Sunflower Project Change Agent Network Meeting #3

1. Sunflower ProjectChange Agent Network Meeting #3 May 20, 2009

2. Welcome

3. Meeting Agenda • Welcome • Project Status and Activities • Decisions • Testing • Training Update • Agency Task List • SMART Demo • Meeting Wrap-Up

4. Welcome and Introductions Presenters • Kent Olson, Project Director • Gary Schneider, Implementation Manager • Annette Witt, Finance Team Manager • Stacey Calhoon, Quality Assurance / Test Lead • Gina Vinyard, Training Lead • Jennifer Dennon, Agency Readiness Lead • Connie Guerrero, Enterprise Readiness Team Manager

5. Housekeeping Bathrooms Please set cell phones and pagers to silent 10 minute break is planned Note cards for questions

6. Project Status and Activities

7. Project Timeline 2008 2009 2010 Analyze We are Here! Design Build/Development Test Training Deploy On-going System Support & Stabilization

8. Shared Services • The post go-live support organization will include a shared services center • Will process transactions for participating agencies • Lessons learned in other statewide implementations indicate the need • Similar to approach used by “paper agencies” at SHARP go-live • Not a substitute for support…support will be available to online agencies • Criteria for identifying agencies will include: • Low headcount • Low transactional volume • Transactions processed by Dept. of Administration today • Agency desire to participate

9. Shared Services (continued) • Next steps: • Agencies respond to Sunflower Project to indicate interest (May, 2009) • Sunflower Project reach out to agencies to confirm level of participation (June, 2009) • Determine rate structure • Agency considerations • Can lower the pre-implementation burden of end user training • Use shared services for selected transactions on a temporary basis • Complete training on those transactions post go-live • Transition to fully online over time • Consider using shared services for a subset of your agency’s transactions • For example, complete your agency’s high-volume transactions online, but use shared services for other transactions • Please email the Sunflower Project with questions or to indicate your interest (sunflowerfms@da.ks.gov)

10. Baseline Readiness Assessment • Thank you for responding! 96 agencies responded to questions about readiness for SMART go-live • Sets the baseline for more frequent assessments as go-live approaches. • Future Readiness Assessments are in: • Sep 2009; Dec 2009; Feb 2010; Apr 2010; May 2010; Jun 2010 • Results help to: • Identify issues or risks across all agencies where additional attention is needed • Identify agencies requiring additional suppor

11. Baseline Readiness Assessment (continued) • Agencies analyzed in 6 “Areas of Focus” • Progress on Agency Tasks • Primary Contact's Engagement with Project • Agency's Engagement with Project • Agency Assessment of Ability to Achieve Readiness • Effectiveness of Readiness Liaison Relationship • General Comments and Concerns • Results based on: • Responses to readiness assessment • Agency type (size, interfaces, etc.) • Project records of task status • Generated a readiness analysis for each agency (as shown) • Generated summary data from detailed analysis • Analyzed trends and specific areas of need

12. Baseline Readiness Assessment (continued) • Findings include: • Agencies are completing a majority of their tasks on time • Some agencies do not feel they have what they need to move forward with tasks • 94% of Primary Contacts are committed to Sunflower Project goals • Increased communication is needed among Change Agents and agency leadership • It is sometimes unclear which tasks and events apply to each agency • Some Change Agents are unclear on project goals or the Change Agent role • Next steps include: • Clarify and simplify the Agency Task List • Increase the relevance of communications by targeting the correct audience • Provide clearly stated, actionable next steps for work assigned to agencies • Promote communication among Change Agents to ensure agencies consider all the key factors when making decisions about SMART (for example, related to configuration activities) • Going forward… • Continue to respond honestly • This helps identify specific needs to address

13. Data Warehouse and Reporting Update • Most SMART users can access Data Warehouse • Access to data is based on Business Unit (BU) and SMART user roles • Requesting reports will be an intuitive process • Reports will be generated from: • SHARP • SHARP reports are not going away • Data Warehouse • Will include data from both SMART and SHARP • Primary reporting area for SMART data • SMART • Some online reports available in SMART

14. Data Warehouse and Reporting Update (continued) • SHARP data stored in the Data Warehouse includes: • Compensation • Earning and deduction records for every employee • Benefit deduction information • Leave Accruals • Workforce Profile • Workforce assignments, turnover, jobs, and other attributes related to work assignments • Recruitment • Recruitment and staffing initiatives • Learning and Development data • Human Resource Management System (HRMS) training courses, enrollments and expenses

15. Strategy for Managing Historical Data • STARS Ad Hoc will be maintained for a fixed timeframe • Actual timeframe is not yet determined • STARS Transactional data will be requestable for a fixed number of years • Number of years is not yet determined • Information expected to be available using same strategy currently used for electronic access to DAFR reports • Accounts & Reports will retain data for a longer period of time • Actual timeframe is not yet determined • Informational circular to be issued by July 1, 2009

