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Steering Committee Meeting Sunflower Project Statewide Financial Management System Update

Steering Committee Meeting Sunflower Project Statewide Financial Management System Update. October 9, 2009. Today’s Topics. Project status and activities – Kent JCIT, KITO and IV&V – Peggy Change control – Peggy Measuring Progress – Gary Agency Interactions – Gary

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Steering Committee Meeting Sunflower Project Statewide Financial Management System Update

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  1. Steering Committee MeetingSunflower ProjectStatewide Financial Management System Update October 9, 2009

  2. Today’s Topics • Project status and activities – Kent • JCIT, KITO and IV&V – Peggy • Change control – Peggy • Measuring Progress – Gary • Agency Interactions – Gary • System Testing Overview – Gary • Executive Dashboards – Gary

  3. Project Timeline Build Phase Test Phase August September October November December January February March Interface Testing Begin Training Begin System Testing Begin User Acceptance Testing Agency Role Mapping Configure System, Develop Mods Develop Reports, Build and Test Interfaces, Run Data Conversions Business Process Workshops

  4. Project Status & Activities – Finance Team • Completing: • load configuration values for agencies • data conversion for vendors and encumbrances • security role definitions • functional designs for modifications • Cycles 7-10 test conditions and scripts • Continuing: • functional designs for reports • formulating cutover plan • support for training development and BPWs

  5. Project Status & Activities – Enterprise Readiness Team • Completed all 18 business process workshops with agencies • Continuing to develop training materials • Continuing to recruit trainers, facilitators and facilities • Evaluating help desk software and developing support processes • Holding monthly Change Agent Network meetings • Publishing monthly newsletters

  6. Project Status & Activities – Tech Team • Developing technical designs and coding mods • Developing remaining interfaces • Developing technical designs and coding reports • Building and maintaining environments • Implementing data warehouse including security based on requirements provided by functional team and agencies • Beginning work on disaster recovery plan • Development resources being added to State and Accenture teams due to volume of work and productivity indicators

  7. Project Status & Activities – Central Systems • A&R/DISC performing SHARP modifications – approximately 50% complete with Phase 2 • Division of Budget finalizing contract with IBARS vendor to design modifications to support new chart of accounts; will load 2011 appropriation budgets into SMART from IBARS when finalized in May • Developing analysis of options for SHARP performance testing • Use KDOT’s LoadRunner software • Proposal from Oracle consulting – software and services • Proposal from Accenture – software and services • Manual simulation

  8. 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 • Enrollment complete for Washburn for basic accounting course for agency personnel (211 enrolled representing over 60 agencies) • Data Warehouse Advisory Group 3rd meeting – discussed management dashboards • Executing agency reporting strategy • Developing requirements for identifying and securing sensitive data in DW • Determining the funding mechanism to support the services provided by the Shared Service Center

  9. Project Status & Activities – JCIT Concerns • Universities not fully utilizing SMART • Never in scope of this Project • Have their own financial management systems to meet their unique needs and linked to their Student Information Systems • Agency systems being de-commissioned • Overall number of agency systems being decommissioned remains at approximately 60 • List provided to JCIT in October 2008 listed several minor differences from the current list • System modifications • 49 of 1,800 requirements resulted in mods (less than 3%) • Many potential mods avoided through business process changes and work-arounds

  10. Project Status & Activities – KITO and IV&V • KITO Metrics: • Project StatusKITO Compliance • Deliverables 9 of 10 > 90% • Task Completion Rate 100% > 90% • Cost 100% (no adjustments) > 90% • Schedule 100% (no adjustments) > 90% • Fourth IV&V project review & site visit begins next week

  11. Change Control Change orders approved since last Steering Committee meeting No change requests over $50K since last meeting Credits of $80K for change orders since last meeting

  12. Change Control – Remaining Balance • Balance of hours for customizations (including all customizations discussed today) • Total Accenture hrs used = 16,368 (16,407 July) • Total available contract hrs = 19,130 • % Used = 86% (86% last month) • % Remaining = 14% (2,678 hours)

