Information required for different investment assurance activities

Introduction

This page lists information required from Approved Organisations or NZ Transport Agency(state highways) office for investment audits or post implementation reviews.

Investment audit information requirements

Having this information ready to be reviewed when an audit starts helps ensure it progresses efficiently for both the organisation and the auditor.

Information that should be available at the start of an investment audit:

• A copy of the latest audit management report from the Approved Organisation’s external auditors
• Reports for any internal audits carried out since the previous audit
• Copies of final claims for the previous three financial years, clearly reconciled to the Approved Organistion's land transport disbursement ledger accounts (with relevant working papers attached)
• List of general ledger codes that make up the Approved Organisation's Land Transport Disbursement Account
• A printout of latest contract retentions account, with financially assisted projects separately identified
• A list of all NZ Transport Agency financially assisted contracts let since  the previous audit –both physical works and professional services – including their let value and total costs (for completed projects)
• A copy of the contract administration manual
• A copy of the endorsed procurement strategy
• Organisation charts, including asset management structure and professional services business unit (where applicable)
• For professional services business units:
  • Copy of the most recent budget
  • Ledger printouts showing revenue and expenditure for the unit
  • Copy of the service level agreement
• A copy of the most recent Approved Organisation’s Annual Plan and Annual Report
• A copy of the Approved Organisation’s delegations

Additional information needed for audits with a technical review

Some investment audits also involve a technical review. In these cases, the following information should be made available for review at the audit visit:

• Peer groups – identification of any particular councils considered to be peers
• Sample copies of maintenance contracts
• Summary of most recent bridge and/or structural inspections report
• Current and proposed reseal and rehabilitation programmes
• Current minor works programme (and/or prioritised list)
• Any recent network-wide assessments – third party, independent, or internal
• Any reports on network condition assessment

Post implementation review information requirements

An Approved Organisation or NZ Transport Agency(state highways) office will be contacted in writing if any of its completed activities/programmes/packages have been selected in the investment monitoring work programme for a post implementation review.

This written notification will include a request for the following information on the activity/programme/package to be provided (where applicable):

• A copy of the final Scheme Assessment Report (SAR), including all the appendices
• Physical works contract start date
• Physical works contract practical completion date and defects liability certificate date
• Physical works cost, including professional fees
• Area and cost of any land take
• Copies of reports for any safety audits done, including responses and decision tracking forms
• Results of post implementation monitoring of key performance and operation information, which may include post opening traffic flows, traffic speed, and accident records
• Copies of any other reports or information that will help assess how well a completed activity/programme/package has achieved its expected benefits and outcomes.