Map Funds with Shared Rules in the MDFM

Select a section of this article to navigate directly to it.

• General Information
• Create a Shared Rule
• Connect a Shared Rule to a Data Model
• Troubleshooting
• Frequently Asked Questions

General Information about Shared Rules

• Create a Shared Rule for each fund that needs to be reported in the ACFR. Each fund should be assigned to the appropriate location based on its GASB classification.
  • Governmental Funds, Proprietary Funds, and Fiduciary Funds: Assign each fund to the appropriate dimension based on its GASB classification. Each fund should be placed in only one of these dimensions.
  • Government-Wide: The same funds should also be classified as either Governmental Activities or Business-Type Activities, as applicable, for government-wide reporting.
  • Reconciliation to Government-Wide: Include only funds used for conversion entries, if such entries exist in the trial balance.
    • Note: All of this data flows into the MD&A so there is not a need to create Shared Rules for the MD&A specifically. 
• Shared Rules only change how MDFM maps and displays data — the original Trial Balance is never modified.
• Dimension Codes must be entered manually when creating a rule — confirm the Code matches the Dimension exactly before saving.
• Data Set rows will not appear in the models until a Shared Rule has been created for the corresponding fund, even if the Data Set was uploaded successfully.
• Tip: Keep two browser tabs open, one on the Trial Balance Shared Rules tab and one on Admin > Dimensions, so you can copy reporting fund codes directly into the rule.

Create a Shared Rule Walkthrough

Step-by-Step Instructions

1. From the MDFM, select Data Sets.

2. To access the Data Set, first select the Folder. In this case, we will select ACFR.

3. Click the View (eye) icon for the specific Data Set to view for the type of data to add a Shared Rule. In this example, we will use Trial Balance.
4. Select the Shared Rules tab.
5. Click Add shared rule to add a new shared rule.
6. The Code field must match the reporting fund code defined in Dimensions. Learn more about finding the Reporting Fund code with this FAQ.

   • Important: The reporting fund codes must match exactly between Shared Rules and Dimensions.

   • Example: The reporting fund code for the General Fund might be GF.1.01. This is different from the Fund Code in your Trial Balance (for example, 100), which you'll enter under Rules.
7. In the Group Field, select from existing groups on other Shared Rules OR enter in a value that will help you organize these related rules. We recommend using or creating a group that references a report type.
8. The Description field should contain the fund name as it should appear in the financial statement presentation.
9. Under Rules, click the Plus (+) to configure the rule criteria.

10. Select the field from your dataset that represents your Fund Code.

11. Under Type, add the condition of the rule. Typically, this is set to Equals.

12. Under Values, enter the fund code(s) that should be included in this reporting fund. 

    • Note: If multiple funds are consolidated for presentation purposes, type the fund codes separated by commas.
13. Next, follow the same steps to create a rule for the Fiscal Period for which you are creating the rule. The Field should be Fiscal Period. The Type should be Equals and the Value should be the appropriate Fiscal Period. 
    • Note: Shared Rules will be automatically copied to the next fiscal period during the Roll Forward process. Once the Roll Forward has been completed for a fiscal year, do not run it again. The prior fiscal period is locked after the Roll Forward.
14. Click the Save (floppy disk) icon to save the rule. Add any other rules to this code and group as needed.
15. Click OK to create the Shared Rule.

Once you create Shared Rules, they will populate the tab. Continue to add Shared Rules for other codes and groups or edit or delete existing rules as needed. This is where all created Shared Rules will live. To use these rules, connect the Shared Rule to a data model.

Connect a Shared Rule to a Data Model Walkthrough

Step-by-Step Instructions

1. Within the MDFM, navigate to the Dashboard
2. Within the Dashboard, locate the Statement Types that should receive the Shared Rule and select Map.
3. Select the Shared Rules tab.
4. Click the Add (blue +) icon to add a Shared Rule.
5. Within the Dimension field, select the specific dimension to associate the Shared Rule.
6. In the Group field, select the group that contains the Shared Rules.
7. Click OK to commit the selections.
8. Once all Shared Rules have been entered, click the Link (chain) icon to the left of the blue + to link the rules. You only need to link once, not after each rule.
   • Confirm that no validation error appears. A validation error means two Shared Rules conflict; see Troubleshooting.
   • Delete a shared rule from a Statement Type as needed by selecting the Delete (Trash can) icon. 
   • If you need to make edits to the rule itself, navigate to Data Sets and the specific data set that the Shared Rule was created in. 
9. Select the Local Rules tab and select the link icon so the account-level mapping refreshes. 
10. Open the Accounts tab to confirm the mapped fund codes appear and amounts flow through for the fiscal period. 

Repeat these steps for each Statement Type (Governmental Funds, Proprietary Funds, Fiduciary Funds, and so on).

Troubleshooting

Issue: Can see the fund in my Data Set, but it doesn't appear in MDFM.

Solution: Within the model, the shared rules couldn’t find the fund code for the funds associated within the model. To fix this, go to Shared Rules and refine the rule. Add a new rule (or add the missing value to an existing rule's Values list) for that Fund Code, then re-run the Link to re-validate the mapping.

Issue: There are conflicting rules, and nothing is being mapped.

Solution: Review the rules within the Group for overlapping Values, and correct the conflicting rules. This conflict appears as a validation error when you link the Shared Rules.

Issue: Fund amounts don't appear in the Dimensions or models after the Trial Balance upload.

Solution: The funds haven't been mapped yet. Create a Shared Rule for each fund, then link the Shared Rules on each Statement Type.

Frequently Asked Questions (FAQs)

Q: How do I find a reporting fund code to use as my code in my shared rule? 

A: To find the reporting fund code:

1. Under Admin in the MDFM, select Dimensions.

2. Select the appropriate fund category by selecting the Edit (pencil) icon.

3. Search for the reporting fund you want to use, or if it is new, add the reporting fund under the appropriate fund category.

4. Copy the Code from Dimensions and enter it in the Code field in Shared Rules.

Finding a Reporting Fund Code Walkthrough

Q: Does creating a Shared Rule change my source Trial Balance data?

A: No. Shared Rules are a mapping layer only — the original Trial Balance stays exactly as uploaded. The rule tells MDFM which Dimension member to associate with each matching row.