Sunflower Project Network Meeting: SMART Cutover Strategy Implementation Update

1. Sunflower ProjectChange Agent Network Meeting #13 June 7, 2010

2. Message Implementation Manager Paul Lavery Sunflower Project Implementation Manager; Accenture

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

4. Welcome and Introductions Presenters • Kent Olson, Project Director • Peggy Hanna, Deputy Project Director and Cutover Lead • Brett Bauer, General Ledger Lead • Jennifer Dennon, Agency Readiness Lead • Mary Vanatta, Help Desk Lead • Connie Guerrero, Enterprise Readiness Team Manager

5. Housekeeping Bathrooms Please set cell phones and pagers to silent 10 minute break is planned Note cards for questions

6. Project Status & Current Events

7. Project Timeline 2008 2009 2010 We are Here! Analyze Design Build/Development Test Training Deploy On-going System Support & Stabilization

8. Sunflower Project Current Events SMART goes live in 17 work days, or 3 weeks! Statewide completion of Agency Go-Live Readiness items is 32% All WBT courses are deployed ILT is approximately 56% complete ORT completed successfully on 5/28 Security is being loaded for cutover Final conversions are in progress First Production interface (INF01) begins tonight

9. SMART Transition Support Structure

10. SMART Transition Support Structure • The SMART Transition support structure is composed of four tiers who work cohesively on end-user support issues

11. Transition Structure Functions Performed Help Desk (Tier 1) • Provide end-user support – Document each incident fully; detailed and informative • Reset SMART passwords – via the phone • Maintain security access to ServiceDesk • Resolve high-level functional requests (navigation, functionality, etc.) • Escalate requests as needed to Tier 2 and Tier 3 • Create and maintain knowledge base • Provide announcements and updates

12. Transition Structure Functions Performed Finance Team (Tier 2) • Provide end user application support – detailed level functional support • Work with end-users to analyze and resolve requests escalated to Tier 1 and document in ServiceDesk software • Maintain system configuration • Escalate requests as needed to Tier 3 • Assist in maintenance of knowledge base articles

13. Transition Structure Functions Performed Technical Team (Tier 3) • Provide end user application support – detailed level technical support • Analyze and resolve technical requests • Support the data warehouse • Support interfaces and integration • Administer application and operating system security • Administer and maintain the batch process

14. Transition Structure Functions Performed SMART Service Center • Perform shared service functions for member agencies (accounts payable, accounts receivable, general ledger, etc.) • Perform centralized workflow approval functions • Initiate requests as needed to Tier 1, Tier 2, or Tier 3

15. Transition Structure Functions Performed Enterprise Readiness • Manage communications • Manage the SMART Website • Deliver end-user training • Administer and track course attendance and evaluations • Maintain data in training environment • Collaborate with Help Desk Tier 1 to link knowledge base articles with existing training materials

16. Policy Updates

17. Forms • Forms associated with SMART will be published in a new page on the Accounts & Reports website • Links from the SMART website will direct you to this new page • Forms are generally submitted electronically by attaching them to a new incident in ServiceDesk (the SMART Help Desk software)

18. Forms (continued)

19. Policy & Procedure Updates • Implementation of 100% Direct Deposit for State of Kansas • Payroll (10-P-026) • Effective October 1, 2010, all payroll and travel & expense reimbursements will be made via direct deposit • Info Circular 10-A-017 provides details regarding defaults for expense payees in SMART • Management of State P-Card and Travel Card Programs (10-A-015) • Effective June 14, 2010, management of P-Cards will be transferred from A&R to the Division of Purchases • Meal Expense Reimbursement (10-A-016) • Meal Expense Reimbursement for overnight travel • Change from quarterly to a per meal allowance

20. Service Center • 33 agencies participating in Service Center • 23 agencies – Full participation • 10 agencies – Participating in select modules • Service Center Kick-off was held May 4, 2010 • Additional meetings to discuss agency-specific details are in progress • Service Center will be located on the 11th Floor of the Docking State Office Building through Mid September • Future home will be the former Customer Service location on the first floor of the Landon State Office Building

21. Service Center (continued) • Each participating agency has a designated Service Center Accountant • Participating agencies have access to the entire team of Service Center Accountants as needed • Service Center Accountants coordinate with Division of Budget Analysts • Each request requires documentation in writing • Method of submitting documentation will be standardized for each agency’s finance operations • Copies will be held by the Service Center • By request, we are arranging to return originals to agencies • Forms will be used on a limited basis to communicate information, such as control totals • Forms will be published later this month

22. SMART Cutover Strategy

23. Operational Readiness Test • Thank you to all the agencies who participated in ORT! • This activity was a valuable step in preparing for go-live • Your participation was critical to the success of ORT • We recognize that there were some bumps along our ORT path • Those bumps are to be expected – they are the reason we have ORT in the first place • We are applying lessons learned to the cutover plan and post go-live operations

24. Operational Readiness Test – Lessons Learned • In order to obtain correct vendor numbers and ChartFields, interfacing agencies MUST: • Clear out vendor files and reload a new INF01 • These vendors will have the final vendor number after the final conversion • Clear out ChartFields and reload a new INF15 • These will be available on June 7th and June 8th

