"A" = Actual Control "P" = Proposed Control
| CONTROLS | ||||||||||||||||||||||||||||
| C-40 | C-41 | C-42 | C-43 | C-44 | C-45 | C-46 | C-47 | C-48 | C-49 | C-50 | C-51 | C-52 | C-53 | C-54 | C-55 | C-56 | C-57 | C-58 | C-59 | C-60 | C-61 | C-62 | C-63 | C-64 | C-65 | C-66 | ||
| THREATS | Trained and conscientious personnel. | Allocations are input into INNOVACQ. | INNOVACQ "flags" the funds that are 95% allocated. | The unit calls branches about fund balance problems and questions. | Approval is required for fund transfer requests. | Password levels restrict access to INNOVACQ. | Fund balances are easily adjusted in INNOVACQ. | Baker & Taylor invoices are spot-checked for accuracy. | The unit uses the Local Purchase Worksheet to verify discounts form local vendors. | Invoices are entered into INNOVACQ, checked with purchase orders. | INNOVACQ will not allow duplicate invoices to be entered. | Invoices are "check-marked" after entry into INNOVACQ. | Invoices are grouped according to vendor for processing SPDs (Special Payment Demands). | Special Payment Demand forms may not be created unless invoice is ticketed. | The unit creates a Special Payment Demand form for each invoice. | The unit receives a Monthly Transactions Detail Report from Library Business Office, reconciles with SPDs. | The unit communicates with the Finance Department concerning late or held payments. | The Unit prepares Fund Activity Reports for Main and branches. | Branch librarians pick up Fund Activity Reports at the order table in Acquisitions. | The unit keeps Expenditure and Encumbrance Reports current. | The unit prepares a Misc. Encumbrance Document (MED) for fund "rollover". | Funds are encumbered using list prices of materials - i.e., before discounts. | Written procedures. | INNOVACQ on-line order data base. | Librarians often keep track of their orders (no standardized procedure). | Monthly purge of PO's over 6 months old. | Fund Activity Reports identify cancelled orders. | |
| FUND ACCOUNTING: | ||||||||||||||||||||||||||||
| T-27 | Accounting data is inaccurate. | A | A | A | A | A | A | A | A | A | A | A | A | A | A | A | ||||||||||||
| T-28 | Fund allocation may be overspent. | A | A | A | A | A | A | A | A | A | A | A | ||||||||||||||||
| T-29 | Funds not spent by the end of the fiscal year will be lost. | A | A | A | A | A | A | |||||||||||||||||||||
| T-30 | Encumbered funds not spent by the end of the fiscal year may be lost. | A | A | A | A | A | A | A | ||||||||||||||||||||
| T-31 | Unauthorized entries into INNOVACQ may be made. | A | A | A | A | A | ||||||||||||||||||||||
| T-32 | Incorrect entries into INNOVACQ will be made. | A | A | A | A | A | A | A | A | A | A | A | A | |||||||||||||||
| T-33 | Unauthorized personnel will have access to blank Special Payment Demand forms. | A | A | |||||||||||||||||||||||||
| T-34 | Special Payment Demand forms (SPDs) may be created for unauthorized transactions. | A | A | A | A | A | A | |||||||||||||||||||||
| T-35 | Duplicate Special Payment Demands may be created. | A | A | |||||||||||||||||||||||||
| T-36 | Payments to vendors may be late or never received. | A | A | A | A | |||||||||||||||||||||||
| T-37 | Vendors will charge more than the agreed upon price. | A | A | A | A | A | ||||||||||||||||||||||
| T-38 | Vendors will charge for more quantity than was actually received. | A | A | A | A | A | ||||||||||||||||||||||
| T-39 | Vandor invoices will be calculated incorrectly. | A | A | A | A | A | A | |||||||||||||||||||||
| ORDER TRACKING: | ||||||||||||||||||||||||||||
| T-40 | The order is not delivered in a timely manner. | A | A | A | ||||||||||||||||||||||||
| T-41 | Orders not cancelled when appropriate. | A | ||||||||||||||||||||||||||
| T-42 | Librarians may not be aware than an order has been cancelled. | A | A | A | ||||||||||||||||||||||||
| T-43 | Librarians may not be aware of status of an order. | A | A | |||||||||||||||||||||||||
| T-44 | Rush orders may not be delivered in a timely manner. | A |