When uploading new source data the system will alert the user to new accounts or other dimensional data and allow it to be mapped

Description

When uploading new data through CSV files or an automated integration, the system should have the capability to detect new entries in accounts or related dimensional data and prompt the user to map them. This process ensures that new data is correctly labeled and aligned for analysis, providing a seamless and organized data integration process.

Example Use Case

Scenario: A retail company uses planning software to budget for multiple subsidiaries. When a new subsidiary is created, new dimension members and accounts come with them. The manager wants to upload sales data from the new department through a CSV file.

Solution: Upon uploading the CSV file, the system alerts the manager to new account metrics and dimensional data from the new department. The system then allows the manager to map these entries. For example, “4420 Hotel Expenses” from the new entity is linked to “4450: Lodging”. This alert and mapping capability ensures all new data from the new department is correctly identified and grouped for future reporting and performance analysis.

Considerations

This feature is especially useful if data components such as accounts get added on a regular basis. For example, businesses who have not fully matured their CoA may still add accounts periodically as needs arise. The CPM system needs to give those accounts a home in the existing hierarchy, without simply assuming it should clone the CoA from your ledger. For example, what if the business groups all their travel accounts into one called “4000: All Travel” for the sake of planning? In that case, the new account will be mapped into a group of accounts that are summed up when source data arrives.

For large eCommerce companies who are continually adding SKUs to a product dimension, the system will notify the user when a new product is detected, and ask how it should be mapped. It could be as simple as mapping it as it appears in the source file. If so, it's one click.

When complete, all data that follows in subsequent uploads will respect the initial rule. This keeps data integrity tight and makes the data upload process risk free.

Questions to Ask a Vendor

• Alert Functionality: How does your system identify and display new entries in accounts or dimensional data during a CSV upload?
• Mapping Process: How intuitive is the mapping process for new entries once identified? Does this require additional technical support?
• Data Safety: Is data integrity maintained during the entry alert and mapping procedure? What happens if we make a mistake?
• Automated Features: Is there any capability in your system that suggests possible mapping alignments for new entries?