The Q AP Session
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Transcript of The Q AP Session
![Page 1: The Q AP Session](https://reader036.fdocuments.net/reader036/viewer/2022082611/56812ca3550346895d914939/html5/thumbnails/1.jpg)
TheQAP
SessionWhere Quality Talk is #1
![Page 2: The Q AP Session](https://reader036.fdocuments.net/reader036/viewer/2022082611/56812ca3550346895d914939/html5/thumbnails/2.jpg)
What is it?• QAP = Quality Assurance Program• Transaction entry and approval moved from Business Affairs
to Business Centers– Created a need for an ongoing internal quality assurance
monitoring program• Monitoring and reviewing of accounting transactions for:
– Policy compliance– Account coding– Internal control– Funding source– Operational efficiency– Adequate supporting documentation
• Similar to the High Risk Monitoring Program (now part of QAP)– QAP will monitor transactions that post to all funding types
![Page 3: The Q AP Session](https://reader036.fdocuments.net/reader036/viewer/2022082611/56812ca3550346895d914939/html5/thumbnails/3.jpg)
Why are we doing it?• Need to maintain consistency across
the 7 different Business Centers• OUS Internal Audit recommended a
monitoring system • Goals:– Optimize business processes–Maintain strong internal controls– Contribute to accurate financial
statements
![Page 4: The Q AP Session](https://reader036.fdocuments.net/reader036/viewer/2022082611/56812ca3550346895d914939/html5/thumbnails/4.jpg)
How does it work?• Three parts:
1. Exception Reports• Run daily to show unallowable expenses
2. Special Approval Queues• Transactions posted to certain account code
series
3. Transaction Testing • Random samples of all transactions to
determine if standards are being met• All transaction types will be tested• Testing will be an ongoing process
![Page 5: The Q AP Session](https://reader036.fdocuments.net/reader036/viewer/2022082611/56812ca3550346895d914939/html5/thumbnails/5.jpg)
Reporting & Communication
• New QAP SharePoint Site (under construction)– Results from Testing will be posted on the
SharePoint Site• Monthly reporting initially; can change based on
feedback from Business Centers
– Each Business Center will have their own access/determine who can access the site
• Goals:– Two way communication– Identify process and/or policy issues
![Page 6: The Q AP Session](https://reader036.fdocuments.net/reader036/viewer/2022082611/56812ca3550346895d914939/html5/thumbnails/6.jpg)
QAP Responsibilities• Business Affairs and Business
Centers– Policy compliance and internal control
• Business Centers – Complete action items/corrections found
during testing– Respond to recommendations from
Business Affairs– Establish and maintain strong internal
control environment
![Page 7: The Q AP Session](https://reader036.fdocuments.net/reader036/viewer/2022082611/56812ca3550346895d914939/html5/thumbnails/7.jpg)
Benefits• Management tool for Business
Centers– Assurance that processes and controls
are in place and working– Tool to strengthen internal controls
• Metrics– Ability to communicate findings from
testing to Business Centers
• Identify best practices
![Page 8: The Q AP Session](https://reader036.fdocuments.net/reader036/viewer/2022082611/56812ca3550346895d914939/html5/thumbnails/8.jpg)
More Benefits• Identify training needs– Allow for targeted training based on findings
• Reduce Audit findings– Once the system is in place, possibly even
prevent audits!
• Reduce Year End frenzy– Reviewing transactions throughout the year
allows for corrections to be made much sooner
• Better, more accurate financial statements
![Page 9: The Q AP Session](https://reader036.fdocuments.net/reader036/viewer/2022082611/56812ca3550346895d914939/html5/thumbnails/9.jpg)
TheQAP
SessionUntil Next Time….