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Sunflower Project Change Agent Network Meeting #4

Sunflower Project Change Agent Network Meeting #4. August 12, 2009. Welcome. Meeting Agenda. Welcome Project Status & Current Events Project Decisions & Updates Data Conversion & Interfaces SMART Functional Updates Agency Task List Update Training Update SMART Demo Wrap Up.

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Sunflower Project Change Agent Network Meeting #4

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  1. Sunflower ProjectChange Agent Network Meeting #4 August 12, 2009

  2. Welcome

  3. Meeting Agenda • Welcome • Project Status & Current Events • Project Decisions & Updates • Data Conversion & Interfaces • SMART Functional Updates • Agency Task List Update • Training Update • SMART Demo • Wrap Up

  4. Welcome and Introductions Presenters • Kent Olson, Project Director • Gary Schneider, Implementation Manager • Angela Hoobler, Purchasing Team Lead • Jennifer Dennon, Agency Readiness Lead • Gina Vinyard, Training 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. Managing Historical Data • STARS Ad Hoc will be available until December 31, 2010 • STARS Transactional data will be requestable on a yearly basis at SMART go-live • FY 2001-2010 will be requestable at SMART go-live • Requested yearly data files will be downloadable similar to electronic access to STARS DAFR reports • Agencies should request transactional data for specific purposes and not for general archiving • Accounts & Reports will retain and archive STARS transactional data indefinitely

  9. Managing Historical Data • The SOKI3+ system will be available on an inquiry-only basis until December 31, 2010 • After this date, requests for SOKI3+ historical data or documents should be made to the Division of Accounts and Reports • See Accounts and Reports Informational Circular 10-a-004 issued July 30, 2009 for complete details

  10. Message from Project Sponsors July 1st marked one year from SMART go-live Project is currently in Build Phase To stay on budget and on schedule, must avoid adding to project scope Thank you for your continued support!

  11. Project Decisions & Updates

  12. Required ModuleAsset Management • Designed to help maintain control over organizational assets • Provides a central repository for all assets. • Tightly integrated with many other Financials modules • Benefits include: • Provides a central place for storing asset information • Reduces duplication of effort in entry and maintaining assets • Provides searching and reporting capabilities at the agency and state level • Use of asset management required for all assets over $5K • Agency exceptions: • Regents • Kansas Department of Transportation

  13. Required ModuleTravel & Expense • Designed to record and accurately calculate travel and expense reimbursements • Benefits include: • Workflow to track and route requests through the approval process in SMART; faster payments • Statewide standardization of travel process and methodology • Eliminates manual calculations; fewer errors • Integrated with SHARP employee data • Ability to analyze travel data at the agency and state level • Agency exceptions: • Regents

  14. Required ModulePurchasing • Purchasing is designed to process the procurement of goods and services from vendors • Benefits include: • Integration of the purchase order (PO), the receiving document, asset information and the payment for goods and services • Automated matching of PO’s with vouchers and receiving documents • PO encumbrances reserve funds and provide agencies a tool to track their financial commitments • Electronic workflow approvals with email notification to streamline approval process • Centralized procurement data improves spend analysis to negotiate better contracts prices for State purchases • Agency exceptions: • Regents • Kansas Correctional Industries • Kansas Development Finance Authority

  15. Go-Live Reporting Strategy • Extensive reporting capability will be available at go-live via: • Online inquiries • Online reports • Data warehouse reports and inquires • Agencies needing unique reports at “go-live” will have an opportunity to attend training and develop reports in a lab environment in the May – June 2010 timeframe – more to come… • The project will work to ensure critical agency reporting needs are met at go-live

  16. Go-Live Reporting StrategyConsiderations Consider the following when considering your reporting needs: • Is a report required? Can key elements of the report be accessed online in SMART? • Are there internal policies and procedures that can be changed to eliminate outdated reporting needs? • Is the format critical? Information will be provided in different formats. • How often do you access the data on the report? • High priority reporting needs would be those required to the daily operations of the agency at go-live.

