IT Assets Procurement

Confidential
For Internal Use Only
TAMER
Internal Audit Report

Information Technology Assets
Procurement
Process
Report No. IAR 35-11/12

Date of issue 28 Nov 2012
Contents
Executive Summary........................................................................................................... 3
Audit Objective & Scope..................................................................................................... 5
Our Audit Methodology....................................................................................................... 6
Action Plan......................................................................................................................... 8
1. Absence of IT Strategic Procurement Plan.........................................................................9
2. Absence of Agreed Service Level Agreements with Divisions..............................................11
3. No Updated Record of IT Assets....................................................................................15
4. No Evaluation for IT Hardware Procurement....................................................................17
5. Absence of Evaluation for IT Software.............................................................................19
6. No Cost Benefit Analysis Before Procurement..................................................................21
7. No Documented Basis for Disposal Value........................................................................23
8. Service Request Resolution Not Communicated to User....................................................24
9. Service Requests Automatically Closed in Smart Suite......................................................25
10. No Acknowledgement on Asset Delivery Notes.................................................................27
11. No Quotations for Procurement......................................................................................29
Annex1: Ist floor Comparison................................................................................................ 31
Annex 2: 5th floor Comparison...............................................................................................38
Tamer Co.
Internal Audit of IT Assets Procurement Process
Confidential- Tamer Co.
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Executive Summary
Background
We have performed an Internal Audit of IT Assets Procurement Process at Head Office. This report focuses
on assessing the specific risks identified within process, evaluating the associated mitigating controls, and
commenting on the results of our audit procedures. The risk/control, observation/process enhancement and
recommendation on the following pages are intended to improve existing controls over these risks and to
improve the efficiency of current operating procedures.
The following is a summary of the significant findings and observations noted during our review of IT Assets
Procurement Process at Head Office. Detailed findings are discussed in the report excluding management’s
response and action plan related to each finding.
Risk Description
Rating
HIGH 1. Absence of IT Strategic Procurement Plan
IT department has no IT procurement plan driven by overall strategic business direction for
long term.
HIGH 2. Absence of Agreed Service Level Agreements with Divisions
IT department has not made any Service Level Agreements (SLA) days with relevant
department heads for provision of services to employees.
HIGH 3. No Updated Record of IT Assets
IT department has not updated the IT assets list for more than 2 years.
HIGH 4. No Evaluation for IT Hardware Procurement
IT department has no documented criteria for minimum requirements of IT assets based on

business requirements
IT hardware assets are being procured without any technical evaluation raising the risk of
unnecessary costs to the company.
HIGH 5. Absence of Evaluation for IT Software
IT department is not documenting the business needs of the software before acquisition
IT software assets are being procured without any technical evaluation raising the risk of
unnecessary costs to the company.
HIGH 6. No Cost Benefit Analysis Before Procurement
No costs benefit analysis being performed before procurement of IT assets.
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Risk Description
Rating
MEDIUM 7. No Documented Basis for Disposal Value
We found variations in disposal prices of the assets as currently IT department is not

documenting basis for determining prices at the time of disposal of IT assets.
MEDIUM 8. Service Request Resolution Not Communicated to User
We noted that it is not mandatory for IT department to communicate the users about the
resolution after closing the service request.
MEDIUM 9. Service Requested Automatically Closed in Smart Suite
During the analysis of smart suite software, we noted that some service requests raised by
users were automatically closed by Smart Suite Software without resolution.
MEDIUM 10. No Acknowledgement on Asset Delivery Notes
We noted the following instances in which IT assets were delivered to users without obtaining
their signature on proof of delivery (Assets delivery note) by IT department.
MEDIUM 11. No Quotations for Procurement
IT department is procuring assets without obtaining a minimum of 3 quotations.

Finance is also processing the payments to suppliers without proper review of supporting
documents.
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Audit Objective & Scope
Objective
Our objective was to gain an understanding of the process as well as identify risks associated with the
process and determine whether internal controls exist and were operating as intended.
Scope
The scope included the following aspects of the IT Assets Procurement process:
 Review of IT assets procurement
 Review of IT assets disposal
 Review of IT assets issuance and return
 Physical count of IT assets
The review focused on the overall design and implementation of efficient and effective control procedures
covering the IT Assets Procurement Process at Head Office. The period under review was upto 31 October
2012.
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Our Audit Methodology
 Initial understanding for audit purposes.
 This may involve:
 Interactions / explanations
 Testing of samples
 Observations
 Analytical Procedures
 Corroborative confirmations
 Examination / Review of documents / correspondence
 Review of underlying transactions.
 Tracing from source to result and vice versa.
 Considering appropriateness of presentation.
 Documentation of work carried out and exception noted.
 Attributing a level of event significance and event likelihood as seen by an independent team.
 Review of audit work carried out with follow-up visits to fill the gaps in observations.
 Preparation of the observations in presentable formats.
 Reporting
 Request for action with timeline.
 Follow-up visits to ensure compliance.
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Risk Ratings
An overall category of risk has been assigned to each observation based on both the likelihood and impact
of risks:
 Likelihood is determined by considering the probability that a risk will occur; and
 Impact of a risk occurring is determined by taking into account financial, operational and reputation
factors relevant to the operations.
For each observation, the likelihood and impact assessments are combined to provide an overall
assessment using the following matrix:
Heat Map
Almost
Certain
Medium High Critical Critical Critical
Likely Low Medium High Critical Critical

Likelihood
Possible Low Low Medium High Critical
Unlikely Low Low Low Medium High
Rare Low Low Low Low High
Insignifican Catastroph
Minor Moderate Major
t ic
Impact
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Action Plan
ACTION ON
Sr. No. ACTION BY
(Points of Report)
1. IT Manager 1-11
2. Financial Controller- Shared Services 11
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Detailed Findings
1. Absence of IT Strategic Procurement Plan High

