Building Simple Continuous Reviews in ACL

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Continuous auditing and monitoring (“continuous reviews”) has been discussed for decades but implemented in moderation based on recent surveys. It comes down to how much are data analytics integrated into our audit processes initially to then become continuous. If a high degree of integration exists, then there is probably a good amount of continuous reviews happening in the organization already. However, most companies fall into the other camp and have not integrated analytics well enough or considered how to take full advantage of continuous reviews. This course will explain culturally what audit departments must do to embrace continuous reviews and how that can be integrated with ACL Desktop software techniques. Sample files and scripts will be provided to get you started down the road to continuous reviews. As regulatory changes sweep the globe, auditors, risk management, and compliance professionals are using more sophisticated tools, and methods. Using a live/video training library approach, we help companies of all sizes use audit and assurance software to improve business intelligence, increase efficiencies, identify fraud, test controls, and bottom line savings. AuditNet and Cash Recovery Partners Webinar recording available at and (registration required) Recording free to view. Sample Data Files for All Courses are available for $49 To purchase access to all sample data files, Excel macros and ACL scripts associated with the free training visit AuditSoftwareVideos.

Transcript of Building Simple Continuous Reviews in ACL

  • Building Simple Continuous Reviews in ACLTM July 2, 2014 AuditNet and Collaboration Brought to you by and AuditNet, working together to provide: Practical audit software training Resource links Independent analysis Tools to improve audit software usage Today focused on providing practical data analysis training Page 1
  • About Jim Kaplan, CIA, CFE President and Founder of AuditNet, the global resource for auditors (now available on Apple and Android devices) Auditor, Web Site Guru, Internet for Auditors Pioneer Recipient of the IIAs 2007 Bradford Cadmus Memorial Award. Author of The Auditors Guide to Internet Resources 2nd Edition Page 2 About AuditNet LLC AuditNet, the global resource for auditors, is available on the Web, iPad, iPhone and Android devices and features: Over 2,000 Reusable Templates, Audit Programs, Questionnaires, and Control Matrices Training without Travel Webinars focusing on fraud, audit software (ACL, IDEA, Excel), IT audit, and internal audit Audit guides, manuals, and books on audit basics and using audit technology LinkedIn Networking Groups Monthly Newsletters with Expert Guest Columnists Book Reviews Surveys on timely topics for internal auditors Introductions Page 3
  • Webinar Housekeeping Page 4 Thiswebinaranditsmaterialarethe propertyofCashRecoveryPartnersLLC. Unauthorizedusageorrecordingofthis webinaroranyofitsmaterialisstrictly forbidden.Wearerecordingthewebinar andyouwillbeprovidedwithalinktothat recordingasdetailedbelow.Downloadingor otherwiseduplicatingthewebinarrecording isexpresslyprohibited. Webinarrecordinglinkwillbesentviaemail within57businessdays. NASBArulesrequireustoaskpolling questionsduringtheWebinarandCPE certificateswillbesentviaemailtothose whoanswerALLthepollingquestions TheCPEcertificatesandlinktotherecording willbesenttotheemailaddressyou registeredwithinGTW.Wearenot responsiblefordeliveryproblemsdueto spamfilters,attachmentrestrictionsorother controlsinplaceforyouremailclient. Submitquestionsviathechatboxonyour screenandwewillanswerthemeither duringorattheconclusion. AftertheWebinarisoveryouwillhavean opportunitytoprovidefeedback.Please completethefeedbackquestionnairetohelp uscontinuouslyimproveourWebinars IfGTWstopsworkingyoumayneedtoclose andrestart.Youcanalwaysdialinandlisten andfollowalongwiththehandout. Disclaimers 5 Theviewsexpressedbythepresenters donotnecessarilyrepresentthe views,positions,oropinionsofAuditNetorthepresentersrespective organizations.Thesematerials,andtheoralpresentationaccompanyingthem, areforeducationalpurposesonlyanddonotconstituteaccountingorlegal adviceorcreateanaccountantclientrelationship. WhileAuditNetmakeseveryefforttoensureinformationisaccurateand complete,AuditNetmakesnorepresentations,guarantees,orwarrantiesas totheaccuracyorcompletenessoftheinformationprovidedviathis presentation.AuditNetspecificallydisclaimsallliabilityforanyclaimsor damagesthatmayresultfromtheinformationcontainedinthispresentation, includinganywebsitesmaintainedbythirdpartiesandlinkedtotheAuditNet website Anymentionofcommercialproductsisforinformationonly;itdoesnotimply recommendationorendorsementbyAuditNet
