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SharedServicesSA           Across Government e-Procurement           Solution           Shared Services SA           Glenn...
SharedServicesSA           Presentation Content           • Project Background           • System Components           • I...
SharedServicesSA           Background           •   August 2009, Cabinet approved implementation of the e-               P...
SharedServicesSA           Implementation           •   Complete roll out target for completion in Febuary 2011.          ...
SharedServicesSA           Roll Out Schedule            Agency           Date            Agency       Date            DPLG...
SharedServicesSA           From Purchase to Pay                                Agency                             SSSA AP ...
SA                                                                                                       Shared           ...
SharedServicesSA           Purchase Management           •   Purchase Management process incorporates:                – Cr...
SharedServicesSA           Requisition creation and approval                •   Requisitions can be created from:         ...
SharedServicesSA           Requisition Approval                                  10
SharedServicesSA           Order and Receipt of Goods/Services                •   Approved requisitions are automatically ...
SharedServicesSA           Contract Management                •   Used for the payment of any recurring, periodic or      ...
SharedServicesSA         NON-PO Automation
SharedServicesSA         NON-PO Automation           • Three options              – Auto Code              – Auto Flow    ...
SharedServicesSA           Invoice Processing                    SSSA AP        APD       AP                              ...
SharedServicesSA                   Invoice - scan and data capture           •   Physical mail is sorted and scanned      ...
SharedServicesSA           Data Capture - ReadSoft                                     17
SharedServicesSA                   Electronic Invoices               Focus on increasing the number of real               ...
SharedServicesSA           Invoice Processing                                   Invoice Automation            SCAN AND    ...
SharedServicesSA           Certify – Invoice Processing                                          20
SharedServicesSA           Invoice Audit Trail                                 21
SharedServicesSA           Reporting           •   Users can query all transactions that they have been               invo...
SharedServicesSA           Image Viewer                          23
SharedServicesSA           Image Viewer                          24
SharedServicesSA           Questions?                        25
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Session 2 18082010

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e-Procurement

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Session 2 18082010

  1. 1. SharedServicesSA Across Government e-Procurement Solution Shared Services SA Glenn Dawson, Principal Consultant, Electronic Procurement Services 18 August 2010
  2. 2. SharedServicesSA Presentation Content • Project Background • System Components • Invoice Processing 2
  3. 3. SharedServicesSA Background • August 2009, Cabinet approved implementation of the e- Procurement solution • Pilot commenced December 2009 with Agencies: – DTED (end-to-end solution) – DFC (the scanning and invoice processing components only) – SA Health, Corporate (the scanning and invoice processing components only) • The Pilot completed February 2010 3
  4. 4. SharedServicesSA Implementation • Complete roll out target for completion in Febuary 2011. • Production implementations successfully completed for: – DTED - DFEEST – DFC - PIRSA – DTF - Housing SA – DTF & Bureaus (IGA, MAC and ESCOSA) 4
  5. 5. SharedServicesSA Roll Out Schedule Agency Date Agency Date DPLG Aug 2010 Defence SA Oct 2010 DCS Aug 2010 DEH Nov 2010 SAPOL Sept 2010 DWLBC Nov 2010 DPC Sept 2010 Courts Nov 2010 Arts SA Sept 2010 DTEI Dec 2010 SAFECOM Oct 2010 SATC Dec 2010 AGD Oct 2010 DECS Jan 2011 SA Health targeted for February 2011
  6. 6. SharedServicesSA From Purchase to Pay Agency SSSA AP APD AP Contract Matching INVOICE APPROVAL • Basware Purchase Management - access to on-line catalogues, creation of requisitions, electronic workflow of requisitions for approval and the distribution of purchase orders to suppliers • Basware Invoice Processing - checking of invoices, matching of invoices to purchase orders and contracts, and electronic workflow of invoices to Agencies for approval • Readsoft Scanning and Optical Character Recognition - scanning of invoices and the automated extraction of payment data from the images 6
  7. 7. SA Shared Services GL Account Code Feed Contract Matching GL Account Code Verification Job Cost Account Code Feed Job Cost Agency PO Vendor Listing Feed Finance System Integration Matched invoice AP Masterpiece System For Payment Feed Payment Detail SSSA AP Feed AR Product APD INVOICE Details APPROVAL Receipt Inventory Details AP Fixed Asset7
  8. 8. SharedServicesSA Purchase Management • Purchase Management process incorporates: – Creation of on-line requisitions – Workflow of requisitions for procurement approval – Creation of purchase orders and distribution to suppliers – On-line receipting – Contract Management – Non PO Workflow 8
  9. 9. SharedServicesSA Requisition creation and approval • Requisitions can be created from: – Internal catalogues – External Vendor catalogues – Templates – Free text • Completed Requisitions are automatically flowed to delegate for approval 9
  10. 10. SharedServicesSA Requisition Approval 10
  11. 11. SharedServicesSA Order and Receipt of Goods/Services • Approved requisitions are automatically converted into purchase orders • Purchase orders can be sent by – facsimile, – email, or – Electronically to the Supplier • Receipt of goods/services is required to allow invoices to be paid (3 way match) 11
  12. 12. SharedServicesSA Contract Management • Used for the payment of any recurring, periodic or contract based invoices – I.e. rent, leasing, cleaning, electricity, maintenance, security and telecommunications bills. • Two types of contracts – Budget Based – Schedule Based • Invoices in tolerance of the contract rules are automatically paid. – Notified if payments are made. – Alerted if scheduled payments are missed 12
  13. 13. SharedServicesSA NON-PO Automation
  14. 14. SharedServicesSA NON-PO Automation • Three options – Auto Code – Auto Flow – Auto Code and Auto Flow • System will learn any changes Manual Flow
  15. 15. SharedServicesSA Invoice Processing SSSA AP APD AP INVOICE APPROVAL • Invoice processing includes – Scan and Data Capture from invoices – Electronic Invoices – Processing invoices for payment 15
  16. 16. SharedServicesSA Invoice - scan and data capture • Physical mail is sorted and scanned • Email and Faxed invoices bought direct into Readsoft • OCR process is Template driven • Based on a consolidate listing of ABN’s extracted from the vendor files • Invoices are reviewed and sent to Basware for processing. 16
  17. 17. SharedServicesSA Data Capture - ReadSoft 17
  18. 18. SharedServicesSA Electronic Invoices Focus on increasing the number of real e-invoices Basware Supplier Portal e l b a v i e c e R s t n u o c c A e l b a y a P s t n u o c c A Basware Supplier Business Buyer Transactions Basware Scan and Capture Supplier Activation Service 6
  19. 19. SharedServicesSA Invoice Processing Invoice Automation SCAN AND DATA CAPTURE 1 Vendor Confirmation & GST Validation 2 Matching against PO’s 3 Matching against Contracts 4 Non-PO Automation 5 Manually selected workflow 19
  20. 20. SharedServicesSA Certify – Invoice Processing 20
  21. 21. SharedServicesSA Invoice Audit Trail 21
  22. 22. SharedServicesSA Reporting • Users can query all transactions that they have been involved in processing • IP Monitor tool can be deployed to key staff needing to view all payment transactions • Accrual Reporting • GST/FBT Compliance testing • Benefit is overall visibility of transactions at whatever stage they are in the process. 22
  23. 23. SharedServicesSA Image Viewer 23
  24. 24. SharedServicesSA Image Viewer 24
  25. 25. SharedServicesSA Questions? 25

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