AUDITAUDITTECHNOLOGY TECHNOLOGY

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Technology Audit (TA) is an eye-opening innovation from Inspace. TA enables organization leaders understand the present IT utilization levels in their organization or business. In terms of importance, TA occupies equal status with Accounting Audits conducted in organizations. TA focuses on three important areas Viz. Business functionality, Ease of Use and Security. It also addresses the three sensitive areas of information/data availability, confidentiality and integrity. The Audit process follows a structured 3 tier methodology.

Understanding Vision, Mission and the Business goals of the customer

A high level mapping of the current IT deployment in relation to thebusiness objectives

Observation and plotting of Possible Gaps between the Business objectives and IT deployment

Detailed study of deployed hardware, software, connectivity, power, security, MIS, and usability by end users.

Identifying process coverage, data integrity, productivity improvements, reporting frequency and adequacy, training adequacy, and system availability.

Audit Findings Report:

Gap analysis

IT Infrastructure Analysis and recommendations

Business Flow Chart – Outline

Data backup Analysis and recommendations

Key User's knowledge and utilization of various software

Software License Status and recommendations

Core Software utilization

TIER 1: HIGH LEVEL

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TIER 2: LOW LEVEL DEEP DIVE AUDIT

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TIER 3: THE CAPSTONE

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Technology Audit recommendations sets the direction for organizations to optimize Return of Investment (ROI) on IT. The success of TA is that it does not recommend investing more on IT; rather it helps in getting more out of existing IT investments. Technology Audit recommendations hinge on the following benefits:

Productivity benefits

Security benefits

Cost-saving benefits

Relationship benefits

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TA SPECTRUM COVERS:

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IT security / Vulnerability Analysis

Recommendations pertaining to technology upgrade / downgrade

Training requirements and plan of action

Power Infrastructure Audit

Networking Infrastructure Audit

Server & Backup Infrastructure Audit

Desktop & Laptop Infrastructure Audit

Generation of Asset (Hardware & Software) Document & Physical Outlay

Software Licensing Audit

General Data Security Audit

Infrastructure Maintenance Audit

Core Applications Audit

Internet/Intranet Connectivity Audit

Communication Audit (Data/Voice/Video)

Key Users' Technology Utilization Audit

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POWER AUDIT

The Power Audit is aimed at ensuring the power related equipment and infrastructure pertaining to IT systems complies with standards, and whether its throughput is in line with the organization's requirement for power for optimal efficiency and productivity of the IT systems. Since the power can come from several sources, the scope of the Audit may include Raw Power, UPS (Online/Offline), UPS/Inverter Batteries, Generators, Inverters, Transformers, Cabling and outlets. Other power equipment if any may be included based on their need on a case-to-case basis.

The Power Audit follows a structured approach where critical parameters and readings for effecting optimal and sustained throughput across equipments are noted and taken as basic inputs. Wherever necessary, inputs from people involved in managing power infrastructure are also taken to ensure that the data gathered is correct and current. Besides, a general inspection of the equipments in terms of the age, environment of the equipments and current process of maintenance is done.

Based on the data gathered and observed scenarios, the Audit team prepares the Audit report. The Audit Report is a detailed presentation of the AS-IS scenarios which are represented as facts. Observed issues and challenges in the existing power set up and the hazards that can impact the IT system's effective functioning and the resulting effect on business performance is also captured. The culmination of the Audit is the recommendations for corrective action and course of action which is based on firm specific requirements and industry's best practises and standards.

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NETWORK INFRASTRUCTURE AUDIT

The Network Audit is a comprehensive audit where all the equipments and devices on the network come under the purview. The components under the audit, both active and passive, may include Data Switches, Routers, Hubs, Access Points, Repeaters, Voice Branch Exchanges, Data/Voice Cabling and I/O outlets. Networking equipment out of conventional audit scope may be included on a case-to-case basis based on the need of the business and technology environment.

The Audit follows a predefined process where critical performance parameters and metrics for effecting optimal and sustained performance across devices and equipments are noted and taken as basic inputs. Wherever necessary, inputs from people involved in managing Network infrastructure are also taken to ensure that the data gathered is correct and current. Besides, a general inspection of the devices and equipments in terms of the age, environment of the devices and equipments, and current process of maintenance is done.

