Sunflower Project Monthly Conversion Meeting – August

1. Sunflower Project Monthly Conversion Meeting – August August 26, 2009

2. Welcome & Introductions Fred Barnes – Data Conversion and Interfaces Lead, State Jenny Brately – Data Conversion Coordinator, Accenture

3. Today’s Topics • Conversion Tasks • Configuration Values • General Information

4. Conversion Tasks • Know your conversion plans. • Share your conversion plans. • Submit your data maps. • Prepare your files. • Know how to submit your files. • Submit your first files. These steps are only necessary for the flat file upload and Excel file upload conversions that you are performing.

5. Conversion Tasks • 1. Know your conversion plans. • *New decision, based on results of data conversion survey (Task 215).

6. Conversion Tasks • 2. Share your conversion plans. • Email the Sunflower Project (SunflowerFMS@da.ks.gov) with your plans (Subject line: Data Conversion Plans). • Ensure your Sunflower Project Primary Contact, Technical Contact, and Project Manager all share the same understanding of your conversion plans. • Involve your Subject Matter Experts, as necessary.

7. Conversion Tasks • 3. Submit your data maps. • Retrieve the file layout from the secure SMART website. • Fill out the Legacy System Mapping fields. • SMART FieldYour Field • Email your data maps to SunflowerFMS@da.ks.gov (Subject line: Data Conversion Mapping).

8. Conversion Tasks • Data Map Submissions • Assets Conversion: 13/95 agencies have submitted data maps • Customers Conversion: 0/6 agencies have submitted data maps • Pending Items Conversion: 0/2 agencies have submitted data maps • Projects Conversion: 1 agency has submitted a data map

9. Conversion Tasks • 4. Prepare your files. • Retrieve the file layout or Excel data entry template (for the Assets conversion only) from the secure SMART website. • Load your data into the format specified in the file layout or Excel data entry template. • Retrieve the configuration values from the secure SMART website. • Map your values to the SMART configuration values and populate the conversion file with them.

10. Conversion Tasks • 5. Know your submission methods. • How are flat files submitted? • Submit the flat file to the secure locations on the DISC mainframe. • All test files will have a “T” before the file direction • Use the following format: XX.TTOSMRT.CN03.XXXX.DYYMMDD.THHMMSS.IN Agency code “T” for test • SMART Conversion #: • CN03: Customers • CN12: Pending Items • CN06: Projects • CN08: Purchasing Contracts • CN09: Assets

11. Conversion Tasks • 5. Know your submission methods – cont’d. • How are Excel data entry templates submitted (applicable for Assets • conversion only)? • Email the file to SunflowerFMS@da.ks.gov (Subject line: Data Conversion Test File). • Use the following file name: • XXX_CNV009 Asset Data Entry Template_MMDDYYYY.xls(x). • 6. Submit initial file by Monday 9/21. Date you are submitting the file Agency #

12. Configuration Values • What are configuration values? • Valid SMART field values that are defined by the Sunflower Project • How do I know if there are configuration values for a particular field? • There is a “Configuration Work Unit (Cfg WUT #) column in the file layout. If there is a number in this field, you may only submit valid configuration values in your conversion file.

13. Configuration Values • How do I access the configuration values? • Review the file layouts for the conversions you are performing and determine which fields have configuration values. Look in the “Cfg WUT #” column for a code. • Go to the secure SMART website. • View the “Configuration Values” section of the page and locate the spreadsheet for that work unit.

14. Configuration ValuesCustomers

15. Configuration ValuesPending Items Complete Agency Task 415 — Entry Type and Reason Code Configuration: Due 9/4

16. Configuration ValuesProjects

17. Configuration ValuesPurchasing Contracts

18. Configuration ValuesAssets

19. Configuration ValuesAssets – cont’d

20. General InformationConversion Documents • Where are the conversion documents posted? • The conversion file layouts, the Excel data entry template (for Assets), and the configuration values are posted on the secure SMART website. • How will updates to conversion file layouts or configuration values be communicated? • Updated file layouts and configuration values will be posted on the secure SMART website. When updates occur, the Sunflower Project will distribute a communications to the Primary Contacts. Also, these will be announced at the Monthly Conversion Meetings.

21. General InformationMonthly Conversion Meetings • When are the next Monthly Conversion Meetings? • September’s Meeting • Date: Wednesday, September 23 • Time: 2:00 – 4:00 • Location: LSOB, Room 106 • October’s Meeting • Date: Wednesday, October 21 • Time: 2:00 – 4:00 • Location: LSOB, Room 106 Mark your calendars!

22. General InformationConversion Schedule

23. General InformationOnline Entry • We’re doing an “online entry” conversion. We’ve talked a lot about file • upload conversions in this meeting. What should we be doing right now to • prepare for online entry conversions? • Other than letting us know what your conversion plans are, there are no Sunflower Project tasks required at this time. • Review file layouts on secure SMART website to become familiar with the data elements you will be required to enter. • Begin identifying resources from your agency that will perform the data entry.

24. Conversion Support • EmailSunflowerFMS@da.ks.gov with questions •  Include ‘Conversion’ in the Subject line of all emails. • Schedule Office Hours with the SMART Conversion Team. •  Email SunflowerFMS@da.ks.gov to schedule an appointment. • Attend Monthly Conversion Meetings. • Visit secure SMART website to obtain file layouts: http://www.da.ks.gov/smart/ •  Click on Technical Resources tab at top of page. •  Don’t have access? Email SunflowerFMS@da.ks.gov. • Provide feedback on how we’re doing by completing the evaluation sent to you after this meeting. • Refer to Q&A’s from this meeting on the SMART website •  Click on ‘Questions & Answers’ on the home page