gather and summarize data - isaca kansas city chapterisaca-kc.org/chapter meetings/100715...
TRANSCRIPT
Gather and Summarize Data Objectives
Upon completion of this presentation, you should be p p p ybetter able to:
Describe the challenges to effective fact findingIdentify the advantages/disadvantages of using differentIdentify the advantages/disadvantages of using different data gathering methodsExplain the dimensions of an interview, apply effective questioning, and learn active listening techniquesUse specific methods and techniques to summarize datadata
3
Activity: Who Am I?Purpose: To practice gathering data by asking questions.Step Timing1) Every table will have a designated celebrity. The
celebrity cannot look at their name tag. 5 min
2) The designated celebrity must identify who they are by asking one question to each member at theirby asking one question to each member at their table.
• You can only ask each table member one question.• After asking a question to each table member, the designated celebrity must make a guess of who they are.
• The designated celebrity may guess at any point after asking questions.
10 min
after asking questions. • Table members should not reveal the celebrity until the correct answer is guessed or each member as answered their question.
4
3) Debrief 5 min
Total 20 min
Process for Data Gathering and Summary
1) Determine the purpose of the audit
2) Know your contacts – who they are, organizational structure, what they do
3) R i t th d t ll ti l ( l d t3) Review or create the data collection plan (goals, data sources, method of collection, data collection, formats, responsibilities)
4) Prepare questions for interview
5) Interview the client
6) Summarize data in work papers
5
Primary Objectives of Fact Finding
Identify sources of yinformation/dataGather Data
Gather Data
Identify SourceIdentify Source
Gather Data
Determine Missing information Summarize Data
DetermineMissingSummarize
Data InformationData
6
Gathering Data
Helps us:pIdentify strengths and weakness in business processes and controlsAssess effectiveness of processes and controlsAssess effectiveness of processes and controlsSupport our findings
7
Challenges to Effective Fact Finding
Assumptions Short Cuts
Habit/Experience Fears
History
Ch
Perceptions
Poor Data Change oo ataCollection
8
Activity: Challenges to Effective Fact FindingPurpose: To identify solutions to common fact finding challenges.Step Timing1) Every table will be assigned a challenge from
the previous slide. 5 min
2) As a group, discuss a scenario where you2) As a group, discuss a scenario where you encountered the challenge and how you addressed the situation.
5 min
3) A l t l d h3) As a group, select one example and have a designated speaker share it with the room. 10 min
Total 20 min
9
Data Gathering Methods
Method Advantage DisadvantageObservation Views wide range of behavior Can alter behaviorObservation
InformationCollection
g People in their natural setting Difficult to observe detail
Allows detailed analysis Accesses historical data
Seldom deals with solutions
Surveys and questionnaires
Lacks spontaneity
Up to date Focuses responses
Encourages criticism Lower response rate
Workshop / Focus groups
Difficult to design effectively
Highly interactive Provides a range of views
Requires skilled facilitationFocus groups
Interview
Provides a range of views Can test hypothesis
facilitation Participants may feel
inhibited
Obtain detailed information Requires planning
10
Confidential Interactive
Interview Dimensions
ContentObjecti e and p rposeObjective and purpose
Relationship ProcessB h i i t ti d b fit
ProcedureMethod time place and agenda
11
Behavior, interaction, and benefitMethod, time, place, and agenda
Benefits of Interviewing
Learn facts, opinions, and feeling, p , gIdentify problems, causes, and politicsLearn about culture resistance and sensitivitiesLearn about culture, resistance, and sensitivitiesDevelop relationships
12
Interview Preparation
Become familiar with the company/department and p y pintervieweeIdentify the purpose of the meeting and participant rolesOutline questions that will help focus on each topicEstablish time limits for each topic – and stick to them!
