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Internal Controls Presented By: Trey Long, CPA April 20, 2016

FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

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Page 1: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Internal Controls

Presented By:Trey Long, CPA April 20, 2016

Page 2: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Agenda• Overview

– Background– Key changes– Overview of Updated COSO 

Framework• Internal Control Integrated 

Framework– Principles and Points of Focus

• The GAO Green Book• Limitations of Internal Control• Transition and Impact

– Application and Timing– Implementation Considerations

Page 3: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Overview Of The Updated Framework

Page 4: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

COSO Background

• COSO (Committee of Sponsoring Organizations) of the TreadwayCommission released original guidance, Internal Control –Integrated Framework, in 1992.

• The document was recognized as leading framework for designing, implementing and conducting internal control and assessing the effectiveness of internal control.

Page 5: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

1992 2006 2009 2013

COSO Publications

Page 6: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Original Framework

COSO’s Internal Control–Integrated Framework (1992 Edition)

Refresh Objectives

Updated Framework COSO’s Internal Control–Integrated Framework (2013 Edition)

Broadens Application Clarifies Requirements

Articulate principles to 

facilitate effective internal 

control 

Updates Context

Enhancements   

Reflect changes in business 

& operating environments

Expand operations and  

reporting objectives

COSO Framework Development

Page 7: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Environmental Changes Prompting Revision

• Expectations for governance oversight• Globalization of markets and operations• Changes and greater complexities in 

business• Demands and complexities in laws, rules, 

regulations and standards• Expectations for competencies and 

accountabilities• Use of, and reliance on, evolving 

technologies• Expectations relating to preventing and 

detecting fraud

Page 8: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Overview of Changes

What Did Not Change• Core definition of internal control• Three categories of objectives 

and five components of internal control

• Each of five components are required for effective internal control

• Role of judgment in designing, implementing, and conducting internal control, and in assessing effectiveness

What Changed• Changes in business and operating 

environments considered• Operations and reporting objectives 

expanded• Fundamental concepts underlying 

the 5 component outlined in 17 principles

• Additional approaches and examples relevant to operations, compliance, and non‐financial reporting objectives added

• Certain key areas of concern are specifically addressed such as fraud and the role of technology.

Page 9: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Overview of the Framework

COSO Outlines:– Definition of internal control– Categories of objectives– Components and principles 

of internal control– Requirements for 

effectiveness

Page 10: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Updated COSO Framework – Internal Control

Definition of Internal Control:• “Internal Control is a process, 

affected by an entity’s board of directors, management, and other personnel, designed to provide reasonable assurance regarding the achievement of objectives relating to operations, reporting, and compliance.”

Page 11: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Updated COSO Framework – Objectives

Categories of Objectives:• Operations• Reporting

– Previously “Financial Reporting”. Now includes other types of reporting such as non‐financial and internal reporting.

• Compliance

Page 12: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Updated COSO Framework – Components

Five Components of Internal Control:1. Control Environment2. Risk Assessment3. Control Activities4. Information & Communication5. Monitoring Activities

Page 13: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Control Environment

Risk Assessment

Control Activities

Information & Communication

Monitoring Activities

Updated COSO Framework – Principles

1. Demonstrates commitment to integrity and ethical values2. Exercises oversight responsibility3. Establishes structure, authority and responsibility4. Demonstrates commitment to competence5. Enforces accountability

6. Specifies suitable objectives7. Identifies and analyzes risk8. Assesses fraud risk9. Identifies and analyzes significant change

10. Selects and develops control activities11.  Selects and develops general controls over technology12. Deploys through policies and procedures

13. Uses relevant information14. Communicates internally15. Communicates externally

16. Conducts ongoing and/or separate evaluations17. Evaluates and communicates deficiencies

Page 14: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Updated COSO Framework –Requirements for Effectiveness

• Each principle must be present and functioning for the related component to be considered present and functioning.– Present – relevant principles exist in 

the design and implementation of the system of internal control to achieve specified objectives

– Functioning – relevant principles continue to exist in the conduct of the system of internal control to achieve specified objectives

