Prophix 10 R3 User Guide

Prophix 10 R3 User Guide
 multi-user
financial
software
application
used for
budgeting,
planning,
forecasting,
financial consolidations,
and reporting
Prophix User Guide
Version 10 R3 SP1 CU1
Revised November 12, 2012
Copyright © 2005 – 2012 Prophix Software Inc. All rights reserved.
Prophix and the Prophix logo are registered trademarks of Prophix Software
Inc., in Canada and other countries.
No part of this document may be reproduced, retransmitted, or amended
without the express written consent of Prophix Software. Although we strive to
ensure the accuracy of this document, Prophix Software reserves the right to
make changes without notice and shall not be liable for errors or omissions.
Microsoft, Windows, SharePoint, SQL Server, Access, Word, and Excel are
trademarks or registered trademarks of Microsoft Corporation. All other
product and service names mentioned are the trademarks of their respective
companies.
Preface
This manual provides an overview of the main concepts behind Prophix and explains how to start using Prophix for your business needs.
This guide has been designed for Prophix users to help develop the skills required to create, maintain, and use a Prophix model successfully. It is not intended to be a detailed reference manual; there are comprehensive Prophix Help files and white papers that provide more information.
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Contents
Part I Prophix Overview
Chapter 1: About Prophix
3
Performance Management
3
Business Modeling
4
Budgeting and Planning
5
Detailed Planning
6
Sales Performance Management
7
Reporting
8
Forecasting
9
Consolidations
10
Analysis and Visualization
11
Exception Reporting
12
Part II Conceptual Overview
Chapter 2: Basic Prophix Concepts
15
What is OLAP?
15
Prophix and SQL Server Analysis Services
16
Data Connectors
16
Cubes and Models
17
Basic Prophix Dimensions
18
Prophix Functions
19
User Access
21
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Contents
Chapter 3: Business Modeler
All Dimensions
25
Accounts Dimension
32
Versions Dimension
37
Time Dimension
38
Time Perspective Dimension
39
User-Defined Dimensions
39
Use Case: A Balance Sheet Continuity Schedule
39
Chapter 4: Data Entry and Reporting
41
Data Entry and Reporting Overview
41
About line item details
42
SmartSwap
46
Data Entry and Reporting Templates
47
Data Views
47
Asymmetrical Selections
47
Templates
49
Offline Data Entry
51
Use Case: Global Template Updates Using Named Sets
52
Use Case: Combining Accounts and Departments Down in an
Income Statement
54
Use Case: Reporting with Multiple Cubes
58
Use Case: Benefits of Alternate Hierarchies
60
Chapter 5: Financial Analytics
iv
25
63
About Ad Hoc Analysis
63
Multi-Dimensional Data Navigation
65
Relational Data Views
67
About cell comments
68
Contents
Highlight Exceptions
70
Delta Analysis
71
Chapter 6: The Prophix Workflow
75
About workflow
75
Using workflow tasks
78
Chapter 7: Processes in Prophix
81
Business Process Manager
81
Process Groups
87
Task Log
87
Chapter 8: InfoFlex Processes
89
How the InfoFlex Process Works
89
Use Case: Allocations Using Prophix InfoFlex
92
Chapter 9: Import Processes
97
Import Processes Overview
97
Mapping Tables
98
Chapter 10: Exception Reporting
About SmartMonitor
101
101
Part III Implementing Prophix
Chapter 11: Setting Up Prophix
107
Creating a Budgeting Model
107
Importing Dimension Structures and Data
110
Adding Versions
118
Designing Templates for Data Entry
120
Setting Up Users
125
The Pre-Defined Administrative Roles
129
Setting up Workflow
131
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Contents
Entering Data
134
Use Case: Data Entry and Workflow
137
Use Case: Offline Data Entry
140
Chapter 12: Using Prophix for Reporting
Creating a Reporting Model
143
Creating Alternate Hierarchies
143
Creating Reports
145
Distributing and Viewing Reports
147
Use Case: A Monthly Reporting Package
149
Chapter 13: Re-Forecasting
153
Mid-Year Re-Forecasts
153
Use Case: Forecasting to Meet the Original Budget
154
Chapter 14: Multi-Currency Features
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143
159
About Prophix Currency Models
159
Understanding Historical Exchange Rates
160
Creating a Currency Model
162
Converting Currencies
165
Chapter 15: Financial Consolidations
169
Using Prophix for Financial Consolidation
169
Financial Controller
170
Creating a Financial Consolidation Model
171
Creating Journal Entries
176
Workflow in Financial Consolidation
187
Approving Journal Entries
190
Rejecting Journal Entries
191
Posting Journal Entry Binders
192
Multi-Currency Financial Consolidation Models
192
Contents
Auditing
Chapter 16: Prophix for Excel
194
195
About Prophix for Excel
195
Prophix for Excel concepts
199
Part IV Detailed Planning
Chapter 17: Detailed Planning Basic Concepts
205
Detailed Planning and Existing Prophix Functionality
205
The data architecture of Detailed Planning
206
About the Detailed Planning Model
208
About the Detailed Planning Object
211
Attributes of the Detailed Planning Object
213
Allocations in Detailed Planning
216
Detailed Planning Actions
218
Global Vectors
219
Scenarios in Detailed Planning
220
Conditions in Detailed Planning
221
Data Import and the Detailed Planning Model
222
Chapter 18: Dimensions in Detailed Planning
223
The Detailed Planning Dimension
224
The Organization Dimension in Detailed Planning
225
The Allocations Dimension
226
The Versions Dimension in Detailed Planning
226
Time period mapping in Detailed Planning
227
Detailed Planning and Shared Dimensions
229
Chapter 19: Calculations in Detailed Planning
Calculation Parameters in Detailed Planning
231
233
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Contents
Adjustable Calculations
234
Discretionary Calculations
235
Calculation Scope in Detailed Planning
235
Validate the Calculations in a Scenario
237
Calculation Types for Personnel Planning
237
Chapter 20: Reporting in Detailed Planning
Workflow and Detailed Planning
241
Reporting Categories
242
Schedules in Detailed Planning
243
Use Case: a Schedule for Personnel Planning
246
Chapter 21: Security in Detailed Planning
249
Detailed Planning and Prophix Home
Chapter 22: Implementing Personnel Planning
250
253
Define Employee Attributes
254
Define Detailed Planning Calculations
257
Define Global Vectors
262
Adding Detailed Planning Users to Prophix
263
Defining Data Security Access for Detailed Planning Users
264
Create Schedules
265
Define Allocations
267
Define Scenarios
269
Connect Detailed Planning to the Finance Cube
271
Adding Conditions in Detailed Planning
273
Chapter 23: Common Personnel Planning Tasks
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241
275
Manage Employee Profiles
275
Manage Actions for an Employee
277
Manage Discretionary Calculations for an Employee
277
Contents
Adjust Calculations for an Employee
278
Manage Input Calculations for an Employee
278
Manage Allocations for an Employee
279
Using the Summary Tab
280
Update the Employee List
282
Manage Reporting Categories
282
Create an Allocation Report
283
Posting Detailed Planning Data to Prophix Cubes
284
Changing the Member Properties Displayed in a Data View
284
Glossary
Index
ix
Part I Prophix Overview
Chapter
1
Chapter 1:
About Prophix
Performance Management
Prophix Performance Management helps organizations monitor and manage their performance based on key metrics, such as operational costs and revenue. Prophix includes functionality to gather, display, and deliver corporate information to all levels of an organization—from budget managers to key stakeholders—to ensure corporate goals are aligned with strategy. Prophix is a multi-user product used to create and manage business models that companies use for planning, budgeting, reporting, and analyzing their business to improve performance, operate efficiently, and empower management decisions. Prophix is designed to be used enterprisewide to allow people to access, interact with, and analyze data. It incorporates Business and Financial Analytics, which includes graphical scorecards, interactive dashboards, and integration with web-based reporting and SharePoint portals.
Prophix addresses a variety of business/financial applications, with strengths in the following areas:
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Business Modeling
Budgeting and Planning
Detailed Planning
Sales Performance Management
Reporting
Forecasting
Consolidation
Analysis and Visualization
Exception Reporting
3
Chapter 1: About Prophix
Business Modeling
Companies can create various business models using OLAP (Online Analytical Processing) cube creation and management. OLAP cubes are databases of information. Each OLAP cube can be built differently and OLAP cubes can be used for many applications such as budgeting and financial reporting.
Prophix makes it easy to build OLAP cubes that are specially designed for financial applications. OLAP cubes created with Prophix can be used for other, non-financial, purposes, but they all include financially oriented design elements. For example, accounts in a Prophix cube can each have their own calculation method. These are easily defined without needing to learn a special programming language, which makes building a business model extremely easy. All the structural elements of an OLAP model are easily managed within Prophix, including dimension structures, account definitions, automatic movement of data between cubes and the relationships between data versions such as actual data and planning data.
A Prophix model naturally includes financial data from the General Ledger and can also include data that is imported from subsidiary ledgers such as Accounts Payable and Accounts Receivable. Companies can also include non-financial data, such as headcount or units sold as well as key metrics (i.e. KPIs) used to measure the overall performance of the business.
The flexibility allows companies to design models that consist of multiple cubes for various purposes and different calculation rules. For example, the equation can be calculated automatically for hundreds or even thousands of entities such as products or business units. This means that you can build a business model that does much more than simply add up data in accounts and cost centers. Prophix's unique Calculation Rule Sets let you have different calculations for different versions of your data. For example, the annual budget exercise may involve simply aggregating data while a 5-year plan may involve more complex calculations that are based on the metrics that drive your business.
Prophix also easily handles business modeling in multi-currency environments. With the intelligence to associate currency types to Organization or Entity members and exchange rates to specific accounts, entering data in a multi-currency 4
Budgeting and Planning
environment is simple. Multiple exchange rates can even be associated to a single account for use in multiple versions. Budgeting and Planning
Various features are in place to ease the budgeting and planning cycle by providing automation and improving security. Typically called “cost centers” or “departments,” companies can reliably budget for hundreds or thousands of members for different time periods, due to Prophix's use of Excel-like data views, offline data entry templates, data spreading methods and workflow management.
Flexible Excel-like Data Entry Screens
To handle multiple accounts, time periods, and business units, Prophix utilizes excel-like data views, which provide extra security on the user-level and eliminate the need to create multiple spreadsheets. These provide secure data entry templates to all parts of the organization, which only show data relevant to each manager. Prophix also supports template layout with multiple dimensions on any axis, i.e. “double down.”
Offline Data Entry Via E-Mail
Users can be involved in the budgeting and planning processes even without Internet connectivity or access to Prophix. Data entry templates are distributed to remote users via e-mail, and data is entered in Excel. As part of a workflow process, offline data entry can also utilize the submission and approval processes to ensure data is accurate.
Data Spreading
Prophix supplements bottom-up budgeting with a top-down approach through prebuilt spread functionality within budget templates. Combining a top-down and bottom-up approach to budgeting allows companies to cascade corporate goals down through the organization while still empowering departments to calculate the budget at their level.
5
Chapter 1: About Prophix
Workflow Management
Using workflow management, powerful facilities control the process of producing budgets and plans. In most companies, budgeting is a collaborative effort involving finance professionals who determine the scope and processes and departmental management who enter and submit their plans, and normally, the plans are reviewed upon submission. Permission can be assigned to users to access data and/or launch system processes, such as performing allocations or distributing reports.
Cost Allocations and Activity-Based Planning
Prophix has built-in functionality for performing cost allocations. For example, a head office overhead such as IT costs can be allocated across operating cost centers. Prophix can be used to calculate fully absorbed costing for operating entities such as brands, branches or projects. The allocation criteria can be based on non-financial cost drivers such as headcount or square feet. Prophix can even be used for activitybased planning where costs are allocated across operating entities based on multiple cost drivers.
Detailed Planning
Detailed Planning is a Prophix function designed for low-level resource planning, such as personnel, CAPEX, fixed assets, and so on, and hence complements Prophix, which works at the macro-level. Detailed Planning is an enabling technology that addresses the planning needs of a company where:
l The company has a large number of entities (for example, employees, fixed assets, projects) that may be rapidly changing (for example, the company l
intends to hire new employees).
The company will derive value by accurately planning at the entity level of l
detail.
The company has easily available for each entity the data that enables planning at the detailed level.
6
Sales Performance Management
l Associated with the entities, there may be complex conditional calculations (for example, each U.S. state has different SUTA tax calculations) that are needed to produce time-series plan data (for example, planned costs for every employee for every month).
l The company's current ERP cannot plan at the entity level.
In the current version of Prophix, Detailed Planning is tailored for personnel planning. For many companies, employees are the largest single cost. You can use Detailed Planning to determine future needs for personnel according to your organization's strategic and operational demands. Detailed Planning allows you to handle the many variables involved in payroll calculations, while providing control, accuracy, and flexibility in analyzing personnel data. Detailed Planning integrates this data with the main financial data in Prophix, to give precise consolidated numbers for analysis and planning.
Integration with Prophix
Detailed Planning is not a standalone function of Prophix, but is rather a fullyintegrated component, including:
l Use of existing Prophix functionality for certain tasks associated with l
Detailed Planning. such as OLAP reporting and data security definitions.
Extensions to some new and existing Prophix functionality, including ad hoc views, templates, workflow, process manager, and performance measurement.
Sales Performance Management
With Prophix, executives and sales management gain the visibility across the organization with the ability to access strategic sales plans, re-forecasts and sales reports within a secure, controlled environment. Sales plans start to become a part of a larger management process called sales performance management and the entire organization begins to understand company goals and sales targets.
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Chapter 1: About Prophix
Revenue Planning
Revenue Planning is a branch of Sales Performance Management that allows organizations to consistently plan based on unique organizational structure and run through the necessary processes to ensure plans are accurate based on educated assumptions. Prophix provides the tools for a company to go through their OPEX, CAPEX, and headcount plans with various drivers and specific measures. For example, Prophix helps prepare detailed plans for a large number of combinations of product/customer, product/plant or product/organization/sales channels—with forecasts for volume, price, revenue, variable costs, unit costs, or contribution. To ensure accuracy, Prophix what-if analysis and scenario planning tools, such as Delta Analysis, become invaluable as assumptions and requirements change. Centrally controlled revenue assumptions make managing plans easier.
Reporting
For a plan to be useful, it must have the same structure as the data that is recorded in a company's regular transaction systems. For example, if sales are recorded for each sales office, it makes sense to plan the same way. Prophix creates a business model that incorporates the structure of your company and this model can be used not only for planning but also for reporting on historical “Actual” data.
Monthly Reporting
Many accounting systems have some reporting capabilities but most companies that use Prophix to create their plans also use it for monthly management reporting. This usually involves importing monthly actual data into Prophix and then using its excellent reporting facilities for variance reporting and analysis. This can involve calculating variances between budgeted and actual figures or between latest estimates and actual figures. Variance reporting in Prophix can be quite sophisticated, including such techniques as price/volume/mix (PVM) analysis.
Ad Hoc OLAP Reporting
OLAP technology allows for informal reporting on data from the business model; reporting is more flexible than with traditional relational databases. Ad hoc 8
Forecasting
reporting has an easy to use drag-and-drop interface that easily generates views of data from the OLAP cube. Views of data, also known as “data views,” created in the Ad Hoc Analysis function can be saved and used to generate templates for more formal reporting.
Formal Reporting
Prophix has integrated functionality for the production of standard reports that are produced on a regular basis from templates, which ensure reports are accurate. Reports are automatically updated every time a change is saved outside of the report, such as modified account structures or newly imported data. Reports can include formatting, calculations, charts and graphical objects such as company logos. The Document Explorer function lets Prophix users directly access formal reports that have been previously designed by administrators or design users. Users can select the report templates they want to view and the reports will be automatically generated. An alternative is to use a report binder to batch multiple reports, including external documents, such as Microsoft Office documents or PDFs, and distribute to users by e-mail. Each user receives information relating only to those departments and accounts for which they have been granted security access.
Third Party Reporting Products
Application data is stored in a Microsoft SQL Server Analysis Services database. This is standard OLAP technology and, because Prophix is an open system, any third party BI tool can access it.
Forecasting
Prophix includes full financial cycle forecasting that is centrally controlled, i.e. Forecasting and business assumptions are centrally stored within Prophix, therefore, when a modification is required, the change only needs to be applied once—instead of several times on individual worksheets and/or templates. From dynamic rolling forecasts to mid-year re-forecasts, Prophix creates the links between forward-looking data from core operations and becomes the enabler to explain to stakeholders how the P&L, Balance Sheet and Cash Flow statements will be impacted. 9
Chapter 1: About Prophix
Rolling forecasts continually project into the future based on historical data, either stored in Prophix or imported from any ODBC-compliant source. By automatically maintaining updated forecasts, Prophix ensures that a company's most recent results are factored into future plans. Mid-year re-forecasting is also easily handled by Prophix, with comprehensive facilities such as automatic calculations. Mid-year re-forecasting usually involves combining year-to-date actual figures with rest-of-year budgets. This process can take place at any time throughout the fiscal year—every quarter, every month, or any other time period. Often, as part of the mid-year re-forecasting exercise, users want to have forecast months automatically calculated. For example, if year-to-date sales are 5% over budget, it may make sense to forecast the rest of the year likewise.
Consolidations
Prophix supports multiple consolidation and sub-consolidation levels in its reporting and analysis capabilities. Through multiple reporting hierarchies and through the use of inherent mapping tables, Prophix is capable of performing multilevel data and financial consolidations; satisfying the requirements of regulators and meeting the needs of internal stakeholders.
Data Consolidation
Data from any source system is easily integrated with Prophix through the use of data connectors. The Prophix Import Wizard allows for data mapping, which ensures that data consolidations are accurate. Financial professionals can use this functionality that is specially designed for importing financial data. Alternatively, data can be imported using any ETL (Extract Transform & Load) software product that works with Microsoft's SQL Server database, including Microsoft's DTS product. A company's consolidations may also involve multiple source currencies from its various international cost centers. Prophix handles multi-currency data consolidations with ease.
Financial Consolidation
Prophix provides the necessary management tools and controls to complete regular financial consolidation processes with the Financial Controller function. With built-
10
Analysis and Visualization
in account intelligence, integrated journal entry capabilities, management reports, and strong review and approval mechanisms, financial consolidation cycles can be streamlined and actively managed from within a single application. Different business user groups can participate in regular consolidation tasks such as data collection, multiple charts of account mappings, versioning, currency conversion, adjustments, and reconciliations.
The ability to make journal entries is of great importance for accountants involved in the financial consolidation process. Frequently, journal entries are required to manually record transactions or adjustments after a value has been submitted or approved. As these adjustments do not normally occur in the general ledger, managing the new data is a major challenge. Being an integral component of the Financial Controller function, journal entries are easily created, recorded, and tracked so that its impact may be traced through on a record-by-record basis if necessary. Analysis and Visualization
Leveraging OLAP's drill-through and “slice-and-dice” analytics, Prophix offers simple, yet powerful data analysis capabilities for financial information. For example, management can easily drill down to source data from a data-entry template or a report to understand the key variances. Using drill-through, it is possible to go from summary data directly to the original data at the Detailed Planning level. Prophix's single, integrated application automatically calculates actual to plan variances of key measures and financial information; simplifying the creation of such analysis and ensuring data integrity is consistently maintained.
Prophix data analysis is easily accessible to all stakeholders through Prophix templates and other inherent applications, such as multiple chart views. Analysis can be performed at any time, using various methods; illustrate planning details, assumptions and supporting information, or perform year-on-year comparisons for any business unit combination using the interactive Delta Analysis™ tool.
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Chapter 1: About Prophix
Exception Reporting
Using the SmartMonitor function, organizational performance can be easily monitored and analyzed through scorecards and dashboards, enabling prompt response on the part of management. Integration with workflow facilitates discussion among stakeholders.
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Part II Conceptual Overview
Chapter
2
Chapter 2:
Basic Prophix Concepts
What is OLAP?
OLAP (Online Analytical Processing) is a technology that allows for fast analysis of data. The arrangement of data into cubes overcomes a limitation of relational databases. It is widely recognized that relational databases are not well suited for near instantaneous analysis and display of large amounts of data. OLAP was built for not only comparing groups of numbers, but also reporting across a large array of data.
Prophix adds value to the core OLAP technology because it has built-in functionality to
l empower a non-technical user to easily build and maintain a financial l
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OLAP model.
import not only data but also dimensional structures into OLAP cubes.
enable multiple users to enter data into cubes.
incorporate data entry into multi-user workflow.
run scheduled processes that manipulate large volumes of data within an OLAP model.
Prophix makes it easy to build and maintain a multi-user OLAP planning and reporting environment. It also allows for functionality expansion because of its open architecture. This has many advantages that can be illustrated by the following examples:
l Finance professionals can easily define standard calculations in a Prophix model, using a similar interface to that already used by hundreds of our 15
Chapter 2: Basic Prophix Concepts
customers. More complex calculations can be defined using the MDX language; this is the standard OLAP language used by Microsoft's l
SQL Server Analysis Services database.
Prophix reports, including formatting, calculations and charts, can be easily defined with a spreadsheet style interface. Alternatively, third party products, including spreadsheets, can report directly from the Analysis Services database.
l Prophix enables drill through to actuals. When analyzing key reports, users can view the transactional level detail (to find out the cause of the variance) with the click of a button.
Prophix and SQL Server Analysis Services
Prophix makes use of Microsoft database technology—both relational and OLAP. Microsoft SQL Server Analysis Services is the OLAP database used and is the standard and market leader in the software industry.
Relational fact tables store information related to dimension members. For example, a fact table may store the dollar amount of sales for the month of January. These tables are located in SQL Server databases. When Prophix models are created using Business Model Wizard, tables in this database are also created. Each Prophix model has its own set of tables that store dimensional and historical data
The communication between the SQL Server relational databases and SQL Server Analysis Services OLAP cubes relies on connections, which are required to begin business modeling in Prophix. Connections provide associations between relational and OLAP databases.
Data Connectors
A data connector is a file that contains the necessary information to establish a connection to a data source and create a data set that retrieves the data from that source. These help set up relational data views and import definitions, i.e. wherever data from another data source is required. Data connectors are also used for data exports, which copy existing data to external files referenced in the data connector. 16
Cubes and Models
In most cases, the system administrator can set up data connectors for users ahead of time.
Note: Delegation must be enabled in order to establish connections using Windows authentication. See the Installation and Configuration Guide for more information on delegation.
Cubes and Models
A Prophix model represents an organization's business model and is used to understand the organization's financial operations. For example, a company that produces consumer packaged goods might have one model for budgeting at the detailed product/customer level and another model for budgeting high-level revenues and expenses at the business unit or cost center level. Some companies might have different models for different business divisions or locations.
The organization's business model and financial data are stored in a cube. Cubes can be thought of as extensions of the two-dimensional array of a spreadsheet, which can have more than three dimensions. For example, a company might want to analyze some financial data by product, time period, city, type of revenue and cost, and actual and budget data comparison. These additional methods of analyzing the data are known as dimensions. A dimension represents part of the organization's business model, which consists of multiple members that can be linked to members of other dimensions. All dimensions contain a hierarchy, and for most dimensions, the hierarchy consists of multiple levels. In the following OLAP cube, the dimensions are Time, Cost Center, and Accounts:
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Chapter 2: Basic Prophix Concepts
Figure 1 – Example of a three-dimensional OLAP cube
The terms cube and model are often used interchangeably; however, in Prophix, the two terms are related but not the same. A Prophix model consists of one or more cubes that may be automatically linked together. A typical Prophix model contains at least three dimensions: Time, Versions and Accounts. Prophix offers flexibility to add other dimensions to support any organization's business model, for example, Organizations, Products, or Projects dimensions. Using the Business Model Wizard, the administrator designs the model to include various dimensions.
A Prophix model interfaces with other financial systems such as the organization's general ledger or a sales order system. Typically, Prophix models receive historical data from other systems and allow third-party access to forecast data. They also interface with other Prophix models. For example, summarized data from a revenue model can be read into an expense model to calculate a full income statement.
Basic Prophix Dimensions
Every Prophix model has the four standard dimensions (Versions, Time, Time Perspective and Accounts) and can include user-defined dimensions.
Versions Dimension
18
Prophix Functions
By default, every Prophix model has two versions in the Versions dimension: plan and actual. Administrators may add more versions to the dimension whenever required. Versions determine the type of data being used, for example, budget data or actual data, and determine the start and end date for each.
Time Dimension
The Time dimension defines the model’s time range and its calendar type (fiscal year type). Prophix supports all yearly accounting periods, including 13 periods, calendar 12-month periods, and non-calendar 12 periods.
Time Perspective Dimension
The Time Perspective dimension gives the flexibility to plan and report in different time periodicities, such as year-to-date, month-to-date and quarter-to-date. The default dimension members are Base and YTD.
Accounts Dimension
The Accounts dimension contains the hierarchical account structure of the organization, also known as the Chart of Accounts. Each account has specific properties, such as account type, time conversion, calculation methods, etc.
User-Defined Dimensions
In addition to the Versions, Time, and Accounts dimensions, models can contain numerous user-defined dimensions. If the budgeting process involves consolidating business units, then the model will probably contain a user-defined dimension that corresponds to the organizational roll-up structure. Alternatively, a budgeting process might involve planning revenues and direct costs for product/customer combinations. In this case, products and customers will be separate dimensions with their own independent roll-ups.
Prophix Functions
Functions are components of Prophix that perform specific tasks. Each user has access to different groups of functions depending on their security permission and role. These functions are accessible through the Prophix Classic Home screen or Prophix SmartPortal. The SmartPortal is a personalized screen that displays accessible functions and workflow tasks and integrates with other internal or 19
Chapter 2: Basic Prophix Concepts
external sites, such as SharePoint. This interface also promotes the use of favorites and announcements, which supports company-wide notifications.
There are three pre-built Prophix administrative roles: Global, Model, and Security Administrator. The global administrator has access to all functions, which are described in the following table:
Function Name
Purpose
Ad Hoc Analysis
Used for data input and manipulation.
Audit Log
Displays list of events that have occurred in each function.
Business Model Manager
Used for maintaining and editing dimensions (Time,
Accounts, Versions, user-defined).
Business Model Wizard
Used for creating new cubes (setting up the dimensions).
Detailed Planning Manager
For creating and managing detailed planning models.
Business Process Manager
For defining and executing processes.
Document Explorer
Used for quick access to user files, such as data views, report
binders, templates, and processes.
Financial Controller
A tool for regular consolidation tasks.
Security Manager
Used for defining user access.
System Monitor
Allows administrators to monitor the current state of the
system.
Template Designer
Creates and edits templates for data entry and reporting.
Workflow Manager
Used for managing collaborative data entry and reporting
tasks among users.
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User Access
Function Name
Purpose
Workflow Tasks
Allows users to perform assignments in the workflow process
using templates.
SmartMonitor
Exception reporting using custom key performance
indicators that appear in scorecards and dashboards.
Prophix for Excel
Used for accessing and working with data views from within
Microsoft Excel.
User Access
Security in Prophix involves assigning access to individual functions and to models.
Functions are the various areas inside Prophix the user can go to; for example, Business Model Manager, Financial Controller, and even Security Manager itself. Prophix administrators use Security Manager to specify the functions a role or a group can access:
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Chapter 2: Basic Prophix Concepts
Figure 2 – Security Manager
Note: Functions can never be assigned directly to a user; a user's functions derive from her role(s) and group(s).
An additional level of security is provided by specifying user access to each Prophix cube and the dimension members within a cube. These settings are also defined from Security Manager.
Security Setup
To grant users access to Prophix, administrators must do the following:
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Define roles
Define groups (optional)
Define users
Add users to groups and/or roles
Specify cube access for users and/or groups
Enable SSAS Security (optional)
For more information, see Setting Up Users on page 125.
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User Access
Roles
An administrator defines a role by granting it access to specific Prophix functions. Users can then be assigned to the role, based on their needs. Prophix has three pre-defined administrative roles. Each has a different type of security access, designed to allow for different users performing separate tasks, such as database maintenance or chart of account changes. See The Pre-Defined
Administrative Roles on page 129.
Groups
Groups act as an aid to organizing and administering users and roles. Instead of directly assigning users to roles, users can be assigned to groups, and the groups are then assigned to roles. Groups are created by an administrator.
Users
To be added to Prophix, users must belong to the Windows Active Directory. Administrators assign users to groups and/or roles, and can also assign specific cube or dimension member permissions.
Cube Permissions
Prophix automatically grants a cube creator the Model Administrator role, which has full read and write access for that cube. To modify this access, or allow other users to access the cube, an administrator can edit the cube permissions to specify full or partial read/write privileges to specific dimension members or to the entire cube. See Setting Up Users on page 125.
SSAS Security
In environments where SQL Server Analysis Services can be accessed through thirdparty applications, yet another level of security can be enabled from within Prophix to further protect cube data. For information on SSAS Security, see the online Help.
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Business Modeler
All Dimensions
From structures to member properties, Prophix dimensions can be modified using the Business Model Manager. The dimension navigation structure helps users find the business units or products they are interested in, both input members and consolidated members. For example, users reviewing budget data with Prophix can drill down from a high-level business unit to the members that contribute to the figures for that business unit. Each dimension structure needs to be described to Prophix. This is accomplished either by defining and entering the details of each business unit manually or by loading in the structure electronically from an accounting package.
The entities in a dimension are called dimension members, and a Prophix dimension can contain hundreds or thousands of members. In the Product dimension, Brand X might be a member, and IT Department might be a member of the Organization dimension. Dimension members are described by means of a key (ID) and a name. Dimension keys are unique, i.e. no two dimension members can have the same key ID. Dimension member names can be duplicates in all dimensions except Versions; however, it is highly recommended that member names are also unique. Sibling members that share the same name may cause issues, such as unexpected results in the Export process.
Dimension Structures
The dimension navigation structure helps users find the business units or products they are interested in, both input members and consolidated members. For example, 25
Chapter 3: Business Modeler
users reviewing budget data with Prophix can drill down from a high-level business unit to the members that contribute to the figures for that business unit. Each dimension structure needs to be described to Prophix. This is accomplished either by defining and entering the details of each business unit manually or by loading in the structure electronically from an accounting package. In Prophix, dimension structures can be represented in two different ways: regular (level) and parent-child.
In a regular (level-based) dimension, “level” refers to a branch within a dimension; levels define the hierarchy of a dimension. Regular dimensions must be balanced; that is, each branch must have the same leaf level. Figure 3 illustrates a regular dimension structure and its table representation. The leaf level is Level 3, City. Although the “East” and “West” branches have different numbers of descendants, this dimension is still a balanced structure because each branch has the same leaf level. If it is not possible to place a member in each level, use placeholders.
Figure 3 – Regular (Levels) Dimension
Level
1 ID
Level 1
Description
Level
2 ID
Level 2
Description
Level
3 ID
Level 3
Description
TC
Total
Company
ER
East Region
NY
New York
TC
Total
Company
ER
East Region
BS
Boston
TC
Total
Company
ER
East Region
WASH
Washington
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All Dimensions
Level
1 ID
Level 1
Description
Level
2 ID
Level 2
Description
Level
3 ID
Level 3
Description
TC
Total
Company
WR
West Region
LA
Los Angeles
TC
Total
Company
WR
West Region
SF
San Francisco
The Time dimension is always a regular (level) dimension and can be edited like any other dimension. It is used to represent time periods, such as years, months, weeks or days. The Time dimension is created by the Business Model Wizard and populated with standard members based on a company's fiscal year.
Unlike regular dimensions, parent-child dimensions create levels by mapping relationships between columns in the dimension table. For example, Figure 3 can be represented as follows:
Figure 4 – Parent-Child Dimension
ID
Description
Parent
TC
Total Company
ER
East Region
TC
NY
New York
ER
BS
Boston
ER
WASH
Washington
ER
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Chapter 3: Business Modeler
ID
Description
Parent
WR
West Region
TC
LA
Los Angeles
WR
SF
San Francisco
WR
A parent is a member that has a branch below it and a child is a member that has a parent above it. For example, in , West is a parent of Los Angeles, and New York is a child of East. Child members of the same parent are called siblings. For example, West and East are siblings because of their parent Total Company.
An advantage of a parent-child dimension is the ability to support unbalanced hierarchies. In Prophix, the Accounts dimension is always a parent-child dimension. In addition, the Accounts dimension contains calculation formulae as well as many member properties relating to accounts, such as numeric format and time conversion method. The following table illustrates an Accounts dimension table:
ID
Description
Parent
Format
Time Conversion
1235
Telephones
12300
#,##0.00
Sum
1236
Salaries
12300
#,##0.00
Sum
2409
A/R
24000
#,##0.00
Last
Hierarchies
Prophix supports multiple hierarchies in a dimension structure, where input members of a dimension are consolidated in more than one way. For example, cost centers might be aggregated one way for management reporting and another way for legal entity reporting. Note that Versions, Accounts, Time Perspective, and Currency dimensions cannot have multiple hierarchies. Hierarchy levels are based on member properties, therefore all dimension members must have these defined before creating a new hierarchy.
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All Dimensions
Since the Time, Versions and Accounts dimensions are interrelated, as shown in b, shared dimensions must be handled as such:
a. A model using a shared Versions dimension must use the corresponding shared Time dimension, because the Time dimension identifies the Start Period for data in the versions.
b. A model using a shared Accounts dimension must use the corresponding shared Versions dimension, because the Versions dimension identifies the calculation rule sets for the accounts. In addition, as in the explanation in a., the corresponding shared Time dimension must also be used.
Member Properties
Every dimension member is allowed any number of custom member properties. These custom properties can appear at any level of a hierarchy but are not entered into a hierarchy. For example, for Product A, you may want to include the property “salesperson.” “Salesperson” is not used in the dimension structure but may be used in features such as dynamic selections, searches, and calculations. Member properties are optional and defined by the administrator. By default, all leaf members in the Time dimension have a member property called “Start Date.”
Member Types
In queries, such as data entry and reporting, the selected members are referred to as static, dynamic or special.
Static
A static member is a member that does not change upon query onset. In other words, what you select, you get in return. For example, in a template, you select the account Operating Expenses. The value that appears after data retrieval is the value for Operating Expenses. In this case, Operating Expenses is a static member because the display did not change upon a query onset.
Dynamic
A dynamic member is a type of member that does not specify a particular member. Instead, the dynamic member provides a definition. Upon the query onset, Prophix displays all members that match the definition.
There are six dynamic member types:
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Chapter 3: Business Modeler
l Member plus children – displays the selected member and its child l
l
members
Children only – displays the child members of the selected member
Member plus descendants – displays the selected member and all the l
members situated below it in the hierarchical structure
Descendants only – displays all members situated below the selected l
member in the hierarchical structure
Leaf descendants – displays members situated below the selected member that are at the end of the branch (i.e. have no other members below it)
l Non-leaf descendants – displays members situated below the selected member that are not at the end of the branch (i.e. have members below it)
Example: Consider the following structure, with the selected member being Operating
Expenses:
Figure 5 – Example of Dynamic Members
Dynamic Member Type
Display Result
Member plus children
Operating Expenses, Employee Expenses, Other Expenses, Overhead
Expenses
Children only
Employee Expenses, Other Expenses, Overhead Expenses
Member plus descendants
Operating Expenses, Employee Expenses, Benefits, Vacation, Workers
Compensation, Salaries, Other Expenses, Overhead Expenses, Equipment
Rental, Office Supplies
Descendants only
Employee Expenses, Benefits, Vacation, Workers Compensation, Salaries,
Other Expenses, Overhead Expenses, Equipment Rental, Office Supplies
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All Dimensions
Dynamic Member Type
Display Result
Leaf descendants
Vacation, Workers Compensation, Salaries, Other Expenses, Equipment
Rental, Office Supplies
Non-leaf descendants
Employee Expenses, Benefits, Overhead Expenses
Special
Special members are other pre-defined member selections. The following are special members:
l Named Sets
l Default Members
l All Members in the Dimension
When required, member selection is performed using the Dimensional Selector. The Dimensional Selector allows users to select static, dynamic, and/or special members.
Dimensional Selector
The Dimensional Selector is used to select a static, special, or dynamic members.
Figure 6 – The Dimensional Selector Dialog
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Chapter 3: Business Modeler
To select a dynamic member, right-click the member in the left pane, Point to Add Member as, and select one of the member types.
