Best practices of Internal Audit

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Best practices of Internal Audit

• Atlantica Hotels Resorts
• Cyprus-Greece

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About Atlantica Hotels

• Established in 1981 with the opening of the first
  Atlantica Hotel in Limassol. In 2000, the
  Atlantica Group joined forces with TUI AG with
  joint ventures in Cyprus and Greece. It has now
  grown into a hotel chain currently operating 13
  hotels in Cyprus and Greece. The Atlantica Group
  employs on average 1800 employees in Cyprus and
  Greece.
• Our main destinations in Greece
• Rhodes Atlantica Imperial Beach Hotel
  5Atlantica Aegean Club 4, Atlantica
  Princess Hotel 4,CURRENTLY UNDER CONSTRUCTION
  2 MORE HOTELS.
• CreteAtlantica Sensatory Resort 5
• KosAtlantica Porto Bello Beach Club
  ,Atlantica Porto Bello Royal

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• Our main destinations in Cyprus
• Limassol Atlantica Bay, Atlantica Oasis and
  Atlantica Miramare Beach Hotel( all 4)
• Paphos Atlantica Golden Bach Hotel 4
• Agia Napa Atlantica Aeneas Hotel 5
• Atlantica Sun Gardens Club 4
• Atlantica Sancta Napa 3

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Major Markets

• Our major markets UK, Germany Russia.
• Our Major Tour Operators TUI UK and Deutschland
  First Choice UK- The biggest tour operators in
  Europe.
• Our 2nd Major Tour Operator as from 2006 is
  Natalie Tours-Russia.

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Management systems implementation

• In 2005,the board of Directors decided to
  implement the management systems, therefeore,1
  year later, part of the Atlantica Group
  (Atlantica Bay and Golden Beach) were
  certificated with the following management
  systems Quality Management system ISO
  90012000,Environmental Management System, ISO
  140012004 and Food Safety Management System ELOT
  1416(currently transferring to ISO 22000).
• It was ONE STOP CERTIFICATION,3 systems 2 hotels
  simultaneously.

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Management systems implementation

• The Atlantica Bay and Atlantica Golden Beach
  hotel are in the process of implementing 4th
  management system, OSHAS-ISO 18001.
• The Atlantica Oasis Hotel is currently
  implementing 4 systems simultaneously (ISO 9001,
  ISO 14001,OHSAS 18001 and ISO 22000).
• The Atlantica Miramare beach hotel is
  certificated with ISO 9001, OHSAS 18001 and ELOT
  1416).
• After the completion of the Atlantica Oasis
  certification, we are planning to implement the
  IMS in our hotels in Greece.

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Internal Audits-Our tool for continuous
improvement

• Atlantica Hotels created the Internal Audit
  department in1998,which was mainly carrying out
  financial audits.
• As from 2002 new procedures of internal control,
  FB cost control, income auditing and standards
  of service procedures were set up.
• The Internal Audit department is responsible to
  audit the above systems.
• In 2005 the Internal Audit department takes over
  the IMS internal Audit.

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Internal Audit Procedure

• The Group Internal Audit department has two areas
  of responsibility.
• 1) The supervision of the system of internal
  control.
• 2) The execution of the IMS Internal Audits.
• The audits are organized and executed by the
  Group Internal Auditor with the assistance of
  trained quality coordinators and Hotel
  Controllers. The internal audits are carried out
  as per Internal and External Audit Procedure. For
  each Internal Audit, the tour operators
  specifications and check lists are also
  consulted, so we can fulfill our contractual
  obligations and obtain our partners trust.

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Internal Audit Procedure

• Two annual scheduled audits are our main target.
  Additionally, every 2 to 3 months a non-scheduled
  IMS and Internal Control Procedure Audit is
  carried out as part of the Internal Control
  procedure.
• Audit Process
• Annual Audit programme
• Detailed departmental audit programme(
  distributed one week prior to audit).
• Preparation of IMS Control Check lists
• Preparation of Tour operator check lists
  (contractual obligations)
• Pre-Audit meeting and interview with HODs

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Internal Audit Procedure

• Field work
• Opening meeting
• Review of system manuals, procedures,
  instructions and data sheets
• Visit the departments
• Identification of any problems and record all
  findings (on the check lists)
• Control of departmental records, staff interviews
  for IMS awareness
• Audit review with Quality representative, GM
• Closing Meeting and discussion

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Internal Audit Procedure

• All findings are evaluated and discussed with
  hotel HODs and GM, final decision is then made
  for any non-conformities. Where the immediate
  action is possible the non-conformities are not
  recorded, where a longer time is required NCs
  are recorded. Corrective and preventive actions
  are also suggested.
• Furthermore, ??S Audit Reports along with
  Internal Control Audit Reports are sent to the
  Board of Directors which are reviewed and
  discussed after every Internal Audit in a
  separate meeting.

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Conclusions

• The integrated approach to auditing both the
  financial as well as the management systems part
  of the operation brings out the following
  benefits
• Central management of the process
• Calibrated and trained auditors
• Integrated and completed picture about the status
  of the operation reported to management.
  Consolidation of results.
• The internal financial audit is assisted because
  the operational part is carried out during the
  management systems audit
• The principals/ customers/ contractual
  specifications are audited as part of the
  integrated audit
• The fact that the management receives a
  consolidated report/ picture about the status of
  all four management systems assists in taking
  balanced decisions that affect equally all
  management systems

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Our mission and vision

• Atlantica Group is committed to add value to its
  products and offer the best possible services to
  its customers, achieve high customer satisfaction
  and contribute to the communities we live and
  work in.
• We intend to perform practical Internal Audits
  regularly and identify any area for improvement
  so we can minimize any risk of degrading our
  services, customer satisfaction and safety.

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