How to prepare your Organisation…Assessment criteria: Information and advice:

1. Agency program structure has been discussed and agreed between Agency and Finance AAUs

Estimates Memorandum (EM) 2013/25 was issued on 19 July 2013 by F inance regarding program structures for the redeveloped CBMS.

Agencies have been asked to review their programs and to discuss any necessary changes with their AAU.

Protocols and timeframes for these engagements are outl ined in EM 2013/25.2. Each program (Departmental and Administered) maps to one outcome and one sub function

EM 2013/25 explains that al l programs wil l need to map to one outcome and one sub-function in the redeveloped CBMS.

I f new programs need to be created to meet this requirement, this wil l be conducted in al ignment with the protocols and timeframes outl ined in EM 2013/25.

3. Agency users have made a decision regarding the type of token (hard or soft) they will require to access CBMS

The redeveloped CBMS wil l operate a dual factor authentication process – a user id and password plus a token.

Agency users wi l l have the choice of accessing the system via a one-time password (OTP) physical token (hard token) or a OTP software appl ication (soft token) that can be downloaded onto a smart phone or tablet device.

A backup for the token component wil l be avai lable to users v ia an SMS generated code.

To avoid a double up of l icensing fees for F inance, users wil l need to choose whether they intend to use a hard token or soft token.

Prior to the ‘CBMS Go Live’, Agency CFOs wil l be asked to select the type of token for each user. We wil l a lso be seeking mobi le phone numbers for the SMS back up option at the same time.

How to prepare your Organisation…Assessment criteria: Information and advice:

4. Agency has confirmed users allocation to roles in the redeveloped CBMS

Prior to the ‘CBMS Go Live’, Agency CFOs wil l be provided with a bulk approver form to confirm the current CBMS users in their agency who wil l be transitioning to the redeveloped CBMS. This form wi l l only provide approval of current users and current access to be transferred to the new system. The form wil l show how the existing CBMS roles wil l map to roles in the redeveloped CBMS to assist with this exercise.

Once existing users have been transitioned, new user roles wil l be approved and al located on an individual basis, in l ine with current practice.

New users in an agency, or for a module or component of the system, wi l l be required to complete a CBMS access form and have it approved by their CFO.

5. Responsibili ties for data entry (i.e. where the Portfolio Department enters data on behalf of small Agencies) discussed and agreed.

Some Agencies currently have arrangements in place to enter data on behalf of small Agencies.

The Project wil l require confirmation from the relevant CFO that these arrangements wil l continue in the redeveloped CBMS so that the correct access and security roles are provided.

Finance wil l seek this confirmation as part of the bulk approver form.

How to prepare your People…Assessment criteria: Information and advice:

1. Users are aware of and understand their role description for the redeveloped CBMS

The Project wil l provide clear advice about how the existing CBMS roles wil l map to roles in the redeveloped CBMS and what each of the new roles involves.

The roles in the redeveloped CBMS wi l l not vary much from current system roles.

Agency CFOs wi l l be responsible for approving access for al l users within their Agency to the system.

2. Users are aware of the training they will need to complete to be granted access to the redeveloped CBMS

CBMS Training wil l be del ivered “just in time” pr ior to system components going l ive.

Al l users wil l need to complete some form of training to gain access to the CBMS.

Further advice on training requirements, including course outl ines, are detai led in the Fact Sheet: CBMS Training (LINK).

3. Users have applied for access for their new role within the redeveloped CBMS and have the required security clearance.

Al l users wil l need apply to access the redeveloped CBMS (even if they have current CBMS access) . This process wil l help us ensure that we have the r ight users assigned to the r ight roles and that the correct training has been undertaken in the redeveloped system.

CBMS users wil l need to ensure they hold a current security c learance to access the redeveloped system. Further advice regarding security and access wi l l be issued at the end of S IT.

4. Users have received their access token and logon credentials

Users wil l be provided with access tokens and logon credentials once their CFO has approved access.

Users wil l need to ensure they have received their Access token and logon detai ls in order to undertake e- learning courses on the redeveloped CBMS.

How to prepare your People… Assessment criteria: Information and advice:

5. Users have undertaken the required training and know how to access user support material

eLearningAll users wil l need to complete the CBMS Overview eLearning course and the eLearning introductory course(s) for any CBMS module they need to access. More information is avai lable in the Fact Sheet: CBMS Training: http://www.finance.gov.au/cbms/CBMS_redevelopment_industry_briefings.html

Instructor-led training (ILT)New users wil l be required to undertake ILT courses in addition to the introductory eLearning courses for the modules to which they need access. ILT courses wil l be delivered by experienced Finance trainers, and wil l cover a more in-depth exploration of the CBMS module and relevant processes, including hands-on experience of the system through relevant exercises. ILT courses are also available to existing users, where the schedule permits. More information is avai lable in the Fact Sheet: CBMS Training http://www.finance.gov.au/cbms/CBMS_redevelopment_industry_briefings.html

6. Users know the redeveloped CBMS Service Desk Support arrangements

Current CBMS Service Desk Support arrangements and contacts can be found on the Finance website and on the CBMS Portal .

