Process Overview

Data management requires these steps:

  1. The Administrator sets up system settings information: Connections, Currencies, Frequencies, Periods, Preferences. See Managing System Settings.

  2. The Administrator or Power User completes the required setup procedures:

    • Sets up users. See Setting Up Users.

    • Sets up metadata information referenced in a data set; for example, dimension definition and members. See Working With Dimensions.

      Note:

      For existing Financial Management applications, you can import the dimension definition and members with the Financial Management Integration process.

  3. The Power User defines the data set:

    • Creates data sets, attributes, and calculation and validation rules for the attributes.

      Note:

      Users can input or calculate an attribute. See Working With Data Sets.

    • Creates additional Data Form Templates with a summarized section, and defines the section to include group by, and adds mapping information to Financial Management. See Managing Form Templates.

    • Assigns workflow and access for each data form template.

    • Deploys the form template to a specific data collection period to be ready for the collection process.

      • If the period is not open, then the form instances are in pending status.

      • If the period is open, then the form instance is active and available for data entry. See Managing Form Templates.

    • Sends email alerts to assigned analysts for their related data forms.

  4. The Preparer loads the data:

    • Loads data manually or uses a CSV file for each form data, web UI, or Smart View.

    • Performs validation and ensure correctness of data.

    • Submits data for approval.

  5. The Approver reviews and approves or rejects the data (may have multiple levels of approval).

  6. The Administrator opens the Period after dimensions, data sets, and forms are created in the system, and opens a Period to start the data collection process.

  7. The Administrator or Power User sends email alerts to assigned analysts for their related data forms.

  8. The Preparer or Approver groups and filters data to focus on certain data segments.

  9. The User who performs posting to Financial Management is the one assigned as Integrator for the form. This user must also have proper data access in Financial Management to post the data to Financial Management:

    • View summarized data after data is approved (depends on workflow option)

    • Post data to Financial Management

  10. The Administrator closes and locks the period for the data collection:

    • Closes Period for Data Collection (prevent additional form instances to start)

    • Locks Period for Data Collection (no more changes)