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Attachment 11i
Physical Verification of Fixed Assets
FINAL INTERNAL AUDIT REPORT
2015/16
Hywel Dda University Health Board
Private and Confidential
NHS Wales Shared Services Partnership
Audit and Assurance Services
Assurance Rating
REASONABLE Assurance
Previous Rating: REASONABLE Assurance
Physical Verification of Fixed Assets Report
Contents
Hywel Dda University Health Board
NHS Wales Audit & Assurance Services Page | 2
CONTENTS Page
1. Introduction and Background 3
2. Scope and Objectives 4
3. Associated Risks 4
Opinion and key findings
4. Overall Assurance Opinion 5
5. Assurance Summary 5
6. Summary of Audit Findings 7
Conclusion and Recommendations
7. Summary of Recommendations 13
Review reference: HDUHB 1515 Report status: Final
Fieldwork commencement: 1st February 2016 Fieldwork completion: 11th April 2016
Draft report issued: 20th April 2016
Management response received: 4th May 2016
Final report issued: 5th May 2016
Auditor: Ceri-Ann Corcoran, Arthur Burke.
Executive sign off Director of Finance, Planning & Performance Distribution Karen Miles; Eldeg Rosser; Peter Evans
Committee Audit & Risk Assurance Committee ACKNOWLEDGEMENT NHS Wales Audit and Assurance Services would like to acknowledge the time and co-operation given by management and staff during the course of this review.
Please note:
This audit report has been prepared for internal use only. Audit and Assurance Services reports are prepared,
in accordance with the Service Strategy and Terms of Reference, approved by the Audit & Risk Assurance
Committee.
Audit reports are prepared by the staff of the NHS Wales Shared Services Partnership – Audit and Assurance
Services, and addressed to Independent Members or officers including those designated as Accountable Officer.
They are prepared for the sole use of the Hywel Dda University Health Board and no responsibility is taken by
the Audit and Assurance Services Internal Auditors to any director or officer in their individual capacity, or to
any third party.
Appendix A Appendix B
Appendix C
Management Action Plan Complete Sample List of Assets Verified
Assurance opinion and action plan risk rating
Physical Verification of Fixed Assets Internal Audit Report
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1. Introduction and Background
Internal Audit conducted a physical verification of fixed assets across
the three counties of Hywel Dda University Health Board (HDUHB).
Internal Audit has previously discussed the coverage of fixed assets with Wales Audit Office (WAO), and it was agreed that Internal Audit
would only physically verify fixed assets, with WAO reviewing all other
aspects. In addition to this, the Health Board has a three year cyclical verification programme in place, as agreed by the Audit & Risk
Assurance Committee. All Pembrokeshire county sites were covered during the financial year 2015/16.
To help contextualise the Health Board’s holdings; as at 31 December
2015 the net book value of the Health Board’s tangible assets stood at approximately £234.3 million. The table below shows how this is made
up:
The importance of notifying the Finance department, upon the disposal
or transfer of an asset, has been reiterated to Health Board staff on a quarterly basis, via global e-mails. The latest reminder via global e-
mail was sent out on 4 February 2016. Discussions with the Service Modernisation Team highlighted that whilst significant steps have been
taken to improve system compliance, the team remains reliant on departmental/ward managers keeping them informed of asset
movements.
The overall objective is to ensure that the fixed assets of the Health Board exist and are located in the locations stated on the asset list.
Category of Asset
Net Book Valuation
31/12/15
(£m)
%
Land, buildings, dwellings & assets
under construction 213.6 91.2
Plant & machinery 14.8 6.3
IM&T 4.0 1.7
Furniture & fittings 1.9 0.8
Transport 0.0 0.0
Total 234.3 100
Physical Verification of Fixed Assets Internal Audit Report
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2. Scope and Objectives
120 fixed assets were randomly selected from the Asset Register for physical verification, the sample covering the four main hospitals of the
Health Board. Full details can be seen in Appendix B of this report, with only the exceptions being noted in the main body of the report.
3. Associated Risks
Failure to accurately record and identify assets could lead to capital assets recorded in the financial accounts to be mis-stated.
Physical Verification of Fixed Assets Internal Audit Report
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OPINION AND KEY FINDINGS
4. Overall Assurance Opinion
We are required to provide an opinion as to the adequacy and effectiveness of the system of internal control under review. The opinion
is based on the work performed as set out in the scope and objectives within this report. An overall assurance rating is provided describing the
effectiveness of the system of internal control in place to manage the identified risks associated with the objectives covered in this review.