Location
Head Office
Observation
During the review of IT assets procurement process, we noted that IT department has no IT purchase plan
driven by overall long term strategic business direction. IT purchase planning is limited to annual budget
without the foresight of capital expenditure implications in the long run that may be incurred to meet the
requirements necessitated by company’s corporate and operational strategy . Therefore, it would be difficult
to cater the requirements with the up-gradation in ERP system and consequently company may face
enormous financial expense by replacing all machines not compatible with new system.
Implication
 Risk of lack of effective management of expensive and critical assets
 Risk of non- alignment with the direction of IT to the business functions of the company.
 Risk that IT resources not being allocated efficiently and effectively across the company.
 No basis for development of IT service criteria and measurement of performance of IT operations
 Enormous replacement cost in case of machines not compatible with future ERP upgrades.
 Yearly plan being developed without taking into consideration any expansion in operations of the
company
 Lack of benchmark/standard for measurement of supplier performance.
Recommendation(s)
IT department should prepare a strategic policy keeping in mind any change in ERP and other business
requirements which should as a minimum include the following:
 Procurement objectives should be identified in line with IT department overall strategy and
objectives.
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 Provide estimate of cost(s) over total contract term e.g. purchase cost, lease costs, maintenance
costs and annual cost.
 Overview of the financial arrangements or budgetary considerations in place to ensure adequate

funding will be available to finance the proposed contract.
 Market analysis should provide detail on Market Structure, Supply Chain factors, Market capability
and Impact of procurement on market such as level of competition, economic conditions and pricing
structures and trends.
 How customer expectations are going to be fulfilled, user requirement, selection of the evaluation
criteria, consultation with community, industry, performance measures and benchmarks.
 Outline the evaluation criteria and methodology
 Procurement methodology should also be addressed
 Details of the reporting and monitoring arrangements to ensure achievement of the plan
 Hardware and software requirements for users including replacement plan for the same
 Networks and server requirements for current vs. future operations
 IT assets procurement strategic plans should also be considered for future expansion plans in the
operations of the company.
It is proposed that this strategic plan should be made at least for next 3 years.
Management Response
Comments and/ or Details of Actions Due Date and

Responsibility
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2. Absence of Agreed Service Level Agreements with
Divisions
High
Location
Head Office
Observation
Service Level Agreements (SLA) of service departments in the company are a key measure of performance
for service departments and their performance can be evaluated with the fulfilment of requested services
within the SLA time. But during the review, we found that
 IT department has not made any Service Level Agreements (SLA) with relevant department heads
for provision of services to employees.
 IT department has entered SLA days (without agreeing with the department heads) in the smart
suite software for different categories of services and here-below in Table A are the instances in
which there is a substantial delay in providing service for the requests.
 We found service requests which were opened as of 17 th of October, 2012 for resolution since
February 2012 which are shown in Table B.
Table A
Service Requests Exceeding SLA Period
Service Business Service Service Record Expected Actual

Reques Unit Type Level Created Close Close Days to
t No. Agreemen Final
t B C D delivery Difference
A E= D-B F= E-A
93644 Med Sales Hardwar 15 Days 3/5/2012 3/28/2012 5/21/201
Support e SLA 2
Khobar Purchase 77 62
94668 Consumer Hardwar 15 Days 7/18/201 8/12/2012 10/1/201
D&S e SLA 2 2
Purchase 75 60
93523 Pharma Hardwar 15 Days 2/27/201 3/20/2012 5/7/2012
Khobar e SLA 2
Purchase 70 55
Jeddah e SLA 2
Purchase 68 53
Jeddah e SLA 2
Purchase 68 53
93563 Pharma Hardwar 15 Days 2/29/201 3/24/2012 5/7/2012 68 53
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A E= D-B F= E-A
Jeddah e SLA 2
Purchase
Jeddah e SLA 2
Purchase 68 53
93627 Green Field Hardwar 15 Days 3/4/2012 3/26/2012 5/2/2012
Healthcare e SLA
Purchase 59 44
93686 Food Jeddah Hardwar 15 Days 3/10/201 4/14/2012 5/7/2012
e SLA 2
Purchase 58 43
93783 Tender Hardwar 15 Days 3/20/201 4/11/2012 5/7/2012
Operations e SLA 2
Purchase 48 33
94687 Healthcare Hardwar 15 Days 7/22/201 8/18/2012 8/26/201
Supplies e SLA 2 2
Jeddah Purchase 35 20
93888 Green Field Hardwar 15 Days 4/3/2012 4/25/2012 5/7/2012
Consumer e SLA
Purchase 34 19
94537 P&G Prestige Hardwar 15 Days 7/3/2012 8/18/2012 7/31/201
H.O e SLA 2
Purchase 28 13
93734 Finance Hardwar 15 Days 3/17/201 4/17/2012 4/9/2012
Medical e SLA 2
Purchase 23 8
92875 IT Hardwar 15 Days 1/7/2012 1/15/2012 1/29/201
e SLA 2
Purchase 22 7
94467 Perfumes & Hardwar 15 Days 6/23/201 7/16/2012 7/15/201
Prestige e SLA 2 2
Prestige e SLA 2 2
Pharma e SLA 2
Purchase 21 6
Khobar e SLA 2 2 2
Purchase 20 5
94654 H.R Hardwar 15 Days 7/16/201 8/11/2012 8/5/2012
Department e SLA 2
Purchase 20 5
Medical e SLA 2 2
Purchase 19 4
Medical e SLA 2 2
Purchase 16 1
Prestige e SLA 2
93014 Warehouse Software 8 Weeks 1/15/201 5/6/2012 4/3/2012
Khobar Purchase SLA 2 79 71
94448 P&G Prestige Software 8 Weeks 6/19/201 8/18/2012 8/22/201
H.O Purchase SLA 2 2 64 56
93274 Pharma Software 8 Weeks 2/6/2012 4/3/2012 3/4/2012 27 19
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A E= D-B F= E-A
Division Purchase SLA
93069 Pharma Software 8 Weeks 1/22/201 4/3/2012 2/14/201
Jeddah Purchase SLA 2 2 23 15
94627 Pharma Software 8 Weeks 7/15/201 9/9/2012 8/5/2012
Division Purchase SLA 2 21 13
94951 Consumer Software 8 Weeks 9/12/201 11/11/201 10/1/201
Division Purchase SLA 2 2 2 19 11
94119 Finance Software 8 Weeks 5/2/2012 7/1/2012 5/21/201
93018 Warehouse Software 8 Weeks 1/16/201 3/26/2012 2/1/2012
93934 H.R Jeddah Special 8 Weeks 4/11/201 6/9/2012 4/21/201
Purchase SLA 2 2 10 2
Table B
Open Service Requests (As Of 17-Oct-12) Not Completed Within SLA Period
Service Business Unit Service Service Record Expected Actua Days to

