Yarken Help Centre
Yarken Help Centre
Breadcrumbs

Yarken Designer

Overview

The Yarken Designer workspace is an admin area allowing the user to load master data and spend and map the spend through the TBM taxonomy.

  1. Load your Master Data, like Accounts, Cost Centers and Vendors, Solution Offerings and Business Units

  2. Load your Spend

  3. Load your Budget

  4. Load additional data like Invoices, Purchase Orders and Vendor Contracts

  5. Load your Applications and other assets

  6. Map your Accounts to TBM Cost Pools and Sub Cost Pools using a combination of GL entry fields, including Expense Type, Cost Center, Account Code, and Vendor Code.

  7. Map your Cost Centers to TBM Towers and Sub Towers, and define the first receiving Asset. This mapping is based on a combination of GL entry fields such as Expense Type, Cost Center, Account Code, Vendor Code, and SKU.

  8. Map your assets to one or more other assets (for example, Hardware to Servers) or to a consuming Application, Product, or Service asset.

  9. Map Application, Product, or Service assets to the consuming Solution and Solution Offering.

  10. Map each Solution Offering to one or more Consumers to enable Solution-to-Consumer allocation.

Data Upload Behavior in Yarken Designer

The below table describes the data uploading behavior when the user uploads the files in the YäRKEN Designer menu. It outlines the various actions taken by the application when users re-upload the files. Each upload screen in the YäRKEN Designer includes a warning message that describes the intended behavior of the data upload procedure.

Data Upload Section

Data Upload Behavior

Master Data

  1. Existing records with the same unique key will be updated.

  2. If the file contains new master code entries, new entries will be created.

Assets

  1. Records with same Asset ID will be rejected during upload. Errors will be notified on the popup screen.

  2. If the file contains unique Asset ID, new entries will be created.

Spend

  1. Records with the same Journal ID will be rejected during the upload.

  2. If the file contains unique Journal ID, new entries will be created.

Budget

  1. All the budget details from the file will be uploaded again.

  2. If the entries from the file already exist within the same month, the application will produce duplicate or repetitive entries.

Cost Pool mapping

  1. The new unique entries will be added.

  2. The existing rules will be deleted, and new rules will be re-uploaded from the new file.

Tower mapping

  1. The new unique entries will be added.

  2. The existing rules will be deleted, and new rules will be re-uploaded from the new file.

Asset relationship

  1. Duplicate entries will be rejected.

  2. New unique entries will be uploaded.

Application to Solution mapping

  1. Duplicate entries will be rejected.

  2. New unique entries will be uploaded.

Solution to Consumer mapping

  1. Duplicate entries will be rejected.

  2. New unique entries will be uploaded.

Notes:

  • Data upload errors can be seen on the upload pop-up screen. The user can check the error description as well as the row number and field ID associated with it.

  • Master data is persistent across all model periods. Any change made to master data applies globally and impacts every model period, past and future.

    To maintain consistency, avoid manually changing Cost Centers unless the change is intentional and approved. Unplanned updates can cause inconsistencies across models and reporting periods.

Accounts

Use the accounts section of the designer to upload account records from your system of record for accounts i.e.: your SAP, Dynamics etc. You can also view all your accounts here and see a list of files that were used to import the accounts into the system.

Avoid manually changing accounts to ensure consistency.

Cost Centers

Use the cost center section of the designer to upload cost center records from your system of record for cost centers i.e.: your SAP, Dynamics etc. You can also view all your cost centers here and see a list of files that were used to import the cost centers into the system.

Avoid manually changing cost centers to ensure consistency.

Vendors

Use the vendors section of the designer to upload vendor records from your system of record for vendor i.e.: your SAP, Dynamics etc. You can also view all your vendors here and see a list of files that were used to import the accounts into the system.

Avoid manually changing vendors to ensure consistency.

Solution Offerings

Use the solution offerings section in the designer to load your solution offerings. You can also view all your offerings here and see a list of files that were used to import the offerings into the system.

Business Units

Use the business units section in the designer to load your business units. You can also view all your business units here and see a list of files that were used to import the business units into the system.

Spend

Use the spend section in the designer to load your monthly spend. Each tile shows the spend loaded per month and the last load date.

You can drag an Excel file onto the monthly tile, or click on the + to browse for your file. After file has loaded you can preview the data, map the fields and import.

To add, view or delete spend, click on the 3 dot menu.

Budget

Use the budget section in the designer to load your monthly budget. Each tile shows the budget loaded per month and the last load date.

You can drag an Excel file onto the monthly tile, or click on the + to browse for your file. After file has loaded you can preview the data, map the fields and import.

To add, view or delete spend, click on the 3 dot menu.

Invoices

Use the invoice section in the designer to load your invoices. You can also view all your invoices here and see a list of files that were used to import the invoices into the system.

Purchase Orders

Use the purchase order section in the designer to load your purchase orders. You can also view all your purchase orders here and see a list of files that were used to import the purchase orders into the system.

Contracts

Use the contracts section in the designer to load your vendor contracts. You can also view all your contracts here and see a list of files that were used to import the contracts into the system.

