Sunday, 20 January 2013

Internal Audit working/ Report for Production Efficiency and Idle Time

Following is the detailed working of the production efficiency and Idle time performed by me on my previous job in a garment manufacturing company.
It is very useful working and it can also be used for any other manufacturing company just edit it according to your industry or company.
Internal Audit Reports and related workings/ Annexure:
  1. Internal Audit Report on the efficiency of production department, Monetary Incentive paid based on the efficiency and Idle Time (Garments Manufacturing Company).

Click the following links to download the Audit report in MS- Word Format and Excel Workings:

Internal Audit report in MS-Word Files
 Internal Audit report Excel workings:


Internal Audit Report



Background Information and Executive Summary
Internal Audit reviewed the accuracy and method of performance measurement of Production Managers (Stitching Dept. only) and Monetary Incentive paid to them on the basis of production efficiency in the last Quarter ended 31st December, 2011. The objective of this review was to evaluate the feasibility, adequacy and effectiveness of the performance measurement system, the associated risk, and identify opportunities for improvements in system. Based on our review, the method of the performance measurement is in-effective and needs improvements to mitigate business risk.
Production (Stitching Dept. only) department’s performance is being measured on daily basis by engineering and planning department in the factory on MS-Excel worksheets, the benchmark for the measurement of Efficiency is 65%, the greater than the 65% will be rewarded with the monetary incentives of Rs. 1,000 per percent to the individual production manager and less than 65% there is deduction of Rs. 500 per percent.
During the review we observed that production lines were having huge idle time (37% in December, 2011) as well as overtime for the production lines is the 15% of the total time worked on the products during the month. The efficiency is being calculated by the engineering department is not accurate/consistent with information obtained from the time keeping records (HR Time payroll), Having enquired about the idle time from the concerned department it came to our knowledge that the idle time is mostly because of the un-availability of the raw material and production lines are stopped so this idle time is not considered while calculating the efficiency of production managers. On the other hand when Internal Audit Team carried out the physical stock count we found that there was much stock which was purchased in advance for the styles will be started in future.


Objectives:
The objective of this review was to evaluate the feasibility, adequacy and effectiveness of the performance measurement system, the associated risk, and identify opportunities for improvements in system. Based on our review, the method of the performance measurement is in-effective and needs improvements to mitigate business risk.

Scope:
Production Line’s efficiency, Accuracy and adequacy of Monetary Incentives paid to Managers on the basis of production efficiency, Idle Time variances.
Procedures Performed:   
·         Recalculation of line wise efficiency using the payroll and HR Time keeping software.
·         Performed analytical reviews.
·         Variance analysis.
·         Obtained understanding of the performance measurement system.

Audit Findings and Observations:

During the review we found the following discrepancies in the calculations of:

Ø  The idle time which is not reported to management at all in the efficiency reports whereas idle time if reaches to a certain level (more than the standard idle time) must be informed to higher management.

Ø  The Overtime reported while calculating the production efficiency and the actual overtime paid as per payroll/HR Time payroll.

Ø  Production efficiency calculated by engineering/planning department and efficiency calculated by Internal Audit Department.

Ø  Monetary Incentive payments to production managers based on their efficiency which is measured by accumulating the production floors efficiency for which the individual production manager is responsible.

Idle Time Trend for last Quarter ended 2011

The idle time in the above calculations is net of the standard idle time allowed (assumed rate) of 20% (e.g. Dec-11 actual idle time was 37% Less: standard idle time allowed 20% Net idle time = 17%)

Actual Overtime Paid and Overtime Reported
Month
Reported O.T
Actual O.T Paid
Un-Recorded O.T
Oct-11
506
11,140
(10,634)
Nov-11
2,185
6,330
(4,145)
Dec-11
5366
20,354
(14,988)

Production Efficiency Discrepancies

Month

Efficiency Reported
Efficiency
As per Audit Working

Difference
Oct-11
73.4%
48.2%
25.2%
Nov-11
63.4%
48%
15%
Dec-11
76.2%
47.8%
28.4%












Ø  Managers Incentive/Target:

While calculating Incentive/Target amounts idle time is not being considered by Engineering /Planning Department while calculating the production efficiency and there is no “Standard Idle Time” so we have assumed that standard idle time is Nil, Furthermore, we have also calculated the efficiency considering standard idle time on assumption basis (assumed standard idle time rate 10%, 15% and 20%)

v  Standard Idle Time as Nil: Standard Idle Time is considered as Nil in the following calculations.

MONETARY INCENTIVE

Month

Incentive Paid
Incentive
As per Audit Working

Difference
Oct-11
45,713
(53,350)
99,063
Nov-11
15
(34,150)
34,165
Dec-11
61,100
(34,400)
95,500
Total
106,828
(121,900)
228,728

Note: Negative amounts shows deductions







        






v  Standard Idle Time as 10%, 15% and 20%: The following calculations are based on three different assumed standard idle time rates, because there is no standard idle time in the company.

The resulted net efficiency considering the Maximum standard idle time allowed as 20% is equals to 59% and it is less than the benchmark set by the company (65%).


The resulted net efficiency considering the Maximum standard idle time allowed as 20% is equals to 60% and it is less than the benchmark set by the company (65%).

The resulted net efficiency considering the Maximum standard idle time allowed as 20% is equals to 60% and it is less than the benchmark set by the company (65%).