Based on the data and information gathered, the Audit team maps the business process with the existing network infrastructure to assess fit and compatibility of the infrastructure to meet business objectives. The audit findings are presented in an Audit Repor t wh i ch i s a de ta i l ed presentation of the AS-IS scenarios, observed issues and challenges in the existing Network. Deficits and hazards that can impact effective up-time of networks and systems are clearly identified. The Audit rec0mmendations focuses on taking corrective action and course of action based on the firm specific requirements and industry's best practises and standards. The Audit recommendation is tightly hinged on improving network throughput and managing and maintaining high up-time.

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SERVER & BACKUP INFRASTRUCTURE AUDIT

The Server and Backup Audit aims at ensuring IT system exigency plans are in place to handle unexpected failures of IT systems. The other objective of the Audit is also to ascertain whether data retrieval capability and process is in place. The Audit covers the critical IT system units such as Servers, Racks, Backup devices, Data storage equipment and I/O Cables. Firm specific equipment other the ones mentioned may be included based on business need and the situation on a case-to-case basis. Contingency plans such as Disaster Recovery (DR) and / or Business Continuity (BCP) also come under the purview of the Audit from an Infrastructure backup and readiness perspective.

The Audit follows a structured process where critical nodes in the system environment for effecting optimal and sustained performance across devices and equipments are noted and taken as basic inputs.

Wherever necessary, inputs from people involved in managing Server and Backup Infrastructure are also taken to ensure that the data gathered is correct and current. Besides, a general inspection of the devices and equipments in terms of the age, environment of the devices and equipments, and current process of maintenance is done.

Based on the data and information gathered, the Audit team does a State Analysis of the infrastructure and maps it to the business objectives and goals. The Audit findings are presented in an Audit

Report which is a detailed presentation of the State Analysis, observed issues and challenges in the existing Server and Backup Infrastructure. Deficits and failure points that can impact effective up-time of Servers and Back up Infrastructure are also clearly identified. The Audit recommendations focuses on taking corrective action and course of action based on industry wide best practises and standards. The Audit helps System Managers and Administrators to effectively identify and manage failure points and ensure maximised up-time of critical back up devices and equipment.

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DESKTOP & LAPTOP INFRASTRUCTURE AUDIT

The purpose of the Desktop and Laptop Audit is to uncover possible leaks in the desktop and laptop efficiencies in terms of processing time and usability which can impact overall IT System's output and people productivity. Organizations where standalone PCs and Laptops are used without servers benefit from this Audit. Similarly, organizations where the number of end users working on PCs and laptops are high will certainly need to be audited to ensure effective functioning. Other end user equipments, if any, may be included based on their need on a case-to-case basis.

The Audit follows a well defined process where each PC and laptop in the organization is fully checked for optimal and sustained performance. Functional parameters of the PCs and laptops are taken as inputs from people involved in using them. A general inspection of the PCs and laptops in terms of the age, environment of the devices and equipments, and current process of maintenance is done.

The data and information gathered forms the basis of the Audit recommendations. The Audit team does an AS-IS Analysis of the PC and laptop environment and maps it to the productivity and efficiency objectives and goals of the organization. The Audit findings are presented in an Audit Report which is a detailed presentation of the AS-IS Analysis, observed issues and challenges in the existing PC and laptop setup. Functional deficits and failure points that can impact effective up-time of PCs and laptops are also clearly identified and noted. The Audit recommendations focuses on taking corrective action and course of action based on industry wide best practises and standards. This Audit helps System Managers and Administrators to effectively identify and manage failure points and ensure maximised up-time of PCs and laptops.

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IT ASSET ASSESSMENT AUDIT

This Audit enables organizations to keep check on the IT Assets that are currently deployed in their organization. The audit starts with a detailed and exhaustive compilation of all IT and IT related assets currently deployed. The compilation contains equipment details, their physical location, quantity,

associated user, with additional information that may be available with the asset management team. Other pertinent information about the IT Assets may be called for by the Audit team and may be included in the audit on a case-to-case basis.