• Auditor Assessment: “Design and Implementation”

Page 15: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Role of Internal Controls

• The Framework does not prescribe controls to be selected, developed, and deployed for effective internal control• Not one‐size‐fits‐all• Management judgment based on factors unique to the entity

• A major deficiency in a component or principle cannot be mitigated to an acceptable level by the presence and functioning of other components and principles

• However, understanding and considering how controls effect multiple principles can provide persuasive evidence supporting management’s assessment of whether components and relevant principles are present and functioning

Page 16: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Role of Internal Controls

Which of the following statements related to internal control is false?

a) Internal controls can never be designed to prevent all possible failures.

b) Internal controls can provide reasonable, but not absolute assurance.

c) Policies and procedures are the foundation of internal control.

d) Costs and benefits should be considered as part of any internal control.

Page 17: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Role of Internal Controls

Which of the following statements related to internal control is false?

a) Internal controls can never be designed to prevent all possible failures.

b) Internal controls can provide reasonable, but not absolute assurance.

c) Policies and procedures are the foundation of internal control.

d) Costs and benefits should be considered as part of any internal control.

Page 18: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Internal Control –Integrated Framework

Page 19: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Internal Control Principles

• Points of Focus are an evaluation tool and may not all be applicable to each principle.

• Documentation related to internal control must address each of the 17 principles and whether they are present and functioning, but does not have to touch on each Point of Focus.

5Components

17Principles

83Points of Focus

Page 20: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Control Environment

1. Demonstrates commitment to integrity and ethical values

2. Exercises oversight responsibility3. Establishes structure, authority 

and responsibility4. Demonstrates commitment to 

competence5. Enforces accountability

Page 21: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Control Environment Principle 1

Control Environment Component(Principle 1)

• The organization demonstrates a commitment of integrity and ethical values

• Points of Focus:– Sets the tone at the top– Establishes standards of 

conduct– Evaluates adherence to 

standards of conduct– Addresses deviations in 

timely manner

Page 22: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Control Environment Principle 1

Implementation:• Demonstrate through 

directives, actions, and behaviors

• Expectations concerning integrity and ethical values

• Evaluate against expected standards

• Deviations are identified and remedied timely

Page 23: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Control Environment Principle 2

Exercises oversight responsibility• Points of focus:

– Establishes oversight responsibilities

– Retains oversight for the system of internal control

– Applies relevant expertise– Operates independently

Page 24: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Control Environment Principle 2

Implementation:• Clear outline of oversight 

responsibility (i.e. those charged with governance) and what oversight role entails

Page 25: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Control Environment Principle 3

Establishes structure, authority and responsibility• Points of focus:

– Considers all structures of the entity

– Establishes reporting lines– Defines, assigns, and limits authorities and responsibilities

Page 26: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Control Environment Principle 3

Implementation:• Management reviews the assignment of authorities and 

responsibilities• Job descriptions are maintained and updated• Management provides sufficient direction• Appropriate chain of command and assignment of 

responsibilities based on individual capabilities• Accountability mechanisms in place

Page 27: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Control Environment Principle 4

Demonstrates commitment to competence• Points of focus:

– Establishes policies and practices– Evaluates competence and addresses shortcomings

– Attracts, develops and retains individuals

– Plans and prepares for succession

Page 28: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Control Environment Principle 4

Implementation:• Management identifies required 

skills and necessary experience• Training needs are identified and 

delivered• Management sets expectations for 

the question of defined standards• Performance evaluation processes 

and incentives are established

Page 29: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Control Environment Principle 5

Enforces accountability• Points of focus:

– Enforces accountability through structures, authorities and responsibilities

– Establishes performance measures, incentives and rewards– Evaluates performance measures, incentives and rewards for ongoing relevance

– Considers excessive pressures– Evaluates performance and rewards or disciplines individuals

Page 30: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Control Environment Principle 5

Enforces accountability• Implementation:

– Management defines performance measures and rewards

– Management periodically evaluate appropriateness of performance measures

– Management designs objective employee evaluation and compensation systems

Page 31: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Internal Control ExamplesControl Environment

• Ethics & Conduct:– Codes of conduct; – Charters for the board and other 

senior executive committees; and – Other human resource policies. 

