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Due to inclement weather, the Change Agent Network Meeting could not be held. Please refer to the email sent on December 10, 2009 for more information. Some content has been moved to the January meeting. Contact your Agency Readiness Liaison for questions.
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Sunflower ProjectChange Agent Network Meeting #7 December 9, 2009
Change Agent Network #7 • Due to inclement weather on December 9, 2009, the Change Agent Network Meeting was not held • Please refer to the email sent December 10, 2009 along with the content of this presentation • Some content has been moved to the January Change Agent Network Meeting • If you have questions, please contact your Agency Readiness Liaison
Meeting Agenda • Welcome • Project Status & Current Events • Policy Updates • Interfaces & Conversion Update • Reporting Update • SMART Finance Updates • SMART/SHARP Integration • Agency Task List Update • Training Update • Wrap Up
Welcome and Introductions Presenters • Kent Olson, Project Director • Gary Schneider, Implementation Manager • Annette Witt, Finance Team Manager • Connie Guerrero, Enterprise Readiness Team Manager • Jennifer Dennon, Agency Readiness Lead • Gina Vinyard, Training Lead
Housekeeping Bathrooms Please set cell phones and pagers to silent 10 minute break is planned Note cards for questions
Project Timeline 2008 2009 2010 We are Here! Analyze Design Build/Development Test Training Deploy On-going System Support & Stabilization
Sunflower Project Current Events We are only 30 weeks and 141 work days from SMART go-live! Agencies and the Project team continue interface testing and conversion testing Detailed cutover planning is under way – more details will be shared on a monthly basis starting in January Workflow Workshops completed, configuration activity due Role Mapping coming in January SMART Help Desk Build is under way – more details will be coming in January Policy and Procedure Manual is being updated – more details coming soon
Delegated Audit Authority Agencies that do not already have delegated audit authority, vouchers under $5,000 will be approved and paid without prior review by Accounts and Reports (A&R). Vouchers $5,000 and more will still be approved by A&R. This policy is effective July 1, 2010, but if your agency would like to start delegated audit sooner, contact Randy Kennedy at 785.296.2125 or via e-mail at Randy.Kennedy@da.ks.gov Delegated audit procedures can be found at: http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm
SMART Improve the efficiency of the State of Kansas’ financial practices Increase the quality and timeliness of information provided to decision makers Increase the quality and timeliness of financial management information to the public Provide “real-time” view of the financial situation of the State Reduce redundancies in the financial management systems being utilized by the State
Interface and Conversion Timelines 2009 2010 Conversion Assembly Test We are Here! Interface Testing Cycles Online Data Entry Preparations Mock Conversion Testing (Mock 1, 2, 3) Extract & send final data files Agency Conversion Data Cleansing Cutover Activities Week 1 Activities Preparation
Interface Files – Status • Milestone Status: • Stage 1: • 16/21 agencies have completed their entire testing of Stage 1 interfaces • 16/21 agencies have completed testing of INF01 • 6/6 agencies have completed testing of INF15 • Stage 2: • 1/25 agencies have completed their entire testing of Stage 2 interfaces • 8/22 agencies have successfully loaded INF02 interface files • 2/4 agencies have successfully loaded INF04 interface files • 0/12 agencies have successfully loaded INF06 interface files • 0/10 agencies have successfully loaded INF44 interface files • Stage 3: • 3/25 agencies have completed their entire testing of Stage 3 interfaces • 10/23 agencies have successfully received an INF03 interface file
Interface Activities / Milestones – Deadline Fast Approaching • Interface testing for Stages 2 and 3 has been extended from December 4th to January 15th to give agencies additional time to satisfactorily complete testing • No additional extensions can be granted due to downstream impacts on Stage 6 and system integration testing • All agencies that do not complete Stage 2 and/or Stage 3 by December 31st will be required to submit a corrective action plan with their December project plan update showing the actions the agency will take to complete testing by January 15th • When you return to your agency, please check with your project managers and IT staff regarding the status of your agency’s interfaces and elevate issues to your agency’s leadership