Reques Type Level Created Close l Final
t No. Agreemen Close deliver Differenc
t B C y e
A D E= D-B F= E-A
93136 Pharma Khobar Hardware 15 Days 1/25/2012 2/22/2012
Purchase SLA 307 292
93281 Green Field Hardware 15 Days 2/7/2012 3/6/2012
Healthcare Purchase SLA 295 280
93446 Finance Hardware 15 Days 2/21/2012 3/26/2012
Khobar Purchase SLA 280 265
94129 Pharma Jeddah Hardware 15 Days 5/5/2012 5/27/2012
94285 Pharma Riyadh Hardware 15 Days 5/22/2012 6/12/2012
94324 Pharma Riyadh Hardware 15 Days 5/27/2012 6/18/2012
95027 Medical Hardware 15 Days 9/24/2012 10/16/201
Consumer Purchase SLA 2 58 43
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Service Business Unit Service Service Record Expected Actua Days to
Reques Type Level Created Close l Final
t No. Agreemen Close deliver Differenc
t B C y e
A D E= D-B F= E-A
Directors Purchase SLA 2 56 41
95106 Perfumes & Hardware 15 Days 10/3/2012 10/27/201
Prestige Purchase SLA 2
Division 56 41
95135 Consumer Hardware 15 Days 10/7/2012 10/29/201
95177 Consumer Hardware 15 Days 10/9/2012 11/3/2012
Professional Purchase SLA
H.O 49 34
95200 Healthcare Hardware 15 Days 10/13/201 11/7/2012
Supplies Purchase SLA 2
Riyadh 45 30
Supplies Purchase SLA 2
Riyadh 45 30
Directors Purchase SLA 2 45 30
93935 H.R Jeddah Purchase 15 Days 4/11/2012 6/17/2012
Accessorie SLA
s 231 216
95208 Medical Software 8 Weeks 10/14/201 11/5/2012
95243 Administration Software 8 Weeks 10/16/201 12/12/201
Department Purchase SLA 2 2 42 34
Implication
 Absence of agreed deadlines for the services by IT department as there is no agreed SLA with
relevant department heads
 Substantial delay in providing resolution for the services increases the dissatisfaction among
employees
 No agreed criteria for measuring IT service quality.
 Interruption in the daily duties of employees for un-necessary follow up with IT staff as they are not
aware of the agreed SLA period for resolution of their requests.
Recommendation(s)
 As an immediate action, IT Manager should take corrective actions for resolution of open/pending
service requests upto the user satisfaction level.
 IT Manager should conduct meeting with department heads and agree in written the SLA days for all
categories of services.
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 Once the SLA agreed with relevant department heads, it should also be officially communicated to
employees for their awareness. This will also avoid un-necessary interruption in IT staff daily
operations by un-necessary follow up by employees before lapsing of agreed SLA period.
 Periodic review of agreed SLA period should be made by IT Manager and make necessary changes
with the department heads for increase/decrease in agreed SLA period in case of notable variation
between actual time consumed with agreed SLA period.
Management Response

Responsibility
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3. No Updated Record of IT Assets High
Location
Head Office
Observation
Internal audit performed stock count of IT assets on 1 st & 5th Floor, Head Office summary of which are shown
in the below table: (Please refer Annexure 1 & 2 of this report for details)
1st Floor, Head Office Building 1

Asset Category Assets as per Internal Audit IT Assets as per Difference
Physical Count IT Excess / (Shortage)
List
COMPUTER DESKTOP 26 12 14
COMPUTERS LAPTOP 3 2 1
LCD MONITORS 29 11 18
PRINTERS 23 13 10
SCANNERS 10 0 10
91 38 53
5th Floor, Head Office Building 1

Asset Category Assets as per Internal IT Assets as per IT Difference
Audit Physical Count List Excess / (Shortage)
COMPUTER DESKTOP 14 6 8
COMPUTERS LAPTOP 9 6 3
LCD MONITORS 15 7 8
PRINTERS 26 7 19
SCANNERS 7 1 6
71 27 44
We were provided with a list of IT assets which we came to know through discussion with management that
it is an obsolete list which has not been updated for more than 2 years by IT department.
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Implication
 No accurate record of assets with management.
 No regular updation of asset record for additions, transfer and disposal
 Assets may be misplaced or stolen without coming into the knowledge of management.
 Indication of in-efficient assets supervision by IT department
 Absence of periodic counts by IT department
Recommendation(s)
It is recommended that
 IT department should perform kingdom wise stock count for IT assets and accordingly update the IT
assets list.
 IT staff should record all additions, transfers and disposals at the time of the actual transaction.
 Periodic asset count needs to be performed to confirm in the IT assets lists all additions, transfers or
disposals along with their current users and installed locations.
Management Response

Responsibility
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4. No Evaluation for IT Hardware Procurement
High
Location
Head Office
Observation
During the review of IT assets procurement process, we found that the IT department is not performing any
of the following activities before procuring the assets:
 Preparation and periodic updation of documented purchasing criteria for minimum specifications of
IT assets based on business requirements.
 Performing technical evaluation and making comparison among category of hardware from different
suppliers.
 Documentation of Hardware reliability testing
 Review of Hardware compatibility with our system
 Ensuring availability of technical support by the vendor to the users
 Comparison of cost of the hardware
Implication(s)
 There is no comparison between hardware from different suppliers for the same functionality due to
which there is risk of acquiring high valued hardware
 Procuring assets without making technical evaluation of assets resulting in high hardware defects
and malfunction
 Risk that the hardware procured may not be reliable and without technical support
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Recommendation(s)
It is recommended that IT department should document and periodically update criteria for minimum
requirements of IT assets based on business requirements.
Further following should also be considered by IT department at the time acquisition of hardware:
 Hardware reliability
 Hardware compatibility with our system
 Availability of technical support by the vendor to the users
 Cost of the hardware in comparison with similar hardware
 Technical comparison with other available hardware from other suppliers
 IT department should perform technical evaluation along-with comparison among same products
from different suppliers to ensure that assets being purchased are according to business
requirements.
Management Response

Responsibility
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5. Absence of Evaluation for IT Software
High
Location
Head Office
Observation
We noted that IT department is not documenting the business needs before acquisition of the software and
not analysing whether the software is required for the user or not.
Moreover, we noted that IT department is not performing, as a minimum, the following activities before
procuring IT software assets;
 Software compatibility with our system
 Technical comparison with other available software with similar functionality from other suppliers
Implication(s)
 There is no comparison between software from different suppliers for the same functionality due to
which there is risk of acquiring expensive software.
 Acquisition of In-compatible software with our system
 Risk that the software procured may not be reliable and without technical support
 Risk that number of licences purchased are not the same as required for the users
Recommendation(s)
Internal audit recommends that IT department should document business requirements before acquiring
software to ensure that it is essential for the user for performing his duties and un-necessary cost not being
proposed.
Further following should also be considered by IT department at the time acquisition of software:
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 Software reliability and functionality
 Software compatibility with our system
 Technical comparison with other available software from other suppliers
Management Response

