Risk-based Operational Audits
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1 Risk-based Operational Audits Dennis Arter, CQA, FASQ Kennewick, Washington, USA Topics to cover Eras of management What is risk What are controls Audits and their purpose Risk approach to modern auditing Audit report Recap and Q&A 1
2 Four Eras of Management Control Assurance Management Integration Product Define and inspect to characteristics Form, fit, function Process Define and ensure compliance Say what you do, do what you say System Provide resources to achieve success Results-driven Enterprise Quality, safety, environment, security, finance, etc. All forms of risk management Grand model for all organizations Mission Operational Objectives Financial Objectives Social Objectives Quality Envir Safety Security Others Processes 2
3 Risk is effect of uncertainty It might be good (win the national lottery) It might be bad (airplane crash) Tolerance varies By business sector By organizational culture By national culture By societal perception Often Called risk appetite Where is Risk? Mission Risk Operational Objectives Financial Objectives Social Objectives Risk Quality Envir Safety Security Others Risk Processes 3
4 Controls combat risk Internal controls For success of the organization Include management systems Variation arises from leaders and culture External controls For betterment of society Required by laws, regulations, and agreements International standards promote trade Management systems are controls Plan Perform Plan Do Act Check Improve Monitor 4
5 Monitoring Benefits Improve performance while reducing failure Basic part of managing organization s resources Informal methods Customers and sales Supervisors and peers Community pressure Formal methods Inspection and test Improvement projects Audits Many different audits Internal External Third party First party Internal External Second party Financial Operational Compliance 5
6 General Model for Auditing Requirements Compare Evidence External Manuals Procedures Specifications Analyze s Physical The senses Interviews Paperwork The patterns Findings Analyze Conclusions Problem or Cause/effect Executive Summary The four questions 1 Are controls defined? 2 3 Are controls applied? Do controls really work? 4 Will controls last? 6
7 Risk approach Measure to requirements Get down deep in the organization Customize work papers based on risk Apply systems thinking Show pain! (cost, production, risk) Audit to requirements External Documents Manuals (System) Procedures (Process) Specifications (Product) 7
8 Risk approach Measure to requirements Get down deep in the organization Get to process level Receive Clean Sort Remove potatoes potatoes potatoes skins Slice into Cook Dry Fry strips potatoes potatoes potatoes Freeze Bag fries fries 8
9 Study the processes Controls Input Process Output Resources Study the processes Manpower Machinery Material Methods Measurement Process Environment 9
10 Turtle diagram (modified) With What? (Materials & Equipment) Environmental Aspects? With Whom? (Competence, Skills, Training) Inputs Process Outputs How? (Support Processes, Procedures & Methods) Safety Aspects? What Results? (Performance Indicators) Risk approach Measure to requirements Get down deep in the organization Customize work papers based on risk 10
11 Customized checklists Turtles Documents Controls Checklists Objective Evidence Risk approach Measure to requirements Get down deep in the organization Customize work papers based on risk Apply systems thinking 11
12 General Model for Auditing Requirements Compare Evidence External Manuals Procedures Specifications Analyze s Physical The senses Interviews Paperwork The patterns We re here Findings Analyze Conclusions Problem or Cause/effect Executive Summary Do the Data Dump GOOD Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Quisque auctor. Vivamus volutpat ipsum at metus. Curabitur non lectus rutrum eros suscipit interdum. Vivamus mattis. Ut porttitor, dui malesuada commodo vehicula, purus nisi imperdiet nibh, et posuere erat dui eu dolor. Praesent et velit a urna faucibus ornare. Ut nec justo ut velit consectetuer tincidunt. In gravida lectus et ante. Nullam eros. Ut bibendum purus non magna. Nam molestie. Praesent pretium orci in purus. Phasellus massa dui, tincidunt a, dictum sed, posuere vel, lorem. Maecenas et quam. Nullam mi. Proin ac eros. Praesent malesuada nunc non risus. Praesent fermentum vehicula libero. Curabitur libero. Ut molestie