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