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1. What is the new Data Collection Solution?

Last updated: 30 July 2019

The new Data Collection Solution will be a secure, web-based solution for users to submit data and upload supporting documents to meet APRA’s reporting requirements. The new solution will provide a better and simpler user experience. Service Providers will still be able to submit data on behalf of entities.  

Benefits of the new solution

Easier to use - The new solution will have a modern, intuitive user interface with more options for data submissions.

Less ongoing maintenance - The new solution will be web-based and will not require additional software to be installed on a user’s machine, simplifying system maintenance.

Adaptable to future needs - The new solution will adapt as reporting requirements, data analytics and technology evolve and will provide greater flexibility for automation of data submission.

What will change at go-live

The new solution will deliver improved functionality in line with industry recommendations. This will ensure both entities and APRA are well placed to continue to meet evolving regulatory needs. APRA aims to minimise the impact of these changes to entities at go-live.

What are the key changes?

  • The use of standard web browsers to access the solution 
  • myGovID will replace AUSkey as the authentication solution to provide a secure way to access the new solution 
  • Entities will be responsible for identifying and registering users who can access the solution to submit data to APRA, including Service Providers

The tables below outline what will change in the new solution.

What is not changing?

  • Reporting obligations and schedules will remain the same at go-live
  • Data collected in existing returns and forms will remain the same at go-live
  • Entities will still be able to submit data through existing submission methods via manual entry, XML and XBRL 
  • The logic from current validation rule formulas in D2A will be reproduced in the new solution.

Access to the new solution

Entities will be able to access the new solution through a web-based portal and manage user access. 

Web-based portal

  • Standard web browsers (see Technical specifications) will be used to access the new solution and no additional software will be required
  • Menu-driven navigation, including a document library for easier access to relevant documents (e.g. user guides)
  • Homepage notifications will flag upcoming reporting obligations and due dates, return-specific communication from APRA and submission receipts 

Multiple user roles

  • Entities will be responsible for registering and managing user access. Principal Users will be responsible for submitting data and creating access for Secondary Users and Service Providers. See below for more details

New authentication method

  • myGovID will replace AUSkey to authenticate users and provide secure access to the solution. See below for more details

Data submission and validation

Entities will be able to submit data via multiple submission methods and formats as well as upload supporting documentation. 

Multiple data submission methods

  • Submission via email, mail or fax will no longer be accepted
  • XML and XBRL files must be saved with the correct file extension (i.e. .xml or .xbrl) to be accepted by the new solution. Currently D2A accepts XBRL files that are saved as .xml.

Note: Submission via Microsoft Excel is currently not available in D2A and will not be available at go-live. See below for more details and about submission via Application Programming Interface (API). 

Copying data for manual submissions

  • For manual submissions, copy and paste functionality will only work for single cell values. This means that entire tables can no longer be copied across

Ability to save draft returns

  • Users will be able to save, view and share draft returns and locate them easily in the portal

Upload supporting documents

  • Users can upload documents to support a return submission, e.g. ICAAP Declarations

Provide supporting information for error / warning messages

  • Entities will be able to upload files or supporting information for a return to explain warning messages triggered in the new solution, in addition to adding free-text commentary

Application of validations and accepted values

  • In D2A, various synonyms and associated terms were accepted, however these will no longer be accepted. See below for more details

Standardised data model and single contact database

  • The solution will include the executive accountability regime requirements by introducing a single repository of contacts and accountable persons that will be accessible by entities and APRA. Entities will be responsible for updating their contact information using the new solution

Data resubmission

Requests for resubmission of data will occur within the new solution.

Solution feature What will change
Requesting resubmissions, extensions or exemptions
  • Entities will be able to request resubmissions, extensions and form exemptions via the new solution
  • Resubmission requests made before the return due date will be automatically approved and the return will become available for resubmission immediately
Data retrieval
  • Users will be able to export data from returns into PDF or download the original file uploaded into the solution (i.e. XML or XBRL)
Data migration from previous periods
  • APRA will migrate up to three years’ worth of entity-submitted data. If resubmissions are required, entities will be able to resubmit forms without needing to re-enter all data
  • For forms with cross-period validations, APRA will migrate additional data to enable this

More details

Multiple user roles

The new solution has four user roles. The user roles define the level of access the user has to draft, upload or submit the return, and there is no limit on the number of users per role. Entities should be aware that granting access to a user enables them to view past and present data, in addition to editing submissions. 

Solution feature What will change
Principal User APRA requires at least one Principal User for each reporting entity. The Principal User will be responsible for the following: 
  • creating access for other Principal Users, Secondary Users and Service Providers 
  • managing user access to ensure users remain current. This involves updating Principal and Secondary Users when the user departs the organisation 
  • draft and submit returns 
Secondary User Secondary Users have the ability to draft returns into the new solution in preparation for submission, however cannot submit the return
Service Provider The Service Provider role is for third-party administrators who submit on behalf of an entity. This role will be able to draft, upload and submit the return
Corporate Profile User Corporate Profile Users have the ability to edit the corporate profile information

APRA will engage with entities prior to the start of the test environment to collect the details of Principal Users from each entity. It is the entity’s responsibility to provide this information to ensure users can access the new solution. Entities will also be responsible for validating the Principal Users prior to go-live and advising APRA of any updates.

New authentication method

The new solution will be integrated with the Australian Taxation Office (ATO) myGovID and Relationship Authorisation Manager (RAM) authentication solution, the whole-of-government replacement for AUSkey. Users within entities will need to obtain their own myGovID credentials in order to use the new solution. 

Find out more information on myGovID (including instructions on how to set up a myGovID, identification requirements and device compatibility) and RAM.  

Submission via Microsoft Excel 

Following the review of existing data collections, APRA has determined that it will not be feasible to accept Microsoft Excel files for existing D2A collections currently submitted in manual, XML or XBRL format. APRA will consider Microsoft Excel in the future as part of ensuring fit-for-purpose submission methods are used for new data collections. APRA encourages entities to shift from manual to file-based submission methods.

Submission via Application Programming Interface (API) 

Additional functionality to allow entities to submit via APIs is planned and the availability of this functionality will be confirmed at a later stage. APRA is currently reviewing the details and working closely with the ATO on the rollout of the Machine to Machine (M2M) credential which is a dependency for API. Further information will be made available at a later stage. 

Find out more about Machine to Machine authentication.

Application of validations and accepted values

D2A accepts values which fall outside the allowed Standard Business Reporting taxonomy values, however the new solution will not accept values which deviate from these.

Entities who have paraphrased the drop-down menu categories will find that their current XML or XBRL file will no longer be an accepted validation in the new solution. For example, a drop-down menu with categories “Tier 1, Tier 2, Tier 3” and entities that report “1, 2, 3” instead will no longer be accepted.