Government Services Group Common Vendor Master File Project Shared Services SA Presented by David Sharpe, Project Manager, Reform Tuesday, 5 May 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 2

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 3

Government Services Group 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 4

Government Services Group 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 5

Government Services Group Existing Masterpiece Enterprise 6

Government Services Group Future Single Masterpiece Enterprise 7

Government Services Group 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 8

Government Services Group 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 9

Government Services Group 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 10

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 11

Government Services Group 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 12

Government Services Group 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 13

Government Services Group Discussion Questions? 14