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Performance Audits Performance audits consist of an evaluation of the economy, efficiency and effectiveness of government, departments, programs, services and functions. Through this process, organizations can identify cost savings, service gaps and overlaps, duplicate and underused services that could be reduced or eliminated. Examples of solutions/outcome that have resulted from our work include –

• Organizational restructuring

• Consolidation and/or sharing services

• Reduced service gaps or duplication in services

• Improved performance measurement system

• Balanced staffing levels to workload and improved workforce planning

• Enhanced compliance with policies, ordinances, rules and laws

• Improved productivity and efficiency through use of technology

• Outsourcing or insourcing solutions

• Alternative funding sources

Operational Assessments and Business Process Analysis (BPA) Operational assessments and business process analyses focus on understanding a particular process and its constituent subprocesses, followed by either a redesign and improvement of the process or alterations in the process that results in increased output and quality. Through mapping of the current state, a BPA describes the processes involved, parties participating, manual and automated activities, information exchanged and documents produced. It allows Operational assessments and BPAs allow the comparison of current and future state and the analysis of performance gaps. This methodology can be used to –

• Deliver a confident business case that justifies moving forward with the acquisition or selection of enterprise software or technology upgrades by clean up the current state and implement process improvements that will maximize the benefit of the upgrades.

• Locate bottlenecks or problematic areas such as unnecessary forms or duplicative elements that cause delays, lost time, resources, and ultimately affects service levels, quality and economy, and identify solutions.
• Analyze individual actions, documents and data involved in a process and their value-add.
• Record implicit knowledge, capture and record manual or undocumented processes.

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Performance Measures/KPIs Development Having relevant measures (also known as Key Performance Indicators, KPIs) is having indicators that accurately reflect the results of work carried out by your organization, and in a broader sense, management’s success, or failure, in delivering services or programs. PSPA’s experts can work with your managers and staff to identify KPIs that accurately reflect their program’s efforts and accomplishments. We will ensure that the measures are aligned and fit within a strategic framework, and are based on organizational mission, goals and objectives, critical success factors, and customer needs. PSPA will share with you our extensive database of common service area measures used by governments throughout the country. Performance Measurement Systems Implementation Once the process of gathering data is established, we can help management decide on the performance tracking method and frequency with which the results are reported. With today’s technology it is easier than ever to track performance measure results against established targets and effectively report the results through graphics, text or management dashboards. PSPA is familiar with many tracking and reporting products that are available to government today and we can use that experience to help you objectively assess different systems to select one that fits your needs, or work with your team to develop an easy-to-use system. Performance Data Reliability PSPA’s certified auditors can conduct ad hoc or annual certification audits on the reliability of one or more of your organization’s key performance indicators. PSPA can also train your internal auditors on a process to conduct data reliability audits. These audits can be conducted on an ad-hoc basis or as part of regularly scheduled performance audits. PSPA can also train your program managers on how to conduct a structured self-assessment review for ascertaining the reliability of their performance measurement data. As a result of the training and practice sessions your program managers will have the tools they need to replicate the self-assessment process on an ongoing basis. Performance Measurement/Performance Management Training PSPA professionals are qualified trainers on various performance measurement topics. Our training courses have been delivered to many different professional groups including members of The Institute of Internal Auditors, Association of Government Accountants and the Associations of Local Government Auditors. Through this type of training, managers will learn how to develop mechanisms to track performance over time, flag performance problems and identify the cause of inadequate performance. Managers can also learn to use performance data to develop improvement strategies and make informed decisions. This is accomplished by analyzing performance reports to identify root causes and opportunities for process redesign and allocation or reallocation of existing resources. Performance-Based Budgeting (PBB) Implementation PSPA will help you develop a framework to associate dollars with performance measures so you can gradually shift accountability for line-item budgets (based on the use of inputs) to accountability for budgets based on performance (what the program accomplished with the dollars allocated.) We can also train your budget, accounting, and program managers in the basic concepts and techniques of PBB; develop and implement a user-friendly tracking system to monitor actual results against performance goals; and provide technical assistance as necessary.

