BAS RE-IMPLEMENTATION:1 APRIL 2013

AGENDA

Objective

BAS Re-implementation process

Questions

OBJECTIVE

Provide departments with an overview of the BAS re-implementation processes and current progress.

BAS RE-IMPLEMENTATION PROCESSES

NEW DATABASE CREATION

New databases have been created for all departments and released to System Controllers to start with static data capturing.

BAS RE-IMPLEMENTATION PROCESSES

IT INFRASTRUCTURE CONFIGURATION

Transversal Systems IT in process of rectifying terminal server users’ access.

BAS RE-IMPLEMENTATION PROCESSES

INTERFACES

Other InterfacesDepartments to inform other source systems of the

changes to the BAS interface layout.Testing with other source systems should be done on

request before 1 April 2013

PERSALDepartment to update PERSAL tables (069, 002, 052, 805,

806) – to be in place by 1 April 2013

BAS RE-IMPLEMENTATION PROCESSES

STATIC DATA CAPTURING System Controllers to capture static data. Main tasks include:

Reinstate and/or capture segment details for all segments of SCOA Individual segments must be signed off by CFO before System Controller

will create/reinstate. Final Sign Off must be provided by CFO after creation. Capture Security and Workflow

User ID’s, Group Profiles, Workflows, Printers System Controllers provided User and Printer Lists to Department’s Sub-

System Controllers for evaluation and sign-off. Only then will these users and printers be created on BAS V4.

No creation/amendment/deletion of users & printers on BAS V3 during March 2013.

Reinstate Transaction Processing Rules Capture Departmental Parameters

System Controllers provided Departmental Parameters to Department’s Sub-System Controllers for evaluation and sign-off. System Controllers are in process of capturing departmental parameters.

BAS RE-IMPLEMENTATION PROCESSES STATIC DATA – PROGRESS AS AT 14 MARCH 2013

Reinstate and/or capture segment details for all segments of SCOA Inputs outstanding:

All inputs received: Premier, EDT&EA, Education, Health, PR&T, Prov Treasury, Social Development, SAC&R

All segment types inputs outstanding: Medpas Agriculture: Fund, Responsibility, Project, Infrastructure, Asset, Item COGTA: Infrastructure, Asset, Region, Item Fleet Management: Project, Infrastructure, Asset, Item Human Settlements: Project, Asset Public Works: Item Rural Development: Fund, Objective, Responsibility, Project, Infrastructure, Asset,

Item

BAS RE-IMPLEMENTATION PROCESSES STATIC DATA – PROGRESS AS AT 14 MARCH 2013

Reinstate and/or capture segment details for all segments of SCOA SYSCON busy capturing:

Premier: Item Agriculture: Objective EDT&EA: Item Fleet Management: Objective, Health: Fund, Objective, Project, Item Human Settlements: Item PR&T: Item Social Dev: Item SAC&R: Objective, Project, Infrastructure, Asset, Item

BAS RE-IMPLEMENTATION PROCESSES STATIC DATA– PROGRESS AS AT 14 MARCH 2013

Reinstate and/or capture segment details for all segments of SCOA Final Sign Off required:

Premier: Fund, Objective, Project, Infrastructure, Asset, Region Agriculture: Region COGTA: Fund, Objective, Project EDT&EA: Fund, Objective, Responsibility, Project, Infrastructure, Asset, Region Education: Infrastructure, Item Fleet Management: Fund, Responsibility, Region Health: Responsibility, Infrastructure, Asset, Region Human Settlements: Fund, Objective, Infrastructure, Region PR&T: Project Prov Treasury: Item Public Works: Fund, Objective, Responsibility, Project, Infrastructure, Asset, Region Rural Dev: Region Social Dev: Fund, Objective, Responsibility, Project, Infrastructure, Asset, Region SAC&R: Fund, Responsibility, Region

BAS RE-IMPLEMENTATION PROCESSES STATIC DATA – PROGRESS AS AT 14 MARCH 2013

Capture Security and Workflow

Inputs outstanding: Users Premier, EDT&EA, Fleet Management, Human Settlements

SYSCON busy capturing: Users Agriculture, Rural Development, Social Development

Final Sign Off outstanding: Users COGTA, Education, PR&T, Prov Treasury, Public Works, SAC&R

