SOX Readiness Action Plan

Meeting the SOX obligations is not a one-time requirement and cannot be achieved overnight. Rather, it is a continuous process that management needs to actively engage in and thoroughly prepare for. In this article, we'll discuss how you can prepare your organization for the upcoming SOX compliance audit.    

When companies enter the U.S. public market, they must adhere to the Sarbanes-Oxley Act (SOX). But, navigating this regulation can be daunting for newcomers. Understanding where to begin, when to file, how to prepare, and what pitfalls to avoid can pose significant challenges.

However, this article will guide you through the process of preparing for SOX compliance. So, follow along to ensure you're on the right track.

Before diving into the details, let's first understand what SOX readiness means.  

What Is SOX Readiness & Why It's Important?

SOX readiness refers to the state of being prepared to comply with the requirements outlined by the Sarbanes-Oxley Act (SOX). This process involves having the necessary systems, controls, and documentation to ensure compliance with the regulations.

In other words, being SOX-ready involves understanding the requirements of SOX, conducting risk assessments, implementing internal controls, ensuring accurate financial reporting, and being prepared for audits and regulatory reviews. But why is it important to be prepared for SOX?

There are several reasons why public companies need to be prepared for SOX; some of the reasons are stated below:  

• To avoid legal consequences: By being SOX-ready, companies demonstrate their commitment to meeting these regulatory requirements. Thereby reducing the risk of violating and facing legal consequences, such as fines, penalties, or regulatory sanctions.
• To maintain the integrity of financial statements: while preparing for SOX compliance, companies establish and implement controls that ensure the accuracy, reliability, and maintain integrity of their financial statements.
• To mitigate risks: Preparation for SOX compliance involves assessing risks associated with financial reporting. During this process, teams identify potential risks, vulnerabilities, and control deficiencies that could expose the company to financial fraud, errors, or misstatements.

By proactively addressing these risks, companies' teams can implement controls and procedures to mitigate their impact and reduce the likelihood of occurrence.

This proactive risk management approach helps comply with SOX requirements and strengthens the organization's overall risk management framework.

• To strengthen security systems: SOX readiness also strengthens organizations' security systems.

Though SOX primarily focuses on financial disclosures and internal controls, but it mandates companies to safeguard sensitive financial data as well.

So, while preparing for SOX compliance, teams implement measures (like enforcing access controls) to secure financial systems, protect data integrity, and mitigate cybersecurity risks. This helps prevent unauthorized access or manipulation of financial information and enhances the organization's overall security posture.

Now let's understand what are the essential components included in SOX readiness.

Essential Components Of SOX Readiness

These are the 3 essential components of SOX readiness:

• Review The Accuracy Of Key Documentation

Reviewing the accuracy of key documentation is an essential component of SOX readiness. This involves thoroughly reviewing and verifying all relevant documentation related to financial reporting processes, internal controls, and policies.

Key documents may include financial statements, accounting records, control matrices, process narratives, and risk assessments.

By conducting a comprehensive review and ensuring the accuracy of these documents, companies can identify discrepancies or errors that may impact SOX compliance. This helps to maintain transparency, reliability, and integrity in financial reporting, which are fundamental requirements of SOX.

• Conducting A SOX Risk Assessment

Conducting a SOX risk assessment is another critical component of SOX readiness. A risk assessment involves identifying, evaluating, and prioritizing potential risks related to financial reporting and internal controls.

This process helps companies understand their risk exposure and vulnerabilities, allowing them to effectively implement appropriate controls and mitigation strategies to address identified risks.

• SOX Readiness Checklist

Developing a Sarbanes-Oxley readiness checklist is a practical tool to ensure effective preparation for SOX compliance.

This SOX checklist typically includes a list of tasks, activities, and requirements that need to be completed to achieve SOX.

It serves as a roadmap or guide for companies to follow throughout the preparation process, helping to ensure that all necessary steps are taken and nothing is overlooked. A SOX readiness checklist may include tasks such as reviewing key documentation, conducting a risk assessment, implementing internal controls, and coordinating with external independent auditors.

