SEC Company Response from VOLT INFORMATION SCIENCES, INC. (CIK 0000103872) — Jun 7, 2005
VOLT INFORMATION SCIENCES, INC. (CIK 0000103872)
Date: June 7, 2005 · CIK: 0000103872 · Accession: 0000910680-05-000394
AI Filing Summary & Sentiment
Referenced dates: May 5, 2005
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Volt Information Sciences, Inc.
560 Lexington Avenue
New York, New York 10022
VIA EDGAR
Securities and Exchange Commission June 7, 2005
450 Fifth Street, N.W.
Washington, D.C. 20549
Attention: Michele Anderson, Esq.
Legal Branch Chief
Re: Volt Information Sciences, Inc. (the "Company")
Form 10-Q for the quarter ended January 30, 2005
Filed March 11, 2005
File No. 1-9232
Dear Ms. Anderson:
Set forth below are the Company's responses to the Staff's letter dated
May 5, 2005 regarding the Company's Form 10-Q for the fiscal quarter ended
January 30, 2005 filed on March 11, 2005 (the "First Quarter 10-Q").
GENERAL RESPONSE:
In connection with the Company's April 6, 2005 response letter, the
Staff has requested that the Company revise its First Quarter 10-Q to provide
additional disclosure in connection with its disclosures under Item 4 - Controls
and Procedures ("Item 4"). In view of the fact that the Company's disclosure
controls and procedures were effective as of January 30, 2005 and continue to be
effective, the Company respectfully requests that such additional disclosures be
provided in its Form 10-Q for the fiscal quarter ended May 1, 2005 (the "Second
Quarter 10-Q"), to be filed on or about June 9, 2005. The response to the
Staff's comments 1 through 3 is included in the following disclosure, which the
Company will include under Item 4 in the Second Quarter 10-Q.
"ITEM 4 - CONTROLS AND PROCEDURES
Evaluation of disclosure controls and procedures
The Company carried out an evaluation of the effectiveness of the design and
operation of its "disclosure controls and procedures," as defined in, and
pursuant to, Rule 13a-15 of the Securities Exchange Act of 1934, as of May
1, 2005 under the supervision and with the participation of the Company's
management, including the Company's Chairman of the Board,
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President and Principal Executive Officer (the "CEO") and its Senior Vice
President and Principal Financial Officer (the "CFO"). Based on that
evaluation, the Company's CEO and its CFO concluded that, as of the date of
their evaluation, the Company's disclosure controls and procedures were
effective as of May 1, 2005 to ensure that material information relating to
the Company and its subsidiaries is made known to them on a timely basis.
Prior Period Weaknesses in Internal Controls
The Company's operation in Uruguay (which is part of the Telephone Directory
segment) printed its Montevideo telephone directory each year during the
October-November timeframe, and revenue should have been recognized in the
months of distribution of the books. In mid-December 2004, through
discussions with the financial staff in Uruguay and by examination of
detailed correspondence and schedules from their offices, the Company's CFO
and its Principal Accounting Officer (the "PAO") determined that revenue had
not been properly recognized in Uruguay in accordance with the Company's
policies. This improper recognition involved only the timing of when certain
advertising revenue and related costs and expenses were recognized. During
the review, it was determined by the PAO that the revenue had been
recognized improperly in this operation since at least 1998, and as a
result, the Company restated in its Annual Report on Form 10-K for the
fiscal year ended October 31, 2004 (the "2004 Form 10-K") its previously
issued financial results for the fiscal years 2000 through 2003 and the
first two quarters of fiscal 2004, and also filed an amended Annual Report
on Form 10-K for the fiscal year ended November 2, 2003. This improper
recognition constituted a material weakness (within the standards
established by the American Institute of Certified Public Accountants and
the Public Company Accounting Oversight Board) within the Company's system
of internal control.