The level of assurance given as to the effectiveness of the system of internal control in place to manage the risks associated with the Fixed
Assets system is Reasonable Assurance.
The overall level of assurance that can be assigned to a review is dependent on the severity of the findings as applied against the specific
review objectives and should therefore be considered in that context.
5. Assurance Summary
The summary of assurance given against the individual areas tested is
outlined in the table below:
RATING INDICATOR DEFINITION
Reason
ab
le
Assu
ran
ce
The Board can take reasonable assurance
that arrangements to secure governance, risk management and internal control, within those
areas under review, are suitably designed and applied effectively. Some matters require
management attention in control design or compliance with low to moderate impact on
residual risk exposure until resolved.
ASSURANCE SUMMARY
Audit Scope
1 Follow up of Previous Audit Report (HDUHB1422)
2 BGH Physical Verification
3 GGH Physical Verification
Physical Verification of Fixed Assets Internal Audit Report
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* The above ratings are not necessarily given equal weighting when generating the audit opinion.
Design of Systems/Controls (D)
No findings were identified that are classified as a weakness in the system
/ control design for the management of Fixed Assets. These would be identified in the Management Action Plan as (D).
Operation of System/Controls (O)
All the findings from the review are classified as a weakness in the operation of the designed system / control for the management of Fixed
Assets. These are identified in the Management Action Plan as (O).
4 PPH Physical Verification
5 WGH Physical Verification
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6. Summary of Audit Findings
The key findings by the individual locations tested are reported in the section below:
Follow up
The following areas of good practice were noted:
The Asset Register has been significantly updated to show all
departments/wards and progress has been made in updating asset details such as serial number/make/model. One County
is reviewed annually on a cyclical basis by Finance, this has helped to improve the accuracy of the Asset Register.
Quarterly global email messages are sent out to remind
departments/wards of their responsibilities to inform Finance of any disposals made.
Stronger communications have been developed with EBME and IT. They have their own registers and Finance have
access to these. It is not considered necessary to include the Finance register numbers in the EBME database.
The anomalies in last year’s report have been investigated and the Asset Register amended accordingly.
Physical Verification
A total of 40 assets of the 120 sampled, could not be physically
verified at the location listed. It should be noted that 7 of the 40 exceptions (as highlighted in the following tables) were either
verified at different locations to that recorded in the Asset Register,
or have subsequently been confirmed by the department as still being in use. Details of each exception are listed in the tables
below:
Physical Verification of Fixed Assets Internal Audit Report
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Location: Bronglais General Hospital
Department Asset No. Asset Description Net Book
Value (NBV) Findings
Management Response
HOTEL SERVICES
3065
Franking Machine
£0.00
This franking machine has been disposed of, a new one has been purchased.
Finance were not informed that this asset had been disposed of. Asset has now been removed from the register.
ENDOSCOPY 5384 Colonoscope (Variable)
£0.00 Dept has had a new colonoscope - this one went back to Fuji.
As above.
RADIOLOGY
5795
Ultrasound Scanner
£0.00
Model 'Aplio 80 XV' is not present, but 'Aplio 80 XG' is. The Dept. Coordinator – Radiology stated that they disposed of one scanner in 2013 and bought a new one. So it is assumed that the XV model was the one disposed of and it was replaced by the XG.
As above.
BIOCHEMISTRY
7623
Osmometer
£0.00
The dept has a new osmometer (serial no. 05111224A) it was swapped for this one.
As above.
THEATRE
8382
Orthopaedic Drills
£2,559.34
Audit were informed that there are 5 or 6 drills in the department but that none of them have asset numbers on them.
We are awaiting a response from the department asking for verification that the drills are still held.
DSU
8884
Patient Monitoring System
£3,377.19
No 'Intelivue MP50' monitors on the ward, only model 'MP30's.
We are awaiting a response from the department for clarification on this asset.
DSU
008986-11
Minor Surgery Lamp
£619.19
Not found within Day Clinic Unit but was told it was in use in main Theatre department.
This appears to have been verified.
A & E
009225-06
Patient Monitoring System
£2,440.56
Not found.
We are awaiting a response from the department as to the circumstances of this asset.