massa. Suspendisse urna. Vestibulum ante ipsum primis in faucibus orci luctus et ultrices posuere cubilia Curae; Sed nulla. Duis in turpis. Nunc lobortis. Ut massa nisl, rhoncus imperdiet, faucibus et, semper et, lectus. Lorem ipsum dolor sit amet, consectetuer adipiscing elit. In hac habitasse platea dictumst. Mauris quis nulla sed mauris scelerisque pellentesque. Donec sit amet sem. Proin quis velit. Ut ut erat ut mi viverra adipiscing. Sed sed ante. Integer at dolor. Vivamus porttitor est et dui. Phasellus id dui. Integer nonummy. Fusce justo magna, ultricies pretium, rutrum ac, ultrices a, ante. Morbi gravida massa quis elit. Etiam nulla. Cras congue nibh eget metus. Integer varius nulla eget nibh. Curabitur dapibus euismod nulla. Class aptent taciti sociosqu ad litora torquent per conubia nostra, per inceptos hymenaeos. Fusce vehicula erat id ante. Aenean non libero ut tellus scelerisque ultricies. Aenean ac leo fermentum pede porttitor varius. Donec et justo quis nisl faucibus ultricies. In odio. Pellentesque habitant morbi tristique senectus et netus et malesuada fames ac turpis egestas BAD Fusce fermentum. Morbi tincidunt. Vivamus interdum mi vitae orci. Quisque ut nunc ut nibh vehicula tempus. Nam arcu. Etiam lacus. Vestibulum non diam. Sed dictum tincidunt lacus. Aliquam sagittis, diam non volutpat tempus, neque augue viverra augue, vitae condimentum lorem nulla quis felis. Donec quis erat. Morbi auctor felis. Nulla diam eros, lobortis vel, rhoncus sed, placerat ac, nulla. Fusce porttitor dui condimentum justo. Vestibulum dolor lacus, consequat blandit, feugiat ac, varius nec, augue. Aliquam et tortor quis quam adipiscing vehicula. Ut at sem sit amet ipsum gravida viverra. Quisque dignissim ultricies metus. Fusce ullamcorper. Nullam nec nisl eget nibh convallis molestie. Aliquam commodo accumsan leo. Cras ligula. Sed elit ligula, faucibus sit amet, semper et, accumsan quis, neque. Etiam in augue ut nunc tristique consectetuer. Vivamus eu eros vestibulum sapien nonummy ullamcorper. Aliquam congue est sed turpis. Ut cursus aliquet eros. Aenean sit amet tortor eget ipsum bibendum bibendum. Nunc vel justo sagittis libero iaculis bibendum. Donec felis erat, egestas nec, posuere ut, tempor malesuada, quam. Donec arcu nibh, blandit vitae, ullamcorper eu, posuere non, eros. Nullam suscipit lobortis dui. Nam ipsum. Fusce fermentum. Morbi tincidunt. Vivamus interdum mi vitae orci. Quisque ut nunc ut nibh vehicula tempus. Nam arcu. Etiam lacus. Vestibulum non diam. Sed dictum tincidunt lacus. Aliquam sagittis, diam non volutpat tempus, neque augue viverra augue, vitae condimentum lorem nulla quis felis. Donec quis erat. Morbi auctor felis. Nulla diam eros, lobortis vel, rhoncus sed, placerat ac, nulla. Fusce porttitor dui condimentum justo. 12
13 Do the Data Chunk Problem Problem Problem Risk approach Measure to requirements Get down deep in the organization Customize work papers based on risk Apply systems thinking Show pain! (cost, production, risk) 13
14 Identify the pain Cost Production Risk Put them together Problem + Pain Finding 14
15 Write an Audit Finding Statement of the system control problem and pain Bad fact Bad fact Bad fact Bad fact Finding Lack of equipment maintenance is causing higher operating costs for our bank. Computer network was down for a total of 25 minutes during the month of July. Backup server was loaded with out of date data files on July 12. Hill Street branch experienced 3 cash machine paper receipt jams in June. Bill sorting machine malfunctioned on July 3 and again on July 9. Three branches experienced entry door lock jamming this year. One resulted in a key breaking. Oak Lawn branch experienced a false security alarm on July 20. Police responded. 15
16 Finding Sheet Cause and effect (disease) Bad fact (symptom) Bad fact (symptom) Bad fact (symptom) Bad fact (symptom) Bad fact (symptom) Problems rarely come in 1 s Overall analysis The four questions on controls Summary of the risks Good and bad patterns detected Opportunities and threats Are we making good stuff? Is it safe? Is it crowded? Where is the waste and scrap? Are we obeying the law? 16
17 Recap Controls are applied to minimize uncertainty Audits measure and report on defined controls Process owners are empowered to change, because they want to Profits go up and mistakes go down Contact information Columbia Audit Resources Kennewick, Washington State, USA Web: Blog: Tweets: July
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