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Sunflower Project Asset Management Conversion Workshop

Sunflower Project Asset Management Conversion Workshop. June 18, 2009. Welcome & Introductions. Dean Arzoian – SMART Technical Team Manager, State Bruce Myers – SMART Technical Team Manager, Accenture Fred Barnes – Data Conversion and Interfaces Lead, State

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Sunflower Project Asset Management Conversion Workshop

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  1. Sunflower Project Asset Management Conversion Workshop June 18, 2009

  2. Welcome & Introductions • Dean Arzoian – SMART Technical Team Manager, State • Bruce Myers – SMART Technical Team Manager, Accenture • Fred Barnes – Data Conversion and Interfaces Lead, State • Jenny Brately – Data Conversion Coordinator, Accenture • Kitty Demars – Asset Management Lead, State • Bo Corbitt – Asset Management Lead, Accenture

  3. Converting into SMART • What Is Data Conversion? • One-time load of data into the SMART system for agency systems • Transactional Data: Transactions open at cutover to the SMART system • Master Data: Data supporting transaction processing, such as Customers • How Is It Accomplished? • File Upload: Loading data sets provided in defined formats, such as flat file extracts or Excel templates, through upload processes

  4. Converting into SMART SMART – Asset Management Asset (CNV009): Conversion of fixed asset information, including financial and physical attributes, such as original cost, categorization and description. Agencies are required to load all fixed assets with a value >$5K into SMART and are encouraged to load those with a value <$5K so that agency assets are in a single system and a more complete listing is provided for the State. Any assets, such as laptops or PDAs, can be managed and tracked in SMART.

  5. Converting into SMART Functional Considerations • Cost: Original cost required for all assets. • In Service Date: Date asset was placed into service, impacts depreciation. • Split-funding of accounting: Asset accounting can be split over multiple funding strings. Transaction lines must be incremented properly to load accurately. • Retired Assets: Retired assets should not be converted.

  6. Converting into SMART using the Upload Process • Upload Data Conversion Approach • Two File Format Options: • Flat file • For system-based asset data and high volumes • Tab-delimited ASCII text file • Excel-based data entry template • For spreadsheet-based or paper-based asset data • Excel data entry template

  7. Converting into SMART using the Upload Process • Upload Data Conversion Approach – Flat File Layout

  8. Converting into SMART using the Upload Process • Asset Conversion (CNV009) • Data File Sample

  9. Converting into SMART using the Upload Process • Upload Data Conversion Approach – Data Entry Template • Templates provide a method of data entry for upload • Data must be entered in fields with correct formatting and meet field length requirements

  10. Converting into SMARTKey Data Conversion Activities & Timeline Sunflower Project Timeline

  11. Tasks & Milestones

  12. Converting into SMARTSupport, Contact Information and Reference Information • Reference Material and Contact Information: • Office Hours • Tuesdays and Thursdays: 9am to 10am, 10am to 11am • Wednesdays: 2pm to 3pm, 3pm to 4pm • Website • http://www.da.ks.gov/smart/ • Email • SunflowerFMS@da.ks.gov – Include ‘Conversion’ in subject line

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