By using a SOX readiness checklist, companies can organize their efforts, track progress, and ensure that they are fully prepared to meet SOX compliance requirements.

Now, let's understand the different phases of SOX readiness that an organization needs to undergo to become SOX compliant.

5 Phases of SOX Readiness

These are the 5 phases of SOX readiness that organizations need to actively engage in:

Phase 1: Scope, Assess, & Define

This phase is the most crucial as it lays the groundwork for the compliance process. Here's a breakdown:

• Scope: The organization needs to perform a risk assessment to identify the areas most critical to SOX compliance.
• Assessment: Based on the risk assessment, the organization evaluates its current state of compliance and identifies any existing gaps or deficiencies. This assessment helps prioritize areas that require immediate attention and resources.
• Define: With a clear understanding of the scope and assessment results, the organization then develops a project plan. This plan outlines the specific objectives of the SOX compliance initiative, along with timelines, budget allocations, and resource requirements. It provides a roadmap for how the organization will achieve compliance and sets the stage for subsequent phases, such as implementation, testing, and monitoring.

Phase 2: Identity & Document Controls

This phase involves gaining an understanding of the various processes (like how internal controls are being managed and generating audit reports)within the organization that fall under the scope of Sarbanes-Oxley (SOX) compliance and documenting them.

The main objectives of this phase are to map out the processes, identify potential areas of risk, and assess the adequacy of existing controls. This information serves as the foundation for developing and implementing controls to ensure compliance with SOX requirements.

Phase 3: Conduct Tests Of Control

This phase involves conducting tests of the controls implemented within the organization to verify whether they are functioning as intended.

Furthermore, during this control testing, various procedures are performed to assess the operating effectiveness of the controls. This includes reviewing documentation or examining evidence of control activities.

In short, the testing process aims to identify any deficiencies in the controls that can create a gap for potential risks.

Phase 4: Run Remediation Actions

This phase involves addressing any deficiencies or weaknesses identified during the SOX control testing process.

First, a list of controls is compiled that are either missing or not functioning effectively. These controls are then assessed for severity, prioritizing them based on their potential impact on compliance.

Then, ownership is assigned for each control gap to be remediated, ensuring accountability for addressing the identified issues. A timeline and roadmap for remediation are established to guide the process and ensure the timely completion of remedial actions.

Once the remediation actions are implemented, testing is performed to verify that the remediated controls are operating effectively. The testing results are documented to provide evidence of compliance and demonstrate that the identified issues have been adequately addressed.

Phase 5: Monitor, Certify, & Communicate

This phase involves monitoring, certificating controls, and communicating the assessment results with stakeholders. To help you understand better, we've segregated the process into three different steps:

• Develop a plan for continuous monitoring and evaluation: This involves creating a structured approach to continuously monitor and evaluate the effectiveness of internal controls. The goal is to ensure that controls remain effective over time.
• Establishing a process for control owners to certify control's effectiveness: Control owners are responsible for ensuring that the controls they oversee operate effectively. In this step, a formal process is developed for control owners to periodically certify the effectiveness of their controls. This certification process provides assurance to the CEO and CFO, who are ultimately responsible for signing off on quarterly and annual certifications of financial reporting accuracy.
• Communicating: Effective communication is essential throughout the SOX compliance process. In this final step, communication strategies are developed to ensure that all stakeholders are informed about the certification process, their roles and responsibilities, and any changes or updates to controls or procedures.

But when exactly should we start preparing for SOX?

When To Begin With SOX Preparation?

Prepare for Sarbanes-Oxley (SOX) compliance 18-24 months before your intended IPO filing date.

Starting early will give you a good 12-month period for testing to ensure that the controls you've established are functioning as intended and that no areas of risk have been overlooked.

You'll likely face resource shortages if you postpone addressing your internal controls until you're simultaneously working on your registration statement.

Creating an S-1 is already challenging and time-consuming, so it's unwise to add the additional task of developing and implementing new internal controls while also striving to meet an impending filing deadline. This approach is likely to lead to errors in both the registration statement and the implementation of controls.

Now, let's understand how you can become SOX compliance-ready.

