ey datacollector - client enabler

8/12/2019 EY DataCollector - Client Enabler

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EY DataCollectorInformation for clients

Content

2 Why is EY using the

EY DataCollector?

2 How does it work?

2 What systems are covered by

EYDC?

3 What is the track record of using the

tool?

4 What are the frequently asked

questions from clients using EYDC?

5 What do clients say who have usedEYDC?

The EY DataCollector (EYDC) is an application that extracts certain

data fields of general ledger and subledger journal entries from

different Enterprise Resource Planning (ERP) systems.

This tool can be used to support the extraction of electronic data thatis needed by an Ernst &Young (EY) audit team in the context of an

audit.

Using EYDC requires only a limited amount of time and efforts, and no

special ERP-system expertise is needed.

EYDC has been developed by the Dutch business software company

UNIT4 and is exclusively licensed by EY. The license terms allow the

usage of EYDC on client PCs during an audit. EYDC needs to be

removed from the client PC at the end of the current audit.

EY DataCollector


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Ernst & Young |EY DataCollector client information | September 20112


Revised international standards on auditing and emerging audit techniques have led

to a broad implementation of data analysis procedures as an important part of an

audit in recent years.

Capturing complete and accurate data is an essential prerequisite and often the

main challenge in performing an efficient and effective data analysis. Like with all

other audit evidence, the audit client is primarily responsible for the extraction and

preparation of the electronic data needed.

Based on the realization that some clients struggle with getting the data required

out of their systems, EYDC has been developed to offer and support consistent data

extraction.

EYDC helps to facilitate and save costs when extracting journal entries. It creates a

win-win situation for clients by reducing the amount of effort necessary on their

part to provide the requested data and on the part of audit teams as they receiveaccurate and complete data.

EYDC is a self-executable application and does not require any installation in the

clients ERP system or Microsoft Windows environment. Its files and folders are

copied on to a client PC used for extraction and launched from there.

EYDC utilizes standard on-board data extraction features of the specific ERP

systems and underlying databases for accessing, querying and extracting the

relevant data. EYDC extracts the data using read-only functions.

Logon to and processes in the ERP system and database initiated by EYDC aregranted through and controlled by a regular read-only user account of the ERP

system or database.

EYDC is developed to extract data from specific ERP systems. The following list

shows the ERP system including system version and database supported by EYDC.

For systems other than SAP, EYDC establishes a connection to the database via

Open Database Connectivity (ODBC). The database used and its version is also

relevant in this case.

Before using EYDC, make sure that your ERP system and, if relevant, database are

supported by the tool.

What systems are covered byEYDC?

Why is EY using the EY DataCollector?

How does it work?



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Ernst & Young |EY DataCollector client information | September 2011 3


EYDC might also work on versions of the above systems that have not been

specifically considered in the development of the tool. It is highly recommended to

test EYDC in a testing environment first if you plan to use it with a system version

that is not officially covered.

EYDC and its predecessor have been used successfully for the last six years at EY

clients in a number of European countries. It has been used on different ERP

systems, extracting data volumes of up to 100 million records. The portfolio of

companies that applied the tool ranges from smaller local companies to large

multinational companies across different industries.

The tools track record shows that it has achieved the initial objectives for its

development: to offer a simple, straightforward and cost-saving way of extracting

large volumes of data from specific ERP systems at our clients.

The following examples illustrate the time savings clients have made by using EYDC.

Systems covered by EYDC

System Version Database

SAP R/3 4.6c, 4.7

ECC 5.0, 6.0

any

JD Edwards

EnterpriseOne

8.x MS SQL

or

Oracle 10g/11g

Oracle E-Business 11.0, 12.0 Oracle 10g/11g

Microsoft

Dynamics AX

4 MS SQL

MicrosoftDynamics NAV

3.7, 4, 5 MS SQL

Time saving when using EYDC

ERP

SystemClient Data

Number of

records

Extraction

method

Level of

effort for

data

extraction

Level of

effort for

data

enhancement

SAPMedi-

terranean

General

Ledger10,000,000

Client

specific

4 days 1 day

EYDC 1 day N A

Oracle E-

Business

Middle

East

General

Ledger6,000,000

Client

specific

10 days 3 days

EYDC 5 days N A

SAPCentral

Europe

Accounts

receivable500,000

Client

specific

3 1/2

days

1/2 days

EYDC 1 2 days N A

What is the track record ousing the tool?


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The following questions and answers address the main topics clients have asked

about when working with EYDC in the past.

Question Is it possible that EYDC does not work in the companys IT

environment (for instance does not launch or cannot access the ERP

system)?

Answer In the far most cases EYDC works without any issues. Nevertheless

clients should verify the prerequisites for running EYDC (see list of

systems covered earlier in this document and Appendix 2 for

technical prerequisites) and, if logon problem occurred, the logon

parameters used.

Question Can EYDC change or delete data in the ERP system?

Answer No. The queries of EYDC are limited to read-only.

By establishing and utilizing an end user account with read-only

access rights clients can additionally ensure that the extraction

process cannot impair the data.

Question Can EYDC impact the performance of the ERP system?

Answer When using up-to-date hardware no measurable impact on the

system performance is to be expected. EYDC has been developed to

limit the impact on the ERP system to the level of any regular end

user process performing intensive data interaction on the ERPsystem.

Nevertheless, extracting a high volume of data requires some caution

as the final impact on response times varies based on several factors

like the hardware infrastructure of the ERP system or other process

running at the same time.

For further guidance see FAQ on recommended process steps when

applying EYDC below.

Question Are there any potential impacts other than on the ERP system that

should be considered?

