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SA Government Banking Transition Courts Administration Authority - Experience and Learning's

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

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SA Government Banking Transition Courts Administration Authority - Experience and Learning's

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

  2. 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

  3. 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 20th May 2013 • other components of banking were then coordinated around this date

  4. 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)

  5. 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

  6. 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

  7. 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

  8. 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

  9. 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.)

  10. 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

  11. 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

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