controls compliance – rounding the turn the institute of internal auditors september 14, 2004
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Controls Compliance – Rounding the Turn The Institute of Internal Auditors September 14, 2004. Ed Dudley, CIA, CPA Retired Vice-President & General Auditor-ABB Americas. Agenda. Introduction & Key Issues For Today Ed Dudley SOX Lessons Learned Dan Langer Integration of SOX 302 and 404 - PowerPoint PPT PresentationTRANSCRIPT
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Controls Compliance – Rounding the Turn
The Institute of Internal AuditorsSeptember 14, 2004
Ed Dudley, CIA, CPARetired Vice-President &
General Auditor-ABB Americas
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• Introduction & Key Issues For Today Ed Dudley• SOX Lessons Learned
Dan Langer• Integration of SOX 302 and 404
Brian Appleton• SAS 70 Considerations for SOX 404
Nathan Prather• Break• Q & A• Summary of Main Points Ed Dudley
AgendaAgenda
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Key Controls Compliance Issues for Today
• Approach to Convergent regulatory challenges
• Process Improvements• Technology Infrastructure
Enhancements• Improvements in Leadership• Inventorying in 302/404
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Key Controls Compliance Issues for Today
• Role Clarifications in SOX 302/404• Software Utilization in SOX 302/404• Resource Issues in SOX 302/404• Inventorying Service
Organizations/Specialists in SAS 70
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Key Controls Compliance Issues for Today
• Understanding/Evaluating Significance in SAS 70
• Evaluating Evidence in SAS 70
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Controls Compliance – Rounding the Turn
SOX Lessons Learned
Daniel B. Langer, CPA, CIA, CCSASolutions Director, Internal Audit and Controls
Jefferson Wells International
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10-Step Program for Clarity and Sustainability
• Four Main Categories– Efficient and better organized approach to
convergent regulatory challenges– Process improvements– Technology infrastructure enhancements– Leadership improvements
• Helpful reference resources
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10-Step Program for Clarity and Sustainability
1) Established Post-404 Compliance Infrastructure– Improved/strengthened internal audit department– Full-time/dedicated ongoing compliance team,
Steering Committee, and external resources where appropriate
– Formally trained process owners– Instituted ongoing risk-assessment strategy– Established desk-top procedures and sub-process
“certifications”
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10-Step Program for Clarity and Sustainability
2) Beware of “too many” internal controls– Excessive detail when documenting internal
controls– Try to replace multiple ineffective controls with
one effective control 3) Excessive detail when documenting internal
controls– Use external auditor formulas as a guide– Evaluate as attestation process progresses
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10-Step Program for Clarity and Sustainability
4) Strive for the right “Tone at the Top”– Focus– Direction– Top management commitment to good governance-
related control compliance– Proactive education and awareness
5) Side-step confusion related to IT and internal controls – Assess system access controls as users are promoted,
transferred, or leave the company– Properly define and document SOX-related controls (not
all IT controls)
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10-Step Program for Clarity and Sustainability
6) Make the right compliance software investment– To date quality has been spotty, has not
met organization needs, and/or implementation resources have been inadequate
– Revisit as “sustaining organization needs” are defined
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10-Step Program for Clarity and Sustainability
7) Manage external auditor demands– Avoid time-consuming attestation reviews– Ensure they provide proper resources on
your reviews– Manage expectations/establish position
• Materiality levels• Key accounts• # of Controls
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10-Step Program for Clarity and Sustainability
8) Address external service provider key controls Focus– Strength of service provider– Adequacy of documentation– Pooled review with other “customers”
9) Consider compliance in the context of governance and risk management– Ongoing process of enterprise-level risk
assessment
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10-Step Program for Clarity and Sustainability
10) Properly staff the Internal Audit function
– Proper mix of industry, financial, operational, and technology practice experience and expertise
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So, how best can Internal Audit effectively participate in improving the reporting process
towards better governance and sustainable control compliance?
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Internal Auditors’ Role• Educate all levels about controls• Ongoing assessment of the “Tone at the Top”• Facilitate Board, key management, and external auditor
involvement in communication of strengthened control expectations
• Provide objective and independent participation in controls documentation, testing and assessment process
• Analyze and evaluate causes of company-wide non-compliance issues – both systemic or isolated
• Conduct regular KPI monitoring• Facilitate cost beneficial design modifications to achieve control• Evaluate effectiveness of corrective actions on an enterprise-
wide basis
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Internal Auditors’ Role• Ask yourself “good questions” *
– Would you have prepared the financials in the same manner?
– Was there full disclosure had you been an investor?
– Are internal audit procedures the same as if you were CEO?
– Are there any activities to move revenue or expenses from period-to-period?
* Warren Buffet, Berkshire Hathaway
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Governance Organizations• www.theiia.org - Institute of Internal Auditors• www.pcaobus.org - Public Company Accounting Oversight Board• www.coso.org - Committee of Sponsoring Organizations• www.nyse.com - New York Stock Exchange• www.nacdonline.org - National Association of Corporate Directors• www.issproxy.com - Institutional Shareholder Services • www.ecgi.org - European Corporate Governance Institute• www.icgn.org - International Corporate Governance Network• www.asx.com.au/ - Australian Stock Exchange• www.oecd.org – Organization for Economic Co-operation and Development• www.ifac.org - International Federation of Accountants• www.icaew.co.uk - Institute of Chartered Accountants in England and Wales• www.oceg.org - Open Compliance and Ethics Group
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Integration of SOX 302 & 404
Brian T. Appleton, CIA, MBA, CDPDirector of Internal Audit
National Penn Bancshares
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This is the Time
– Take an inventory– Budget considerations– Role clarification– Software utilization– Human resources– Integration
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Take an Inventory
• Review SOX 302 & 404 methodology• Overlay risk based work with SOX 302 &
404 work• Full consideration to SOX 302 & 404 in
annual risk analysis• Minimum - tentative 2005 audit plan
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Budget Considerations
• Schedule resource needs • Do not understate resource needs• Educate Audit Committee, CEO, and
Executives on needs • Manage your resource network
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Role Clarification
• Identify roles for ongoing compliance with Sarbanes-Oxley compliance. Include other company initiatives in the matrix. These may include CSA or ERM.