16. Interface Workshops • Updated file layouts now available on secure website – updates include: • Added consistency in date and address formats • In Vendor Download interface, added: • TaxID and TIN TYPE • A vendor address description that will contain the STARS suffix • FAQs with questions and requests from Interface Workshops being will posted on Sunflower Project website this week • We heard your feedback…and adjusted the Data Conversion Workshops accordingly: • More detail and actionable next steps were identified • Finance Subject Matter Experts (SMEs) attended to field functional questions • An Inbound Deposit interface workshop is being planned for June

17. Data Conversion Workshops • May 5, 2009 – Over 130 agency participants • Introduced data conversion approach: • Types of data being converted • File upload vs online data entry • Data conversion timeline • Sunflower Project and agency responsibilities • Next Steps • Agency To-Do’s (May and June): • Respond to Data Conversion Survey • Type and volume of data your agency will convert; data conversion method • Will be sent this week • Register for Module Conversion Workshops • Review File Standards and Begin Mapping Data • 3 updated files posted to secure site on 5/15/09 – remaining 2 to be posted by end of May • Review Data Entry Templates (will be posted to secure site by 6/15/09) • Attend Module Conversion Workshops

18. SHARP • SHARP is not being decommissioned! • SHARP reports will continue to be available after SMART go-live • Agencies will continue to control department ID’s • One table will contain the agency Department ID’s – both the SHARP and SMART values • Best practice is for SHARP and SMART Department ID’s to match • When changing SHARP Department ID’s be aware of impacts to user security and report formatting • Time & Labor is part of SHARP • Limited to small audience at go-live • Usage may be expanded after go-live

19. Configuration Activities • Many activities require agency input, but not necessarily a workshop • Activities help configure agency-specific values or functions in SMART • Optional office hours are generally available for individual agency questions • Please participate – doing so helps improve the usability of SMART at your agency • You will receive several activities between now and the end of June • Activities are specific to a PeopleSoft module (assets, projects, etc.) • Instructions help determine whether your agency should respond and who should attend • Submit one response per agency

20. Configuration Workshops • Workshops are conducted to help agencies complete more complex configuration activities • Registration instructions and meeting materials are sent prior to the workshop • Activities should be completed soon after attending • Optional office hours may also be available for individual agency questions • Program and Department ID ChartFields Configuration Workshop • June 1 – 4 and June 15 – 18 (attend one session) • Refer to invitation sent 5/7/09 • Project Setup Configuration Workshop • June 2 – 4, June 9 – 11, and June 16 – 18 (attend one session) • Refer to invitation sent 5/7/09 • Don’t forget… • Register online…one registration for each participant • Remote attendance is available for agencies outside Topeka • Contact sunflowerfms@da.ks.gov with any questions

21. Decisions

22. Chart of Accounts Approach is to publish as much detail as possible as it becomes finalized Chart of Accounts structure was published in April Project team will work with agencies to define detailed values in Build Phase (May – July, 2009)

23. Chart of AccountsGeneral Ledger Business Unit • One GL BU per agency • Requires additional set-up and maintenance effort by Accounts and Reports, but… • Provides more flexibility to configure SMART to agencies’ unique business needs • 5-digit numeric value = [ 3-digit agency number ] + 00

24. Chart of AccountsFund • 4-digit Fund codes in STARS will also be used in SMART • Funds may be added • Some Budget Units may be converted to funds • Funds may be removed • Some existing funds may be consolidated into a single statewide fund

25. Chart of AccountsAccount • Specifies the balance sheet account or operating account on the transaction • Expanding some catch-all categories to include more detail • Some accounts may be removed if no longer needed • 6-digit numeric value = [ pre-defined 1-digit account type code : 1 – Assets, 2 – Liabilities,3 – Equity, 4 – Revenue, 5 – Expenses, 7 – Transfers,9 – Statistical ] + [ current 4-digit STARS object codes ] + 0 [ allows for additional level of detail ]

26. Chart of AccountsDepartment • Identifies an organizational entity within the agency associated with the transaction • 10-digit numeric value = [ 3-digit agency number ] + [ 7-digit value defined by agency ] • Compare with STARS DeptID: 5-digit numeric value = [ 3-digit agency number ] + [ 2-digit division code ] • Agency defined • Task ID 157: Program and Department ID ChartFields Configuration Workshop

27. Chart of AccountsBudget Unit • 4-digit Budget Unit codes in STARS will also be used in SMART • Some Budget Units will be added, others will be removed or consolidated into fewer • This is Budget_Ref on the interface layouts • For example, INF02 on the voucher distribution line

28. Chart of AccountsProgram • Identifies a specific good or service provided in response to a social or individual need or problem • Enables the State to capture costs associated with a specific program • Work with Division of the Budget analysts to determine the 5-digit values • Task ID 157: Program and Department ID ChartFields Configuration Workshop • For some agencies there will be changes to the current5-digit PCA codes in STARS (newly defined values)

