https://gpreports.finance.wa.gov.au/irdclient/login.aspx
User name: services-ap-projectoffice@insight.comPassword: InsightPerth
1. Intended Audience
This paper is intended for the developers/writers of reports from your financial and sales systems.
2. Background
Department of Finance requires as part of the Common Use Arrangement (CUA) information relating to your Customer Contracts and sales under the CUA. You will be required to supply this information in an Excel spreadsheet referred to as a “Customer Contract Report” and “Sales Report”.
To manage the large number of reports being received Department of Finance has implemented a database warehouse solution. This database provides Department of Finance with the tools to better analyse information, enabling CUAs to be more closely tailored to Government’s needs as well as providing superior contract management support information. It is also likely that market share information and comparative performance information may be provided to you on your relative performance under the CUA.
3. Report Requirements
Implementation of the database solution means that report formats must meet minimum standards relating to layout and content.
Two reports will be required quarterly:
A. Customer Contract Report
This report will record all Customer Contracts awarded in that quarter. The Customer Contract Report will also be used to record any variations to a Customer Contract (i.e. changes to contract term or contract value) in the quarter that the variation has occurred.
B. Sales Report
This report will report on all invoices issued, corresponding to a Customer Contract, in that quarter.
For instructions on how to complete these reports see Attachment 1A: Customer Contract Report and Attachment 2A: Sales Report.
Note: A ‘nil report’ must be submitted for reporting periods with no contracts or invoices for both the Customer Contract Report and Sales Report (see section 5.1 Nil Report).
3.1 Reporting Frequency
Reporting will be on a quarterly basis and due 30 calendar days after the end of the calendar quarter.
3.2 File Naming Convention for Reports
Reports are to be named in the format below:
CUA and Panel Number YYMM YYMM Supplier Name
For Example:
Customer Contract Report
ICTS2021A 2104 2106 Company ABC
Sales Report
ICTS2021B 2104 2106 Company ABC
The naming of the report is made up of the CUA Number (ICTS2021) and report (A or B), the date range of the report (eg. 2104 2106 is April 2021 to June 2021) and the supplier name (Company ABC).
3.3 Delivery Method
Online Portal
Finance uses an online portal for the lodgement of reports. Information on this will be provided separately including detail about training and user guides.
3.4 Report Formats
The essential requirements for the format are as follows:
· Flat file format i.e. headings in the first line only
· Consistent and not changed over time
· Data fields should have normalised data
· Data rows show each transactional line
· Provided electronically in a *.csv or MS Excel format
3.5 Data Set
Please see Attachment 1A: Customer Contract Report and 1B: ICTS2021 Dataset Field Descriptions and 2A: Sales Report and 2B: ICTS2021 Dataset Field Descriptions for the required dataset for reporting under the Information and Communications Technology CUA. Reports must include all sales to all Approved register of who can buy from CUAs.
4. Implementation
It is strongly recommended that you develop a report that extracts data directly from your financial/sales system in the required format avoiding manual manipulation of reports to meet the needed standard. The advantage of developing reports in this manner is that it minimises errors, simplifies production of reports on an ongoing basis and significantly reduces the resources required to produce the reports.
5. Report Business Rules
The specific business rules that reports must comply with are listed below.
5.1 Nil Report
A “Nil Report” is where there has been no business conducted with government agencies for that quarter. A blank report with only the header information will need to be submitted.
