This is the 50th issue of the
electronic newsletter we call Audit News. It is sent by E-Mail to
Agency Heads, Key Officials and others for easy reading and
sharing with your Staff.
We welcome your reply
with any comments, suggestions or questions. Please feel
free to forward to others.
Topics in this Newsletter:
Updating Job
Descriptions -- Updating Job Descriptions is underway in full
at Henrico County. Agencies are using the new JOSH@Work
application. Some Job Descriptions were over a decade old so they
needed a make-over. The JOSH@Work process builds on data from the
County's Personnel System and provides for employee
certification. The deadline for completing and submitting new Job
Descriptions to Human Resources electronically is August 31,
2004. For more information and assistance, please visit the
Human Resources INTRANET site at:
http://virtual.henrico/hr.
Internal Audits in
Progress-- Here are the Internal Audits in progress at this
time and the Auditor-in-Charge for any questions or comments:
Non-Encumbered Invoices--Peggy Walsh; Petty Cash and Change
Funds--Judy Poore. Please don't forget the County's policy on
Stewardship Responsibilities for reporting wrongdoing at:
http://virtual/audit/admin/doc38.pdf
Information Technology Auditor
Vacancy -- We have a vacancy in the Auditor III Information
Technology Auditor position. David Hubley has left to join the
accounting firm of KPMG. We thank him for his years of service to
the County in this important area. We hope to begin replacement
recruiting soon.
Audit Report Briefings --
After briefing the County's Audit Committee, we post the Audit
Report briefing to our INTRANET web site. You can view those
PowerPoint documents with Internet Explorer by clicking the Audit
Report Index at:
http://virtual.henrico/audit.
Subscribe to
AuditNews -- We electronically send this newsletter to Agency
Heads and Key Officials and to those on the business-managers,
technology and authorized-signatures maillists. If anyone
else wants to subscribe, they just need to send e-mail to
auditnews-on@co.henrico.va.us . And if you happen to need to
refer to a prior issue of AuditNews, look for them at:
http://virtual.henrico/audit/Newshome.html
External Audit
Underway -- The County's contracted External Auditors,
Deloitte & Touche, started their Audit on Fiscal Year 2004. They
did some planning and control review in June with final work
beginning August 30, 2004. Completion is anticipated in November
2004 with the final briefing of the Audit Committee on November
23, 2004. Internal Audit is assisting again this year as provided
by the External Audit Services contract by working on Public
Utilities Inventory, Cash, Investments and Accounts Payable.
Additional wearing
County ID -- Wearing your County ID is THE thing to do and was
demonstrated by Fire Battalion Chief Rocky Hudson as seen on July
7, 2004 in a WWBT Channel 12 news story. Since 2001 it has been
County policy that, "All General Government employees shall
prominently and appropriately display County photographic
identification. This requirement shall not apply to uniformed
personnel; or in such cases in which the display of the photo ID
badge might create a safety hazard due to the nature of the
employee's duties. In these cases the Department Head shall make
the determination as to when the display of the County ID is not
appropriate." This was reinforced by the County Manager in a May
28, 2003 memo to Department Heads and Key Officials, making them
responsibility for enforcement. On the County INTRANET, see the
memo at:
http://virtual/audit/admin/doc93.pdf.
Successful Auditor
Conference -- Thanks to the Henrico County Board of
Supervisors for their Proclamation on Auditor's Week in May and to
the other jurisdictions taking similar action across the State of
Virginia, including the Governor. During Auditor Week, Henrico
County Internal Audit participated in a highly successful National
Association of Local Government Auditors Conference. Picture
highlights at:
http://www.co.henrico.va.us/audit/2004%20Annual%20Conference_files/ZZZframe.htm
And even More HCTV!
-- Check out Cable Channel 37 (or INET Channel 32) for more
HCTV! See "Empowering Your Family" about the Family and Community
Extension Services in Henrico County. Also showing this summer
are: "Parking in Henrico", "West Nile Virus" and "What Do You
Know Henrico". You can check the program schedule at:
http://www.co.henrico.va.us/pr/HCTV.htm .
Acceptable Computer
Use -- Human Resources is developing a new provision in
Personnel Rules and Regulations on Acceptable Computer Use for
future publication. Possible provisions are: County information
systems may not be used by employees to access, create, transmit,
print, download, or upload material (including images or text)
that are considered of an abusive, fraudulent, defamatory,
obscene, offensive, sexual or sexually suggestive nature or which
may be construed as harassing, threatening, or discriminatory
based on race, color, religion, sex, national origin, age, or
disability. Nor may County information systems (and computers) be
used for private business, secondary employment, political, or
other related activities. The installation or downloading of
unauthorized computer software, programs, or executable files or
copyrighted and protected materials is prohibited. Under no
circumstances are employees to access private, non-County e-mail
accounts from County equipment.
- A few more
duplicates -- We apologize for the duplicate emails sent to
you announcing Audit News. This happens because some users are in
two or more email lists that are used to send AuditNews. We are
still trying to combine them on one list, to make the duplicates
go away. Maybe next time?
FY05 Audit Planning
Survey Results -- Thank you to all who responded to our FY05
Audit Planning Survey. All of the results were shared with the
County's Audit Committee on July 13, 2004. You can see the
results by visiting our INTRANET web site at:
http://virtual.henrico/audit.
- FY05 Scheduled
Internal Audits -- Here are the Internal Audits scheduled for
FY05:
- Personnel Rules Compliance
- Petty Cash and Change Funds
- Gas Dispensing Controls
- Money Receipts--Community Corrections
- Expenditures--Public Works
- Business License Taxes
- Cellular Phones
- Public Assistance--Social Services
- Sheriff's Office Contractual Services
- Agency Technology--Building Inspections
- Inappropriate Computer Use
- HIPAA Compliance
- New Financial System
- Computer Access/Renewal
- If any specific timing is
desirable or undesirable for any topic, please advise Internal
Audit. You can view the presentation of the Proposed FY2005 Audit
Plan at our INTRANET web site:
http://virtual.henrico/audit.
- Even more advice on
protecting your privacy-- Here are some more tips on
protecting your privacy as excerpted from the US-CERT Security
Tips of July 2004:
- Before submitting
your email address or other personal information online, be
sure your privacy will be protected and avoid providing
certain information such as birth date or social security
number online.
- Look at the privacy
policy of the web site that is seeking your personal
information.
- For better
transmission protection, look for sites that might use
encryption beginning "https:" instead of just "http:" and a
lock icon in the bottom right corner of the window.
- Do business only
with credible companies that you trust and are well
established.
- Do not use your
primary email address in online submissions to prevent SPAM.
- Avoid submitting
credit card information online; most vendors allow it to be
phoned in.
- Or devote one
credit card to online purchases to limit your exposure to a
minimum amount.
- Avoid using debit
cards for online purchases, since they might not have theft
protection.
