Where Healthcare Is, Where It’s Going, and How You Can Prepare for the Future Ashok Daftary, MD.
Audit Reporting Tips How to Make an impact and prompt …...Audit Reporting Tips – How to Make an...
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Audit Reporting Tips – How to Make an impact and prompt change
C.A. Prashant Daftary WIRC –Pune Branch
Presented on 16th November 2019
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English is a funny language
Roko, mat jaane do Roko mat, jaane do
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Table of Contents
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Internal audit report – Meaning & types
Relevance
Key challenges
Common mistakes
Tips
Innovation
Internal audit report format
Elements of internal audit report
Executive summary
Question & Answer session
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Document prepared as an outcome of the audit process
It is presented to the management / audit committee / owners of the organization
It contains clear written expression of significant observations and recommendations based on review of the policies, processes, risks, controls and transaction processing (Source : SIA – 4)
Audit findings and recommendations in the audit report are designed to facilitate organisation achieve financial, management and regulatory compliance objectives
Internal Audit Report
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Detailed Report
Interim Report
Executive Summary
Flash Report
Types of Internal Audit Report
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Final product of the internal
audit effort
Branding of firm /
professional Recall value
Recognition of work done
Generates interest in the
work done
Connection with the reader
Relevance
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Key Challenges
Time management - time taken for report drafting as against over all assignment time
• E.g. – 2 weeks for execution and 2 weeks for report writing
Lack of clarity between the senior and team as regards objective, report format, flow
Vision as regards the what is the end deliverable & how should the end product look like
Client expectation not clear
Does the report communicates what we really want to communicate & whether the reader can connect with the report
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Key Challenges
How to start, what should be the flow, what it should contain and what it should exclude
Reducing attention span of the reader
Does it meet readers expectation
Size of report and maintaining balance
Other issues –like grammatical errors, formatting, spelling mistakes
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First impression is last impression
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• People begin forming an opinion within seconds
• Difficult to reverse first opinion
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Common Mistakes
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• Identifying who is the reader
• No clarity about stakeholder expectation
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Who is the stakeholders of internal audit?
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Stakeholders
Process Owner
HOD
CFO / COO /
MD ACM
Statutory Auditor
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What they want?
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Process owner
• Genuine observation
• Process understanding
• Listen their point of view
• Practical suggestion
HOD / CFO / COO / MD
• Value addition
• Summarised format
• Overall risk assessment
• Fair presentation
• Root cause analysis
• Categorisation based on risk
• Process owner’s acceptance
• Implementation status
ACM
• Summarised format
• To the point
• Overall coverage & risk assessment
• Key issues
• Management comments
• Timeline for implementation
Statutory Auditor
• Overall coverage
• Issue which affect true and fair view of the accounts
• Statutory non-compliance
• Assurance which they can rely on
• Comfort which would help them make a proper assessment and save their time
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What is stakeholder’s expectations
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Provide assurance / comment on improvement
Sector specific acumen
Proactive
Root cause & detailed solutions
Value addition
Practical advice
Cost effective solution
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Different form of communication for each stakeholder
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Process owner
• Discussion of draft queries during the execution audit
• Draft internal audit report
• Detailed annexures, instances
HOD
• Summarise observations and discussion at exit meeting
• Draft internal audit report along with management reply given at the time of exit meeting
• Discussion of observation and take prima facie reply
CFO / COO / MD / ACM
• Executive summary
• Presentation
Statutory Auditor
• Audit report with annexures providing instances
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Common Mistakes
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Drafting errors
•Examples
•Spelling mistakes
•Wrong English
• Incomplete sentences
•Long sentences
• Incorrect use of punctuations
Flow of report
•Examples
•Starts with the most low risk points. Can lead to loss of interest of the reader
•Lack of a pattern or flow in the report. This confuses the reader
• Important point gets lost in the volume of pages
Incomplete information
•Examples
•Does not contain proper examples, sample size, extent of problem, Root cause
•Recommendation (or poorly drafted recommendation)
•Vague comments / sentences
Use of technical jargons
•Confuses the reader
•Makes report reading more painful
Report drafting is started after completion of field work
•Leads to information gaps which takes time to fill up
•Team losses grip over observation
•Risk of mis-communication increase
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Common Mistakes
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No clarity about stakeholder expectation
More focus on the transaction rather than the process or system failure
Implications or risk not being brought out clearly
Lack of practical recommendations
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Common Mistakes
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Identifying who is the reader
Focus only on negative aspects or mistakes
Projecting process owners as Villains,
Blowing up things out of proportion
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Long Para’s
Ambiguous
Name of Personnel
Technical Jargon
Negative Comments
Criticisms
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Don’ts for report writing
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Tips
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First three points of the report should be the strongest points
Keeps the reader interested Generates interest
Go from Macro to Micro
Helps set the tone Usually readers want to know the
overall picture Gives overall comfort or
discomfort as the case may be
Simplicity & clarity in communication
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Characteristics of good Internal Audit Report
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Simple, clear,
alive & short
Spell Check Think
before you write
Precise Use of tables,
graphs and charts
Proof reading
Authoritative words like
“Must”
Discuss observations
with client Active Voice
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Tips for effective report writing
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Treat the report like business proposal. Report should engage the audience.
Quantify the impact of the observations
Captivating headings should be used. For e.g. revenue leakage, double payment etc.
Report should be divided into sections. [Area-wise, criticality wise, category wise or conclusion wise]
Use correct grammar and punctuation
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Tips for effective Internal Audit Report writing
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Consistency in use of phrases and words.