  17. Cutover Approach:Minimal Concurrent Processing STARS will close in early July, shortly after SMART go-live on July 1, 2010 After fiscal close STARS encumbrances and fund balances will be converted into SMART Benefits: • SMART go-live not dependent on closing STARS • Allows FY10 revenue to be booked beyond 6/30/10 • Agencies are never without a system to enter transactions • FY10 encumbrances will be rolled forward and will be available to transact against in FY11 Challenges: • Creates compressed time schedule in early July • Agencies working in two systems for 1-2 week period (FY10 in STARS and FY11 in SMART)

  18. Data Conversion & Interfaces

  19. Conversion and Interface Timelines 2009 Agency Interface/System Modifications Connectivity Testing Interface Testing Cycles Conversion Build and Unit Test Extract Conversion Data Conversion Assembly Test Mock 1 Conversion Test Conversion Data Cleansing

  20. Data Being Converted into SMART If you maintain any of these data types, you should be involved in conversion

  21. Data Conversion Resources • ALL agencies who did not complete the Data Conversion Survey (Task 215) should email sunflowerfms@da.ks.gov with their conversion plans • If you are unsure whether your agency will convert data into SMART: • Contact the Sunflower Project at sunflowerfms@da.ks.gov – include “Data Conversion” in the subject line • Attend monthly Data Conversion Meetings • Upcoming Monthly Data Conversion Meetings are scheduled for: • 08/26/09 • 09/23/09 • 10/21/09

  22. Monthly Status Reporting for Interfacing Agencies • Submitting your updated project plan helps the Project monitor agency work conducted in parallel with SMART development • Monthly status reporting identifies agency’s current status, key issues and risks • Early identification provides opportunity to mitigate and adjust to meet the go-live date • Including the appropriate level of detail in your project plan helps track and communicate the status of each interface or development task

  23. Monthly Status Reporting for Interfacing Agencies • Project Plan details need to include: • Identifying interfaces by INF # • Base work effort on estimated work hours • Percent of work completed • Tracking data conversion individually • Updated activities and milestones are published on the SMART website under Technical Resources • If you would like a project plan to use as a reference contact sunflowerfms@da.ks.gov – include “Project Plan” in the subject line

  24. Sample Project Plan Plan incorporates high level milestones that align with the Sunflower Project activities and milestones Each milestone reflects appropriate activities and includes interface INF#

  25. SMART Functional Updates

  26. Configuration Tasks It is extremely important agencies complete the configuration tasks! • Agencies who do not complete the tasks: • Risk their ability to fully utilize SMART • Will be assigned default values or no values • If a task does not apply to your agency: • Please respond to the homework and indicate the configuration is not applicable or that default values are acceptable. • Benefits of responding include: • Knowledge, the tasks include detailed information about functions and options available in SMART • The sooner you respond to the task the fewer e-mail reminder notifications • If the module is optional and you indicate this on the first task you will be removed from future e-mail notifications

  27. Configuration Values • Actual values for Business Unit , Account, Fund and Budget Unit are published on the SMART website • http://da.ks.gov/smart/ • Account codes will continue to be refined as the result of agency input and additional discovery by the Sunflower Project team • A formal series of tasks in the Spring will allow you to validate or update critical configuration values. Until then, keep track of any changes internally

  28. Conversion of Encumbrances A one time conversion of outstanding encumbrances from STARS to SMART will occur in one of two ways • Encumbrances originally recorded using a DA118 and having no known vendor will be recorded as GL encumbrances • All other STARS encumbrances will be converted to purchase orders in SMART. The STARS encumbrance # will be referenced on the SMART purchase order in the PO Ref field For more information about encumbrances, refer to the CAN3 presentation and the SMART newsletter issued in July – both are published on the SMART website

