DCMS Design Document v2.0
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Here are the steps to transfer eliminations data from the Eliminations Cube to the DCMS Group CoA Cube: 1. In the Eliminations Cube, create a consolidation version that sums up the Actual and Adjustments versions for each account. 2. Create a data transfer from the Eliminations Cube consolidation version to the DCMS Group CoA Cube. Target the transfer to the "Entity for Eliminations" member in the Bodies dimension. 3. In the data transfer, map the accounts in the Eliminations Cube to the corresponding accounts in the DCMS Group CoA Cube. 4. Set the data transfer type to "Replace". This will overwrite the existing balances
DCMS Design Document v2.0
- 1. Department for Culture Media and Sports (DCMS) PROPHIX Design Specifications Version 2.0 September 12, 2011 Prepared by: Pako Chan
- 2. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 2 of 16 Table of Contents DOCUMENT CONTROL.................................................................................................................................................................................3 SCOPE & OBJECTIVES......................................................................................................................ERROR! BOOKMARK NOT DEFINED. PROJECT TEAM.................................................................................................................................ERROR! BOOKMARK NOT DEFINED. DESIGN OVERVIEW ......................................................................................................................................................................................4 LOGICAL ARCHITECTURE ................................................................................................................................................................................4 ENTERPRISE ARCHITECTURE ...........................................................................................................................................................................5 ITARCHITECTURE.......................................................................................................................................ERROR! BOOKMARK NOTDEFINED. TECHNICAL SPECIFICATIONS .........................................................................................................ERROR! BOOKMARK NOT DEFINED. D0100 –MODEL DESIGN .............................................................................................................................................................................6 D0200 –DIMENSIONS SPECIFICATIONS.........................................................................................................................................................6 TEMPLATES ....................................................................................................................................................................................................9 DATA ENTRY TEMPLATES ...............................................................................................................................................................................9 T0100 –Trial Balance Input Template..............................................................................................................................................9 T0200 – Eliminations Input Template ............................................................................................................................................11 REPORTING TEMPLATE.................................................................................................................................................................................12 R0100 – Consolidated Statement of Comprehensive Net Expenditure....................................................................................12 R0110 – Consolidated Statement of Financial Position .............................................................Error! Bookmark not defined. R0120 – Consolidated Statement of Cash Flows.........................................................................Error! Bookmark not defined. R0130 – Consolidated Statement of Changes in Taxpayers Equity .........................................Error! Bookmark not defined. R0200 – Eliminations Review Template ........................................................................................................................................13 R0300 – Analysis of Net Resource Outturn by Section................................................................................................................14 WORKFLOW......................................................................................................................................ERROR! BOOKMARK NOT DEFINED. W0100 –YEAR-END CONSOLIDATION REPORTING CYCLE ...........................................................................ERROR! BOOKMARK NOTDEFINED. Obtaining Offline Excel templates prior to server setup............................................................Error! Bookmark not defined. BUSINESS PROCESS ....................................................................................................................................................................................15 B0100 –TRANSFERRING ELIMINATIONS DATAFROM ELIMINATIONS CUBETO DCMS CUBE ..........................................................................15 B0200 –TRANSFERRING DATAFROMEXISTING SCOA TO NEW SCOA..........................................................................................................16
- 3. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 3 of 16 DOCUMENTCONTROL Version Author Date Reasons 1.0 Pako Chan Feb 1, 2011 Version 1 1.1 Pako Chan Feb 2, 2011 - Added workflow designs for management monthly reporting cycleand year-end consolidation reportingcycle - Updated design for T/B Input Template and CPID Input Template 2.0 Pako Chan Sep 12, 2011 Redesigned the model for the following: - New Group CoA cube - New Eliminationscube - New T/B inputtemplate - New EliminationsReview template
- 4. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 4 of 16 DESIGN OVERVIEW The followingsection describes the high-level overview of the PROPHIX implementation. It is divided into three areas: Logical Architecture – The cubes composition and intended use, and their interaction with each other Enterprise Architecture – The way PROPHIX fits into the organization’s ITinfrastructure D0100 – Logical Architecture The DCMS Group CoA Cube (cube name to be confirmed with client) will beused for reporting at core department and bodies level and at the consolidated level usingthe Group CoA. It will hold data by accounts and programme object codes from all bodies reportingto DCMS, as well as data from DCMS. Consolidation elimination processes will beperformed in the Eliminations Cube. This cube will havea “Counterparties” dimension to track the targets of each elimination amount.To simplify the elimination process,this cubewill hosta subset of accounts thatspecifically related to the bodies and eliminations.Elimination amounts will betransferred to the DCMS cube for the purposes of consolidation and year-end reporting. The DCMS Cube (current cube) will be used for consolidated reportingby bodies under the COINS chartof accounts (CoA). Consolidated trial balancedata will betransferred from the DCMS Group CoA Cube. A mappingtable will beused to convert the data from Group CoA to COINS CoA.
