualified Audit opinions This achievement of a CLEAN AUDIT came as a process and not an event The municipality had a lot of changes to make and systems to adjust in order to achieve this objective.
4 BACKGROUND CONTINUES A Clean Audit was only possible when it was made a key Organisational Objective with Council and the Accounting Officer setting the tone at the top. A Conducive Municipal Environment with the following minimum norms must exists to ensure the achievement of a Clean Audit
5 Conducive Municipal Environment Proper Oversight Function performed by Municipal Councils The Accounting Officer must ensure that each Director is held responsible for different responsibilities assigned to them Creating a Deadline Orientated Culture with consideration given for effective corrective action and accountability
6 Conducive Municipal Environment Clear and Effective Interdepartmental Communication must exists Effective and uniform Document management and Filling Systems Adherence to Good Financial Management Principles and effective Internal Controls Effective Monitoring and Reporting Functions Compliance with applicable laws and regulations.
7 OPCAR The Operation Clean Audit Report is of Great Importance. A tool to address All issues raised in Audit Report and Management Report from AG. Also ensure that issues raised in previous years reports is addressed sufficiently This was backed up by evidence that passed internal audit tests
8 Key Technical Performance Issues Annual controls Develop pre-determined objectives that are SMART (specific, measurable, achievable, realistic and time-bound) Audit committee and internal audit to monitor the Strategic and Annual Performance Plans and make comments on progress. Systems to be developed to report achievement against predetermined objectives on a monthly basis. This involves aligning the performance reporting systems to extract the required information from the financial reporting systems. Audit committee and internal audit to review final report of performance against pre-determined objectives together with financial information prior to submission to MM/Mayor.
9 Key Technical Performance Issues Quarterly Controls Quarterly performance and financial reports are prepared against predetermined objectives and approved by the MM before they are submitted to the Mayor. Audit committee and internal audit to review the actual performance against pre-determined objectives and financial information on a quarterly basis and should submit their reports thereon to MM/Mayor for further action. Council to ensure that the corrective measures recommended by the audit committee are implemented.
10 Key Technical Performance Issues Monthly controls Record management of supporting documentation relating to predetermined objectives and financial information. Monthly financial and performance reporting to MM by programme leaders on predetermined objectives
11 Key Issues for Performance & Finance Principles to Adhere to: Timelines (Daily, Weekly, Monthly) Accuracy Separation of Duties ( Prepare, Review and Approve) Sufficient Supporting Evidence that can be produced Preparation of Audit File.
12 Key PAF Issues (Finance & Other) Everything needed by the AG must be in the Preparation of Audit File (PAF) PAF deals with the detail substantiation of information between different sources. OPCAR is the monitoring tool relating to correct previous years findings and is forming an important part of the PAF
13 Documents in the PAF Documents from the Administration Documents from the Budget Division Documents from Compliance & Performance Documents from Finance Documents from Corporate Documents from the Internal Audit
14 Administration Docs Addresses of all units of operations Contacts of key staff Any changes that presents a difference from the previous year
15 Docs from the Budget Division Approved SDBIP ( current & previous year) Adjustment Budget Approved Budget Budget Reports
16 Docs from Compliance & Performance New legislation Details of Legal council List of investigation & criminal behaviour Appoved IDP IDP & Budget Preparation Schedule Performance scorecards & Agreements Risk Assessment
17 Documents from Finance Current and previous years AFS Investments register Listing of funds received Finance related policies Accounting policy Accounting system Details ( any changes) Accounting business processes Other Registers
18 Documents from Corporate Minutes of all political & admin structures Council Executive Committee SCM Evaluation & Adjudication HR policies Organogram (incl vacant positions) Details of all Council members
19 Documents from the Internal Audit Audit Committee Minutes Audit Committee Members Internal Audit Committee Charter Internal Audit Plan List of and Internal Audit Reports Internal Audit Team
20 Finance Accounting Schedules & Docs Accumulated Surplus (Reconciled) Grants register Register of all Grants (eg: MSIG, MIG, ES, MFMG..) Reserves Schedules (cash backed!) Capital Replacement Reserve All related Journals and Reconciliations
21 Liabilities & Provisions Loans Register Loans Repayment Schedules Any other Loan Agreements Lease & Finance contracts & calculations Landfill sites ( lifespan cost & provision) Consultant - Qualifications and Valuations
22 Employee Costs Analysis Post Retirement Benefits Long Service Awards Bonusses & Performance Bonusses Leave Provisions Reconciliations Current portions Compensation Commissioner S57 & Councilor remuneration Schedules
23 Debtors Creditors - Taxes Balanced deposits register Connections & Disconnections Register List of Creditors Also list of Debtors with Credit balances VAT Recon (EMP201 s) EMP 501 (Submitted to SARS) Registration Document
24 Assets & PPE Asset register Additions Disposals & council resolutions thereto Depreciation Residual Values Useful lives review & condition assessment Capital projects Infrastructure unbundling Electrical Infrastructure unbundling Restated Assets Recon
25 Land held for sale Assets & PPE Auction (notice & resolution) Investment Property Register Valuers movements & journals Intangible Assets Schedules of additions & disposals
26 Cash & Valuation Roll Monthly Bank Reconciliations Bank Statements Any Cash Advances Valuation Roll Property Tax Recon Valuations by Type Tax Clearances Advert & Notices
27 Service Charges & Income Approved Tariff Structure NERSA letter of approved tariffs Electricity losses Notice of advert (date of tariff application) Fines (Reconciliation) Agency services income (SLA & reports) Rental Charges (registers) Any other Income
28 Expenses General Expenses Backed up by vouchers duly authorized Audit fees (schedule) Notes to AFS (Detail) SCM declarations, wasteful & unauthorized & Irregular expenditures Third party transactions, minor breaches Contingent liabilities
29 PAF Dependent on the following Stable political and administrative municipal environments Accountable administration with appropriate & reliable accounting systems. Thorough planning and monitoring of activities AG & other critical relationship value adds. Year end, AFS & annual report preparation plan. Financially sustainable to deliver services. Employ credible consultants where necessary
30 CONCLUSION IT CAN BE DONE!
31 KEY PRINCIPAL PLAYERS Mayor: Cllr N Mtyali Municipal Manager: Mr. MM Yawa Directors :Mrs. P Bushula Mr. CR Venter Mr. R Crozier Mrs. L Gologolo Mr. Wonga
32
33 THANK YOU!!!
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