Specification Template Valid as of 30-Oct-2002 Doc. No.: IT XXXXXXXXXX Revision: 1.6 GBS CMF and MDM – Business Requirements GBS Cost Management Framework & Master Data Management Business...

Specification Template
GBS CMF and MDM – Business Requirements
 Novartis Page: 1 / 50 File: GBS-CMF_FS_018-CMFMDM V0.4.docx







GBS Cost Management
Framework& Master Data
Management
Business Requirements
Version 0.4


Comment [AS1]: Change the font of text in
the document.
GBS CMF and MDM – Business Requirements
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Author

Version Date Name Comments
0.1 20-Jun-2013 Ramesh.S Initial Draft
0.2 27-Jun-2013 Ramesh.S Changes based on review comments from Yvo
0.3 01-Jul-2013 Ramesh.S Changes based on review comments from Yvo
0.4 05-Jul-2013 Ramesh.S Changes to include URS ID reference

Approval (Sign Off)

Version Date Name Signature





















Comment [AS2]: Add general assumptions,
dependencies and glossary sections at the end
GBS CMF and MDM – Business Requirements
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Table of Contents

1.0 INTRODUCTION ..............................................................................................................................5
1.1. PURPOSE ......................................................................................................................................5
1.2. PRE-REQUISITES............................................................................................................................5
2.0 OVERVIEW ........................................................................................................................................5
2.1. BUSINESS RATIONALE ...................................................................................................................5
2.2. APPLICATION LANDSCAPE ............................................................................................................ 6
3.0 SOLUTION SCOPE ........................................................................................................................... 6
3.1. SCOPE MATRIX ............................................................................................................................ 6
3.2. IN SCOPE ......................................................................................................................................7
3.2.1. Master Data Management Application ..........................................................................7
3.2.2. Cost Management Framework Datamart & Reporting ..................................................7
3.3. OUT OF SCOPE ............................................................................................................................ 8
4.0 DETAILED SOLUTION REQUIREMENTS – MDM ......................................................................... 8
4.1. DIMENSIONS AND DATA MODEL .................................................................................................. 8
4.2. BUSINESS RULES IN MDM ............................................................................................................ 8
4.3. USER INTERFACE MOCKUP IN MDM ........................................................................................... 13
5.0 DETAILED SOLUTION REQUIREMENTS – CMF DATAMART .................................................... 13
5.1. ADDITIONAL MASTER DATA IN CMF ........................................................................................... 13
5.1.1. Time Dimension ............................................................................................................ 13
5.1.2. Version .......................................................................................................................... 14
5.1.3. ReportMeasures ............................................................................................................ 15
5.2. INBOUND TRANSACTION INTERFACE TO CMF .............................................................................. 16
5.2.1. Replicon Time Tracking Data ....................................................................................... 16
5.2.2. SAP IBI extracts to CMF ............................................................................................... 20
5.2.2.1. List of GBS Cost Centers ....................................................................................................... 20
5.2.2.2. Actual Cost from SAP IBI ...................................................................................................... 21
5.3. OUTBOUND INTERFACE FROM CMF ........................................................................................... 24
5.3.1. Replicon Data extract to SAP PCM .............................................................................. 24
5.3.2. SAP IBI data extract to SAP PCM ................................................................................ 26
5.4. CMF INBOUND INTERFACE - RESULTS FROM PCM ...................................................................... 28
5.4.1. Activity Driver Value - Actual & Plan Cost & Hours ................................................... 28
5.4.2. Revenue Results - Actual & Plan Revenue .................................................................... 32
5.4.3. BoA Hours from PCM ................................................................................................... 34
5.5. TRANSFORMATION & AGGREGATION IN CMF DATAMART FOR REPORTING ................................... 34
5.5.1. Timesheet Reporting: Calculations .............................................................................. 34
5.5.2. Calculations for Cost & Profitability Reporting ........................................................... 35
5.5.3. Add Reporting Elements and hierarchy ....................................................................... 36
5.5.3.1. Timesheet Reporting Elements ........................................................................................... 36
5.5.3.2. Cost & Profitability Reporting Elements ............................................................................. 36
5.5.4. Datamart and Report Refresh ....................................................................................... 37
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5.5.5. Calculate results on Time dimension ........................................................................... 37
5.5.6. Reporting Elements in Datamart / Reporting Cube .................................................... 38
5.5.6.1. TimeSheet Reporting ............................................................................................................ 38
5.5.6.2. Reporting on PCM Results ................................................................................................... 38
5.6. REPORTING SOLUTION ................................................................................................................39
5.1. LIST OF REPORTS FROM CMF ......................................................................................................39
5.2. REPORT LEVEL INFORMATION REQUIREMENT .............................................................................. 40
5.2.1. Effort Analysis Report .................................................................................................. 40
5.2.2. Customer Profitability Report ...................................................................................... 41
5.2.3. Service Group Profitability Report ............................................................................... 43
5.2.4. Service Costing Report ................................................................................................. 44
5.2.5. Time Sheet Actual Report .............................................................................................45
5.2.6. Time Sheet Submission Status Report......................................................................... 47
5.2.7. Time Sheet Compliance Status Report ........................................................................ 48
5.3. NON-FUNCTIONAL REQUIREMENT SPECIFICATION ...................................................................... 49
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1.0 INTRODUCTION
1.1. Purpose
This document describes the functional specification part of the solution required to fulfill
the business requirements outlined in document ‘GBS_CMF and MDM_URS
Document.docx’. The target audience is Novartis Global Business Services Management
team (owners of GBS CMF), GBS IT and the vendor resources part of the Solve phase for
GBS Cost Management Framework DW & MDM project.

