Corporate Support Functions
Internal audit
During 2012-13, the department’s internal audit
function was co-sourced with the private sector and
the Executive Director, Business Services filled the
position of the DPC Head of Internal Audit. The
function provides independent and objective
assurance to the Director-General that the
department is operating efficiently, effectively and
economically. It assists the department in
achieving its objectives by systematically
evaluating and recommending improvements to the
department’s risk management, internal control
systems and governance processes.
The internal audit function operates independently
of the activities it reviews, of management and
authorised external auditors, and under an Internal
Audit Charter consistent with relevant audit and
ethical standards, approved by the Corporate
Governance Group
The function operates in accordance with the
Strategic and Internal Audit Plan approved by the
Corporate Governance Group. The Plan is
informed by agency strategic and operational risks
set out in the business areas Risk Registers, in
order to identify and focus on areas of significant
operational and financial risk. Processes are also
strengthened by the department’s Risk
Management Framework.
Significant achievements of DPC’s internal audit
function during the year include the successful
implementation of a more cost-effective internal
audit service delivery model by accessing the
broader skill base of a private sector firm; the
commencement of a process of renewal of the
Audit and Risk Management Committee in order to
increase the proportion of external members; and
the completion of a full review and refresh of all
internal audit and risk management documents and
processes in line with better practice.
In the development of the department’s internal
audit and risk management processes, due regard
has been given to Queensland Treasury’s Audit
Committee Guidelines.
Risk management
The department’s risk management process
provides a systematic and consistent approach to
managing risks. During 2012-13 the department’s
risk management process was applied through
the department’s revised Risk Management
Framework.
Executive management participated in a strategic
risk assessment workshop to identify risks that
might impair the department’s ability to achieve
objectives outlined in the department’s Strategic
Plan.
From 2013-14, risk management processes will be
integrated into the Department’s corporate
governance framework through inclusion in
strategic and business planning processes and
business units will regularly review and update
their risks.
Recordkeeping
The department continues its commitment to
provide quality recordkeeping through the provision
of policies, processes and systems to support
decision-making and accountability.
In 2012-13, the following initiatives and activities
were undertaken:
- conducted a comprehensive quality assurance
program to ensure data integrity in the HP TRIM
eDRMS and to address security and access
issues identified in the audit of Information
Standard 18: Information Security Compliance
- provided TRIM eDRMS services to the Office of
the Governor
- provided assistance to Cabinet Services in the
migration to a new secure business system
based on TRIM eDRMS
- developed recordkeeping and TRIM awareness
content for inclusion in the induction package
for new departmental employees
- delivered updates to TRIM training packages,
Quick Guides and user manuals for general and
specific TRIM user groups
- implemented the department’s functional
Retention and Disposal Schedule
- created and updated relevant policies and
guidelines to ensure information management
compliance with the provisions of the Public
Records Act 2002, Information Standard 40:
Recordkeeping, and Information Standard 31:
Retention and Disposal of Public Records.
In 2013-14, a key priority will be a review of
departmental processes to facilitate a ‘paper lite’
environment, including the development of a
digitisation disposal policy.
Business systems
The department purchases transactional
processing services from Queensland Shared
Services and uses the whole of government SAP
and Aurion systems for finance and human
resource management respectively.
The department utilises TRIM for eDRMS. This
system provides secure, effective and efficient
management of correspondence, documents and
records.
As the principal information system used to record
historical and proposed Cabinet business of the
Corporate support functions government, a new TRIM Cabinet Information
System (TCIS) was implemented in 2012-13.This
business system has enhanced information
security and business functionality. Access to the
system by departments is administered by Cabinet
Services.
External scrutiny
In 2012-13, the following external reviews were
conducted by the Queensland Auditor-General:
- a cross-sector review of the effectiveness of
fraud controls identified opportunities in
Queensland government agencies to target
at-risk areas
- a review of the Drink Safe Precincts trial
identified opportunities to improve planning,
implementation and evaluation of projects,
programs and trials.
