why master data management for dynamics ax - rcd … master... · the technical requirements, ......

RCD Software [WHY MASTER DATA MANA

1 RCD Software – Sales Material

Scenario

Accurate and complete Master data and related information must be available to reduce time and errors

operating a global supply chain, controlling, consolidating and reporting financial results. The overhead of

updating shared information cross entities mu

instance environments.

Dynamics AX includes the Virtual Table concept for dealing with data sharing in a single instance, but due to

the technical requirements, the concept has limited use. Pleas

using Virtual Tables.

The Master Data Management (MDM) module from RCD Software has been designed to cover these

requirements both in single and multi

for Dynamics AX.

Performing Master data distribution MUST enforce any restriction and data relation defined by the

Dynamics AX Master Data model. If not, Master data, may become useless and potentially obstruct the use

of the system. This is why the MDM module has been designed INSIDE Dynamics AX and with the use of

ONLY Dynamics AX resources. The MDM module is built on the knowledge of the data

which govern its consistency.

This tremendous advantage is leveraged by users defining

need to know about intricate relations between distributed Master data and critical system dependent sub

tables. This is ALL taken care of by the MDM distribution engine. The Appendix briefly describes how

related tables and restrictions are handled by MDM and how users benefit from this.

The module is based upon Master data maintenance taking place in Dynamics AX Master Companies,

whether dedicated or actual (production) companies. Distribution models can be defin

WHY MASTER DATA MANAGEMENT FOR DYNAMICS

Sales Material



updating shared information cross entities must be been eliminated whether operated in single or multi


the technical requirements, the concept has limited use. Please see the appendix for a brief walkthrough of


requirements both in single and multi-instance environments of distributing and controlling Maste



MDM module has been designed INSIDE Dynamics AX and with the use of

ONLY Dynamics AX resources. The MDM module is built on the knowledge of the data

This tremendous advantage is leveraged by users defining the Distribution Models of MDM who do NOT

need to know about intricate relations between distributed Master data and critical system dependent sub


tables and restrictions are handled by MDM and how users benefit from this.


whether dedicated or actual (production) companies. Distribution models can be defin

GEMENT FOR DYNAMICS AX]



st be been eliminated whether operated in single or multi


e see the appendix for a brief walkthrough of


instance environments of distributing and controlling Master Data



MDM module has been designed INSIDE Dynamics AX and with the use of

ONLY Dynamics AX resources. The MDM module is built on the knowledge of the data-model and the rules

the Distribution Models of MDM who do NOT

need to know about intricate relations between distributed Master data and critical system dependent sub-


tables and restrictions are handled by MDM and how users benefit from this.


whether dedicated or actual (production) companies. Distribution models can be defined to distribute (and

RCD Software [WHY MASTER DATA MANAGEMENT FOR DYNAMICS AX]


control) Master data from specific Master Companies to an unlimited number of so-called Managed

Companies (the companies automatically being updated with latest Master data details).

Note: Master data may be maintained outside Dynamics AX – typically in a Spoke-and-Hub scenario, and

still be distributed (and controlled) by MDM by importing the Master data changes using the import

features (used by the multi-instance exchange features) which will trigger the MDM core distribution and

control engine.

Note: External ERP and other systems can subscribe to Master data changes by defining webservices or

simple file folders for exchanging the XML based AIF documents which describe the Master data changes.

The module handles the distribution and management requirements by supporting an unlimited number of

user defined models controlling all aspects of the distribution. Individual models can be defined to handle

subset of Master data to the extent these need special control and distribution.

Each model defines a scope of master data to be handled, covering any combination from a single model

addressing all to multiple models, dividing – as an example - items into purchasing, manufacturing, services

and 3’rd party, ledgers into Expense and other, OR splitting information using number sequences, related

table information etc. The individual model can be defined to address as granular a set of Master data as

required.

The individual fields – scoped by the Distribution model - can be controlled to prohibit local maintenance or

allow update of selected fields. A Security Add-on supports the transformation of these rights to Dynamics

AX Permissions in order to synchronize with the Security setup.

