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Common Vendor Master File Project

Common Vendor Master File Project. Shared Services SA Presented by David Sharpe, Project Manager, Reform. What Are We Doing?. Single Masterpiece Enterprise Common Vendor Master File Standard data format conventions Data consolidation and cleansing SDK Wizard Front End. Scope.

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Common Vendor Master File Project

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  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

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