Sunflower Project Change Agent Network Meeting #6

1. Sunflower ProjectChange Agent Network Meeting #6 October 28, 2009

2. Welcome

3. Meeting Agenda • Welcome • Project Status & Current Events • Transitioning from Build to Test • Conversion & Interface • SMART Finance Team Updates • SMART – SHARP Integration • SMART Demo • Agency Task Update • Training Update • Wrap Up

4. Welcome and Introductions Presenters • Peggy Hanna, Deputy 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

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

6. Project Status & Current Events

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

8. One Year Milestone • October 29, 2009 is a major milestone; One year since kicking off the Sunflower Project • 6 Change Agent Network Meetings • 10 Interface and Conversion Meetings • 20 Workshops • 96 Agency Tasks • 450+ Agency visits and Office Hours • WOW – Agencies are working hard to • successfully implement SMART!

9. Sunflower Project Current Events We are only 8 months from SMART go-live Build Phase is ending and Test Phase has begun Configuration is ramping down as the Project team ramps up for an intensive testing effort Business requirements and design decisions are locked in Agencies and the Project team continue interface testing and conversion testing Detailed cutover planning is under way

10. Sunflower Project Current Events (continued) What does this mean to agencies? • Interdependencies between Project tasks and agency work are becoming increasingly important • We must stay on schedule • Continue learning as much as possible about SMART to ease the transition • Participate in Workshops, Office Hours, CAN Meetings • Utilize documentation on the SMART website such as Q&A’s, Newsletters, Presentations • Escalate issues and risks as early as possible • We need to understand and resolve them quickly

11. Readiness Assessment #2 • Thank you for responding! 65 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: • December 2009; February 2010; April 2010; May 2010 and June 2010 • Results help to: • Identify issues or risks across all agencies where additional attention is needed • Identify agencies requiring additional support • Going forward… • Continue to respond honestly • This helps identify specific needs to address

12. Readiness Assessment #2 Agency Concern - Training • Agency concerns noted: • Receiving all training needed by go-live • Balancing training with current workload • Staff not understanding SMART concepts, processing, terms and chartfields • Agency mitigation steps: • Complete Task ID 216, agency course attendance estimation • Plan in advance, can any agency work be completed in advance or after go-live to allow for training • Evaluate which courses are required before go-live • Evaluate if Service Center is an option for low volume transactions in small agencies

13. Readiness Assessment #2 Agency Concern – Task List • Agency concerns noted : • Lack of time to complete required tasks and lack of understanding on how to complete tasks • Lack of communication between functional and technical staff within agency • Can't make appropriate decisions for implementation strategy without seeing system • Managing all the tasks in a small agency • Agency mitigation steps : • Reach out to the project and utilize project resources to receive additional information on tasks • Schedule regular meetings within your agency to communicate • Does your agency have a newsletter or group e-mail to keep staff informed of key updates • Tasks are intended to provide the necessary background without screen shots or system access to complete the configuration • Project staff are available to answer questions and can schedule office hours if needed

14. SMART Service Center • The post go-live support organization will include a Service 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 • No fee to utilize the Service Center the first year • Criteria for Service Center agencies include: • Low headcount • Low transactional volume • Transactions processed by Dept. of Administration today • Agency desire to participate

15. SMART Service Center Service Center is not an all or nothing approach, agency can key some transactions online while using Service Center for less frequent transactions Service Center agencies can still inquire on their data online or through data warehouse even if they elect not to key online Meeting to be held on November 4 from 9:00 to 10:30 a.m. in Room 530,Curtis State Office Building, 1000 SW Jackson Topeka, KS 66612 If you did not receive the meeting invitation sent October 21, 2009 and are interested in attending please send an email to sunflowerfms@da.ks.gov

16. Transitioning from Build to Test Phase

17. From Build to Test Nearly all design decisions have been made resulting in configurations or modifications (examples of remaining decisions include conversion of encumbrances and use of single-pay vendors on spreadsheet voucher upload) Most configuration values have been determined and values have been loaded into environments Testing, testing, testing 30 agencies focusing on interface testing 60 agencies participating in mock data conversions

