Download
1 / 42
420 likes | 435 Views
This document provides updates on the Sunflower Project, including project status, transition organization, change control, cutover planning, measuring progress, data warehouse and reporting needs, end user testing, agency interactions, and upcoming events.
E N D
Steering Committee MeetingSunflower ProjectStatewide Financial Management System Update March 12, 2010
Today’s Topics • Project status and activities – Kent • Transition Organization – Kent • Change control – Peggy • Cutover Planning – Peggy • Measuring Progress – Gary • Data Warehouse and Agency Reporting Needs – Gary • End User Testing and Operational Readiness Testing – Gary • Agency Interactions, Agency Readiness and Up Coming Events – Connie • UPK Demo – Connie
Project Timeline Go-live for SHARP II Go-live for SMART Testing Phase Cutover Phase March April May June July End Interface Testing Load Budgets Close STARS Data Conversion Operational Readiness Testing End User Training Continuity of Operations Exercise Complete System Testing End User Testing Load SMART and SHARP with Production Values Agency Report Development
Status of Testing • System Testing continuing on schedule – approximately 75% complete • All testing infrastructure (testing lab, scripts, defect tracking tool, processes) in place and functioning • Cycle 1 – Simple end-to-end processing – completed on schedule • Cycle 2 – Complex end-to-end processing – completed on schedule • Cycle 3 – Simple end-to-end processing with converted data – completed on schedule • Cycles 4 and 5 – Simple and Complex end-to-end processing with converted data – completed on schedule • Cycle 6 – Security in progress – will complete 03/15 • Cycle 7 – Reporting in progress
Status of Defects and Fixes As of 3/5
Feedback on Testing • Comments from Accenture - Process & Solution Quality (PSQ) Review of System Test: • This was one of the most structured and organized system test teams that I’ve ever observed. Overall, the system testers observed conducted their tests in a consistent and efficient manner. • Desk Aids were very helpful to the testers in conducting their job. I did not see anyone with any other short cuts in that the aids were sufficient and actively being used. • Everyone demonstrated a strong sense of the process, tools, and output documentation. • Good communication of assignments and priorities on daily basis (morning-mail). • Good organization of team work - both electronically in the test work plan tracking spreadsheet as well as in the folders in front of the team leads. • Good support structure – always have a team lead or back up person at the front of the test center. • Good e-mail communication of Phire defect status changes. • Good work synergy with having all of the testers in the test center - this enabled them to collaborate with each other and their leads immediately when troubleshooting problems. This also seemed to remove the functional silos that can sometimes be present with system test activities. • There did not seem to be any major interruptions or impacts to system test execution work due to code migrations.
Project Status & Activities – Finance Team • System testing • Planning and preparing for agency end user testing including modification of scripts • Few functional designs for mods • Few functional designs reports • Dry run activities • Supporting training – as needed • Completing CAFR reports (KDOT, Lottery, KPERS, A&R) • Data warehouse testing • Help desk training • Asset cleanup and data validation • Reviewing updates to policies and procedures • Collecting and loading revised config values from agencies
Project Status & Activities – Enterprise Readiness Team • Compiled results of agency role mapping – used to define individuals’ security and training requirements • Train-the-Trainer “teach backs” being held this week and web-based training for basic navigation, terminology has opened • Continue developing help desk support processes and hiring help desk support staff • Monthly Change Agent Network meetings (CAN #10 on 3/17/10, 9am @ Library) • Publishing March monthly newsletter • Meet with agencies on an as-requested basis • Preparing for agency readiness assessments
Project Status & Activities – Tech Team • Fixing defects and completing final mods • All interfaces complete • Completing remaining reports (13 remaining) • Building and maintaining environments – build Production environment • Loading Supply Chain Mgmt (Purchasing) data into data warehouse • Continue planning for disaster recovery/continuity of operations exercise in April • Transitioning additional DISC staff into project activities for knowledge transfer
Project Status & Activities – Central Systems • A&R/DISC SHARP modifications complete full integration between SHARP and SMART being tested in Cycle 7 System Testing this month • SHARP II Cycle 7 in progress (integration with SMART) • Completed basic testing of Time and Labor (on-line time reporting and employee self-service in SHARP) • Division of Budget working with IBARS vendor to complete modifications for IBARS and interfaces; will practice loading 2011 appropriation budgets into SMART from IBARS as part of Dry Run
Project Status & Activities – Miscellaneous • Final monthly forums with agencies for interfaces and conversions • Last month for agencies to submit project plans except for agencies granted extension beyond 03/15 deadline for interface testing • Continue executing agency reporting strategy • Enrolling agencies in the Shared Service Center • Beginning knowledge transfer for A&R and DISC • Beginning preliminary work on migration processes (with DISC) roles and responsibilities during transition • Finalizing transition organization
