The Quaestor - Volume 12, Issue 2

The  Three  Lines  of  Defense  model1,  promulgated  by  the  Institute  of  Internal Auditors, provides a flexible framework that clearly delineates organizational roles and responsibilities for the effective management of risk and control.

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The  Board  of  Trustees  and  senior  management  are  the  primary  stakeholders served  by  the  three  lines  of  defense.    They  have  collective  responsibility  for setting RIT’s objectives, defining the strategies to achieving these objectives, and establishing governance structures and processes to best manage the risks which might prevent the accomplishment of these objectives.

Risk identification is a dynamic process  which should be integrated into the day-to-day activities of an organization to facilitate the timely identification of problems that could interfere with the achievement of objectives. Therefore, the first line of defense lies with RIT’s faculty, operational staff and management. As this group of  individuals  is  responsible  for  the  day-to-day  activities  and  processes  that contribute to the overall  success  of  RIT, they  are in  the best   position  to  identify risks  to  the  university  as  well  as  to  design  and  implement  effective  controls  to manage these risks.

The  second  line  of   defense  is  comprised  of  risk  management  and  compliance functions which assist faculty, operational managers, and staff in developing and monitoring processes and controls to mitigate risks.  They work closely with the first line of defense  to  provide  subject  matter  expertise,  implement  policies  and  procedures,  and identify  and  monitor  known  and  emerging  issues  affecting  the  organization’s  risks  and controls.  These functions have some degree of independence from the first line of defense; however,  they  are  by  nature   management  functions  which  may  intervene  directly  in modifying and developing the internal control and risk systems.

Internal auditors serve as an organization’s third line of defense.  They provide the Audit Committee of the Board of Trustees and senior  management with independent and objective assurance  on  a  broad  range  of  objectives,  such  as  the  efficiency  and  effectiveness  of  operations,  safeguarding  of  assets,  reliability  and  integrity  of  reporting  processes,  and compliance with laws, regulations, policies, and  procedures.  In order to maintain independence  and  objectivity,  Institute  Audit,  Compliance  &  Advisement  (IACA)  may  not design  or   implement  controls  and  may  not  be  responsible  for  RIT  operational  day-to-day functions. IACA acts as an advisor in collaboration with the  first and second lines of defense to foster effective governance, risk management, and internal controls.

Although external parties are not  formally considered to be among an organization’s three lines  of  defense,  external  auditors  and  regulators play  an  important  role  in   reviewing  and reporting  on  the  organization’s  control  structure,  and  setting  requirements  intended  to strengthen an organization’s  governance and controls.  However, the focus of these parties is  generally  narrower  in  nature  than  the  scope  of  responsibilities  for  the   three  lines  of defense,  which  are  expected  to  address  the  entire  range  of  operational  reporting  and compliance  risks  facing  an  organization.    Therefore,  these  external  parties  should  not  be considered  as  substitutes  for  the  internal   lines  of  defense  as  it  is  an  organization’s responsibility to manage its own risks.

The RIT Board of Trustees and senior management recently  began the implementation of an enterprise-wide risk management initiative.  As described above, each of the three lines of defense at RIT will  play a critical role in the successful execution of RIT’s enterprise-wide risk  management  processes  by  identifying,  managing,  and  monitoring   risks  that  may prevent RIT from accomplishing its strategic and operational objectives.

Reference

1  The  Three  Lines  of  Defense   in  Effective  Risk  Management  and  Control,  The  Institute  of Internal Auditors,   January 2013

Cybersecurity Considerations for Traveling Abroad

Over  the  last  few  months,  there  has  been  an  increased  focus  on  the  risks  and  policies  around  travel  abroad, including  policies  around  flying  with  laptops  and  mobile  devices.  We  were  recently  contacted  by  an  RIT  faculty member  traveling  to  a  conference  abroad  who  had  questions  about  securing  his  laptop.  We  have  provided  the information below to help you prepare for travel.  A couple of notes:

1. This communication reviews Cybersecurity concerns. RIT Global Risk Management Services provides a more comprehensive overview of travel policies and considerations.
2. Travel restrictions can change abruptly, both here and abroad. Review the U.S. Department of State Alerts and Warnings before and during travel.

Traveling with a laptop and other mobile devices

Should you bring your RIT laptop?

• It depends. Can you do without it? Unless you need your laptop to conduct university business, we recommend that you do not take it.

Should my laptop be encrypted?

