EY DataCollector

Information 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 used
EYDC?

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 that
is 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

Ernst & Young | EY DataCollector client information | September 2011

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EY DataCollector
Information for clients
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 receive
accurate 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 are
granted 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 by
EYDC?
Why is EY using the EY Data
Collector?
How does it work?
EY DataCollector
Information for clients

Ernst & Young | EY DataCollector client information | September 2011

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EY DataCollector
Information for clients

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
Microsoft
Dynamics NAV
3.7, 4, 5 MS SQL
Time saving when using EYDC
ERP
System
Client Data
Number of
records
Extraction
method
Level of
effort for
data
extraction
Level of
effort for
data
enhancement
SAP
Medi-
terranean
General
Ledger
10,000,000
Client
specific
4 days 1 day
EYDC 1 day N/A
Oracle E-
Business
Middle
East
General
Ledger
6,000,000
Client
specific
10 days 3 days
EYDC 5 days N/A
SAP
Central
Europe
Accounts
receivable
500,000
Client
specific
3 1/2
days
1/2 days
EYDC 1/2 days N/A
What is the track record of
using the tool?

Ernst & Young | EY DataCollector client information | September 2011

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EY DataCollector
Information for clients
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 ERP
system.
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 asked
questions from clients using
EYDC?

Ernst & Young | EY DataCollector client information | September 2011

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EY DataCollector
Information for clients
Involve the relevant persons from different departments (see FAQ
below)
Consider company policies for using external applications
Gain a further understanding of EYDC by reading related sections in
the 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 access
rights 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 involved
when 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 actively
involved 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 have
used EYDC?

Ernst & Young | EY DataCollector client information | September 2011

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EY DataCollector
Information for clients
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 ledger
GL account number The number assigned to each general ledger account
Amount The default currency amount assigned to each journal
entry line item
Business unit A division or location that represents the transactions
Period The period of time during which the journal entry was
made
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 journal
entry
Source The subledger or system in which the journal entry
was made
JE description The name / description assigned to each journal entry
line item
Trial Balance File
Data Point Definition
GL account number The number assigned to each general ledger account
GL account name The name / description assigned to each general
ledger 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 period
Closing balance The closing balance of each GL account for the
current period
General Ledger Data

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EY DataCollector
Information for clients





Accounts receivable and accounts payable
Data Point Definition
Account number
The number assigned to each vendor / supplier
account
Name
The name / description assigned to each vendor /
supplier account
Type
The transaction type (e.g., invoice / credit note /
payment)
Reference
A unique invoice or transaction reference (i.e., invoice
number or entry number)
Document date The original invoice document date
Payment date The original invoice payment date
Amount The invoice amount currently outstanding
Currency amount
The invoice amount currently outstanding in
transaction currency
Currency The name / ID of the transaction currency
Debtor and creditor master file
Data Point Definition
Account number
The number assigned to each vendor / supplier
account
Name
The name / description assigned to each vendor /
supplier account
Credit limit
The approved credit limit assigned to each vendor /
supplier account
Payment terms
The standard payment terms for each vendor /
supplier account (i.e., payment terms in days or
specific identifier)
Address 1
The first line of the vendors / suppliers
correspondence address
Address 2
The second line of the vendors / suppliers
correspondence address
Postal code
The post code of the vendors / suppliers
correspondence address
Country
The country of the vendors / suppliers
correspondence address
Subledger Data

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EY DataCollector
Information for clients



Inventory period end valuation file
Data Point Definition
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 period
end
Last purchase date The most recent date the inventory line item was
purchased
Last movement date The most recent date the inventory line item was sold
and / or used
Sales history file
Data Point Definition
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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EY DataCollector
Information for clients
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 launched
from
Unrestricted write access on the selected output medium with enough free disk
space 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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