13
Interview Pitfalls
Pitfall How To AvoidPitfall How To Avoid
Interviewing the wrong people at the wrong time
Be aware of the appropriate contacts and their schedulestheir schedules
Asking the wrong questions and getting the wrong answers
Upfront preparation and planning
answers
Creating bad feelings between ti
Be courteous parties Understand your contacts
and their situation
14
Interviewing vs. Facilitating
Facilitators and interviewers both:Help the group focus its energies on a task
Manage meeting timing and agenda itemsManage meeting timing and agenda items
Ensure everyone has the opportunity to participate
Stay neutralStay neutral
15
Questions to Avoid
Question Type ExampleQuestion Type ExampleClosed questionsClosed questions “Do you…?”“Do you…?”
“Is it…?”“Is it…?”Telegraphed questionsTelegraphed questions “How do you feel about funding “How do you feel about funding
for children’s education?”for children’s education?”
Leading questionsLeading questions “Wouldn’t you agree that your “Wouldn’t you agree that your sales system is terribly sales system is terribly disorganized?”disorganized?”
16
Effective Questioning
Question Type ExampleQuestion Type ExampleOpen questionsOpen questions How, why, what…How, why, what…Expansion questionsExpansion questions “Please tell me your thoughts “Please tell me your thoughts
””on…”on…”“Can you expand further on…”“Can you expand further on…”
Clarifying questionsClarifying questions “Can you give me an example “Can you give me an example y g qy g q y g py g pof…”of…”“Could you be more specific…”“Could you be more specific…”
17
The Interview
Come Prepared pKnow your audienceGood first impression (Relationship Building)Good first impression (Relationship Building)Opening icebreaker Review interview purpose outcomes topics and timingReview interview purpose, outcomes, topics and timingAsk prepared questionsListen activelyListen activelyTake notes to identify key points
18
Active Listening
A three step process:p pBody language
Advance the conversationAdvance the conversation
Paraphrase
19
Handling Difficult Situations
Interruptions pChallenging statistics or factsRambling or “soapbox”Rambling or soapboxSide conversationInattentive intervieweeInattentive interviewee
20
Activity: Handling Difficult SituationsPurpose: To share experiences of difficult interviewing situations and how they were handled. Step TimingStep Timing
1) As a group, discuss a scenario where you encountered a difficult situation during an i t i d h h dl d itinterview and how you handled it.
5 min
2) As a group, select one example and have a designated speaker share it with the room 10 mindesignated speaker share it with the room.
Total 15 min
21
Methods For Gathering Audit Evidence
Inquiry q yConfirmation Observation Recalculating Reconciliation InspectingInspecting Analytical Procedures Detail Testing gSystem Query
22
Gathering Supporting Documentation
Steps to help ensure all required data is requested:p p q qUpfront planning Clear and concise Document Request List (DRL)Discussion during interview Follow-up communication with action items
23
Primary Objectives of Fact Finding
Identify sources of yinformation/dataGather Data
Gather DataIdentify Source
Determine Missing information Summarize Data
DetermineMissingSummarize
Data InformationData
24
Determine Missing Information
To determine whether important information or facts pare missing:
Ensure the data gathered aligns with the audit objective
Verify the completeness & accuracy of data
Ensure that all questions can be answeredq
Review information gathered with the contact to make sure you have a thorough understanding
Are there any issues?
25
Primary Objectives of Fact Finding
Identify sources of yinformation/dataGather Data
Gather DataIdentify Source
Determine Missing information Summarize Data
DetermineMissingSummarize
Data InformationData
26
Documenting Procedures Performed
Know your deliverable and audience yAdequately describe proceduresSummarize resultsSummarize results
Use simple words (De-IT)
Eliminate non value add words (‘fluff’)Eliminate non-value-add words ( fluff )
27
Gather and Summarize Data Summary
You should now be better able to:Describe the challenges to effective fact finding
Identify the advantages/disadvantages of using differentIdentify the advantages/disadvantages of using different data gathering methods
Explain the dimensions of an interview, apply effective p pp yquestioning, and active listening techniques
Use specific methods and techniques to summarize ddata
28