Sunflower Project Statewide Financial Management System Update

1. Steering Committee MeetingSunflower ProjectStatewide Financial Management System Update February 12, 2010

2. Today’s Topics • Project status and activities – Kent • Fourth IV&V Report – Peggy • Change control – Peggy • Cutover Planning – Peggy • Measuring Progress – Gary • Data Warehouse and Agency Reporting Needs – Gary • User Acceptance Testing – Gary • Agency Interactions, Service Center, Agency Readiness and Up Coming Agency Events – Connie

3. Project Timeline Go-live for SMART & SHARP II Testing Phase Cutover Phase December January February March April May June July Pilot Training Close STARS End User Training Agency Role Mapping Continuity of Operations Exercise Stage 6 Interface Testing Load SMART and SHARP with Production Values Complete System Testing and Begin User Acceptance Testing Agency Report Development Business Process Workshops

4. Status of Testing • System Testing started on-schedule • All testing infrastructure (testing lab, scripts, defect tracking tool, processes) in place and functioning • Cycle 1 – Simple end-to-end processing – Complete • 141 scripts • SRS, STO and A&R participated in Cycle 1 testing • All “critical” and “high” defects closed; over 282 of 342 “medium” defects closed • Cycle 2 – Complex end-to-end processing – Over 95% complete • 118 scripts • 95% complete vs. 98% planned • Cycle 3 – Simple end-to-end processing with converted data – in progress • 16 scripts • 58% complete vs. 82% planned • Cycles 4 and 5 have recently started • Developing User Acceptance Testing plan

5. Status of Testing – Cycle 2 and Defects

6. Project Status & Activities – Finance Team • Testing, testing, testing (Cycle 2 and 3 system testing) • Most designs for approved modifications complete – code freeze • Most functional designs for approved reports complete • Completed workflow workshops • Continuing work on cutover plan • Continuing work on agency CAFR reports (KDOT, Lottery, KPERS, A&R) • Continuing support for training

7. Project Status & Activities – Enterprise Readiness Team • Compiling results of agency role mapping – used to define individuals’ security and training requirements • Continuing to develop training materials – Train-the-Trainer kick-off was held 01/26 – over 60 trainers and drivers attended • Developing help desk support processes • Continue holding monthly Change Agent Network meetings (CAN #9 on 2/17/10, 9am @ Library) • Continue publishing monthly newsletters • Meet with agencies on an as-requested basis • Preparing for agency readiness assessments

8. Project Status & Activities – Tech Team • Fixing defects and making minor enhancements • Building modifications – > 95% complete • Completing technical designs for reports and building reports • Building and maintaining environments • Testing ETLs and loading financial data into data warehouse • Planning for disaster recovery/continuity of operations exercise in April • Transitioning DISC staff into project activities for knowledge transfer

9. Project Status & Activities – Central Systems • A&R/DISC SHARP modifications complete full integration between SHARP and SMART to be tested in Cycle 7 System Testing late Feb • SHARP II Cycles 1and 2 testing complete; Cycles 3 - 5 in progress • Testing Time and Labor (on-line time reporting and employee self-service in SHARP) • Division of Budget working with IBARS vendor to develop modifications for IBARS and interfaces; will load 2011 appropriation budgets into SMART from IBARS when appropriation budgets are finalized in May

10. Project Status & Activities – Miscellaneous • Continue holding monthly forums to address issues and communicate with agencies for interfaces and conversions • Continue to review project plans to assess agencies’ progress and communicate identification of problems • Executing agency reporting strategy • Enrolling agencies in the Shared Service Center • Developing knowledge transfer plan for central agencies • Identifying transition organization

11. IV&V Review, Findings and Recommendations • Fifth (and final) IV&V project review by Sys Test Labs – Denver • One week prep, one week on-site, one week to draft report • Interviewed 20 project and 14 agency personnel (KDOT, SRS, KDOR, KHPA) • Reviewed 53 documents (deliverables, cutover plan, project plan, status reports, requirements matrix, test scripts, risk log, issue log, etc.) • Overall project health rated as “very good” • Several recommendations provided: • Monitor Finance Team workload and provide support wherever needed • Evaluate resource requirements to maintain the data warehouse • Develop and implement SOPs for maintaining SMART and service level agreements

