Sunflower Project Change Agent Network Meeting #10

1. Sunflower ProjectChange Agent Network Meeting #10 March 17, 2010

2. Sponsor Message Carol Foreman Project Sponsor

3. Welcome

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

5. Welcome and Introductions Presenters • Kent Olson, Project Director • Peggy Hanna, Deputy Project Director and Cutover Lead • Chris Howe, Division of Purchases Director • Angela Hoobler, Purchasing Team Lead • Gina Vinyard, Training Lead • Kitty DeMars, Asset Management Team Lead • Mary Vanatta, Help Desk Lead • Connie Guerrero, Enterprise Readiness Team Manager

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 15 weeks and 74 work days from SMART go-live! Interface Testing has been completed! Agencies and the Project team continue conversion testing Web-Based Training has begun Training registration is underway Instructor-Led Training begins April 5th! Detailed cutover planning is continuing Go-Live Readiness Begins Policy and Procedure Manual is being reviewed SMART forms are being developed

10. 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 • 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. Policy and Procedure Manual The Policy and Procedure Manual (PPM) is being updated to coincide with SMART implementation 27 of the 47 policies are in draft form and are now being reviewed by the SMART Team Procedures are being removed from policies since User Productivity Kits (UPK) will provide guidance Policies will begin to be released in April, 2010

13. Travel and Expense Proposed Rules and Regulation Changes During the public comment period ending March 8, 2010, the regulations were reviewed by the Joint Committee on Administrative Rules and Regulations.  • We received a comment from the committee regarding existing language in one section • The public hearing was held on March 8th, with no subsequent comments • We will proceed with the proposed changes to the regulation

14. SMART Cutover Strategy

15. Processing Timelines

16. Cutover Calendar Utilize the Cutover Calendar to understand day by day and system by system the cutover activities and impacts

17. Cutover – Agency Activities Agencies should conduct at least one and preferably more of their own dry runs in late March or April. Agency goals should be to validate their activity sequencing, their procedures, roles and responsibilities, etc. It will also be important for agencies to review their outstanding interfunds, journal vouchers, and encumbrances that are in STARS and SOKI. Agencies should make any corrections necessary, or remove old transactions. It will also be important for agencies to review business processes, what are the agency’s normal year-end activities? How will those activities be affected by the cutover calendar? What transactions or validations need to be performed earlier than normal in June?

18. Conversion of FY10 Encumbrances • 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 data sets must be in STARS by June 29, 2010

19. 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

20. Info Circulars – Encumbrances • Info Circular 10-a-09 Transitioning Encumbrances to SMART • http://www.da.ks.gov/ar/infocirc/fy2010/ic10a009.htm • Info Circular 10-a-11 Year End Encumbrances • http://www.da.ks.gov/ar/infocirc/fy2010/ic10a011.htm • For any questions related to the Info Circulars, please contact Randy Kennedy at 785.296.2125 or via e-mail Randy.Kennedy@da.ks.gov

21. Preparing For SMART Go-Live • The Sunflower Project is kicking off the Go-Live Readiness Process today • In this process, we ask you to step back and look at all your preparations for the transition to SMART • Have you prepared for: • How processes will change at your agency? • How your staff will be affected? • The Go-Live Readiness Process will help you identify and close any gaps in your agency’s overall readiness

22. We Need Your Input • Use this as an opportunity to get the most out of SMART • Understand the changes being implemented with SMART • Review impacts to your business processes • Ensure your staff are ready for the changes • Work with the project to resolve any open issues • Partner with the project to build understanding and resolve issues

23. Finance Team Updates

24. Purchasing –Delegation of Authority • Most agencies* will be delegated $5,000 purchasing authority effective July 1, 2010 * There are a few known exceptions • Change due to SMART implementation • Agencies should continue to exercise good business practices to obtain the best price possible for transactions under $5,000 • Encourage a “we don’t pay retail” attitude • Purchasing “Food Chain” Document • http://www.da.ks.gov/purch/LocalDelegatedAuthority.xls • SMART will provide insight into spend…remember mandatory use programs and contracts

25. Purchasing – Prior Authorization Policy • Prior Authorizations are part of requisition process in SMART • Since Purchase Orders are created from approved requisitions in SMART, Prior Authorization codes are expanded to cover more instances • Currently wrapping up a Legislative Post Audit of Sole Source and Emergency Prior Authorizations

26. Purchasing – Prior Authorization Processing Requisition will contain a code identifying the type If above delegated authority, requisition will workflow to Division of Purchases Once Division of Purchases approves, requisition will be sourced to a Purchase Order Agency buyer may approve the Purchase Order or, if a contract is needed, place the Purchase Order on hold until the contract is approved and finalized For a contract, when finalized, agency buyer takes the Purchase Order off hold, makes appropriate changes, then approves

27. Purchasing – Supplier Contracts Policy It is still important to have your agency attorney review the contract for completeness Watch for a Best Practices document in writing contracts Contracts that exceed LDA will be routed through the Division of Purchases by SMART earlier than the current processes

28. Purchasing – Supplier Contracts Processing • For contracts requiring Division of Purchases approval: • Enter contract information in Supplier Contracts module • Save contract in Open status • Using SMART, notify appropriate DoP buyer of contract needing approval • DoP buyer will review/approve contract in SMART and notify agency • Contracts not requiring DoP approval will be saved in Approved status