Stage 6 Interface Testing – Spreadsheet Upload Templates and On-line Corrections • Stage 6 interface testing will involve agencies’ IT and business staff • Spreadsheet upload templates: • can be used for vouchers, deposits and journals and will be tested in Stage 6 • will be available (via download) for agencies to review and begin populating • spreadsheet templates normally populated by agency business owners not IT • Viewing On-line Interface Transactions: • During the middle of Stage 6 (about mid-February) agencies will have an opportunity to view interface transactions on-line in SMART and practice making corrections and troubleshooting • The process will work as follows: • Agencies send inbound transaction interface files (INF02, INF06, INF44) to SMART • Transactions will be processed and errors will be generated (e.g. failed budget checking, incorrect funding string) • Agency business owners will use the project testing lab to go on-line and troubleshoot common errors (desktop procedures and project support staff will be available to assist) • Stage 6 is also an opportunity for agencies to create error conditions for interfaces to simulate how errors will be logged by SMART and resolved by agencies
Conversion Files – Feedback • Asset Conversion File – Common Feedback • Values in some fields exceed record length • Required fields left blank • Tag Number: Recommended to be entered for each asset • Invalid field values • Invalid date format - must be MM/DD/YYYY • Cost should not have a dollar ($) sign • Interface ID should be numbered sequentially for each asset • Interface Line Number should be numbered sequentially for each of an asset’s funding lines • Business Unit must be 5 digits, used ‘123’ instead of ‘12300’ • Split-funded assets entered incorrectly • Numerous agencies have not submitted asset files for Mock Conversion #1. Inadequate testing of converted data inevitably leads to agency problems @ go-live…
Conversion Files • How are flat files submitted? • Submit the flat file to the secure locations on the DISC mainframe • How are Excel data entry template files submitted for the Assets conversion? • Email the file to Sunflowerfms@da.ks.gov • Subject line: Data Conversion Test File • Use the following file name: • XXX_CNV009 Asset Data Entry Template_MMDDYYYY.xls(x). 3 digit Agency Number Date file is being submitted
Interface and Conversion Support • Please be respectful of deadlines; the closer we get to “go-live” the more difficult it will become to recover! • Email sunflowerfms@da.ks.gov with questions, include ‘Conversion’ or ‘Interface’ in the Subject line of the e-mail • Schedule Office Hours with the Interface or Conversion Team, e-mail sunflowerfms@da.ks.gov to schedule an appointment • Attend monthly Interface and Conversion Meetings, bring your questions or send in advance to sunflowerfms@da.ks.gov • Visit the SMART website to obtain file layouts • http://www.da.ks.gov/smart/ • Click on Technical Resources tab • Don’t have access to the secure site? • E-mail sunflowerfms@da.ks.gov
Reporting Strategy & Approach Steps – Task ID 265 The Reporting Strategy and Approach is moving forward • Step 1 – Agencies identify critical reports, Task ID 265 distributed • Step 2 – Agencies compare agency identified reports to SMART report list and prioritize potential reporting gaps • 2nd due date is 12/11/09 • approximately 100 potential gaps identified by agencies so far; most from agencies that are de-commissioning financial systems • Step 3 –Sunflower Project Team reviews critical and high-priority potential reporting gaps and determines how to resolve gaps – in progress • if an available report is very close to the agency’s needs, no gap exists • if no similar report is available, a gap exists and a report will have to be built: 1. by agencies’ Super Users from the Data Warehouse if data is available 2. by the Sunflower Project Team from Production • The Sunflower Project Team will be contacting agencies after 01/01/10 to begin resolving reporting gaps
Sensitive Financial Data in the Data Warehouse Based on survey results, agency requirements to secure sensitive data within their agency are diverse, e.g. Account/Object Code, Program/PCA, Dept ID, and vendor Configuring and maintaining security necessary to enable each agency to restrict agency employees from accessing specific, sensitive data elements (within their agency) is notfeasible. Bottom line…. a simpler solution is needed to restrict access to sensitive data within an agency Solution: Agencies will restrict employee access to sensitive data using restricted queries/reports/dashboards developed by agency designated Power Users