- 5. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 5 of 16 D0200 – Enterprise Architecture All data will be loaded to Prophix through offlineand/or onlinetemplates generated by Prophix. Prophix will consolidate all the data and generate consolidated reports for the users.Prophix will also providean environment where users can approve incomingdata prior to generating reports.
- 6. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 6 of 16 Model Design M0100 – Cube Specifications DCMS Cube (current cube) Accounts 1.0 Account Time 8.0 Time Versions 9.0 Version Time Perspective 9.9 Time Perspective Other Dimension 1 2.0 Bodies Other Dimension 2 3.0 Programme Objects DCMS Group CoA Cube Accounts 1.1 Group CoAs Time 8.0 Time Versions 9.0 Version Time Perspective 9.9 Time Perspective Other Dimension 1 2.0 Bodies Other Dimension 2 3.0 Programme Objects Eliminations Cube Accounts 1.2 MatchingRelations Accounts Time 8.0 Time Versions 9.0 Version Time Per 9.9 Time Perspective Other Dimension 1 2.0 Bodies Other Dimension 2 2.1 Counterparties Other Dimension 3 3.0 Programme Objects Note: If a dimension shares the same numbering with another dimension in another cube, then those two dimensions are shared M0200 – Dimensions Specifications 1.0 ACCOUNTS Type Accounts Description Contains the COINS CoA structure, as well as anyother statistical accounts 1.1 Group CoA Type Accounts Description Contains the GroupCoA structure, as well as anyother statistical accounts
- 7. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 7 of 16 1.1 MATCHING RELATIONS ACCOUNTS Type Accounts Description Contains a subset ofaccounts fromthe Group COA that relates to eliminations. The Matching Relations will be the parent for thissubset of accounts, organized based onthe relationships of the accounts. A Matching Relations parent account will addupallof its children accounts. The users will enter eliminations data basedon the naturalsigns of the accounts Note Make sure to use the same account keyfor the same account as inthe 1.1 Group CoA dimension 2.0 BODIES Type Other Hierarchy Parent Child Description Contains DCMS group’s structure:Internal, bodies, BBC. There will alsobe a new Eliminations entityto holdall the eliminations data Member properties Director, Bodies_Num Note Add in ELIM001 – Entity for Eliminations to hold all eliminations data 2.1 COUNTERPARTIES Type Other Hierarchy Parent Child Description The same structure as 2.0 Bodies. The purpose of this dimensionis to allowusers to target specific eliminationadjustments to a specific body/department. 3.0 PROGRAMME OBJECTS Type Other Hierarchy Parent Child Description List of current programme object codes, groupbyprogramme groups. Note Set up a “No_Code” member for balance sheet accounts that donot use programme object code Note If the Programme Objects Codes are different betweenthe COINSstructure andthe Group structure, you will needto create a newProgramme Object dimensionfor the GroupCoA cube Note Set up a namedset called “Eliminations Programme Object Codes” and put inall the programme object codes that are related to eliminations
- 8. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 8 of 16 8.0 TIME Type Time Description Calendar 12 Month but not Calendar months. Apr-Mar time frame. Time Range 2010-2015 (Apr 1 Start Date) Levels Years-Quarters-Months 9.0 VERSIONS Type Versions Description Contains Actual, Original Budget, Latest Budget, 12 Forecast versions (one for eachmonth), Adjustments version(i.e. Period 13/14), anda Consolidationversion to addActualand Adjustments Note In the current Versiondimension, there is an elimination versionfor each body. These eliminationversions will nolonger be requiredunder the newdesign as there will be a separate cube to handle the eliminations. As such, these eliminations shouldbe removed. Prior to the removal, please make sure all the data inthese versions are removed. 9.9 TIME PERSPECTIVE Type Time Perspective Description Determines the additionof valuesacross time, which includes Month and Year-To-Date Description Can be either Month, YTD
- 9. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 9 of 16 Templates This design document will document only the templates that are new to this model design.Pleaserefer to the previous design document for the designs of the original templates. Data Entry Templates T0100 –Income Statement Trial Balance Input Template Prophix will assistin building this templatefor the non-consolidated DCMS department. Usingthis template as a base, DCMS will beresponsibleto create a separate income statement T/B inputtemplate for each body. The reason is that each template will haveonly the relevant programme object codes on the template for that specific body/department. Prophix will setup the data views related to this template so that DCMS can easily changethe programme object codes for the bodies’templates. Data View #1 DCMS Group CoA Cube DIMENSION MEMBERS PAGES Version Actual Time Perspective BASE Bodies DCMS Time March 2011 (or 2011.LeafDescendants) COLUMNS Programme Objects All Programme Object Codes relevantto DCMS ROWS Group CoA All Income Statement accounts Note: Add in template formula to check for validity of the data.For example, add a total at the end of the programme object codes and income statement accounts to make surethe totals are correct.
