Agenda item

This report provides Members with an update on the work, outputs and performance of the Internal Audit & Counter Fraud Service for the period 1 September to 30 November 2021.

Discussion:

This report provided details of an update on the work, outputs and performance of the Internal Audit & Counter Fraud Service for the period 1 September to 30 November 2021. 

The Head of Internal Audit and Counter Fraud Shared Service (Chief Audit Executive) advised the Committee that offers of employment had now been made in respect of the remaining vacancies within the team and the impact that would have on planned resources. He also referred to the activities undertaken during the reporting period and noted that all 2020/21 work had now been finalised. He advised the Committee that it had not been possible to provide the usual level of detail on investigations as a consequence of new ICT kit, incompatibility and licensing issues with existing software which would hopefully be resolved before the next report to Committee. With regards to PM13 (proportion of agreed assurance assignments), these now stood at 47% (completed) and 12% (underway). He also referred to sections 7 and 8 of the report which related to proposed amendments to the workplan and outstanding recommendations.

Members then raised a number of questions and comments which included:

Headcount – in response to a question on the impact of covid on the team’s work and whether there had been any requests to redeploy team members, the Head of Internal Audit and Counter Fraud Shared Service (Chief Audit Executive) advised that there had been no current discussions around redeployment.

Outstanding actions – Members expressed concern in relation to the number of actions which were still outstanding after 6 months, it was suggested that a RAG system should be employed to improve performance. A Member expressed particular concern for the lack of action on the outstanding whistleblowing (speak up) actions. In response, the Head of Internal Audit and Counter Fraud Shared Service (Chief Audit Executive) referred to the process in place for ensuring actions were implemented including seeking monthly updates as well as submitting reports to CMT on a regular basis.

Software – in response to a question relating to the software issues, the Head of Internal Audit and Counter Fraud Shared Service (Chief Audit Executive) advised that Medway was the host authority and held the contracts, to which Gravesham Borough Council paid an element as part of the shared service agreement. Regarding information on cashable savings, he advised that this information was maintained separately, therefore, it had been possible to provide it within the report.

PM22 (customer satisfaction) – in response to a question as to when the survey would be undertaken, the Head of Internal Audit and Counter Fraud Shared Service (Chief Audit Executive) advised that this would be undertaken soon and he would be meeting with his team shortly on this.

Training – in response to a question on training within the team, the Head of Internal Audit and Counter Fraud Shared Service (Chief Audit Executive) advised that 26 days (out of 70 for the year overall) training had been provided during the reporting period and he gave examples of the types of training undertaken thus far, as well as an update on apprenticeships.

Medway Norse – A Member expressed concern that the contract between the Council and Medway Norse had still not been signed (reference 27 in Appendix 1 to the report).

Information requests – A Member expressed concern regarding only 40% of employees currently named as having a role in responding to FOI/EIR requests completed the training.

Decision:

a)    The Committee noted the outputs and performance of the Audit & Counter Fraud Service for Medway for the period 1 September to 30 November 2021 as detailed at Appendix 1 to the report.

b)    The Committee approved the amendments to the 2021-22 workplan as detailed in section 7 of the report at Appendix 1 to the report.

c)    The Committee agreed for direct action through a RAG system for any outstanding actions over six months.