5.2 Spreadsheets
· Auto filter must not be turned on anywhere within the spreadsheet
· Spreadsheets must not contain data for more than one reporting period
· Summaries are not to be included as the first tab on any spreadsheets
5.3 Worksheets
· No hidden worksheets
· No leading or trailing spaces in worksheet names
· No totals or sub-totals
· No hidden columns
· No additional columns
· No merged cells
· No charts, logos or other embedded objects
· No strikethrough fonts
· No formatting
· No text in numeric fields (such as ‘Nil’ in a quantity or currency ($) field)
· No blanks in numeric fields - use zeroes (‘0’)
· No currency ($) formatting with a dash - use zeroes instead (‘0’)
· No drop down lists
· No dittos or blank fields to represent repeated data - each row must be self-contained
· A blank cell does not mean the same as the cell above - repeat information on the following row
· Information should be in a separate column and not embedded in a description
5.4 Columns
· One header row – do not merge cells
· Each column name is unique (must match column names in Attachment 1B: ICTS2021 Dataset Field Descriptions and Attachment 2B: ICTS2021 Dataset Field Descriptions, as applicable)
· Each column must represent one type of information
· The column name must not change over time (it cannot represent a changing value like a month)
· No hidden columns
5.5 Data
· Do not include sub-totals or totals
· Do not use abbreviations
· Dedicate a row (line) of information for each specific product/service (do not mix product or service data on the same line)
· Quantity columns can’t be blank - use zeroes (‘0’) if necessary
· Use Department of Finance product codes unless otherwise agreed
· Our preference for the date format is dd/mm/yyyy
· Our preference for the currency format is ‘0.00’ (2 decimal places)
· All columns are mandatory unless otherwise indicated
6. Contacts
Contract Manager
Olivia Osment
Telephone: (08) 6551 1375
Data Analytics and Reporting
Brendan Collins
Brendan.Collins@finance.wa.gov.au
Telephone: (08) 6551 1435
Attachment 1A: Customer Contract Report
ICTS2021 – Information and Communications Technology Report Format
Contractors must report a Customer Contract in the quarter that it was awarded. Contracts are only required to be reported once. i.e. if the Customer Contract was awarded in March 2021 for a 6 month term, you will report the Customer Contract in the quarter January 2021 to March 2021 (2101 2103).
Below is an example of reporting for a Customer Contract.
The green highlighted fields are mandatory for all new Customer Contracts
The green and yellow highlighted are mandatory for all Time Based ICT Customer Contracts optional for Outcome as a Service or Outcomes Based.
The blue, green and yellow (if applicable) highlighted are mandatory for reporting any contract variations in that quarter.
Example of a NIL report – No new contracts established in the quarter
Example of a Contract Extension/Variation – Where only an extension/variation has been executed in the quarter
Attachment 1B: ICTS2021 Dataset Field Descriptions – Dataset Format
Column | Field (column) Header | Format | Description | Mandatory | Validations |
A | CUA Number | Text | CUA Number that the customer contract was established under. | Yes | Must be either 14008, ICTS2015 or ICTS2021 |
B | Buying Entity | Text | Non-abbreviated name of the entity that the order originated from e.g. “Department of Finance” | Yes | Cannot be blank, Cannot be N/A Cannot be 0 |
C | Customer Contract Title | Text | The name of the Customer Contract supplied by the agency and generally entered in Tenders WA e.g. ”Program Management Services” | Yes | Cannot be blank, Cannot be N/A Cannot be 0 |
D | Customer Contract Number | Text | The name of the Customer Contract supplied by the agency and generally entered in Tenders WA e.g. ”FIN12345” | Yes | Cannot be blank, Cannot be N/A Cannot be 0 |
E | Contract Start Date | Date | The date the Customer Contract commenced e.g. “1/3/2020 | Yes | DD/MM/YYYY |
F | Initial Contract Term (months) | Number | The initial duration of the Customer Contract in months not including any extension options e.g. 6 | Mandatory if applicable | Must be in number of months |