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Internal Controls Assessment and Testing A thorough understanding of internal and operational controls, and how those controls create value is critical for any organization. When effectively designed and applied, internal and operational controls can significantly contribute to the achievement of organizational objectives. PSPA’s deep knowledge of government functions, department and program mission and objectives and their associated controls, ensures a meaningful and complete internal controls assessment process. We provide recommendations for strengthening controls and close operational gaps while making sure there is an appropriate balance between controls and their cost. We also develop a system to monitor, assess and update those controls in the future. Enterprise Risk Assessment (ERA) PSPA’s risk and control consultants offer a customized, flexible approach for identifying risks, ranking them based on impact and likelihood, and determining the most adequate risk response based on your needs. Whether the assessment is a stand-alone process that provides a snapshot of current risk, or the assessment or a step in developing a more formal enterprise risk management framework, we will provide in-depth industry knowledge and our commitment to governance, risk management and compliance. Our ERA process includes – Identification of risks in multiple dimensions including Governance, Strategic Planning, Operational activities, Information Technology and Human Capital Development of a risk register (log) Generating risk rating criteria Prioritizing identified risks Applying best practices and making recommendations to mitigate risks Advising on risk management roles and responsibilities Designing a process for future risk monitoring and reporting Internal Audit Plan Development Based on the results of the enterprise risk-assessment, we develop a list of potential internal audit projects and their appropriate audit cycle (i.e., 1, 3 or 5 years). The audit plan will be aligned with the organization’s strategy and focus on the greatest risks, and constructed in the most cost-effective fashion, ensuring adequate allocation of internal audit resources. We can also perform a periodic assessment of the plan in the future to ensure it continuing alignment with key risks. Policies and Procedures Development Without formal and adequate policies and procedures organizations are at risk of excessive costs, , loss of assets, operational inefficiencies, inaccurate recordkeeping, business interruption, statutory sanctions, and being placed at a competitive disadvantage. Our team can help you build new, or strengthen existing policies and procedures. As we complete this process, we are also able to evaluate the adequacy of your control activities such as segregation of duties, authorization procedures, adequate documentation, independent checks, physical controls, and transactional recording. PSPA has a track record for producing policies that are written in clear, concise, simple language, with policy statements that address the directive rather than how to implement it. In addition, procedures are written so that they are in alignment with the policies and with the business owner in mind, making them understandable and easy-to-follow. We also provide a system for maintaining the policies and procedures ever-green, ensuring they are updated whenever operational conditions change.

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Compliance/Regulatory Audits and Assessments PSPA helps organizations meet legal and policy requirements created by federal or state statute or local requirements. Through a compliance/regulatory assessment, we evaluate the organization's compliance with applicable laws, regulations, policies and procedures and provisions of contracts or grant agreements. PSPA professionals have conducted compliance audits for numerous public sector programs, divisions and departments. Fraud Audits and Prevention A fraud audit is a detailed examination of the financial records of an organization with the intent of finding instances of theft or misappropriation. If management or governance suspect fraud, PSPA’s specialists are available to conduct a fraud audit and help the organization determine the monetary damages. Although certain instances demand a fraud audit, we believe that the best investment to make is in developing strong internal control policies and procedures, to create an environment to deter fraud. We are available to consult and perform analyses to help you prevent fraud and ensure that strong internal controls are in place across your organization. In addition, we can train management to analyze processes and recognize risks conducive to fraud. Quality Assessment Reviews (QARs) According to the Institute of Internal Auditors (IIA) all Internal Audit practices should undergo a Quality Assessment Review (QAR) every three to five years. As part of the of the quality review we evaluate whether the organization uses tools that help keep it focused on its purpose such as governing documents, policies and procedures, and processes for measuring organizational outcomes and effectiveness. PSPA professionals are familiar with the IIA framework and experienced in the performance of quality reviews. Governance Reviews While nearly all of the provisions of the Sarbanes-Oxley Act bill apply only to publicly traded corporations, many nonprofit leaders have voluntarily adopted particular Sarbanes-Oxley provisions to ensure effective governance of their organizations. With our extensive knowledge of the principles for good governance, PSPA is equipped to review your board’s activities and make recommendations to enhance board practices and principles. We also assess whether there is independence and clarity of purpose/roles/responsibilities, the right mix of board members, and if board member strengths and time are well utilized.

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