1.2. Pre-requisites
The User Requirements Specification (URS), ‘GBS_CMF and MDM_URS Document.docx’
must be approved prior to the approval of this document and must act as input to the
Functional Specification Document.


1.3. References
 GBS_CMF_BIZ BusinessRequirements 20121205 signed.pdf
 Onsite Requirement Gathering workshop Issue Log - GBS CFM Workshop 24May Final.pptx
 PBO Project Report Guide - CMF_BW Reports_User Guide_20110520_v1.0.pptx
 CMF & MDM User Requirement Document - GBS-CMF_URS_055-CMFMDM V 0.5.docx

2.0 Overview
2.1. Business Rationale
The establishment of Global Business Services (GBS) as integral part of the Novartis
Pharmastrategy has triggered a new Business Solution Center (BSC) governance model. The
mainobjective of the new governance model is to capture synergies beyond labor arbitrage
byadding new capabilities while reinforcing costumer focus through quality to cost
keyperformance indicators (KPIs).

The GBS Cost Management Framework (CMF) is a key pillar of the BSC governance model,
since it provides the foundation for moving from FTE to Service charging. The CMF targets
to retain the simple charging model whilst enhancing the service cost transparency
allowing service managers to drive productivity and quality.

The GBS is also envisioning standardization of its operating framework and consider
creating a Master Data Management solution to provide a controlled environment for
maintenance and modification of its organization, customer and service master element
and hierarchies that is inherited by all applications across its system landscape.


