SharedServicesSA

Wednesday, 18th September 2013

SA Government Banking Transition

Shared Services SA

Presented by Julian Hayward

SharedServicesSA Banking Services

• RFP process managed by DTF Government Accounting Reporting and Procurement

– Banking Contract Management

• Open market tender 4 majors responded for all services plus some second tier for purchase cards

• CommBank was preferred supplier for Transactional and Merchant services, ANZ retained purchase cards

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SharedServicesSA Banking Services

Existing Providers

Transactional – Westpac

Merchant – ANZ

Purchase cards – ANZ

New Providers

Transactional – CommBank

Merchant – CommBank

Purchase cards – ANZ

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SharedServicesSA The Project Team

• DTF Buddy

• DTF ICT Lead

• Agency Champion

• CBA Implementation Representatives

• Shared Services, Project Lead and Process Masters

Communication should be directed through the DTF Banking Transition Project Team in the first instance and will be distributed to the wider team accordingly and filtered through weekly team meetings where

relevant.

The DTF Banking contract management email address is as follows; BankingContractManagement@sa.gov.au

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SharedServicesSA Governance Structure

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SharedServicesSA

WoG Banking Transition – Roles and Responsibilities

Who WhatDTF Overall accountability for the BT Project and each successful TU.

Agency communicationCommBank / Westpac / ANZ direction and contractual management

Principle ICT Consultant

Provide advice as required and take a WoG view (co-ordinate all ICT changes)

CommBank Project Manager

Co-ordination of all Implementation ManagersStatus reporting

Implementation Manager (CommBank)Reference Project Charter (draft Dec ‘12)

1. Manage all activities (detailed transition schedule) and co-ordinate all stakeholders weekly in a forum;2. Checkpoints / Gates for the acceptance and sign off of key deliverables;3. Manage delivery of key milestones at the end of project stages;4. Confirm dependencies between activities to sequence them correctly; 5. Confirm any schedule constraints that may apply to activities or milestones;6. Co-ordinate all CBA training as per training plan;7. Co-ordinate roll-out and testing of all banking products

Agency Champion Execute and or coordinate all matters relating to the banking transition & merchant facilities in line with their specific agency requirements. Main communication point to DTF, CBA & the Project Team and also from within their own agency with regard to progress and required outcomes.

GSG PM Co-ordination of all SSSA changes

Banking Transition Program Director (Service SA / eGov)

Co-ordination of all eGovernment (bizgate) and Service SA changes

SSSA Process Master (or nominated rep)

Deliver required Business Unit changes for each transitional unit.

SharedServicesSA

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The Transition Project

New banking arrangements for Transactional and Merchant banking commenced March 2013 (1st transition of services).

The transition was proposed to be completed in phases:

1.Agencies not clients of Shared Services SA

• These were largely completed by the end of June 2013

2.Client Agencies of Shared Services SA

• AP/FA/AR

• Payroll

• These are to be completed by end of November 2013

SharedServicesSA Project Risk Assessment Summary

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SharedServicesSA Why 12 months?

• Changes to the structure of the SA Government, in particular the implementation of a Shared Services function

– Lack of clarity on banking structure

• Changes to the Banking environment

– Approximately 10 years since Westpac contract

– Opportunities to explore new banking services

• Business as usual changes

– mandatory

• Business Improvement opportunities

– Considered and assessed based on impact of proposed transition date.

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SharedServicesSA Why 12 months? (cont.)

• Shared APCA ID’s

– In particular between Payroll and Direct Debit (receivable) services

• Management and closure of Westpac Accounts

– Existing Debtors

– Unpresented Cheques

• Resource availability

• Incomplete Machinery of Government changes

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SharedServicesSA

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4 11 18 25 1 8 15 22 29 6 13 20 27 3 10 17 24 1 8 15 22 29 5 12 19 26 2 9 16 23 30 7 14 21 28 4 11 18 25 2 9 16

Public Trustee Payroll 8 Weeks

Parliament SAPayroll 11 weeks

Electoral Commission of South AustraliaPayroll 8 weeks

Funds SAPayroll 8 weeks

Auditor-General’s DepartmentPayroll 11 Weeks

Courts Admin AuthorityPayrollAccounts Payable (FAST)

Department for Correctional ServicesAll excl PayrollPayroll Pilot - 14 Weeks

South Australian Fire and Emergency Services CommissionerAll excl PayrollPayroll Pilot - 14 Weeks

South Australian Tourism CommissionAll excl Payroll and Bizgate terminalsPayroll 11 weeks

Housing SAAccounts PayablePayroll 8 Weeks

SACE Board of South Australia Accounts PayablePayroll 5 weeks

Dept for Education and Child DevelopmentAll excl Payroll and Bizgate terminalsPayroll 13 Weeks

Dept for Treasury and FinanceAll excl Payroll and Bizgate terminalsPayroll 8 weeks

Dept for Communities and Social InclusionAll excl Payroll and Bizgate terminalsPayroll 8 weeks

DFEESTAll excl Payroll and Bizgate terminalsPayroll 8 weeks

TAFE SAAll excl Payroll and Bizgate terminalsPayroll 8 weeks

DEWNRTransactions To be confirmed with AgencyPayroll 8 weeks

Dept for Premier and CabinetAll excl Payroll and Bizgate terminalsPayroll 8 Weeks

Arts – South AustraliaAll excl Payroll and Bizgate terminalsPayroll 8 Weeks

SAPOLAll excl Payroll and Bizgate terminals TBC w agencyPayroll 13 Weeks

Attorney General’s DepartmentAll excl Payroll and Bizgate terminals TBC w agencyPayroll 8 Weeks

DPTIAll excl Payroll and Bizgate terminals TBC w agencyPayroll 8 weeks

Defence SAAll excl Payroll TBC w agencyPayroll 8 weeks

DMITREAll excl Payroll and Bizgate terminals TBC w agencyPayroll 8 weeks

PIRSAAll excl Payroll and Bizgate terminals TBC w agencyPayroll 8 weeks

Dept for HealthCorporate bank accounts - APCorporate bank accounts - AR Date to be confirmed on Monday 2 SeptPayroll Pilot - 14 Weeks

Motor Accident Commission (payroll only) 8 weeks

December

Transitional Unit

March October NovemberApril May June July August September

SharedServicesSA Improvement Initiatives

• Setup of online banking environment

• Dedicated payroll account

• Electronic upload of transactional files direct from CBA (BAI2)

• Bpoint

• Bpay

• Realignment of functions

• Use of Stored Value Cards

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SharedServicesSA

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Services to Government

Coming SoonToday’s mechanisms Near Future

Service Centre Tasks

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• Service team engaged through dated mechanisms with Manual Service Level Agreement reports.

• Signed documents faxed, emailed or sent via post.

• Service team engaged through Government Direct web portal with Live SLA Report Requests.

• Download and Upload scanned documents requiring signatures.

• Service team engaged through Government Direct portal with Live SLA Report Requests.

• Sign requests/documents digitally with eSign.