How To Become SOX Compliance Ready

Below, we've outlined three core areas that you need to focus on to become SOX compliance-ready:

1: Focus On People

Focusing on people is pivotal for Sarbanes-Oxley readiness. Selecting individuals with the right accounting and finance expertise ensures effective internal control management and accurate financial reporting.

But who will be responsible for allocating these individuals to the SOX compliance program? This responsibility falls on CEOs and CFOs. They have to ensure that the right employee is allocated to effectively manage the internal controls and generate accurate financial reports.

But why do CEOs and CFOs need to look after this? The individuals chosen by CEOs and CFOs will carry out the SOX compliance program for them. Regardless of how well or poorly these individuals perform their duties, the ultimate responsibility of the SOX program lies with the CEO and CFO.

Moreover, in the end, the CEO and CFO will be accountable for signing SOX Section 302 and 906 certifications for quarterly and annual filings. Any inaccuracies in the certification or failure to adhere to requirements, even if unintentional, will make the CEO and/or CFO personally liable to criminal and financial penalties, not the employees.

Therefore, selecting the right individuals to carry out compliance tasks is imperative for CEOs and CFOs to avoid such scenarios.

2: Focus On Process  

Focusing on processes is essential for becoming SOX-ready. Here's why:

• Internal Control Structure: SOX Section 404 requires management to establish and maintain adequate internal control structures. By focusing on processes, organizations' teams can assess the effectiveness of internal controls. This will further help ensure the reliability of financial reporting and compliance with regulatory requirements.
• Risk Management: Process-focused approaches allow your teams to conduct thorough risk assessments. Understanding the risks associated with various processes enables your team to implement appropriate controls to mitigate those risks. This reduces the likelihood of financial misstatements and non-compliance with SOX requirements.

3: Focus On Technology

By embracing technology, organizations can address control gaps more effectively, improve operational efficiency, and put greater confidence in SOX certifications. Here's how:

• Automated Controls: Technology enables the implementation of automated controls (controls that are executed automatically by software or systems), which help mitigate risks and ensure compliance with SOX requirements. Automated controls are more reliable and consistent than manual controls, reducing the likelihood of errors and enhancing the accuracy of financial reporting.
• Governance, Risk, and Compliance (GRC) Platforms: Utilizing GRC technology platforms can streamline the management of the SOX framework. These platforms facilitate workflow management for control testing and deficiency remediation, support ongoing monitoring of the control environment, and promote accountability and ownership throughout the organization.
• Certifications Accuracy: Automation, whether at the process level or through GRC solutions, provides CEOs and CFOs with greater confidence in the accuracy and timeliness of the information reflected in their certifications. This ensures their certification aligns with more precise, real-time data, strengthening compliance efforts.

However, the most important part of being SOX-ready is avoiding pitfalls that can hinder your entire SOX program. So, let's quickly explore these pitfalls.

Common SOX Compliance Readiness Pitfalls To Avoid

Given below are some of the SOX compliance readiness pitfalls that you should be aware of to avoid them:

• Attempting to achieve all the goals at once: Attempting to achieve a large number of objectives in a short period of time can put a huge constraint on a company's resources. Instead of rushing, it's important to be realistic about the project's scope, budget, and timing. Being realistic and thoughtful about these factors allows the project goals to be accomplished more effectively without straining the company's resources.
• Ineffective risk assessment: If a risk assessment is not carried out or is ineffective, it means that your team may not accurately identify areas of significant risk. As a result, the company may invest excessive time and resources in managing relatively minor risks while neglecting or underestimating more critical risks.
• Poor communication among team members: If regular communication channels are not established or issues are not promptly escalated, it can lead to misunderstandings, delays, and inefficiencies during the SOX compliance process.
• Lack of coordination with external auditors: Not involving external auditors early or providing them with necessary information may result in misunderstandings, audit delays, and potential compliance issues.
• Unplanned schedule changes: Excessive alterations to the compliance schedule can disrupt workflow, cause missed deadlines, and drain resources, reducing the effectiveness of SOX compliance efforts.
• Exclusion of non-finance and accounting stakeholders: Ignoring stakeholders beyond finance and accounting can create gaps in understanding and implementing SOX requirements, risking compliance.
• Lack of skills and expertise: Not involving individuals with the necessary knowledge and experience in SOX compliance can hinder the effectiveness and efficiency of compliance efforts.
• Inconsistent work methods: Failing to establish consistent methodologies, tools, and templates for SOX compliance tasks can lead to confusion and inefficiencies.
• Relying on outdated processes: Continuing to use manual processes instead of exploring automation opportunities can impede progress and limit the effectiveness of SOX compliance efforts in managing risks and supporting growth.

