Sunflower Project Change Agent Network Meeting #11

1. Sunflower ProjectChange Agent Network Meeting #11 April 14, 2010

2. Sponsor Message Joe Hennes Director of Information Systems and Communications; Kansas Chief Information Technology Officer

3. Welcome

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

5. Welcome and Introductions Presenters • Kent Olson, Project Director • Peggy Hanna, Deputy Project Director and Cutover Lead • Jo Ann Remp, Accounts Payable Team Lead • Mary Vanatta, Help Desk Lead • Jennifer Dennon, Agency Readiness Lead • Connie Guerrero, Enterprise Readiness Team Manager

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

7. Project Status & Current Events

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

9. Sunflower Project Current Events We are only 11 weeks and 54 work days from SMART go-live! Agencies and the Project team continue conversion testing Instructor-Led Training has begun System Testing will be completed April 16th! End User Testing and Help Desk Pilot is underway Dress Rehearsal began April 8th Operational Readiness Testing begins May 10th Policy and Procedure Manual is being updated

10. Service Center • Reminder… • Service Center is notan all or nothing approach, agencies can key some transactions online while using Service Center for less frequent transactions • Service Center provides data entry and oversight; the agency is still in control of their own business activities • Is available for agencies who may need to utilize for a transition period until they can train all users • There is no charge for the Service Center for the first year • It’s not too late! • Have questions? Want to know more about the Service Center? • Contact Pam Fink, Service Center Manager at 785.296.7703 or via e-mail pam.fink@da.ks.gov

11. Policy Updates

12. Division of Accounts and Reports Policy Statements Travel and Expenses: • Employee travel reimbursements paid via checks will be distributed through US Mail (except Universities) • Employee travel reimbursements will be processed through the SMART Travel and Expenses module (except Universities) • Employee travel subsistence will be paid with meal allowance rather than with quarter day subsistence • Employee travel reimbursement will follow SMART Travel and Expenses workflow approvals • Employee travel reimbursements entered by the employee into SMART will constitute certification of a valid and accurate request by the employee • Employee travel reimbursements unpaid at the fiscal year end will be encumbered via the SMART travel authorization (except Universities) • Employee travel reimbursements entered by a proxy will require certification of a valid and accurate request as determined appropriate by the agency

13. Division of Accounts and Reports Policy Statements (continued) AP Vouchers: • Agency delegated audit authority increases to $5,000 with the implementation of SMART July 1, 2010 • Agencies are required to continue to include sufficient information on each voucher to allow audit review of the payment • Agencies will no longer be required to submit a paper copy of vouchers that are in excess of the delegated audit authority level • Division of Accounts and Reports will audit vouchers from SMART online voucher information • Agencies will be required to produce such additional information and/or supporting documentation to a voucher as may be requested by the Division of Accounts and Reports

14. Division of Accounts and Reports Policy Statements (continued) Vendor Table: • Agency staff may add new Vendor records to the SMART Vendor table • Division of Accounts and Reports will approve all Vendor records added to the SMART Vendor table • All Vendor record updates will be processed by the Division of Accounts and Reports initially • Agencies are responsible to obtain a current W9 for each new vendor added to the SMART Vendor table • Agencies are responsible to keep W9s on file in the event IRS or another entity requests this documentation Encumbrances: • Encumbrances in SMART will reserve budget not cash • Encumbrances in SMART are created by purchase orders when the vendor is known • Encumbrances in SMART are created by GL Journal when the vendor is unknown

15. SMART Cutover Strategy

16. Cutover Stages Dry Run is a full sequence of cutover activities over four weeks. This ran through April 2nd and is now complete! Disaster Recovery Testing was done to prepare a back up process in the event of a server failure. This testing process ended successfully April 7th. Performance Testing identifies batch and on-line process that do not complete within an acceptable time.  Performance issues are not uncommon in large implementations of PeopleSoft.  There are various remedies for addressing performance issues and there is an experienced team from Accenture working on performance tuning.  Performance testing has been on-going for two months and is expected to continue until the end of May. End User Testing is an opportunity to engage agency end users in the testing of SMART and supplements testing done by the SMART project team. The end user testing phase, including piloting Help Desk procedures runs from April 5th through April 23th.

