Office of the State Auditor Contract Monitoring

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Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
1


This responsibility matrix was designed to be a tool to aid each contract monitor in performing their monitoring duties
.



It should be noted that the
contract monitor is responsible for every
phase
;

however, some
areas

may be
performed

by
the
financial

manager
s

which does not
remove r
esponsibilit
ies
from the
contract
monitor.


Contract

files should be set up on

S:
\
SAO
\
Contract Monitor
\
CM Files
\
insert Fiscal Year
\
audit name



by agency all electronic
c
ontract in
formation should be saved here.

The C
ontract
Monitor
will
save
files
related to
the
contract
, except for those identified
differently in the table below,

under
this

file
.



The matrix below lists the responsibilities of each of the following (by each phase of the audit):


CM


Contract Monitor


Controller


Heather Lin

FM



Financial Manager
s


Phase of
Audit


Location of

fo
rm/
document


CM
Responsibility


CM Distribution

Responsibility

FIRST
PHASE

-

January

Setting up the audit

time codes






C潮tract aata扡se


i潣ate搠潮 the fBM
N潴es⁷潲歳灡ce (see 摥tails at Bㄠseries)











Project (Contract)
Time Code in
TeamTEC is 701
-




The c潮tract au摩t num扥r has 扥en set
-
u瀠
f潲 each au摩t

each year

c潲⁒e灯pt
C潮tr潬 灵r灯pesⰠ
the same au摩t num扥r is
used

See at example
C6

in packet.



Project
(Contract)

Time Code
701
in
TeamTEC is
for

Contract RFP Devel &
Eval
.
















Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
2

Phase of
Audit


Location of

fo
rm/
document


CM
Responsibility


CM Distribution

Responsibility


RFP
-

The following form can be found on the
Intranet in
Forms


Contract Monitor



General
:




Standard RFP
s



A5:
Bid
evaluation
template



A6:
Bid evaluation template
guidance



A7:
Bid evaluation summary form



A4:
Financial
RFP
Inquiries
Template


A
3
:
Attached is
guidance on

how to
prepare
the proposal evaluation
form and
questions
related to the
RFP

process.














Track the number of years that the
contractor has performed the audit and
determine if RFP is to be sent out for the
upcoming year. (Usually the
Deputy, the
FM

and the
Controller

wil
l also help with
identification of
a required
RFP
. See
also
Contract Database

discussion in Second
Phase

and
E
xample B1 1
/
.)





A
nswer
inquiry
questions on the
RFP
. Remove duplicate contractor
questions when compiling the
questions and answers.


Questions AND responses (Q&A) should
be submitted together to the Deputy for
approval prior to them being sent to
potential contractors. See a template
created to use for responding to standard
questions that have been previously
received in prior years a
t
A4
.




E
valuating the
proposal
(self
evaluation and evaluation by
another senior staff)



FM c
ompletes RFP, including scope and
background

and CM reviews RFP for
accuracy
.


FM r
eview
s

RFP and determine
s

potential
contractors with Deputy before RFP is sent
out to potential contractors. When the RFP is

sent out, cc: Kathy Matlack to post on the
website, the Deputy, and the CM.


Afte
r Deputy approval, CM is responsible for
submitting the Q&A to Kathy Matlack for
posting to OSA website. In addition, the CM
is responsible for sending the Q&A to those
contractors that submitted questions.


Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
3

Phase of
Audit


Location of

fo
rm/
document


CM
Responsibility


CM Distribution

Responsibility






























Bid Evaluation
-

Once all bids have been
received, CM should ask another staff of
band B2 or C to evaluate the bids received.
Using the Bid Evaluation form, the CM
and

another staff should evaluate each
proposal received. See

Bid Evaluation
form and guidance

at
A5

and
A6
. Once the
form is complete, the CM should obtain
both evaluation forms and complete the
Bid Summary form, see at
A7
. The high
score on the Summary f
orm should be the
bidder recommended to the Deputy for the
awarding the contract.

The CM i s
r e s p o ns i b l e fo r s ub mi t t i n g t he Bi d
Eva l ua t i o n s, Bi d S umma r y fo r m, a nd t he
t o p t hr e e P r o p o s a l s wi t h t he RF P t o t he
De p ut y.