29. Chart of AccountsProject • Identifies the project associated with grant and project transactions • These transactions can cross budget years, funds, and departments • This chartfield is optional • 15-digit alpha-numeric value • Must be unique statewide • Agency defined • Project IDs are created when a project is added in Project Costing Module • Not controlled centrally • Task ID 169: Projects Setup Configuration Workshop

30. Chart of AccountsService Location • Identifies a specific location (building or site) • Enables the State to capture costs associated with a specific location • This chartfield is optional • 5-digit alpha-numeric value • Will be defined during agency configuration activities • Agency defined

31. Chart of AccountsAgency Use • Used to fulfill agency-specific reporting requirements • This chartfield is optional • 10-digit alpha-numeric value • Will be defined during agency configuration activities • Compare with STARS Agency Use chartfield: 16-digit numeric value • SMART captures same information in other fields • For example, enter free form descriptions in designated Description fields • Agency defined

32. Questions?

33. Interfund Processing • SOKI is being decommissioned • Interagency receivables and payables are recorded on the books • Selling agency enters a receivable in Accounts Receivable (AR) • Buying agency enters and pays the voucher in Accounts Payable (AP) • Each agency controls the entry and approvals of its side of the entry • May be entered via online entry, spreadsheet upload, or interface • Each agency can view both sides of the entry • Can initiate on either the AP or the AR side of the transaction • Both sides of the interfund transaction are associated and are released to process in SMART in the same cycle • Notification of the other agency is supported • Additional details expected in June

34. Auto-Numbering • SMART provides Auto-Numbering • Automatically assigns the next available number when entering transactions or adding data • Examples where Auto-Numbering is available include: • Journal Entries • Purchase Orders • Vouchers • Assets

35. Auto-Numbering (continued) • Other facts about Auto-Numbering • Auto-Numbering is unique by Business Unit • Your transactions are auto-numbered separately from other agencies’ transactions • Auto-Numbering is unique by Module • Your payables are auto-numbered separately from your assets • Agencies will have the option of using other numbering schemes (generally not recommended) • Manual numbering adds steps • SMART links transactions by Business Unit so “smart-numbering” schemes are not needed to identify transactions for a particular agency • Have a scenario in mind where Auto-Numbering is not best? • We want to hear about it. Email your Agency Readiness Liaison with details

36. DA-118 / Encumbrances • If the vendor is known: • Create a Purchase Order (PO) to encumber funds • Encumbrances will be reduced/liquidated as the vendors are paid • If the vendor is not known (fiscal year-end): • Record a ‘blanket’ encumbrance via the General Ledger (GL) • When vendor is identified • Create a journal to reduce the GL encumbrance • Create a PO and process a voucher to pay the vendor • Division of the Budget will have the opportunity to review all agency ‘blanket’ encumbrances • At fiscal year-end, DA-118 will no longer exist

37. Decisions TBD Year End Concurrent Processing Cutover Strategy

38. Questions?

39. 10 Minute Break • Please return promptly so the meeting may end on time • If you wrote questions on note cards: • Pass them to a presenter • Include your name and agency • We will respond to all questions

40. Testing

41. Testing Overview • Testing refers to: • Sunflower Project activities to validate that SMART works as designed • Agency activities to validate that data conversions and interfaces will work as planned • Which agencies have testing responsibilities? • Agencies converting data via file upload • Agencies building interfaces to/from SMART • The Sunflower Project has a structured testing approach • If your agency is new to testing, consider adopting a similar approach

42. Agency Interaction with Testing Stages Build Phase Test Phase Deploy Phase Agencies Test Interface Programs with Project Team UAT Testers Include Agency Representatives Agencies Involved in Conversion Testing ORT to Include Agency Touch Points

43. Test Cycles • What are test cycles? • They identify the major groups of tests that must be executed, and • Define the structure and sequence of testing execution • Test cycles may cross functional areas (purchasing, accounts receivable, etc.) • How are test cycles beneficial? • Test cycles are a logical way to organize conditions that test like or linked processes • They allow a layered approach to testing, which helps isolate problems during early test cycles

44. Test Cycle Descriptions This example of Sunflower Project Test Cycles illustrates how agencies may structure their internal test cycles

45. Test Conditions • Test conditions are: • Scenarios to be tested during the execution of a business event • Test conditions should: • Be specific enough so the expected result is explicit • Not merely replicate tests performed during Unit Test and Assembly Test • Test the integration of modules within SMART and the integration of SMART with other systems • All agency requirements should be linked to a test condition, though some test conditions may have no requirements.

46. Test Scripts • Test scripts document the detailed steps the tester must execute to validate a test condition or series of test conditions • Each test script includes: • Steps to execute • Input data (variable data) • Expected results • Comments • Test Condition #

47. Test Scripts: Example Enter a Vendor Online

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

49. Next Steps • Do you have questions about: • How to implement a structured testing approach at your agency? • The Sunflower Project testing approach? Contact Stacey Calhoon at stacey.calhoon@da.ks.gov

50. Training Update