6092011749-BP080OSSFutureProcessModelv3333-0

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AIM

BP.080.3 FUTURE PROCESS MODEL Office of Shared Services Build Stage 1

Note: This document is current as of Build Stage 1 (26th October 2005) and will be updated further during the Build Phase.

Author: Creation Date: Last Updated: Document Ref: Version: Oracle Consulting September 15,2005 October 19, 2005 5.00 3.0

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Doc Ref: 5.00 Document Control Change Record 4

Date 15-Sep-05 15-Sep-05 22-Sep-05 27-Sep-05 12-Oct-05 19-Oct-05

Author Oracle Consulting Mark Price Mark Price Mark Price Glyn East Mark Price Version

Change Reference No Previous Document Baseline version Added Payroll Information Issued Updated Payroll information - Issued Included AR, updated after Build St age 1 - Issued

0.1 0.2 1.0 2.0 3.0 Reviewers

Name Dean Cunnane Stan Toohey Phil May

Position Oracle Solution Architect Business Processes Lead, HR and Payroll Busin ess Processes Lead, Finance

Distribution Copy No. 1 2 3 4

Name Library Master Glyn East Ian Grundy/Jason Pentony

Location Project Library Oracle Project Manager OSS Business Solution Project Ma nagers

Note To Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document c ontrol purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.

File Ref: BP080 OSS Future Process Model v3.0.doc (v. 3.0) Company Confidential - For internal use only

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BP.080.3 Future Process Model Doc Ref: 5.00 Contents Document Control ... ... ii Introduction... ... ... 5 Chart of Accounts ... ... .. 6 Multiple Organisations ... ... 7 Sets of Books ... ... ... 8 Accounting to Financial Reports ... ... 9 Sub ledger Journals to Post ... ... 9 Budgets to Approval ... ... 10 Taxation... ... 18 Period End Close to Financ ial Reports ... . 19 Receipt to Assets ... ... 20 Assets to Depreciation .... ... ... 24 Bank Statement to Reconciliation ... ... 28 Credit to Cash... ... ... 29 Statement to Collections ... ... 31 Project Costing .. ... ... 33 Plan to Project Budget... ... 33 Execution to Asset ... ... 37 Analysis to Closure ... ... ... 45 Human Resources... ... 47 HRMS Foundation... ... ... 47 Recruitment ... ... 52 Learni ng Management... ... 58 Performance Management ... ... 64 Occupationa l Health & Safety... ... 68 Workers Compensation ... ... 77 Workplace Equity and Dispute Resolution ... ... 82 Procure to Pay ... ... 85 Requisition to Receipt – Direct for Procurement... ... 85 Catalog Setup to Management... ... 87 Click to Requisition ... ... ... 88 Requisition to Receipt – Indirect for Procurement... ... 89 Requisition to Receipt – Indirect for Accounting ... ... 91 Supplier Invoice to Payment.. ... .... 94 Supplier Return to Debit... ... 96 Supplier Return to Replacement

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97 Payroll ... ... 98 Time Collection to Payroll... ... 98

File Ref: BP080 OSS Future Process Model v3.0.doc (v. 3.0) Company Confidential - For internal use only Page iii

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BP.080.3 Future Process Model Doc Ref: 5.00

Payroll to Payment ... ... 99 Payroll Awards Structure... ... 1 00 Grade Step Progression ... ... 103 Manage Employee Payroll Data ... ... 104 Overp ayments... ... 105 Salary Packaging... ... 106 Multiple Assignments... ... 109 Year End Processing... ... .. 112 Termination to Payroll ... ... 113 Absence to Payroll ... ... ... 114 Open and Closed Issues for this Deliverable ... ... 117 Open Issues... ... ... 117 Closed Issues ... ... 117

File Ref: BP080 OSS Future Process Model v3.0.doc (v. 3.0) Company Confidential - For internal use only

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Introduction

The document serves as a summary of the results of the Conference Room Pilot (CR P 2.2) and details all business flow diagrams developed during this process. Con

ference Room Pilots workshops were conducted for the following business flows – • • • • • Ac counting to Financial Reports Procure to Pay Human Resources Credit to Collectio

ns Project Costing

Conference Room Pilot 2.2 focused more on the underlying details below the stand ard Oracle Business Flows to draw out detailed requirements and to give the team s a consistent methodology for capturing this data. As such, teams were asked to consider the following topics during the Conference Room Pilot workshops for ea ch of the detailed flows: Interfaces Data Migration Security Integration Touchpo ints Documents attributable to the process Reports Portal Requirements Additiona l Setup requirements Workflows Templates Other Requirements This document summar ises the detailed business process flows developed during this period, as well a s a overview of each process.

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Doc Ref: 5.00 Chart of Accounts

The Chart of Account (Accounting Key Flexfield) structure forms the foundation f or all Oracle Applications with an accounting impact. It is used to record accou nting transactions, balances and to perform financial reporting. The chart of ac count structure may contain up to a maximum of 30 segments however, such a large number of segments is not recommended. Typically, a chart of account structure containing approx 4-8 segments is generally sufficient for financial reporting p urposes. Design Council has signed off the Chart of Account Framework. The follo wing Accounting Flexfield structure will be configured within the applications m oving forward.

No. 1 2 3 4 5 6 Segment Name Entity Cost Centre Account Fund Project Agency Defi ned Example Length 3 7 6 3 8 6

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Multiple Organisations

The diagram below depicts the CRP 2.2 multi-org structure based on the Design St atement of Works document. This forms the foundation for the proposed structure within the Oracle Applications but does not represent the final solution.

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Doc Ref: 5.00 Sets of Books

Within the Oracle Applications, the set of books is considered to be the highest level for financial reporting. It partitions and secures GL accounting informat ion such as journal entries and account balances and is defined by:1. 2. 3. Cale ndar Currency Chart of Accounts

To determine the need for a multi–company organisation structure, and therefore mu ltiple sets of books, it is necessary to understand the financial information fo r each agency. You need multiple sets of books if one of the following is true: • You have agencies that require different Chart of Account structures to record i nformation about transactions and balances. At this stage, the proposed solution will have a single chart of account structure to be used for all entities. You have agencies that use different accounting calendars. The proposed solution wil l have a single calendar (1 July – 30 June) with 12 monthly periods and one adjust ing period for year-end finalisation of accounts. You have agencies that require different functional/base currencies and report in another base currency

• •

Only one Set of Books is proposed.

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Accounting to Financial Reports Subledger Journals to Post

Process Summary Subledger Journals to Post demonstrates the business processes f low covering the creation of journal entries into the general ledger from import ed sources. This sub flow also supports the entry of manual journals and the pos ting of all journal entries residing within the general ledger. Chart of account s (CoA) maintenance will be a centralised function. The process flow diagram at a lower level has been included within this document. Process Flows Detailed pro cess diagrams developed during the Conference Room Pilot phase for Process FM110 9 and FM0507.

