Configure machine learning for cost pools
Applies to: TBM Studio 12.7 and later
Apptio uses machine learning techniques to predict the applicable cost pool based on the account information. A new pipeline step, Assign Cost Pools, is automatically added to tables that are mapped to Chart of Accounts Master Data using Map Columns.
- Costing Standard Cost Source Component, upgraded to 12.6, or newer.
- Chart of Accounts: Account information is typically available from a financial system.
- Required columns are Account, Account Description and Expense Type. However, columns Account Group and Account Subgroup are recommended.
- Use the Map Columns step with a destination of Chart of Accounts Master Data.
Map Chart of Accounts to cost pools
Complete the following tasks.
Configure the Assign Cost Pools step
On the Chart of Accounts table for which you want to map to cost pools, add the Map Columns step. Choose a destination for the Chart of Accounts Master Data. See Map Columns for more information on how to use Map Columns.
The Assign Cost Pools step appears.
Configure reference data
- When you first use Assign Cost Pools, you employ the Configuration tab. Click Configure Now to obtain the reference information on cost pools. The screen automatically refreshes after all information is retrieved. The ATUM Cost Classification Reference List and OpEx CapEx Classification Reference tables appear under the Reference Tables category at the left.
- Check in these new tables and your chart of accounts table at the same time.
If an update is available, a notification will appear on the Configuration tab.
- To update the reference tables at any time, check out the table you want to update. Navigate to the table or click on the reference data you wish to update on the Configuration tab. Updates display with a yellow warning icon.
- Click Update Reference Data.
Update the model
- To see the model you are on, click the Configuration tab.
- If an update is available, a notification will appear on the Configuration tab. To update to the
latest version, click Update Now.Note: Reverting the document will return the model to the checked-in version.
Adjust confidence
- Click the Configuration tab.
- Edit the number in the Min Confidence % box, then press Enter.
- Save the table. The mappings will update.
Use the Tree Map and Preview pane
Use the tree map to explore the data being assigned. The following images show all available iterations.
To the right of the tree map are KPIs that indicate how rows are assigned. When a user interacts with the tree map, the KPIs and the following table update. Filters applied directly to the table will not affect the tree map.
The tree map has the following elements and capabilities:
(1) Tree map visualization - Click any box to filter the entire Overview tab of this step by the value in that box.
The tree map has the following levels: Cost Pool > Cost Sub Pool > Account Group > Account Subgroup > Account. If any level is unavailable due to not being mapped, the tree map will automatically drill down to the next level.
After drilling down, the path used to filter down to the current level appears and all prior levels become links. Click All to return to the default, unfiltered view.
The assignment status in the tree map is color-coded (see step 4) and, when there is a mix of automatically and custom-rule assigned rows, a blend of the two colors appears:
(3) Create Rule - This button becomes enabled when you filter at least one customer-provided value. If all columns are filled out, this occurs after you click an Account Group. Created rules will apply to all rows in the customer-provided group, and therefore, may impact more rows than appear on the tree map.
After you click Create Rule, navigate to the Rules tab to finish configuring the rule.
(4) KPIs - The Key Performance Indicators (KPIs) at the right show how many rows are assigned and by what method. The percentages are rounded normally. The colors on the KPIs are a legend of the colors in the chart.
(5) Table - The table shows all rows that match the state of the tree map. To further filter the table, enter text in the Search field before each header. You can also right-click on any value in the table and choose Filter by value to add text into the Search field.
- By default, the table is not sorted. Click on the headers to show options to change the sort. Any action that changes the status of rows in the table will immediately update the table and reapply the sort.
- The table allows changes to individual rows. Rows are identified by all their values, so if there are identical rows, they will be treated as one. Click cost pool or sub pool to see all available mappings. Choose an option to create a rule for that row.
- To assign a cost pool to a row, click the Cost Pool or the Cost Sub Pool column. The Assign To menu appears and shows all the list of cost pools and cost sub pools available for selection.
- Unassigned
- Conflicts
- Automatic
- Rule
- Verified
The colors match the KPI legend next to the tree map except for verified ones, which are dark green. Also, you can interact with the Status column to change the status of each row.
