MEETING OF COUNCIL - Town of Cambridge

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COUNCIL MINUTES TUESDAY 27 NOVEMBER 2012 9. Point of Sale system at Bold Park Aquatic Centre not Linked to the Town’s Network: The H&L point of sale system at the Bold Park Aquatic Centre is currently not linked to the Town’s central main servers, as a result the staff are required to manually back up the data on a weekly basis on a thumb drive. Management Comment A review of the H&L point of sale system will be undertaken to determine its technical compliance with the Towns I.T infrastructure. Recommendations will be made on additions, changes or replacement of the software and associated hardware including budgetary implications. 10. System and Staff Security (refer to Finding No. 10 in the attachments): Management Comment The Town's management is considering an overall security system strategy for the Town which will encompass the same service provider and security equipment across all locations. 11. Establish a Software Register: The Town currently does not have a complete list of all software that is installed and used within the Town and out centre service areas. The Town should issue formal instructions that all software purchases must be approved by the Town’s Information Technology section prior to purchasing, installing or entering into formal service agreements with software providers.with the Town's network. Management Comment IT currently uses a software register inventory module (TrakIT) and is inputting records of licences owned. The inventory of installed software is built through network discovery processes and actual use can be compared with software licences in the register. The register will be extended to include software on local computers not attached to the Town’s network, which is where we currently have gaps. Reports identify installed software and manage software licensing. Staff have been informed of the existing ICT Security policy guidelines that restricts the purchase and installation of software. On discovery of software that has not been authorised, IT staff remove the software. The software register manages licenses for currency and for compliance with terms of the licence for each instance of the licence in use. 12. Need to establish Clear Software back up Policies and Procedures: A number of software packages used within the service centres are not linked or can not be linked to the town’s main server and require manual back up. Some are being backed up on thumb drives. We have recommended the town issue formal policies and instructions in relation to the proper safeguarding of the data back-up. H:\CEO\GOV\COUNCIL MINUTES\12 MINUTES\NOVEMBER 2012\D AU.DOCX 211
COUNCIL MINUTES TUESDAY 27 NOVEMBER 2012 Management Comment A new ICT Security Policy and associated guidelines will be developed, which includes backup and recovery guidelines. In accordance with these guidelines, we will review all standalone systems across the Town and make recommendations on the procedures and Business Owner responsibilities regarding backup and the testing of that backup in a recovery situation. Quarterly Cash Verification 13. The two audits conducted in May and October concluded that satisfactory controls are in place over cash receipting and proper procedures are being followed to safeguard cash. 14. The cash verification process included auditing Bold Park Aquatic Centre, Administration Centre, Wembley Golf Course professional shop and tavern operations, The Boulevard Centre, Quarry Amphitheatre and Wembley Community Centre. 15. It was noted that the discrepancies between cash taken and recorded at the Wembley Golf Course has decreased when comparing results from the March and October verification audits, indicating that the recording and handling of cash by professional shop staff is improving. 16. Minor discrepancies were noted at the tavern operations and Bold Park Aquatic Centre, where daily bank receipts reported by the cash register did not match the cash collected. These occurrences fall within the acceptable tolerance for variations and are not of a material amount. Management Comment Variations were followed up by the Manager of Finance with the general manager of the Wembley Golf Course. The variations are basically due to human error although as mentioned, discrepancies are decreasing indicating that the reinforcing of cash handling procedures with staff is having an impact. Staff are also being informed of variances, so they can be followed up in a timely manner. Wembley Golf Course Operations As mentioned in the report presented to the Audit Committee held in March 2012, the audit of the Wembley Golf Course operations was postponed until July 2012 in light of the changes occurring in staff structures and operational processes at the Wembley Golf Course. The audit was subsequently conducted in June/July 2012 and no major control matters were noted. During the audit the following positive actions were identified: • Introduction of a Course Marshall to oversee correct payment of green fees. • Reduction of slow moving stock dollar value. • More timely input of stock orders received into Retail Management System. • Purchase orders are being created and raised on a more timely basis. The audit concluded that there are still some matters which require attention and these are listed below together with management responses to the issues raised shown in italics: H:\CEO\GOV\COUNCIL MINUTES\12 MINUTES\NOVEMBER 2012\D AU.DOCX 212
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MEETING OF COUNCIL - Town of Cambridge

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