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Budgets to Approval

Process Summary For the Whole of Government (WoG), agencies are responsible for the development of their budgets, complying with all Department of Treasury and Finance (DTF) budgeting requirements and deadlines. The Office of Shared Service (OSS) is responsible for managing the Oracle Financial Analyser (OFA) as the Wo G Budget tool, developing and maintaining common templates within the system. As the discipline of budgeting and forecasting is agency-specific, budget data pre pared in OFA with be developed using differing types of budgetary techniques, in cluding Top Down, Bottom Up, Zero-Based and Marginal. In addition, agencies may have their own budgeting criteria, or budgeting perspectives for modeling their budget. External data or non-financial

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data may need to be loaded into budgeting system for such purpose. For example, FTE rate for each agency is needed from HR system for FTE costs budgeting. Durin g the budgeting cycle, there is a budget approval processes within each agency t o review and approve the budget submitted from subordinated budget users. This p rocess may be repeated several times until the budget data is approved and final ized. Once this process is completed the Agency is responsible for: • Submitting t he approved budget data to the shared data set, held by the Office of Shared Ser vice (OSS), for uploading into the General Ledger; Producing operating and capit al budget submissions for DTF and uploading adjustments in the Adjustment Tracki ng Module (ATM) of Treasury Information Management System (TIMS).

•

Timely budget data submission and uploads are essential for up-to-dated informat ion required to support financial reporting and analysis. Descriptive Overview o f Budgeting & Forecasting Oracle Financial Analyzer (OFA) allows all people with budget responsibilities within an agency to have direct access to the system. L ine Managers will be able to prepare budgets and submit their budget information directly into the OFA budgeting system for consolidation, analysis, review and approval. Within each agency, there is an internal review and approval process d uring the budgeting cycle. Management at differing levels will review the budget data submitted by subordinates, then approve or reject the budget data. Once th e budget is finalized the agency will submit the data to the shared data set, ma intained by OSS, for upload into the general ledger. Additional data files will also be generated by the Agency for upload into the ATM of TIMS, satisfying DTF budgetary requirements.

Process Flow

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The diagram above depicts the processes of extracting information from the Gener al ledger to OFA and the development and maintenance of budget templates in OFA. The Oracle Applications General Ledger Super User and OFA Super Administrator i n OSS are responsible for these processes. This process starts with extraction o f CoA structures and financial data from the GL to OFA. The standardised GL Link for integration between Oracle General Ledger (OGL) and OFA, allows for Chart o f Account (CoA) information and financial data balances to be extracted and load ed into OFA, as required for purpose of budget development and forecasting. Once the extraction from GL is complete, using the OFA loading processes the data is loaded into the shared database by the OFA super administrator. From the GL upd ate, OSS budget team members are able to revise existing templates or develop ne w budgeting templates within OFA. These budgeting templates are then distributed within OFA for Agency use.

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The process of budget development is agency specific. Budget data prepared in OF A can be developed using differing types of budgetary techniques, including Top Down, Bottom Up, Zero-Based and Marginal. A majority of Agencies develop their b udgets using a bottom up approach. Data is developed at a lower level, such as i ndividual cost centre, program or activity. Analysis of the budget can be perfor med a number of ways, from the traditional organisational structure to business oriented budgeting. As an agency budget data will be consolidated within OFA, re ports can be generated from the system to effectively analysis this data. For ex ample, analysing the comparison between the developed budget to budget targets. To facilitate budget development by Agencies, external data can be loaded into O FA. For example the Public Service Award rates for Travel. This external data ca n be loaded at the OFA Super Administrator level and then shared across Agencies .

The diagram above depicts the internal budget approval process within each agenc y. Within the OFA system architecture, data for each agency is stored and manage d in a centralised shared database.

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When Line Managers have finalised entering their budget data into Budget templat es, they will need to update an approval log in OFA. This is to provide informat ion on budget status and budgets that require review and approval. An OFA report on this approval log can be generated and published to the portal page for revi ew by the Agency’s Budgeting Officers and Approvers of the submitted budgets. The Approvers of submitted budgets will be required to log into the OFA system to re view the budgets. After the budget data is reviewed, the budget will either be a pproved or rejected. The budget status will then have to be updated in the appro val log. If the budget is rejected and requires additional work this will also h ave to be indicated in the log with a reason.

For budget data to be upload into the General Ledger module for reporting and an alysis, an Agency’s approved budget needs to be submitted to OSS shared data set. The diagram above depicts the process for submitting a budget from an Agency to the OSS shared data set. Agencies are required to freeze the budget data to ensu re that no further updates occur to the approved budget. The Agency Administrato r submits the approved budget into the shared dataset at the agency level. This process is required to align the budget to the CoA structure within the General Ledger. The Agency Administrator submits the shared dataset controlled by the Ag ency to the shared dataset controlled by the OSS.

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The process flow diagram above depicts the main tasks involved in importing the approved budget data from OFA into the GL system. This write back process will c ommerce after agencies have submitted their finalized approved budget to the OSS shared data set. Using the standard OFA-GL Link set up, the OFA super administr ator in OSS will submit the data write back to the GL. This data will be written back to specific budgets defined in the GL. During the write back process, CoA account combinations for the budget data will be created in GL. As part of this process it is necessary to maintain the budget organisations, after the budget w rite back to the GL, to ensure that the new combination are assigned to a budget organisation. After this write back process is competed, standard reports can b e generated or a FSG reports can be created by Agencies as a means of validating the loaded budget.

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OFA standard functionality allows for the process of developing and planning bud gets data to be Agency specific. For examples differing budgetary approaches wit h can be taken are: Target budgeting using a top-down approach. In this techniqu e budget data is entered at a high level and driven down to cost centres. Cost c entre Managers then provide the relevant detailed budget information and align t heir programs to the allocated budget target. Bottom up approach. For this techn ique Line Managers develop their budgets based on the Agency objectives at a det ailed Project or Cost Center. To assist with the formulation of an Agency’s budget , WoG and Agency specific budget models can be developed within OFA. This modeli ng can includes the use of budgeting rate tables for budget planning and where n ecessary the upload external data via flat files to assist with this process. Agencies are required to load their approved budget into the Adjustment Tracking Module (ATM) of Treasury Information Management System (TIMS). This is a Depart ment of Treasury and Finance (DTF) budgetary requirement. The diagram above depi cts this process. To allow for budget data to be uploaded into the ATM of TIMS i n the correct format, several mapping tables will be defined within OFA. The fir st mapping sequence will map the GL CoA accounts to the TIMS accounts. This mapp ing table will allow several GL accounts to be mapped into a single TIMS account . This table is populated during data loading. The second mapping sequence will map the TIMS accounts to the Counter Party Identifier (CPID). Most Accounts can be mapped to a single CPID. However for accounts that have to be mapped to sever al CPID, the amount for these accounts can be split based on a ratio defined by each agency. The Agency Administrator will be required to review and adjust the mapping prior to exporting the budget data. The Agency Administrator will submit a task to export budget data from OFA after reviewing all of the mapped informa tion in their shared database. The text files generated will be used for uploadi ng into the ATM of the TIMS system.