G | Number of contract extensions | Number | If there is an extension option on the Customer Contract e.g. 3 years plus 2 - 1 year extensions? If yes enter 2. If the Customer Contract is for a fixed term enter 0. | Mandatory if applicable | Must be Y or N |
H | Duration of extension option (months) | Number | If there is an extension option on the Customer Contract enter the total number of months. e.g. 12 | Mandatory if applicable | Must be in number of months. If not applicable enter 0 |
I | Is this an extension/variation to a contract? | Text | If the Customer Contract has been extended or varied enter Y or N. Only to be reported when the extension is executed or a variation completed. | Only for reporting an extension or variation | Can be blank |
J | What is the new contract length? (Including Initial Contract Length) | Number | The original duration of the contract plus the extension in months e.g. 6 | Only for reporting an extension or variation | Must be in number of months |
K | Buying Contact Name | Text | Non-abbreviated first name and surname of the contact within the entity e.g. “Joe Smith” | Yes | Cannot be blank, Cannot be N/A Cannot be 0 |
L | Buying Contact Phone | Text | Phone number of the entity contact e.g. “0400 000 000” | Yes | Cannot be blank, Cannot be N/A Cannot be 0 |
Column | Field (column) Header | Format | Description | Mandatory | Validations |
M | Buying Contact Email | Text | Email address of the entity contact e.g. joe.smith@finance.wa.gov.au | Yes | Cannot be blank, Cannot be N/A Cannot be 0 |
N | Category | Text | ICT category (1,2 or 3) service falls within. | Yes | Refer to Attachment 3 |
O | Customer Contract Model | Text | Specifies if the contract is an Outcome as a Service (OaaS), Outcomes Based Contract or a Time Based Contract for an ICT Role. Enter OS for Outcome as a Service, OB for outcomes based and TB for time based. Contracts that are time based must also have fields N-P completed | Yes | Must be OS, OB or TB |
P | ICT Role or Outcome Description | Text | The position as per attachment 3 that the contractor is doing/filling. | Mandatory for Time Based contracts. Optional for OaaS or Outcomes Based | For TB refer to Attachment 4 for valid ICT Role Titles Free text for OS or OB |
Q |
Unit of Measure
| Text | How the contractor will charge by hour, week, month, quarter or year. | Mandatory for Time Based contracts. Optional for OaaS or Outcomes Based | Leave blank if not applicable |
R | Quantity | Number | Number of hours, weeks, months, quarters or years the unit price is made up of. | Mandatory for Time Based contracts. Optional for OaaS or Outcomes Based | Number |
S |
Unit Rate
| Currency | The rate per hour, day, week, month, quarter or year (including GST) that will be charged | Mandatory for Time Based contracts. Optional for OaaS or Outcomes Based | Leave blank if not applicable |
|
|
|
|
|
|
Column | Field (column) Header | Format | Description | Mandatory | Validations |
T | Service Commitment | Text | How the service is delivered. Ad-hoc, On-demand, Full time or Part time | Optional | Refer to Attachment 4 |
U | Service Complexity | Text | The complexity of the service being delivered. ie is it being delivered by an individual, small team, complex project etc. | Optional | Refer to Attachment 5 |
V | Total Contract Value/New Contract Value Inc GST | Currency | The total value of the contract including GST or for and extension/variation the original value of the contract plus the extension/variation value. | Yes | Currency |
Attachment 2A: Sales Report
ICTS2021 – Information and Communications Technology Report Format
If you have any invoices for a Customer Contract in the quarter you will report them in the Sales Report.
The green highlighted fields are mandatory for all sales.
The green and yellow highlighted fields are mandatory for all Time Based ICT Customer Contracts.
The entries in the example above relate directly back to the customer contracts reported in Attachment 1A. In following reports you will only report spend for the quarter. You will only report customer contracts again if there has been an extension/variation to the original customer contract.
