dcms design document v2.0

Department for Culture Media and Sports (DCMS)

PROPHIX Design Specifications

Version 2.0September 12, 2011

Prepared by: Pako Chan

DCMS Prophix Design Document

Table of Contents

DOCUMENT CONTROL................................................................................................................................................... 3

SCOPE & OBJECTIVES..................................................................................................................................................... 4

PROJECT TEAM.............................................................................................................................................................. 4

DESIGN OVERVIEW........................................................................................................................................................ 5

LOGICAL ARCHITECTURE............................................................................................................................................................5ENTERPRISE ARCHITECTURE.......................................................................................................................................................6IT ARCHITECTURE....................................................................................................................................................................6

TECHNICAL SPECIFICATIONS........................................................................................................................................... 7

D0100 – MODEL DESIGN........................................................................................................................................................7D0200 – DIMENSIONS SPECIFICATIONS.......................................................................................................................................7

TEMPLATES................................................................................................................................................................. 10

DATA ENTRY TEMPLATES........................................................................................................................................................10T0100 –Trial Balance Input Template...........................................................................................................................10T0200 – Eliminations Input Template...........................................................................................................................11

REPORTING TEMPLATE............................................................................................................................................................13R0100 – Consolidated Statement of Comprehensive Net Expenditure..........................................................................13R0110 – Consolidated Statement of Financial Position.................................................................................................14R0120 – Consolidated Statement of Cash Flows...........................................................................................................15R0130 – Consolidated Statement of Changes in Taxpayers Equity...............................................................................16R0200 – Eliminations Review Template........................................................................................................................17R0300 – Analysis of Net Resource Outturn by Section..................................................................................................18

WORKFLOW................................................................................................................................................................ 19

W0100 – YEAR-END CONSOLIDATION REPORTING CYCLE.............................................................................................................19Obtaining Offline Excel templates prior to server setup................................................................................................19

BUSINESS PROCESS...................................................................................................................................................... 21

B0100 – TRANSFERRING ELIMINATIONS DATA FROM ELIMINATIONS CUBE TO DCMS CUBE...............................................................21B0200 – TRANSFERRING DATA FROM EXISTING SCOA TO NEW SCOA............................................................................................22

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DOCUMENT CONTROLVersion 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 cycle and year-end consolidation reporting cycle

- 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 Eliminations cube- New T/B input template- New Eliminations Review template

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DESIGN OVERVIEW

The following section 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 IT infrastructure

D0100 – Logical Architecture

The DCMS Group CoA Cube (cube name to be confirmed with client) will be used for reporting at core department and bodies level and at the consolidated level using the Group CoA. It will hold data by accounts and programme object codes from all bodies reporting to DCMS, as well as data from DCMS.

Consolidation elimination processes will be performed in the Eliminations Cube. This cube will have a “Counterparties” dimension to track the targets of each elimination amount. To simplify the elimination process, this cube will host a subset of accounts that specifically related to the bodies and eliminations. Elimination amounts will be transferred to the DCMS cube for the purposes of consolidation and year-end reporting.

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DCMS Prophix Design DocumentThe DCMS Cube (current cube) will be used for consolidated reporting by bodies under the COINS chart of accounts (CoA). Consolidated trial balance data will be transferred from the DCMS Group CoA Cube. A mapping table will be used to convert the data from Group CoA to COINS CoA.

D0200 – Enterprise Architecture

All data will be loaded to Prophix through offline and/or online templates generated by Prophix. Prophix will consolidate all the data and generate consolidated reports for the users. Prophix will also provide an environment where users can approve incoming data prior to generating reports.

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Model Design

M0100 – Cube Specifications

DCMS Cube (current cube)Accounts 1.0 AccountTime 8.0 TimeVersions 9.0 VersionTime Perspective 9.9 Time PerspectiveOther Dimension 1 2.0 BodiesOther Dimension 2 3.0 Programme Objects

DCMS Group CoA CubeAccounts 1.1 Group CoAsTime 8.0 TimeVersions 9.0 VersionTime Perspective 9.9 Time PerspectiveOther Dimension 1 2.0 BodiesOther Dimension 2 3.0 Programme Objects

Eliminations CubeAccounts 1.2 Matching Relations AccountsTime 8.0 TimeVersions 9.0 VersionTime Per 9.9 Time PerspectiveOther Dimension 1 2.0 BodiesOther Dimension 2 2.1 CounterpartiesOther 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 ACCOUNTSType Accounts

Description Contains the COINS CoA structure, as well as any other statistical accounts

1.1 Group CoA

Type Accounts

Description Contains the Group CoA structure, as well as any other statistical accounts

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1.1 MATCHING RELATIONS ACCOUNTSType Accounts

Description Contains a subset of accounts from the Group COA that relates to eliminations. The Matching Relations will be the parent for this subset of accounts, organized based on the relationships of the accounts.

