Managing N-MFP Class Information Data

As an alternative to manually entering class information one record at a time via the associated application page, you can import multiple class records at once using an Excel (XLSX) source file. Follow these steps to do so:

1. Expand the Environment Administration “Settings” menu.

   1. Click the “Home” button at the top of the application window to return to the landing page.

   2. Select “Environment Administration” from the administration area.

      

   3. Click the “Settings” menu to view available items.

2. Click the “Funds” item.

   The “Funds” page displays.

   

3. Click the “Get import template” button at lower-right of the pane where existing items are listed to retrieve an Excel import file template.

   The “Get Import Template” dialogue displays.

   

   1. Select the “Class” option.

   2. Click the “Accept” button at lower-right of the dialogue.

      The “File Download” dialogue displays.

      

      1. Click the “Open” button to open the template within Microsoft Excel.
      2. Or, click the “Save” button, and then specify a local or network directory in which to store the template.
4. Use Excel’s “Save As...” command to create your data import file, giving it a unique and meaningful name (e.g., “ClassImport_20181231.xlsx”).
5. Populate your new file with information for as many class records as you’d like to import, and then save it (see the “Classes Import File Structure” table for specifics).

6. Click the “Import data” button at lower-right of the pane where existing items are listed to import data contained in your Excel source file.

   The “Import Data” dialogue displays.

   

   1. Select the “Class” option.

   2. Click the “Accept” button at lower-right of the dialogue.

      The “Classes Import” dialogue displays.

      

      1. Select your import file using the “Browse” button at right of the “File” field.

         

      2. Specify the import behavior options you’d like to use.

         1. Specify whether only new records in your file should be imported to the database, or whether any records it has that match existing database records should also be imported.

            By default, the “Import New Records Only” option is selected.

            Existing records will be overwritten by those contained in your file if you choose the latter option!

      3. Click the “Preview” button at lower-right of the “Options” section.

         The record(s) to be imported display in the grid.

      4. Click the “Accept” button at lower-right of the dialogue.

         The records are imported to the database.

As an alternative to manually entering fund information one record at a time via the associated application page, you can import multiple fund records at once using an Excel (XLS) source file. Follow these steps to do so:

1. Expand the Environment Administration “Settings” menu.

   1. Click the “Home” button at the top of the application window to return to the landing page.

   2. Select “Environment Administration” from the administration area.

      

   3. Click the “Settings” menu to view available items.

2. Click the “Funds” item.

   The “Funds” page displays.

   

3. Click the “Get import template” button at lower-right of the pane where existing items are listed to retrieve an Excel import file template.

   The “Get Import Template” dialogue displays.

   

   1. Select the “Fund” option.

   2. Click the “Accept” button at lower-right of the dialogue.

      The “File Download” dialogue displays.

      

      1. Click the “Open” button to open the template within Microsoft Excel.
      2. Or, click the “Save” button, and then specify a local or network directory in which to store the template.
4. Use Excel’s “Save As...” command to create your data import file, giving it a unique and meaningful name (e.g., “FundImport_20101231.xls”).
5. Populate your new file with information for as many fund records as you’d like to import, and then save it (see the “Funds Import File Structure” table for specifics).

6. Click the “Import data” button at lower-right of the pane where existing items are listed to import data contained in your Excel source file.

   The “Import Data” dialogue displays.

   

   1. Select the “Fund” option.

   2. Click the “Accept” button at lower-right of the dialogue.

      The “Funds Import” dialogue displays.

      

      1. Select your import file using the “Browse” button at right of the “File” field.

         

      2. Specify the import behavior options you’d like to use.

         1. Specify whether only new records in your file should be imported to the database, or whether any records it has that match existing database records should also be imported.

            By default, the “Import New Records Only” option is selected.

            Existing records will be overwritten by those contained in your file if you choose the latter option!