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For Agencies using the Oracle Project Costing Module, project budgets developed within OFA will need to be interfaced back to the Project Costing for reporting purposes. The diagram above depicts this process. In order to facilitate the pro cess, the budget within OFA has to be consolidated at an Agency level. A mapping table will be used to correlate the projects defined within Project costing aga inst the projects defined within OFA. Agencies will be responsible for reviewing and updating the mapping table prior to generating the data files from within O FA. Once completed, Agencies will need to submit a task to export the budget dat a from OFA into a text file format for uploading into the Project Costing module .

All variance analysis reporting will be performed out of the General Ledger modu le. Users will be provided access to run reports from either the core applicatio n or by running reports using Oracle Report Manager. The later has functionality for publishing reports to the portal page.

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Variations can occur by: Incorrect coding of expenditure Unplanned expenditure D elays in posting expenditure Delays in Agency programs Incorrect budget amounts established. Variations to expenditure if proven can be corrected by completing a journal using the Web ADI functionality. amendments to budget are performed wi thin OFA and an updated Budget will be uploaded to the GL. All

Taxation

Process Summary The Taxation (GST Reporting) business flow consists of three sta ges. 1. 2. 3. GST Governance: Ad Hoc compliance checks during the processing per iod. BAS Reconciliation: Reconciliation of BAS as per ASG/ASSIST GST Toolkit rec ommended methodology. BAS Lodgement: OSS and Agencies’ review of BAS and subsequen t OSS lodgement of BAS returns.

Process Flow

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Period End Close to Financial Reports Process Summary

Period End Close to Financial Reports business flow demonstrates the business pr ocesses for closing the current period and open the next period in the subledger s. For the CRP 2.2, this covered the following modules: Purchasing Payables Proj ect Costing Fixed Assets Receivables General Ledger The flow also demonstrates t he relevant processes impacting the General Ledger such as entering period end j ournals, generating recurring, mass allocation, reversing journals and the recon ciliation of control account balances back to subledgers. The process for import ing all subsystems journals is covered in the BF140 Subledger Journals to Post d ocument. Lastly, the generation of statutory and management reporting is also in cluded in this flow, particularly reporting from the General Ledger module howev er, detailed reporting requirements are still being finalized.

Process Flow

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Doc Ref: 5.00 Receipt to Assets Process Summary

Receipt to Assets business flow demonstrates the business processes for recordin g fixed assets. This flow enables users to manually enter assets, transfer invoi ce lines marked as assets in accounts payable as Mass Additions to Oracle Assets , transfer capitalizations from Oracle projects, and use ADI and/or WebADI to up load Asset lines from other sources thru Excel worksheet. This also allows expor ting of Asset information into a file than can be sent to 3rd party systems. Process Flow

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Assets to Depreciation Process Summary

The Assets to Depreciation business flow demonstrates the business processes for maintaining fixed assets and calculating depreciation. This flow enables users to perform maintenance for individual assets or a range of assets. The business flow also covers recording of physical inventory, transfer, reclassification, ad justment, revaluation, retirement and calculation of future depreciation expense . Agencies use iAssets to raise and accept requests for transfer. Again this flo w shows the usefulness of webADI in entering transactions as manifested in proce ssing stocktake and dataloader in Asset Revaluation.

Process Flow

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Bank Statement to Reconciliation Process Summary

As part of the Bank Reconciliation process, OSS needs to ensure that all relevan t bank statements have been uploaded into the system and reconciled with the exi sting bank transactions. Reconciliation should be automated to a large extent. M iscellaneous bank transactions are automatically created and reconciled for bank charges etc. Whenever transactions are not reconciled, a user would investigate and manually reconcile the unreconciled lines on the bank statement.

Process Flow

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Credit to Cash

Process Summary – Credit Approval to Customer

As part of the Credit Management process, there is a need to ensure that custome r’s credit limits are set up. The end user can set up credit limits while creating the customer information, or update it at a later stage. Based on an analysis o f the history of the customer, statements, collections, past due and aging, the credit limits may be changed. The fields act only as reference data fields unles s Order Management is used to raise sales orders and invoices there from. Order Management is not in scope for the detailed design and build/test stages of this implementation.

Process Flow

Process Summary – Customer Master Data Creation & Maintenance

Creation and maintenance of records about customers (debtors) is an ongoing acti vity in any business undertaking and happens throughout the business year. At va rious times during the year new customers need to be added or existing customers need to be updated. OSS has a requirement to create and maintain customers and customer information including addresses, contact details, phone numbers, contac t roles, banks of the customer, payment control features like payment methods an d payment terms, dunning and statement requirements, default tax codes, accounti ng information etc.

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Doc Ref: 5.00 Process Flow

Process Summary – Invoice to Cash

As part of the OSS process, invoices need to be entered into the Oracle system e ither at the Shared Service Centre, or by the agencies where access to the Oracl e system is provided to the agencies. Invoices are created only when a debt need s to be created for a customer. Receipts are either received by cash or through credit card/cheques/B-Pay /EFT. These need to be captured and recorded into the system and applied to the invoices to close the customer debt. The receivables a nd revenue details from core agency systems need to be recorded into the Oracle system, either through Accounts Receivables or directly into the General Ledger BP080 OSS Future Process Model v3.0.doc Company Confidential

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Process Flow

Statement to Collections Process Summary

As per the business requirements of the agencies and OSS, reminders need to be s ent to the customer when the invoices remain unpaid beyond the due date. In case of delay in payment, collecting officers would initiate collection activities, that need to be recorded. In a few cases, customers are assigned to debt collect ion agencies and debt recovery charges are incurred. Also, disputes may be raise d by the customers, which need to go through a process of approvals, if they are to be converted into credit memos. OSS would like to have the capability of cre ating and sending statements if and when required.

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Doc Ref: 5.00 Process Flow

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Project Costing

Plan to Project Budget Process Summary

Plan to Project Budget demonstrates the business process flow covering the creat ion and maintenance of a project, as well as, the addition and maintenance of a budget of a project. This sub-flow supports the manual entry of projects into th e Oracle Application and the interaction with OFA for the creation of an initial budget. In addition the sub-flow also supports the maintenance of both the proj ect details and the supporting project budget. Processes identified as being con ducted within the Agency environment, on occasion, may in fact be conducted with in the Shared Service Centre. This event arises when the Agency concerned is dee med a “light” project user, and has a SLA agreement with the OSS. This occurs when t he Agency may not have all of the required knowledge or access to support the en try and maintenance of both the project and budget.

