Agenda Item
1. District Risk Assessment - Part 2 - Updated 05.10.2023
Summary: Presented by:
Mr. Joel Thibodeaux, Director, Division of Audit & Compliance
Dr. Monika Davis, Chief Information Officer, Division of Information Technology
Mr. Byron Schueneman, Chief Financial Officer, Division of Finance
Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources
Contact: Dr. Monika Davis, Chief Information Officer, Division of Information Technology, 678.676.1210
Mr. Joel Thibodeaux, Director, Division of Audits & Compliance, 678.676.0740
Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0133
Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources, 678.676.0168
Mr. Jim Dawson, Director of Financal Reports, Division of Finance, 678.676.0133
2022 Enterprise Risk
Assessment
Part II
Risk Mitigation Actions
DeKalb BOE Audit Committee
March 10, 2023
MAY 10 MEETING PRESENTATION &
DISCUSSION
• PART II – ADDRESSING RISK AREAS
• District and Divisional actions to address defined risks
• Internal Audit actions to address risks within divisions
• Including contracted engagements
• Status of internal engagements
Risk Area Rankings
Highest to Lowest
1. Information Technology
• Disaster Recovery
• Cybersecurity
• New technology integration
2. Procurement Processes
3. Staffing
• Employee Retention
• Talent Acquisition
4. Payroll Processing
• ERP Implementation
5. Financial Reporting
Information Technology
DIIT Actions since July 2022:
• Disaster Recovery & Business Continuity
• Cybersecurity
• IT Governance
Information Technology
Internal Audits Actions since July 2022:
Device Inventory Process Mapping and Assessment
• Flow of materials – receiving through retirement
• Structure and staffing – DIIT and school-based
• Tracking and valuation software
Device Inventory Assessment
• Inventory counts by location and device status
• Inventory valuation
Procurement to Payment
Finance Division Actions since July 2022:
• Contract Management
• Centralized contract repository. Assists in enforcement of contracts and legal sufficiency.
• Vendor Services/Management
• VSS – outward facing portal for vendors to apply / keep information up to date
• Physical Capital Assets Inventory
• Physical inventory completed at all locations, divisions and departments annually. Started in
FY23. Retagged with barcodes that tie into Munis / Asset management system.
• Segregation of Duties and Process Complexity
• Continuous review and improvement to better segregate duties / provide financial safeguards
to protect against fraudulent activity.
• Munis Workflow, logical access controls
Procurement to Payment
Internal Audits Actions since July 2022:
Improper Payments & Fraud and Process Complexity
• Comprehensive ESPLOST Audit (contracted – Plante Moran)
• Comprehensive ESSER Audit (contracted – FORVIS)
Fleet Operations Procurement Audit (Summer 2023)
• Internal Audit engagement
People (Staff Turnover)
Human Resources Actions since July 2022:
Retention Efforts
• Teachers
• Support Staff
• Classified Support Staff
Compensation & Classification Study
Payroll Processing
District Actions since July 2022:
ERP Conversion to Munis
• Hiring & Terminations workflow improvement
• PTO management
• Time reporting
• Segregation of duties
Financial Reporting
Finance Actions since July 2022:
Process Improvements
• Improved staffing and training of Reporting team members
• Revenue confirmations performed on all material revenue balances
• Use of GaDOE error-checking feature
• Improved reconciliation procedures among financial statement exhibits
• Accelerated timeline and improved coordination of the year-end close processes
• Improved internal control processes over general purpose external financial
statement release
QUESTIONS AND DISCUSSION