Physical Verification of Fixed Assets Internal Audit Report
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Location: Withybush General Hospital
Department Asset No. Asset
Description
Net Book Value (NBV)
Findings Management
Response
DENTAL CLINIC 4356 Dental Cart £0.00
Dental Clinic has gone. It was later confirmed by e-mail that the asset is now in Surgery 1, Purple Corridor.
This appears to have been verified.
ECG 5180 Digital Pathfinder £0.00
1 (32481) of 2 verified. 9813 has gone back to the company, no longer used.
Finance were not informed that this asset had been disposed of. Asset has now been removed from the register.
ENDOSCOPY 008008-01 Drying Cabinet £8,389.67 Not found.
We are awaiting a response from the department as to the circumstances of this asset.
HOTEL SERVICES 5388
Combination Oven £1,748.11
Two ovens listed - only the oven with serial number 743658 was found. 727869 has been disposed of.
We are awaiting a response from the department as to the circumstances of this asset.
HOTEL SERVICES 6216 Trolley Heated £0.00
All the trollies were newer than year 2000 when this trolley was purchased.
Finance were not informed that this asset had been disposed of. Asset has now been removed from the register.
PHARMACY 4227
Cytotoxic Dispensing Safety Ca £0.00
The asset matching the age of that on register has been disposed of and new ones have been purchased as per conversation with Pharmacy staff. As above.
SCBU 5567 Infant Ventilator £0.00
SCBU no longer exists as a ward and asset could not be found. Site Works Supervisor stated that asset has been moved to Bay 3 next to SCBU.
The asset has been confirmed as obsolete by the department therefore we have removed it from the asset register.
THEATRE 4132 Camera System £0.00 Not found, shown around by ODP.
The department has confirmed that the asset is in use.
THEATRE 4796 Phrenic Nerve Stimulator £0.00
One of four found, asset number of 4656. Shown around by ODP.
Finance were not informed that this asset had been disposed of. Asset has now been removed from the register.
WARD 10 5705 Patients Hoist £0.00 Asset was disposed of within the last month, ward has been using one from
Finance were not informed that
Physical Verification of Fixed Assets Internal Audit Report
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Manual Handling whilst awaiting a new hoist. Confirmed with Staff Nurse.
this asset had been disposed of. Asset has now been removed from the register.
Location: Glangwili General Hospital
Department Asset No.
Asset Description
Net Book Value (NBV)
Findings Management Response
CILGERRAN 004733-03 Pulse Oximeter £0.00
Spoke to Medical Devices Trainer and EBME Department Manager who confirmed it had been disposed of.
Finance were not informed that this asset had been disposed of. Asset has now been removed from the register.
CILGERRAN 005259-01
SpO2 Pulse Oximeter £0.00
Spoke to Medical Devices Trainer and EBME Department Manager who confirmed it had been disposed of.
Finance were not informed that this asset had been disposed of. Asset has now been removed from the register.
DINEFWR 9300 Equipment - Dinefwr £5,507.44
Insufficient detail in the name of asset on Asset Register and no other identification marks to assist. Asset not found on Ward.
We have provided details to the department of what this equipment is and are awaiting a response for verification.
ENDOSCOPY 007928-02
A6 Colour Printer £86.19
In process of transferring this item to Theatre so is not currently on the ward, but is in the hospital still.
The department has confirmed that this asset is now located in Theatre.
ENDOSCOPY 9118 Patient Trollley System £4,244.03
Several on ward, none of which match asset number.
Asset numbers relate to their reference number on the fixed asset register and are not attached to assets. We have emailed the department to confirm this particular asset is still present.
HDU 005061 Volumetric Pump £0.00 Not found.
This asset has been confirmed by the department as still in use.
ICU 5091 Volumetric Pump £0.00 Senior Sister couldn't find item.
This asset has been confirmed by the department as still in use.
ICU 7409 Syringe Pump £0.00 Senior Sister couldn't find item.
Finance were not informed that this asset had been disposed of. Asset has now been removed from the register.
LABOUR 004819- Radiant £0.00 Confirmed with EBME Department Finance were not
Physical Verification of Fixed Assets Internal Audit Report
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WARD 03 Heaters Manager that asset is a heated blanket but it was beyond economic repair.
informed by the department. Asset has now been removed from the register.
PICTON 4583 Light Source Camera Stack £0.00
Found the camera stack in Aberglasney Suite.
This appears to have been verified.
