ASTRA Update Sunflower Project Statewide Management, Accounting and Reporting Tool (SMART)

1. ASTRA UpdateSunflower ProjectStatewide Management, Accounting and Reporting Tool (SMART) January 13, 2010

2. Today’s Topics • Project Status • Project Updates • Role Mapping • Upcoming Agency Tasks and Events

3. SMART Improve the efficiency of the State of Kansas’ financial practices Increase the quality and timeliness of information provided to decision makers Increase the quality and timeliness of financial management information to the public Provide “real-time” view of the financial situation of the State Reduce redundancies in the financial management systems being utilized by the State

4. Project Timeline Go-live for SMART & SHARP II Testing Phase Cutover Phase December January February March April May June July Pilot Training Close STARS End User Training Agency Role Mapping Continuity of Operations Exercise Load SMART and SHARP with Production Values Workflow Workshops Complete System Testing and Begin User Acceptance Testing Train the Trainer Kick-off Agency Report Development

5. Project Status • System Testing is on-going – team will be finishing Cycle 1(Simple end-to-end processing) at the end of this week • Developing options for agency participation in User Acceptance Testing • Continuing work on cutover plan – Peggy Hanna is State Lead • Enrolling agencies in the Shared Service Center • Developing Help Desk Procedures • Train the Trainer Kick-Off is on January 27th • Data Warehouse Advisory Group 4th meeting January 29th to develop prototype agency dashboards for HR/payroll data • Developed strategy for securing sensitive data in the Data Warehouse

6. Test Sequence & Schedule Functional Team Dev. Team Interface Team Conversion Team Technical Team All Teams * - Indicates a test stage that requires agency participation

7. System Test Cycles Ten testing cycles of increasing complexity. Test conditions and test scripts for each cycle

8. Project Updates

9. Sensitive Financial Data in the Data Warehouse Based on survey results, agency requirements to secure sensitive data within their agency are diverse, e.g. Account/Object Code, Program/PCA, Dept ID, and vendor Configuring and maintaining security necessary to enable each agency to restrict agency employees from accessing specific, sensitive data elements (within their agency) is notfeasible. Bottom line…. a simpler solution is needed to restrict access to sensitive data within an agency Solution: Agencies will restrict employee access to sensitive data using restricted queries/reports/dashboards developed by agency designated Power Users

10. 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

11. P-Card Conversion and Set-Up • In order to setup P-Cards in SMART, we need: • Name and employee ID of Cardholder, Reconciler, Reviewer, Approver • Card Number • Default chartfields • Existing BPC Card data is incomplete • Not all cards are assigned to a cardholder • Default chartfields are not documented • A&R will be leading the effort to gather the required data • If your agency has BPC cards, expect to hear from A&R soon • They will provide existing data that requires clean-up and detailed instructions • Completed list of BPC cards and associated data is needed by the end of January • Important notes: • In SMART, each P-Card must be assigned to a person (i.e., Cardholder) • Role mapping for P-Card roles (Cardholders, Reconcilers, Reviewers, and Approvers) will be completed based on this task, NOT the role mapping task Note: This does not apply to the Universities or KCI.

12. State Surplus Update • How do agencies know what an asset will be sold for or if it was sold at all at State Surplus? • If proceeds >$500, Surplus returns 80% of the proceeds via interfund to the agency on a quarterly basis with an itemized listing of assets sold • If proceeds <$500, Surplus retains all of the proceeds and the agency is not notified of the sell

13. State Surplus Update (continued) • How are we going to communicate with State Surplus, how will they communicate back, and how will asset dispositions be recorded in SMART? • The agency will assign the Agency Adjustor, Transfer, Retirement Processor role to the individual authorized to record retirement transactions in SMART. In SMART, assets turned over to State Surplus for disposal shall be recorded as a retirement. The disposal code of “Retired to State Surplus” shall be selected when performing the retirement process. • Agencies are expected to establish internal controls to ensure that all disposals are properly authorized and received by an agent of the entity accepting the property. An agency may develop an internal form that meets their needs or use the SMART Asset Disposition form to document physical disposals (draft form on slide 30). If required by the agency, State Surplus will sign as receiving surplus property for goods they actually receive. State Surplus will not sign for lost, stolen or property disposed under Local Disposal Authority.

14. SMART Asset Disposition Form DRAFT

15. Role Mapping

16. What is Role Mapping? • Role mapping is where you will: • Assign security roles to specific users • Define row level security (agency level access) for your agency’s users • Setup workflow for your agency’s transactions • Role mapping affects these systems: • SMART • Data Warehouse • Time & Labor module in SHARP • To complete the role mapping task, you will use the Role Mapping Handbook as a reference to help you complete the User Role Workbook

17. Why Role Mapping Matters Access to SMART will only be granted to users after their security is configured and their required training is completed. Security Setup Role Mapping/ Workflow Access to SMART Training

18. Role Mapping – Task ID 68 • Role Mapping tasks submitted on time will have first opportunity to register for the required training  • Late Role Mapping tasks place the agency at risk for being able to complete training and complete online function in SMART at go-live  • Task Due Date • February 5

19. Role Mapping Resources • Business Process Workshop Presentations: http://www.da.ks.gov/smart/changeagentnetwork.html • Change Agent Network Materials – Screen Prints http://www.da.ks.gov/smart/changeagentnetwork.html

20. Upcoming Agency Tasks and Events

21. Training DeploymentTimeline

22. Agency Tasks Tasks that can be re-confirmed or submitted in Spring, 2010: • 201 – SpeedChart Configuration Activity – AP • 145 – Entry Type/Reason Code Configuration Activity – AR • 154 – Program Code Configuration Activity – GL • 157 – Department ID Configuration Activity – GL • 211– Agency Use – GL • 212– Service Locations – GL • 166 – Grants Setup Activity – PC • 169 – Projects Setup Configuration Activity – PC • 178 – Complete Business Unit (BU) Default Configuration Activity – PO • 252 – Time and Labor Schedule Configuration Activity – T&L* • 253 – Confirm Time and Labor Workgroups – T&L* • 254 – Time and Labor Taskgroup Configuration Activity (Step 1 and 2) – T&L* • 255 – Manual Conversion of Time Reporter Data – T&L* • 264 – Time and Labor Task Profile Upload – T&L* *selected agencies only

23. Agency Tasks February-March 2009 • Complete Role Mapping Assignment– Task ID # 68 – Due Feb. 5th • Complete Readiness Assessment #4 – Task ID # 86 – Due Feb. 22nd

24. Upcoming Agency Events January 2010 14 – Role Mapping Workshop Remote Option available during one session on January 14, 2010 20 – Change Agent Network Meeting #8 27 - Train-the-Trainer Kickoff Meeting 27 – Monthly Conversion Technical Meeting February 2010 • - Monthly Interface Technical Meeting 17 – Change Agent Network Meeting #9 25 – Monthly Conversion Technical Meeting

25. Questions and Answers

26. Project Resources • Sunflower Project website: http://www.da.ks.gov/smart/ • Sunflower Project Email Address: sunflowerfms@da.ks.gov • Sunflower Project List-serv • Sunflower Infolist • Subscribe at http://www.da.ks.gov/smart/ • Sunflower Project Site: Sunflower Project, 915 SW Harrison, Room 1181, Topeka, Kansas  66612