presented to: by: date: federal aviation administration how to survive a property audit using the 5...
TRANSCRIPT
Presented to:
By:
Date:
Federal AviationAdministration
How to Survive a Property Audit using the 5 “W” Approach
NPMA NES
Mrs. Beth Leykamm and Mr. Frankie Woods, HQ FAA AJA , Industrial Property Mgmt
25-28 July 2011
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How to Survive a Property Audit Using the 5 “W” Approach
28 July 2011
AUDITOR
• The Auditor’s Point:
• WE ARE HERE TO HELP!!!
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How to Survive a Property Audit Using the 5 “W” Approach
28 July 2011
AUDITEE
• The Auditee point:
(That would be you)
• RIGHT!!
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Audits
• Each audit is unique, but normally consists of four stages: Planning, Fieldwork, Report, and Follow-up.
• As in any special project, an audit results in a certain amount of time being diverted from your department's usual routine. The aim is to minimize time and avoid disrupting ongoing activities.
• It’s NOT a “GOTCHA” moment.
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Audits
• Provide an opportunity to review processes and procedures.
• Involve the examination and review of records, documents, internal controls, other systems, and other evidence.
• Used as a tool by management to determine the integrity of the property management process – determine current levels of management, control,
and accountability of property and – statutory and regulatory compliance
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WHO
• Is coming?• Is required to participate?• Should attend the in and out briefings?• Will be interviewed?• Gave them MY name?• Will provide the documentation?• Will prepare the final report?• Will the final report be sent to?
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WHAT
• Is the purpose of the audit?• Should be sent to the site?• Should the auditors do to prepare?• Should the auditee do to prepare?• Are the expectations of auditors and
auditees?• Needs to be done before, during and after
the audit?
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WHERE
• Should the pre-audit preparations be conducted?
• Should the actual audit take place?• Should I recommend they have dinner?
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WHEN
• Is the frequency?• Is it determined by management?• Is it determined by past audit results?• Is it determined by item characteristics?• Will they stop visiting me?
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WHY
• Didn’t I submit my vacation request?• Identify known and unknown risks?• Identify weaknesses?• Identify best practices?• Encourage continuous process improvement by
property specialists?• Are internal and external communications critical to
the process?• Do legislative and regulatory compliance matter?• Emphasize continuous process improvement to
management in a formalized process?
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BONUS SECTION------ HOW
• Can I avoid this?
• Long will it last?
• Can I ever get through this?
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BONUS SECTION------ HOW part duex
• Planning (Pre-Audit)– scheduling– data calls– planning teleconferences– logistical arrangements– checklists
• Fieldwork (Audit)– in brief– interviews– additional documents as required– end of day team de-briefs– daily management de-briefs– murder boards (say WHAT????????)
• Report (Post-Audit)– draft report– out-brief– comment period– finalize report
• Follow-up (as required)– establish corrective action schedule as required
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DO’s
• Be courteous, cooperative and professional.• Have an open dialog and open mind.• Keep your principles---be honest!• Keep a sense of humor and be flexible.• Identify known risks to management and provide solutions.
Be prepared – the auditor may identify the risk, too.• Be proactive.• Stick to the relevant property facts— this is not a Kitty Kelley
column. • Ask for clarification if you don’t fully understand.• Use plain language (written and spoken).• Provide specific corrective action steps required to resolve
any noted deficiencies and follow thru.• Follow-up, follow-up, follow-up!
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DON’Ts
• Be rude!!• Be too serious and strict. • Promise corrective actions (formally or informally)
without the authority to effect the change.• Solve a 10 cent problem with a $100.00 solution.• Be combative or evasive. • Spring any surprises.• Provide unrequested information.• Blame anyone.• Take it personally.
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QUESTIONS?Don’t let this be YOU!
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Our Contact Information
Mrs. Beth Leykamm
202-493-4573
Mr. Frankie Woods
202-267-9046