Comment [AS3]: Rephrase the sentence
Comment [PKK4]: The purpose should be
written instead of linking to other documents as
this is the main point of the document.
Comment [AS5]: Approval, input docs can be
separated and a table can be inserted to list
name of Docs required
Comment [AS6]: Insert a table instead of text
Comment [AS7]: Add one or two line in
overview
Comment [AS8]: Whilst can be used
Comment [AS9]: Rephrase sentence
GBS CMF and MDM – Business Requirements
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2.2. Application Landscape
The GBS CMF system landscape diagram provided below explains the broad spectrum of
applications part of GBS Cost Management Framework.
3.0 Solution Scope
3.1. Scope Matrix
Activities MDM CMF
GUI to maintain Master Data Elements Y -
GUI to maintain Master Data Hierarchy Y -
GUI to maintain Master Data Relations Y -
Inbound Interface - Transaction Records
Replicon (TimeTracking) - Y
Clarity (TimeTracking) - N
SAP IBI (Consolidated ERP) - Y
SAP ECC (Individual ERP Instance) - N
OMF (Order Management Framework) - N
Volumetric Data (Spreadsheet) - N
Revenue Break-up (Spreadsheet) - N
Validate
Replicon - Transaction data elements with MDM - Y
Replicon - Transaction data element relations with MDM - N
SAP IBI -Transaction data element with MDM - N
SAP IBI - Transaction data element relations with MDM - N
Comment [AS10]: Make it a little readable
Comment [AS11]: Give 1 or 2 line about the
scope (functional technical etc.) or can be said
below table defines the in scope activities
Comment [AS12]: A RACI matrix can be
added
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Volumetric Data - Transaction data element with MDM - Y
Volumetric Data - Transaction data element relations with MDM - N
Revenue data - Transaction data elements with MDM - N
Revenue Data - Transaction data element relations with MDM - N
Aggregation & Transformation - Data
Transform and aggregate valid transaction records in datamart - Y
Outbound Interface
Push data directly to downstream application tables using database
connect for OMF
N -
Publish data in views from MDM that OMF can access Y -
Push data directly to CMF using database connect Y -
Publish Flat files with aggregated data to SAP PCM - Y
Inbound Interface - Results
SAP PCM Results extracted from published views to CMF - Y
Validate data elements in results with MDM - Y
Aggregation & Transformation - Results
Transform and aggregate valid results on reporting hierarchy and
populate reporting cubes
- Y
Reporting Hierarchy & reports
Create reporting hierarchy in CMF Datamart - N
Inherit reporting hierarchy from MDM to CMF - Y
Provide standard canned reports with slice & dice options in CMF - Y
Provide dashboard reporting in CMF - Y


3.2. In Scope
3.2.1. Master Data Management Application
The MDM solution consists of following
1) Multiple Graphical User Interfaces to create, update and delete master data
elements part of organization, customer and service hierarchy.
2) Multiple Graphical User Interfaces to define, update and delete relations between
master data elements part of the above mentioned hierarchies.
3) Technical interface to publish master definition for consumption by other
applications within GBS. This does not refer to an automatic interface from MDM to
CMF or other down stream applications.
3.2.2. Cost Management Framework Datamart & Reporting
CMF DM & Reporting application consists of
1) Data Integration solution to integrate
a. Inputs from Replicon Time Attend Application on actual effort spent on GBS
service delivery.
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b. Inputs from SAP IBI System on Actual Cost on GBS Service delivery
2) Validate Replicon input transaction data elements with the MDM definition for
validity and time dependency.
3) Provide consolidated inputs to SAP PCM application after aggregation of valid
transaction records to PCM required to run the PCM cost allocation engine.
4) Data Mart solution to
a. Report on actual and plan CMF results.
b. Analyze time tracking data to report on actual effort spent by BSC associates
including their operational discipline like timesheet compliance &
submission status.
5) Reporting solution to provide standard canned reports and Dashboard to help GBS
stakeholders with operational performance review and decision making.


3.3. Out of Scope
This document does not cover
1) Actual Revenue breakup by cost objects, Volumetric driver data to allocate Bill of
Materials will be directly uploaded into SAP PCM and not maintained in CMF
2) Solution for integrating Order Management Framework data into CMF Data Mart
and reporting on Demand and Capacity management KPI. This may be a future
requirement and will be dealt with in a separate document in subsequent phase.
3) Automatic interface from MDM to various downstream applications that consume
the master data maintained in MDM.
4.0 Detailed Solution Requirements – MDM
4.1. Dimensions and Data Model
FRS ID Detail URS ID
FRS-
001
Master Data Management Solution to cater to GBS master data
maintenance requirements.
URS-MDM008
URS-MDM002
URS-MDM004
URS-MDM005
URS-MDM007

Attached logical data model and physical data model for the MDM solution
CMF-MDM-LogicalMo
del-V0.3.pdf
Data Model GBS V
0.5.xlsx