Data Warehouse Power Users • Depending on the size of the agency, each agency will designate 1-3 Power Users • Agency Power Users: • must have a solid understanding of the data origins and data structures • will develop queries/reports/dashboards for their agency • will have unrestricted access to agency data in the data warehouse • will be responsible for limiting access to sensitive data within their agency • will be the contact point in their agency for issues and concerns related to the data warehouse
State Surplus Update • How do agencies know what an asset will be sold for or if it was sold at all at State Surplus? • If proceeds >$500, Surplus returns 80% of the proceeds via interfund to the agency on a quarterly basis with an itemized listing of assets sold • If proceeds <$500, Surplus retains all of the proceeds and the agency is not notified of the sell
State Surplus Update (continued) • How are we going to communicate with State Surplus, how will they communicate back, and how will asset dispositions be recorded in SMART? • The agency will assign the Agency Adjustor, Transfer, Retirement Processor role to the individual authorized to record retirement transactions in SMART. In SMART, assets turned over to State Surplus for disposal shall be recorded as a retirement. The disposal code of “Retired to State Surplus” shall be selected when performing the retirement process. • Agencies are expected to establish internal controls to ensure that all disposals are properly authorized and received by an agent of the entity accepting the property. An agency may develop an internal form that meets their needs or use the SMART Asset Disposition form to document physical disposals (draft form on slide 30). If required by the agency, State Surplus will sign as receiving surplus property for goods they actually receive. State Surplus will not sign for lost, stolen or property disposed under Local Disposal Authority.
State Surplus Update (continued) • When do I retire the asset - when I receive the proceeds or when I turn over the asset to State Surplus? • Agencies will retire assets from SMART when property is turned over to State Surplus. The recommended procedure is to record the asset retirement transaction in SMART and then physically dispose of the property. • Amounts received from State Surplus would not be material for determining the gain and loss on the sale of assets. Therefore, agencies will not be required to record immaterial proceeds received from the sale of an asset through State Surplus in the AM module. • Revenues received from the sale of assets shall be recorded in the SMART as miscellaneous revenue. Receipts recorded post to the SMART Actuals ledger. It is the agencies’ responsibility to record receipts back to the appropriate fund(s) when applicable (i.e. assets acquired with federal grant funds). • Agencies need to be aware of the following if they choose to record proceeds received from the sale of an asset in the AM module. Proceeds recorded in the AM module only post to the SMART CAFR_FULL ledger. Before recording proceeds received for assets that have been turned over to State Surplus, the asset would need to be reinstated from retirement. After reinstatement, the retirement transaction would have to be re-recorded in order to enter the amount received in the proceeds field. There will be a timing delay between turning the asset over to State Surplus and being informed of possible proceeds received for a specific asset.
Budget Checking Budget checking compares an agency’s encumbrances and actual revenues and expenses from the Accounts Payable, Accounts Receivable, General Ledger, Projects, Grants, Purchasing, and Expenses modules against budgeted expenses and revenues. This sort of budgetary control ensures that encumbrances and expenses do not exceed budgets at the appropriation level. The functionality of SMART budgeting, also known as Commitment Control, allows agencies the flexibility to track revenues and expenses against more detailed operating, project, and revenue estimate budgets. Agencies spend less time gathering data from disparate systems to create their budget to actual reports that are necessary for managing the financial operations of their agency. Budget to actual reporting at various levels of detail will be available in SMART on a near-real-time basis. Having more accurate and timely information on the financial operations of each agency, program, and project will reap benefits for the State as a whole. This will offer improved reporting and analysis and should allow decision makers to make better decisions. Budget checking will run as a batch process in SMART. This process will be kicked off at regularly scheduled times during the work day. Budget checking occurs before transactions are posted to SMART’s general ledger. Transactions that exceed the budget will cause an error in SMART and will go into a “pending” status. Agency personnel will identify, research, and resolve budget errors identified from the online budget check status inquiries.
