1. Vendor Session Status Stage 1 and Stage 2 Errors
Presented by National Treasury
18 May 2018

2. Status – Stage 1 and Stage 2 Errors

3. Stage 1 – Outstanding Submissions
Overview of Outstanding Submissions
Status of Outstanding Submissions per Vendor
Percentage of Submissions/Errors per Number of Municipalities Vendor
Vendor Responses to Questions/Challenges
Data / Value Check

4. Stage 1 – Outstanding Submissions
Financial Data:
Outstanding Monthly Submissions
Data Type Muni’s
Monthly MCUM
ADJ
PRAD
TABB
PRTA

5. Stage 1 – File Structure Errors
Financial Data:
File Structure Errors
Data Type Muni’s
Monthly MCUM
ADJ
PRAD
TABB
PRTA

6. Stage 2 – Segment Errors Financial Data: Segment Errors
Data Type Muni’s
Monthly MCUM
ADJ
PRAD
TABB
PRTA

7. Status – Outstanding Submissions Per Vendor

8. Stage 1 Errors – Monthly Submissions Outstanding Submissions Per Vendor
Number of Municipalities with Outstanding Monthly Submissions – 45

9. Stage 1 Errors – Adjusted Budget Submissions Outstanding Submissions Per Vendor
Number of Municipalities with Outstanding Adjustment Budget Submissions – 42

10. Stage 1 Errors – Project Details Adjusted Budget Submissions Outstanding Submissions Per Vendor
Number of Municipalities with Outstanding Project Details Adjustment Budget Submissions – 94

11. Stage 1 Errors – Tabled Budget Submissions Outstanding Submissions Per Vendor
Number of Municipalities with Outstanding Tabled Budget Submissions – 88

12. Stage 1 Errors – Project Details Tabled Budget Submissions Outstanding Submissions Per Vendor
Number of Municipalities with Outstanding Project Details Tabled Budget Submissions – 94

13.   Percentage of Outstanding Submissions/Errors per Number of Municipalities per Vendor

14. Percentage of Stage 1 - Outstanding Submissions % Municipalities/Vendor
Vendors
BCX
BYT
CAM
FUJ
JDE
MST
OSH
BIQ
RDT
SAP
SEB
VES
Number of Municipalities Per Vendor 48 23 37 1 55 8 4 16 5 38 21
Phase 1 - Outstanding Submissions
Monthly
17% 9% 0%
11%
13%
25% 6%
20%
47%
33%
ADJ
29% 4% 3%
40% 8%
38%
PRAD
19%
100%
63%
42%
48%
TABB
50%
22%
57%
PRTA
52%
35%
14%
69%
60%
37%
67%

15. Percentage of Stage 1 - Outstanding Submissions % Municipalities/Vendor

16. Percentage of Stage 1 – Structure Errors % Municipalities/Vendor
Vendors
BCX
BYT
CAM
FUJ
JDE
MST
OSH
BIQ
RDT
SAP
SEB
VES
Number of Municipalities Per Vendor 48 23 37 1 55 8 4 16 5 38 21
Phase 1 - File Structure Errors
Monthly 0%
17% 3%
13%
19%
20% 5%
ADJ 8% 4% 6%
PRAD
21%
26%
TABB
11%
38%
PRTA
10%

17. Percentage of Stage 1 – Structure Errors % Municipalities/Vendor

18. Percentage of Stage 2 – Segment Errors % Municipalities/Vendor
Vendors
BCX
BYT
CAM
FUJ
JDE
MST
OSH
BIQ
RDT
SAP
SEB
VES
Number of Municipalities Per Vendor 48 23 37 1 55 8 4 16 5 38 21
Phase 2 - Segment Errors
Monthly
65%
57% 0%
31%
50%
25%
40%
13%
29%
ADJ
63%
14%
100%
49%
11%
43%
PRAD 2%
35%
75%
69%
20%
38%
TABB
46%
17%
88% 8%
PRTA 6%
21% 5%

19. Percentage of Stage 2 – Segment Errors % Municipalities/Vendor

20. Segment Correction Percentage Per Vendor
Group Description
Segment Correct %
ADJB
PRAD
M09
MCUM
TABB
PRTA
Business Connexion
,00%
37,50%
29,17%
18,75%
4,17%
41,67%
Bytes
78,26%
26,09%
21,74%
17,39%
47,83%
Camelsa
81,08%
51,35%
97,30%
75,68%
45,95%
Fujitsu
100,00%
J D Edwards
Munsoft
18,18%
52,73%
45,45%
32,73%
7,27%
OS Holdings
Quill
25,00%
50,00%
R-Data
56,25%
6,25%
68,75%
43,75%
81,25%
SAP
20,00%
40,00%
60,00%
Sebata
81,58%
5,26%
36,84%
34,21%
18,42%
Vesta
14,29%
9,52%
52,38%
38,10%
4,76%
19,05%
Total
43,58%
23,35%
50,58%
42,80%
31,52%
26,46%

