AUDIT QUERY ROOT CAUSES PLANNED TARGET DATE MEANS OF RESPONSIBLE PROGRESS MANAGEMENT VERIFICATION PERSON ACTIVITY Par Suppliers not in the SCM did ensure that SCM will ensure that On-going Database SCM officer and On-going 11 database, SCM policy service providers are before appointment or Chief Financial paragraph 16(a) registered in the official order is processed Officer supplier’s database. suppliers are registered in the database Par. Signed contracts for Incomplete employees Management will develop 31 March 2014 Signed employee Corporate Services On-going 12 appointed file contracts. Manager contracts for all existing employees are not in employees and make it place. sure they are signed Par Leave register not The leave register is not Management will use 28 February Reviewed Corporate Services On-going 13 duly completed timely updated and not 2014 Electronic Leave Manager SAMRAS HR module for computerized. register leave register and update it on monthly. Par No proof for delivery SCM unit operates SAMRAS will be enhanced On-going Signed GRN or SCM Officer On-going 14 of goods and services manually and no GRN in stamped payment to produce GRN and place. vouchers HOD’s will be required to confirm that service has been rendered by service providers.
AUDIT QUERY ROOT CAUSES PLANNED MANAGEMENT ACTIVITY TARGET DATE MEANS OF VERIFICATION RESPONSIBLE PERSON PROGRESS Par 11 Suppliers not in the database, SCM policy paragraph 16(a) SCM did ensure that service providers are registered in the supplier’s database. SCM will ensure that before appointment or official order is processed suppliers are registered in the database On-going Database SCM officer and Chief Financial Officer On-going Par. 12 Signed contracts for appointed employees are not in place. Incomplete employees file Management will develop contracts for all existing employees and make it sure they are signed 31 March 2014 Signed employee contracts. Corporate Services Manager On-going Par 13 Leave register not duly completed The leave register is not timely updated and not computerized. Management will use SAMRAS HR module for leave register and update it on monthly. 28 February 2014 Reviewed Electronic Leave register Corporate Services Manager On-going Par 14 No proof for delivery of goods and services SCM unit operates manually and no GRN in place. SAMRAS will be enhanced to produce GRN and HOD’s will be required to confirm that service has been rendered by service providers. On-going Signed GRN or stamped payment vouchers SCM Officer On-going