Attachment F - Reporting Specification
Contents
Contents 1
1 Introduction 2
1.1 Background 2
1.2 Overview 2
1.3 Glossary 2
2 Reporting Requirements Overview 2
2.1 Reporting Conventions 2
2.2 Reports List 3
2.3 Reports Content Details 5
Appendix A – Data Field Legends 13
Appendix B – Product Category 14
Appendix C – Optional SOS Service Fee Type 15
Appendix D – Issue Type 16
1 Introduction
1.1 Background
1.1.1 The Department of Finance (Finance) has established a Whole of Australian Government Stationery and Office Supplies (WOAG SOS) Arrangement.
1.1.2 Finance requires reports and information on WOAG SOS Arrangement transactions to administer the arrangement.
1.1.3 Finance may review or amend Attachment F - Reporting Specification, as information requirements change throughout the life of the WOAG SOS Arrangement.
1.2 Overview
1.2.1 The Contractor must comply with the reporting and data requirements reports outlined in this Attachment F, and deliver reports within 10 business days after the end of each month, except where otherwise specified in this Attachment F.
1.2.2 The report and data fields listed in this Attachment F are not intended to be a complete or definitive list. The contractor must provide reasonable additional reports or revise the format or content of existing reports. Finance may add, remove or change reporting and data specifications from time to time.
1.3 Glossary
Term / DefinitionFinancial Year / A Financial Year commences on 1 July and ends on 30 June.
Reporting Month / The month in which data in a report relates to. A month begins and ends on the first and last day of the calendar month, respectively.
For example, the July 2017 report will contain data for 1 July 2017 to 31 July 2017 inclusive.
2 Reporting Requirements Overview
2.1 Reporting Conventions
2.1.1 Except where the context otherwise requires, reports must:
· contain comma separated values; and
· contain numbers rounded up to the second decimal point (i.e. $7.456 must be rounded to $7.46).
2.1.2 Except where the context otherwise requires, reports must follow the following naming convention:
Data / ExplanationYear and Month / YYYYMM (e.g. 201701 for a report supplied for January 2017).
Contractor’s Nominated Acronym / Contractor’s nominated acronym to be consistent over the life of the arrangement.
“-“ / A dash.
Report Name / The report name identified in clause 2.2 to this Attachment F.
2.1.3 Data files must have a ‘.csv’ extension.
2.1.4 For example, a report file name will be 201701TBC-Entity Expenditure.CSV.
2.1.5 Data contained in the reports in clause 2.3 of this Attachment F must be in accordance with the relevant data fields and naming conventions outlined in Appendix A – Data Field Legends, Appendix B – Product Category, and Appendix C – Optional SOS Service Fee Type.
2.2 Reports List
The Contractor must deliver the following reports to Finance:
Report Number / Report Name / Explanation /1 / Entity Expenditure / The report provides an overview of SOS Products and SOS Optional Services expenditure, discounts and other charges at the Entity level per Reporting Month.
Finance uses this report to understand the distribution of spend between SOS Products and Optional SOS Services, as well as discounts available to Entities and the CAF payable by an Entity for the Reporting Month.
Refer to Table 1 for report content detail.
2 / Product Purchases / The report provides details of each Product purchased by an Entity per invoice and per month.
Finance uses the Product Purchases Report to verify that each Product purchased by Entities corresponds with the Product Specification and Price for that Product, as per the Statement of Requirements (SOR), Annexure B of the Head Agreement.
Refer to Table 2 for report content detail.
3 / Optional SOS Services Fee / Details fees charged in a month for Optional SOS Services, including services such as urgent or international or remote deliveries (“delivery”), vendor refill or stationery cupboard and warehousing (Appendix C – Optional SOS Services).
Finance uses this Report to establish the type and fee amounts charged to Entities for Optional SOS Services, and also to verify that fees charged to an Entity corresponds with that specified in the SOR, Annexure B of the Head Agreement.
Refer to Table 3 for report content detail.
4 / Central Administration Fee (CAF) Remittance / Details the CAF that has been applied to invoices and remitted to Finance.