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

19. System Testing Cycles 1 and 2 • Test Cycle 1 – Simple end-to-end processing • mid-November through early-January • 127 scripts varying from 10 – 50+ steps • Test Cycle 2 – Complex end-to-end processing • Early-December through mid-February • 83 scripts some with150+ steps

20. Interfaces and Conversions

21. Interface and Conversion Timelines 2009 2010 Conversion Assembly Test 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

22. Interface Activities / Milestones • Milestone Status: • 10/23agencies have completed their testing of Stage 1 interfaces • 4/23 agencies are in progress on their testing of Stage 1 interfaces • 9/23 agencies are behind on their testing of Stage 1 interfaces • Stage 2 interface testing is in progress

23. Interface Activities / Milestones

24. Conversion Activities / Milestones – Flat File or Excel

25. Conversion Activities / Milestones – Online • Online Conversion: • Available for Customers (CNV003), Open Receivables (CNV012), Projects (CNV006), Purchasing Contracts (CNV008) • Not required if signed up for flat file conversion

26. Agency Conversion Plans If your agency’s plans change and you decide not to perform one of these data conversions via flat file upload, please let us know by emailing SunflowerFMS@da.ks.gov! Optional Data Conversions – Flat File Upload The following agencies will participate in these conversions using a flat file upload: Customers (CNV003) • 039 – Department on Aging • 046 – Department of Agriculture • 173a – Department of Administration - DISC • 622 – Secretary of State  Open Receivables (CNV012) • 173a – Department of Administration - DISC  Projects (CNV006) • 122 – Citizens' Utility Ratepayer Board • 143 – Kansas Corporation Commission • 276 – Department of Transportation • 710 – KS Department of Wildlife & Parks  Purchasing Contracts (CNV008) • 629 – Department of Social & Rehabilitation Services

27. Agency Conversion Plans Optional Data Conversions – Online Entry • If your agency has NOT signed up to perform a flat file upload conversion for Customers, Open Receivables, Projects, or Purchasing Contracts (i.e., if your agency is not listed on the prior slide), you can still convert these transactions via online entry. • Agencies should plan to spend time preparing for online data entry activities in March – May 2010. • Agencies should begin identifying resources from your agency that will perform the data entry.

28. Agency Conversion Plans Assets: Required Data Conversion • Purchased Assets • Required for assets over $5000 • Optional for assets less than $5000 • Conversion Methods Available: • Flat File Upload (CNV009) • Excel File Upload (Assets Data Entry Template) • Leased Assets • Required for Operating and Capital Leases • Conversion Methods Available: • Online entry

29. Leased Assets • Capital Lease (required to be tracked in SMART) • A capital lease is treated as a financial asset, it has a lease term and lease payment amount • The lease is carried on the balance sheet and is periodically depreciated • A capital lease meets the criteria under FASB 13 • Operating Lease (required to be tracked in SMART) • An operating lease is treated as a nonfinancial asset to which no cost information is associated • It is normally expensed and can include rent and monthly payments that are expensed periodically • An operating lease is any lease that does not meet the criteria under FASB 13

30. Interface and Conversion Support • 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

31. SMART Finance Updates

32. Imprest/Petty Cash Workshops Task ID 256 • Imprest/Petty Cash Workshops occurred October 19th, 22nd and 26th • Highlights • SMART payment processing eliminates the need to process separate journal entries throughout the year for 1099 payments, since the payments are recorded against the correct vendor in SMART • Most Cash Advances can be processed in the Travel & Expense module. This eliminates the need for an agency Imprest Fund if only used for that reason • SMART processing creates accounting entries and performs system edits and budget checks • Agency Task ID 256 is due Friday, November 13, 2009

33. What is Workflow? • Workflow is the process within SMART for document/transaction routing for approvals • Workflow is used in: • PO module for requisitions • AP module for vouchers • Travel and Expense for reimbursements • GL module for journals • Workflow is related to Role Mapping • Timing of Workflow Workshops: • December 3 and December 8 • Timing of Role Mapping Workshops and Task: • January – February 2010

