Common Vendor Master File Project

1. Common Vendor Master File Project Shared Services SA Presented by David Sharpe, Project Manager, Reform

2. What Are We Doing? • Single Masterpiece Enterprise • Common Vendor Master File • Standard data format conventions • Data consolidation and cleansing • SDK Wizard Front End 2

3. 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

4. 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

5. 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

6. Existing Masterpiece Enterprise 6

7. Future Single Masterpiece Enterprise 7

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. Discussion • Questions? 14