25. Operational Readiness Test – Lessons Learned (continued) • On the INF02, each voucher can have no more 5,000 rows/lines • Vouchers should be split to meet this requirement, but will be rejoined for the payment

26. Operational Readiness Test – Lessons Learned (continued) • Each agency is responsible to ensure its transactions process completely • Interfaces and Excel uploads generate error messages for certain types of issues • Even if no error message is generated, often some online processing is required • There are several potential fail points for different types of transactions • Job aids are in development to help users recognize and avoid common problems

27. Operational Readiness Test – Lessons Learned (continued) • SMART only processes transactions containing valid ChartField values • Download INF15 (ChartField extract) and review your agency’s valid values • Update source systems and agency documentation as needed

28. Operational Readiness Test – Lessons Learned (continued) • ORT Lessons Learned Survey • Agencies who participated in ORT were asked to respond to survey questions related to lessons learned • We are compiling responses and will share additional lessons learned at the next CAN meeting

29. Key Interface Dates Interface Dates for agency-facing interfaces: • June 7 – Begin daily execution of INF01 – Vendor Download (Task ID 307) • From June 5 to June 30, all new vendors will needed to be added by Accounts and Reports in STARS. Starting July 1, agencies can add vendors in SMART. • June 8 – Begin daily execution of INF15 – ChartField Extract (Task ID 308) • June 28 – Begin bi-weekly execution of INF42 – Time & Labor Interface • July 1 – All other agency interfaces begin (Task ID 292)

30. Complete Final Data Conversion * Agencies completing this task received invitations to participate in facilitated manual conversion sessions

31. Validate Converted Data * Agencies have received invitations to participate in facilitated conversion validation sessions at the Sunflower Project site

32. Manual Entry of Leased Assets • Leased assets must be entered in SMART by July 15 • Agencies who opted out of automated conversions may enter the data in SMART after go-live (this is optional). This applies to: • Customers • Pending items • Supplier contracts • Excel templates have been distributed to agencies • Use templates to gather and prepare data so that it is ready to enter after go-live • Templates are also published on the SMART website

33. Conversion of Encumbrances and GL Balances Conversion of encumbrances and beginning GL balances will occur the weekend of July 17: • Friday, July 16 • SMART closes at 2:00 PM to begin conversion programs • No access until Monday morning • Monday, July 19 • Converted encumbrances must be updated in SMART (affects 6 agencies)

34. FY2011 Encumbrances FAQ Q: I need to make payments to vendors during the first week of July. Has A&R established a process to enter FY2011 encumbrances before July 1? A: No. FY2011 encumbrances can be established starting July 1 using the SMART Purchasing module. Agencies should work with their vendors to set expectations regarding the timing of payments. More information on the batch processing schedule (including budget check and pay cycle) will be provided at CAN14.

35. Finance Team Updates

36. General Ledger Topics What is a Ledger? Commitment Control Ledgers Budget Checking Commitment Control Reporting

37. What is a Ledger? The General Ledger Commitment Control Ledgers

38. Commitment Control Ledgers Used in budget checking Stores an agency’s budget “Saves” transaction details if budget check is successful

39. General Ledger: Known as the “Actuals” ledger Records accounting entries from sub-modules Official book of record for the State of Kansas

40. Posting to CC Ledgers B U D G E T C H E C K SMART AP Commitment Control Ledgers Accounting Entries SMART AR SMART PO SHaRP PAYROLL

41. Posting to the GL Post Process Accounting Entries Journal Generator Journal Entries Journal Post Process General Ledger (Actuals) Voucher AR Update Pay Cycle

42. Detail Ledgers: Two types: Expense Revenue Check out our suffixes!

43. Expense Ledger Types

44. Appropriation Ledger Group CC_APPROP (Appropriation) CC_APR_BUD CC_APR_ENC CC_APR_EXP • Highest level of budget • Key chartfields include Department (All Agency rollup), Fund, Budget Unit, Account (All Expenses rollup) • Interfaced from IBARS & centrally managed • Spending authority granted by the legislature • Will fail transactions for exceeding dollar limit or invalid Fund/Budget Unit combination

45. Cash Control Ledger Group CC_CASH (Cash Control) CC_CSH_BUD CC_CSH_EXP Noticethat there is no “ENC” encumbrance ledger Encumbrances do not impact the cash control budget Cash budget is not associated with a calendar, thus eliminating the need to transfer cash between fiscal years.

46. CC_CASH Formula Beginning Cash Balance + Revenue Collected – Expenses = Available Cash Balance

47. Agency Operating Ledger Group CC_OPERATE (Agency Operating) CC_OPR_BUD CC_OPR_ENC CC_OPR_EXP Track budget issues warnings for exceeding budget but allows transaction to pass Agency managed/entered through online budget journal entry and/or budget journal spreadsheet upload

48. Agency Project Ledger Group CC_PROJECT (Agency Project) CC_PRJ_BUD CC_PRJ_ENC CC_PRJ_EXP Track budget issues warnings for exceeding budget but allows transaction to pass Agency managed/entered through online budget journal entry and/or budget journal spreadsheet upload

49. Revenue Ledger Types

50. Narrow your search by entering as many parameters as is known/appropriate Don’t enter ChartFields that are not budget keys Do enter ChartFields at the correct budget translation Budget Details Inquiry