THE SOCIETY OF PROFESSIONAL ACCOUNTANTS OF CANADA
Approval Date: October 2, 2025
Effective Date: January 1, 2026
Review Date: December 31, 2027
PRESIDENT’S STATEMENT
As part of RPA Canada’s ongoing commitment to excellence and professional integrity, I am proud to introduce the RPA Quality Management System (QMS) Manual, which was approved by the Board of Directors on October 2, 2025, setting its effective date as January 1, 2026. This document establishes a comprehensive framework to ensure that all RPA practitioners and member firms operate in full alignment with the Canadian Standard on Quality Management (CSQM 1) and uphold the highest standards of professional conduct, competence, and ethics.
The QMS Manual defines a clear system of governance, responsibility, and accountability, designed to foster a culture of quality across all engagements. It outlines leadership roles, ethical requirements, and quality objectives, while addressing essential elements such as risk assessment, client acceptance, engagement performance, human resources, monitoring, and continuous improvement.
Under this framework, every RPA practitioner assumes responsibility for ensuring engagement quality through proper documentation, review, and compliance with professional standards such as CSRS 4200. The designated Quality Leader will oversee implementation, conduct regular monitoring and second-level reviews, and ensure timely remediation of any identified deficiencies.
Through systematic monitoring, ongoing training, and a strong emphasis on ethics, this manual provides reasonable assurance that RPA practices meet both regulatory and client expectations. It reinforces our mission to serve the public interest with transparency, reliability, and professionalism principles that define the RPA designation.
I extend my sincere appreciation to the RPA Professional Practice Committee, and in particular to Joseph Morgado, RPA, Chair of the Committee, for their leadership and commitment in developing this comprehensive framework. Their contributions have been instrumental in strengthening the professional standards and advancing the quality objectives of RPA Canada
RPA Canada remains dedicated to continuous improvement and to equipping our members and students with the tools and guidance necessary to perform their duties competently, ethically, and confidently The QMS Manual represents another milestone in our shared commitment to quality and accountability in the accounting profession.
This Quality Management System (QMS) Manual outlines the policies and procedures of RPA to ensure compliance with the Canadian Standard on Quality Management (CSQM1). Our goal is to uphold high-quality standards in all engagements and fulfill our ethical and professional responsibilities.
Quality Management System Overview
Our QMS aims to:
Comply with professional standards and regulatory and legal requirements
Mitigate risks affecting engagement quality.
Quality Management System
LEADERSHIP AND RESPONSIBILITIES
Quality Leader:
RPA Practitioner oversees the QMS process, ensuring its effectiveness and compliance.
Responsibilities include:
Conducting second checks on all compliance documentation for client files.
Providing final sign-off.
Promoting a culture of quality within the firm.
Establishing quality objectives, identifying risks, and designing appropriate responses.
Staff Responsibilities:
Each staff member must complete compliance documentation for their assigned client files. For every compilation engagement file:
1. The Client Acceptance and Continuance document is completed after reviewing client acceptance criteria.
2. The Engagement Letter and Management Letter are prepared.
3. The Compilation Engagement Checklist is populated.
4. The Knowledge of Entity document is completed.
5. Documents are signed off by the preparer and reviewed by RPA Practitioner.
QUALITY OBJECTIVES
RPA Practitioner is committed to:
Ensuring all staff adhere to ethical standards and maintain independence.
Accepting and retaining clients only when engagements can be performed competently and ethically.
Conducting engagements in compliance with CSRS 4200 and other relevant standards.
Maintaining a system of quality management to provide reasonable assurance of compliance with professional and legal standards.
1. Identify Risks: Examples include:
RISK ASSESSMENT AND MANAGEMENT
Client acceptance and continuance (e.g., clients with complex financial structures).
Risk Assessment Process:
Engagement performance (e.g., inadequate documentation).
Resources (e.g., insufficient qualified staff).
2. Assess Risks: Evaluate the significance and potential impact.
3. Mitigate Risks: Strategies include:
Understanding the clients business before engagement. Assigning appropriate personnel. Providing regular staff training. Documenting significant matters and decisions.
Key Risks:
Complex client financial structures.
Limited staff resources.
POLICIES AND PROCEDURES
Ethical Requirements
Annual independence and ethics declarations by all staff. Ethics and independence training conducted biannually. A confidential consultation process for ethical matters is maintained.
Client Acceptance and Continuance
Use the Client Acceptance and Continuance Checklist for all clients.
Evaluate client integrity, financial complexity, and potential conflicts of interest.
High-risk clients require approval from RPA Practitioner.
Engagement Performance
Follow CSRS 4200 guidelines for all compilation engagements. Utilize standardized templates for communication and documentation.
Ensure adequate supervision and review of all engagements.
HUMAN RESOURCES
Maintain sufficient personnel with necessary competencies. Provide professional development opportunities to ensure staff competence.
MONITORING AND REMEDIATION
Monitoring Process
Quarterly reviews of randomly selected engagement files, documented by RPA Practitioner.
Inspection of at least one engagement per RPA Practitioner annually. Addressing complaints and instances of non-compliance promptly.
Implement corrective actions (e.g., training or procedural updates) within one month.
RPA Practitioner oversees and documents remediation efforts
DOCUMENTATION AND RECORD - KEEPING
Retain all policies, procedures, monitoring reports, and corrective action plans for at least five years. Maintain documentation of staff training sessions and signed declarations.
CONTINUOUS IMPROVEMENT
Regularly collect client feedback to enhance service quality.
Expand training programs for staff.
Monitor Key Performance Indicators (KPIs) and quarterly review results.
Conduct annual internal audits to assess QMS effectiveness (performed in January by RPA Practitioner).