• Communication & Reinforcement:– Providing information to new hires emphasizing senior 

management’s views about the importance of sound integrity and ethics;

– Providing employees with training on ethical conduct and standards of acceptable behavior; and

– Making ethics guidelines available in hardcopy or electronic form.

Page 32: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Internal Control ExamplesControl Environment

• Communication Channels:– Whistleblower or similar mechanisms to report potential violations;– Access to independent parties (e.g., through secured Internet/intranet 

sites or e‐mail) who are responsible for dealing with submitted complaints; and

– Direct lines of communication to external legal counsel or other designated recipients.

• Taking Action:– Investigating occurrences of possible violations to gain a thorough 

understanding of the issues and circumstances; – Documenting the occurrences;– Remedying the situation appropriately and in accordance with the 

entity’s prescribed guidelines on a consistent and timely basis; and– Following up to support continued compliance.

Page 33: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment

6. Specifies relevant objectives7. Identifies and analyzes risk8. Assesses fraud risk9. Identifies and analyzes       

significant change

Page 34: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment

*source: Fraud‐Related Internal Controls ‐ ACFE

Page 35: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 6

Specifies suitable operationsobjectives• Points of focus:

– Reflects management’s choices

– Considers tolerances for risk– Includes operations and financial performance goals

– Forms a basis for committing of resources

Page 36: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 6

Specifies suitable external financial reporting objectives• Points of focus:

– Complies with applicable accounting standards– Considers materiality– Reflects entity activities

Page 37: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 6

Specifies suitable external non‐financial reporting objectives• Points of focus:

– Complies with externally established standards and frameworks

– Considers the required level of precision– Reflects entity activities

Page 38: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 6

Specifies suitable internal reporting objectives• Points of focus:

– Reflects management’s choices

– Considers the required level of precision

– Reflects entity activities

Page 39: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 6

Specifies suitable complianceobjectives• Points of focus:

– Reflects external laws and regulations

– Considers tolerances for risks

Page 40: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 7

Identifies and analyzes risk• Points of focus:

– Includes entity, subsidiary, division, operating unit, and functional levels

– Analyzes internal and external factors

– Involves appropriate levels of management

– Estimates significance of risks identified

– Determines how to respond to risks

Page 41: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 7

Which of the following may provide for an increased risk of an employee committing fraud?

a) Employees have not been given raises in over 2 years.

b) An employee is facing financial hardships at home.

c) A poor internal control environment.d) All of the above.

Page 42: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 7

Which of the following may provide for an increased risk of an employee committing fraud?

a) Employees have not been given raises in over 2 years.

b) An employee is facing financial hardships at home.

c) A poor internal control environment.d) All of the above.

Page 43: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 7

Identifies and analyzes risk• Implementation:

– Risk assessment includes details related to identification, analysis, and response

– Incorporates the concepts of inherent risk– Considers velocity and persistence of risk– Incorporates consideration of outsourced service providers

Page 44: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 8

Risk Assessment Component(Principle 8)

• The organization considers the potential for fraud in assessing risks to the achievement of objectives

• Point of Focus:– Considers various types of 

fraud– Assesses incentives and 

pressures– Assesses opportunities– Assesses attitudes and 

rationalizations

Page 45: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 8

• Fraud is more than misappropriation of assets or fraudulent financial reporting.– Non‐financial data can be 

modified to enhance safety reporting, show milestones needed for pay raises or to allow unauthorized use or disposal of assets.

• The presence of anti‐fraud controls is effective at reducing fraud loss, but the risk cannot be completely eliminated.