  • Richard B. Lanza, CPA, CFE, CGMA Over two decades of ACL and Excel software usage Has written and spoken on the use of audit data analytics for over 20 years. Received the Outstanding Achievement in Business Award by the Association of Certified Fraud Examiners for developing the publication Proactively Detecting Fraud Using Computer Audit Reports as a research project for the IIA Recently was a contributing author of: Global Technology Audit Guide (GTAG #13) Fraud in an Automated World Institute of Internal Auditors. Data Analytics A Practical Approach - research whitepaper for the Information System Accountability Control Association. Cost Recovery Turning Your Accounts Payable Department into a Profit Center Wiley and Sons. Please see full bio at Learning Objectives Why it is important to development continuous monitoring applications in key areas of your business to reduce audit time while increase audit quality. Integrating analytics in all areas of the audit process from audit planning to follow up. Outline an effective data request process to ensure complete and accurate extractions of data every time. Discuss auto-normalization techniques of data to speed the reporting process. See how analytics can maximize the annual audit plan and better ensure focus is placed on organizational risk. Understand how to develop Excel / CSV export routines that auto-export data from ACL at the end of processing. Pros and cons of specific software tools when implementing data analytics and continuous reviews. Understand some common approaches to overcoming obstacles to planning data analytics based on case studies from companies and survey attendees themselves. Page 7
  • Continuous Audit / Continuous Monitoring - Why Its Important and Audit Software Integration Page 8 Analytic Command Center Auditor in a Can Page 9
  • Top Audit Software Implementation Practices Page 10 Audit Analytic Best Practices Automate the data import and normalization process Develop Excel macros to improve client provided data quickly Automate the data extraction, file cleansing, and data validation Everyone is different with their data so normalize Reduce false positives in the final reports Prioritize the likelihood of findings Use mathematical scoring Document, save, and possibly videotape your work plan Audit logs in software, flowcharts, and documents take minutes to develop to the hours to later remember what was done Video editing (Camtasia) can be used to show how to run applications for future auditors Page 11
  • Think Prevention vs. Future Detection Identify issues earlier in their lifecycle Build a aura of deterrence within procure to pay Build a Continuous Review Process Technology Minimal staff time / external assistance Keep Improving the Model Model on identified frauds Remove false positives to isolate interesting events Best Practice Approach on Fraud - Find It Before It Finds You Data Marts and Server Benefits Centralized data and backups Audit knowledge is saved in one place Remove the Learn and Leave dilemma facing companies Security and user management Better data than the business units Faster processing for large data sets Page 13
  • Data Marts and Server Reality Most audit areas dont require it Data is only needed once a year or more for some audits Data extraction routines can be saved by IT and audit Server speed is not needed for majority of audits Sometimes difficult to explain the ROI to I.T. if smaller example audits are not completed first High initial cost of a sledgehammer for hanging a picture May turn off management to all data analytics Page 14 Value of ACL Scripting Useful for routine tasks Can be for periodic audit steps Also can assist in importing similar data For example, OPEN FILE 1, EXTRACT RECORD, OPEN FILE 2, EXTRACT RECORD, etc. Build the quality in once Set it and forget it Learn how ACL works behind the scenes Value of learning ACL for DOS Page 15
  • Making it Continuous Does not make sense for every audit area Makes sense for general ledger in all companies Find willing business units who want to self-review Start small, roll out audit applications, and have a management plan that does NOT include audit except for business requirement changes Audit can have access and should periodically kick the tires Page 16 Polling Question 1 Polling Question Displayed during the Webinar
  • Effective Data Request Process and Auto-Normalization Page 18
  • 20 Theres Gold In That Data Taken from the 2007 Buyers Guide to Audit, Anti-Fraud, and Assurance Software Data Request is Sent Prior..11/14/12 Webinar Page 2111/14/12
  • Top 10 Data Import Mistakes 1. Not knowing what is possible within the tool to import and normalize data 2. Asking for data before understanding reporting needs 3. Not including knowledgeable system professionals to assist in or review the extract 4. Forgetting to run statistics on amount/date fields 5. Not summarizing text code fields (including invoice numbers to find E+ issues) Page 22 Top 10 Data Import Mistakes 6. Lack of hardcopy information for review in relation to imported data 7. Not validating field totals to batch totals 8. Using report files vs. fixed length system files 9. Getting data in Excel vs. a more raw format 10.Lack of understanding of the various data types Page 23
  • Clear Data Request Accounts Payable Data Request.doc Data Import Module From Excel Import Script Code.xlsx
  • Polling Question 2 Polling Question Displayed during the Webinar Maximize the Audit Plan and Building an Organizational Viewpoint Page 27
  • Data Analytics in the Audit Plan AuditNet Nov. 14, 2012 Page 28 Process to Report Mapping Page 29
  • Mapping Data and Objectives 30 Query Viewpoints