Updated Service Desk and Support detai ls wil l be distr ibuted to Agencies prior to the redeveloped CBMS going l ive.

How to prepare your Processes…Assessment criteria: Information and advice:

1. Agency's business processes developed to collect and input data into redeveloped CBMS at program level for estimates.

Agencies wil l need to ensure they can meet the new CBMS reporting requirements. This includes the abi l ity to col lect and input data by program, including any new programs identified during the program review process outl ined EM2013/25.

2. Agency business processes developed to collect and input data into redeveloped CBMS at program level for actuals (monthly & annual)

Agencies wil l need to ensure they can meet the new CBMS reporting requirements. This includes the abi l ity to col lect and input data by program, including any new programs identified during the program review process outl ined EM2013/25.

Further information on program reporting requirements can be found: http://www.finance.gov.au/cbms/faqs.html

3. Agency business processes developed to collect and input data into redeveloped CBMS at program level for appropriations/cash

Agencies wil l need to ensure they can meet the new CBMS reporting requirements. This includes the abi l ity to col lect and input data by program, including any new programs identified during the program review process outl ined EM2013/25.

Further information on program reporting requirements can be found: http://www.finance.gov.au/cbms/faqs.html

4. Agency Cash Flow Model al igns with CBMS Derived Cash Flow Model (if not, differences are understood and defensible)

Agencies wil l be expected to use the cash flow statement der ived by the redeveloped CBMS wherever practicable.

Agencies have the abi l ity to adjust the derived cash flow in specific circumstances: where material , adjustments must be agreed with Finance and are subject to a formal val idation process.

5. Cash drawdowns and receipts can be collected by program

Agencies wil l need to ensure they can meet the new CBMS reporting requirements. This includes the abi l ity to col lect and input data by program, including any new programs identified during the program review process outl ined EM2013/25.

Further information on program reporting requirements can be found on the CBMS website http://www.finance.gov.au/cbms/faqs.html

How to prepare your Technology… Assessment criteria: Information and advice:

1. Agency IT has agreed access policy (desktop terminal or standalone access and firewall protocol)

The redeveloped CBMS can be accessed via a web portal on a networked or standalone PC.

Agency IT areas wil l need to determine the most suitable access option for their Agency dependent on their network firewall and security settings.

An opportunity to test connectivity to the redeveloped CBMS Portal wil l be offered to Agencies in advance of the system ‘go l ive’ date.

2. Agency terminals meet redeveloped CBMS minimum technical specifications

Information on the minimum technical specifications can be found in ‘CBMS Minimum Technical Requirements’ : http://www.finance.gov.au/cbms/technical-requirements.html

A more comprehensive version of this document wil l be distr ibuted after Systems Integration Testing (SIT) has been completed.

Please contact the Project i f you would l ike to discuss any specific technical or security issues in relation to the redeveloped CBMS.

3. Agency has tested connectivity to redeveloped CBMS

Agencies wil l be provided with an opportunity to test connectivity to the redeveloped CBMS pr ior to ‘Go-Live’.

I t is anticipated that connectivity testing wi l l be offered to Agencies in advance of the system ‘go l ive’ date.

4. Necessary changes have been made to the Agency's Financial Management Information System (FMIS) / Budget Systems.

Some Agencies may need to make changes or upgrades to their financial and budget management systems in order to meet the redeveloped CBMS requirements.

Please contact the Project i f you require any information to assist with this process.

5. Agency has tested outputs (flatfile templates) from Agency FMIS / budget systems to populate redeveloped CBMS requirements

The final version of the flatfile templates for the redeveloped CBMS wil l be avai lable on the CBMS web page after completion of S IT.

How to prepare your Data…Assessment criteria: Information and advice:

1. Agency understands impacts of the Reference Data Set

The Reference Data Set (RDS) outl ines the data field requirements for the redeveloped CBMS.

Agencies should famil iarise themselves with the RDS to ensure they can col lect and provide the information that wil l be required. More information on the RDS can be found on the website http://www.finance.gov.au/cbms/faqs.html .

2. Assets and liabilities are aligned to the Agency program structure

Agencies wil l need to al locate assets and l iabi l ities that are shared across multiples programs to specific programs in the redeveloped CBMS.

3. Data cleansing activity required for Reference Data Set is completed prior to Cutover

As outl ined in EM 2013/15 and further explained in EM 2013/25, Agencies wil l need to c leanse their CBMS data and discuss any necessary changes to programs with AAUs.

An EM wi l l be issued detai l ing the processes for establ ishing and migrating data into the revised program structures fol lowing completion of the changes.

4. Agency agrees with its data that wil l be migrated into the redeveloped CBMS

The Project wil l be seeking ‘s ign off’ from agency CFOs that the data is correct and al igns with their agency program structure

This wil l be undertaken approximately 6-8 weeks prior to going l ive. 5. Agency has reconciled data migrated from CBMS1 to redeveloped CBMS

Once data has been migrated, agencies wil l be asked to undertake a reconci l iation of the data in the redeveloped CBMS.