Sunflower Project Monthly Conversion Meeting – September

1. Sunflower Project Monthly Conversion Meeting – September September 23, 2009

2. Today’s Topics • Agency Conversion Plans • Conversion Tasks • Assets Conversion Update

3. Agency Conversion Plans • Optional Data Conversions: • Customers (CNV003) • Open Receivables (CNV012) • Projects (CNV006) • Purchasing Contracts (CNV008) • Conversion Methods Available: • Flat File Upload • Online Entry

4. Agency Conversion Plans • Optional Data Conversions – Flat File Upload • The following agencies will participate in these conversions using a flat file upload: • Customers (CNV003) • 039 – Department on Aging • 173a – Department of Administration - DISC • 288 – Kansas State Historical Society • 565 – Department of Revenue • 622 – Secretary of State •  Open Receivables (CNV012) • None •  Projects (CNV006) • 143 – Kansas Corporation Commission • 276 – Department of Transportation • 710 – KS Department of Wildlife & Parks •  Purchasing Contracts (CNV008) • 629 – Department of Social & Rehabilitation Services If your agency’s plans change and you decide not to perform one of these data conversions via flat file upload, please let us know by emailing SunflowerFMS@da.ks.gov!

5. Agency Conversion Plans • Optional Data Conversions – Online Entry • If your agency has NOT signed up to perform a flat file upload conversion for Customers, Open Receivables, Projects, or Purchasing Contracts (i.e., if your agency is not listed on the prior slide), you can still convert these transactions via online entry. • Agencies should plan to spend time preparing for online data entry activities in March – May 2010. • Agencies should begin identifying resources from your agency that will perform the data entry.

6. Agency Conversion Plans • Required Data Conversion: • Assets (CNV009) • Required for assets that are $5000 or more • Optional for assets that are less than $5000 • Conversion Methods Available: • Flat File Upload • Excel File Upload (Assets Data Entry Template)

7. Agency Conversion Plans • Assets Data Conversion – Flat File Upload • The following agencies will participate in the assets conversions using a flat file • upload: • 046 – Department Of Agriculture • 173 – Department Of Administration • 280 – Highway Patrol • 288 – Kansas State Historical Society • 363 – Kansas Neurological Institute • 410 – Larned State Hospital • 494 – Osawatomie State Hospital • 507 – Parsons State Hospital • 555 – Rainbow Mental Health Facility • 565 – Department Of Revenue • 629 – Department Of Social & Rehabilitation Services • 710 – KS Department Of Wildlife & Parks

8. Agency Conversion Plans • Assets Data Conversion – Excel File Upload/Data Entry Template • Everyone else will participate in the assets conversion using this method EXCEPT: • Regents • Agencies that do not have assets > $5000

9. Conversion Tasks • Past Tasks • Agency completes Agency Data Conversion Plans questions/survey (Task ID 215): Due 6/15/09 • Agency submits data maps (Task ID 37): Due 7/16/09 • Agency extracts data—or inputs it into the data entry template— and sends files to Sunflower Project for assembly testing (Task ID 23): Due 9/21/09 • Complete

10. Conversion Tasks • How are Excel data entry template files submitted for the Assets • conversion? • 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). Date you are submitting the file Agency #

11. Conversion Tasks • 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 • CN06: Projects • CN08: Purchasing Contracts • CN09: Assets

12. Conversion Tasks • Assembly Testing: • Initial test with agency conversion files to “shake out” conversion programs and file transfer processes. • Test files for this are due 9/21. • Can submit subset of data that you plan to convert. Does not need to include all the transactions that you plan to convert. • Sunflower Project will review and process the files between 9/21 and 10/31. Feedback will be provided to agencies as files are reviewed/processed. • As initial feedback is provided, agencies should update conversion files.

13. Conversion Tasks • Mock Conversion Testing • Three rounds of conversion testing. • Should include all transactions that you plan to convert. • Test files for “Mock 1” are due 11/5. Sunflower Project will review and process the files between 11/6/09 and 1/18/10. Feedback will be provided to agencies as the files are reviewed and processed so that agencies can make updates, as needed.

14. Conversion Tasks • The file that I am sending to you for the 9/21 deadline contains all the data • that I plan to convert. Can the Sunflower Project just use that file for the • 11/5 deadline too? • The Sunflower Project will provide feedback to you on the file that is submitted on 9/21. After any corrections are made, we can use that same file for the 11/5 deadline too. • What kind of feedback will you provide us when you review/process our • initial test file? • Required fields that you left blank • Invalid values in fields • Invalid file structure (for flat files)

15. Conversion Tasks • Do I have to send data in all of the fields in the conversion file? • No, you only have to send data in the fields that are marked as “Required” in the data entry template/file layout. • What’s the purpose of the data maps? I’ve already created my assets • data entry template! • The data maps were supposed to help you to determine where your current data fields are going to go in SMART. If you’ve created your assets data entry template, then you have informally “mapped” where your data will go in SMART during that process.

16. Assets Conversion Update • Asset Category and Asset Type are no longer required. • Asset Subtype field is still required. • Based on the Asset Subtype, the correct Asset Category and Asset Type will be populated for each asset by the Sunflower Project via the conversion program. The list of Asset Subtypes posted on the website displays which Asset Category and Asset Type will default. • Asset Category and Asset Type fields are not being removed from the file layout/data entry template. However, agencies no longer need to send values in these fields and can leave them blank in their conversion file. • If values for Asset Category and Asset Type are sent in the conversion file, the values will not be processed. The Sunflower Project will default the correct Asset Category and Asset Type based on the Asset Subtype.

17. Assets Conversion Update • The following updates have been made to the list of Asset Subtypes posted on the secure • SMART website: • A tab called “Definitions” was added to the Asset Subtype spreadsheet, which provides descriptions of the Asset Subtypes related to property/facilities. • A new Asset Type called Historical Site was added to the list • The Asset Subtype for a network printer was changed from "NetwrkPrintr" to Network Printer. • Land Imprvmnt was removed from the list. It was replaced with: • Depr Land Imp (Depreciable Land Improvements) • NDepr Land Imp (Non-depreciable Land Improvements) • Medical was removed from the list. It was replaced with: • Medical Equip (Medical Equipment) • Medical Sftw(Medical Software) • Office was removed from the list. It was replaced with: • Office Equip (Office Equipment) • Office Furn(Office Furniture) • Telecom was removed from the list. It was replaced with: • Telecom Hrdw (Telecom Hardware) • Telecom Sftw(Telecom Software) • (ADA) Adaptive was removed from the list. It was replaced with: • Adaptive Hrdw(Adaptive Hardware) • Adaptive Sftw (Adaptive Software)

18. 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 • October’s • Conversion Meeting • Wednesday, October 21 • 2:00 – 4:00 • LSOB, Room 106