1. Departmental Assurance Survey
Financial User Group presentation
13th July 2018
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2. Contents Introduction Summary Results 2017/18 Points for improvement
Further Information
Timeline of Survey Preparation and Analysis
Feedback and Continuous Improvement
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3. A brief summary of the results and criteria used
Summary Results 2017/18
A brief summary of the results and criteria used
No ‘red’ topic areas
86 responses to the survey with 99% of surveys returned
Same as 2016/17
14 ‘green’ topic areas compared with 17 in 2016/17
Three areas have moved from a green to an ‘amber’ topic area
Nine ‘amber’ topic areas – an increase from three reported in 2016/17
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4. University Level and UAS Results (weakest to strongest)
The diagram below outlines the average score for each of the 23 topic areas of the 2017/18 survey. There are no areas with a weak control environment.
For the following areas, the score both across UAS respondents as well as across the University was over 3.5, indicating a strong control environment: Trust Funds, Expenses and Advances, Budgetary Controls, Student Feedback, Health and Safety, University issued Credit Cards, Procurement and Purchasing, Cash Handling and Banking, Recruitment, Reward and Payroll, Research Grants and Contracts, and Fixed Assets.
*For Donations, all UAS responded “Not Applicable” to all questions; as such, there is no UAS score for Donations
Key:
Weak Control Environment (x≤2.5)
Satisfactory Control Environment (2.5 < x < 3.5)
Strong Control Environment (x≥3.5)
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5. Financial areas – points of improvement
Accounts Receivable - Deposits and prepayments and credit checks on customers General Ledger and Grant Journals - Secondary review of journal entries by an independent officer and journals providing a sufficient description. Reward and Payroll - Secondary review of payroll Procurement and Purchasing - POs authorised before order placed, authorisation to raise POs for all relevant staff (including academic) and supplier list on Marketplace University issued Credit Cards - Independent review of reconciliations and journal entries for expenditure Expenses and Advances - Regular cost monitoring Cash and cheque banking, and petty cash: One individual responsible for banking, which requires all Departments to travel to the Old Schools.
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6. Non-financial areas for improvement:
Health and Safety - insufficient training for fire wardens and other areas pertaining to health and safety. Responsibilities for risk assessments and safety inspections not understood.
Estate Management - lack of awareness of the University’s space utilisation guidelines. Informal and disparate systems for sharing space.
IT Controls – Non completion of regular backups, testing of restoration processes. Lack of suitable firewalls in place and a lack of periodic reviews of system access.
Risk Management – Local risk registers not subject to a review.
© 2018 Deloitte LLP. Private and Confidential.

7. Further information
University of Cambridge – Department Assurance Survey 2017/ © 2018 Deloitte LLP. Private and confidential.

8. Timeline of Survey Preparation and Analysis
Timescales for delivery of the Departmental Assurance Survey and results
In the below diagram, we have outlined the timetable for preparation, completion, and analysis of the Department Assurance survey. We have also included the final next steps for conclusion of our work. Following issuance of the 2017/18 report, we plan to further refine the survey based on feedback received. Following refinement, the 2018/19 survey will be distributed to all Departments in November 2018.
Action
October
November
December
January
February
March
April
May
June
July
September
Survey refinement through consultation with management
Survey distribution and collection of results
Initial analysis of survey results
Department visits
Additional analysis of survey results and draft report
Distribute survey results to Central Offices and Finance Division
Presentation to Schools/Departments
Draft suggested actions and obtain management responses
Distribute final report to the Audit Committee
Next Steps
Engage with stakeholders to refine survey questions for 2018/19
Follow-up with management on suggested actions
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9. Continuous improvement
Incorporating feedback to further enhance the survey
The Departmental Assurance survey analysis and results continue to provide a valuable source of information to Internal Audit in understanding the overall control environment in place across the University. We continue to revise and update both the survey content and our overall approach in response to feedback received from throughout the University.
As part of our continuous improvement of the survey, we would like to hear your feedback
Could we delve deeper in to some topic areas?
Were the questions clear?
Any ideas for new topic areas?
Could we present our results any better?
© 2018 Deloitte LLP. Private and Confidential.

10. © 2018 Deloitte LLP. Private and Confidential.