Shared
Services
SA
Across Government e-Procurement
Solution
Shared Services SA
Glenn Dawson, Principal Consultant,
Electronic Procurement Services
18 August 2010
Shared
Services
SA
Presentation Content
• Project Background
• System Components
• Invoice Processing
2
Shared
Services
SA
Background
• August 2009, Cabinet approved implementation of the eProcurement 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
Shared
Services
SA
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
Shared
Services
SA
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
Shared
Services
SA
From Purchase to Pay
Agency
Contract
Matching
SSSA AP
APD
AP
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
Shared
Services
SA
Finance System Integration
Agency
SSSA AP
Contract
Matching
GL
APD
AP
INVOICE
APPROVAL
Job
Cost
PO
AP
AR
Inventory
Fixed
Asset
Masterpiece System
7
Shared
Services
SA
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
Shared
Services
SA
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
Shared
Services
SA
Requisition Approval
10
Shared
Services
SA
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
Shared
Services
SA
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
Shared
Services
SA
NON-PO Automation
Shared
Services
SA
NON-PO Automation
• Three options
– Auto Code
– Auto Flow
– Auto Code and Auto Flow
• System will learn any changes
Manual Flow
Shared
Services
SA
Invoice Processing
SSSA AP
APD
AP
INVOICE
APPROVAL
•
Invoice processing includes
–
Scan and Data Capture from invoices
–
Electronic Invoices
–
Processing invoices for payment
15
Shared
Services
SA
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
Shared
Services
SA
Data Capture - ReadSoft
17
Shared
Services
SA
Electronic Invoices
Focus on increasing the number of real
e-invoices
Basware
Supplier
Portal
Basware
Business
Transactions
Buyer
Accounts Payable
Accounts Receivable
Supplier
Basware
Scan and
Capture
Supplier Activation Service
6
Shared
Services
SA
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
Shared
Services
SA
Certify – Invoice Processing
20
Shared
Services
SA
Invoice Audit Trail
21
Shared
Services
SA
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
Shared
Services
SA
Image Viewer
23
Shared
Services
SA
Image Viewer
24
Shared
Services
SA
Questions?
25