- 10. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 10 of 16 T0150 –Balance Sheet Trial Balance Input Template Because all balancesheetdata will beinput into one programme object code, there is no need to create separate template for each body / department. Data View #1 DCMS Group CoA Cube DIMENSION MEMBERS PAGES Version Actual Time Perspective BASE Bodies All bodies leaf descendants Programme Objects Non-programme object specific COLUMNS Time Last Month of the Current Year (e.g. Mar, 2011) ROWS Group CoA All BalanceSheet accounts Note: Add in template formula to check for validity of the data.For example, add a total at the end to make surethe balancesheet balanced.
- 11. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 11 of 16 T0200 – Eliminations Input Template The concept of the eliminations inputtemplateis as follow: 1. Send out the same template to the bodies and request them to fill outthe Counterparty portion. The first column will be populated (if the balances areavailablefromDCMS) to assistthebodies in completingtheir templates. 2. All amounts entered in will bebased on the “natural”sign.That is,positivesign for debit accounts and negative signs for creditaccounts. 3. Once the elimination amounts have been reviewed, they will betransferred to the DCMS Group CoA cube to the “Entity for Eliminations”.The idea is to subtract the elimination amounts fromthe existingbalances. Data View #1 Eliminations Cube DIMENSION MEMBERS PAGES Version Actual Time Perspective BASE Bodies DCMS Counterbodies All bodies leaf descendants Programme Objects Eliminations Programme Object Codes COLUMNS Time Last Month of the Current Reporting Year ROWS MatchingRelations Accounts All member plus descendants Data View #2 Eliminations Cube DIMENSION MEMBERS PAGES Time Last Month of the Current Reporting Year Time Perspective BASE Version Actual Bodies All bodies leaf descendants Programme Objects Eliminations Programme Object Codes COLUMNS Counterbodies All bodies leaf descendants ROWS MatchingRelations Accounts All member plus descendants NOTE 1: Make surethe Counterbodies dimension of Data View 1 and the Bodies dimension of Data View 2 are grouped together on the template.
- 12. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 12 of 16 Reporting Template R0100 – Consolidated Statement of Taxpayers’ Equity Data View #1 DCMS Group CoA Cube DIMENSION MEMBERS PAGES Version Actual Consolidated Bodies DCMS Consolidated Programme Objects Non-programme object specific COLUMNS Time Perspective BASE ROWS Time Prior Year, Current Year Group CoA All accounts related to General Funds Data View #2 DCMS Group CoA Cube DIMENSION MEMBERS PAGES Version Actual Consolidated Bodies DCMS Consolidated Programme Objects Non-programme object specific COLUMNS Time Perspective BASE ROWS Time Prior Year, Current Year Group CoA All accounts related to Revaluation Reserve Data View #3 DCMS Group CoA Cube DIMENSION MEMBERS PAGES Version Actual Consolidated Bodies DCMS Consolidated Programme Objects Non-programme object specific COLUMNS Time Perspective BASE ROWS Time Prior Year, Current Year Group CoA All accounts related to Donated Asset Reserve NOTE 1: All three of the data views areplaced side-by-side.Adjustspacingto lineup all the data views to create the desired formatting. Add in additional textwhere needed. NOTE 2: The Total Reserve column is set up as a summation column in the template, rather than creatinga separate data view to obtain the total.