      3. Click the “Preview” button at lower-right of the “Options” section.

         The record(s) to be imported display in the grid.

      4. Click the “Accept” button at lower-right of the dialogue.

         The records are imported to the database.

Holdings information can be loaded utilizing the secure FTP site process. See the “Transferring Load Files via Secure FTP” topic for details on using this method.

As an alternative to manually entering holdings information one record at a time via the associated application page or using the secure FTP load process, you can import multiple holdings records at once, along with their associated information, using an Excel (XLS) source file. Follow these steps to do so:

1. Expand the ArcFiling “N-MFP” menu.

   1. Click the “Home” button at the top of the application window to return to the landing page.

   2. Select “ArcFiling” from the components list.

      

   3. Click the “Filings Workspace” tab at lower-left of the screen.

      

   4. Click the “N-MFP” menu to view available items.

      If the “Account Period”, “Complex” and “Fund” relevant to the data you wish to view are not currently selected, choose them using the either selection button at upper-left of the screen or the selection bar across the top of the window.

      • Using the selection bar

        1. Click the “[Select Date]” text or “»” symbol.

           All open account periods associated with a project, and to which you have access, are displayed.

           

        2. Click the “[Select Complex]” text or “»” symbol.

           Complexes with projects associated with the specified date are displayed.

           

           If only one complex is available based on the specified date, the complex is automatically chosen.

        3. Click the “[Select Group]” text or “»” symbol.

           Groups associated with the specified complex with active projects for the specified date are displayed.

           

           Alternatively, you can specify “All Fund Groups”, which automatically fills in “All Funds” in the step below. Some pages in Arc Suite (e.g., “Fund Holdings”), allow you to view information for more than one fund simultaneously. If a page does not support multiple fund display, then no information displays when “All Fund Groups » All Funds” is specified.

           

           If only one fund group is available based on the specified complex, the group is automatically chosen.

        4. Click the “[Select Fund]” text or “»” symbol.

           Funds associated with the specified group with active projects for the specified date are displayed.

           

           Alternatively, you can specify “All Funds”.

           

           If only one fund is available based on the specified group, the fund is automatically chosen.

        When all elements of the fund selection bar are specified, you have several options available in terms of viewing different sets of data for open pages.

        

        • Change the specified date. The list of dates is filtered for active projects for the specified fund. Changing the date refreshes the data for all open pages.
        • Change the complex. Changing the complex resets the group, and you’ll need to return to Step 3 above.
        • Change the group. Changing the group resets the fund, and you’ll need to return to Step 4 above.
        • Change the fund. Changing the fund refreshes the data for all open pages.
        • Reset the fund selection bar. Click the “Reset” button at any time to return to Step 1 above.

      • Using the selection button

        1. Click the selection button at upper-left of the window.

           All open account periods associated with a project, and to which you have access, are displayed.

           

           If an account period has already been specified via the fund selection bar (see above), the list under the fund selection button automatically expands that date.

           

        2. Click the arrow at left of the desired account period to display the available complex(es) and associated fund group(s) and fund(s).
        3. Specify the “Complex”, “Fund Group” and “Fund” relevant to the project you wish to view.

2. Expand the ArcReporting “Portfolio” menu.

   1. Click the “Home” button at the top of the application window to return to the landing page.

   2. Select “ArcReporting” from the components list.

      

   3. Click the “Reporting Workspace” tab at lower-left of the screen.

      

   4. Click the “Portfolio” menu to view available items.

      If the “Account Period”, “Complex” and “Fund” relevant to the data you wish to view are not currently selected, choose them using the either selection button at upper-left of the screen or the selection bar across the top of the window.

      • Using the selection bar

        1. Click the “[Select Date]” text or “»” symbol.

           All open account periods associated with a project, and to which you have access, are displayed.

           

        2. Click the “[Select Complex]” text or “»” symbol.

           Complexes with projects associated with the specified date are displayed.