Process Flow

OSS Draft Future Business Flow : Plan to Project Budget External Project Managem ent

Enterprise Roles OSS Project Manager Agency Approver PM5801 PM5801

Extract & Extract & Maintain Maintain Project Plan Project Plan • Project manager maintains the work plan for the project. Export Project Plan? No END

Yes

PM5802 PM5802

Export Export Project Project Plan Plan

• Project manager Exports project work plan from external system. External Project Management

Project Definition, Creation & Maintenance PM5815 PM5815 PM5818 PM5818

Yes No Export Project Plan? PM5824 PM5824 PM5800 PM5800

Select Project Select Project Template & Work Template & Work Breakdown Structur e Breakdown Structure

• PM selects appropriate project template which defines work breakdown structure Define Define Project Project Details Details

• Project manager defines and sets up the project. Approve Approve Project Project

• The project is approved.

Import Import Project Project Plan Plan Yes Yes Ext. Plan Update Req.? No

PM5819 PM5819

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• Project manager maintains the project. Project Execution to Asset

Projects, Financials Project Budgeting

PM5840 PM5840 PM5827 PM5827 PM5841 PM5841 PM5828 PM5828 Import Import From From OFA OFA

Import Import Project Project Budget Budget Export Export To To OFA OFA

Maintain Maintain Project Project Budget Budget

• Project manager maintains the project budget and requests approval. Projects

.

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OSS Draft Future Business Flow : Select Project Template & Work Breakdown Struct ure PM5815

PM5815.1 PM5815.1

Need to Need to create create Project Project Identified Identified Project template available ?

PM5815.2 PM5815.2 Yes

Is Agency Supported by OSS ? No

Select Select Project Project Template Template No

Yes

PM5815.3 PM5815.3

Create and Maintain Project Template

Select Select Project Project Template Template PM5818 Define Project Details

Enterprise Roles OSS Agency Member Project Manager

Select project template and work breakdown structure demonstrates the business f low covering the initiation of the project creation cycle. This process identifi es the project template required to be used for the creation of a project. It al so highlights if a suitable template is available, to satisfy the Agencies requi rement for creation of a project.

OSS Draft Future Business Flow : Define Project Details PM5818 PM5815 Select Project Template

PM5818.1 PM5818.1

Is Agency supported by OSS ? No

Complete Complete Required Required Project Project Details Details Project WBS & Details Complete

No

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Yes Yes PM5818.2 PM5818.2 Yes No PM5818.3 PM5818.3

Complete Complete Required Required Project Project Details Details Project WBS & Details Complete

Yes

PM5824 Approve Project

Amend Amend Required Required Project Project Details Details No

Template Requires Permanent change PM5818.4 PM5818.4

Amend Amend Required Required Project Project Details Details Create & Maintiain Project Tempates

Enterprise Roles OSS Agency Member Project Manager Yes

The define project details flow demonstrates the business process flow covering the population of project related details, for newly created projects. This flow also takes into account that under certain circumstances the details required f or a newly created project may not exist within the template structures.

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In addition, this flow identifies if the existing templates are suitable for the project, or if changes are required to project template(s), to support a shift in the Agency business requirements.

OSS Draft Future Business Flow : Define Project Details PM5819 PM5819.1 PM5819.1

Identified Identified Need to Need to Amend Amend Project Details Project Detail s

PM5819.2 PM5819.2

Amend Amend Required Required Project Project Details Details Project WBS & Details Complete

No

Template Requires Permanent change Yes

PM5819.3 PM5819.3 Yes

No

PM5819.2 PM5819.2

Amend Amend Required Required Project Project Details Details Project WBS & Details Complete

Yes

Approve Project Execution to Asset

Amend Amend Required Required Project Project Details Details Yes

No

Template Requires Permanent change PM5819.3 PM5819.3

No

Amend Amend Required Required Project Project Details Details Create & Maintain Project Templates

Enterprise Roles OSS Agency Member Project Manager Yes

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The Maintain Project Details flow demonstrates the business process flow coverin g the maintenance of project related details, for created projects. In addition, this flow identifies if the existing templates are suitable for the project, or if changes are required to project template(s), to support a shift in the Agenc y business requirements.

OSS Draft Future Business Flow : Approve Project PM5824

Define Project Details (PM5818) Maintain Project Details (PM5819) PM5824.1 PM5824.1

Effect Effect Project Project Status Status Change Change Maintain Project Details

Yes No

PM5824.2 PM5824.2 PM5824.4 PM5824.4 PM5824.5 PM5824.5

Effect Effect Project Project Status Status Change Change Workflow Workflow Status Status Change Change Invoked Invoked Agency Agency Review of Review of Workflow Workflow

Approved ? Yes

PM5824.3 PM5824.3

Notify Notify Agency Of Agency Of Projects Projects Availability Availability Execution to Asset

Project Approval demonstrates the business process flow covering the approval of a created project, enabling the project to incur expenditure.

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This sub flow supports the use of a project approval workflow, in the event that the Agency has created and approved the project. Under certain circumstances th e Agency may have a SLA with the OSS, which requires the OSS to act as an agent and create the project, on behalf of the agency. In this case where the project is deemed to be pre-approved a workflow is not invoked.

OSS Draft Future Business Flow : Import Project Budget PM5827 OFA Budget Tool

Execution to Asset PM5827.1 PM5827.1

Budget Budget Loaded Loaded From From OFA OFA Load Successful

Yes No

PM5827.3 PM5827.3

Correct Correct Interface Interface Rejection Rejection PM5827.2 PM5827.2

Review Review Rejection Rejection Reason Reason Enterprise Roles OSS Agency Member Project Manager Yes

Rejection is Interface Related No

OFA Budget Tool Maintain Project Details

Import Project Budget demonstrates the business process flow covering the adopti on of an initial project budget. OFA is deemed to be OSS budgeting tool and as s uch is the source of approved project budgets in the first instance.

OSS Draft Future Business Flow : Maintain Project Budget PM5827

PM5828.1 PM5828.1 PM5828.2 PM5828.2 PM5828.3 PM5828.3 PM5828.4 PM5828.4

Identified Identified Need to Need to Amend Amend Project Budget Project Budget Is Agency Supported by OSS ?