- 13. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 13 of 16 R0200 – Eliminations Review Template Data View #1 Eliminations Cube DIMENSION MEMBERS PAGES Time Last Month of the Current Reporting Year Time Perspective BASE COLUMNS Version Actual, Adjustments, Actual Consolidated ROWS (Use exclude missing rows) MatchingRelations Accounts Firstmatchingrelations group.leafdescendants Second matching relations group.leafdescendants Etc. Bodies All.LeafDescendants Counterbodies All.LeafDescendants Programme Objects Eliminations Programme Object Codes Note: Insert a blank column (within the data view) and type in the matchingrelations codeto help identify which matching relations theaccounts arerelated to.
- 14. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 14 of 16 R0300 – Analysis of Net Resource Outturn by Section Data View #1 DCMS Group CoA Cube DIMENSION MEMBERS PAGES Version Actual Consolidated Bodies DCMS Consolidated Time Perspective BASE Time Current Reporting Year, Prior Reporting Year COLUMNS Group CoA All accountgroupings related to Admin, Other current, Grant, Gross Resource Expenditure, and A-in-A. The Net Total can be calculated on the template. Consider creatingProphix stataccounts to calculatethese accountgroupings to minimize the number of accounts in the columns. Also create an additional Prophix stataccountto hold the Estimate Net Total. The Net Total outturn compared with estimate can be calculated on the template. ROWS Programme Objects Programme Objects groups related to this report
- 15. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 15 of 16 Business Process B0100 – Transferring Eliminations data from Eliminations Cube to DCMS Group CoA Cube Purpose: To transfer eliminationsdata fromthe Eliminations Cubeto the DCMS Group CoA Cube for consolidation reporting in DCMS Group CoA cube. 1. Update: Update EliminationsCube Process Data only 2. Export: Export data from Eliminations Cube Set the export to a tab delimited text fileor a tablein a Prophix Custom database Use the followingselections for the layoutof the export: o Columns: Measures: Value o Rows: Time: Last Month of the Current Reporting Year Version: Actual Consolidated Time Perspective: Base Bodies: All Counterparties: All MatchingRelations Accounts: All.LeafDescendants Programme Object: All.LeafDescendants o Set Reverse Signfor Debit Accounts 3. Remove: Remove existingeliminationsdata in DCMS Group CoA Cube Set the process to remove the followingdata from the DCMS Group CoA cube: o Time: Last Month of the Current Reporting Year o Version: Actual o Time Perspective: Base o Bodies: ELIM001 – Entity for Eliminations o Accounts: All.LeafDescendants o Programme Object: All.LeafDescendants 4. Import: Import data to DCMS Group CoA Cube Use the samedata connector as step 2 Set the Bodies to Constant and point the import to ELIM001 – Entity for Eliminations.All other dimensions should match the fields fromthe export file. 5. Update: Update DCMS Cube Process Data only
- 16. DCMS Prophix Design Document 962bc64b-d3af-4952-88b8-e02460a06dd7-150507133602-lva1-app6891 Page 16 of 16 B0200 – Transferring data from DCMS Group CoA Cube to DCMS cube (COINS cube) Purpose: To transfer consolidated data from the Group CoA structure to the COINS CoA structure 1. Update: Update DCMS Group CoA Cube – Process Data only 2. Export: Export data from DCMS Group CoA Cube Set the export to a tab delimited text fileor a tablein a Prophix Custom database Use the followingselections for the layoutof the export: o Columns: Measures: Value o Rows: Time: 2010.LeafDescendants (as anexample) Version: Actual, Adjustments Time Perspective: Base Bodies: All.LeafDescendants Accounts: All.LeafDescendants Programme Object: All.LeafDescendants 3. Remove: Remove existingdata in DCMS Cube Set the process to remove the followingdata from the DCMS cube: o Time: 2010.LeafDescendants (as anexample) o Version: Actual, Adjustments o Time Perspective: Base o Bodies: All.LeafDescendants o Accounts: All.LeafDescendants o Programme Object: All.LeafDescendants 4. Import: Import the data to DCMS Cube Use the samedata connector as step 2 Use a mappingtable to map accounts from the Group CoA cube to the accounts in the COINS CoA cube If the Programme Object Code is different between the Group CoA cube and the COINS cube, then a mappingtable will berequired for the Programme Object dimension 5. Update: Update DCMS Cube Process Data only