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Attachment F - Reporting Specification

ContentsContents........................................................................................................................................................... 1

1 Introduction.............................................................................................................................................. 2

1.1 Background..........................................................................................................................2

1.2 Overview..............................................................................................................................21.3 Glossary...............................................................................................................................2

2 Reporting Requirements Overview..........................................................................................................2

2.1 Reporting Conventions........................................................................................................22.2 Reports List..........................................................................................................................3

2.3 Reports Content Details.......................................................................................................5Appendix 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 Background1.1.1 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 Overview1.2.1 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 Definition

Financial 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 Conventions2.1.1 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 Explanation

Year 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

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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.


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.

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Report Number

Report Name Explanation


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.

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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

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Table 2 – Product Purchases Report

Column Field Name Contents Data Type

M / O


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

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Table 3 – Optional SOS Services Fee Report


M / O



A M


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

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Table 4 – Central Administration Fee (CAF) Remittance Report


M / O



N M


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 (columns G + H).

N M

Table 5 – Issues Management Report


M / O

A. Contractor Contractor’s Name A M

B. Invoice No. Invoice number to which the issue relates. A O

C. Year and Month The year and month the issue was raised with the Contractor in the following format YYYYMM.

D M

D. Entity Name The name of the Entity that was invoiced and as it appears on the Entity Deed.

A M

E. Issue Type The classification of the issue raised as per Appendix D – Issue Type.

A M

F. Issue Details A one sentence description of the issue. A M

G. Date Raised The date the issue was raised by an Entity. D M

H. Remedial Action Taken

A description of any remedial action taken with regards to the issue.

A O

I. Issue Resolved A “Y” if the issue has been resolved and an “N” if the issue has not been resolved during the Reporting Month.

A M

J. Date Resolved The date the issue was resolved and closed in the format of DDMMYYYY.

D O

K. Number of Business Days to Resolve Issue

The number of Business Days taken to resolve the issue.

N M

Table 6 – Reporting Accuracy and Timeliness Service Level Report

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M / O

A. Service Level Code

SL1 A M

B. Entity Name The name of the Entity that was invoiced and as it appears on the Entity Deed. For Head Agreements reports then the data field content is Head Agreement.

A M

C. ABN Entity’s Australian Business Number (ABN), which is a unique 11-digit number that identifies each Entity.

N M

D. Year and Month

YYYYMM (e.g. 201701 for a report supplied for January 2017).

D M

E. Total Number of Entity’s Reports

Total number of Entity reports applicable for the Reporting Month.

N M

F. Total Number of Inaccurate or Late Reports

Actual number of incorrect or late reports for the full Reporting Month.If the Service Level does not apply to an Entity, then the data field is N/A.

N M

G. Service Level Percentage

Percentage of accurate and timely delivered reports.Derived value in accordance with Attachment C to the SOR

N M

Table 7 – Accuracy of Invoices Service Level Report


M / O


SL2 A M

B. Entity Name The name of the Entity that was invoiced and as it appears on the Entity Deed.

A M


N M

D. Year and Month


D M

E. Total number of invoices

Total number of invoices for the Reporting Month. N M

F. Number of incorrect or late invoices

Actual number of incorrect or late invoices for the full reporting monthIf the Service Level does not apply to an Entity, then the data field is N/A.

N M

G. Invoicing Service Level Percentage

Percentage of correct Invoices.Derived value in accordance with Attachment C to the SOR.

N M

Table 8 – Delivery of Quotes Service Level Report

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M/O


SL3 A M


A M


N M

D. Year and Month YYYYMM (e.g. 201701 for a report supplied for January 2017).

D M

E. Number of Requested Quotes

Actual number of quotes requested by Entities for the reporting month.

N M

F. Number of Quotes not Provided within 7 days

Actual number of quotes not provided within 7 days for the Reporting Month

N M

G. Quotes Provided on Time Percentage

Percentage of Quotes provided on TimeDerived value in accordance with Attachment C to the SOR.

N M

Table 9 – Delivery of Orders Service Level Report


M / O


SL4 A M


A M


N M

D. Year and Month


D M

E. Orders Placed Total number of orders placed by Entities for the Reporting Month.

N M

F. Days to deliver full Order

Number of Business Days to deliver full Order N M

G. Orders Delivered on time

Actual number of orders delivered on time for the full reporting month

N M

H. Orders Not Delivered on time

Actual number of orders not delivered on time for the full reporting month

N M

I. Percentage of Orders Delivered Not on time

Percentage of Orders not delivered on time.Derived value in accordance with Attachment C to the SOR.