Responsibility
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6. No Cost Benefit Analysis Before Procurement High
Location
Head Office
Observation
Procurement of IT assets has a major cost in the company and it requires proper and detailed analysis of
expected costs and benefits associated with the assets. In order to ensure optimum utilization of company
resources, comparison of expected costs and benefits of the same asset from different suppliers is also an
essential part of cost benefit analysis.
During the review of procurement of IT assets, we noted that IT department is not performing any cost
benefit analysis for IT assets before procuring them. Further IT department is not analysing the expected
benefits and costs from different suppliers for the same asset and therefore, are procuring the assets on their
past experience.
Implication
 Risk of un-necessary financial costs to the company without performing cost benefit analysis before
procurement of IT assets
 Risk of additional service costs in case of selection of inappropriate vendor
 Difficult to exploit the market in absence of cost benefit analysis
Recommendation(s)
It is recommended that IT department should;
 Obtain historical data for repair and maintenance on assets from Finance;
 Compare Repair maintenance approach vs. extended warranties for hardware
 Perform and document expected costs and benefit analysis for the same machine from different
suppliers.
 After performing cost benefit analysis, should proceed for procurement of assets.
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 Periodically review and update the cost benefit analysis for assets.
Management Response

Responsibility
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7. No Documented Basis for Disposal Value Medium
Location
Head Office
Observation
Disposal of IT assets is an important area in order to ensure consistency in the disposal of assets. We found
variations in disposal prices of the assets as currently IT department is not documenting basis for
determining prices at the time of disposal of IT assets.
Implication
 Risk of disposal of IT assets at value lower than the market value
 Risk of discrimination for charging prices among employees at the time of disposal
 In-consistent practice at the time disposal of assets
Recommendation(s)
It is recommended that a form should be designed by IT department for documenting the basis for
determining the selling prices of IT assets which should be properly filled by IT assets administrator before
disposal of each IT asset and subsequently should be approved by IT Manager. The form may mention:
 Condition of the asset

 Estimated market price
 Reason of disposal which should be self-explanatory.
Management Response

Responsibility
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8. Service Request Resolution Not Communicated to
User
Medium
Location
Head Office
Observation
Service requests by employees are communicated to IT department through smart suite software and after
completing the service, a resolution is communicated to employees to ensure employee satisfaction. But
during the analysis of service requests, we found inconsistencies in this practice by IT department as in
some cases IT department communicates the user about resolution of their service requests whereas in
some cases it doesn’t.
We noted the reason behind this inconsistency is that it is optional in smart suite to notify the user of the
resolution of the service request lodged by the user..
Implication
 Risk of closure of service requests without users’ satisfaction
 Difficult to assess performance of IT staff for provision of services in absence of users’

feedback
 In-consistent practice of notifying the user of the resolution by IT staff
Recommendation(s)
Internal audit recommends that option for notifying the user of the resolution by email in the smart suite
software should be made a default parameter so the users may automatically receive the resolution for their
requested services. This will also increase the satisfaction level of users and users may also give their
feedback about the services of the department. It will also help the users to ensure proper resolution has
been made or not for their requests. This will ensure that no service requests are closed without user
acceptance.
Management Response

Responsibility
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9. Service Requests Automatically Closed in Smart Suite Medium
Location
Head Office
Observation
During the analysis of smart suite software, we noted that some service requests raised by users were
automatically closed by Smart Suite Software without resolution. Upon discussion with Smart Suite
Administrator, we were informed that there is a technical fault in the smart suite software which, according to
management, has already been communicated to the supplier for resolution.
Furthermore, we during our analyses we noted following instances where unapproved service requests by
the managers are not automatically closed after system default 60 day period.
Service Business Unit Service Service Record Expecte Actual

Reques Type Level Created d Close Close Days
t No. Agreemen to
t B C D Close
A E= A-B
93116 Finance Jeddah Hardware 15 Days 1/25/201 7/28/2012
Purchase SLA 2 185
Purchase SLA 2 154
Purchase SLA 2 154
Purchase SLA 2 154
92975 Finance Khobar Hardware 15 Days 1/10/201 5/6/2012
Purchase SLA 2 117
Supplies Jeddah Purchase SLA 2 64
Implication
 Dissatisfaction of requester without proper resolution
 Negative impact on the KPIs of IT department staff due to such system faults
 Indication of in-effectiveness of the software
 No reliable measurement of IT service quality through smart suite.
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Recommendation(s)
Strong follow up with supplier for immediate permanent resolution of the problem and should also take
preventive measure to avoid such incidents in future.
Management Response

Responsibility
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10. No Acknowledgement on Asset Delivery Notes Medium
Location
Head Office
Observation
We noted the following instances in which IT assets were delivered to users without obtaining their signature
on proof of delivery (Assets delivery note) by IT department.
Description Invoice No. Value in Receiver Name Receiver

SAR Signature
DELL 19" LCD S.R# 1BM- JINV-1941 425 MOHAMMED GHAYAS x
2YXS / MOHAMMED GHAYAS
EMP# 104928
DELL OPTIPLEX 790 MT S.R# JINV-1931 2,360 ABDULHAMEED x

HBVLVQ1 / ABDULHAMEED MOHAMMED
MOHAMMED EMP# 104900
DELL LCD 19" S.R# 1BN- JINV-1931 425 ABDULHAMEED x

34HB / ABDULHAMEED MOHAMMED
MOHAMMED EMP# 104900
XEROX WORKCENTER 3220 JINV-1931 1,520 ANHAR MOGADDAM x

S.R# 3259662671 / ANHAR
MOGADDAM EMP# 104892
TECRA LAPTOP R840-M109 J2N589 4,990 MODAR SAEED x

SER#YB137169H / MODAR
SAEED EMP#101401
APPLE IPAD WI-FI+3G 32GB- 103-4392 3,45 Mohammad Yahia x

MOHAMMED YAHYA 0
APPLE MACBOOK INTEL C2D- 14356-INV Mohammad Yahia x

MOHAMMED YAHYA 4,190
Implication
 Assets may be taken by unauthorized personnel

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 Non conclusive evidence of delivery of assets
 The risk that assets are not properly delivery to the relevant personnel
Recommendation(s)
It is recommended that IT Assets Administrator should not hand over the IT assets unless assets delivery
note is properly signed by the person receiving the asset. Moreover, IT assets administrator should only
handover the goods to authorized personnel.
Management Response

Responsibility
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11. No Quotations for Procurement Medium
Location
Head Office
Observation
During the audit, we found the following instances in which assets were purchased without obtaining
minimum 3 quotations by IT department. Further Finance Shared Services department also processed the
payments without ensuring that all supporting documents (3 quotations) were attached.
Description Voucher Date Voucher Value (SAR)