           

           If only one complex is available based on the specified date, the complex is automatically chosen.

        3. Click the “[Select Group]” text or “»” symbol.

           Groups associated with the specified complex with active projects for the specified date are displayed.

           

           Alternatively, you can specify “All Fund Groups”, which automatically fills in “All Funds” in the step below. Some pages in Arc Suite (e.g., “Fund Holdings”), allow you to view information for more than one fund simultaneously. If a page does not support multiple fund display, then no information displays when “All Fund Groups » All Funds” is specified.

           

           If only one fund group is available based on the specified complex, the group is automatically chosen.

        4. Click the “[Select Fund]” text or “»” symbol.

           Funds associated with the specified group with active projects for the specified date are displayed.

           

           Alternatively, you can specify “All Funds”.

           

           If only one fund is available based on the specified group, the fund is automatically chosen.

        When all elements of the fund selection bar are specified, you have several options available in terms of viewing different sets of data for open pages.

        

        • Change the specified date. The list of dates is filtered for active projects for the specified fund. Changing the date refreshes the data for all open pages.
        • Change the complex. Changing the complex resets the group, and you’ll need to return to Step 3 above.
        • Change the group. Changing the group resets the fund, and you’ll need to return to Step 4 above.
        • Change the fund. Changing the fund refreshes the data for all open pages.
        • Reset the fund selection bar. Click the “Reset” button at any time to return to Step 1 above.

      • Using the selection button

        1. Click the selection button at upper-left of the window.

           All open account periods associated with a project, and to which you have access, are displayed.

           

           If an account period has already been specified via the fund selection bar (see above), the list under the fund selection button automatically expands that date.

           

        2. Click the arrow at left of the desired account period to display the available complex(es) and associated fund group(s) and fund(s).
        3. Specify the “Complex”, “Fund Group” and “Fund” relevant to the project you wish to view.

3. Click the “Fund Holdings” item.

   The “Fund Holdings” page displays, which provides the relevant financial data for each security held by the selected fund.

   

   To modify a value, simply type in the corresponding field or click the relevant field link.

   You must save information before navigating between tabs.

   • You can filter the holdings that display in the grid by balance type, language and account period using the corresponding controls in the section at the top of the page.

   • The column headers in the grid are color coded, based on the type of data contained in each.

     • Blue - Fields with this coloration (e.g., “Caption”, “Description 1”, “Maturity Date”, etc.) are associated with the security library, and their values are common across the library. Changes can be made to these fields from the “Fund Holdings” or “Security Libraries” pages. Changes to these fields will impact all funds assigned to the same security library.

     • Red - The only field with this coloration is “Item C.1 - Name of the Issuer”“Issuer Caption”. It is common across all funds using the same issuer caption library. The field value can only be changed on the “Issuer Library” page. The “Fund Holdings” page allows you to update the “Issuer” assignment only.

       The “Issuer” assignment syncing is based on the “Security Library” assignment, not the “Issuer Library”.

     • Orange - Fields with this coloration (e.g., “Category of Investment”, “Country”, “Sector”, etc.) are associated with the category library, and their values are common across the library. Changes to “Category” assignment can be made on the “Fund Holdings” page. Changes to the “Category” assignment will impact all funds assigned to that particular category library. Changes to the category captions can be made on the “Category Libraries” page only. Changes made to captions will impact all funds assigned to that library.
     • (shaded) - Fields whose header is shaded with a gray gradient are associated with either the Security/Investment Master library (e.g., “Master Identifier”, etc.) or the Issuer Master library (“Issuer CIK”), and are common across the database. Changes to their values can only be made on the “Security/Investment Master” or “Issuer Master” pages, respectively, or updated during data load. Changes to these fields impact all funds across the database. Columns containing system calculations (e.g., “% of Net Assets”, “% of par”, etc.) are also read-only on the “Fund Holdings” page.
     • (no coloration) - Fields whose header has no shading nor coloration at all (e.g., “Shares”, “Market Value”, “Cost”, etc.) contain security balance data, and are unique to the specified fund, account period and balance instance. Changes made to these fields never impact nor synchronize with any other instance of the security.
   • Click the “Refresh data” button at lower-right of the tab to display the latest holdings data contained in the database.
4. Click the “View” drop-down list at the top of the page to specify the system or custom view with which you will display existing and imported data in the grid of the “Holdings” tab.
5. Click the “Search” button at right of the “Search Criteria” section to load existing data in the grid.