O
b t a i ni n g
fe e d b a c k fr o m t he
De p a r t me nt/A
ge nc y

( i f t he
De p a r t me nt/Age nc y i s i nt e r e s t e d i n
t he RF P p r o c e s s )
.




See other questions re: RFP process at
Example A
3
.



S
ave

a copy of the RFP and ALL
proposals
on the Contracts Database
.

Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
4

Phase of
Audit


Location of

fo
rm/
document


CM
Responsibility


CM Distribution

Responsibility


The following form can be found on the
Intranet
in

Forms


Contract Monitor


Standard Contract
:



A8:
Predecessor
Auditor Letter
Template



CM is responsible fo
r completing the
Predecessor Au
d
it
or
Letter
, getting it
signed by the Deputy,
sending it to the
prior contractor
, and getting it back from
the prior contractor and providing a copy
of the letter to the new contractor.

S e e
t e mp l a t e a t
A8
.


FIRST
PHASE

No later than
Feb./March

Contracts




The following forms can be found on the
Intranet in
Forms


Contract Monitor


Standard Contract.
:


A1:

Standard Financial Audit Contract

A2: Standard Contract Amendment



A13: Communication from Deputy for
contract pricing for FY2013
audits.

Time Code in TeamTEC is 701.



Deputy will communicate to CMs
regarding changes to contract prices for
each fiscal year’s audit for those audits that
are not going out to bid. CM is
responsible for communicating the
contract prices to the
Department
controllers and then to the contractors.

S e e
c o mmun i c a t i o n a t
A1 3
.


I f d e t e r mi ne d ne c e s s a r y t hr o ugh
c o nve r s a t i o ns wi t h c o nt r a c t o r/d e p ut y, a
ny
amendments

to the contract will

need to
be
prepared

by CM.
This will only be
prepared AFTER discussio
ns with deputy
regarding the scope/price of what is
involved in the additional work that will be
needed.

Occasionally amendments are
necessary if there are changes in scope of
FM will

determine and insert attest memo
due dates into contract
,
Exhibit I
.

CM will
review for accuracy.


CM or FM

will obtain the major programs
fro
m
FM
and
prepare the contract
.
CM will
review for accuracy.


Note: Deputy reviews the final product. After
approval
,
FM

will

forward it to Controller to
process.

Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
5

Phase of
Audit


Location of

fo
rm/
document


CM
Responsibility


CM Distribution

Responsibility

work

(such as a new major program)

or
price of the audit.


Note: Deputy review
s the final
amendment. After approval, CM will
email

the
approved
amendment
to
Controller
.

FIRST
PHASE

March/April

Engagement letters



The template for financial engagement
letters can be found on the Intranet under
Forms


Audit


Audit Letter Templates.



Peer Reviews

can be found at

S:
\
SAO
\
C
ONTRACT
\
Peer Reviews
\




Signed Engagement Letters can be
found at S:
\
SAO
\
Contract
Monitor
\
CM
file
\
FY
Signed
Engagement Letters




Time Code in TeamTEC is 701.

CM
will review engagement letter for
accuracy and ensure that correct peer
review has been attached.


CM

will verify that the Office has the most
recent contractor peer review letter

withi
n
the S:
\
SAO
\
CONTRACT
\
Peer Reviews
.

I f t h e mo s t r e c e n t o n e i s n o t t h e r e, t h e n t h e
C M wi l l o b t a i n f r o m t h e c o n t r a c t o r t h e
c u r r e n t p e e r r e v i e w. C M wi l l e
-
ma i l a
c o p y o f t h i s l e t t e r t o t h e C o n t r o l l e r.



C M w i l l a t t a c h a c o p y o f t h e c u r r e n t p e e r
r e v i e w l e t t
e r w i t h i n t h e C o n t r a c t s D a t a b a s e
( w h e t h e r o b t a i n e d f r o m t h e s: d r i v e o r
f r o m t h e c o n t r a c t o r ).


C M
ma y t a k e t h e e n g a g e me n t l e t t e r t o t h e
e n t r a n c e c o n f e r e n c e o r l e t t e r w i l l b e
ma i l e d d i r e c t l y t o a g e n c y
.