Each model defines whether Master data are distributed in real-time, in batch or driven by Dynamics AX

workflow processes allowing granular control and review before making Master data available at managed

sites.



The real-time distribution method deliver data to managed companies with-in the same (database)

transaction as the one creating, updating or deleting the information in the Master Data Company.

This method secures immediate availability of updated Master data as soon as the Master data is updated

in the Master Company.

Note: Please observe that the real-time distribution method is NOT available when distributing Master data

across instances. In this case the batch and optionally workflow methods are supported. However, ’close to

real-time’ experience can be accomplished by setting up the event driven batch environment responsible

for the information distribution.

Where business conduct requires the use of locally owned and managed Master data, the MDM module

supports this by so-called local-ownership Master data. These can be defined for any Master data type and

is typically isolated by user defined query definitions, such as

1. by a number sequence (items from A0000000-A9999999) or

2. Specific coding/assignment of fields (Item Group=Local and Item Type=Purchased) etc.

Master data with local-ownership is NOT distributed and never updated by MDM.

Use the Batch based distribution method, when Master data updates should occur on periodic basis, as

opposed to every time changes are done.

Batched based distribution use the familiar journal functionality to hold the information to be distributed.

The journal can distribute changes to Master data, and/or FULLY defined Master data. Changes are

automatically fed into the journal, if the distribution model scope covers the relevant Master data.

Feeding FULLY defined Master data are done directly in the journal – OR, much faster, when inside ANY

Master data form, adding the current Master data to the journal by the click of a button on the MDM

toolbar floating above all forms.

A Posting process initiates the distribution, when Master data/changes have been approved – using either a

formal Dynamics AX Workflow – or the journal approval features. If no approval is required, distribution is

initiated immediately upon Posting.

Appendix

Virtual tables

In order to use virtual tables, companies must compromise when assigning fields, since the values assigned,

will be shared by all other companies (sharing). Companies must, in other words, agree on whether

individual ledgers are inactive/active/blocked-in-journals, VAT setup, default currency and so forth. They

cannot have individual setup.

Another critical aspect of using virtual tables concerns the fact that foreign keys must not be part of the

table in a virtual company where the key is in the (non-virtual) company. This is due to the validation of



keys and this typically forces an ever increasing number of tables to be virtual – ending up in compromising

the needs of the individual companies.

A range of other issues must be dealt with when using virtual tables including the global search system,

Cubes, increased complexity using SSRS, setting up Permissions (security), to mention some.

However, virtual tables are used, but mainly in the area of sharing the Global Address Book and Default

data.

Enforcing the rules of the data model

A distribution model may scope a range of items (from the InventTable) to be distributed. These items may

reference new Item Groups, Dimension Groups and so forth.

When the MDM module distributes these items, it will consult the data-model of Items and determine

whether related information are required to create new items. If this is the case, each relation is evaluated

and in this case the Item Groups are checked to determine if the referenced Item Group exist. If not, the

Item Group referenced on the distributed Item will ALSO be distributed – and the same process takes place

for this information.

Buttons exist in the distribution model and the journals, to show these relations.

The distribution model may include definitions to override the reference information and instead use

hardcoded values. In this case, the hardcoded values are processed as above. A frequent ’override’ is the

conversion of the Item Type, converting distributed Items from Manufactured to Purchased, in cases where

the Master Company manufacture, but the Managed companies ’only’ sells these.

Note: when changes to Master data are distributed, changing references to other values, the original

references are NOT deleted!

Imagine changing the Item Group from A to B for a single item. Distributing this change will, as mentioned

above, first determine if Item Group B exists and if not – create it. Then the Item Group is updated. This will

be performed for all Managed companies defined by the distribution model. However, Item Group A will

still exists in all companies, no matter whether it’s used or not, or whether distribution created it or not.

Note: the advanced version of MDM includes a feature to stage or remove unused Master data, but it’s

recommended to run this separately to reduced response time of the distribution.

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