6. Click the “Get import template” button at lower-right of the pane where existing items are listed to retrieve an Excel import file template.

   The “File Download” dialogue displays.

   

   1. Click the “Open” button to open the template within Microsoft Excel.
   2. Or, click the “Save” button, and then specify a local or network directory in which to store the template.
7. Use Excel’s “Save As...” command to create your data import file, giving it a unique and meaningful name (e.g., “HoldingsImport_20101231.xlsx”).
8. Populate your new file with information for as many exchange rate records as you’d like to import, and then save it (see the “Holdings Import File Structure” table for specifics).

9. Click the “Import data” button at lower-right of the pane where existing items are listed to import data contained in your Excel source file.

   The “Holdings Import” dialogue displays.

   

   1. Select your import file using the “Browse” button at right of the “File” field.
   2. Specify a predefined import profile, if desired, using the “Holdings Load Profile” drop-down list beneath the “File” field.

   3. Click the “Security Captions” tab to specify which security library properties (if any) to overwrite with values contained in the source file.

      

      By default, all check boxes on the tab are cleared.

      1. Select the “Overwrite values with blanks” check box at the top of the tab to stipulate that a blank value in the data source file will overwrite existing values in the database for any fields whose corresponding “overwrite” check box is selected; if the check box is cleared, blank values that may exist in the data source file will not overwrite existing values in the database.

         The “Issuer Caption/Assignment, Issuer CIK and LEI” option is excluded from the behavior associated with the “Overwrite values with blanks” check box option.

      2. Select the “Use file security captions for new securities” check box at the top of the tab to stipulate that if a security is new to the specific security library, the value of the “Security Caption” field in the data source file will be used to populate the database field; the value from the Security/Investment Master library will not be used.

         If the “Security Caption” field is blank or the column is missing in the data source file, the database field will be populated with the value “[No Caption Loaded]”.

      • When the check box for any given property is selected, data from the source file for that property will be loaded, even if the source file contains a zero or blank value.
      • When any given property’s check box is cleared, data in the source file will be ignored, and values from the most recent account period end will be rolled forward.
      • For new securities, the overwrite option will be ignored and data from the source file will always be loaded.

      • For both automated FTP and manual push-button imports, any fields that are absent from the data source file will effectively have their corresponding check box cleared, regardless of the check box’s status on the application user interface.

      You can use the “Select all” or “Clear all” links to quickly select/clear the check boxes.

   4. Click the “Security Categorization” tab to indicate whether securities loaded to a given category will be loaded as an exception, and whether the categorization settings for existing securities will be overwritten with values contained in the source file.

      

      1. When “True” is the specified “Load as Exception” option for any given category, every security loaded to the category is loaded as an exception (however, the category library assignment associated with the Master Identifier for any given security remains unchanged).

      2. Load options are as follows:

         • “Never Overwrite” (default selection)
         • “Always Overwrite”
         • “Overwrite if Previously Uncategorized”
         • When the “Never Overwrite” option is specified for any given category, data in the source file will be ignored. Values from the most recent account period end will be rolled forward.
         • When the “Always Overwrite” option is specified for a category, data in the source file will be loaded, unless the source file contains a zero or blank value. If the source file contains a zero or blank value, values from the most recent account period end will be rolled forward.
         • When the “Overwrite if Previously Uncategorized” option is specified for a category, data in the source file will be loaded only if the security is new to the category library. If the security exists in the category library, values from the most recent account period end will be rolled forward.