F M a n d/o r C M w i l l p r e p a r e a n d s e n d t h e
e n g a g e me n t l e t t e r.
G e n e r a l l y, t h e
e n g a g e m e n t l e t t e r a m o u n t i s t h e c o n t r a c t
a m o u n t
p l u s 5 % c o n t r a c t m o n i t o r i n g f e e a n d
s t a t e w i d e a u d i t b i l l i n g ( s e e n o t e b e l o w ),

h o w e v e r, t h i s

v a r i e s b y e n t i t y. F M w i l l o b t a i n
t h e s t a t e w i d e a u d i t b i l l i n g e s t i m a t e f r o m
f i n a n c i a l t e a m.

See statewide audit billing
estimates at A11.


Note: Please note that while calculating
estimated billing amount, use last year’s
contract monitoring hours times
current
year’s billing rate per hour.





Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
6

Phase of
Audit


Location of

fo
rm/
document


CM
Responsibility


CM Distribution

Responsibility

CM will
send
the
original to contractor.
(The agen
cy would already have a copy).


CM
is responsible for
scan
ning in

the
signed engagement letter and
file at

S:
\
SAO
\
Contract Monitor
\
CM file
\
FY
Signed Engagement Lette
r
s

(NOTE:
this should also be completed for all in
-
house agencies.)

and attach it to the
Contracts Database.


FIRST
PHASE

Before
entrance,

March/April

Meeting with the Contractor



Time Code in TeamTEC

is 702


Contract
Monitoring
.


The CM is
required

to have a meeting
with contractor to discuss provisions of the
contract and requirements for the current
year’s audit. Remind contractor of attest
dates, expectation regarding
communication, audit findings, and
general audit process.



Let the contracto
r know that you are
available to attend any fraud brainstorming
sessions.
If you do not attend the fraud
meetings or brainstormi ng sessions with
your contractor, obtain copies of
interviews and brainstormi ng summary.


F M o r d e s i g n e e wi l l p r o v i d e a Le t t e
r o f
I n s t r u c t i o n t o t h e C M. Th e C M wi l l
p r o v i d e
t h e Le t t e r o f I n s t r u c t i o n t o t h e i r c o n t r a c t o r s.


C M wi l l p r o v i d e t h e C l a r i t y S t a n d a r d s
C o mmu n i c a t i o n c h e c k l i s t t o t h e i r c o n t r a c t o r s,
s e e a t
A 1 2
.

Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
7

Phase of
Audit


Location of

fo
rm/
document


CM
Responsibility


CM Distribution

Responsibility

FIRST
PHASE

Occur by end
of April

Entrance Conference
-





Time Code in TeamTEC

is 702
.

CM is responsible for contacting the
contractor

to set
-
up the entrance.

Typically, these are set
-
up
after the
contract is sent to the contractor
, ideally
set
-
up in March and conducted in April
,
but no later than May
.
To revi
ew status of
the contract the CM can refer to the
contract database.
Once the signed
contract is received, the CM is responsible
for saving a scanned copy to the Contracts
Database.


Invite
Deputy
and FAST team member
to all entrance conferences.



CM should let
the
contractor run the
meeting but is responsible for discussing
the
OSA audit
process which includes
findings
/audit recommendations
,
the
management letter process
, and attestation
timing/deadlines
. Discuss
Clarity
Standards

and confidential
ity of
information being
shared
.


The agend
a is prepared by the contractor.
CM should obtain a copy of this agenda
prior to the meeting

for any revisions.






Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
8

Phase of
Audit


Location of

fo
rm/
document


CM
Responsibility


CM Distribution

Responsibility

FIRST
PHASE

February

File Set
-
up

-


A
9
:
The Contractor Compliance Checklist
(CCC)
can be found
on the Intranet under
Forms


Contract Monitor



General.

Time Code in TeamTEC

is 702
.

C
ontroller will set up contract database
and provide CM with access. C
M will
attach necessary documentation to the
contract database

as noted in other sections
of this responsibility matrix
.

END OF
FIRST
PHASE
-
BEGINNING
OF SECOND
PHASE

May to
August

Risk Assessment
-


Time Code in TeamTEC

is 702
.


