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CIP Spot Check Process Gary Campbell Manager of Compliance Audits ReliabilityFirst Corporation August, 2009.

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Presentation on theme: "CIP Spot Check Process Gary Campbell Manager of Compliance Audits ReliabilityFirst Corporation August, 2009."— Presentation transcript:

1 CIP Spot Check Process Gary Campbell Manager of Compliance Audits ReliabilityFirst Corporation August, 2009

2 5/1/20152 Presentation Goals The audience should be :  Aware of the ReliabilityFirst CIP Spot Check Process to be used for review of the thirteen requirements for Table 1 entities or CIP Spot Checks in general  Cognizant of differences between an audit and spot check processes  Have an understanding of the auditors perspective in performance of the audits/spot check

3 5/1/20153 Compliance Audits ReliabilityFirst performs compliance audits:  Once every three years for BA, TOP, RC, TO/LCC  Once every six years on all other functional designations starting from 2008  Proper notice as per standard or CMEP  Unscheduled as required to monitor compliance  Can be on-site or off-site  CIP standards audit intervals have not been determined at this time  At this time, assume a three /six year interval for applicable functions  Public and Non-Public Reports sent to NERC, Registered Entities, FERC and maintained on file at ReliabilityFirst

4 5/1/20154 Spot Checks RFC performs spot checks  Proper notice as per standard or CMEP  Performed as discussed in CMEP  Can be triggered by an event, concern, trend, NERC or FERC request, etc.  Verify/confirm self certification, self reporting, data submittals  Any functional designations or registered entities can be subject to spot check  Report maintained on file at ReliabilityFirst  Registered Entity receives copy  NERC does not receive a copy, at this time

5 5/1/20155 ReliabilityFirst Audit & Spot Check Goals To be Performed:  To the highest standard  Government auditing standards. CMEP, NERC RoP  Professionally  Consistently  Auditor tools – QRSAWs, Surveys, RFI’s  Regional agreed upon practices  Credibly  With reasonable assurance, sufficient and appropriate evidence to substantiate the findings

6 5/1/20156 Audit Team Member Goals The audit team will strive to be:  Consistent and fair  Cooperative  Professional  Substantiate their findings  Providing credibility for their findings  Findings which can withstand scrutiny of review  Develop a complete record of its findings Documentation Notes

7 5/1/20157 The Audited Entity The audited entity should present Just the Facts by providing the evidence through documentation to meet the requirements of a standard as :  A complete record and understanding demonstrating compliance to a standard  Evidence that is valid  Evidence that can be substantiated?  And evidence which can withstand the scrutiny of the auditor and the public

8 5/1/20158 Compliance Advice The ReliabilityFirst staff and audit teams can not :  Tell an entity how to be compliant  Specify which practice, process to implement  Provide assurance of being compliant outside of the audit process The staff or audit team can:  Listen and provide guidance  Direct registered regional entities to seek the assistance of a consultant if the staff cannot direct the person to available documentation addressing the question

9 5/1/20159 Confidentiality Agreements Audit Team members are:  Bound by their Code of Conducts or applicable Confidentiality Agreements  provided to the Audited Entity  NERC staff falls under the statement of NERC's obligation on the ROP (Section 1500) and code of conduct  FERC is bound by its agreements  Regional staff fall under their Code of Conduct and confidentiality statement per our delegation agreement  Contractors and industry volunteers will sign regional confidentiality agreements  Regional staff shall not sign an entity specific confidentiality agreement

10 5/1/ Team Member Review of Information The team will:  Have a conference call with the entity 85 days before the spot check review  Clear up an items of concern or understanding in the process  Have a team meeting to discuss the audit teams review of submitted information approximately 2 weeks before the review date  Request additional information for clarification or understanding  Discuss preliminary requirement findings  This effort allow auditors to focus on those areas of importance, lacking information or understanding at the review.

11 5/1/ CIP Spot Check Scope The current CIP Spot Check Scope:  For Table 1 entities - 13 requirements identified for review by NERC for the period xxxxxxxxxxxxxxxxxxxxxxxxx  After July 1, 2010 – Table 1 and 2 entities – 41 requirements Not yet determined to be a spot check/audit

12 5/1/ CIPS Compliance Review Team Consist of:  Usually at least 3 – 4 members with experience with CIPS, IT and Operations  Lead (RFC Compliance Staff)  NERC observer or participant NERC’s discretion)  FERC participant FERC’s discretion)

13 5/1/ Audit Team Members Roles Team Members:  Utilize technical experience  Exercise professional judgment  Gather data and information  Perform Interviews  Determine validity of the evidence  Substantiate the evidence