A Matching Relations parent account will add up all of its children accounts. The users will enter eliminations data based on the natural signs of the accounts

Note Make sure to use the same account key for the same account as in the 1.1 Group CoA dimension

2.0 BODIES

Type Other

Hierarchy Parent Child

DescriptionContains DCMS group’s structure: Internal, bodies, BBC. There will also be a new Eliminations entity to hold all the eliminations data

Member properties Director, Bodies_NumNote Add in ELIM001 – Entity for Eliminations to hold all eliminations data

2.1 COUNTERPARTIES

Type Other

Hierarchy Parent Child

DescriptionThe same structure as 2.0 Bodies. The purpose of this dimension is to allow users to target specific elimination adjustments to a specific body/department.

3.0 PROGRAMME OBJECTS

Type Other

Hierarchy Parent ChildDescription List of current programme object codes, group by programme groups.Note Set up a “No_Code” member for balance sheet accounts that do not use programme object code

NoteIf the Programme Objects Codes are different between the COINS structure and the Group structure, you will need to create a new Programme Object dimension for the Group CoA cube

Note Set up a named set called “Eliminations Programme Object Codes” and put in all the programme object codes that are related to eliminations

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8.0 TIME

Type TimeDescription 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 VersionsDescription Contains Actual, Original Budget, Latest Budget, 12 Forecast versions (one for each month),

Adjustments version (i.e. Period 13/14), and a Consolidation version to add Actual and Adjustments

Note In the current Version dimension, there is an elimination version for each body. These elimination versions will no longer be required under the new design as there will be a separate cube to handle the eliminations. As such, these eliminations should be removed. Prior to the removal, please make sure all the data in these versions are removed.

9.9 TIME PERSPECTIVE

Type Time Perspective

Description Determines the addition of values across time, which includes Month and Year-To-DateDescription Can be either Month, YTD

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TemplatesThis design document will document only the templates that are new to this model design. Please refer to the previous design document for the designs of the original templates.

Data Entry Templates

T0100 –Income Statement Trial Balance Input Template Prophix will assist in building this template for the non-consolidated DCMS department. Using this template as a base, DCMS will be responsible to create a separate income statement T/B input template for each body. The reason is that each template will have only the relevant programme object codes on the template for that specific body/department. Prophix will set up the data views related to this template so that DCMS can easily change the programme object codes for the bodies’ templates.

Data View #1 DCMS Group CoA Cube DIMENSION MEMBERSPAGES Version Actual

Time Perspective BASEBodies DCMSTime March 2011 (or 2011.LeafDescendants)

COLUMNS Programme Objects All Programme Object Codes relevant to DCMSROWS 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 sure the totals are correct.

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T0150 –Balance Sheet Trial Balance Input Template Because all balance sheet data will be input into one programme object code, there is no need to create separate template for each body / department.

Data View #1DCMS Group CoA Cube DIMENSION MEMBERSPAGES Version Actual

Time Perspective BASEBodies All bodies leaf descendantsProgramme Objects Non-programme object specific

COLUMNS Time Last Month of the Current Year (e.g. Mar, 2011)ROWS Group CoA All Balance Sheet accounts

Note: Add in template formula to check for validity of the data. For example, add a total at the end to make sure the balance sheet balanced.

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T0200 – Eliminations Input TemplateThe concept of the eliminations input template is as follow:

1. Send out the same template to the bodies and request them to fill out the Counterparty portion. The first column will be populated (if the balances are available from DCMS) to assist the bodies in completing their templates.

2. All amounts entered in will be based on the “natural” sign. That is, positive sign for debit accounts and negative signs for credit accounts.

3. Once the elimination amounts have been reviewed, they will be transferred to the DCMS Group CoA cube to the “Entity for Eliminations”. The idea is to subtract the elimination amounts from the existing balances.

