FINAL INTERNAL AUDIT REPORT
Youth Travel Ambassador Programme
(IA 15 147/F)
Sam Mullins, Museum Director, London
Transport Museum
Audit Conclusion: Audit Closed
18 November 2016
Issue
categories
Agreed
actions
Satisfactorily
addressed
Partially
addressed
No longer
applicable
Not
addressed
Priority 1
4
4
0
0
0
Priority 2
1
1
0
0
0
Priority 3
0
0
0
0
0
Youth Travel Ambassador Programme (IA 15 147/F)
CONTENTS
EXECUTIVE SUMMARY .................................................................................... 3
STATUS OF AGREED ACTIONS ...................................................................... 4
APPENDIX 1 – DISTRIBUTION LIST ................................................................ 7
Audit information
Draft versions issued
1
Draft report issued
17 November
2016
Page 2
Youth Travel Ambassador Programme (IA 15 147/F)
EXECUTIVE SUMMARY
Objective
This audit reviewed the effectiveness of processes and controls in place to
deliver the Youth Travel Ambassador (YTA) programme.
Scope
The audit focused on the control environment in relation to the following key risk
areas:







Governance, including responsibilities, policies and procedures
Risk management
Communication and liaison with other TfL business areas
Stakeholder funding
Scheduling, resourcing, and delivery of the programme
Benefits realisation – meeting internal/external stakeholders expectations
Management reporting and key performance indicators
Summary of findings
Our Interim Internal Audit Report dated 13 November 2015 entitled Youth
Travel Ambassador Programme identified three Priority 1, three Priority 2 and
two Priority 3 actions resulting in nine management actions. Four actions were
reported as completed.
The three Priority 1 issues were:

The timing difference between the financial year and the academic year
results in objectives and targets of the YTA programme being set before
review of the previous year’s results. Changes made to objectives and
targets set in the SLA are not documented and formally agreed with the
project sponsors.

The approach to delivering the YTA programme limits the number of schools
that can be engaged, and potential efficiencies of combining the programme
with the Safety and Citizenship programme have not been explored.

The audit trail of reported results from the YTA programme to underlying
data was not clear and easy to follow.
We have now carried out a follow up review of the five remaining agreed
management actions and can confirm that all have been satisfactorily
implemented.
Page 3
Youth Travel Ambassador Programme (IA 15 147/F)
STATUS OF AGREED ACTIONS
Ref
Agreed action
Owner and
due date
Status
The SLA has been updated
to document the process of
setting and reporting of
objectives. Any changes will
be recorded in the Version
Control table on page two.
Targets will be reviewed in
August 2016 following
release of the YTA End of
Year Report in July 2016.
Ross Butcher,
Education &
Training
Project
Manager, TfL
Satisfactorily addressed.
A series of meetings with
stakeholders will explore a
new methodology that will
grow the YTA programme in
2016/17. This approach will
use best practice from the TfL
Science, Technology,
Engineering and Mathematic
Network ambassador
scheme, where we propose
Ross Butcher,
Education &
Training
Project
Manager, TfL
Satisfactorily addressed.
Priority 1 actions
1.
2.
The SLA has been updated to
document the process of setting
and reporting of objectives. Any
changes are recorded in the
30 September Version Control table on page two.
2016
Targets were reviewed in August
2016 following release of the draft
YTA End of Year Report in July
2016.
The pilot was launched in
September 2016 and is using 12
TfL graduates who will each
manage a school over the following
30 September three to four months. If successful,
2016
the scheme will be extended from
March 2017.
Page 4
Further action required and
due date
Youth Travel Ambassador Programme (IA 15 147/F)
Ref
Agreed action
Owner and
due date
Status
Flora Walker,
YTA Team
Leader
15 January
2016
Satisfactorily addressed.
the use of volunteers to
support YTAs. The scheme
will be piloted in September
2016.
3.
Migration to Artifax database
will remove the need for
spreadsheets. The database
generates robust high level
reports that will be shared
with Project Client quarterly.
Extended to:
After several delays due to the
supplier, the Artifax database has
been implemented and the data
transferred. Reports are being
produced which can be shared with
the Project Client quarterly.
26 February
2016
31 July 2016
30 September
2016
4.
The End of Year Report
2015/16 will include research
methodology detailing how
figures are arrived at.
Flora Walker,
YTA Team
Leader
31 July 2016
Satisfactorily addressed.
The End of Year Report 2015/16
includes research methodology
detailing how figures are arrived at
in section 4.8.
Page 5
Further action required and
due date
Youth Travel Ambassador Programme (IA 15 147/F)
Ref
Agreed action
Owner and
due date
Status
Extended to:
31 October
2016
Priority 2 action
5.
The LTM Accountant will
produce periodic financial
reports for the YTA
programme. The financial
reports will be reviewed by
both the YTA Team Leader
and the Project Client and
any issues discussed in
Client meetings.
First quarterly meeting
scheduled for 9 December
2015.
Flora Walker,
YTA Team
Leader
30 April 2016
Satisfactorily addressed.
The LTM Accountant and the YTA
Team Leader meet every period to
discuss the YTA periodic financial
reports.
The YTA Team Leader then reports
expenditure and discussion
outcomes to the Project Client.
Page 6
Further action required and
due date
Youth Travel Ambassador Programme (IA 15 147/F)
APPENDIX 1 – Distribution list
This report was sent to Sam Mullins, Museum Director, LTM by Clive Walker,
Director of Internal Audit, and copied to:
Rebecca Wood
Head of Learning Development, LTM
Flora Walker
YTA Team Leader, LTM
Chris Nix
Assistant Director of Collections &
Engagement, LTM
Chris Gilbert
Assistant Director, Business & Performance,
LTM
Chris Mather
Head of Behaviour Change, ST
Elizabeth Kelly
Education & Training Programme Manager, ST
Clare Mulholland
Education & Training Programme Manager, ST
Ross Butcher
Education & Training Project Manager, TfL
Roger Cooke
Chair of the LTM Audit Committee
Sir David Bell
Chair of the LTM Board
Vernon Everitt
Managing Director, Customers, Communication
& Technology
Martyn Loukes
as Key Risk Representative, Customers,
Communication & Technology
Andrew Freeman
Head of Corporate Business Finance
Paul Mason
Interim Head of Group Insurance
Simon Kilonback
Director of Group Treasury
Andrea Clarke
Director of TfL Legal
Ian Nunn
Chief Finance Officer
Howard Carter
General Counsel
Samir Chandoo
Kingston Smith
Page 7