Let the data do the work!!David W. Crotts – Senior Auditor

Sharon M. Kurek – Director

•Objectives of Data Analytics•How Virginia Tech uses it•What other universities do?

•Provides a uniform method of analyzing statistics related to routine tests of large data set•Reduces large data sets into more meaningful data sets for targeted sample selection.

• Tests of controls related to university wide policies and procedures (e.g., payroll, purchase cards, funds handling)

• Formerly completed during risk-based audits; became separate audit type in 2004

• Completed at the Dean or Vice President level on a five year cycle

• Random sampling on data sets of up to 10,000 records

Senior Management Areas EEs

Fixed Assets P-Card

Deposits (in millions)

Athletics 740 1,327 $445,779 $41.4

Architecture 409 2,249 $375,761 $0.5

College of Engineering 2,311 14,742 $1,781,666 $2

College of Science 1,269 7,982 $643,297 $0.2

Veterinary Medicine 602 3,281 $323,267 $10.4

VP for NCR 20 66 $68,348 $0.004

VP for Administrative Srvcs. 965 3,123 $351,696 $17

VP for IT 527 8,522 $182,203 $2.7

• Access to data– System generated reports– Customized queries– Full system database dumps

• Validate your data

• Summarize data by organization code

• Stewardship tests– Current custodian assigned–Missing/stolen assets– Assets assigned as “Home Use”

• Assets not inventoried in two years.

• Summarize data by organization code and by cardholder– No. Cardholders or Last Purchase Date– Purchases (No. and $$)– Credits (No. and $$)– Total charges– Avg. charge

• Identify purchases made over the weekend

• Identify possible split transaction

• 100% testing on timely electronic leave report submissions

• Summary data by employee on number of leave hours taken

• Identifying exposures to business risks and controls designed by management to reduce those risks.

• Various areas audited:– Academic Units– Research Institutes and Centers– Central Oversight Units• OSP• Controller’s Office• Student Financial Aid

• Query identifies late submission of Personal Activity Reports (PARs)• Office of Sponsored Programs

enters PARs certification date into Banner • Determine the difference between

the PAR Submission date and due date per policy

• Query identifies faculty reporting 100% effort on federal research projects who are also teaching. • PARs that report 100%

federal effort• Compared to Class Schedule

• Query identifies funds open six months past termination date

• Project End Date – The date a project ends according to the grant.

• Fund Termination Date – The date the fund associated with the grant can no longer have any charges or journal entries posted to it.

• Indirect Cost Rates – differences from approved rates

• Departmental Timekeeping – changes made by appropriate supervisor

• Efficiency Rates• Financial Aid Payments made to

USFA employees

What is your audit shop doing?