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UTD Tacua Data Analytics
- 1. Improving Your DataAnalysis Program 1 Ray Khan Ali Subhani, CIA,CISA, GSNA Speakers:
- 2. Agenda Introduction Benefitsand Challenges Roadmap Real World Examples 2
- 3. Introduction Background PeopleSoft IDEA Staffing 3 7 departmental users 2 Designated Champions
- 4. Data Analysis Definition Dataanalytics is defined as the process of inspecting, cleaning, transforming, and modeling data with the goal of highlighting useful information, suggesting conclusions, and supporting decision making. 4 Source: Pune University, Vishwakarma Institute of Technology
- 5. Points of Contention Benefits More Comprehensive Assurance Efficiency Reporting Challenges Time Training Data 5
- 6. Are we failingour stakeholders? 6 SOURCE : PWC 2013 State of the Internal Audit Profession Study Plan to expand use of data analytics but do not have a well developed plan 69 % Data analytics are used regularly
- 7. Use of Analytics 7 SOURCE: PWC 2015 State of the Internal Audit Profession Study
- 8. Use of Analytics 8 SOURCE: PWC 2013 State of the Internal Audit Profession Study
- 9. Challenges To DevelopingAn Analytics Program 9 SOURCE : PWC 2013 State of the Internal Audit Profession Study
- 10. Roadmap 10 Vision Structure Data Pull Methodology Talkingto IT Finding Data Standard Query Language (SQL) Basics Developing a Process Ready to Start
- 11. Vision Agree onwhat is most important Formal discussion with CAE 11
- 12. Structure Define astructure Designated Analytics Champion within the department? OR Each Project Manager expected to lead analytics? Identify key contacts for each source system Get access to data dictionary if it exists 12
- 13. Data Pull Methodology How are you going to pull Data from source systems? From within the application? From the database? Open Database Connectivity (ODBC) ? Relying on auditee to give you a file 13
- 14. Data Pull: Application 14 BenefitChallenge No additional licensing cost Normally results limited to a certain maximum number of records Auditors do no not have to structure SQL themselves Can potentially „burden‟ application server Results dependent on access
- 15. Data Pull: Database 15 BenefitChallenge Free form ability to structure SQL allows more flexibility Additional licensing cost No limitation on number of records that are pulled in Initial buy in from IT to get read-only access to databases. Learning curve if unfamiliar with SQL
- 16. Data Pull: ODBC 16 BenefitChallenge Data imported directly into data analytics tool Limited to tables exist within the database. No query to create; easiest Need to get IT to create custom views for each unique need No cost generally
- 17. Talking to IT Schedule a discussion Request read-only access Production Vs. Test Environment Security of data 17
- 18. Identify PeopleSoft Pagewith Data 18
- 19. Finding Data PeopleSoft CTRL+SHIFT+J 19
- 20. Finding Data PeopleSoft Query Table PSPNLFIELD 20 SELECT PNLNAME,LABEL_ID,LBLTEXT,RECNAME,FIELDNAME FROM PSPNLFIELD WHERE PNLNAME='JOB_DATA3'
- 21. Finding Data PeopleSoft Result 21 PeopleSoft Page Database Values
- 22. Finding Data Banner Go to the form with the information Move cursor to field you are interested in Help menu >Dynamic Help Query 22
- 23. What is SQL? Structured Query Language Language utilized for getting information from and updating a database. Can get complex ……….. BUT 3-4 main sections normally for our purposes 23
- 24. SQL Basics 24 SQL STATEMENT‘ SECTION BRIEF DESCRIPTION SELECT Defines the fields that will be displayed within the results FROM identifies tables where fields are stored within the database WHERE specifies limiting criteria (if any) GROUP BY ORDER BY Groups information Used for sorting
- 25. Sample Query 25 SELECT A.EMPLID, A.DEPT, B.ADDRESS, B.ZIPCODE FROM PS_Employee A, PS_BIO B WHERE A.EMPLID=B.EMPLOYEE AND A.EMPLID=123456789
