Sunflower Project Change Agent Network Meeting #6

1

Sunflower ProjectChange Agent Network Meeting #6

October 28, 2009

22

Welcome

33

Meeting Agenda

WelcomeProject Status & Current EventsTransitioning from Build to TestConversion & InterfaceSMART Finance Team UpdatesSMART – SHARP IntegrationSMART DemoAgency Task UpdateTraining UpdateWrap Up

44

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

55

Housekeeping

• Bathrooms

• Please set cell phones and pagers to silent

• 10 minute break is planned

• Note cards for questions

66

Project Status & Current Events

77

Project Timeline

Deploy

Design

Build/Development

Test

Training

Analyze

Oct/Nov/Dec Jan/Feb/Mar Apr/May/Jun Jul/Aug/Sep Oct/Nov/Dec Jan/Feb/Mar Apr/May/Jun Jul/Aug/Sep

2008 2009

On-going System Support & Stabilization

2010

We are Here!

88

One Year Milestone

99

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

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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

1111

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

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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

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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

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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

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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 [email protected]

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Transitioning from Build to Test Phase

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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

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System Test Cycles

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

Cycle Description Cycle Description

0 Configuration 5 Complex End to End Processing w/ Converted Data

1 Simple End to End Processing 6 Security

2 Complex End to End Processing 7 Cross Functional Integration

3 Conversion 8 Reporting

4 Simple End to End Processing w/ Converted Data

9 Exception Processing

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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

2020

Interfaces and Conversions

2121

Interface and Conversion Timelines

2009Oct/Nov/Dec Jan/Feb/March April/May/June

Online Data Entry Preparations

Online Data Entry Preparations

Agency Conversion Data CleansingAgency Conversion Data Cleansing

InterfaceTesting Cycles

Conversion Assembly

Test

Conversion Assembly

Test

Mock Conversion Testing (Mock 1, 2, 3)Mock Conversion Testing (Mock 1, 2, 3)

2010

Cutover ActivitiesCutover Activities

Week 1 Activities

Preparation

Week 1 Activities

Preparation

Extract & send final data files

Extract & send final data files

2222

Milestone Status:• 10/23 agencies 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

Activity/Milestone Start date Finish DateReceive Stage 1, SMART Outbound Configuration Interface files

9/1/09 10/12/09

Provide Stage 2, SMART Inbound Configuration Interface files

10/05/09 11/18/09

Receive Stage 3, SMART Outbound Interface (return processing)

10/26/09 11/25/09

Interface Activities / Milestones

2323

Interface Activities / Milestones

Activity/Milestone Start date Finish DateStage 1: SMART Outbound Configuration Interfaces – Agency receives outbound files

9/1/09 10/12/09

Stage 2: SMART Inbound Interfaces – Agency provides inbound files

10/5/09 11/18/09

Stage 3: SMART Outbound Interfaces (Return Processing) – Agency receives outbound files

10/26/09 11/25/09

Stage 4: Error Processing (Inbound) – Agency provides inbound files

11/30/09 1/15/10

Stage 5: Additional Inbound Interface Test – Agency provides inbound files

11/30/09 1/15/10

Stage 6: Agency-Use Interface Test using Agency conditions; spreadsheet upload testing; and regression testing (as needed) – Agency receives and provides files as needed

1/15/10 3/15/10

Completion of Interface Test N/A 3/15/10

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Conversion Activities / Milestones – Flat File or Excel

Activity/Milestone Start date Finish DateMock Conversion #1: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 124)

9/21/09 11/6/09

Mock Conversion #2: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 25)

11/6/09 1/18/10

Mock Conversion #3: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 224)

1/18/10 3/5/10

Conversion Dry Run: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 225)

3/5/10 4/30/10

Agency and Sunflower Project resolve problems identified in mock conversions;

09/18/09 6-2010

Agency extracts data and sends final data file(s) according to cutover schedule (Task ID 107)

6-2010 6-2010

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Conversion Activities / Milestones – Online

Activity/Milestone Start date Finish DateAgency cleans up and prepares data for entry June-2009 May-2010

Agency identifies resources for online data entry and plan time for resource to enter data

June-2009 May-2010

Agency performs online data entry June-2010 June-2010

Online Conversion:• Available for Customers (CNV003), Open Receivables (CNV012), Projects

(CNV006), Purchasing Contracts (CNV008)• Not required if signed up for flat file conversion

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Agency Conversion Plans

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

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

[email protected]!

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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.

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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

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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

3030

Interface and Conversion Support

• Email [email protected] 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 [email protected] to schedule an appointment

• Attend monthly Interface and Conversion Meetings, bring your questions or send in advance to [email protected]

• 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 [email protected]

3131

SMART Finance Updates

3232

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

3333

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

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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

3535

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

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Travel and Expense or Accounts Payable Payment

Accounts Payable Travel & Expense

TransactionSingle Pay

Vendor

Regular or One Time

VendorEmployee

Employee Shell

Payment to reimburse employee reimbursement for expenses

X

Payment to reimburse employee for workshop registration fee

X

Payment to reimburse employee for travel and hotel expenses

X

Payment to reimburse non-employee (volunteer) for hotel costs expenses

X X X

Payment to vendor for office supplies X

Payment to vendor for goods X

Payment to vendor for services (1099 reportable)

X

One time payment (non 1099 reportable) or refund

X

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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

3838

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

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• 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

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• 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

4141


• 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

4242

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

4343

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

444444C

BreakPlease return in 10 minutes

4545

SMART – SHARP Integration

4646

SHARP & SMART Integration

4747

SHARP Data Elements Used in SMART

4848

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

4949

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.

