SA Government Banking Transition

Courts Administration Authority

- Experience and Learning's

Presented by – Kym Beckman

18th September 2013

Planning the ProjectPlanning the ProjectNovember 2012 met with DTF and CBA

Formed Project Team -

◦ CBA Project Managers – Rick Cave, Al Chan

◦ DTF Banking Contract Manager – Roger Moore

◦ CAA Project Sponsor – Trevor Pearce

◦ CAA Project Manager – Kym Beckman

◦ CAA Project Officer – Jo Boylan

◦ CAA IT experts – Dominic Mittiga, Denise Kiley

◦ CAA staff as required – bank reconciliation, operational finance

Planning the ProjectPlanning the ProjectOriginal Target Date – March 2013

Quickly realised May was more workable

Significant IT changes –

◦ coordinate with other court system changes

◦ fit into regular operational enhancement cycle which has fairly specific timeframes for testing and release

◦ locked into major release date 20th May 2013

◦ other components of banking were then coordinated around this date

Scoping CAA banking Scoping CAA banking componentscomponents

Wide range of bank related facilities –

Masterpiece AP – ◦ move from in-house cheque printing to

outsourced CBA Payables Direct◦ move from Westpac PPS EFT payments to SSSA

eFORMS

Juror and Witness payment system (JEM)

Masterpiece AR

Payroll system (CHRIS)

Scoping CAA banking Scoping CAA banking componentscomponentsEFTPOS facilities across 22 locations

Online payment systems via Bizgate

Direct Debit system for fine payments (15,000+ agreements)

Bpay system for fine payments (approx 19,000 / mth.)

Banklink – bank reconciliation system

Trust Funds - 3 manually operated bank accounts

Tracking the Tracking the ProjectProject

Constructed spreadsheet

◦ listing all components of CAA banking

◦ itemised actions under each

◦ similar format to MS Project – timeframes, resources).

A number of other tools available –

◦ Business Requirements Document (BRD)

◦ CBA Project Plan

◦ DTF transition plan ‘task tracker’

◦ System interface map

◦ Simple timeline chart

IT System DesignIT System Design

Mapped all system components showing linkages and clear terminology

Communication challenge describing differences between Westpac and CBA

File formats for electronic feeds in and out of courts system – DD, Bpay, AP

New functionality in CommBiz

CommBizCommBiz

User friendly / intuitiveSet-up was a bit disjointed

◦ one of first services established

◦ significant configuration for system interfaces

◦ Testing was a challenge

Training also disjointed / on the run, however receive good support

Attention required to user set-up and audit review of user access and transaction limits

Banklink – bank Banklink – bank reconciliationreconciliation

Risk of May implementation

◦ combined Westpac / CBA reco’s EOFY

◦ Staggered timeframe for components - AP, Receivables, Merchant, Bizgate

Invested significant time – worthwhile

Testing was a challenge without live bank statement samples (import format diff.)

PayrollPayrollCHRIS upgrade worked well

APCA ID caused hiccup

◦ Australian Payments Clearing Association

◦ had transferred Direct Debit ID to CBA

◦ Same as the ID we used for COL EFTs

◦ unusual that same ID used for pay and rec’t

Bank processing was seamless (some info to S&L)

Communication to staff for awareness

General IssuesGeneral IssuesBpay and merchant card refunds Re-order Quick Cash bags (cost), deposit booksQuick Cash bags v. Quick Deposit envelopesCommBiz reports – dishon. chq., terminal transBank Fees – monthly v. daily, tax invoiceCBA terminal heightsReturn ANZ terminalsAMEXSweepsFinal transfer and close Westpac accountsPCIDSS compliance – new system scan provider