Chapter 4 – Biographical audit

This module examines many aspects about the members' files to check that the data has been properly recorded. It includes powerful search routines to extract information about members.

0. Introduction

0.1 Description of audit tests

0.2 Suggested sequence and frequency of using this module

1. Test Selection

2. Biographical Data Audit

3. Print Biographical Data Audit

4. Clear Biographical Audit Files

0. INTRODUCTION

0.1. Description of Audit Tests

This audit module is unique. All other modules are concerned with transaction information. This is concerned with the information stored on the member file. The module consists of a number of very comprehensive and conclusive tests. None of them would be practical to carry out manually. They are as follows:

  • Check for member names without vowels or 'y'. CAPS looks at the surname of all members and makes sure that it contains a vowel or 'y'. If not, if prints out that member's details. This check was incorporated into CAPS because of a fraud case which involved members names which were just made up of "junk" data.
  • Check for members who are not shareholders. CAPS makes sure that every member with a loan is also a shareholder. This requirement is easy to overlook.
    Check for members with P.O. Box as the only address on file. CAPS looks for any member who has a Post Office Box number as the residential and mailing address.
  • Check for members within specific postcode area and you can enter postcode 'ranges'. CAPS will print out any members it finds with a postcode within those ranges. Some Financial Institutions have a particular 'bond area' within which they are entitled to operate. This checks that bond requirements are not being breached.
  • Check for member's ages. You can define some age ranges. CAPS reports details of any member with an age within those ranges. This usually discovers errors where the date of birth has been incorrectly entered. It also reports members with no birthday recorded on file.
  • Look for members with member numbers within specific ranges. For example, CAPS could locate all members with only four digit numbers. CAPS can also list all members with numbers between 60000 and 70000.
  • CAPS will also look for special characters. CAPS will print out members with any combination of special characters within either their Member Number, Name, Home Address or Mailing Address. For instance CAPS will print all members with 'CUNNAMULLA' as part of their address. CAPS can also print all Home addresses with 'BOX' in the address or 'UNKNOWN'.
  • CAPS will also look for members whose total potential indebtedness exceeds a specified amount, and members whose combined deposit total exceeds a specified amount.

Lets have a look at this in more detail.

0.2. Suggested sequence and frequency of using the module

Biographical Audit is a simple and straightforward CAPS module which should be run about twice a year. Internal auditors may choose to run it more often to assist in maintaining the integrity of the Financial Institution's data. The sequence is as follows:

Step  
1 Use menu option 1 - TEST SELECTION to choose which tests you want CAPS to carry out.
2 Use menu option 2 - BIOGRAPHICAL DATA AUDIT to instruct CAPS to carry out the audit. This will be performed overnight.
3 Print out the result of the audit using menu option 3 - PRINT BIOGRAPHICAL DATA AUDIT. Examine the results and carry out any appropriate audit tests.
4 Use menu option 4 - CLEAR BIOGRAPHICAL AUDIT FILES to regain disk space taken up by the audit files.

1. TESTS SELECTION

CAPS allows you to input parameters for up to thirteen tests. Because there are so many parameters, CAPS has two input screens to cope with the information. The first screen is as follows :

<1> Member No. Length (Min)

Enter a minimum Member Number length allowable, or RETURN for no minimum. CAPS will select members with lengths less than that minimum.

<2> Member No. Length (Max)

Enter a maximum Member Number length allowable, or RETURN for no maximum. CAPS will select members with lengths greater than that maximum.

<3> Find Members at same addr

Options are 'N' for no test, 'R' for Residential (Home) address test, 'P' for postal address test, or 'B' for both Residential and Postal address test. This test will determine all members where the Residential or Postal addresses are the same (without matching on street number). This can be a very large report, so it is important to specify a filtering field and value when you go to print this report. See below.

<4> Post Box Address Test

If you wish to select members with a post box address type [Y], else type [N]. This test will select members that only have addresses recorded with the word 'BOX' within. This will allow you to identify loans that will be difficult to trace the owner for.

<5> Non Shareholder Test

If you wish to select member who are not shareholders type [Y], else type [N].

