Understanding OMES Audit Module 16.1 Overview

This module provides practical tips on sound procurement practices and addresses prevalent issues in agency audits. Learners will cover topics such as the OMES Audit Process, Ratification Agreement, Structured Settlement Agreements, and Split Purchasing. The module emphasizes the agency's responsibilities during an audit and the various aspects of audit observations by the staff.

• OMES
• Audit Module
• Procurement
• Agency Audits
• Structured Settlement

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1. What to Expect from an OMES Audit Module 16 1

2. Overview This module will include practical tips on sound procurement practices and will provide some of the more prevalent issues encountered when conducting agency audits. 2

3. Learner Outcomes Students will: Recall what an agency is expected to provide during an audit, such as workspace for auditors and a response from agency management PRIOR to release of the audit. Identify what a ratification agreement is, who signs the agreement, what he/she does next and where it is sent to. Memorize the definition of split purchase and the ramifications. 3 3

4. Topics OMES Audit Process Ratification Agreement Structured Settlement Agreements Split Purchasing 4 4

5. OMES Audit Process Items the audit staff will observe: Purchase card audits. Procurement audits. Performance audits. Statewide risk assessments (non-IT). Continuous monitoring. Internal investigations. 5 5

6. OMES Audit Process Agency is expected to provide during an audit: Workspace for auditors. A response from agency management PRIOR to release of the audit. 6 6

7. Ratification Agreement RATIFICATION AGREEMENT (260:115-5-17) Unauthorized commitment Ratify the commitment If CAO (chief admin. officer) approves Agency negotiates a proposal. CAO documents facts and circumstances. CAO signs agreement. CAO sends agreement to purchasing director. If CAO disapproves Agency maintains all documents. Agency maintains all documents. RATIFICATION AGREEMENT (260:115-5-17) Document used to resolve an Unauthorized Commitment. Ratify the commitment. If chief administrative officer approves: Agency negotiates a proposal. CAO documents facts and circumstances. CAO signs agreement. CAO sends agreement to purchasing director. If CAO disapproves. 7 7

8. Structured Settlement Agreements Title 74 85.7 (14). Performed by attorney general. Settle lawsuit with the state. Agency reports agreements to speaker and president pro tempore. 8 8

9. Split Purchasing Split Purchasing Title 74 85.2 (33). Split purchase means dividing a known quantity or failing to consolidate a known quantity of an acquisition for the purpose of evading a competitive bidding requirement. It is illegal. Also know as: Known and Intent Splitting Transactions 9 9

10. State Agency Audit Acquisition Guide https://www.ok.gov/dcs/searchdocs/app/manage_documents.php?id=1138 10

11. CONTINUE TO MODULE 17 11 29