  29. Business Procurement Cards • SMART will provide for the online reconciliation, approval and payment of BPC transactions.  All BPC transactions will be recorded in SMART, allowing for ease of reporting and auditing. • Transactions from UMB Bank will be loaded into SMART daily • Current transaction logs will no longer be required as all transactions will be housed in SMART • Level III data, if provided by the merchant, will be available in SMART.  This includes traveler information on car rental and airline tickets • Transactions will allow for input of description, chartfields, asset information and free form comments • Transaction may link to a Purchase Order, if one was issued

  30. Business Procurement Cards This is the starting point and main page for P-Card transactions. The ‘Line Details’ Icon will take you to the Merchant data. These screens reflect delivered PeopleSoft functionality which does not include any customizations being applied by the State of Kansas.

  31. Business Procurement Cards Detail data provided by the Merchant is recorded in SMART, such as Level III data.

  32. Business Procurement Cards From the main page the ‘Distribution’ Icon will take you to the Chartfield details.

  33. Business Procurement Cards Chartfields are pre-populated from the Purchase Order. Chartfield information may be updated on this page.

  34. Business Procurement Cards From the Main Page the Purchase Details’ hyperlink will take you to purchase order details.

  35. Business Procurement Cards • Purchase Details is where a Purchase Order is associated to a P-Card transaction. • Once the purchase order is selected the system will populate the remaining fields.

  36. Business Procurement Cards From the main page the ‘Split Line’ Icon will take you the Split Transaction option.

  37. Business Procurement Cards Transactions may be split into multiple lines to split the amount and associate additional descriptive information.

  38. Agency Task List Update

  39. Agency Task List Updates Agency Task List Updates Posted to Sunflower Project website http://www.da.ks.gov/smart/

  40. Agency TasksAugust 2009 – September 2009 (cont’d) Complete data conversion survey – Task ID 215 All agencies who did not complete the Data Conversion Survey should email sunflowerfms@da.ks.gov with their conversion plans Complete datamap documents for data conversion – Task ID 37 Extract and clean-up data for conversion testing – Task ID 23 Mock data conversion #1 – Task ID 124 Monthly Data Conversion Meeting – Task ID 232 Monthly Data Conversion Meeting – Task ID 235

  41. Agency TasksAugust 2009 – September 2009 (cont’d) Agencies converting via a flat file upload or an Excel file upload will need to do the mapping from their legacy systems to SMART.  This task was due July 16 2009, please complete as soon as possible and send to Sunflowerfms@da.ks.gov (include ‘Data Conversion Mapping’ in the Subject line) Complete data conversion survey – Task ID 215 Complete datamap documents for data conversion – Task ID 37 Extract and clean-up data for conversion testing – Task ID 23 Mock data conversion #1 – Task ID 124 Monthly Data Conversion Meeting – Task ID 232 Monthly Data Conversion Meeting – Task ID 235

  42. Agency TasksAugust 2009 – September 2009 (cont’d) Complete data conversion survey – Task ID 215 Agencies are currently extracting and cleaning up data in preparation for data conversion. This task stages the data for the first mock conversion mid-September Complete datamap documents for data conversion – Task ID 37 Extract and clean-up data for conversion testing – Task ID 23 Mock data conversion #1 – Task ID 124 Monthly Data Conversion Meeting – Task ID 232 Monthly Data Conversion Meeting – Task ID 235

  43. Agency TasksAugust 2009 – September 2009 (cont’d) Complete data conversion survey – Task ID 215 • Monthly Data Conversion Meetings – Confirmed • Data Conversion –08/26/09 • Data Conversion –09/23/09 • Data Conversion –10/21/09 Complete datamap documents for data conversion – Task ID 37 Extract and clean-up data for conversion testing – Task ID 23 Mock data conversion #1 – Task ID 124 Monthly Data Conversion Meeting – Task ID 232 Monthly Data Conversion Meeting – Task ID 234 Monthly Data Conversion Meeting – Task ID 235