• Probably. Be aware that even on re-entry to the United States, custom agents may examine your laptop.
• Some  countries  restrict  the  export  of  electronic  devices  (including  laptops),  software  (including  encryption software),  and other  technology.  Before travelling internationally,  check  with  the U.S.  Department  of  State to ensure  you  have   up-to-date  information  on  controls  that  may  apply.  In  some  cases,  it  may  be  necessary  to obtain prior authorization in the form of a license from the country of export or import.
• The export of U.S.-origin technology (from any country), including but not limited to encryption software, may also  be  prohibited  without  authorization  before  it  is  carried  or  shipped  abroad.  Many  commercially  available electronic  devices  (e.g.,  laptops,  iPads,  cell  phones,  and  digital  storage  devices)  come  with  pre-loaded encryption software which is subject to export controls administered by the Department of Commerce. Many of these items can be temporarily exported  under license exceptions referred to as “Temporary exports-Tools  of loaded  encryption  software which  is  subject to  export  controls  administered by  the  Department  of  Commerce. Many of these items can be temporarily  exported under license exceptions referred to as “Temporary exports- Tools  of  the  Trade”  (TMP)  or  Baggage  (BAG).  Under  the  TMP  exception,  when  laptops  and  other  devices (including  related  technology  and  software)  are:  used   for  professional  purposes,  returned  within  12  months, kept  under  effective  control  of  the exporter  while abroad (i.e.,  kept  in  a  hotel  safe or  other  secured space  or facility), and other security precautions are taken against unauthorized  release of technology (i.e., use of secure connections,  password  systems,  and  personal  firewalls),  then  the  TMP  license  exception  might  apply.  The Baggage (BAG) license exception covers personal items that are owed  by the researcher and intended only for their  personal  use.  It  is  important  to  note  that  these  license  exceptions  do  not  apply  generally  to  embargoed countries,  like  Cuba,  Iran,  North  Korea,  Sudan,  or  Syria.  If  you  require   guidance  on  export  controls  prior  to travelling, please contact the Office of Compliance and Ethics.

What should I do before my trip?

• Back up all data before your trip. 
• If there is confidential information or sensitive information on your computer that will not be needed during your trip and that you don’t want others to see, store it on your network share or other approved back-up device and remove it from the  computer that’s traveling with you. 
• It may be appropriate for you to talk with your department about taking a loaner laptop on the trip.

What should I do during my trip?

• Assume that your laptop will be examined. 
• It  is  also  possible  that  you  may  be  required  to  place  your  laptop  in  checked  baggage.  Use  a  case  or container that is designed to protect your laptop if it is checked. (If you do not have a container, place the laptop in the middle of your luggage and use clothing to cushion it.) 
• If  you  are  working  during  the  trip,  ensure  that  you  are  saving  to  your  cloud  provider  or  to  USB  flash memory.
• Keep your direct access to RIT systems and information resources at a minimum.
• Watch  out  for  distractions  and  possible  theft.  If  your  RIT-owned  laptop  or  device  is  stolen,  please  report it to RIT Public Safety, 585-475-2853.

What should I do to prepare for my return home?

• Again, assume that your laptop will be examined and may be placed in checked baggage.
• Consider  shipping the  laptop  back  in  a  suitable  container  to the  United  States  instead  of  taking  it  on your flight.

What should I do when I have returned home?

• When you return home, change your passwords.
• Contact your service desk to erase and re-image your hard drive and other components.
• Restore your data.

For more information

• RIT Travel Guidelines https://www.rit.edu/fa/grms/academic_fieldtrips.html 
• RIT International Traveler Emergency Response Plan https://www.rit.edu/fa/grms/academic_fieldtrips.html
• U.S.  Department  of  State  Travel  Alerts  and  Warnings    https://travel.state.gov/content/passports/en/alertswarnings.html 
• Bureau  of  Industry  and  Security,  U.S.  Department  of  Commerce  –  Export  Administration  Regulations https://www.bis.doc.gov/index.php/regulations/export-administration-reg…;
• Bureau of Industry and Security, U.S. Department of Commerce – Encryption FAQs https://www.bis.doc.gov/index.php/policy-guidance/encryption/encryption…
• Government Bans Electronics on US Bound Flights from 10 Airports https://arstechnica.com/tech-policy/2017/03/government-bans-electronics…;

Sign up for our DSD101 course, Introduction to Digital Self Defense through CPD.

Property Accounting staff are responsible for:

1. Establishing processes and procedures to ensure departments adhere to the university’s and federal government’s property standards;
2. Maintaining RIT’s asset recordkeeping system which includes capital equipment, land, buildings, and building and site improvements;
3. Managing the annual physical inventory process;and
4. Updating the recordkeeping system regularly with all changes including acquisitions and retirements.

Departmental faculty and staff are responsible for:

1. Following RIT’s procurement standards for capital equipment;
2. Ensuring that assets are safeguarded;
3. Completing annual physical inventories; and
4. Reporting asset retirements and disposals to Property Accounting timely.

The  university  evaluated  the  current  capital  equipment  threshold  of  $1,500  and  a  decision  was  made  to increase the threshold to $5,000 or more, effective July  1,  2017  (FY18).  The current threshold has been in  place  since  July  1,  1996   (FY97).    All  other  criteria  used  to  define  capital  equipment  will  remain unchanged.