PUMP LIBRARY
004983-15
Volumetric Pump £0.00 Not found.
This asset has been confirmed by the department as still in use.
THEATRE 4074 Syringe Pump £0.00 EBME confirmed that asset was disposed of and replaced.
Finance were not informed that this asset had been disposed of. Asset has now been removed from the register.
Location: Prince Philip Hospital
Department Asset No.
Asset Description Net Book
Value (NBV) Findings
Management Response
BLOCK 6 COM 6975 Repose Pressure Equipment £0.00
Not found.
Asset has now been removed from the register.
CLINICDECISI 009392-17
Patient Monitoring System £4,242.48
Not found.
We are awaiting a response from the department as to whether this asset is still in use.
DAYCARE UNIT 4787
Phaco Instrument Pack £0.00
Moved to Amman Valley Hospital according to Day Surgical Unit Sister.
We are awaiting a response from the department as to whether this asset is still in use.
EBME 4050 Syringe Pump x 3 £0.00
Not found.
We are awaiting a response from the department as to whether this asset is still in use.
ENDOSCOPY 5111 Trolley Stack £0.00
Two trolley stacks found, neither have correct identifying numbers.
We are awaiting a response from the department as to whether this asset is still in use.
HISTOLOGY 5597 Microscope £0.00
Not found, may have been sent to GGH.
Asset has now been removed from the register.
ITU 004925-12 Syringe Pump £0.00
Not found.
Asset has now been removed from the register.
ORTHOPAEDIC THEATRE 004534
Intellivue MP70 Anaesthetics £0.00
Not found.
Asset has now been removed from the register.
PUMP LIBRARY
003994-01 Syringe Pump £0.00
Not found, Pump Library doesn't exist.
We are awaiting a response from
Physical Verification of Fixed Assets Internal Audit Report
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NHS Wales Audit & Assurance Services Page | 12
the department as to whether this asset is still in use.
THEATRE 005199 Force Triad Energy Sys £0.00
Two are in the department but neither have serial numbers on them.
We are awaiting a response from the department as to whether this asset is still in use.
Physical Verification of Fixed Assets Internal Audit Report
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7. Summary of Recommendations
The audit findings and recommendations are detailed in Appendix A together with the management action plan and implementation timetable.
A summary of these recommendations by priority is outlined below:
Priority H M L Total
Number of
recommendations 0 1 0 1
Physical Verification of Fixed Assets Hywel Dda University Health Board
Action Plan
NHS Wales Audit & Assurance Services Appendix A
Finding 1: Physical Verification (O)
Risk
Anomalies were found in 40 out of the 120 assets physically verified, as described in the tables above.
The assets of the Health Board could be mis-stated.
Recommendation 1 Priority level
The anomalies listed in the tables above should be investigated and, if required, the
asset register adjusted appropriately, to reflect an accurate position.
Management Response 1 Responsible Officer/ Deadline
The recommendation is noted and has been actioned.
It is worth noting that the Service Modernisation Team (Finance) can only amend the capital asset register once they have been made aware of any changes, it is the
responsibility of the ward/department managers to inform them of any changes. Global email reminders are sent regularly and a 3 year cyclical verification process is
undertaken.
Head of Service Modernisation.
May 2016.
Physical Verification of Fixed Assets
Hywel Dda University Health Board
Action Plan
NHS Wales Audit & Assurance Services Appendix
Complete Sample List of Assets Verified Across the Health Board
Bronglais General Hospital
Sam
ple
Re
f
Department Asset No. Asset Description Asset
Physically Verified?
Comments
1 A & E 008846-06 Syringe Pump
2 A & E 009225-06
Patient Monitoring System
3 A & E 008293-02 Patient Monitor
4 A & E 008825 Disinfection Dishwashers
5 BIOCHEMISTRY 007623 Osmometer
The dept has a new osmometer (serial no. 05111224A) it was swapped for this one.
6 BIOCHEMISTRY 008009-01-05 Pharmacy Fridge
The dept would be better described as Blood Sciences.
7 CLINICAL DECISION 008881-05
Patient Monitoring System
8 CMU 005577 Patient Monitor
9 DSU 008829 Shoe washer and basket
Only one unit in DSU, no asset number on it but the model of washer is correct.
10 DSU 008884
Patient Monitoring System
No 'Intelivue MP50' monitors on the ward, only model 'MP30's.