Answer It is possible to extract the data from a system in a different location,

being a different city, country or even continent. In this case the

extracted data will be transferred from the ERP system to the

extraction PC via the clients network. This can cause high network

traffic. Additionally the speed is limited by the bandwidth of the

network connection.

It is therefore recommended to perform the extraction for a limited

number of periods first in order to understand the impact on the

network performance.

Question What are the recommended process steps when applying EYDC,

especially for the first time?Answer The following steps should be considered.

What are the frequently askedquestions from clients using

EYDC?


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Involve the relevant persons from different departments (see FAQbelow)

Consider company policies for using external applications

Gain a further understanding of EYDC by reading related sections inthe User Manual that is part of the application.

Understand and verify the prerequisites for running EYDC (e.g.,version of ERP system covered, Microsoft components installed)

Establish a special user account for use of EYDC with limited accessrights to only read and extract data

Perform test extractions in a testing environment When extracting a large number of general ledger journal entries,

consider splitting the extraction into several portions using the

period parameters

Question Which persons from the companys organization should be involvedwhen using EYDC?

Answer In general, it is recommended to involve the different stakeholders

when employing EYDC. The level of involvement will vary based on

their different roles.

Data owner (extraction sponsor) should be informed Functional specialist from Finance department should be actively

involved in set-up and execution

Technical specialist from IT department should be activelyinvolved in set-up and execution

For most of our clients, using EYDC has become an integral element of their year-

end audits. Some clients even use EYDC for extracting data for their own internal

analysis purpose.

Here are some statements by clients who have used EYDC in the past:

You should have shown me this before! Now instead of taking us about a week to

extract the information, we only use 1 day and our system does not crash due to the

amount of data we are asking for. (Spanish client)

The EY Data Collector was very easy to use. Data could be extracted nearly

without any impact on the performance of the ERP system. (UK client)

During last years audit your competitor sent two men who needed nearly one

week to get the data. Now we have hardly noticed that the extraction has already

run. (German client)

What do clients say who haveused EYDC?


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Appendix 1 Data structure and

fields extracted

The EY DataCollector can extract different data sets from the ERP systems. Each

data set and its data points supported are listed in the following. Depending on the

ERP system additional data points are used.

Journal Entries

Data Point Definition

Journal entry number Journal entry number from the general ledgerGL account number The number assigned to each general ledger account

Amount The default currency amount assigned to each journalentry line item

Business unit A division or location that represents the transactions

Period The period of time during which the journal entry wasmade

Effective date The date on which the journal entry was made

Entry date The date on which the journal entry was created

Preparer ID The individual or system that created the journalentry

Source The subledger or system in which the journal entrywas made

JE description The name / description assigned to each journal entryline item

Trial Balance FileData Point Definition

GL account number The number assigned to each general ledger account

GL account name The name / description assigned to each generalledger account

Account type I.e., assets / liabilities / equity / revenue / expenses

Account class E.g., cash

Opening balance The opening balance of each GL account for the

current periodClosing balance The closing balance of each GL account for the

current period

General Ledger Data


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Accounts receivable and accounts payableData Point Definition

Account numberThe number assigned to each vendor / supplieraccount

NameThe name / description assigned to each vendor /supplier account

TypeThe transaction type (e.g., invoice / credit note /payment)

ReferenceA unique invoice or transaction reference (i.e., invoicenumber or entry number)

Document date The original invoice document date

Payment date The original invoice payment date

Amount The invoice amount currently outstanding

Currency amountThe invoice amount currently outstanding intransaction currency

Currency The name / ID of the transaction currency

Debtor and creditor master file


Account numberThe number assigned to each vendor / supplieraccount

NameThe name / description assigned to each vendor /supplier account

Credit limitThe approved credit limit assigned to each vendor /supplier account

Payment termsThe standard payment terms for each vendor /supplier account (i.e., payment terms in days orspecific identifier)

Address 1The first line of the vendors / supplierscorrespondence address

Address 2The second line of the vendors / supplierscorrespondence address

Postal codeThe post code of the vendors / supplierscorrespondence address

CountryThe country of the vendors / supplierscorrespondence address

Subledger Data


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Inventory period end valuation file


Inventory reference A unique inventory line item reference

Description A summary or detailed description of the line item

Unit price The unit cost per unit as at period end

Quantity A quantity of inventory holding as at period end

Amount The total valuation of inventory holding as at periodend

Last purchase date The most recent date the inventory line item waspurchased

Last movement date The most recent date the inventory line item was soldand / or used

Sales history file


Inventory reference A unique inventory line item reference

Sales quantity A quantity of inventory sold during the period

Sales amount A sales turnover of inventory sold during the period

Latest selling price The latest selling price of the inventory line item


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Appendix 2 Technical

prerequisites

The EY DataCollector requires some prerequisites in order to run successfully,

access the ERP system and extract the data.

32 or 64 Bit operating system Windows XP or higher .NET Framework 2.x or higher installed

Minimum of 512 MB RAM Minimum of 200 MB free disk space

Unrestricted access to the Windows Temp folder and the folder EYDC is launchedfrom

Unrestricted write access on the selected output medium with enough free diskspace to store the extracted data

Physical connection to the ERP system/database No CITRIX environment

End user account with appropriate access rights established and available

PC used for extraction

ERP system / database


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2011 EYGM Limited.

All Rights Reserved.

This publication contains information in summary form and is thereforeintended for general guidance only. It is not intended to be a substitute

for detailed research or the exercise of professional judgment. Neither

EYGM Limited nor any other member of the global Ernst & Young

organization can accept any responsibility for loss occasioned to any

person acting or refraining from action as a result of any material in this

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