Data View #1Eliminations Cube DIMENSION MEMBERSPAGES Version Actual

Time Perspective BASEBodies DCMSCounterbodies All bodies leaf descendantsProgramme Objects Eliminations Programme Object Codes

COLUMNS Time Last Month of the Current Reporting YearROWS Matching Relations

AccountsAll member plus descendants

Data View #2Eliminations Cube DIMENSION MEMBERSPAGES Time Last Month of the Current Reporting Year

Time Perspective BASEVersion ActualBodies All bodies leaf descendantsProgramme Objects Eliminations Programme Object Codes

COLUMNS Counterbodies All bodies leaf descendantsROWS Matching Relations

AccountsAll member plus descendants

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DCMS Prophix Design DocumentNOTE 1: Make sure the Counterbodies dimension of Data View 1 and the Bodies dimension of Data View 2 are grouped together on the template.

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Reporting Template

R0100 – Consolidated Statement of Taxpayers’ Equity

Data View #1DCMS Group CoA Cube DIMENSION MEMBERSPAGES Version Actual Consolidated

Bodies DCMS ConsolidatedProgramme Objects Non-programme object specific

COLUMNS Time Perspective BASEROWS Time Prior Year, Current Year

Group CoA All accounts related to General Funds




Group CoA All accounts related to Revaluation Reserve




Group CoA All accounts related to Donated Asset Reserve

NOTE 1: All three of the data views are placed side-by-side. Adjust spacing to line up all the data views to create the desired formatting. Add in additional text where needed.

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DCMS Prophix Design DocumentNOTE 2: The Total Reserve column is set up as a summation column in the template, rather than creating a separate data view to obtain the total.

R0200 – Eliminations Review Template

Data View #1Eliminations Cube DIMENSION MEMBERSPAGES Time Last Month of the Current Reporting Year

Time Perspective BASECOLUMNS Version Actual, Adjustments, Actual ConsolidatedROWS(Use exclude missing rows)

Matching Relations Accounts

First matching relations group.leafdescendantsSecond matching relations group.leafdescendantsEtc.

Bodies All.LeafDescendantsCounterbodies All.LeafDescendantsProgramme Objects Eliminations Programme Object Codes

Note: Insert a blank column (within the data view) and type in the matching relations code to help identify which matching relations the accounts are related to.

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R0300 – Analysis of Net Resource Outturn by Section


Bodies DCMS ConsolidatedTime Perspective BASETime Current Reporting Year, Prior Reporting Year

COLUMNS Group CoA All account groupings related to Admin, Other current, Grant, Gross Resource Expenditure, and A-in-A. The Net Total can be calculated on the template.

Consider creating Prophix stat accounts to calculate these account groupings to minimize the number of accounts in the columns.

Also create an additional Prophix stat account to 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

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Business Process

B0100 – Transferring Eliminations data from Eliminations Cube to DCMS Group CoA CubePurpose: To transfer eliminations data from the Eliminations Cube to the DCMS Group CoA Cube for consolidation reporting in DCMS Group CoA cube.

1. Update: Update Eliminations Cube Process Data only

2. Export: Export data from Eliminations Cube Set the export to a tab delimited text file or a table in a Prophix Custom database Use the following selections for the layout of 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 Matching Relations Accounts: All.LeafDescendants Programme Object: All.LeafDescendants

o Set Reverse Sign for Debit Accounts

3. Remove: Remove existing eliminations data in DCMS Group CoA Cube Set the process to remove the following data from the DCMS Group CoA cube:

o Time: Last Month of the Current Reporting Yearo Version: Actualo Time Perspective: Baseo Bodies: ELIM001 – Entity for Eliminationso Accounts: All.LeafDescendantso Programme Object: All.LeafDescendants

4. Import: Import data to DCMS Group CoA Cube Use the same data 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 from the export file.5. Update: Update DCMS Cube

Process Data only

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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 only2. Export: Export data from DCMS Group CoA Cube

Set the export to a tab delimited text file or a table in a Prophix Custom database Use the following selections for the layout of the export:

o Columns: Measures: Value

o Rows: Time: 2010.LeafDescendants (as an example) Version: Actual, Adjustments Time Perspective: Base Bodies: All.LeafDescendants Accounts: All.LeafDescendants Programme Object: All.LeafDescendants

3. Remove: Remove existing data in DCMS Cube Set the process to remove the following data from the DCMS cube:

o Time: 2010.LeafDescendants (as an example)

o Version: Actual, Adjustments

o Time Perspective: Baseo Bodies: All.LeafDescendants

o Accounts: All.LeafDescendantso Programme Object: All.LeafDescendants

4. Import: Import the data to DCMS Cube Use the same data connector as step 2 Use a mapping table 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

mapping table will be required for the Programme Object dimension5. Update: Update DCMS Cube

Process Data only

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dcms design document v2.0

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