17. Cutover Stages (continued) Dress Rehearsal is a full sequence of cutover activities executed in the same time windows, i.e. 24x7 and weekends, in which cutover will take place, but in a more compressed period. Dress Rehearsal runs from April 8th through May 7th. Operational Readiness Testing will simulate operations in the production environment and day-to-day processing, including: help desk, batch scheduling, and select interfaces over three weeks from May 10th through May 28th Deployment is the set up of the SMART system and will run from June 1st through July 30th

18. Key Agency Dress Rehearsal Conversion Dates Dress Rehearsal Data Conversion Files Due: • The Dress Rehearsal is the final conversion cycle and will occur between 4/8 and 5/7 • April 9– Customer File (Task ID 312) • April 9 – Projects File (Task ID 316) • April14– Asset File (Task ID 313) • Validate Converted Asset Data Loaded into SMART correctly 4/20 through 4/23 – (Task ID 311) • April 14 – Purchasing Contracts File (Task ID 315) • April 29 – Pending Items File (Task ID 314)

19. Key Agency Final Conversion Dates Final Data Conversion Files Due Dates: Pre Go-Live • June 4– Customer File (Task ID 302) • June 4 – Projects File (Task ID 306) • June 11 – Purchasing Contracts File (Task ID 305) • June 16– Asset File (Task ID 303) • Capital assets received between 6/16/10 and 6/30/10 will need to be entered online in SMART after Go-Live. Agencies should retain a log of their assets from this time period and may use the Asset Data Entry Template to enter them into SMART. Post Go-Live • July 16 – Pending Items File (Task ID 304)

20. 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) • July 1 – All other agency interfaces begin (Task ID 292)

21. Year End Processing Reminder of FY End Processing: • June 29 via upload/July 6 online – Submit DA-107 and/or DA-118 Encumbrances in STARS (Task ID 293) • Agency Defined – Cease Data Entry into Decommissioned Agency Systems (Task ID 226) • July 6– Cease Data Entry into STARS and SOKI (Task ID 297) * More details will be provided in a future Information Circular from A&R

22. Reporting Strategy & Approach Steps – Task ID 265 Sunflower Project Team is continuing to work with agencies to review potentially critical reporting gaps If your agency identified reporting gaps and we have not visited your agency yet, we will be contacting you next week to schedule meetings For the first group of agencies, we have not seen consistent reporting gaps For agencies with similar reporting gaps, we will develop those reports centrally and add to the inventory of reports already developed After attending training in mid-May agencies will be able to develop agency-specific reports in the data warehouse – report development environment will be available in late-May If a critical agency report cannot be developed in the data warehouse, it will be developed by the Sunflower Project

23. Finance Team Updates

24. Vendor Payment Self-Service Website • Available on July 2, 2010 • Accessible via a link on the Accounts and Reports website • Updated daily with ACH and Check information from SMART • Contains the same information as printed on the check stub, including Voucher ID, 70 character free-form payment message, and payment reference ID (check or ACH number)

25. Vendor Payment Self-Service Website (continued) • Data will be available for 13 months from the payment date • Information on this site reflects only the original payment. The State Treasurer’s website will continued to be used to obtain the current status of any check. • Data for payments prior to SMART is not available

26. Vendor Payment Self-Service Start Page

27. Vendor Payment Self-ServiceCheck Search • Information needed to look up a check payment: Check - Taxpayer Information Number (FEIN or SSN) TIN type (F or S) Check Number

28. Vendor Payment Self-Service Check Search (continued)

29. Vendor Payment Self-Service Check Search Results

30. Vendor Payment Self-Service ACH Search • Information needed to look up an ACH payment: ACH – Screen 1: Taxpayer Information Number (FEIN or SSN) TIN type (F or S) Bank Account Number (Not routing number) ACH – Screen 2: Date from and Date to (defaults to today’s date, limited to a 31 day search - this is the settlement date) ACH Amount (optional)

31. Vendor Payment Self-Service ACH Search (continued)

32. Vendor Payment Self-Service ACH Search (continued)

33. Vendor Payment Self-Service ACH Search Results

34. SMART Check Processing Check Processing in SMART: • Uses the return addresses from STARS, if the address is not correct, notify us ASAP • All Expense Checks will be mailed • AP Checks will be distributed according to the payment handling code on the voucher • CM – Central Mail • TR – Treasurer’s Office • XX – Return to Agency – unique code assigned to each business unit or organization within some agencies

