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Department of Education and Child Development Presented by: Chris Williams (DECD) Steve Wood (SWOOD) Machinery of Government  October 2011 MoG changes announced  Significant changes to departmental structures across many agencies  Combining former DECS, Families SA and some parts of Health Who’s Who?     DECS DFC FSA C3MS     TKM&S SSSA DECD DCSI Department of Education and Children Services     One of the largest SA Govt departments 20,000+ staff Supporting almost 1,000 schools and preschools Significant internal systems Families SA     Previously part of DFC 2,000+ employees Supporting 6,500 children across the state C3MS – case management system DECD Project Team  Chris Williams  Troy McMellon  Steve Wood Resources     DECD IT Families SA IT & Finance SSSA DCSI C3MS     Existing development at Families SA Scheduled for implementation 1st July 2012 Manages payments to carers of children Daily payment run must happen  2300 fortnightly  300 weekly  1-20 daily C3MS - Volumes       Job Cost tracks payments to each child JC Project = GL Cost Centre / Activity 6500 children in care (Task) 850 cost centres/locations (Project) Approximately 5,000,000 task records created Only 10,000 used C3MS - Problem      Basware impacted by loading 5m tasks What is the alternative? Create the tasks only when they are used. But they must exist for Basware to validate Use the SDK C3MS - SDK  Create a template Project and attach every possible Task to it  If the project/task does not exist check the template  If Task exists on the template Project validate  Pre-processor then creates Task record C3MS - Preprocessor        Runs daily @ 11 am Performs vendor adds and maintenance Load JC journals Checks invoices for new tasks Creates Task add transactions Loads invoice file Payment run manual – at this stage MS Reporting Services         Replaces DFC Cognos reporting Budget variance GL journal entries Vendor summary Job cost Monthly cash flows Trend analysis Revenue and expenditure reports Tools        Datacom Server Postmaster MS Access MS Excel PlanetPress ChartGen Sort/Exits Scope       General Ledger Job Cost AP/AR/FA Basware Reporting Payroll (Chris & Valeo) Masterpiece DECS      SYS1 GL/AP/AR/FA Basware Valeo Web Focus DFC FSA      SYSH GL/JC/AP/AR/FA Basware Chris/Kronos Cognos Masterpiece Enterprise - DECD General Ledger - DECS  3 Blocks  Project (3)  Object (5)  Cost / Location (4)  999-99999-9999  Cost Account (GL Ref 3) General Ledger – DFC/FSA  4 Blocks     Entity (1) Cost Centre (4) Activity (4) Object (5)  F-9999-9999-99999 Job Cost – DFC/FSA  Project  Cost Centre/Activity (8)  9999-9999  Task  Client id represented as hex  AAAAA (5)  Cost Code  XAA Job Cost – DECD  Project  Client id (8)  59999999  Task  Location/service  AAAAA (5)  Cost Code  XAA DECS GL/JC DFC/FSA GL/JC DECS/FSA Mapping General Ledger Mapping     FSA require up to 150 GL Project codes Clear 500-650 range Purged 50-60 existing projects no longer used Renumbered 15 projects still required Masterpiece SDK  Used by Basware & eCrow  Validates  GL account codes  JC Project, Task & Cost Codes  Families JC validation from template project Masterpiece Mapping Mapping Conversion Payments Use when making payments not related to children FSA Code Enter GL code used prior to Transition DECD Code Not On File DFC GL This is the broken down description of GL codes used prior to Transition This is the new DECD GL code Entity Cost Centre Not On File Activity Not On File Object Not On File DECD GL This is the broken down description of the new DECD GL code Project Not On File Object Not On File Cost Centre Not On File Child Payments Use when making payments related to children FSA JC PROJECT Enter the job cost project used prior to transition FSA JC TASK Enter the job cost task used prior to transition FSA JC COST CODE Enter the job cost cost code used prior to transition DECD JC PROJECT This is the C3MS client ID which will be used as the JC Project DECD JC TASK This is the job cost task used in the DECD ledger DECD JC COST CODE This is the job cost cost code used in the DECD ledger Payroll      DECS – Valeo DFC Families SA – Chris & Kronos Leave DFC GL codes in Chris Chris GLI file converted to MP journal Mapped and convert DFC ledger codes to DECD codes eCrow     230 Families SA cardholders (already on eCrow) 200 DECS cardholders replacing manual acquittal Validates GL & JC codes using SDK Automatic GST recording using AP invoices Vendor Mailout  Multiples sources to be contacted  Email, Facsimile or post  Advised changes to…  ABN’s  Names  Contact details Basware     New organisation in DECD instance for FSA Exports vouchers to MP 01016F org Transferred users and delegations Masterpiece validation using SDK DECD Pre-processor     Updates control accounts Removes usage data for Fabs reporting Posts batches Modifies GST codes The end Questions

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