No

Maintain Maintain Project Project Budget Budget

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Yes

PM5828.8 PM5828.8 PM5828.7 PM5828.7 Yes

PM5828.5 PM5828.5

Submit Submit Project Project Budget Budget Change Change Maintain Maintain Project Project Budget Budget

Budget Correction Required

Review Review Rejection Rejection Reason Reason No

No

Approved No

PM5828.9 PM5828.9 PM5828.6 PM5828.6

Advise Advise Agency of Agency of Budget Change Budget Change Completed Complete d

Identify Required Identify Required Correction for Correction for Rejection Reje ction Reason Reason

Yes

Maintain Project Details PM5828.10 PM5828.10

Review Review Changed Changed Budget Budget No Correct

OFA Budget Tool Execution To Asset Yes

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Maintain Project Budget demonstrates the business process flow covering the amen dment and alteration of a project budget. Initial budgets are loaded from OFA, u sing the PM5827 Import Project Budget process, however changes to project budget s are identified and processed using this business flow. Where project budgets h ave been amended within the PA application the process includes a workflow proce ss to approve any budget changes. The budgets held against projects provide a re porting aspect only and are not used for any encumbrance or expenditure checking . Where budgets are altered within PA, the change is uploaded to the OFA tool to enable the change to be effected within the GL.

Execution to Asset Process Summary

Project Execution to Asset process flow demonstrates the business process flow c overing the creation and maintenance of expenditure transactions, as well as the passing of costed expenditures to the Oracle Fixed Assets application. The sub flow supports the manual entry of expenditure batches, processing of integrated transactions and the interface of asset and financial data to Oracle Fixed Asset s. The OSS operates in an agent capacity and is responsible solely for the proce ssing of data in a timely manner, on behalf of the Agency. The high level flow b elow is identified in more specific details below.

Process Flow

OSS D raft Future Business Flow : Project Execution to Asset Project Expenditures

PM 5857 PM5857 PM5848 PM 5848 PM 5851 P M5851 Plan to Pr oject Bud get

Process Process Project Project E xpe nd itures E xpe nd itures • O SS periodic ally im port an d pr oc ess trans actions. Ma nage Ma nage Project Project Com m itm ents Com m itm ents

• Create project r elated purch as e requisition an d purch as e orders. PM5862 PM 5862

Process Project Process Project Supp lier Supp lier Invo ice Invo ice E xpe nd i tures E xpe nd itures

• Su pplier invoic es m atch ed an d proc ess ed in O S S.. PM5863 PM5863

PM5858 PM 5858

Enterprise Roles O SS Agenc y M em ber Pr oject M anager Process Process Project Project Allocatio ns Allocatio ns

• Project alloc ations pr oc ess, bas ed on agreed alloc ation schedules.

Ma nage Ma nage Project Project E xpe nd iture E xpe nd iture Adjustm ents` Adju stm ents`

• Project m an ager reviews project ch arges an d advis es of nec ess ary adjustm ents.

Process Process Project Project E xpe nd iture E xpe nd iture Adjustm ents Adjus tm ents

• Project expen diture adjustm ents proc ess in O SS as r equired P rojects, P urchasing, F ina ncia ls

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PM 5860 PM5860 PM5864 P M5864 PM5865 PM 5865

Generate G enerate Fina ncia l l Fina ncia Tra nsactio ns Tra nsactio ns

• Th e proc ess es required to gen er ate financial trans action to G en eral ledg er are su bm itted.

Ma nage Ma nage Project Project Assets Assets

• Project M an ager create relevant ass ets within th e Capital projects. • G en era te ass et lin es to allow interfac e to Ass ets.

Process Process Project Project Assets Assets

• Th e proc ess to transfer ass ets plac ed into s ervic e in subm itted. Analysis to Project Closure Receipt to Assets

P rojects, F inancials

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O SS D raft Future B usiness Flow : P roject E xecution to Asset P M 5857 Pr ocess L abor Ho urs

Pr ocess L abor Costs Pr ocess Burde n C osts

Pr ocess M isc. Expe nditures P M 5857.1 P M 5857.1

P M 5 857 .2 P M 5 857.2 P M 5857.3 P M 5857.3

Project Expe nd iture Project E xpe nd iture Source :: Source Labor Labor H ours H ours

Project Expe nd iture Project Expe nd iture Source :: Source Labor Labor C ost $ C ost $

Project E xpe nd iture P roject E xpe nd iture Source :: S ource Burde n C osts Burde n C osts

P M 5 857 .4 P M 5 857 .4

Project Expe nd iture Project Expe nd iture Source :: Source M isc. M isc. E xpe nd itures E xpe nd itures

Enterprise Roles O SS Agenc y M em ber Pr oject M anager PM 5857 – Pr ocess Projec t Expen ditures

P M 5857.5 P M 5857.5 P M 58 57 .6 P M 5 857 .6 P M 58 57.7 P M 5 857 .7

Project E xpe nd iture Project E xpe nd iture Source :: Source Project Project A llocatio ns Allocatio ns

P roject Expe nd iture Project Expe nd iture S ource :: Source GL GL A llocatio ns A llocatio ns

P roject Expe nd iture Project Expe nd iture S ource :: Source U sage U sage Tra nsactio ns Tra nsactio ns

P M 58 57.8 P M 58 57.8

P roject Expe nd iture P roject Expe nd iture S ource :: S ource R eve nue S o u rces R eve nue S o urces

Pr ocess Project A llocations Pr ocess G L Project A llocations Pr ocess Usage T ransactions

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Process Project Expenditures demonstrates the business process flow covering the creation and maintenance of project related expenditures. The details provided show the numerous sources and transactions that may be incurred against a projec t. Each of these processes is described in detail and illustrated below, within a high level process identification. Specific reference should be made to each d etailed flow.

O SS D raft Future B usiness Flow : Process Labor H ours PM 5857

PM 5857 – Pr ocess L abor Ho urs PM 5860 – G e nerate Financial Transactions No

P M 5857.1.1 P M 5857.1.1 P M 5857.1.2 P M 5857.1.2 P M 5857.1.3 P M 5857.1.3 P M 5857.1.4 P M 5857.1.4

Prepare Prepare Project Project R elated R elated Labor H ours Labor H ours U pload U pload Project Project R elated R elated Labor H ours Labor H ours Subm it Subm it E xpe nd iture E xpe nd iture Batches Batches

R ejected R ecords Yes

Ide ntify Ide ntify R eason R eason For For R ejection R ejection P M 5857.1.8 P M 5857.1.8

P M 5857.1.7 P M 5857.1.7 P M 5857.1.5 P M 5857.1.5

C orrect C orrect D ata D ata On On Age nc y Ad vice Age nc y Ad vice Ad vise of Ad vise of C orrectio ns C orrectio ns R equired R equired N otify N otify Age nc y of Age nc y of R ejections R ejections

Yes

H ours D ata Error No

P M 5857.1.6 P M 5857.1.6

Application Set Up M aintain Project Details

N otify N otify Age nc y of Age nc y of R ejection R ejection R eason R eason Enterprise Roles O SS Agenc y M em ber Pr oject M anager

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Process Labor costs demonstrates the business process covering the creation and entry of labor cost transactions. This process is used, where the Project costin g module, is not responsible for the calculation of labor costs against a projec t, using costing rates for specific individuals, but relates to the processing o f whole dollars against a project. The calculation of the charge is done outside of the Oracle application and entered as a charge against the project, as a pre costed transaction. It is perceived that Agencies will either use this process to attribute labor costs to projects or alternatively us the PM5857.1 Process La bor Hours process. Each of the processes are exclusive and do not operate in con junction with each other.

