Millennium ready

Internal Auditor, Feb, 1999 by William E. Chadwick

At Boston College, we recently utilized electronic mail with HTML conductivity and Web technology interfacing with a FileMaker Pro database to eliminate the manual tasks of drafting the letters, stuffing envelopes, mailing, and responding to the survey. Conflict of interest replies are now received instantaneously and electronically summarized via the FileMaker Pro database. The database automatically generates reports that indicate the individuals who have responded, individuals reporting no conflicts of interest, and individuals reporting potential conflicts. The database reports eliminate the manual logs or electronic spreadsheets previously used to track responses.

A further use of Internet technology involves a specific Web site designed for control self-assessments. Control questionnaires are converted into an electronic form and posted on the site. The questions are designed to allow internal auditors to interact with departments or subsidiaries participating in a CSA review without actually having to travel to a remote operation.

REPORTING AUDIT RESULTS

As is the case with our audit workpapers, we must continue to think of new ways to present our audit reports so that professionalism and persuasiveness are enhanced. The following ideas are only examples of ways to break the traditional, stereotypical audit report format and style so that it is more readable and less threatening.

9 REPORT PRESENTATION As mentioned earlier, one effective method of influencing report readers is through visual presentation. Many special techniques are used in magazines, newspapers, and other professional writing organizations because they are proven communication devices. Internal auditors can adopt these special effects in their reports.

For example, using color drop caps to begin the report should be considered. Another possible presentation technique involves stating the audit client response and the executive summary using a white font on a color background. This technique brings the reader's eye to the most important parts of the report.

In addition, incorporating digital photos or color graphs and charts within the text to demonstrate audit issues or to provide a historical framework provides a visual incentive to read the report. It is also a very effective marketing technique for demonstrating the quality of the internal audit function.

10 REPORT TRANSMISSION As organizations conduct increasing amounts of on-line business, audit clients should be given, and may even demand, the option of receiving audit reports via e-mail. It may take many days to receive a manual report, particularly in another country. Once received at the site, the report must still flow through the organization's mail and delivery systems. E-mailing reports represents the most efficient, expeditious method for communicating audit results.

Approximately 40 percent of Boston College audit clients now receive reports only by electronic mail. Audit reports are prepared by the internal audit staff, then edited on-line by the director. Draft audit reports are e-mailed to auditees, responses are returned electronically to the internal audit department, and the responses are incorporated into final reports, all without producing any paper.