The troubled overhaul of the parliamentary expenses management system is entering a crucial phase, with officials from the Department of Finance announcing a two-year program aimed at improving functionality and user experience.
The $74 million SAP-based system, known as the Parliamentary Expense Management System (PEMS), has faced numerous issues since its implementation, including delays, budget overruns, and failure to meet expectations outlined in its business case. Despite these setbacks, Finance officials presented a mixed assessment of the system’s progress during a Senate Estimates hearing late last night, following the completion of a “benefits realisation review,” which was mandated by a federal audit.
Alex McKellar, Assistant Secretary of Business Enabling Services, delivered a candid evaluation, acknowledging that the results of the review were “not glowing.” He described the overall outcome as “partially realised,” adding that this conclusion was expected given the system’s troubled history. McKellar refrained from elaborating on whether the review would be made publicly available, though it has reportedly been shared with the Finance Minister.
Since last July, a two-year enhancement program has been underway to address these issues, comprising 17 grouped work packages that are set to roll out through June 2026. By January of this year, six of these packages had been successfully delivered.
Key improvements already made include the ability for parliamentarians to bulk-certify claims, allowing them to process multiple office claims simultaneously, and a security update that automatically removes staff authorisations when employees leave. Additionally, progress has been made in streamlining the processing of overseas travel claims.
Looking ahead, McKellar highlighted several ongoing and upcoming enhancements, including further optimisations for office managers and parliamentarians to access information and process claims more efficiently. Among these changes will be upgrades to the office budget usage report, which will feature expanded fields to assist in identifying and reconciling office expenses. This updated functionality is expected to be deployed later this month.
Another significant improvement will simplify the process of amending office claims, reducing the number of claims that are returned for correction. Instead of being rejected outright, claims will be more easily amendable, improving efficiency and reducing administrative burden.
The Finance Department remains committed to refining the system over the next two years, with the goal of delivering a more effective, user-friendly platform for managing parliamentary expenses.
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