July Interface Monthly Meeting Sunflower Project Statewide Management and Reporting Tool Update

1. July Interface Monthly MeetingSunflower ProjectStatewide Management and Reporting Tool Update July 14, 2009

2. Today’s Topics • SMART Interface Approach Review – Zachary Keys • Agency Milestones/Tasks – Zachary Keys • SMART Project Update – Kurt Meisner • Spreadsheet Upload vs. Flat File Interface – Kurt Meisner • Connectivity Walkthrough – Ed Payne • Closing – Zachary Keys

3. Interface Approach Review • Agency Responsibilities: • Identify required SMART interfaces • Perform data mapping for SMART interfaces • Develop and Unit-Test interfaces between Agency systems and SMART • Perform Connectivity Testing • Provide files to the Sunflower Project for Interface Testing • Perform SMART Interface Testing

4. Interface Approach Review (cont) • Sunflower Interface Team Responsibilities: • Maintain interface layouts • Communicate layout updates, recent decisions, and upcoming milestones to agencies • Coordinate and manage connectivity testing • Coordinate and manage interface testing • Provide outbound test files to agencies for SMART interfaces testing • Receive and process inbound agency test files for SMART interface testing • Meet with agencies to address questions and concerns

5. Interface Approach Review (cont) • Expectations: • Agency expectations of Sunflower Interface team • Respond in a timely manner to agency questions • Clearly communicate milestones and timelines • Clearly communicate agency responsibilities • SunflowerInterface Team expectations of Agencies • Meet all milestones and timelines • Attend Interface Workshops • Attend Office Hours to understand interfaces as needed • Submit questions to the interface team as needed • Use the monthly project plan update to communicate issues related to milestones or contact Gary Schneider at x62660 or gary.schneider@da.ks.gov

6. Agency Milestones/Tasks • Milestone Status: • 12 agencies have submitted all data mapping layouts • 3 agencies have submitted some data mapping layouts • 20 agencies have not submitted data mapping layouts - this is a major concern and the project will be contacting agencies to determine why and when • Connectivity testing begins 7/15/09

7. Project Update • Updates: • The date format for interface layouts has been updated and published with the PeopleSoft standard date format: • The interface date format has been set to MM/DD/YYYY • The interface date/time stamp has been set to MM/DD/YYYY HH:MM:SS:999999 • Interface Layouts have been updated and are published to the secure web site – communication will be sent out • Connectivity Testing instructions have been distributed to agency primary contacts and published to the web • The Interfund solution will be discussed in the Interunit Business Process Workshop • The project is implementing a new website for the SMART project, which will include project-wide FAQ’s • The next monthly interface meeting is August 18th

8. Spreadsheet Upload vs. Flat File • Spreadsheet (e.g. INF43 – Deposit Upload) • Manual process • Can be saved and reused as applicable for static data or data that has minimal changes • Convenient for small transaction volumes • User friendly • Spreadsheet users must have on-line access to SMART • Flat File (e.g. INF44 – Deposit Flat File Interface) • Automated process • Can accommodate a large volume of transactions in a single instance • Can be used for complex systems where data is difficult to extract • Processed on a scheduled basis

9. Deposit Spreadsheet Generate XML and Post • Note – This is a prototype. The deposit spreadsheet layout is still under development.

10. Connectivity Test Overview: • The DISC mainframe will be used to transfer files between agencies and SMART • The architecture will use agency specific directories similar to what is in place today • CoreFTP is the standard secure FTP client for the State • Agency access will be validated during SMART connectivity testing • Detailed connectivity test instructions have been published

11. Connectivity Test (cont) Connectivity Basics • Interface connectivity testing will consist of a file transfer to and from the DISC mainframe • The agency test coordinator must contact the Top Secret Mainframe Administrator for their connection credentials • Core FTP will be used to transfer files to and from the DISC mainframe • Interface test files will be in ASCII format • After successful completion of connectivity testing, please send an email to Sunflowerfms@da.ks.gov with ‘<Your Agency Name> - Connectivity Testing Complete’ in the subject line

12. Connectivity Test (cont) CoreFTP Troubleshooting • If issues are encountered with your password, please contact your agency’s Top Secret Mainframe Administrator • For all other issues encountered during the connectivity test, please contact the Sunflower Project at Sunflowerfms@da.ks.govand enter ‘Connectivity Testing’ in the subject line

13. Closing • How you can communicate with us: • Surveys – Please let us know how we are doing • Office Hours – Come see us! • Monthly Interface Meetings – Participate, bring your questions and issues or send them to us in advance • Email – SunflowerFMS@da.ks.govSubject “Interfaces” with suggestions, comments or questions