• Consider forming a transition team • Revisit your resource needs calculation
and encourage management to do the same.
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Software Utilization
• Business need or purpose• Tracking• Maintenance• Infrastructure compatibility• Cost benefit• Implementation plan
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Human Resources
• Leadership• Continual improvement• Staff development• Customer satisfaction• Audit results• Key performance indicators• Standards
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Integration
• Range of integration varies • What are other companies doing?
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Summary
– Inventory and integrate– Revisit software support– Develop HR, elevate standards
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Evaluating Third Parties SAS 70 Considerations for
SOX 404
Nathan PratherManager, Audit and Enterprise Risk Services
Deloitte & Touche LLP
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AgendaEvaluating Third Parties:• Step 1: Prepare Inventory Of Service Organizations
and Specialists • Step 2: Gain Understanding/Evaluate Significance• Step 3: Obtain Evidence• Step 4: Concluding
SAS 70 Issues and Considerations
Q&A
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Step 1: Prepare Inventory Of Service Organizations and
Specialists• Identify third party involvement in relevant
processes which involve the use of service providers and specialists
• Definitions: – Service organization: An entity that provides
services to a user organization that is part of the user organization’s information system
– Specialist: A person (or Firm) possessing special skill or knowledge in a particular field…
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Step 1: Prepare Inventory Of Service Organizations and Specialists – Summary
Evaluate UserControls?
Evaluate Third PartyControls?
Service organization Yes Yes, if relevant
Specialist Yes* No
*Specialist Key Considerations:
• Evaluate the competence of the specialist
• Understand nature and scope of the work performed
• Key control considerations:
• Appropriateness of methods and assumptions
• Accuracy and completeness of data provided
• Reasonableness and recording of the results
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Step 2: Gain Understanding/Evaluate
Significance• Gain an understanding of the service
organization process flows and controls– Review SAS 70 or perform walkthrough of service
organization• Gain an understanding of the user organization
process, controls and monitoring activities• Conclude whether service organization
activities and controls necessary to achieving a user control objective(s)
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Step 2: Gain Understanding/Evaluate
Significance• When are user controls alone sufficient?
– If the control performed by the service organization were not outsourced, would the control be necessary to achieving a control objective(s)
– Detective/monitoring controls at the user organization should operate at an appropriately detailed level to conclude that a control objective is met
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Step 3: Obtain EvidenceDetermine if the scope of the SAS 70 is
appropriate• Type 1 SAS 70 addresses design of controls• Type 2 SAS 70 addresses design and operating
effectiveness of controls• Map controls at service organization to risks
and controls objectives for the user organization– Business process controls– Information technology controls
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Step 3: Obtain EvidenceDetermine if the nature and extent of testing
appropriate • Treatment of user controls identified in the SAR
– Determine relevance– Test of relevant controls
• Determine if the period of coverage is appropriate– Cover a sufficient period to conclude the
controls are operating effectively• Depends on the frequency and nature of the controls• Evaluate the need to update or “roll forward”
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Step 4: Concluding• Read the conclusions within the SAS70
for qualifying language– The service auditors’ opinion section
• If exceptions are noted in the SAS70– Evaluate the impact of the deficiency to the
user organization• Quantitative and qualitative aspects • Consider compensating controls
– Make inquiries of Service Organization
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SAS 70 Issues & Considerations• What if the service organization will not provide
access to obtain evidence directly or a suitable SAS 70?– Current thinking:
• SEC precludes management from qualifying their report• If management can’t get a SAS 70 management will need
to perform procedures at the service organization• If management is unable to access to the service
organization, they need to be able to demonstrate that user controls alone are sufficient
• If user controls are then insufficient management will need to determine if they have a deficiency in their control environment
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SAS 70 Issues & Considerations
• What if the Service Organization will not remediate exceptions?– Management will need to install mitigating
user controls
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Q & A
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• Establish a Post 404 Compliance Infrastructure
• Consider the possibility of “too many” internal controls
• Beware of excessive documentation detail
• Side-step confusion related to IT & internal controls
Summary of Main Points
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Summary of Main Points
• Make Right Compliance Software Decisions
• Manage External Auditor Demands• Compliance should be Considered within
the Needs of Governance & Risk • Inventory & Integrate Work within SOX
302/404
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Summary of Main Points
• Revisit Software Support for SOX 302/404
• Strive for Continual Improvement within SOX 302/404
• Identify Third Party Involvement & Processes for Possible SAS 70
• Understand Service Organization’s Process Flow & Controls
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Summary of Main Points
• Understand User Organization’s Process Flows, Controls & Monitoring
• Determine Appropriate Scope of SAS 70(Type 2 for both design & operating effectiveness)
• Evaluate Impact of Deficiency in Any Exceptions from SAS 70 Performed
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