Commonwealth of Massachusetts Internal Control Questionnaire (ICQ) NASACT Managing Internal Control...
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Commonwealth of Massachusetts
Internal Control Questionnaire (ICQ)
NASACT Managing Internal Control with Compliance Technology
January 31, 2007
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Agenda
Commonwealth of Massachusetts
Internal Control Law
Awareness of Internal Controls
Internal Control Questionnaire (ICQ)
Comments / Questions
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Commonwealth of Massachusetts 10th Largest State
Fortune 34 company
69,000 Employees
$43.4 billion in Total Revenue*
$42.8 billion in Total Expenses*
* Source Data is Massachusetts 2005 CAFR
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Massachusetts State Agencies Executive Branch
125 State Agencies 12 Independent Agencies
Constitutional Offices (4) Legislative Branch (2) Judicial Branch
7 Departments
Other 22 Authorities and Quasi-Public Agencies
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Internal Control At A Glance
Internal Control Legislation (1989)
Internal Control Campaign & Awareness of Internal Controls (1990 – present)
Procurement Reform (1996)
Annual Internal Control Questionnaire (debuted in 2000)
Implement New Accounting System (2004)
Office of the Comptroller, Quality Assurance Bureau (2005)
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Chapter 647 of the Acts of 1989An Act to Improve Internal Controls at State Agencies
Internal Control Standards
Management’s Responsibility Internal Control Officer is to be equivalent in title to assistant or
deputy to the department head and ensure: Written documentation of internal accounting and administrative
control system is on file for review by Office of the State Auditor (OSA), Office of the Comptroller (OSC) and Administration & Finance (ANF)
Internal control structure is evaluated annually or as conditions warrant.
Audit recommendations are promptly evaluated and corrective action is taken by management.
Reporting all unaccounted for variances, losses, and theft of funds or property to the OSA
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Awareness of Internal Controls Internal Control Plan Guide
Instructor-lead Training
Hands-on Workshops
Review Internal Control Plans
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Internal Control Questionnaire ICQ is a web-based application
ASP script engine / SQL database
Debuted in 2000 / Updated Annually
Answers are Yes, No or Not Applicable
FY2006 – 273 Questions in 12 Sections / Business Areas
Department representations are incorporated into the ICQ Department Head
Internal Control Officer
Chief Fiscal Officer
Answers are available to the Independent Auditors, OSA’s Auditors and OSC’s Quality Assurance Bureau
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ICQ Categories
A. General InformationB. Internal Control PlanC. Accounting & Fiscal OperationsD. BudgetE. CashF. ProcurementG. Monitoring & Reporting General Program PerformanceH. Payroll & PersonnelI. Fixed AssetsJ. Revenue & ReceivablesK. InvestmentL. Administrative Controls Over Federal FundsM. Representations
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ICQ Application
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Department Access to ICQ
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Administrator Access
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ICQ Responses
Analysis of responses – manual Follow-up with departments One of the tools used to evaluate internal controls
Statewide Single Audit Audits / Quality Assurance Reviews Risk Assessment Statewide Statistics
Implementation of new accounting system Assist agencies in evaluating and modifying Internal
Controls
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ICQ Responses
Does the Department document Internal Controls?
Has the Internal Control Plan been updated in the past year…?
98%
2%
YesNo
85%
15%YesNo
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Comments / Questions
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Contact Information
Julia P. Burns
Director, Quality Assurance Bureau
e-Mail: [email protected]
OSC: www.mass.gov/osc