Rosslyn 10 Spend Analytics Audit Trail User Guide
- October 30, 2023
- Rosslyn
Table of Contents
Rosslyn 10 Spend Analytics Audit Trail
Product Information
The product is an Audit Trail (Rules Management) application that allows authorized users to create Business Rules for tagging spend to a hierarchal dimension. The application provides Data Mining tools such as searches, filters, and options to isolate spend data. Users can identify the target dimension from the hierarchal taxonomy and tag the spend data to the correct category dimension. The application also allows users to apply Business Rules to uncategorized spend or to re-categorize previously categorized spend. When a tagging or categorization request is submitted, it will immediately show in the Tagging Audit application in ‘Pending’ status. The automated daily system refresh will apply the ‘Categorization Rule(s)’ and the data will be classified or un-classified accordingly.
Product Usage Instructions
To use the Audit Trail (Rules Management) application, follow the steps below:
- Ensure that access to the application is restricted to authorized users only based on their role within their organization.
- To create a Business Rule when tagging spend to a hierarchal dimension, follow these three fundamental steps:
- Isolate the spend data using Data Mining tools such as searches, filters, and options.
- Identify the target dimension from the hierarchal taxonomy and identify the correct category dimension target.
- Tag the spend data to the correct category dimension by assigning the data and the rule to the Audit Trail (Rules Management) application for review and action.
- If you need to see all entries created by a specific user, you can either click on the user’s name or use the ‘Column Header’ filter option.
- When a Tagging or Categorization request has been submitted by a User, that request will immediately show in the Tagging Audit application in ‘Pending’ status. Any action to Approve, Reject or Disable taken by the Approver will not affect the target data until the daily system refresh.
- The application provides an export icon, found near the top right of the screen report page, to export data. Users can also highlight a selection of entries and right-click to reveal an export option.
- The application provides a range of chart options that can be selected by right-clicking on the left edge of the report screen.
- The application provides an ‘Audit Trail Replay’ icon that can be found at the top right of the screen report page. Details of the Audit Trail Replay will display across the top of the report screen page.
- The application provides an ‘Action Tags’ screen from where authorized users can action and comment on a selected item line from the report screen page. Actions available from the ‘Actions’ dropdown are: Approve, Reject, and Enable.
- If a rule has been approved but is no longer required, it can be disabled. This means that for future data received, the rule will not be applied but for historic data, the rule will remain in force.
Introduction
The Audit Trail (Rules Management) application is used to examine, review,
approve, or reject requests to change the business categorization rules
applied to spend data from across the Rosslyn spend analytics platform. All
change requests will appear in the Audit Trail in a ‘Pending’ status and will
remain in that status until they are examined, approved, or rejected by an
authorized user. No data will move unless it is approved. If rejected, the
data will remain in its original state and location prior to the tagging
request. Rules Management offers the user the ability to examine business
rules, make appropriate categorization decisions, and provides a valuable
Audit Trail of all requests and actions.
We would recommend that access to the Audit Trail (Rules Management)
application is restricted to authorized users only based on their role within
their organization.
The creation of categorization rules (Business Rules)
There are three fundamental steps in creating a Business Rule when tagging
spend to a hierarchal dimension:
- Isolate the spend data (using Data Mining tools such as searches, filters, and options)
- Identify the target dimension from the hierarchal taxonomy (identify the hierarchal taxonomy and identify the correct category dimension target)
- Tag the spend data to the correct category dimension (assign the data and the rule to the Audit Trail (Rules Management) application for review and action)
Note: Business Rules can be applied to uncategorized spend or to re-
categorise previously categorized spend.
Note: When a Tagging or Categorisation request has been submitted by a
User, that request will immediately show in the Tagging Audit application in
‘Pending’ status. Any action to Approve, Reject or Disable taken by the
Approver will not affect the target data until the daily system refresh. The
automated daily system refresh will apply the
‘Categorisation Rule(s)’ and the data will be classified or un-classified
accordingly.
Grid
The Audit Trail application can be opened from the ‘Applications’ dropdown menu found at the top of the Rosslyn Spend Analytics screen.
Left click on the icon from the dropdown menu and the application will open:
Once open, the main grid report will appear on screen:
Grid tools
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Report Columns and Filters can be applied using the relevant tools located at the right-side edge of the report screen (as indicated in the image above)
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Each individual column is filterable using the column filer tool:
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Columns can be pinned by hovering the cursor over the column header to reveal the ‘further actions’ menu:
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Columns can be re-arranged by left clicking on the column header and dragging the column to the left or right across the screen report page
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The screen report can be exported in .CSV format to your desktop by selecting the export icon found near the top right of the screen report page or by highlighting a selection of entries and right click to reveal an export option
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Downloadable charts can be produced based on a range of selected data, by selecting a right click to produce a range of chart options:
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Audit History is available by selecting the icon found at the left edge of the report screen page:
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Replay Audit Trail function is available by clicking on the
icon found at the top right of the screen report page. Details of the Audit Trail Replay will display across the top of the report screen page:
And, when hovering the cursor over the ‘Replay Audit Trail’ icon
- Action tags are available by clicking on the icon found at the left edge of the report screen. This will open the ‘Action Tags’ screen from where the authorized user can action and comment on a selected item line from the report screen page:
Actions available from the ‘Actions’ dropdown are:
- Approve
- Reject
- Enable
- Disable
- A justification comment in the ‘Action Tags’ comment box is highly recommended. The comment, justifying the decision, will appear within the ‘Comments’ column of the main screen report page.
- Once a status action has been selected and a justification comment added, simply left click onto apply the status selected and to set the Business Rule decision.
- Screen report pages can be adjusted and ‘paged through’ using page navigation buttons found at the bottom right of the screen:
Disable or Enable – The difference between the two action options
If a rule has been approved but is no longer required, it can be disabled.
This means that for future data received the rule will not be applied but for
historic data the rule will remain in force:
User case scenario
I need to see all entries created by a specific user. In this case, user ‘uat4’.
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Using the ‘Columns’ feature at the right edge of the report screen, check that the Audit Trail report includes the ‘Created By’ column
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Using the ‘Filters’ function at the right edge of the report screen, filter the ‘Created By’ column by the username of the target user:
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This will produce a full Audit Trail report showing those entries created by the target user:
Note: Alternatively, you can perform the same task by using the ‘Column Header’ filter option:
References
- Procurement Analytics And Spend Management Software Solutions
- Procurement Analytics And Spend Management Software Solutions