Bureau of Medicine and Surgery 2012 Navy Medicine Audit Readiness Training Symposium

1. Bureau of Medicine and Surgery2012 Navy Medicine Audit Readiness Training Symposium Consumables: Path to Audit Readiness June 5th – 6th, 2012

2. Audit Readiness • Context • DoD is required to assert audit readiness for the Statement of Budgetary Resources (SBR) by the end of Fiscal Year 2014. As part of Navy Medicine’s audit readiness effort, the Consumablesbusiness process has been identified as an assessable unit for which assertion must take place. • Purpose • To discuss the Key Control Objectives (KCOs), Key Supporting Documents (KSDs), identified gaps and potential corrective actions for Consumables. • Outcome • An understanding of the status of the Consumables assessable unit, including major deficiencies and what can be done now at the field level to facilitate a successful financial statement audit. • Some assessable units may not require field action at this time. FOR OFFICIAL USE ONLY

3. Consumables Scope/Definition FOR OFFICIAL USE ONLY

4. Audit Readiness Timeline Control Testing Time Period Assessable Unit Assertion Interim Progress Milestones (90 Days, 50 %, 75 %) FOR OFFICIAL USE ONLY

5. Audit Readiness Process FOR OFFICIAL USE ONLY

6. Key Control Objectives (KCOs) KCOs – Represent outcomes needed to achieve proper financial reporting and are a basis by which the effectiveness of control activities can be evaluated. FOR OFFICIAL USE ONLY

7. Key Control Objectives (KCOs) FOR OFFICIAL USE ONLY

8. Key Control Objectives (KCOs) FOR OFFICIAL USE ONLY

9. Key Supporting Documentation - DMLSS KSDs – Documentation retained to support individual financial transactions and accounting events. FOR OFFICIAL USE ONLY

10. Key Supporting Documentation – Purchase Card FOR OFFICIAL USE ONLY

11. Deficiency Types • Material Weakness: A deficiency, or combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the entity’s financial statements will not be prevented, or detected and corrected timely. • Significant Deficiency: A deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. • Control Deficiency: A deficiency that exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent or detect misstatements in a timely manner. FOR OFFICIAL USE ONLY

12. Considerations For Deficiency Type • Quantitative Materiality - Dollar impact or potential impact to the financial statements • Qualitative Materiality - Non-quantitative factors such as complexity of transactions, legal or regulatory concern or system deficiencies • Pervasiveness - Number of activities or transactions affected by the deficiency • Audit Dealbreaker- Issues that prevent an audit from occurring • Existing Guidance - Determining whether current policy or SOP is in place that meet financial reporting requirement FOR OFFICIAL USE ONLY

13. Consumables Material Weaknesses • Material Weakness 1: Inconsistent use of the Disbursement Reconciliation Tool (DRT) in DMLSS • General Causes: • Uniform Compliance • Reliance on Systems Controls • Material Weakness 2: Inadequate proof of receipt • General Causes: • Lack of standardized documentation & process • Multiple control points FOR OFFICIAL USE ONLY

14. Inconsistent Use of the DRT in DMLSS • Issue Detail • The Audit Readiness team identified transactions where the Disbursement Reconciliation Tool (DRT) was not used. The DRT is an enhanced business process within the Defense Medical Logistics Standard Support (DMLSS) that compares the dollar amount of goods received in DMLSS to the dollar amount disbursed in STARS-FL (EC610). The DRT is considered a critical control activity as it provides management with a systematic monitoring tool to identify and resolve errors between the logistics system and the system of record. • Impact on Audit Readiness • If the DRT is not used, then items, wherein the amount disbursed in STARS-FL differs from the receipt amount recorded in DMLSS will not be reviewed/reconciled. This may cause misstatements in Gross Outlays on the Statement of Budgetary Resources that go undetected. FOR OFFICIAL USE ONLY

15. Inconsistent Use of the DRT in DMLSS • Path Forward • A Corrective Action Plan will be Developed for implementation by the Activities. It must include: • A three way reconciliation of disbursements between DMLSS, STARS-FL and Treasury disbursement information (CHOOSE) • A review of any documents that do not pass the ‘DRT Check’ • Documentation that supports the review that occurred, including: • Standardized process for reconciling items that do not pass ‘DRT Check’. • Potential Activity Actions • Require users to complete DRT eLearning course at https://jml149.dmlss.detrick.army.mil/resourcecenter/ • Implement review and approval process for DRT reconciliations once developed. FOR OFFICIAL USE ONLY

16. Inadequate Proof of Receipt • Issue Detail • The Assessable Unit team noted several Activities that do not keep packing slips or other similar shipping documentation on file. Packing slips/shipping documentation should be maintained in order to validate that items received are correctly entered into DMLSS. • Impact on Audit Readiness • If packing slips/shipping documents are not retained on file, there is no proof of receipt of consumable goods. Without such supporting documents, the accuracy of the transactions in the general ledger can not be validated. This could result in incorrect amounts being recorded to accounts payable or disbursed to vendors, which could potentially lead to over- or understatement of either amount on the Statement of Budgetary resources. FOR OFFICIAL USE ONLY

17. Inadequate Proof of Receipt • Path Forward • A Corrective Action Plan will be Developed for implementation by the Activities. It must include: • A method for standardizing the collection and filing of packing slips • Electronic data retention is optimal, but not ultimately required • A reconciliation/review of amounts listed on packing slips, or other receiving documents, to ensure that they agree to amounts entered in DMLSS and documented on the DD250. • Optimally, Mechanism built into payment process that doesn’t allow for payment unless reconciliation/review has been performed. • Potential Activity Actions • Work to maintain packing slips in a standard way for purchased consumables. • Participate in development of retention strategy in relevant SOPs via actively submitting change requests and feedback when possible. FOR OFFICIAL USE ONLY

18. Other Consumables Deficiencies • Significant Deficiency 1: Inadequate Segregation of Duties for the Purchasing and Receipt functions • Control Deficiency 1: Inconsistent execution of the purchase card reconciliation process FOR OFFICIAL USE ONLY

19. Inadequate Segregation of Duties • Issue Detail • The Assessment Team identified instances among Activities where it appears that the person who ordered goods was the same as the person who acknowledged receipt of the items in DMLSS • Impact on Audit Readiness • If the person ordering goods is the same as the person acknowledging receipt of the goods ordered, there is potential risk of fraud, waste and abuse violations which may impact the accuracy of financial statements • Path Forward / Potential Activity Actions • Review DMLSS user access roles and responsibilities FOR OFFICIAL USE ONLY

20. Inconsistent execution of the purchase card reconciliation process • Issue Detail • The Assessment Team identified inconsistencies in the execution of the purchase card reconciliation process where Activities did not properly reconcile and/or properly record adjustments in STARS-FL • Impact on Audit Readiness • If purchase card reconciliations are not performed routinely in accordance with Navy Medicine policy, required adjustments may not be recorded in STARS-FL, which may impact the accuracy and reliability of financial statements • Path Forward / Potential Activity Actions • Execute reconciliations in accordance with the Purchase Card SOP FOR OFFICIAL USE ONLY

21. Questions? FOR OFFICIAL USE ONLY