11 DSU 008986-11 Minor Surgery Lamp
Not found within Day Clinic Unit but was told it was in use in main Theatre department.
12 ENDOSCOPY 005384 Colonoscope (Variable)
Dept has had a new colonoscope - this one went back to Fuji.
13 ESTATES 007196-01 Gas Fired Chiller Unit
14 GWENLLIAN 005941 Monitor & Defib
15 HOTEL SERVICES 003065 Franking Machine
This franking machine been disposed of , a new one has been purchased.
16 HOTEL SERVICES 003134
Temperature monitoring System
Spoke to head chef, this system has never been set up properly and used.
17 ICU 005660-09 Infusion Pump
18 ITU 008294-05 Patient Monitor
19 MATERNITY 009214 Fetal Monitor - Mounted
20 OPD 005518 Flexible Laryngoscope
21
RADIOLOGY 005795 Ultrasound Scanner
Model 'Aplio 80 XV' is not present, but 'Aplio 80 XG' is. Dept. Coordinator - Radiology) confirmed they disposed of one scanner in 2013 and bought a new one. So it is assumed that the XV model was the one disposed of and it was replaced by the XG.
22 THEATRE 008037-13 Patient Monitor
Unable to verify exactly as no serial number in register. One (of four)
Physical Verification of Fixed Assets
Hywel Dda University Health Board
Action Plan
NHS Wales Audit & Assurance Services Appendix
however was verified.
23 THEATRE 008382 Orthopaedic drills
Informed that there are 5 or 6 drills in the department but that none of them have asset numbers on them.
24 THEATRE 006007 Ultrasound Scanner
25 YSTWYTH 005892 Patient Monitor
Withybush General Hospital
Sam
ple
Ref
Department Asset No. Asset Description Asset
Physically Verified?
Comments
1 A & E 007871
Patient Monitor – Resus Bay 4
2 A & E 007903 Defibrillator/Monitor
3 ACDU 009427 ECG Pagewriter
4 CATERING 9538 WGH Repl Combi Oven
5 DAY THEATRE 008672 HD Camera System
The EBME number was noted to be '48853' as the item was examined.
6 DENTAL CLINIC 004356 Dental Cart Department no longer exists.
7 ECG 005180 Digital Pathfinder
1 (32481) of 2 verified. 9813 has gone back to the company, no longer used.
8 ENDOSCOPY 008008-01 Drying Cabinet Not found.
9 ENDOSCOPY 008908 Evis Broncoscope
10 ESTATES 008045-01
Snow Clearance Ride on Machine
11
HAEMATOLOGY 002704 Haematology Coagulometers
The make is 'Sysmex' not 'Sysme' as on the Asset Register. Both machines were verified.
12 HOTEL SERVICES 005388 Combination Oven
Two ovens listed - only the oven with serial number 743658 was found. 727869 has been disposed of.
13 HOTEL SERVICES 006216 Trolley Heated
All the trollies were newer than year 2000 (date of the asset on the register).
Physical Verification of Fixed Assets
Hywel Dda University Health Board
Action Plan
NHS Wales Audit & Assurance Services Appendix
14
ITU 004495 Haemofiltration Unit
Two units on the ward, one with the EBME number of 43349 and one without an EBME number or other identifying number matching asset list.
15 PHARMACY 004227
Cytotoxic Dispensing Safety Ca
The asset matching the age of that on register has been disposed of and new ones have been purchased.
16 RADIOLOGY 009143 Transducer
Several Transducers on ward, unable to identify specific one due to lack of information on Asset Register.
17
SCBU 005567 Infant Ventilator
SCBU no longer exists as a ward and asset could not be found. Site Works Supervisor stated that asset has been moved to Bay 3 next to SCBU.
18 THEATRE 004132 Camera System Not found.
19 THEATRE 004652
Anaesthetic Room Anaesthetic Machine
Asset not found in Theatre, was located in Day Surgery.
20 THEATRE 4796 Phrenic Nerve Stimulator
One of four found, asset number of 4656.
21
WARD 10 005705 Patients Hoist
Asset was disposed of within the last month, ward has been using one from Manual Handling whilst awaiting a new hoist.
22 WARD 11 5945 Hi Lo Bath Only Hi Lo Bath on the ward.
23 WARD 11 007302 Stroke Monitor
24 WARD 11 007716 Cardiac Monitor
25 X RAY 004966 Ultrasound Machine
Glangwili General Hospital
Sam
ple
Ref
Department Asset No. Asset Description Asset
Physically Verified?
