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I.T. Application &

I.T. Security in

CA Office

ByCA. Pankaj Deshpande

B.Com, FCA, D.I.S.A. (ICA)

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Auditing Compliance Accounting Advisory / Consulting Finance Information Technology Other

Services Provided

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Statutory Non Statutory

Audit

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Income Tax VAT Company Law Excise Service Tax PF / ESI

Compliance

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Book Keeping Maintenance of related records Regular Reporting

Accounting

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Accounting Taxation Import / Export Business Development

Advisory / Consulting

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Short Term Long Term Liaison with Financial Institutions

Finance

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I.T. System Setup I.T. System Audit

Information Technology

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Data Processing TIN Facilitation Centre Any Other Relevant / Irrelevant Service.

Other Services

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Reducing human intervention and attention in any process.

Ensuring proper documentation.

Automation

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Reducing human intervention and attention in any office process.

Ensuring proper documentation in office.

Office Automation

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Increase in volume of work Electronic compliance Disperse Work Locations

Option or Compulsion

Fort Office

Borivali Client

Vashi Home

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Activities Processes

What to Automate ?

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Manual Processes Electronic Processes

Office Automation

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Identify the problem areas Identify the exact problems Provide solution to the problems Set process Monitor the process Keep on improving the process

Steps in Automation

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Without Technology With Technology

Type of Automation

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Hardware Software

Automation with Technology

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Easy to create, Extremely easy to lose. Even after theft, it stays with you.

Problem with Soft Data

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Client Data Own Data

Types of Information

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Confidentiality Integrity Availability

Objective of Information Security

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Authentication Non Repudiation

Other Objectives

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Natural Threats Manmade Threats

Security Risks

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Computers / Laptops Application Server Email Server LAN, Switches, Modem Mobile Phones Fax Machines EPBX Scanner Security & Surveillance

Hardware

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Accounting E-Filing Client Management Document Management Payroll Knowledge Management Remote Desktop Sharing Task Management

Software

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Tally Busy Wings

Accounting Software

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Compu Tax Tax Base Genius KDK Tax Pro

E-filing Software

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Leads Contacts History of Transactions Appointments Greetings

Client Management Software

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File Naming System Filing Locations Search of Files Tracking of file versions Inward Outward

Document Management

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Attendance Marking Salary Calculations Leave Records Statutory Compliance (PF, ESI, PT)

Payroll

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Knowledge ManagementExternal Source

Internal Source

Information Collection

Classification

Database

User

User

User

User

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Team Viewer Ammyy Admin Show My PC

Remote Desktop Sharing

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Remote Access File Transfer Monitoring

Remote Desktop Sharing Uses

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System of creating, allotting, viewing and updating all task as per organizational hierarchy.

Task Management

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A Typical CA Office

Senior Partner

Administrator

Office Assistant

Junior Partner 1

Audit Assistant 1

Article 1 Article 2

Audit Assistant 2

Article 3 Article 4

Junior Partner 2

Audit Assistant 3

Article 5 Article 6

Audit Assistant 4

Article 7 Article 8

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A Small Case Study

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Task Completed

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A Practical CaseIssues involved : 1. Scope of Work2. Due Date3. Reporting Requirement4. Working Papers/Documentation

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Scope of Work Mis-understood

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Report Format Mis-understood

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Due Date Missed

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Client Not Satisfied

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Angry Client

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Patience Lost

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Irritation started

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Ultimately

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Task Creation/Allocation/Transfer/Updation Pending Task Monitoring Fixing of Responsibilities Quick Execution Documentation Communication Performance Evaluation Optimum Utilization of Resources

Task Management

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Effect of Task Management System

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Integrated Office Management

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E-Filing

Knowledge Managemen

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Central Databas

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Client Managemen

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Client

Document Managemen

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Payroll & Leave

Management

Accounts

Task Managemen

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Complete Peace of Mind !

Effect of Full Office Automation

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Topic V/s Time

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CA. Pankaj Deshpande capankajd@gmail.com