Change Control Highlights • Five mods approved since last meeting • Three of the larger mods: • CR-144 – Modify Interfund Customer and Vendor Search Prompts • Modify the customer and vendor search prompts on the voucher and deposit pages to only display values equal to AR and AP business units respectively for interfund transactions • $17K • CR-153 – Interfund Mass Approval • Allows for the mass approval of uploaded/interfaced Interfund transactions for DISC and DoA • $25K • CR-140 – Modify on-line expense reports • Adds several fields (e.g. origin, destination, job title, official duty station) to on-line pages for Travel and Expense (i.e. travel authorization, cash advances and expense reports); needed for printouts for agency senior managers who will not log into SMART • $29K
Change Control Highlights • Two additional scope elements are being finalized: • Penetration Test • Ensure SMART and SHARP are secure from unauthorized access by State employees, the public and hackers • $ TBD (bids received 03/11) • Fax Server • Enables automated faxing (POs, bid events, etc.) for Division of Purchases and agencies; two software products reviewed; selection based on cost, features, integration with PS and implementation effort/risk • Implementation includes the software, hardware, vendor services and Accenture services • $47K (only Accenture’s implementation costs (approx $8K) to be funded by the Project)
Change Control Change orders approved since last Steering Committee meeting
Change Control – Remaining Balance • Balance of hours for customizations (including all customizations discussed today) • Total Accenture hrs used = 18,484 (18,229 January) • Total available contract hrs = 19,130 • Remaining = 655 hours
High-level Cutover Timeline May June July August Load Purchase Orders/ Encumbrances into SMART Load Appropriation & Op Budgets into SMART STARS Shutdown SMART Go-live Agency Data Conversion & Validation SHARP Cutover Preparation & Administrative Activities SOKI Shutdown 06/23 Go-live for Time and Labor and SHARP II open to all users 07/01 Agencies enter 2011 Transactions in SMART 07/06 Last day for Agencies to Enter Deposits in SOKI 06/29 Last day for Agencies to send interface transactions in STARS; 07/06 last day for direct entry (2010 transactions) into STARS
Measuring Progress • All workstreams continue to trend positive • Expect Reports Build and Modifications Build to be in “yellow” status until March
Test Sequence & Schedule Functional Team Dev. Team Interface Team Conversion Team Technical Team All Teams * Extensions granted to specific agencies beyond 3/15
End User Testing • End User Testing begins April 5th for SMART and SHARP • Invitations sent out to agencies on February 26th • Invitation included a workplan showing which agencies will be testing which scripts; included estimated time to complete the script • Agencies have until March 12th to respond • Kick-off event will be March 24th • So far two agencies have declined • Some agencies have schedule conflicts between end user training and end user testing
Operational Readiness Testing • Operational Readiness Testing (ORT) begins May 10th for SMART and SHARP and will run for three weeks • ORT will simulate operations in the production environment and day-to-day processing, including: help desk, batch scheduling, and select interfaces • Changes in chartfield values between the interface testing environment and the final production environment has introduced risk that large agency interface files with hundreds of transactions per day could fail at “go-live” • Mitigation plan is to include key interfaces in ORT to ensure transactions process • Eight agencies have been identified to test interfaces in ORT (KDOR, SRS, KHPA, KDOT, KDHE, Aging, KUMC, KWP) • Conference calls have been held with all eight agencies (why/what/how/who/when/where) • Kick-off event will be held in mid-April with these eight agencies • Agencies’ fiscal staff are discussing impacts from chartfield changes with IT staff • After completion of Stage 6 interface testing, agencies will prepare ORT test files
Interface and Conversion Timelines 2010 Interface Testing Cycles Mock 1 Conversion Testing Mock 2 Conversion Testing Mock 3 Conversion Testing Extract & send final data files Agency Conversion Data Cleansing Cutover Activities
Stage 6 Interface Testing Progress KHPA KPERS PSU KCI KDOR SRS KWP
Stage 6 Interface Testing • Ends on Monday 3/15 unless the agency has been granted a time extension • Only four agencies granted time extensions for specific interfaces • Several agencies have not been granted time extensions and may not make the 3/15 deadline
Status of Data Warehouse and Data Validation Testing SHaRP data in data warehouse is underway Testing SMART data in data warehouse begins next week Data Warehouse Advisory Group to meet 03/19 to work on developing dashboard components for SHARP data Concerns about agencies’ Power Users acquiring sufficient knowledge of the data prior to “go-live”
Reporting Strategy & Approach Steps – Task ID 265 The Reporting Strategy and Approach is continuing • Step 1 – Agencies identified critical reports, Task ID 265 distributed • Step 2 – Agencies compared agency reports to the SMART report list and prioritize potential reporting gaps • Step 3 –Sunflower Project Team is reviewing critical and high-priority potential reporting gaps and meeting with agencies to determine how to resolve gaps
SMART Help Desk Updates • Help Desk Process and Procedure manual developed to insure prompt, professional support • Configuration of the Help Desk software is complete and the Knowledge base is being populated with support articles • SMART Help Desk Analysts are being trained on providing excellent Customer Service and the Processes and Procedures of the SMART Help Desk • Help Desk processes and procedures will be piloted in April, May and June during End User Testing, Operational Readiness Testing and during cut over.