Page 46: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 8

Assesses fraud risk• Implementation:

– Incorporates the concept of fraud risk assessment– Considerations related to various types of fraud– Evaluating incentives and pressures, opportunities, and attitudes and rationalizations (the fraud triangle)

– Identify the various ways that fraudulent financial reporting can occur

Page 47: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

ACFE Report To The Nations

• ACFE 2014 Report– Organizations lose an estimated 

5% of revenues annually– Median loss = $145,000– Detection of frauds:

• Tips 42%• External audit 3%

Page 48: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Fraud Detection(2014 Report to the Nations, ACFE)

Page 49: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Anti‐Fraud Controls(2014 Report to the Nations, ACFE)

Page 50: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Primary Internal Control Weaknesses(2014 Report to the Nations, ACFE)

Page 51: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Behavioral Red Flags(2014 Report to the Nations, ACFE)

Page 52: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 9

Identifies and analyzes significant change• Points of focus:

– Assesses changes in the external environment

– Assesses changes in the business model

– Assesses changes in leadership

Page 53: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Risk Assessment Principle 9

Identifies and analyzes significant change• Implementation:

– Importance of assessing impact on internal controls from changes in the external environment, business model, operations, technology, and leadership

– Staff‐level changes can be relevant as well

Page 54: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Internal Control Examples: Risk Assessment

Identifying & Assessing Risks:– Establishment of clear entity‐wide objectives that are consistent 

with its business plans and budgets;– Establishment of objectives for key activities that are consistent 

with and linked to the entity‐wide objectives and strategies; and– Identification of the resources and critical factors that are 

important to achieving its objectives (e.g., financing, personnel, facilities, and technology).

– Periodic reviews of economic and industry factors;

Page 55: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Internal Control Examples: Risk Assessment

Identifying & Assessing Risks (Continued):– Consideration of the entity’s industry and the geographic region 

where it does business;– Periodic interactions with external parties, such as customers, 

buyers, intermediaries, suppliers, and creditors;– Reviewing and evaluating competitors’ actions;– Internal strategy and operational meetings;– Consultation with legal counsel regarding the implication of new 

legislation

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Changes That May Cause New Risks• Changes in operating 

environment;• New personnel;• New or revamped information 

systems;• Rapid growth;• New technology;• New business models, products, 

or activities;• Organizational restructurings; and• New accounting pronouncements 

or other financial reporting requirements.

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Internal Control Examples: Risk Assessment

Response to Risks:– Supervision of employees in key 

positions;– Procedures to assess the effects of 

new or redesigned information systems and to monitor new technologies;

– Procedures to handle increasing volumes of information;

– Analyzing the impact of staff reassignments and reductions for their effect on employee morale and operations; and

– Consideration of customer demand, production capabilities and profitability.

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Risk Strategies

AvoidanceDo not proceed!

MitigationImprove controls to 

reduce likelihood/impact

TransferShift responsibility to an 

external party

AcceptanceAccept the risk!

CreationSeek risk activities strategically to 

maximize opportunities

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Control Activities

10. Selects and develops control  activities

11. Selects and develops general controls over technology

12. Deploys through policies and procedures

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Control Activities

Preventive ControlPrevents the occurrence of a negative event in a proactive manner

Examples:• Approval for purchase > 

$5,000• Passwords for access to 

G/L System• Petty cash held in 

lockbox• Security and 

surveillance systems• Pre‐numbered checks

Detective ControlDetect the occurrence of a negative event after the fact in a reactive manner

Examples:• Supervisor review & approval• Report run showing user activity• Reconcile petty cash• Physical inventory count• Review missing/voided checks

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Control Activities

Control Activities• If a weakness or limitation exists within the control environment, a 

compensating controlmay be relied upon to mitigate the risk

• Can be preventive or detective

• Example:  A unit does not have the staff resources to establish an adequate segregation of duties.  Potential compensating controls could include:

o Automation of certain transaction data that cannot be altered by the staffo Manager review of detailed summary reports of the transactions initiated by 

the staffo Peer staff and/or manager selects a sample of transactions and vouches 

back to supporting documentation

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Control Activities

Automated Control

Manual Control

Require action to be taken by employees, e.g.,• Obtain supervisor’s 

approval for overtime

• Reconcile bank accounts

• Match receiving to POs

Built into network infrastructure and software applications, e.g.,• Passwords• Data entry 

validation checks• Batch controls

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Control Activities Principle 10

