Leveraging Technology in Data Analytics, Employee Retention, … · 2020-05-28 · TeamMate:...

Leveraging Technology in Data Analytics, Employee Retention, and Meeting Standards

Experience Responsible for information technology operations

at the OAG. Services provided include information systems

networking and security, application programming, hardware and software support, and audit data extraction, analysis, and support for OAG audits.

Member of the American Institute of Certified Public Accountants and the West Michigan Information Systems Audit and Control Association.

Experience Experienced auditor with over 14 years experience

in the audit industry, including Federal Government experience.

Senior Market Development Consultant at Wolters Kluwer

Works with organizations that are looking for software solutions to their audit, risk and compliance needs

Guest speaker for a variety of audit topics ranging from Audit Committee Reporting to Data Analytics.

TeamMate: Leading Audit Evolution 2

Speakers BioSpeakers Bio

Kimberly Jacobs, CPA, CISAChief Information Officer,Michigan Office of the Auditor General

Steven Zapolski CIA, CICASenior Market Development Consultant,Wolters Kluwer TeamMate


OverviewOverview

• Data analytics, employee retention, emerging risk and changing standards.

• How do you leverage technology to stay on top of it all?• Come listen to how one CIO has navigated these waters over the last 30 years, as TeamMate’s Public Sector expert, Steven Zapolski interviews Kimberly Jacobs, CIO, Michigan Office of the Auditor General.

At the conclusion of this presentation, participants will be able to:

• Enhance a data analytics program with current technologies and strategies

• Apply tactics to increase employee retention

• Incorporate ways to leveraged technology to meet changing standards


Presentation ObjectivesPresentation Objectives

• Maximizing data analytics with technology

• Strategies to retain employees

• Complying with standards


Presentation AgendaPresentation Agenda

1. Know your Office

2. Understanding your source

3. Data access/preparation

4. Tools for analyzing data

5. Reporting results


Developing a Data Analytics ProgramDeveloping a Data Analytics Program


• Authority

• Operations

• Emerging risks

Know Your OfficeKnow Your Office


Office Authority Operations Emerging Risks

“The Auditor of State has responsibility for audits of counties, cities, school districts and other governmental subdivisions and is required to provide guidelines to CPA firms performing such audits. The Auditor of State is also responsible for examinations of cities not required to be audited. All audit and examination reports must be filed with the Auditor of State and are a public record.”

‐ Iowa Auditor of the State

“The SBOA has many statutory requirements.”‐ Indiana State Board of Accounts

Know Your Office, continuedKnow Your Office, continued


Office: Iowa Auditor of the StateSize: 37Structure: The Office of Auditor of State includes three divisions, with the duties and responsibilities summarized as follows:

Administration DivisionFinancial Audit DivisionPerformance Investigation Division

Office: Indiana State Board of AccountsSize: 300Structure: Single Audit

Financial AuditCompliance EngagementReviewSpecial InvestigationAgreed‐Upon Procedure




“Office Size: 156 (Audits State level governments)• Financial Audits, including: • Statewide Single Audit• State of Michigan Comprehensive Annual Financial Report

• Performance Audits• Audit Finding Follow‐up• Attestation Engagements• Investigative Audits • Legislative Requests




• What will the impact of the CARES Act and Covid‐19 funds have on data analysis?

• What about other new or unassessed risks?




• Monthly reporting of Covid‐19 expenditures

• Questions on how the dollars will be tracked. (separately, as a part of a federal program, Other?)

• Flint Water Reporting



Where is the information I need?


Understanding your SourceUnderstanding your Source

• Statewide Integrated Government Management Application (SIGMA) ‐ FY18 to current

• MDHHS Database and Data Warehouse Data (CHAMPS, Bridges, MiSACWIS, etc.)

• Criminal history matches

• Death matches

• Prisoner information (Offender Management Network Information System (OMNI))

• Unemployment Insurance Agency (UIA) Data

• Clarety ‐ Pension System


Understanding Your Source, continuedUnderstanding Your Source, continued• HRMN Data (employ status, job title, position code, etc.)

• MAIN Financial Data prior to FY18

• Payroll Data prior to FY18 (Business Objects)

• Bureau Information Tracking System (BITS)

• Treasury Tax Data Warehouse Data

• Center for Educational Performance and Information (CEPI)

• Other agency database/systems

• 3rd Party Vendor Systems/Cloud Computing


Data Access/PreparationData Access/PreparationData Access Data Clean Up Data Reconciliation


• Data Access

• Data Clean Up

• Data Normalization

• Tools used:

• SPSS• TOAD• SQL Scripts• BI Query• Monarch

Data PreparationData Preparation

• ACL• Arbutus• Business Objects• TeamMate Analyzer

Core TeamAccesses the data and extracts, performs basic validation, and preps data for audit team.Has institutional knowledge, data analysis skills and auditing background.

