Overview

We’re glad you’re here!

Thanks for visiting the Ducharme Knowledge Base. This is the first port of call for those frequently asked questions on how to get around and utilise the Dynamic AFS: MCS edition.

What is the purpose of this Knowledge Base?

• Quick overview of functionalities and steps to follow for system usage.

• Allow for searchable system for self-help instead of direct question submission to the Administration team

• Details of new functionalities and updates added to the system.

Introduction

Dynamic AFS is an online e-solution developed by Ducharme which allows for the automation of annual financial statements (AFS), which amongst others, are prepared on the Modified Cash Standards (MSC).

 Weblink to the application:

URL. https://www.dynamicAFS.com

It allows for the automation of the BAS trial balance and other structured electronic financial data (e.g. Vulindlela reports), for the conversion and population of AFS sections the specific accounting reporting framework tailored to entity. 

The system automates the data into the mapped elements within AFS structures such as the Statement of Financial Position, Statement of Financial Performance, Statement of Net Assets, Cash flow Statement, Appropriation Statements and various disclosure Notes. 

Our MSC version of Dynamic AFS utilised the base-system and makes provision for the automation of legacy PFMA data structures (such as BAS) as well as other structured data (such as SAP, PERSAL, cliqview, Vulindlela outputs), for the Primary Disclosures and Appropriation statement as required by the MCS framework.  The MCS Version allows for the automated classification of the MSC chart of accounts for Departments to the AFS reporting elements where structured data can be utilised for automation. 

In addition to the AFS automation into the MCS AFS template, it also allows for system drill down functionality within the system to allow AFS preparers to access various levels of the BAS and Vulindlela data uploaded.

Our system includes Secondary Disclosure Working Paper functionality for the accrual based adjustments (such as provisions, commitments, capital expenditure) required by the MCS Secondary Disclosures which are usually recorded outside the core accounting systems of the Departments. 

Where specific AFS notes and disclosures still make use of unstructured data, manual input field have been provided to capture this on the AFS as well.

1.1  Pre-mapped COA data for automated import into AFS

The mapped structure and composition links the respective accounts to the disclosure line items for the Financial Performance (revenue, expenditure, appropriations) or Financial Position Votes (non-current assets & liabilities, community wealth, etc.) per the automated AFS.  Each transaction and balance category will be further allocated to a sub-category item, item type, movement, etc. It also provides for the rollover of balances from the previous years for comparative information.

The AFS details are populated directly from the Trial balance , either via a direct upload or an automated SFTP uploaded Trial Balance.

 Import directly via upload or via SFTP setup

Audit log functionality for uploaded TB

1.2  Dashboard

The Dynamic AFS Dashboard is the landing page that welcomes users.

This provides some colourful graphs of important budget and actual items such as

• Programme Expenditure

• Expenditure by Item

• Funding Sources

• Receipts by Type

The Dashboard also indicates the relevant periods that has been activated within the platform, as well as the active entity that is currently being displayed and worked on.

From here, all other sections and functionalities are accessible via a user friendly menu on the left of the screen.

1.3  Clickable Reports to scrutinise source of amounts

A key goal of Dynamic AFS is to capacitate users in always understanding their data, and where specific figures on the AFS comes from.

User friendly reports such as the Financial Summary and Vulindlela Summary allow the users to drill into the origin of an amount by clicking on the relevant classifications and sub-classifications in order to drill into the details and scrutinise the make-up thereof.

Play the below video to see an overview of the Vulindlela Summary, with selection of different segments:

1.4  AFS Template with automated Word conversion

Mapped TB to provide AFS outputs per specific reporting framework (e.g. IPSAS, GRAP, MCS) for statement elements, where applicable, such as Statement of Financial Position, Statement of Financial Performance, Cash Flow Statement, Statement of Net Assets, Statement of comparison of budget & actual amounts, Notes to the Annual Financial Statements, accounting policies and appendices

The programmatically structured setup allows for the AFS references to be easily and automatically updated and renumbered for changes to:

• The AFS Policy structure and numbering (bottom image); and

• The disclosure notes and sub-notes structure and numbering.

System menu on the live set of AFS:

1.5  Automated Appropriation Statement (for MCS Framework Financial Statements)

For the Modified Cash Framework Financial Statements edition, appropriation statement values are able to be automated from the National Treasury Vulindlela Report (where provided), uploaded via backend services and setup for each department.

1.6  External notes: Automated Structured & Manual Unstructured secondary data inputs

Our system allows for a combination of both the programmatical automation of structured data (e.g. PERSAL data across all Departments) as well manual input of unstructured / non-transversal data by end users into a single document.  For the applicable AFS sections, such a document is created, to which the summary sections are linked to the AFS and automatically updated once the electronic working paper was approved. Users are able to setup, shape and link such data, which also also for a reviewer approval process prior to the inclusion of such data into the financial statements.

1.7  Journals

Our AFS Journals module allows for pro-forma adjustments for controlled transactional / balance adjustments on the AFS for any account within the Chart of Accounts. Multiple controls ensure balancing, an audit trail of journals posted and by who they were posted as well as an option for exporting all journals posted.

1.8  Multiple users approach

Our online system provides for a multi-user approach.  Given our entity-wide approach, no additional charge is levied for the number of users on the system.  The system was developed to allow multiple users to simultaneously edit various parts of the AFS, allowing users to work faster and update separate sections concurrently. Our aim is to capacitate and involve as many individuals within the organisation as possible, and to continuously promote collaboration.

1.9  Lead Schedule Automation

Lead Schedule can be automated and exported to XLS format for inclusion in audit file to provide detail of AFS disclosures and TB data matching.

1.10  Supporting documentation repository functionality

Provision is made for the upload of external documents within the support documentation repository, to allow users to store and access additional information sets which needs to be shared by all users, not currently shared already elsewhere. Supporting document repository This can then serve as an electronic audit file, and if so required, access may also be granted to the auditors.

1.11  AFS Compilation and Audit Management:

The system provides for a centralised point-of-reference for the practical AFS management processes and to help improve the audit outcome over time.  This includes elements such as:

• Audit outcome repository with details of the key findings, the submitted AFS, detailed audit management report and centralised audit action plan, to allow users insight and focus to the AFS elements which require attention ; and

•  AFS Year End Plan which can be accessed and updated by users as a shared action-list for AFS related tasks.

1.12  Collaboration & Team sharing in real time: Review comments

Team Functional includes online AFS Review comments on the AFS itself (with master tracking section to reply, mark as resolved or to make as re-opened) as well as a live chat function (with the other users on the system at that time, which provides for general comments / discussions during this specific session the user is logged into) be it for progress allocations or real-time review notes.

1.13  Printing module

The core AFS Printing module allows for printing setups for individuals sections of the AFS.  Various elements or settings may be set up and managed for printing purposes, such as orientation, page breaks, fit-to-page alignments, headers, etc.

The Printing module also hosts the functionality to convert any pdf version of the Financials into a MS Word document.

1.14  Mapped + Read-only sections

Given the automated processes, certain input sections on the AFS and Secondary Working Papers are set as read-only.  This prevents manual inputs to override data on the interlinked structure.  Where data is originating from non-system generated origin, users can edit the initial source of these inputs. 

1.15  User Management System

One of the core building blocks of the Dynamic AFS system is our integrated User Management System, which manages the users that will gain access to www.dynamicafs.com, but also defines their type of access

1.16  Remote Access

Our system can be access via the cloud. 

Chromium based web browsers are recommended for functionality and security (such as Google Chrome).