1. OBJECTIVE AND SCOPE
The objective of this procedure is to describe the BFC modules related to Task management and used by the BFC Administration team to manage its activities.
2. TASKS RELATED MODULE
The Task List, Task Scheduler , Task Monitor and Log modules in the Administration domain enables enable the BFC Administration team to:
- create and manage tasks - Task list
- view when these tasks are scheduled to be run - Task scheduler
- monitor these tasks as when they are being run
- check the log
Tasks are defined in the Task List module.
The task can be carried out immediately or according to a predefined schedule
A processing unit then oversees how the task is run in the Task Monitor.
Then it’ possible to consult the log generated by the task when it is run in the Log module.
- under processing - Task monitor
- audit trail to check the proper execution and duration of the processed Tasks - Log
3. TYPES OF TASKS
Different types of tasks can be created:
- Audit Task: used to perform an audit on a given object (value, filter, schedules... from the customizing) and to identify in the Audit result in which BFC modules (Dimension builder, Category scenario, Scopes, Reports...) this object is used
- Send / Receive Tasks : used to manage sending (Send Task) of new / updated customizing from the BFC_Top_SCO_SCO database (where customizing is handled) to the BFC_Prod_SCO database (where customizing is used by BFC end users) where they are received (Receive Task)
- Scan task : launched in BFC_Prod_SCO to capture the objects sent from the BFC_Top_SCO database - step after is the launch of a Receive Task
- Consolidation / Intercompany reconciliation Run Tasks: created to schedule regular and automated runs of Consolidation and Intercompany reconciliations
4. SEND (PILOTING) TASKS (BFC_Top_SCO database)
In order to facilitate the management of related Internal Controls, several types of Send Tasks In order to simplify the process, several types of tasks have been created in BFC according to the related process or the type of creation/change performed:
- EXPLSCO-ADMIN: for recurring BFC set-up,
- EXPL-CONSO: for requests linked to consolidation
- EXPL-CTRLFIN: for requests linked to financial controlling
- EXPL-GESTION: for requests linked to corporate controlling
- EXPL-TAXES: for requests linked to taxes
- FCWORK: for testing some Top updates before to send to Prod
Task Monitor
- dedicated to recurring administration activities
- Updates on Companies tables (creation of new companies) - on demand - in parallel, BFC Administration team will manage the similar updates in the GAR list (Legal entity card)
- Monthly updates of Scopes and Exchange rates tables,
- Any kind of updates not consider as risky (change in descriptions, layout of schedules...)
- SCO-CONSO: dedicated to requests coming from Syensqo Consolidation team in GAR department
- Medium/complex customizing with medium/high functional impacts on IFRS Reporting and requiring testing and final validation from Syensqo GAR before final transport to BFC_Prod_SCO database)
- SCO-CTRLFIN: dedicated to requests coming from Financial Controlling in Syensqo GAR department:
- Sites creation / update (dimension required for reporting of both HSE and Restructuring provisions),
- Medium/complex customizing with medium/high functional impacts on IFRS Reporting (IAS19, HSE, Restructuring) and requiring testing and final validation from Syensqo GAR before final transport to BFC_Prod_SCO database
- SCO-GESTION: dedicated to requests coming from Syensqo Corporate Controlling:
- Business structures creation / update
- Exchange rates tables (SIMULATION, PREV) used in Controlling categories (PREV / RSB)
- Medium/complex customizing with medium/high functional impacts on Controlling categories (PREV/RSB) or on Business retrievals (using Syensqo Business structures) and requiring testing and final validation from Syensqo Corporate Controlling before final transport to BFC_Prod_SCO database
- SCO-TAXES: dedicated to requests coming from Tax Expert in Syensqo GAR team
- Medium/complex customizing with medium/high functional impacts on IFRS Tax Reporting (ACTUAL1-TAX and ACTUAL2 categories - quarterly / hard close / year end periods) and requiring testing and final validation from GAR before final transport to BFC_Prod_SCO database
- SCO-WORK: dedicated to isolate piloting of changes in customizing for testing in the dedicated BFC_Work_SCO database
- This type of task is never received in BFC_Prod_SCO but only in BFC_Work_SCO database
- As it relates to testing purposes for BFC Administration team in a dedicated "sand box" database (BFC_WORK_SCO), it is not subject to any approval
5. TASK MONITOR
This module monitors tasks when they are under processing
In “Administration” domain, select the
“Task Monitor” module.
The task
under processing will appear
. Note that several tasks can run and be followed in parallel.
6. TASK SCHEDULER
Task scheduler moule allows to automate the run of a task once at a given date or several times during a given period.
This option is currently used during monthly reportings to automate IFRS consolidation runs as well as Intercompany reconciliations. Such automation allows a 24/7 service for end users to get updated consolidated data each time a package is published, not depending on GAR Syensqo team availability to run consolidations.
Here below the list of scheduled tasks used during monthly IFRS reportings - periods of runs adapted each month according to the Group reporting calendar
Note that specific scheduling of Consolidations runs can be setup on demand from GAR Syensqo and/or Syensqo Corporate Controlling : Tax reporting, ACTUAL0, RSB...
7. LOG
Log module is an audit trail on executed tasks, allowing BFC Administration team:
- to check that they were properly executed (without any failure / blocking status)
status: task executed till its end without issue-
status: task blocked and not executed till its end - double click on it opens the detailed log displaying either at which steps the error occurred or giving a message detailing the source of the issue (example: task already locked / in usage by someone else)
- to know their duration time - can be useful to detect slowness on the BFC technical platform
It displays runs of piloting tasks (Send/Scan/Receive) as well as runs of Consolidations.
The content of this module is not subject to day-to-day monitoring but consulted in case of issues (conso not executed, too long to be executed) reported by end users (mainly GAR Syensqo and Syensqo Corporate Controlling teams).
Example of blocking error: Consolidation can not be run as a run was already launched by another user
END OF THE PROCEDURE