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Department of Education and Child Development

Department of Education and Child Development. Presented by: Chris Williams (DECD) Steve Wood (SWOOD). Machinery of Government. October 2011 MoG changes announced Significant changes to departmental structures across many agencies Combining former DECS, Families SA and some parts of Health.

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Department of Education and Child Development

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  1. Department of Education and Child Development Presented by: Chris Williams (DECD) Steve Wood (SWOOD)

  2. Machinery of Government October 2011 MoG changes announced Significant changes to departmental structures across many agencies Combining former DECS, Families SA and some parts of Health

  3. Who’s Who? • DECS • DFC • FSA • C3MS • TKM&S • SSSA • DECD • DCSI

  4. Department of Education and Children Services One of the largest SA Govt departments 20,000+ staff Supporting almost 1,000 schools and preschools Significant internal systems

  5. Families SA Previously part of DFC 2,000+ employees Supporting 6,500 children across the state C3MS – case management system

  6. DECD Project Team Chris Williams Troy McMellon Steve Wood

  7. Resources DECD IT Families SA IT & Finance SSSA DCSI

  8. C3MS • Existing development at Families SA • Scheduled for implementation 1st July 2012 • Manages payments to carers of children • Daily payment run must happen • 2300 fortnightly • 300 weekly • 1-20 daily

  9. C3MS - Volumes Job Cost tracks payments to each child JC Project = GL Cost Centre / Activity 6500 children in care (Task) 850 cost centres/locations (Project) Approximately 5,000,000 task records created Only 10,000 used

  10. C3MS - Problem Basware impacted by loading 5m tasks What is the alternative? Create the tasks only when they are used. But they must exist for Basware to validate Use the SDK

  11. C3MS - SDK Create a template Project and attach every possible Task to it If the project/task does not exist check the template If Task exists on the template Project validate Pre-processor then creates Task record

  12. C3MS - Preprocessor Runs daily @ 11 am Performs vendor adds and maintenance Load JC journals Checks invoices for new tasks Creates Task add transactions Loads invoice file Payment run manual – at this stage

  13. MS Reporting Services Replaces DFC Cognos reporting Budget variance GL journal entries Vendor summary Job cost Monthly cash flows Trend analysis Revenue and expenditure reports

  14. Tools Datacom Server Postmaster MS Access MS Excel PlanetPress ChartGen Sort/Exits

  15. Scope General Ledger Job Cost AP/AR/FA Basware Reporting Payroll (Chris & Valeo)

  16. Masterpiece DECS DFC FSA SYSH GL/JC/AP/AR/FA Basware Chris/Kronos Cognos • SYS1 • GL/AP/AR/FA • Basware • Valeo • Web Focus

  17. Masterpiece Enterprise - DECD

  18. General Ledger - DECS • 3 Blocks • Project (3) • Object (5) • Cost / Location (4) • 999-99999-9999 • Cost Account (GL Ref 3)

  19. General Ledger – DFC/FSA • 4 Blocks • Entity (1) • Cost Centre (4) • Activity (4) • Object (5) • F-9999-9999-99999

  20. Job Cost – DFC/FSA • Project • Cost Centre/Activity (8) • 9999-9999 • Task • Client id represented as hex • AAAAA (5) • Cost Code • XAA

  21. Job Cost – DECD • Project • Client id (8) • 59999999 • Task • Location/service • AAAAA (5) • Cost Code • XAA

  22. DECS GL/JC

  23. DFC/FSA GL/JC

  24. DECS/FSA Mapping

  25. General Ledger Mapping • FSA require up to 150 GL Project codes • Clear 500-650 range • Purged 50-60 existing projects no longer used • Renumbered 15 projects still required

  26. Masterpiece SDK • Used by Basware & eCrow • Validates • GL account codes • JC Project, Task & Cost Codes • Families JC validation from template project

  27. Masterpiece Mapping

  28. Payroll DECS – Valeo DFC Families SA – Chris & Kronos Leave DFC GL codes in Chris Chris GLI file converted to MP journal Mapped and convert DFC ledger codes to DECD codes

  29. eCrow 230 Families SA cardholders (already on eCrow) 200 DECS cardholders replacing manual acquittal Validates GL & JC codes using SDK Automatic GST recording using AP invoices

  30. Vendor Mailout • Multiples sources to be contacted • Email, Facsimile or post • Advised changes to… • ABN’s • Names • Contact details

  31. Basware New organisation in DECD instance for FSA Exports vouchers to MP 01016F org Transferred users and delegations Masterpiece validation using SDK

  32. DECD Pre-processor Updates control accounts Removes usage data for Fabs reporting Posts batches Modifies GST codes

  33. The end Questions

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