4.2. Business Rules in MDM
Table Logic Validations required Example
APQC Process (8)
Must start with 2 letters plus 6
digit numeric code
None PC030302
APQC Process Group
(6)
Must consist of the first 6 digits
of the APQC Process code
When creating a new
APQC Process Code
for which no higher
level APQC Process
PC0303
Comment [AS13]: Rephrase sentence.. can be
something like following items are out of scope
Comment [AS14]: What exactly is table are
these fields etc.
Comment [AS15]: Use repeat header row for
table
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Group exists system
should determine new
APQC Process Group
Code and ask for
description
APQC Process
Category (4)
Must consist of the first 4 digits
of the APQC Process Code
When creating a new
APQC Process Code
for which no higher
level APQC Process
Category exists system
should determine new
APQC Process
Category Code and ask
for description
PC03
Service (8)
Must start with 2 letters plus 6
numeric digits
Mandatory to assign
Service Group Code,
Service Type, PCM
Relevancy Flag and
Service Chargeability
Code
SE100008
Service Group (5)
Must consist of the first 5 digits
of the Service Code
When creating a new
Service Code for which
no higher level Service
Group Code exists
system should
determine new Service
Group Code and ask
for description
SE100
Service Type (2) Free 2 digit alphanumeric code None 30
PCM Relevant (1) 1 digit Y/N flag
Only 2 choices, namely
Y= Yes and N = No
Y
Service Chargeability
(2)
Free 2 digit alphanumeric code None 01
Product (6) Free 5 digit alphanumeric code
None. Mandatory to
assign Service, Product
Group and Product
Category Code
100000
Product Group (3) Free 3 digit alphanumeric code None 100
Product Category (2) Free 2 digit alphanumeric code None 10
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Customer (10)
A) If the division that the
customer is linked to is equals '11'
(Pharma Division customer) then
the customer code must be
determined programmatically as
follows:
- First 4 letters must be set
equals to the Company Code that
the customer is linked to
followed by a underscore sign '_',
e.g. 'AT06_'
- add digits 6&7 equals to linked
division code, i.e. '11', i.e.
customer code becomes
'AT06_11' (normal case)
- For 8th digit propose nothing
but allow user to add a 1 digit
numeric code, such as '1' for
regional office, i.e. 'AT06_111'
(digits highlighted in blue cannot
be determined by user, only 8th
digit highlighted in red can be set
by user in exceptional cases,
however, only numeric values are
allowed

B) If the division that the
customer is linked to a division
other than '11' (<> Pharma
Division customer) then the
customer code must be
determined programmatically as
follows:
- First 4 letters must be set
equals to the Company Code that
the customer is linked to
followed by an underscore sign
'_', e.g. 'AT06_' (same logic as
for A)
- add digits 6&7 equals to linked
division code, e.g. '14' for Sandoz
Division, i.e. customer code
becomes 'AT06_14' (same logic
as for A)
- MDM to default 8th digit as '_'
but allow user to override
defaulted underscore '_' sign with
a numeric code (new logic), such
as '1' for regional office, i.e.
'AT06_141', however, only
numeric values are allowed
(similar logic for A)
- Set digits 9-10 = '11', i.e.
customer code becomes either
'AT06_14_11' (normal case) or
'AT06_14111' (exception)
Customer Code can be
7, 8 or 10 digits long.
Company Code,
Division Code and
Geographic Area Code
are mandatory.

Users can only
determine digit 8 on
their own, i.e. all other
codes are determined
programmatically
based on linked
company and division
code.


If the division code of
the customer = '11' then
the 8th digit can only
be a number (0-9) and
never an underscore
'_', letter or a special
character






If the division code of
the customer <> '11'
then the 8th digit can
only be an underscore
'_' or a number (0-9)
but never a letter or a
special character