  44. Agency TasksAugust 2009 – September 2009 (cont’d) Complete datamap documents for interfaces – Task ID 21 Agencies building interfaces will map data in their legacy systems to SMART fields. This task was due June 15 2009, please complete as soon as possible and send to Sunflowerfms@da.ks.gov Monthly Interface Meeting and Testing Workshop – Task ID 220 Monthly Interface Meeting – Task ID 221 Monthly Interface Meeting – Task ID 222 Monthly Project Plan Update – Task ID 133 Monthly Project Plan Update – Task ID 134 Monthly Project Plan Update – Task ID 135

  45. Agency TasksAugust 2009 – September 2009 (cont’d) Complete datamap documents for interfaces – Task ID 21 Agencies building interfaces need to reference the detailed activities and milestones that can be found on the SMART website and should be included in their project plans Monthly Interface Meeting and Testing Workshop – Task ID 220 Monthly Interface Meeting – Task ID 221 Monthly Interface Meeting – Task ID 222 Monthly Project Plan Update – Task ID 133 Monthly Project Plan Update – Task ID 134 Monthly Project Plan Update – Task ID 135

  46. Agency TasksAugust 2009 – September 2009 (cont’d) • Monthly Interface Meetings – Confirmed • Interface Meeting –08/18/09 • Interface Meeting –09/08/09 • Interface Meeting –10/13/09 • The meeting in August will also serve as a testing workshop in preparation for interface testing in September Complete datamap documents for interfaces – Task ID 21 Monthly Interface Meeting and Testing Workshop – Task ID 220 Monthly Interface Meeting – Task ID 221 Monthly Interface Meeting – Task ID 222 Monthly Project Plan Update – Task ID 133 Monthly Project Plan Update – Task ID 134 Monthly Project Plan Update – Task ID 135

  47. Agency TasksAugust 2009 – September 2009 (cont’d) Agencies building interfaces need to submit project plans monthly to the Sunflower Project PMO. Project Plan submissions should include top issues and risks as identified by the agency. Project plans are due the last day of each month Project Plans should be submitted to cheryl.weber@da.ks.govand mike.purcell@da.ks.gov Complete datamap documents for interfaces – Task ID 21 Monthly Interface Meeting and Testing Workshop – Task ID 220 Monthly Interface Meeting – Task ID 221 Monthly Interface Meeting – Task ID 222 Monthly Project Plan Update – Task ID 133 Monthly Project Plan Update – Task ID 134 Monthly Project Plan Update – Task ID 135

  48. Agency TasksAugust 2009 – September 2009 (cont’d) Change Agent Network Meeting #4 – Task ID 50 Change Agent Network Meeting #5 – Task ID 58 • Change Agent Network (CAN) Meetings – Confirmed • CAN5 –09/30/09 • CAN6 –10/28/09 • CAN7 –12/09/09 • All meetings 9-12 PM at Topeka and Shawnee County Public Library Agency Course Attendance estimator – Task ID 216 Business Process Workshops (BPWs) – Task IDs 31, 39, 48, 59, 66, 75

  49. Agency TasksAugust 2009 – September 2009 (cont’d) Change Agent Network Meeting #4 – Task ID 50 Change Agent Network Meeting #5 – Task ID 58 All agencies who did not complete the Agency Course Attendance Estimator should do so, updated estimates should also be submitted as needed, both can be emailed to Gina Vinyard gina.vinyard@da.ks.gov Agency Course Attendance Estimator – Task ID 216 Business Process Workshops (BPWs) – Task IDs 31, 39, 48, 59, 66, 75

  50. Agency TasksAugust 2009 – September 2009 (cont’d) Change Agent Network Meeting #4 – Task ID 50 Change Agent Network Meeting #5 – Task ID 58 Agency Course Attendance estimator – Task ID 216 BPWs will begin in August and sessions will run thru mid-October Business Process Workshops (BPWs) – Task IDs 31, 39, 48, 59, 66, 75

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