Risk Assessment Implementation in Oklahoma State Department of Education
The Oklahoma State Department of Education has implemented a new risk assessment tool in its Financial Accounting/OCAS/Auditing office. This tool enhances the monitoring and review of OCAS data by evaluating various areas such as fund balances, expenditures, compliance with project codes, and audit findings. During Phase II of the assessment, districts upload trial data for further review, ensuring error-free data submission. The process aims to improve financial oversight and accountability within educational institutions.
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OCAS Risk Assessment Phase II Financial Accounting/OCAS/Auditing Oklahoma State Department of Education 2500 North Lincoln Boulevard Oklahoma City, Oklahoma 73105-4599
What Is OCAS Used For O C A S
Risk Assessment In December 2020, the Oklahoma State Department of Education, Financial Accounting/ OCAS/ Auditing office implemented a new risk assessment tool as an integral part of the OCAS review of revenues and expenditures. This new risk assessment tool will provide us knowledge and understanding of your district that will result in a more effective monitoring and review of your OCAS data.
Risk Assessment 16 Areas of concentration Trial data Initial data submission LEA s response to the data review LEA requested to reopen certified data
Risk Assessment Superintendent Comparison Between OCAS and SPR Negative Fund Balance Percentage of Change in Beginning Fund Balance and Ending Fund Balance Carryover Balances Recorded in Data by Project Code
Risk Assessment Expenditures Recorded under State Project Codes Match Revenue Expenditures Recorded under Federal Project Codes Match Federal Claims/Revenue Special Education MOE Excess Cost ESSA MOE
Risk Assessment Independent Audits Audit Findings, Comments, or Recommendation. Change in Organizational Structure
Risk Assessment Phase II After the completion of the Risk Assessment on all districts there were 108 districts chosen. Each Financial Specialist will be reviewing 20-25 districts during Phase II.
Risk Assessment Phase II During Phase II the district will need to upload trial data, error free. Additional items will be requested from the district. That should be uploaded in the OCAS application on the Additional Information tab.
Risk Assessment Phase II Encumbrance Register Board Agendas for FY21 (July 2020 to March 2021)
Risk Assessment Phase II Superintendent Earnings Audit
Risk Assessment Phase II Superintendent Earnings Audit
Risk Assessment Phase II Staff Roster for FY21 with Job Titles for All Staff Negative Fund Balance
Risk Assessment Phase II FY20 Carryover
Risk Assessment Phase II 5600 Balance to $0.00 5200 Expenditures Balance to Revenue 5120-5190 Site Codes Estopped Warrant included in Revenue Lapsed Appropriations included in Revenue
Risk Assessment Phase II Independent Audits Audit Findings, Comments, or Recommendation. Change in Organizational Structure
Risk Assessment Phase II THINGS TO UPLOAD TODAY OR TOMORROW Encumbrance Register Fund 11 Board Agendas 7/20 to 3/21 Meeting With Attachments Staff Roster on ALL Employees With Titles Superintendent Earnings Audit
Dates to Remember Audit Dates March 31 Districts expending $750,000 or more in Federal Funds. April 30 Districts expending less than $750,000 in Federal Funds. Audits must include Audit Acknowledgement Page to be in compliance. June 30 FY 2021 Audit Contract between independent auditor and school district is due.
Dates to Remember OCAS Dates September 1 District must submit final revenue and expenditures for FY 2021 to OSDE on the OCAS web-based reporting system. September 30 District superintendent or head of charter School must certify the data as finalized. October 1 December 1 A district may appeal to the OSDE in writing for additional changes to the revenue and expenditure data if good cause is demonstrated.
OSDE CONTACTS NO MAIN PHONE LINE Katherine Black, Executive Director (405) 522-0275 Katherine.Black@sde.ok.gov Financial Specialists Elaine Schein (405) 521-3197 All C Districts, Counties 1-77 Elaine.Schein@sde.ok.gov
OSDE CONTACTS Pam Honeysuckle, (405) 522-3273 All I Counties 1-12, 55 and 72 All Charters and Interlocals Pam.Honeysuckle@sde.ok.gov Iona Martin, (405) 522-3272 All I Districts, Counties 12-37 Iona.Martin@sde.ok.gov
OSDE CONTACTS Patricia Groves, (405) 521-2517 All I Districts, Counties 38-57, excluding 55 Patricia.Groves@sde.ok.gov Kelly Freeman, (405) 521-2349 All I Districts, Counties 58-77, excluding 72 Kelly.Freeman@sde.ok.gov