Named Sets
Named Sets are user-defined groupings of members in a single dimension and are created using Business Model Manager. Named Sets facilitate the selection of multiple members and are especially useful in data entry, since the administrator can assemble any members in any order. For example, a Named Set for accounts might contain salary, bonuses, health insurance and benefits. In the data entry screen, users can easily bring in all these four accounts by selecting the specific Named Set.
There are three types of named sets:
l Standard – returns a fixed list of dimension members
l Single Member – includes only one member
l Custom – uses MDX programming language; a customer named set can be set to static, which returns a fixed list of dimension members, or dynamic, which returns a list of dimension members based on other dimensions' member selection
Default Members
Each dimension has an optional default member, which is used in member selections such as data views or Named Sets and is extremely beneficial in reporting. For example, the administrator can use the Time default member in reports and, rather than changing the month selection in every monthly report, only needs to update the selection once each month in the Time dimension.
Accounts Dimension
Accounts are described by means of a key (often the G/L account code) and a name. These can be imported from external sources using Business Process Manager and manually edited in Business Model Manager.
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Accounts Dimension
Account Member Properties
Each account has account properties. Account properties indicate how the account is handled in the Prophix model. These include Account Type, Debit/Credit, Time Conversion Methods, Numeric Format, Account Note, Prevent Data Entry and Account Calculation Methods.
Account Types
Many general ledger packages store accounts as either negative or positive numbers, depending on the type, such as a credit or debit. However, Prophix offers a more detailed description of accounts than debits and credits; accounts in Prophix can be specified as one of the following types: expense, revenue, asset, liability/equity or statistical. By default, all accounts are set up as expense accounts.
Debit/Credit
The Debit/Credit property is associated with the Account Type property. By default, if the Account Type is Expense or Asset, this property is set to Debit. If the Account Type is Revenue or Liability/Equity, the Debit/Credit property is set to Credit. The Statistical Account Type sets this property to Not Set. To override these default settings, select the Debit/Credit property after the Account Type property is set. Correctly setting this property is important for adjustments, e.g. the SmartSwap tool.
Time Conversion
The Time Conversion Method determines, for each account, how data is aggregated across different periodicities, such as from monthly values to quarterly values. Conversion involves one of the following Time Conversion Methods:
l Sum – adds the leaf/detail member values together to get the figures for higher levels. Sum is the most common time conversion method and is the l
default.
Last (including Empty Values) – uses the value in the last leaf member to l
get the figures for higher levels.
Last (excluding Empty Values) – uses the last value in the last non-empty leaf member to get the figures for higher levels.
l First – uses the first value in the leaf member to get the figures for higher levels.
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Chapter 3: Business Modeler
l Average (excluding empty values) – averages the values of the leaf member to get the parent member figures. Empty cells are excluded. Note that empty l
cells are not the same as cells with the value of zero.
Average (including empty values) – averages the values of the leaf member to get the parent member figures. Empty cells are included and given the l
value of zero.
Formula – calculates the values for higher levels with the specified formula.
The following table shows examples of how the various Time Conversion Methods calculate results:
Accounts
Jan
Feb
Mar
Qtr 1
Time Conversion Method
Gross Sales
100
250
375
725
Sum
Headcount A
12
16
-
-
Last including empty
Headcount B
13
22
-
22
Last excluding empty
Opening
Balance
100
110
130
100
First
Product A Sales
—
100
250
175
Average excluding empty
values
Product B Sales
—
225
150
125
Average including empty
values
Gross Sales per
Employee
8.33
15.62
18.75
36.25
Formula
(Gross Sales/Headcount)
Numeric Formats
Each account has a default numeric format associated with it. This is used to format the data in the account during data entry and is also the default format for reporting, though it can be overridden. Numeric formats are defined in the same way as in a spreadsheet. For example, #,##0.0 will format 12345.67 as 12,345.7.
Account Note
Account notes are short comments that the administrator can add to accounts. For example, the administrator might want to note that the account, Headcount, refers to 34
Accounts Dimension
permanent, full-time employees only. Users can also use these account notes to search for a specific account using the Find option.
Prevent Data Entry
The Prevent Data Entry option allows the administrator to prevent users from entering data to a specified account. Although the data can be seen in both reports and data entry screens, selecting this option disables all users from changing the data. Account Calculations
Prophix performs calculations between accounts, in addition to consolidating data across the dimensional structures. Each account has one of several calculation methods:
l Input– allows all users to enter data. Based on the account navigation structure, bottom level accounts are automatically assumed by Prophix to be input accounts and there is no need for any involvement on the part of the l
administrator to set up these accounts.
Aggregate Children – calculates the account values by combining the data of its direct child accounts. For these accounts, the administrator can specify whether a child account is to be added, subtracted, or ignored when calculating the parent account. For example, the Balance Sheet account is set up as such:
l Formula – Standard – calculates the account values with the specified calculation rules. For example, or
Rates such as % margin can be calculated for reporting purposes. Formulas can include special functions.
• Formula – Applied to leaf member combinations only – applies specified formula to the cells within the account that represent the intersection of leaf 35
Chapter 3: Business Modeler
members for all dimensions in the cube. For example, the Cost of Goods Sold account would require a formula for leaf members only.
Leaf Members
Non- leaf
Members
Dept A
Dept B
Total
Cost of
Goods
Sold
= Revenue x %COGS
= Revenue x %COGS
Sum
l Formula – Applied to non-leaf member combinations only – applies specified formula to the cells within the account that are based on a non-leaf member in at least one dimension. Related to the example above, % Cost of Goods Sold would require a formula for non-leaf members only.
Leaf Members
Non- leaf
Members
Dept A
Dept B
Total
Cost of
Goods
Sold
Input
Input
= Revenue x
%COGS
l Formula – Procedural Calculation – applies the Formula – Applied to leaf
member combinations only calculation method when prompted via the Calculate process or the data entry trigger rule. This results in efficiency gains in larger models, as many instances of the Formula – Applied to leaf
member combinations only calculation method may hinder run-time performance. The Data Entry Trigger rule allows you to specify which accounts trigger the selected procedural calculation to recalculate during data entry (run time). For example, if you select the account Price to trigger the procedural calculation for Revenue, each time Price is updated during data entry, Revenue will be automatically recalculated (assuming the formula). Note: Recalculation will only occur if the auto refresh option is enabled
on the data entry template.
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Versions Dimension
l Get data from an account in another cube – retrieves data from members in dimensions within another cube. For example, an account may require the actual inventory data of Company A from February 2005. The selected members would be Inventory (Accounts dimension), Actual (Versions dimension), Company A (Organizations dimension), and February 2005 (Time dimension). (This method only appears as an option when there is more than one cube in the connection.)
Multiple calculation methods can be applied to an account for different versions using calculation rule sets. Calculation rule sets are “labels” that are set up in the Versions dimension and are applied to accounts in various versions. For example, the Actual version has a calculation rule set called Actual, and the Plan version has a rule set called Plan. In the Actual version, the Sales Revenue account uses an Input Calculation Method; in the Plan version, the account uses a Formula Calculation Method. This situation requires the application of both calculation rule sets to the Sales Revenue account to accommodate the two different calculation methods.
Versions Dimension
Prophix handles three types of versions: actual, plan, and calculated versions. l Actual versions contain actual data. They can contain a combination of l
actual data, historical actual data and previous years’ budget data.
Planning versions contain current-year actuals and forecast data. For example, a two-year mid-year forecast could contain six months of actual l
data and 18 months of planned data.
Calculated versions can contain historical and planning data. These can be used for variance versions, for example. By using variance versions, the % variance is easily calculated.
Only global and model administrators can set up versions, such as original budget, approved budget, last-year-actuals or first quarter re-forecast. Versions can be frozen so that users cannot change the data. For example, approved budget and last-yearactuals will usually be frozen when first quarter forecast is being updated. When a version (such as first quarter forecast) contains both actual data and budget or forecast data, the actual data is automatically protected.
Each planning version is in one of two possible states:
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Chapter 3: Business Modeler
l With an Active version, subject to security clearance, all users can enter, edit l
or report on data in the version.
Complete means that, subject to security clearance, users can report on data, but no user, including the administrator, can edit data.
The administrator decides the state of each planning version in the model and by doing so, grants and removes user access to the versions.
By default, there is one planning version and one actual version in every Versions dimension. All versions refer to the same Accounts dimension. However, accounts may use different calculation methods for different versions. For example, Sales
Revenue is a calculated account in planning versions (Units Sold x Unit Price) but is an input account for actual versions (so Unit Price can be calculated as Sales Revenue/
Units Sold). To manage the different calculation methods, Prophix uses calculation rule sets. Administrators can create several calculation rule sets that can be applied to either actual data or planning data on a version-by-version basis. With this option available, multiple calculation rule sets can be created for a single chart of accounts.
Time Dimension
The Time dimension is a regular dimension made up of levels, which are defined in Business Model Wizard, and these levels consist of members called time periods. For example, a Time dimension that has the levels Year, Quarter, and Month will have January, February, etc. as time periods for the Month level. The Time dimension also defines the time range of the model, which is also set up using Business Model Wizard; however, using Business Model Manager, the time range can be extended.
The Time dimension can be defined to use one of the following calendar types:
• Calendar 12 months – The fiscal year uses the standard calendar periods; i.e. by default, months begin on the first of each month.
• Non-calendar 12 periods – The fiscal year uses non-standard calendar periods, e.g. months may begin on any date (i.e. June may begin on May 31), and uses 4-4-5, 4-5-4, or 5-4-4 weeks in a period.
• 13 periods – The fiscal year uses 13 periods with four weeks (or 28 days) per period.
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Time Perspective Dimension
Time Perspective Dimension
The Time Perspective dimension gives the flexibility to plan and report in different time periodicities, such as year-to-date, month-to-date and quarter-to-date. The default dimension members are Base and YTD.
User-Defined Dimensions
Typical Prophix models may include user-defined dimensions such as Organization (or Geography), Products, Currency, Intercompany Eliminations, or Classification. Intercompany Eliminations and Classification dimensions are used in Financial Consolidation models. For more information, see Using Prophix for Financial
Consolidation on page 169.
Use Case: A Balance Sheet Continuity Schedule
When creating a budget for Fixed Assets, it is often difficult to track the additions, disposals and the final ending asset balances. Having an accurate Capital Expenditure Continuity Schedule is important because it outlines the expected additions, disposals and depreciation of assets. It also affects cash flow and financing activities.
Depreciation is very difficult to calculate because it is based on various different formulas that are applied at different times. When an asset is purchased, typically, it can only be depreciated at half the amount. Furthermore, when the asset is disposed of, the depreciation accumulated on that asset must be removed from the accumulated depreciation.
Schedules made in Excel rely on formulas to track the changes and can often be incorrect due to human error or shifts in the underlying data and formulas. As a result, creating and maintaining an ongoing Continuity Schedule can be a daunting task. 39
Chapter 3: Business Modeler
Solution
Prophix can contain multiple years of data and standardized formulas can be used to create a continuity schedule that meets the needs of the Finance Department.
Because Prophix is based on uniform and continuous formulas, the continuity schedule maintains its integrity and accuracy. Depreciation formulas are constant and consistently applied. When the Asset is fully depreciated, the monthly depreciation amount can automatically be removed from the depreciation schedule.
Furthermore, different depreciation periods can be set up based on the Asset class. As a result, when assets are added to an asset class, there is no need to enter the depreciation period for the asset, it is universally selected.
Benefits
With Prophix, additions and disposals are automatically tracked to form an ending asset balance and depreciation can automatically be calculated and added to accumulated depreciation. This information can be carried forward into future versions and “What-If” scenarios. As the balances on the Balance Sheet and Income Statement change, the Cash Flow automatically reflects the changes. There is no need to update or modify any existing formulas for additional or a new budget/forecast version.
Furthermore, since every asset class can be set to have a different depreciation period applied to it, there is no need to recreate formulas, or modify existing templates. Prophix streamlines the process and cuts down on the time it takes to prepare a continuity schedule for fixed assets.
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Chapter
4
Chapter 4:
Data Entry and Reporting
Data Entry and Reporting Overview
Prophix allows users to perform data entry and reporting with or without the use of templates. With the use of templates, offline users can also enter data. Generally, users enter data at the same time for all accounts in one business unit (data entry by account). This means that a manager can enter all the expense account data for a cost center at once. Alternatively, users can select an account and enter data into that account for multiple business units or dimension members (data entry by dimension). For example, marketing managers might use a data entry screen to enter budgeted prices for all products for which they are responsible.
Data entry features include Delta Analysis, which is a tool used for comparing data from a single account or from two different accounts and automatically calculating variances and percent variances. This enables users to analyze the effects of changes to an account’s data as compared to a set of benchmark data and updates actual data to reflect adjustments. Applications include variance analysis and what-if analysis. For example, a manager can easily determine if reducing budgeted expenses will result in a favorable variance against actual values for a specific time period, i.e. days, weeks, months, quarters, or years. Delta Analysis is accessible within templates or in Ad Hoc Analysis.
A very important Prophix feature is top-down data entry, where a user can enter data at a high level in a dimensional structure and have data automatically allocated to lower level members. For example, revenues can be entered quarterly at the company level and spread amongst cost centers and months. Typically, data 41
Chapter 4: Data Entry and Reporting
entry occurs at the input level of dimension members and data is then consolidated upwards towards higher-level members. This is referred to as bottom-up budgeting. Both top-down and bottom-up budgeting can occur in Prophix.
For top-down data entry, data can be spread across members using a number of different methods:
• Spread evenly – The entered value is distributed so that all values for the leaf level members will be equal.
• Spread based on the existing data for the current member combination – The entered value is distributed based on the existing data for the current account/time/version/dimension member combination.
• Spread based on the existing data in another selected member
combination – The entered value is distributed based on another account/time/version/dimension member combination.
• Spread based on values in a member property – The entered value is distributed based on numeric values in a selected member property.
• Spread based on vectors – The entered value is distributed based on a specific value. In Delta Analysis, the comparison data is used as the vector.
Another important feature is the ability to add commentary supports, either with Cell Comments or Line Item Schedules. The Cell Comments feature allows users to add supporting detail to any data, within Ad Hoc Analysis, data entry templates, and reports. In addition to text, cell comments can include multiple file attachments, e.g. external Word documents or Excel files.
About line item details
In data-entry templates, reports, or Ad Hoc Analysis, the Line Item Details feature is used to enter and communicate additional data into accounts that are not predefined. Line item details are useful for planning corporate expenses such as travel and projects, where multiple transactions need to be captured to build up a total amount. For example, if you are required to enter individual planned travel expenses at the account level, you can use Line Item Details to break down the expenses you choose into a schedule by event, by journey, or by employee.
42
About line item details
You can add an unlimited number of line items for any input account to which data can be entered. When you finish entering the line items, their total is included in the main Prophix model. Data in the main model can change even if that data is associated with a line item detail. By default, line item details are reflected in the current value. However, you can choose to lock the current value so that changes are only reflected in the Adjustment Line. A blue triangle in the bottom-right corner of a cell indicates the presence of a Line Item Details schedule:
Figure 7 – Template cells with associated Line Item Details
To view the schedule for an account, right-click in its cell and select Line Item
Details.... The Line Item Details dialog opens:
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Chapter 4: Data Entry and Reporting
Figure 8 – The Line Item Details dialog
About dimensions and line item details
The line item details feature treats dimensions as follows:
l The Time dimension can only be used in columns, and always represents a l
leaf member.
The Measures, Time Perspective, and Currency dimensions cannot be used with line item details.
Line item details reports
Line item detail reports allow users to collect and view all the line item details from any data view in one convenient report:
44
About line item details
Figure 9 – The Line Item Details Reporting tab
These reports can be searched, sorted, filtered, printed, exported, and saved to the Document Explorer (the Line Item Details Files appear with the same icon as the Line Item... button in the toolbar).
Custom line item details reports
By default, when you view the line item details report for a data view, you are presented with all the columns in the data view. However, a data view can also be assigned its own custom report, which defines its layout and display properties. An administrator uses Line Item Details Designer to create and save a custom line item details report:
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Chapter 4: Data Entry and Reporting
Figure 10 – A Line Item Details Report in Line Item Details Designer
For more information on viewing or designing Line Item Details Reports, see the online help.
SmartSwap
The SmartSwap tool allows users to make intelligent adjustments to data directly within Ad Hoc Analysis, Templates and Delta Analysis. For example, an adjustment may be required to move data that belongs to Department B but was incorrectly posted to a Department A, or to move plan data between entities while preserving totals. SmartSwap's inherent accounting logic recognizes debit, credit, and statistical transactions to ensure data is adjusted correctly. For example, if a transaction is between two Debit accounts, one cube value will have an amount added and the other will have the identical amount subtracted.
46
Data Entry and Reporting Templates
Data Entry and Reporting Templates
Formal data entry and reporting are based on templates created by administrators or design users. Utilizing templates is the easiest and simplest way for users to enter data or create reports; however, with templates, users are not able to ‘slice and dice’ data and are limited to the layout and members already displayed. This flexibility is only supported in Ad Hoc Analysis.
Depending on function security and cube access, templates in data entry or report mode are accessible via workflow tasks and Document Explorer. From here, these templates can also be printed or saved as Excel or PDF.
Data Views
By default, the columns in data entry and reporting screens represent the Time dimension and the rows represent the Accounts dimension. However, using data views, users can easily select members and choose which dimensions are across, down and along pages. They determine the arrangement of dimensions and selection of members on screen. Member selection includes static, dynamic, and special members.
Data views provide an easy-to-use point-and-click data entry interface for users. They are also the foundation of templates that are used in workflow. Users who are not very comfortable with computers will find pre-defined templates much easier to use than data views in Ad Hoc Analysis for data entry.
Asymmetrical Selections
Asymmetrical selections, also known as unique member combinations, eliminate some of the challenges in “double-down” reports and templates. This feature allows users to design data views and templates using specific member combinations (consisting of a static members and/or single member named sets) rather than 47
Chapter 4: Data Entry and Reporting
including all member combinations in the selected dimensions, so that only relevant data is displayed in data entry screens and/or reports.
For example, the Time and Versions dimensions are across the columns, and the members of interest are the following:
• Time Dimension: {January 2011, January 2010, Total Year 2011}
• Versions Dimension: {Budget and Actual}
The cross-join of these dimensions results in {(January 2011, Budget), (January 2011, Actual), (January 2010, Budget), (January 2010, Actual), (Total Year 2011, Budget), (Total Year 2011, Actual)}
However, what is often desired are only specific member combinations from the total population of members. For example, only the following bolded combinations are important for a specific report:
{(January 2011, Budget), (January 2011, Actual), (January 2010, Budget), (January 2010, Actual), (Total Year 2011, Budget), (Total Year 2011, Actual)}
With asymmetrical selections, it is possible to choose which member combinations to include in the design of the template. This provides a cleaner report/data entry template by excluding unnecessary data.
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Templates
Figure 11 – Ad Hoc Analysis
Templates
Templates are pre-formatted screens, created using Template Designer, that are intended to be an easy-to-use mechanism for users to enter data and create reports. Users are only able to access the data entry templates that are assigned to them in workflow tasks.
Templates are based on data views and can contain more than one (and a data view can be used more than once). Template layouts are static, but users with access to the Ad Hoc Analysis function can analyze and navigate through data by selecting the “Analyze” right-click menu option, which opens the data view in Ad Hoc Analysis. Data views can be created in Template Designer, but existing data views cannot be changed in this function; however, dimension member selection and formatting options are available. Member selection is performed using the Dimensional Selector.
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Chapter 4: Data Entry and Reporting
In templates, data views must be defined as one of three types:
• read-only – Data is retrieved and displayed in the data view, but users are not able to edit data. This type is used for reporting only.
• read/write – Data is retrieved and displayed in the data view, and users are able to enter and/or edit data. This is the default type.
• write-only – Data is not retrieved and displayed; users are only able to enter data. This type is used for data entry only.
A template must have at least one data view and can contain other objects such as images, page member names, auto text (e.g. title, date, time, etc.), charts, and cellbased calculations.
Page Dimensions
Page dimensions are dimensions whose members appear on different pages of a template. These page dimensions are determined in data views.
In Template Designer, the following features are available for page dimensions:
• member selection (design mode) – In design mode of the template, template designers can select certain dimension members to appear on the page.
• member selection (runtime mode) – In runtime mode, users can select another page dimension member to view its related data.
• visible at runtime – When using templates, users can choose to view data related to another page dimension member. However, template designers can select to disable this option.
• page dimension groups – Page dimension groups are utilized to simplify member selection in runtime mode when there are multiple data views in the template. When page dimensions are grouped together, a single dropdown list controls the member selection for all page dimensions in the group. Page dimension groups are set up by template designers.
Only page dimensions with at least one common member (same key) can be grouped, e.g. the Organizations dimensions of Data View A and Data View B can be grouped together if there is at least one member that appears in both data views. If the grouped dimensions do not have at least one common member, the following error appears when you try to view the template in runtime or preview mode: “A 50
Offline Data Entry
merged template page dimension is present which has source dimensions with no common members.”
When page dimensions are grouped, the member selection control (drop-down list) displays all the members that appear in all the data views in the group. For example,
Data
View
Grouped
Page
Dimension
A
Organization
All Members in Dimension
B
Organization
USA.Children (dynamic member for all
organizations in USA)
C
Organization
Dimension Members
Member
Selection List
(in runtime/
preview mode)
• Chicago
• Frankfurt
• New York
• New York
• Paris
• Hong Kong
• Los Angeles
• Chicago
• Los Angeles
• Toronto
Offline Data Entry
Data entry templates can also be used for offline data entry, which enables users to enter or review data without logging into Prophix. This function makes use of Excel workbooks that are created from Prophix templates. The Offline process in Business Process Manager converts existing Prophix templates to Excel workbooks and distributes the workbooks to a list of users via e-mail.
The overall process of offline data entry mainly entails the following steps:
1. Administrator defines offline users and permissions.
2. Administrator creates data entry template.
3. Administrator runs Offline process in Business Process Manager.
4. Offline user receives Excel spreadsheet templates via e-mail and completes data entry.
5. Offline user sends spreadsheets back to distributor via e-mail.
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Chapter 4: Data Entry and Reporting
6. Distributor places the files in specified Offline folder.
7. Prophix automatically recognizes files and imports data.
an overview of the process:
Figure 12 – Offline Data Entry Architecture
Use Case: Global Template Updates Using Named Sets
The reporting capabilities available in Prophix allows for highly customized templates based on unique business needs. This flexibility puts the power into the hands of finance professionals to create and maintain their own reports. An area where considerable improvement can be found is in a scenario where regular report updates are common, typically in the monthly reporting package that most companies produce. Time definitions on reports need to change to reflect either the current period, YTD period, or other time representations based on the closing of financial periods. Many rely on their abilities to modify templates directly as required to change target periods in each relevant report, however considering that some reporting packages contain numerous templates, this can be an onerous process.
A tremendous improvement on this is to leverage one of the features employed by Prophix called Named Sets to globally update report definitions across all associated 52
Use Case: Global Template Updates Using Named Sets
templates. Here, maintenance is greatly reduced and changes are managed in a single area in the Time Dimension. Consider the figure below. The first two columns with values relate to the current month and year-to-date values for the current actuals. The final column displays the total year plan.
Report Template Example:
September
September YTD
Total Year Plan
Revenue
$1,300,000
$12,500,0000
$14,000,000
Costs
$1,150,000
$10,400,000
$11,000,000
$150,000
$2,100,000
$3,000,000
Gross Margin
On a monthly basis, the actuals for the first two columns need to be updated to reflect the closing of the previous financial period. This would involve some redesign of the template, where the time dimension related to the actuals columns would require updating. For example, when the October period closes, the monthly columns related to September would need to change. This modification would be required for each report that incorporates a floating time period. Alternatively, a Named Set can be employed in the Time Dimension to facilitate the updating of the reports. If, for example, fifteen templates are used in a monthly report package, a single modification to the named set updates all reports, rather than modifying each report directly. An added benefit of the administrator controlling the time definition in this manner, means that end users do not have to make any month selection themselves when viewing or generating reports, reducing unnecessary steps and errors. To further complement this functionality, named sets for other dimensions can be used as well (ex: versions), to make the monthly package even more streamlined, especially when forecast versions change each month.
Two things are required to properly use this function:
• The Named Set definition must be created in the Time Dimension • The Named Set needs to be used in place of the Time field in the template
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Chapter 4: Data Entry and Reporting
To create the Named Set definition, the Time Dimension needs to be opened and a new Named Set created by the administrator. The Named Set in this case refers to the current period financials and so should be named appropriately. Next, the administrator should select the current fiscal period from the Time hierarchy. The Named Set is then associated with that particular time period.
Figure 13 – Named Set Editor
After, within the template, the current fiscal period, must be replaced with the Named Set, which will then appear in the Time field. As this Named Set is associated with the current month (September), the values in template will not change. When the October fiscal period closes, the administrator needs only to update the Named Set in the Time Dimension, and all the templates using the named set will reflect the new fiscal period. Use Case: Combining Accounts and Departments Down
in an Income Statement
Financial reporting provides essential information pertaining to an organization's performance and financial position. Organizations often rely on spreadsheet 54
Use Case: Combining Accounts and Departments Down in an Income Statement
applications for their reporting needs. While such applications are useful, when it comes to complex reporting and data analysis, they are not the ideal tool. l Reporting in spreadsheet applications usually requires linking to multiple worksheets and/or tabs which can be error prone
l Updating data and waiting for formulas to refresh can be very slow and l
time consuming
Maintaining reports can also prove to be a problem when reporting needs change requiring new formulas, new accounts or departments, and/or new l
order of existing accounts or departments
Trying to revamp reports can result in lost links possibly requiring users to recreate them from scratch
Within Prophix all financial data is contained within a single cube that can be manipulated to extract data easily.
Consider an Income Statement requiring operating expenses to be reported at the department level and all other accounts (revenues, taxes, interest, etc.) to be reported at a consolidated, total company level. Creating such a report using a spreadsheet would require linking to multiple sheets using lookup and sum formulas and if statements. Using Prophix creating this report simply involves selecting which accounts are to be displayed and what level of detail is required (total company or departmental).Using Ad Hoc Analysis and Template Designer this report can be created using as few as three data views.
View 1: Total Organization Revenues and Cost of Sales
View2: Operating Expenses by Department
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Chapter 4: Data Entry and Reporting
View 3: Total Organization EBITDA - NI
56
Use Case: Combining Accounts and Departments Down in an Income Statement
The key benefits of reporting multiple dimensions within Prophix are: l Data integrity – there is no risk of end users deleting formulas/links l Easy maintenance – the use of dynamic members and named sets could potentially mean that a report designer would never have to manually update this report. Newly added accounts or departments and the time frame being reported be automatically be added to the report.
l Data sitting in one central location – no need to maintain and link multiple l
reports
Improved ability to analyze data – users can drill down on data to view detail i.e. drill down on each account category to view individual account l
detail below Instantaneous update of data – data contained within the report updates as data is entered into Prophix
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Chapter 4: Data Entry and Reporting
Use Case: Reporting with Multiple Cubes
Prophix can combine data from multiple cubes on a single page, and this data will normally be coordinated so that, for example, changing the selected organization member will change both the financial and sales data being displayed. With many products, data displayed on a page is usually restricted to data from a single cube, making it necessary to store all data that needs to be entered or reported in a single OLAP cube. This can create the following problems:
• Storing all data in a single cube will give rise to very large cubes. While this may be appropriate for reporting applications, for data entry applications such as budgeting, this may lead to serious performance problems. • Data will need to be stored with complex dimensionality. For example, dimensions for sales data may be structured by organization, customer, and product-while financial data, a dimension for organization would be created. This greatly complicates the design of an application and can give rise to unwieldy reporting and data entry. For example, financial data may need to be stored in the “No Product” member of Product dimension, causing confusion and possible errors when end users access or enter data.
• A single cube will ideally be created with all dimensional structures that will ever be required. Predicating the requirements of such a cube will be difficult and making changes after the applications has gone live can be complicated
Prophix brings the flexibility to an organization that has a business need to model parts of their business in ways that won't limit their reporting and budgeting functions of an organization.
Some of the major advantages of being able to view data from multiple cubes on a single page include the following:
• As a company's requirements change, additional cubes can easily be created, independently of existing cubes, and data from multiple cubes can be combined for reporting and data entry. 58
Use Case: Reporting with Multiple Cubes
• Entering budgetary data can ease the burden for budget users by simplifying the dimension structure to only those relevant for the specific budgeting needs. For example, factors that might be tracked for sales might be by customer or product where as for the Financial only organization would be relevant. • Prophix Security Manager aides in handling multiple cubes by providing the necessary user security access limiting access to specific cubes and dimension members. • When designing a template and selecting what cube to report on, Prophix utilizes the easy to use cube selection screen to toggle through multiple cubes.
The foundation of Prophix report design and creation is in Template Designer.
Using the concept of data views in Template Designer, reports can be created by combining the Sales and Financial cubes into a single report while in a single interface.
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Chapter 4: Data Entry and Reporting
Figure 14 – Example of how a report can combine data views from two cubes.
Use Case: Benefits of Alternate Hierarchies
A common requirement in financial reporting is the ability to roll up input level data along multiple consolidation paths. This normally requires that a model allow for multiple hierarchy structures for a particular dimension. Frequently these are dimensions representing Organization, Geography, Product and Customer.
Prophix includes functionality to create and maintain advanced alternate hierarchies within a single cube. Dimensions always contain at least one main hierarchy called “default.” Member definitions are managed using the default hierarchy within Model Manager.
Alternate hierarchies (and each level within them) are based on a dimension member property and are always level-based. For example, Color is a member property of the Products dimension, and Red is the member property value assigned to Product P1. Thus, Product P1 rolls up into Red, which rolls up into All Products.
Specific situations that require alternate hierarchies include
• 60
Multiple Reporting Requirements
Use Case: Benefits of Alternate Hierarchies
• Report Layouts
• Report Filtering
Multiple Reporting Requirements
A common scenario is where a cube contains a default organization hierarchy structure (for example Entity) however for reporting purposes, it is required that the main dimension members be rolled up differently (for example by Region).
Report Layouts
Additional ad hoc/template report layouts are easily accomplished because multiple hierarchies for the same dimension (i.e. Time Down, Time Months Across) can be placed on different axes.
Report Filtering
“Region” hierarchy can be placed in header as drop-down selector with values like “Asia”, “Europe”, “Eastern”, “Western”, etc. Selecting a particular Region will filter resulting Entity dimension members in rows.
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Chapter
5
Chapter 5:
Financial Analytics
About Ad Hoc Analysis
The Ad Hoc Analysis function is used to enter, manipulate, and analyze data without the use of templates. By default, all users have access to this function.
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Chapter 5: Financial Analytics
Figure 15 – The Ad Hoc Analysis function
Ad Hoc Analysis has these main sections:
l page dimension member drop-down lists; these allow users to view or enter l
data related to other page dimension members.
work area; in grid mode this section displays data and allows for data entry. By default, the columns in the work are represent the Time dimension and the rows represent the Accounts dimension. To rearrange this layout, see Data Views. In chart mode, the section displays data in the chart type of your choice.
Note that when you access the function, depending on security settings, data entry may be disabled (data-entry status is always shown in the status bar at the bottom of the screen). You can enable data-entry by clicking Edit > Data Entry:
Figure 16 – The Data Entry toolbar button
Visualizations
Ad Hoc Analysis provides three different viewing modes:
l The tabular or grid view
l The chart view
64
Multi-Dimensional Data Navigation
l
The chart view includes the data derived from the current page dimensions. If you change the page dimensions, the chart data automatically refreshes.
Tip: In a chart you can still see much of the underlying grid data for an element by hovering your pointer over the element.
The combined grid-and-chart view
You can change from one mode to another at any time.
For more information on data vizualizations and on the various chart types, see the online help.
Multi-Dimensional Data Navigation
There are various ways in Ad Hoc Analysis to navigate through multiple dimensions and levels.
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Chapter 5: Financial Analytics
Drill Up
Drill-up is a method that displays the member directly above the current member in the hierarchy, i.e. moves up one level in the hierarchical structure. This is possible in either parent-child or regular dimensions. For example, in the Time dimension, drilling up from Quarter 1 displays Year. In the Organization dimension, drilling up from Los Angeles displays California.
Drill Down
Drill-down is a method that displays the members directly below the current member in the hierarchy, i.e. moves down one level in the hierarchical structure. In parent-child dimensions, drill-down displays the children of the current member. In regular dimensions, members directly below the current member in the hierarchy are displayed. For example, in the Time dimension, drilling down from Year displays Quarter 1, Quarter 2, Quarter 3, and Quarter 4.
Drill Across
Drill across is a data analysis method that utilizes relational data views to view a cell’s supporting data from another data source. In Ad Hoc Analysis or Template Designer, users are able to view additional data—including data that has not been imported into Prophix. It is possible to drill across to any ODBC compliant relational database, text file, Access database, or Excel file.
For example, a user might request more details for a cell that contains data for January 2007/Sales/San Francisco office/Product Line B. With the proper set up, details can easily include data such as sales for January 2007 summarized by all the products in product line B or, just as easily, January 2007 commission on all products in product line B summarized by salesperson in San Francisco.
Drill-Through to Detailed Planning
The Drill-Through to Detailed Planning feature enables an Ad Hoc Analysis user to select a cell from the finance cube (showing summary data posted from the Detailed Planning cube) and open a second data view that contains the original detail data, from within the Detailed Planning cube. 66
Relational Data Views
For example, if the user wants to see which employees comprise the taxable benefits line in an income statement, drill through displays a Detailed Planning data view showing the objects in the rows, time in columns, and the other dimensions in the pages.
Note: To use Drill-Through, the finance cube must be connected to a Detailed Planning cube, and the member combination that you want to drill-through to must be a target account that exists in the Detailed Planning model.
To drill-through to Detailed Planning, in Ad Hoc Analysis, right-click in the data cell for which you want detailed data, and select Drill-through to Detailed Planning. A new tab opens in Ad Hoc Analysis, showing a data view from the Detailed Planning cube.
Collapse
Collapse is a method to hide a member's displayed children. Only expanded members (denoted by a minus (-) sign) have the collapse option enabled.
Pivot Data
Pivot data swaps the row and columns axes, i.e. the members that are in columns move to rows, and the members that are in rows move to columns. The data in the cells are not affected by pivoting data.
Relational Data Views
A relational data view is designed to provide a method for obtaining data from a relational data source, which can be used for drill across data analysis and reporting. Relational data views define data sources and filters, which can be custom SQL queries, predefined lists, or member security based.
Filters limit the data displayed from the specified data sources. Predefined list filters allow users to select which columns of the data source to display. Member security filters limit the displayed data to only the members to which the user has access. For all other types of filters, SQL queries can be created for custom requirements.
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Chapter 5: Financial Analytics
About cell comments
The Cell Comments feature allows you to add supporting detail to any data within Ad Hoc Analysis, data-entry templates, and reports. In addition to text, cell comments can include up to three external file attachments (for example, Word and Excel files). Note: The maximum file size per attachment is 15 MB. A red triangle in the top-right corner of a cell indicates a comment:
Cell Comment Reports
Cell comment reports allow users to collect and view all the cell comments from any data view in one convenient report:
68
About cell comments
Figure 17 – A Cell Comment Report
These reports can be sorted, filtered, printed, exported, and saved to the Document Explorer as cell comment report files (.ccr).
Custom Cell Comment Reports
By default, when you view the cell comment report for a data view, you are presented with all the columns in the data view. However, a data view can also be assigned its own custom report, which defines its layout and display properties. This definition is contained in a cell comment file (.ccf). An administrator uses Cell Comment Designer to create and save a cell comment file:
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Chapter 5: Financial Analytics
Figure 18 – A Cell Comment Report in Cell Comment Designer
For more information on viewing or designing Cell Comment Reports, see the online help.
Highlight Exceptions
In Ad Hoc Analysis and Template Designer, Highlight Exceptions is a method of formatting a cell based on a value (conditional formatting); for example, Color green all cells with a value that is greater than a specific amount. Rules can contain Greater than, Greater than or equal to, Less than, Less than or equal to, Equals to, Not equal to, or Between specific values. This feature highlights values to quickly identify outliers based on a set of specific conditions. For example, for Gross Margin amounts that are greater than 10,000, color the cell green.
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Delta Analysis
Note: In Template Designer, highlighting rules may be applied to individual cells for more specific formatting.
