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The Q AP Session. Where Quality Talk is #1. 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 - PowerPoint PPT Presentation
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TheQAP
SessionWhere Quality Talk is #1
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
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
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
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
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
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
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
TheQAP
SessionUntil Next Time….