To help identify the actual asset placement in the company, an outlay map diagram is additionally generated for each location in the organization. In some cases, a multi-city outlay may be done depending on the geo operations of the organization. The IT Asset outlay depicts the various sections, cabins, departments, building associated with the location. Textual legends assist the reader in gaining accurate information about the placements. Wherever necessary, inputs

from people involved in managing the assets are obtained to ensure and validate that the data and information obtained is current and correct.

In addition to the IT equipment that is deployed, a software list is generated which captures all the software packages presently installed in the audited computer systems in the organization. The detailed list provides information pertaining to the software products and its versions being currently used. Wherever necessary the asset management team is involved for getting up-to-date and correct information.

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SOFTWARE AUDIT License Audit

The primary focus of this audit is to ensure that the audited organization complies with standards, policies and legal framework with respect to installing and using software. All software that is currently being used and installed in the computer systems come under the purview of the Audit. The software may include Operating Systems, Office Productivity Software, Accounting Software, ERP Applications and Customized software. Other software may be included in the audit on a case-to-case basis. Additionally, the audit attempts to highlight the security vulnerabilities due to usage of unlicensed software, if any. Wherever necessary, people managing the software assets are involved for getting up-to-date and correct data and information.

The data and information gathered forms the basis of the Audit recommendations. The Audit team analysis the software licenses used and maps it to the legal and security vulnerabilities of the IT systems. Besides, its impact on business and governance of the organization is also analysed. The Audit findings are presented in an Audit Report where the observed issues and challenges in the existing software licenses are detailed. Security deficits and failure points that can creep into the system environment and which can impact smooth operation of IT systems is also detailed wherever applicable. The Audit recommendations focuses on taking corrective action and course of action based on industry wide best practises and standards. This Audit h e l p s S y s t e m M a n a g e r s a n d Administrators, to effectively manage IT by adhering to legally approved and secure use of licensed software.

Core Applications Audit

The objective of this Audit is to ensure that the key users of IT systems have understood and are proficient with the applications they are using as part of their daily operations. The audit process begins by listing the software applications to be audited. To facilitate a structured approach to the audit, the core applications list is grouped into four types as below:

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Office Productivity Applications – MS Office, Open Office which are used for general office purposes.

Accounting Applications – Tally etc. which are used for office accounting purposes.

ERP and Specialized Applications – AutoCAD, CorelDRAW, ERP, customized software which is used for specialized purposes.

Organization Website – Link check, Enquiry Sheet, Domain Name Renewal and SEO optimization check.

The first part of the Core Application Audit is done on the Office Productivity Application with the Client's key users as Auditees. The software version details and features are collected and the users'

knowledge level of the application features and their proficiency is audited. Similarly, the Accounting Applications, Specialized Applications and the organization's website is audited. Where the web site is of importance to the organization, the website's links, contacts and enquiry sheet page, domain name, renewal status, etc., are noted. Besides, a web search on sites such as Google is carried out to find out the present SEO optimization levels of the web site. This is done using relevant keywords.

The data and information gathered forms the basis of the Audit Report and recommendations. The Core Applications Audit focuses on taking corrective action and course of action based on industry wide

best practises and standards. This Audit helps Key end users of core applications keep a check on their knowledge proficiency levels in using application software and also to effectively improve their productivity and efficiency.

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GENERAL DATA SECURITY AUDIT

This is a comprehensive audit that focuses on the security and safety of IT infrastructure deployed and data associated with it. The audit encompasses both Physical as well as Virtual Data security. Information with regard to Physical Access & Security, Virtual Data Access control comprising of the following is recorded:

Data Access ControlUser Authentication SystemData Folder Structure / PermissionStorage Media ControlData Leak ProtectionInternet / Intranet / Email SecurityFirewall SetupAnti-SPAM Setup / Anti-Virus / Anti-Spyware SetupData ProtectionSoftware Patch ManagementVulnerability AssessmentGeneral Assessment (fire protection, burglar alarms, security personnel)

Any other security related details not mentioned above may be gathered for inclusion in the audit based on need and on a case-to-case basis. The data and information gathered forms the basis of the Audit recommendations. The Audit team does an AS-IS Analysis of the Security environment and maps it

to the organizations business process, objectives and goals of the organization. The Audit findings are presented in an Audit Report which is a detailed presentation of the AS-IS Analysis, observed issues and challenges in the existing set up. Deficits and gaps in the security features, and vulnerability and failure points that can negatively impact data and IT security are also clearly identified and noted. The Audit recommendations focuses on taking corrective action and course of action based on

industry wide best practises and standards. This Audit helps System Managers and Administrators to effectively identify and manage data leakage and unethical data access vulnerabilities and also ensure maximised security of IT systems.