Finance uses the CAF Remittance Report to analyse and verify that the Contractor has applied and collected the correct CAF amount per invoice. The CAF must apply the percentage Notified by Finance as per clause 12(b) of the Head Agreement to the Price or Fee amounts invoiced to an Entity, exclusive of GST invoice. GST must be applied to aggregated Price or Fee and CAF amounts.
The Contractor must deliver the CAF Remittance Report in addition to the CAF payment advice delivered at the time the CAF is remitted to Finance on the second business day of the month.
The report must contain CAF amounts that:
· are received from an Entity and invoiced in the Reporting Month; or
· are received from an Entity in a different Reporting Month but invoiced in the Reporting Month.
Refer to Table 4 for report content detail.
5 / Issues Management / Details issues raised by Entities to the Contractor in the Reporting Month, including issues raised:
· but not resolved during the Reporting Month;
· and resolved during the Reporting Month; and
· outstanding issues from previous Reporting Months.
Finance uses this report to track issues raised by Entities to the Contractor during the Reporting Month.
Refer to Table 5 for report content detail.
6 / Performance Against Service Levels / This report details the Contractor’s performance against the Service Levels specified in Attachment C to the Statement of Requirements, including:
a) Reporting Accuracy and Timeliness – refer to Table 6 for report content detail.
b) Accuracy of Invoices – refer to Table 7 for report content detail.
c) Delivery of Quotes – refer to Table 8 for report content detail.
d) Delivery of Orders – refer to Table 9 for report content detail.
e) Orders Requiring Backorders – refer to Table 90 for report content detail.
f) Online Ordering System Availability – refer to Table 11 for report content detail.
g) Customer Support – refer to Table 12 for report content detail.
h) End User Support – refer to Table 13 for report content detail.
7 / Head Agreement Management Meeting / This is a quarterly (3 monthly) delivered Microsoft Word based report that summarises expenditure and performance trends and opportunities relevant to the Contractor’s Head Agreement delivered in accordance with clause 26.2 and clause 27.1 of the Head Agreement.
8 / Strategic Management / This is an annual Microsoft Word based report that summarises expenditure and performance trends and opportunities relevant to the Contractor’s Head Agreement delivered in accordance with clause 26.3 of the Head Agreement.
In addition, and in accordance with clause 27.1(a) of the Head Agreement, the Contractor must deliver a monthly report, for the first twelve months after execution of the Head Agreement.
2.3 Reports Content Details
Table 1 – Entity Expenditure Report
Column / Field Name / Content / Data Type / M / O /A / Contractor / Contractor’s Name. / A / M
B / Entity Name / The name of the Entity that was invoiced and as it appears on the Entity Deed. / A / M
C / ABN / Entity’s Australian Business Number (ABN), which is a unique 11-digit number that identifies each Entity. / N / M
D / Product Costs / Total Product cost for the Entity, exclusive of GST and CAF.
This should match, for each Entity, the “Product Price exclusive of GST and CAF” of the Product Purchases Report. / N / M
E / Optional Services Cost / Total Optional Service costs for the Entity (Exclusive of GST and CAF).
This should match the sum of the “Total Services Fees (Exclusive of GST and CAF)” column in the Optional Services Cost Report. / N / M
F / Discounts / Total discount amount applied for the Entity, if applicable.
This should match, for each entity, the “Discounts” column from the Product Purchases Report. / N / M
G / Subtotal / Total of values in (columns D+ E – F).
For each Entity, this value should match the “Invoice Amount exclusive of GST and CAF” column of the CAF Remittance Report. / N / M
H / CAF / Total CAF charges for the month.
For each entity, this should match the “CAF” column of the CAF Remittance Report. / N / M
I / Subtotal / Total of values in (columns G + H). / N / M
J / GST / Total GST, including GST applied on CAF.
For each Entity this should match the “GST” column of the CAF Payment Report. / N / M
K / Total Costs / Total of charges invoiced to an Entity (columns I + J).
For each Entity this should match the “Total” column of the CAF Remittance Report. / N / M
Table 2 – Product Purchases Report
Column / Field Name / Contents / Data Type / M / O /A / Contractor / Contractor’s Name. / A / M
B / Entity Name / Name of the entity that was invoiced. The entity name must be listed as it appears on the Entity Deed. / A / M
C / ABN / An Australian Business Number (ABN) is a unique 11-digit number that identifies each Entity. / N / M
Order No. / Number of the Order placed by an Entity.