OSS Draft Future Business Flow : Process Burden Costs PM5857

PM5857 – Process Labor Hours PM5857 – Process Labor Costs PM5857 – Process Usage Costs PM5857 – Process Miscellaneous Expenditures PM5857 – Process GL Balance Project All ocations PM5857 – Process Project Allocations PM5860 – Generate Financial Transactio ns

No

PM5857.3.1 PM5857.3.1 PM5857.3.2 PM5857.3.2

Submit Submit Burden Burden Cost Cost Process Process Rejected Records

Yes

Identify Identify Reason Reason For For Rejection Rejection PM5857.3.3 PM5857.3.3

Application Set Up Maintain Project Details

Notify Notify Agency of Agency of Rejection Rejection Reason Reason Enterprise Roles OSS Agency Member Project Manager

Process Burden Costs demonstrates the business process flow covering the calcula tion of burden amounts to be attributed against costed transactions already know n to the Project. This process relies upon maintenance and availability of Burde n Cost Schedules being available for the data combinations entered and costed wi thin the application. Upon transition to the Shared Service center, these Burden Cost schedules will be entered as part of the Agencies original configuration. BP080 OSS Future Process Model v3.0.doc Company Confidential

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OSS Draft Future Business Flow : Process Miscellaneous Expenditures PM5857 PM5857 – Process Misc. Expenditures PM5860 – Generate Financial Transactions No

PM5857.4.1 PM5857.4.1 PM5857.4.2 PM5857.4.2 PM5857.4.3 PM5857.4.3 PM5857.4.4 PM5 857.4.4

Prepare Prepare Misc Costs Misc Costs Expenditure Expenditure Batches Batches Upload Upload Misc Costs Misc Costs Expenditure Expenditure Batches Batches Submit Submit Expenditure Expenditure Batches Batches

Rejected Records Yes

PM5857.4.7 PM5857.4.7 PM5857.4.5 PM5857.4.5

Correct Correct Data Data On On Agency Advice Agency Advice Advise of Advise of Corrections Corrections Required Required Notify Notify Agency of Agency of Rejections Rejections

Yes

Batch Data Error No

PM5857.4.6 PM5857.4.6

Process Miscellaneous Expenditures demonstrates the business process covering th e processing of Expenditures against a project from external to Oracle sources. These transactions are processed as pre costed, in other words the Oracle applic ation is not required to apply any cost rates to these transactions and processe s the values passed from the data source.

OSS Draft Future Business Flow : Process Project Allocations PM5857 PM5857 – Process Project Allocations

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PM5857.5.1 PM5857.5.1 PM5857.5.2 PM5857.5.2

Submit Submit Project Project Allocations Allocations Rejected Records

Yes

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Process Project Allocations demonstrates the business process flow covering the calculation of allocation amounts to be attributed against projects from a sourc e of an existing project. This process relies upon maintenance and availability of Project Allocation Schedules being available for the data combinations entere d within the application. Upon transition to the Shared Service centre, these Pr oject Allocation schedules will be entered as part of the Agencies original conf iguration. Project Allocation schedules can be quite detailed and specific atten tion should be paid to the results of each allocation run.

OSS Draft Future Business Flow : Process GL Balance Project Allocations PM5857 PM5857 – Process GL Balance Project Allocations

PM5860 – Generate Financial Transactions No

PM5857.6.1 PM5857.6.1 PM5857.6.2 PM5857.6.2

Submit Submit GL Balance GL Balance Project Project Allocations Allocations Rejected Records

Yes

Process GL Allocations demonstrates the business process flow covering the calcu lation of allocation amounts to be attributed against projects from a source of a balance in a General Ledger account. This process relies upon maintenance and availability of GL Allocation Schedules being available for the data combination s entered within the application. Upon transition to the Shared Service centre, these GL Allocation schedules will be entered as part of the Agencies original c onfiguration. GL Allocation schedules can be quite detailed and specific attenti on should be paid to the results of each allocation run.

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OSS Draft Future Business Flow : Process Usage Costs PM5857 PM5857 – Process Usages PM5860 – Generate Financial Transactions No

PM5857.7.1 PM5857.7.1 PM5857.7.2 PM5857.7.2 PM5857.7.3 PM5857.7.3 PM5857.7.4 PM5 857.7.4

Prepare Prepare Usage Usage Batches Batches Upload Upload Usage Usage Batches Batches

Submit Submit Expenditure Expenditure Batches Batches Rejected Records

Yes

PM5857.7.7 PM5857.7.7 PM5857.7.5 PM5857.7.5

Correct Correct Data Data On On Agency Advice Agency Advice Advise of Advise of Corrections Corrections Required Required Notify Notify Agency of Agency of Rejections Rejections

Yes

Batch Data Error No

PM5857.7.6 PM5857.7.6

Process Usage Costs demonstrates the business process covering the creation and entry of volume related transactions that require costing. This process is used, where the Project costing module, is responsible for the calculation of Usage c osts against a project, using costing rates for specific resources.

OSS Draft Future Business Flow : Manage Project Commitments PM5848 PM5858 – Manage Project Commitments

No

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Review Review Project Project Commitments Commitments Action Required

Yes

Enterprise Roles OSS Agency Member Project Manager Requisition and Purchase Orde r Process Accounts Payable Invoice Process

PM5848.2 PM5848.2

Advise Advise Of Of Resolution Resolution

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Manage Project commitments demonstrates the business process flow covering the i dentification and analysis of committed expenditure against a project. The flow does not highlight any specific application related activities, as the processin g and approval of project commitments is addressed within the Purchasing and Pay ables modules. Specific details can be found in each of these areas process docu mentation.

OSS Draft Future Business Flow : Process Supplier Invoice Expenditures PM5857 End

No

PM5857.1 PM5857.1 PM5857.2 PM5857.2

PM5857 – Process Supplier Invoice Expenditures

Import Import Supplier Supplier Invoice Invoice Transactions Transactions Review Review Import Import Output Output Report Report

Rejected Records Yes

PM5857.3 PM5857.3

Maintain Project Details Amend Application Set Up

Identify Identify Reason Reason For For Rejection Rejection Enterprise Roles OSS Agency Member Project Manager

Process Supplier Invoice Expenditures demonstrates the business process flow cov ering the transfer of Supplier Invoices from the Accounts Payable module, where the invoice is processed against a project. The flow does not highlight any spec ific application related activities within the Accounts Payable area, as the pro cessing is addressed within the Payables module. Specific details can be found i n the Accounts Payable process documentation.