Delta Analysis
Figure 19 – Delta Analysis Screen
The Delta Analysis interface has four main sections: Base, Comparison, Time Scope, and Data.
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Chapter 5: Financial Analytics
Base
This section displays drop-down lists of all dimension members of the currently selected data view. The selection is automatically set to the dimension members pertaining to the selected data cell.
Comparison
This section displays selectors that include all dimension members in the cube. This is used as the “benchmark” data for comparison with the Base.
Time Scope
The time scope identifies the start and end periods of base and comparison data. The time slider is used to move the time scope (range) along the time dimension, adjusting the start period, end period, or both. The default time scope depends on the time member of the selected data cell and the leaf time member. If the selected time member is the leaf level, the time scope is the parent of the time member. Otherwise, if the selected time member is non-leaf, the time scope is the same as the selected time member. For example, if the selected time member is quarters and the leaf level is months, then the time scope appears in quarters. The periodicity of the time scope is the same as the time member of the data cell selected, e.g. months, quarters, etc.
Data
This section displays base and comparison data, and variance and percent variance values between the two. The base, variance, and the percent variance cells are editable if all the selected members are leaf members and the user has write access. If any of the “non-total” cells are edited (i.e. cells that are not in the “Total” column), the calculations are as follows:
72
Delta Analysis
Edited Cell
Base
r
r%
Calculation
1
r = Base - Comparison
Base = Comparison + r
r = (r% * Comparison)
/100
Calculation
2
r% = (r/Comparison)
*100
r% = (r/Comparison)
*100
Base = Comparison + r
For cells in the “Total” column, data calculations are slightly more complex; calculations depend on the account’s time conversion method.
If the time conversion method of the selected account is sum, the calculations are as follows:
Edited Cell
Total Base (TBase)
Total r (Tr)
Total r% (Tr%)
Calculation
1
Spread total base value with
spread method
TBase
= TComparison + Tr
Tr
= (Tr% * TComparison)
/100
Calculation
2
Tr
= TBase - TComparison
Spread total base value with
spread method
TBase
= TComparison + Tr
Calculation
3
Tr%
= (Tr/TComparison)*100
Tr%
= (Tr/TComparison)*100
Spread total base value with
spread method
Spread methods include spread evenly, spread based on existing data for the current combination, spread based on data in another combination, spread based on comparison data, and spread based on member property values.
If the time conversion method is not sum (i.e. last, first, average, or formula), no spreading is required; the base totals are updated and the value is copied to the displayed leaf members.
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Chapter
6
Chapter 6:
The Prophix Workflow
About workflow
Prophix offers powerful facilities for creating and managing multi-stage processes such as producing budgets and plans. The administrator creates a workflow project to manage a logical set of activities, which are groups of tasks. Permission can be assigned to users to access data, either for data entry, review, or approval.
In the Workflow Manager, each task has a status that describes the current stage of the workflow project. Project administrators can track this status to view the progress of various tasks performed by other users or by the system.
Administrators use workflow projects to manage a logical set of data entry, submission, and approval steps. A workflow project is made up of activities and tasks. For example,
Description
Creating the 2011 Budget (managed by administrator)
Forecast Expenses by Department
Type
Project
Activity
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Chapter 6: The Prophix Workflow
Description
Type
Finance and Administrative Expenses
Task
(owned by Controller; approved by CFO)
(uses Template 1)
Sales and Marketing Expenses
Task
(owned by Sales Manager; approved by Sales VP)
(uses Template 2)
The Workflow Manager
Administrators use the Workflow Manager function to create and manage the data flow between users. Workflow Manager has the following tabs: l Project Overview – This provides an illustrative representation of project components.
l Project Details – This section displays project information.
l Workflow Audit – This report lists all changes made to a workflow project.
To access Workflow Manager, from the main Prophix screen or SmartPortal, click Workflow Manager.
Task types
Each workflow task has one of the following statuses:
l Data Entry – Provides users with the appropriate templates for their routine data entry tasks. Data Entry tasks have owners who are responsible for entering data and approvers who are responsible for approving the entered l
data.
Approval Only – Assigns either data entry templates or reporting templates l
to users to approve certain data.
To Do – Has no set action; these tasks are simply reminders, underlining priorities, or a list of To-Do items that are displayed on the Task List on the home page.
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About workflow
l Journal Entry – Posts selected journal entry binders to the Prophix cube in l
order to apply journal entry changes to the data.
Process – Although Process Manager processes can be scheduled to run at certain intervals, or on demand, allowing a Workflow Project to control when certain processes are to be executed can reduce room for errors, increase the automation of recurring tasks, and ensure that specific processes are executed when other workflow activities are complete.
l Offline Data Entry – Distributes a data entry template as an Excel workbook (with the required security access in the workbook) to various users. When the user has finished with data entry, they send their workbook back and the data in that workbook is then consumed (by either leaving the workbook in l
a certain folder (as documented) or perhaps by a user action).
Web Activity – Permits external web applications, such as SQL Reporting Services, to be accessed through a URL link and thus to be included in workflow projects. For example, you could use a Web Activity to update an external data source (such as a Web application that calculates rates or a Web-based data-entry system). Once completed, a process group can import the values from the external system into Prophix, with the data displayed in l
a template. Detailed Planning – Permits data entry to a Detailed Planning Schedule, which must be created in Detailed Planning Manager. It can also have up to two review templates.
Task statuses
Each workflow task has one of the following statuses:
l Not Started – The user has not started the task.
l Work in Progress – The user is actively able to enter data for the task.
l Waiting – The task has met any start conditions but is waiting for a user or l
l
l
system action.
Running – The task is currently running on the server.
Failed – The task has failed on the server.
Submitted – The user has submitted the task for approval. A user can submit a task at any time, even if no data has been entered.
l Completed/Approved (Complete) – The task is complete.
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Chapter 6: The Prophix Workflow
Workflow users
To be included in workflow, project administrators must assign users to tasks using Workflow Manager. After assignment, the tasks appear in the user’s Workflow Tasks list. Security is controlled through Security M anager, so regardless of the data views set up in the template, the user can only access data to which the user has been given read or read/write permissions. Users can contribute to a task as one of the following user types: Owner, Alternate Owner, Approver, or Observer.
Another aspect of workflow in Prophix is the Workflow audit log. This is a list of events that are tracked so the administrator can keep a handle on workflow project changes or user submissions.
Using workflow tasks
The Workflow Tasks function displays a template, which may be used for data entry or reporting depending on the user's security access rights. This function allows users to perform assignments in the workflow process (data entry or reporting).
If the current user is assigned to any tasks, as an owner or approver, the tasks will be listed as links on the main screen, Prophix Home, under Workflow Tasks. (These tasks are assigned by the administrator in Workflow Manager. See Workflow Manager for more information.)
To open the Workflow Tasks function, click on a task listed under Workflow Tasks.
.
l To view your current tasks, click l To v iew the tasks you have already submitted (as an owner) or approved l
(as an approver), click .
To v iew your upcoming tasks, i.e. tasks that have been assigned to you but cannot begin because conditions have not been met, click .
Workflow Tasks has three main sections:
l toolbar menu located at the top of the screen. The menu includes functions such as printing, saving data as an Excel or PDF file, page navigation, and workflow actions (submit, approve, etc.).
78
Using workflow tasks
l work area displays the data. This is based on the template that the administrator assigned to the task. Users may enter data or report from the l
data in the work area.
page dimension member selectors drop-down lists that display all page dimension members found in the template.
Completing Tasks
In Workflow Tasks, users may enter data or report from the data, depending on the access rights assigned by the administrator or set by the template. If the user does not have read or write access for a specific member, "No Access" appears in the corresponding cells of the template.
Users may be assigned as an owner or an approver of a task. To find out what your role is in the workflow task, hover your mouse point over the task link. (To find out the status of the task, hover the pointer over the task image beside the link.) Owners can continue to make changes to the data until the task is submitted. To save the changes, click Save.
Note: Changes are automatically saved to the cube; therefore, all other users will immediately see the updated data.
As an owner of a task, you can submit your work to the approver. After a task has been submitted, the approver of the task can either approve or reject the submission. If the approver rejects your submission, you must resubmit your data.
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Chapter
7
Chapter 7:
Processes in Prophix
Business Process Manager
Processes are executed with the Business Process Manager Service, which may or may not run on the same server as Prophix. These are queued and executed independently of the client.
In Prophix, processes can control large quantities of data in the model and run when required, either individually or collectively. In Business Process Manager, processes are grouped under Data Management, Modeling, and Distribution menus.
l Data Management – Import Data, Export Data, Remove Data, Transfer Writeback Data, Update Cube, Import Data to Detailed Planning, Post l
Journal Entries, Post Detailed Planning Data, and Optimize
Modeling – Calculate Procedural Calculations, InfoFlex, Convert Currencies, l
and Native SQL
Distribution – Send E-mail, Distribute Report Binders, and Distribute Offilne Templates
The Prophix Business Process Manager is used to define and execute these processes. It provides a point-and-click interface, enabling users to define certain processes. These processes can either be run immediately or saved in a hierarchical structure (process group). Processes saved in this way can be run at a later time, either singly or batched together.
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Chapter 7: Processes in Prophix
Figure 20 – Process Manager
• Import Data
The Import Data process copies data or dimension structures from an external source, such as a text file or an SQL Server database, to existing PROPX models.
• DP Import
The DP Import process copies data from an external source, such as a text file to populate or update a Detailed Planning model.
• Export Data
This process provides a way to extract data from a cube and save it as an external text file or SQL Server database table. There are various options to control how data appears in the external file; you can choose to turn the header display on or off, display members with names or keys, reverse 82
Business Process Manager
signs for debits or credits, and select which dimensions and members appear in rows and in columns.
The Export Data process requires data connectors, which define the external file type. A new data connector and new file can be created, or existing ones can be used.
You can create new data connectors and files for this process or use existing ones. Using existing data connectors will overwrite files with the exported data.
• Remove Data
The Remove Data process deletes data from all or part of the OLAP cube. This is normally used for deleting incorrect or unnecessary data to compact the size of the database, such as removing unnecessary zero values to speed up queries. Often, the Remove Data process is performed prior to importing data.
• Transfer Writeback Data
In Analysis Services, new data is temporarily stored in a relational table called a writeback table. Writeback data is not permanent, so any changes to the cube structure may cause data loss. To permanently store the data, it must be transferred from the writeback table to other relational tables called fact tables, which store detailed information. Transferring writeback data also helps to optimize processing (read) times. In Figure 21, data in the writeback table has not been transferred to the fact table. In order for data to be queried, it must be taken from the writeback table and the cube data. In Figure 23, data has been transferred from the writeback to the fact table, and further, the cube has been updated with the fact table data. Queries are more efficient because all the required data is essentially in only one source rather than two (the writeback table is still being read but it will be empty; therefore its query time is virtually non-existent). It is highly recommended that this process is run often to ensure efficiency and data security.
Note: The cube must be updated after the writeback data has been transferred.
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Figure 21 – Read process before transferring writeback table data
Figure 22 – Cube data update (transfer writeback data and update cube processes)
Figure 23 – Read process after transferring writeback table data (and updating cube)
• Update Cube
Updating the cube involves reading tables (writeback and fact), calculating aggregations, and storing results. The cube must be updated after completing tasks such as the following:
• building and designing the cube
• transferring writeback data
• changing any dimension structures
This process ensures accurate results when browsing the cube or applying queries. Cubes are automatically updated when dimension changes are saved in Business Model Manager.
• 84
Post Journal Entries
Business Process Manager
This process posts approved journal entries to the cube. Journal entries are posted in a batch for either a single time period, or multiple time periods, in a single version.
• Post DP
The Post DP process consolidates the data from a Detailed Planning model and copies it to a Detailed Planning cube.
• Optimize
The Optimize process manages fact table data to improve performance. It includes the following options: create/remove indexes, compress fact table data, and remove orphaned records from the fact table.
• Calculate Procedural Calculations
The Calculate process is used to execute and update all formula-leaf accounts (accounts that utilize the "Formula Applied to leaf member combinations only" calculation method) in the cube that have the procedural calculations option selected. This option is set up in the Accounts dimension. During the execution of each procedural calculation, writeback data is transferred to the fact table and the cube is then updated automatically. This process should normally be run after transferring writeback data, removing data, or updating the cube.
• InfoFlex
The InfoFlex process is used to transform data with existing data or input values; for example, you can create processes to copy or move data, allocate existing data, increase data by a percentage, or forecast based on YTD data.
• Convert Currencies
The currency conversion process converts data from the source currencies to target currencies. Currency conversion occurs within the main model but must obtain data from the Exchange Rate cube. Therefore, the Update Cube process must be run on both cubes before running Currency Conversion.
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Figure 24 – Currency Conversion Process
The parameters required to run this process are as follows:
• connection that contains the Prophix and Exchange Rate models
• target (Prophix) model
• Organization dimension member property that links organization members to source currencies
• Accounts dimension member property that links accounts to exchange rates
• member combination (Organization, Version, and Time Period) whose source data you want to convert to another currency
• target Reporting Currency member
This process performs the conversion on leaf members only.
• Native SQL
This process runs stores procedures or SSIS packages, for custom data extraction, transformation, or loading (ETL) processes.
• Send E-mail
E-mails sent via the Business Process Manager can be sent to one or more Prophix users for various uses, such as reminders. These e-mails can be set up to include a different “Reply-to” address than the user creating the process.
• Distribute Report Binders
Report binders can be distributed as an e-mail attachment or as a URL link to all users on the distribution list.
• 86
Distribute Offline Templates
Process Groups
Offline Data Entry is a process that converts existing Prophix templates to Excel workbooks and distributes the workbooks to a list of users via e-mail. This enables users to enter or review data without logging into Prophix.
Process Groups
Folders are used in Business Process Manager to group processes together, which may be used to set up scheduled processes. The use of folders is optional, but it helps organize recurring processes for future use.
Task Log
The Task Log is used to see the status of executed processes. To open the Task Log, in Business Process Manager, click Task Log on the View toolbar menu.
If the Prophix Process Manager service is not running, tasks appear as “pending.” Check with the administrator to ensure the service is running properly.
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Chapter
8
Chapter 8:
InfoFlex Processes
How the InfoFlex Process Works
The InfoFlex process is used to transform and manipulate data with existing data or input values; for example, processes can be created to copy or move data, allocate existing data, increase data by a percentage, or forecast based on YTD data.
This process offers various parameters for users to create specific tasks to meet their needs. The permitted parameters vary depending on processing option and member selection.
Processing Options
l Store or allocate based on existing data: value of source member(s) will be stored/allocated across target member(s) for each member combination l
under Common Dimensions.
Store value: value will be stored in each member combination under l
Common Dimensions.
Allocate value: value will be allocated across target members for each member combination under Common Dimensions.
Member selection (common, source, and target)
l Common dimensions: Combinations will be created from the members selected under Common Dimensions. Processing options will be applied to each member combination. For allocations, these members “bind” the target members. In other words, values will be allocated to the target member in each common dimension member combination. The number of common 89
Chapter 8: InfoFlex Processes
dimension member combination determines the number of times the l
transformation option is applied.
Source Members: This section only applies when the “Store or allocate based on existing data” processing option is selected. For allocations, the aggregate l
(sum or average) value of the selected member(s) will be allocated.
Target Members: This section only applies to allocations, i.e. when “Store or allocate based on existing data” or “Allocate value” is selected. The defined values will be allocated to the selected target members. Note: Only leaf members can be target members.
Source data aggregation option
The source data aggregation option determines how a single value is calculated from multiple source values, i.e. when multiple members are selected in a source dimension. The options are Aggregate (sum), Average including empty values, Average excluding empty values, and Copy between time members (only in contiguous time situations).
Delete source data option
This option appears when the process is storing or allocating based on existing data. It permanently deletes the source data you selected. This option may be useful when data is moved from ne member to another, for example.
Transformation options
This option allows for the transformation of the source value using any of the following operations: increase or decrease by a given percentage or increase, decrease, or multiple by a given amount.
Write options
Source values can be applied to the existing target data in the following ways: overwrite existing data, add to existing data, or subtract from existing data.
Generate contra account option
A contra account is used to “zero” unallocated amounts and store allocated values to a target account. This option appears when Accounts is source/target dimension 90
How the InfoFlex Process Works
and at least one other dimension is included on the source/target dimension tab.
Note: Contra accounts may be the same as target accounts.
For example, Total Corporate Human Resources Expenses may be allocated to the various revenue-generating Profit Centers based on Revenue, as shown in the tables below; the first table shows Pre-Allocation; the second shows Post-Allocation:
Account
Total Company
Corporate
Western
Eastern
Total HR Expenses (source)
12,000
12,000
0
0
Allocated HR Expenses
(contra and target)
0
0
0
0
Total HR Expenses plus
Allocated HR Expenses
12,000
12,000
0
0
Revenue
30,000
0
20,000
10,000
Account
Total Company
Corporate
Western
Eastern
Total HR Expenses (source)
12,000
12,000
0
0
Allocated HR Expenses
(contra and target)
0
(12,000)
8000
4000
Total HR Expenses plus
Allocated HR Expenses
12,000
0
8000
4000
Revenue
30,000
0
20,000
10,000
Time/Dimension Spread Options
This indicates how amounts are spread across time/dimension leaf members when more there is more than one target dimension member. The following options are available for time/dimension spread: store value to all leaf members with no spread, spread to leaf members based on the existing data pattern in each target member combination, spread to leaf members based on member property (if a member 91
Chapter 8: InfoFlex Processes
property exists in the dimension), spread to leaf members based on the existing data pattern in: account, version, time period, and spread evenly to leaf members.
Processing Engine
InfoFlex calculations can be processed using either SQL processing or MDX processing. Depending on the types of calculations involved in the process, one method may be more efficient than the other. SQL processing operates directly on data stored in the fact tables, so it is best used for basic tasks such as copying data between versions or members. If InfoFlex detects these types of activities, SQL processing is automatically selected. In general, SQL processing is much faster than its MDX equivalent. However, if InfoFlex parameters are more complex, MDX processing is used instead.
Use Case: Allocations Using Prophix InfoFlex
Allocating monies between departments is essential to determine the true costs of operating any given department. Without allocations, a department may seem very viable to operate. When factoring in the opportunity cost of running the department with respect to the costs incurred by other departments, the costs after applying allocations to that department may conclude that the department is extremely inefficient and expensive to operate.
In the following example, the Human Resources department may seem very inexpensive to operate and the IT department may seem very costly to operate. However, when adding the portion of the IT resources consumed by the HR department, a more accurate picture is represented.
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Use Case: Allocations Using Prophix InfoFlex
Department
Toronto
Montreal
New York
Los Angeles
Corporate
Information
Technology
Human
Resources
Total
Expenses Allocated Computers
Allocation
Expenses
Expenses (Cost Driver)
before
Expense
with
(A)
(B)
(Total A / Total B) x Allocation
Allocation
Department B*
10,000
3,996
20
360
10,360
12,000
30
540
12,540
15,000
60
1,080
16,080
19,000
100
1,800
20,800
3,000
5
90
3,090
5,000
3
54
1,058**
1,500
65,500
3,996
4
72
1,572
222
3,996
65,500
*[$18 per computer] [A] is comprised of all “Outside Expenses” **(5,000 - 3,996 + 3,996/222 * 3)
The example listed is a simple calculation that can be done in Excel. However, when using a more elaborate example, one that is more realistic, the complexities of using a simple calculation system, such as Excel, becomes more apparent. Furthermore, Journal Entries for every department must be done every month to assign the allocations. Restatement and Journal Entries to accounts after the allocation has been calculated would require that the Journal Entries to the allocations be altered. This can be very time consuming.
Furthermore, there is no auditability with Excel, and no one is given an audit log of when exactly the allocations were last calculated.
Solution
There are two major steps involved in calculating allocations, the first is to actually allocate the amounts out to the various departments, the second is to subtract out the allocated amount from the Information Technology (in this case) department. Prophix is capable of performing these types of complex allocations automatically on Actual, as well as Budgeted data. Furthermore, more complex calculations, including traditional “Step-Down” allocation methods can also be done with Prophix.
InfoFlex has the ability to copy, manipulate and paste data through a simple easy-touse interface. One of the many uses InfoFlex offers is the ability to perform complex 93
Chapter 8: InfoFlex Processes
calculations. Using InfoFlex, the second example above can be solved consistently and easily. The common dimensions that are used for this example in the InfoFlex process are: Time and Version. The Account being allocated is the “Outside Services” account to the “Allocated Overheads” account, and the Organization being allocated is the “Information Technology” department to “Total Organization” based on the “Number of Computers” in each department.
InfoFlex is dividing the Outside Expenses by the total Number of Computers for the entire organization then multiplying that number by the Number of Computers in each department. InfoFlex also has the ability to create a contra entry for Information Technology's Outside Expenses Account in order to reduce their expenses by the total amount being allocated.
The final result of the Overhead allocation is:
Working in conjunction with the Audit Log in Prophix, the Finance Department can determine exactly when an allocation was run and by whom. This is very helpful because it ensures full control and audit over how data is entered and its result on an ongoing basis. Because drivers are setup by the Finance Department, they cannot be modified by users and the rules setup by the Finance Department must be followed every time the allocations are run.
Since data is allocated to accounts in Prophix through the InfoFlex process, a step down allocation method can be created very easily created. Since data can be allocated by departments in one process, it can then be allocated based on either products or other departments in subsequent InfoFlex processes. Benefits
With Prophix, allocations are consistently performed through logical sequential steps. This ensures that inconsistent results, as well as human error, are avoided. 94
Use Case: Allocations Using Prophix InfoFlex
Furthermore, when managers add Computers to their departments, or the IT department adds expenses to its “Outside Expenses” account, the InfoFlex process can be rerun to automatically factor in these changes. There is no need to go back to an Excel Workbook to recalculate the difference.
When creating new budgets or as actual results come in, the InfoFlex process can be run to automatically calculate the new allocations and expenses being incurred by every department.
Allocations are rerun for all departments and for all values simultaneously, removing the need to make adjusting Journal Entries. This saves the Finance Department time and increases the accuracy of reporting to management and external stakeholders.
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Chapter
9
Chapter 9:
Import Processes
Import Processes Overview
The import process copies data or dimension structures from an external source, such as a SQL Server database, text file, System DSN, Excel file, or Access database, to existing Prophix dimensions.
Many General Ledger systems export data with debit and credit account balances with negative numbers. To ease the task of adjusting negative numbers, Prophix offers a debit/credit option, which allows you to reverse the signs in the natural debit and credit account so that all the values are loaded correctly, regardless of their true debit or credit value. For example, a revenue account (credit) is exported as a negative value. This needs to be reversed in Prophix in order to display positive values.
When importing data from an external source, an important part of the definition of a import process is the relationship between the external source file and the dimensions in the model. Prophix supports two types of time format for the external data source. These are called time across and time down.
Time across is the most common format for external data since this is the format in which most General Ledger systems store data. In this format, there is a field for each of the keys that describe a unique time series as well a field for each month for which data is being imported. For example, if there is a single user-defined dimension called ‘organization’ and data is being imported for the months of January through March, then Prophix requires fields for account, organization, January, February and March.
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Chapter 9: Import Processes
Account
Organization
January
February
March
100201
1021
1012.30
223.03
330.00
100201
1022
750.43
203.82
198.03
100202
1024
1902.28
0.00
230.39
Figure 25 – Example of a data import file with time across format
Time down is sometimes called a normalized data structure. The time down data format has a field for each of the keys that describe a unique time series and two other fields, one indicating a month and one indicating the data for that month. For example, if there is a single user-defined dimension called ‘organization’ and data is being imported for the months of January through March, then Prophix requires fields for account, organization, month and value.
Account
Organization
Month
100201
1021
Jan
1012.30
Value
100201
1021
Feb
223.03
100201
1021
Mar
330.00
100201
1022
Jan
750.43
100201
1022
Feb
203.82
100201
1022
Mar
198.03
100202
1024
Jan
1902.28
100202
1024
Feb
0.00
100202
1024
Mar
230.39
Figure 26 – Example of a data import file with time down format
Mapping Tables
Mapping tables provide a facility to relate the external and internal data so that external keys can be mapped to the internal keys, during import data processes. A single Prophix model can contain multiple mapping tables—for example, one can be used for accounts while another is used for cost centers.
Prophix mapping tables can contain wildcard characters, ‘?’ and ‘*’, to enable sophisticated mapping between external and internal account codes and dimension members. Multiple external accounts (or dimension keys) can be mapped to single 98
Mapping Tables
internal accounts, and the data will be automatically aggregated as it is imported into Prophix. Multiple external codes can be mapped to multiple internal codes with just one line in the mapping table.
Figure 27 – The ‘*’ or ‘?’ wildcards can be used to relate multiple external codes to multiple internal
codes. In this example, external data values that begin with “1” will be aggregated into a single
internal account (1000). All four-digit external values that begin with “2” and end with “00” will be
aggregated into 5100. Finally, all external accounts beginning with “60” will be changed to “50”
accounts.
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Chapter
10
Chapter 10:
Exception Reporting
About SmartMonitor
The SmartMonitor function in Prophix enables organizations to actively monitor and analyze organizational performance and take corrective action. There are two user experiences for SmartMonitor: SmartMonitor Designer and SmartMonitor Reporting. Performance measures or the key performance indicators (KPIs) against which various aspects of an organization's activities can be constantly monitored and clearly presented, are defined and managed in SmartMonitor Designer. The creation of performance measures provides a framework for organizations to readily identify exceptions, opportunities, threats, and trends, so that key stakeholders can be notified and corrective action taken. The performance measurement framework created in SmartMonitor facilitates the transformation of raw data into meaningful information so that decisions may be made.
Scorecards and Dashboards
After the performance measurement framework has been set up and is running, the SmartMonitor Reporting function is used to view the results; they appear as a set of reports that take the form of scorecards and dashboards.
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Figure 28 – An example of a SmartMonitor scorecard
SWOT Analysis
SmartMonitor reports are based on a business planning methodology known as SWOT analysis (Strengths, Weaknesses, Opportunities, Threats). The goal of SWOT is to help focus management thinking by identifying areas where action may be needed (opportunities and threats) and those where it is definitely required (strengths and weaknesses). A simple example of SWOT analysis: a street-based icecream vendor planning for his inventory and considering the weather report for the next day might use the following metrics:
Weather Forecast
SWOT Score
Inventory Action
Heat wave
Strength
Buy extra!
Sunny and warm
Opportunity
Re-stock
Cloudy and cool
Threat
Do not re-stock
Snow
Weakness
Put all into storage
SWOT also lends itself to numerical analysis. By quantifying what constitutes each of the SWOT elements in a given situation, you can use SWOT for monitoring 102
About SmartMonitor
almost anything. In the above example, the vendor could substitute temperatures for the weather descriptions. Similarly, the results that appear in SmartMonitor reports derive from metrics known as Key Performance Indicators (KPIs), which are created using SmartMonitor Designer.
KPIs, Triggers, and Exceptions
The core component of SmartMonitor is the KPI. A user-defined object for measuring the performance of some aspect of a business, each KPI has two main parts: business data from a cube or cubes, and a set of values to compare that data against. A KPI's cube data is based on a single member combination of the Account, Version, and Time Perspective dimensions (for example, Sales/Last Year % Variance/YTD) and can apply to multiple combinations of time periods and members of the Main Dimension (for example, each month of 2013 and each sales cost center). A KPI's metrics are user-defined parameters that reflect what the organization wants to identify as an outlier, in SWOT terms. Thus the parameters serve as trigger values: when processing the KPI, Prophix compares a given member combination to the KPI parameters, and if a trigger value is exceeded the process outputs the appropriate KPI exception, which is one of the SWOT data outliers (that is, a strength, a weakness, an opportunity, or a threat). The following example is from the KPI Dashboard Report and shows how exceptions translate into immediate feedback:
Figure 29 – An example of a KPI dashboard control
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Chapter 10: Exception Reporting
Reviewing this dashboard, the user could click on the "meter" to drill down to a lower, more detailed level in the SmartMonitor reports.
Using SmartMonitor
The following diagram summarizes the users, components, and steps involved in using SmartMonitor:
Figure 30 – Summary of SmartMonitor set up, processing, and reporting
To use SmartMonitor, users follow a set of logical steps to first define the performance measurement framework and then publish meaningful reports for users to review:
1. In SmartMonitor Designer, an administrator creates KPIs, grouping them into a KPI collection. 2. In Business Process Manager, an administrator or a user with advanced permissions creates a SmartMonitor process; when the process runs it calculates the KPIs and generates the KPI results.
3. In SmartMonitor Reporting, a user with access permission for the same KPI collection views the KPI results as a set of structured reports that include scorecards and dashboards.
For more about SmartMonitor, see the online help. 104
Part III Implementing Prophix
Chapter
11
Chapter 11:
Setting Up Prophix
Creating a Budgeting Model
Note: Connections must be created before creating a model. See your System Administrator if you require a connection.
Business Model Wizard
The Prophix Business Model Wizard is used to create new Prophix cubes. The data created using the Business Model Wizard is stored in Prophix database tables. After a cube is built, dimension structures and members can be added manually using Business Model Manager or imported using Business Process Manager.
1. From the main Prophix screen or SmartPortal panel, click Business Model
Wizard.
2. From the Connection drop-down list, select the Connection to which you want to add your cube.
3. Enter a name for the cube, and optionally type in a description.
4. From the Cube type drop-down list, select one of the following cube types: Generic, Financial Consolidation, Inter-Company Reporting, or Exchange Rate.
5. If you want the cube to include currency, select the “Include currency conversion” check box. (For more on creating a currency model, see Creating a
Currency Model on page 162.)
6. Click Next.
7. Create an Accounts dimension.
a. Click New dimension...
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b. Type in the dimension name.
c. Select Account as the dimension type.
d. Click Add.
8. Create a Time Version.
a. Click New dimension...
b. Type in the dimension name.
c. Select Time as the dimension type.
d. Select a Calendar Type: Calendar 12 months, Non-calendar 12 periods, or 13 periods.
e. Select a Time Range (year) using the From and To drop-down list.
f. Do one of the following:
• If Calendar 12 months is selected, choose a start month from the Fiscal Year drop-down list.
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• If non-calendar is selected, choose a fiscal year start date and weeks in a period from the drop-down lists.
• If 13 periods is selected, choose a fiscal year start date.
Creating a Budgeting Model
Start dates for each leaf member, e.g. months, can be changed later using a default custom member property called Start Date.
g. Under Include levels, select the check boxes for the time periods you want to include in your model. For example, select Year, Quarter and Month to allow data entry and/or reporting in yearly, quarterly and monthly periods.
h. Click Add.
9. Create a Versions dimension.
a. Click New dimension...
b. Type in the dimension name.
c. Select Version as the dimension type.
d. Click Add.
10. Create a Time Perspective dimension.
a. Click New dimension...
b. Type in the dimension name.
c. Select Time Perspective as the dimension type.
d. Click Add.
11. Optional. Create user-defined dimensions, such as Products.
a. Click New dimension...
b. Type in the dimension name.
c. Select Other as the dimension type.
Note: The dimension name cannot exceed 50 characters, must begin with a letter, and cannot contain any of the following special characters: ~ ! @ # $ ^ & * ( ) = + [ ] { }\| ; : ' " ? , < > /. d. Select Parent-Child or Level-Based dimension.
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e. If Level-Based dimension is selected, choose number of levels and type in the dimension level names.
f. Click Add.
12. Under the Existing dimensions, double-click each of the dimensions you just created, and click Next.
13. Click Finish.
Importing Dimension Structures and Data
Data Connectors
Data connectors are required to import dimensions and data in order to establish a connection to data sources.
To create a data connector:
1. Open the Data Connector Editor, which is accessible through the Relational Data View Editor or the Import Wizard.
2. From the Data Source drop-down list, make a selection: Microsoft SQL Server, Text File, or System DSN.
3. For Microsoft SQL Server data sources:
a. From the Server Name drop-down list, select the server that contains the data you want to access.
b. Select an authentication type to connect to the selected server: Windows Authentication or Database Authentication.
c. Type the user name and password.
d. Click Refresh to populate the list of databases on the server, and select a database.
e. f. Select the tables you want to include in the data connector.
• Under Available Tables, select a table and click >.
• Click >> to add all available tables to the data connector.
To preview tables, select the table under Available Tables, and click Preview…
4. For text file data sources:
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Importing Dimension Structures and Data
a. Click … to browse to and select a text file. (You can also create a blank text file by typing a file name in the format “<filename>.txt”. This is useful for creating data connectors for data exports.)
b. From the Delimiter drop-down list, select the delimiter type used in the text file.
c. If the first row in the text file is a header row, select Use first row as a
header row.
d. Click Test and Preview... to preview the text file.
Note: Data connectors used for relational data views only allow text files with consistent column entries for each row otherwise the relational data view will fail to display results, e.g. if the text file has four columns, each row must have four entries.
5. For System DSN data sources:
a. Select the data source name from the drop-down list.
b. Type the user name and password, and click Connect.
c. Select the tables you want to include in the data connector.
• Under Available Tables, select a table and click >.
• Click >> to add all available tables to the data connector.
d. To preview a table, select the table under Available Tables, and click Preview…
6. For Excel File data sources:
a. Click ... to browse to and select an Excel file.
b. If the first row in the text file is a header row, select Use first row as a
header row.
c. Click Connect.
7. For Access data sources:
a. Click ... to browse to and select an Access database file.
b. Type in the password.
c. Click Connect.
8. Click Save as…, type a file name, and then click Save.
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Mapping Table Editor
The Mapping Table Editor is used to create mapping tables, and is accessible via the Import Wizard in Business Process Manager or via an existing mapping table in Document Explorer. It consists of two columns: Internal and External. The Internal column contains keys for accounts or dimension members. The External column contain the corresponding external representation.
It is only necessary to specify keys that are to be mapped. If the external and internal keys for a dimension member are identical, there is no need to include them in the mapping table.
Figure 31 – The Mapping Table Editor
Dimension Structures Import
1. On the Insert menu, click Data and then click Import.
2. Click Run Import Wizard.
3. On the first page of the wizard, do the following:
a. Select Import Dimension.
b. In the text box, type a description for the process.
c. From the drop-down list, select a Connection, Cube and Dimension to which the structure will be imported.
d. 112
Click Next.
Importing Dimension Structures and Data
4. Select a data connector. Click Browse... to select a saved data connector or click New... to create a new one.
Note: After you create a new data connector, it is not automatically selected. You must click Browse to add the data connector.
5. Click Next.
6. Define Import Options.
a. Select a write option:
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b. • Add to existing – adds the new dimension structure to the existing structure. Select this option if you want to keep your add to your existing dimension structure.
• Overwrite – before importing the dimension structure, erases the current structure. Select this option if you want to overwrite your current dimension structure with another.
Click Next.
7. Map the field names.
For each destination dimension, select a field from the Source drop-down lists from which the data will be imported. These can be imported directly from existing external fields or can be imported from a custom field.
Existing Field
An existing field is a field in the source file. If you selected an existing field, you can choose to use a mapping table. From the Transformation column, select Use
Mapping Table... to choose a saved mapping table, or Mapping Table Editor... to create a new table.
Custom Field
A custom field is created using expressions involving one or more existing data fields. This makes it easy for tasks such as splitting an external field into two or more internal fields or joining two or more external fields to match an internal field.
To create a custom field:
a. Click Custom Fields…
b. Click New.
c. Enter a name for the field and click OK.
d. Enter a description in the Description text box.
e. In the Expression text box, enter an expression, or use the lists of data fields and functions to create an expression. For example, to create a field that is the sum of Jan and Feb values, enter the following expression: [Jan]+
[Feb].
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f. Click Check to verify that the expression is valid.
g. Click Save.
Importing Dimension Structures and Data
h. Click New to create another field or click Close to return to the Import Wizard.
If you selected a custom field, you can choose to use a mapping table. From the Transformation column, select Use Mapping Table... to choose a saved mapping table or Mapping Table Editor... to create a new table.
8. Click Finish.
9. You must update the cube after running the import process in order to see the imported dimension structures.
Data Import
1. On the Insert menu, click Data and then click Import.
2. Click Run Import Wizard.
3. On the first page of the wizard, do the following:
a. Select Import Data.
b. In the text box, type a description for the process.
c. From the drop-down list, select a Connection and Cube to which the data will be imported.
d. Click Next.
