August Interface Monthly Meeting Sunflower Project Statewide Management and Reporting Tool Update

1. August Interface Monthly MeetingSunflower ProjectStatewide Management and Reporting Tool Update August 18, 2009

2. Today’s Topics • Introduction – Zachary Keys • Milestones – Zachary Keys • SMART Project Update – Fred Barnes • Top 5 FAQS – Fred Barnes • Interface Test Approach – Kurt Meisner • Closing – Zachary Keys

3. Agency Milestones/Tasks • Milestone Status: • 14/33 agencies have submitted data mapping layouts • 13/33 agencies have completed their connectivity testing

4. Project Update • Updates: • The file naming standard has been changed to: • XX.TOSMRT.AP02.XXXX.DYYMMDD.THHMMSS.in • XX.FMSMRT.AP02.DYYMMDD.THHMMSS.out • DA.GBSMRT.GL15.DYYMMDD.THHMMSS.out • Date/Time will be used in the file naming standard as the file numbering solution • Transmittal sheets will not be required except for interfaces requiring manual effort • Interface layouts will not be produced for INF24, INF43, or INF50 as these processes do not require agency development or data mapping • Layout updates have been published per the bi-weekly communications sent to agencies • The new INF46 and INF51 Time and Labor interface layouts are published

5. Project Update • Updates: • The INF48 layout is in ‘team review’ • The Interface Test Approach document has been distributed to agency primary contacts and published to the web • Business Process Workshops have been scheduled • Account, Fund, and Budget Unit values have been published • Outbound files (excluding INF01 and INF15) will be sent from SMART as a single file for each Business Unit • Agencies using INF02 and having converted encumbrances may need to use INF18 to get the SMART purchase order number • The upcoming monthly interface meetings are scheduled on: • September 8th • October 13th • November 10th • December 8th

6. FAQs • Top 5 Frequently Asked Questions: • Is there a hard date where layout updates will no longer be made? Future layout corrections will be made only if they are required for the interface to function properly. The project has instituted a new approval process in which management will determine whether a change is warranted, taking into account the effects on all agencies. • Can I contact the SMART team directly with questions? The interface team should be contacted via the SunflowerFMS@da.ks.gov email. During interface testing, we will identify a project contact for each interface. • Are deposits put into the system as soon as they are run? Deposits interfaced/uploaded during the day will not be available when the interface is run.  Additional batch processes that will be run periodically throughout the day must be executed before the deposits are available. That schedule has not yet been determined.

7. FAQs • Top 5 Frequently Asked Questions (cont): • What is the difference between INF19 and INF29? INF19 (Module Transaction Interface) provides two files to agencies. One file contains deposits without receivables. The second file contains journal vouchers. INF29 (Outbound Deposits) contains deposits with receivables. • When will the configuration values be ready? Configuration values required for agency development will be provided to agencies during Interface Test, two weeks prior to the scheduled test of the related interface.

8. Interface Test Approach Overview • The Interface Test Approach will provide: • Overview of Interface Test • The Functionality to be Tested • Roles and Responsibilities • The Test Strategy • Key Dates

9. Overview of Interface Test • Overview: • The objective of Interface Test is to verify that correct data is passed between Agency systems and SMART • All new Agency SMART interfaces and spreadsheet uploads will be tested • Interfaces are logically grouped into stages for testing • Data conversion activities are excluded from Interface Test • The DISC mainframe will be used as a conduit between Agency systems and SMART • Agencies will use security credentials to access the DISC mainframe to send and receive files from SMART • A primary contact on the Interface Team will be identified for each interface

10. Roles and Responsibilities • Agencies are Responsible for: • Providing inbound interface files • Retrieving outbound interface files • Retrieving outbound error files • Processing outbound files from SMART in Agency systems • Notifying the Interface team when files are successfully processed in Agency systems • Analyzing interface error files • Notifying the Interface team of issues with Interface Test • Understanding the Interface test conditions and schedule • Testing and developing agency interfaces