Selects and develops control activities• Points of focus:

– Integrates with risk assessment– Considers entity‐specific factors– Determines relevant business processes– Evaluates a mix of control activity types– Considers at what level activities are applied– Addresses segregation of duties

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Control Activities Principle 10

Selects and develops control activities• Implementation:

– Understand how transactions are initiated, authorized, processed, and recorded

– Formal metrics and criteria to identify items for investigation– Consistent application and documentation of the review and 

investigation of outliers

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Control Activities Principle 11

Control Activities Component(Principle 11)

• The organization selects and develops general control activities over technology to support the achievement of objectives.

• Points of Focus:– Determines dependency 

between use of technology and GITC

– Establishes relevant technology infrastructure

– Establishes relevant security management process control activities

– Establishes relevant technology acquisition, development and maintenance process control activities

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Control Activities Principle 11Why is technology so critical?• Technology is essential to support the 

entities’ objectives• Framework uses technology to refer 

to computer systems, including software applications and operational control systems

• Technology creates both opportunities and risk 

• The framework principles do not change with the application of technology

• Environments vary in size, complexity and extent of integration

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Control Activities Principle 11

Selects and develops general controls over technology• Implementation:

– Dedication of sufficient resources to technology considerations, particularly given increasingly extensive reliance by all organizations on technology

– Much like accounting, the importance of the IT function cannot be ignored

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Control Activities Principle 12

Deploys through policies and procedures• Points of focus:

– Establishes policies and procedures to support deployment of management’s directives

– Establishes responsibility and accountability for executing policies and procedures

– Performs in a timely manner– Takes corrective action– Performs using competent personnel– Reassesses policies and procedures

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Control Activities Principle 12

Deploys through policies and procedures• Implementation:

– Initiation, authorization, tracking, and analysis of transactions

– Design and execution– Testing and quality assurance– Data conversion– Program implementation and 

go‐live authorization– Documentation and training

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Five Key Internal Control Activities…

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1. Segregation of Duties

• Divide responsibilities between different employees so one individual doesn’t control all aspects of a transaction.

• Reduce the opportunity for an employee to commit and conceal errors (intentional or unintentional) or perpetrate fraud.

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Segregation of Duties**Source: Fraud‐Related Internal Controls ‐ ACFE

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2. Documentation

Document & preserve evidence to substantiate:• Critical decisions and significant events...typically involving the use, commitment, or transfer of resources.

• Transactions…enables a transaction to be traced from its inception to completion.

• Policies & Procedures…documents which set forth the fundamental principles and methods that employees rely on to do their jobs.

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3. Authorization & Approvals

• Management documents and communicates which activities require approval, and by whom, based on the level of risk to the organization.

• Ensure that transactions are approved and executed only by employees acting within the scope of their authority granted by management.

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Control Activities: Examples of Proper Authorization

• Customer credit • New vendors• Purchase order approval 

for goods or services• Cash disbursements• Hiring new employees• Salary increases• Payroll

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4. Security of Assets

• Secure and restrict access to equipment, cash, inventory, confidential information, etc. to reduce the risk of loss or unauthorized use.

• Perform periodic physical inventories to verify existence, quantities, location, condition, and utilization.

• Base the level of security on the vulnerability of items being secured, the likelihood of loss, and the potential impact should a loss occur.

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Security of Assets

• Restricting physical access– Inventory – Checks– Cash registers– Computer rooms

• Password protections• Fireproof storage

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5. Reconciliation & Review

• Examine transactions, information, and events to verify accuracy, completeness, appropriateness, and compliance.

• Base level of review on materiality, risk, and overall importance to organization’s objectives.

• Ensure frequency is adequate enough to detect and act upon questionable activities in a timely manner.

• Timing of reconciliations and monitoring

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Internal Control Examples: Control Activities

Control Development Considerations:• The type of control (i.e., manual or automated)                                            and 

the frequency with which it operates;• The complexity of the control;• The risk of management override;• The degree of judgment required to operate the control;• The competence of the personnel who perform the control;• Any changes in key personnel who perform the control; • The nature and materiality of misstatements that the control is intended to 

prevent or detect; • The degree to which the control relies on the effectiveness of other controls 

(e.g., general technology controls); and • The evidence of the operation of the control from prior years.

