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First pay cycle alignment completed for CHRIS 21 Project

In preparation for the upgrade of the state government’s main payroll system from CHRIS 5 to CHRIS 21, some agency employees will have a change to their pay day and/or cycle.

Shared Services SA successfully completed the first pay cycle alignment affecting some employees in the Department for Communities and Social Inclusion and SACE Board of SA last month.

Reforming the recovery of salary overpayments

Working with the Office for the Public Sector, Shared Services SA has adopted new procedures in accordance with the Recovery of Overpayments (Determination 6).

These new procedures start on 1 July 2015 and will assist the South Australian Government to more effectively meet its obligations under the Treasurer’s Instructions (TI5).

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Basware rollout nearing completion

Last month, another group of SA Health sites were successfully transitioned to Basware (the e-Procurement Solution), the across government online invoice processing system.

The final transition that includes the remaining Country Health SA sites is scheduled to occur in July after which all SA Health sites will be on board.

Basware offers better control and visibility of the status of invoices, improved payment performance, better management of budgets and cash flows, and reduced processing costs through improved efficiency.

Electronic payment options trump cheques

Working closely with South Australia Police (SAPOL), Shared Services SA has successfully transitioned a notable volume of transactions from payment via cheque to electronic funds transfer (EFT), providing multiple benefits for both agencies and suppliers as it’s quicker, cheaper and greener.

By incorporating additional vendor information in the SAPOL business unit’s feed file, the number of cheques generated per month has been halved.

‘One Invoice’ to streamline the layout of government invoices

Shared Services SA will be adopting a single invoice design for the Masterpiece financial management solution that serves 14 agencies.

The One Invoice initiative in Accounts Receivable will standardise the design and layout of invoices with a neater, easier to read format that will benefit the many customers who receive invoices from state government agencies.

The initiative is currently in the discovery phase with an implementation program to be determined following consultation with agencies about the required feeder system changes.

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Tackling vendor duplication and improving visibility

The development and rollout of a Common Vendor Masterfile is well underway with two more agencies consolidating their vendor payment information last month.

This streamlining project will standardise the maintenance of vendor information, reducing the duplication of information between agencies and improving the visibility of government spend by vendors.

Over the next 12 months, Shared Services SA supported agencies will transition progressively from existing agency-based master files to a Common Vendor Masterfile.

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Accounts Payable meeting world-class standard

In the latest Australasian Shared Services Association Accounts Payable (AP) Benchmark Study, Shared Services SA was ranked the top performing government organisation based in Australia.

This financial year, 97% of payments (excluding SA Health) have been made within terms, exceeding the world-class benchmark of 93%.

Highlights of our performance in the study included a comparatively lower processing cost per invoice, lower rate of rework and a higher level of productivity among 13 other counterparts.

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Pay cycle alignment across the sector

A major component of the payroll reform program is to standardise and consolidate pay periods across the public sector.

So far, there have been a range of consultative meetings with a number of unions and other bodies to discuss the potential impacts on employees when pay cycles are aligned for autopay, manual timesheets and electronic file loads.

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