Number
SYSTEM CENTER CONFIGURATION MANAGER SERVER 1/1/2012 6808470 79,571
2007R2 / JEHAD AL ADAS EMP#101003
SYMANTEC BACKUP & SYS FOR WIN & LINUX SERVER / 10/2/2012 6815259 43,000
JEHAD ALADAS EMP# 101003
APPLE IPAD WI-FI+3G 32GB and various assets 09/2/2011 6800754 30730
Different items 9/2/2011 6800759 33,374
REPLICATOR SER#4B079393H 6/9/2011 6805714 7,459
Grand Total 188,134
Implication
 Risk of procuring assets without making comparison of prices and quality.
 Risk that asset may be purchased at higher price than the market value.
 Risk of favouritism to a particular supplier
Recommendation(s)
It is recommended that
Tamer Co.
TAMER
Page 30 of 43
 At least 3 quotations should be obtained before procurement of IT assets and comparison should be
made.
 Finance should not process the payments to suppliers unless full supporting documents are
attached.
Management Response

Responsibility
Tamer Co.
TAMER
Page 31 of 43
Annex1: Ist floor Comparison
Present
Asset Employee Present in Audit
Sr. Description Brand Model Serial Number # Employee Name in IT list Count Remarks
XX-XXXX-64180-16A-
1 LCD 17" DELL REV A02 16ES 101060 Mahmood Diyab No Yes
2 Printer HP P2015 CNBW6DF86H 101060 Mahmood Diyab No Yes
3 Desktop CPU DELL Optiplex 790 DD43WQ1 101060 Mahmood Diyab No Yes
CN-0R735N-64180-09T-
4 LCD 17" DELL REV A04 07DM Shuhaib Essay No Yes
Printer-Fax-
5 Scanner HP 7313 All in One MY6C9R8078 Shuhaib Essay No Yes
6 Desktop CPU DELL Optiplex 780 8F4D8BS Shuhaib Essay No Yes

CN-0JC040-64180-5CL-
7 LCD 15" DELL REV A01 0GAS Unassigned- Medical SChain No Yes
8 Desktop CPU DELL Optiplex 780 4MZ705J Unassigned- Medical SChain No Yes
CN-0FC529-72872-648-
9 LCD 15" DELL REV A01 1595 Abdullah Ansary No Yes
10 Desktop CPU DELL Optiplex 780 MZ705J Abdullah Ansary No Yes

CN-202N00N-64180-
11 LCD 17" DELL REV A04 1BM-0MRS Waleed Saleh No Yes
12 Scanner Cannon DR-2010c EF469328 Waleed Saleh No Yes
13 Printer XEROX 3160B 3874177449 Waleed Saleh No Yes
14 Desktop CPU DELL Optiplex 790 3G7PVQ1 Waleed Saleh No Yes

CN-0Y4417-64180-587-
15 LCD 15" DELL REV A02 4LZC 100815 Ashraf Muckannan No Yes
16 Scanner Cannon DR-2010c EF424650 100815 Ashraf Muckannan No Yes
17 Desktop CPU DELL Optiplex GX620 7DRPJ2J 100815 Ashraf Muckannan No Yes
18 Printer HP P2015 CNBW78M39G 100815 Ashraf Muckannan No Yes

19 FAX-Scanner- RICOH 3310LE A3S78503249 Medical Supply Chain No Yes
Present
Copier
20 Desktop CPU DELL Optiplex 790 1X7V8R1 Aiesh Subaiy No Yes

CN-0X237R-64180-9CB-
21 LCD 17" DELL REV A00 1CYL Aiesh Subaiy No Yes
CN-0X237R-64180-03J-
22 LCD 17" DELL REV A01 01AS 103021 Alaa Al Ahmadi No Yes
23 Scanner Cannon DR-2010c EF422914 103021 Alaa Al Ahmadi No Yes
24 Desktop CPU DELL Optiplex 780 27TPN4J 103021 Alaa Al Ahmadi No Yes
25 Printer XEROX Phaser 3160B 38740338309 103021 Alaa Al Ahmadi No Yes
26 Scanner EPSON GT-1500 KSKW016322 Rayyan Azab No Yes

CN-0JC040-64180-5CL-
27 LCD 15" DELL REV A01 0H15 Rayyan Azab No Yes
28 Desktop CPU DELL Optiplex 780 14D6M4G Rayyan Azab No Yes
29 Printer XEROX Phaser 3435 NBF521253 Rayyan Azab No Yes
30 Scanner EPSON GT-2500 J78Z037791 Abdulllah Ansary No Yes
31 Desktop CPU DELL Optiplex 790 H8VLVQ1 101561 OTHMAN HAKAMI No Yes
WORKCENETR
32 PRINTER XEROX 3220 3259662965 101561 OTHMAN HAKAMI No Yes
CN-0JC040-64180-SCL-
33 LCD 17" DELL REV A01 OHOS 101561 OTHMAN HAKAMI No Yes
CN-0X237R-64180-041-
34 LCD 17" DELL REV A01 OX45 101129 AYED AL SULAMI No Yes
35 Desktop CPU DELL Optiplex 780 GLCD5BS 101129 AYED AL SULAMI No Yes
CN-R77351-64180-
36 LCD 17" DELL REV A05 OBN280M MOHAMMAD GHAZALI No Yes
37 PRINTER XEROX WORKCENETR 3259408228 MOHAMMAD GHAZALI No Yes

Tamer Co.
Confidential- Tamer Co. TAMER
Page 33 of 43
Present
3220
38 Desktop CPU DELL OPTIPLEX 780 96GT05J MOHAMMAD GHAZALI No Yes
39 PRINTER XEROX PHASER 3435 NBAG524288 101140 MOHAMMAD HATMI No Yes

CN-0X237R-64180-99U- Details not matching with
40 LCD 17" DELL REV A00 OCNL 101140 MOHAMMAD HATMI Yes Yes IT List
Serial number is different
41 Desktop CPU DELL OPTIPLEX 780 142GL46 101140 MOHAMMAD HATMI Yes Yes in IT list
Different printer is shown
42 PRINTER HP 2300 N CNCFF71697 101601 OMAR HUSSAIN Yes Yes in the list
43 SCANNER HP 5597 CN5B5SROPT 101601 OMAR HUSSAIN No Yes
44 PRINTER HP CP2025 CNHSC00420 101601 OMAR HUSSAIN Yes Yes

