Ax40 Enus BSC 05 Balanced Score Card

 

Chapter 5: Simulating and Updating Values

CHAPTER 5: SIMULATING AND UPDATING VALUES Objectives The objectives are to:

  Simulate updating values in measurements.

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  Update measurement values by posting transactions.

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  Use the journal approval process.

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  Post measurement journals.

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Introduction Updating a measurement is done by posting its value, which can then be viewed and used to generate performance statistics. If an incorrect value is posted, it cannot be removed from the system. An incorrect value can be offset, but not deleted. Simulating a measurement is an easy way to save time by verifying that the measurement’s calculation produces logical results without posting the value. This section describes how to verify that a measurement calculates a correct value by simulating the calculation of the value without posting it, and how to actually post a value to a measurement either manually or automatically.

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Scenario A posting period has passed and the company needs to update the values in its measurements by using the elements. Before it updates the measurements, however, it simulates calculations in order to check the results without posting the values.

Simulating a Measurement Update Calculation When a measurement is updated, its value is posted according to the calculation formula and period defined for the measurement. After posting the value, if the value was incorrect, it cannot simply be deleted. Instead, the value must be offset  by posting a settlement settlement journal. The point iis, s, posting incorrect values costs time, and even worse, leads to misleading information in the scorecard. Simulating a measurement update allows users to test the calculation to verify that the queries produce expected or logical results without actually posting the value. Measurement calculations can be simulated at any time, however, the  period being simulated simulated must be past due, or credited. Simulation Simulation is interrupted if errors are detected. Closed measurements cannot be simulated. BALANCED SCORECARD→PERIODIC→SIMULATE MEASUREMENTS 

FIGURE 5.1 –  – SIMULATE UPDATE OF MEASUREMENT TRANSACTIONS 

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Chapter 5: Simulating and Updating Values

Updating Measurements Using Elements (Auto-Update) (Aut o-Update) When using measurement elements to automatically update a measurement’s  performance values, use the Update Update measurements feature to do the following: following:

  Update the transaction values of each element.

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  Calculate the measurement’s value according to the measurement’s formula. The calculation is based on the information collected by the measurement elements.

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The measurements and periods for which calculations are performed depend on settings in the update. After updating transactions, information about each transaction, such as the formula used, is available for review. To review transactions, in the Measurements form click Transactions. Before running an update, it is a good idea to manually verify that all data included in the calculation is available by spot checking the tables and fields from which the data is collected. It is also recommended to run the update as a  batch in order to limit impact impact on daily operations. Users cannot change or delete posted transactions in measurements and measurement elements. If transactions are incorrect, for example, because the measurement is not set up correctly or because the base data itself is incorrect, use a settlement journal to settle value, and then a settled period journal to post the correct value.

Update a Measurement Using its Elements The following steps demonstrate how to automatically update a measurement by using its elements. BALANCED SCORECARD→PERIODIC→UPDATE MEASUREMENTS 

FIGURE 5.2 –   – UPDATE MEASUREMENTS   Microsoft Official Training Materials for Microsoft Dynamics™ Your use of this content is subject to your current services agreement Page

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Microsoft Dynamics AX Balanced Scorecard 1. Use the options under Type Type to indicate whether whether to update a period that is past due, or a period that is credited. 2. In the Date of update field, enter the date to define the period for the update. 3. To define additional criteria, click Select.

Viewing Transactions in Measurements

View and track transactions in measurements to ensure that the values posted to a measurement are valid. To view measurement transactions, in the Measurements form select the relevant measurement and then click Transactions to open the Measurement transactions form. The Measurement transactions form shows the following information on the General tab: Field

Description

Scorecard

The scorecard to which the transaction contributes.

Objective

The objective to which the transaction contributes. The measurement to which the transaction contributes.

Measurement Transaction text

Text entered for the transaction. Text typically either describes the transaction, or indicates conditions or circumstances that affect the value.

Transaction type

The type of transaction, that is, whether the transaction was posted by using a  journal or calculated by by using elements.

Voucher number

The voucher number assigned to the transaction when it was posted.

Start date

The starting date of the period to which the transaction was posted.

End date

The ending date of the period in which the transaction was posted.

Person in charge

The employee who posted the transaction.

Value

The transaction’s value.

Document

The external document, if any, specified for the transaction.

Document date

The document date, if any, of the external document specified for the transaction.

Journal

The journal ID of the journal in which the information was posted.

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Chapter 5: Simulating and Updating Values

Field

Description

Settlement

Indicates whether the transaction settled another transaction.

