Manage Business Unit Allocation

Introduction

This document is one of the many how-to guides that explain how to use or work on a specific feature within the YäRKEN application.

This document tells about how to manage business unit allocation by creating rules for business unit mapping in the application.
Table of Contents

Managing Business Unit Allocation

Business unit mapping is used to create successful Business unit spend allocation.

The Business unit mapping rule creates spend distribution at the Business unit level.

Only a user with the Admin privilege has access to manage the Business Unit-level data.

Business Unit mapping can be accessed via the YäRKEN Designer sub-menu option under the Admin menu.

Once on the Designer page, the left collapsible panel shows Business Units, which contains the link to access the Business Unit Mapping page.

Users can now see all the Business Unit-level monthly spend distribution in 12-month tiles for a particular year in the Spend tab. Click on the “…” in the tile to get the option to access the business unit mapping rule for that particular month. The user can choose "Add rules" and "View rules" to access and manage Business unit mapping.

Adding Business Unit Mapping Rule

Rules can be either manually added or uploaded using an Excel or CSV file or can be copied from any other month’s data.

Adding Rule Manually

To add a Business Rule manually, in YäRKEN it can be created by clicking on the option Map manually.

the user sees a list of spend details in a table grouped by the Solution Offering Code, Solution Offering Name, and Unit Of Measure.

Users can select multiple rows from the table. Once the user selects the spend. Users can see the total amount selected and the dropdown to select the business unit.

Users get the option to select a single business unit or multiple business unit option.

Single Business unit allocation

Select a business unit from the dropdown. And provide usage. usage should be added in numeric % value.

On selection of the business unit to allocate, users get the option to distribute to Asset ‘Employees’.

Check Distribute to Asset to distribute into assets.

Distribute To Asset

Distribute to Asset

Users can distribute to the Asset (Employees) using this option. Select the asset type “Employees” from the option dropdown. Once the user selects the asset type, the user gets the option to split the spend into the asset Equally, and By Weight.

Split Distribution

Equally

Users can select this option if the spend needs to be distributed to all the valid assets by splitting it equally

By Weight

Users can distribute the spend to assets by weight in this option. Users need to select the weight column from the dropdown.

Users can provide conditional distribution to Employees. Click on + ADD CONDITIONS will open the pop-up below. Users can create rules for the distribution.

Users can add multiple conditions by clicking on + ADD CONDITION

Multiple Business unit allocation

In multiple business unit allocation, the user gets the option to manually add business units or add Business units from the allocation file.

Add Business units Manually

Click on +ADD BUSINESS UNIT to manually add mapping rules of multiple business units. The user gets a popup to add a business unit and usage. On selection of the business unit to allocate from the dropdown, users get the option to distribute to Asset.

Check Distribute to Asset to distribute into assets.

usage should be added in numeric % value.

Click on +ADD BUSINESS UNIT to add more business units.

Users can see the total allocated and remaining Portion % on the page after adding the business units.

Edit Rules

Click on the edit icon shown below to edit the rules.

Add Business units From the Allocation file

Click on ADD BUSINESS UNITS FROM ALLOCATION FILE to add Business units from an allocation file.

A pop-up shown below will appear to upload the file.

Choose browse to pick a file or drag a file and drop it on the Cloud icon. Users can see the preview of the file uploading. Click on NEXT to map the fields. Users can see the successful auto-mapped page if the mandatory fields get auto-mapped.

Columns will not Successfully auto-map If the mandatory mapping field names in the form and the file column name are different. To get successful mapping, The user needs to manually select the columns for mapping. Map the mandatory fields, and optional fields and click on FINISH.

The mandatory fields are

• Business unit ID

• Usage

The Optional fields are

• Asset Type

• Asset ID

Optional fields are to map business unit allocation spending into asset “Employees”. Map the asset type and asset ID columns in the file. Click on NEXT. Users can see the status page of the mapping columns as a preview. Status rows will appear OK if the mapping is possible.

Provide a rule name for the Business unit allocation.

Click on FINISH to create the rules.

Save the rules by clicking on SAVE RULES.

Users can view the rules created in the RULES tab.

Uploading Business Unit Mapping

To upload a file with one or more mapping rules, click on the Add mapping file option.

A pop-up shown below will appear to upload the file.

Choose browse to pick a file or drag a file and drop it on the Cloud icon. Users can see the preview of the file uploading. Click on NEXT to map the fields. Users can see the successful auto-mapped page if the mandatory fields get auto-map

Columns will not Successfully auto-map If the mandatory mapping field names in the form and the file column name are different. To get successful mapping, The user needs to manually select the columns for mapping. Map the mandatory fields and

Click on FINISH.

The mandatory fields are

• Business Unit ID

• Offering ID

• Usage

The Optional fields are

• Condition

• Destination

• Weight

• Rule Name

Users can allocate business unit-allocated spending to Employees by mapping the optional fields. Click on FINISH to save the rule.

The user gets the File process status

Copy Business unit Mapping

To Copy Business Unit Rules. Choose Month and Year from the dropdown which has a valid Business unit mapping rule already created and click on Copy Rules.

Note: Uploading and Copying the Business unit mapping will delete the existing rules in the selected month.

View Business Unit Allocation

Users can see the allocated spend to the Business unit and the percentage of the allocation in the monthly tab.

Click on the “View rules” option present in “…” in the month tiles to view the Cost pool rules.

Click on

( ) the tab at the top to see the unallocated spend.

Applying Filters

Users can filter the rule list by clicking on + Add Filter and selecting column names. Filters will provide the filtered data

Modifying Business Unit Mapping Rules

To modify a Business unit Mapping, delete the rule and create a new rule. The delete option is available in every row.

Delete will remove the corresponding record after confirmation.

Deleting multiple rules is also possible by selecting the Check Box against each rule. The option to delete all or just the selected will be given and the Admin can choose the option as required.

Users can delete all the rules in one click by clicking on Delete all rules available in “…”.

Downloading Business Unit Mapping Rules

Rules can be downloaded by clicking Download rules available in “…”.

Uploaded Files

All the uploaded files will be available in “…”. Use the filter option to get filtered Business unit mapping files uploaded.

View Allocation Files

Click on “View Allocation Files” available in “…” to see the allocation details. Users can see the allocated amount in the Rule tile.

Users get options to upload new allocations, view allocation rules and view uploaded files in “…”.

Users can upload new allocation files by clicking on the “Upload new allocation” option. Check Add Business Units From Allocation file to upload the allocation file.

Users can view the allocation rules from the “View allocation rules” option.

Click on View Uploaded files to get uploaded allocation files.