- Click the Status column value icon when it is automatically assigned or custom rule is assigned to verify that row. Verified rows have locked values and will not change even if they are automatically assigned cost pool changes.
- Click on Conflicts to verify that row.
- Click on Unassigned to show the same menu available on the Cost Pool and Cost Sub Pool columns.
Create and manage rules
Use rules to set the cost pool and cost sub pool for rows in the table that can be applied based on values in rows. Rules continue to apply to all uploads in that version of the table.
The Rules table is in the upper left of the Rules tab. By default, it contains the name of the rule and row counts that match the rule criteria, broken out by how the rule was applied.
To see options to show or hide columns, right-click on the header.
Create a new rule
- Select New Rule to create a rule with no conditions and cost pool
assignment.Use a rule name and description to help track the decisions made in each rule.
Use a rule name and description to help track the decisions made in each rule.
- Edit the rule.
Edit a rule
- Right-click on a value in the table, then click Add to Rule to add
another criterion to the rule. If no rule is selected, it will create a new rule. Then, add the
criterion.Note: Before you remove a mapping in Map Columns that is used by rules, be sure to remove that criteria from the rules. If you remove a mapping and are unable to adjust your rules as you want, add the column back, remove that column from rules, then remove the mapping again.
Apply rule conditions
Condition operators follow this logic:
| Name of operator | Description | Example |
|---|---|---|
| Equals | Use for an exact match. | Expense Type Equals OpEx |
| Contains | Use for values that include your typed text but may also include other information. | Account Contains 2111 |
| Starts With | Use when you know what your value starts with. | Account Description Starts With Salary |
| Ends With | Use when you know what your value ends with. | Account Description Ends With Benefits |
| Is In | Use when your value is one of the listed comma-separated texts. | Account Is In 2111,2112 |
| Not Equals | Eliminates rows that don’t match the text you enter. | Expense Type Not Equals CapEx |
| Does Not Contain | Eliminates rows that don’t contain the text you enter. | Account Description Does Not Contain Maintenance |
| Does Not Start With | Eliminates rows that don’t start with the text you enter. | Account Does Not Start With ACCT_ |
| Does Not End With | Eliminates rows that don’t end with the text you enter. | Account Does Not End With 23 |
| Is Not In | Eliminates rows that don’t match one of the lists of text strings you enter. | Account Is Not In 2111,2112 |
| Is Null | Use when your value is empty. | Expense Type Is Null |
| Is Not Null | Use when your value is not empty. | Expense Type Is Not Null |
- You can add conditions in the same column twice. However, after saving a rule, conditions will be condensed into an Is In or Is Not In using wildcards to address other permutations.
- Columns only operate either by positive matches (Is In, Equals, Contains, and so on) or by negative matches (Not Equals, and so on).
- When Is Null is used in a column, that column may not be used for other operators.
- Rules may only be created or edited in the trunk branch. Therefore, to create or edit rules, merge your table and then complete the edits.
Resolve rule conflicts
When more than one rule is applicable to one or more rows and no rule is more specific than the other, the row(s) will be set to Conflict status and no cost pool or cost sub pool are assigned to the row(s). Conflicting rules are listed in the Conflicts tab.
- Select the rule you want to update from Select a Rule, modify a condition(s), then click Update Rule.
- Right-click on the rule you want to supersede, then select Verify. This will cause the chosen rule to overrule the other rules in which it was in conflict.
Verify rows
You can verify that any row assigned to a cost pool was manually reviewed. Doing so will supersede any other way to change the row. The row may be verified regardless if the assignment was completed through machine learning or through manual intervention using rules. Changes to the model will not affect verified rows.
Assign Cost Pools step and versioning
Tables containing the Assign Cost Pools step can be time versioned like any other table. For more information, see Version a table.
Branch or rollback
If you roll back a project in check in history, the rules will be returned to the state they were in at that time. Any future-added rules will default to a higher automatic number as reflecting the rules that have been created thus far.
Rules can only be created or edited in the trunk branch. Therefore, to create or edit rules, first merge your table and then complete any edits.