         You can use any one of the links on the page to set all load option drop-down lists at once to the corresponding selection.

   5. Click the “Security Balance” tab to specify which security balance values (if any) to overwrite with values contained in the source file.

      

      By default, all check boxes on the tab are cleared.

      1. Select the “Add to existing numeric values” check box at the top of the tab to stipulate that the respective database values of numeric fields marked with an asterisk will be increased/decreased by the amount contained in the data source file for that field, if the corresponding “overwrite” check box is selected.

      • Any fields that are absent from the data source file will effectively have their corresponding check box cleared, regardless of the check box’s status on the “Security Balance” tab.
      • When the check box for any given property is selected, data from the source file for that property will be loaded, even if the source file contains a zero or blank value.
      • For new securities, the overwrite option will be ignored and data from the source file will be loaded.
      • When any given property’s check box is cleared, data in the source file will be ignored, unless values for the field do not currently exist in the database. Data for previous account periods will not be rolled forward.

      You can use the “Select all” or “Clear all” links to quickly select/clear the check boxes.

   6. Click the “Security Attributes” tab to indicate whether all previous assignments relating to Demand Feature Issuers, Enhancement Providers and Guarantors will be rolled forward, overwritten with values contained in the source file(s) or appended with those values.

      

      1. Load options are as follows:

         • “Never Overwrite” (default selection)
         • “Always Overwrite”
         • “Append to Existing Values if Different”
         • When the “Never Overwrite” option is specified for any given attribute, data in the source file will be ignored. Values from the most recent account period end will be rolled forward.
         • When the “Always Overwrite” option is specified for an attribute, data in the source file will be loaded. Values from the most recent account period end will be ignored.
         • When the “Append to Existing Values if Different” option is specified for an attribute, data in the source file will be loaded only if different from the values from the most recent account period end. Existing values from the most recent account period end will remain intact.
         • The load option specified for the “Demand Feature Issuers” drop-down list will affect the “DemandFeatureIssuerNRSROList”, “DemandFeatureIssuerNRSRORatingList” and “DemandFeatureList” field values.
         • The load option specified for the “Enhancement Providers” drop-down list will affect the “EnhancementProviderList”, “EnhancementProviderNRSROList”, “EnhancementProviderNRSRORatingList” and “EnhancementTypeList” field values.
         • The load option specified for the “Guarantors” drop-down list will affect the “GuarantorList”, “GuarantorNRSROList” and “GuarantorNRSRORatingList” field values.

         You can use any one of the links on the page to set all load option drop-down lists at once to the corresponding selection.

   7. Click the “Process” tab to specify whether or not you wish to preview data in the source file before importing.

      1. Preview data before it imports:

         1. Click the “Process” button at left of the tab.

            The record(s) to be imported display in the grid.

            

            1. Review information for each record included in the import file via the grid of the “Process” tab.

            2. Click the “Errors” tab to read any information provided for specific rows in the data import source file.

               

               If warnings and/or errors were encountered, you can take the steps necessary to resolve them (either by editing the source file accordingly, or making appropriate adjustments to database library settings, etc.), and then attempt to reload the data.

            3. Click the “Accept” button or “Reject” button at lower-right of the “Process” tab when you’re ready to import the data.

               You must choose to either accept or reject the import before you can close the dialogue; the “Cancel” button at far lower-right will be disabled until you do.

               If you accept the import, the records are imported to the database.

      2. Import data without preview:

         1. Click the “Process” button at left of the tab.

            The import settings dialogue closes, records are placed in the import processing queue and the load will be automatically accepted by Arc Suite if it yields no prohibitive errors (otherwise, it will be rejected).

      • Only one file can be imported and processed at a time.

      • The system automatically rejects any import that contains one or more records associated with a “Closed” account period.