Sunflower Project Change Agent Network Meeting #9

1. Sunflower ProjectChange Agent Network Meeting #9 February 17, 2010

2. Welcome

3. Meeting Agenda • Welcome • Project Status & Current Events • Policy Updates • SMART Cutover Strategy • Interface & Conversion Update • Data Warehouse and Reporting Update • SMART/SHARP Integration • SMART Support • Finance Updates • Training Update • Agency Task List Update • Wrap Up

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

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

6. Project Status & Current Events

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

8. Sunflower Project Current Events We are only 19 weeks and 95 work days from SMART go-live! Agencies and the Project team continue interface testing and conversion testing Role Mapping is completed! Priority training registration is underway Detailed cutover planning is continuing Readiness Assessment #4 due March 1st SMART Help Desk Build is progressing Policy and Procedure Manual is being updated

9. Service Center • Reminder… • Service Center is not an all or nothing approach, agencies can key some transactions online while using Service Center for less frequent transactions • Service Center provides data entry and oversight; the agency is still in control of their own business activities • Is available for agencies who may need to utilize for a transition period until they can train all users • There is no charge for the Service Center for the first year • Individual meetings are occurring with agencies identified as Service Center participants through February and March • Planning is underway for agency meetings in April and May

10. Service Center (continued) • It’s not too late! • Have questions? • Want to know more about the Service Center? • Contact Pam Fink, Service Center Manager at 785.296.7703 or via e-mail pam.fink@da.ks.gov

11. Policy Updates

12. Purchasing - SB446 • Current statue KSA 75-3744 defines Execution and Approval of Contracts • Statue was reviewed for relevancy to current business practices • Proposed repeal of KSA 75-3744 • As of February 11, 2010 • Passed by the Senate • 40 Yeas • 0 Nays

13. Travel and Expense Proposed Rules and Regulation Changes Travel per diem was reviewed and proposed moving to a meals based allowance January 4th hearing before Joint Committee on Administrative Rules and Regulations March 8 Public Hearing in Landon State Office Building, Room 106, 9:00 AM

14. Conversion of FY10 Encumbrances • Circular 10-a-09 Transitioning Encumbrances to SMART • http://www.da.ks.gov/ar/infocirc/fy2010/ic10a009.htm • All STARS Encumbrances with vendor numbers will convert to SMART Purchase Order Encumbrances • It is highly recommended that agencies create DA-107 encumbrances for 2010 year-end • It is highly recommended that existing DA-118’s be converted to DA-107’s with a vendor number • All STARS Encumbrances without vendor numbers will convert to SMART General Ledger Encumbrances • All outstanding encumbrances must be in STARS by June 29, 2010

15. Conversion of FY10 Encumbrances (continued) • Review the encumbrance listing provided by A&R on 02-02-2010 • Use to review and cancel any unneeded STARS encumbrances • Review DA-118 encumbrance and convert to DA-107 where possible • Funding for converted encumbrances will be converted as follows: • Program and Department will be set to a general conversion value • Fund, Budget Unit and Account will be cross-walked from STARS to the equivalent SMART values • Outstanding encumbrances will be recorded against the appropriate budget period • An informational circular will be issued with updates to year-end procedures

16. Conversion of FY10 Encumbrances (continued) • STARS Encumbrances converted without vendor numbers as a GL encumbrance in SMART will require additional manual effort in SMART before payment can be made • Agency will need to reduce the GL encumbrance by creating a journal entry • Agency will be required to create a prior fiscal year requisition in SMART • Once requisition is sourced to PO agency will need to place PO on hold • Agency will need to contact A&R to change PO budget date • Agency will remove PO hold, PO will be budget checked • Agency can then enter PO related Voucher to process payment • Agencies are strongly encouraged to use the DA-107 encumbrance for FY10 year end, these will convert to SMART PO encumbrances • DA-107 converted encumbrances will not require the process noted above

17. SMART Cutover Strategy

18. Cutover Planning & Practicing • Cutover planning is proceeding with increasing detail • Several practice cycles of cutover will be executed between March and May • Dry Run is a full sequence of cutover activities over five weeks • agencies submit conversion files on a specific date and validate the conversions by a specific date • some agencies will enter converted data on-line • Dress Rehearsal is full sequence of cutover activities executed in the same time windows, i.e. 24x7 and weekends, in which cutover will actually take place

19. Cutover Strategy • Clarification: • January newsletter had 6/30/10 as last day to enter transactions in STARS • Correction 6/29/10 is last day to enter STARS transactions • February newsletter will include this change • Reminder to download the cutover calendar from the website and personalize for your agency

20. Interface & Conversion Update

21. Interface and Conversion Timelines 2010 We are Here! Interface Testing Cycles Mock 1 Conversion Testing Mock 2 Conversion Testing Mock 3 Conversion Testing Extract & send final data files Agency Conversion Data Cleansing Cutover Activities

22. Interface Activities / Milestones

23. 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 • Includes budget checking • Agency access to the Sunflower project test lab; agencies go online and view their transactions and correct errors – by appointment • Continue to hold daily conference calls with agencies until end of Stage 6 3/15/10 • 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

24. Consequences of Not Meeting Stage 6 Deadline • Agencies that do not pass Stage 6 will not be permitted to interface transactions into SMART • Agencies will have to output transactions from their source system(s) and either: • Manually key data into SMART • Use the spreadsheet upload • After go-live agencies will work with DISC to interface into SMART

25. Stage 6 Interface Progress Planned Actual

26. Conversion Activities / Milestones – Flat File or Excel

27. 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

28. 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: • High usage of module/functionality • Retiring and/or decommissioning systems • Using Time and Labor • Large volume of on-line users • Interfacing agencies • Highly engaged with the project • Will have Help Desk support

