montana legislative audit division joe murray - presenter electronic workpapers using microsoft...
TRANSCRIPT
Montana Legislative Audit Division
Joe Murray - Presenter
Electronic Workpapers
Using Microsoft Office
Reason for Move to Electronic Workpapers
Increase efficiency
Decrease duplication
New generation auditors
Use Microsoft Office• Word, Excel, Access, etc.
Why We Use Microsoft Office?
Low cost (existing software met needs )
Documentation already exits
Small staff (12 people)
Familiar with software (user-friendly)
ImplementationStarted with small (pilot) projects
Working group• Developed policies/guidelines
Moved to all projects100% in place
Only used by Performance Audit staffResistance by Financial & IT staff
Why Have Some Resisted?
Future use of software questionableGov’t does change quickly/often
Not enough memory for storageMore than enough-more added
Don’t like changeWon’t have choiceAnalyzing other packages
MS Office E-Workpapers
Create folders where work is saved
Use MS Office applicationsWord, Excel, Access, Outlook, etc
Other applicationsScanners to create Pdf filesSave websitesSave e-mails
MS Office E-Workpapers
Hyperlinks provide link between documents
Excel spreadsheet provides indexOrganized by subject folderSupervisor reviewReport drafts
Example of Electronic
Folders
Electronic Index
Benefits & ChallengesBenefitsLow costUser-friendlyAgencies provide
compatible info/data“Easy” implementationUse existing applications
ChallengesWorkpaper organizationCreative documentation
and reviewOffice-wide buy inWorkpaper security-
shared storage
On-Going Improvements
Implemented standardized folders Created consistency in
workpaper organization
ThumbdrivesUsed if secure data neededBack-up
Standardized Folders Now Used
End of Audit (Workpaper Archive)
Archive directory & CD
Immediate/easy access when needed
Follow records retention requirements
Montana Legislative Audit Division
Joe Murray - Presenter
Electronic Workpapers
Using Microsoft Office