Identifying/Removing Obstacles Sunflower Project Statewide Financial Management System Update

1. Identifying/Removing ObstaclesSunflower ProjectStatewide Financial Management System Update May 13, 2009

2. Today’s Topics • Introductions • Purpose of Meeting – Gary • Barriers to Agency Tasks – Gary • Review of the Schedule – Paul • Agency Tasks Relative to Each Phase – Gary • On-going Communications – Paul • Open Questions • Take-aways

3. Purpose of Meeting • Identify and address barriers to agencies’ progress in developing interfaces and modifying systems to support SMART implementation • Establish stronger channels of communication and increase the project’s responsiveness and support for agencies

4. What Issues, Questions or Concerns Would You Like Addressed? • We need to know about the programs/program codes soon in order to proceed with planning and changes in the MMIS system. • Not sure, just don’t know what I am suppose to do at this point of the project. • Agency specific values. How to populate fields that we don’t have a value for – spaces or zeros? • Limiting number of email notices/requests. • Actual status of the project vs. project timelines. • Will all of the conversion file layouts be provided? (including the ones to convert data from STARS?)

5. Barriers to Agency Tasks Updated List of Interfaces Posted to Website

6. Barriers to Agency Tasks Recent Decisions and Impact on Interface Design - Encumbrances • Agencies will use a combination of PO and G/L to encumber funds at year end • If the vendor is known use a PS Purchase Order • If the vendor is not known, i.e. “blanket” encumbrance use a G/L encumbrances • G/L encumbrances must be manually converted to a Purchase Order on-line in SMART to establish a PO encumbrance (normally a fiscal person) • Then the INF02 interface (voucher load containing the PO#) can be processed to liquidate the encumbrance

7. Barriers to Agency Tasks Recent Decisions and Impact on Interface Design - Interfunds • Solution will use A/R and A/P modules and associated interfaces (INF02 and INF44) • Interagency receivables and payables are recorded on the books • Selling agency enters a deposit in Accounts Receivable (AR) • Buying agency enters and pays the voucher in Accounts Payable (AP) • SMART will be modified to match the paired transactions so that an agency can view both sides of the transaction • Each agency controls the entry and approvals of its side of the entry • Agency-to-agency notifications via workflow or email • Each agency can view both sides of the entry • No identified changes expected to INF02 and INF44 to support interfunds

8. Barriers to Agency Tasks Recent Decisions and Impact on Interface Design - Autonumbering • Agencies can use auto-numbering functionality in PS • or • Agencies to choose “smart” numbering to avoid major changes to systems and change management issues

9. Barriers to Agency Tasks Lack of knowledge of PeopleSoft

10. Signing In to PeopleSoft You will sign-in to SMART using a User ID and Password set up using same schema as SHARP Core User Security

12. INF02 and INF03 SMART Agency System SMART staging tables and edits INF02 – Voucher Load INF03 – Outbound Payment Information

13. INF02 – Voucher Load

14. SMART Integration Est. Amounts Payroll Expenses Time & Billing Status Update Labor Encumbrances Project Data Project Costing Payables T&L Data Award Data Grants Contracts Payroll Billable Transactions Personnel Data Purchasing Journals, F&A, Budgets Billing Human Resources PO Data Invoiced Amounts Accounts Payable Accounts Unbilled AR Receivable General Ledger Payables AR Payroll Expenses Cash

15. Chart of Accounts Approach is to publish as much detail as possible as it becomes finalized Chart of Accounts structure was published in April Project team will work with agencies to define detailed values in Build Phase (May – July, 2009)

16. Chart of AccountsGeneral Ledger Business Unit • One GL BU per agency • Requires additional set-up and maintenance effort by A&R, but… • Provide more flexibility to configure SMART to agencies’ unique business needs • 5-digit numeric value = [ 3-digit agency number ] + 00

17. Chart of AccountsFund The 4 digit Fund codes in STARS will also be used in SMART

18. Chart of AccountsAccount • Specifies the balance sheet account or operating account on the transaction • 6-digit numeric value= [ pre-defined 1-digit account type code: 1 – Assets, 2 – Liabilities, 3 – Equity, 4 – Revenue, 5 – Expenses. Statistical account numbers will begin with a 9 and transfers will begin with a 7] + [ current 4-digit STARS subobject codes ] + 0-9 [ allows for additional level of detail ]

19. Chart of AccountsDepartment Identifies an organizational entity within the agency associated with the transaction 10-digit numeric value = [ 3-digit agency number ] + [ 7-digit value defined by agency ] Compare with STARS DeptID: 5-digit numeric value = [ 3-digit agency number ] + [ 2-digit division code ] Agency defined Work with SHARP contacts to coordinate updates when defining values in SMART chart of accounts

20. Chart of AccountsBudget Unit The 4 digit Budget Unit codes in STARS will also be used in SMART This Budget_Ref on the interface layouts, e.g. INF02 on the voucher distribution line

21. Chart of AccountsProgram • Identifies a specific good or service provided in response to a social or individual need or problem • Enables the State to capture costs associated with a specific program • Agencies will need to work with Division of the Budget analysts to determine the 5-digit values • For some agencies there will be changes to the current 5 digit PCA codes from STARS, i.e. newly defined values

22. Chart of AccountsProject • Identifies the project associated with grant and project transactions • These transactions can cross budget years, funds, and departments • This chartfield is optional • 15-digit alpha-numeric value • Project IDs are created when a project is added in the Project Costing Module • Agency defined

