Shared Services SA MUSA MAY 2012 QUARTERLY MEETING BASWARE (eProcurement) Image Viewer Dept of Treasury and Finance (DTF) April 2010 Implementation Case Study Chris Vinall, Shared Services SA

Shared Services SA 2 Background Pre April 2010, DTF used online batch entry in Masterpiece Accounts Payable (MPAP) for the bulk of invoice processing; As MPAP invoices were processed/released, all invoice source documentation was barcoded and scanned, then uploaded as TIF image format media to a secure DTF image server; The DTF image server was then accessible by users of the DTF Management Reporting System (INFOVIEW) for transactional drill down functionality ie transactional financial reports had hyperlinks to invoice source documentation.

Shared Services SA MPAP Processing, Imaging and Reporting Process pre April

Shared Services SA INFOVIEW Transactional Report Example 4 Hyperlinks to Invoice Source Documentation

Shared Services SA BASWARE Implementation Mid April 2010, DTF was migrated onto the BASWARE (eProcurement) solution as part of the wider SSSA Reform activities for Accounts Payable; BASWARE requires all AP invoice source documentation to be scanned once received in SSSA on behalf of DTF, and stored in the BASWARE server; Once electronically workflowed to DTF staff for certification and approval, AP invoices are then processed via external voucher feed into MPAP. 5

Shared Services SA MPAP Processing, Imaging and Reporting Process post April

Shared Services SA BASWARE User Interfaces At DTF implementation, the standard BASWARE user interfaces available to facilitate review of invoice source documentation (for DTF staff and SSSA staff providing Financial Accounting services) were: –Thin client, a web based low level user interface for invoice certification and approval workflow; –IP Monitor, a desktop based high level user interface for data query on all invoices. 7

Shared Services SA Limitations of Thin client & IP Monitor Both Thin Client and IP Monitor require user setup and levels of access defined; Thin client is primarily a workflow based user interface and only allows visibility of invoices workflowed* to the user; IP Monitor is primarily a high level “Finance & Admin” user interface that allows visibility of all invoices in a given processing organisation, and requires users to input search criteria; IP Monitor is a licensed software application that requires desktop installation. 8

Shared Services SA INFOVIEW User Impact of BASWARE Implementation Post implementation, the transactional drill down functionality for approx 50% of INFOVIEW users (160+ total users) was unavailable due to the users not being setup* for BASWARE; This caused a service delivery impact on the continuity of reporting services provided by SSSA Financial Accounting. 9

Shared Services SA BASWARE Image Viewer Solution BASWARE has a read only web based Image Viewer solution; The Image Viewer retrieves all processing and workflow information including invoice source documentation stored on the BASWARE server/repository as a unique 26 alpha-numeric character identifier (as generated by BASWARE): Eg ImageViewer/ B723A049426A9B8EF899B2 10

Shared Services SA BASWARE Image Viewer Troubleshooting For DTF, there was no provision for the unique 26 character BASWARE field to be included in the voucher external feed into MPAP; There were potential issues/delays with sourcing a common 26 character optional field in the MPAP voucher header record across SYS1 platforms; DTF was not on the FAST supported ETL data warehouse tool (and the DTF ETL did not extract MPAP optional fields) and had limited real time change support for its existing customised data warehouse SQL. 11

Shared Services SA Development of the Image Viewer Voucher Redirect MPAP for DTF (and most agencies) uses a unique voucher identifier for any invoice processed (the voucher counter/prefix is setup for DTF at the org processing level); The MPAP voucher ID field was the basis for existing DTF drill down to imaging operation in INFOVIEW; SSSA Procure to Pay Reform consulted with BASWARE technical support staff and developed the BASWARE Image Viewer Voucher Redirect. 12

Shared Services SA Voucher Redirect Technical Operation BASWARE had an existing daily extract of MPAP generated fields such as the invoice payment date and payment ID; The unique voucher ID as generated by MPAP was included in the daily extract and stored in the BASWARE repository; BASWARE linked the MPAP voucher ID to its own unique 26 character field, and thus can now facilitate a MPAP voucher lookup via the Image Viewer Redirect web page. 13

Shared Services SA Voucher Redirect Technical Operation ImageViewer/Redirect/...?voucher= When the voucher weblink is launched, the INFOVIEW user is redirected to the BASWARE unique 26 alpha- numeric character identifier ImageViewer/ B723A049426A9B8EF899B2 14

Shared Services SA BASWARE Image Viewer Functionality Default View in Internet Explorer 15

Shared Services SA BASWARE Image Viewer Functionality All Pages (Source Documentation) 16

Shared Services SA BASWARE Image Viewer Functionality Invoice Data (MPAP VOH/PYM/PVS tables) 17

Shared Services SA BASWARE Image Viewer Functionality Postings (MPAP VOD/MPGL AFS tables) 18

Shared Services SA BASWARE Image Viewer Functionality History (All BASWARE workflow history) 19

Shared Services SA BASWARE Image Viewer Voucher Redirect Availability within SA Government Agencies BASWARE Image Viewer Voucher Redirect is available to any user within the SA government network; Any agency reporting tools that allows conditional report field formatting can use a hyperlink to the BASWARE Image Viewer Voucher Redirect: + or for DTF (that uses AP voucher as a GL reference field): + 20

Shared Services SA Disclaimer The BASWARE Image Viewer provides read only access to an agencies invoice source documentation, workflow and specific GL posting account components; Given the confidentiality on agency source documentation, the BASWARE Image Viewer Voucher Redirect weblink should only be released to high level users, or ideally setup as a transactional hyperlink within the local reporting tool. 21

Shared Services SA Special Thanks SSSA Procure to Pay Reform staff –Glenn Dawson –Shane Chenoweth –Miro Dabek SSSA FAST staff –Ernie Minervini Deloitte INFOVIEW (Crystal Reports) support staff –Paul Johnson –Greg Hunt 22