Sunflower Project Monthly Conversion Meeting – June

1. Sunflower Project Monthly Conversion Meeting – June June 14, 2010

2. Cutover Conversion Status • Conversion activities are in progress for the cutover! • Complete: • STARS Vendors • Customers (Agency Files, Interfund Customers) • Projects • In Progress: • Bidders • ProcMan/SRS Purchasing Contracts • Not Started: • Assets (June) • Open Warrants (June) • STARS Balances (July) • STARS Encumbrances (July) • DISC Pending Items (July)

3. Assets Conversion Submission of Final Files (Agency Task 303) • Assets conversion files are due by Wednesday 6/16 (Agency Task 303). • For agencies submitting flat files (instead of Excel spreadsheets): Email SunflowerFMS@da.ks.gov with the file name after the file has been placed on the mainframe. • If your file passed during the dress rehearsal without errors and there have not been any changes to your data between then and now, please notify us if you would like to use your dress rehearsal file for the final conversion.

4. Assets ConversionSubmission of Final Files (Agency Task 303) • For agencies that have not submitted their final file yet, a few reminders: • Use valid field values for fields that require it (e.g., Asset Subtype, Chartfields, Location/Area ID) • Populate required fields • Ensure that data is not longer than the field’s length • Verify assets are numbered sequentially in the Interface ID field of your file • Use the Asset Conversion File Submission Checklist as a checkpoint before submitting your file • New federal funds have not necessarily been entered into SMART at this point in time. Please use existing funds in your conversion file and contact us with any questions related to this.

5. Assets Conversion • Conversion files will undergo a brief review this week before they are processed. • If critical issues are noticed with your file, your agency will be contacted so that they can be resolved. • This review is not intended to catch all potential errors—only critical issues with files that would prevent processing. • Assets will be loaded into the system on Monday 6/21 and Tuesday 6/22.

6. Assets Conversion • Conversion results will be provided to agency conversion contacts and primary contacts by 9:00am on Wednesday 6/23. This will include: • List of assets that errored during the conversion, if applicable. Assets with errors will not be loaded via the conversion. Agencies will enter these assets online in SMART after go-live. • Report of converted assets from SMART. • Directions for completing Task 322—Validate that converted asset data loaded into SMART correctly during the cutover. • Agencies must complete Task 322 between 9:00am and 6:00pm on Wednesday 6/23.

7. Assets ConversionConversion Validation (Agency Task 322) • Agency Task 322 (Due 6/23): Validate that converted asset data • loaded into SMART correctly during the dress rehearsal. • The objective of the task is to review the listing of converted assets from SMART to ensure that your agency’s data carried over successfully during the cutover conversion. • After reviewing the converted data, agencies should complete the Task 322 spreadsheet that is provided with your conversion results and return it to SunflowerFMS@da.ks.gov. This spreadsheet serves as your verification that your converted data appears correct on the asset listing provided with the task. • This task will work the same as Task 311 did during the dress rehearsal, except that agencies will only have one day (June 23) to review the converted data.

8. Assets Conversion Online Entry Post Go-Live (Agency Task 327) • Agency Task 327 (Due 7/15): Enter the following assets online in SMART: leased assets, capital assets that errored out during the conversion load, and FY10 capital assets acquired in June after the conversion file submission date. • Agencies will need to enter capital assets that error during the final conversion load online in SMART by July 15. • Any capital assets acquired between June 16 and June 30 will not be able to be included in your assets conversion file. Agencies will need to enter these assets online in SMART by July 15. • The Assets Online Data Entry Template has been created to • assist agencies with this task. • Agencies must enter leased assets—capital and operating—online in SMART by July 15. • The Leased Assets Online Data Entry Template and the • ‘Entering Leases Post Go-Live’ document have been created to • assist agencies with this task.

9. Assets Conversion Online Entry Post Go-Live (Agency Task 327) • Important Notes: • This due date was previously communicated as July 30 but has been changed to July 15. • These assets should be entered with an Accounting Date of 06/30/10 in order to reflect that they are prior fiscal year assets.

10. Leased Assets • All leases—capital and operating—must be entered in SMART after go-live. • Prior to entering a lease in SMART, your agency must determine what type of lease it is—capital or operating. To do this, review FASB Statement No. 13. A lease is considered a capital lease if it meets at least one of the following four criteria: • There is an ownership transfer at the end of the lease. • The lease contains a Bargain Purchase Option (BPO). • The lease term is 75 percent or more of the asset’s life. • The present value of the minimum lease payment is 90 percent or more of the Fair Market Value (FMV) of the asset. • Leases between state agencies, expired leases, daily rentals, and service contracts should not be entered in SMART. • Rentals/leases for items such as copiers that do not extend into the next fiscal year should not be entered in SMART. Only rentals/leases with life beyond June 30th should be entered in SMART.

11. Assets Conversion Online Entry Post Go-Live (Agency Task 328) • Agency Task 328(Due 7/30): Establish relationships • between converted property assets in SMART. • Agencies will need to link property assets online in SMART by July 30. • The Asset Property functionality will be used to create an association between a building and a land record. • The Parent-Child relationship will be utilized to associate improvements with the respective land or building assets. • The following documents have been created to help agencies with this task: • Property Assets Online Data Entry Template • Search for an Asset – Property and Improvement Assets • Property Asset Entry

12. Online Data Entry Templates • Online data entry templates have been made available for the following data types: • Assets • Leased Assets • Property Assets • Customers • Pending Items • Purchasing Contracts • Projects/Contracts • These can be used to prepare data and facilitate agency entry of data into SMART after go-live.

13. Online Data Entry TemplatesAssets, Customers, Pending Items, Purchasing Contracts • The online data entry templates for these were distributed to agencies in May and have been posted on the Technical Resources page of the SMART website.

14. Online Data Entry TemplatesProjects/Contracts • Agencies are entering projects/contracts online in SMART this week. • Agencies were invited to attend sessions at the Sunflower Project site. • Data entry templates were sent directly to the agencies that needed them to prepare for this.

15. Conversion Support • This is the final Monthly Conversion Meeting. • Email SunflowerFMS@da.ks.gov with questions. • Thank You!!!