A gap analysis is a method of assessing the differences in performance between a business’ internal controls to determine whether business requirements are being met and, if not, what steps should be taken to ensure they are met successfully. Moreover, it is a determination of the degree of conformance of your organization to the requirements of an internal controls standard. A gap analysis is mainly a document review or a “show me the evidence” type activity, evidence which usually will come in the form of a record or document. During a gap analysis, there is some auditing accomplished, through key stakeholders providing the evidence they may have –or not- for each of the requirements set forth in the relevant internal controls standard.

Gap analysis are very often conducted at the beginning of the journey of an organization seeking compliance to an internal controls standard or it can be used as the basis for internal controls enhancement. Interestingly this can lead to more or even less internal controls, as sometimes in the realm of internal controls, less is more. The primary reason why a gap analysis is conducted at the beginning of the development phase or after some development has occurred is because the organization wants to know where they stand regarding meeting the relevant internal controls standard and they want to know specifically what they need to do to close the gaps. Companies need to understand where their gaps in internal controls are located, how large those gaps might be and what they need to do to close those holes and get closer to fully meeting the requirements of the chosen specification or standard.

Gap analysis is a technique that can be used to assess if an enterprise can meet its needs using its present capabilities. The capabilities that may be examined for improvement include staff competencies, facilities, applications, technical infrastructure, processes and lines of business; all with an eye towards (1) improving the compliance environment and (2) operationalizing compliance into the functional business units.

Miriam Boudreaux posed the following, “Imagine a situation where you have been asked to improve the performance or efficiency of a particular unit of an organization. You have no clue whatsoever as to what set of factors is the real cause of the degraded performance you have been asked to improve. Identifying the gap between what is expected and what you are delivering, that is, the difference between the current state and the future state, is referred to as “Gap Analysis”.”

She goes on to state that a “gap analysis can be defined in a number of ways, which more or less point towards the same meaning:

  1. It is the process through which a company compares its current or actual performance to its expected performance to determine whether it is meeting its objectives and using its resources effectively.
  1. It is a technique that businesses use to determine what steps need to be taken in order to move from their current states to their desired future states.

From both definitions, it is evident that gap analysis is a technique that can help a business reach its peak eventually. By defining and analyzing gaps, a project team can create an action plan to move the business forward and fill performance gaps.”

After the completion of the gap analysis there should be a report which presents a clear summary or where the major gaps exist between the company’s documentation and the internal controls requirements. It also should show a detail recount of each requirement and the degree of compliance, with corresponding actions that need to be taken to close these gaps. Here lies a major difference between an Audit report for example and a gap analysis report: the gap analysis report has some inherent advice to it, which makes it suitable to be accomplished by consultants or experts in the chosen specification or standards.

Another way to consider a gap analysis is the steps you should take. These include:

  1. Accurately defining the future goals: If you are not clear about the organization’s goals, all your efforts will be in vain. The first and foremost thing to be done is to identify what exactly the goals of the business are and the changes needed to achieve these goals. If the goal is not clear, the improvement exercise will keep on deviating from its desired path.
  1. Identifying the current scenario and associated issues: To reach the place you desire, you should first assess where you are located in your internal controls regime. For example, a failure to see the real reason behind the poor compliance performance of your business units may affect profit and growth on the long run. At this stage, the analyst may organize brainstorming sessions, employee interviews, document review sessions to gain insight into present challenges. Only after a comprehensive definition of present challenges can one get a clear picture of the situation.
  1. Devising the action plan: Now that you know the present and future expectations, you can think of the how factor, which is in form of a plan. How will you implement the action plan to close the identified gaps? The solutions may include several steps like hiring more employees, procuring extra machines and equipment, offering perks and incentives to get the best out of employees and so on.
  1. Report: Finally, you will want to report your findings with the appropriate data and analysis presented. To do this, you may wish to use our gap analysis report template. In your report, you will include things like the background of the company and analysis, problems that have occurred, and even reasons for undertaking the analysis. Then, you will present your findings, showing the strategic objectives, current standing, deficiencies, and whether the current situation is acceptable. If the situation is unacceptable, you will present a course of action for improvement. Finally, all your analysis will be backed up with the data gathered during the analysis.

Three Key Takeaways

  1. Be prepared to require evidence from key stakeholders.
  2. Use a multistage approach to a gap analysis.
  3. To get to where you want to be, you have to know where you are.