AT06_11
AT06_111






AT06_14_11
AT06_14111
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Company Code (4) 4 digit alphanumeric code
Code cannot be shorter
than 4 digits
AT06
Division Code (2) 2 digit alphanumeric code
Code cannot be shorter
than 2 digits
14
Geographic Area (3) 3 digit alphanumeric code
None, code can be
shorter than 3 digits, in
fact mostly it will be 2
digits
AT
Geographic Area Group
(2)
2 digit alphanumeric code
None, code can be
shorter than 2 digits
10
Franchise (8) 8 digit alphanumeric code
Code must be 8 digits
long, i.e. not allowed
to be shorter
1101SC01
Function (2) 2 digit alphanumeric code
Code must be 2 digits
long, i.e. not allowed
to be shorter
30
Func_Franchise
12 digit alphanumeric field:
- first 2 digits to be set to 'FF'
- then ask user to select
franchise and function code
- MDM to then add first 4 digits
of franchise code to the prefix 'FF'
(e.g. FF1101)
- MDM to then add function
code to the above 6 digit code
(e.g. FF110130)
- MDM to add digits 5-8 of
franchise code to the above 8
digit code (end result e.g.
FF110130SC01)
Code must be fully
constructed by MDM
based on Franchises
and Functions created
by user. As a result, no
validations to be done
FF110130SC0
1
Replicon Text
Since data has to be mapped with
Replicon based on a text rather
than a code field MDM has to
provide a wide text field as the
field in Replicon is 255 digits long
None
PH DEV
ONCO
FF Validation
User needs to indicate all
divisions which are allowed to
receive man hour postings in
Replicon. User can either
selection one or several divisions
or alternatively select '*' in case
all divisions are allowed to
receive man hours
None, user to select
one or several values
from drop-down list
11, 14, *
Team (10)
Must start with 2 letters plus 8
numeric digits. Employees and
externals with similar skills are
grouped into pools
Ensure that first 2
digits are letters and
that all other digits are
numbers. Team IDs are
allows to be shorter
than 10.
Mandatory to set PCM
Relevancy Flag to
either 'Y' or 'N' and to
link team to a cost
center code based on a
RP10010130
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drop down list
Employee (20)
Identifier is engine ID which is
sometimes referred to as 5-2-1
user ID
System to allow user to
link resource pool and
role ID and to propose
1.00 for FTE value and
100% for Service
involvement. System
should allow copying
existing record and
proposing new validity
period and then reduce
end date of existing
record if the keys are
identical.
MATHEAN
4
Role (2) 2 digit alphanumeric code
Code must be 2 digits
long, i.e. not allowed
to be shorter
20
Cost Center (14)
14 digit alphanumeric code
representing concatenated value
of SAP company code and SAP
cost center code
None, Code allowed to
be shorter than 14
digits but:
- Company code is
mandatory (allow user
to select from drop
down list)
- Cost group is
mandatory (allow user
to select from drop
down list)
- Cost center location
is mandatory (allow
user to select from
drop down list)

However, MDM must
accept new cost center
codes being created by
the IBI interface
without there being
any cost group and
cost center location
being present in the
data. Only when user
edits a record must
those fields show as
mandatory.
IN1011H2409
85A
Cost Center Location
(2)
2 digit alphanumeric code
Code must be 2 digits
long, i.e. not allowed
to be shorter
11
Cost Type (2) 2 digit alphanumeric code
Code must be 2 digits
long, i.e. not allowed
to be shorter
10
Cost Group (2) 2 digit alphanumeric code Code must be 2 digits 30
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long, i.e. not allowed
to be shorter
Cost Elements (12)
12 digit alphanumeric code. First
2 digits must be automatically set
to 'CE' by MDM. User can then
add 10 of his own digits
None as code is
allowed to be less than
12 digits long
CE6112
Internal Orders (14)
14 digit alphanumeric code
representing concatenated value
of SAP company code and SAP
cost center code
None, Code allowed to
be shorter than 14
digits but:
- Company code is
mandatory (allow user
to select from drop
down list)
- PCM Relevancy is
mandatory (set default
to 'N' when new
records are created by
middleware)

MDM must accept new
internal orders being
created from the IBI
cost interface to PCM
IN1077TZF3
4

Text Fields in MDM: Text fields like master element names or description in MDM are
expected to be 250characters in length maximum.
4.3. User Interface Mockup in MDM
FRS ID Detail URS ID
FRS-002 MDM User Interface Mock up attached. Solution to create and
maintain GBS master data in MDM Portal.
URS-
MDM001