4. Select a data connector. Click Browse... to select a saved data connector or click New... to create a new one.
5. Click Next.
6. Define Import Options.
a. Select a write option:
• Add to existing data – adds new data to the existing data. Select this option if you want to keep your existing data and add new data to it.
• Remove only target data – before importing new data, erases data of members that are affected by the import. Select this option if you want to overwrite target data with new data.
• If you have previously ran an import of the same capacity and received a memory-related error, select the “Retrieve source records in blocks of 10,000 records” check box. This will help prevent such errors.Note: Select the option for
this case only. All other times, leave the check box unmarked to avoid unexpected
results.
b. Select a Time Format: Time Across or Time Down.
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c. Select a start and end date of the data to be imported.
d. Select Debit/Credit Support type: Unchanged, Reverse Debits, or Reverse Credits.
e. Click Next.
7. Map the field names.
For each destination dimension, select a field from the Source drop-down lists from which the data will be imported.
Data can be constants, imported directly from an existing field, or imported from a custom field.
Constant
This constant will be applied to all instances of a selected dimension member. If you selected <constant>, click the Transformation drop-down list and, using the Dimensional Selector, select the dimension member to which the constant will apply.
8. Click Finish.
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9. Run the Update Cube process.
Update Cube
1. Open Process Manager.
2. On the Insert menu, click Data and then click Update.
3. Enter a description of the process in the Description text box.
4. From the Connection drop-down list, select the connection to which the cube you want to process belongs.
5. From the Cube drop-down list, select the cube.
6. Optional settings.
• If you want to end the Update Cube process if any component fails, select End this process on failure of any component.
• If you want a component failure to return a Failure status, select Check to
return failure if any component fails... If this is not selected, any component failure will result in a warning.
7. Under Shared Dimensions, select one of the options:
• Update this cube without updating shared dimensions
• Update all shared dimensions before updating the cube
• Update all shared dimensions and all cubes containing those dimensions
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8. On the Process menu, click Run to execute the process.
Adding Versions
In a new budgeting model, you may need to create multiple iterations of the budget or plan. In addition, your requirements may evolve over time and therefore require more versions.
Versions Dimension
1. From the main Prophix screen or SmartPortal panel, click Business Model
Manager.
2. Select a Versions dimension and click OK.
3. On the Edit menu, click Add.
4. Enter a unique version key and name. Keys may contain up to 40 characters; names may use up to 100 characters.
5. Select a version type: actual, plan, folder, or calculated.
Selecting folder creates an empty folder to use for organizing versions.
6. If Actual or Plan is selected, • select a rule set to use for the new version.
• choose a start and end period by clicking No start period assigned and No end period assigned, respectively.
7. Click OK.
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8. On the toolbar menu, click Save to save any changes made to the dimension structure.
Rollover Versions
Rollover versions are planning and actual versions that span more than one year. A start period must be assigned before a carry-forward version can be selected.
To set up an existing version as a rollover version:
1. From the tree structure, select the plan or actual version that will be a rollover version.
2. From the Carry Forward From drop-down list, select a version from which the first month of the current version will retrieve and populate data.
3. On the toolbar menu, click Save to save any changes made to the dimension.
Calculation Rule Sets
Calculation rules sets allow multiple calculation methods to be applied to an account for different versions.
1. On the Edit menu, click Rule Sets…
2. Click Add.
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3. Click the Name text box to edit the Rule Set name.
4. Click the Description text box to enter descriptive notes.
5. To change the default rule set to the new rule set, select the Default rule set check box.
6. Click OK.
7. On the toolbar menu, click Save to save any changes made to the dimension.
Designing Templates for Data Entry
Data Views
To create or edit a data view:
1. In Ad Hoc Analysis, click Edit Layout on the toolbar menu.
Dimension names appear under the Pages, Columns, and Rows sections. This determines the placement of the dimensions on screen. For example, if the Time dimension is listed under the Columns section, the Time dimension members will appear across the columns of the page. If the Versions dimension is listed under the Pages section, Versions members appear on different pages.
2. Select a dimension from the Pages, Columns, or Rows section, and choose a static member(s), a dynamic member(s) or a special member to be displayed on the data entry screen.
To select a static or special member, double-click or drag and drop the member. To select a dynamic member, right-click a static member, point to Add Member As, and then select another member type.
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3. Repeat step 2 for each dimension under Pages, Columns and Rows or use Unique Combinations (see the next step).
Note: There must be at least one dimension in each axis (Pages, Columns and Rows).
4. When there are two or more dimensions in the rows or columns axes, the asymmetrical selection option is available. To enable asymmetrical selections, select the Unique Combinations check box and select the members you want to display.
a. Select one member from each dimension to create a specific combination.
b. Click Add > Add member combination based on selected member.
To modify an existing combination, highlight the combination and double-click a new dimension member to replace the existing selection.
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5. Click OK.
6. Optionally, save the data view for future use.
a. On the File menu, click Save As…. b. Enter a file name and click Save.
Template Designer
Use the Template Designer to create templates that can be used for data entry or reporting.
Template Designer has two main areas: the grid and the template tree
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1. Open Template Designer. (From the main Prophix screen or SmartPortal panel, click Template Designer.)
2. On the Insert menu, click Data View.
3. Add an existing data view or create a new data view.
a. b. To select an existing data view:
• Click Saved data view.
• Select a data view and click Open.
To create a new data view:
• Click New data view.
• Select the cube that contains the data you want to obtain for the data view, and click OK.
The Data View dialog box appears.
c. When the Select a Location dialog box appears, click on the cell where you would like the data view to be situated on the template, and click OK.
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Note: In the current design view, dynamic members in data views appear as an expression rather than the resulting members.
4. Optionally, add more data views to the template.
5. Continue with any of the following formatting options:
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edit member selection of the data view
change data view type
add an image
add auto text
copy an object
reposition an object
add a chart
add a calculation
format cells
highlight cells
freeze grid
6. To preview the template, on the View menu, click Preview.
7. On the File menu, click Save As.
8. Enter a file name and click Save.
Data View Properties
In data view properties, the following settings are available:
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Read-write, read-only, or write-only cell access – Controls data security
Exclude missing rows – Hides rows that do not contain data
Exclude missing columns – Hides columsn that do not contain data Indent rows – Indents the names of child members in the rows heading
To set these properties:
1. In the template object tree, right-click on the data view, and click Properties...
2. Select property settings and click OK.
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Setting Up Users
Setting Up Users
Configuring Prophix security starts with creating roles and/or groups, to which you assign access to Prophix functions. You then add users to Prophix and assign them to these roles and groups. Note: You can never directly assign a function to a user.
After specifying where in Prophix the various roles and groups can go, the next step is to configure data security at the cube level by setting the level of access groups and/or users have to the dimension members and their data.
Security Manager
Global or System Administrators use Security Manager to define user access to Prophix functions and models. To open Security Manager, from Prophix Home or the SmartPortal panel, click Security Manager.
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Figure 32 – Security Manager
Create a Role
1. 2. 3. 4. On the Security Manager toolbar click View > Roles.
On the toolbar click Add.
In the Add Role dialog, name the role and click OK.
Select the Functions tab and enable the functions that you want the role to access.
5. Click Save.
Create a Group
1. On the Security Manager toolbar click View > Groups.
2. On the toolbar click Add.
3. In the Add Group dialog, name the group and click OK.
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4. Select the Roles tab and enable the roles that you want this group to have. This determines the functions that the group can access. 5. Click Save.
If you want to see the group’s functions, select the Functions tab. Note that you can only change the function set by editing the appropriate roles (go to View > Roles).
Add a User to Prophix
1. 2. 3. 4. 5. 6. 7. On the Security Manager toolbar click View > Users.
On the toolbar click Add.
Select the Domain. Click Show Users.
Select the user and click Add.
Repeat the previous step for each user you want to add, then click Close.
Click Save.
Import Users
You can populate your Users table by importing a text file. The file must be tabdelimited and must include the following columns, in the order specified:
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User ID
Last Name (optional)
First Name (optional)
Initials (optional)
Email (optional)
To import users from a text file:
1. Select the File tab and on the toolbar click Import.
2. Specify the text file and complete the import.
Edit User Details
Global and Security Administrators can modify user details such as first and last name, e-mail address, and SmartPortal settings.
1. On the Security Manager toolbar click View > Users.
2. Select the user and click Edit User.
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3. Change the details as needed; for SmartPortal type in the URL for the user's SmartPortal page.
Assign Users to a Group
1. 2. 3. 4. 5. 6. On the Security Manager toolbar click View > Groups.
Select the group.
Select the Users tab and click Add User.... For each user you want to add, click the row then click Add.
Click Close.
Click Save.
Edit Cube Access for a User or Group
1. On the Security Manager toolbar click View> Users or Groups.
2. Select the user or group.
3. On the Edit toolbar, click Edit Data. The Edit Data Access for User/Group ... dialog opens.
4. From Connection select the connection where you want to define security.
5. For each cube, use the drop-downs to specify the type of Read Access and Write Access that the user or group has: No Access, Partial Access, or Full
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The Pre-Defined Administrative Roles
click .... The Edit Data Access dialog opens, showing the dimensions in the cube.
For each dimension where you want to grant partial access, click ...; the Dimensional Selector opens and you can specify the members to which the user or group has access. When finished, exit the Edit Data Access dialog.
Note: Under Partial Access, in Prophix functions the user or group still sees the excluded dimension members, but not the member data; instead the #No Access token appears.
7. Click OK.
8. Click Save.
For the complete set of administrative procedures, see the online help.
The Pre-Defined Administrative Roles
Prophix comes with three default administrative roles. Each gives access to different areas in Prophix and is designed to allow for users performing specialized tasks, such as database maintenance or chart of account changes. The following table summarizes these roles:
Role
Prophix Functions Access
Rules
Global Administrator
All
l Always at least one GA
l Can only be created by another GA
Security Administrator
Access restricted to:
l GA can limit access to only select
cube(s)
l Designed to manage user access to
roles and also to data (for any cubes
the SA has been granted access to)
l SA cannot add anyone to GA role
l SA cannot add self to any other role
l Security Manager
l System Monitor
l Audit Log
Model Administrator
All except Security Manager
l Access can be limited to only
selected cube (s)
l No access to Security Manager role
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Global Administrator
This role is the “super user role” of the system, cannot be deleted or renamed, and always has full access to all functions in Prophix. Data and administrative access is not implied just by adding a user to the group. This must be granted explicitly (which facilitates logging). The only exception is that cubes built by the Global Administrator will automatically be granted full access. During the installation/configuration process, a domain user will be added to the Global Administrator role and become the “first” administrative user of Prophix. Only members of the Global Administrator role can add additional users to this role.
Security Administrator
This role can only perform security-related operations and monitor the status of users logged into the system. The role cannot be deleted or renamed. Members of this role have access to Security Manager to adjust individual user access to data and membership in roles, can view the Audit Log, and can use the System Monitor. Security administrators may also create new roles and delete existing ones (with the exception of system-created roles). They cannot change the data permissions or role assignment of users who are members of the Global Administrator role. Members of this role cannot change their own assigned role.
Model Administrator
This system role is designed for business users who are responsible for managing various aspects of a cube such as loading data, calculations, dimension members, and hierarchies. Again, being a system-created role, it cannot be deleted or renamed. These users are typically technically savvy and also possess good business knowledge about the company. Members of this role have access to all functions except Security Manager.
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Setting up Workflow
Setting up Workflow
Workflow Manager
The Workflow Manager function is used to design and control the flow of data between users. To open the function, from the main Prophix screen or SmartPortal panel, click Workflow Manager.
In Workflow Manager, the total workflow project is presented in a graphic form.
Workflow Project
To create a workflow project with activities and tasks:
1. Open Workflow Manager.
2. Click “Inherit System settings” next to E-mail Notification to change the notification settings.
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a. In the Event Notifications section, select which users (owners, approvers, and observers) should receive notifications when tasks begin and when tasks are submitted, rejected, approved, and completed.
b. In the Reminder Notifications section, next to “Days before due date,” select the number of e-mails that each user should receive (one per/day) and the number of days prior to the due date when the notification e-mails should begin. For example, when notifications are set for 2 times and 3 days, a reminder e-mail will be sent three days prior to the due date and another one sent two days prior.
c. In the Reminder Notifications section, next to “When a task is overdue,” select the number of e-mails that each user should receive (one per/day) and the number of days after the due date when the notification e-mails should begin. For example, when notifications are set for 2 times and 3 days, the first reminder e-mail will be sent three days after the due date and another one sent the day after (four days past due date).
d. Click OK.
3. Click Activity on the Project Details menu.
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4. Set up the following activity properties:
l Type in an activity name and description.
l Select a default task type from the drop-down list. (This will be the default l
type for new tasks added to the activity.)
Select a default user of the activity. (This user will be the default owner and approver of new tasks added to the activity.)
l Select a due date for the activity.
l Set up e-mail notifications if you want different settings from the workflow project settings.
l For Data Entry, Approval Only, and Offline default tasks types only. Select a default template.
l For Journal Entry default task type only. Select a default journal entry binder.
l For Process default task type only. Select a default process group.
l Select a start condition from the drop-down list.
5. Click Task on the Project Details menu to add a task to the activity.
6. Set up the following task properties:
l Type in a task name and description.
l Select a task type from the drop-down list, if this is different from the default type.
l Select an owner, if this is different from the default.
l Optional. Select an alternative owner. (Alternate owners serve as delegates to the task and inherit the task owner’s security.)
l Select an approver, if this is different from the default.
l Optional. Select an observer. (Observers can review data regardless of the current task status.)
l Select a due date for the task.
l Set up e-mail notifications if you want different settings from the workflow l
activity settings.
For Data Entry, Approval Only, and Offline default tasks types only. Select a template, if this is different from the default.
l For Journal Entry default task type only. Select a journal entry binder, if this is l
different from the default.
For Process default task type only. Select a process group, if this is different l
from the default.
Select a start condition from the drop-down list.
7. Continue to add tasks to the activity and/or add more activities to the project.
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8. When the project is set up completely, change the project status from Prepare to Active.
This activates project tasks and immediately assigns them to specified users.
9. Click Save on the toolbar menu.
10. Enter a file name, and click Save.
Entering Data
Ad Hoc Data Entry
1. From the main Prophix screen or SmartPortal panel, click Ad Hoc Analysis.
2. Select the cube that contains the data you want to access.
3. Select the Open with new layout check box.
4. Click OK.
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Ad Hoc Analysis opens with the Accounts dimension down the rows and the Time dimension across columns.
5. Open an existing data view or edit the current layout.
Note: Depending on security settings, data-entry may be disabled (the current setting is indicated in the status bar at the bottom of the screen). To enable data-entry, in the Edit toolbar, click Data Entry.
6. Enter data in input cells.
7. If prompted, select a time spread option. 8. To enter line item details and cell comments, right-click a cell and select Line
Item Details... or Cell Comments...
9. Click Save Data on the File menu to save the data.
Data Entry Templates
1. In Document Explorer, right-click a template file, point to Run, and click Data
Entry Mode.
2. If applicable, use the page dimension selectors to choose the members for which you want to enter data.
3. Enter data in input cells.
4. If prompted, select a time spread option.
5. To enter line item details and cell comments, right-click a cell and select Line
Item Details... or Cell Comments...
6. Click the Save toolbar button to save the data.
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Data Entry Tasks
1. As a workflow task owner, from the main Prophix screen, click on the task.
2. If applicable, use the page dimension selectors to choose the members for which you want to enter data.
3. Enter data in input cells.
4. If prompted, select a time spread option.
5. To enter line item details and cell comments, right-click a cell and select Line
Item Details... or Cell Comments...
6. Click the Save toolbar button to save the data.
7. On the Workflow tab, click Submit to send the data to the task approver.
Offline Data Entry
To send out data entry templates to remote users:
1. On the Insert menu of Business Process Manager, click Distribution and then click Offline.
2. Type a description for the process.
3. Next to the Distributor box, click Browse... and select the user that will act as a distributor. This user will receive reply e-mail messages.
4. Next to the Template Name box, click Browse... and select a template file you want to distribute to the offline user(s).
5. Type in subject and body text for the e-mail message in the text boxes provided.
6. Under the distribution list, click Edit List..., and select the users to be receiving the offline templates.
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7. On the Process menu, click Run to execute the process.
Users will receive an e-mail with an Excel file for data entry purposes.
To submit offline data entry templates to Prophix:
1. As the user of the offline template, send the Excel file back to the distributor via e-mail.
2. As the distributor, copy the Excel file into the Offline folder (default location is C:\Program Files\Prophix Software\Offline Temp).
Prophix automatically recognizes the data and imports it into the model.
Use Case: Data Entry and Workflow
Collecting, analyzing and disseminating actual and budget data is a tremendous undertaking for any organization. The most common issues the Finance 137
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Departments and Budget Managers are tasked with during the budgeting cycle are the following:
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Filling out too many Excel templates for a single entity,
Excel files are too large to e-mail, Budget managers have too much flexibility with Excel workbooks,
Human error and not enough controls in the process, Links break between Excel files,
Little time left over for the Finance Department to analyze the Budget data; l
and, Collecting variance comments on a monthly basis can be very difficult.
One of the most critical challenges surrounding the entire Budgeting Process is the ability to control the flow of data. The typical challenges that Finance departments face include:
l Ensure data collected process is a two-way communication between the Managers and the Finance Department,
l Ensure privacy is maintained throughout the process and that each departments' budgets are held in confidentiality; and,
l Ensuring that the Budget has been approved by management and the Finance Department.
Excel Workbooks seriously lacks the ability to enforce these basic requirements. On a month by month basis, collecting variance data from managers, including notes and comments, can be a daunting task, this can sometimes require inputting data manually into Excel sheets and sending them to managers via e-mail.
Solution
Prophix offers a two-tier integrated approach to resolving the issues and difficulties surrounding data collection and dissemination processes. By allowing the Finance Department to easily create data entry templates customized to the organization's specific needs, and providing Budget Managers with a structured data collection and workflow system, finance personnel have the ability to collect data quicker and more effectively. Furthermore, Budget Managers can enter their budgets in their currency and Prophix automatically converts the currency based a standard exchange rate set by the Finance Department.
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Rather than sending Excel Workbooks back and forth via e-mail or storing Workbooks on a central server, Prophix allows the Finance Department to communicate with the managers through a structured Workflow environment. This increases the communication between the Managers and the Finance Department, as well as allows a secure environment for the data to reside on. Managers can only enter and view data for their own departments. Users cannot access other departments' data for which the Finance Department has not set them up to access.
With Due Dates set around each Activity, the Managers area aware of when they need to enter their Budgets by. Managers are constantly reminded of their outstanding tasks when they log into Prophix.
With Prophix, the communication between Managers and the Finance Department becomes more apparent through the approval process. The Finance Department has the ability to control whether the Budget Managers' budgets are accepted into the Budget. This is further enhanced by the Finance Departments' ability to quickly and easily compare prior and current versions of the budget. The Workflow process can also be set up to allow managers to analyze their data and comment on their variances on a month-by-month basis.
Benefits
Prophix uses a centralized database to collect data from multiple users, this resolves a number of challenges for the Finance Department including:
l Eliminating the need to send e-mails or store data in a single directory that all users access,
l Streamlining the budgeting process by setting up structured templates for a group of users,
l Increasing communication by allowing Managers to enter comments and l
revisions of budgets into a structured environment,
Creating an approval process where data must be approved by higher level l
Managers or the Finance Department; and,
Allowing Managers to only view and enter data from their Departments.
The budget and variance analysis process can all be streamlined through the Workflow Manager in Prophix to allow the Finance Department to further streamline the process while increasing communication and visibility with Budget Managers. Different Projects allow the Finance Department to use Prophix for 139
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various purposes, such as Budget data collection and dissemination of Variance reports.
Use Case: Offline Data Entry
Companies that use Prophix for their annual budgeting exercise often realize how easy it is to allow users to enter data without logging into the application. Users located in remote locations can now be part of the budgeting and planning processes without internet connectivity or access to Prophix. The templates are distributed to a list of users via e-mail, enabling anyone with an e-mail address to be set up as an Offline user and be a part of the budgeting process in Prophix.
l One reason to shift towards Offline Data Entry is to accommodate end users who are resistant to move away from Excel. Using the Offline Data Entry process in the Business Process Manager, Excel workbooks are automatically created and distributed to users based on Prophix templates. Users budget in Excel, and e-mail the workbooks back to the administrator, eliminating the need for Offline users to learn Prophix.
l Another reason to shift towards Offline Data Entry is that it requires minimal training for the Offline Data Entry users. When rolling out a new budgeting solution, training end users requires a considerable amount of time and planning, especially when a large number of users are involved. However, with the Offline Data Entry, end users simply enter data into Microsoft Excel file(s), and not directly into Prophix.
l Furthermore, Offline Data Entry is a cost-effective solution when users are only using Prophix for SQL Server once a year during the budget season. Adding offline data entry users is most cost-efficient user license for Prophix as Offline Data Entry users do not require direct access to the software. l Data entry into Prophix becomes an issue when the reporting users do not have direct access to the corporate network, or are often on remote sites. Prophix offers Offline Data Entry as the perfect solution for those who are remote users. With this solution, the end users simply require access to email in order to receive and send back the Excel Worksheet.
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Remote Users
Prophix resides on server within a corporate network; therefore, the end users require access to the corporate network in order to access the software. There is a simple solution to accommodate the data entry for remote end users such as an offsite salesperson. Citrix or Terminal Services Server can be set up in order to give these users access to the corporate network. However, this solution can be costly as it requires the set up of additional (Citrix or Terminal) server(s). A more cost-efficient and simple solution is the Offline Data Entry.
With the Offline Data Entry:
l Users simply require access to their e-mail and Microsoft Excel.
l The administrator creates the budget template in Template Designer and l
distributes the template via Prophix for SQL Server.
End users receive the budget template as an e-mail attachment from Prophix and when finished with their budget, they will e-mail this back to the l
administrator.
The data is automatically incorporated into the Prophix database.
Occasional Users
In some companies, the end users will only use the software during the budgeting season. For some budgeting occurs annually. Purchasing software licenses for each season user could get costly. Offline Data Entry licenses are far more cost-efficient since because these do not require direct access to the software. These end users, however, will not have access to retrieve data from the Prophix database.
Whether Offline Data Entry is to service a remote or an occasional user, the administrator must decide how the Offline Data Entry report will be distributed.
l Distribution by running the “Offline” process within the Process Manager
l Distribution through “Workflow Manager”
Within the Offline Process, the report is selected for end-user data entry. Once the template has been chosen, the distribution list is created, and subject line is filled. When this process is executed, the following are automatically generated:
l Excel workbook e-mail for every user on the distribution list
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l A workbook name based on the template name plus the user's surname (example: “Cost Center Budget (Smith)”) resulting in a unique workbook l
filename for each user on the distribution list
To minimize confusion when the workbooks are eventually returned to the l
administrator.
A Table of Contents (the first tab of the Excel Workbook) with links to different pages (Excel Workbook tabs)
Driven by dimension roll-up structure and user security, all cells are locked with the exception of those that allow data entry.
l Read-only data views are locked while Read-Write cells are unlocked.
l All non-leaf member combinations are locked, and similarly the cells containing formulae are locked.
Trying to enter data in a locked cell will result in the following error message: “The cell or chart that you are trying to change is protected and therefore read-only.” This security feature ensures that non-data entry cells are secure and protected. Figure 33 – Clicking on locked cell results in a “read-only” error message
When data entry has been completed, users send back the Excel Workbook to the administrator via e-mail who can then consolidate the data into the database.
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12
Chapter 12:
Using Prophix for Reporting
Creating a Reporting Model
Reporting Models
Prophix models used for reporting purposes are created the same way as a budgeting model. However, reporting models may include additional dimensions that are not necessarily included for budgeting purposes; for example, the model may include a dimensions called Products, Customers, or any other non-financial business unit.
Additional dimensions cannot be added to existing models; however, new models can utilize existing dimensions. If you want to use the same Accounts, Time, and Versions dimension as an existing model, in Business Model Wizard, select dimensions from the list of existing dimensions.
Creating Alternate Hierarchies
Alternate hierarchies are based on dimension member properties, for example a member property called “color”; therefore, you must first create and assign these properties to the dimension members. Note: Alternate hierarchies can be created in all dimensions except Versions, Accounts, Time Perspective, and Currency dimensions.
To create a member property:
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1. From the main Prophix screen or SmartPortal panel, click Business Model
Manager.
2. Select a dimension and click OK.
3. On the Edit menu, click Properties, and click Edit member property definitions.
4. Click Add.
5. Type in the member property name and description.
6. In the Data type drop-down list, select whether the property is Date, Double
(Float), Integer, Member of Dimension, Text, or True/False (Boolean).
7. On the next screen
a. Type in a column name if you chose to create a new column. Otherwise, select a column name from the drop-down list to use an existing column.
b. For text data type, enter the maximum allowable text string size (number of characters).
8. Click Finish.
9. Assign the members in the dimension with the member property and define each.
10. Save the dimension.
To create a hierarchy:
1. Click Hierarchies on the Edit menu.
2. Click Add to start the New Hierarchy wizard.
3. Enter Hierarchy name, Description and Number of levels (number of levels cannot exceed the number of member properties), and click Next.
4. Starting with the highest level, type in a name and select a Member Property for each hierarchy level.
5. Click Finish.
6. Click OK to exit the Hierarchies dialog box.
7. To view the resulting hierarchy structure, in the Edit Hierarchies dialog box, select a hierarchy and click Browse. Note: If you select an existing Versions dimension, you must also select the corresponding Time dimension; if you select an existing Accounts dimension, you must select the corresponding Versions and Time dimensions. An existing Time dimension can be used without using any of its corresponding dimensions.
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Creating Reports
Selected Shared
(Existing) Dimension
Options
Accounts
1. Shared
Versions,
Shared Time
Versions
1. Shared Time,
New Accounts
2. Shared Time,
Shared Accounts
Time
1. Shared
Accounts, Shared
Versions
2. New Accounts,
Shared Versions
3. New Accounts,
New Versions
Creating Reports
Report Templates
Prophix reports allow the use of multiple dimensions to create unique views and analyses of data. Professional boardroom-style reports made with templates also allow drill-through functionality, slice and dice, pivot table-like functionality, and more. Some best practices on how to create reports more effectively with data views include Prophix features such as Named Sets and dynamic members.
Named Sets
To create a Named Set for a dimension:
1. Open any dimension using Business Model Manager.
2. On the Edit menu, click Named Sets.
3. Click Add.
A new Named Set appears at the bottom of the list in the left pane.
4. Type in a name for the new Named Set.
5. Select a type from the drop-down list: Standard, Single Member or Custom.
6. Select whether the Named Set will be available to all cubes (Shared) or available to the current cube only (Private).
7. Click OK.
8. Select members.
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a. Standard type – Double-click on members from the middle pane (dimension tree) or drag and drop members into the Select Multiple Members box.
b. Single Member type – Double-click on one member from the middle pane or drag and drop a member into the Select One Member box.
c. Custom type – In the text box provided, type in an MDX expression to return a list of members. Select whether the member list is Static or Dynamic.
9. Click OK to close the Named Sets dialog box.
10. On the toolbar menu, click Save to save the changes made to the dimension.
Report Binders
Formal reports can also be created with the use of report binders. Report binders are used to manage the generation and distribution of reports, with the added benefit of including external Word and Excel files in the report. When prompted, report binders generate PDFs and distribute the files via e-mail. Distribution lists specify which Prophix users will receive e-mails of the reports. Each report binder uses a separate distribution list.
To create a report binder:
1. On the Prophix Home screen, click Report Binder.
2. Add files to the Report Binder.
a. On the Content menu, click Template, Excel, or Word according to which file you want to add.
b. In the Open dialog box, select the file and click Open.
c. Repeat On the Content menu, click Template, Excel, or Word according to which
file you want to add. on page 146 to add more files to the report binder.
3. Add users to the distribution list.
a. On the Users menu, click Add User.
b. In the Distribution List window, select the users and click > to add the users (or >> to add all existing users) to the distribution list.
c. Click OK.
4. Optional. Apply security settings.
a. 146
On the Edit menu, click Options.
Distributing and Viewing Reports
b. In the Options dialog box, select the Apply Security check box.
c. Do any of the following:
• To password-protect the document, in the Report Binder Password text box, type a password.
• To allow users to print the report binder, select Enable Printing.
• To allow users to select and copy text or objects, select Enable copying of text
and graphics.
• To allow users to make changes and save the file, select Enable document
modification.
• To allow users to add notes to the PDF, select Enable adding notes.
5. Click OK.
6. On the File menu, click Save as…, type a file name, and then click Save.
Distributing and Viewing Reports
Report Binders
Saved report binders can be distributed as an e-mail attachment or as a URL link to all users on the distribution list. 1. On the Insert menu of Business Process Manager, click Distribution and then click Distribute.
2. Type a description for the process.
3. From the Render Type drop-down list, select Attachment, SharePoint or URL.
4. Do one of the following:
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Chapter 12: Using Prophix for Reporting
• If you selected Attachment or URL, click Browse... to select the report binder you want to render.
• If you selected SharePoint, make the selections for Server, Target Library, Document Name, and Source user.
Report Mode
Templates can be viewed in report mode via Workflow tasks or Document Explorer.
• In Document Explorer, right-click a template file, point to Run, and click Report
Mode.
• As a workflow task approver, from the main Prophix screen, click on the task.
1. On the File menu, click Print.
A dialog box appears with the list of pages and their dimension members.
2. Select the pages you want to print. Press and hold the Ctrl key to select multiple pages or click Select All to print all pages of the report.
3. Click OK.
Ad Hoc Analysis
Using the Ad Hoc Analysis function, users can view data and perform powerful reporting and analysis capabilities.
1. From the main Prophix screen or SmartPortal panel, click Ad Hoc Analysis.
2. Select the cube that contains the data you want to access.
3. Select the Open with new layout check box.
4. Click OK.
Ad Hoc Analysis opens with the Accounts dimension down the rows and the Time dimension across columns.
5. Within the function, data can be navigated and adjusted through various rightclick menu options, such as drill across, Delta Analysis, and SmartSwap, for example.
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Use Case: A Monthly Reporting Package
Use Case: A Monthly Reporting Package
In today's business environment, there are many different users of financial reports with different emphases. When you are creating a formal reporting package to any user, it could be a combination of:
• Excel spreadsheets
• Word documents
• Other formats from a different program
In most cases though, some information will need to be in a different format to convey the necessary message to the target audience. For example, • The board of directors would like to know the rationale behind a marketing campaign. Thus, it is necessary for the reporting package to contain a word document in this example.
• At the same time, most directors do not like to open many different documents for different information. Consequently, it is necessary for all information to be in one electronic copy. • In many companies, one person will need to put all of these different pieces of information together every time on a monthly basis.
Not only is this time-consuming but a misallocation of human capital. Also, the company may be held hostage by this individual when he/she goes on a vacation or leaves the company unexpectedly.
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Another issue is security of information as certain personnel are entitled to certain portions of information. For example, • Department heads will need to see the departmental income statement for their respective departments only, as in the marketing director for the marketing department.
• This can be time-consuming as the income statement will need to be duplicated specifically for each department.
Solution
In Prophix, formal reports can be created with the use of report binders. Report binders are used to: • Manage the generation and distribution of reports, with the added benefit of including external Word and Excel files in the report. • When prompted, report binders generate PDFs and distribute the files via email.
• Distribution lists specify which Prophix users will receive e-mails of the report.
• The security setting in Prophix will stipulate which users are entitled to what kind of information such as specified departments or accounts.
The benefits include the following:
• All of the soft copies of the information will be combined into one reporting package.
• Each reporting package will have its own distribution list thus it is easy to customize which users get what reporting package with minimal manual setup. For example, the working capital reporting package will be e-mailed out to the bank managers; the Board of Directors reporting package will be for the board.
• Prophix can automate this process thus freeing up human capital for more efficient uses.
• The efficiency in the security setting allows one report to be generated but the users can only see what they are permitted to. For example, one income statement will be generated but the marketing director can only see results for his department only. 150
Use Case: A Monthly Reporting Package
Example:
You have the following documents that need to be e-mailed as part of the Monthly Directors reporting package:
Document
Format
Summary from Management
Microsoft Word (external file)
Sales Details
Microsoft Excel (external file)
Financial Statements
Template Report (Prophix)
This monthly reporting package will be e-mailed out to the Directors of the Sales and Accounting departments, Owinfrey and Twoods respectively. The flow of information and steps in Prophix are as follows:
Figure 34 – Flow of information
The general idea is that all the external files will be copied into Prophix and they will be e-mailed out as one attachment along with the financial reports from Prophix. With the security setting in place, only one set of financial statements will be attached as Owinfrey will only see the information for the Sales department and Twoods for the Accounting department. The security and users setup are done once, thus this monthly e-mail process can be automated in Business Process Manger. 151
Chapter 12: Using Prophix for Reporting
This way, even if the administrator is away on holiday, the monthly report will still be e-mailed out on time.
Also for added security and customization, the administrator can apply security settings to determine what happens to the document after it is sent. This setting could be password-protecting the document just in case the wrong distribution list is used or not allowing users to make changes and save the file.
This is a very efficient way of automating repetitive reports. The tool is easy to use and the initial setup is not time consuming. During a time when efficiency is a thin line between bankruptcy and survival, this tool will be one of the items in moving the company into the right direction in being cost-effective.
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13
Chapter 13:
Re-Forecasting
Mid-Year Re-Forecasts
Companies that use Prophix for their annual budgeting exercise often realize how easy it is to extend an annual budgeting model so it is used for preparing regular mid-year forecasts. Forecasting is sometimes used to describe complex statistical processes (e.g. preparing sales forecasts based on large amounts of historical data and using processes such as ANOVA or Winters); however, in Prophix, 'forecasting' is used to describe when a company plan is prepared outside of the regular budgeting cycle. Mid-year forecasts can be prepared on a regular basis (weekly, quarterly, monthly) or as the need arises. One reason to create new forecasts is when something changes in the business environment. Changes can be external (e.g. related to the overall economy or when competitors change their strategy) or internal (e.g. acquisitions, disposals or changes in strategy). Whenever there are major changes to a business it makes sense to prepare a new forecast. This can easily be done in Prophix.
Another reason to create new forecasts is when aspects of the business cannot be planned easily for a entire year at one time. In today's business environment, annual planning is becoming much more difficult than previously and many companies create forecasts regularly. This is especially true in highly dynamic industries where business conditions can change very rapidly. When preparing mid-year re-forecasts, one issue that arises is the time frame of the forecast. Options available include the following:
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Chapter 13: Re-Forecasting
a. Forecasting for the balance of the financial year. In most organizations, reporting for the financial year (or quarterly within the financial year) is most important in terms of visibility and accountability. In such environments, forecasting how the financial year will turn out is very important. This is especially true in organizations where it is expected that costs must not exceed budgeted costs and even more so when it is difficult to accurately predict the seasonal allocation of such costs.
b. Rolling Forecasts. This is where, either monthly or quarterly, a full year forecast is made, planning 12 months ahead. Preparing rolling forecasts is a very good application of Prophix's functionality for planning and forecasting; very often, monthly rolling forecasts are difficult or impossible when using spreadsheets. However, one of the problems with this approach is that contributors are constantly being asked to plan for an extra month one year into the future, which can place extra burdens on operational management and can be very difficult to achieve effectively. This can demand a lot of support from senior management to implement successfully; it can involve a change to the organizational culture.
c. Concertina Forecasts. This is a compromise of the above approaches. At the start of the financial year, on a monthly basis, the balance of the financial year is forecast, very often by finance staff making assumptions (e.g. the Marketing department will keep to the annual budget). At a point during the year, with the help and support of operational management, the forecast end point is extended, for either 3, 6 or 12 months. For example, a company may plan for the balance of its (calendar) financial year every month until June when departments are asked to submit a plan for an extra 6 months until June of the following year; later in the year, when the annual budgeting process takes place, half the following year has already been planned and merely needs to be updated.
