Centre for Excellence & Innovation In Infrastructure Delivery

Oracle Property Manager An implementation for the Pastoral Land Business Unit & State Land Services in the Department for Planning and Infrastructure.

Accounting Services - Midland (AS) - financial lease management Western Australian Planning Commission land management including disposals and acquisitions (WAPC) Pastoral land management (PLBU) Crown land management (SLS) Accommodation Services Property Manager (PM) Implementation History

Current Scale SLS land records, 2500 leases & current reserves. PLBU land records, 500 leases & 470 pastoral stations. AS - Manage the billing schedules and invoice generation for the 3000 leases. WAPC land records and 300 leases. Accommodation Services - 50 building leases.

The Challenge To identify the business requirements for PLBU and SLS. The consolidation of many disparate data sources and systems. To design the system within the confines of the existing setups for WAPC & AS. To adapt & implement system design changes in a live environment. Training a large number of users & re-engineer internal business processes.

The Systems Data repositories diverse in nature and attributes; Oracle databases, Lotus Notes databases, Access databases, custom built systems and external data sources from Landgate and VGO. CFACS – Accounting System Pastoral Land Information System Land Stock Register Section 91 Licensing System Crown Allotments - CAL Reserves System - RES Government Property Register - GPR Valuation System - ValSys

Why Property Manager? Integration with Oracle Financials. No upfront purchasing costs – PM is a module of the Oracle E-business Suite. Extensive data needs for PLBU & SLS addressed using expandable system setup. Standardised look and functionality for custom forms developed using Oracle Application. Powerful reporting tools using Discoverer.

Oracle Modules & Feeder Systems

Expandable System Setups Descriptive flexfields (dffs) provide customisable “expansion space” on oracle forms. Used to capture additional data that is unique to the business. Up to 15 fields can be defined (specify data type, status, formatted input or pick list). Dffs can be made context sensitive (dffs that are returned to the user depend on values entered in other parts of the form).

Standard Land Form

Land Form – Additional Land Details (dffs)

Land Form - Data Standardisation Data validation check developed to standardise data input. PLSQL code used to provide relevant field names to users. Database trigger developed to allocate unique identifier.

Leasing Process

What is a Lease in PM? Land Sales – Private – Government - Conditional Lease – Aboriginal – Perpetual – Public Works – Special Agreement – Pastoral – General – Reserve – Government – Corridors – Special Easements Licenses – Crown State Agreement Act – Easements – Leases Discharged Members of the Forces

Custom Forms All technical design work contracted to out. Custom forms have the same look and feel as standard PM forms. Combines custom data tables with standard PM data tables to present data in a custom view.

PM Relationships

Custom Land Form (view only)

Pastoral Station Form

Business Process Reforms Clearly defined and logical distinction in responsibilities between business area and financial services. Tracking of new lease records to ensure the generation of billing schedules and tax invoices via Oracle Receivables. New business rules in place to standardise naming conventions. All Quality Management System work procedures amended to reference PM input at certain steps within Crown Land tenure processes.

Improvements to the Business A reduced reliance on manual DPI file bring ups for rent re-appraisements. Improved communications between business and accounts due to mutual reliance on accurate data. Improved data integrity where mandatory fields are in place. Significant reporting capabilities via Oracle Discoverer. Time savings to the business by working within a single system that houses Crown Land asset information.

Discoverer Reporting Comprehensive business reporting on: Land Sales Leases Re-appraisal dates Reserves Customer contacts Pastoral permits and approvals Inspections Land Availability Ad hoc queries

Future Opportunities Linking to GIS browser. Improving information flow between LandGate and DPI. Implementation of SLIP. Integration into Shared Services and opportunity for other agencies to use PM.

Questions?