- 26. Developing Data AnalyticsProcess 26 Understand Business Process Understand How Business Process Data Stored in ERP „Interesting‟ questions can you answer with the data? Pull Data Validate you have right sources BEFORE beginning analysis
- 27. Engagement: Procure toPay 27 Source: “Automating the Audit” Price Waters House Coopers July 2010
- 28. Engagement: Procure toPay 28 Source: “Automating the Audit” Price Waters House Coopers July 2010
- 29. Engagement: Procure toPay 29 Source: “Automating the Audit” Price Waters House Coopers July 2010
- 30. How do Istart? “Quick Wins” to gain confidence Identify critical processes/areas for review Rinse/Wash/Repeat 30
- 31. Purchasing Card Analysis Starting Approach Identify Cardholders and their transactions Review monthly limits Determine the average expense amount 31
- 32. Purchasing Card Analysis Intermediate Approach Identify possible split purchases Perform analysis on MCC codes Determine if Cardholder is active employee 32
- 33. Purchasing Card Analysis Advanced Approach High Risks Activities (holiday travel, luxury purchases) Keyword Search Credit Limit Utilization Automation 33
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- 35. Keyword Script 35 (@Isini(""Barney"", Merchant_Name) @Isini It searches for the occurrence of a specified string or piece of text in a Character field, Date field, or string. Syntax @Isini(String1, String2)
- 36. Keyword Script 36 (@Isini(""Barney"", Merchant_Name).OR. @Isini(""Bergdorf Goodman"", Merchant_Name ).OR. @Isini(""Dicks"", Merchant_Name ).OR. @Isini(""Dillards"", Merchant_Name ).OR. @Isini(""JCPenny"", Merchant_Name ).OR. @Isini(""Lord & Taylor"", Merchant_Name ).OR. @Isini(""Macy"", Merchant_Name ).OR. @Isini(""Neiman Marcus"", Merchant_Name ).OR. @Isini(""Nordstrom"", Merchant_Name ).OR. @Isini(""Saks Fifth"", Merchant_Name ).OR. @Isini(""Sears"", Merchant_Name ).OR. @Isini(""Von Maur"", Merchant_Name ))
- 37. Purchasing Card TestsDeveloped Consistent purchases at same vendor by one cardholder Weekend purchases International purchases Dormant Cards Purchasing Trends 37
- 38. Example 1: DepartmentalAnalytics Tool Objective: To obtain financial and human resource information for the audit area Our Process: Quarterly pull of data from PeopleSoft Financials and PeopleSoft HR. Auditor limits data using IDEA scripts 38
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- 40. Labor Distribution Determinewhere the data is located 40
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- 42. Labor Distribution Determinewhere the data is located 42 Decide the tables needed
- 43. Tables 43 Review Paycheck Pay Check PayEarning Distributions Account Code Personal Data
- 44. Labor Distribution Determinewhere the data is located Decide the tables needed 44 Determine Required Fields
- 45. Fields Required 45 Pay Check •Employee ID • Payment End Date • Paygroup • Paycheck Number Pay Earning Distributions • Department ID • Employee Record • Account • Position Number • Jobcode • Earnings • Earnings Code Account Code • Description • Chartfield1 • Account Code Personal Data • Name
- 46. Labor Distribution 46 Determinewhere the data is located Decide the tables needed Determine Required Fields Identify Criteria for Join
- 47. Join Criteria 47 Pay Check •Company • Paygroup • Payment End Date • Off Cycle • Page Number • Line Number • Separate Check • Employee ID Pay Beginning Distributions • Company • Paygroup • Payment End Date • Off Cycle • Page Number • Line Number • Separate Check • Account Code Account Code • Account Code Personal Data • Employee ID
- 48. Labor Distribution SQL SELECTB.DEPTID, D.NAME, A.EMPLID, B.EMPL_RCD, C.DESCR, C.CHARTFIELD1, B.ACCOUNT, B.POSITION_NBR, B.JOBCODE, TO_CHAR(A.PAY_END_DT,'YYYY-MM-DD'), B.EARNINGS, A.PAYGROUP, A.PAYCHECK_NBR, B.ERNCD, C.ACCT_CD, C.FUND_CODE 48 FROM PS_PAY_CHECK A, PS_PAY_ERN_DIST B, PS_ACCT_CD_TBL C, PS_PERSONAL_VW D WHERE ( A.COMPANY = B.COMPANY AND A.PAYGROUP = B.PAYGROUP AND A.PAY_END_DT = B.PAY_END_DT AND A.OFF_CYCLE = B.OFF_CYCLE AND A.PAGE_NUM = B.PAGE_NUM AND A.LINE_NUM = B.LINE_NUM AND A.SEPCHK = B.SEPCHK AND C.ACCT_CD = B.ACCT_CD AND D.EMPLID = A.EMPLID )