Use Case: Forecasting to Meet the Original Budget
Forecasting for the balance of the financial year is very important in organizations where it is expected that incurred costs must not exceed budgeted costs and even more so when it is difficult to accurately predict the seasonal allocation of such 154
Use Case: Forecasting to Meet the Original Budget
costs. A classic example of this is the forecasting of marketing expenses. Usually, the marketing department has an annual budget for marketing spend. However, it can be very difficult to plan in advance when the marketing costs will be incurred. Once a Version has been created to contain the forecast data for the balance of the year, there are two easy to populate relevant (e.g Marketing) accounts with data so that the annual forecast costs are the same as the budgeted costs:
• Delta Analysis will do this for each account on an individual basis. It can also be used to check the results of an InfoFlex process for validity and to make adjustments.
• InfoFlex will populate multiple (potentially thousands of) accounts with data. Although InfoFlex is very powerful, it has an easy to use user interface but with the calculations always running on a server.
To illustrate how Delta Analysis can be used to calculate forecasts, let us assume that a forecast version has already been created. The forecast is taking place in July and so six months of actual data (from January to June) is already in the forecast followed by six months of the existing annual budget. By choosing Delta Analysis from either Ad Hoc or a Template for the relevant Account/Organization combination, and by choosing the Budget as the comparison version, the use will see the following data, where data in the forecast time periods have been initialized to the budgeted values:
Base (Forecast)
r
%r
Comparison
(Original Budget)
Total Year
1050
-100
-10.53%
950
Qtr 1
175
-25
-16.67%
150
Qtr 2
325
-75
-30.00%
250
Qtr 3
300
0
0.00%
300
Qtr 4
250
0
0.00%
250
Figure 35 – The Delta Analysis Data Grid before calculating forecast months
By changing the “r” value for the Total Year to “0,” the user is prompted for the method to be used to spread the Base data and then the following calculations take place:
1. The 'Base' value for the Total Year is set to the Comparison value for the Total Year.
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Chapter 13: Re-Forecasting
2. The Base values for the Qtr1 and Qtr2 time periods are not changed because they are Actual data.
3. The Sum of the Actual values are subtracted from the 'Base' value for the Total Year and the result is spread across the forecast time periods (Qtr3 and Qtr4).
In this case, if the spread method is 'Same as Comparison', then the resulting values will be:
Base (Forecast)
r
%r
Comparison
(Original Budget)
Total Year
950
0‡
0.00%
950
Qtr 1
175
-25
-16.67%
150
Qtr 2
325
-75
-30.00%
250
Qtr 3
245
55
18.18%
300
Qtr 4
205
45
18.18%
250
‡Entering 0 in the “r”value for the total year calculates the forecast months.
Figure 36 – The Delta Analysis Data Grid after calculating forecast months
InfoFlex can be used to use to perform the same calculations on a large number of Accounts or Organizational entities. However, before creating the InfoFlex process, it is first necessary, in Version Manager, to create a new calculated Version that is equal to 'Budget' - 'Actual'. Because it is a calculated version, this will not create any extra values in the OLAP cube; the values will be calculated on demand. This version can be called ‘BA Delta.’
The InfoFlex process that will perform the calculations should be created to have the following attributes:
1. The Common Dimensions are Accounts and Organization. The combinations of selected members determine the number of calculations that take place. For example, if 50 Accounts and 100 Departments are selected, the calculations will be made for all 5,000 time vectors.
2. The Source/Target Dimensions are Time and Versions.
a. The Source members are the Total Year and 'BA Delta' (the calculated version that is equal to ‘Budget’ - ‘Actual.’
b. The Target members are the Forecast time periods and the Forecast version.
3. The ‘Target Data Write Option’ is ‘Overwrite Existing Data’
4. Choose a suitable Time spread option.
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Use Case: Forecasting to Meet the Original Budget
After calculating the InfoFlex process, the data for a selected Account/Organization combination will look like this:
Base (Forecast)
r
%r
Comparison
(Original Budget)
Total Year
950
500
450‡
950
Qtr 1
150
175
-25
175
Qtr 2
250
325
-75
325
Qtr 3
300
300
245‡
Qtr 4
250
250
205‡
Note: ‡450 is allocated to forecast time periods
Figure 37 – Using an InfoFlex process to calculate forecast months.
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Chapter
14
Chapter 14:
Multi-Currency Features
About Prophix Currency Models
Planning and financial reporting is made more complex in a multi-currency environment, but with increasing global trade, even relatively small companies need to plan in multiple currencies. Prophix's OLAP database is ideally suited to calculating multi-currency plans and reports. Currency data is contained in a separate database from the Prophix model; the Exchange Rate model holds exchange rate data and currencies. Currency conversion occurs within the main model but must obtain data from the Exchange Rate cube. This is performed by a process called Currency Conversion. This can be run as needed or can be scheduled to run at specific times. Converting Currencies on page 165
The exchange rate model must contain the following dimensions:
• Time – contains the time granularity the user wants to track the exchange rates by (typically monthly). This dimension is shared with the Prophix model.
• Version – ensures rates can vary by version (i.e. budget, actual, forecast, etc.). This dimension is shared with the Prophix model.
• Accounts (Exchange Rates) – contains the various exchange rates, e.g. month end rate, average rate, historical rate, etc. • Source Currency – contains members for all currencies that are required for data entry purposes (flat hierarchy, i.e. regular dimension)
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Chapter 14: Multi-Currency Features
• Reporting Currency – contains members for all currency required for consolidated reporting purposes (flat hierarchy, i.e. regular dimension). This dimension is shared with the Prophix model.
Source (input) currencies must be linked to input members of one dimension in the Prophix model, typically a dimension such as Organization, Entity or Geography. For example, if the dimensions in a model are “country” and “product,” then typically the currency in which data is entered depends on the country rather than the product. This means that all product forecasts within the same country are entered in the same currency. For every bottom level (or input) member of the dimension on which currency conversion is based, the administrator must specify the currency in which the data is input. This is generally the local currency of that dimension member. For example, the Paris cost center contains data in Euros in the input currency, while the London cost center contains data in Pounds. Another relationship that needs to be established is the link between accounts and exchange rates. The members of the Accounts dimension in the Prophix model must be linked to an exchange rate that will be used for currency conversion on that particular account. This relationship is established with a member property called Convert By, for example.
In order for Prophix to convert between input currencies and reporting currencies, exchange rate values must be specified for every combination of Input Currency, Reporting Currency and Version. The exchange rate between Euros and US Dollars can be different for the Original Budget, the Mid-Year Revised Forecast and the Actual Versions. This data is entered in Ad Hoc Analysis or a data entry template of the Exchange Rate model. This can even be part of the Workflow cycle. For example, a task may be for someone to enter the required currency conversion rates and then another person approves the submission.
Understanding Historical Exchange Rates
Another accounting convention that makes currency translation more complex is the use of historical (or temporal) exchange rates. This is usually used for non-monetary accounts where the account is included in the books of the consolidated entity using the exchange rate that was current when the original transaction took place. An 160
Understanding Historical Exchange Rates
example is an investment in a subsidiary, where the translated value is not restated as exchange rates fluctuate.
Acquisition
Date
12-Jan-01
2-Nov-03
15-Dec-05
1-May-06
4-Jun-08
25-Feb-10
Native
Cumulative
Exchange
Currency
Native
Rate
Asset Value Currency Asset
Value
3,000
3,000
0.66
500
3,500
0.71
2,000
5,500
0.75
1,000
6,500
0.73
500
7,000
0.85
1,000
8,000
0.90
Reporting
Cumulative
Currency Asset Reporting
Value
Currency Asset
Value
1,980
1,980
355
2,335
1,500
3,835
730
4,565
425
4,990
900
5,890
Figure 38 – Example of Transactions using Historical Exchange Rates
Figure 38 shows how many companies record transactions that use historical exchange rates. This information includes details of all historical transactions. This requires long-term record keeping and, for an account like Fixed Assets where there may be changes every month, a large number of records need to be maintained.
Using Prophix, it is not necessary to keep a record of all the transactions in an account that is translated using historical rates. Beginning-of-year balances are sufficient for Prophix to accurately keep track of ongoing account balances for accounts requiring historical exchange rates.
Dec-09
7,000
Native Currency
Jan-10 Feb-10
7,000
8,000
End of Month XR: 0.85
0.90
0.95
Reporting Currency
Mar-10
Dec-09 Jan-10 Feb-10 Mar-10
8,000 Investment in 4,990
4,990
5,890
5,890
Subsidiary
Figure 39 – How Prophix translates accounts that require Historical Exchange Rates
In the above example, for February 2010 Prophix performs the following operations:
l calculates the change in native currency to be 1,000
l translates the change by applying the end-of-month exchange rate of 0.90 l
(0.90 * 1,000 = 900)
calculates the new balance (4,990 + 900 = 5890)
Balance Sheet accounts in Prophix can be flagged to be translated at Historical Rates. For such accounts, Prophix automatically calculates the monthly change before 161
Chapter 14: Multi-Currency Features
translating into the reporting currency. The translated changes are then used to calculate the account balances in the reporting currency, carrying forward from a previous period.
Creating a Currency Model
To set up a multi-currency model:
1. Create a Prophix model using the Business Model Wizard. The model must contain the following dimensions:
• Accounts
• Time
• Versions
• Time Perspective
• Reporting Currency (level-based Currency dimension type, one level)
• Organization or Entity (Geography dimension type)
2. Create an Exchange Rate cube (on the same connection as your Prophix model) with the following dimensions:
• Exchange Rates (Account dimension type)
• Time (shared with Prophix model)
• Time Perspective (shared with Prophix model)
• Versions (shared with Prophix model)
• Reporting Currency (shared with Prophix model)
• Source Currency (level-based Geography dimension, one level)
3. In the Exchange Rate cube, do the following:
a. In the Reporting Currency dimension, add a member with a key and name “NATIVE.”
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Creating a Currency Model
b. Save the Reporting Currency dimension.
4. In the Prophix model, do the following:
a. In the Accounts dimension, create a member property called “Convert by”. This member property determines which exchange rate to use when converting account members, e.g. average daily rate or month ending rate.
b. • Type member property name, and optionally type in a description.
• Select Data Type Member of Dimension.
• Select whether you want to want to create a new column or use an existing column in the source table, and click Next.
• If you chose to create a new column, type in a column name. If you chose to use an existing column, select a column name from the drop-down list.
• Click Finish.
• In the Member Property Definition, click ... to select the Exchange Rate cube and Exchange Rate dimension created above.
• Optional. Click ... to select a default value for new account members.
• Click OK.
In the Member Properties section of the Accounts dimension, select a Currency Conversion Method for each account: Current or Historical. (Default selection is Current rate currency conversion method.)
c. In the Custom Member Properties section of the Accounts dimension, click
... next to Convert by to specify an exchange rate for the selected account.
d. In the Geography/Organization dimension, create a member property called “Currency”. This member property determines the native (input) currency for each Organization member.
• Type member property name, and optionally type in a description.
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• Select Data Type Member of Dimension.
• Select whether you want to want to create a new column or use an existing column in the source table, and click Next.
• If you chose to create a new column, type in a column name. If you chose to use an existing column, select a column name from the drop-down list.
• Click Finish.
• In the Member Property Definition, click ... to select the Exchange Rate cube and Source Currency dimension created above.
• Optional. Click ... to select a default value for new Organization members.
• Click OK.
5. Import dimension structures or create them manually.
6. If any accounts are being converted using the Historical currency conversion method, load or input the balance amounts into the period immediately prior to the start period of the version to establish an opening amount. This amount must be entered into the reporting currency member and must not be entered into NATIVE.
7. In Business Process Manager, execute the Currency Conversion process and then process the cube.
Budget/Forecast and actual data is entered into the Prophix cube in a similar fashion as those that do not include currency; the only difference is that there is now an additional dimension called Reporting Currency. Data Views and/or templates can be set up as needed, and any dimension member can be selected for all dimensions except Reporting Currency. All data must be entered (or imported) into the Native Reporting Currency member. During the Currency Conversion process, Prophix will convert values for each dimension member from this Native member to all other reporting currencies specified. In order for Prophix to convert budget and actual data from input currencies to reporting currencies, exchange rate values must be specified for every combination of Source Currency, Reporting Currency, Version and Time. This data is entered in Ad Hoc Analysis or a data entry template of the Exchange Rate cube. When entered in Ad Hoc Analysis, reciprocals have to be calculated and entered manually, using a template allows users to enter a formula to calculate and populate reciprocals automatically (i.e. once USD/CDN is entered CDN/USD will automatically be calculated). Data is entered as the value of Source Currency per unit of Reporting 164
Converting Currencies
Currency. For example, if the average exchange rate between US and Canadian Dollars is $0.75 US/CDN then 0.75 is entered in a Data View where US Dollar Source Currency member intersects the Canadian Dollar Reporting Currency member. A value of 1 is entered where Source Currency is identical to Reporting Currency, i.e. US Dollar Source Currency to US Dollar Reporting Currency. The following is an example of an exchange rate data entry template (highlighted cells calculate reciprocals).
Once all account and exchange rate data is entered the last step is to create a process group containing one Currency process for each Reporting Currency and Version combination. Similar to:
Converting Currencies
The currency conversion process converts data from the source currencies to target currencies. Currency conversion occurs within the main model but must obtain data from the Exchange Rate cube. Therefore, you should run an Update Cube process in the Business Process Manager on both cubes before running Currency Conversion.
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Figure 40 – Currency Conversion Process
The parameters required to run this process are as follows:
• connection that contains the Prophix and Exchange Rate models
• target (Prophix) model
• Organization dimension member property that links organization members to source currencies
• Accounts dimension member property that links accounts to exchange rates
• member combination (Organization, Version, and Time Period) whose source data you want to convert to another currency
• target Reporting Currency member
Note: This process performs the conversion on leaf members only.
To create the currency conversion process:
1. Open Business Process Manager.
2. On the Insert menu, click Modeling and then click Currency.
3. On the Cubes tab:
a. Enter a description in the Description text field.
b. Select the connection that contains the Prophix and Exchange Rate models.
c. Select the target cube, which is your Prophix cube.
d. Select the member property that associates the Organization/Entity members to source currencies.
166
e. Select the member property that associates the accounts to exchange rates.
f. Select the Exchange Rate cube.
Converting Currencies
4. On the Conversion Parameters tab:
a. Select one member for Organization, Versions, Reporting Currency (the currency to which you want to convert the source currency), Start Period and End Period. Note: The process converts leaf-member data of the Organization member you selected. For example, if you choose the non-leaf member, Europe, the process will run on all leaf descendants of Europe.
b. By default, the version, start period, and end period are the same for the Exchange Rate cube. To select different members, make the changes in the “Conversion Modeling Assumptions” section.
5. On the Advanced Options tab:
• If you want to copy exchange rate data values into the Prophix model, select Store applied exchange rates in target model.
Note: The Prophix model must already contain the exchange rate members (with the same member keys) in the Accounts dimension.
• If you want to store the converted values in a version different from the version you obtained the source data, select Store converted results in a
different version in the target model.
• If you chose to store the results in another version and you want to copy the source data to the version containing the converted results, select Copy
‘native’ data. (This option is only available if Store converted results in a
different version in the target model has been selected.)
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Chapter
15
Chapter 15:
Financial Consolidations
Using Prophix for Financial Consolidation
Organizations that are comprised of multiple business entities or subsidiaries which operate in different geographic regions often face great difficulties when it comes to preparing consolidated financial statements. In order to obtain a complete picture of the performance of the organization, it is necessary to aggregate the results of all subsidiaries. This process is compounded by a variety of business issues such as multiple currencies, inconsistent treatment and presentation of financial data, intercompany transactions, regulatory rules, and timing differences. As a result, simply aggregating the results from all the subsidiaries is insufficient to produce a consolidated picture of the organization. Various adjustments to the data need to be made in a way that is both consistent and transparent so that reviewers can understand the changes. Financial consolidation is the process of collecting, reconciling, aggregating, reviewing, and reporting the financial results of all subsidiaries in an organization.
Performing a financial consolidation almost certainly involves several steps that must be completed in a particular order. Frequently, the consolidation process will include the following:
1. Data collection and validation – Approved financial data must be collected from all subsidiaries that belong to the group.
2. Data mapping – Individual entities that are part of the organization group often have different chart of accounts, fiscal calendars and reporting methods. As part of the consolidation process, these unique accounts must be mapped to a 169
Chapter 15: Financial Consolidations
standard chart of account representing the entire organization. The mapping is usually never a one-to-one exercise as multiple accounts in the subsidiary are often mapped to a single account.
3. Manual Adjustments – Subsidiaries operating in jurisdictions outside the parent organization will follow different account rules resulting in non-standard classification of certain financial items.
Due to this, it may be necessary to make manual adjustments to the data in order to bring it into compliance with US GAAP or IFRS. In addition, late arriving information will often need to be incorporated into the consolidated results (top-side entries).
4. Currency Conversion – Companies within the group will submit data in their local reporting currency. However, at HQ this data must be converted to a single reporting currency in order to generate results that are meaningful and comparable across the organization. Accounting rules determine the exchange rates to apply for individual accounts, for example average rates are typically used to convert Income Statement accounts, while closing exchange rates are used to convert Balance Sheet items.
5. Intercompany matching, reconciliation, and eliminations
6. Allocations, calculations and posting consolidation related adjustments, such as minority interest, in accordance with generally accepted accounting principles. Dissemination of consolidated financial statements for external and internal reporting purposes.
Financial Controller
With the Financial Controller function, Prophix provides a tool for companies to complete regular consolidation tasks in an efficient manner within a single CPM application. Financial Controller helps reduce preparation time by ensuring consolidation processes are completed consistently, accurately, and on time. For example, Prophix eases the following consolidation tasks:
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• Multi-currency conversion
• Journal entries
• Intercompany eliminations and reporting
Creating a Financial Consolidation Model
• Allocations (group, entity, company)
• Consolidated financial reporting
• Auditing capabilities
• Robust security arrangements
• Standards compliance for IAS, IFRS, GAAP, SOX
Creating a Financial Consolidation Model
Several rules must be observed when utilizing Financial Controller for financial consolidation purposes. To help ensure consistency, only models that contain specified dimensions and properties may be used. The dimension name can be customized and need not be the same as what's listed below, but the types are important. Financial consolidation models must contain the following dimensions:
Dimension Name
Dimension Type
Structure
Organization
Geography
Parent-Child
Classification
Classification
Parent-Child
Accounts
Accounts
Parent-Child
Time
Time
Regular
Versions
Scenario
Parent-Child
In addition to the above, other dimensions may also be added to qualify additional data such as products, projects, channels, etc. These dimensions are just regular dimensions with dimension type equal to ‘Other.’
Classification Dimension
A core requirement in financial consolidation is the ability to segregate changes or adjustments from the originally entered or imported data. The Classification dimension contains a special hierarchy of members that is utilized by Prophix to store data resulting from different business processes such as original source data, adjustments, adjusted balances, native currency adjustments, and intercompany 171
Chapter 15: Financial Consolidations
eliminations. Separating data into specific classification members helps satisfy auditing considerations, which often requires that all changes in an account balance be reconciled during reporting. A special member property called Member Type is used to identify tag and identify the classification member type. The possible member types are None, Source, Adjustment, and Adjusted Balance.
In the Classification dimension, there must always be at least one member with member type equal to Source. This member contains originating data that is either loaded from the General Ledger or entered manually via data entry templates. It is the starting data point for all consolidation activities.
In a financial consolidation model, there must be at least one member with member type of Adjustment in the Classification dimension. Although in practice, there can be many more members of this type to segment all the consolidation activities for reporting purposes (such as Audit Adjustments, US GAAP Adjustments, Intercompany Adjustments, etc). For members with type of Adjusted Balances, there will always be a fixed number, typically one in non-currency models, and three in models with currency. These members are used during the posting process to handle balance sheet accounts and their cumulative nature which requires different treatment for reporting purposes.
Below is a classification dimension in a non-currency model:
Geography Dimension
The dimension of type Geography serves as the main consolidation structure. It should represent the standard statutory consolidation hierarchy of the company. This dimension must be designed as a Parent-Child dimension due to the logic that Financial Controller leverages for determining intercompany elimination entries.
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Creating a Financial Consolidation Model
Intercompany Elimination Members
Members of the Geography dimension contain a special member property called Intercompany Elimination Member, which can contain a value of Yes or No. This property is used to mark members in the Geography dimension that will be used for storing intercompany elimination entries from the Intercompany Elimination Journal Entry. There should only be one member with this flag below each parent level member (if eliminations are needed at the level). If there are multiple members marked as an Intercompany Elimination Member, the Intercompany Elimination Journal Entry may post incorrectly. In the example below, the members marked as elimination members are under the North America and Total Company parent members directly. Of course, it is not necessary to create an elimination member below every parent, only create members below parents if any of its direct child members have intercompany activity.
Figure 41 – Intercompany Elimination Members
Consolidations Model
*Note: Dimensions must be set in the order listed below.
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1. Create a model that contains the following dimensions (see All Dimensions on page 25):
• Accounts
• Time
• Versions
• Time Perspective
• Organization or Entity (parent-child dimension)
• Classification (parent-child dimension)
2. In the Classification dimension, do the following:
a. Add the required dimension members with the following properties:
Key
Name
CONSOL
Consolidated
None
Aggregates source and
adjusted balances to
produce consolidated results
1
Source
CONSOL
Source
Primary member that
contains data loaded
through processes or input by
users via templates and/or
Ad Hoc
2
Adjusted
Balance
CONSOL
Adjusted Balance
Stores adjusted balances
ADJ
Total
Adjustments
Adjustment
Aggregates all adjustments
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Parent
Member
Type
Description
Creating a Financial Consolidation Model
Key
Name
Parent
Member
Type
Description
ADJ1
Adjustments
ADJ
Adjustment
This member stores data to
adjust original source values.
The data originates from
journal entries made using
the Financial Controller.
ICE
Intercompany
Adjustments
ADJ
Adjustment
Stores results of
intercompany adjustments
(this member is optional and
only needed if you wish to
segment intercompany
adjustments)
b. Set the 'Target Adjusted Balance Member' member property for the adjustment members, e.g. ADJ, ADJ1, and ICE.
The ‘Target Adjusted Balance Member’ member property provides a mapping between adjustment and adjusted balance members for the posting process. Multiple adjustment members may be mapped to a single adjusted balance member. Note: The selected Target Adjusted Balance Member must be of member type ‘Adjusted Balance’.
c. Save the dimension.
3. In the Organization dimension, do the following:
a. In the Organization tree structure, select the member where eliminations are required. (There should be no more than one member below each parent level member.)
b. In the Member Properties section, select “Yes” from the Intercompany
elimination member drop-down list.
c. Save the dimension.
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Chapter 15: Financial Consolidations
Creating Journal Entries
Journal entries are an integral component of the Financial Controller function. The purpose of journal entries is to enable adjustments to be made to accounts after data has been entered or loaded. Adjustments are often required to ensure loaded data complies with local accounting rules, to make corrections to loaded data, or account for timing differences. Through the use of journal entries, a full audit trail of all changes to the original source data is possible. The original source data is never directly altered by the adjustments as all changes are strictly segregated in the Classification dimension. In addition, Financial Controller will keep a detailed record all accounts, dimension members, versions and time periods that are affected. Journal entries are the main vehicle to adjust data in a cube. There are four types of journal entries that may be added to a JEB: Regular, Allocation, Reversal, and Intercompany.
• Regular – This is probably the most commonly used journal entry type. It can be used to adjust several accounts across multiple dimension members. A Regular Journal may be optionally posted to a native currency and/or set to auto reverse in the next month.
• Allocation – These types of journal entries permit one-time or recurring allocations that are part of normal consolidation activities to be created quickly with a full audit trail. Although allocations may also be create using InfoFlex in Process Manager, the allocation journal entries permit a greater degree of auditing checks and ensure full debit and credit validation checks are applied to prevent unbalanced allocations. In addition, the allocation journal entries permit drivers to be input on demand to suit any particular spread requirements such as fixed proportions, a statistic like square footage, or any other value.
• Reversal – These types of journal entries are used to reverse a previously posted journal in the system. For example, if after posting a particular journal, new information is received about the amounts, a reversal journal will create an offsetting entry to the original amounts. When the reversal journal is posted, the offsetting amount cancels out the original amount 176
Creating Journal Entries
that is in the cube. Reversal journal entries will always be posted in the same time period as the original entries.
Example. Given the posted regular journal below:
Account
[6100] Payroll Expense
[2300] Accrued Liability
Organization
Canada
Canada
Debit
5000
Credit
5000
A reversal journal would generate the following entries:
Account
{6100] Payroll Expense
[2300] Accrued Liability
• Organization
Canada
Canada
Debit
5000
Credit
5000
Intercompany (ICE) – A requirement in financial consolidation is to ensure amounts arising from transactions with other companies in the same group be eliminated. The intercompany elimination (ICE) journal entry type facilitates this process by providing a method of adjusting consolidated totals based on transactions that take place between subsidiaries. Each ICE journal entry requires two members of the geography dimension be first selected. These two members represent the originating and counterparty of the amount to be eliminated. Based on the selection, the ICE journal determines the specific elimination member in the Geography dimension to book the offsetting amount. For example, if Canada has intercompany sales with Mexico, the ICE journal entry will be made in the North America Eliminations member. But if Canada has intercompany sales with Asia Pacific, the ICE journal entry will be made in the Global Eliminations Member. The ICE member is always identified based on the lowest common parent between the originating and counterparty member. Optionally, an ICE reporting cube may be created to make it easier to report the eliminations between the originating and counterparty members. If an ICE cube is available, it may be selected during the posting process and the ICE journal entries are posted into the ICE cube in addition to the regular financial cube.
Important notes about the ICE journal: • The originating and counterparty members in the ICE journal must be leaf members; selecting non-leaf members is not permitted. 177
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• Ensure that all ICE members are already created in the geography dimension prior to creating the journal. • Ensure there is only one ICE member below a parent member; multiple ICE members below a parent will result in ambiguous results. • There are two methods of creating ICE journal entries. The first method involves selecting the accounts to be eliminated and entering the amounts manually. This is useful when there needs to be exact control over the amounts to be eliminated and if they are already known. The second method involves sourcing the amount for elimination from somewhere in the financial cube itself. This is useful when the intercompany amounts are already loaded into their own intercompany accounts in the financial model.
Journal Entry Binders
A Journal Entry Binder (JEB) is a logical container of a series of journal entries that will affect the data in a Prophix cube when posted. A JEB is linked to a single connection and cube. It is created in Financial Controller and is the starting point for most data adjustment tasks. A JEB can exist in two states: either enrolled in a workflow project waiting to be approved or in a saved state in the file system. JEBs saved in the file system and are accessible for editing from Document Explorer. When a JEB is enrolled in workflow, a snapshot of it is taken; even if previously saved, the JEB in workflow is no longer linked to the equivalent JEB in the file system. The main purpose of a JEB is to create a centralized location for storing journal entries that need to be used on a regular or recurring basis. A JEB can serve as a template for journal entries that have common adjustment information. For example, there may be several journal entries affecting common accounts and dimension members that need to be entered at the end of each month as part of a monthly consolidation procedure. A JEB could be created and saved that contains all the required monthly journal entries, where each month a user opens the JEB and enrolls it into workflow for approval. As all the account and dimension member information is saved, the user does not have to change this each month.
To create a Journal Entry Binder:
1. Open the Financial Controller function.
2. Click New on the Journals menu.
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Creating Journal Entries
3. Select a valid cube.
4. Type a Binder Name.
5. Optional. Enter a Description and Comment for the JEB.
6. Click Options to set mandatory options for the JEB. The mandatory options only apply when the JEB is linked to a model containing currency.
7. Define a Key Prefix for journal entries created in the JEB.
8. Optional. Specify the default Classification member for journal entries created in the JEB.
9. Create at least one valid journal: Regular, Allocation, Reversal, or Intercompany Elimination.
10. Save the JEB.
At this point, the JEB is saved as a file in the Prophix file system where it may be edited in the future.
Regular Journal Entries
To create a Regular Journal: 1. On the Journals menu, click Add Journal and click Regular.
2. Enter a Name for the journal entry, optionally add a comment.
3. If no default Classification member has been specified, select a Classification member.
The Classification member must be of member type Adjustment to be valid. 179
Chapter 15: Financial Consolidations
4. Optional. If the journal is to apply to the Native currency, select the Journal Entry Applies to Native Currency checkbox. If selected, during posting, the resulting adjustment values from the journal will be written to the Native member of the Currency dimension of the cube.
5. Optional. If the journal needs to be auto reversed in the next posting period, select the Reversing Journal Entry checkbox.
6. Click Add Row on the Edit menu to begin adding adjusting entries to the journal. Each added row must contain a selection from the indicated dimensions of the cube. Click on the buttons beside each dimension to begin selecting as dimension member from Selector. Only leaf members may be selected from the Geography dimension. For the Accounts dimension, any account may be selected, however, during enrollment of the JEB, validation is done to ensure the account has a Calculation Method of Input.
7. Enter an adjustment in the Debit or Credit column.
When a new Debit or Credit value is entered:
• The larger of the two (Debit and Credit) values on the JE Row is set to the larger minus the smaller value and the smaller value is set to zero. 180
• Total Debit is the sum of the Debit values • Total Credit is the sum of the Credit values • Variance is the Total Debit value minus the Total Credit value.
Creating Journal Entries
8. Optional. To add file attachments to the journal entry, click Attachment on the Edit menu.
9. Save journal.
Reversing Journals Entries
In Regular Journal Entries, there is an option to create a Reversing Journal Entry. This option is used to create an adjustment that is booked in one period and reversed immediately in the next period. An example where Reversing Journal Entries are useful is the case of late arriving sales or expenses. When this occurs, an accrual is often made in one period to account for the sale or expense, but then is subsequently reversed in the next period because the actual transaction will be paid out and thus hits the general ledger system. When a Regular Journal Entry with the Reversing Journal Entry flag selected is created, the system automatically generates a journal that reverses the adjustment in the next period. For example, if the following journal is created in January:
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Chapter 15: Financial Consolidations
Account
[6100] Payroll Expense
[2300] Accrued Liability
Organization
Canada
Canada
Debit
5000
Credit
5000
The following reversing journal will be created in February:
Account
[6100] Payroll Expense
[2300] Accrued Liability
Organization
Canada
Canada
Debit
5000
Credit
5000
Allocation Journals Entries
To create an Allocation Journal Entry: 1. On the Journals menu, click Add Journal and select Allocation.
2. Specify the Source value to be allocated.
The source value for the allocation may be either from an entered value, or come from a value in the cube located at a specific dimension member combination.
If the source value is from the cube, one member from all cube dimensions must be chosen. It is also possible to allocate a percentage of the original amount by entering a value into the % field. The current value displayed is refreshed whenever any of the following events take place: • The refresh button is clicked. • If the selected dimension members are changed. 3. Optional. If the journal is to apply to the native currency, check the Journal Entry Applies to Native Currency box. If selected, during posting, the resulting 182
Creating Journal Entries
adjustment values from the journal will be written to the native member of the currency dimension of the cube 4. Specify the Target Classification member.
5. Specify dimension member combination for the reversing entry and whether the entry will be a debit or credit adjustment. The debit/credit determines how the value will be written to the cube based on the rules established in the previous section for regular journal entries. In fact, all journals in the Financial Controller will follow those rules. Only one side of the allocation journal entry is complete at this point-either a debit or credit has been made. The next step is to add the rows for the corresponding side of the entry to the journal balances. 6. Click Add Row to begin adding entries for the allocation target to the journal. Each added row must contain a selection from the indicated dimensions of the cube. Click on the buttons beside each dimension to begin selecting as dimension member from Selector. Only leaf members may be selected from the Geography dimension. For the Accounts dimension, any account may be selected, however, during enrollment of the JEB, validation is done to ensure the account has a Calculation Method of Input.
If Journal Applies to Native Currency is selected, all the target members of the geography dimension must contain the same source currency member property value. It is not possible to allocate in native currency to members containing different source currencies.
7. Enter a driver value for each target allocation row. The percentage is calculated automatically when the driver value changes.
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To view the resulting entries, click on the View Debits and Credits button. The target values are calculated by multiplying the source value by the allocation percentage.
8. Optional. To add file attachments to the journal entry, click Attachment on the Edit menu.
9. Save journal.
Reversal Journal Entries
To create a reversal entry: 1. On the Journals menu, click Add Journal and click Reversal. 2. Type in a valid name for the journal entry.
3. Click on the Journal to Reverse button to view a list of previously posted journal entries. 184
Creating Journal Entries
Only posted Regular, Allocation, and Intercompany journal entries may be reversed. Regular journal entries with the Reversing Journal option selected are not valid for reversal (i.e. it is not possible to reverse a journal that is already set to reverse the next month).
4. Select a journal for reversal from the listing and click Open.
5. Verify that the amounts to be reversed are correct.
6. Optional. To add file attachments to the journal entry, click Attachment on the Edit menu.
7. Save the reversal journal.
Intercompany Elimination Journal Entries
To create an ICE journal entry and adjust by user entered values: 1. On the Journals menu, click Add Journal and select Intercompany Eliminations.
2. Type in a valid name for the journal entry.
3. Select Adjust based on journal entry input values. 4. Optional. Select the Journal Entry applies to Native Currency checkbox. 185
Chapter 15: Financial Consolidations
5. In the Target section, select the originating and counterparty members for the intercompany activity to be eliminated. The ICE member that will contain the entry is identified automatically. 6. Select a Classification member for the target. 7. Select the accounts and enter the debit and credit components of the journal entry.
8. Optional. To add file attachments to the journal entry, click Attachment on the Edit menu.
9. Save the ICE journal.
To create an ICE journal and adjust by value in the cube: 1. On the Journals menu, click Add Journal and select Intercompany Eliminations. 2. Type in a valid name for the journal entry.
3. Select Adjust based on existing cube value. 4. Select the dimension member combinations for the source cube value. 5. Optional. Select the Journal Entry applies to Native Currency checkbox. 6. In the Target section, select the originating and counterparty members for the intercompany activity to be eliminated. The ICE member that will contain the entry is identified automatically. 7. Select a Classification member for the target. 8. Select the account that will contain the debit and credit entry.
Click View Debits and Credits to see the resulting values that will be posted. 9. Optional. To add file attachments to the journal entry, click Attachment on the Edit menu.
10. Save the ICE journal.
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Workflow in Financial Consolidation
Workflow in Financial Consolidation
There is a high degree of integration between the Prophix Workflow engine and Financial Controller to enable a collaborative platform for managing consolidation activities. The basic unit of workflow is the JEB, which is a collection of journal entries. Once a JEB, containing valid journal entries has been created, it must pass through a workflow cycle in order for the journal entries to be approved for posting. This is an important step to ensure that only authorized adjustments are allowed to pass through and affect the consolidated data. Multiple individuals can be involved in the workflow process—they are identified as the Owner, Alternative Owner, Approver, and Observer. This is the same terminology that is used in Workflow Manager. Each JEB must move through a series of states as part of the workflow process. An action is required to move from one state to another. For more information, see .
Enrolling Journal Entry Binders
After a JEB has been created, it must be enrolled in a valid workflow project for approval before posting. There are two methods to enroll JEBs into workflow: The first method involves creating or retrieving a saved JEB for enrollment directly from the Journals tab of Financial Controller; the second involves selecting a saved JEB from the file system and enrolling it from Workflow Manager. Using the first method, it is possible to enroll a JEB that has not been previously saved, which is useful if the journal entries to be processed are only for a single adjustment. Again, it is important to note that once a JEB (either saved or created on the fly) is enrolled in the workflow system, it becomes a distinct unit. Changing the saved JEB in the file system has no impact on the details of the JEB that has already been enrolled in workflow. A “copy” of the original has been made at the moment of enrollment. As Workflow is heavily leveraged, ensure that a valid workflow project with activity exists before attempting to enroll a JEB (see ). When a JEB is enrolled in a workflow project, a new journal entry task is automatically created, and assigned to the defined Approver or Observer.
To enroll a JEB using Financial Controller: 187
Chapter 15: Financial Consolidations
1. Create a new JEB containing at least one valid journal or open an existing JEB from the file system. 2. Click the Enroll icon on the Journals tab. 3. From the Enroll dialog, fill in the required properties.
Enrollment
Property
Description
Mandatory
Comment
Enter a workflow comment that may be reviewed by
other users in the workflow cycle. Comments entered will
also appear in workflow e-mails sent to recipients (if this
option is enabled for the workflow project).
No
Workflow
Project
Select a valid workflow project from the list of projects
currently in the file system.
Yes
Workflow
Activity
Select an activity from the selected workflow project.
