are you ready for an audit? what you need to know

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ARE YOU READY FOR AN AUDIT?

WHAT YOU NEED TO KNOW

Presented by:Lorie WomackBranch Manger,

Roosevelt Branch Library

ULA ConferenceLayton , UtahMay 11 -13, 2011

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It’s time for an audit:Now what?

Relax and keep perspective

Maintain professionalism and confident demeanor

Take notes

Be prepared to show your financial records and library stats

Thank the auditor

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Why do we need audits?

•Adherence to policies and guidelines• Check of record keeping• Check record accuracy•Review of employee work•Meeting user needs•Review of established methods•Recommendations for improvements•Measure progress

Webster Dictionary defines an audit as:“A methodical examination and review”

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Benefits of Audits

Planning and Evaluation Tools

Policies and procedure changes

Better understanding of issues

Evaluation of customer service needs

Evaluation of performance

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Who Conducts Audits

County or City Auditor

Granting Agencies

State Library

Courts

Regulatory Agencies

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6 Steps to Preparingfor an Audit

Step #1-- Understand all the requirements

Step#2 – Appropriate records management practices

Step #3 – Management support

Step #4 -- Audit management practices

Step #5 – Document the results

Step #6 -- Audit systems, technologies, facilities, and practices

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Types of Audits

Financial

Statistical

Facilities

Human Resources

Internal

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Get in the habit of conducting internal audits

Why we should perform internal audits?“internal records audits are essential to ensuring your organization is following its internal standards and practices – and can prove it, if required, to external auditors, regulatory agencies, and courts.” (Simons, 2009)

Areas of concern for internal audits:Financial RecordsStatistical RecordsCollection DevelopmentShelf Order and AppearancePhysical FacilitiesPolicy and procedure reviewsPersonnel Issues

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Internal Audit Goals

“If our goal is to be the best at what we do, it is crucial to take little steps to improve every single day” (Van Campen / Hertzberger 2009)

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What financial records should be kept?

Invoices Packing Slips Deposit Records Expenditure Records Book and Supply Orders Grant Applications / Contracts Grant Correspondence

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Statistical Annual Report of Public Library Services

Operating Expenditures:Salaries / WagesCollection ExpendituresDigital Licensing Fees / Serials Subscriptions ExpendituresOperations and Maintenance Expenditures

Programming:Number of children’s programsNumber of Teen ProgramsNumber of Adult ProgramsAttendance Numbers

Services:CirculationPatron VisitsNumber of Registered PatronsNumber of Reference TransactionsInternet Use

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Management Tools

Keep a log of maintenance / supply needs Hold regular staff meetings Conduct regular policy reviews as staff members Meet regularly with individual staff members Balance money taken in daily Make regular deposits Develop and follow strategic plan Document anything you may need to refer back to later Set up spreadsheets to track statistical / financial

statistics Regular shelf maintenance (straightening / weeding)

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Book OrderTemplate

Book Order ( date ordered)Order number / Information

Title Author ISBN Number Person Requesting the Title Comments

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Monthly StatisticReports

CirculationPatron VisitsComputer UsesMoney CollectionNumber of Overdue / Fine NoticesNumber of Items Checked Out Vs. Items UnreturnedNumber of Items in CollectionNumber of Items WeededSystem / Library Specific Statistics

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Monthly ExpenditureTracking

Invoice DateLine Item NumberVendorInvoice NumberAmount of InvoiceLine Item TotalComments

Notes SectionInvoice DateLine Item Number VendorComments

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What is anInformation Audit

• Assessment of end user needs

• Assessment of management Practices

• Tied to knowledge based initiatives

• Tied to organizational learning

• Assessment issue(s)

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Van Campen and Hertzberger’s3 Phase Approach

1) Diagnose and pinpoint customer problems2) Design and redesigning (focus on correcting problem(s) )3) Implementation Phase

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Methods of Conductingan Information Audit

Surveys Focus Groups Committees Interviews

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Henczel’s Methodology

Henczel’s 7 Steps

PlanningData CollectionData AnalysisData EvaluationCommunicating RecommendationsImplementing RecommendationsInformation Audit as a continuum

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Using Statistics

“[Statistics] are like a slightly out-of-focus snapshot of what you do, taken through glass that’s distorted and not quite clean” (Schuyler, 2001 )

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Statistic Use Role Play

Example: Statistics to justify a tax increase

Tasks1) Create a scenario2) Determine what statistics will you need3) Determine how and who will collect any additional information you may need4) Select a target audience /setting for the conversation5) Make your pitch

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Questions / Discussion

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Contact Information

Lorie Womack

Branch ManagerDuchesne County Library – Roosevelt Branch

70 W. Lagoon (44-4)Roosevelt, UT 84066

(435)722-4441lwomack@co.duchesne.ut.us

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References Audits (2011). Merriam-Webster.com. Retrieved January 29, 2011.

Simons, Neil (2009). Surviving a records audit: 6 steps to prepare your organization. Information Management, July/August 2009. Retrieved January 17, 2011 using Library Information Science and Technology Abstracts database.

Jones, Rebecca; Burwell, Bonnie(2004). Information audits: building a critical process. Searcher (2)1. Searcher, January 2004, pgs. 5-55. Retrieved February 19, 2011 using Library and Information Services Abstract database.

Van Campen, Johan, Hertzberger (2009). Improving little by little: The Road to Operational Excellence. Learned 22(2). April, 2009; Pgs. 102-106. Retrieved February 19, 2011 using Library Information Science and Technology Abstracts database.

Raliphada, Lufuno (2006). Testing the viability of Henczel’s information audit methodology in practice. South African Journal of Library and Information Sciences . Retrieved March 23, 2011 using Ebsco Host database.

Schulyer, Micheal (2001). Cutting Edge Statistics. Computers in Libraries , 21(3), Pg. 51. Retrieved April 23, 2011 using Ebsco Host database.