Method of classifying spreadsheet files managed within a spreadsheet risk reconnaissance network

• US 20100049746A1
• Filed: 08/21/2008
• Published: 02/25/2010
• Est. Priority Date: 08/21/2008
• Status: Abandoned Application

• Current Assignee: Jolyan Oldershaw, Russell Aebig
• Original Assignee: Jolyan Oldershaw, Russell Aebig
• Inventors: Oldershaw, Jolyan, Aebig, Russell
• Application Number:
  US12/229,314
• Publication Number:
  US 20100049746A1
• Time in Patent Office: Days
• US Class Current: N/A
• CPC Class Codes: G06F 40/18 of spreadsheets form-filling G06F40/174
• CPC Class Codes: G06Q 10/06 Resources, workflows, human or project management; Enterprise or organisation planning; Enterprise or organisation modelling
• CPC Class Codes: G06Q 10/10 Office automation; Time management

Abstract

A method of classifying spreadsheet files managed within a spreadsheet risk reconnaissance network, comprising the steps of assigning a spreadsheet manager to a group of spreadsheet directories in an user organization. The spreadsheet manager logs-on to the network, and determines whether or not there are spreadsheet files to classify. If there are no spreadsheet files to classify, then the spreadsheet manager ends the process. If there are spreadsheet files to classify, then the spreadsheet manager assigns values for criticality, confidentiality and impact to the spreadsheet files. The spreadsheet manager assigns a spreadsheet inspector to each classified spreadsheet file, and the network generates email to notify the spreadsheet inspector of a spreadsheet inspection request.

Claims

1. A method of classifying spreadsheet files managed within a spreadsheet risk reconnaissance network, comprising the steps of:

(a) assigning a spreadsheet manager to a group of spreadsheet directories in an user organization,

(b) said spreadsheet manager logging-on to said network;

(c) said spreadsheet manager determining whether or not there are spreadsheet files to classify;

(d) if there are no spreadsheet files to classify, then said spreadsheet manager ending the process; and

(e) if there are spreadsheet files to classify, then said spreadsheet manager assigning values for status, impact, and confidentiality of said spreadsheet files.

2. The method of claim 1, which further comprises:

(f) said spreadsheet manager assigning a spreadsheet inspector to each said classified spreadsheet file; and

(g) said network generating email to notify said spreadsheet inspector of a spreadsheet inspection request.

3. The method of claim 1, wherein said network servers GUI screens to the Web browsers of business manager Users and the purpose of said GUI screens is to enable business manager users to classify a spreadsheet file supported on said network, wherein said spreadsheet files are classified according to groupings of New File, New Version, File Derivative and File Duplicate.

4. The method of claim 3, wherein said GUI screens support services that enable users to do one or more of the following:

(i) review spreadsheet files which have been modified and are the responsibility of the business manager user;

(ii) assign business attributes to each of the modified spreadsheets;

(iii) select a modified spreadsheet to identify additional detail related to the spreadsheet metadata;

(iv) select the modified spreadsheet for the business manager user to review; and

(v) assign the spreadsheet to an Inspector user to examine the spreadsheet logic and certify its accuracy.

5. The method of claim 1, wherein said GUI spreadsheet where entities of File Version, File Importance, and File Status are represented.

6. The method of claim 2, wherein within each of these groups, the business manager user can select the number of spreadsheets viewable at one time.

7. The method of claim 2, wherein spreadsheets are grouped into the New File group by determining whether the spreadsheet has had a network identifier assigned to and carried by the spreadsheet file;

and if this identifier is not present on the spreadsheet, then it will be the first time the spreadsheet file has been reviewed by said risk reconnaissance network.

8. The method of claim 2, wherein the groups including said New File Versions, said File Duplicate Files, and said File Derivatives, represent spreadsheet files which have been analyzed by said risk reconnaissance network at least one time in the past.

