Transcript Common Vendor Master File Project Shared Services SA

Government
Services
Group
Common Vendor Master File Project
Shared Services SA
Presented by David Sharpe, Project Manager, Reform
Wednesday, 8 April 2015
Government
Services
Group
What Are We Doing?
• Single Masterpiece Enterprise
• Common Vendor Master File
– Standard data format conventions
– Data consolidation and cleansing
• SDK Wizard Front End
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Government
Services
Group
Scope
• Shared Services SA Accounts Payable Clients
• SYS1 & SYSH Masterpiece Environments
• Vendor maintenance activity
• Excludes:
– Non-Shared Services SA client agencies
– Unix environments
– DoHA
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Government
Services
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Current State
• Each agency in separate Masterpiece enterprise
• Separate vendor files across in-scope agencies
• Over 50% duplication in records with valid ABNs
• High maintenance effort
• No data format conventions
• Inconsistent field usage
• 23 separate extracts into Basware
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Government
Services
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Business Requirements
• Streamlined data entry
• Electronic storage of supporting documentation
• Pre-existing vendor check
• Require completion of required fields
• Data validation (e.g. ABN, suburb, post code)
• Common format
• Allow government-mandated categorisation
• Automated vendor maintenance audit reporting
• Allow multiple trading names per legal entity
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Government
Services
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Existing Masterpiece Enterprise
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Government
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Future Single Masterpiece Enterprise
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Government
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Single Masterpiece Enterprise
• Benefits of future state:
– Provides infrastructure for common vendor master file
– Streamlines Machinery of Government process
– Lays foundation for:
• Further standardisation of parameters and processes
• Common customer master file
• Standardised or common chart of accounts
• Whole of Government consolidated reporting
• Streamlined Hyperion process
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Government
Services
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Common Vendor Master File – Future State
• One consolidated master file (for SYSH and SYS1)
– Including cleansed data
– Maintained by Shared Services SA
– Agencies have read-only access
• Standard data format
• Consistent Masterpiece field usage
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Government
Services
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Common Vendor Master File
• Benefits:
– Reduced vendor maintenance effort
– Increased accuracy and completeness of vendor data
– Increased data integrity
– Reduced risk of duplicate payments
– Streamlined links to Basware
– Provides for future consolidation and standardisation
of financial systems across government
– Lays foundation for further improvement initiatives e.g.
automation of payment run process for in-scope
agencies
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Government
Services
Group
AP Vendor Maintenance Wizard
• SDK Wizard is Windows-based
• Replaces navigating through multiple ‘green screen’
panels
• Real-time data validation
• Increases data consistency through rules-driven
standardised data capture
• Reduces duplication of effort
• No direct impact on agencies
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Government
Services
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Timeline
• Business case completed Aug 2012
• Approved by Program Governance Board Sept 2012
• Estimated 14 month project duration
• Implementation planning commenced Nov 2012
• Milestones
– Design
– Data Cleansing
– Implementation
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Government
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Considerations
• Sector reporting
– Incorporated into standard vendor master file format
• Feeder systems
– Adjustments to cater for new vendor file format and
naming conventions
– Data mapping
• Agency-specific vendor reporting
• Historical data
– Access to and storage of vendor payment history
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Government
Services
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Discussion
• Questions?
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