34. Workflow Workshops Task ID 148 • The workshops will open with a general session to discuss SMART Workflow, and then participants will rotate through breakout sessions on the specific Module Workflows • The Workflow Workshops will cover Accounts Payable, Travel & Expense, Purchasing, and General Ledger Workflows in SMART • Agency Primary Contacts and Subject Matter Experts in these areas should plan to attend • Participants should understand current agency approval processes and action plans identified in the Agency Impact Analysis (Task ID 30) • Workflow workshops will be held on December 3rd and 8th at the Kansas Historical Museum, 6425 SW 6th Avenue, Topeka • Registration information will be sent from Sunflowerfms

35. Travel and Expense or Accounts Payable Payment? • How do I pay a non-employee in SMART? • As a regular vendor from the SMART Vendor Table • As a single pay vendor • As a one-time vendor • Through the Travel and Expense module • Considerations: • Is the payment for reimbursement of travel related expenses? • Use regular vendor or • A one-time vendor or • Travel and Expense module (create “shells” for non-employees such as board members and volunteers) • Is the payment 1099 reportable, such as contractual services? • Use regular vendor • Is the payment non-1099 reportable, such as commodity? • Use regular vendor or • One-time vendor or • Single pay vendor

36. Travel and Expense or Accounts Payable Payment

37. Interfunds • Can either side initiate the interfund? • Yes. Either the receipting agency or paying agency can initiate from Interfund page • Can an interfund be initiated from an interface or upload? • Yes. If paying, use interface INF02 or upload INF50. If receipting, use interface INF44 or upload INF43 • Can I see both sides of the transactions? • Yes. Interfund amounts, chartfields, approval, interfund comments and dates are displayed on Interfund page

38. Interfunds (continued) • Can I notify the reciprocating agency? • Yes. Contacts listed may be individuals or an agency-defined email group • How does the notification work? • Agency contact is selected on the Interfund page • Contacts will be pre-defined by the agency • Contacts can be individuals or email groups • The notify link will populate an email with the selected contact email address • The email subject line will contain the interfund ID

39. Interfunds (continued) • Where do the paying and receipting transactions occur? • The Interfund page contains links to create the associated paying and receipting transactions • The paying transaction will link to Accounts Payable to create an interfund voucher • The receipting transaction will link to Accounts Receivable to create an interfund deposit • Interfaced or uploaded transactions will contain a predefined type to note it as an interfund

40. Interfunds (continued) • When is the interfund complete? • The interfund is complete when BOTH sides of the transaction are approved and pass budget check • Will interfund transactions still be audited by A&R? • Yes. A&R will conduct a post-audit process after the interfund transaction is posted • Can a partial payment be processed? • The receipt and expenditure amounts must agree before the transaction is completed. Agencies must agree to any reduction or increase of amounts

41. Interfunds (continued) • Will open SOKI interfunds be converted to SMART? • No open interfunds will be converted from SOKI to SMART • If an open IFV cannot be closed at the time SMART goes live, the agency will need to enter it into SMART

42. Vendor Self Service Website • The project will provide a vendor self service website to allow vendors to look up information about a payment to determine what the payment is for and how to apply the payment to a State of Kansas account • The website will display: • SMART Vendor ID (not Taxpayer Identification Number) • Business unit (paying agency) • Voucher number • Invoice number • Payment message (70 character free-form payment message determined by the agency) • Payment method (check or ACH) • Payment ID (check or remittance advice number for ACH) • Payment Date • Amount • To look up a check or ACH, the vendor will need certain information to enter for authentication in order to access the payment information

43. 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

44. Break Please return in 10 minutes C

45. SMART – SHARP Integration

46. SHARP & SMART Integration

47. SHARP Data Elements Used in SMART

48. Location Code Table • Location Code Table • Codes have been expanded in SHARP to include a more granular level of detail for locations outside of the metro areas. • 600+ New Codes Added • 400+ Codes updated

49. Department Table • Department ID Table • Department ID used in SHARP as organizational identifier for positions and employees • Department ID becomes a chartfield value in SMART. Agency Finance contacts sent a task (Task #157) to review Department ID structures and make changes if needed. • Any department information supplied for the SMART task is not being forwarded to SHARP.  • Department ID changes in SHARP should be completed by 12/31/09.

50. Department Table • To create new departments in SHARP: • Agency sends list to patti.pearce@da.ks.gov of: • new department numbers • Effective date • Long description of department names (limit 30 characters) • Short description of department names (limit 10 characters)