How-To Guide Auditor Access to Client Data

Situation Overview Auditors must have access to their clients’ accounting reports in order to do their job. Organizations are responsible for providing financial information to the auditor. As a supplier of financial software for local government organizations, Black Mountain Software (BMS) is in a unique position to help both auditors and clients achieve what is needed.

Auditor Options Cities, counties, special districts, and schools that use Black Mountain Software can offer their auditors these options for accessing their financial data: 1. Connect to the client’s data via the BMS Cloud, without the need to install BMS software on the auditors’ machine or network. It’s easy, reliable, and free. 2. Run BMS products on auditors’ hardware if the software is already present. This is available for auditors already utilizing a copy of BMS software as of April 1, 2014. In all cases where auditors run BMS products on their hardware, they will incur hourly fees if BMS assistance is needed with data transfer, restoring backups, setting up system pointers, local resource files, etc. 3. Use a remote access product to connect directly to client machines and data. This approach eliminates BMS’ involvement in information sharing between the auditor and the client. There are many options; some are free and some require paid subscriptions.

How To Select the Option That Is Right For You Option 1 is hands-down the best option for most auditors. The auditor accesses the client’s data by simply logging into the BMS Cloud on the internet, where BMS will have completed the setup and all file and data preparation for the auditor.This approach eliminates the risk of support fees. It’s completely free of charge, accessible pretty much whenever and where ever you need it, and is exceptionally secure.

Option 2 is satisfactory to auditors that already have a copy of BMS software and are comfortable with the risk of unanticipated time and monetary costs due to problems related to hardware, servers, not keeping up with software updates, etc.

Option 3 is typically most useful only if the client already has a good remote access service in place. Using a service to remotely connect to the client’s computer and data, the auditor then uses that remote internet connection to run the BMS applications to obtain the information needed for the audit. Some potentially limiting issues to consider with this option are: (1) installation of the service provider’s software onto the auditor’s computer may be required, (2) some providers will require the client to be there to initiate the auditor’s connection to their data, (3) many providers charge for the service, and (4) the ability to print to the auditor’s computer may be unavailable but often can be resolved by emailing files to print. We have compiled some information that may help in a remote access provider search and evaluation process. (See page 2.)

How To Get Started To learn more about auditor access options or to receive help in implementing the option you’ve chosen, call a friendly Black Mountain Software Support Specialist at 800-353-8829.

Please note: Black Mountain Software typically would not be involved in this option. Hourly fees are incurred if Black Mountain’s assistance is requested.

Some Remote Access Alternatives for Auditor Connection to a Client

AMMYY(Ammyy LLC) http://www.ammyy.com/en/index.html This product is a paid version but free to try. Requires client install and permission to connect.

Join Me (by LogMeIn) https://join.me This product has both a free and paid versions. Requires client install and permission to connect.

LogMeIn (LogMeIn, Inc.) https://secure.logmein.com This product is a paid version but free to try. Requires client install but program stays resident allowing anytime connection to the client’s computer.

Team Viewer (Team Viewer GmbH) http://www.teamviewer.com This product is a paid version but free to try. Requires client install and permission to connect.

Remote Desktop Protocol(RDP)/Terminal Services - (Microsoft) This product is free and can be enabled on any computer. Limited access on a server. It requires the client or their technical staff to configure a few things for use of this option. May require a Virtual Private Network (VPN) connection to the client’s network including the installation of a VPN Client and user name and password. May need Firewall configuration for access via external TCP/IP Address. Need TCP/IP Address of Server or Computer to connect.

Virtual Network Computing (VNC) There several free and paid versions of VNC Products. Requires a client install and may require permission to connect or the program stays resident allowing anytime connection to the client’s computer. May require a Virtual Private Network (VPN) connection to client’s network including the installation of a VPN Client and user name and password. May need Firewall configuration to access via external TCP/IP Address. Need TCP/IP Address of Server or Computer to connect. Vendors include: RealVNC http://www.realvnc.com, UltraVNC http://www.unvc.com and TightVNC http://www.tightvnc.com.