Risk Management in IT Services


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There is little better measure of how hot the demand for risk management services is than the experience of Brown Smith Wallace in the first quarter of this year. “We have closed so much work in the first quarter that we have almost reached our quota for the year,” says Tony Munns, one of the co-leaders for the risk management practice at the Saint Louis-based accounting firm.

Spurred by regulations, and by the increasing reliance on technology by virtually all businesses, the need for a wide array of services that help companies reduce risk has mushroomed over the last few years.

The firm’s Web site lists the services as data analysis service, enterprise risk, Sarbanes-Oxley assistance, SAS 70 and third-party assurance and technology risk.

Partner Insights

Risk assessment engagements “go in all directions. We have been asked to perform risk assessments because there was fraud or because someone lost a laptop with critical data,” says David Smokler, director of technology for the governance practice at Roseland, N.J.-based J.H. Cohn.

“We have two IT risk methodologies,” says Smokler. “One of them is primarily focused on internal auditing engagement.” The other is the IT diagnostic risk assessment, which involves looking at an entire organization and all technologies.

Risk within a company’s technology system can occur for reasons other than the normal threats posed by viruses, hackers and thieves. Problems can occur because as an organization’s IT infrastructure expands, it can deviate from the original architecture. Acquisition of new companies can also introduce risk.

“When you acquire a new division and are in the progress of migrating data, there is inherent risk to the individual company,” says Smokler. One of Cohn’s tasks is to recommend standardization that will give the company more control over its processes.

The tools used by Cohn and other firms rest more on processes than on software, although many have developed their own tools and some commercial products such as ACL and CaseWare Idea are commonly used.

In Cohn’s case, a three-phrase process is used by the staff of more than 30 that studies “anything that plugs into the wall,” in its definition of technology.

In Phase I, the firm builds an asset-based profile. It develops an understanding of senior management and a company’s operational areas and the knowledge of the staff.

Infrastructure vulnerabilities are identified in Phase II and “we go through the process of evaluating various tools that are specific to the company’s environment,” Smokler says.

In Phase III, the firm puts together the strategy and plan and conducts analyses.

“What makes Cohn different is that, not only do we have the capabilities of using testing tools,” says Smokler, “we have the capability of understanding how to analyze the output.”

Where Companies Fail

Despite the fact that Anchin, Block & Anchin performs a lot of risk assessment and IT audits for public companies that need to comply with Sarbanes-Oxley and private organizations that need SAS 70 audits, the IT problems found are often surprisingly basic.

“It’s about password control and maintenance. It’s change management. It’s making sure you have the proper environmental controls with air conditioning and fire suppression, making sure the doors to the server room are locked,” says John Dodge, managing director of business risk services for the New York-based accounting firm.

In fact, most of the recommendations Anchin issues don’t involve sophisticated technical issues—they are recommendations for taking care of basic issues that companies ignore or forget to deal with.

One precaution that can easily be overlooked is making sure servers are under warranty. Typically, a company might have servers that are six years old that have been out of warranty for three years.

“These are the kinds of things companies take for granted,” says Dodge. “Some of these organizations have been very fortunate that they have not experienced a server failure.”

And, of course, organizations that back up data frequently fail to test the backups to see if they will actually restore the information.

“This is exactly the kind of thing we run into frequently,” says Dodge. “The IT department has procedures, but there are breakdowns in their own processes that allow these mistakes to occur. If that occurs at the server level, you can imagine the risk.”

Tighter Ships

For the four-year-old risk management technology group at BKD, its banking and financial services clients generally have sophisticated controls on their technology systems.

“Typically, things are pretty tight,” says managing consultant Ron Holshizer, who describes the group as a virtual practice that draws upon expertise from all of the firm’s offices.

Prior to the formation of the unit, there were pockets of expertise spread around the firm. Since then, the practice has grown very rapidly. Holshizer attributes that to the fact that “the reliance on technology is so much greater than it was five years ago. If you lose your systems, things come to a screeching halt.”

The most common engagement performed by BKD is a generalized IT controls review that encompasses a comprehensive study of technology controls, policies, processes, personnel control, software development life cycle controls and business continuation and disaster recovery.

When banks are clients, the controls involve a high degree of reliance on their vendors, who generally have a high degree of technical expertise.

“We don’t run into too many problems,” he says.

That’s when it comes to networks and other systems under direct IT control. It’s a different story when it comes to portable devices, including laptop computers and cell phones.

“These are the ones that concern us. You don’t know if the loan officer has taken the laptop home at night,” he says. However, most financial institutions have encrypted hard drives and communication between remote sites and offices are via virtual private networks. Most also have extensive policies and procedures.

What concern about security has produced is “redundancies on top of redundancies,” to make sure data is safe. Clients will have mirrored systems on site, back up to tapes and take information off site.

The firm also deals with a people issue involving technology—phishing, the effort by outsiders to dupe computer users into revealing critical information such as bank account and bank routing numbers and Social Security numbers.

Simply having the accounting firm team come in and ask employees questions about their practices helps.

“They behave differently if they know somebody is looking over their shoulder,” says Holshizer.

More Help

One element that will help clients and auditors improve compliance is the move to build better tools into commonly used accounting packages.

Microsoft’s adoption of role-based computing can help because it enables companies to keep roles and responsibilities separate, according to Craig Dewar, director of community marketing for Microsoft Business Solutions.

Dynamics GP, AX and SL increasingly offer pre-defined roles. Roles will be available in the next version of Dynamics NAV.

Roles are defined so that users can see only the information necessary for them to perform their jobs. For example, someone in accounts receivable couldn’t see information in inventory.

In remarks made at Microsoft’s Convergence user conference in Orlando in March, Dewar discussed the introduction of the compliance center dashboard, which provides access to reports that are built via SQL Reporting Services.

“This gives me a very simple look at the effectiveness of my controls and the key performance indicators that I would like to track,” said Dewar.

Automating the process is also at the core of the work done by Thomson Tax & Accounting’s PPC organization in helping accountants comply with new risk standards, according to Cheryl Stydnicki, senior product manager for PPC audit and accounting.

The company first released its e-Practice aids in October 2006, which took the PPC audit approach with which many firms were familiar, by making an automated tool that walks the user through the audit process.

“We use risk assessment technology to generate customized audit programs based on risk assessment,” notes Scott Spradling, PPC’s senior director of product development.

Spradling says the e-Practice aids walk the user through the process, considering company structure and the role of each individual operating within the company. It also poses a series of planning consideration and questions.

“Different companies have different risk areas,” says Spradling. “It’s up to the user to identify the particular risks.”

Use of XML files also means that audit guidance from PPC can be fed into what the company calls a smart platform.

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