 

For more information on how to improve your internal controls management process, visit this month’s sponsor Workiva at workiva.com.

 

 

Next, I will review how to use the risk assessment you have performed as a tool to provide a structured approach to establishing effective internal controls. After preparation of the risk assessment, the next step is to prioritize the listing of the risks and which locations they are common. This begins by mapping existing internal controls to risks and then assess whether the internal controls are sufficient to mitigate the risks.

To help with consistency in this evaluation process, it may be useful to assign a risk weight to each of the elements in the risk assessment. For example, a construction company might assign a higher weight to the presence of movable fixed assets while a company which sells exclusively through local distributors, might assign a higher weight to the sales function than one that exclusively uses company employees for sales activities. However it is structured, the assessment should result in the assignment of individual risk scores and a composite risk score for each location. These scores can then be used to prioritize the locations in terms of dealing with control risks.    

One of the biggest risks under the FCPA is where sales are conducted through third parties. If your company is moving to new geographic markets or new products and does not plan to use an internal sales team to facilitate these new efforts it presents a high compliance risk. The Securities and Exchange Commission FCPA enforcement action against Smith & Wesson (S&W) was just such a situation, where a newly emerging international sales operation was executed through third party agents.

The compliance function should understand the corporate or business unit controls over the international business generally, in addition to the necessary controls over agents. Some of the questions you might consider are the following. Is there a US based International Sales Manager who is responsible for growing the international business? What is the incentive compensation plan? How good are the segregation of duties? In other words, can the International Sales Manager unilaterally make high-risk decisions, or must a senior officer of the business unit or the corporate home office be part of the approval process? Finally, and in a point not to be forgotten or dismissed, how are all of these internal controls documented?

What about a situation in opposite to the above scenario, where your company’s primary sales channel uses a US based sales force which only travels to locations outside the US for temporary visits of generally short duration. This situation minimizes some compliance risks, retains some compliance risks, and shifts some other compliance risks. The minimized compliance risks come from the lessening on the reliance of third parties so that a company, at least in theory, would have more control over its own work force than those employed outside your company.

The retained risks are the risks associated with gifts, entertainment, hospitality, and travel, approval of credit terms to customers, product pricing, special arrangements with customers such as providing product samples, knowing who the ultimate customer is and where the goods are ultimately shipped, and use of freight forwarders and customs agents. The shifted risks are created if there is no physical location outside the US because the accounting must be done in the US. This means that compliance risks regarding the accounting function simply shift to the US accounting department where transactions are processed and recorded and where the financial statements are prepared. 

These identified risks need to be subject to appropriate internal controls because it is well established that the issuance of a Code of Conduct and/or compliance policy and training of said policy’s requirements is a good practice, but it does not provide reasonable assurance that employees will comply with the policies. What is needed are written procedures and work instructions, in the native language of the respective employees, that defines exactly what the procedures to be performed are and how they will be evidenced. As difficult as it is for US employees to translate, by themselves, what it means to comply with policies, it may be significantly more difficult for employees outside the US, not only due to language but also due to traditional local business practices, cultures and customs.

You can also utilize the COSO 2013 Internal Controls Framework, which created a more formal structure to design or assess the effectiveness of internal control within the five COSO components. A companion document, Internal Control over External Financial Reporting: A Compendium of Approaches and Examples, catalogued possible approaches and examples in the context of internal control over financial reporting, and could be useful for companies complying with compliance internal controls under the FCPA. COSO has also published an additional companion document, Illustrative Tools for Assessing Effectiveness of a System of Internal Controlwhich provides templates that may be used to support an assessment of internal control and includes various scenarios which illustrate several practical examples of how the templates may be used.

Finally, consider a business unit in a geographic area such as the Far East where there is a significant amount of deference to supervisors in the local culture; such that, even if an employee saw inappropriate behavior it would not be expected that the employee would make any report or comment. Such situations can have huge impact on your internal controls environment.

Three Key Takeaways

  1. Third party risks are still your highest risks under the FCPA so use your internal controls appropriately to help prevent this risk from becoming a violation.
  2. Use mapping and a gap analysis to collate risks to existing controls.
  3. Always consider the regional and geographic variances.