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- 51. Value Added Easilyable to focus on areas or transactions that need more review Consistent audit methodology regardless of Auditor that is working on the audit Enhanced sample selection process Improved audit reporting 51
- 52. Example 2: Returnto Title IV Audit Audit Objective: To ensure that institution was fully complying with R2TIV regulations. Return of financial aid funds when a recipient ceases to be enrolled prior to the end of a payment period or period of enrollment. 52
- 53. Withdrawals Withdrawal Date Datestudent began the formal withdrawal process or notified… Mid-point, if no notification Date of illness, accident, etc. Beginning of an approved LOA if student does not return Last date at an academically-related activity 53
- 54. Requirements The Institution Must: Determine date of student‟s withdrawal Calculate percent of period completed Determine amount earned by applying percent completed to total of amounts disbursed and amounts that could have been disbursed Return unearned funds to Title IV programs, or pay student post- withdrawal disbursement Determine Title IV overpayment, if any 54
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- 57. SQL SELECT A.EMPLID,A.AID_YEAR,A.BGT_ITEM_CATEGORY,A.STRM,A. BUDGET_ITEM_AMOUNT ,B.TOT_TIV_AID_RTRN,B.INST_CHRG_BOARD,B.INST_CHRG_OTHER,B.INST_CHRG_ TUIT_FEE ,B.RTRN_TIV_CAL_PCT FROM PS_STDNT_BGT_AD_VW A , PS_STDNT_RTN_TIV B WHERE A.EMPLID=B.EMPLID AND A.AID_YEAR=B.AID_YEAR AND A.STRM=B.STRM 57
- 58. Test Performed Validateaccuracy of calculation Verified completeness of calculations Timeliness of calculation Timeliness of returns 58
- 59. Value Added Highlightedprogress department made in achieving compliance with regulations Institution able to return money to the respective programs without being penalized during a federal review Random sampling would not have been able to identify all potential students with compliance issues 59
- 60. Example 3: ExecutiveTravel Background Audit Objective: To ensure that executive travel expenses made by executives, or on behalf of executives, were in compliance with travel and entertainment policies and procedures Our Process –Corporate Travel Planners (CTP) booking for flights, hotels, and car rentals, Citibank Purchasing Card expenses, Expense Reimbursements issued after travel Critical Data Elements: Source Data 60
- 61. Steps Performed Step1 – Identify University Executives Step 2 – Obtain Source Data Step 3 – Data Analytics 61
- 62. Step 1: IdentifyingExecutives Determine Meaning of Executive President, Vice President, Dean, Endowed Chair Challenges Payroll data title does not match actual job title Identification of executive using title 62
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- 64. Step 2: ObtainSource Data Sources of Data CitiBankData CTP Data PeopleSoft Reimbursement Data 64
- 65. Problems with ExternalData 65 Formatting of Data Missing Data from Fields Standardization with University Data
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- 68. Step 3: DataAnalytics 68 Compiling Completed Data Summarizations Visualizations Sample Selection Top Spenders Trend Analysis
- 69. Standardization with UniversityData 69 External Data University Data Other Variants of Data Cleaning the Data
- 70. Value Added Improvedaudit planning activities Performed analysis to identify top spending execs Enhanced sample selection 70
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- 73. Key Takeaways 73 Talk toyour CAE Designate Data Analytics Champion(s) Data Pull Methodology IT Access
- 74. Questions / Contact 74 RayKhan ray.khan@utdallas.edu 972-883-2695 Ali Subhani alisubhani@utdallas.edu 972-883-2540