SA Government Banking Transition Courts Administration Authority - Experience and Learning's Presented by – Kym Beckman 18 th September 2013

Planning the Project November 2012 met with DTF and CBA Formed Project Team - ◦ CBA Project Managers – Rick Cave, Al Chan ◦ DTF Banking Contract Manager – Roger Moore ◦ CAA Project Sponsor – Trevor Pearce ◦ CAA Project Manager – Kym Beckman ◦ CAA Project Officer – Jo Boylan ◦ CAA IT experts – Dominic Mittiga, Denise Kiley ◦ CAA staff as required – bank reconciliation, operational finance

Planning the Project Original Target Date – March 2013 Quickly realised May was more workable Significant IT changes – ◦ coordinate with other court system changes ◦ fit into regular operational enhancement cycle which has fairly specific timeframes for testing and release ◦ locked into major release date 20 th May 2013 ◦ other components of banking were then coordinated around this date

Scoping CAA banking components Wide range of bank related facilities – Masterpiece AP – ◦ move from in-house cheque printing to outsourced CBA Payables Direct ◦ move from Westpac PPS EFT payments to SSSA eFORMS Juror and Witness payment system (JEM) Masterpiece AR Payroll system (CHRIS)

Scoping CAA banking components EFTPOS facilities across 22 locations Online payment systems via Bizgate Direct Debit system for fine payments (15,000+ agreements) Bpay system for fine payments (approx 19,000 / mth.) Banklink – bank reconciliation system Trust Funds - 3 manually operated bank accounts

Tracking the Project Constructed spreadsheet ◦ listing all components of CAA banking ◦ itemised actions under each ◦ similar format to MS Project – timeframes, resources). A number of other tools available – ◦ Business Requirements Document (BRD) ◦ CBA Project Plan ◦ DTF transition plan ‘task tracker’ ◦ System interface map ◦ Simple timeline chart

IT System Design Mapped all system components showing linkages and clear terminology Communication challenge describing differences between Westpac and CBA File formats for electronic feeds in and out of courts system – DD, Bpay, AP New functionality in CommBiz

CommBiz User friendly / intuitive Set-up was a bit disjointed ◦ one of first services established ◦ significant configuration for system interfaces ◦ Testing was a challenge Training also disjointed / on the run, however receive good support Attention required to user set-up and audit review of user access and transaction limits

Banklink – bank reconciliation Risk of May implementation ◦ combined Westpac / CBA reco’s EOFY ◦ Staggered timeframe for components - AP, Receivables, Merchant, Bizgate Invested significant time – worthwhile Testing was a challenge without live bank statement samples (import format diff.)

Payroll CHRIS upgrade worked well APCA ID caused hiccup ◦ Australian Payments Clearing Association ◦ had transferred Direct Debit ID to CBA ◦ Same as the ID we used for COL EFTs ◦ unusual that same ID used for pay and rec’t Bank processing was seamless (some info to S&L) Communication to staff for awareness

General Issues Bpay and merchant card refunds Re-order Quick Cash bags (cost), deposit books Quick Cash bags v. Quick Deposit envelopes CommBiz reports – dishon. chq., terminal trans Bank Fees – monthly v. daily, tax invoice CBA terminal heights Return ANZ terminals AMEX Sweeps Final transfer and close Westpac accounts PCIDSS compliance – new system scan provider