29. Data Warehouse & Reporting Update

30. Status of Data Warehouse and Data Validation SHARP data warehouse is progressing on-schedule Unit testing by the Technical Team is complete Functional testing of SHARP data will start this month (DPS, A&R, DISC) Agency folders and security for SHARP and SMART Data Warehouse are being built

31. Data Warehouse SecurityFinance • Finance Power Users will: • Create reports, move them to agency shared folders, and grant Finance Users access to specific reports • Create reports that may contain data from any and all finance functional areas (purchasing, accounts payable, accounts receivable, etc.) • Only view data in the Business Units they can view in SMART • Finance Users will: • Have access to specific folders and reports, as granted by Finance Power Users • View reports to which a Finance Power User has granted access, which may contain data from any and all Finance functional areas • Only view data in the Business Units they can view in SMART • Finance Power Users will be responsible for safeguarding any sensitive financial data by restricting access to shared folders and reports

32. Data Warehouse SecurityHuman Resources • HR Power Users will: • Create reports, move them to agency shared folders, and grant HR Users access to specific reports • Create reports that may contain data from any and all HR functional areas (personal data, benefits, etc.) • Only view data in the Department IDs they can view in SHARP • HR Users will: • Have access to specific folders and reports, as granted by HR Power Users • View reports to which a Finance Power User has granted access, which may contain data from any and all HR functional areas • Only view data in the Department IDs they can view in SHARP • HR Power Users will be responsible for safeguarding sensitive HR data by restricting access to shared folders and reports

33. Reporting Strategy & Approach – 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 prioritized 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

34. Reporting Strategy & Approach The Sunflower Project Team is meeting one-on-one with agencies to resolve reporting gaps Review reports and pre-built queries that are similar to agency description Collectively determine if existing report or query will meet requirement If yes, gap is addressed and move on to the next gap If no, determine where the report or query will be built (Production or Data warehouse) and by whom (Project Team or agency)

35. SMART/SHARP Integration

36. Department ID - Task ID 273 • Agency staff have worked with both SMART and SHARP to make Department ID requests/updates required due to the impact of SMART. • The issuance of Task 273 is a joint effort between SMART and SHARP Project and non-Project staff to update/revise agency Department ID values and this requires a joint effort at each agency between their Finance/Budget and HR/Payroll staff. • The Sunflower Project Team will create a single synchronized Department ID table that will be used by both SMART and SHARP. • Please turn in only one response per agency

37. Department ID - Task ID 273 Even if you do not need to make updates, your agency must complete a series of questions for each of your existing Department ID’s and provide a response to the Sunflower Project  to validate your current list of Department ID’s If your agency does not complete this task, SMART may not have the proper configuration necessary for your agency to conduct business on July 1, 2010.

38. Department ID - Task ID 273 Task 273 is due by March 5, 2010 This is your last opportunity to make Department ID changes prior to Go-Live on July 1, 2010.

39. Time and Labor • Time and Labor team in testing phase through April 2010. • Time and Labor has four Web-based training courses for each of the Time and Labor roles. These courses will be offered on the SHARP website starting in April, 2010. • TL370: Time and Labor Self Service • TL371: Time and Labor for Timekeepers • TL372: Time and Labor for Human Resource Administrators • TL373: Time and Labor Finance Maintenance

40. Time and Labor • New Task coming to Identify Departmental Access Needed for Timekeepers and Task Reporters • The Following Tasks will be Due again this Spring (E-mail will be sent by TL Team): • TL255: Conversion of Time Reporter Data • TL254: Task Profiles (IDs) Task Groups (IDs) • TL264: Combo Code (Detail) and Task Profile (Detail) • List of Time Reporting Codes will be published in Spring • List of Work Schedules will be Published in Spring

41. 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

42. SMART Support

43. SMART Help Desk Contacts • Agencies were asked to designate Help Desk Contacts and Liaisons (Task ID 270) to serve as the central point of contact between their agency end users and the SMART Help Desk • Designating Help Desk Contacts allows agencies to centralize questions and issues their agency end-users are experiencing with SMART as the first step in helping the end-user • SMART Help Desk Contacts in your agency will build system expertise and have an overall view of the incidents your agency is experiencing

44. What is a Help Desk Contact? • Serve as the agency’s centralized point(s) of contact for end-users who have questions or issues • Attempt to resolve questions and issues at the agency level using resources available (SMART Help Desk Web-based tool, SMART Web-site, SMART on-line training, other agency supplied resources) • Have access to the SMART Help Desk Web-based Tool (ServiceDesk) to: • Research previous solutions and related items  • Log incidents with the SMART help desk (or the SMART help desk phone number in emergencies) • Track incidents

45. Help Desk Liaisons • Each Agency designated a SMART Help Desk Liaison and back-up. Help Desk Liaisons have the same responsibilities as Help Desk Contacts • Help Desk Liaisons will also be responsible for contacting the SMART Help Desk to request or change security access to SMART Help Desk Web-based Tool (ServiceDesk)

46. Next Steps • Designate your agency’s SMART Help Desk Contacts and Liaison as soon as possible • Many agencies already have – thank you! • Help Desk Contacts and Liaisons will be invited to attend a Help Desk Kickoff in April – invitations will be sent in March

47. Break Please return in 10 minutes C

48. Finance Updates

49. Purchase Order Voucher • Vouchers have a section which allows you to copy in an entire purchase order or specific lines of a purchase order • Easing data entry • Reducing keying errors • All of the ChartFields and descriptions are brought into the voucher. You only need to verify the information and save the voucher • Partial payment can be made if only a portion of the purchase is received • Purchase Order vouchers are “matched” in SMART with the associated purchase order and receipt. This helps assure the validity and correctness of transactions and payments

50. Purchase Order Voucher UPK