 

For more information on how to improve your internal controls management process, visit this month’s sponsor Workiva at workiva.com.

Greg Allman died over the weekend. He was one of the greater rock and rollers of all-time. Together with his brother Duane, Dickie Betts, Butch Trucks, Berry Oakley and Jai Johanny Johanson, he formed the original The Allman Brothers Band (ABB). The took many disparate strands of Southern music; the blues, rock and roll, jazz, and country to create the most regionally distinctive brand of rock – Southern rock. It was often aped but no one did it better than ABB.

Gregg and the band created a sound that no one who saw or heard them ever forgot. My friend and colleague, Bruce Jackson, General Counsel at JAS International wrote to me, “When I saw them live in Athens GA in 1970 they opened with “Don’t Want You No More/It’s not My Cross to Bear”, at first Duane’s crisp riff was the focus but when the song after 8 bars jumped to Gregg and his Hammond B3 with that ghostly Leslie speaker whirling around, I was blown away.” He added “Greg’s B3 sound and his “this IS how the blues is sung” voice defined the ABB sound thereafter.”

I can only agree with Jackson’s assessment. With all the wild rock and roll life-style, the 9-day marriage to Cher and even a liver transplant; there was always the Hammond B3 organ and that voice. ABB also brought a regional pride in creating a true Southern rock and roll sound that gave every Southerner pride. Now that Gregg is reunited in Rock and Roll Heaven with brother Duane and drummer Trucks, I know the rock will be even more everlasting.

How can you determine if Human Resources (HR) can meet the needs of a best practices compliance program? One place to start is with a gap analysis to determine what HR has in place that can facilitate your company’s compliance program. According to Bright Hub Project Management, a gap analysis “compares actual performance (or status) with the desired performance (or status). A gap analysis takes into account where the company is and where it wants to be. Any review of a company and its goals should include a thorough gap analysis – especially when wanting to improve productivity, processes and products.”

From the HR and compliance perspective the four steps to undertaking a gap analysis are: (1) understanding the compliance and HR environment in your organization; (2) taking a holistic approach to understanding the compliance and HR environment; (3) determining a framework for analysis, and (4) compiling supportive data to test the program. Yet before beginning this exercise it is incumbent to understand that the first element of an effective compliance program under the U.S. Sentencing Guidelines is to have Established Policies and Procedures to protect and detect non-compliance with regulations. While the US Sentencing Guidelines specifically target “criminal conduct”, companies would be wise not to limit their “risk assessment” or “gap analysis” to only criminal conduct.

Most, if not all, companies possess several corporate policies that govern employee behaviors.  The person in charge of corporate compliance function should first identify the policies in place by utilizing a gap analysis to catalog the existence of corporate policies across the company, noting policy gaps and inconsistent application of policies across various locations. The business units and functional disciplines should be tasked with filling the gaps and standardizing conflicting polices.

This exercise allows you to move forward to what is required to operationalize compliance as you have to know what you must be compliant with going forward. So how does one work with the business units and the functional disciplines to structure the identification of legal and compliance risks in a way that can be managed and utilized with some degree of ease? Here are a few questions that a compliance practitioner may pose to the HR department to perform a gap analysis regarding policies and procedures:

  • Does the HR department have an inventory of policies, procedures, laws and regulations covering employees and employment related matters applicable to the company’s business?
  • If yes, do you have a specified person who is in charge of updating the inventory?
  • If no, what system does the HR department utilize to ensure that it is aware of the various compliance laws and regulations and has a process to comply with them?
  • What evidence would the HR department be able to produce to the government to support a finding that the company has a solid compliance program for applicable labor and employment laws and regulations?
  • What types of compliance training are mandatory for all employees, which are optional and how does HR track and document completion? How is the training performed? Is it provided in the native language of the employee or only in English?
  • What types of enforcement actions predominate in the compliance arena for your industry or where your organization does business? How is such data tracked in your company?
  • Are employees within the HR department specifically trained to understand compliance requirements applicable to your organization?
  • Does the HR department provide senior management with periodic updates on the monitoring of results, key risks, and compliance violations within HR?
  • Has the HR department established some type of escalation criteria to ensure that high-risk compliance issues are reviewed at the corporate level?
  • Does the HR department have compliance monitoring standards in place?
  • Does the HR department perform periodic audits to ensure that the policies and procedures are being complied with?