FM will inform CMs of group audit risks
for components. CMs are responsible for
communicating these risks to the
contractors.


additional guidance will be
provided later on this.


SECOND
PHASE

May and
subsequent

Other

-


Copies of the attest memos sent out to the
contractors can be found at
S:
\
SAO
\
Statewide
\

insert

Fiscal Year that
applies

Files
\
Distribution Folder
\
insert

FY

Attest Memos


Dates for attest memos are established by

the

Financial Audit Team
and are located
as

part of Exhibit I

of the contract
.


Note
-

Due to Clarity Standards, there
will be changes to all Attest Memos.

FM
and/or other staff
will send out attest
memos, analytical, samples, etc.
to

the CM
,
so the CM can sen
d it to their

contractors.
Stand
-
alone audit

contractor
s will
only
receive attest memos
.


S ECOND
PHAS E

Ma y t o S e pt.

F i na nc i a l Aud i t Te a m
i nfo r ma t i o n

CM wi l l d i s t r i b ut e
a ny i nfo r ma t i o n r e l a t e d
t o a s s i gne d

c o nt r a c t
or
.
CM
needs to

pull
MCR01R
, MCR
02R and GNL02R year
-
end reports from
Document Direct, if
requested
by

the contractor
.

( Note:
Contractor can obtain these reports from
the agency)

FM
and/or other staff
will send out
reminder
for returning attest memos to all contractors.
FM
will also se
nd out final
analytical, lead
sheets, etc. for the CM to
provide to their
contractors for
feeder audits
.

Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
9

Phase of
Audit


Location of

fo
rm/
document


CM
Responsibility


CM Distribution

Responsibility

SECOND
PHASE

May to Sept.

Interim
invoice

from contractor



no
form needed
.


B1
: Contracts Database tracks contract
routing, invoices

(payments to

the
contractor)
, audit billing

(billing to the
agency for audit work performed)
, and
contact information.

Time Code in TeamTEC

is 702
.


CM will receive interim
invoices

from
contractors
. Th
ese

invoices

should

reflect
the proportion of contract

amounts located
in
Exhibit F

(
Example
A
1 5
/

of the
contract
.
)

Re vi e w
i nvo i c e
,
approve

by
initials and date
,
include contract # in
your approval,

and
scan a copy of
approved invoice and attach it to the
Contracts Database. E
-
mail Controller
to let her kn
ow it is attached.


A
s
OSA

Controller

bills the agency

(for
reimbursable audits)
, she will
record the
billing in the Contract Database
.


The CM can verify payments made to the
contractor in the contracts database. It is
the CM’s responsibility to ensure

that
contractors are not paid twice.


NOTE:

10% of the
contract amount will
be retained
until full completion of the
contract.
See third phase.


Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
10

Phase of
Audit


Location of

fo
rm/
document


CM
Responsibility


CM Distribution

Responsibility

SECOND
PHASE

May to Sept.

Communication







Time Code in TeamTEC

is 702
.

CM should contact contractor
about status
of audit, any preliminary
/compliance

findings.




ALL Report Comments should be
included
in the Contract Database (first and final
drafts)
.
During the review process, send
comments electronically, through e
-
mail,
to Deputy for changes.


CM
should remind contractor that a
clearings meeting should be held with the
agency as findings are being written to
ensure that facts are accurate and to inform
the agency that there is a finding. This
should not be the first time that the agency
has heard
of the finding
. (Typically the
Department/Agency does not receive the
actual written
report comment

at the
clearing meeting.)


No written
report comment

should be
given to the agency until State Auditor
and/or Deputy has given final approval.



Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
11

Phase of
Audit


Location of form/document


CM Responsibility


CM Distribution

Responsibility




It is very important that the CM be in
constant communication with the Deputy
regarding leave so that the contract is still
being monitored to the extent that it needs
to be during
all phases

of the contract.
It
is the CM’s responsibility to communicate
with the Deputy regarding the CM
substitute in the CM’s absence.




SECOND
PHASE

July to
September

Interim Workpaper Review

The following forms can be found on the
Intranet in
Forms


Contract Monitor

General
:


C8

1/
-
4/
:
Interim
Workpaper Review
Checklist


Time Code in TeamTEC

is 702
.