11. Roles and Responsibilities • The Interface Team is Responsible for: • Providing outbound interface files • Processing inbound interface files • Developing test scripts and conditions • Executing test scripts in SMART • Validating the expected results of an interface test • Providing outbound error files to the DISC mainframe • Logging System Investigation Requests (SIRs) for errors • SIR Tracking • Coordinating the schedule of SMART processes • Providing agencies with configuration values required for testing • Validating that Entry and Exit Criteria are met

12. Interface Test Strategy • Test Structure: • The test stage structure is based on the time dependencies and logical grouping of interfaces within SMART • Interface Test will consist of 6 successive stages • Agencies are required to complete testing in the order of the test stages • An Agency will only participate in stages which test interfaces used by that Agency • Spreadsheet uploads will be tested in Cycle 6

13. Interface Test Strategy • Test Structure: • Stage 1 – Outbound Configuration Interfaces (9/1/09 – 10/12/09): • Confirms that the outbound interface files are successfully processed in Agency systems • Provides SMART chartfield and vendor values to agencies for use in future testing stages • The initial download for INF01 – Vendor Outbound and INF15 – Chartfield Extract will occur on the first day of the testing period • Incremental updates (for INF01 only) will then be performed to provide deltas to the agencies • The outbound interface files in Stage 1 will not be segregated by agency

14. Interface Test Strategy • Test Structure: • Stage 2 – Inbound Interfaces (10/5/09 – 11/18/09): • Confirms that the inbound interface files load successfully, without errors • Provides transactions which will be used for stage 3 testing • Confirms that agencies can properly process SMART data received in Stage 1 • Stage 3 – Outbound Interfaces/Return Processing (10/26/09 – 11/25/09): • Confirms that the outbound interface files are successfully processed in Agency systems • Processes transactions used in stage 2 and returns the transactions to agencies where applicable

15. Interface Test Strategy • Test Structure: • Stage 4 – Inbound Error Processing (11/30/09 – 1/15/10): • Confirms that the inbound interfaces detect errors in files sent from Agency systems • Uses SMART Commitment Control functionality to detect budget checking errors as appropriate • Stage 5 – Additional Inbound Interfaces (11/15/09 – 1/15/10): • Confirms that the inbound interface files are successfully processed in SMART • Tests interfaces used by a very small group of agencies with special needs. • Stage 5 (cont) – SHARP Interfaces (11/15/09 – 1/15/10): • Confirms that the SHARP inbound interface files are successfully processed in SMART

16. Interface Test Strategy • Test Structure: • Stage 6 - Agency-Defined Testing, Spreadsheet Uploads, Regression Testing, and Direct Connect Testing (1/15/09 – 3/15/09): • Validates Agency-defined conditions for inbound or outbound testing • Allows Agencies to perform regression test as needed • Validates the Direct Connect integration between SMART and vendor websites • Agencies will not be involved in Direct Connect testing • Confirms that the Spreadsheet Upload interfaces are processed successfully in SMART

17. Interface Test Strategy • Error Notification: • SMART will provide system generated error files to the Agencies via the DISC Mainframe • Error files will contain the invalid data and a description of the error • Message logs containing statistical information will also be provided to Agencies via the DISC Mainframe

18. Interface Test Strategy • Interface Test Filenames: • All test files will have a “T” before the file direction • Inbound files will have the following format: XX.TTOSMRT.AP02.XXXX.DYYMMDD.HHMMSS.in • Outbound files will have the following format: XX.TFMSMRT.AP01.DYYMMDD.HHMMSS.out • The filename for error files will be the same as the related interface but with a ‘.err’ suffix • The filename for message log files will be the same as the related interface but with ‘.log’

19. Key Dates

20. Closing • How you can communicate with us: • Surveys – Please let us know how we are doing • 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” with suggestions, comments or questions