Comments
1 A & E 005128 Ultrasound Scanner
2 A & E 005858-12 Patient Monitor
Physical Verification of Fixed Assets
Hywel Dda University Health Board
Action Plan
NHS Wales Audit & Assurance Services Appendix
3 A & E 008702-09 Strecher Trolley
Spoke to Sister, couldn't find trolley with asset number on but found "App I.D" numbers on all but one. They included 9582, 9586, 9930, 9596, 9923 and a final one without an app I.D.
4 ANAESTHETICS 005374-03 Anaesthetic Machine
Email from Senior OPD confirming asset is located in Theatre 3. Perhaps re-name the Anaesthetics department on Asset Register to theatre. Asset Register to be amended to reflect this.
5 BIOCHEMISTRY 002958 A/C Biochem & Histology
6 CARDIOLOGY 008331 Echo Workstation
7 CARDIOLOGY 008887 Wireless Pagewriter
8 CCU 004304-01 Defibrillator
9 CERI 004343-03 Dinamap
10 CILGERRAN 004733-03 Pulse Oximeter EBME Department Manager confirmed it
had been disposed of.
11 CILGERRAN 005259-01 SpO2 Pulse Oximeter EBME Department Manager confirmed it
had been disposed of.
12 CILGERRAN 009262-07 Volumetric Pump
EBME Department Manager confirmed they are in use in the hospital but not in Cilgerran.
13 CILGERRAN 009271-01 Patient Monitor
14 CILGERRAN 009363-10 Volumetric Pump
EBME Department Manager confirmed they are in use in the hospital but not in Cilgerran.
15 COLPOSCOPY 004518 Hysteroscope
Only one on the ward (EBME No. COLP/029) - Serial no. of 0721658 provided by EBME.
16 CRITICAL C U 8098 Patient Monitors
17 CRITICAL C U 008123 Ventilator
18 CSSD 008747 Washer Disinfector (C)
Confirmed in washroom.
19 DAY THEATRE 005173-11 Defibrillator
Physical Verification of Fixed Assets
Hywel Dda University Health Board
Action Plan
NHS Wales Audit & Assurance Services Appendix
Sam
ple
Ref
Department Asset No. Asset Description Asset
Physically Verified?
Comments
20 DINEFWR 9300 Equipment – Dinefwr
Asset not found. Insufficient detail in the name of asset on Asset Register and no other identification marks to assist.
21 ENDOSCOPY 004430 400 Series Video Colon
22 ENDOSCOPY 004895-02 Colonoscope (A094)
23 ENDOSCOPY 007754-02 Double Scope Cupboard Two cupboards present but neither had
identifying asset numbers on them.
24 ENDOSCOPY 007928-02 A6 Colour Printer
In the process of transferring this item to Theatre so is not currently on the ward, but is in the hospital still.
25 ENDOSCOPY 009118 Patient Trolley System Several on ward, none of which match
the asset number.
26 HDU 005061 Volumetric Pump
Not found.
27 HDU 007409-25 Syringe Pump
28 HISTOLOGY 007460-01 Consultant Microscope
29 HISTOLOGY 008035 Microscope and Equipment
30 HOTEL SERVICES 003085 Fagor Steam Operated Boil Pans
31 HSDU 009554 Storascope
HSDU is now called CSSD, one piece of machinery was said to loosely match the asset description but awaiting email confirmation of whether it is correct or not.
32 ICU 003995-07 Syringe Pump
33 ICU 005091 Volumetric Pump
Not found.
34 ICU 007409 Syringe Pump
Not found.
35 LABOUR WARD 004819-03 Radiant Heaters
Confirmed with EBME department manager that asset is a heated blanket but it was beyond economic repair.
36 LABOUR WARD 008044-06 Volumetric Infusion Pump
Physical Verification of Fixed Assets
Hywel Dda University Health Board
Action Plan
NHS Wales Audit & Assurance Services Appendix
37 LAUNDRY 003184 Washer/Extractor
38 LAUNDRY 008666 Flat Work Feeder
39 PICTON 004583 Light Source Camera Stack
Found the camera stack in Aberglasney suite – this item belongs in Aberglasney suite not Picton therefore Asset Register is inaccurate.
