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Sunflower Project Accounts Receivable Conversion Workshop

Join us for the Sunflower Project Accounts Receivable Conversion Workshop on June 16, 2009. Learn about data conversion methods, file uploads, online data entry, and more. Contact us for support and reference materials.

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Sunflower Project Accounts Receivable Conversion Workshop

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  1. Sunflower Project Accounts Receivable Conversion Workshop June 16, 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 • Jan Murray – Accounts Receivable Lead, State • Allison Garcia – Accounts Receivable 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 • Online: Data entry directly into the SMART system for low volume and/or complex data sets

  4. Converting into SMART SMART – Accounts Receivable Customers (CNV003): Load of customer definitions, addresses and contact information. AR Pending Items (CNV012): Load of receivables items open at cutover to SMART system.

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

  6. Converting into SMART using the Upload Process • Customer Conversion (CNV003) • INF26 – AR Customer Interface will be used • File Type: ASCII Flat File • File Layout Record Structure:

  7. Converting into SMART using the Upload Process • Customer Conversion (CNV003) • INF26 – AR Customer Interface Data File Sample

  8. Converting into SMART using the Upload Process • Pending Item Conversion (CNV012): • INF28 – AR Pending Item Interface will be used • File Type: ASCII Flat File • File Layout Record Structure:

  9. Converting into SMART using the Upload Process • Pending Item Conversion (CNV012) • INF28 – AR Pending Item Interface Data File Sample

  10. Converting into SMART using the Online Process • Online Data Conversion Approach • Purpose: Provide method of data conversion for smaller and/or complex data sets. • Timing: Online conversions will take place prior to go-live of the SMART, in June 2010. Some may take place after go-live, depending on processing needs. • Method: Enter data directly into SMART system based on paper documents, reports, queries or direct access to agency systems. Guidance for data entry will be provided by the SMART project.

  11. Converting into SMART Functional Considerations • Customers must be converted prior to the conversion of pending items.

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

  13. Tasks & Milestones

  14. 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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