Summarized Efficiency results as per Audit working

Month
Standard Idle Time 10%
Standard Idle Time 15%
Standard Idle Time 20%
Oct-11
54%
57%
60%
Nov-11
53%
56%
60%
Dec-11
53%
56%
59%

The benchmark for the production efficiency is the 65% and more than 65% there will be a monetary incentive reward of Rs. 1,000 for each extra percent and a deduction of Rs. 500 on each percent less than 65%, as we have also seen the detailed calculation of efficiency for the last Quarter, 2011 having the effect of net idle time (Actual Idle Time Less: Standard idle time allowed) as well as summarized efficiency results.
After reviewing the above summarized results we can see that the maximum efficiency in any month is equals to 60% and it is less than the benchmark of 65% so there should not be any monetary incentive paid to production managers as their efficiency is less than the benchmark set by the company, in fact the in-efficiency should be investigated and necessary action should be taken to prevent the in-efficiencies in future.


Audit Conclusion/Opinion on the System of Performance Measurement:

Ø  Adequacy and Effectiveness:
·         The performance measurement system in place is attainable and motivate production managers but does not motivate all over management to contribute in the improvement of the company’s performance, only production manager’s performance (stitching Dept. only) is being measured and they are supposed to be paid the monetary incentive against the production efficiency instead of overall factory management.

·         Information used to measure the performance of production is not adequate and accurate, the reported overtime is understated when compared with the overtime actual paid (stitching dept. only), and idle time is not considered while measuring the production performance (Efficiency).

Ø  Associated Risk with Current Measurement System:
·         It is observed that Production lines are idle more than 30% (37% in December, 2011) and while measuring the performance of the production managers this idle time and overtime (around 50% of total O.T) are being ignored by the management when we enquired it was said by planning department that the idle time is mostly due to the non-availability of the raw material, and overtime is demanded by the management for urgent shipments etc. that’s why production managers don’t allow us to consider the overtime while calculating efficiency for incentive purpose.

·         Only production managers are being paid the monetary incentive in return of a favorable efficiency so other management (Procurement, Cutting, Finishing, etc) they might not be motivated because of the monetary incentive paid to production managers only, they might think that their contribution is not so much valuable as compare to production managers. This might be the cause of un-availability of the raw material because we found during the annual stock count that there was much stock in ware houses for the styles/ordered which are to be started in future which means raw material is being purchased in advance so raw material purchasing should be on the priority basis to avoid the working capital problems.


Internal Audit Recommendations:
Target should be attainable and there should be an element of challenge so that employee could be motivated, and performance measurement should be effective that all employees should contribute for the performance of the company not only a particular department, when every manager is known that his contribution is valuable to the company and he will be rewarded with a monetary incentive (e.g. quarterly bonus etc.) if the decided target is achieved on time and efficiently. Each manager will be motivated to improve the performance of the company.
Performance should be measured on the basis of overall achievement of the objective of the company (E.g. Garments produced within the allocated time and shipped to the customer, total cost per unit is not more than the budgeted cost per unit).
Not only production managers but other managers whose contribution is supposed to improve the performance of the company (e.g. Procurement, Cutting, Finishing, Washing, Packing and Finance etc.) should be rewarded with a monetary incentive or a quarterly/annual bonus when the desired objectives are achieved effectively and efficiently E.g. the order/style is completed and shipped to customer within allocated time and specified budgeted cost, certain level of profits etc.
For example:
Only production managers are rewarded with a Monetary Incentive when they achieve the efficiency of the production floors pertains to them greater than the 65%, so they are only supposed to increase the efficiency of their production floors.
As discussed above there is a big Idle time in production lines and the resulting Idle time might be the because of the following:
Pre-Stitched Troubles:
·         Un-availability of the raw material (Procurement Dept.)
·         Raw Material in process yet not received (Cutting Dept.)
·         Machinery Break down (Maintenance Dept.)
Post-Stitched Troubles:
·         Major Alterations found because of the pressure of achieving the targets and maintaining the efficiency by stitching department.
·         Machine Break downs.
It is highly recommended that company should:
Ø  Use standard costing system to evaluate the performance of the factory.
Ø  The variance analysis should be done and variances should be investigated (if material) to find out the causes.
Ø  Prepare an action plan to prevent it to be incurred in future.
Ø  Manager’s incentive should be based on overall performance of the factory.
Examples of Variance analysis:
Desired Objective /Target
Variance Analysis
Process of Variance Analysis
·         Completion of products within the allocated time and shipped to the customer.
Efficiency Variance:

Standard Time Allowed  Less: Actual Time incurred to complete the Style/Order

Idle Time Variance:

Standard Idle Time Less: Actual Idle Time


Variance should be investigated (if Material) and actions should be taken to prevent it to be incurred in future.
For Example;
·         If production lines are stopped due to un-availability of raw material, machine breakdown etc. responsible department should be accountable for the inconvenience.
·         Material purchased at higher rates, Material used is more than the Qty allowed.
·         Material purchased within the budgeted price without ignoring the quality of the material.
Material Price Variance:

Standard Material Price Less: Actual Price of Material Purchased
·         Material Usage should be within the standard Qty allowed
Material Usage Variance:

Standard Qty allowed Less: Actual Qty consumed















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