Sunflower Project Change Agent Network Meeting #8

1. Sunflower ProjectChange Agent Network Meeting #8 January 20, 2010

2. Welcome

3. SMART Perspective

4. Meeting Agenda • Welcome • Project Status & Current Events • Policy Updates • Interfaces & Conversion Update • Reporting Update • SMART Cutover Strategy • SMART/SHARP Integration • SMART UPK • SMART Support • Agency Task List Update • Training Update • Wrap Up

5. Welcome and Introductions Presenters • Kent Olson, Project Director • Gary Schneider, Implementation Manager • Peggy Hanna, Deputy Project Director and Cutover Lead • Connie Guerrero, Enterprise Readiness Team Manager • Jennifer Dennon, Agency Readiness Lead • Gina Vinyard, Training Lead

6. Housekeeping Bathrooms Please set cell phones and pagers to silent 10 minute break is planned Note cards for questions

7. Project Status & Current Events

8. Project Timeline 2008 2009 2010 We are Here! Analyze Design Build/Development Test Training Deploy On-going System Support & Stabilization

9. Sunflower Project Current Events We are only 23 weeks and 115 work days from SMART go-live! Agencies and the Project team continue interface testing and conversion testing Detailed cutover planning is under way Role Mapping Assignment due February 5 Training registration starts in February Readiness Assessment #4 due February 22 SMART Help Desk Build is under way Policy and Procedure Manual is being updated

10. Policy Updates

11. Audit Requirements • Approvals • Electronic signature approvals are acceptable and will be subject to audit • Vouchers do not require a special form or a manual signature • As required appropriate supporting documentation will need to be maintained and provided • Document Printing • Transactions occurring in SMART do not need to be printed for Delegated Audit and Statewide Single Audit • Supporting documentation should be maintained unless agency has a document management system that meets audit requirements • It is recommended original paper to flow through agency approvals then are scanned and stored after Fiscal Office approval • Scanned documents are acceptable in-lieu of original travel reimbursement receipts, voucher invoices and other paper documentation for State audit purposes • Agencies should work with A&R to obtain approval of their document management system

12. Records Retention The current electronic records policy will be reviewed and revised to reflect SMART and the data warehouse A workgroup is being formed and will be meeting with the Kansas Historical Society Agencies may need to review and revise their own records and polices

13. Policy and Procedure Manual The Policy and Procedure Manual (PPM) is being updated to coincide with SMART implementation Updates are being made as a cooperative effort by the Department of Administration and the Sunflower Project, with input from agencies Feedback provided by agencies in earlier PPM discussions will be incorporated, as applicable D of A is also reviewing communication tools and networks for distributing information

14. Delegated Authority Agencies that do not already have delegated audit authority, vouchers under $5,000 will be approved and paid without prior review by Accounts and Reports (A&R).  Vouchers $5,000 and more will still be approved by A&R. This policy is effective July 1, 2010, but if your agency would like to start delegated audit sooner, contact Randy Kennedy at 785.296.2125 or via e-mail at Randy.Kennedy@da.ks.gov Delegated audit procedures can be found at: http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm

15. Interfaces & Conversion Update

16. Interface and Conversion Timelines 2009 2010 Conversion Assembly Test We are Here! Interface Testing Cycles Online Data Entry Preparations Mock Conversion Testing (Mock 1, 2, 3) Extract & send final data files Agency Conversion Data Cleansing Cutover Activities Week 1 Activities Preparation

17. Interface Activities / Milestones

18. Stage 6 Interface Testing • Began on 1/19 and ends 3/15 • Validates SMART conditions for inbound and outbound testing • Validates agency-specific conditions • Tests the ability to interface interfund transactions • Contains converted vendor data • Uses the interface test ‘mini-batch’ schedule to automate processing agencies’ interface files • Agency access to the Sunflower project test lab where agencies can go online and view their transactions and correct errors • Agencies must send a notice to Sunflowerfms affirming the completion of Stage 6 testing. • Agencies that do not pass Stage 6 will not be permitted to interface into SMART