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Internal Control Examples: Control Activities

Technology Considerations:• Technology infrastructure; • Security management; • End‐user computing 

development and maintenance; and 

• Completeness and accuracy controls between the end‐user computing system and other systems

• Interaction/integration with third‐party service organizations

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Information & Communication

13. Uses relevant information14. Communicates internally15. Communicates externally

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Information & Communication

Things to communicate:• Initiatives• Goals• Changes• Opportunities• Feedback• Questions• Answers• Policies• Procedures• Standards• Expectations

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Information & Communication Principle 13

Uses relevant information• Points of focus:

– Identifies information requirements– Captures internal and external sources of data– Processes relevant data into information– Maintains quality throughout processing– Considers costs and benefits

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Information & Communication Principle 13

Uses relevant information• Implementation:

– “Garbage in, garbage out”– Identify and capture information used in control activities, processes, and functions

– Governance has access to information sources outside of management regularly

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Information & Communication Principle 14

Communicates internally• Points of focus:

– Communicates internal control information

– Communicates with the board of directors

– Provides separate communication lines

– Selects relevant method of communication

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Information & Communication Principle 14

Communicates internally• Implementation:

– Timeliness and relevance of communications

– Communications/reporting meet needs of those on receiving end

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Information & Communication Principle 15

Communicates externally• Points of focus:

– Communicates to external parties– Enables inbound communications– Communicates with the board of directors– Provides separate communication lines– Selects relevant method of communication

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Information & Communication Principle 15

Communicates externally• Implementation:

– Timeliness and relevance of communications

– Communications/ reporting meet needs of those on receiving end

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Internal Control Examples:Information & Communication

• The entity identifies and captures information used in controlling activities, processes, and functions, all of which lead to reliable financial reporting.

• The entity uses relevant information in preparing the financial statements:– Data from business processes– Data about the state of the economy– Economic data affecting the industry and the entity’s position in 

the industry– Other relevant data in developing the entity’s accounting 

estimates and adjusting entries.

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Monitoring Activities

16. Conducts ongoing and/or separate evaluations

17. Evaluates and communicates deficiencies

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Monitoring Activities Principle 16

Conducts ongoing and/or separate evaluations• Points of focus:

– Considers a mix of ongoing and separate evaluations– Considers rate of change– Establishes baseline understanding– Uses knowledgeable personnel– Integrates with business processes– Adjusts scope and frequency– Objectively evaluates

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Monitoring Activities Principle 16

Conducts ongoing and/or separate evaluations• Implementation:

– Develop a baseline understanding of the design and current state of internal controls

– Identify metrics that correlate to the completeness and accuracy of transactions

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Monitoring Activities Principle 17

Evaluates and communicates deficiencies• Points of focus:

– Assesses results– Communicates deficiencies to parties responsible for corrective action and to senior management and the board of directors

– Monitors corrective actions

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Monitoring Activities Principle 17

Evaluates and communicates deficiencies• Implementation:

– Identify necessary changes in design and conduct of internal controls that result from monitoring

– Evaluate changes in people, processes, and technology that may impact the design and implementation of controls

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Internal Control Examples: Monitoring

• Management identifies metrics (e.g., current overtime in hours and dollars compared with expected and historical data for the month, quarter, and year) that correlate to the completeness and accuracy of financial transactions to provide ongoing evaluations of established control activities.

• When identifying metrics, management considers the processes and sub‐processes that should be monitored, and develops the appropriate measure and frequency for the evaluation. 

• Procedures in place for identified metricsto be applied and compared to financialand/or other operating data.

