Audit Committee 11 June 2008 summary minutes

8.30 am – 12.00 pm Ground Floor, Room G/57, 100 Parliament Street

Attendees

Members John Spence (Chair), Phil Hodkinson

Standing Invitees Mary Aiston, Steve Ardron (NAO), Pat Duckworth, Mike Eland, Jon Fundrey, Mike Hanson, Steve Lamey, Caroline Mawhood (NAO), Philip Moore, Melvyn Neate, John Thorpe (NAO)
Others Peter Diston, Sarah Gravenstede (shadowing Mike Eland), Stuart Jones, Joe Stuart, Geoff Watkins

Secretariat Jane Bean

Apologies Kate Owen, Robin Roberts, Sara Woollard

1. Matters arising

Minutes of the 22 May 2008 were amended and agreed. Jane Bean and John Spence will continue to work on the Cabinet Office security questions.

2. ERP update

Joe Stuart and Philip Moore updated the Committee on the implementation of ERP. Work is in progress around role allocations and management information. HRSC have been impacted by the unforeseen volume of transactions for online HR but plans are in place to manage the work state down. A further update is to be given in six months.

3. Recruitment checks

Joe Stuart confirmed that policies and processes are in place for future recruitment. A programme for retrospective checks will be developed for the September Committee.

4. Resource Accounts/Trust Statement/Statement of Internal Control

The Committee reviewed the changes made to the Resource Accounts and Statement of Internal Control since the last meeting in May and discussed the key issues within the Trust Statement.
NAO confirmed they are nearing completion of their Audit. A draft report on qualification and audit findings will follow shortly.

5. Internal Audit (IA) progress report

Melvyn Neate gave an update on IA work and, in particular, coverage of the Departmental Transformation Programme, follow up of audit recommendations and trends and possible drivers of ‘red’ reports.

6. Poynter

Mary Aiston updated the Committee on the current status of the Poynter and IPCC reports and the Departments handling strategy at the point of publication.

7. Risk management

Mary Aiston and Pat Duckworth advised the Committee that work is in progress to embed risk management within the business, with the help of an external qualified expert. Steve Lamey explained how the performance management process will inform the Departmental Risk Register (DRR).

8. Internal reports of wrong doing

Mary Aiston and Peter Diston presented plans to encourage staff to report instances of wrongdoing, aiming for a launch of a range of reporting options in the first half of 2009.

9. Repayments update

Mike Eland gave the Committee an overview of the terms of reference of the recently formed Repayment Task Force. A more detailed presentation, including the progress of the work plan, will be given at the September Committee meeting.

10. Capability Review: Accountabilities workstream

Phil Hodkinson updated the Committee on the planned measures for the Accountabilities workstream. The Committee noted the plans and agreed this was no longer an issue for the Audit Committee.

11. AOB

• John Spence informed the Committee that he will be meeting the UK Borders Agency Audit Committee Chair to discuss the transfer of operations.
• Committee agreed to a workshop to understand all that NAO do and agree how the Audit Committee will engage with their programme of work.