35. SMART Check Maintenance • Agencies will not enter check cancellations into SMART • We are finalizing a form agencies can use to send these requests to Accounts and Reports • We are working closely with the State Treasurer’s Office to finalize procedures for both SMART checks and also the STARS checks that are converted at go-live

36. Vendor Table • At go-live, agencies can only add new vendors • All changes, including new addresses, will be sent to Accounts and Reports for entry in SMART • A form will be used initially for these changes • Vendors are added to SMART in an “Unapproved” status and must be “Approved” by Accounts and Reports prior to use on a SMART document • We know the volume will be high, but we have an expedited approval process for vendor approval in emergency situations

37. Vendor Table (continued)

38. Travel and Expense • Travel and Expense is required for all agencies, except Regents Institutions • Use of Travel Authorization process is required for all Executive Branch agencies for out-of-state travel • Travel Authorization is the process available to create an encumbrance for travel expenses in SMART • Cash Advances should be processed in SMART with limited exceptions. However, it is the agency’s option whether or not to make these available to employees.

39. Travel and Expense Comparison • Meal Reimbursement • Employee leaves at 6 a.m. day one and returns at 4 p.m. on day two. Reimbursement is based on the meals during the day when the employee is traveling. • Breakfast (day 1) $ 9.00 • Lunch (day 1) 10.00 • Dinner (day 1) 19.00 • Breakfast (day 2) 9.00 • Lunch (day 2) 10.00 • Total Reimbursement$57.00 Quarterly Meal Allowance Employee leaves at 6 a.m. day one and returns at 4 p.m. on day two. Reimbursement is based on the quarters of the day when the employee is traveling. 4 quarters on day 1 $38.00 2 quarters on day 2 19.00 Total Reimbursement$57.00

40. SMART Expense Report Entry

41. Expense Report Entry Example This example shows the use of the third party payments not reimbursed to this employee but associated costs of this travel event as well as the meal reimbursement of Breakfast – $9, Lunch – $10 and Dinner – $19

42. Travel and Expense ACH • Bank information will be sent from SHARP to SMART only one time when SMART is initially loaded • The lowest sequence number bank account in SHARP defaults into the Travel and Expense module as the bank account that will be used for Expense Reimbursements • Any changes after the initial load will need to be made directly in SMART • We are planning to use one form for both SHARP and SMART ACH information • Each agency will need a business process to make the information available to whomever in the agency will be updating bank information in both SHARP and SMART

43. 10 Minute Break • Please return promptly so the meeting may end on time • If you wrote questions on note cards: • Pass them to a presenter • Include your name and agency • We will respond to all questions

44. Break Please return in 10 minutes C

45. SMART Support

46. Methods of Contact at Go-Live • SMART end-users will go to their designated Help Desk Contacts and Liaisons (Tier 0) within the agency when they initially encounter an incident • SMART Help Desk Contacts will use ServiceDesk Software to log incidents that cannot be resolved at the agency level • A Phone Number will be available for end-user password resets and to supplement the ServiceDesk Software • SMART Help Desk Hours of Operation • Go-live: 7 am – 6 pm • Steady State: 8 am – 5 pm

47. ServiceDesk • ServiceDesk: • Help Desk software purchased by the State of Kansas to support SMART end-users • Web-based • Self-service • Knowledge Base • Incident Management

48. Benefits of Using ServiceDesk • Call volume is expected to be high • Incident can be logged quicker vs. making a phone call and possibly being placed on hold • Logged incidents are routed to a support analyst based on type of incident • After hours accessibility • Ability to attach files • Screenshots • SMART security access • Access to all incidents and solutions in one location

49. ServiceDeskSoftware Key Terms • Requester: • ServiceDesk term for the SMART or SHARP Time and Labor end-user who is associated with the logged incident • Request Form: • Web-based form that is filled out during the incident initiation process • Incident Requests: • The submitted incident that is documented on the request form. Also known as a “Request” in Service Desk.

50. ServiceDeskSoftware Key Terms (continued) • Solutions: • Knowledge Base articles found in ServiceDesk • Announcements: • Posted news and updates within ServiceDesk • Resolutions: • The solution that has been documented by the support analysts under “Resolutions” within ServiceDesk