These are only a few of the questions that you may want to ask to begin the process of assessing how compliance and the role of HR apply to your company.

My final suggestion is to work with HR to create a consolidated Human Resources Compliance Audit Checklist that can be used to audit (and document) the company’s HR Compliance Program. The key to compliance, in my opinion, is having the proper structure to identify the issues, implement policies and procedures to address the issues, audit for compliance and document, document, and document.

 

For a YouTube clip of my all-time favorite ABB song Midnight Rider click here.

This publication contains general information only and is based on the experiences and research of the author. The author is not, by means of this publication, rendering business, legal advice, or other professional advice or services. This publication is not a substitute for such legal advice or services, nor should it be used as a basis for any decision or action that may affect your business. Before making any decision or taking any action that may affect your business, you should consult a qualified legal advisor. The author, his affiliates, and related entities shall not be responsible for any loss sustained by any person or entity that relies on this publication. The Author gives his permission to link, post, distribute, or reference this article for any lawful purpose, provided attribution is made to the author. The author can be reached at tfox@tfoxlaw.com.

© Thomas R. Fox, 2017

 

 

Economic DownturnThis week I will present a series on steps that you can take in your compliance program if you find yourself, your company or your industry in an economic downturn. All of the recommendations I will make are ideas that have been put into action by companies currently facing these issues. They are ideas that you can use if you have scarce or lessened economic resources for your compliance function. Today I will take my cue from the recent Securities and Exchange Commission (SEC) enforcement action against BHP Billiton (BHP) as a key indicator of where greater and more rigorous SEC enforcement is heading. That is in the area of the enforcement of internal controls and steps that you can take right now, even with reduced head count and budgetary resources, to improve your Foreign Corrupt Practices Act (FCPA), UK Bribery Act or other anti-corruption compliance program.

However, before we get to that subject, I want to remember Marques Haynes, who died last week. Haynes was a basket baller extraordinaire who played with the Harlem Globetrotters off and on for 40 years. As was set out in his New York Times (NYT) obituary last week, Haynes “whose dazzling ball-handling skills, exhibited for more than 40 years as a member of the Harlem Globetrotters and other barnstorming black basketball teams, earned him a place in the Naismith Basketball Hall of Fame and an international reputation as the world’s greatest dribbler”. He was the first Globetrotter inducted into the Naismith Memorial Basketball Hall of Fame. I saw Haynes play in the later stages of his career with the Globetrotters; both on ABC’s Wide World of Sports and through their non-stop touring when they came to even my Podunk hometown. So here’s to you Marques and I am sure you have called ‘Next’ for that great pickup game in the sky several times now.

As they made clear with several FCPA enforcement actions from last fall, the SEC has placed a renewed interest in the accounting provisions of the FCPA, specifically the internal controls provisions. The BHP enforcement continued this trend, where there was no evidence that bribes were paid or offered in violation of the FCPA, tet the poor internal compliance controls at BHP led to a $25MM fine. Indeed Kara Brockmeyer, the Chief, FCPA Unit; Division of Enforcement of the SEC, who spoke at the recently concluded Compliance Week 2015, in a session entitled “A New Look at FCPA Enforcement”, reiterated that the SEC was committed to protecting investors in US public companies and those which list other securities in the US, through enforcement of the accounting provisions, including internal controls provisions of the FCPA. It would seem that the reason is straightforward; a company with rigorous internal compliance controls is better able to prevent, detect and remedy any FCPA violations that may occur.

So, in the midst of an economic downturn, what can you do around the FCPA’s requirements for internal controls and current SEC emphasis? I would suggest that you begin with an exercise where you map the internal controls your company has in place to the indicia of the Ten Hallmarks of an Effective Compliance Program, as set out in the FCPA Guidance. While most compliance practitioners are familiar with the Ten Hallmarks, you may not be as familiar with standards for internal controls. I would suggest that you begin with the COSO 2013 Framework as your starting point.