12. Change Control Highlights • Set-off integration with SMART (T&M) came in 596 hours ($116K) below budget • Cancelled two reports for a savings of $12K • Cancelled CR for a copy of the test environment – Finance Team determined it was not necessary for a savings of $52K • Estimated cost for training sandbox environment decreased from $50K to $25K

13. Change Control Highlights • Cash control for shared funds; two-step approach (manual for go-live then automated for post go-live) • CR-141 – Cash Control Part I • 90 Accenture hours for the manual process – $17.5K • CR- 150 – Cash Control Part II • cost for automated solution for post go-live is being developed – $60K • Modify P-card processing • UMB uses a “control account” to insure proper posting of payments in their system. • Each card is associated to a control account at UMB. • Delivered functionality does not capture control accounts associated to individual cards and thus cannot manage payments by control account. • This change would establish a field on the Cardholder Profile page that could be used to capture control accounts associated to cards. • The control account would then be applied to vouchers for payments to UMB. • The control account would be limited to view by BU to insure only correct control accounts are chosen by an agency. • Estimated cost $44K

14. Change Control Change orders approved since last Steering Committee meeting

15. Change Control – Remaining Balance • Balance of hours for customizations (including all customizations discussed today) • Total Accenture hrs used = 18,229 (17,249 December) • Total available contract hrs = 19,130 • % Used = 95% (90% last month) • % Remaining = 5% (901 hours)

16. Cutover Planning Underway • Detailed cutover calendar has been developed for all central systems (STARS, SOKI, SHARP, SMART) • Highlights of cutover calendar were shared with agencies at January CAN meeting • Calendar template provided to agencies showing key central system dates and key activities affecting agencies • Requested agencies to use this template to sync agency cutover activities with overall plan • Agencies encouraged to hold monthly cutover meetings to coordinate their activities (business, tech, training, communications, etc.) • Peggy Hanna is the State lead for cutover planning

17. 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 06/29 Last day for Agencies to Enter Transactions in STARS 07/01 Agencies Enter Transactions in SMART 07/06 Last day for Agencies to Enter Deposits in SOKI

18. Excerpt of Agency Cutover Calendar

19. Measuring Progress • All workstreams continue to trend positive • Expect Reports Build and Modifications Build to be in “yellow” status until March

20. Test Sequence & Schedule Functional Team Dev. Team Interface Team Conversion Team Technical Team All Teams * - Indicates a test stage that requires agency participation

21. System Test Cycles Ten testing cycles of increasing complexity. Test conditions and test scripts for each cycle

22. User Acceptance Testing – Task ID 78 • User Acceptance Testing begins in April 2010 • Will require agency participation • Planning and Scheduling has begun • Agencies considered are those: • high usage of module/functionality • retiring and/or decommissioning systems • using Time and Labor • large volume of on-line users • interfacing agencies • interest in Sunflower Project • PC

23. Interface and Conversion Timelines 2010 We are Here! 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

24. Stage 6 Interface Progress

25. Interface Activities / Milestones

26. Stage 6 Interface Testing • Began on 1/19 and ends 3/15 • Validates SMART conditions for inbound and outbound testing • Validates agency-specific conditions • Tests the ability to interface interfund transactions • Contains converted vendor data • Includes budget checking • Agency access to the Sunflower project test lab; agencies go online and view their transactions and correct errors – by appointment • Continue to hold daily conference calls with agencies • Agencies must send a notice to Sunflowerfms affirming the completion of Stage 6 testing. • Agencies that do not pass Stage 6 will not be permitted to interface into SMART

27. Consequences of Not Meeting Stage 6 Deadline • Agencies that do not pass Stage 6 will not be permitted to interface transactions into SMART • Agencies will have to output transactions from their source system(s) and either: • manually key into SMART • use the spreadsheet upload • After go-live agencies will work with DISC to interface into SMART

