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ANALYTICS & CONTINUOUS MONITORINGTO MANAGE PURCHASING CARDS
P-CARD SOLUTION
AGENDA
Risks and controls management
Case study for analyzing p-card data
Design thinking process
RISKS AND CONTROLS
Stakeholder Communication
Identify Measure Mitigate Monitor
Create Value
Manage Expectations
RISK MANAGEMENT PROCESS
Understanding Controls
Identify and Assess Risk
Responding to Risks
Evaluate and Report
ENGAGEMENT PROCESS
Communicate with Business
Gather Data
Scope Audit Engagement
Understand Data Story
CASE STUDY
CITY P-CARD DATA USED
162,495 Unique Transactions
$31.8 Million Total Spend
163,386 Transactions Duplicate Transactions
Blank Purpose Transactions
Holiday Purchases
2011–
2014
High Level Data Analytic Tests Run
TEST DUPLICATE TRANSACTIONS
$
Merchant Name
Division Transaction Amount
Transaction Date
Post Date
1
Same merchant name, division, transaction amount, transaction date and post date
TEST DUPLICATE TRANSACTIONS
$
Merchant Name
Division Transaction Amount
Transaction Date
Post Date
1
Same merchant name, division, transaction amount and transaction date. Different post date.
$2
TEST DUPLICATE TRANSACTIONS
$
Merchant Name
Division Transaction Amount
Transaction Date
Post Date
1
Same merchant name, division, transaction amount and post date. Different transaction date.
$2
$3
RESULTS: DUPLICATE TRANSACTIONS
10,471 Duplicates identified
$1,661,329.23 Spent
Potential loss of $830,664.61
TOP DEPARTMENTS FOR DUPLICATES
Division Number of Transactions
Transaction Amount Summary
Legal Services 5716 104705.46
Parks, Forestry & Recreation 1413 410383.73
Emergency Medical Services 474 94635.20
Water 441 87263,53
Technical services 358 3715.00
Economic development & culture 333 80193.81
Public health 251 44998.34
Fleet services 225 520765.70
Engineering & construction services 225 4528.00
Fire services 196 58775.05
By Division and Number of Transactions
ACTION: Look at the duplicate transactions and
determine reasons for duplication.
RESULTS: NO DESCRIPTION TRANSACTIONS
2011 –2014
7%
Unique transactions with no description
54%
Unique transactions with no description by Parks and Recreation
TOP DEPTS. WITH NO DESCRIPTION
Division Number of Transactions
Parks, Forestry & Recreation 6415
Legal services 2934
Technical services 844
Water 342
Solid Waste management 211
Transportation services 155
Emergency medical services 138
Public Health 134
Shelter, support & Housing Admin 75
ACTION: Look at the reporting process and why the top departments don’t include a
description in their transactions.
RESULTS: HOLIDAY PURCHASES
Canadian Statutory Holidays
49,938 Transactions in 2014
76 Holiday transactions
Totaling $12,621.73
TOP DEPTS. WITH HOLIDAY PURCHASES
Division Number of Transactions
Transaction amount
Parks, Forestry & Recreation 23 4268.12
Economic development & culture 21 2872.50
Solid waste management 2 1621.55
Facilities management 5 1558.14
Long term care homes 4 1014.29
Public health 6 346.92
Fire services 5 296.03
Water 1 248.60
Emergency medical services 2 136.96
Information & technology 1 127.34
ACTION: Review transactions on holidays and
determine if they are valid.
A DESIGN THINKING PROCESS
Design Thinking
Define
Prototype
IdeateTest
Empathize
A DESIGN THINKING PROCESS
Design Thinking
Define
Prototype
IdeateTest
EmpathizeLearn about the business
A DESIGN THINKING PROCESS
Design Thinking
Define
Prototype
IdeateTest
EmpathizeFocus your analytics and actions based on insights
A DESIGN THINKING PROCESS
Design Thinking
Define
Prototype
IdeateTest
Empathize
Brainstorm creative solutions. Identify gaps
A DESIGN THINKING PROCESS
Design Thinking
Define
Prototype
IdeateTest
Empathize
Build an automated analytic model, company wide
A DESIGN THINKING PROCESS
Design Thinking
Define
Prototype
IdeateTest
Empathize
Return to the business for feedback on results
BUSINESS IMPROVEMENT
Enterprise Wide
Cross Application
Data Discovery
Actionable Insights
DATA DISCOVERY
Ability to view overall program performance, spending, root causes, exceptions
DATA DISCOVERY
Filter misuse, spend and exceptions, root causes
DATA DISCOVERY
Employee views to review top abusers and investigate patterns of misuse
ROOT CAUSE DISCOVERY
Significant spike Spike in exception amount along with the increase in number of cards
Top exceptionsEmployees in Marketing
Employee dashboardHigh amounts of personal purchases at hotels and restaurants
Identifying root causes allows companies to recoup amounts owed and address control weaknesses
CONTINUOUS MONITORING
Risk based analytics, frequency, report on anomalies, visualize source, automated remediation, business improvement. Continuous monitoring
ANALYTICS & CONTINUOUS MONITORINGTO MANAGE PURCHASING CARDS
P-CARD SOLUTION
Visit casewareanalytics.com Email [email protected]