Yes
Alternate
Owner
Optionally, define an alternate owner for the task.
No
Approver
Define the Approver for the task. The default approver for
the workflow activity will be used if it has been defined.
The approver and the owner cannot be the same if the
“Owner cannot be approver” option is selected in the JEB
options.
Yes
Observer
Define the Observer for the task. The default observer for
the workflow activity will be used (if it has been defined).
Observers can only review the submitted journals, but
they are prevented from making any changes or
comments.
No
Due Date
The default due date of the activity will be used. It can be
changed to any date that is not after the due date of the
activity or before the start date of the project.
Yes
Posting Period
Select the time dimension member for posting the journal
data. It must be a leaf time member.
Yes
Posting Version
Select the version member for posting the journal data. It
must be a non-calculated version member.
Yes
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Workflow in Financial Consolidation
4. Click OK to complete enrollment of the JEB in workflow.
If the underlying workflow project has a status of Active, the enrolled JEB will be immediately available for review by the assigned users.
To enroll a JEB from Workflow Manager: 1. Start Workflow Manager. 2. Create a new workflow project or open an existing workflow project. 3. Create a new workflow activity 4. Create a new workflow task.
5. Set Task Type to Journal Entry. 6. Define Owner, Alternate Owner, Approver, and Observer. 7. Set a due date for the task. 8. Select a JEB from the file system to enroll with the task. 9. Specify posting time period and version. 10. Save the workflow project.
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Chapter 15: Financial Consolidations
Approving Journal Entries
After a JEB has been enrolled in workflow, it must be approved by the appointed individual before it is ready for posting. The act of approving involves reviewing journal entries contained in a JEB and may include adding additional comments if necessary. By default, all journals in the JEB must be approved. However, it is possible to approve a subset of the journal entries in the JEB. This is accomplished by deselecting the option to “Prevent rejection of individual journals.”
Under a special condition where the user who enrolled the JEB and the approver are the same user, an explicit approval process is not necessary. If Financial Controller detects this condition during enrollment, the entire JEB is automatically approved and its status is changed to Approved. This is the default behavior for any created JEB that is enrolled in workflow. However, if a more secure method is required due to auditing and compliance considerations, this can be changed by checking the “Owner cannot be Approver” in the JEB options screen. With this setting enabled, the approver must be a different user.
To approve an entire JEB:
1. On the Home tab, find and click the journal entry task to be approved.
The associated JEB is opened where its contained journal entries may be reviewed.
2. Click on each journal entry to view its details.
3. To add a workflow comment click Add on the workflow menu bar.
Existing comments attached to the workflow task may also be viewed by clicking View.
4. To approve the entire JEB, click Approve on the Workflow menu. A workflow comment may also be added at this point.
5. Click OK to confirm the approval.
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Rejecting Journal Entries
Rejecting Journal Entries
After a JEB has been enrolled or submitted for approval, it may be rejected and sent back to the task owner for revision.
1. On the Home tab, find and click the journal entry task to be reviewed. The associated JEB is opened where its contained journal entries may be reviewed.
2. Click on each journal entry to view its details. 3. To reject the entire binder, click Reject. Optionally, add a workflow comment to include with the rejection.
4. The JEB is now rejected and will move into a Work In Progress state, where the owner can make revisions and resubmit for approval.
To reject individual journal entries: 1. On the home tab, find and click the journal entry task to be reviewed. The associated JEB is opened where its contained journal entries may be reviewed.
2. Click on each journal entry to view its details. 3. To reject an individual journal, click Reject on the workflow tab.
4. Click OK when the rejection confirmation appears.
Upon returning to the main JEB screen, the journal that was just rejected will be marked in red. When a JEB with individual journal entries rejected is approved, the rejected journal entries will be returned back to the owner and appear in their Assigned Workflow Tasks as a ‘work in progress’ journal task. The workflow task is automatically created. 191
Chapter 15: Financial Consolidations
Posting Journal Entry Binders
After journals have been approved, it may be posted to the cube. Posting is accomplished by running the Post Journal process in Process Manager. Journal entry binders are posted in a batch for either a single time period, or multiple time periods, in a single version. The time range is specified in the Post Journal process. The Post Journal process is not additive; it always clears and overwrites previously posted journal entries for the selected time range and version. As a result, data may be posted multiple times. For example, if some journal entries have already been posted and new journal entries are created for the same time/version selection, then, after approval of the new journals, all journal entries (including previously posted journal entries) can be posted. When journal entry binders are posted, the system also recalculates the adjusted balances for all balance sheet accounts to reflect the latest postings. Due to this feature, it is important to observe data order to ensure the correct time ranges are selected when initiating a posting. For example, if journal entries affect balance sheet accounts in March, and data has previously been posted to April, May and June, a posting time range of March to June needs be selected. This helps ensure the balance sheet carry forwards are recalculated correctly in the adjusted balance classification members. The Post Journal process performs the following functions: • Existing data in the classification members is removed for the specified time range.
• Data entered into journals is written to the fact table of the specified target cube. Multi-Currency Financial Consolidation Models
Multi-Currency Models
Multi-currency models require additional considerations for how data will be initially stored and converted. In a multi-currency model, all original source data from the general ledger will typically be loaded or keyed into the Native member of 192
Multi-Currency Financial Consolidation Models
the currency dimension. The local currency is determined by a special member property contained in the geography dimension, which contains a value for all members in the dimension. A multi-currency model will also require a more sophisticated way of segmenting adjustment data. The adjustments must be differentiated between adjustments made in the local or native currency and those made in the consolidation currency. The classification dimension, which is explained in the next section, is used specifically to segment adjustments from the original source data. Again, this helps during the reconciliation and auditing process where specific changes to the originals need to be isolated. In Financial Controller, journal entries are normally entered in a defined consolidation currency. This is typically the case during most consolidated reporting scenarios. However, there is an option for each to override this setting and enter journal entries in the native currency to facilitate native level adjustments.
Currency Considerations
Additional member properties need to be assigned to classification members if the model contains currency. The member property “Currency treatment” is used to determine whether currency conversion will be applied to the member. As some journal entries are entered directly into the reporting currency, it is necessary to turn off currency conversion for those instances to ensure the data is not overwritten. There are three possible member property values: Currency Treatment
Description
Do Not Convert
Data in the member is not currency converted.
Convert
Data in the member is currency converted.
Convert Prior
Data in the member is currency converted using the prior month
rate.
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Chapter 15: Financial Consolidations
Auditing
An audit report for posted journal entries helps to provide the appropriate level of information to reviewers and approvers. Therefore, a key deliverable from the financial consolidation function is the ability to generate a journal entry posting report by account. This report should summarize all debits and credits processed for a particular account, dimension combination and offer totals for reconciliation purposes.
To view journal entry audit reports:
1. Open Financial Controller, and click the Reports menu.
2. Click Cube.
3. Select a cube whose reports you would like to view, and click OK.
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Chapter
16
Chapter 16:
Prophix for Excel
About Prophix for Excel
Prophix for Excel is an Excel add-in that allows a user to:
l
l
l
l
l
connect to a Prophix cube from Excel
open existing data views from Excel or create new ones
view, and optionally edit, data
use Excel formulas in a data view
work offline with Prophix data
What is an Excel add-in?
Microsoft Excel has a facility that allows it to be expanded and customized through "add-in" programs. Excel already has some native add-ins; for example, Solver and the Analysis ToolPak. Others are available for download from Microsoft and other software vendors. For more information, see the Excel Help.
Accessing and using Prophix for Excel
To use Prophix for Excel, you need a Prophix user account and to have the add-in installed to your computer. After installation, the add-in appears as the Prophix tab in the Excel toolbar.
To use Prophix for Excel you do not need to be proficient in the use of Prophix, but you should understand basic concepts such as OLAP and dimensions. To make the 195
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most of Prophix for Excel, you should be familiar with the use of certain Prophix tools, such as the Dimensional Selector and the Layout Editor.
Software requirements
To run Prophix for Excel, a system must have installed:
l The Prophix 10 prerequisites (see the Prophix Installation and Configuration
l
l
Guide)
Microsoft Visual Studio 2010 Tools for Office Runtime (VSTO)
Microsoft Office 2007 or 2010
How can I tell whether Prophix for Excel is installed on my system?
If Prophix for Excel is installed on your Windows system, when you open Excel you see a Prophix tab:
Figure 42 – The Prophix tab in Excel
If you do not have Prophix for Excel but would like to have it installed, see your Prophix administrator.
The installation instructions for Prophix for Excel are in the Prophix Installation and
Configuration Guide.
Security requirements
When a user tries to connect to a Prophix model from Excel, she is required to 196
About Prophix for Excel
provide a valid Prophix user ID and password, the same as if logging in to Prophix directly. After login, the user has the same permissions as she would in Prophix.
Data views and Excel worksheets
Users already familiar with Prophix know the importance of data views: they are used in data entry, in template creation, and in Ad Hoc Analysis. Using Prophix for Excel, you can select and open any existing data view for which you have permission:
Figure 43 – A Prophix data view opened in an Excel worksheet
To use Prophix for Excel, you need to understand how data views interact with worksheets. Working offline
After you have opened or created a data view in Prophix for Excel, you can save it as a worksheet and consequently review it even when not connected to Prophix.
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Note: While a data view is disconnected from Prophix, you cannot make changes to its layout or refresh the data.
Benefits of Prophix for Excel
Prophix for Excel provides the following benefits:
l Users can leverage a familiar calculation language.
Most finance professionals are comfortable working with Excel. By using Excel as an engine for complex calculations, users can run calculations in the spreadsheets they are already familiar with, thus saving on training. Planning systems that are based on a modeling language require the user to learn a totally new way of defining calculations.
l Users and companies can preserve their existing investment in Excel
models.
Many organizations have special planning needs and have developed complex spreadsheet models that meet these needs. Prophix for Excel is designed so that existing spreadsheet models can read data from Prophix, perform calculations, and then write the data back to Prophix. This means that the existing spreadsheet models can easily be used with Prophix.
l Users can perform many activities associated with budgeting and planning
using Excel.
These activities include data import, data export, data entry, and reporting. Prophix has excellent capabilities in these areas, but skilled users of Excel can still benefit from their expertise in spreadsheets by using them in conjunction with Prophix.
Potential uses for Prophix for Excel
Some of the major use cases for Prophix for Excel are as follows:
l Performing calculations
Excel can serve as an alternate calculation engine; for example, for use with large data volumes or complex formulas.
l Performing sophisticated data analysis
Excel has many built-in data analysis and simulation tools built in (for example: regression, ANOVA, Solver, and data mining) that can be used against Prophix data.
l Creating complex reports
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Prophix for Excel concepts
l
There may be reports that are too complex to create in Templates but that may be suitable for Prophix for Excel. Data from Prophix can also be combined and presented in tandem with data drawn from other enterprise or line of business systems, enabling users to create reports from multiple data sources. Using Excel charting in reports
Using the native features in Excel, users can also add more sophisticated charts to reports.
Prophix for Excel concepts
This topic describes some of the concepts that you should know in order to use Prophix for Excel.
Connected versus unconnected states
When you open an Excel workbook that contains one or more data views, all of them are in the state of being "unconnected" from Prophix, and remain this way until you log in to Prophix.
While unconnected, a data view can be opened for viewing only--you cannot make changes to it or refresh its data. Note: Each data view retains its own set of properties, which includes the connection and server that it came from. If you log in to a different Prophix connection than the one that the data view expects, the data view remains unconnected, and you cannot work with it, apart from renaming it and using its Reset button to change the connection. The data view area
The data view constitutes a special area in the worksheet, where you cannot add rows or columns. Note: In some situations, a data view is not static: during a refresh of the data, the data view area can expand and overwrite adjacent rows or columns. This can happen if the data view uses dynamic members.
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Data view types
In Prophix for Excel, data views have two types or modes:
l ReadOnly – In this mode, data can be read from the Prophix cube, but cannot be written back. All cells referenced by the data view are protected in Excel and data entry by the user is not allowed, though formatting of cells is l
allowed.
Read/Write – In this mode, data can be read from the cube, and can be written back to it. You can add Excel formulas to data view cells and the formulas are not overwritten when data is read from the cube. When you issue a write command, the results of Excel formulas are written back to the cube.
The data flow can be visualized as follows:
Figure 44 – Data flow between Prophix and Excel
Non-editable member combinations
The following situations cause a cell in Prophix for Excel to be non-editable:
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Prophix for Excel concepts
l
l
l
l
The data view includes a reference to an alternate hierarchy.
The time period is outside the start/end range for the version.
The version is calculated or is a folder, or has a status of Complete.
The account has either the Line Item Required or the Prevent Data Entry option enabled.
l The member for any dimension (except Account) associated with the cell is l
non-leaf.
The account calculation method is anything except Input or Procedural Calculation.
Actions: Read, Write, and Edit Layout
To avoid losing formatting, formulas, and data, it is important to understand the relationship between the two data view types and the ribbon bar commands Read, Write, and Edit.
The Read command
l If the data view type is ReadOnly – The data and formulas in the data view are cleared and replaced with the latest data from the cube; cell formatting is unchanged.
l If the data view type is Read/Write – Unsaved changes are lost; the data and formulas in the data view are cleared and replaced with the latest data from the cube; cell formatting is unchanged.
The Write command
l If the data view type is ReadOnly – Not applicable.
l If the data view type is Read/Write – Prophix for Excel retrieves the values for all cells in the data view and writes all the valid numeric values to the appropriate member combinations in the cube.
The Edit command
l If the data view type is ReadOnly – If you open the Edit Layout dialog, and then click OK, the effect is the same as giving in the Read command for this type of data view.
l If the data view type is Read/Write – If you open the Edit Layout dialog, and then click OK, the effect is the same as giving in the Read command for this type of data view.
For more information on using Prophix for Excel, see the online help.
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Part IV Detailed Planning
Chapter
17
Chapter 17:
Detailed Planning Basic Concepts
Detailed Planning Manager is a new unified functionality in Prophix 10 R2 with enabling technology for addressing specific planning requirements where there are large number of objects with complex discretional calculations. This could include personnel planning, CAPEX, etc.
Detailed Planning is a function within Prophix that combines totally new functionality (the Detailed Planning Manager) and a collection of fully integrated enhancements to many functional areas of Prophix.
Detailed Planning is a multi-user system. There is always a Detailed Planning administrator, who can be someone other than the Prophix administrator. Usually there are also other users, such as departmental managers, who can plan head counts and earnings in their respective departments. Detailed Planning users do not need to have access to any data outside Detailed Planning and can be independent of the regular Prophix users.
Detailed Planning and Existing Prophix Functionality
The addition of Detailed Planning to Prophix affects the following existing functionality:
l Prophix Home – Detailed Planning has its own link in Prophix Home.
l Business Model Wizard – A new cube type has been added for Detailed Planning.
l Process Manager – Two new processes for importing and posting have been added to Process Manager. 205
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l Workflow – A new workflow task type has been created, specifically for l
personnel data entry.
Security – Detailed Planning contains its own low-level security settings, while making use of existing security settings in Security Manager and l
introducing new ones.
Reporting – Detailed Planning provides for OLAP reports through the same reporting tools used in Prophix.
The data architecture of Detailed Planning
At the most basic level, Detailed Planning can be thought of as two files, one a list of entities (for example, employees, vehicles, property leases) and the other a list of calculations. The entity file includes basic data (for example, salary information for each employee, sales data for each sales representative, and so on). The calculation file stores rules for computing entity-related expenses (for employees, this would be benefits, taxes, overtime, and so on). A third element in Detailed Planning is a "calculation engine." When the two files are run against this engine, the result is calculated costs, which you post to the Detailed Planning Cube, and optionally, to the Prophix financial cube, for analysis and reporting.
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The data architecture of Detailed Planning
Figure 45 – Detailed Planning Data Architecture
The Detailed Planning cube
The first step in implementing Detailed Planning is to create a Detailed Planning cube, much as you do a "main" Prophix financial cube. The choices for cube type are:
l Detailed Planning (General)– A generic cube meant to be customized for any detailed planning model. l Detailed Planning (Personnel)– Identical to the generic cube, but with all dimensions required for a personnel planning application highlighted, including employees, allocation, and geography. The Employee dimension is assigned the type Detailed Planning Object. In a future release this cube type will also include reporting types specific to employee planning (for example, Earnings, Taxes, and so on). As with a financial cube, when creating it you define the Detailed Planning dimensions. 207
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You now have a target to eventually post calculation results to. Typically you would create one such cube for each of your detailed planning projects; for example, one for personnel planning, another for CAPEX, and so on. The Finance cube
Most users of Detailed Planning will also be using Prophix for performance management, such as budgeting, analysis, reporting, and so on. In this case, you have the option of posting Detailed Planning results to your finance cube as well. The only requirement is that this cube contain certain shared dimensions. Note: For personnel planning, the two financial cube types that the Detailed Planning Cube can communicate with by default are Generic and Financial
Consolidation.
About the Detailed Planning Model
After creating a Detailed Planning cube and defining its dimensions, you can open its model in Detailed Planning Manager. The model is the object in Prophix where you organize the entity and its calculation "lists." Effectively, the model is the user interface to the relational database side of Detailed Planning:
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About the Detailed Planning Model
Figure 46 – Data Architecture and the Detailed Planning Model
You could have one model for personnel planning and another model for planning capital expenditures. Normally each model has its own Detailed Planning cube. A model consists of:
l Model Properties – Define basic features of the model, such as what Detailed Planning Cube it uses, and the connection, if any, to the Finance l
cube. The Detailed Planning Object – Defines the entity for which you want to plan, and consists of the following:
l Attributes – Store the entity's data. (After the attributes have been defined, you can import your entity data to the model, which stores the data in the Detailed Planning Object, making it the equivalent of l
the "List of Entities" file in the diagram above).
Calculations– Perform the bulk of the calculations for each Detailed Planning Object. 209
Chapter 17: Detailed Planning Basic Concepts
l Allocations – Take data that has been calculated for each Detailed Planning Object and optionally allocate it to members of the l
l
Organization dimension or to members of Optional dimensions.
Actions– These are unique to each Detailed Planning Object. Actions specify how and when an attribute changes. Global Vectors – Are numeric values that are dimensioned only by the Time dimension. Global Vectors are used to apply time-related assumptions to all l
Detailed Planning Objects in a model.
Scenarios – The Detailed Planning equivalent of Versions, Scenarios are used for what-if planning.
l Security – The Detailed Planning administrator uses security settings at the model level to control who can view or edit allocations, actions, and certain attributes. These settings apply across all scenarios. Note that these settings l
are only a part of the implementation of security in Detailed Planning.
Reporting Categories– A user-defined property of a calculation, a reporting category by default controls the grouping order of calculations in the Detailed Planning model's Summary tab.
l Schedules – These are spreadsheet-like data entry forms that make it easier for you and other users to input data to the model.
l Reports – Detailed Planning offers extremely flexible reporting because it stores its data in two places: the Detailed Planning cube and the relational database used by the model. This means you can use the standard Prophix Reporting functions to create reports from the cube.
You access all these elements through the three panels of the Detailed Planning function: Administration, Schedules, and the one belonging to the Detailed Planning Object, which is named for the entity you are modeling. Most of the elements are organized in the Model Properties tree:
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About the Detailed Planning Object
About the Detailed Planning Object
The core of each Detailed Planning Model is a list of real-world entities (for example, employees, vehicles, capital expenditures, sales reps, and so on) converted into Detailed Planning Objects, each of which consists of data (known as Attributes) and a set of subcomponents that process those attributes and thereby determine what gets posted to the Detailed Planning cube and optionally the financial cube. The following diagram illustrates these parts:
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Figure 47 – Components of the Detailed Planning Object
When you create the Detailed Planning cube you are required to name the Detailed Planning Object and from then on it is known by this name (for example, Vehicles). If you choose the cube type Detailed Planning (Personnel), the Detailed Planning Object is automatically called Employees.
You start to define the Detailed Planning Object by defining attributes. To create the Detailed Planning Objects and populate their attributes, you import a set of entity records. You then complete each Detailed Planning Object by defining the three subcomponents that process its data: Calculations, Allocations, and Actions. Once you have completed the Detailed Planning Objects, you can use them in a scenario, which causes the subcomponents to process the attributes and to produce the planning data.
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Attributes of the Detailed Planning Object
Order of Operation
These object types always run in the same order: actions, then calculations, and then allocations. For example, when data is being calculated for an employee, for each time period first changes are made to the employee attributes, (based on any specified actions) then the detailed calculations are performed, and finally, if required, the calculated data is allocated to other departments.
Attributes of the Detailed Planning Object
Attributes store the data of the entity for which you are doing detailed planning. Attributes divide into three groups: l Mandatory Attributes – These are present in all Detailed Planning models
l Default Attributes – These are unique to a given type of Detailed Planning l
model, such as the one for personnel planning
Custom Attributes – These are user-defined
Mandatory Attributes
Mandatory attributes are present in all Detailed Planning models. They cannot be modified other than having their names changed. They cannot be deleted. The mandatory attributes and their data types are as follows:
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l
l
l
l
l
l
l
ID (Text)
Name (Text)
Comments (Text, Multi-Line)
Inactive (Yes/No)
Start Period (Member of a dimension)
End Period (Member of a dimension)
Any dimension in the Detailed Planning cube (for example Organization, Job Position, etc.) but excluding Employee, Version, Accounts, Time, and Time Perspective.
Default Attributes of Detailed Planning for Personnel
A cube of the type Detailed Planning (Personnel) automatically includes certain attributes in its model. You can edit or delete there attributes, which consist of:
l
l
l
l
l
l
l
l
l
Base Salary
Hourly Rate
Status
Annual/Hourly
Full/Part Time
Date of Hire
FTE
Base Headcount
Headcount
Custom Attributes
You can define additional attributes for the entity, from the following data types:
214
l
l
l
l
Date
Double (floating point) numeric
Integer numeric
List A list of predefined values; for example, if there are five benefit plans, l
each employee can be assigned one of them)–
Dimension member For example, each employee can be associated with a l
l
single member of the Organization dimension–
Text
Boolean (True/False)
Attributes of the Detailed Planning Object
Attribute Properties
You can define the following properties for each attribute:
l
l
l
l
l
l
a Default Value
whether end users can edit its v alue
whether it can Vary By Scenario
whether it is Required Data (by default this property is set to False)
formatting for numeric and date v alues
validation (minimum or maximum v alue, and whether a missing value is allowed)
l Conditions for data entry (for example, the Hourly Rate attribute is only available for viewing or data entry if the Employee Type attribute has the l
value of Hourly)
whether and how the attribute maps to a dimension Member Property in the Detailed Planning cube (the mapping is required if the user wants to create reports in the Detailed Planning cube that include the attribute v alues) Note: Member properties can only store a single value for an attribute across all scenarios/Versions in the Detailed Planning cube; if the attribute varies by scenario, Prophix will post data from the Default Scenario.
l for numeric values, a Minimum Value and a Maximum Value.
Note: Administrators can also define security access for each combination of user and Detailed Planning object attribute. Conditional Attributes
By default, all attributes are applied to all Detailed Planning Objects. For example, all employees will have a Starting Date. However, you can optionally have an attribute apply to only a subset of employees; for example, you could have a Commission attribute only apply to employees whose Position attribute is Sales Rep. Attributes and Scenarios
Attributes can vary by scenario. Because this behavior is typically needed for scenario-based planning, it is the default setting for new attributes. For example, an attribute called Pay Increase could be set to 4% in one planned scenario, whereas in another scenario it is set to 5%. There are attributes where the vary-by-scenario 215
Chapter 17: Detailed Planning Basic Concepts
feature should be disabled. For example, Date of Hire or Gender should be the same in all scenarios.
If a saved attribute has its vary-by-scenario setting changed to disabled, the values in the Default Scenario are used, and are used to populate all scenarios.
Allocations in Detailed Planning
Allocations are one of the three objects that affect how a Detailed Planning Object's data is processed and come last in the order of execution:
Allocations distribute calculation data to other target Organization (Geography) members and/or target accounts in the financial cube. For example, in personnel planning it is common for an IT department to employ staff who are loaned to other departments or projects; allocations make it possible to distribute a percentage of the calculated costs across departments.
Allocations, like calculations, are defined at the model level so that they can be shared among all the Detailed Planning Objects as needed. Allocations are defined by scenario to accommodate what-if analysis and forecasting requirements, where different allocation assumptions need to be tested.
An allocation can be conditional: a user with administrator security can specify that it apply to only selected Detailed Planning Objects, based on attribute values.
The percentage used in an allocation can be a user-specified value, an attribute of the Detailed Planning Object, or an input calculation that varies not only by Detailed Planning Object but also by time.
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Allocations in Detailed Planning
When allocations are used, the allocated data is posted to special members of the Allocations dimension in the Detailed Planning cube. It is posted to the Allocated Out member of the Organizational entity that is performing the allocation and the Allocated In member for the Organizational entity that is receiving the allocation.
Adjustable Allocations
The parameters of an allocation can be specified as adjustable. This means that all users with appropriate data security access can edit those parameters for individual Detailed Planning Objects. For example, the administrator can specify that 25% of the costs associated with an employee will be allocated to a specific project, but the employee's manager can still modify this percentage.
Discretionary Allocations
An allocation can be specified as discretionary; users with appropriate data security access can then choose whether the calculation applies to each individual Detailed Planning Object. Discretionary allocations work much the same as discretionary calculations. Non-discretionary allocations apply to all employees who meet the defined conditions.
Allocation Reporting
Allocation reporting is extremely flexible; you can start at the organizational level, but also analyze the allocations further by drilling down to the level of job title or even employee. The following table provides an example of a simple allocation report:
Total Employment Costs -- 2012 Planned Allocations
Source
Allocated
Out
Allocated In
PostAllocation
Info Tech
500,000
(400,000)
50,000
150,000
Human Resources
150,000
(150,000)
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Total Employment Costs -- 2012 Planned Allocations
Source
Allocated
Out
Allocated In
PostAllocation
Finance
300,000
100,000
400,000
Sales and
Marketing
600,000
400,000
1,000,000
1,550,000
(550,000)
550,000
1,550,000
Total:
Detailed Planning Actions
Actions are one of the three objects that affect how a Detailed Planning Object's data is processed:
For example, in personnel planning, plans often include either transfers of personnel between departments or employee promotions at specified dates. Thus, if you know that an employee is to be promoted at a specific month, you could create an Action to change the employee's Job Title attribute. Keep in mind that in the plan, after an attribute changes, all the calculations that follow the specified date will be affected. For example, if an action changes an employee's position, from that date on a different bonus plan may be calculated for the employee.
An object may have more than one action applied against it, provided the actions don't overlap. The action cannot modify an attribute value more than once with the same effective date.
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Global Vectors
Note that, unlike calculations and allocations, which are defined at the model level so that they can be shared among all the Detailed Planning Objects as needed, actions are always defined at the Detailed Planning Object level; that is, they are custom-made for the entity. Global Vectors
Global Vectors are numeric values in a Detailed Planning model that are dimensioned only by the Time dimension. You use Global Vectors to enforce assumptions that apply to all the Detailed Planning Objects in your model. For example, in personnel planning, you could use a Global Vector for spreading annual data to months. The salaries of annually paid staff are spread to months, however, the default method is to spread evenly to all months. This behavior can be overridden using a Global Vector. For example, if your company uses a "445" fiscal year, where the last month in each quarter contains five full weeks and the other two contain four weeks, then a Global Vector that contains the weeks in each month can be used to spread annual data.
Another example is calculating monthly values based on days per month. M onthly standard earnings of hourly paid employees are calculated from the number of hours worked per day and the number of days per month. The default number of days per month is 21, giving a total of 252 days per year. This can be overridden with a Global Vector containing the actual number of working days for each month.
Global Vector data is not posted to the Detailed Planning cube or any other cube, except coincidentally as part of a calculation.
Global Vectors are defined and maintained in the model by the Detailed Planning administrator.
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Scenarios in Detailed Planning
Scenarios are the Detailed Planning equivalent of Prophix Versions. Scenarios can be used for what-if type analysis. There is no limit to the number of scenarios in a Detailed Planning model.
Each scenario can be mapped to one Version in the Detailed Planning model and (optionally) to one Version in the Finance Model. The benefit of this approach is that multiple personnel planning cycles can be performed before the approved plan is posted to the financial cube.
Calculations and allocations can apply to all scenarios or selected scenarios. For example, an Input Calculation (which enables users to enter monthly data for each employee independently) can be made to vary by scenario; this effectively allows each scenario to easily have its own parameters.
Employee attributes can also vary by scenario. For example, managers can be asked to modify the department where an employee works based on two organizational scenarios.
The Default Scenario
In every Detailed Planning Model, there is a special scenario known as the Default Scenario, which serves as your baseline or reference scenario, prior to any other, or "what-if" scenarios that you create later.
The Default Scenario is also used as the sole source of the attribute v alues of the Detailed Planning dimension when posting to the Detailed Planning cube. The purpose of this is to maintain the integrity of the planning entity's data. For example, in personnel planning you might have a what-if scenario where you change an employee's job title. However, when you post data to the Detailed Planning cube, you want to avoid ambiguity as to the employee's actual job title. To achieve this, Detailed Planning gives the Default Scenario precedence for Employee data. The following table summarizes what gets posted for either scenario:
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Conditions in Detailed Planning
Default Scenario
Other Scenario
Value in the Employee object's
Job Title attribute:
Programmer
Analyst
Value posted to the Detailed
Planning cube's Employee
Dimension attribute
Programmer
Programmer
You can rename the Default scenario to any name you want.
Conditions in Detailed Planning
Conditions are used throughout Detailed Planning and permit you to add IF/THEN logic and thus control which records certain functions apply to. Conditions can be used in defining the following objects:
l
l
l
l
attributes
calculations
allocations
schedules
A condition is a simple rule that you create, that Prophix automatically applies, and that acts as a filter: if the condition tests TRUE for a given employee, a specific result occurs. By default, a given object has no conditions set; for example, if a calculation has no conditions, it applies to all employees (unless it is a Discretionary Calculation).
Adding a condition to a calculation in personnel planning, for example, allows you to change its scope so that it is applied to only a subset of employees that meet specific criteria, such as: Position Equal Contractor or Base Salary Not Equal 0 or Organization Equal Northwest.
For those attributes that you typically want to apply to only a subset of employees (for example, Hourly Rate or Hourly Pay) you create conditions that you can use to hide the attribute in the Employee Editor for those employees for whom it is not 221
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relevant; for data entry in Detailed Planning Schedules, the condition causes the same attribute to appear as a blank, disabled cell.
Regardless of the object, Detailed Planning uses the same data-entry grid for creating and managing conditions.
When multiple conditions are assigned to an object, all the conditions must be met or the object does not apply. Note that there is a restriction to prevent overlapping conditions, so that a condition cannot be applied to an object more that once with the same operator. For example, the following conditions would be invalid, as only one can be used:
l Condition 1: Employee Type = Full Time
l Condition 2: Employee Type = Part Time
Data Import and the Detailed Planning Model
You import data to your Detailed Planning Model using the Business Process Manager's DP Import process. The process can import the entity lists that populate the attributes of the Detailed Planning Object (for example, employee attributes), or the data that populates Input Calculations. Note: This process imports data to the Detailed Planning relational database, not to the Detailed Planning cube. To move data from the relational database to the cube, you use the DP Post process.
To run this process you must have administrator security access. The process can be run immediately or as part of a scheduled process folder.
This process handles rejected records in the same way as does the Import Data process.
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Chapter
18
Chapter 18:
Dimensions in Detailed Planning
Detailed Planning is fully integrated with the OLAP components of Prophix and as such makes use of Dimensions in its user interface and data management. The relationship between entities in Detailed Planning Model and entities in the Detailed Planning and Finance cubes defines how Detailed Planning data is copied into those cubes when you post (see The data architecture of Detailed Planning on page 206). These relationships are determined by the dimension settings.
A Detailed Planning cube uses many of the same dimensions as other Prophix cubes do. The following table compares the mandatory and optional dimensions in the basic "finance" cube and the two Detailed Planning cube types:
Prophix
Generic Cube
Detailed Planning
General Cube
Detailed Planning
Personnel Cube Accounts
Accounts
Accounts
Time
Time
Time
Version
Version
Version
Time Perspective
Time Perspective
Time Perspective
Currency (optional)
Currency (optional)
Currency (optional)
Geography/Other
Geography/Other
Geography/Other
Detailed Planning
Employees
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Chapter 18: Dimensions in Detailed Planning
Prophix
Generic Cube
Detailed Planning
General Cube
Detailed Planning
Personnel Cube Allocations
Allocations
Optional dimensions,
depending on domain
Optional dimensions (for
example: Project, Job Title)
The dimensions used only by the Detailed Planning cubes are Detailed Planning/Employees, Allocations, and user-defined dimensions (optional), such as Project, Position Title, and so on.
Note: The dimension Geography/Other is user-definable; if you are doing personnel planning, you will rename this dimension Organization.
An important step in modeling Detailed Planning cubes is to decide on your strategy for sharing dimensions between cubes.
The Detailed Planning Dimension
If the cube type you choose is Detailed Planning (General) this dimension appears as the Detailed Planning dimension; if the cube type is Detailed Planning (Personnel) this dimension appears as the Employees Dimension. The dimension type is Detailed Planning Object.
The Detailed Planning dimension is a flat list of the entity you are modeling. For example, the Employee dimension is a list of employee members with member properties set according to your Attribute setup in the Detailed Planning Manager.
In the Detailed Planning Manager, the name of this dimension (for example, Employees) becomes the name of the "resource" panel (the one immediately below the Administration panel).
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The Organization Dimension in Detailed Planning
The dimension is level-based and therefore creates a default member or members.
The Detailed Planning dimension should not be shared with other cubes; it belongs only to the Detailed Planning cube it was created for. The entire dimension is managed in Detailed Planning Manager and gets posted into the Detailed Planning cube during the DP Post process.
The sections that immediately follow this one describe some of the dimensions unique to Detailed Planning, as well as sharing dimensions. For a complete discussion of dimensions and Detailed Planning see the Prophix online help.
The Organization Dimension in Detailed Planning
The Organization dimension is used only in Detailed Planning cubes and is the main dimension/hierarchy used to organize the planning entity (for example, employees).
The dimension type is Geography/Other.
In personnel planning, the Organization dimension is special because it is used in the Resource Editor to give users access to the information associated with individual employees.
If you have a "finance" cube, it is recommended that you share this dimension with it. Employees are associated with members of the Organization dimension, and all calculated data is for a specific time period. For the Organization and Time dimensions, data for a specific department or time period is copied into the relevant member in both the Detailed Planning and Finance cubes.
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Chapter 18: Dimensions in Detailed Planning
The Allocations Dimension
The Allocations dimension is used only in Detailed Planning cubes. Its purpose is to store allocation data. It has four members, created automatically by the Business Model Wizard: Total, Source, In, and Out. Their relationship is as follows:
The Total member is the parent and is used for reporting consolidated results. All data imported or created through calculations in Detailed Planning initially resides in the Source member, and amounts that are allocated are copied to the Out and In members. The Out member contains negative data, and thus the roll up of the values can be described as:
TotalCalculations in Detailed Planning on page 231 = Source + In - Out.
The dimension type is Allocation.
This dimension is always a Parent-Child dimension.
You can rename the dimension; Allocation is the default name. No other properties of this dimension can be changed and you cannot add alternate hierarchies, attributes, named sets, and so on.
The Allocations dimension can be shared with other cubes.
The Versions Dimension in Detailed Planning
Detailed Planning Scenarios link to the Versions dimension in the Detailed Planning cube, and optionally to the same dimension in the finance cube. A scenario that does not link to any Versions dimension does not post data.
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Time period mapping in Detailed Planning
Detailed Planning can classify data by Scenario; for example, if changes are made to an initially submitted personnel budget, a new scenario can be created for reporting purposes. Scenarios are independent of Versions. Each scenario can be mapped to one Version in the Detailed Planning cube and one Version in the finance cube. Time period mapping in Detailed Planning
In many cases, the time periods in a Detailed Planning Model differ from those in the financial cube. For example, in personnel planning, many companies pay their employees on twice monthly, whereas financial reporting is monthly. This means that the Time dimension in the Detailed Planning Model has 24 leaf members per year, and the Time dimension in the financial cube has 12 leaf members per year. In this situation, before data can be posted from the Detailed Planning model to the finance cube, the difference in the Time dimensions must be resolved by "mapping" the leaf members. A Detailed Planning administrator does this when creating the connection to the finance cube.