19. Conversion Activities / Milestones – Flat File or Excel * Files are due to the Sunflower Project by the Start Date

20. Interface and Conversion Support • Email sunflowerfms@da.ks.gov with questions, include ‘Conversion’ or ‘Interface’ in the Subject line of the e-mail • Schedule Office Hours with the Interface or Conversion Team, e-mail sunflowerfms@da.ks.gov to schedule an appointment • Attend monthly Interface and Conversion Meetings, bring your questions or send in advance to sunflowerfms@da.ks.gov • Visit the SMART website to obtain file layouts • http://www.da.ks.gov/smart/ • Click on Technical Resources tab • Don’t have access to the secure site? • E-mail sunflowerfms@da.ks.gov

21. User Acceptance Testing – Task ID 78 • User Acceptance Testing begins in April 2010 • Will require agency participation • Planning and Scheduling has begun • Agencies considered are those: • retiring and/or decommissioning systems • using Time and Labor • with a large volume of on-line users • interfacing • More information will be provided at the February Change Agent Network Meeting

22. Reporting Update

23. Reporting Strategy & Approach Steps – Task ID 265 The Reporting Strategy and Approach is moving forward • Step 1 – Agencies identified critical reports, Task ID 265 distributed • Step 2 – Agencies compared agency reports to the SMART report list and prioritize potential reporting gaps • Step 3 –Sunflower Project Team is reviewing critical and high-priority potential reporting gaps and determining how to resolve gaps – in progress • approximately 100 potential gaps identified by agencies; most from agencies that are de-commissioning financial systems • if an available report is very close to the agency’s needs, no gap exists • if no similar report is available, a gap exists and a report will have to be built: 1. by agencies’ Power Users from the Data Warehouse if data is available 2. by the Sunflower Project Team from Production • The Sunflower Project Team has begun contacting agencies to resolve reporting gaps

24. Data Warehouse Power Users • Depending on the size of the agency, each agency will designate 1-3 Power Users • Agency Power Users: • must have a solid understanding of the data origins and data structures • will develop queries/reports/dashboards for their agency • will have unrestricted access to agency data in the data warehouse • will be responsible for limiting access to sensitive data within their agency • will be the contact point in their agency for issues and concerns related to the data warehouse

25. SMART Cutover Strategy

26. What is Cutover? The transition period from legacy systems (STARS, SOKI and agency legacy systems) to new systems (SMART) and to new business processes • Final STARS and SOKI close • Conversion of legacy data • FY2011 transactions in SMART

27. Why is Cutover Important? • Provides a detailed plan to navigate an intensive and highly orchestrated set of activities that impact all agencies • Provides a detailed plan for the successful interface/integration of Central systems with SMART, which impacts all agencies • Provides procedures and structure to help agencies who are: • Decommissioning legacy systems (agencies stop entering transactions on specific dates) • Retaining systems that interface with SHARP and SMART (agencies must switch over to the new interfaces on specific dates) • Loading and validating converted data (this activity must be performed within a prescribed timeframe)

28. High-level Cutover Timeline May June July August Load Purchase Orders/ Encumbrances into SMART Load Appropriation & Op Budgets into SMART STARS Shutdown SMART Go-live Agency Data Conversion & Validation SHARP Cutover Preparation & Administrative Activities SOKI Shutdown 06/23 Go-live for Time and Labor and SHARP II open to all users 06/29 Last day for Agencies to Enter Transactions in STARS 07/01 Agencies Enter Transactions in SMART 07/06 Last day for Agencies to Enter Deposits in SOKI

29. Who is Involved in Cutover? • Sunflower Project Deployment Team • Central Agencies (A&R, DOB, DPS, DISC, STO) • State Agencies – agencies will have specific tasks and timeframes – even agencies using the Service Center

30. How is Cutover Executed? Sunflower Project has developed a detailed cutover plan showing dependencies, timeframes and “owners” Detailed checklists will be used for planning and tracking Cutover activities Agency will use an agency cutover template to create their own detailed cutover plan (copies in Excel can be downloaded from the Project website) Agencies should conduct one or more “dry-runs” of their cutover plan in late-April through May to validate their activity sequencing, procedures, roles/responsibilities, etc.

31. Excerpt of Agency Cutover Calendar

32. Concurrent Processing • Will we still have 2 weeks at fiscal year-end to do processing? • The last day for agencies to enter transactions in STARS will be June 29th • The last day for agencies to enter FY10 receipts in SOKI will be July 6th • In mid-July FY10 ending G/L balances will be extracted from STARS and loaded into SMART • Will FY10 processing be done in SMART? • No, all FY10 transactions will be done in STARS or SOKI. All FY11 transactions will be done in SMART.

