GovernmentServicesGroup

Common Vendor Master File Project

Shared Services SA

Presented by David Sharpe, Project Manager, Reform

Tuesday, 18 April 2023

GovernmentServicesGroup What Are We Doing?

• Single Masterpiece Enterprise

• Common Vendor Master File

– Standard data format conventions

– Data consolidation and cleansing

• SDK Wizard Front End

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GovernmentServicesGroup Scope

• Shared Services SA Accounts Payable Clients

• SYS1 & SYSH Masterpiece Environments

• Vendor maintenance activity

• Excludes:

– Non-Shared Services SA client agencies

– Unix environments

– DoHA

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GovernmentServicesGroup 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

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GovernmentServicesGroup 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 entity5

GovernmentServicesGroup Existing Masterpiece Enterprise

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GovernmentServicesGroup Future Single Masterpiece Enterprise

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GovernmentServicesGroup 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

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GovernmentServicesGroup 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

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GovernmentServicesGroup 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

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GovernmentServicesGroup 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

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GovernmentServicesGroup 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

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GovernmentServicesGroup 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

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GovernmentServicesGroup Discussion

• Questions?

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