Summary of IA reports complete
Renfrewshire Council · 20 January 2025
Back to Audit, Risk and Scrutiny Board — 20 January 2025 and its agenda
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___________________________________________________________________ To: Audit, Risk and Scrutiny Board On: 20 January 2025 ___________________________________________________________________ Report by: Chief Auditor ___________________________________________________________________ Heading: Summary of Internal Audit Reports for period 1 October to 31 December 2024 ___________________________________________________________________ 1. Summary 1.1 In line with the Public Sector Internal Audit Standards, Internal Audit must communicate the results of each engagement to the Board. To comply with this requirement, Internal Audit submits regular reports on the findings and conclusions of audit engagements to the Audit, Risk and Scrutiny Board. 1.2 Appendix 1 provides details of audit engagements completed during the period 1 October to 31 December 2024 with the overall assurance rating and the number of recommendations in each risk category. The committee summary for each report is also attached. For each audit assignment where recommendations have been made, the relevant managers have put action plans in place to address the issues raised. 1.3 In addition to the reports listed in the Appendix, Internal Audit has an ongoing commitment to: • A range of corporate and service initiatives; • Progressing of information security matters in partnership with ICT and Legal Services; • The regular provision of advice to departmental officers; • The provision of internal audit services to the associated bodies for which Renfrewshire Council is the lead authority and to OneRen and Renfrewshire Health and Social Care Integrated Joint Board;
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• Co-ordination of the Council’s corporate risk management activity; • Management of the counter fraud team; • Management of the risk management and insurance team. ___________________________________________________________________ 2. Recommendations 2.1 Members are invited to consider and note the Summary of Internal Audit Reports finalised during the period from 1 October to 31 December 2024. ___________________________________________________________________ Implications of the Report 1. Financial - None 2. HR & Organisational Development - None 3. Community Planning – Safer and Stronger - effective internal audit is an important element of good corporate governance. 4. Legal - None 5. Property/Assets - None 6. Information Technology - None 7. Equality & Human Rights – None 8. Health & Safety – None 9. Procurement - None 10. Risk - The summary reported relates to the delivery of the risk-based internal audit plan. 11. Privacy Impact – None 12. COSLA Implications – None 13. Climate Risk – None 14. Children’s Rights - None ________________________________________________________________ Author: Karen Campbell, Interim Chief Auditor– 07768354651
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Appendix 1 Renfrewshire Council Internal Audit Service Update for Audit, Risk and Scrutiny Board Final Audit Reports issued from 1 October – 31 December 2024 Category Service Engagement Assurance Rating Recommendation Ratings Critical Important Good Practice Service Improvement Assurance Environment, Housing & Infrastructure Housing Assurance Statement Substantial 0 0 0 0 Management of Allergens in Schools Limited 3 1 0 1 Children’s Services Unpaid Work Procedures Reasonable 0 1 2 0 Governance Finance & Resources Recruitment Processes Reasonable 0 0 2 1 Note – No assurance rating can be given in respect of investigation assignments Assurance Level Substantial Assurance • There is a sound system of internal control designed to achieve the objectives of the area being reviewed. • The control processes tested are being consistently applied. Reasonable Assurance • The internal control processes are generally satisfactory with some areas of weakness being identified that could put some objectives of the area being reviewed at risk. • There is evidence that the level of non-compliance with some of the control processes may put some of the objectives of the area being reviewed at risk. Limited Assurance • Weaknesses in the system of internal controls are such as to put the objectives of the area being reviewed at risk.
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• The level of non-compliance puts the objectives of the area being reviewed at risk. No Assurance • Control processes are generally weak with significant risk to the achievement of the objectives of the area being reviewed. • Significant non-compliance with control processes leaves the processes/systems open to error or abuse. Recommendation Rating Service Improvement Implementation will improve the efficiency / housekeeping of the area under review. Good Practice Implementation will contribute to the general effectiveness of control. Important Implementation will raise the level of assurance provided by the control system to acceptable levels. Critical Addresses a significant risk, impacting on the objectives of the area under review.