D / Invoice No. / Invoice number to which the Product purchase relates. / A / M
E / Invoice Date / Date of the invoice. / D / M
F / Product Type / Whether the Product purchased is a Mandatory or Non-Mandatory SOS Product. / A / M
G / Classification / Whether the Product purchased is Premium, House, Budget or Socially Responsible. / A / M
H / Product Category / Whether the Product purchased belongs to a category as per Appendix B - Product Category. / A / M
I / FSPIN / Finance Specified Product Identification Number. Only applies to Mandatory SOS Products. / A / M
J / Contractor Product Code / Unique identifier or catalogue reference number assigned to the Product by the Contractor. / A/N / M
K / Product Description / Description of the Product. / A / M
L / Socially Responsible / Indicates if a Product meets the criteria for Indigenous or Environmental Products. The Contractor’s report must clearly identify whether a Product is Indigenous or Environmental. / A / M
M / UOM / The unit of measure in which the Product is purchased; e.g. pack for a pack of pens or each for an individual. / A / M
N / Quantity per UOM / Quantity of Product per unit of measure; e.g. “12” for a pack of 12 pens.
General Use Copy Paper must be reported as number of reams or equivalent to reams. / N / M
O / Quantity Purchased / Quantity of a Product invoiced to an Entity in the month, e.g. “32” if 32 packs of 12 pens were sold. / N / M
P / Product Price / The Price charged to an Entity for a Product, excluding any discounts applied and excluding GST and CAF. / N / M
Q / Discount / The discount applied to a Product rather than to the total invoice level.
If the Discount does not apply to a Product, then the data field is 0.00. / N / M
R / Nett Product Price / The Nett unit Product Price charged to an Entity after any applicable discounts are applied and excluding GST and CAF. (columns P – Q) / N / M
S / Total Cost (Excluding GST and CAF) / The Nett Total Cost of Products charged to an Entity after applicable discounts are applied and excluding GST and CAF (columns R x O). / N / M
Table 3 – Optional SOS Services Fee Report
Column / Field Name / Contents / Data Type / M / O /A / Contractor / Contractor’s Name. / A / M
B / Entity Name / The name of the Entity that was invoiced and as it appears on the Entity Deed. / A / M
C / ABN / Entity’s Australian Business Number (ABN), which is a unique 11-digit number that identifies each Entity. / N / M
D / Invoice No. / The invoice number related to the Service Fee charged. / A / M
E / Service / Whether Optional Services charged per each invoice are:
· Delivery
· Vendor Refill or Stationery Cupboard; or
· Warehousing. / A / M
F / Service Type / The type of Optional Services delivered as classified in Appendix C – Optional SOS Services. / A / M
G / Service Fee / The Fee charged per Optional SOS Services, exclusive of GST and CAF. / N / M
H / CAF / CAF amount applied to the Optional SOS Service identified in (column E). / N / M
I / Subtotal / The aggregation of Service Fee and CAF per invoice (columns G + H). / N / M
J / GST / GST applied to the Subtotal amount on (column G). / N / M
K / Total Charges / Total charges invoiced to an Entity for an Optional SOS Service (columns I + J). / N / M
Table 4 – Central Administration Fee (CAF) Remittance Report
Column / Field Name / Contents / Data Type / M / O /A / Contractor / Contractor’s Name. / A / M
B / Entity Name / The name of the Entity that was invoiced and as it appears on the Entity Deed. / N / M
C / ABN / Entity’s Australian Business Number (ABN), which is a unique 11-digit number that identifies each Entity. / A / M
D / Order No. / Order number to which the CAF relates. / A / M
E / Consolidated Invoice No. / Unique identifier for the invoice, may be part of the full invoice number. / A / O
F / Invoice Amount / Invoice amount exclusive of CAF and GST. / N / M
G / CAF / Value of CAF applied to “Invoiced Amount” (column F). / N / M
H / GST on CAF / Value of GST applied to CAF remitted to Finance. / N / M
I / Total CAF and GST Remittance / Total value of the CAF and the GST on CAF (columnsG+ H). / N / M
Table 5 – Issues Management Report