Budget Checking (continued) • Budget Checking Frequency • Continuing to finalize the details regarding the batch processing schedule • Currently plan to run budget check every two hours • Select agency user roles will have the ability to run budget check ad-hoc • Use of ad-hoc is not best practice and should be used judiciously • Budget errors are corrected two ways: • Change the accounting distribution (chartfields) on the transaction • Change the budget (including transferring budget, adding budget lines, and increasing budget amounts) • Agencies are responsible for correcting any budget check or chartfield coding errors
Budget Exceptions • Appropriation Budget • Set to control • Transactions will fail for improper chart string combinations and/or exceeding the dollar amount of the appropriation or expenditure limitation • Operating Budget • Track with budget will fail a transaction for improper chart string combinations or missing chartfields • Track without budget does not stop transaction processing • Project Budget • Track with budget will fail a transaction for improper chart string combinations or missing chartfields • Track without budget does not stop transaction processing • Agencies are responsible for correcting any chartfield coding errors, but do not have the authority to change the Appropriation Budget
Interfunds Contact – Task ID 266 • Agency Task ID 266 was sent to Agency Accounts Receivable, Accounts Payable and Primary Contacts on 12/3/09 • SOKI³ Groups will not be replicated in SMART • This task must be completed if you want interfund notifications in SMART! • Task ID 266 is due 12/23/09
Interfunds Contact – Task ID 266 (continued) • Contacts are used for Notifications on Interfund Transactions • If your agency does not complete this task, your agency cannot be selected as a Customer or Vendor Contact on the Interfund page when using the notify functionality at go-live • Need to Identify your Agency Interfund Contacts • Your Agency as a Vendor Contact • Your Agency as a Customer Contact • Allows for a dropdown list of contacts on the Interfund Page • Maintenance of Contacts: • Vendor contacts – Central Responsibility • Customer contacts – Agency Responsibility
Agency Tasks Tasks that can be re-confirmed or submitted in Spring, 2010: • 201 – SpeedChart Configuration Activity – AP • 145 – Entry Type/Reason Code Configuration Activity – AR • 154 – Program Code Configuration Activity – GL • 157 – Department ID Configuration Activity – GL • 211– Agency Use – GL • 212– Service Locations – GL • 166 – Grants Setup Activity – PC • 169 – Projects Setup Configuration Activity – PC • 178 – Complete Business Unit (BU) Default Configuration Activity – PO • 252 – Time and Labor Schedule Configuration Activity – T&L* • 253 – Confirm Time and Labor Workgroups – T&L* • 254 – Time and Labor Taskgroup Configuration Activity (Step 1 and 2) – T&L* • 255 – Manual Conversion of Time Reporter Data – T&L* • 264 – Time and Labor Task Profile Upload – T&L* *selected agencies only
P-Card Conversion and Set-Up • In order to setup P-Cards in SMART, we need: • Name and employee ID of Cardholder, Reconciler, Reviewer, Approver • Card Number • Default chartfields • Existing BPC Card data is incomplete • Not all cards are assigned to a cardholder • Default chartfields are not documented • A&R will be leading the effort to gather the required data • If your agency has BPC cards, expect to hear from A&R soon • They will provide existing data that requires clean-up and detailed instructions • Completed list of BPC cards and associated data is needed by the end of January • Important notes: • In SMART, each P-Card must be assigned to a person (i.e., Cardholder) • Role mapping for P-Card roles (Cardholders, Reconcilers, Reviewers, and Approvers) will be completed based on this task, NOT the role mapping task Note: This does not apply to the Universities or KCI.
