Conducting basic Data Analysis with IDEA

2/24/2015
1
AuditNet® Training without Travel™
IDEA Software Training via Practical Application
Conducting basic Data Analysis with IDEA
Guest Presenter:
Richard Cascarino, MBA, CIA, CFE,CRMA, CISM
Richard Cascarino & Associates
About Jim Kaplan CIA CFE
 President and Founder of
AuditNet®, the global resource
for auditors (now available on
Apple, Microsoft and Android
devices)
 Auditor, Web Site Guru,
 Internet for Auditors Pioneer
 Recipient of the IIA’s Bradford
Cadmus Memorial Award.
 Author of “The Auditor’s Guide
to Internet Resources” 2nd
Edition

2/24/2015
2
Richard Cascarino MBA CIA CISM CFE
 Principal of Richard Cascarino &
Associates based in Colorado USA
 Over 30 years experience in IT
audit training and consultancy
 Past President of the Institute of
Internal Auditors in South Africa
 Member of ISACA, ACFE, IIA
 Author of Auditor's Guide to IT
Auditing and Corporate Fraud
and Internal Control
Copyright © 2014 AuditNet® and Richard Cascarino & Associates
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2/24/2015
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Disclaimers
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Today’s Agenda
Summarizing the Data
Stratifying the Data
Viewing the Results Graph
Creating a Pivot Table
Joining Databases
Reviewing the History
Using Display All Records Containing
Performing a Record Extraction
Identifying Duplicate Invoices
Identifying Gaps in an Invoice Number Sequence
Performing a Key Value Extraction
Performing a Record Extraction Using an @Function
Page 6

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Starting IDEA Pre Version 9
 Start
 Programs
 IDEA
 Setting the Working Folder ‐ contains
 data files
 Equations
 Views
 import definitions
 File
 Set Working Folder
 C:User<username>My DocumentsIDEASamples
7
Starting IDEA Version 9
 Start
 Programs
 IDEA
 Setting the Working Folder ‐ contains
 data files
 Equations
 Views
 import definitions
 Select
 Managed Projects
 Samples
8

2/24/2015
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Importing a Text File
Use Desktop (+) to import a text file
called sales.txt from the Tutorial folder
Next
Next
You will need the file layout
9
Sales.txt Layout
Field Name Type Start Len Dec Mask Description
 INV_NO 1 7 Invoice Number
 TRANS_DATE D 8 8 YYYYMMDD Transaction Date
 PAY_TYPE C 16 4 Type of Payment
 SALESMAN N 20 3 Salesman ID
 CUST_NO N 23 5 Customer Number
 PROD_CODE C 28 2 Product Code
 AMOUNT N 30 11 2 Transaction Amount
10

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Defining Files
 Next
 If data to be filtered click Equation Editor
 Next
 We want to:
 Import the File
 Generate Field Statistics
 Call the database Sales Transactions
 Finish
 (If you make a mistake Data then Field
Manipulation)
11
Polling Question 1

2/24/2015
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Summarizing Data
Select Sales Transactions
Analysis
Summarization
Fields to summarize: CUST_NO
Numeric fields to total: AMOUNT
Choose Create database
Choose Use Quick Summarization
File Name is Summarized Transactions
13
Stratifying Data
 Select Summarized Transactions
 Create Field Statistics (remember how?)
 Go back to Data
 Right click any record
 Show Field Stats
 Choose
 Net value
 Absolute value
 Minimum value
 Maximum value
 OK then adjust column widths
14

2/24/2015
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Removing Field Statistics
 Right click any record
 Show Field Stats
 Clear All
 OK
 Analysis
 Stratification
 Choose
 Fields to Stratify: Amount_Sum
 Fields to total on: No_of_Recs
 Make Increment 5000
 Click Upper Limit in rows 1-5
 Make Increment 25000
 Click Upper Limit in rows 6-12
 Result Name Numeric Stratification OK
15
Polling Question 2

2/24/2015
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Printing & Graphing
 On Operations Toolbar
 Print Preview (8th button from left)
 Close Print Preview
 In Results Toolbar (immediately above data)
 Alternates between displaying the results in a
customizable graph and grid button (leftmost)
 In Results Toolbar
 Gallery (3rd button from left)
 Try the different types
 Return to Bar Chart
17
Looking inside the Graph
 In Graph Toolbar (Immediately above graph)
 Properties button (Rightmost)
 Y-axis tab
 Make sure Show Gridline ticked
 OK
 Move cursor over Strata 6
 Click and select Display Records
 Done
 Click on Alternates between displaying the results in a
customizable graph and grid button (leftmost)
 In Properties Data
 Window
 Close All
18

2/24/2015
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Pivot Tables
 Open Sales Transactions Database
 Analysis
 Pivot Table
 Results Name Sales Transactions Pivot Table
 OK
 In Pivot Table Field List box, click PAY_TYPE and drag it onto
the row header field displaying Drop Column Fields Here
 Click PROD_CODE and drag it onto the column header field
displaying Drop Row Fields Here
 Click AMOUNT and drag it onto the Drop Data Items Here
19
Polling Question 3

2/24/2015
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Joining Databases 1
File
Import Assistant
Import to IDEA
Microsoft Access
C:UsersyournameDocumentsIDEAT
utorialCustomer.MDB
NEXT
OK
21
Joining Databases 2
 Open Summarized Transactions
 Data
 Field Manipulation
 Change Cust_No to Character
 OK
 File
 Join Databases
 Fields
 All fields selected OK
 Select (selects secondary file)
22