In addition, one week prior to the filing deadline for the 2004 Form 10-K,
the Company's management and Ernst & Young LLP, the Company's independent
registered public accounting firm, determined that an additional material
weakness existed relating to adjusting entries which were made during the
course of the audit to correct the underlying books and records. As
described in fuller detail under the caption, "Remediation Efforts Related
to the Material Weaknesses in Internal Controls," these adjusting entries
were the result of certain account analyses and reconciliations not being
performed on a timely basis, certain instances of incomplete review of facts
and circumstances resulting in errors of judgment and estimation, and
failures to follow the Company's existing policies and procedures to ensure
that all adjustments were made on a timely basis during the close process.
Management and the Company's independent registered public accounting firm
then informed the Audit Committee of the Company's Board of Directors of
such facts. Due to the limited timeframe prior to the 2004 Form 10-K filing
deadline, the Company was unable to complete the implementation and
validation of remedial actions with regard to this additional material
weakness prior to the filing deadline.
On January 10, 2005, Ernst & Young issued an unqualified opinion on the
Company's financial statements for the fiscal year ended October 31, 2004.
Based upon the events described above and the Company's evaluation of the
effectiveness of the design and operation of its disclosure controls and
procedures, the Company's CEO and its CFO concluded that as of fiscal year
end, the Company's disclosure controls and procedures were not effective to
ensure that material information relating to the Company and its
subsidiaries was made known to them on a timely basis.
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Remediation Efforts Related to the Material Weaknesses in Internal Controls
To address the prior period weaknesses in internal controls described above,
during the first quarter of fiscal year 2005, management of the Company
instituted a review of the Company's internal controls in order to correct
the deficiencies related to revenue recognition in Uruguay and the Company's
financial close process, and to strengthen the accounting infrastructure as
required. On January 18, 2005, after the filing of the Company's 2004 Form
10-K but prior to the end of the Company's first fiscal quarter of 2005, the
Company intensified its remediation efforts with a conference call to senior
operating and financial management led by the CEO and the CFO. During the
following week, the CFO issued two memoranda reiterating the discussion
points from the conference call which are summarized below. The memoranda
contained general accounting directives and each financial manager was also
given a listing specific to his/her operation. The memoranda included the
Company's proposed remediation solutions, with a directive that significant
control areas be remediated prior to the closing of the first quarter and
less significant control areas be remediated prior to the close of the
second quarter. The memoranda were followed up with face-to-face meetings
with all of the Company's domestic business units' senior financial managers
(whose units represented over 90% of the Company's consolidated revenues in
fiscal 2004) by the CFO and the PAO, as well as telephonic meetings with the
remaining senior financial managers. The significant items discussed and
documented were as follows:
1. Proper revenue recognition procedures in Uruguay;
2. Stringent review and justification for accruals (including FAS
5 analyses), with emphasis on income, payroll and other taxes,
and computer and communication costs;
3. Comprehensive review of inventory costs and methodology to
identify excess and obsolete inventory;
4. Review of leases to ensure proper accounting consistency with
FAS 13 and Technical Bulletin 85-3 ("TB 85-3");
5. Complete periodic analysis of accounts receivable to identify
and adjust for billing errors and customer credit balances;
6. Expanded analyses to determine whether there are any
unrecorded liabilities for the quarterly periods; and
7. Reinforcement of the financial statement close processes.
Prior to the end of the Company's first fiscal quarter for 2005, the PAO
reaffirmed the Company's accounting policy concerning the reporting of
revenue in the telephone directory operation. The policy requires that
directory revenue be recognized in an accounting period upon the shipment of
directories to customers, designated drop off locations or designated
shippers. Subsequent to the reaffirmation of the policy, correspondence and
schedules
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substantiating the recognition of the telephone directory publishing revenue
and related costs have been issued by the telephone directory operations and
reviewed by the office of the PAO on a quarterly basis, and, after being
approved, are included in the financial statements of the Company.