Besides matching leaf members, the process also requires assigning percentages of the source value to the target leaf member. Using the example above, when first opening the Time Period Mapping dialog, the data might appear as follows:
Cube: AWCG HR
% of Source Value
to Assign
Cube: AWCG
Financial
2011W01
100%
2011W02
100%
2011W03
100%
2011W04
100%
2011W05
100%
2011W06
100%
...
...
...
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Chapter 18: Dimensions in Detailed Planning
Cube: AWCG HR
% of Source Value
to Assign
Cube: AWCG
Financial
2011W23
100%
2011W24
100%
Note that the example is truncated; if there are 24 periods you would see 24 rows.
To map the time periods, in each row the administrator would add a Time dimension leaf member from the AWCG Financial cube, and edit the assignedpercentage v alues. When complete the data in the dialog might appear as follows:
Cube: AWCG HR
% of Source Value
to Assign
Cube: AWCG
Financial
2011W01
100%
2011M01
2011W02
100%
2011M01
2011W03
100%
2011M02
2011W04
100%
2011M02
2011W05
100%
2011M03
2011W06
100%
2011M03
...
...
...
2011W23
100%
2011M12
2011W24
100%
2011M12
How Percentages are Assigned
You do not necessarily need to assign percentages so that they total to 100%. In the following example, the first three periods are assigned to one month, except for 75% of 2011W03; this unassigned portion is automatically carried over to the next available period, 2011M02:
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Detailed Planning and Shared Dimensions
Cube: AWCG HR
% of Source Value
to Assign
Cube: AWCG
Financial
2011W01
100%
2011M01
2011W02
100%
2011M01
2011W03
25%
2011M01
2011W04
100%
2011M02
2011W05
100%
2011M02
2011W06
25%
2011M02
...
...
...
The Effect of Changes to the Time Dimensions
If you add or delete leaf members in your Time dimension, in either the Detailed Planning Model or in your financial cube, you should update the time period mappings, otherwise when you post, data may be "orphaned" in the Detailed Planning Model, with no target in the financial cube, or some Time members in the financial cube may receive no data from the source. In some situations, but not all, you will receive a warning message. Detailed Planning and Shared Dimensions
Most Prophix users of Detailed Planning also use Prophix for financial planning, and therefore already have a "finance" cube. For these users it is tempting to share dimensions between the Detailed Planning and finance cubes. Though this practice offers convenience, it may potentially negatively impact what-if modeling for Detailed Planning. In general, the key consideration in sharing dimensions is usability and performance. Sharing dimensions between cubes may affect performance because when the dimension of one cube is updated, all cubes using the shared dimension 229
Chapter 18: Dimensions in Detailed Planning
must be updated too. Depending on cube size and complexity, this can affect performance.
The following analysis considers the effect of sharing the various Detailed Planning dimensions:
l Accounts – This dimension should never be shared because the Detailed Planning cube usually contains a subset of accounts in the main finance cube. Also, including all the accounts from the finance cube in the Detailed l
Planning cube will negatively affect performance.
Time – Sharing this dimension is convenient but not required; however, the Time members in the Detailed Planning cube should exist in a financial l
cube in order to map data.
Time Perspective – Sharing this dimension is convenient but not l
recommended.
Version – This dimension should not be shared because Detailed Planning users will need to do what-if analysis of different scenarios that users of the main budget should not be permitted to see.
l Organization – Sharing this dimension between both cubes is a best practice.
l Allocations – This dimension can only be shared between Detailed Planning l
cubes.
Employees – This dimension can only be used by the Detailed Planning l
cube that it was created for and can never be shared.
Other Dimensions – (For example, Products.) These can be shared but usability and performance should be considered.
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19
Chapter 19:
Calculations in Detailed Planning
Calculations are one of the three objects that affect how a Detailed Planning Object's data is processed:
The Calculation object performs the bulk of the calculations for each Detailed Planning Object.
Calculations take data associated with a Detailed Planning Object and calculate other data for that object. For example, in personnel planning an annual salary can be used to calculate monthly salary costs. Calculations are processed independently for each Detailed Planning Object.
Calculations, like allocations, are defined at the model level so that they can be shared among all the Detailed Planning Objects as needed.
A calculation can be specified to apply to not only all Detailed Planning Objects but also optionally to selected ones based on attribute values.
The parameters of a calculation can be specified as Adjustable. This means that all users with appropriate data security access can edit those parameters for individual Detailed Planning Objects.
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Chapter 19: Calculations in Detailed Planning
A calculation can be specified as Discretionary; users with appropriate data security access can then choose whether the calculation applies to each individual Detailed Planning Object.
Calculation Parts
Each calculation definition consists of: l a calculation type
l a set of parameters
l operators and/or functions
Calculation Properties
Each calculation can have the following associated with it:
l The Target Account in the Detailed Planning cube to which it will be posted (can also be None).
l The Target Account in the financial cube to which it will be posted (can also l
be None).
The Numerical Format that will be used when displaying data from the l
calculation in the Summary tab of the Detailed Planning Object panel.
A Reporting Category that controls how it is displayed in the Summary tab in the Detailed Planning Object panel.
Time Scope
The set of time periods for which data is calculated by a calculation is called the calculation's Time Scope; this can be defined separately for each calculation. The Time Scope provides for cases where the time scope is adjusted automatically for new employees (acquisitions) and departing employees (terminations). The following options are available:
l For acquisitions, the calculation applies only for a fixed number of time l
periods. (for example, recruitment costs; training costs).
For acquisitions, the calculation does not apply for a fixed number of time periods (for example, employees get benefits only after three months).
l For terminations, the calculation applies only for a fixed number of time periods (for example, severance costs).
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Calculation Parameters in Detailed Planning
Time Series
The result of a calculation is always a Time Series. A Time Series is a set of numerical values that relate to contiguous leaf member time periods (that is, for a calculation its time scope). For example, the six numbers that represent the Monthly Earnings of an employee for the months of October 2013 through March 2014 is a Time Series.
Calculation Parameters in Detailed Planning
Parameters are inputs to calculations. For example, Monthly Earnings and 10% are parameters in the following calculation:
Benefits = Monthly Earnings * 10%
The result of a calculation is a Time Series, and the parameters to a calculation can also be Time Series.
Each calculation type has different parameters and each parameter can be a certain parameter type.
Parameters Types
The following table describes all the parameter types available to calculations in Detailed Planning:
Parameter Type
Allowed Values
Account
A member of the Account dimension in the Detailed Planning
cube
Current Month Value
A date value or Current Month (the last day of the month in the
calculated month)
Date Attribute
A date value or an attribute whose type is Date
List Attribute
An attribute whose type is List
Numeric Attribute
An attribute whose type is Numeric
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Chapter 19: Calculations in Detailed Planning
Parameter Type
Allowed Values
Scalar
A user-entered number or an attribute whose type is Numeric
Scenario
A member of the Version dimension in the Detailed Planning
cube
Selection
User is presented with a set of options, often in a combination
box
Simple Vector
A calculation or a global vector
Spread
A calculation, a global vector, or spread evenly
Time Member
A member of the Time dimension in the Detailed Planning cube
Value
A user-entered number
Vector
A time series; a user entered-value, a numeric attribute, a
calculation, or a global vector
Note: Calculations can have other calculations as parameters. Detailed Planning automatically works out the necessary order in which the calculations need to be calculated. Detailed Planning does not support circular references.
Parameters and the None Value
A parameter can have None as a possible value, but only if the calculation description allows it; the default setting does not allow None as a value. Adjustable Calculations
Certain calculation parameters can be defined by the administrator as adjustable. This means that a user other than the administrator can change the value of the parameter. For example, a value such as Monthly Mobile Phone Costs can be entered by the Finance Department (planning for the most likely case) but departmental managers can change the value for individual employees.
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Discretionary Calculations
The only parameters that can be made adjustable are those that are specified as a single numerical value or as a Time member (that is, a General Increase calculation). If there is a need to allow users to enter time-variable data (that is, Time Series) then this can be done by creating an Input calculation.
Discretionary Calculations
A discretionary calculation is one that must be applied on an entity-by-entity basis, in addition to the calculation scope that normally applies to it. For example, in personnel planning mobile phone costs may have a scope that restricts them to certain job titles. However, if you want to give managers the discretion to decide which of those employees actually get a phone, based on their individual needs, you would make the calculation discretionary.
Note the following features of discretionary calculations:
l Discretionary calculations can be limited to Detailed Planning Objects based on values in their attributes (for example, a manager can plan to give a $1,
l
000 bonus only to employees whose quotas are greater than $1,000,000).
Multiple discretionary calculations can be applied to a Detailed Planning l
Object by any user with the appropriate security settings.
A single discretionary calculation can be applied by an administrator to multiple Detailed Planning Objects by using the calculation's Applies To tab.
Calculation Scope in Detailed Planning
The term calculation scope refers to the range of Detailed Planning Objects to which a calculation applies, combined with its time scope.
Calculation scope is important, because typically you do not want all calculations to apply to all Detailed Planning Objects or in every scenario. For example, calculating monthly salaries from an annual salary will not apply to employees who are paid 235
Chapter 19: Calculations in Detailed Planning
hourly. Similarly, in a revised budget scenario, you may want to include a different set of commission calculations. Scope enables you to apply a calculation to a set of contiguous time periods (for example, January through June) or to specific Scenarios (plans) and to the values of Detailed Planning Object attributes (for example, Organization = East and Years of Service > 10).
Scope and Calculation Name Sharing
You can give multiple calculations the same name. This is important because calculations are referenced by name, and you may want to have another calculation use different versions of the same calculation, at different times. This works because Detailed Planning automatically ensures that two saved calculations with the same name cannot have overlapping calculation scope.
For example, provided their scopes do not overlap, you could create the two following calculations:
'Monthly Earnings' = 'Annual Salary'/12
'Monthly Earnings' = 'Hours Worked' * 'Hourly Rate'
Then if benefits is calculated as a percentage of Monthly Earnings, depending on its calculation scope, the following calculation will apply for both salaried and hourly employees:
'Benefits' = 'Monthly Earnings' * 10%
Note that this name-sharing also simplifies reporting, as there only needs to be a single reference to a common calculation.
Circular References
Calculations are not permitted to reference themselves. If this happens when you are developing a calculation, when you save it an error message appears. Circular references within a set of calculations are harder to identify. It is a best practice to check for them.
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Validate the Calculations in a Scenario
Validate the Calculations in a Scenario
It is a best practice to follow this procedure when you finish creating the calculations for a scenario or make changes to them, in order to verify that the calculations as a set contain no circular references.
1. In Detailed Planning Manager, go to Administration > Model Properties > Calculations. 2. Select the Tools tab and in the toolbar click Analyze. 3. In the dialog, select the scenario whose calculations you want analyzed, and click OK.
4. If any circular references are found, correct them as needed.
Calculation Types for Personnel Planning
The first release of Detailed Planning comes with a set of calculation types specially designed for personnel planning.
Calculation
Description
Accumulate
Sums individual values across a specified time range. A typical
application is for annualizing individual monthly amounts.
Anniversary Increase
Applies increases to employee salaries based on anniversary
dates. This calculation behaves differently from General
Increase because it is always based on a reference date, which
in turn depends on a date attribute.
Banding
Used for the kind of sales commissions and bonus calculations
that depend on revenue performance within predefined targets (sometimes called "threshold" values). A pair of parameters
are used to set a range. A third parameter provides an input
value for the calculation to compare to the range. If the input
value falls within the range, the Banding Calculation automatically returns the value of a fourth parameter, otherwise the
calculation returns 0.
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Chapter 19: Calculations in Detailed Planning
Calculation
Description
Date Difference
Calculates the length of service (in years) of an employee,
based on a specified reference date. Returns a vector value representing the elapsed number of years between the reference
start date and the current month end date.
Formula
Use to create a simple formula, combining literal values that you
enter directly to the formula, along with operators and variable
values. Variables can be attributes, existing calculations, or
global vectors.
General Increase
Applies up to six increases at predefined dates using percentage rates. The increase date is based on a valid member of
the Time dimension. The increases are calculated cumulatively
over time. Both the increase period and percentage can be set
to be adjustable by users with the appropriate security settings.
Input
Enables Times Series to be input for each employee (for example, the monthly hours to be worked). Data can be entered
manually, thus allowing pre-populating of baseline values or
assumptions into plans for adjustment by contributors. Maximum
and minimum values can be specified for data validation and
do not allow values that are outside the boundaries to be
entered and saved, whether in cell data entry or during import.
Lag
Takes a value from a predefined prior period and copies it into
the current time period. If the referenced prior period is outside
the planning scenario time range, a NULL value is returned. A
typical use for this calculation is to calculate depreciation.
Lead
Takes a value and applies it to a specified number of future time
periods. Lead calculations are useful in forecasting applications,
such as determining the number of people to hire (headcount)
based on future expected billable revenue, or the amount of
goods to purchase to replenish inventory. If the number of lead
periods is beyond the time range of the scenario, a NULL value is
returned.
Lookup
Functions similarly to a Lookup table in Excel. Lookup permits
monthly values to be assigned to attributes that are based on a
list, such as 'Health Package'. This feature enables fixed amounts
to be assigned to individual items in the list and then used as drivers of other employee calculations acting like a lookup table.
Possible applications include state tax rate tables and health-
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Calculation Types for Personnel Planning
Calculation
Description
care benefit package tables.
MinMax
Calculates for each period the smallest or the largest of up to
three parameters for each time period. Typically this calculation
is used to generate non-reporting internal values to feed into
another calculation.
Round
Rounds down numeric data to a specified number of decimal
places.
Spread Data
Spreads data to months and creates vector values. The months
that receive data from the spread is based on the start and end
periods; therefore, if the spread only affects 12 months, the start
and end periods must be set accordingly.
Tax
Determines payroll and tax expenses such as FICA, SUTA, CPP,
and EI calculations as required in the U.S.A. and Canada. The
calculation recognizes the concept of annual applicable maximums and exemptions because in most cases only a portion of
earnings is taxable.
For a complete description of each calculation type, see the Prophix online help.
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Chapter
20
Chapter 20:
Reporting in Detailed Planning
Detailed Planning uses the existing Prophix reporting functionality. Before you can run reports against the Detailed Planning cube, however, you must post your Detailed Planning data to the cube.
Workflow and Detailed Planning
In Prophix Workflow, a new task type named Detailed Planning has been added. To link to Workflow through this task, Detailed Planning requires a "unit of work", which is the Detailed Planning Schedule. Each schedule can have up to two associated Reviewing Templates.
When a user submits a Detailed Planning Schedule for review, the Detailed Planning calculations are made for each Detailed Planning Object in the Schedule and the resulting data is automatically posted to not only the Detailed Planning cube but also the financial cube. If the Reviewing Template has been defined it is then displayed as part of the workflow approve action.
The above approach allows the reviewers to see a complete picture before approving detailed planning data. For example, in personnel planning, a reviewer can see all the costs (including non-personnel costs) for a department (including data from not only the financial cube but also the Detailed Planning cube) before approving the personnel expenses.
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Chapter 20: Reporting in Detailed Planning
The Detailed Planning Workflow Cycle
Detailed Planning workflow tasks follow the same event cycle that Standard tasks follow. Data entry is always performed on the real data, not a local cache.
Data can be posted on demand by end users during the Work-In-Progress and Submitted stages of the cycle. Data is automatically posted during the Submit workflow action.
Reporting Categories
In Detailed Planning, you get a quick overview of the data calculated for each entity by looking at the Summary tab. One of the ways to view this calculated data is by the Reporting Categories View. Each calculation appears beneath the Reporting Category that you assigned it to. You also control the order of the Reporting Categories.
When you create a personnel planning model, the following Reporting Categories are created by default, in this order:
l
l
l
l
l
l
l
l
Earnings
Benefits
Tax
Revenue
Other
None
Expenses
Hours
Reporting Categories are never posted to cubes.
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Schedules in Detailed Planning
Schedules in Detailed Planning
Schedules are unique to Detailed Planning and are an alternative way for users to enter data. In appearance they are similar to templates but more structured: the rows always represent the Detailed Planning Object (for example, employees) and pivoting between rows and columns is not allowed. Figure 48 – A Detailed Planning Schedule in Design Mode
Schedules are saved as files in Document Explorer and, like templates, represent the "unit of work" in workflow tasks. You can design multiple schedules.
In personnel planning, the schedules are grids that always have employees as rows. The columns can represent the following:
l Attributes of the Detailed Planning Object – That is, in personnel planning, employees; both editable and non-editable attributes can be displayed in the relevant cells for each object.
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Chapter 20: Reporting in Detailed Planning
l Calculation parameters – Both adjustable and non-adjustable parameters l
can be displayed for each Detailed Planning Object.
Calculation results – Results of any calculation can be displayed. The columns can represent any contiguous time periods.
Each schedule is defined for a specific set of Detailed Planning Objects, based on conditions, and for a specific scenario. Effectively, the conditions filter what records appear in a schedule. For example, you could have a schedule that includes only hourly-paid staff. You cannot edit cells where the content appears in blue; data that is black is editable.
When you double-click an employee in a schedule, the Employee Editor appears and you can edit the employee's profile, calculations, allocations, and other settings.
At runtime, a user's security settings for the Organization dimension in the Detailed Planning cube (as well as any conditions that you add) determine what Employee records are loaded to the schedule.
Each schedule can optionally be associated with up to two review templates that are used by reviewers in workflow to submit and approve/reject data. Note: A template cannot be used twice as a reviewing template in the same Detailed Planning schedule. How Schedules and Review Templates Work
To work effectively with schedules and templates, it is necessary to understand your options for processing and saving both your Detailed Planning data and your financial data. The following diagram illustrates how the commands available in schedules and templates function:
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Schedules in Detailed Planning
Figure 49 – How commands are used in Detailed Planning Schedules and Templates
Note the difference between using the Post command and Update in a schedule: Posting runs the calculations and copies all the resulting summary data to the Detailed Planning and Finance cubes; Update posts the results for the records currently displayed in the schedule to the WriteBack Table of the Finance cube. Tip: The Update button only appears in the toolbar if your model is linked to a Finance cube.
For a diagram that shows the effect of Posting, see The data architecture of Detailed
Planning on page 206.
Caution: If more than one user is allowed to update data for the same group of employees, data may be posted twice. It is a best practice in Detailed Planning to ensure that every employee belongs to only one Organization member, and that each user reports on only a single Organization member. For an example of how these functions can be used in personnel planning, see Use
Case: a Schedule for Personnel Planning on page 246. For more about schedule best practices, see the online help. 245
Chapter 20: Reporting in Detailed Planning
Removing Detailed Planning Data from the Finance Cube
In a schedule, if you remove all the resources from a department, and then click Update to clear the department resource data from the finance cube, the data will not be removed.
In this situation, you must use the DP Post process to remove the data from the finance cube.
For more about processes, see the online help. Use Case: a Schedule for Personnel Planning
The Detailed Planning administrator creates a schedule in Detailed Planning designed for department managers to enter expenses. The administrator also uses Template Designer to a create a review template. Within Detailed Planning, the administrator links the template to the schedule, and then adds both to a Prophix Workflow activity/task pair, in the usual way. When the workflow runs, the process is as follows:
1. Workflow notifies a department manager, who opens the schedule. His role is as Owner of the schedule, that is, he is responsible for editing and adding data, which comes from the Detailed Planning model. Prophix security ensures that the only data that appears in the schedule is for his department. (Note that this means there only needs to be one version of the schedule, which works for all departments.) 2. The manager updates his department's personnel data, for example, salaries and expenses, then clicks Calculate to run the calculations for salaries, benefits, and taxes, producing the summarized version of the data.
Note: Running Calculate is never destructive; no permanent data is overwritten; all the data affected is in the system's memory and lasts only for your session. If you click Save, the data is written to a cache inside the Detailed Planning Model; no cube is affected.
3. The manager decides that he wants to see the summarized version of his personnel data along with other, non-personnel expenses. He Posts the data to the Finance cube, by clicking Update. 246
Use Case: a Schedule for Personnel Planning
4. In the schedule screen, the manager clicks Review. The linked review template opens and he can see how the data looks in the Finance cube, where it rolls up into the Expenses Summary Report.
5. If the manager is not satisfied with the result, he returns to the schedule, makes further edits, and again clicks Update; he then returns to the review template and clicks Refresh to make the changes appear there. 6. After he makes his final update, he clicks Submit, moving the workflow to the next stage.
7. Another user, in the role of Approver, is notified and opens the same review template to look at the summary data in the Finance cube. If she is satisfied with the results, she clicks Approve; if she wants the department manager to make changes to his report, she clicks Reject and Workflow notifies him.
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21
Chapter 21:
Security in Detailed Planning
Detailed Planning has comprehensive functional and data security. Some of this involves extensions to existing Prophix 10 functionality and some is contained in Detailed Planning itself. The security structure can be summarized as follows:
l Security Manager, Existing Functionality – The Security Manager defines who can access Detailed Planning Manager and all its functions. For each user, Detailed Planning inherits the data security defined in the Detailed Planning cube, as follows :
l The settings for the Organization, Employee, and Optional dimensions determine which employees are editable or viewable in l
Detailed Planning Manager. The settings for the Time dimension determine which time periods l
are editable or viewable in Detailed Planning Manager.
The settings for the Versions dimension determine which scenarios are editable or viewable in Detailed Planning Manager. If a scenario l
is not linked to a version, users have full access to the scenario.
Security Manager, New Functionality – By assigning these new functions to the roles that users belong to, you control user capabilities: l Detailed Planning Administration – Provides complete access to all Detailed Planning functionality, including the Detailed Planning l
Manager.
l Detailed Planning –Provides ability to edit Detailed Planning data.
Detailed Planning Manager – This function provides the following lowlevel control:
l Attribute-Level – Each user can be granted one of three different access permissions to individual employee attributes. For each 249
Chapter 21: Security in Detailed Planning
attribute, a user can have Edit, View, or No Access permissions. These settings apply within both the Detailed Planning Object editor l
and Detailed Planning Schedules.
Access Permissions – Each user can be granted one of three different permissions for Allocations and Actions: Edit, View, or No Access. This security applies only in the Detailed Planning Object editor.
Who Administers Detailed Planning
It is not necessary to create a special administrative role for Detailed Planning, because the security function Detailed Planning Administrator is already included among the administrative functions assigned to the roles Global Administrator and Model Administrator. To make a user with one of these roles into an administrator for Detailed Planning, the only further requirement is to have model administration rights for a Detailed Planning cube; these rights are granted automatically to anyone who creates a cube.
There are, however, compelling reasons to create a separate administrator for personnel planning, as the confidentiality of this type of data is a priority for many organizations. For example, you may want to assign this function to a senior Human Resources person. To make any other user into a "DPADMIN" requires assigning the user the following in Security Manager:
l the Detailed Planning Administrator function (note that this consumes one l
administrative license)
model administration rights for a Detailed Planning cube
Note: As described above, though IT administrators can grant Detailed Planning administration rights to the people in charge of personnel planning, the IT staff do not need to have access to the data in Detailed Planning.
Detailed Planning and Prophix Home
A link to the Detailed Planning Manager appears to users who have been given access to any of the following functions:
l Detailed Planning Administration
l Detailed Planning
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Detailed Planning and Prophix Home
In the Classic Home screen, a Detailed Planning Manager link appears in the Administration list, beneath Financial Controller.
In the Smart Portal interface, a Detailed Planning Manager link has been added to the Administration list, beneath Financial Controller.
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Chapter 22:
Implementing Personnel Planning
This chapter provides a high-level outline of the set up process for Detailed Planning, and assumes that you are implementing detailed personnel planning. Note that most steps must be performed in the order listed, but that, except where noted otherwise, you can go back later and make changes. Note: You must be logged on as a Detailed Planning administrator to perform these tasks.
The Required Steps
The following steps are mandatory for any Detailed Planning implementation:
1. Create the Detailed Planning cube, using the Business Model Wizard. For Cube Type, select Detailed Planning (Personnel). After creating the cube you use Business Model Manager to populate the dimensions by importing Organization, Projects, Accounts, Versions, and so on, as applicable. The only dimension populated by Detailed Planning Manager is the Employees dimension.
The next steps define your Detailed Planning model and therefore you need to open the Detailed Planning Manager.
Note: At this point you can, but do not need to, connect to your Prophix Finance cube. This step can be taken at any time; doing so now offers advantages in terms of sharing dimensions and other cube features. See the final step in the section below.
2. Define the Employee attributes.
3. Define the calculations.
4. Import the data to the Employee attributes.
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5. Create the Global Vectors, if you need them.
6. Import the Employee Input Calculation data. (The structure of the model is now complete.)
7. Post data to the Detailed Planning cube. After posting, you can use Ad Hoc Analysis on the data, as for any other cube.
The Optional Steps
The following steps are optional in the sense that they depend on your needs:
1. Create User IDs in Prophix for all Detailed Planning users.
2. Define the data security access for all Detailed Planning users.
3. If you want to use Detailed Planning in Workflow, you will need to:
l Create schedules for data entry in a workflow.
l Create review and approval templates for the workflow, using l
Template Designer.
Create a workflow task of type Detailed Planning, using Workflow Manager. The workflow task will incorporate the schedule and templates you created in the preceding steps.
4. Create allocations.
5. Create scenarios.
6. Define and enable your Detailed Planning model's connection to your financial cube, to enable posting of calculated Detailed Planning data.
Define Employee Attributes
Employee attributes are an integral part of your Detailed Planning model; you manage the mandatory attributes and create new ones in the Detailed Planning Manager.
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Define Employee Attributes
To Add an Attribute
1. In Detailed Planning Manager, go to Administration > Model Properties > Attributes.
2. In the toolbar, click Add.
3. In the dialog type a Name (up to 250 characters) for the attribute and optionally a Description (up to 4,000 characters). 4. Select a Data Type. Note that after you click Add the data type cannot be changed.
5. You can optionally provide a Default Value. This adds convenience if the attribute tends to use a single value.
Note: If you provide a default value, and later decide to change it, the values in any existing records will not be affected. 6. Click Add. The attribute details appear in Attribute Properties.
If you chose the List data type, a popup appears and you can optionally add items to the list. For each item, enter a value and click Add. When you are finished, click Close. Note that you can add or edit the list items in the Attribute Properties panel.
In Attribute Properties, all the properties available to the attribute, depending on its type, appear. You can edit the ones you entered and complete the additional ones.
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7. By default, Vary By Scenario is enabled. If you disable it, a change made to an employee in one scenario is made to all other scenarios. Typically you disable this property for attributes such as Gender or Date of Hire.
Caution: In a saved attribute, if you change Vary By Scenario from enabled to disabled, the values for this attribute in the Default Scenario automatically replace the values of the attribute in all other scenarios.
8. By default all attributes apply to all employees, and Conditions shows O
Condition(s). To restrict which employees the attribute applies to, click the link to add conditions.
9. If the Required Data property is selected, a value must be provided for this attribute when an employee record is added or imported, otherwise the record cannot be saved. At runtime, a red exclamation icon appears beside the field until data is entered to it.
10. If Prevent Data Entry is selected, no users, including administrators, can change the value of the attribute. Note: If you prevent data entry for the attribute, then you must either disable Required Data or provide a Default Value. Otherwise employee records will be rejected during import.
11. For text attributes where you want to allow multiple lines to be entered in the Detailed Planning editor, select Multi-Line.
12. Date Format only applies to attributes whose type is Date.
13. Select Allow Aggregation where you want the values of a numeric attribute to
be included in the Total Row of schedules and the Detailed Object Editor
14. Use Numeric Format to select a format for attributes whose data type is Integer or Double. Select New to specify a custom format. These formats are applied mainly in Schedule Data Entry and in the Calculation Editor.
15. The Minimum Value and Maximum Value properties apply only to Integer, Double, and Date attributes. 16. In the toolbar, click Save.
To Add an Attribute to the Detailed Planning Cube
You can cause certain mandatory attributes, and any custom attribute to be added to the cube as members. Note that member properties can only store a single value for an attribute across all scenarios and Versions in the cube. If the attribute already varies across scenarios, the varying data will be replaced with data from the Default Scenario.
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1. In the Detailed Planning Cube Properties panel, select Member Property. 2. In the dialog that appears, you can edit the Name of the new member and the specify a different Source Column from the default. Source Table specifies the table for the cube's Employee dimension and cannot be changed.
3. In the toolbar, click Save.
To Manage Attributes
1. In Detailed Planning Manager, go to Administration > Model Properties > Attributes.
2. If necessary, select the Edit tab.
3. In the Detailed Planning Attributes section select an attribute. 4. The state of the buttons in the toolbar reflect the actions available for the selected attribute. These can include Delete, Move Up or Move Down, and Duplicate.
Define Detailed Planning Calculations
Calculations are an integral part of your Detailed Planning model; you manage calculations and create new ones in the Detailed Planning Manager.
To Add a Calculation
1. In Detailed Planning Manager, go to Administration > Model Properties > Calculations.
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2. In the toolbar, click Add. The following dialog appears:
3. In the dialog's General section type a Name (up to 250 characters) for the calculation. Note: You can give the same name to more than one calculation in a scenario; this allows the same calculation to be applied to different subsets of employees with different parameters. Calculations that share the same name must have apply different criteria, such as conditions and time periods. The 258
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read-only field ID appears next to Name and contains the value New. After you save the calculation ID will store a unique identifier that you can use to distinguish one calculation from another. 4. Select a Calculation Type. The types are described here. Note that after you click OK the data type cannot be changed. 5. The Detailed Planning Cube Target Account determines the Detailed Planning cube account to which the calculation's data will be posted. If you want to link the calculation to an account, click Not Set. 6. Likewise, if you have connected your model to a financial cube, you can use Finance Cube Target Account to select an account for posting the calculated and consolidated Detailed Planning data.
7. Use Scenario to control what scenario the calculation applies to. The default is All Scenarios, but you can restrict the calculation to the Default Scenario, or to some other single scenario. Tip: to apply the calculation to more than one specific scenario, duplicate the calculation and in the copy select another scenario.
8. The personnel version of Detailed Planning comes with predefined reporting categories. which affect how the calculation is sorted in the Summary Tab. Use the R eporting Category drop-down to match one to the calculation.
9. Use Format to set how the calculation results appear in the Summary tab and elsewhere.
10. Enable Discretionary if you want the calculation to be applied on an employee-by-employee basis instead of to all employees. Enabling his property enables the Applies To tab.
11. Enable Inactive if you want this calculation to be ignored by other calculations and the posting process.
12. You can store notes of up to 4,000 characters in Comments.
To Complete the Timing Section
The settings in the Timing section determine the time period over which the calculation runs.
1. By default Start Period and End Period are set to the start and end of the scenario, but by clicking the links you can set them to any members in the Time dimension of the Detailed Planning cube.
2. If enabled, Apply to acquisitions after waiting for # periods delays applying the calculation to new employees for the number of periods specified. For 259
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example, it is common practice to delay benefits coverage for a probationary period.
3. If enabled, Apply only to acquisitions for # periods restricts the calculation only to new employees, and only for the duration specified.
4. If enabled, Apply only to terminations for # periods restricts the calculation only to departing employees, and only for the duration specified.
5. For all three preceding settings, enabling Adjustable means that the setting can be overridden for a given employee. For example, if an employee has negotiated an immediate start for her benefits, the user would be able to disallow the acquisition wait for period.
To Define the Calculation Details
The Calculation Details section is where you build the calculation. 1. Select the Calculation Details tab. The following example shows the tab for an Input calculation:
The options that appear in this tab were set earlier when you chose the Calculation Type.
2. Complete the details required according to the calculation type.
To Define Conditions for the Calculation
You can optionally set rules for when the calculation runs and who it applies to.
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1. Select the Conditions tab and click Add.
2. Specify the parameters of the condition using the fields of the dialog and click OK.
3. For each condition you want to add repeat the above steps.
To Define the Employees for a Discretionary Calculation
If you enabled the Discretionary property above, you need to define who the calculation affects.
1. Select the Applies To tab. The tab shows all the employees in Detailed Planning:
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2. You can use the options in the button bar to select/unselect all employees, and to show all employees or only those that are selected. 3. To select an employee, click the check box. Note that you can use the arrow keys to move the highlight up or down, and then select by pressing Space
Tip: You can also define discretionary calculations in the Employee Panel.
To Finish Defining the Calculation
l Click OK. The calculation details appear in the Calculations panel.
Define Global Vectors
Global vectors are optional, but certain calculations typically require them.
To Add a Global Vector
1. In Detailed Planning Manager, go to Administration > Model Properties > Global Vectors.
2. In the toolbar, click Add. A placeholder appears in the Global Vectors section.
3. In the Properties section, type a Name for the global v ector.
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4. From Format select one of the predefined formats, or New... to define your own. 5. Optionally you can use Comments to add notes on the global v ector.
6. In the toolbar, click Data Entry. 7. In the Global Vector Data Entry dialog, locate the global vector and complete the values for each cell in the row.
8. Optionally, you can use the Scenarios drop-down to specify a scenario for the global vector.
9. Click Save.
To Manage Global Vectors
1. In Detailed Planning Manager, go to Administration > Model Properties > Global Vectors.
2. To edit a global vector, select it in the Global Vectors section, then make changes in the Properties section; to change its values, click Data Entry and make the edits in the dialog. When finished, click Save.
3. To delete a global vector, you must first remove all references to it in your model; then select the global vector in the Global Vectors section, click Delete,
then click Save.
Adding Detailed Planning Users to Prophix
All non-administrative users of Detailed Planning need to have security access in Prophix as well as access to the Detailed Planning cube.
You set up access using Security Manager. If you want a user to be able to edit Detailed Planning data, the user needs to be added to a role that encompasses the Detailed Planning function under Functions > Advanced Functions.
Defining Access to the Detailed Planning Cube
In Security Manager, you must define access to the Detailed Planning cube for these users. The way you define cube security affects what a user can view and edit in Detailed Planning, as follows:
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l settings for the Organization, Employee, and Optional dimensions: l
l
employees
settings for the Time dimension: time periods settings for the Versions dimension: scenarios (if a scenario is not linked to a Version, users have full access to the scenario)
Defining Data Security Access for Detailed Planning Users
The final step in setting up access to Detailed Planning for non-administrative users is to define access permissions to individual Employee attributes, as well as the ability to create allocations and actions. These settings provide fine-grained control over what users can see and change in Detailed Planning.
Note: Detailed Planning Manager offers a default security setting that you can apply to any user. The procedure below describes how to apply a custom security setting for a single user.
To Add a User to Detailed Planning 1. In Detailed Planning Manager, go to Administration > Model Properties > Security.
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2. In the toolbar, click Add.
3. From the User Selector dialog, choose one or more users to add to Detailed Planning, and click OK.
4. In the Users section, select a user.
5. In General Security, specify the user's relationship to Actions and Allocations.
6. Enabling Allow user to delete detailed planning object records means that for personnel planning, the user will be able to delete employee records.
7. Attribute Security lists all the attributes defined for the Employee entity, and allows you to define the user's relationship to individual attributes: whether the user can edit or only view the attribute; assigning No Access means the attribute is hidden from the user.
8. Click Save.
Create Schedules
Schedules are optional. You use them to create custom spreadsheet-style data-entry screens, which can be used in Workflow. Employee attributes and calculations are the columns; at runtime employee records are the rows. To Create a Schedule
1. 2. 3. 4. In Detailed Planning Manager, select the Schedules panel.
In the toolbar click New.
Select the Edit tab. In the toolbar, click Layout. The Edit Schedule Layout dialog appears. 265
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The ID and Name attributes are included by default and cannot be removed.
5. To link the schedule to a Scenario other than Default, click the link and select one.
6. To add Conditions that determine which employees appear in the schedule, click the Not Set link and add the conditions. 7. Use the toolbar buttons to add attributes, calculations, and calculation parameters as columns, and to delete or rename them.
8. If you want to have one or more columns remain visible in runtime when the user scrolls right, select the column(s) and click Freeze Above. 9. If you need to change the position of a column, click and drag it.
10. Reviewing templates enable runtime users of the schedule to click a button in Schedule Data Entry and launch the template(s) to review their work. To attach a template from your Prophix documents directory, click a Not Set link and find and select the template. If you have not created the templates, you can do so later in Template Designer, and then attach them.
