SAVING TREES Do you really need to print that Masterpiece report?

1. SAVING TREESDo you really need to print that Masterpiece report? Malcolm Parsons, Shared Services SA Chris Vinall, Shared Services SA

2. Background on Masterpiece Output • Masterpiece reports have traditionally been printed • Visually checked for correctness/errors • Reports filed in a batch/folder • Batch/folder stored in a compactus • Reports retained for a designated time period 2

3. Background on Masterpiece Output cont. • Reports can be generated as a data set • Users can browse/edit report online • Print designated lines/pages if required • Data set disappears after a certain time (7 days) • Saves printing reports that are not required to be kept in hard copy 3

4. Background on Masterpiece Output cont. • Reasons for printing • habit • users generally more comfortable with paper output • procedure manual says to print reports • Audit requirement 4

5. Background on Masterpiece Output cont. • Reasons against printing • uses paper • requires folders to retain • requires physical storage space • requires a regular procedure to archive/destroy old reports 5

6. e.g. Job Submission (Y to data set) 6

7. e.g. Job Submission (data set output name) 7

8. Output Report Options • Can separate some reports e.g. GL350, AR550 • Options available within Masterpiece to produce an error report only, instead of the full report • e.g. AP920 • recently changed all Basware voucher loads into Masterpiece to use this option • errors are easily identified, not buried somewhere in a long report 8

9. e.g. Output Report Options (AP920) 9

10. Output Alternatives • Alternatives to printing a report • email report to a generic mailbox using CA-Spool software • some limitations on wording, formatting of email • can generate PDF, text or csv file attachment • one attachment per email • generate PDF report on SYS1 and FTP to a server • Can search across multiple PDFs by directory • FAST can supply instructions on how to do this 10

11. Output Alternatives - Email • Email report to a generic mailbox • can send to multiple mailboxes, Cc, etc. • anyone with access to the mailbox can see the report • report is attached as a .pdf, .txt or .csv file • subject line, email body message, file name can be tailored to requirements • file name can contain some variable information • e.g. userid, date, time • limitation on number of characters, formatting of email body • call logged with CA to improve formatting limitations 11

12. Output Alternatives – Email cont. • Email report to a generic mailbox • Immediate GL summarisation and journals (SAPOL and SAFECOM) • Overnight Vendor and Customer Audit reports • Overnight GL summarisation and journal loads • Overnight vendor, voucher loads and batch release (SAPOL) • Overnight Basware voucher loads • Monthly metrics reports (including csv files) • TI11 reports (including csv files) • Special interface jobs 12

13. Output Alternatives – File Transfer Protocol (FTP) • Generate PDF report on SYS1 and FTP to a server • unfortunately SSSA policy won’t allow us to FTP the report directly to the network drives • need to create specific directories on SSSA FTP server • requires SSSA Service Desk involvement • can move files from SSSA FTP server to network drives • manually • automated script (requires SSSA Service Desk involvement) • can search across multiple PDFs by directory 13

14. Summary • Don’t need to print reports unless specific requirement • Can email reports to a generic mailbox • pdf, text, csv attachments • Can FTP reports to a server • Can search across multiple PDFs by directory • Save paper and storage costs 14

15. DTF MP Output to Email Case Study • DTF submits 6 recurring MP General Ledger (MPGL) updates via the job submission special interface panel (various GL360’s and the standard GL350); • The associated MPGL output is typically numerous pages, and is reviewed within SSSA Financial Accounting and then filed locally; • Where the MPGL update is from an external feed, external parties are provided a scanned signed copy of the output with review issues flagged for follow up. 15

16. DTF MPGL Special Interface Jobs Examples 16

17. DTF MP Output to Email Case Study cont. • Pre SSSA transition, most MPGL special interface jobs were setup for printed output, with one job (GL350) setup to “print” output to data set; • For the output to data set, page ranges were printed via utility printing (U.L.P) and the data set was also manually FTP’d to the agency network; • Post SSSA transition, the MP specific printer was no longer available in the print room next to the SSSA Financial Accounting team 02, and the available MP specific printers on the floor were shared by multiple client agencies. 17

18. FAST IT MP Printing Solutions • FAST IT were engaged to setup the 6 MPGL special interface jobs to produce output to email. • Various options were available, with SSSA Financial Accounting team 02 electing: • For output to be in pdf format, with the filename having a generic prefix followed by a date/time stamp; • For the email subject to refer to the general task and special interface job ID. 18

19. DTF MP Output to Email Case Study cont. • SharedServicesSA:FinancialAccounting02 common team mailbox was specified for output to email: 19

20. Common Mailbox Email Examples(with pdf attachments) 20

21. DTF MP Output to Email Case Study cont. • On a daily basis, the common mailbox is reviewed for MPGL generated output (from overnight or adhoc job submission); • In most cases the final summary page is printed and signed, and filed locally for audit trail requirements; • The larger pdf format reports are then saved to the local SSSA network (manually saved by preference); • Where the MPGL update is from an external feed, external parties are forwarded the email from the common mailbox with review issues flagged in the email body text for follow up. 21

22. Benefits from DTF MP Output to Email • Software and TSO setup complexities reduced from users no longer needing to FTP reports from data sets, or use the utility printer for specific data set line ranges; • For clients requiring signed copies of the output, this is done via forwarded email output with e-signature rather than a scanned signed hardcopy; • For peak GL journal processing periods at EOM, no constant walking to the MP printer for output as all output can be retrieved from common mailbox (almost instantaneously subject to mainframe performance). 22

23. Potential Pitfalls from DTF MP Output to Email • Common mailboxes need to be reviewed as MP email output and attachments may impact on common mailbox size limits; • With simplification of output to email, new MP users have limited exposure with output to data set options, and the related data set browsing, printing and FTP; • Users may be complacent with output reviews as most MP jobs are automated overnight; • Archiving of output is now a network file management task rather than a hardcopy physical file/folder task. 23

24. DTF MP Output to Email Summary • Users prefer the simplicity of output to email; • Standard job submission updates may be investigated in future for potential setup as special interfaces to enable additional output to email solutions. 24

25. Questions? • For specific FAST IT solutions, please log a call with SharedServicesSA:FASTHelpdesk02 25