29. Construction Contracts – Not Universities Construction contracts will have similar processing as is today Agency will enter requisition in SMART once contract has been signed Requisition will workflow to DoP for processing Purchase Order will be dispatched by DoP Change orders will process through DFM as they are today SMART Change Orders will be issued by DoP

30. Construction Contracts – Universities • University construction contract will be managed by DFM similar as they are today • Universities will enter purchase orders in their respective financial systems once notified by DFM of award • Change orders will process through DFM as they are today • Universities will manage change orders within their financial systems

31. Construction Contract Payments Final payments will require same certifications as is today, but will only be sent to DFM Vouchers entered and work flowed in SMART Vouchers should have payment hold marked (reason code-other) including interfaced vouchers A&R will route to DFM for approvals before processing Once DFM approves, A&R will continue voucher processing Processing of partial payments is being reviewed by DFM and A&R with more to come

32. Division of Purchases – Issued Contracts Division of Purchases will continue to issue contracts on behalf of agencies when DoP has bid goods/services SMART will allow for collaboration of contract document between DoP and agency buyer Agency buyer must have Word 2003 OR Word 2007 in order to collaborate (NOTE – this is a correction from a previous newsletter article)

33. P-Card Processing • A&R Informational Circular 10-a-010 http://www.da.ks.gov/ar/infocirc/fy2010/ic10a010.htm • All P-Card transactions will be reconciled and approved in SMART • Vouchers will be built weekly in SMART to include all transactions approved at that point • Agencies may approve weekly vouchers or approve multiple vouchers monthly • Agencies will be able to maintain their employees’ P-Cards in SMART

34. Training Update

35. Training DeploymentGeneral Timeline

36. Training UpdateTraining Enrollment Process Who Has Access to the SMART Student Center? • End Users with roles that require instructor-led training are added to the SMART Student Center* • End Users that need only web-based training will NOT be added to the SMART Student Center • SMART End Users that do not have access to the SMART Student Center complete web-based training on the SMART Website (Example: View-Only roles) • Time and Labor End Users that do not have access to the SMART Student Center complete web-based training on the SHARP website *All employees in agencies currently using Pathlore LMS (SRS, KHPA, Revenue, State Hospitals) will already have access to the SMART Student Center using their current LMS sign-on. However, registration in ILT courses will be limited to those who are mapped to the appropriate role.

37. Training UpdateWeb-Based Training - March • For those employees who can access the SMART Student Center, the following web-based training courses are now available:   • DAGN101: Introduction to SMART • DAAP110: Introduction to Accounts Payable • DAPO120: Introduction to Purchasing • DAGL130: Introduction to General Ledger • DAAM140: Introduction to Asset Management • DAAR150: Introduction to Accounts Receivable and Billing • DAPC160: Introduction to Projects and Grants • DAGN201: Introduction to Navigating in SMART • DARP202: Introduction to Reporting in SMART

38. Training UpdateWeb-Based Training - April • The following web-based training courses are available in April:   • DAGN203: Performing Approvals • DARP204: Introduction to Business Intelligence Reporting • DAAP312: Advanced Voucher Processing • DAAP313: Accounts Payable Maintenance • DAAP314: Travel and Expense Processing • DAAP316: Accounts Payable Workflow Maintenance • DAPO323: Managing Receiving • DAPO326: Using Procurement Cards • DAAM344: Processing Depreciation

39. Training Update Instructor-led Training • Many courses either declined from estimates or stayed even • May reduce the number of sessions where the numbers are significantly smaller (Example: Billing courses)

40. Training Update Instructor-led Training (continued) • AP311: Voucher Processing grew by 50% • Added sessions to replace the dates for AP312/AP313 which are now web-based • AR352:Creating and Maintaining Deposits grew by 25% • Adding sessions • PO320: Processing Purchase Requisitions grew by 85% • Some agencies with trainers added sessions for their own; Others stepped up to train agencies other than their own • Please prioritize training enrollment for primary end users performing the task at go-live • Cancel registration for non-primary end users and enroll them in July 1 ‘Wait List’ sessions • Update Role Mapping to reflect only users attending training prior to go-live

41. Training UpdateInstructor-led Training (continued) • Enrollment reports are available for each person loaded to the SMART Student Center today • Summary of courses needed • Includes WBT and completion status • Includes enrollment status in ILT as well as start and end dates • Confirmations will be emailed two weeks prior to the class • Includes address and parking information

42. Training UpdateTraining Conflicts • As we approach go-live Training and other project events will increase in frequency • It is important agencies look ahead and understand where they may have conflicting training, events or tasks • Plan ahead to resolve potential conflicts prior to training or due dates • In some cases agencies may need to send only one representative to an event in order to attend multiple events in one day • Prioritize events and training based on criticality and need to successfully process transaction at go-live • Training seats are limited and it is imperative to prevent ‘no shows’ and always have every seat in each course filled

43. Training UpdateTraining Blasts • Critical Training Updates are going directly to end users signed up for the Sunflower InfoList Subscribe to the Sunflower Project (FMS) InfoList at http://www.da.ks.gov/gov/listserv.htm

44. Training Questions Training Questions smarttraining@da.ks.gov • Training Team is monitoring this e-mail inbox and will respond within 2 business days

45. 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

46. Break Please return in 10 minutes C

47. Finance Team Updates

48. Asset Management Topics Purpose of Asset Management Conversion Files Module Features Retirements Training

49. Asset Management – Purpose • The purpose of the Asset Management module is to provide a central repository which: • Improves safeguarding of all assets • Enhances financial reporting for capital assets

50. Asset Management – Purpose (continued) • Provides for integration of data