November 10, 2009

1. November Interface Monthly MeetingSunflower ProjectStatewide Management and Reporting Tool Update November 10, 2009

2. Today’s Topics • Introduction • Milestones • SMART Project Update • Top FAQS • System Test and Operational Readiness Test • Interface Test Stage 3 • INF02 – Inbound Vouchers Walkthrough • Closing

3. Agency Milestones/Tasks • Milestone Status: • 12/23 agencies have completed their entire testing of Stage 1 interfaces • 13/21 agencies have completed testing of INF01 • 5/6 agencies have completed testing of INF15 • 0/23 agencies have completed their entire testing of Stage 2 interfaces • 2/20 agencies have completed testing of INF02 • 0/4 agencies have completed testing of INF04 • 0/11 agencies have completed testing of INF06

4. Project Update • Updates: • A vendor conversion workshop will be held for the interfacing agencies on November 19th. Agencies using INF01, INF02, INF03, INF04, INF18, or converting vendors in their systems should attend. • Stage 2 and 3 of Interface Test have been extended to 12/4 to account for delays in SMART interface development . • The interface environment was refreshed on 11/2 with the full production configuration data. • Vendors will be converted during stage 3 in the Interface Testing environment to enable interfacing agencies to develop conversion programs as needed. • A mini-batch schedule will be established in January for automatic processing of: • INF02 > INF03 • INF04 > INF01 • INF06 > INF19 • INF44 > INF19, INF29

5. Project Update • Updates: • The October Monthly Interface meeting Q&A has been published. • Correction to #7 – Vendors are on INF01, not INF06 • Layout updates have been published per the bi-weekly updates and communications were sent to agencies. • SMART Developers have completed an exercise to compare the layouts to the database, resulting in minor changes to layouts. • Layout update statistics for the most popular interfaces since 7/1/09: • INF01 – 3 updates, 1 has material impact. • INF02 – 3 updates, 2 have material impact. • INF03 – 8 updates, 6 have material impact. • INF15 – 0 updates. • INF44 – 4 updates, 2 have material impact. • The upcoming monthly interface meetings are scheduled on: • December 8th • January 12th

6. FAQs • Top Frequently Asked Questions: • In Stage 3 – Outbound Transactions, will you accept additional vendors and vouchers for use in testing? Yes, we will accept additional vendor and voucher files from agencies for use in Stage 3 processing. Agencies can also use Stage 6 to test the entire process. • What is system test and how will it impact agencies? System Test validates that SMART meets all system requirements. System Test is executed by the Sunflower project team and does not impact agencies. All interfaces will be tested in Cycle 7 using a sample of agency files. • Where can I find the valid list of configuration values for the required fields? The configuration values can be found on the secure website. • If we send you an INF02 file, should we expect to receive an INF03 file subsequently? If you submit an INF02 and it loads without any PRE-SMART or SMART errors, you will receive your INF03 file within 1-2 business days of submission.

7. FAQs • Top Frequently Asked Questions (cont): • When transferring a file to/from the mainframe, if we send you five different interface files, do we need 5 different file transfer command scripts? Is there a reason this is different; we don’t do this with STARS? To transfer a file you may need (depending on the tools and setup of your file transfer tool) a script to set the file as FB, indicate the maximum record length and set the file size = 0. Curtis Bears can provide scripts if you need them. The Sunflower Project has also published scripts in the CORE-FTP instructions. • Is there an ability for agencies to log into the system and view SMART interface errors before production? Yes, you can view errors during training. In addition, the interface team will host classroom sessions during Stage 6 where agencies can access SMART online to view, add, and update transactions.

8. SMART Test Approach • System Test • Verifies that every modification (new or changed elements) fits with the overall business process within a functional module, as well as confirm that the functional modules perform according to the functional requirements. • Validates both configuration and converted data. • Verifies that the application meets configuration and technical requirements as documented in the Requirements Traceability Matrix –which includes configuration, security and data warehouse requirements. • Is executed by SMART personnel. • Does not include testing by agencies. • Will take place from Nov 2009 – March 2010.

9. SMART Test Approach (cont) • Operational Readiness Test (ORT) • Tests the production environment’s readiness to handle the new system. • Tests the batch schedule, production support, and database back-up processes including the daily Data Warehouse refresh. • ORT exercises production operation capabilities, including help desk and batch schedule. • Agencies will be invited to participate in ORT according to the criticality of their systems integrating with SMART on day one. • Occurs after System Test. The date is not final but is expected to occur between April and the end of June.

10. Interface Test Strategy • Stage 3 – Outbound Interfaces (10/26/09 – 12/4/09): • Confirms that the outbound interface files can be generated for successfully loaded Stage 2 interface files. • Outbound files must be downloaded by agencies from the DISC mainframe using the appropriate command script contained in the Core FTP instructions. • Agencies can continue to send Stage 2 interface files for use in Stage 3 testing. • Stage 3 interfaces do not generate error or log files.

