Purpose

The purpose of project scoping is to gather:

Information that specifies how the client's Affinity GL module will be configured.
Information that specifies what data the GL interface file will contain.

Task 1: Scope the GL module config

Ask the client these questions to ensure that you understand exactly how to configure their GL module in Affinity.

QUESTION	WHY WE NEED THIS INFORMATION
What files will you need? Actuals - Generated after pay processing, by pay point. Provisions - Generated after pay processing, by pay point. Accruals - Generated at EOM, by pay point. Do you want actuals and provisions in one file or in separate files?	Tells us what the client's Affinity GL configuration will look like and which interface files are needed. Make sure that everything is clearly described in the spec. Other things to watch out for: Clients who ask for provisions will always need some leave provisions included. If a client asks for an Accruals file, you must add the !EOM group to the Affinity GL Setup Template.
For which leave types are provisions reported?	Confirms what leave provisions need to be included (typically annual leave and LSL).
Do you need leave movement or total leave provision included in your GL? If the client wants leave movement included in their GL, the informational codes are MOVXXX. If total leave provision is required, the informational codes are ANNACR, ANNLVE, LEAVEC, LEAVED, LEAVEE, LSLACR, LSLLVE, SCKACR and SCKLVE. If movement informational codes are used then you should archive the leave provision informational codes (and vice versa).	Tells us which informational codes should be included.
AU only: Do you require any or all LSL probability, inflation rates and discount rates to be calculated in your GL (AASB). If so, please provide us with the relevant values along with service start/end.	So we can apply the correct AASB standard LSL calcs.
Are there any on-costs or other calculations you need to be included? For example: Workers' Comp insurance levy. ACC. Anything else? Ask the client what the percentages are whether or not this is defined at the company level. For instance, the Workers' Comp insurance levy percentage may vary by pay point or pay location.	Determines which other GL code groups and related config need to be created in Affinity. If any of these on-costs are required, you can use one of the Group X columns in the Affinity GL Setup Template for this purpose (scroll right and rename it to suit).
Are your GL accounts the same across the business?	Tells us whether or not we need to add pay point, cost centre or flexifield groupings. For example, if salary and wages are posted to a specific GL account based on a cost centre, we would need to create the relevant cost centre GL code groups.
How are your GL account numbers structured in the interface file? For example, are they prefixed or suffixed by any other values? For example, department or division IDs? Do cost centres feature anywhere in the GL account number?	This question is useful in situations where clients cannot provide us with their interface file, so we need to start with their GL account configuration to get ahead.

Task 2: Scope the GL interface file

The GL interface file (aka 'export file') process extracts the required financial data from Affinity into a file which is then exported in a format that can be consumed by the client in some way. For most, this means importing it directly into their financial system. Each client's needs are unique, and they can have one or several files. We put a lot of effort into the specification (spec) to ensure that the files extract the right data in the right format.

In this step, you will learn how to scope the majority of the requirements for the interface file. Note that the file format and some other details are covered in Milestone 3.

TASK	ACTION
1	Download the functional spec template here.
2	Book an intial scoping meeting with the client. At the time of booking the meeting, ask the client to send you sample interface files from their legacy payroll system if available.
3	At the client meeting, ask the following questions. By providing great information now, clients can help us to create a workable solution and enable us to provide better support in the future. Which finance system do you use? Are there any plans to change the finance system? If yes, when? For each file, how are each of the columns calculated? Note: This part of scoping generally takes the most time. Do you want balance sheet accounts to be shown in the file(s) along with the employee cost centres? If not, what is the balance sheet account range? What is the current process for generating the GL? Are any manual changes made to the file before it is uploaded to the finance system? What is the current process for reconciling the journal before uploading? Explain about the Detailed GL file, how that works and what it can be used for. Are there any specific columns or data that need to be included?
4	Check the threshold for rounding (e.g. round up to 10 cents). Should the rounding apply to a specific GL account or the last GL account in the file?

What you'll learn