Everyone ACL ARBUTUS Business Objects Excel Testing TeamMate Analytics


• Specialist vs. what everyone needs to know

• Rotational program for data analytic teams

Analyzing DataAnalyzing Data


TeamMate Touchstone StudyTeamMate Touchstone Study

• Start small

• Start with data that is less complex, smaller volume, and verifiable

• Work with what you have (skills inventory)

• Brainstorm with audit staff on possible data matches

• Document thoroughly for others to use


Developing an Analytics ProgramDeveloping an Analytics Program


ATTENDANCE CHECKATTENDANCE CHECK

• Identify your experience gaps• Communicate an experience path and expectations

• Examine how you are recruiting new staff

• Provide and receive feedback• Explore alternative options for job satisfaction


Retain EmployeesRetain Employees


4 51 26 6 10 11 6 100

10

20

30

40

50

60

<1 1‐5 5‐10 10‐15 15‐20 20‐25 25‐30 >30

Num

ber o

f Employ

ees

Years of Experience

Michigan Office of the Auditor GeneralAuditor Years of Service ‐ May 2020

Retain Employees – Identify the NeedRetain Employees – Identify the Need

• New Employee Mentoring Program Started in 2016 • Two Main Goals: Build relationships with all levels of staff Reinforce work competencies to ensure intentional and deliberate growth – “Passport Tool”

• In place for the first year of employment• All new employees have the same mentor to the first year to provide consistent support and knowledge transfer.


Retain Employees – Passport ProgramRetain Employees – Passport Program


Retain Employees – Passport ProgramRetain Employees – Passport Program

• Passport Program expanded in 2019• Creation of the “Auditor Bridge” document.• Mentoring program with focus on skills needed to be successful as a senior auditor and supervisor.

• Audit Bridge document is intended for employee self assessment and documentation for discussion with supervisors and mentors.


Retain Employees – Auditor BridgeRetain Employees – Auditor Bridge


Retain Employees – Auditor BridgeRetain Employees – Auditor Bridge

• AICPA published 2019 Trends Projected accounting enrollments decreasing by 4% from 2016 2017‐18 graduates down 4% for bachelors, masters and overall 2018 hiring was expected to increase 4%

• Consider the impact of the pandemic on enrollment, graduation, and hiring.


Retain Employees – Staff RecruitmentRetain Employees – Staff Recruitment

• Revamped and updated recruiting information• Promote closer relationships with Universities Participate in academic committees and job fairs Have alumni present to classes and accounting clubs and societies

• Use Social Media to solicit applicants• Consider hiring temporary or limited contract staff• Consider other education specialties• Capitalize on internships and older demographics


Retain Employees – Staff RecruitmentRetain Employees – Staff Recruitment

• Improve Communication Suggestion Box Employee Satisfaction Survey Scheduled and unscheduled communication Open door policy Team Building Opportunities


Retain Employees – FeedbackRetain Employees – Feedback

• Address “pain” points Streamlining the report writing process and created report coordinator Release a six‐month plan to internal audit and department liaisons


Retain Employees – Other OptionsRetain Employees – Other Options

• Provide additional opportunities Participation on special projects, workgroups Encourage membership and service with associations, peer review, etc. Training opportunities – as a presenter and an attendee


Retain Employees – Other Options, continuedRetain Employees – Other Options, continued

• Assess and Analyze the changes• Use technology to inform staff of standard updates and implementation dates

• Implement the changes consistently


Auditing Standards ChangesAuditing Standards Changes

Assess and Analyze the changes ALGA Crosswalk and PowerBI



• Assess and Analyze the changes Office of Professional Practices – Quality Assurance (QA) monitors for changes in standards. One tool used is the NASACT Audit Review Guide for Performance Audit Checklist. QA notes changes and routes for comment to Audit Division Administrators Impact is access and changes are discussed and agreed upon.



• Uses technology to inform staff of standard updates and implementation dates Weekly briefing notes Annual training Video Training Intranet Guidance



• Implementation

Electronic Work Programs

Customized Excel/Word templates

Surveys/Risk Assessments




Auditing Standards Changes (Instruction Tab)Auditing Standards Changes (Instruction Tab)


Auditing Standards Changes (Assessment Tab)Auditing Standards Changes (Assessment Tab)


Auditing Standards Changes (Deficiencies Tab)Auditing Standards Changes (Deficiencies Tab)


Auditing Standards Changes (Report Tab)Auditing Standards Changes (Report Tab)

• Technology is an integral part of business and leveraging its capabilities can have a positive impact data analysis and reporting, employee satisfaction and retention and application of standards for audits.


Conclusion SlideConclusion Slide


Kimberly [email protected]

Steven Zapolski [email protected]

Questions and AnswersQuestions and Answers

Leveraging Technology in Data Analytics, Employee Retention, … · 2020-05-28 · TeamMate:...

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