Older model of Toshiba
45 LAPTOP TOSHIBA TECRA R840 4C123324H 101601 OMAR HUSSAIN Yes Yes laptop is IT list
WORKCENETR
46 PRINTER XEROX 3220 3259662671 104518 FOUAD AL SHAIKH No Yes
CN-02N00N-64180-
47 LCD 17" DELL REV A01 1BN-359B 104518 FOUAD AL SHAIKH No Yes
48 Desktop CPU DELL OPTIPLEX 790 DDBLBQ1 104518 FOUAD AL SHAIKH No Yes
CN-0X237R-64180-9CB-
49 LCD 17" DELL REV A00 046L 104854 ABDULRAHMAN KANO No Yes
50 Desktop CPU DELL OPTIPLEX 780 F2VKK4J 104854 ABDULRAHMAN KANO No Yes
CN-OMOSSF-74261- Unassigned (with abdulrahman Assigned to waleed
51 LCD 17" DELL REV A00 964-4VVL dawood) Yes Yes mutairy as per IT list
Unassigned (with abdulrahman Assigned to waleed
52 Desktop CPU DELL OPTIPLEX 760 DP2NG4J dawood) Yes Yes mutairy as per IT list
OFFICE Unassigned (with abdulrahman
53 PRINTER EPSON TX510FN LE2Y005863 dawood) No Yes
CN-0R735N-64180-
54 LCD 17" DELL REV A02 05G-1QAQ ABDULLAH MAHMOUD No Yes
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Page 34 of 43
Present
55 Desktop CPU DELL OPTIPLEX 780 6WWBL4G ABDULLAH MAHMOUD No Yes

CN-0R735N-64180-
56 LCD 17" DELL REV A05 0BN-1PRM 103844 ALI GHAZZAWI No Yes
57 Desktop CPU DELL OPTIPLEX 780 5X3T05J 103844 ALI GHAZZAWI No Yes
WORKCENETR
58 PRINTER XEROX 3220 3246310075 103844 ALI GHAZZAWI No Yes
Serial number is different
59 Desktop CPU DELL OPTIPLEX 755 1RP404J 101125 HASHIM ZAHRANI Yes Yes in IT list
CN-0C5385-46633-51R- Serial number is different
60 LCD 17" DELL REV A01 0V6L 101125 HASHIM ZAHRANI Yes Yes in IT list
61 PRINTER XEROX PHASER 3250 3862041274 103916 AMRO ALRYO No Yes

PRINTER AND WORKCENETR
62 SCANNER XEROX 3220 3259584506 103916 AMRO ALRYO No Yes
CN-0X237R-64180-999-
63 LCD 17" DELL REV A00 OQAU 103916 AMRO ALRYO No Yes
LAPTOP (with
64 Replicator) TOSHIBA TECRA M11 4B137999H 103916 AMRO ALRYO No Yes
CZ-0J341F-74263-962-
65 LCD 17" DELL REV A00 42DS 102966 IMAD A SAYED No Yes
66 Desktop CPU DELL OPTIPLEX 780 81M45BS 102966 IMAD A SAYED No Yes
CN-02N00N-64180-
67 LCD 17" DELL REV A00 1552W1M Unssigned (LADIES) No Yes
CN-02N00N-64180-IAV-
68 LCD 17" DELL REV A01 0BB RANIA AL JEHANI No Yes
69 Desktop CPU DELL OPTIPLEX 790 98LZ7R1 RANIA AL JEHANI No Yes

PRINTER AND WORKCENETR
70 SCANNER XEROX 3220 3246310067 RANIA AL JEHANI No Yes
CN-0R735N-64180-07R-
71 LCD 17" DELL REV A04 1H24 ANHAR MOQADAM No Yes
72 SCANNER EPSON BX320FW MJTBY001271 ANHAR MOQADAM No Yes
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Page 35 of 43
Present
73 Desktop CPU DELL OPTIPLEX 790 IXS08R1 ANHAR MOQADAM No Yes
74 LCD 17" DELL REV A03 CN-098W44-72872-22K 105211 ROZAN TRAD No Yes
75 Desktop CPU DELL OPTEPLIX 790 9Y89TS1 105211 ROZAN TRAD No Yes
76 PRINTER XEROX PHASER 3250 3969312041 105211 ROZAN TRAD No Yes

PRINTER AND Details not matching with
77 SCANNER HP PRO 8500 MY96341013 103000 MAHA ISMAIL Yes Yes IT List
CZ-OJ341F-74S63-956-
78 LCD 17" DELL REV A00 2DRS 103000 MAHA ISMAIL Yes Yes
Assigned to waleed
79 Desktop CPU DELL OPTIPLEX 760 D6HGG4J 103000 MAHA ISMAIL Yes Yes mutairy as per IT list
80 SCANNER EPSON GT 1500 KSKW016349 105158 LUBNA SALEK No Yes

CN-02N00N-64180-
81 LCD 17" DELL REV A02 22R-06ES 105158 LUBNA SALEK No Yes
82 Desktop CPU DELL OPTIPLEX 790 DQL58R1 105158 LUBNA SALEK No Yes
83 PRINTER XEROX PHASER 3125 CAX787911 105158 LUBNA SALEK No Yes

CN-04W1MD-74445-
84 LCD 19" DELL REV A04 08A-AW75 101306 IBRAHIM ASR No Yes
85 Desktop CPU DELL OPTIPLEX 755 BKT404J 101306 IBRAHIM ASR No Yes
Printer-Fax-
86 Scanner HP 7313 All in One MY660Q7667 101306 IBRAHIM ASR No Yes
87 SCANNER EPSON GT 2500 J78Z037922 UNASSIGNED No Yes

