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to the Chief Electoral Officer of Canada
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Risk Management, Last year in its first year of existence the Committee devoted considerable time and attention to. the risks faced by Elections Canada and its approach to mitigating risks to ensure effective. delivery of its mandate In the current year the Committee focused on risk mitigating strategies. throughout the briefings and presentations on all topics raised The Committee is advisory in. nature and not engaged in operations this gives it a unique perspective and enables it to raise. concerns about risk and to query the strategies and approaches adopted to mitigate risks This. dimension is particularly prominent in discussions on the Report on Plans and Priorities RPP. and on the Risk Based Audit Plan RBAP As well the Committee received briefings on. Elections Canada s A Base review and its plans to modify its Program Activity Architecture. Management Control Framework, The Committee was apprised of the key management issues and how procedures have been. adopted to mitigate concerns and produce the desired results In particular the Chief Financial. Officer outlined Elections Canada s internal control framework funding mechanisms and. resource allocation strategies Elections Canada has two parliamentary funding streams. annually voted appropriations as well as a statutory authority Management has completed a. thorough budgetary review and is further strengthening procedures The Committee will continue. to monitor developments and finances by reviewing the periodic internal management reports. that it receives, Office of the Auditor General and Central Agencies. By virtue of regular attendance at Committee meetings by a representative of the OAG the. Committee has been kept informed of matters raised by the OAG as well as its audit plans The. Director of Internal Audit periodically updated members on audit related matters coming from. central agencies The CAE as well as some Committee members attended a Department and. Agency Audit Committees symposium and other sessions on internal audit matters sponsored by. the Office of the Comptroller General OCG to keep abreast of developments in the internal. audit area,Follow Up of Management Action Plans, The Committee follows a systematic approach to monitoring action plans presented by. management to execute its mandate as well as those that respond to external and internal audits. Particular attention was paid to plans and actions for information technology IT renewal with. the Committee endorsing the gradual approach that has now been adopted During the August. 2009 and February 2010 meetings the Committee received updates on plans arising from audits. progress was presented using a score card format,Financial Statements.
The financial statements of Elections Canada were audited by the OAG who issued an. unqualified audit report The OAG also sent a management letter concerning controls over the. inventory of consumable supplies,Report of the Audit Committee Page 2 of 6. Accountability Reporting, During its August 2009 meeting the Committee reviewed a draft of Elections Canada s. Departmental Performance Report DPR for the 2008 2009 fiscal year including the audited. financial statements for the year ended March 31 2009 In February 2010 the Committee. reviewed the 2010 2011 RPP It offered some minor suggestions to strengthen clarity and. completeness but in both cases was satisfied that Elections Canada was presenting fair and. reasonable reports to Parliament,Internal Audit Function. At each meeting the Committee was updated on the status of audits and plans It received and. recommended for approval audit reports on a the Information Technology Renewal Integrated. Program Office b the Management of the Returning Officers and c the Special Voting Rules. System Redevelopment Project The first two reports are published on Elections Canada s Web. site and the third will soon be posted The Committee was also informed of an ongoing review. of the IT business continuity plan BCP and will receive further updates in the coming year. Similarly the Committee was briefed on the start of an audit of the control framework over the. inventory of election supplies it will receive the results in the coming year. The Committee places particular emphasis on audit recommendations and management action. plans to address audit concerns It has adopted a systematic approach to reviewing the progress. made on implementing these recommendations, During its March 2010 meeting the Committee reviewed the draft internal audit plan for the. three years 2010 2011 to 2012 2013 and the resources to be deployed The plan which is built. on a risk based assessment of Elections Canada s programs and activities was recommended for. approval by the CEO, The Internal Audit Charter is scheduled to be reviewed by the committee at its next meeting.
slated for June 2010, The Committee is satisfied with both the current status and the plans of the Internal Audit. Directorate Although the group is small and relatively new it has adopted high standards and is. led by a qualified professional it plans executes its work and reports with due deference to. professional standards Accordingly the Committee considers that the internal audit function. continues to evolve in line with OCG guidance,A Look Ahead. In 2010 the Audit Committee plans to review key management activities these are outlined in. the attached schedule In addition the Committee plans to address the following specific issues. A Base review follow up,IT plan progress review,Risk Based Management Framework development. Human Resources planning,Report of the Audit Committee Page 3 of 6. Conclusion, The Committee considers that its second year of activity constitutes satisfactory progress on the.
start made last year Members were provided with relevant and transparent information allowing. them to more easily carry out the Committee s mandate They are pleased with the candour. shown by everyone who presented information to them concerning the challenges facing. Elections Canada and with the genuine interest that the CEO takes in the views of Committee. members The Committee notes the professionalism and dedication demonstrated by staff as well. as their openness and willingness to accept and implement suggestions. The Committee acknowledges that it is still learning about Elections Canada s considerable. challenges and extraordinary environment However based on its observations over the past two. years the committee considers that Elections Canada has adopted a systematic and rational. approach to addressing its mandate monitoring results and reporting publicly. Report of the Audit Committee Page 4 of 6,Schedule of 2010 2011 Planned Activities. The following table presents the activities planned for 2010 2011 The activities may need to be. revised and updated during the year,Subject Activity June Aug Nov Jan. 2010 2010 2010 2011,A Internal Audit Engagements, A1 Internal Controls on Inventory Review and recommend. for approval, A2 Management of the Human Resources Review and recommend. Information System for approval, A3 Procurement and Contracting for Services Review and recommend.
for approval,A4 Continuous Auditing Review and recommend. for approval,B Follow Up of Management Action Plan. B1 Status report Review and advise,B2 IT BCP follow up Review and advise. C Oversight of Internal Audit Function,C1 Internal Audit Charter Review and recommend. for approval,C2 Adequacy of resources Review, C3 Performance of internal audit function Review and advise.
C4 Status of activities Review and advise,C5 RBAP Review and recommend. for approval,D Office of the Auditor General and,Central Agencies. D1 OAG s year end audit of financial Review report. statements,D2 Fraud and errors Review and advise, D3 Update on OCG s internal audit activities Review and advise. D4 Follow up of OAG s recommendations Review and advise. E Annual Responsibilities,E1 Values and ethics Review and advise. E2 Risk management Review and advise,E3 Management control framework Review and advise.
TB Policy on Internal Control, E4 Audited financial statements DPR Review and advise. E5 RPP Review and advise,F Other Subjects of Interest. F1 Political Financing Presentation Review and advise. Report of the Audit Committee Page 5 of 6,Subject Activity June Aug Nov Jan. 2010 2010 2010 2011, F2 Policy Planning and Public Affairs Review and advise. Presentation,F3 A Base review Review and advise,G Audit Committee Planning.
G1 Audit Committee Terms of Reference Review,G2 Annual plan for coming year Approve. G3 Meeting schedule for upcoming year Approve,H Other Activities. H1 In camera meetings as requested Discuss,H2 Audit Committee self assessment Prepare. H3 Annual report Prepare,Report of the Audit Committee Page 6 of 6. Eight Areas of Oversight Responsibility Values and Ethics During the year Elections Canada performed a self assessment of its management of values and ethics V amp E and reported its findings to the Committee Of particular interest were the unique issues created by the large number of workers required to conduct elections and the distinct approach taken to ensure that the V amp E program is

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