SMART – SHARP Integration • Enterprise Integration Points (EIPs) – enables data to be entered only once and shared between SHARP and SMART • Configuration values will flow between SHARP and SMART, e.g. Department IDs, Programs, Accounts, Employees • Transactional data will flow between SHARP and SMART, e.g. summarized payroll transactions, salaries and fringe benefits charged to a project SHARP PeopleSoft 8.9 Human Capital Management SMART PeopleSoft 9.0 Financials and Supply Chain Mgmt Chartfields Vendors Employee Info
Key Milestones for SMART/SHARP Tasks Key dates/deadlines for agencies to review and change values in SHARP and SMART Key dates for Sunflower Project to sync common configuration values between SHARP and SMART Nov 30 Dec 11 March 15 Spring 2010 June 18 June 21 Deadline for agencies to submit final version of SMART/SHARP tasks Deadline for agencies to submit combo codes for SHARP Deadline for agencies to complete changes in SHARP Sunflower Project publishes SMART configuration data (Fund, Budget Unit, Program, Location, Agency Use, etc.) to SHARP Sunflower Project publish SHARP configuration data (Dept Ids, employees) to SMART
Agency Tasks – ComboCodes and Department Budget Table • Agencies should send a list of all Department ID’s they want to use in SMART to Patti Pearce at patti.pearce@da.ks.gov • Agencies need to submit new Combo Codes for all valid funding combinations that will exist in SMART. Send the actual values you plan to use in SMART. Next Spring, agencies will be given an opportunity to revise the chartfield values previously submitted to the Sunflower Project.
Agency Tasks – ComboCodes and Department Budget Table (continued) • The Division of Accounts and Reports recommends the naming convention shown below for agency Combo Code creation. However, if you include additional ChartField values, such as Project ID or Agency Use, you can use a different naming convention, as long as the first three characters reflect your agency number. Deptid (10 digits) Fund (4 digits) BU (4 digits) Program (5 digits)
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
Break Please return in 10 minutes C
Agency Task List Updates Agency Task List Updates New Task List posted on the Sunflower Project Website 12/7/2009 Posted to Sunflower Project website http://www.da.ks.gov/smart/
Agency TasksDecember 2009 – February 2010 Connectivity and Interface Testing through March, 2010 • Monthly Interface Meetings 12/10/09; 1/12/10; 2/9/10; 3/9/10; 4/13/10 and 5/11/10. • Project Plan updates are due at the end of each month • Submit updates to cheryl.weber@da.ks.govand mike.purcell@da.ks.gov Monthly Interface Meeting – Task ID 233 Monthly Interface Meeting – Task ID 240 Monthly Interface Meeting – Task ID 241 Monthly Project Plan Update – Task ID 137 Monthly Project Plan Update – Task ID 138 Monthly Project Plan Update – Task ID 139
Agency TasksDecember 2009 – February 2010 (continued) Mock Conversion #1 – Task ID 124 Mock Conversion #2 – Task ID 25 Monthly Data Conversion Meetings – Confirmed 12/17/09; 1/27/10; 2/25/10; 3/24/10; 4/21/10; 5/19/10 and 6/16/10. Monthly Data Conversion Meeting – Task ID 237 Monthly Data Conversion Meeting – Task ID 246 Monthly Data Conversion Meeting – Task ID 247
Agency TasksDecember 2009 – February 2010 (continued) Complete Readiness Assessment #3 – Task ID 70 Attend Role Mapping Workshop and Complete Activity – Task ID 68 Complete Readiness Assessment #4 – Task ID 86 Attend Workflow Workshop and Complete Activity – Task ID 148 • Readiness Assessments will be conducted in • December, 2009 • February, 2010 • Assessments will be conducted monthly beginning in April, 2010 Interfund Contacts Activity – Task ID 266
