WASHINGTON STATE

FEDERAL SELF-ASSESSMENT REVIEW DATABASE

Goal: To utilize a software tool that can present audited data in a uniform and easily understood manner that is also accessible to non-technical staff.

Description: The Washington State Division of Child Support (DCS) created a database on a shared network drive that replaces paper audit questionnaires. It gives DCS auditors a more efficient and consistent auditing tool for the federal self-assessment and other program and data reliability audits. The database is in a MS Access template which performs the annual self-assessment review. The program uses the Microsoft Office 2000 (Access) and a statistical sampling program which randomly selects the cases sampled and audited. The sampling program was locally developed but can be substituted with sampling software available commercially.

The audit samples are extracted from the Support Enforcement Management System (SEMS). The Office of Child Support Enforcement (OCSE) recommends a standard for sampling that consists of a collection of data with a 90% confidence level. Using the DCS system, internal auditors select a sample size for a 95% confidence level. DCS uses the simple statewide sampling methodology for this review and draws the sample into the Access table. It then evaluates the selected cases using a questionnaire developed under the Forms tab, and analyzes the results by querying key data elements.

Results: The program is designed and used to support consistency throughout DCS by using identical audit measurement criteria for all segments of the caseload. By changing the selection criteria and/or revising the questionnaire, the program can be used for targeted samples and has the flexibility to be used for sampling cases outside the annual federal self-assessment analysis.

Available in the shared environment, the tool eliminates paperwork and allows built-in queries to speed the analysis. The federal regulations and Desk-Guide are embedded in the form for easy access and to increase consistency. This questionnaire which is patterned after the federal model simplifies the review process. There is no need to process paper questionnaires and enter the data a second time for analysis.

Location: This review software system is used in statewide application by the Management and Audit Program Statistics (MAPS) analysis team in the headquarters facility in Olympia, Washington. This database is used only by the program auditors.

Funding: Costs are minimal. Regular State and IV-D matching funds are used.

Replication Advice: If requested, DCS can provide a template of the Access database as an example.

Contact:

Theresa Murphy, Data Reliability Systems Analyst

Phone: 360-664-5352

E-Mail: tmurphy@dshs.wa.gov