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Internal Audit Report Finance & Resources Recruitment (B008/2024/001) Date: November 2024 COMMITTEE SUMMARY Audit Objectives The objectives of the review were to:- a) Ensure that the recruitment processes are efficient, specifically in relation to:- • Notification to the preferred candidate. • Vetting and pre-employment checks. • Notification to the service to negotiate a start date. • Official notification of start date/ offer of employment. • Appointment within 5 weeks of being notified as the preferred candidate. • Issue of contracts b) Confirm that each stage in the process is completed within a reasonable timescale where there is an exchange of information between service departments and the candidate and there is adequate follow up for each stage in the process. c) Evaluate the arrangements in place for monitoring and oversight of the recruitment processes including KPIs and reporting to management. Audit Scope 1. Interviewed the relevant officers to obtain the required information and documentation relating to recruitment processes. 2. Prepared and carried out a series of tests on appropriate sample groups to meet the detailed audit objectives. Key Audit Assurances 1. The stages in the recruitment process under review have been amended in recent months to ensure that each stage is as efficient as possible. 2. Each stage in the process is generally completed within the target timescales and where required, the recruitment team follow up any issues that arise. Key Audit Risks The auditor did not identify any key risks in the course of the audit review. Overall Audit Opinion Audit testing in the areas of the recruitment process under review noted that generally target timescales were met for each part of the process and that where targets had not been met, these were followed up through management checking processes. It was also noted that although there are good monitoring and oversight arrangements in place, these could be improved by establishing Key Performance Indicators that could be reported at a higher level than the current processes dictate. The auditor has therefore provided a reasonable level of assurance in relation to the area reviewed.
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Internal Audit Report Finance & Resources Recruitment (B008/2024/001) Date: November 2024 Management Commentary N/A as no key risks identified.
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Internal Audit Report Environment, Housing & Infrastructure Housing Assurance Statement (A0116/2025/001) Date: October 2024 COMMITTEE SUMMARY Audit Objectives The objectives of the audit were as follows: 1. Environment, Housing and Infrastructure are complying with the requirements of the Annual Assurance Statement to the Scottish Housing Regulator. 2. There is sufficient evidence held by the Service to demonstrate compliance with the requirements of the Annual Assurance Statement. Audit Scope 1. Reviewed the Annual Assurance Statement to the Scottish Housing Regulator and through sample testing, ensured that appropriate evidence was held to confirm that Environment, Housing and Infrastructure are complying with the requirements of the Annual Assurance Statement. 2. Ensured that appropriate evidence was available to support a sample of performance indicators and management information outlined in the Social Housing Charter submitted to the Scottish Housing Regulator. Key Audit Assurances 1. Satisfactory evidence was available to demonstrate that Environment, Housing & Infrastructure are complying with the requirements of the Annual Assurance Statement. 2. For the sample of outcomes tested, satisfactory evidence was available to support the actual outturns reported in the Social Housing Charter. Key Audit Risks There were no key risks identified during the audit. Overall Audit Opinion Based on a sample check of the evidence used to demonstrate compliance, we would confirm that the Council complies with the requirements of the Housing Assurance Statement. Management Commentary N/A as no key risks were identified.
