‘Setting up Infor 2.0 to meet the changing needs of Government’

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Presented By: Mark Chin, Manager Financial Systems Colin Huggett, Technical Support Consultant

Croc Photo

Never Smile At One

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Background to NT Government Accounting System (GAS)• History, Set up, Applications, Mandate, Infrastructure

Department of Corporate and Information Services (DCIS)• History, Drivers

Infor FM 2.0 Set Up• Support• Technical Environment• Common Services - Enterprise Structure, Agency Parameters• Common Vendor / Customer File• Standard Processing – GAS Wizards• Chart of Accounts• Data Warehouse – Reporting

Agent for Change

Future Plans• Invoice Portal, Purchase Request System

Questions ?

Session Outline

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

• Based on Masterpiece / FM 2.0 since the mid 1980’s.

• Used by all Government Agencies throughout the NT.

• Centralised Support provided by Financial Systems Unit.

• GAS Modules include PO, AP, GL, AR, FA, JC.

• Use of AP and GL is Mandated.

• GAS runs on Centralised IT infrastructure.

Background to GAS

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

DCIS was established in 1998/99 to provide Shared Services to the NT Public Service.

Drivers were:

• Reduction in back office expenses

• Agencies competing for the same resources

• NTPS already had centralised IT infrastructure and HR and Finance systems

• Additional $$ for Nurses, Teachers and Police

Background to Shared Services

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Infor FM 2.0 Set Up

Support - Provided Centrally by Financial Systems Unit

• Support GAS, PO, AP, AR, FA, GL, JC

• GAS Wizards for Streamlined Data Entry

• Reporting Data Repositories

• Currently 15 staff and 4 contractors

• Other systems - OBIPS, ECMS, TRIPS, EIMS

• Key interfaces - NAB, PIPS, Treasury

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Infor FM 2.0 Set Up

Technical Environment

• IBM Z Series mainframe – Z/OS operating system

• CA Datacom release 11 (release 12 in test environment)

• Single AP (310) & Common Services (390) data bases

• 5 x GL, AR, PO, JC, FA data bases – multiple org’s per data base, load sharing, optimise back-ups, etc…

• Multiple CICS regions – web interface, wizards, green screens, data query

• Midrange Servers – web server, data base host, application server

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Infor FM 2.0 Set Up

Automated Batch Schedule

• Control/M Automated Batch Schedule

• Cobol programs automatically create all the necessary NGT records and other batch parameters, including the AP payment run, at the start of the batch schedule

• No (or very little) manual scheduling of overnight masterpiece batch processing

• Batch schedule kicks off at 8pm each night (mon-fri)

• 100’s of batch jobs running in multiple streams (per data base)

• Normal end time is approx 11:30 pm

• Triggers nightly data warehouse extracts

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

AP Run Parms

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

AP Run Parms

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Infor FM 2.0 Set Up

Common Services – Enterprise Structure, Agency Parameters

• 1 Enterprise Structure

• 3 Tiers - NTGOVT, Dummy Level, Agency Business Orgs

• Vendor and Customer Clusters held at NTGOVT Level

• Application Parameters controlled centrally

• Standard Tax Codes, Bank Codes and Agency Numbers

• Mastersecurity controlled centrally

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Infor FM 2.0 Set Up

Common Vendor / Customer File

• AP Vendors – Payments made at Agency level

• AR Customers – Invoices issued at Agency level

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Infor FM 2.0 Set Up

Standard Processing – GAS Wizards - Overview

• Customised user front end for Masterpiece application

• Windows Forms applications (Windows standard use)

• Built on the Microsoft .net framework (common programming language)

• Use Infor’s Masterpiece SDK (plug in’s, sample applications)

• Deployed on a web server (“no touch”/auto deployment)

• Do not directly process transactions (use standard Masterpiece programs)

• Allow integration with non-Masterpiece data (i.e. GAS data warehouse)

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Infor FM 2.0 Set Up

Standard Processing – GAS Wizards - ApplicationsAccounts Payable

• Vendor Enquiry

• Voucher Enquiry

• AP/PO Payment Processing

• Vendor Creation and Maintenance

Purchase Order

• PO Maintenance

Accounts Receivable

• Invoice Requisitioning

• Receipts Processing System

Fixed Assets

• Maintenance, Costing & Retirement

LTF and APeS

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Infor FM 2.0 Set Up

Standard Processing – GAS Wizards - Benefits

• User friendly and easy to learn for new users

• Single entry screen replaces multiple screens

• Integrated user guide and help system

• Additional functionality such as:

- Tax Compliancy check for invoices

- Calculation of payment due date to meet 30 day NTG Payment Policy

- Ability to search for Vendors by ABN, Full Name or BSB and Bank Account No

- Ability to attach electronic supporting documentation

- Use of Workflow and system generated reminder emails

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Infor FM 2.0 Set Up

Chart of Accounts

• Central Ledger Maintenance Unit

• Use of APT’s and Chartgen

• Mandated use of Agency Number and Standard Classification

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Data Warehouse

Data Warehouse - Reporting

• Central Corporate Reporting Unit

• Use of Crystal Reporting and Business Objects Enterprise

• Mandated use of Treasury Source/Destination Codes

• Reporting to Treasury provided centrally at transaction level

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Data Warehouse Infrastructure

IBM MainframeWindows Server

SSA FM 2.0

Datacom AD 11

ENF

MSSQL 2008

SQL Server DTS

BO Enterprise xi

Crystal Reports

Datacom Server

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Populating the Data Warehouse

SQL Server

STAGING AREA

Mainframe

OLTP

GL

CS

AP

AR

FA

PO

GL

CS

AP

AR

FA

PO

XL

OTHERS

DATA MARTS

SQL Server

BAS

VOUCHER DETAILS

PAYMENT STATS

GL DATA

SDC

THS GL DATA

THS

AGENCY INTERFACES

CRYSTAL

END USER

REPORTING TOOLS

ETL T

ool

MSSQL/DTS

ETL T

ool

DECISION BASE

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Our Set Up has assisted with the Implementation of:

• Y2K, GST, Accrual Accounting

• Procurement Policy changes

• Purchase methods (CCC)

• ICT Infrastructure changes

• Range of Reporting to Government

Agent for Change

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Machinery of Government Changes made Easier:

• Central Ledger creation – copied existing ledgers

• No new Vendors / Customers for new Orgs

• Efficient replicating of system parameters for new Orgs

• Business system interfaces centrally coordinated

• Central Mastersecurity updates

• Central creation of new reports

Agent for Change

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Future Plans

Invoice Portal

• Vendor tracking of invoices submitted

• Template for entry/submission of invoices by Vendors

• Vendor self service for Vendor File changes

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Future Plans

Purchase Request System

• Online Requisition system for Tier 1 purchases

• Workflow for Approval

• Payment by Credit Card or Interface to GAS PO

DEPARTMENT OF CORPORATE AND INFORMATION SERVICES

Questions

?