The current university policy defines capital equipment (including furniture and furnishings) as an article of nonexpendable,  tangible  (moveable)  personal  property  with  a  useful  life  of  more  than  one  year  and  an acquisition  cost  (including   delivery  and  installation  charges)  of  at  least  $1,500  ($5,000  effective  July  1, 2017).    Capital  equipment  with  a  cost  of  at  least  the  capitalization  threshold  must  be  capitalized  and depreciated over the useful life of the asset.  Any equipment  costing less than the capitalization threshold is expensed in the same month it is purchased.

You might be wondering, why not sooner?

The university recovers a portion of its depreciation expense through the Facilities and Administration (F&A) rate applied to federal grants and contracts. The university’s current organized research rate is 46.5%, and because  this  percentage  was   calculated  using  depreciation  for  assets  under  the  $1,500  threshold,  federal regulations  required  that  the  change  be  made  once  the  current  F&A  rate  agreement  expires;  that  date  is 06/30/2017.

The benefits

Once  this  change  takes  effect,  fixed  assets  volume  will  decrease  by  approximately  60%  while 83%  of  the capital equipment value will be preserved. This change will significantly reduce the administrative burden on the Property Accounting staff  and the faculty and staff university-wide who currently track capital equipment assets  until  they  are  disposed  or  retired.  This  will  also  enhance  overall  stewardship  and  control  of  the university’s assets by eliminating the requirement to track  relatively low value items, and in turn, devoting more attention and effort to safeguarding higher valued items.

How does this change affect me?

Begin using $5,000 as the capital equipment threshold on new purchase requisitions for items to be received on  July  1st  or  later. If  the  equipment  will  be  received  before  July  1, 2017,  follow  the  $1,500  capitalization threshold.

The Controller’s Office staff have begun sending communications university-wide  and  will  publish  revised policies,  process  and  procedures  and  all  applicable  forms  on  the  Property  Accounting  website  prior  to  the effective date of July 1, 2017.

If  you  want  to  learn  more  about  Property  Accounting  –  consider  registering  for  the  Accounting  Practices, Procedures  and  Protocol:  Accounting  for  Fixed  Assets  and  Capital  Projects  workshop  offered  through  the Center for Professional  Development.

In addition, the Framework includes points of focus or characteristics that are  examples  of  behaviors  or  processes  that  would  be  expected  to  be  in  place  to  demonstrate  that  the  related principle  is  in  fact  present  and  functioning.     This  edition  of  the  COSO  Corner  will  summarize  the  eleventh  COSO principle, which is the second principle related to the Control Activities component of the COSO Framework, as well as the related points of focus.

Principle 11 – The  university  selects  and  develops  general  control  activities  over  technology  to  support  the achievement  of  objectives.    When  designing  and  implementing  technology-related  control  activities,  management should  consider:

• The  Dependency  Between  the  Reliability  of  Business  Process  Technology  and  Technology  General  Controls  – Technology general controls over the acquisition and development of technology are implemented to help ensure  that  automated  controls  work  properly  to  support  the  security,  integrity,  effectiveness,  and  efficiency  of information systems. 
• The Establishment of Technology Infrastructure Control Activities – The technology infrastructure includes, but is not limited to, servers, networks, operating systems, application software, and data interfaces.  The technology  infrastructure  at  RIT  is  a  combination  of  centralized  and  decentralized  functions  adding  an  additional  level  of complexity  which  presents  risks  that  need  to  be  understood  and  addressed.    Control  activities  over  the  technology infrastructure are designed and implemented to support the completeness, accuracy, and availability of technology processing. 
• The Establishment  of  Security Management  Process  Control  Activities  –  Security  control  activities  are designed and  implemented  to  restrict  technology  access  rights  to  authorized  users  commensurate  with  their  job  responsibilities  and  to  protect  the  university’s  assets  from  external  threats  (i.e.,  phishing  attacks).  RIT’s Information  Security  Office has  established minimum standards to  provide  leadership to  the RIT  community  in  safeguarding the confidentiality, integrity, and availability of RIT’s information resources.  You can view these standards at: http://www.rit.edu/security/content/intro-policies-standards.
• The  Establishment  of  Technology  Acquisition,  Development,  and  Maintenance  Process  Control  Activities  –  A technology  development  methodology  (i.e.,  Systems  Development  Life  Cycle)  provides  a  structure  for  system   esign and implementation, and outlines documentation requirements, approvals, and checkpoints with controls  over the acquisition, development and maintenance of technology.  This methodology also provides appropriate  controls   ver changes to technology, which may involve requiring authorization of change requests and standard  protocols to determine whether changes are made properly.

Similar  to  business  transaction  controls,  technology  general  controls  may  include  both  manual  and  automated control activities.  The extent and rigor of technology general controls will vary depending on various factors such as the  complexity of the technology and risks associated with the underlying business process being supported.

Reference
Committee of Sponsoring Organizations of the Treadway Commission (May 2013). “Internal Control –  Integrated Framework – Framework and Appendices”