40 PUMP LIBRARY 004983-15 Volumetric Pump
Not found.
41 SCBU 008450-03 Syringe Pump
42 THEATRE 004074 Syringe Pump EBME stated asset was disposed of and
replaced.
43 THEATRE 005431 CM-Rec Patient Monitor Senior ODP confirmed asset is located in
Recovery.
44 X RAY 005730 Rad Speed - Room 2
45 X RAY 005848 Ultimax System & Vitera Workstation – Rom1
Physical Verification of Fixed Assets
Hywel Dda University Health Board
Action Plan
NHS Wales Audit & Assurance Services Appendix
Prince Philip Hospital
Sam
ple
Ref
Department Asset No. Asset Description Asset
Physically Verified?
Comments
1 BCU 008072 Ultrasound Scanner
2 BLOCK 6 COM 006975
Repose Pressure Equipment
3 CARDIOLOGY
005733-01 ECG Machine with Trolley
4 CATERING
003091-01-02 Walk in Coldroom 3
5 CLINICAL DECISIONS UNIT
009392-17 Patient Monitoring System
6 DAY THEATRE
004687-02-02 Patient Monitor
7 DAYCARE UNIT 004787 Phaco Instrument Pack
Moved to Amman Valley according to Day Surgical Unit Sister.
8 EBME 004050 Syringe Pump x 3
9 ENDOSCOPY 005111 Trolley Stack
Two trolley stacks found, neither have correct identifying numbers
10 HISTOLOGY 005597 Microscope Not found, may have been sent to GGH.
11 HSDU
007758-03 Compressor
Two pumps present, unsure if correct ones as Asset Register has little information on them.
12 HSDU
008010-07 Pass Through Hatch
13 ITU
004925-12 Syringe Pump
14 ITU
005703-05-03 Patient Monitor & Server
15 ITU 009309 Bariatric Chair
16 OPD
004875-02
Slit Lamp & Motorised Table
17 PHARMACY 002747 Pharmacy Robotics
18 ORTHOPAEDIC THEATRE 004534
Intellivue MP70 Anaesthetics Monitor
19 PUMP LIBRARY
003994-01 Syringe Pump
20 THEATRE 004337
Diathermy Trolley with Suction
21 THEATRE 005199 Force Triad Energy System
There are two are in the department but neither have serial numbers on them.
22 THEATRE 008477
Operating table & attachments
23 THEATRE - DSU
008944-08
Telescopes for Laryngos, Equip x 2
24 WARD 6 004143 Cardiac Monitor
25 WARD 9
007467-03 Patient Monitor
Physical Verification of Fixed Assets
Hywel Dda University Health Board
Action Plan
NHS Wales Audit & Assurance Services Appendix
2015/16 Audit Assurance Ratings
Substantial Assurance - The Board can take substantial assurance that
arrangements to secure governance, risk management and internal control, within those
areas under review, are suitably designed and applied effectively. Few matters require
attention and are compliance or advisory in nature with low impact on residual risk
exposure.
Reasonable Assurance - The Board can take reasonable assurance that
arrangements to secure governance, risk management and internal control, within those
areas under review, are suitably designed and applied effectively. Some matters require
management attention in control design or compliance with low to moderate impact on
residual risk exposure until resolved.
Limited Assurance - The Board can take limited assurance that arrangements
to secure governance, risk management and internal control, within those areas under
review, are suitably designed and applied effectively. More significant matters require
management attention with moderate impact on residual risk exposure until resolved.
No Assurance - The Board has no assurance that arrangements to secure
governance, risk management and internal control, within those areas under review, are
suitably designed and applied effectively. Action is required to address the whole control
framework in this area with high impact on residual risk exposure until resolved.
Prioritisation of Recommendations
In order to assist management in using our reports, we categorise our recommendations
according to their level of priority as follows:
* Unless a more appropriate timescale is identified/agreed at the assignment.
Priority
Level
Explanation
Management
action
High
Poor key control design OR widespread non-compliance
with key controls.
PLUS
Significant risk to achievement of a system objective OR
evidence present of material loss, error or misstatement.
Immediate*
Medium
Minor weakness in control design OR limited non-
compliance with established controls.
PLUS
Some risk to achievement of a system objective.
Within One
Month*
Low
Potential to enhance system design to improve efficiency or
effectiveness of controls.
These are generally issues of good practice for
management consideration.
Within
Three
Months*