The Data Questions command lets you create a client-friendly Excel workbook from the errors logged in the current database, with each error displayed on a separate worksheet (tab). The Excel workbook can be sent to your client or colleague to provide data corrections. These corrections can then be merged back in using Import Corrections.

You can customize the questions to suit your client, including selecting which errors will be sent to your client, wording the error/question in a client-friendly way, selecting which fields will be displayed, providing client-friendly column titles, and more.

To generate data questions, open the database, click ​Screen > Data Questions​, and follow the step-by-step wizard. Here are some specific tips:

• Step 1: Errors & warnings to ask client about.

  • Deselect (i.e., uncheck) any errors you don't want to ask your client about, e.g., because you'll apply a data default. If there are specific records (as opposed to errors) that you don't want to ask your client about, approve the errors for those records first -- see Approve data errors. 

  • To reuse previous settings or manage saved Data Questions styles, click the Style link.

• Step 2: Error & warning descriptions and instructions.

  • For each error, provide a client-friendly description. To combine errors, specify the same description for them. For example, you might combine missing birth date and invalid age errors under the single description "Birth date issues".

  • If you wish, click Client instructions to customize the instructions your client will see for each error. This gives you a chance to give additional background, perhaps even using a few sentences. Be sure to include an ask for the client. Use "^" to start a new line, as in "These were retirees in pay last year and are missing from this year's data. They do not appear to have been part of the annuity lift out.^^Please indicate their status (deceased, in pay) this year. If beneficiary due a benefit, provide all beneficiary information.".

• Step 3: Fields to display and sorting.

• Specify one or more fields to identify records to your client, e.g., Name, Location, ID, etc. These fields are shown for all errors and cannot be changed by the client (unless the field happens to also be asked about for the error). These fields are also used along with RecID as a key when importing corrections to match records between the workbook and ProVal. Since RecID is part of the key, there is no need for the values in the identifier fields to be unique.

• If you wish, click Sort records to sort the data question listings by particular fields, for example, by Name or Status. Only fields for identifying records can be used to sort. If you don't specify a sort order, records will be sorted by RecID.

• For each error, specify which fields to ask client about, including prior year fields (prefixed with "py."). Your client can provide corrections to these fields (except prior year fields). By default, all fields involved in the error's test are included.

• Step 4: Column titles and coded field labels.

• For each field that will be shown to the client, provided a client-friendly column title. For example, such as "Date of hire" instead of "DOH". Use "^" to start a new line, as in "Date^of hire".

• If you wish, click Coded Field Labels to specify client-friendly labels for each coded field that will be shown to the client, such as "Retired" instead of "R". Blank out (delete) any labels you don't want to show the client, e.g., codes which are no longer used. Codes are listed in the same order as in the Data Dictionary; to change the order, modify the field in the Data Dictionary.

• Step 5: Headings. Specify two lines of headings that will appear at the top of each worksheet (tab) in the Excel workbook. For example, plan name on line 1 and "Actuarial Valuation Data Review" on line.

Click Finish to generate the Excel workbook. (ProVal will also prompt you to save your customizations in the Data Questions style library for reuse in the future.) This workbook can be sent to your client to make corrections. Please ensure that Personally Identifiable Information (PII) is transmitted securely. Any transmission of PII is your responsibility.

Once corrections have been made to the workbook, use Import Corrections to merge them back into the database. 

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The Excel workbook is based on the Excel template "Data Questions - Template.xltx", which can be found in the ProVal installation folder. You can customize this template in minor ways, such as changing fonts and colors.