9. The method of claim 2, wherein spreadsheet files which have been scanned by said risk reconnaissance network and carry a network identifier will appear in said New File Version group, signifying that said spreadsheet has had its logic modified since the point in time that said spreadsheet file was originally reviewed and has its network identifier assigned.

10. The method of claim 2, wherein said spreadsheet files containing a network identifier and having the same file name as the original file but will be located in a different folder will appear in said Duplicate File group.

11. The method of claim 2, wherein spreadsheet files which contain a network identifier but have a different file name, so as to indicate that said spreadsheet file has been copied to another location and then modified and renamed creating a derivative of the original file will appear in said Derivative File group.

12. The method of claim 2, wherein said spreadsheet file category provides the business manager user with an indication of where redundancies exist and further investigation may need to take place.

13. The method of claims 2, wherein spreadsheet files in appearing in said New File Version, Duplicate File, and File Derivative groups inherit the risk associated with their previous or original spreadsheet file.

16. The method of claim 1, which further comprises a service option allowing Business manager users to assign business attributes to identified spreadsheet files.

17. The method of claim 1, wherein said business attributes available for assignment include attributes selected from the group including:

status, impact, and confidentiality.

18. The method of claim 17, wherein said status attribute refers to where in the life cycle of a spreadsheet the spreadsheet file is.

19. The method of claim 18, wherein said status attributes are selected from the group consisting of:

(1) an active status attribute indicating that the spreadsheet file is currently active in the processing of live or production information in a business process.

(2) a developmental status attribute indicating that the spreadsheet file is currently under development and once completed will be “

promoted”

into an active status in use in a business process.

(3) a historic status attribute indicating that the spreadsheet is no longer processing active information in a business process.

(4) a exempt status attribute indicating that the spreadsheet file is not part of any business process and should not be considered a candidate for monitoring.

20. The method of claim 17, wherein said impact attribute indicates how important any particular spreadsheet is to its corresponding organization, and wherein said impact attribute has an attribute value which is selected from the group including a critical value, important value, significant value, and low impact value.

21. The method of claim 3, wherein said GUI screens support a service which allows a business manager to select a modified spreadsheet to identify additional detail related to the spreadsheet metadata, and make decisions in connection therewith.

22. The method of claim 21, wherein said metadata collected by said research agents includes the number of rows and columns within a spreadsheet file, the number of formula within the spreadsheet file, the number of simple and complex formula, the number of charts within the spreadsheet, and if there are any mechanical errors e.g., circular references, within the spreadsheet.

23. The method of claim 22, wherein said metadata is collected for each formula within a spreadsheet file, and wherein each said spreadsheet Risk section, the formula depth, operands, functions, arguments, infix operators, postfix operators, and prefix operators for the associated formula in the spreadsheet, providing a business manager user with detail information related to the complexity of the formula.

24. The method of claim 23, wherein said the business manager user selects a modified spreadsheet for review by retrieving the spreadsheet file from said file server from where it was identified and present the spreadsheet file to the business manager user allowing for the direct examination of the spreadsheet file.

25. The method of claim 23, wherein said GUI screens show preliminary metadata information which is presented to the business manager user when requested.

26. The method of claim 23, wherein said business manager user is also presented with the ability to retrieve additional metadata information.

27. The method of claim 23, wherein said GUI screens shows the specific metadata information from each spreadsheet within the workbook.

28. The method of claim 2, wherein said service will provide the business manager user with information describing the complexity of the spreadsheets in spreadsheet file.

29. The method of claim 23, wherein said GUI screens support a service which allows a business manager user to assign the spreadsheet to an Inspector for further analysis.

14. The method of claim 313, wherein said Derivative File group indicates to the business manager user that these spreadsheet files had a point of origin other than the current folder, and that these spreadsheet files will inherit the risk of the spreadsheet file from which they were derived.

15. The method of claim 14, wherein said Derivative File group identifies to the Business user which spreadsheet files have had their programmatic logic modified, assisting the business manager user to identify where the spreadsheet logic is changing within the organization for which they are responsible, and therefore, where the risk profile within the organization is changing.