Prior to the end of the first fiscal quarter of 2005, a substantial part of
the Company's remediation efforts over the financial statement close process
had been completed. As of the filing date of the First Quarter 10-Q, the
remediation status of the above-listed items was as follows:
1. Accrual analyses were expanded to include additional
information, and the related accounts were trued up to the
actual amounts as soon as the information became available;
2. The Company reaffirmed its supervisory sign-and-date
procedures ensuring that all analyses were reviewed by
authorized personnel on a timely basis;
3. The Company documented its procedures related to the
recognition of excess and obsolete inventory and implemented
those procedures effective with the first fiscal quarter
close;
4. As part of the financial close process for fiscal year end
2004, the Company reviewed its significant leases, and a
sampling of other leases, and adjusted the lease expense to
conform with FAS 13 and TB 85-3. The Company issued new
procedures to ensure continued compliance with the
straight-line method of accounting for leases;
5. Accounts receivable analyses in the first quarter were
expanded to highlight problem accounts identified in the
agings and customer credit balances were reclassified into
accounts payable;
6 Unrecorded liability analyses for the first quarter were
expanded to include the accrual of inventory and fixed assets;
and
7. The Company reinforced its financial close process by holding
meetings with, and distributing memoranda to, its financial
managers in January 2005, emphasizing enhanced analyses and
more diligent reviews, and this was augmented by the increased
financial staff, discussed further below.
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In addition to the foregoing, the Company has already implemented or is in the
process of implementing the following key remediation initiatives:
o The Company expanded its corporate and regional financial
staff in the first and second fiscal quarters of 2005 to
improve account analyses, reviews and the testing of controls,
and additional staff will be added as required;
o The Company improved its monitoring controls starting in the
first fiscal quarter of 2005, with additional improvements in
the second fiscal quarter of 2005;
o Prior to the close of the first fiscal quarter of 2005, the
Company, through an oral and written communications program,
improved the awareness of the importance of the financial
close process throughout the Company;
o Prior to the completion of the first fiscal quarter financial
statements for 2005, the Company completed the upgrade of its
enterprise resource planning system which enabled a more
thorough and timely analysis of its accounts, and an upgrade
to its human resources module is scheduled to be completed by
the end of the calendar year; and
o The Company has purchased hardware which will allow the
Company to provide improved backup and recovery functions for
system servers that are not on the Company network by the end
of the Company's third fiscal quarter of 2005;
Based upon the remediation of the deficiencies noted above, or the
implementation of compensating controls until such time as complete remediation
has been effected, prior to the filing of the First Quarter 10-Q, the CEO and
the CFO reached the conclusion that the previously identified weakness in the
Company's financial close process no longer existed, and its disclosure controls
and procedures were effective as of January 30, 2005, ensuring that material
information relating to the Company and its subsidiaries was made known to them
on a timely basis.
Changes in internal controls
Except as set forth above, there were no significant changes in the
Company's internal controls over financial reporting that materially
affected, or are reasonably likely to materially affect, the Company's
internal control over financial reporting.
Internal controls over financial reporting.
Beginning with the Company's Annual Report on Form 10-K for the fiscal year
ending October 30, 2005, the Company will be subject to the provisions of
Section 404 of the Sarbanes-Oxley Act that require an annual management
assessment of its internal controls over financial reporting and related
attestation by the Company's independent registered public accounting firm."
In addition, please note that the Company acknowledges that (a) it is
responsible for the adequacy and accuracy of the disclosures in the filing, (b)
the Staff comments or the Company's changes to disclosures in response to Staff
comments in the filing reviewed by the Staff do not foreclose the Commission
from taking any actions with respect to the filing, and (c) it may not assert
Staff comments as a defense in any proceeding initiated by the Commission or any
person under the federal securities laws of the United States.
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We would appreciate you telephoning our counsel, Mr. Michael J. Shef at
Troutman Sanders LLP (212-704-6140), following your review of this letter or if
you have any questions or need any additional information.
Thank you for your consideration.