EXECUTIVE SUMMARY OF THE SYSTEM
1. Overview: What’s the Goal?
The QMS ensures XXXX RPA delivers high-quality services while staying compliant with professional and legal standards. It’s about staying ethical, managing risks, and improving continuously.
2. Key Players
RPA Practitioner:
Lead the QMS.
Review and sign off on all files.
Train and guide the team. Handle high-risk client decisions
Accounting Staff:
Prepare client files
Complete required forms and follow procedures.
3. The Process: Step-by-Step for Each Engagement
For every client engagement, staff need to complete the following forms and steps:
1. Client Acceptance and Continuance Form:
Review client’s integrity and risks. Approve high-risk clients (you sign off).
2. Engagement Letter & Management Letter:
Draft and include in the client file.
3. Compilation Engagement Checklist:
Check off as you work through the engagement.
EXECUTIVE SUMMARY OF THE SYSTEM
HOW
4. Knowledgeof Entity Document:
Capture essential details about the client’s business
5. Sign-Offs:
Each team member signs their work RPA Practitioner reviews and providesfinal sign-off.
4. RiskstoWatch For ComplexClients:
High complexity = more risk = extra attention.
Limited Resources:
Make sure the team has the training and time to handle work.
What to Do:
Assess risksfor every client and project. Take action (e g , assign senior staffto complex cases, train on gaps)
5. Policiesto Follow Ethics:
All staff sign independence and ethics declarations annually. Conduct ethics training twice a year.
Client Onboarding:
Use the Client Acceptance and Continuance Checklist. High-risk clients must be approved by RPA Practitioner.
Engagement Guidelines:
Follow CSRS 4200 for all compilations. Use templatesfor documents and ensure reviews.
EXECUTIVE SUMMARY OF THE SYSTEM
HOW IT WORKS
6. Monitoring: Keeping an Eye on Quality
Quarterly Reviews:
Randomly check files for compliance.
Annual Inspections:
Review one engagement per RPA Practitioner.
Complaint Handling:
Resolve and document any issues or non-compliance promptly.
7. Documentation: What to Keep and For How Long Retain: Policies, procedures, and updates.
Training records and staff declarations. Monitoring reports for at least 5 years.
8. Continuous Improvement
Collect client feedback and improve services. Track Key Performance Indicators (KPIs) client satisfaction and file quality.
Conduct an internal audit every January.
EXECUTIVE SUMMARY OF QMS
STEP
Client Acceptance Checklist
Engagement Letter + Management
Letter
Compilation Checklist
Knowledge of Entity Document
Final Sign-Off
WHO COMPLETES IT
Staff + RPA Practitioner
Staff
Staff + RPA Practitioner
Staff
RPA Practitioner
NOTES
Review client risks and approve high-risk. Include in the client file. Ensure completeness and compliance.
Capture key business details. Review and sign off on the entire file.
EXECUTIVE SUMMARY OF QMS
6. Monitoring: Keeping an Eye on Quality
Annually:
Ethics declarations and training. Internal audit (January).
Quarterly: File reviews.
Ongoing:
Complete forms for every client file. Update procedures if risks or gaps are identified.
THANKYOU
RPA, Professional Practice Committee
Joseph Morgado, RPA, Chair
Members:Zaid Syed, RPA; Richard Hamilton, RPA; Lana McDole, RPA; Gerry Hogenhout, CPA, RPA; Rajvinder Kalsi, RPA; Peter Sharma, RPA
Disclaimer
The information in this RPAQuality Management System (QMS) Manual isfor general guidance only and does not constitutefinancial, legal, or professional advice. While efforts were madeto ensure accuracy, the Society of Professional Accountants ofCanada (RPACanada) provides no guarantee, express or implied, regarding its completeness or reliability
Adherencetothe RPAQMS is essential for all members and practitionersto maintain quality, integrity, and professionalism in their work The Manual reflects current standards as of publication but may not cover future developments Users should seek independent advice and exercise due diligence when making professional or business decisions
By using this manual, you acknowledge and accept theseterms
Monitoring Reports
Quarterly Monitoring Report Template
Report Date: Prepared By: RPA Practitioner
Summary of Findings: FileReviewed ComplianceStatus IssuesIdentified ActionsTaken OverallComplianceRate:____________%
Recommendations:
ApprovalbyQualityLeader:__________________
InternalAuditChecklist
AuditPeriod: ______________________________
ConductedBy:RPAPractitioner
DateofAudit: _____________________________
FileReviewSummary:
File
OverallFindings:
Numberoffilesreviewed: ____________
Numberofcompliantfiles:____________
Non-complianceareas:________________
CorrectiveActionsandDeadlines:
CorrectiveActions Taken
FinalApprovalby:____________________________
EthicsDeclarations
AnnualIndependenceandEthicsDeclarationForm
EmployeeName:___________________________
Position: _________________________________
DateofDeclaration: ________________________
IndependenceDeclaration:Iherebydeclarethat:
IamindependentofallclientsservedbyXXXXRPA,incompliancewiththerelevantethical standards.
Iwillimmediatelydiscloseanyconflictsofinterestorthreatstoindependenceiftheyarise.
EthicsDeclaration:IaffirmthatIhaveread,understood,andwillcomplywiththefirm’sethical policiesandprofessionalstandards.
Signature:________________________________
Date: _________________________________
CorrectiveActionPlan
CorrectiveActionPlanTemplate
IssueIdentified: _____________________________
DateIdentified: _____________________________
ResponsiblePerson:_________________________
RootCauseAnalysis:
ActionSteps:
ActionItem
ResponsibleParty Deadline
Follow-UpDate:_____________________________ FinalSign-Off:_____________________________