Example of a Nil Sales Report
Attachment 2B: ICTS2021 Dataset Field Descriptions – Dataset Format
Column | Field (column) Header | Format | Description | Mandatory | Validations |
A | CUA Number | Text | CUA Number that the customer contract was established under. | Yes | Must be either 14008, ICTS2015 or ICTS2021 |
B | Buying Entity | Text | Non-abbreviated name of the entity that the order originated from e.g. “Department of Finance” | Yes | Cannot be blank, Cannot be N/A Cannot be 0 |
C | Customer Contract Number | Text | The name of the contract supplied by the agency and generally entered in Tenders WA e.g. ”FIN12345” | Yes | Cannot be blank, Cannot be N/A Cannot be 0 |
D | Invoice Number | Text | The number of the invoice issued to the entity | Yes | Cannot be blank, Cannot be N/A Cannot be 0 |
E | Invoice Date | Date | The date the invoice was raised e.g. “1/3/2020 | Yes | DD/MM/YYYY |
F | Category | Text | ICT category (1,2 or 3) service falls within. | Yes | Refer to Attachment 3 |
G | ICT Role or Outcome description | Text | The position as per attachment 3 that the contractor is doing/filling. | Mandatory for Time Based contracts. Optional for OaaS or Outcomes Based | Refer to Attachment 4 for valid ICT Role Titles Free text for OS or OB |
H | Unit of Measure | Text | The basis used for the unit rate ie hour, day, week, month, quarter or year (including GST) that has been charged | Mandatory for Time Based contracts. Optional for OaaS or Outcomes Based | Leave blank if not applicable |
Column | Field (column) Header | Format | Description | Mandatory | Validations |
I | Quantity | Number | Total number of units invoiced for this period | Mandatory for Time Based contracts. Optional for OaaS or Outcomes Based | Number |
J | Unit Rate | Currency | The rate per hour, day, week, month, quarter or year (including GST) that has been charged | Mandatory for Time Based contracts. Optional for OaaS or Outcomes Based | Leave blank if not applicable |
K | Invoice Total Inc GST | Currency | The total value invoices issued including GST. | Yes | Currency |
Attachment 3: Department of Finance Allocated Codes
CUA Category
Category | Category Description |
1 | ICT Planning, Consultancy and Advisory Services |
2 | ICT Implementation Services |
3 | ICT Operations and Management Services |
Where a procurement crosses multiple categories use the format below | |
1,2 | ICT Planning, Consultancy and Advisory Services and ICT Implementation Services |
1,3 | ICT Planning, Consultancy and Advisory Services and ICT Operations and Management Services |
2,3 | ICT Implementation Services and ICT Operations and Management Services |
1,2,3 | ICT Planning, Consultancy and Advisory Services, ICT Implementation Services and ICT Operations and Management Services |
Attachment 4: Department of Finance Allocated Codes
Valid Role Descriptions for Time Based ICT Roles
Application Architect | ICT Support Engineer |
|
Automation Architect | ICT Systems Test Engineer |
|
Automation Engineer | ICT Trainer |
|
Cloud Analyst | Information Systems Auditor |
|
Cloud Architect | Multimedia Specialist |
|
Data Analyst | Network Administrator |
|
Data Architect | Network Analyst |
|
Database Administrator | Network Engineer |
|
Enterprise Architect | Service Delivery Manager |
|
Enterprise Security Architect | Service Desk Technician |
|
Hardware Technician | Site Reliability Engineer |
|
ICT Business Analyst | Software and Applications Programmers |
|
ICT Business Development Manager | Software Architect |
|
ICT Change Manager | Software Engineer |
|
ICT Consultant | Software Tester |
|
ICT Customer Support Officer | Solutions Architect |
|
ICT Governance Specialist | Systems Administrator |
|
ICT Program Manager | Systems Analyst |
|
ICT Project Manager | Technical/ Infrastructure Architect |
|
ICT Quality Assurance Engineer | Test Manager |
|
ICT Risk Manager | User Experience Architect |
|
ICT Security Advisor | Web Administrator |
|
ICT Security Architect/Designer | Web Designer |
|
ICT Security Consultant | Web Developer |
|
ICT Security Manager |
|
|
Attachment 5: Service Commitment Categorisation
Ad-hoc | Services commitment varies based upon client needs by mutual agreement |
On-demand | Service commitment varies based upon contracted service based upon Service Level Agreement (SLA) |
PT | Service commitment regular part-time based upon overall contract service requirement |
FT | Service commitment regular full-time based upon overall contract service requirement |
Attachment 6: Service Complexity Categorisation
Individual | Services backed by broader vendor team expertise including replacement/substitution |
Specialist | Individual specialist professional services |
Team Small | Services delivered in fulfilment of contracted project outcomes as part of small team (<5), backed by broader vendor team expertise |
Team Medium | Services delivered in fulfilment of contracted project outcomes as part of medium team (6-10), backed by broader vendor team expertise |
Team Large | Services delivered in fulfilment of contracted project outcomes as part of large team (11+), backed by broader vendor team expertise |
Complex Project | Services delivered in fulfilment of contracted project outcomes as part of composite team, including multiple interactions within vendor and client organisations, backed by broader vendor team expertise |
Managed Service | Complex Managed Service including service specification, service level agreement(s) and key performance indicators. |