Sunflower Project Data Conversion Workshop

1. Sunflower ProjectData Conversion Workshop May 5, 2009

2. Welcome & Introductions • Dean Arzoian – Technical Team Manager, State • Bruce Myers – Technical Team Manager, Accenture • Ed Payne –Interface and Data Conversion Coordinator, State • Nate Hill – Data Conversion Coordinator, Accenture • Javier Gallegos – Data Conversion, Accenture

3. Expectations • At the end of today’s session you should have a better understanding of: • Activities involved and project timeline for data conversion, and agency vs. project responsibilities • What data will be converted • How data conversion is accomplished and agency options • Conversion file layouts • Conversion test approach • This session will not include presentation of detailed conversion layouts • Detailed conversion layouts are being finalized and will be provided to agencies in approximately 2 weeks • Subsequent sessions will be held to review each of the detailed conversion approach for assets, accounts receivables, purchasing, grants, projects and contracts

4. Converting into SMART • Meeting Overview and Agenda • Outline the processes that will be used to convert data to SMART • Describe data being converted to SMART • Provide an overview of data conversion for SMART functional areas • Identify activities and steps necessary for your agency to convert data to SMART • Review the timeline of activities

5. Converting into SMART • What Is Data Conversion? • One-time load of data into the SMART system for agency systems • Transactional Data: Transactions open at cutover to the SMART system • Master Data: Data supporting transaction processing, such as Customers • How Is It Accomplished? • File Upload: Loading data sets provided in defined formats, such as flat file extracts or Excel templates, through upload processes • Online: Data entry directly into the SMART system for low volume and/or complex data sets

6. Converting into SMART What Data Is Being Converted into SMART?

7. Converting into SMART using the Upload Process • Data Upload Conversion Approach • Conversion File Formats • File-based: File standards will be provided for automated conversions with file structure, record/field length and field descriptions for mapping. • Excel-based: Excel data entry templates will be available for some conversions • File Submission: For data security, preferred method of submission to the Sunflower Project is via secure FTP (SFTP). • Processing and Error Reporting: Conversion files will be processed by Sunflower team and reports will be provided detailing issues to be resolved in source data. • Data Cleansing: Agencies responsible for cleansing data in source systems based on error reports.

8. Converting into SMART using the Upload Process

9. Converting into SMART using the Upload Process • Upload Conversion Approach – File Layouts & Mapping • File Layouts define the format for mapping and data submission Example

10. Converting into SMART using the Upload Process • Upload Conversion Approach – Data Entry Templates • Templates provide a method of data entry for upload • Data must be entered in fields with correct formatting and meet field length requirements Example

11. Converting into SMART using the Online Process • Online Data Conversion Approach • Purpose: Provide method of data conversion for smaller and/or complex data sets. • Timing: Online conversions will take place prior to go-live of the SMART, in June 2010. Some may take place after go-live, depending on processing needs. • Method: Enter data directly into SMART system based on paper documents, reports, queries or direct access to agency systems.

12. Converting into SMART using the Online Process

13. Converting into SMART • Meeting Overview and Agenda • Outline the processes that will be used to convert data to SMART • Describe data being converted to SMART • Provide an overview of data conversion for SMART functional areas • Identify activities and steps necessary for your agency to convert data to SMART • Review the timeline of activities

14. Converting into SMART • What Is Not Being Converted into SMART? • Historical or closed transactional data • Direct loads into the Data Warehouse • Agency vendors

15. Converting into SMARTAgency Conversions SMART – Asset Management Asset (CNV009): Conversion of fixed asset information, including financial and physical attributes, such as original cost, categorization and description. Agencies are encouraged to load all fixed assets into SMART so that agency assets are in a single system. Agency assets do not need to meet the $5K threshold.  Any assets such as laptops, PDAs, can be managed and tracked in SMART.

16. Converting into SMARTAgency Conversions SMART – Accounts Receivable Customers (CNV003): Load of customer definitions, addresses and contact information. AR Pending Items (CNV012): Load of receivables items open at cutover to SMART system.

17. Converting into SMARTAgency Conversions SMART – Purchasing Purchase Order (CNV007): Load balances of open purchase orders at cutover to SMART. Purchasing Contract (CNV008): Load of open agency contracts not in Procurement Manager Plus. Pending decision – to be updated

18. Converting into SMARTAgency Conversions SMART – Grants Grants (CNV005): For agencies using the Grants module, conversion of proposals and awards. Associated projects and contracts will be generated using system functionality.

19. Converting into SMARTAgency Conversions SMART – Projects and Contracts Projects (CNV006): Load of project and project activity definitions for projects not tied to grants, or grant-related projects for agencies not using the Grants module Contracts (CNV013): Creation of contract definitions for reimbursable projects to generate customer billing

20. Converting into SMART • Meeting Overview and Agenda • Outline the processes that will be used to convert data to SMART • Describe data being converted to SMART • Provide an overview of data conversion for SMART functional areas • Identify activities and steps necessary for your agency to convert data to SMART • Review the timeline of activities

21. Converting into SMARTKey Data Conversion Activities & Timeline Sunflower Project Timeline

22. Converting into SMARTKey Data Conversion Activities & Timeline Sunflower Project Timeline – Map Data

23. Converting into SMARTKey Data Conversion Activities & Timeline Sunflower Project – Map Data Key Activities & Responsibilities: Key Dates:

24. Converting into SMARTKey Data Conversion Activities & Timeline Sunflower Project Timeline – Extract Data

25. Converting into SMARTKey Data Conversion Activities & Timeline Sunflower Project – Extract Phase Key Activities & Responsibilities: Key Dates:

26. Converting into SMARTKey Data Conversion Activities & Timeline Sunflower Project Timeline – Testing

27. Converting into SMARTKey Data Conversion Activities & Timeline • Conversion Test Approach • Testing Phases for File Uploads • Unit Test: Stand-alone test of upload conversion processes using test data • Conversion Assembly Testing: Initial test with agency conversion files for automated upload conversions to “shake out” conversion programs and file transfer processes • Mock Conversion Testing: Three rounds of conversion testing for automated upload conversions • Dry Run Test: Mock deployment of SMART system involving all steps of system roll-out, including conversion

28. Converting into SMARTKey Data Conversion Activities & Timeline Sunflower Project – Test Phase Key Activities & Responsibilities: Key Dates:

29. Converting into SMARTKey Data Conversion Activities & Timeline Sunflower Project Timeline – Deploy

30. Converting into SMARTKey Data Conversion Activities & Timeline Sunflower Project Timeline - Deploy Key Activities & Responsibilities: Key Dates:

31. Converting into SMARTSupport, Contact Information and Reference Information • Reference Material and Contact Information: • Office Hours • Tuesdays and Thursdays, 9am to 10am, 10am to 11am • Wednesdays 2pm to 3pm, 3pm to 4pm • Website • http://www.da.ks.gov/smart/ • Email • sunflowerFMS@da.ks.gov – Include ‘Conversion’ in subject line

32. Next Steps