CN-0X4417-64180-587-
88 LCD 15" DELL REV A02 5T2C 102993 BAHA ABOUD No Yes
LAPTOP (with SONY
89 Replicator) VAIO PG-41216W 275489787004103 102993 BAHA ABOUD No Yes
PRINTER AND
90 SCANNER HP PRO 8500 MY950430W8 102993 BAHA ABOUD No Yes
Tamer Co.
Page 36 of 43
Present
91 PRINTER HP LASERJET 1200 CNCKP43906 102993 BAHA ABOUD No Yes
92 LCD - 17 548-QANS X ABDULRAHMAN ALGHAMDI Yes No Physically not found
93 PRINTER PRITER 1320 CNMJB5342 X HASHIM ALZAHRANI Yes No Physically not found
94 Desktop CPU 755 7MT4Q4J X HAMZA OMAR Yes No Physically not found
95 PRINTER 7313 MY5COPBZY9 X HAMZA OMAR Yes No Physically not found
96 LCD 17 5CN-1255 X HAMZA OMAR Yes No Physically not found
97 Desktop CPU 755 82TGM38 X IBRAHEEM ALSALAM Yes No Physically not found
98 LCD 19WIDE 81E-45NH X IBRAHEEM ALSALAM Yes No Physically not found
99 PRINTER 1300 CNCJP43578 X IBRAHEEM ALSALAM Yes No Physically not found
100 PRINTER HP 5590 CN5855SR X IBRAHEEM ALSALAM Yes No Physically not found
101 Desktop CPU 520 DP4QW1J X AHMED NASHAR Yes No Physically not found
102 LCD 17 SCL-0ZNS X AHMED NASHAR Yes No Physically not found
103 PRINTER L7680 MY76P5509J X AHMED NASHAR Yes No Physically not found
104 PRINTER 8500 MY95043104 X WALEED ALMUTERY Yes No Physically not found
105 LAPTOP TOSHI A9 38070846H X TOUFIQ EHOWDARG Yes No Physically not found
106 PRINTER P2015 CNC0T736141 X TOUFIQ EHOWDARG Yes No Physically not found
107 Desktop CPU 780 5VW5M4J X MAHA KHALLAF Yes No Physically not found
108 Desktop CPU 745 1G7YWZJ X AREEJ AZAB Yes No Physically not found
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Page 37 of 43
Present
109 PRINTER 7313 MY69NR70ME X AREEJ AZAB Yes No Physically not found
110 LCD 17 7IT-1355 X AREEJ AZAB Yes No Physically not found
111 Desktop CPU 745 CWVOXZJ X LAMA WAHEEH Yes No Physically not found
112 LCD 17 587-4MHC X LAMA WAHEEH Yes No Physically not found
113 PRINTER HP 5550 CN69XTROBT X LAMA WAHEEH Yes No Physically not found
114 PRINTER P2015 CNC8825360 X LAMA WAHEEH Yes No Physically not found
115 PRINTER 7L00 9KRQD4J X NAJLA KHOAB Yes No Physically not found
116 LCD 19WIDE 956-2DPS X NAJLA KHOAB Yes No Physically not found
117 Printer 8500 MY950430VT X NAJLA KHOAB Yes No Physically not found
38 91
Tamer Co.
Page 38 of 43
Annex 2: 5th floor Comparison
Sr Asset Brand Model Serial Number Employee Employee Presen Present Remarks
. Description # Name t in IT in Audit
list Count
1 LCD 15" DELL REVA02 CN-0Y4417-64180-4C3-IUQS 101019 Nabil Saif Yes Yes Serial number is different in IT
list;
No item details mentioned in
the IT list
2 Desktop CPU DELL Optilex 755 FNT404J 101019 Nabil Saif No Yes
3 Printer XEROX Phaser 6140 101019 Nabil Saif Yes Yes Printer details are not
mentioned in IT list
4 Printer XEROX Phaser 6140 Imran Abbasi No Yes
5 Laptop Toshiba Imran Abbasi No Yes
6 Printer HP CM1312 MFP CNB886YH41 101041 Ateeq ur Rehman Yes Yes Serial number not mentioned
in IT list
7 Printer XEROX Phaser 3250 3862214381 101041 Ateeq ur Rehman Yes Yes Different printer is shown in IT
list
8 Laptop (with Toshiba PORTEGE 7B049956H 101041 Ateeq ur Rehman Yes Yes
Replicator) R830
9 Printer HP CP2025 HPK-B01SB-0701-00 Un assigned-Omar No Yes
Saleh Office
10 LCD 15" DELL REVA02 CN-0Y4417-64180-587-4M3C 101115 Omar Saleh Yes Yes Complete details of item are
missing
11 Desktop CPU DELL Optilex 755 101115 Omar Saleh Yes Yes No description is provided in IT
list
12 Scanner HP Scanjet 5590 L9111B 101115 Omar Saleh No Yes
13 Printer HP CP2025 Al-Nicart No Yes
14 Printer HP Deskjet 9300 Al-Nicart No Yes
15 LCD 15" DELL REVA02 Al-Nicart Yes Yes Details not matching with IT
List
16 Desktop CPU DELL Optilex 755 2NT404J Al-Nicart Yes Yes Details not matching with IT
List
Tamer Co.
Page 39 of 43
list Count
17 Desktop CPU DELL Optilex 280 Al-Nicart No Yes
18 Scanner EPSON GT-1500 Al-Nicart No Yes
19 FAX-Sanner-Printer SHARP AM-400 Al-Nicart No Yes
20 LCD 15" DELL REVA02 104691 Abdul Riyas No Yes
21 Desktop CPU DELL Optilex 780 D8749-68YGV-J202Q-DR7KR- 104691 Abdul Riyas No Yes
YD9NW
22 FAX-Sanner-Printer EPSON TX600FW KP5Y009066 104691 Abdul Riyas No Yes
23 FAX-Sanner-Printer EPSON TX700 W KTPY007659 103763 Ala Babeel No Yes
24 LCD 17" DELL REVA01 OX237R-64180-041-1P5S 103763 Ala Babeel No Yes
25 Scanner EPSON GT-1500 KSKW016324 103763 Ala Babeel No Yes
26 Desktop CPU DELL Optilex 780 BQCD5BS 103763 Ala Babeel No Yes
27 Laptop (with Toshiba Tecra M10 Y9069365H 102870 Khurram Rizvi No Yes
Replicator)
28 Scanner EPSON GT-1500 KSKW016329 102870 Khurram Rizvi No Yes
29 Printer XEROX Phaser 6500 3160056150 102870 Khurram Rizvi No Yes
30 Printer XEROX Phaser 3125 CAX734614 102870 Khurram Rizvi No Yes
31 Laptop Toshiba Tecra R-840- 4C125041H 105092 Moayad Al Homsi No Yes

A991
32 Laptop Toshiba Tecra M10- 3A100057H 103010 Mohammed Mugheera No Yes
1LN
33 Laptop Toshiba Tecra M10- 3A100058H 103087 Adeel Akhtar Yes Yes Details not matching with IT
1LN List
34 Printer HP LaserJet 1320 CNHKH59770 Unassigned - Adeel's No Yes
office
Tamer Co.
Page 40 of 43
list Count
35 Printer HP LaserJet 1320 CNMKR24257 Sari Hassan Yes Yes
36 Laptop Toshiba Sari Hassan Yes Yes Details not matching with IT
List
37 Printer HP Color LaserJet CNHS201722 101043 IA - Mohammed Faisal No Yes
CP2025
38 LCD Samsung S22A300B ZSPHVKBC00224Y 101043 Mohammed Faisal No Yes
39 Laptop (with Toshiba Tecra M11- 101043 Mohammed Faisal No Yes

Replicator) 139
40 Printer HP L7680 All-in- C8189A 101043 Mohammed Faisal No Yes
one
41 Scanner EPSON GT-2500 B11B181021BU 103087 Adeel Akhtar No Yes
42 PC Machine Dell Optiplex 780 DSW5M4J Sawsan Sulami No Yes
43 LCD Dell Rev A02 CN-OY4417-64180 Sawsan Sulami No Yes
44 Printer HP Color LaserJet CNXND44897 Sawsan Sulami No Yes

3600N
45 LCD Dell Rev A02 CN-OX237R-64180 102975 Wafa'a Sindi No Yes
46 Printer xerox Phaser 3160 3960011376 102975 Wafa'a Sindi No Yes