Attached User interface mockup for MDM
GBS_MDM_UI_V0.1.
xlsx
MDM_UI_Rules V
0.1.xlsx

5.0 Detailed Solution Requirements – CMF Datamart
5.1. Additional Master Data in CMF
5.1.1. Time Dimension
FRS ID Detail URS ID
FRS-003 System administrator to maintain a time dimension in CMF
database.
No user interface to maintain the same it is a slow changing
dimension.
URS-
CMF017

Data Structure
Category Conventions + Attributes
Comment [AS16]: Give a l ’ill details about
Mockup
Comment [AS17]: Give a solution highlight /
overview
Comment [AS18]: User repeat row header
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Day  YYYYMMDD
 Ex> 20130131 to indicate 31-Jan-2013
Week ID  Alphanumeric
 YYYYWXX to represent week 01 to week 52 in a year
 Ex. 2013W05
Week Name  Alphanumeric
 Week starts from Monday to Sunday aligned to Replicon
Time Tracking application.
 Prepopulate with coding format “DDMMMYYYY-
DDMMMYYYY”
 Ex: 03Jun2013-09Jun2013
Period Code  Numeric
 PXX
 XX will be 01 to 12
 For ex>P01 to P12
 Maintaining the period in this manner will thereby remain
standard for data mart and reporting.
 For sending data to PCM or to translate data received from
source systems, the period should be interpreted as
concatenation of Year and Period in YYYYMM format. For
example 201301 for Jan 2013.
Period Name  Alphanumeric
 Prepopulate as “MMM”
 Ex. Jan
Quarter Code  Alphanumeric
 QXX
 Q01 to Q04
Quarter Name  Alphanumeric
 Prepopulate as “QuarterXX”
 Ex. Quarter01
Year Code  Numeric
 YYYY as in calendar year.
 2013
Year Name  Numeric
 YYYY as in calendar year.
 2013


5.1.2. Version
FRS ID Detail URS ID
FRS-004 Create version dimension in CMF database. Add values Plan and
Actual with appropriate codesas defined in SAP PCM.
URS-
CMF012

Data Structure
Category Conventions + Attributes
Version Code  3 digit alphanumeric
Version Description  Textual description max. 100 char. Long
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5.1.3. ReportMeasures
FRS ID Detail URS ID
FRS-005 Create reportmeasures in CMF database to enable reporting URS-
CMF017-
22

Data Structure
Category Conventions + Attributes
MeasureCode  Max. 12 digit alphanumeric
MeasureDescription  Textual description max. 100 char. Long

List of Measures
MeasureCode MeasureDescription
PvsWk Previous Week
Pvs4Wk Previous 4 Weeks
Pvs12Wk Previous 12 Weeks
YTD Year To Date
ActRev Actual Revenue
PlanRev Planned Revenue
RevVar Revenue Variance
RevVar% Revenue Variance %
ActCost Actual Cost
PlanCost Planned Cost
CostVar Cost Variance
CostVar% Cost Variance %
ActNetRes Actual Net Results
PlanNetRes Planned Net Results
NetResVar Net ResultsVariance
NetResVar% Net Results Variance %
ActHrs Actual Effort Hours
PlanHrs Planned Effort Hours
HrsVar Effort Hour Variance
HrsVar% Effort Hour Variance %
CompSt% Compliance Status %
SubSt% Submission Status %



Interface Error Log to handle Rejections and Exception Reporting
FRS ID Detail URS ID
FRS-006 Maintain Interface Error Log Table with Error ID and Description
attached. This is then used to flag the exception records received in
the interface files from Replicon, IBI and PCM, some of these
records might be rejected and not processed further in CMF; some
of these records will be processed in CMF but worth informing the
business user that the record contained data elements that were no
longer valid in MDM (deactivated codes).
URS-
CMF002
Comment [AS19]: Explain what is report
measure
Comment [AS20]: Give a L ’ill details about
error log / exception log etc.
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CMF_InterfaceErrorL
og.xlsx


5.2. Inbound Transaction Interface to CMF
General Rules  The interface data...