Help Desk Kickoff Meeting • Help Desk Kickoff Meeting is April 1st • Topeka and Shawnee County Library, Marvin Auditorium 101ABC • 9 AM to Noon • Remote access will be available for participants outside of Topeka • Invitations will be sent out soon to Help Desk Contacts and Liaisons designated by your agency • Learn more about your agencies role in the Incident Resolution Process and how to log an incident with the SMART Help Desk
Readiness Assessment #4 • Thank you for responding! 74 agencies responded to questions about readiness for SMART go-live • Results help to: • Identify issues or risks across all agencies where additional attention is needed • Identify agencies requiring additional support • Going forward… • Continue to respond honestly • This helps identify specific needs to address
Getting Ready for Go-Live • This month, the Agency Readiness Team is kicking off the Go-Live Readiness Process • The goals of the Go-Live Readiness Process are for agencies to: • Understand planned changes and prepare for them • Identify and resolve critical issues that may prevent transactions in SMART • Plan ahead to prevent operational issues that may decrease efficiency • The Go-Live Readiness Process will help you consider all the areas in which your agency might be impacted, including but not limited to: • Technology • Business processes • Reporting capability • Communication & training
Go-Live Readiness Checklist • The Go-Live Readiness Checklist is a key tool in the Go-Live Readiness Process. It will: • Assist you in preparing for SMART go-live on July 1, 2010 • Help focus your readiness efforts in the most critical areas • Provide the project with agency preparedness status • The project will use your checklist updates to measure readiness leading up to go-live • This will help identify issues and risks and implement mitigation steps prior to go-live • The checklist supplements existing tracking tools and should be used in conjunction with your agency’s Task List and Readiness Assessment
End-User Training ILT Situation The number of end-users identified by agencies during role-mapping is more than double the estimated numbers from last fall. We are adjusting the numbers and locations of our Instructor Led Training (ILT) sessions, where possible Nearly all training classes in all cities are full Currently 2,018 end-users have been identified as needing ILT. The total number of end-users identified for all roles was estimated at 1,500 and we are currently at 3,500+
End-User Training ILT Remedies Please prioritize enrollment so that end-users who are the primary person performing a task attend training before go-live Please cancel registrations for those users above your original estimates and who are not the primary person performing a task and enroll them in our new Post Go-Live sessions (see next item). New “Post Go-Live” sessions have been added: we have added a July 1session for each ILT course to be used as a waitlist to determine the counts for post-go-live training. Please waitlist end-users who do not need training before July in these sessions. Once we determine the number of end-users by ILT that need to be trained we will be scheduling additional courses for post go-live beginning in July.
Upcoming Agency Events March 2010 3/1- SMART pre-requisite, web-based training courses deploy 3/9 – Monthly Interface Technical Meeting 3/17– Change Agent Network Meeting #10 3/24 –Monthly Conversion Technical Meeting April 2010 4/1 – Help Desk Contacts Kick-Off Meeting 4/14 – Change Agent Network Meeting #11 4/21 – Monthly Conversion Technical Meeting
Questions and Answers For additional information on the project, please see the project website: http://da.ks.gov/smart ?
Status of Defects and Fixes - Backup Medium security defects being fixed at a rate of about 5 - 7 per day Critical Defects IS001988 has an Oracle case which was filed by T. Hines in early February. IS002458 was updated yesterday at 7:33a by C. Jones: “Tom says there will be a CR for the TIN issue. Annette requested this ticket be kept on hold. IS000367 (SHARP) “Is it possible to add departmental security to this page? This could be a CR so put on hold.”