23. Chart of AccountsService Location • Identifies a specific location (building or site) • Enables the State to capture costs associated with a specific location • This chartfield is optional • 5-digit alpha-numeric value • Will be defined during agency configuration activities • Agency defined

24. Chart of AccountsAgency Use • Used to fulfill agency-specific reporting requirements • This chartfield is optional • 10-digit alpha-numeric value • Will be defined during agency configuration activities • Compare with STARS Agency Use chartfield: 16-digit numeric value • SMART captures same information in other fields • For example, enter free form descriptions in designated Description fields • Agency defined

25. High-Level ScheduleKey Interface Activities & Timeline Sunflower Project Timeline

26. High-Level ScheduleKey Interface Activities & Timeline Sunflower Project Configuration Stages

27. Configuration Stages Configuration Designs – Documents the intended usage of configuration tables needed for the in scope business processes. Sample Configuration Values – Consists of valid test data in some cases (ex. vendors, budgets, projects) or valid actual data in other cases (ex. funds, accounts, reason codes) to be used for initial interface testing. Full Configuration Values – Consists of the valid actual data to be used for production. Valid test data will still be required since some configuration will not be known until the time of conversion.

28. Configuration Crosswalk • Interface Name – Specifies the interface whose fields are being configured • Configuration Field – Specifies the interface field configured • Description – The description for the configuration field • Fixed/Variable – Specifies if the value is constant or variable • Fixed Field Value – The fixed field value • Agency Input – Indicates if the agency provides the set of configuration values to SMART • Configuration Design – The configuration work unit that will assist agencies in determining what data to provide in the interface field

29. Configuration Designs For the 7 most widely used interfaces, we just published a configuration guide for each of the 7 layouts

30. Configuration Designs For each of the configuration fields on the layout, the configuration design is named and posted to the website. Example: Account Configuration Screenshot

31. Configuration Designs The configuration design document indicates how the configuration field will be used by the State Example: Account Field Usage Approach • The current 4-digit STARS revenue and expenditure sub-object codes will be used as the foundation for the new 6-digit account code in SMART. Additional account values will be added to provide additional detail. Meetings will be conducted and/or tasks will be sent to the agencies to ensure all of the necessary account values are considered. • The first digit of the account number will correspond to the account type: 1 – Assets, 2 – Liabilities, 3 – Equity, 4 – Revenue, 5 – Expenses. Statistical account numbers will begin with a 9 and transfers will begin with a 7. • The field length will be 6 characters. The purpose of the account ChartField is to define the transactions and specifies the balance sheet account or operating account (i.e. expenditure or revenue object code) on the financial transactions. • Account is required on all transactions.

32. Interface Testing Schedule Key Interface Activities & Timeline Sunflower Project Agency Interface Testing Timeline

33. Interface Testing Schedule Key Interface Activities & Timeline Sunflower Project Agency Interface Testing Timeline

34. Interface Testing Components • Connectivity Test – Validates agency files can be successfully loaded to and from SMART. This is a prerequisite for Interface Testing kick-off for an agency. • Assembly Test – Will determine if interface files can be processed by the sending and receiving systems. This will validate the file layouts, formats and initial data values. • SMART Conditions Test – This phase will execute the test conditions identified by the SMART project to test the SMART interface and processing requirements. • Agency Conditions Test –This phase will execute the test conditions identified by the agency to test agency interface and processing requirements that may not have been covered during SMART Condition Testing.

35. Agency Tasks – Next 60 days • Determine interfaces needed by agency • Download updated layouts on website and review • Map STARS chart of account values to SMART (involve agency fiscal folks); DeptID, Program, Service Location, Agency Use are “owned” by agencies • Identify changes to system(s) required to generate interface values • Identify edits • Develop a design document • Update project plan with additional detail; plan should sync with overall project plan • Schedule visit during office hours to get questions answered

36. Agency Tasks – Design Phase • Work backwards – determine valid values needed to create interface file • Separate static values from dynamic values: • Static values (Business Unit, Origin) – programmed once • Dynamic values ($ amount, Account, Fund, Program, deptID, Service Location) extracted out of agency systems • Start with what is known – most chart of account values are known; some such as DeptID and Service Location are new and need to be defined by agency fiscal staff • Stub out – use surrogate values for design purposes if actual values have not been fully defined yet

37. What Issues, Questions or Concerns Would You Like Addressed? • We need to know about the programs/program codes soon in order to proceed with planning and changes in the MMIS system. • Not sure, just don’t know what I am suppose to do at this point of the project. • Agency specific values. How to populate fields that we don’t have a value for – spaces or zeros? • Limiting number of email notices/requests. • Actual status of the project vs. project timelines. • Will all of the conversion file layouts be provided? (including the ones to convert data from STARS?)

38. Ongoing Communication Strategy • How we will communicate with you: • Website Postings – We will continue to post documents and FAQs to the website as a distribution mechanism • Office Hours – We will continue to have office hours where you can come in and receive one-on-one attention for your questions or issues • Monthly Interface Meetings – On an ongoing basis, we will hold monthly meetings to communicate project status, respond to common issues, discuss upcoming activities in more detail and to provide another forum for dialogue • eMail – We will send periodic email with new information as it becomes available, including follow-ups from monthly meetings

39. Ongoing Communication Strategy • How you can communicate with us: • 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” • The bottom line: • We want to keep the communication channels open. We will strive to tell you what we know when we know it, and we need to hear from you if there is something preventing you from proceeding. • If you leave this meeting still not knowing how to proceed, please contact us immediately!