<6> Missing Vowels Test

If you wish to list all members without vowels in their names, type [Y], else type [N]. For the purposes of this test in CAPS 3.03 and later, 'Y' is counted as a vowel, because many legitimate names have no vowels but do have a 'Y'.

<7> Post Code Range Test (window)

CAPS allows you to select members with postcodes within specified ranges. For instance: To select all members with postal addresses in N.S.W. simply set the minimum and maximum to 2000 and 2999 respectively. If no parameters are input, no tests are performed. You may input as many range combinations as you like.

Post Code Low
Input the minimum post code in this range. Press RETURN only on a blank line to finish.

Post Code High
Input the maximum post code in this range.

<8> Age Test (window)

CAPS allows you to select members with ages within specified ranges. If you wanted to test for members who are younger than eighteen, simply set the minimum and maximum to 0 and 18 respectively. If no parameters are input, no tests are done. You may input as many age combinations as you like.

Age Low
Input the minimum age in this range or press RETURN on a blank line to finish age ranges.

Age High
Input the maximum age in this range.

<9> Member Number Test (window)

CAPS allows you to select all members with member number within specified ranges. If no parameters are input then no tests are performed.

Member Number Low
Input the minimum number in this range, or press RETURN on a blank line to finish ranges.

Member Number High
Input the maximum number in this range.

After these parameters have been entered press [Enter] to move to Biographical Data Tests Menu 2. This second input screen is as follows.

Input your test information as explained below. To return to the last input screen type [L]. To finish the Test Selection simply press [Enter] at the second screen.

CAPS allows you to search for special characters within the Member Number, Name, Home Address and Mailing Address. You simply input the character combination to look for and CAPS will print out any matches. CAPS will even locate partial matches using the '[' and ']' symbols. These will match any character before or after the string respectively. For example, if you wanted to locate all members with Member Numbers beginning in '10' (eg. '108883') you would simply enter '10]'. Another example is if you wish to locate all members with the letters 'BOX' in their address. You can do this using both symbols (for 'containing') as follows : '[BOX]'.

<10> Member Number

Enter as many Member Number character combinations as you wish. CAPS will locate any Member Numbers matching any of those entered.

<11> Member Name

Enter as many member name character combinations as you wish. CAPS will locate any Member Names matching any of those entered.

<12> Home Address

Enter as many home address character combinations as you wish. CAPS will locate any members whose home addresses match any of those input. This test can be used as a supplement to the Post Box test. For Example, you can ask CAPS to look for addresses not valid for members with significant loan accounts. Examples might be [CARAVAN] [Box] [P O] [P.O] [GPO] [C/] [RETURN] [POST] [HOTEL].

<13> Mail Address

Enter as many postal address character combinations as you wish. CAPS will locate any members whose mailing addresses match any of those entered.

<14> Display Loan Balances

If you wish to report loan balances type [Y], else type [N]. This option can help you identify clients with incomplete records that have loan accounts. For instance you might find that an 80 year old with no street address has a $50,000 loan balance.

<15> Display Savings Balances

If you wish to report savings balances type [Y], else type [N].

<16> Display Investment Balances

If you wish to report investment balances type [Y], else type [N].

<17> Report Only New Exceptions

If you have run the biographical audit in the past and have checked all reported exceptions then you may not want the same exceptions reported the next time you run the audit. To prevent this from happening you can enter [Y] here which tells CAPS that you only want new exceptions reported, otherwise enter [N] for all exceptions to be reported.

<18> Maximum Potential Indebtedness Allowed

If you wish to list all members who are over a certain level of indebtedness, enter the limit here. CAPS defines the maximum indebtedness as the total debit balances of all accounts belonging to that member, i.e. loan balances plus any overdraft savings balances. If the overdraft limit is larger than the actual balance then that is used instead.
The printed report for this option will also show Current Debt and Credit Available. Current debt is the total of all money outstanding from loan, visa overdraft and LOC accounts. Credit Available is the total of the credit limits on overdraft and LOC accounts (for the savings and investments ledgers only). Potential Debt is calculated by running through all the accounts in turn. For each one it adds to the potential debt either the overdraft/loan balance (if any) or the overdraft limit, whichever is larger.