CM should perform an interim workpaper
review between July and September, but
no later than September 30
th
. The
interim workpaper review should include
review of the Planning and Risk
Assessments completed by the c
ontractor.

See an example of the interim workpaper
review checklist at C8 1/
-
_/.

The
completed checklist should be included in
the Contracts Database.



FINAL
PHASE

August to
December

Findings



The following

forms can be found on the
I
ntranet in
F
orms



Audit


Audit Letter
Templates:


Time Code in TeamTEC

is 702
.


CM will receive and review
draft report
comments

from the contractor. (Receiving
the
draft report comments

in Word format
CM

will send out the Format for response to
their

contractors
.


Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
12

Phase of
Audit


Location of form/document


CM Responsibility


CM Distribution

Responsibility



C1:
Findings Form



C2:
Format for Response


NOTE:
It is very important that the CM
stay in constant communication with the
contractor during this phase of the audit.
It is critical that comments and attests are
submitte
d to our Financial Audit teams in
a timely manner.



.

will aid in the process of findings
revisions
)
.
The CM will review the
findin
g

to ensure
that
all five parts of
a

finding
are

included

and that the
draft
comment

is written clearly. If the CM
does not understand the
comment

and/or
does not include all five parts of the
finding
,
the contractor will need

to
rewrite
the comment so that it is clearly
understood.

Al l c o n t r a c t mo n i t o r s a r e
REQUI RED t o REVI EW d r a f t r e p o r t
c o mme n t s wi t h i n o n e we e k f r o m r e c e i v i n g
t h e m f r o m t h e c o n t r a c t o r.



Once reviewed and approved by CM
, the
CM will
transmit the
draft
repor
t comment
to the Deputy for review
.
The Deputy will
review the
report comment
and submit any
changes to the CM.
The CM will then
pass on any changes to the contractor.


This process may happen several times.
The Deputy will

notify the CM once the
draf
t report comment

can

be submitted to
the State Auditor for review.


Once reviewed and approved by the
Deputy and

the State Auditor, the
draft
report comment

may be submi
tted to
Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
13

Phase of
Audit


Location of form/document


CM Responsibility


CM Distribution

Responsibility

the agency for response

and
implementation date
.


Once
the
response

is

received the
contractor

is responsible for inserting the
response and the date into the report

because the contractor will possess the
electronic file
.
CM should ensure that
the response contains the
implementation date, is no longer than
15 lines per re
commendation part, and
includes an implementation status
“Agree”, etc.

The contractor/CM will
ensure that the
Department/Agency
response

is

responding to the
recommendation in the report comment

and that the parameters regarding
responses are followed.

I
f t h e
D e p a r t me n t/A g e n c y r e s p o n s e i s a d i s a g r e e
o r p a r t i a l l y a g r e e, t h e C M n e e d s t o h a v e
t h e c o n t r a c t o r d r a f t a n a u d i t o r ’ s a d d e n d u m
t o t h e r e s p o n s e.

The CM t hen needs t o
provide t he report comment wit h response

and addendum, if necessary

t o t he Deput y

and
St at e Audit or

for review and approval
of t he final draft.

Once t his approval is
received, t his version of t he report draft
can be included wit h t he At t est F1 and/or
t he St and
-
alone audit report.

Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
14

Phase of
Audit


Location of form/document


CM Responsibility


CM Distribution

Responsibility


All feeder contract comments are required
to go to editor a
fter comments have the
Agency response and the State Auditor
reviews that response.



FINAL
PHASE

September to
November

Attest Memos

Time Code in TeamTEC

is 702
.

When
the attest memos are
receive
d, the
CM will review for
completeness/accuracy
. These should be
e
-
mailed to
OSA.financial@state.co.us
. If
the attest memos are sent to the CM, please
e
-
mail them to the e
-
mail address above.

CM wi
ll attach all final attest memos to the
Contracts Database.

CM
will send out reminder to
their

contractor
for
providing

attest memos
.

FINAL
PHASE

August to
December

Report Draft
-


The following forms can be found on the
Intranet in
Forms


Cont ract Monit
or


General:




C3: Stand
-
alone Transmit tal Sheet


The following forms can be found on the
Intranet in
Forms


Audit


Report
Templat es
:




C5:
LAC
/ OSA Staff Page



C6:
Distribut ion Page


Time Code in TeamTEC

is 702
.