21. Number of Municipalities
Common Segment Errors
Segment Error Type
Number of Municipalities
Sum of Charges and Recoveries and Trial Balance Errors (CO001 + CO002) 42
Capital projects can only have Item Assets or Payables and Accruals and Retentions (PC only against IA and IL and IL is valid) 17
Operation projects not valid against acquisitions or additions (PO not valid against IA002 level acquisitions or additions) 12
Oper Proj: Cost of Free Basic Services and Revenue Cost of Free Services and Property Rebates can only have Item Revenue or certain Item Assets (PO PO PO only against IR or IA OR IA is valid) 15
Default projects may NOT have Item Expenditure and Assets except for current assets and default items (PD not valid against IE or IA except IA001 OR IE018) 36
Remuneration of Councillors not against Mayor and Council (IE008 not against FX004) 4
Bulk purchase electricity not against Electricity IE not against FX or FX ) 10
Bulk purchases water not against Water (IE not against FX or FX ) 9
Inventory consumed:Water not against Water (IE not against FX or FX )
Default not valid (RX001 not valid) 24
Default Costing and default Expenditure not valid (CO003 and IE018 not valid) 7
Default Costing and default Revenue not valid (CO003 and IR004 not valid) 8

22. Projects Adjustments Budget - ERRORS

23. Projects Adjustments Budget - ERRORS

24. Vendor Responses to Process/System Questions

25. Vendor Responses to Function/Process Questions
Vendor Questions
BCX
BYT
CAM
MST
BIQ
RDT
SAP
SEB
VES
Data String Uploaded by Vendor OR Municipality
Municipality
Municipality 26 Vendor 12
Vendor Manipulates/ Edit Data File Before Submission No
Yes
Yes 1 No 37
Vendor Corrects Segment Errors On Behalf OF Municipality
Yes 32 No 6
Vendor assists clients to take corrective action on validation issues arising from new votes created where needs raised
Does General Ledger for Assets, Liabilities, Expenditure, Revenue, Gains and Losses RECONCILE to summary of Data String Accumulated M01 to M09 [Proof may be requested]
If this question is referring to the Trail Balance and the data validation is amended then YES
Yes 38
Data File Extracted and Uploaded Directly from System By Municipal Official WITHOUT Vendor Involvement
Yes 11 No 27
Name of Municipal Official That Did Latest Submission Directly from System without Vendor Involvement
BCX do not know the name of the municipal official (probably the person that is registered at NT for this purposes) that is responsible for any kind of submission to NT. Refer to Colum E, F, G, I and L -
Jean Marais
Michael Banton
Not done yet
Name is on the user password and file upload log. Unknown to vendor
A,B and C Schedules Drawn Directly From the Financial System By the Municipality
BCX do not know if Municipalities is using the functionality available on the system if they do then YES
Yes 9 No 29
Vendor Participates Manually in Producing A,B and C Schedules on behalf of Municipality Before Submission
Vendor Opens GL Accounts for Subsequent Changes After Official Closing of Accounts and Submission of Schedules to Council
Yes 5 No 33

26. Vendor Responses to System/Municipal Challenges
Vendor Questions
BCX
BYT
CAM
FUJ
JDE
MST
BIQ
RDT
SAP - Msunduzi
SEB
VES
System Challenges
None. Release 6.2 installed and rollout to all Municipalities. Non financial data string for debtors and creditors will be rolled out to Municipalities as from 20 May 2018.
All functionality available on the system
No Comment
None
No response from municipality
Late release due to V6.2 in February Timeframes for the submission of budget, unforeseen changes made by councils.
Accounts to be split for CHARGES and RECOVERIES. Application of the correct FUND segments for postings that occur via the bank statement. The use of the GR/IR account for goods receipts, service receipts, and invoice posting on capital projects. The NT portal validations does not allow this, but it is the standard method by which SAP operates for these postings.
Mostly No No Specified
Municipal Challenges
In general (and also conveyed in previous meetings and mails) a lack of commitment, skill levels, recourse (money and people), etc. etc. etc.
Capacity
General SCOA adoption, user challenges
Data Readiness - proper data readiness. The purification of data will take at least another 12 months as we go through to the learning curve.
Availability of resources for workshops and meetings. Decision making and partnering on key issue
Some Not Specified
Many Municipalities do not use the system budget tool

27.   Data / Value Check

28. GL and Data String Reconciliation
Stellenbosch Municipality Data String and GL Reconciliation
Jul
Aug
Sep
Oct
Nov
Dec
Jan
M01
M02
M03
M04
M05
M06
M07
TOTAL
Assets
Data String
( )
88 214
71 921
( ) GL
12 652
Variance
(0)
( )
Liabilities
4 517
(45 618)
( )
(55 539)
20 244
44 769
11 684
41 421
48 588
(36 904)
Expenditure
41 919
49 615
71 309
48 099
46 480
48 570
5 011
48 087
46 332
56 858
38 510
36 908 12
148
(8 289)
Revenue
( )
(90 397)
( )
(92 862)
(94 479)
( )
( )
( )
( )
(94 331)
( )
(95 935)
(4)
(148)
8 289
(8 137)
Total Variance
(79)

29. Value Check – Compare Actual Expenditure to Budget

30. Thank you