Sunflower Project Monthly Conversion Meeting – December

1. Sunflower Project Monthly Conversion Meeting – December December 17, 2009

2. Mock Conversion Testing

3. Mock Conversion Testing • Feedback is currently being provided to agencies from the Mock 1 conversion. • This feedback consists of items that must be corrected in your agency’s conversion file before the Mock 2 conversion file is submitted to the Sunflower Project on 1/18/10. • If your file passes Mock 1 testing with no errors and there are no changes to your data before Mock 2, the Sunflower Project can use the same file for Mock 2. If this is the case for your agency, please email SunflowerFMS@da.ks.gov to let us know that you would like us to use your Mock 1 file for Mock 2.

4. Mock Conversion Testing • I haven’t received feedback yet on my Mock #1 file. Why? • Assets: Files containing data that exceeds the maximum field length are causing the program to error. • Projects: Large files are causing the program to error. • The Sunflower Project is working through these issues in order to provide you with feedback on your file as soon as possible. • What will the feedback look like? • Log/Error Files • Feedback Form

5. Mock Conversion Testing • Log/Error Files • Text file, best if opened with a text editor (e.g., UltraEdit Text Editor) • Contains # of transactions that processed, # that errored • Lists error messages • For the Asset Conversion: Refer to CNV009 Error Messages Job Aid for assistance with resolving errors. This will be posted on the secure SMART website.

6. Mock Conversion Testing CNV009 Asset Conversion Error Messages Job Aid

7. Mock Conversion Testing • Feedback Form

8. Mock Conversion Testing • Each mock conversion file should be the complete set of data that you plan to convert. • All active data that needs to be converted, as of the time when the file is due, should be included. • This should include any additions/changes to the data since the last time that a file was submitted. • All corrections requested by the project should be made prior to the next submission. • Agencies should strive for minimizing changes to data closer to the deployment, wherever possible.

9. Asset Conversion FileSubmission Checklist • The following checklist will be posted on the secure SMART website. • Please complete the checklist and submit with each asset conversion file in the future (Mock 2, Mock 3, Dry Run, Deployment/Go-Live).

10. Asset Conversion FileSubmission Checklist • Data entered does not exceed maximum field length according to the file layout/data entry template. • Data is entered into all required fields. • Interface ID • Interface Line Number • Description • Asset Subtype • Serial ID (for IT hardware assets) • In Service Date • Quantity • Cost • Business Unit • Location • Date fields are entered as MM/DD/YYYY. • Cost field does not contain a dollar sign.

11. Asset Conversion FileSubmission Checklist • Valid values are entered into all fields requiring it. • Asset Subtype (Required field) • Business Unit (Required field) • Department ID • Fund Code • Program Code • Service Location • Budget Unit • Agency Use • Location (Required field) • Area ID • Employee ID • Condition Code • For split-funded assets the only data that is different between the lines is Quantity, Cost, and chartfield values. • File contains all assets that your agency plans to convert to SMART. • There is no extraneous data at the bottom of the file.

12. Asset Conversion FileField Length Validation Tool • Intended to provide agencies with a mechanism for validating the length of field values entered into the SMART Asset Data Entry template before the file is submitted to the Sunflower Project. • Will be posted on secure SMART website. • Directions are also posted.

13. General Conversion UpdatesAssets (CNV009) • I received feedback that a fund used in my conversion file is invalid. This fund was previously in my agency’s chart of accounts and was the fund used to purchase the asset a long time ago; however, it is not longer part of my chart of accounts. What should I send for the fund in my conversion file? • The Sunflower Project’s General Ledger and Asset Management Teams have evaluated this scenario. Historical funds will not be added to the SMART chart of accounts for the purpose of data conversion. If a fund is not established as a valid value, it cannot be sent in the Fund field of your assets conversion file. Since it is important to retain the historical fund for reference purpose, you should include this information in the Long Description field of your conversion file.

14. General Conversion UpdatesAccounts Payable/Accounts Receivable • Agency Task 266: Interfund Contact(s) • This task is designed for agencies to define their Agency Interfund Customer/Vendor Contacts. • Task Due Date: December 23, 2009

15. Future Milestones

16. 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 conversion materials: http://www.da.ks.gov/smart/ •  Click on Technical Resources tab at top of page. •  Don’t have access? Email SunflowerFMS@da.ks.gov. • Refer to Q&A’s from this meeting on the SMART website. •  Click on ‘Questions & Answers’ on the home page • January’s Conversion Meeting • Wednesday, January 27 • 9:00 – 10:00 LSOB Auditorium