For stand
-
alone reports, the
CM will use
the
Stand
-
alone Transmittal Sheet
to

aid in
the
review
process
of the first draft of the
report
. If there are numerous errors on the
first draft, it is preferable

that the
first draft
is returned to the contractor for revisions.
After the second draft is received

(if
needed) and when the CM has completed
the review
of revisions requested,

th
e
report draft

will
be submitted to the
Deputy

for review
.
All CMs are
REQUIRED to REVIEW the draf
t of
the report within one

week of receiving

Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
15

Phase of
Audit


Location of form/document


CM Responsibility


CM Distribution

Responsibility



C7:
Panic Letter


For the opinions included within the
stand
-
alone reports,
CM must use the

review to
ol located on
the intranet at
Forms



Contract



General
:



C4:
Audit Report Review Tool


Sample of Opinion letters are on the
intranet


Forms



Contract



General
:



C4:
Opini
on Review Template



C4:
Report on Internal Control
Template



SFSFA Opinion Review Template





the report.


Submit the
electronic
copy
of the report
draft

with the electronic
Stand
-
alone
Transmittal Sheet

to

the Deputy

or provide
both in hardcopy
.

The Deput y will not ify
t he CM when her review is finis hed.



S u b mi t t h e

r e v i s e d
r e p o r t
d r a f t t o t h e
c o n t r a c t o r a n d t h e p r o c e s s w i l l b e r e p e a t e d.



At this point the CM will also ensure that
the current LAC member

listing, the
distribut ion page with the control number
or audit number, and the panic letter are
sent to the contractor for integrat ion in the
final report

(See Examples at
C5
,
C6
, and
C7
)
.

(These items are included on the
Stand
-
alone Transmittal Sheet.)

Please
ensure that the contractor utilizes the

most
recent LAC member listing.


NOTE: The
Stand
-
alone Transmittal Sheet
is designed to follow the draft revisions
throughout the report process. One form
should be
used;

there should not be
multiple versions of the forms.


Once the report draft is complete through
Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
16

Phase of
Audit


Location of form/document


CM Responsibility


CM Distribution

Responsibility

review, CM must scan the completed
Stand
-
alone Transmittal Sheet and include
it in the Contracts Database.


August to
December

Final
Workpaper review



The following forms can be found on the
Intranet in
Forms


Contract Monitor


General
:




C8

5/
-
7/
:
Final
Workpaper
Review Checklist


Time Code in TeamTEC

is 702
.

The CM should perform the
final
workpaper review

PRIOR

to
the
financial
statement opinion date
.


It

is most
beneficial

to

perform the
final
workpaper
review closer to the review of the draft
reports,

just in case, through the workpaper
review, outstanding items are discovered
that may lend themselves to developing a
new
report comment
or further dis
cussion
with the contractor regarding an issue.


The
final
workpaper review MUST be
completed before the Opinion Date in
mid
-
December or the stand
-
alone
report’s opinion date, whichever is
sooner. The Date of the
final
workpaper
review must be noted on th
e CCC and
on the
final
workpaper review checklist.


The CM must attach the completed final
workpaper review checklist in the Contract
Database.


Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
17

Phase of
Audit


Location of form/document


CM Responsibility


CM Distribution

Responsibility

August to
December

Final Report



C
ontinue to use the
Stand
-
alone
Transmittal Sheet
to finalize.




C10:
The

Assignment Control Sheet
(ACS)


peach sheet

can
be obtained
on
the second floor lunchroom
in the Forms
Drawer

and is also available on the
Intranet at
Forms


Audit


General
.


For questions please see Front Desk
Reception Area.

















Time Code in TeamTEC

is 702
.

The CM
will
continue to
use the
Stand
-
alone Transmit tal Sheet
t
o

aid in the
process of reviewing the final bound report
before submitt ing to the State Auditor and
Deputy.


The CM will
approve

th
e report and
submit one copy
of the report
to the State
Auditor and
one to the
Deputy.
The CM
will also c
omplete the
Contract portion of
the
Assignment Control Sheet (ACS
)
.
This
means that the entire
ACS
form will
not be completed.