So, to avoid these pitfalls, you can follow certain SOX readiness best practices. What are these best practices? Let's explore them.

Best Practices To Implement To Become SOX Ready

Listed below are the best practices that you need to follow to become SOX-ready:

1. Review essential documents: This involves thoroughly examining crucial financial documents to verify their correctness and accuracy and ensure that they align with regulatory requirements and internal standards.
2. Assess SOX risk: This involves evaluating the risks associated with SOX compliance and, understanding the potential impact of non-compliance, and prioritizing efforts accordingly.
3. Interview key personnel: This step involves engaging with relevant individuals within the organization to gather insights on SOX compliance, ensuring a comprehensive understanding of control mechanisms and potential areas for improvement.
4. Analyze controls: This involves analyzing existing control mechanisms to identify opportunities for improving its effectiveness.
5. Identify effective controls: This involves pinpointing the most effective controls within each process and assessing the balance between preventative, detective, and automated controls to optimize the overall control environment.
6. Reevaluating key controls: This step involves reassessing the designation of \"key\" controls to ensure that testing efforts focus on those controls critical to maintaining the integrity of financial reporting. This further helps in streamlining the testing process and prioritizing resources effectively.

But what should you do if your team finds an error, deficiency, or issue in the internal controls? In such a scenario, it's crucial to have a well-prepared remediation plan in place. Let's examine the remediation action plan.

SOX Remediation Plan: How To Address Any Inadequate SOX Programs

Despite thoroughly planning and implementing best practices, sometimes organizations may encounter deficiencies or issues during audits. However, these issues can be addressed effectively with the help of a remediation plan. But what's included in the remediation plan?

These are the steps involved in the remediation plan:

• Compile a summary report detailing observations, recommendations, and remediation plans.
• Prioritize observations, recommendations, and remediation plans to determine urgent vs less pressing matters.
• Establish a realistic timeline for implementing corrective actions.
• Share the SOX program review results, action plans, and timeline with control owners and key stakeholders.
• Monitor the progress of the remediation plan in addressing issues and update action plans as needed.

Also, carefully consider timing while executing the remediation plan. It's best to begin implementing changes to the SOX program at the beginning of a new fiscal year as this allows for a fresh start and aligns with the annual planning cycle.

SOX Readiness: A Proactive Strategy To Successfully Achieve SOX Compliance

Being SOX-ready is crucial to ensuring an organization achieves its SOX obligations without fail and avoids any non-compliance repercussions. However, the path to SOX compliance is not uniform across all organizations.

Various factors such as workforce size, organizational structure, industry sector, and technological infrastructure contributes to different levels of complexity in achieving compliance.

So, the strategies and approaches organizations adopt to achieve SOX compliance can vary significantly. What works for one company may not necessarily be suitable for another.

Therefore, organizations often need to customize their compliance efforts to address their specific needs and circumstances. But again, this can be a daunting task.

However, preparing for SOX becomes easier with the right solution, like Zluri's Access Review. It automates your access review and the certification process, allowing you to simultaneously review multiple employees' access rights and make necessary modifications or revocations if necessary. In fact, as per KuppingerCole's research, Zluri's automated access reviews cut the time needed for audit readiness from months to weeks.

Furthermore, it conducts regular audits (periodic assessments) to monitor the effectiveness of internal controls, ensuring that only authorized users have access to relevant information. This also helps mitigate potential risks and adhere to SOX and other regulations like GDPR, HIPAA, and ISO-2700.

This is how you can automate Zendesk access review in Zluri.