SharedServicesSA

Across Government e-Procurement Solution

Shared Services SA

Glenn Dawson, Principal Consultant,

Electronic Procurement Services

18 August 2010

SharedServicesSA

Presentation Content

• Project Background

• System Components

• Invoice Processing

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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

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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)

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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

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From Purchase to Pay

• 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

SSSA APAgency

INVOICE APPROVAL

APD AP

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ContractMatching

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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

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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

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Requisition Approval

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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)

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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

SharedServicesSA NON-PO Automation

SharedServicesSA NON-PO Automation

• Three options

– Auto Code

– Auto Flow

– Auto Code and Auto Flow

• System will learn any changes

Manual Flow

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Invoice Processing

• Invoice processing includes

– Scan and Data Capture from invoices

– Electronic Invoices

– Processing invoices for payment

SSSA AP

INVOICE APPROVAL

APD AP

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Invoice - scan and data capture

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• 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.

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Data Capture - ReadSoft

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Focus on increasing the number of real e-invoices

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SupplierBaswareBusiness

TransactionsBuyer

BaswareSupplierPortal

BaswareScan and Capture

Supplier Activation Service

Electronic Invoices

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Invoice Automation

Invoice Processing

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Matching against PO’s2

Non-PO Automation

3 Matching against Contracts

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Manually selected workflow5

SCAN ANDDATA CAPTURE

Vendor Confirmation & GST Validation1

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Certify – Invoice Processing

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Invoice Audit Trail

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• 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.

Reporting

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Image Viewer

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Questions?