N
47 Scanner EPSON GT-1500 KSKW034339 102975 Wafa'a Sindi No Yes
48 PC Machine Dell Optiplex 780 82P7M4J 102975 Wafa'a Sindi No Yes
49 LCD Dell Rev-A01 CN-02NOON-64180-1AV 105129 Mohammed Shakil No Yes
50 PC Machine Dell Optiplex 780 9C43WQ1 105129 Mohammed Shakil No Yes
51 Printer and Scanner xerox workcenter 3259766043 105129 Mohammed Shakil No Yes
3220
52 LCD Dell Rev - A00 CN-02NOON-64180-16A 102974 Khalid Al Jabri No Yes
53 Printer xerox Phaser 3160 3874646384 102974 Khalid Al Jabri No Yes

Tamer Co.
Page 41 of 43
list Count
N
54 PC Machine Dell Optiplex 760 3KRQD4J 102974 Khalid Al Jabri No Yes
55 LCD Dell Rev-A01 CN-D2NOON-64180-18M 105076 Mohammed Rehan No Yes
56 Printer xerox Phaser 3160 3874177317 105076 Mohammed Rehan No Yes

B
57 PC Machine Dell Optiplex 760 3KRQD4J 105076 Mohammed Rehan No Yes
58 LCD Dell Rev-A00 CN-OG349H-64180-8B4 102936 Sayed Asim No Yes
59 Laptop Toshiba tecra-m11- 6A142029H 102936 Sayed Asim No Yes

107
60 Scanner EPSON GT-1500 KSKW016334 102936 Sayed Asim No Yes
61 Printer HP P20SSD CNCJX13277 102936 Sayed Asim No Yes
62 LCD Dell REV-A03 CN-OHM071-46633-714 RETIRED Unassigned - Yes Yes Details not matching with IT
ABDULKADER OFFICE List
63 PC Machine Dell Optiplex 755 HOHVH3J RETIRED Unassigned - No Yes
ABDULKADER OFFICE
64 Printer HP P 2015 CNBW7664Q1 RETIRED Unassigned - No Yes
ABDULKADER OFFICE
65 LCD Dell REV-A01 CN-OJC04Q-64180-649 Abdullah Acharath Yes Yes Details not matching with IT
List
66 Desktop CPU Dell optiplex gx 43RPJ2J Abdullah Acharath Yes Yes
620
67 Printer HP P 2015 CNBW6CQ5YO Abdullah Acharath Yes Yes Details not matching with IT
List
68 Printer HP LaserJet CNSN34475 101010 Ahmed Almass No Yes
CP2025
69 Printer and Scanner HP LaserJet 3055 CNSKM12193 101010 Ahmed Almass No Yes
70 LCD Dell REV-A02 CN-OU4941-72872-589 101010 Ahmed Almass No Yes
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Page 42 of 43
list Count
71 PC Machine Dell Optopex 765 4NHVB3J 101010 Ahmed Almass No Yes
72 Laptop CN56DTAO SAYEE KHOSSAM Yes No Physically Not found
73 Laptop 3AIOO5711A0 MOHAMD MOYCM Yes No Physically Not found
74 Laptop 29021741H MOHAMD MOYCM Yes No Physically Not found
75 Printer C8189A MOHAMD MOYCM Yes No Physically Not found
76 Printer CNCJC19 YOSSOF JAWBRA Yes No Physically Not found
77 Desktop CPU Dell HJJ404J YOSSOF JAWBRA Yes No Physically Not found
78 LCD 82B82CI YOSSOF JAWBRA Yes No Physically Not found
79 Scanner LI9IIB ABDIICADER SACD Yes No Physically Not found
80 LCD CP2035 OMAR SAILH Yes No Physically Not found
81 Desktop CPU 4Q4QW25 SARA AIATTAS Yes No Physically Not found
82 LCD 582OVOL SARA AIATTAS Yes No Physically Not found
27 71
Tamer Co.
Page 43 of 43

IT Assets Procurement

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Internal Audit Report

Report No. IAR 35-11/12

HIGH 2. Absence of Agreed Service Level Agreements with Divisions

HIGH 3. No Updated Record of IT Assets

HIGH 4. No Evaluation for IT Hardware Procurement

IT department has no documented criteria for minimum requirements of IT assets based on

HIGH 5. Absence of Evaluation for IT Software

HIGH 6. No Cost Benefit Analysis Before Procurement

No costs benefit analysis being performed before procurement of IT assets.

MEDIUM 7. No Documented Basis for Disposal Value

We found variations in disposal prices of the assets as currently IT department is not

MEDIUM 8. Service Request Resolution Not Communicated to User

MEDIUM 10. No Acknowledgement on Asset Delivery Notes

IT department is procuring assets without obtaining a minimum of 3 quotations.

 Review of IT assets procurement

 Review of IT assets disposal

 Review of IT assets issuance and return

 Physical count of IT assets

 This may involve:

 Documentation of work carried out and exception noted.

 Preparation of the observations in presentable formats.

 Request for action with timeline.

 Follow-up visits to ensure compliance.

Likely Low Medium High Critical Critical

Possible Low Low Medium High Critical

Unlikely Low Low Low Medium High

Rare Low Low Low Low High

2. Financial Controller- Shared Services 11

1. Absence of IT Strategic Procurement Plan High

 Risk of lack of effective management of expensive and critical assets

 No basis for development of IT service criteria and measurement of performance of IT operations

 Lack of benchmark/standard for measurement of supplier performance.

 Overview of the financial arrangements or budgetary considerations in place to ensure adequate

 Outline the evaluation criteria and methodology

 Procurement methodology should also be addressed

 Networks and server requirements for current vs. future operations

Comments and/ or Details of Actions Due Date and

Service Business Service Service Record Expected Actual

Service Business Unit Service Service Record Expected Actua Days to

 No agreed criteria for measuring IT service quality.

Comments and/ or Details of Actions Due Date and

1st Floor, Head Office Building 1

5th Floor, Head Office Building 1

 No accurate record of assets with management.

 No regular updation of asset record for additions, transfer and disposal

 Indication of in-efficient assets supervision by IT department

 Absence of periodic counts by IT department

Comments and/ or Details of Actions Due Date and

 Documentation of Hardware reliability testing

 Review of Hardware compatibility with our system

 Ensuring availability of technical support by the vendor to the users

 Comparison of cost of the hardware

 Hardware compatibility with our system

 Availability of technical support by the vendor to the users

 Cost of the hardware in comparison with similar hardware

 Technical comparison with other available hardware from other suppliers

Comments and/ or Details of Actions Due Date and

 Software compatibility with our system

 Availability of technical support by the vendor to the users

 Acquisition of In-compatible software with our system

 Software compatibility with our system