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Additional Resource: The GAO Green Book

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The Green Book

• “Standards for Internal Control in the Federal Government”

• Published by the United State Government Accountability Office (GAO)– Publisher of GAGAS, or the 

Yellow Book• Last published in 1999• New edition published 

September 10, 2014

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The Green Book

Reasons for Revision• Adapt to a more global, complex, 

and technological landscape• Maintain relevancy to changing 

standards• Harmonize Federal standards with 

the updated COSO framework• Provide updated framework to be 

used under proposed OMB Uniform Guidance for Federal Awards

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The Green Book

Green Book vs. COSO• Same 5 Components as COSO• Same 17 Principles as COSO• 47 “Attributes” vs. Points of Focus• Attributes geared toward 

application governmental environment

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The Green Book

Component COSO Green Book

Control Environment  5 Principles20 Points of Focus 

5 Principles13 Attributes 

Risk Assessment 4 Principles27 Points of Focus 

4 Principles10 Attributes 

Control Activities 3 Principles16 Points of Focus 

3 Principles11 Attributes 

Information & Communication

3 Principles14 Points of Focus 

3 Principles 7 Attributes 

Monitoring  2 Principles10 Points of Focus 

2 Principles 6 Attributes 

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The Green Book

Harmonization with COSO Example

COSO (Principle 2)The board of directors demonstrates independence from management and exercises oversight of the development and performance of internal control.Green Book (Principle 2)The oversight body should oversee the entity’s internal control system.

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Limitations of Internal Control

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Internal Control: Daily Application

• Internal Controls are a process to accomplish a goal/objective – not just an additional requirement for the sake of doing more work.

• Consider controls used on a daily basis in our personal lives:– Locking our cars and homes– Review personal credit card statement charges– Check expiration dates on food– Looking both ways when crossing the road

• Controls Goal: Same second‐nature feeling

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Internal Control: Myth vs. Fact

• Starts with strong set of policies and procedures.

• Auditors (internal or external) are responsible for internal controls.

• We do it because the accounting department tell us to.

• Takes time away from core activities.

• Strong controls will prevent fraud.

• Starts with a strong control environment.

• Management is the owner of internal control.

• It’s everyone’s responsibility and should be an integral part of operations.

• Should be built into, not onto business processes.

• Controls provide reasonable, but not absolute assurance.

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Internal Control Limitations

• Inherent limitations to Internal Controls– They are affected by people and 

technology• “Internal controls are only as good as the people performing them”

• Opportunities for Human/Computer Error

• Collusion– Reasonable, not absolute, assurance

• Importance of understanding benefit of controls

• Costs vs. Benefits

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Internal Control Reminders

Things to remember when utilizing the updated model:• Not just be a financial process

– Operational controls – Non‐financial reporting– Legal and regulatory compliance

• Third‐party service providers– Management remains responsible 

for controls– Third‐party provider’s controls still 

need to be considered• Service Auditor report – SOC 1 (formerly SAS 70)

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Additional Considerations

• Things to consider− Changes in business/operations− Does your system of internal control need to address changes in business?

− Does your system of internal control need to be updated to address all principles?

− Does your organization apply and interpret the original framework in the same manner as COSO?

− Is your organization considering new opportunities to apply internal control to cover additional objectives?

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• Most common areas of weakness or lacking in controls:– Risk Assessment– Monitoring

• Focus on Key Objectives– Then most important/relevant controls

• Focus on Higher‐risk Areas– Controls to mitigate higher risks are 

much more important than low‐risk areas

• Consider Overlapping Risks and Objectives– May present opportunity for efficiency

Additional Considerations

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• Individuals must understand and believe in internal controls– Those Charged with Governance– Management/Department 

Heads• Accounting• All Other Departments

– Staff• Accounting• All Other Departments

• Education Opportunities– Orientation and Training– External Speakers (i.e. auditors)

Internal Controls Start with Education

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• COSO Framework– http://www.coso.org/IC.htm

(for purchase)• Green Book

– http://www.gao.gov/greenbook/overview• Your Auditors• Google

Resources

Page 111: FGFOA SOGF COSO ZC DG 11.21.14 · 2016-04-22 · Overview of Changes What Did Not Change • Core definition of internal control • Three categories of objectives and five components

Questions

Trey Long, CPAPartner

James Moore & Co., P.L.www.jmco.com

[email protected]