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IT Finance

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Note
Note: This article applies to Fuji and earlier releases. For more current information, see Finance Service Management at http://docs.servicenow.com

The ServiceNow Wiki is no longer being updated. Visit http://docs.servicenow.com for the latest product documentation.

Overview

With the Financial Management application, you can allocate, track, and report on expenses in your organization. The application provides a workbench, which is a visual tool that you can use to extract expenses from your general ledger, process the expenses, and map them to the functions used by IT. You also have access to a variety of reports to help you know exactly how much of your expenditures are related to IT.

The Financial Management application is available starting with the Fuji release.

Note
Note: The modules in the Financial Management application prior to the Fuji release are now included with Cost Management.


How Financial Management Works

The Financial Management applications uses these components:

  • The general ledger: a list of your organization's expenses.
  • The fiscal period: the timeframe during which expenses were incurred. You can work with only one fiscal period at a time.
  • Your cost model: the rules, methods, and metrics that tell the application how to allocate expenses to the accounts in the IT chart of accounts.
  • The allocation engine: the core of the application that uses your cost model to calculate expenses and determine how to allocate expenses.
  • Financial reports and dashboards: graphical representations of the expense allocations that show you where your expenses are coming from.

With the workbench, you can manage your general ledger, choose the fiscal period, build your cost model, and run the allocation engine.

Roles

The Financial Management application uses the following roles.

Role Title [name] Description
financial management administrator

[financial_mgmt_admin]

Sets up and administers the entire cost model, which includes the general ledger and the items used in the allocation process, like rules, methods, metrics, and so on. Creates, modifies, and deletes allocation lines, fiscal periods, and reports.
financial management user

[financial_mgmt_user]

Views general ledger records and allocation records for reporting purposes.
financial analyst

[financial_analyst]

Uses the workbench to allocate expenses. Modifies the cost model. Creates, edits, and deletes financial reports.
data mart administrator

[data_mart_admin]

Creates, modifies, and deletes records in the data mart. Creates dimension tables that can be used as a segment, so that financial management administrators and analysts can add the segments to the IT chart of accounts.

Menus and Modules

Activating the Financial Management feature adds the IT Finance and IT Data Mart application menus. It also adds modules for fiscal periods to the System Definition application menu.

The IT Finance application menu
  • Getting Started: Access the documentation to help you get started with the application.
  • Workbench: Open the workbench, which is a user-friendly interface that you can use to manage expense data in the general ledger, set up the cost model, and perform allocations.
  • Overviews
  • Financial Overview: View reports that show costs per fiscal period for each segment in the IT chart of accounts.
  • Account Overview: View reports that show allocations for the accounts in all segments.
  • Business Service Overview: View reports that show allocations for business services.
  • Business Unit Overview: View reports that show allocations for business units.
  • Dashboards
  • Financial Dashboard: View the main financial management dashboard that shows allocations for selected segments.
  • Trending Dashboard: View reports that shows allocation data for each segment over time.
  • CIO Dashboard: View a report that gives CIOs a quick summary of finances operations, and projects.
  • General Ledger
  • Staged Expenses: Access the list of the expenses that you imported into the application.
  • Cleansed Expenses: Access the expenses that you already cleansed in the workbench.
  • Groomed Expenses: Access the expenses that are already groomed, assigned to buckets, and ready for allocation.
  • Chart of Accounts
  • IT Chart of Accounts: Access the definitions that specify the segments used by your cost allocation method.
  • Segment Hierarchy: Access the records that control the hierarchy of segments in the IT chart of accounts.
  • Business Units: Access the business units that are associated with companies. By default, the business unit is the first segment in the IT chart of accounts.
  • IT Shared Services: Access the services that are shared across your IT infrastructure.
  • Cost Model
  • Grooming Conditions: Access advanced query conditions that the workbench uses during the Bucketing stage.
  • Account Buckets: Access the buckets that you can use in the workbench to group expenses.
  • Allocation Rules: Access all cost allocation rules used to allocate expenses.
  • Filter Conditions: Access records that allocations rules use to filter the expenses that can match allocation rules.
  • Allocation Metrics: Access the metrics that rules and methods use to allocate expenses.
  • Create Weighted Metric: Create a new weighted metric.
  • Allocation Methods: Access the methods that cost allocation rules use to allocate expenses.
  • Allocation Groups: Access the groups you can use to classify allocations.
  • Allocation Lines: Access the expense lines that have been allocated from expenses in the general ledger.
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The Data Mart application menu

Under the IT Data Mart menu:

  • Facts: Opens a list of fact definitions.
  • Dimensions: Opens a list of dimension table definitions.
  • Last Run: Opens the records showing the most recent time that the application created dimension tables.
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The System Definition application menu

Under the System Definition menu:

  • Fiscal Periods: Opens a list of all fiscal period records and calendar records.


Activating Financial Management

An administrator can activate Financial Management .

Dependencies

The following application plugins are activated with Financial Management:

Requirements

The following are required to use Financial Management: