| Audit Program News |
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| New HRSD Audit Program |
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During the 1999-2001 biennium, Human Resource Services Division (HRSD) audit functions were scaled down to allow HRSD staff to meet increased service-related needs. Effective July 1, 2001, this changed.
The 2001 Legislature approved the addition of three positions that will support a renewed HRSD audit program. HRSD also redirected one position from the HR Management and Consultation Unit to the new program. With three of the four positions currently filled, the staff is beginning to work on a draft plan that identifies potential future audits. This administrative review function is part of HRSD´s continuing efforts to move toward more consistent application of state human resource management rules and policies.
Audits will fall into two categories -- classification and issue-specific. Audit subjects are typically selected through risk analysis, upper-management input, HRSD staff input, and agency suggestions. Once selected, audit subjects are then prioritized to determine the sequence of audits. The prioritization methodology consists of:
- Risk analyses - which assess the extent of fiscal, legal, and/or public policy impact for each potential audit subject, with those having the highest level of risk given top priority; and
- Database analyses - which determines the quantity, magnitude, degree of aberration, and inconsistencies that exist in current application of practices.
The risk analysis format is derived from the "Risk Assessment Matrix" used by the Secretary of State Audits Division to prioritize their audits, but is tailored to human resource management issues. The database analysis uses data from the Personnel and Position Data Base (PPDB) and the Oregon State Payroll System (OSPS).
Some audits will occur as a result of leadership direction or special requests. A state human resource management practice of particular interest to the 2001 Legislature was the area of position classification and reclassification. Legislators expressed concern about the number of reclasses being requested in agencies´ 2001-2003 biennial budgets and the impact inappropriate reclasses and/or misallocations might have on agency expenditures. One of the first tasks of the HR Audit Program staff was in response to those concerns. In June, agencies began allocating positions to a number of new classifications developed in phase one of the Administrative Classification Study. The Audit Team was asked to perform an audit of those agency allocations to determine whether the allocation was to the most appropriate classification.
Most of the interaction between HR Audit Program staff and agencies will be with the agencies´ personnel staff. However, some audits will require interviews with employees and/or managers to gather information, review processes or procedures, or to gain feedback. If you have specific questions regarding the new program, or suggestions for future audits, please e-mail Jerry Korson, or call (503) 373 7678.
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