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OSS Draft Future Business Flow : Generate Financial Transactions PM5860 Process Labor Costs

Process Burden Costs Sub ledger Journals to Post Process Misc. Expenditures Process Project Allocations

No

Process GL Project Allocations PM5860.1 PM5860.1

PM5860.2 PM5860.2

Interface Interface To General To General Ledger Ledger Process Usage Transactions

Review Review Interface Interface Output Output Report Report Rejected Records

Yes

Revenue Transaction

PM5860.4 PM5860.4 PM5860.3 PM5860.3

Correct Correct Transactions Transactions source or amend source or amend Auto A ccounting Auto Accounting

Identify Identify Reason Reason For For Rejection Rejection Enterprise Roles OSS Agency Member Project Manager

Generate Financial Transactions demonstrates the business process flow for the t ransfer of financial amounts from the Project module to the General Ledger. Each of the various processes identified within this document, have cause for genera ting financial transactions with the General Ledger, in particular those transac tions that have originated within the Project costing module. Each of these tran saction sources require auto accounting rules to be configured to enable the PA module to generate the appropriate General Ledger account to effect a financial posting.

OSS Draft Future Business Flow : Manage Project Assets PM5864

Plan to Project Budget PM5851 – Process Supplier Invoice Expenditures PM5857 – Proce ss Project Expenditures PM5862 – Process Expenditure Adjustments PM5858 – Process Pr oject Allocations PM5865 – Process Project Assets

PM5860.1 PM5860.1 PM5860.2 PM5860.2

Define & Define & Maintain Maintain Project Project Assets Assets Assign Assign Project Project Assets Assets

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Manage Project Assets demonstrates the business flow for the identification and collation of Asset related information, where the Project Costing module is resp onsible for the transfer of assets to Oracle Fixed Assets.

OSS Draft Future Business Flow : Process Project Assets PM5865

PM 5851 – Process S upplier Invoice Expe nditures PM 5857 – Process Project Expendit ures PM 5862 – Process Ex penditure Adjustments PM 5858 – Process Project Allocation s PM 5864 – M ana ge Project Assets

PM5865.1 PM5865.1 P M5865.2 PM5865.2 PM5865.2 PM5865.2 Generate Generate Project Project Asset Asset Lines Lines Review Review Project Project Asset Lines Asset L ines

Allocate Allocate Unassigned Unassigned Asset Asset Costs Costs PM5865.1 PM5865.1

PM5865.2 PM5865.2

Fixed Assets – Post M ass Additions No

Rejected Lines

Interface Interface Asset Asset Lines Lines To F A To F A Yes

Prepared for Capitalisation

Confirm Confirm W ith OSS W ith OSS Capitalisation Capitalisation Readiness Read iness

Yes

PM5865.1 P M5865.1 No

Review Revie w Rejected Rejected Lines Lines PM5865.1 PM5865.1

PM5865.1 PM5865.1

Project Data Related Yes

PM5865.2 PM5865.2 PM5865.1 P M5865.1 No

Review Review Projects Projects And F A And F A Configuration Configuration Prior Period Prior Period Asset Lines Asset Lines Interfaced Interfaced to FA to FA

Enterprise Roles OSS Agenc y M em ber Pr oject M anager Review Review Asset Asset Rejections Rejections

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PM 5864 – M ana ge Project Assets Next Period Processing

Process Project Assets demonstrates the business process covering the generation of amounts to be capitalised, for capital projects. These amounts are then tran sferred to the Fixed Assets module, for capitalisation.

Analysis to Closure

OSS Draft Future Business Flow : Analysis to Project Closure

Project Execution to Asset Project Execution to Asset Period End Close to Financ ial Reports

Project Execution

PM5833 PM5833 PM5863 PM5863 PM5839 PM5839 Project Close Out

PM5873 PM5873

Manage Manage Project Project

Manage Project Manage Project Expenditure Expenditure Adjustments Adjustments • Project manager advises of all necessary expenditure item adjustments to the pro ject prior to the period end close.

Review Review Project Project Performance Performance

• Project performance information is gathered and disseminated. This includes stat us reporting, progress measurement and forecasting.

Close Close Project Project

• Project manager gathers and disseminates all pertinent project information prior to project completion. • Project manager closes and archives the project.

• Project manager analyzes budget to actual variances by project, task or resource . • Review Capital Projects

Project Costing, Project Billing Option, Project Management Project Costing, Project Billing Option, Project Management Enterprise Roles Project Manager

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Analysis to Project Closure demonstrates the business process covering the analy sis of project expenditure and budgets, as well as the maintenance of a project through the project lifecycle. This sub flow supports the changing of project st atuses and review and adjustment of expenditures and budgets contained within a project. This process is solely managed through the agency and is supported by t he expenditure, budget and Project maintenance processes contained within the Pl an to Budget and Execution to Asset flows.

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Human Resources HRMS Foundation Process Summary

The HRMS Definition Phase is the summary of a range of initiatives designed to a lign the requirements of the Government of Western Australia and the functionali ty of Oracle Human Resources Management (HRMS). These initiatives have involved representatives of the Office of Shared Services (OSS) and Oracle Consulting. In

itiatives have included: • • • • Daily interactions between OSS staff and Oracle consult ants, An initial conference room pilot (CRP 2.1) based on the Request for Tender

and initial understandings, Workshops following the CRP2.1 to clarify requireme nts, demonstrate functionality and prepare the subsequent CRP, CRP 2.2 to refine OSS business flows and functional needs

The Oracle modules covered were Human Resource Management (Core), Human Resource s Self-Service, Oracle iRecruitment, Oracle Learning Management and Performance Management. This phase sought to confirm the suitability of Oracle HRMS to the O SS business requirements and to determine the degree of fit for functionality an d identify gaps and alternative solutions.

Process Flow

Depicted below is the Whole of Government Office of Shared Services Human Resour ces High Level Organisational Data Management Process. This is the process that is followed when a new organisation or position requires creating, or an existin g organisation or position requires change or reclassified. The High Level Organ isational Data Management process is broken down into more detail in the followi

ng processes: • • Organisational Structure – New / Update Position / TSA – Review / New Page 47 of 117 Company Confidential

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Doc Ref: 5.00 • • • • •

Position Data / JDF – Update Position – Update / Abolish (vacant) Position – Update / Abolish (Surplus Employees) Position Update – Specified Callings & Criteria Progre ssion positions Position Update – Specified Callings & Criteria Progression positi ons (review when vacant)

. Depicted below is the Whole of Government Office of Shared Services Human Reso urces Organisational Structure – New/Update Process. This process is followed when a new organisation is required or an existing organisation requires updating BP080 OSS Future Process Model v3.0.doc Company Confidential

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Depicted below is the Whole of Government Office of Shared Services Human Resour ces Position / TSA – Review / New Process. This process is followed when a new pos ition is required or an existing position is to be reviewed.

