Audit Committee Materials - March 13 2018-no page # Background Image
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Institution

Report

Release

Date

Recommendation

Responsible Staff

Date

Management’s

Actions to be

Implemented

Revised Date

Management’s

Actions to be

Implemented

# of Changes to

Date

Management's

Actions to be

Implemented

Initial Date of

Internal Audit

Follow-up

Most Recent

Date of Internal

Audit Follow-up

Status

ChSCC 13-Jan-17 Any forms or policies that state that final paychecks can be held for any reason are

revised to conform to Tennessee State law.

Executive VP of

Business and Finance

and Executive Director

of Physical Plant

31-Mar-17

31-Dec-17

2

5-May-17

30-Jan-18

Action

Completed

ChSCC 13-Jan-17 A self audit of employee keys should be completed by each campus

department/division with the assistance of the Plant Operations staff. The self-audit

should include the following tasks:

o Comparison of hardcopy key agreements to the Keystone software database should

be completed for discrepancies noted during the department/divisional reviews.

o An amended Key Agreement form should be obtained for all employees that have

keys issued to them as necessary to update the key documentation file to match the

Keystone database and the actual keys issued.

o Any terminated employees should be removed from the Keystone database and

hardcopy documentation should be filed in the terminated employee files. If

outstanding keys are known, they should be collected from the terminated employee

if at all possible.

o Any temporary or adjunct employees on the Keystone employee key listing and their

supervisor or department head should be contacted to get their keys issued correctly

through their departmental key coordinator.

o Sub-Master, Master, and Grand Master key assignments should be reviewed by the

appropriate Vice-President or President to ensure that an employee's assigned duties

still require this level of access.

Executive Management

and all their

corresponding mangers

31-Mar-17

31-Dec-17

2

11-May-17

30-Jan-18

Action

Completed

ChSCC 13-Jan-17 ChSCC Keys and Locking Systems policies and procedures should be updated to

provide for exceptions such as vendors noting the level of approval that must be

obtained for an exception.

Executive VP Business

and Finance

31-Mar-17

31-Dec-17

2

5-May-17

30-Jan-18

Action

Completed

ChSCC 21-Apr-17 ChSCC Sensitive Equipment 3 of 7:

Surplus should be updated to accurately describe the process and identify the

responsible Technology department. Finalization of the document should include

documenting review and approval by appropriate Technology management.

VP of Technology/

Director of Educational

Technology

31-Dec-17

0

12-Jan-18

Action

Completed

ChSCC 21-Apr-17 ChSCC Sensitive Equipment 2 of 7:

Written procedures for Receiving Technology Hardware Purchases and Technology

Hardware Surplus should be updated to accurately describe the process and identify

the responsible Technology department. Finalization of the document should include

documenting review and approval by appropriate Technology management

VP of Technology/

Director of Educational

Technology

31-Dec-17

0

12-Jan-18

Action

Completed

ChSCC 21-Apr-17 ChSCC Sensitive Equipment 4 or 7:

The KACE system should be used as an inventory tool. The KACE data should

compared to sensitive inventory listing on a periodic basis to identify equipment

location discrepancies.

VP of

Technology/Director of

Educational Technology

31-Dec-17

0

12-Jan-18

Action

Completed

TBR SWIA - Status Report on Internal Audit Recommendations- Community Colleges

(Reports sorted by Status, Institution, Report Release Date)

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