14 5/1/ Objection to a Team Member A Registered Entity can object to an team member  On the grounds of conflict of interest, or the existence of other circumstances that could interfere with the teams impartial performance of their duties  Objection must be in writing to the Compliance Enforcement Authority no later than 15 days prior to the start of the audit or spot check  ReliabilityFirst will make the final determination if the member can participate in the audit or spot check  NERC and FERC staff can not be limited in their participation on an audit or spot check

15 5/1/ The Spot Check Process The Spot Check Process consists of  Initial Notification and Request for information  Conference Call with entitiy  Spot Check Team Review of Information  Spot Check Review on site  Preparation of Spot Check Assessment and Report  Distribution of Sport Check Report T

16 5/1/ Initial Notification Initial Notifications will be:  For the 13 requirements, will be sent at least 90 days before the scheduled the scheduled review date of a spot check or audit.  CMEP requirement is 20 days for a Spot Check and 60 days for an audit.  Contains  Notification Letter Request for information Background info on the process Audit Preparation Guidelines Audit Team Bios, Confidentiality, and COIs  An agenda  Spot Check Worksheet  Questionnaires/Reliability Standard Audit Worksheets  Pre-Audit Questionnaires

17 5/1/ Audit Agenda ReliabilityFirst will provide an agenda which:  Covers the expected days to complete the audit  Provide Audit sub-teams if appropriate  Schedule for standards to be audited and time allotted for presentations  Interview and group meeting schedules

18 Spot Check Worksheet The worksheet will:  Provide listing of all standards to be addressed in the spot check  For your use to track progress on standards 5/1/201518

19 5/1/ Questionnaires/Reliability Standard Auditor (QRSAWs) QRSAWs:  Must be completed and returned 30 days before your audit your scheduled review date  Provides guidelines concerning the requirements  Does not add additional requirements  Posted on NERC Website  Could be used by internal compliance programs

20 Pre-Audit Questionnaires The Pre-Audit Questionnaires request:  Entity Profile  Logistical Information Request Hotel, airport, and travel information  Security Considerations Identification Requirements Restrictions Escorts 5/1/201520

21 5/1/ The On-site Review and Post Monitoring Reporting

22 5/1/ Typical Audit The audit consists of:  Opening Briefing  Review of requirements with SMEs and entity personnel  Any site visits as necessary  Exit Briefing The CIP Spot Check will consist of the same basic steps

23 5/1/ Opening Briefing Opening Briefing with management and participants of the review process:  For audits and spot checks combined the 693 and CIPs topics will be discussed together  Allows audit team to:  State Objective and Scope  Explain process of the audit  Discuss Confidentiality and COI  Set the tone for the audit  Provide the roles of the audit team and audited entity  Opportunity to seek clarification on issues from RSAWs and any other preliminary information submitted.  Allows registered entity to:  Provide overview of the their system and operations  To provide logistic and security information  Seek clarifications on scope of the audit

24 5/1/ The Review The Compliance Review of evidence to the requirements is completed:  According to the Agenda  With entity personnel as they designate  SME, PCC, other personnel  With an opportunity for the team to additional information, clarification and obtain an understanding of the entities evidence and approach  Should lead to a team finding on compliance

25 5/1/ Exit Breifing Exit Breifing with management and all participants of the audit to:  Will perform with similar organization of the opening briefing  Provide the preliminary findings  Review the scope of the audit  Provide the findings and the team’s basis for the findings  Discuss Confidentiality  Discuss the report process and timeline  Request completion of feedback forms

26 Reports CIP Spot Checks will  Have an assessment and report created ( Audits do not have a documented assessment)  Assessment is the compilation of information contained in the completed QRSAWs, not sent to the entity.  Spot Check Reports are a condensed version of the audit report containing: Executive Summary Scope Requirement Findings  Draft report will sent to the entity for comments  Final Spot Check Reports will be sent to the entity and kept on file at ReliabilityFirst. Will not be sent to NERC at this time 5/1/201526

27 The Audit Team Lead develops a draft report The Audit Team Lead receives comments from the Audit team Audit Team provides comments The Audit Team Lead transmits the report for audit team review 20 Business days The Audit Team conducts an exit briefing with the Registered Entity with preliminary findings Audit Team Lead sends the draft report to the Audit Team for their review and comments The Audit Team Lead sends the draft report to the Registered Entity for their review and comments Audit Team Lead revises the draft compliance report The draft report is edited upon receipt of Registered Entity comments Audit Team Lead revises the report upon receipt of Audit Team’s comments Final report sent to RFC VP and Director of Compliance, Registered Entity, NERC & FERC as applicable Audit/Spot Check Report Timeline 20 business days 10 business days 5 business days Registered Entity reviews and provide comments Revision of the draft report Audit Team provides comments 5 business days Audit Team Lead completes final compliance report 5 business days

28 5/1/ Questions ? Gary Campbell ReliabilityFirst Corporation Senior Consultant – Compliance


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