  13. Measuring Progress Accenture’s Tech Team continuing to work mandatory OT Accenture adding two additional developers State adding two additional developers No impact on key milestones or the “go-live” date

  14. Agency Interactions • Meetings held with agencies: • Department of Revenue • SRS & State Hospitals • Wildlife and Parks • Corrections and KCI • KPERS • Historical Society • DISC • others • Called over 25 agencies to request asset conversion files

  15. Upcoming Agency Events October 10/12 – Business Process Workshops for G/L 10/14 – Business Process Workshop for Deposits and Interfunds 10/13 – Monthly Interface Technical Meeting 10/19, 22, 26 – Workshops for Imprest and Petty Cash (Docking Auditorium) 10/21 – Monthly Conversion Technical Meeting 10/28 – Change Agent Network Meeting #6 November/December TBD – Workflow Workshops

  16. Interface and Conversion Timelines 2009 2010 Agency Interface/System Modifications Connectivity Testing Interface Testing Cycles Extract Conversion Data Conversion Build and Unit Test Conversion Assembly Test Online Data Entry Preparations Mock Conversion Testing (Mock 1, 2, 3) Agency Conversion Data Cleansing

  17. Agency Interface Testing – All Stages (Except Stages 4 & 6) 09/01 – 10/02 INF01 – Vendors INF15 - Chartfields Agency Systems DISC Mainframe SMART 10/05 – 11/18 INF02 – Voucher Load INF04 – Vendor Upload INF06 – Journals INF25 – Invoices INF26 – Customers INF28 – Pending Items INF35 – Speedcharts INF44 - Deposits 10/26 – 11/25 INF03 – Payment Info INF19 – Module Transactions INF29 – Deposits SHARP 11/15 – 01/15 INF41– Time and Labor Setup Data INF42 – Time and Labor Transactions INF46 – Time and Labor Task Profiles INF51 – Workers’ Comp

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

  19. Testing Phases Build Phase Test Phase Deploy Phase

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

  21. System Testing Overview • Infrastructure: • Testing lab set-up with 30 testing stations, whiteboards, etc. • Most testing will be conducted in the lab to avoid distractions • Phire software used to log/route defects and generate reports • Personnel from SRS and STO will participate in early Cycle testing • Cycle 0 – Configuration – early-November thru mid-November • Basic test of configurations (prerequisite to Cycle 1) • Cycle 1 – Simple end-to-end processing – mid-November thru late-December • Cycle 2 – Complex end-to-end processing – mid-December thru mid-February

  22. System Testing Overview • Cycle 1 – Simple end-to-end processing – mid-November thru late-December • 127 scripts • Example: • Accounts Payable: • Paying a voucher • 21 steps

  23. System Testing Overview • Cycle 2 – Complex end-to-end processing – mid-December thru mid-February • 83 scripts • Example: • Accounts Receivable: • Budget checking a deposit • 149 steps

  24. Status Updates – Agency Reporting Strategy - Pilot • Agency Reporting Strategy was piloted with three agencies (SRS, KDOR, DOL) prior to rolling out to approximately 80 agencies • Feedback from the pilot • Clarify some of the headings on the template • More detailed descriptions or sample reports needed to determine gaps

  25. Executive Dashboards • Each member of the Data Warehouse Advisory Group (DWAG) tasked to develop prototype executive dashboards • Multi-step process: • 1st DWAG meeting – discussed purpose of dashboards and best practices and provided background material • 2nd meeting DWAG members presented 1st version of dashboards and gained “hands on” experience with the DW and dashboards • 3rd meeting DWAG members presented sample dashboards based on knowledge of DW and tools and ideas from other DWAG members • 4th meeting DWAG members will build HR/Payroll dashboard components for future use • 5th meeting DWAG members will review training material • 6th meeting DWAG members will build Financials dashboard components • Goal is to develop sample dashboards and dashboard components to give agencies a “jump start” in developing their own dashboards

  26. Executive Dashboards • Sample Dashboard developed by Nancy Ruoff for Marilyn Jacobson (DoA)

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

  28. Authority for Change Requests

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