Assets

An asset refers to a resource that contributes to the business operations of organizations. We have identified the following assets for monthly reporting and tracking:

  • Applications

  • Products

  • Services

  • Cloud

  • Computers

  • Converged

  • Databases

  • Data Centers

  • Employees

  • Fixed Assets

  • Hardware

  • Mainframes

  • Mainframe Storage

  • Middleware

  • Network Devices

  • Phone Numbers

  • Printers

  • Projects

  • Servers

  • Storage

  • Software

  • Value Stream

  • Miscellaneous


In YäRKEN Designer, you can upload and manage asset data on a monthly basis. Each asset is identified with a unique asset ID. Once you upload the asset data, you can start distributing your spend to multiple assets from Towers. The monthly asset spend then must be distributed to the Solution Offerings to enable the TBM allocation.

Applications

Use the Application section in the designer to load your application list. You can also view all your applications here and see a list of files that were used to import the applications into the system.

Products

Use the Product section in the designer to load your product list. You can also view all your products here and see a list of files that were used to import the products into the system.

Services

Use the Service section in the designer to load your services. You can also view all your services here and see a list of files that were used to import the services into the system.

Computers

Use the Computer section in the designer to load your computer list. You can also view all your computers here and see a list of files that were used to import the computers into the system.

Databases

Use the Databases section in the designer to load your list of databases. You can also view all your databases here and see a list of files that were used to import the databases into the system.

Data Centers

Use the Data Centers section in the designer to load your list of data centers. You can also view all your data centers here and see a list of files that were used to import the data centers into the system.

Employees

Use the Employees section in the designer to load your list of Employees. You can also view all your Employees here and see a list of files that were used to import the Employees into the system.

Hardware

Use the Hardware section in the designer to load your list of Hardware in addition to the standard hardware captured in other files (Servers, Mainframes, etc). You can also view all your Hardware here and see a list of files that were used to import the Hardware into the system.

Mainframes

Use the Mainframe section in the designer to load your list of Mainframes. You can also view all your Mainframes here and see a list of files that were used to import the Mainframes into the system.

Mainframe Storage

Use the Mainframe Storage section in the designer to load your list of Mainframe Storage assets. You can also view all your Mainframe Storage assets here and see a list of files that were used to import the Mainframe Storage data into the system.

Middleware

Use the Middleware section in the designer to load your list of Middleware. You can also view all your Middleware here and see a list of files that were used to import the Middleware data into the system.

Network Devices

Use the Network Devices section in the designer to load your list of Network Devices. You can also view all your Network Devices here and see a list of files that were used to import the Network Devices into the system.

Phone Numbers

Use the Phone Numbers section in the designer to load your list of Phone Numbers. You can also view all your Phone Numbers here and see a list of files that were used to import the Phone Numbers into the system.

Printers

Use the Printers section in the designer to load your list of Printers. You can also view all your Printers here and see a list of files that were used to import the Printers into the system.

Projects

Use the Projects section in the designer to load your list of Projects. You can also view all your Projects here and see a list of files that were used to import the Projects into the system.

Servers

Use the Servers section in the designer to load your list of Servers. You can also view all your Servers here and see a list of files that were used to import the Servers into the system.

Storage

Use the Storage Devices section in the designer to load your list of Storage Devices. You can also view all your Storage Devices here and see a list of files that were used to import the Storage Devices into the system.

Software

Use the Software section in the designer to load your list of Software. You can also view all your Software here and see a list of files that were used to import the Software into the system.

Cloud

Use the Cloud section in the designer to load your list of cloud assets. You can also view all your cloud assets here and see a list of files that were used to import the Cloud asset into the system.

Cost Pools

Cost Pools and Sub Cost Pools represent the Finance view of IT costs. Cost pools are categories that describe the types of assets and services purchased. By using Cost Pools we allow easier cost allocations & enhanced reporting.

Towers

Towers and Sub Towers represent the IT view of costs. Towers are categories that describe the technology functions which are supported by that IT spend. Through Towers, IT leaders can assess the cost-effectiveness of IT Technology & service delivery.

Solutions

Use the Solutions section in the designer to load your list of Solutions. Solutions are a combination of one or more applications that provide an overall solution for IT or the Business to consume. You can also view all your Solutions here and see a list of files that were used to import the Solutions into the system.

Consumers

Consumers

Consumer mapping

Asset Management Capabilities

  • Monthly Uploads: You can upload asset data on a monthly basis to ensure that your reports are up-to-date and indicate the current status of your assets.

  • Reporting: The data uploaded for each asset type is used for reporting in Analytics, which allows you to generate comprehensive reports that provide additional insights on asset usage and other relevant metrics.

  • Copy Assets: You can copy the asset data from any month or year.

Managing the Asset spend

We classify our assets into three main types: Applications, Products, and Services. Initially, spend from other asset types must be allocated to these primary asset categories. The asset spend other than Applications, Products and Services cannot be directly distributed to the solution offering. Therefore, you must initially allocate spend from other asset types to Applications, Products, and Services. After allocating spend to these assets, you can distribute that spend to the solution offering.

In order to distribute other assets spend to the primary asset categories, you must perform the asset to asset distribution. The asset to asset distribution can be accomplished via either Asset Rules or Asset Mapping. You can create Asset Rules or Asset Mapping on a monthly basis on the Towers.


The top-level assets—Applications, Products, and Services—cannot be allocated to one another or to any lower-level assets. These assets serve as final aggregation points in the asset hierarchy.

Asset Loading Overview

Step 1: Load the monthly asset data. For more information on how to load the assets, refer Load Assets page.

Step 2: Distribute asset spend to the Applications, Products or Services by creating the asset mapping or by Asset Rules. For more information on how to create the asset mapping, refer page.

Step 3: Distribute the asset spend to the Solution Offerings. For more information on how to allocate to solution offering, refer Allocate to Solution Offerings page.