33. Concurrent Processing (continued) • Will FY11 processing be done in STARS or SOKI? • No, all FY11 transactions will be in done in SMART. All FY10 transactions will be done in STARS or SOKI. • Will there be a period where STARS, SOKI and SMART will be concurrently transactional? • Yes.  From July 1 through July 6, STARS will receive FY10 transactions from SOKI, while during the same period, agencies will be entering FY11 deposits, interfund vouchers and journal vouchers into SMART.

34. Concurrent Processing (continued) • Have decisions been made regarding concurrent processing for encumbrances? • Final amounts for STARS’ encumbrances will be converted in to Purchase Orders (encumbrances in SMART in mid-July) • These encumbrances will be available for agencies to transact against for final STARS payments entered prior to STARS shutdown (June 29th)

35. Cutover Considerations • Liquidate Encumbrances • Reminders sent from Accounts & Reports – began in December 2009 and will continue through May • Complete SOKI Interfund Transactions • A&R will begin sending reminders to agencies to close outstanding IFVs and JVs • Adding Vendors in June, 2010 • Project staff will begin working with agencies regarding vendor adds during June after vendor conversion

36. SMART/SHARP Integration

37. Key Milestones for SMART/SHARP Tasks Key dates/deadlines for agencies to review and change values in SHARP and SMART Key dates for Sunflower Project to sync common configuration values between SHARP and SMART Nov 30 Dec 11 March 15 Spring 2010 June 18 June 21 Deadline for agencies to submit final version of SMART/SHARP tasks Deadline for agencies to submit combo codes for SHARP Deadline for agencies to complete changes in SHARP Sunflower Project publishes SMART configuration data (Fund, Budget Unit, Program, Location, Agency Use, etc.) to SHARP Sunflower Project publish SHARP configuration data (Dept Ids, employees) to SMART

38. ComboCode Maintenance HR department and Finance department do not need to be one-to-one relationship.  They can be mapped via combocodes.  In another words, the department ChartField on the combocode does not have to equal to the value of the department the employee resides in. If agencies decide to create new HR departments and move people into the new HR departments, they have to create position pools under these new HR departments and assign funding using the CURRENT combocodes in SHARP

39. 10 Minute Break • Please return promptly so the meeting may end on time • If you wrote questions on note cards: • Pass them to a presenter • Include your name and agency • We will respond to all questions

40. Break Please return in 10 minutes C

41. SMART UPK

42. Web Catalog in SMART

43. SMART Support

44. SMART Help Desk Vision “The SMART help desk provides prompt, professional support.” • The help desk will be the initial support provided to agencies when they encounter incidents in SMART • Incidents are questions or issues that interrupt the ability of the SMART end-user to be productive

45. SMART Help Desk Vision (continued) • The SMART support structure is composed of four tiers who work cohesively on end-user support issues • Agencies are an important part of this structure and are being asked to designate SMART help desk contacts for users in their agency to go to first and who will interact with the SMART help desk

46. Support Resources The following resources will be available to assist agencies in resolving incidents at the Tier 0 level: • Online self-service website– log incidents, review resolved incidents, and search a knowledge base • SMART website – FAQs, CAN presentations • SMART training materials – UPKs, Web-based training courses, job aids, business process flows

47. SMART Service Center • The SMART Post Go-Live Support structure will include a Service Center • Will process transactions for participating agencies • No fee to utilize the Service Center the first year • Held Kick-Off Meeting with potential Service Center Agencies on November 4, 2009 – following up with agencies that did not attend • Service Center is not an all or nothing approach, agencies can key some transactions online while using Service Center for less frequent transactions

48. SMART Service Center (continued) • The SMART Service Center will provide the data entry and oversight; the agency is still in control of their own business activities  • Service Center agencies can still inquire on their data online or through data warehouse even if they elect not to key online • Specific forms are being developed for agencies that utilize the SMART Service Center to cover all of the different modules

49. SMART Service Center (continued) • Agencies must complete training in order to get access to SMART • Contact Pam Fink, Service Center Manager at 785.296.7703 or via e-mail at pam.fink@da.ks.gov if you are interested in participating in the Service Center

50. Agency Task List Update