Note: A template cannot be used twice as a reviewing template in the same Detailed Planning schedule. 11. When you have completed the schedule, click OK. In the Schedules panel, a sample of the schedule appears in the main panel and you can test it.
12. To make changes to the design, click Layout. You can go back and forth between the sample and the design until you are satisfied.
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13. By default, the calculations in a schedule run automatically each time the schedule is opened. To disable this feature, go to Edit > Options, and in the dialog clear the Run calculations when schedule is opened check box. 14. When you have completed the schedule, click Save, name the template, and save it.
Define Allocations
In Detailed Planning allocations are optional, and allow you to share employee costs among departments, projects, and so on. If you define allocations, they only run when all calculations are complete. Note that using allocations is typically a twopart process: an administrator creates the allocations (in effect, a template), and later Detailed Planning users (for example, department managers) assign the allocations to individual employees.
To Define an Allocation
1. In Detailed Planning Manager, go to Administration > Model Properties > Allocations.
2. In the toolbar, click Add.
3. In the dialog's General section type a Name (up to 250 characters) for the allocation. Note: You can give the same name to more than one allocation in a scenario; this allows the same allocation to be applied to different subsets of employees with different parameters. The read-only field ID appears next to Name and stores a unique identifier that you can use to distinguish one allocation from another.
4. Use Scenario to control what scenario the allocation applies to. The default is All Scenarios, but you can restrict the allocation to the Default Scenario, or to some other single scenario.
Tip: To apply the allocation to more than one specific scenario, duplicate the allocation and in the copy select another scenario.
5. Enable Discretionary if you want the allocation to be applied on an employeeby-employee basis instead of to all employees. Enabling his property enables the Applies To tab.
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6. Enable Inactive if you want to make this allocation unassignable and for it to be ignored by calculations and the posting process. 7. You can store notes of up to 4,000 characters in Comments.
8. Use Source Calculations to select what calculations to apply the allocation against. The default setting is All Calculations; click the link to see a list of available calculations. 9. Use Allocation % to set the percentage amount of the source calculations that is allocated. You can choose from several source types, or select Value and input a number.
10. If you do not want the data from the allocation transferred anywhere, enable No Target. Otherwise, select a Target Division for the result of the allocation. The target can be a member of the Geography dimension or any optional dimension. If you do not select a member the default is Same as Source.
11. By default Start Period and End Period are set to the start and end of the scenario, but by clicking the links you can set them to any members in the Time dimension of the Detailed Planning cube. 12. For all the preceding settings, enabling Adjustable means that the setting can be overridden for a given employee. To Define Conditions for the Allocation
You can optionally set rules for when the allocation runs and who it applies to.
1. Select the Conditions tab.
2. Add the conditions.
To Define the Employees for a Discretionary Allocation
If you enabled the Discretionary property above, you need to define who the allocation affects.
1. Select the Applies To tab. The tab shows all the employees in Detailed Planning.
2. You can use the options in the button bar to select/unselect all employees, and to show all employees on only those that are selected. 3. To select an employee, click the check box. Tip: You can also use the arrow keys to move the highlight up or down, and then select by pressing Space.
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To Finish Defining the Calculation
Click OK.The allocation details appear in the Allocations panel.
To Manage Allocations
1. In Detailed Planning Manager, go to Administration > Model Properties > Allocations.
2. If necessary, select the Edit tab.
3. In the Allocations section select an allocation. Note that allocations are colorcoded: active allocations appear in bold, inactive ones are red, and those that are adjustable are green.
4. The state of the buttons in the toolbar reflects the actions available for the selected allocation. These can include Edit, Delete, and Duplicate. Define Scenarios
Every Detailed Planning model comes with a Default Scenario. Using additional Scenarios is optional. To Define a Scenario
1. In Detailed Planning Manager, go to Administration > Model Properties > Scenarios. 269
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2. In the toolbar, click Add. 3. Type a Name (up to 250 characters) for the scenario. The scenario name must be unique within the model. After you save the scenario, the ID field will contain a unique identifier for the scenario.
4. Use Status to set the scenario's current mode. The options are:
l Prepare the scenario is only available to Detailed Planning administrators who have Model or Security permissions for this model
Caution: When Status is set to Prepare, if administrators post data to the Detailed Planning cube, users with permissions for that cube will be able to view the data in templates and through Ad Hoc Analysis. l Active the scenario is available to all users, including for data entry and reporting
l Complete the scenario data can be viewed by all users but no data entry can be performed by any users, including administrators, and data cannot be imported or posted
5. Start Period and End Period are members of the Time dimension in the Detailed Planning cube and determine the start and end of the scenario.
6. Use Detailed Planning Cube Version to set the Version dimension in the Detailed Planning cube that is used to post and transfer calculated Detailed Planning data. This Version also sets the limits for the Start Period and End Period in the scenario.
7. Use Finance Cube Version to set the Version dimension in the financial cube that is used to post and transfer calculated and consolidated Detailed Planning data.
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8. You can store notes of up to 4,000 characters in Comments.
9. Click Save.
To Manage Scenarios
1. In Detailed Planning Manager, go to Administration > Model Properties > Scenarios.
2. Beneath Scenarios, select a scenario. 3. The state of the buttons in the toolbar reflect the actions available for the selected attribute. You can Delete any scenario other than Default. You can Duplicate a scenario in order to save effort in creating a new one.
Connect Detailed Planning to the Finance Cube
Before you can post data from your Detailed Planning model to your organization's "financial" cube, you must define and enable the connection between them.
To Link Detailed Planning to a Finance Cube
1. In Detailed Planning Manager, go to Administration > Model Properties.
2. In the main panel, select Enable Finance Cube.
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3. Click Edit.
4. For Connection Name and Cube Name select the appropriate connection and your finance cube.
5. For Organization Dimension select the finance cube dimension used for "organization" (it will be of type Geography or Other). Data from the Detailed Planning cube will be mapped and consolidated into the financial cube using this dimension.
6. If your Detailed Planning cube and finance cube use differing time periods, select Enable Time Period Mapping and click Edit.... The Time Period Mapping dialog appears; follow the instructions in the dialog.
The Drill-through to Detailed Planning feature enables an Ad Hoc Analysis user to select a cell from the finance cube (showing summary data posted from the Detailed Planning cube) and open a second data view that contains the original detail data, from within the Detailed Planning cube. For example, if the user wants to see which employees comprise the taxable benefits line in an income statement, drill through displays a Detailed Planning data view showing the objects in the rows, time in columns, and the other dimensions in the pages.
7. To use drill through, select Enable Drill-through to Detailed Planning and click Edit.... The Drill-Through to Detailed Planning dialog appears, showing a list of the finance cube accounts that have a matching Detailed Planning summary account. Follow the instructions in the dialog. Note: By default, the list of finance cube accounts that are linked to calculations in the Detailed Planning model will be included in the list along with the related target Detailed Planning cube account. Users can pick and choose which accounts to allow the Drill-through for by selecting the checkbox next to the finance cube Account ID. You also have the option of choosing multiple Detailed Planning summary accounts. In some situations, multiple Detailed Planning accounts will be summarized into a single finance cube account. 8. Click OK.
9. Click Save.
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Adding Conditions in Detailed Planning
The same interface is used throughout Detailed Planning to create and manage conditions, which can be added to calculations, attributes, allocations, and schedules.
To Add a Condition
1. In the conditions dialog, click Add.
2. In the Add Condition dialog, select from the Attribute list. If the attribute is a dimension, you can click Select... to open the Dimensional Selector, where you can choose a member, including output members and/or dynamic member references. Caution: Creating conditions that use dynamic members requires enabling the Prophix Linked Server feature in the Administration Console.
For a detailed description of this feature and how to enable it, see the Prophix
10 R2 Installation and Configuration Guide.
3. Select an Operator. The options in this list are affected by the data type of the Attribute you selected. 4. Select or type a Value, as appropriate.
5. Click OK.
6. To add another condition, repeat the previous steps.
To Manage Conditions
1. In the conditions dialog select a condition. 2. To edit or delete the condition, click Edit or Remove.
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23
Chapter 23:
Common Personnel Planning Tasks
The topics in this chapter describe everyday functions required to manage and use Detailed Planning for personnel planning after its initial set up by the administrator. Most of these tasks can be performed by a Detailed Planning administrator or an end user, and include employee-related tasks, frequent tasks such as posting data, and reporting.
Manage Employee Profiles
This topic explains how to work with the most basic part of an employee record, the attributes.
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1. In Detailed Planning Manager, select the Employees panel.
2. To view or edit an existing employee, in the tree, locate and select the employee.
3. To add an employee, click Add. As the dialog indicates, it shows only the attributes that have been designated as either mandatory or required.
Tip: In the Employee tree, you can also create records by using the Copy and Paste commands in the toolbar; note as well that you can re-arrange records by using drag-and-drop.
4. Enter a unique ID for the employee.
5. Enter the Name in the same format as used for the existing records. Note that if you leave this field blank, Prophix automatically copies the value from ID. 6. Complete the other fields as appropriate.
7. Click Add. The Profile tab for the new employee appears.
8. Complete any remaining fields as appropriate.
9. Click Save.
10. To edit an employee, select the employee; the employee's attributes appear in the Profile tab and you can edit them if you have the appropriate security permission.
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11. To delete an employee, click Delete and click Yes. Best Practice: Typically this is only done to remove incorrect data; if an employee leaves the organization the best practice is to set the employee's Inactive attribute to True.
Manage Actions for an Employee
Actions are applied to employees on an individual basis. An action affects a single attribute and occurs in a specific period.
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. In Detailed Planning Manager, select the Employees panel.
In the tree, locate and select the employee.
Select the Actions tab.
Click Add.
Enter a Name for the action and any Comments that may be useful.
Select the Effective Date, which is the Time dimension member on which the action happens.
Select the Attribute from the drop-down list.
Enter the New Value for the attribute.
Click Save.
To change an action, select it and click Edit. Note that actions are sorted by Effective Date.
To delete an action, select it and click Remove.
Manage Discretionary Calculations for an Employee
Discretionary Calculations are applied on an employee-by-employee basis, typically by the department manager.
1. In Detailed Planning Manager, select the Employees panel.
2. In the tree, locate and select the employee.
3. Select the Discretionary tab. The Existing Calculations list shows the calculations defined as discretionary but not applied to this employee; Selected Calculations lists the discretionary calculations applied to this employee. Note that the administrator can also assign a calculation from the Administration panel.
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4. To add or remove a discretionary calculation, select it and click an arrow button to move it to the other list.
5. Click Save.
Adjust Calculations for an Employee
Adjustable Calculations are those that have one or more parameters that the administrator has specified can be changed by end users, typically department managers.
1. In Detailed Planning Manager, select the Employees panel.
2. In the tree, locate and select the employee.
3. Select the Adjustable tab. The Calculation drop-down lists all the adjustable calculations that are available for this employee. 4. Select a Calculation. The entire calculation appears, but only the parameters designated as adjustable are enabled.
5. Make your changes. To return the parameter to its default setting, click Set to
Default.
6. Click Save.
Manage Input Calculations for an Employee
The Detailed Planning administrator defines Input Calculations at the model level and can provide default values for them. Administrators and contributors can adjust these values or create news ones using the Input tab.
1. In Detailed Planning Manager, select the Employees panel.
2. In the tree, locate and select the employee.
3. Select the Input tab. 278
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All the Input Calculations that apply to the employee appear in a single table, with the Time dimension members of the scenario as columns and the calculations as rows. The Total column sums all the v alues in a row.
4. To spread values evenly across all the columns, change the value in Total; if you edit the value in any cell, Total reflects the change.
5. To change the time range, click the Start Period and End Period arrows, or drag the slider controls; the number of columns changes accordingly. Clicking the arrows at either end of the slider moves the range you have defined.
6. Click Save.
Manage Allocations for an Employee
The Detailed Planning administrator defines allocations at the model level; at the employee level administrators and contributors can apply and adjust them.
1. In Detailed Planning Manager, select the Employees panel.
2. In the tree, locate and select the employee.
3. Select the Allocations tab. 279
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4. 5. 6. 7. The tab lists all the allocations already applied to the employee. Allocations that appear in red are inactive; Allocations that appear in green have at least some parameters that are adjustable.
To add an allocation, click Add. If there are any remaining allocations available for the employee, the Edit Allocation - New Allocation dialog appears; select an allocation from the Name list; you can modify the parameters that are enabled.
To modify an allocation, select it and click Edit. To delete an allocation, select it and click Remove. Note that you can only delete discretionary allocations.
Click Save.
Using the Summary Tab
The Summary tab shows the data calculated for a given employee.
The Summary tab displays a read-only grid where the columns are all the time members and the rows are the results of all the calculations that affect the employee.
Note: The data in the Summary tab shows only the results of calculations, before any allocations are made.
1. In Detailed Planning Manager, select the Employees panel.
2. In the tree, locate and select the employee.
3. Select the Summary tab. When calculations have been defined it appears similar to the following example:
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Using the Summary Tab
The default view groups the calculations by their reporting categories. The first two columns show the calculation's name and ID. For each reporting category that has the "show total" option enabled, a subtotal line appears.
4. To change the scenario, in the toolbar select from the Scenarios drop-down list.
5. To change the view, click R eporting Category View and select Target
Account View to see the calculations grouped by the Detailed Planning cube target accounts they are associated with (when calculated data is posted, these are the accounts that receive it); Calculations that do not have a target account are grouped under Unlinked Calculations.
6. The default starting month is the employee's Start Period and the default last month is the last month in that fiscal year. The time scope is limited to the time scope of the employee record. To change the time range, use the Start
Period and End Period controls; to change the selected period, use the slider control.
Notes on the Summary Tab
l The Total Column is calculated depending on the Time Conversion of the target Detailed Planning cube account that a calculation links to; if a calculation is unlinked, the periods shown in the Summary tab (that is, 281
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l
controlled by the slider) are totaled.
Calculations of the type Formula always show a blank in their Total
Column.
l The calculations are recalculated when changes are made in the Employee panel and the Summary tab selected again.
Update the Employee List
In most organizations personnel change is continuous, and therefore the administrators for Detailed Planning will need to run the import process regularly. The simplest approach is to use the same DP Import process that was used for the original import of the employee data, assuming that it was saved; if it was not saved, recreate and save it. A best practice is to set the Write Options to Add and
Update Existing. As the data in the source changes, the same changes will propagate to your Detailed Planning model. Best Practice: For a termination, do not delete the employee record but rather set the employee's Inactive attribute to True. An even better practice is to do this through the import process: the source data should have its own Inactive field, and by setting that field to True, the termination is indicated.
Manage Reporting Categories
Reporting Categories are used to organize calculations in an Employee's Summary tab.
1. In Detailed Planning Manager, go to Administration > Model Properties > Reporting Categories.
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2. For any category, you can change the Show Total Line in Summary Tab setting directly.
3. To change the Name or Numeric Format, select a category and click Edit.
4. To add a category, click Add, complete the fields, and click Save.
5. To delete a category, select it, click Delete, click Yes, and click Save.
6. To change the order, select a category and drag it to a different place in the list.
Create an Allocation Report
To create an allocation report similar to this example, follow these basic steps:
1. Open Ad Hoc Analysis and select your Detailed Planning cube.
2. Select Edit Layout.
3. In Columns, add the Allocations dimension; add all its members (Source, Out, In, and Total) to the selection field.
4. In Rows, add your dimension of the Geography type (typically named something like Organization or Division); add the members that you want in the report to the selection field. For example, all the departments or divisions involved in the allocations.
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5. 6. 7. 8. In Pages, add the remaining dimensions and select the appropriate members.
Click OK.
Click Save and name and save the data view.
You can now proceed to create a report by opening the data view in Template Designer.
Posting Detailed Planning Data to Prophix Cubes
You post data from your Detailed Planning Model into a Prophix cube using the Business Process Manager's DP Postprocess or directly from Detailed Planning Manager (the process created is the same, and offers the same posting options). Posting processes Detailed Planning Object data for a specific scenario (runs actions,
calculations, and allocations) and consolidates and moves the results to the Detailed Planning cube and/or the financial cube. To run this process you must have administrator security access. The process can be run immediately or as part of a scheduled process folder.
The Post command is available on a toolbar in every part of the Administration panel:
1. 2. 3. 4. 5. In Detailed Planning Manager, select the Administration panel.
Select a node in the model structure and go to Tools > Post.
In the Post Data dialog, select the Scenario you want to post from.
In the Post Data To section, select the cube(s) you want to post to.
Click OK.
Changing the Member Properties Displayed in a Data
View
You can modify the member properties that appear in a data view.
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1. Open Template Designer.
2. Open the data view.
3. Where you want the new column to be, right-click an adjacent column and click Insert.
4. In the pane on the right, right-click the Rows node and select Create Copy. A red box with an 'x' drawn through it appears in the data view.
5. Drag the box to the appropriate position in the new column. If the new position does not clash with any existing content, the box outline turns blue and in the Select a location popup, the OK button is enabled. 6. Click OK. The copied member replaces the blue box; in the pane on the right, a new R ows node appears, representing the copy. 7. If you do not like the location of the copy, select the new node, hover the pointer over the highlighted box, and when the reposition pointer appears, drag the highlighted box to the proper position.
8. To change the Member Property displayed in a column:
l Beneath its Rows node, right-click the dimension and select Dimension properties....
l From Account, select the member that you want. Make any other changes and click OK.
9. Click Save.
285
Glossary
This appendix contains definitions for the terms used in Prophix.
A
Account Note
A short comment attached to an account. An Account Note can be used as a search criterion.
account type
Account types are account descriptions that determine whether an account is interpreted by Prophix as a negative or positive value. The Prophix Account Types are expense, revenue, asset, liability/equity and statistical.
action (DPM)
One of the three objects that affect how a Detailed Planning Object's data is processed, an action is defined for a single object and specifies the new value for an attribute and when the change occurs.
Ad Hoc Analysis
The Ad Hoc Analysis function is a spreadsheet-style interface that allows users to view and edit data for a selected subset of a database.
adjustable calculation
In Detailed Planning, a calculation where the administrator has defined one or more parameters to be editable by end users.
Adjustment Line
In a line item details schedule, the line showing the difference between the data in the main model and the sum of the line items.
287
C–C
administrator
A predefined role that has access to all Prophix modules. This role cannot be deleted.
allocation
One of the three objects that affect how a Detailed Planning Object's data is processed, an allocation is defined at the model level and specifies how to redistribute calculation data to other members of the Organization (Geography) dimension.
Alternate Hierarchy
see Hierarchy.
Analysis Services
Microsoft’s OLAP database service. It is part of the SQL Server database product.
attribute
Defines and stores a single unit of data in a Detailed Planning Object; for example, in personnel planning, Base Salary is a typical attribute of Employee.
C
calculation method
Calculation Methods determine how an account is used/calculated in relation to other accounts. The calculation methods include Input, Aggregate Children, Formula Standard, Formula applied to leaf member combinations only, Formula applied to non-leaf member combinations only, and Get data from an account in another cube.
calculation rule set
A calculation rule set is a grouping of account calculations that allows for multiple calculation methods to be used for an account in different versions. Calculation rule sets are created in the Versions dimension and applied in the Accounts dimension.
288
D–D
child member
A child is a dimension member that has another member (parent) directly above it in the dimension structure.
connection
Or more properly, data connector: a defined, re-usable server-database combination. Data connectors provide data sources for importing dimensions or data to Prophix.
cube
A set of data that is organized and summarized into a multidimensional structure defined by a set of dimensions and measures. Also known as an OLAP cube.
custom member properties
Custom Member Properties are user-defined account properties.
D
dashboard
A set of related scorecards, data views, and possibly charts, grouped to provide insight into some aspect of an organization's performance.
data connector
A defined, re-usable server-database combination. Data connectors provide data sources for importing dimensions or data to Prophix.
data view
also known as an ad hoc data view, it contains layout information for presenting dimension data in a grid format. Data views are used in both templates and in Ad Hoc Analysis.
Default Hierarchy
see Hierarchy.
289
E–D
Delta Analysis
A function that compares data from a single account or from two different accounts and automatically calculates variances and percent variances. Delta Analysis is available in templates and Ad Hoc Analysis.
Detailed Planning Object
In a Detailed Planning model, the container for the attributes, actions, calculations, and allocations of the entity being planned for; for example, in personnel planning, employees.
Detailed Planning schedule
A user-designed screen for viewing and entering Detailed Planning data in a tabular format; schedules are similar to Prophix templates, and can be used in Workflow.
dimension
Dimensions are hierarchical structures that represent the business units or departments of the organization. Examples of dimensions are Product, Department, Region and Organization. All models must have the Time, Versions and Accounts dimensions.
dimension level
A branch within a dimension; levels define the hierarchy of a dimension.
dimension name
Used to identify dimensions or members. They do not have to be unique and may be up to 100 characters long.
Dimensional Selector
The Dimensional Selector dialog is a drag-and-drop interface that allows users to select one or multiple members from a dimension.
discretionary calculation
In Detailed Planning, a calculation that the administrator defines as applicable on an entity-by-entity basis, in addition to the calculation scope that normally applies to it., thus allowing end users to decide how it is used.
290
E–F
drill across
A data analysis method that obtains supporting data from a relational data source for a single data cell.
drill down
A technique used to navigate through multidimensional data, which displays the members directly below the current member in the hierarchy.
drill up
A technique used to navigate through multidimensional data, which displays the member directly above the current member in the hierarchy.
dynamic member
A dimension member selected through a query that does not name specific members but rather the criteria for selecting them. This type of query is termed dynamic because the result changes if the dimension structure changes, thus automatically staying up-to-date. The dynamic member definitions are: Member plus children, Children only, Member plus descendants, Descendants only, Leaf descendants, or Non-leaf descendants. See also: static member
E
Expected Value
In SmartMonitor, the baseline value in a KPI. All the other parameters in the KPI are defined in relation to the Expected Value parameter.
F
fact table
A fact table is a relational database table that stores detailed information.
291
G– K
G
global vector
In Detailed Planning a numeric value dimensioned by the Time dimension and used to enforce assumptions that apply to all the entities in the model.
H
Hierarchy
The structure of a dimension, consisting of all its levels and members. Every dimension has a Default Hierarchy, which is its "natural" order for roll up. Certain dimensions, including user-defined ones, can also have an Alternate Hierarchy added. This is a user-defined roll-up structure that allows the dimension to be adapted to different kinds of reporting needs. Users can define multiple Alternate Hierarchies for a single dimension. Note that the Account, Version, Time Perspective, Currency, and Allocation dimensions cannot have Alternate Hierarchies.
K
key identifier
A unique identifier that may contain up to 40 characters. Keys cannot contain square or round brackets: ( ) [ ] .
Key Performance Indicator
(KPI); a metric defined by an organization to compare actual performance against a target value.
KPI
see Key Performance Indicator.
KPI collection
A set of KPIs that have the same Main Dimension and Time dimension.
292
L–K
KPI definition
In Prophix, a KPI is defined based on a single account/version/time perspective combination, which then can apply to multiple combinations of time periods and multiple members of the Main User Dimension.
KPI exception
The output of a KPI when it processes a member combination against a given trigger value and generates a result that exceeds the trigger value, thus becoming an outlier. A KPI has several possible exceptions: a strength, a weakness, an opportunity, or a threat.
KPI group
The term for two or more KPIs that have the same name but whose combinations of the Time dimension and Main Dimension do not overlap.
KPI opportunity
One of the exception types that define a KPI in SmartMonitor; an opportunity is quanitifed in the Opportunity/Threat Trigger and Trend Trigger attributes. An opportunity exception occurs if: a) the absolute value of the difference between the member combination value and the Strength Trigger is less than the Opportunity/Threat Trigger AND there is no strength exception b) the absolute value of the difference between the member combination value and the Weakness Trigger is less than the Opportunity/Threat Trigger AND there is a weakness exception.
KPI owner
The Prophix user responsible for answering any questions (through Workflow) about the exceptions generated by a given KPI.
KPI strength
One of the exception types that define a KPI in SmartMonitor; a strength is quanitifed in the Strength Trigger attribute. If the data value is greater than the trigger value, a strength exception occurs.
KPI threat
One of the exception types that define a KPI in SmartMonitor; a threat is quanitifed in the Opportunity/Threat Trigger attribute and Trend Trigger 293
L–L
attributes. A threat exception occurs if: a) the absolute value of the difference between the member combination value and the Weakness Trigger is less than the Opportunity/Threat Trigger AND there is no weakness exception b) the absolute value of the difference between the member combination value and the Strength Trigger is less than the Opportunity/Threat Trigger AND there is a strength exception.
KPI trend
In SmartMonitor scorecards, an indicator that shows the trend in results from one period to another: upward, downward, or no change.
KPI trigger
In SmartMonitor, any of four user-defined values in a KPI that, along with other attributes, the KPI algorithm uses to identify exeptions and trends. The KPI triggers are Strength, Weakenss, Opportunity/Threat, and Trend.
KPI type
An attribute of a KPI collection, a KPI type is user-defined label; each KPI in a collection is assigned a KPI type. KPI types organize the KPIs within a collection.
KPI weakness
One of the exception types that define a KPI in SmartMonitor; a weakness is quanitifed in the Weakness Trigger attribute. If the data value is less than the trigger value, a weakness exception occurs.
L
leaf level
The leaf level is the lowest level of a hierarchical structure.
leaf member
A leaf member belongs to lowest "branch" of members in a dimension structure. Leaf members are also known as detail members.
294
M–N
M
Main Dimension
The dimension selected to serve as the reporting entity in a KPI collection.
member combination
The cell or data point where a set of dimension members intersect in an OLAP cube.
member property
A custom property of a dimension member.
model
A Prophix model is a computer-based business model that includes the dimension(s) and their member hierarchies, cube(s) (data), member properties, and defined users and their security access.
N
named set
Named Sets are user-defined groupings of dimension members that are used in Data Entry and Reporting screens.
negative trend
In SmartMonitor, when a member combination has a lesser value in the current time period than in the prior time period AND the absolute value of the difference between current period and the prior period is greater than the Trend Trigger.
non-leaf member
A non-leaf member is member that does not belong to lowest "branch" of members in a dimension structure. These members are situated anywhere above leaf members in the structure.
295
O–P
normalization
In SmartMonitor, averaging the scores of all the KPIs in a collection to a single score, taking into account the weights assigned to the KPIs.
numeric format
Numeric Format defines the default format in data entry and reporting.
O
OLAP
Online Analytical Processing. OLAP software makes possible analysis of multidimensional data from multiple perspectives.
P
page dimension
A dimension whose members appear on different pages of a screen. These dimensions are determined in data views.
parent member
A parent is a dimension member that has another member (child) directly below it in the dimension structure.
parent-child dimension
A parent-child dimension is a type of dimension structure that create levels by mapping relationships between columns in the dimension table.
placeholder
A placeholder is a concept used in regular dimensions when a particular level does not have a member.
positive trend
In SmartMonitor, when a member combination has a greater value in the current time period than in the prior time period AND the absolute value of the difference between current period and the prior period is greater than the Trend Trigger.
296
R–S
prevent data entry
Prevent Data Entry prevents users from entering data into an account. Enable this option in Account Properties in Business Model Manager.
private dimension
A private dimension is a dimension can only be used in one cube.
procedural calculations
This option is available for accounts that utilize the "formula applied to leaf member combinations only" calculation method. It is used to optimize calculation performances; instead of being updated at run time, formula-leaf accounts are updated only when prompted by the Calculate process.
process folder
In Business Process Manager used to group processes together.
R
regular dimension
A regular dimension is a type of dimension structure that is a balanced hierarchy. This hierarchical structure is made up of "branches" called levels.
relational data view
File used to retrieve, filter and display data from relational data sources.
reporting category
In Detailed Planning's Summary tab, one of the groupings used to organize calculation rows when the Reporting Categories View is selected.
S
scenario
In Detailed Planning, the equivalent of a Version dimension in Prophix scenarios are used for what-if analysis and can be mapped to a Version in the Detailed Planning or Finance model.
297
T–S
scorecard
A report type that compares actual performance against goals. A scorecard brings together a set of key performance indicators (KPIs), showing the numeric data but also using graphics such as icons to more readily convey results and trends.
shared dimension
A shared dimension is a dimension that can be shared between one or more cubes in a database.
SmartMonitor
The Prophix functions that provide a performance management system featuring flexible scorecarding, dashboarding, and exception reporting.
spreading
A Prophix feature that allows users to enter data to a structure at a high level and have that data automatically allocated to lower members, using one of several methods, such as spreading evenly, spreading based on vectors, spreading based on existing data, etc.
SSAS
SQL Server Analysis Services.
static member
A dimension member selected in a query by name. This type of query is termed static because each time it is run it selects the named member(s). See also: dynamic member
SWOT
Strengths Weaknesses Opportunities Threats. An analysis and planning method used in business. SmartMonitor makes use of this methodology.
298
T–W
T
time conversion method
Defines how data is aggregated across different periodicities, such as from monthly values to quarterly values.
time spreading
A method that allows users to enter data at a high level in the time dimension and have data automatically allocated to lower time periods.
transform cube data
A process that allows users to manipulate data to perform tasks such as allocating existing data or forecasting data based on YTD data or assumptions.
W
workflow
The workflow process consists of projects, activities, and tasks. Users are given access to data using assigned workflow tasks.
Workflow project map
A section of Workflow Manager that provides an illustrative representation of project components
299
Index
A
account calculations 35
account properties
account note 34
users to Detailed Planning 263264
users to Prophix 125
Adjustable Calculations
described 234
managing 278
debit/credit 33
administrative roles 129
numeric formats 34
allocations
prevent data entry 35
defining 267
time conversion 33
Detailed Planning 216
Accounts dimension
Prophix 33
Actions
journals 176, 182
managing 269
managing employee 279
adding to employee 277
reporting 283
Detailed Planning 218
use case 92
Ad Hoc Analysis
Allocations dimension 226
data entry 63, 134
alternate owners 133
data navigation 65
asymmetrical selections 47, 121
distributing 147
Attributes, Detailed Planning 213
reporting 41
Audit Log 20
visualizations 64
adding
Actions to employee 277
B
conditions, Detailed Planning 273
balance sheet 39
employee attributes 254
Business Model Wizard 107
global vectors 262
Business Process Manager 81
budgeting 107
301
calculation rule sets – Default Scenario
cubes
C
calculation rule sets 37-38, 119
calculations
and models 17
Detailed Planning 206
currency
conversion 165
defining 257
creating mode 162
Discretionary 235
multi-currency 159
parameters 233
personnel planning 237
properties 232
D
validating 237
dashboards 101
Cell Comment Designer 69
data connector 16, 110, 113
cell comment reports 68
data entry
cell comments 68
ad hoc 134
cells
offline 51, 140
comments 42
templates 41, 120
entering 134
top-down 41
chart view 64
use case 137
child member 28
Workflow 78
Classification dimension 171
data import
collapsing data 67
Detailed Planning 222
conditional formatting 70
dimension structures 110
conditions 221
Prophix 97
connecting
to financial cube 271
connections
and databases 16
data navigation 65
data views
about 47
changing member properties 284
consolidations 169
properties 124
creating
templates for 120
allocation reports 283
schedules 265
Cube Permissions 23
302
types 50
default member 32
Default Scenario 220
defining – employee list
defining
allocations 267
calculations 257
employee attributes 254
scenarios 269
Described 211
Dimensional Selector
Business Modeler 25
dimensions
about 18
Delta Analysis 41, 71, 155
Accounts 19, 32
Detailed Planning
Business Modeler 25
about 6
Classification 171
Actions 218
geography 172
adding actions to employee 277
import 112
adding users 263-264
parent-child 27
Allocations 216
regular 26
Conditions 221
Time 19, 38
connecting to finance cube 271
Time Perspective 19
Data Architecture 206
user-defined 19, 39
Data Import 222
Detailed Planning dimension 224
Versions 18, 37
Discretionary Calculations
drill-through to 66
about 235
Employees dimension 224
managing 277
Global Vectors 219
Models 208
drill-through to Detailed Planning 66
Organization dimension 225
drill across 66
posting data to cubes 284
drill down 66
Reporting Categories 242
drill up 66
Review Templates 243
dynamic member 29
scenarios 220
Schedules 243
Shared Dimensions 229
E
Summary tab 280
email notification 131
Versions dimension 226
employee attributes
Workflow 241
adding to cube 256
Detailed Planning dimension 224
defining 254
Detailed Planning Object
managing 257
Attributes 213
employee list 282
303
employee profiles, managing – KPIs
employee profiles, managing 275
Groups 23
Employees dimension 224
Excel add-on
about 195
H
accessing 195
hierarchies 28, 60, 143
Exceptions 103
highlight exceptions 70
exclude missing
historical exchange rates 160
columns 124
rows 64, 124
I
importing
F
data 115
fact table 83
dimensions 112
financial analytics 63
Income Statement 54
financial consolidation 169
indent rows 124
Financial Controller 170
individual security 125
forecasting
InfoFlex 85
about 9
Input calculation
concertina 154
managing 278
mid-year 153
rolling 154
use case 154
functions 19
J
Journal Entry Binders
creating 176
G
enrolling 187
Posting 192
Geography dimension 172
Global Administrator 130
global vectors
adding 262
grid-and-chart view 65
grid view 64
groups 125
304
K
KPIs 103
line item detail reports – performance management
currency 159, 162
Detailed Planning 206
L
Financial Consolidation 171
line item detail reports 44
line item details 42
reporting 143
multi-currency 159
Line Item Details 42, 135
Line Item Details Designer 45
M
managing
N
Named Sets 32, 52, 145
notes in accounts 32
numeric formatting 34
allocations 269
employee attributes 257
employee profiles 275
O
global vectors 262
observers 133
Reporting Categories 282
offline data entry
scenarios 271
mapping
dimension structures 110
tables 98
Mapping Table Editor 112
members
default 32
dynamic 29
about 51
distributing 136
use case 140
OLAP database 16, See also SQL Server Analysis Services
cubes 17
defined 15
Organization dimension 225
properties 29, 143
special 31
static 29
P
type 29
Page dimension
types 29
Model Administrator 130
models
and templates 49
selector 135
parameter types 233
and cubes 17
parent member 28
budgeting 107
performance management 3
create 107
305
personnel planning – System Monitor
personnel planning
use cases 58, 149
Calculations 237
Review Templates 243
Default Attributes 214
roles
schedules use case 246
updating employee list 282
pivot data 67
pre-defined administrative roles 129
Roles 23
posting (Detailed Planning)
from Detailed Planning 284
to financial cubes 284
Pre-Defined Administrative Roles 129
procedural calculations 85
processes
about 81
S
scenarios
defining 269
Detailed Planning 220
managing 271
schedules
creating 137
creating 265
groups 87
Detailed Planning 243
Prophix for Excel
use case 246
about 195
scorecards 101
accessing 195
Security Administrator 130
software requirements 196
Security Manager 125
shared dimensions 229
R
SmartMonitor 101
relational data view 67
SmartSwap 33, 46
Report Binders
special members 31
creating 145
spread methods 42
distributing 86, 147
SQL Server Analysis Services 21
use case 149
Reporting Categories
using 282
reports
306
SmartPortal 19, 128
and OLAP 16
and Prophix 16
static members 29
Summary tab 280
creating 145
SWOTAnalysis 102
Prophix 143
System Monitor 20
Task – Workflow
use cases
alternate hierarchies 60
T
balance sheet 39
Task 75
data entry 140
Task Log 87
forecasting 154
Template Designer 122
income statement 54
templates
InfoFlex 92
data entry 135
named sets 52
described 49
personnel planning schedule 246
designing 120
reporting 58, 149
global 52
Workflow 137
objects 50
user-defined dimensions 39
offline 136
User Access 21
reports 145
users
time across 97
time conversion 33
access 125
Users 23
Time dimension
Prophix 38
time down 98
V
time periods
validating
mapping (Detailed Planning) 227
Time Perspective dimension
Prophix 18
calculations 237
Versions dimension
about 37
Time Scope in calculations 232
adding 118
Time Series in calculations 233
DetailedPlanning 226
top-down data entry 41
dimension 118
Triggers 103
rollover 119
visualizations 64
U
unique combinations 47
W
updating
Workflow
employee list 282
about 75
Financial Consolidation 187
307
Workflow Activity – writeback data
setup 131
use case 137
Workflow Activity 75
Workflow Contribution 78
Workflow Manager 131
Workflow Project 75
Workflow Tasks 78
writeback data 83
308
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