June Interface Monthly Meeting Sunflower Project Statewide Financial Management System Update

1. June Interface Monthly MeetingSunflower ProjectStatewide Financial Management System Update June 9, 2009

2. Today’s Topics • SMART Project Update – Dean • Frequently Asked Questions – Dean • SMART Configuration Item Walkthrough – Kurt • INF43 Excel Deposit Upload – Kurt • INF44 Deposit Interface – Kurt

3. Project Update • Information Updates and Recent Decisions • Updated layouts published to secure website • Interface Layouts have been updated to the website: 5/29 & 6/4 • INF22 Project Upload (AGENCY) – Removed fields on the Project and Project_Activity records and removed the Activity record • INF32 Inbound Debtor File (CENTRAL) – Modified fields on existing record • INF33 Outbound Voucher Extract (CENTRAL) – Added a new record type and removed an existing record type • INF43 Excel Deposit Upload (AGENCY) – New layout for AR deposit upload • INF44 Inbound Deposit Interface (AGENCY) – New layout for AR deposit flat file interface • The interface list with STARS/SOKI mapping is available • Communications • Bi-weekly email SMART interface communications • Monthly interface meetings • Upcoming meetings July 14th, August 18th

4. Project Update New interface – INF50 Spreadsheet Voucher Upload • A spreadsheet upload capability will be available for entering vouchers into SMART • Spreadsheet template can be populated by direct entry or from another spreadsheet, database or application then uploaded • Transactions will be loaded and posted into SMART in real-time via XML • Transactions can be approved in SMART or by-pass the approval process • Layouts will be available 6-12-09 • Voucher spreadsheet upload is useful if one or more of the following conditions are met: • Data is already in an electronic format (spreadsheet, database, application) to avoid re-keying • Insufficient data volume to warrant using INF02 • INF02 is too complex • Voucher transactions require many distribution lines • Payment vouchers have similar types of payment data for multiple vendors

5. Project Update Sunflower Project Timeline

6. Agency Tasks & Milestones • Completed: • Download & review interface layouts • Current: • Develop design Documents • Coding System changes and interfaces • Upcoming: • 6/15 – submit mapping documents to SunflowerFMS@da.ks.gov • 7/15 – begin Interface Connectivity Testing

7. Interface Questions • What is the difference between VNDR_LOC and the DEFAULT_LOC on the vendor file? VNDR_LOC is also on the voucher interface. • The VNDR_LOC is the location that is being created for that vendor. The DEFAULT_LOC specifies which location will be used on payment vouchers if it is not provided. In some cases, vendors may have multiple locations, and therefore need a default. • How long does the voucher number need to remain unique, and when can we restart renumbering vouchers, using the same voucher id. Some agencies re-use numbers starting with a new fiscal year. Is it the Project’s vision that agencies not do that? • In general, it needs to be unique as long as it sits in the database. The voucher table keys are Business Unit and Voucher ID, only. That means that all vouchers need to have a unique number. “Smart numbering” can be used for Vouchers if an agency chooses to do so. The first two or four characters can be used to indicate Fiscal Year.

8. Interface Questions • Is “Voucher ID” alphanumeric? • Yes. • Is there a field that we can use to carry a value all the way through the process and back to us? • Use the payment message or invoice id field on INF02, since it remains attached to the transaction through to the INF03. Both are on the header, and not the individual line, so if you use them you will have to have one line per vendor, which will translate to one header per vendor. Both values will print on the advice to the vendor. We are looking into using an additional field • Inbound files will be archived in the archival directory for a period of time. What time frame is planned on for these files?  If this time is less than one year, will the information from these files be accessible in the data warehouse?  • Once data from Interfaces has been processed into the SMART production system, the files will be moved to an archive directory. It has not yet been determined the length of time those archived files will be maintained. We hope to make that determination by the end of the Build Phase, September 2009. • Interface files will not be moved to the Data Warehouse. Only transactions that reside in SMART and SHARP will be moved to the Data Warehouse

9. Interface Questions • Since there will be no business validations, will agency program systems need to perform edits on the interface file prior to sending it to SMART? •  Yes, each agency will be responsible for the accuracy and integrity of their data • Is connectivity test for all files that are going to be uploaded? • Not all files will go through connectivity testing, it is just to see if you can transfer files and make sure a transfer between “point a” and “point b” is successful. It will help to remove barriers such as firewalls and IP addresses. • Will the https uploads be available during assembly test? • Spreadsheet file uploads will be available • If all conditions will be tested, from every file type, does the Project envision that all systems in every agency will be updated and built by September 1? •  Yes, everything should be built by then so that we can validate both our conditions and yours • Would it be good to have an interfunds-specific meeting? •  We can make that an agenda item on the June meeting, or can we do it sooner. We will make this a takeaway • InterFund solution is still being finalized. We do not believe a separate interface-specific meeting for interfunds will be necessary. Interfunds will be processed through AR and AP interfaces

10. Tasks and Milestones Activities/Milestone for Agency Project Plan Activities/Milestone for Agency Project Plan Activities/Milestone for Agency Project Plan Activities/Milestone for Agency Project Plans

11. SMART Configuration Walkthrough CAR005 – Business Unit Configuration document for the business unit setup for accounts receivable Used on INF25, INF26, INF28, INF29, INF43 and INF44 Explains the setup of the business unit values that agencies will use CAR022 – Deposit Type Configuration document for the deposit type for accounts receivable Used on INF29, INF43 and INF44 Explains how deposits are classified in SMART

12. Interface Walkthroughs INF43– Deposit upload • Online Spreadsheet to load deposit information • Will be processed periodically throughout the day • Can be run ad hoc by the agency user INF44 – Inbound flat file deposit interface • Nightly interface file process to load deposits • Run during the batch schedule • Will not be available for agency users to run

13. Ongoing Communication Strategy • How you can communicate with us: • Office Hours – Come see us! • Monthly Interface Meetings – Participate, bring your questions and issues or send them to us in advance • Email – SunflowerFMS@da.ks.govSubject “Interfaces”