11. INF02 Walkthrough - Overview • INF02: Inbound Voucher Interface • Loads voucher data into SMART. • Control total or file format errors will cause the entire file not to be processed into SMART. • INF02 uses the following PeopleSoft processes: Voucher Build and Budget Checking. • Errors from the Voucher Build and Budget checking processes must be corrected online in SMART using the Voucher Build Error Correction and Commitment Control pages respectively. • Inbound INF02 vouchers will be automatically set to ‘pre-approved’ by SMART based on the Voucher Origin. • The scheduling times for INF02 as part of the SMART production batch schedule is not yet complete.

12. INF02 Walkthrough – Control Record (000) • INF02: Inbound Voucher Interface • SUBTYPE – Must be populated by agencies. This field is used to identify agency systems that generated the file. • CREATED_DATETIME - The date time stamp the file is created. The format is 'MM/DD/YYYY HH:MM:SS 00000 '. Note the space after the last zero. • COUNT_HDR_FL – The number of voucher header records (001). • KS_LN_CNT – The number of all lines, excluding the control record. • TOTAL_AMT – The sum of the GROSS_AMT of the vouchers on the voucher header record (001). Since this is a SIGN field, provide a space in the first digit if the value is positive, or else a negative.

13. INF02 Walkthrough – Voucher Header (001) • VOUCHER_ID – Populate with ‘NEXT’ to have SMART auto-assign the value. Otherwise, provide a unique value identified by your agency. • INVOICE_ID – Populate with the invoice number from the related invoice. If the voucher does not have an invoice, then provide a unique value generated by your agency. • INVOICE_DT – Provide the date on the invoice. If the voucher does not have an invoice, then provide the date of the transaction. • VENDOR_SETID – Set to SOKID. • VENDOR_ID – Use valid values from INF01. • VNDR_LOC – Leave blank to get the default or provide a valid value from the INF01. • ADDRESS_SEQ_NUM - Leave blank to get the default or provide a valid value from the INF01. • ORIGIN – Populate with values from the secure website for your agency.

14. INF02 Walkthrough – Voucher Header (001) • OPRID – Set to SMART_BATCH. • GROSS_AMT – The total amount of the voucher. Must be equal to the sum of all the voucher’s lines. • REMIT_ADDR_SEQ_NUM – Identifies where you want the check sent. Leave blank to default this value from the vendor location, or else override with a valid value from the INF01. • PYMNT_HANDLING_CD – Identifies how the check will be sorted. See the secure website for a list of valid values. • VCHR_BLD_CODE – Provide ‘PO’ if the voucher is related to a purchase order. Otherwise, leave blank. • PYMNT_METHOD – Provide ACH for an electronic funds transfer/automated clearing house transaction, or CHK for a check.

15. INF02 Walkthrough – Voucher Line (002) • Many fields on this record are only used if you are associating the voucher to a purchase order. This information is indicated in the processing rules on the layout. • WTHD_SW - Indicates that a voucher is 1099 applicable. Populate with a 'T' if the voucher is 1099 applicable. Otherwise, leave blank. Foreign vendors do not need to be populated. • MERCHANDISE_AMT – Indicates the monetary amount associated with the voucher line. If Unit Price and Quantity are provided on the voucher line, then this field is equal to the product of these fields. • SPEEDCHART_KEY – This field will be used to default a valid distribution string on the Voucher Distribution record (003). Valid values will be published to the secure website once the agency task of providing valid values is complete.

16. INF02 Walkthrough – Voucher Distribution Line (003) • This record identifies the accounting information associated to the voucher line. You can have many distribution lines to one voucher line. • You do not need to provide this record if you associate the voucher to a purchase order, or provide a speedchart on the voucher line record (002). • See the secure website for a list of valid chartfields for use on this record. • Populate all the asset fields (ASSET_FLG, BUSINESS_UNIT_AM, ASSET_ID, PROFILE_ID) if the voucher is associated to an asset in PeopleSoft Asset Management. Otherwise, leave blank. • Populate the following Project Costing (PC) fields if the voucher is associated to a project: BUSINESS_UNIT_PC, PROJECT_ID, ACTIVITY_ID. Otherwise, leave blank. Note – some agencies are required to populate additional PC fields per their PC Business Unit setup.

17. INF02 Walkthrough –Single Payment Line (004) • Only use this record if the voucher is a single payment voucher, and the VOUCHER_STYLE on the voucher header record (001) is ‘SGLP’. • BANK_ID_QUAL – Only used if the voucher is going to generate an EFT payment. If so, provide a value of ‘001’. Otherwise, leave blank. • BNK_ID_NBR – Identifies the vendor routing number. Only provide this value if the voucher is going to generate an EFT payment. Otherwise leave blank. • BANK_ACCT_TYPE – Identifies the type of bank account. Only provide this value if the voucher is going to generate an EFT payment. Valid values are ’03’ for checking or ‘SV’ for Savings. Otherwise leave blank. • BANK_ACCOUNT_NUM – Identifies the account number for the vendor at the bank. Agencies provide. Only provide this value if the voucher is going to generate an EFT payment. Otherwise leave blank. • DFI_ID_NUM – Identifies the vendor’s routing number. Only provide this value if the voucher is going to generate an EFT payment. Otherwise leave blank.

18. Key Dates

19. Closing • How you can communicate with us: • Surveys – Please let us know how we are doing • 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” with suggestions, comments or questions