<19> Maximum Combined Deposit Total Allowed

If you wish to list all members who have a deposit total over a certain amount enter the limit here. CAPS defines the maximum combined deposit total as the total credit balances of all accounts belonging to that member, i.e. savings plus any investment balances. NOTE: If the member has an overdraft savings account which has a negative balance this amount will not be deducted from the deposit total.

Result

CAPS files the parameters ready to be used in menu option 2, Biographical Data Audit.

2. BIOGRAPHICAL DATA AUDIT

This menu option lets you tell CAPS to do a Biographical Data Audit, usually overnight. If you are in test mode you can select a small sample immediately.

- if you are in Test Mode, CAPS prompts:

You are in test mode, do you want to start 'Biographical Data Audit' now?

Enter [Y] if you want CAPS to select a small test sample of members.

Enter [N] if you want CAPS to select all the members.

- if you answer [Y], CAPS asks:

How many records do you want to process

Enter the number of members records you want CAPS to use as a test sample.

CAPS displays messages to let you know what it is doing. When finished it returns to the Biographical menu.

- if you answer [N], or if you are not in Test Mode, CAPS asks:

Do you want 'Biographical Data Audit' submitted for overnight running?

Enter [Y] to add to overnight queue.

Enter [N] to cancel the request, and return to the Biographical menu.

Result

If you chose a test sample only, CAPS immediately runs 'Biographical Data Audit'. If you chose a full live sample, CAPS sets up an instruction for 'Biographical Data Audit' to be run overnight under 'NIGHT AUDIT'. (See CAPS UTILITIES, Section 2 - NIGHT AUDIT for more details).

3. PRINT BIOGRAPHICAL DATA AUDIT

This option lets you print the members details CAPS selected while running the BIOGRAPHICAL DATA AUDIT.
CAPS first prompts you to choose which reports to print using the screen below :

If you requested the "Members at Same Address" report, you must specify a "Filter Field" and "Filter Value" otherwise the report will be several hundred pages in length. For "Filter Field", you may enter 'D' for Department, 'C' for Class, 'T' for Member Type, 'S' for Staff, or 'N' for none. These specify the field of data to use from the Member details. The Filter Value is then compared against this field of data from the Member's details. The Filter Value can be any data value that is appropriate for the specified field and your Financial Institution.

Choose the tests required for printing by typing [Y] or [N]. If a test has a '*' in the input position, you have not input parameters for this test and thus it will not be available for printing. After selecting the print options, press Return and CAPS will prompt you for the Print Password.

For parameters<15> and <16> you will also be prompted with:

Do you want a summary indebtedness report [Y] or a detailed report [N]?

Enter [Y] or [N].

Print Password

Enter your print password. No user can print a report unless they have their print password. The user will be given two opportunities to enter the correct password or CAPS will automatically shut down. This feature provides security to reduce the likelihood of unauthorised users gaining access to CAPS reports.

YOU MUST COLLECT THE PRINT OUT IMMEDIATELY! DO NOT LEAVE AT THE PRINTER!

Result

The biographical data audit information contained in the following files are printed. See the examples on the next page.

  • Missing Vowels test results
  • Postcode range test results
  • Members at Same Address
  • Post box test results Member
  • Number Length results
  • Member Number Range results
  • Age range test results
  • Non-shareholder test results
  • Member Name Special Characters results
  • Member Number Special Characters
  • Home Address Special Characters
  • Mailing Address Special Characters
  • Maximum Potential Indebtedness
  • Maximum Deposit Total

Please refer to the examples at the end of the chapter.

4. CLEAR BIOGRAPHICAL AUDIT FILES

This allows you clear all work files relating to the biographical data audit. Are you sure you want to clear 'Biographical Data Audit' files? This is just a warning and a check to make sure you really know what you are doing. If you answer [Y], CAPS immediately clears all biographical data audit files. They cannot be regained. If you answer [N], CAPS returns you to the Biographical menu without doing anything.

Result

The following files are irretrievably cleared:

  • Missing Vowels test
  • Postcode range test
  • Members at same address
  • Post box test
  • Member Number Length
  • Member Number Range
  • Age range test
  • Non-shareholder test
  • Member Name Special Characters
  • Member Number Special Characters
  • Home Address Special Characters
  • Mailing Address Special Characters
  • Maximum Potential Indebtedness
  • Maximum Deposit Total