2004 Audit Plan-1-13-05

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November 21, 2003 MEMORANDUM TO: University Executive Administrators FROM: Carroll S. Little Director SUBJECT: Fiscal Year 2004 Audit Plan Enclosed is the Office of the Internal Auditor’s Fiscal Year 2004 audit plan. The President and the Board of Trustees’ Audit and Legal Committee Chairperson approved the plan in November 2003. Because quality audit work requires us to interview many people and examine numerous pieces of documentation, there will be occasions where we will visit, perhaps on short notice, offices under your authority. However, I will meet with you or your staff before significant audit work is performed in your respective areas. The plan is located at http://www.howard.edu/administration/internalauditor/default.htm. If you have any questions about our audit plan or wish to discuss aspects of the plan, please call me on (202) 238-2470. cc: H. Patrick Swygert (w/o attachment) HOWARD UNIVERSITY OFFICE OF THE INTERNAL AUDITOR AUDIT PLAN FISCAL YEAR 2004 JULY 1, 2003 - JUNE 30, 2004 NOVEMBER 1, 2003 OFFICE OF THE INTERNAL AUDITOR AUDIT PLAN – Fiscal Year 2004 July 1, 2003 – June 30, 2004 Table of Contents APPROVAL LETTERS…………………………………………….....i President, Howard University Chair, Audit and Legal Committee, Board of Trustees INTRODUCTION...….............................................…….…...…..…1 LIST OF AUDITS............................... ...

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November 21, 2003

MEMORANDUM TO: University Executive Administrators FROM: Carroll S. Little Director SUBJECT: Fiscal Year 2004 Audit Plan Enclosed is the Office of the Internal Auditor’s Fiscal Year 2004 audit plan. The President and the Board of Trustees’ Audit and Legal Committee Chairperson approved the plan in November 2003. Because quality audit work requires us to interview many people and examine numerous pieces of documentation, there will be occasions where we will visit, perhaps on short notice, offices under your authority. However, I will meet with you or your staff before significant audit work is performed in your respective areas. The plan is located at http://www.howard.edu/administration/internalauditor/default.htm. If you have any questions about our audit plan or wish to discuss aspects of the plan, please call me on (202) 238-2470. cc: H. Patrick Swygert (w/o attachment)

HOWAR ISREDVINU TY OFFICE OF THI NTELREANAUDITO R AUDI ANPLT FISCALYEAR2004 JULY1 ,203 - JUNE30 ,2004 NREOVEMB1 ,200 3

OFFICE OF THE INTERNAL AUDITOR AUDIT PLAN Fiscal Year 2004 July 1, 2003 June 30, 2004 Table of Contents

APPROVAL LETTERS.....i President, Howard University Chair, Audit and Legal Committee, Board of Trustees INTRODUCTION......................................................1 LIST OF AUDITS......................................................3 GRAPHIC PRESENTATION OF AUDIT PLAN..................4 DATA SHEETS FOR INDIVIDUAL AUDITS.............10 Assistance to the External Auditors-University...................11 University/Campus Bookstore Inventory.....................12 Office of Research Administration: Pre-Award and Post-Award Processes..........13 Subrecipient Requests for Payment ECSEL Cooperative Agreement.....14 Education of Principal Investigators Involved In Clinical Research................15 Assessment of the Authorized Imprest Fund Amount...16 Letter of Credit (LOC) Drawdown on Federal Grants..............17 Construction Projects: Architecture & Engineering Services.....18 Wonder Plaza Property Management..........19 Consolidated Annual and Sick Leave Accounting Review..........20

Payroll Payoff-Payroll Check and Pay Notification Delivery21 Table of Contents (continued) Human Resources: Employees Personnel Records...22 Student Tuition Balances ...........23 Financial Internal Controls in Selected Student Organizations......24 Cash Handling Process Internal Controls.......25 Use of the “Right to Audit Clauses in University and Hospital Contracts... .26 KPMG Material Weaknesses and Reportable Conditions Follow-up.27 University Library System.......28 Risk Management: Identification of High-Risk Program and Mission Areas...... 29 College of Medicine Education Fund..............30 Special Audit Requests from University Management.....31 Cash Handling Process Internal Controls.............32 Institutional Compliance Agreement (ICA) ..33 Disposition of Unclaimed Property at the Hospital..34 Special Audit Requests from University and Hospital Management.35 Risk Management: Disaster Recovery Hospital Information Technology Function36

November 5, 2003 M E M O R A N D U M TO:Carroll S. Little Director Office of the Internal Auditor FROM:H. Patrick Swygert President SUBJECT:Fiscal Year 2004 Audit Plan I approve your Fiscal Year 2004 Audit Plan. The plan is consistent with our shared commitment to best practices, fair administration of University policies and appropriate use and dedication of University resources. Please provide copies to the University Provost, Senior Vice Presidents, Academic Deans, and the Executive Director of the Hospital for their information.

