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ASTRA Update Sunflower Project Statewide Management, Accounting and Reporting Tool (SMART)

ASTRA Update Sunflower Project Statewide Management, Accounting and Reporting Tool (SMART) . May 14, 2009. Agenda. Project Status and Activities Project Decisions Upcoming Events, Activities and Reminders. Project Timeline. Done!!. Project Status & Activities.

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ASTRA Update Sunflower Project Statewide Management, Accounting and Reporting Tool (SMART)

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  1. ASTRA UpdateSunflower ProjectStatewide Management, Accounting and Reporting Tool (SMART) May 14, 2009

  2. Agenda • Project Status and Activities • Project Decisions • Upcoming Events, Activities and Reminders

  3. Project Timeline Done!!

  4. Project Status & Activities • Data conversion workshops held on May 5th: • Approx 150 attendees • Provided overview of conversion process • Discussed data conversion strategies and considerations such as on-line vs. automated • Reviewed agency and project responsibilities and timeline • Data Warehouse Advisory Group • Held 1st meeting • Engaged group with lots of good ideas • Homework assigned – prototype a management dashboard for CFO or other high-level manager • Hands-on workshop in late June using data warehouse and query/reporting tools and dashboards

  5. Project Decisions - Encumbrances • Agencies will use a combination of either a Purchase Order (PO) or General/Ledger (GL) to encumber funds at year end • If the vendor is known create a Purchase Order in SMART • If the vendor is not known, i.e. “blanket” encumbrance use a G/L encumbrance • G/L encumbrances must be manually converted to a Purchase Order on-line in SMART to establish a PO encumbrance (normally a fiscal person) • Then the INF02 interface (voucher load containing the PO#) can be processed to liquidate the encumbrance

  6. Project Decisions – Auto-Numbering • Agencies are encouraged to use the best practice of allowing SMART to auto-number transactions. • or • Agencies may choose to “smart” numbering to avoid major changes to systems and change management issues

  7. Project Decisions – Interfund • Solution will use Accounts Receivable and Accounts Payable modules and associated interfaces (INF02 and INF44) • Interagency receivables and payables are recorded on the books • Selling agency enters a deposit in Accounts Receivable (AR) • Buying agency enters and pays the voucher in Accounts Payable (AP) • SMART will be modified to match the paired transactions so that an agency can view both sides of the transaction • Each agency controls the entry and approvals of its side of the entry • Agency-to-agency notifications via workflow or email • Each agency can view both sides of the entry • No identified changes expected to INF02 and INF44 to support interfunds

  8. Project Activities – Pending Decisions • Year End Concurrent Processing • Cutover Strategy

  9. Upcoming Events & Activities • Change Agent Network Meeting #3 on May 20, 2009 from 9:00 to 11:00 a.m. at Topeka & Shawnee County Public Library Marvin Auditorium – Invitations sent May 6, 2009 • Testing Overview • Training Update • Project Decisions – Including detail on new Chart of Accounts structure • Shared Services Center • SMART Demo • Publish 3rd edition of the Sunflower Project Newsletter – mid-June 2009

  10. Upcoming Events & Activities • Configuration Workshops are being conducted to help agencies complete more complex configuration activities • Program and Department ID ChartFields Configuration Workshop • June 1 – 4 and June 15 – 18 • (attend one 2 hour session) • Refer to invitation sent 5/7/09 • Project Setup Configuration Workshop • June 2 – 4, June 9 – 11, and June 16 – 18 • (attend one 2 hour session) • Refer to invitation sent 5/7/09

  11. Roles and ResponsibilitiesAgency Contacts Advocate the Sunflower Project and communicate information throughout all levels of your agency – forward emails, etc. Attend project presentations, workshops, training, etc Proactively follow up with Agency Readiness Liaisons as needed for clarifications and to bridge knowledge and communication gaps Work through items on the Agency Task List. Adhering to project quality standards and timeline Assess and communicate Agency’s readiness for the transition to SMART

  12. Project Resources • Sunflower Project website: http://www.da.ks.gov/smart/ • Sunflower Project Email Address: sunflowerfms@da.ks.gov • Sunflower Project List-serv • Sunflower Infolist • Subscribe at http://www.da.ks.gov/smart/ • Sunflower Project Site: Sunflower Project, 915 SW Harrison, Room 1181, Topeka, Kansas  66612

  13. Questions For additional information on the project, please see the project website: Email: sunflowerfms@da.ks.gov http://www.da.ks.gov/smart

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