Settled voucher

If the transaction settled another value, this field shows the voucher number of any settled transactions.

Formula

The formula used to calculate the transaction value.

Posting Measurement Journals (Manual Update) After users create journals and the lines that contain the values, they must post the values in order to update the measurement’s value. Microsoft Dynamics AX Balanced Scorecard automatically performs the following validations on journals before allowing them to be posted:

  If the measurement allows posting using journals

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  Whether the measurement open for posting

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  If the journal line approved (if approval is enabled on the measurement journal name)

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  Correct measurement set up

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  Whether there values in previous periods, and is the line’s starting date the same as the starting date for the next available period available for the measurement?

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When settling a value that was posted in an earlier period, for example when correcting a mistake, validation also checks for the following:

  Whether all postings in the period already settled

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  Whether the ending date on a line is the same as that on the voucher to settle

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  Whether the value of the journal line the same as that of the value to settle

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Validate a Measurement Journal Validate all lines in a measurement journal at the same time, or line by line. BALANCED SCORECARD→JOURNALS→MEASUREMENT JOURNALS 

  To validate all lines in the journal, select the journal and then click

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Validate.   To validate an individual line, click Lines to open the Measurement  journal lines form, select the the relevant line, and then click Validate.

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Using the Approval Process If the approval process is enabled on the measurement journal name selected for the measurement journal, the registrar must report the journal as ready to transfer it to the authorized approver. The approver can then either approve or reject the  journal and return it to to the registrar that reported iitt as ready. The registrar can then post the journal. Figure 5.2: The Journal Approval Process illustrates the end-to-end approval  process:

FIGURE 5.2 –  – THE JOURNAL APPROVAL PROCESS  

Transfer a Journal for Approval When a journal is complete and ready to be posted, transfer the journal to the approver. Select the journal that is ready for approval, click Approve, and then click Report as ready.  NOTE: When

a journal is reported as ready, it is automatically routed to the person  selected as the approver on the journal’s journal’s measurement journal name. The The person reporting the journal as ready does not need to select or otherwise indicate who the approver is.

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Chapter 5: Simulating and Updating Values

Approve or Reject a Measurement Journal Any employee that belongs to the user group selected on the measurement  journal name can approve a measurement journal. In the Measurement journ journals als form, click Approve, and then select Approve.

Post a Measurement Journal If the approval process is in use, after the approver returns the measurement  journal to the registrar registrar as approved, the registrar can then post post the journal. If the approval process is not in use, the registrar can simply post the journal directly. Microsoft Dynamics AX Balanced Scorecard automatically checks the journal for errors. Any errors detected must be corrected, and the journal must be posted again. Users can post journal lines all at once, or individually:

  To post all lines in the journal, in the Measurement journals form, click Post.

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  To post an individual line, in the Measurement journals form, click

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Lines to open the Measurement lines form. Select the line to post, and then click Post.

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Conclusion It is important for a business to maintain up-to-date and accurate information in its scorecard. Inaccurate or out of date values often cause people to stop believing in the veracity of the project. To increase flexibility, reduce administration time, and ensure consistency, Microsoft Dynamics AX Balanced Scorecard enables a  business to:

  Quickly validate and approve performance information before updating its scorecard.

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  Easily update its scorecard by either manually entering the information, or by automating calculations.

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Chapter 5: Simulating and Updating Values

Lab 5.1

Simulate and Auto-Update a Measurement Scenario: A posting period has passed, and the company needs to update the values in its measurements by using the elements. Before it updates the measurements, however, it simulates calculations in order to check the results without posting the values.

After it updates the values using its elements, the company views the list of transactions collected by the element.

Need a little help? When simulating, consider the period for which to simulate values.

Lab 5.2

Validate and Manually Update a Measurement Scenario: The values in a measurement journal need to be posted. Before posting the journal, the company validates the journal and its lines. After updating the measurements values, the company views the data in the measurement’s graphical indicator.

Need a little help?   Think about how to post either an entire journal, or each of its lines.

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  Check whether the approval process is enabled.

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  Consider the period for which the value is to be posted. Is the company posting a new value, or settling a value posted in another  period?

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  Choose one of the measurements for which no elements are created.

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Test Your Knowledge Knowled ge

Simulate and Update Measurements Measur ements

1.  Describe one easy way to test a measurement’s calculation without actually posting its values.

2.  If the approval process is enabled, how does a user notify their approver that the journal is ready?

3.  Describe the steps in the approval process from start to finish.

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Quick Interaction: Lessons Learned Take a moment and write down three Key Points you have learned from this chapter: 1.

2.

3.

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