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INFRASTRUCTURE MAINTENANCE AUDIT

INTERNET/INTRANET CONNECTIVITY AUDIT

The Infrastructure maintenance audit is aimed at ensuring that the IT systems are covered appropriately in terms of warranties, guarantees, on-call support and AMCs by the respective product vendors. Further, the audit also checks the Total Cost of Ownership (TCO) of IT Infrastructure in relation to sustained maintenance. Data and information pertaining to all the hardware and software deployed is gathered. Wherever necessary, people involved in managing IT Infrastructure are met to obtain current and correct data and information. A physical verification based on the collected details is carried out on a random basis to ensure data correctness.

Once the essential information is available, a detailed report on the observations is made. Based on the existing industry standards and best practices, a recommendation report is drafted towards the observations made. The recommendations would cite the corrective actions and course of action that need to be put in place in order to counter-balance the existing problems and potential issues identified.

With internet and intranet usage in organizations increasing by the day, it is increasingly imperative to manage these technologies with a view to getting maximised benefits in terms cost and quality. In this audit, details pertaining to all connectivity solutions deployed in the organization come under the purview. The connectivity solutions may Internet / Intranet connectivity, Virtual Private Network (VPN), Radio Frequency (RF) and Metro Area Network (MAN). Other connectivity solutions may be included based on their need on a case-to-case basis. All necessary and critical parameters are noted with utmost care. Wherever necessary, the concerned people who manage these technologies and solutions are involved for getting up-to-date and correct information.

The Audit Report is a compilation of the collected data and information. The Report would identify and highlight the existing deficits and anomalies in deployed solution, if any. Cost and quality implications and impact on business is detailed as part of the Report. Recommendations are made for corrective action and course of action based on industry standards and best practices with the objective of improving efficiency and productivity of the solutions and technologies deployed.

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COMMUNICATIONS AUDIT

TECHNOLOGY UTILIZATION AUDIT – QUALITATIVE

The Communications Audit is aimed at ensuring that the communication technologies such as Data, Voice and Video deployed within the organization are cost effective and that it delivers optimal value for money. During this audit, the billing details of all IT related communication solutions are taken as inputs. The communications solutions may include Telephone Landlines, Mobiles, Internet connections and Videoconferencing. Other communication solutions may be included in the Audit based on business need and on a case-to-case basis. The previous expenses incurred in the past one quarter on communication technologies are audited. Bills and Invoices pertaining to the same are scrutinized. Wherever necessary the people handling these technologies and the decision makers for adoption of these communication solutions are also involved for getting up-to-date and correct information.

The Audit Report is a detailed presentation of the AS-IS situation and the observations. Cost and utilization anomalies, wherever present, is also highlighted as part of the report. Based on the audit findings, the audit team presents the recommendations based on a 'best solutions paradigm' with a clear objective to improve on cost and quality of communications solutions deployed. The recommendations may also include upgrade, downgrade or change of solutions to effect long term productivity and cost savings for the business.

This is a qualitative audit where a questionnaire is designed, prepared and sent to all the key users of IT systems in the organization. The questionnaire is used as a medium to gather data and information pertaining to the technology utilization of each key user. The questionnaire carries questions that are objective and descriptive. The data gathered is analysed by the audit team. Besides, the key users are interviewed on a one-on-one basis so as with the objective to elucidate information that may be possible to capture through the questionnaire. The Audit Report is a compilation of the technology utilization patterns and habits of the key users. Based on the findings, the Audit recommendation is made with a view to take corrective steps, if any, in the way IT systems are used in the organization thereby create avenues for positive impact on business operations.

Technology Audit

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