Systems Development, Program Changes, and Application Controls

SYSTEMS DEVELOPMENT

Systems Development Activities

 Authorizing development of new systems
 Addressing and documenting user needs
 Technical design phases
 Participation of internal auditors
 Testing program modules before implementing
o Testing individual modules by a team of users, internal audit staff, and systems professionals

Systems Development Life Cycle (SDLC)

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Systems Development, Program Changes, and Application Control
Systems Development: Auditing Objectives
Ensure That:
 SDLC activities are applied consistently and in accordance with management’s policies.
 The system as originally implemented was free from material errors and fraud.
 The system was judged to be necessary and justified at various checkpoints throughout the
SDLC.
 System documentation is sufficiently accurate and complete to facilitate audit and maintenance
activities

Systems Development: Internal Control

 New systems must be authorized.
 Feasibility studies were conducted.
 User needs were analyzed and addressed.
 Cost-benefit analysis was done.
 Proper documentation was completed.
 All program modules must be thoroughly tested before they are implemented.
 Checklist of problems was kept.
 Last, longest and most costly phase of SDLC
o Up to 80-90% of entire cost of a system

 All maintenance actions should require

o Technical specifications

o Testing

o Documentation updates

o Formal authorizations for any changes

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 PROGRAM CHANGE

Program Change: Auditing Objectives

 Detect unauthorized program maintenance and determine that:
 Maintenance procedures protect applications from unauthorized changes.
 Applications are free from material errors.
 Program libraries are protected from unauthorized access.

Source Program Library (SPL)

 Library of applications and software.
 Place where programs are developed and modified.
 Once compiled into machine language, no longer vulnerable.

Uncontrolled Access to SPL

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Controlled SPL Environments
SPL Management Systems (SPLMS) protect the SPL by controlling the following functions:
 Storing programs on the SPL.
 Retrieving programs for maintenance purposes.
 Deleting obsolete programs from the library.
 Documenting program changes to provide an audit trail of the changes.

Source Program Library under the Control of SPL Management Software

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SPL Control Features
 Password control
 Separation of test libraries
 Audit trails
 Reports that enhance management control and the audit function
 Assigns program version numbers automatically
 Controlled access to maintenance commands

Program Change: Auditing Procedures

Verify that programs were properly maintained, including changes. Specifically:
 identification and correction of unauthorized program changes
 identification and correction of application errors
 control of access to systems libraries

APPLICATION CONTROLS

Application Controls
 Narrowly focused exposures within a specific system, for example:
o Accounts Payable
o Cash Disbursements
o Fixed Asset Accounting
o Payroll
o Sales Order Processing
o Cash Receipts

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 o General Ledger
 Risks within specific applications
 Can affect manual procedures (e.g., entering data) or embedded (automated) procedures
 Convenient to look at in terms of:
o Input Stage
o Processing Stage
o Output Stage

Application Input Controls

 Goal of input controls - Valid, Accurate, and Complete Input Data
 Two common causes of Input Errors:
o Transcription Errors – wrong character or value
o Transposition Errors – ‘right’ character or value, but in wrong place
 Check digits – data code is added to produce a control digit
o especially useful for Transcription and Transposition Errors
 Missing data checks – control for blanks or incorrect justifications
 Numeric-alphabetic checks – verify that characters are in correct form
 Limit checks – identify values beyond pre-set limits
 Range checks – identify values outside upper and lower bounds
 Reasonableness checks – compare one field to another to see if relationship is appropriate
 Validity checks – compares values to known or standard values

Application Processing Controls

 Programmed processes that transform input data into information for output.
 Three categories:
o Batch Controls
o Run-To-Run Controls
o Audit Trail Controls

Batch Controls
 Reconcile system output with the input originally entered the system
 Based on different types of batch totals:
› Total Number of records
› Total Dollar value
› Hash Totals – sum of non-financial numbers

Run-To-Run Controls
 Use batch figures to monitor the batch as it moves from one programmed procedure (run) to another.

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Audit Trail Controls
 Numerous logs used so that every transaction can be traced through each stage of processing from its

economic source to its presentation in financial statements.

Transaction Log to Preserve the Audit Trail

Application Output Controls

 Goal of output controls is to ensure that system output is not lost, misdirected, or corrupted, and that
privacy is not violated.
 In the following flowchart, there are exposures at every stage.

Stages in the Output Process

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Systems Development, Program Changes, and Application Control
  Output Spooling – creates a file during the printing process that may be inappropriately accessed.
 Printing – create two risks:
o Production of unauthorized copies of output.
o Employee browsing of sensitive data.
 Waste – can be stolen if not properly disposed of. (For example, Shredding)
 Report Distribution – for sensitive reports, the following are available:
o Use of secure mailboxes.
o Require the user to sign for reports in person.
o Deliver the reports to the user.
 End User Controls – end users need to inspect sensitive reports for accuracy.
o shred after used.
 Controlling Digital Output – Digital output message can be intercepted, disrupted, destroyed, or
corrupted as it passes along communications links.

Testing Application Controls

Techniques for auditing applications fall into two classes:

1. Testing Application Controls – Two General Approaches:

a. Black Box – around the computer
b. White Box – through the computer
2. Examining transaction details and account balances—Substantive Testing

Black Box Approach

 Focuses on input procedures and output results

 To Gain understanding:

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Systems Development, Program Changes, and Application Control
 o Analyze Flowcharts

o Review Documentation

o Conduct Interviews

White Box Approach

 Focuses on understanding the internal logic of processes between input and output.
 Common tests
› Authenticity tests
› Accuracy tests
› Completeness tests
› Redundancy tests
› Access tests
› Audit trail tests
› Rounding error tests

White Box: Testing Techniques

 Test Data Method: Testing for logic or control problems - good for new systems or systems which have
undergone recent maintenance.
o Base Case System Evaluation (BCSE) - using a comprehensive set of test transactions.
o Tracing - performs an electronic walkthrough of the application’s internal logic.
 Test data methods are not fool-proof.
o A Snapshot - one point in time examination.
o high cost of developing adequate test data.
 Integrated Test Facility (ITF): An automated, on-going technique that enables the auditor to test an
application’s logic and controls during its normal operation.
 Parallel Simulation: Auditor writes simulation programs and runs actual transactions of the client
through the system.

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The ITF Technique

The Parallel Simulation Technique

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Substantive Testing
 Techniques to substantiate account balances.
For example:
o search for unrecorded liabilities
o confirm accounts receivable to ensure they are not overstated
 Requires first extracting data from the system. Two technologies commonly used to select, access, and
organize data are:
o Embedded Audit Module
o Generalized Audit Software

Embedded Audit Module

 An ongoing module which filters out non-material transactions.
 The chosen, material transactions are used for sampling in substantive tests.
 Requires additional computing resources by the client.
 Hard to maintain in systems with high maintenance.

Generalized Audit Software

 Very popular and widely used.
 Can access data files and perform operations on them:
o Screen Data
o Statistical Sampling Methods
o Foot & Balance
o Format Reports
o Compare Files and Fields
o Recalculate Data Fields

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Using GAS to Access Complex File Structure

Reference: Accounting Information Systems. James A. Hall (2012). Cengage Learning

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