If there is a stand
-
a
lone report, the
Contract indicates the number of copies of
the report that the contractor must provide
to the OSA. The CM is responsible for
ensuring that all copies are received. T
he

CM is also responsible for ensuring tha
t

copies of the report are del
ivered to the
agency.


Submit stand
-
alone opinion
s

to the
Financial Audit Team
for tracking
purposes. This should occur PRIOR to
mid
-
December.































Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
18

Phase of
Audit


Location of form/document


CM Responsibility


CM Distribution

Responsibility


Management Representation Letter


Management Representation Letters
must be obtained by all contractors as
prescribed by the Financial Audit Team.
CM is responsible for ensuring that the
Management Representation Letters are
appropriately drafted using the OSA’s
approved template and tha
t the letter is
dated on or before the opinion date as
provided to the CMs by the FM.

The
letters for those audits that are feeder
audits, should be addressed to the
Deputy and stand
-
alones should be
addressed to the CPA firm. The letter
should be signed

by the Executive
Director and Controller. Any
differences

or changes to the template

must be

Pre
-
approved by the Deputy.
The CM must submit this letter to
osa.financial@state.co.us

and include a
copy on t
he Contracts Database.


FM will work with the Deputy to determine
the template for Management Representation
Letters to be used by all contractors. The FM
will then provide this template to the CM.
The CM is responsible for
distributing this
template to the contractor
. I
f the contractor or
agency have any questions

or changes
, then
the CM will work with the Deputy to address
all questions
/changes
. Any changes to the
template MUST be approved by the Deputy

PRIOR to the letter

being signed by the
Agency
.


FM will work with the Deputy to determine
the dates that will be noted on the
Management Representation Letters. The
FM will then provide the CM with these
dates. The CM will communicate these dates
with the contractor.

Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
19

Phase of
Audit


Location of form/document


CM Responsibility


CM Distribution

Responsibility

Aug
ust to
December

Release Final 10% to the contractor

After release of the report by the LAC, if
applicable, the CM can release the final
10% to the contractor.


For those contract audits where a report
is not produced, the 10% retainage can
be released
when all attest memos and
report comments have been submitted
and approved.


If the 10% was withheld on previous
invoice, make a copy of previous invoice

on Contracts Database
,
approve by
initials and date
,
include contract # in
your approval,

scan a copy
and include
in the Contracts Database. E
-
mail
Controller to let her know it is attached.




If the contractor has been withholding
10%
from their side, CM will obtain the
final
invoice from the contractor and follow the
same invoice review and approval
process.




August to
December

Billing


The following forms can be found on the
Intranet in
Forms


Contract Monitor


Billing:

Time Code in TeamTEC

is 702
.

The CM is
responsible for preparing the
final billing for
a
reimbursable contract
.

Onl y Co nt r a c t Mo ni t o r i n g t i m
e c o d e

702

is


Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
20

Phase of
Audit


Location of form/document


CM Responsibility


CM Distribution

Responsibility




C11:
T
he OSA Billing P
olicy




C12
1
/

Billing Form

Fully
Reimbursable



C12
3
/ A

Billing Form fo
r
Higher
Education


Billing
rate

for FY1
3

contracts is
$
6
8
.


The
Financial Benefits

Form can be
found on the Intranet in
Forms



Audit


General



billable.
This billing cannot be completed
until the LAC has released the report
or all
attest memos and report comments have
been approved
and the CM has already
processed the final payment to the
contractor.



The following items will be
sa
ved by the
CM

in the Contracts Database

for final
wrap
-
up:




Completed CCC form



Contract Monitor Log



Contractor evaluation



Project Hours Detail by Categories
Report from TeamTEC



Final Billing Form


Once all information is saved, CM will
send an e
-
mail to
the Controller indicating
such.


The

Financial

Benefits Form

(
Example
C12
6
/

is submitted
to
the
OSA Executive
Assistant
,
Lesa Fisher
)

August to
December

Final wrap up

Discard old report drafts and any other
information that isn’t necessary to put into

contract file.


Office of the State Auditor

Contract Monitoring

Responsibility Matrix


Contact Monitoring

Page
21