Inputs outstanding: Printers Premier, COGTA, EDT&EA, Fleet Management, Human Settlements, Social

Development SYSCON busy capturing: Printers

Rural Development Final Sign Off outstanding: Printers

Agriculture, Education, PR&T, Prov Treasury, Public Works,SAC&R

BAS RE-IMPLEMENTATION PROCESSES STATIC DATA – PROGRESS AS AT 14 MARCH 2013

Reinstate Transaction Processing Rules TPR’s not reinstated:

Premier, Agriculture, COGTA, EDT&EA, Fleet Management, Human Settlements, Public Works, Rural Development, SAC&R

TPR’s finalized: Education, Health, Medpas, PR&T, Prov Treasury, Social Development

Capture Departmental Parameters All finalized, except Social Development

BAS RE-IMPLEMENTATION PROCESSES

STATIC DATA CAPTURING Department responsible for capturing:

Telkom Register Departments need to capture the new allocation codes as per the new

SCOA structure Government Codes will remain the same

Budget for 2013/2014 Departments must capture the budget on BAS V4 before 1 April 2013 to

ensure that payments are not blocked due to Budget Blocking

BAS RE-IMPLEMENTATION PROCESSES

ENTITIES

LOGIS entities will be automatically created on BAS once payments are sent through

Debtor entities will be converted once debt conversion has taken place after March 2013 force closure date

Only Active entities which have been used during the last 12 months will be converted

PERSAL entities will be converted programmatically from PERSAL to BAS

BAS RE-IMPLEMENTATION PROCESSES

DEBT CONVERSION

Debt conversion will be done after the March 2013 force closure Debt registers and entities will be programmatically converted Debts with a status of “Fully Paid”, “Bad” and debts with zero

balances will not be converted Debts with a status of “Doubtful” will be converted Only balances will be converted, no transaction history on Asset &

Liability accounts Debt changes should be done on BAS V3 before conversion Debt write offs must be done before March 2013 force closure Debt function will not be available on BAS V4 before debt

conversion has not been done

BAS RE-IMPLEMENTATION PROCESSES

AUTOMATED CLEARING BUREAU (ACB)

ACB user code and abbreviated name has been amended System Controller/BAS Application Maintenance must

recapture Combination 7 before ACB testing can commence ACB testing commenced from 1 February 2013 to allow for

sufficient test time FS testing completed successfully

BAS RE-IMPLEMENTATION PROCESSES

IMPLEMENTATION SIGN-OFF (2 APRIL 2013)

Sub-System Controller to request a Trial Balance on V4 Total on Fund Level 2 and Item Level 3, 6 & 11 As at 02/04/2013

Sub-System Controller and CFO to sign certificate and submit to System Controller

Signed certificate and Trial Balance forwarded to NT BAS production users may only be activated (reset) after

submission of certificate and trial balance

BAS RE-IMPLEMENTATION PROCESSES

CONVERSION OF BALANCES

Department will have to capture the conversion mappings on BAS V3

Conversion will be per Matching Field where applicable Conversion will be done once the department has done

their final audit closure for the 2012/2013 financial year Conversion sign-off will have to be sent to System

Controller Details of process to follow

BAS RE-IMPLEMENTATION PROCESSES

LOGIS All LOGIS commitments not finalized on BAS V3 will have to be re-

committed on BAS V4 (only the balance outstanding on the commitment)

All store numbers, LOGIS user id’s and LOGIS departmental parameters will remain the same and the System Controller will recapture on BAS V4

LOGIS will not be available for a week after the 31st March 2013 The LOGIS project will provide a list of all active commitments that

have to be recommitted LOGIS users must use the Commitment Amendment Add functionality

to select the new allocation codes and recommit these commitments More detailed informed to be obtained from LOGIS Provincial

Helpdesk

BAS RE-IMPLEMENTATION PROCESSES

BAS Input Forms

BAS Input Forms have been modified to accommodate the 8th segment called Infrastructure

Departmental BAS Sub-System Controllers may collect the BAS Version 4 Input Forms at their respective System Controllers’ offices and will be responsible for distribution to relevant users

QUESTIONS?