As a lawyer or compliance practitioner you may not be familiar with all the internal controls that you have in place. This exercise would give you a good opportunity to meet with the heads of Internal Audit, Finance and Accounting (F&A), Treasury or any other function in your company that deals with financial controls. Talk with them about the financial controls you may already have in place. An easy example is employee expense reports. Every company I have ever worked at or even heard about requires expenses for reimbursement to be presented, in documented form on some type of expense reimbursement form. This is mandatory for IRS reporting; so all entities perform this action. See how many controls are in place. Is the employee who submits the expense reimbursement required to sign it? Does his/her immediate supervisor review, approve and sign it? Does any party in the employee’s direct reporting chain review, approve and sign? Does anyone from accounts payable review and approve, both for accuracy and to make sure that all referenced expenses are properly receipted? Is there any other review in accounts payable? Is there any aggregate review of expense reports? Is there a monetary limit over which additional reviews and approvals occur?

Now if an employee has submitted expenses for activities that occurred outside the US are there are any foreign government officials involved? Were those employees identified on the expense reimbursement form? Was the business purpose of the meal, gift or other hospitality recorded? Can you aggregate the monies spent on any one foreign official or by a single employee in your expense reporting system? All of these are internal controls that can be mapped to the appropriate prong of the Ten Hallmarks or other indicia of your compliance program.

You can take this exercise through each of the five objectives under the COSO 2013 Framework and its attendant 17 Principles. From this mapping you can then perform a gap analysis to determine where you might need to implement internal compliance controls into your anti-corruption compliance program. This can lead to remedial steps that you can take. For example you can recommend procedures be written for all key compliance areas in which there are currently no procedures and your existing procedures can be updated to include compliance issues and clear definition how controls are to be evidenced. Through this you can move from having detect controls in place, to having prevent controls, whenever possible.

As a Chief Compliance Officer (CCO) or compliance practitioner, this is an exercise that you can engage in at no cost. You simply investigate and note what internal controls you have in place and how they may be a part of your anti-corruption efforts going forward. As I said last week, compliance is a straightforward exercise. This does not mean that it is easy; you do have to work at it so that you will simply not have a paper, “check the box”, program. But using the excuse that you have limited resources is simply an excuse and a rather poor one at that. While the clear lesson from the BHP enforcement action is that you are required to have effective internal controls in place, by engaging in this mapping exercise you can then figure out what you have and, more importantly, what internal compliance controls that you do not have and need to institute.

Finally, if you do have resources and need some help, you can reach me at the email below.

This publication contains general information only and is based on the experiences and research of the author. The author is not, by means of this publication, rendering business, legal advice, or other professional advice or services. This publication is not a substitute for such legal advice or services, nor should it be used as a basis for any decision or action that may affect your business. Before making any decision or taking any action that may affect your business, you should consult a qualified legal advisor. The author, his affiliates, and related entities shall not be responsible for any loss sustained by any person or entity that relies on this publication. The Author gives his permission to link, post, distribute, or reference this article for any lawful purpose, provided attribution is made to the author. The author can be reached at tfox@tfoxlaw.com.

© Thomas R. Fox, 2015

The second day of Hanson Wade Oil and Gas Supply Chain Compliance conference in Houston packed as much solid information into it as did the first day. One of the sessions dealt with utilizing other corporate functions to assist a compliance department in implementing or enhancing a compliance program. There are many resources which currently exist inside your organization and if you are in the position where you must use internal rather than external resources, this post will detail some of the functions which you may be able to call upon inside your organization.

You should start with a basic approach which the speaker termed “Get Out of the Ivory Tower”. He explained that the compliance department must obtain realistic input from geographies, cultures, business units and corporate functions within the company. As he rather succinctly put it to the audience “A procedure which may work in Texas may not work in Indonesia.” He also counseled to train in local languages. This may mean more than translating your talk into one language. He gave the example of his training in Spain where he had dual translations going, from English into Spanish and Catalan.

Part of this translation issue led to his next point, which was not to believe your own story or even worse, your own propaganda. Simply because a Country Manager says something is true means does not mean that it is true. Internal controls, monitoring and auditing are important to test that you are actually doing compliance rather than simply saying you are in compliance.

In determining what other departments might be able to assist the compliance function, the speaker suggested that you should start with three inquiries. They were:

  1. What can yours do? This is the initial assessment that you need to make about what your compliance department can do. What are your resources and budget? Start with this question.
  2. What can theirs do? In looking around your company, next ask this question. What are the functions of the departments? Are there things that they are currently doing which can supplement the compliance function? Are there functions in that department’s core function which can assist the company in the doing of compliance?
  3. How many employees does each of you have? An obvious concern is the number of employees that are available to assist the compliance function.