November 13, 2003

Mr. Carroll S. Little Director Office of the Internal Auditor Howard University 2225 Georgia Avenue, NW Suite 701 Washington, DC 20059 Dear Mr. Little: I approve the Office of the Internal Auditor’s Fiscal Year 2004 Audit Plan. The members of the Audit and Legal Committee of Howard University’s Board of Trustees and I look forward to helping you implement your plan. Please keep the Committee informed on the results of your audits and reviews. If the Committee or I can assist you in carrying out your internal audit responsibilities, please feel free to contact me.

cc: H. Patrick Swygert President Howard University

Sincerely, Gerald D. Prothro

OFFICE OF THE INTERNAL AUDITOR AUDIT PLAN Fiscal Year 2004 July 1, 2003 June 30, 2004

INTRODUCTION The Office of the Internal Auditor’s Fiscal Year 2004 audit plan emphasizes audits of corrective actions that University and Hospital offices agreed to take in response to internal and external audit reports and federal agreements. In addition, the plan directs audits into areas where the University's and Hospital's assets and resources are exposed to the risks of theft, mismanagement, or misappropriation. As is the case with all internal audit functions, our audits will evaluate, form opinions on and make recommendations to improve internal controls that prevent the occurrence of unwanted and undesired occurrences at the University and the University Hospital. The plan carries over from Fiscal Year 2003 a number of audits that responded to requests from the President, the Provost, and University Deans. To develop the annual plan, the Office of the Internal Auditor used a number of sources and factors. We used such factors as the dates and results of the last audit, the University’s financial exposure and potential for loss, opportunities to achieve positive operating benefits, and the potential for adverse publicity. Sources include the audit plans and reports of the external auditors, and the concerns and interests of the University's senior executives and governance board, i.e., the Board of University Trustees. The primary basis for audit selection is the University'sStrategic Framework for Action II (SFAII) intent is that each audit, in some way, . Ourfurther the full implementation of theSFAII. We present the findings and recommendations of our work to management through audit reports, memoranda, briefing papers, and oral presentations. Our work is conducted in accordance with internal auditing standards promulgated by the Institute of Internal Auditing. The primary objectives of the audit program are to determine whether: · financial and other management information is reliable; · funds have been expended and accounted for in accordance with University policies and governing grant or contract provisions; · programs and operations are managed economically, efficiently, and effectively, and, · adequate internal controls exist to prevent fraud, waste, and mismanagement. We plan each audit with an overall objective and specific objectives. At the conclusion of the audit, we will issue a draft report for management comment. Using these comments, we will hold further discussions with the auditee or finalize the written report, including management’s comments as an attachment to the final report. Our report will identify specific recommendations intended to improve

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University operations. Our report will also identify efficient and effective management practices that come to our attention. As of July 1, 2003, the on-board complement of the Office of the Internal Auditor was six (6) auditors, not including the Director and an Administrative Assistant. Allowing for growth, the Fiscal Year 2004 audit plan schedules 5.8 staff years of effort to be expended on carry-over and new audits. The remaining time is programmed for annual and sick leave, holidays, audit planning, and continuing professional development.

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LIST OF AUDITS-FY 2004

Annual Audit Commitments Assistance to the External Auditors - University University/Campus Bookstore Inventory University Audits Carry-over Audits As of July 1, 2003 Office of Research Administration: Pre-Award and Post-Award Processes Subrecipient Requests for Payment ECSEL Cooperative Agreement Education of Principal Investigators Involved in Clinical Research Assessment of the Authorized Imprest Fund Amount Letter of Credit (LOC) Drawdown on Federal Grants Construction Projects: Architecture & Engineering Services Wonder Plaza Property Management Consolidated Annual and Sick Leave Accounting Review New Starts Payroll Payoff - Payroll Check and Pay Notification Delivery Human Resources: Employee Personnel Records Student Tuition Balances Financial Internal Controls in Selected Student Organizations Cash Handling Process - Internal Controls Use of the "Right to Audit" Clauses in University and Hospital Contracts KPMG Material Weaknesses and Reportable Conditions Follow-up University Library System Risk Management: Identification of High-Risk Program and Mission Areas College of Medicine Education Fund Special Audit Requests from University Management Hospital Audits New Starts Cash Handling Process - Internal Controls Institutional Compliance Agreement (ICA) Disposition of Unclaimed Property Special Audit Requests from University and Hospital Management EDP Audits Risk Management: Disaster Recovery - Hospital Information Technology Function

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