T r i v o r Software Pvt.

Ltd. Analysis of select Internal

Controls

* Analysis of select Internal controls conducted by Saad Sarfraz

Presentation Layout

Company Profile

Specific needs for Internal controls

Hierarchy structure & reporting dimensions

Internal controls in Administration department

Internal controls in Finance department

Internal controls in Human Resource department

Company Profile

Computer Software Applications

• Oil & Gas Sector

• Financial Institutions

• Manufacturing Sector

• Alternative Energy sources

Acquisition by Bentley in 2006

Location and size

Internal Control Specific needs

High tech specialized market Quality professionals Propriety Information Confidentiality Inventory management Content management (MIS) Consignment based projects Progress evaluation Offshore clients Quality Assurance Documentation CRM

• Specific needs = Specific controls and SOPs

Hierarchy and reporting

CEO

Administration

Human Resource Department

Information Technology Department

Finance Department

Introduction

Responsibilities of Administration Department

• Vendor selection

• Procurement control

• Maintenance of records

• Hiring

• Training

Control areas monitored by the Admin Department

Financial Management

Hiring process

Orientation process

Bentley notification

Training process

Vendor selection

Purchasing

Infrastructure and resources

Control Procedures

Documents and data control

Monitoring and measurement of processes

Internal auditing

Improvement

Control of Administration Records

Control of Administration and Accounts Records (Hard Copies)

Control of Administration and Accounts Records (Soft Copies)

Control of Training Records (Soft Copies)

Procurement Process

The manager, who requests technical service procurement, shall prepare a procurement document

The procurement document will contain the following provisions

1. Clearly define the scope of work

2. Technical requirements

3. Purchase order form authorization from CEO

4. Delivery for purchases

5. Cost and Schedule information

Related Records

Requisition Form

List of Approved Suppliers

Supplier Evaluation Form

Purchase Process Request

Vendor Selection and Approval

Purchasing

Verification of Purchased Item

Supplier Monitoring and Services Evaluation

Purchasing Document Review and Approval

Related Records

Supplier Evaluation Form

List of Approved Suppliers

Purchase Order

Inventory Management Process When item is purchased the administration manager will make an addition in inventory

list

The Manager Admin appoints a person to take the inventory of items (furniture, offices supplies etc)

The appointed person will take the physical inventory of listed items

Note the inventory on prescribed form Inform administration manager about the inventory lists

The appointed person will coordinate with MIS to take the updated inventory lists The appointed person will make a report of all the inventory by equipment, furniture

and other and report to Manager Admin

The System Administrator create the inventory report of Hardware and Software

CD’s inventory records are maintained and updated whenever there is a new addition in CD’s by the Network Support

Related Records

Inventory of Furniture and Office Supplies

Office Inspection Report

MIS Inspection Report

Human Resource Hiring

• Requisition form• Applicant interview grade• Employee agreement• Appointment Letter

Evaluation

• Probation period evaluation• Employee evaluation guidelines• Employee performance evaluation form

Human Resource Training

• Training request form• Training plan template• Employee training history

Miscellaneous HR controls• Gate Pass form• Leave form• Loan form• Time sheet worksheet • Termination/ Clearance form