Consistency and mention of assumptions for working of financial impacts
Full form of abbreviations to be given in the report For emphasis use bullets, sidebars and bold or italic type
Details not included in the main report should be given in annexures
Use of colors indicating whether the operating staff has accepted, partially accepted or not
accepted the findings/suggestion of the auditors
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Tips for effective Internal Audit Report writing
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Basic framework is written before start of the field work (Skeleton report)
Flesh is given during the field work
Final touches, overall analysis including additional points not considered initially are recorded after the end of the field work
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Start writing the Internal Audit Report
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Standard format to be created for common
observation
Reading other internal audit reports
Impart training on report writing
Improve grammar
Excellence
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Solutions to improve Internal Audit Report writing
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Innovations / Out of box thinking
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The written content can be reduced as the picture & flow charts are self explanatory
• Can be effectively used to show stock not arranged in warehouse
• Safety lapses
• Missing signs / labels
Use of pictures
• depicting redundant processes & duplications
• AS is Vs To be
• Process gaps
Flow
Chart
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Innovations / Out of box thinking
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• Use of graphs / charts • In 20 out of 50 cases of discounts given to customer, the approval from managing director was not
obtained Or
Discount not approved as per policy
Approved Not Approved Total
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SIA - 4 does not specify any standard report format
Different organisations will use different report formats (Word, Excel and Power Point)
Format depends on client expectation & requirements
Appropriate format should be used with consistency
Management will feel more comfortable if it becomes
accustomed to the report format and can readily turn to whatever is of interest
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Report Format
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Report Format Characteristics
Word Format - Traditional form
- Simple to use
- Reference to report page / para
Power Point Presentation - Most commonly used
- Facilitates use of risk indicators
Excel Sheet - Effective tool for grouping of
various observations
- Simple to use
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Word, Excel & Power Point
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Detailed Report i.e. Observations and Recommendations
Comments from Management
Date of the report
Action taken report
Restriction on report circulation
Place of sign & signature with membership no.
Title, addressee and report distribution list
Period of coverage of the report
Objectives paragraph
Opening / introductory paragraph
Executive Summary
Scope Paragraph
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Elements of the Internal Audit Report
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Opening / introductory paragraph comprises of the following :
Background of the Company
Identification of process & items of financial statements audited
Statement of responsibility of the entity’s management & responsibility of the internal auditor
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Opening / Introductory Paragraph
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Scope Paragraph should include the below mentioned points : Reference to the generally accepted audit procedures in India as
applicable
Description of the engagement background and the methodology of the internal audit
Description of the population and the sampling technique used
Limitation in scope / exclusion if any
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Scope Paragraph
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The basic attributes of audit finding are given below. The same should form part of the report.
Criteria Standards, measures or expectations used in making an evaluation
Condition The factual evidence as to what was found
Cause Reason for difference between criteria and condition [Lack of controls, circumvention of controls or external influences]
Effect Difference between condition and criteria [Impact on individual, business unit and company as a whole, quantify the impact]
Recommendation Action that must be taken to correct the cause
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Detailed Report – Features of the observation
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What is wrong
Why is it wrong
How to correct
What will be
done
Observations Root Cause Recommendations Management
Comments / Action Plan
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Detailed Report – Observation to answer the following
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Audit findings should be rated/ classified based on level of criticality
Readers of the report will understand the impact & relevance of observations
Risk rating must be based on likeliness and impact of the observations
Basis used for determining criticality should be documented
Symbols and colours can be used to classify new and carried forward observations
M
I
H
L
R
High
Medium
Low
Information
Recommendation
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Detailed Report – Risk Rating of the observation
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Reply to the observations
Time frame for taking appropriate corrective action
Personnel responsible for taking action
Resource requirements, if any, for ensuring such compliance
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Comments from Management
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Part of the report that is read first Provide gist of the report / key points expressed in a cryptic
manner
Provide conclusion / auditors opinion on the area under audit
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What is Executive Summary ?
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Enables the key personnel to read the report in time constrain
Macro perspective in short form
Quick reference for future use
Pick and choose – reader can decide what he wants to read
Readers judge and decide based on executive summaries to see if the rest of the report is worth reading
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Need for Executive Summary
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Should address the need of the audience
Linkage to the report
Tips for effective Executive Summary Clear and Concise
Correct and Simple Quantification
Flow – whether the same as the report or some other flow?
Usage of sentences vis-à-vis bullets
Need to be innovative, creative and attractive
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Characteristics of good Executive Summary
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Discussion Executive Summary
Along with the report All the receivers / readers of the report. Process owners and staff of the area audited
Meeting with the directors
HOD / BOD
Meeting with audit committee
Independent directors
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Timing and Type of Executive Summary
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Area
Overall Controls
High Medium Low Recommendation
Revenue Medium - 4 - -
Purchase and stores Medium - 6 - -
Expenses Medium - 3 - -
Accounts Medium - 3 3 -
Cash Medium - 1 1 -
Fixed assets Medium - 1 - 1
Insurance Medium - 2 - -
Human resources and payroll
Strong - - 3 -
Statutory compliance
Weak 6 5 - -
Total 6 25 7 1
Exhibit of overall analysis
Quick and easy communication in functioning of the Company
Reflects area wise number of observations based on risk indicators [High, Medium, Low and Recommendation]
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Use of Overall Analysis in Executive Summary
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Q & A Session
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