N M

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Table 10 – Orders Requiring Backorders Service Level Report


M / O


SL5 A M


A M


N M

D. Year and Month


D M

E. Number of Backorder

Actual number of orders requiring backorder for the Reporting Month.If the Service Level does not apply to an Entity, then the data field is N/A.

N M

F. Number of Orders

Total number of orders for the Reporting Month. N M

G. Percentage of Orders not requiring backorder

Percentage of Order not requiring Backorders.Derived value in accordance with Attachment C to the SOR.

N M

H. Days to complete full Order

Number of Business Days to complete full Order. N M

Table 11 – Online Ordering System Availability Service Level Report


M / O


SL6 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

D. Year and Month


D M

E. Online Ordering System Outages

Total number of hours when the Online Ordering System is not available or functional due to unplanned outages during the Reporting Month.If the Service Level does not apply to an Entity, then the data field is N/A.

N M

F. Business Hours

Total number of Business Hours in the reporting month N M

G. Online Ordering System availability Service Level Percentage

Percentage of Online Ordering System availability in a Reporting Month.Derived value in accordance with Attachment C to the SOR.

N M

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Table 12 – Customer Support Service Level Report


M / O


SL7 A M


A M


N M


D M

E. Total number of queries not responded to on time.

Total number of Customers’ queries not responded to within four (4) business hours for the Reporting Month.If the Service Level does not apply to an Entity, then the data field is N/A.

N M

F. Total number of queries

Total number of queries received for the Reporting Month. N M

G. Customer Support Service Level Percentage

Percentage of queries responded to within four (4) business hours for the full reporting monthDerived value in accordance with Attachment C to the SOR.

N M

Table 13 – End User Support Service Level Report


M / O


SL8 A M


A M


N M


D M

E. Total number of calls not answered within 30 seconds

Total number of calls not answered within 30 seconds for the full Reporting Month.If the Service Level does not apply to an Entity, then the data field is N/A

N M

F. Total number of calls

Total number of calls for the reporting month N M

G. End User Support Service Level Percentage

Percentage of calls answered within 30 seconds for the reporting monthDerived value in accordance with Attachment C to the SOR.

N M

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Appendix A – Data Field LegendsThe field schematics in the above tables make reference to the codes provided in the table below.

Field Code Definition

Type A Indicates an alpha/numeric field. The default value for this field should be blank spaces

N Indicates a numeric field. The default value should be zero.

Dollar Amounts should be rounded to 2 decimal places, i.e. $24.5413 should be rounded up to $24.55

D Indicates a date format. Standard date format should be DD/MM/YYYY

Mandatory(M)/Optional(O) M Indicates that it is mandatory for the field to be created in the table and for data to be provided within this field

O Indicates the field is mandatory for the field to be created in the table but not for data to be provided within this field

Note: if the field does not contain data, the field’s default value should populate the field i.e. if the field is N format the default value should be 0’s

N/A Indicates the field is not in use, however the applicable default value should populate this field

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Appendix B – Product CategoryRef. Product Category

1 Books

2 Calendars, Diaries & Planners

3 Desk Accessories

4 Electrical Accessories

5 Envelopes, Mailroom & Packaging

6 Facility Supplies

7 Filing Supplies

8 Food, Drink & Kitchen

9 Furniture

10 General Use Copy Paper

11 Hardware

12 ID & Security

13 Notebooks, Pads & Labels

14 Office Essentials

15 Office Machines & Consumables

16 Personal Care

17 Printed & Promotional Items

18 Scientific and Technical

19 Specialty Paper

20 Technology

21 Training & Conference Supplies

22 WHS & Medical Supplies

23 VIP

24 Writing Instruments

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Appendix C – Optional SOS Service Fee Type

Service Type

Warehousing Service

Stock Receipt and Handling Storage Picking and Packing Delivery Fully Managed

Vendor Refills or Stationery Cupboard

Service

Customer Stock-take and Put-away Supply and Installation of a Stationery Cupboard

Maintenance and Repair of a Stationery Cupboard

Relocations of a Stationery Cupboard

Delivery

Remote Urgent Metro Urgent Regional Urgent Remote International

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Appendix D – Issue TypeRef. Issue Type

1 Reporting

2 Invoicing

3 Deliveries – Metro or Regional

4 Deliveries – Urgent

5 Deliveries – Remote

6 Deliveries - International

7 Warehousing

8 Vendor Refill

9 Quotes

10 Backorders

11 Products

12 Ordering Systems

13 Customer Support

14 Helpdesk

15 Breach of Obligations

16 Other – Contractor’s to detail

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