Obtaining Basic Data From an External Source

‭ btaining basic data from an external source‬ O ‭Searching an external database for data for making policy decisions at the strategic‬ ‭and tactical level consists of the following steps:‬ ‭-‬ ‭Identifying the subjects or objects for which data is requested; Selecting the‬ ‭-‬ ‭(sub)data of the subjects or objects thus identified; Indicating the form in which‬ ‭-‬ ‭y ou wish to receive the requested data.‬ ‭ on-formalized method related to obtaining internal basic data‬ N ‭Information needs that arise continuously or relatively frequently and incidentally‬ ‭will generally be met by fixed formal procedures. However, if it concerns incidental‬ ‭information needs with low frequency - as is often the case with unforeseen events‬ ‭or unexpectedly created situations - it is obvious that the information provision will‬ ‭take place in a non- formalized manner. We are thinking in particular of the‬ ‭provision of information through‬‭personal observation‬‭.‬ ‭ ormalized methods related to obtaining basic internal data‬ F ‭If the information needs regarding the primary business process are of a‬ ‭c ontinuous nature or are not continuous but occur relatively frequently, people will‬ ‭be largely dependent on formalized information provision. Such information‬ ‭provision must of course be carried out systematically.‬ ‭Now there are several methods to meet the need for formalized process information.‬ ‭Three processes or phases can be distinguished:‬ ‭-‬ ‭Collecting and recording the necessary internal basic data;‬ ‭-‬ ‭W hether or not to edit the data collected and recorded during the first process;‬ ‭-‬ ‭Providing information that has arisen during the previous two processes.‬ ‭ ith regard to obtaining basic data, one can choose from several methods, which‬ W ‭c an be divided into two groups:‬ ‭-‬ ‭Direct methods to‬‭obtain basic data;‬ ‭-‬ ‭Indirect methods for‬‭obtaining basic data, using data‬‭already obtained in other‬ ‭ways.‬ ‭ irect methods related to obtaining basic data‬‭Basic‬‭data are‬ D ‭obtained in a direct formalized manner by means of: 1. Registered wills‬ ‭(contracts, authorizations, etc.);‬ ‭2.‬‭Communication documents;‬ ‭ .‬‭Primary accountability reports (so no financial accountability reports);‬ 3 ‭4.‬‭Observation reports.‬ ‭Ad 1)‬ ‭Registered wills (contracts, authorizations,‬‭etc.):‬ ‭In the case of willful decisions, care must be taken to ensure that the decisions are made by a‬ ‭person to that effect competent‬‭person happen, that‬‭they correct are processed and that‬ ‭decisions are registered (completeness).‬ ‭Ad 2)‬ C ‭ ommunication documents:‬ ‭Here too it is very important to correctness and authority to look at the‬ ‭integrality of‬‭the documents.‬ ‭Ad 3)‬ P ‭ rimary accountability reports (so no financial accountability‬ ‭reports): Every official who:‬ -‭ ‬ C ‭ ertain tasks are assigned;‬ ‭-‬ ‭Certain matters have been entrusted (custodial function);‬ ‭-‬ ‭Existing decision-making powers have been delegated.‬ ‭Ad 4)‬ S ‭ ighting reports:‬ ‭Required data can also be drawn from observation‬‭reports‬‭which‬‭, in whole‬ ‭or in part, have no accountability character of their own, but come from‬ ‭persons who, due to their position, have the opportunity to make relevant‬ ‭observations. Observations can only be considered reliable if three‬ ‭c onditions are met:‬ -‭ ‬ T ‭ he observer is independent;‬ ‭-‬ ‭The observer is an expert;‬ ‭-‬ ‭The observer must understand the importance of properly recording the observation.‬ I‭ndirect methods related to obtaining basic data‬ ‭Basic data can also be derived by using other basic data (obtained directly and/or‬ ‭indirectly). This is only possible if there are regularities, in other words, if there is a‬ ‭c onstant connection between certain phenomena or some phenomena, on the basis‬ ‭of which a statement can be made on the basis of data about the one phenomenon or‬ ‭some phenomena. with regard to the related other phenomenon.‬ ‭ e recognize, among other things, the BETA formula. Initial quantity, End quantity,‬ W ‭Increase and Decrease.‬ ‭T he stated law obviously only applies if there is:‬‭no‬‭disturbing influences taking‬‭place.‬ ‭ he Value‬‭cycle is‬‭c haracterized by a successive alternation‬‭of processes and rest‬ T ‭periods. The processes can be referred to as a‬‭to happen‬‭and‬‭the rest periods can‬ ‭be referred to as a‬‭status‬‭.‬ I‭t follows from the foregoing that with regard to the desired information about a‬ ‭state quantity can‬‭c hoose‬‭from the following options:‬ ‭-‬ ‭Direct observation of the condition itself;‬ ‭-‬ ‭Determination of the state at a given time by deriving from a known previous state,‬ ‭taking into account the mutations that have occurred since then;‬ ‭-‬ ‭Determination of the state at a certain time by deriving it from a known state at a‬ ‭later time, taking into account the mutations that have occurred between the two‬ ‭times.‬ ‭ lso with regard to obtaining information about the size of a‬‭to happen‬‭, in other‬ A ‭words about the mutations that have occurred, one can choose from various‬ ‭options, namely:‬ ‭-‬ ‭Direct observation of the event itself (possibly via documents relating to the‬ ‭event, supplemented with a registration and totalization of what was observed;‬ ‭Determination‬ ‭-‬ ‭of the extent of the event by comparing the quantity level of the items involved‬ ‭in the event before and after the event ;‬ ‭-‬ ‭Derivation of the size of acquisitions from that of the sacrifices made‬ ‭and other causative factors (output = input);‬ ‭-‬ ‭Derivation of the magnitude of sacrifices made from that of what is obtained‬ ‭(input = output).‬ ‭ he fact that in many cases one has the choice between different options to obtain‬ T ‭the desired data is of great significance in connection with the desirability of‬ ‭c hecking the accuracy and completeness of the information produced, as this‬ ‭offers the possibility of tests against data obtained in a completely different way.‬ ‭That is why the simultaneous use of the different acquisition methods plays an‬ ‭important role not only in the audit, but also in the development of a good system of‬ ‭internal control measures.‬ ‭ ethods for obtaining summary or otherwise refined information‬ M ‭W e can distinguish two types of data processing methods, namely:‬ ‭-‬ ‭Durable Methods‬‭used;‬ ‭-‬ ‭Incidental‬‭methods applied.‬ ‭ he sustainably applied methods include:‬ T ‭-‬ ‭The specific financial administration;‬ ‭-‬ ‭Statistical processing of accounting (= derived) data;‬ ‭-‬ ‭Extra Accountable statistics;‬ ‭-‬ ‭Other extra accountable administrations.‬ ‭ he occasionally used methods include:‬ T ‭-‬ ‭Statistical processing of survey results;‬ ‭-‬ ‭Statistical processing of special observations relating to selected objects or cases;‬ ‭-‬ ‭Statistical processing of multi-moment observations (large number of observations of‬ ‭very short duration);‬ ‭-‬ ‭Intra Accountable searchlight administration.‬