Depicted below is the Whole of Government Office of Shared Services Human Resour ces Position Data / JDF – Update Process. This process is followed when an existin g positions data needs to be updated or the position JDF requires updating.

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Depicted below is the Whole of Government Office of Shared Services Human Resour ces Position – Update / Abolish (Vacant) Process. This process is followed when a position is updated or abolished and the position becomes vacant.

Depicted below is the Whole of Government Office of Shared Services Human Resour ces Position – Update / Abolish (Surplus Employees) Process. This process is follo wed when a position is updated or abolished and the result of the abolishment is the creation of a surplus employee.

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Depicted below is the Whole of Government Office of Shared Services Human Resour ces Position Update – Specified Callings and Criteria Progression Positions Proces s. This process is followed when a position is to be reclassified.

Depicted below is the Whole of Government Office of Shared Services Human Resour ces Position Update – Specified Callings and Criteria Progression Positions (revie w when vacant) Process.

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Doc Ref: 5.00 Recruitment

Depicted below is the Whole of Government Office of Shared Services Human Resour ces High Level Recruitment Process. This is the process that is followed when a position becomes vacant and is required to be filled. The High Level Recruitment

process is broken down into more detail in the following processes: • • • • • • • • • Create cancy Posting a Vacancy - Open Posting a Vacancy – Closed ‘Entry Level’ Recruitment (L

evel 1 clerical and admin) Applicant Process Unsolicited Applicant Process Selec tion Process Hire Process Contract for Service

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Depicted below is the Whole of Government Office of Shared Services Human Resour ces Create a Vacancy Process. This is the process that is followed when a positi on becomes vacant and a manager requests that the position be filled. All vacanc ies have to be interfaced to RAMS to gain clearance for posting. RAMS check all the records for a suitable redeployee before granting approval for any posting. Depicted below is the Whole of Government Office of Shared Services Human Resour ces Posting a Vacancy – Open Process. This is the process that is followed when RA MS has granted posting clearance and the Agency has decided to continue with the recruitment process. This process defines the posting of a vacancy that is post ed to all Agency websites.

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Depicted below is the Whole of Government Office of Shared Services Human Resour ces Posting a Vacancy – Closed Process. This is the process that is followed when RAMS has granted posting clearance and the Agency has decided to continue with t he recruitment process. This process defines the posting of a vacancy that is po sted only on the website of the Agency that raised the vacancy. Posting of this type of vacancy is only used where the opportunity is of a finite period–not to be used for permanent appointments.

Depicted below is the Whole of Government Office of Shared Services Human Resour ces ‘Entry Level’ Recruitment Process. This is the process that is followed when a l evel 1 position becomes vacant and a manager requests that the position be fille d. All vacancies have to be interfaced to RAMS to gain clearance. RAMS refers su itable level 1 candidates from the pool database.

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Depicted below is the Whole of Government Office of Shared Services Human Resour ces Applicant Process. This is the process that is followed when an employee or external applicant applies for a vacancy or a redeployee is identified as a pote ntial match for a vacancy. Please note that the lightly shaded process blocks de picted below are part of the vacancy process and are only defined in this proces s to give an indication of how the applicant process is started.

Depicted below is the Whole of Government Office of Shared Services Human Resour ces Unsolicited Applicant Process. This is the process that is followed when an applicant shows interest in a position at a government agency but there are no v acancies currently open.

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Depicted below is the Whole of Government Office of Shared Services Human Resour ces Recruitment Selection Process. This is the process that the applicant goes t hrough once they have applied for a vacancy.

Depicted below is the Whole of Government Office of Shared Services Human Resour ces Recruitment Hire Process. This is the process that the applicant goes throug h once they have successfully completed the selection process.

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Depicted below is the Whole of Government Office of Shared Services Human Resour ces Contract for Service/Volunteer Process. This is the process that the manager goes through to employ a contingent worker. That is, Contract for Service perso n, Volunteer or Work Experience person. These workers are not paid through the p ayroll system but require access to the system.

Depicted below is the Whole of Government Office of Shared Services Human Resour ces Pool Recruitment Process. This is the process that is followed when a manage r requests that a position is to be filled and a previous pool recruitment proce ss is identified. All vacancies have to be interfaced to RAMS to gain clearance. BP080 OSS Future Process Model v3.0.doc Company Confidential

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Learning Management

The high level business flow depicted below is the Whole of Government Office of Shared Services Human Resources High Level Learning Management Process. This is the process that is followed when a Manager or employee initiate a development program for the employee. The High Level Learning Management process is broken d

own into more detail in the following processes: • • • • • • Identify and Prioritise skill g aps Collect and analyse Learning requirements Define Learning Strategy Define Le

arning Content Create Learning Delivery Framework Manage Learning Delivery Evalu ate Learning Strategy

•

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The high level business flow depicts the Whole of Government Office of Shared Se rvices Human Resources Set up a Class Process. This is the process that is follo wed when a Learning Administrator establishes Courses, Offerings and Classes wit hin the Whole of Government Catalog. The Set up a Class process is broken down i nto more detail in the following processes, • • Build the Course Create the Offering Create the Classes

•

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The high level business flow depicts the Whole of Government Office of Shared Se rvices Human Resources Enroll in a Class Process. This is the process that is fo llowed when an Employee or Manager logs into the Learning Management Homepage an d searches for and books a course. The process shows approvals and notifications .

The high level business flow depicts the Whole of Government Office of Shared Se rvices Human Resources Administer and Evaluate a Class Process. This is the proc ess that is followed when a Learning Manager undertakes the administration of en rolments, evaluation and financial arrangements associated with completing cours e.

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The high level business flow depicts the Whole of Government Office of Shared Se rvices Human Resources Organisational Learning Paths Process. This is the proces s that is followed when there is a requirement to undertake bulk enrollment with in Learning Management. Bulk enrollments may be by Org Unit, Job Type, Level or other criteria.

The high level business flow depicts the Whole of Government Office of Shared Se rvices Human Resources Individual Learning Path Process. This is the process tha t is followed when a Manager and Employee agree to establish a series of trainin g initiatives (Learning Path) for an employee. It involves creating a Learning P ath from options within the catalog and completing enrolment and approvals. BP080 OSS Future Process Model v3.0.doc Company Confidential