28. Status of Data Warehouse and Data Validation SHaRP data warehouse is progressing on-schedule Unit testing by the Tech Team is complete Functional testing of SHaRP data will start this month (DPS, A&R, DISC) Agency folders and security for SHaRP and SMART DWs are being built

29. Reporting Strategy & Approach Steps – Task ID 265 The Reporting Strategy and Approach is moving forward • 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 determining how to resolve gaps – in progress • The Sunflower Project Team has begun contacting agencies to resolve reporting gaps (SRS, DOL)

30. SMART Help Desk Contacts • Agencies were asked to designate Help Desk Contacts and Liaisons (Task ID 270) to serve as the central point of contact between their agency end users and the SMART Help Desk • Designating Help Desk Contacts allows agencies to centralize questions and issues their agency end-users are experiencing with SMART as the first step in helping the end-user • SMART Help Desk Contacts in your agency will build system expertise and have an overall view of the incidents your agency is experiencing

31. What is a Help Desk Contact? • Serve as the agency’s centralized point(s) of contact for end-users who have questions or issues • Attempt to resolve questions and issues at the agency level using resources available (SMART Help Desk Web-based tool, SMART Web-site, SMART on-line training, other agency supplied resources) • Have access to the SMART Help Desk Web-based Tool (ServiceDesk) to: • Research previous solutions and related items  • Log incidents with the SMART help desk (or the SMART help desk phone number in emergencies) • Track incidents

32. Service Center The Service Center will be available to small agencies for a period of transition for small agencies unable to attend training before July 1st Reminders… • Service Center is not an all or nothing approach, agencies can key some transactions online while using Service Center for less frequent transactions • Service Center provides data entry and oversight; the agency is still in control of their own business activities • Individual meetings are occurring with agencies identified as Service Center participants through February and March

33. Service Center (continued) All Service Center participant meetings are in the planning stages for Mid-April and the End of May April meeting will be high level overview of how the Service Center will work for agencies • The meeting in May will outline more specifically how the Service Center will work including forms and procedures. It’s not too late! Contact Pam Fink, Service Center Manager at 785.296.7703 or via e-mail pam.fink@da.ks.gov if have any questions or if you haven’t signed up for Service Center!

34. Readiness Assessment #3 • Thank you for responding! 75 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

35. Readiness Assessment #3 Agency Concern - Training • Agency concerns noted: • Receiving all training needed by go-live • Balancing training with current workload • Timing of training • Agency mitigation steps: • Complete Task ID 68, Role Mapping this will identify training required for each person • Plan in advance, can any agency work be completed in advance or after go-live to allow for training • Evaluate if Service Center is an option • Evaluate which courses are required before go-live

36. Readiness Assessment #3 Agency Concern – Workload • Agency concerns noted: • Training during the Legislative Session • Go-live, year end close and training all at once • Limited staff • Agency mitigation steps: • Plan in advance and prioritize; Document key functions and how shifts may need to occur to accommodate for Legislative or other competing tasks • Work with staff on vacation schedules in advance • Cross-train; Are there tasks that can temporarily shift at year end close or during training • Evaluate if Service Center is an option

37. Readiness Assessment #3 Agency Concern – Functionality • Agency concerns noted: • Changes to functionality • Ability to pay vendors timely • Lack of understanding of SMART functions • Interfunds • Agency mitigation steps: • Document your agencies As-Is and To-Be processes noting key functions and impacts • Plan in advance closing out FY2010, ensure existing payments are processed • Participate in Sunflower Project workshops, Change Agent Network meetings and Training

38. Readiness Assessment #4 - Task ID 86 • Readiness Assessment will be sent out February 15th • The status and questions are tailored to the phase of the project • Readiness Assessment #4 is due to your Agency Liaison by March 1st • Future Readiness Assessments are in: • April 2010; May 2010 and June 2010

39. Upcoming Agency Events February 2010 2/17– Change Agent Network Meeting #9 2/25 – Monthly Conversion Technical Meeting March 2010 3/01- 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

40. Questions and Answers For additional information on the project, please see the project website: http://da.ks.gov/smart ?

41. Authority for Change Requests