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Internal Audit Report Environment, Housing & Infrastructure Housing Assurance Statement (A0116/2025/001) Date: October 2024
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Internal Audit Report ENVIRONMENT, HOUSING & INFRASTRUCTURE Management of Allergens in Schools (A0023/2025/001) Date: October 2024 COMMITTEE SUMMARY Audit Objectives This audit was undertaken in relation to Environment, Housing & Infrastructure (EH&I) staff being informed of pupils with allergies. The objectives of the audit were to ensure that:- a) There are adequate processes in place to enable parents/guardians to inform schools of pupil allergens and which facilitate the sharing of this information with all appropriate parties including all staff within catering units. b) There are easily accessible written procedures in place for the management of allergens in school catering units including ensuring that these reflect the legislative requirements where applicable. c) All relevant staff have received appropriate training regarding allergens and implementation of the documented procedures. d) There is evidence available to support that the recorded procedures are being followed in line with the laid down guidance. Audit Scope 1. Interviewed the relevant officers and ascertained the procedures in place for the management of allergens in schools. 2. Prepared a series of tests to meet the detailed audit objectives and selected a sample from pupil information from 4 schools. Key Audit Assurances 1. There are adequate processes in place to allow parents and guardians to inform schools of pupils’ food allergies and to communicate these to the relevant parties involved. 2. The necessary legislative requirements are being met in school catering units. Key Audit Risks 1. Relevant staff within Environment, Housing & Infrastructure may not be aware of the risks involved and importance of managing food allergens if they have not completed or received adequate training in this area. 2. Pupils are at risk of receiving allergens if their records are incomplete and bespoke menus are not approved by parents or guardians when requested. Overall Audit Opinion Although there are procedures and guidelines available regarding food allergies and food safety, improvements could be made regarding implementation of these. Furthermore,
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Internal Audit Report ENVIRONMENT, HOUSING & INFRASTRUCTURE Management of Allergens in Schools (A0023/2025/001) Date: October 2024 the uptake of training relating to food allergies and food safety is unsatisfactory among Facilities Officers in catering roles. Recommendations have been made within the report to increase the assurance in this area. For these reasons, the level of assurance provided by the auditor was found to be limited. Management Commentary All actions highlighted within the audit have now been completed. Soft FM have now made the relevant training courses mandatory for our staff involved in the catering process and completion rates will be monitored by Management. This will be updated annually between August and October. We have also worked with Finance And Resources management responsible for school administration, to strengthen the process for recording pupil allergens and approving bespoke menus. This action has also been completed.
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Internal Audit Report Children’s Services Unpaid Work Procedures (A0095 2024 001) Date: November 2024 COMMITTEE SUMMARY Audit Objectives The objectives of the review were to ensure that: a) Adequate documented procedures are in place to govern the administration of community service orders and these reflect the legislative requirements where appropriate. b) Arrangements are in place to verify that all individuals subject to a community service order are identified and allocated to an appropriate case worker. c) Community service order tasks commence timeously. d) Arrangements are in place to monitor and evidence the compliance with the community service order. e) The appropriate action is taken where there is evidence of non-compliance with the order. f) On completion of the community service orders the appropriate parties are notified. Audit Scope 1. Interviewed the appropriate officers and examined the documented procedures to ascertain the system in place for the administration of community service orders, identifying any areas for improvement and ensuring that legislative requirements are reflected where appropriate. 2. Prepared and carried out a programme of tests to check that the processes in place for administering and monitoring the implementation of community service orders are operating effectively. Unpaid work orders and unpaid work orders with supervision were tested during the audit. Key Audit Assurances 1. Arrangements are in place to verify that all individuals subject to an unpaid work order that are identified by the courts are allocated to an appropriate case worker. 2. The sample of unpaid work order tasks tested commenced timeously, except for those that were outside social work staff’s control. 3. Arrangements are in place to monitor and evidence the compliance with unpaid work orders. 4. The appropriate action is taken where there is evidence of non-compliance with the unpaid work order. 5. On completion of the unpaid work orders the courts are notified. Key Audit Risks Following the implementation of the new social work recording system, some aspects of development were identified to ensure all tasks and reporting for unpaid work is available. As the development work is outstanding, manual processes and
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Internal Audit Report Children’s Services Unpaid Work Procedures (A0095 2024 001) Date: November 2024 spreadsheets have been introduced, which increases the risk of errors when monitoring unpaid work orders and calculating performance indicators Overall Audit Opinion The sample testing undertaken indicates that unpaid work orders are adequately monitored. The courts are notified on completion of unpaid work orders or in cases on non – compliance. There are still some ongoing issues with recording unpaid work orders and other community service order information on the Eclipse system and work is ongoing with the developer to fix these. This has resulted in manual processes and spreadsheets being prepared to meet operational needs. We have recommended that management continue to monitor the development of Eclipse so that it is fully operational for unpaid work orders as soon as possible. Management Commentary We have put processes in place to ensure that performance data is consistently submitted on time to the appropriate personnel and board and are fully contextualised to maintain transparency and continuity in reporting.