2/24/2015
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Joining Databases 3
 Select Customer-Database1
 File Name Customer Balances
 Match
 Click Primary and select Cust_No
 Select Ascending
 Click Secondary and Select Cust_No
 OK
 Click All records in Both Files
 File Name Customer Balances
 OK
23
Reviewing the History
 Select Customer Balances
 Click on History
 Expand and examine each section
particularly the last section (Join Databases)
 Note:
 Number of records: 346 (matched sales to customers)
 Unmatched primary records: 5 (sales to customers not in the Customer-
Database1 database)
 Unmatched secondary records: 43 (customers with no sales in the
period)
 Examine the IDEA Script
 Add Comment “Unauthorized Sales to 5 Customers”
24

2/24/2015
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Polling Question 4
Using Display All Records
Containing
 Go to Data
 Observe record 9 – No value in CUST-NO1
 Right Click CUST-NO1 field
 Select Display all records containing “”
 OK
 The 5 unmatched records are shown
 Right Click Criteria in Properties
 Clear
 Repeat for CUST-NO
 43 Customers with no outstanding Balances
26

2/24/2015
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Appending a Virtual Field
 Select Data > Field Manipulation
 Append
 Field Name: NEW_LIMIT
 Type: Virtual Numeric
 Length: Not applicable for Numeric fields
 Decimals: 2
 Parameter: CREDIT_LIM * 1.1
 Tag Name: Not applicable
 Description: Updated Credit Limit
 OK
 NEW-LIMIT displayed on right in Blue (Virtual Field)
27
Performing a Record
Extraction
 Data > Extractions > Data Extraction
 File Name Exceeded Credit Limits
 Equation Editor AMOUNT_SUM >
NEW_LIMIT
 OK
 6 records reported including the 5
unauthorized
 Window
 Close All
28

2/24/2015
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Now What?
29
Searching
for Text
in Multiple
Fields
and Files
Testing for
Completeness –
Gaps &
Duplicates
Cross
Matching Data
Between
Files/Systems
Identifying
Exceptional
Items
Checking
Calculations
Analytical
Review
IDEA®
Data Analysis
Software
Identifying Duplicate Invoices
 Select Sales Transactions
 Analysis > Duplicate Key > Detection
 File Duplicate Invoices
 Key
 Field INV_NO
 OK
 OK
 Window
 Close All
30

2/24/2015
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Identifying Gaps
 Select Sales Transactions
 Analysis > Gap Detection
 Field to use INV_NO
 Results name Missing Invoice Numbers
 OK
 Print Preview
 Close Print Preview
 Data
31
Polling Question 5

2/24/2015
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Performing Key Value
Extraction
 Data > Extractions > Key Value
Extractions
 In Existing Keys select:
 Pay_Type – ascending and
 Prod_Code – ascending
 All groups are selected
 Clear All
 Select Visa for products codes 05 and 06
 Close Key Value files
33
Record Extraction using
@Function
 Data > Extractions > Direct Extractions
 File Name Sunday Extractions
 In Equation Editor expand Day/Time in functions
 Double Click Dow
 @Dow(TRANS_DATE) = 1 (Sunday)
 OK
 There should be 30
 Window
 Close All
34

2/24/2015
18
Polling Question 6
Questions?
• Any Questions?
Don’t be Shy!

2/24/2015
19
Training Schedule
IDEA Software Training via Practical Application
1. IDEA Basics, Getting Started, and Basics of Importing Data
2. Importing Data ‐ The Complete Course in All File Types and Data
Tricks to Get Your Data Ready for Analysis
3. Conducting basic Data Analysis with IDEA
4. Reporting using IDEA
5. Importing Data from Reports using the IDEA Report Reader
6. Advanced Report Importing
7. Using Statistics in IDEA
8. Continuous Monitoring using Advanced Statistical Analysis
9. Basic Script Writing in IDEA
10. Using advanced @Functions
11. Advanced Script Writing in IDEA Part 1
12. Advanced Script Writing in IDEA Part 2
Supplemental Information
 Introduction to AuditNet for IDEA Users – Video
 If you are a registered IDEA supported user you have access to
all of the AuditNet® content (templates). Watch the video now!
 CAATS – Web site from Dave Coderre
 Generic Approach to the Application of Data Analysis to Auditing
©CAATS 2007 http://www.caats.ca
 Computer Assisted Audit Tools and Techniques
 http://www.auditnet.org/audit-library/computer-assisted-audit-tools-and-techniques-caatt
 Data Analysis Software Demo Evaluations
 ACL – http://www.acl.com
 IDEA - http://www.caseware.com/products/idea
 IDEA U.S. http://www.audimation.com
 Arbutus - http://www.arbutussoftware.com/
 AuditNet® Documents (by request)
 AuditNet® Guide to Downloading Data
 Data Request Sample Letter
 CAATT Application Checklist

2/24/2015
20
Thank You!
Richard Cascarino, MBA, CIA, CISM, CFE
Richard Cascarino & Associates
970-291-1497
rcasc@rcascarino.com
Jim Kaplan
AuditNet LLC®
800-385-1625
www.auditnet.org
webinars@auditnet.org

Conducting basic Data Analysis with IDEA

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