What are some of the other corporate functions that might assist the compliance department going forward? An obvious starting place is Human Resources (HR). The speaker listed several areas in which HR can bring expertise and, in my experience, enthusiasm to the compliance function. Some of the reasons include the fact that HR is physically located at or touch every site in the company, globally. HR is generally seen as more approachable than many other organizations in a company, unfortunately including compliance. A person’s first touch point with a company is often HR in the interview process. If not in the interview process, it is certainly true after a hire is made. Use this approachability.

Obviously, HR has several key areas of expertise, such as in discrimination and harassment. But beyond this expertise, HR also has direct accountability for these areas. It does not take a very long or large step to expand this expertise into assistance for compliance. HR often is on the front line for hotline intake and responses. These initial responses may include triage of the compliant and investigations. With some additional training, you can create a supplemental investigation team for the compliance department.

Clearly HR puts on training. By ‘training the trainers’ on compliance you may well create an additional training force for your compliance department. HR can also give compliance advice on the style and tone of training. This is where the things that might work and even be legally mandated in Texas may not work in other areas of the globe; advice can be of great assistance. But more than just putting on the training, HR often maintains employee records of training certifications, certifications to your company’s Code of Conduct and compliance requirements. This can be the document repository for the Document, Document Document portion of your compliance program.

Internal Audit is another function that you may want to look at for assistance. Obviously, Internal Audit should have access to your company’s accounting systems. This can enable them to pull data for ongoing monitoring. This may allow you to move towards continuous controls monitoring, on an internal basis. Similarly, one of the areas of core competency of Internal Audit should also be internal controls. You can have Internal Audit assist in a gap analysis to understand what internal controls your company might be missing.

Just as this corporate function’s name implies, Internal Audit routinely performs internal audits of a company. You can use this routine job duty to assist compliance. There will be an existing audit schedule and you can provide some standard compliance issues to be on each audit. Further, compliance risks can also be evaluated in this process. Similar to the audit function are investigations. With some additional training, Internal Audit should be able to assist the compliance function to carry out or participate in internal compliance investigations. Lastly, Internal Audit should be able to assist the compliance function to improve controls following investigations.

A corporate IT department has several functions that can assist compliance. First and foremost, IT controls IT equipment and access to data. This can help you to facilitate investigations by giving you (1) access to email and (2) access to databases within the company. Similar to the above functions, IT will be a policy owner as the subject matter expert so you can turn to them for any of your compliance program requirements which may need a policy that touches on these areas. The final consideration for IT assistance is in the area of internal corporate communication. IT enables communications within a company. You can use IT to aid in your internal company intranet, online training, newsletters or the often mentioned ‘compliance reminders’ discussed in the Morgan Stanley Declination.

Finally, do not forget your business teams. You can embed a compliance champion in all divisions and functions around the company. You can take this a step further by placing a Facility Compliance Officer at every site or location where you might have a large facility or corporate presence. Such local assets can provide feedback for new policies to let you know if they do not they make sense. In some new environments, a policy may not work. If you company uses SAP and you make an acquisition of an entity which does not use this ERP system, your internal policy may need to be modified or amended. A business unit asset can also help to provide a push for training and communications to others similarly situated. One thing that local compliance champions can assist with is helping to set up and coordinate personnel for interviews of employees. This is an often over-looked function but it facilitates local coordination, which is always easier than from the corporate office.

There are many ways to implement or enhance a compliance program in a company. If you do not have the luxury of creating an entire compliance department with an unlimited budget, you may be able to call upon other areas of corporate expertise to facilitate your role. Do not be an Ivory Tower.

This publication contains general information only and is based on the experiences and research of the author. The author is not, by means of this publication, rendering business, legal advice, or other professional advice or services. This publication is not a substitute for such legal advice or services, nor should it be used as a basis for any decision or action that may affect your business. Before making any decision or taking any action that may affect your business, you should consult a qualified legal advisor. The author, his affiliates, and related entities shall not be responsible for any loss sustained by any person or entity that relies on this publication. The Author gives his permission to link, post, distribute, or reference this article for any lawful purpose, provided attribution is made to the author. The author can be reached at tfox@tfoxlaw.com.

© Thomas R. Fox, 2013