5050

Department Table

• To create new departments in SHARP:• Agency sends list to [email protected] of:

– new department numbers– Effective date– Long description of department names (limit 30

characters)– Short description of department names (limit 10

characters)

5151

• To change existing departments in SHARP:• Agency sends list to [email protected] of:

– department number– current long description– effective date of change– new long description (limit 30 characters)– new short description (limit 10 characters)

Department Table

5252

Department Table

• Agencies are responsible for moving positions/employees to different departments. Due to limited staff resources, Personnel Services and DISC are unable to create batch system processes to automate this movement for agencies.

• Some agencies have hard-coded departments in various batch processes that could be impacted by department changes. When an agency requests departments, Patti will identify if any of these exist and notify the agency.

5353

SHARP Combination Code Upload

Process

5454

SHARP ComboCode Upload Process

• An excel spreadsheet upload process will be used to create valid combinations of ChartFields to update the Combination Code Table in SHARP

• Online entry in SHARP of valid combination codes will not be available after implementation of SMART

• For non Time & Labor agencies:

– Only the following fields apply: Combo Code, Effective Date, Description, Short Description, Status, Account, DeptID_CF, Fund, Program Code, Service Location, Budget Unit, and Agency Use. Please ignore the task profile section

– Project ID field will default to blank regardless of what the value is on the spreadsheet

• File name should be KAGYTL46.xxx, where xxx is the three digit agency code

• File must be created in Excel with all columns set to TEXT format and saved in .xls format

5555


Required Fields– Department (Note: DeptID CF value MUST be a finance department

and not marked as Budgetary Only)– Budget Unit– Fund– Program– Account (Note: Account values will be overridden)

Optional Fields: Project, Service Location, Agy Use

NOTE: Project is not an optional chartfield for Time and Labor agencies

Note: All individual chartfield values MUST exist in SMART first before they can be used in the combocode

5656


Accounts &Reports Recommended Combo Code Naming Convention

(NOTE: All fields are numeric)

DeptID (10 char)

Fund (4 char)

Budget Unit (4 char)

Program (5 char)

| DeptID |Fund|BU| Prog |

Example: 17312345671000100110505

5757

Combination Code File Upload

• Example of the file

5858

SHARP Department Budget Tables

5959

SHARP Department Budget Tables Upload Process

• An excel spreadsheet upload process will be used by SHARP for the initial population of the Department Budget Tables

• Online entry to the Department Budget Tables will be available after the final upload to the Department Budget Tables – this will occur sometime during the Spring of 2010

• All agencies must include a Default Funding Row at the Department level in their spreadsheet

6060

SHARP Department Budget Tables Upload Process

• All rows on the Department Budget Spreadsheet are required with the exception of Position Pool or Position Number. Either Position Pool or Position Number must be populated for each row

• Edits will be conducted in the program to validate data and identify errors

• Distribution Percentages MUST add up to 100% for rows with the same key fields

• File name should be xxxFUNDING.xls, where xxx is the three digit agency code

• File must be created in Excel with all columns set to TEXT format and saved in .xls format

6161

SHARP Department Budget Table File Upload – Agency Spreadsheet

• Example of the file

6262

Next Steps

• ComboCode upload file and Department Budget Table Spreadsheets are due on November 6th, 2009

• If you need assistance with the ComboCode upload file, send an email to [email protected]

• If you need assistance with the Department Budget Table Spreadsheet send an email to [email protected]

6363

SMART Demo– Data Warehouse

6464

Sensitive Data in the Data Warehouse

• Survey sent to approximately 60 agencies presumed to have sensitive transactional data (e.g. law enforcement, health, welfare)

– 45 agencies responded – 20 agencies indicated they have sensitive data– Of these 20 agencies, 9 agencies indicated they have some sensitive agency

data that will need to be secured from some agency employees

• Most agencies were able to identify these expenditures by one or more of the chartfields: object codes/accounts, PCA/Program/, Fund/Budget Unit, Dept ID

• Project staff will contact some agencies that have not responded to the survey

• Information from survey used to complete the build out of the data warehouse security matrix

6565

Data Warehouse

6666

My Dashboard

6767

BI Answers

6868

Human Resource or HCM – Workforce Profile Subject Area

6969

Person Dimension Table

7070

Columns in Person Dimension Table

7171

Click or Drag Columns

7272

Click or Drag Facts

7373

Create/Edit Filters

7474

Request with Filters

7575

Request with Filters

7676

Agency Task Update

7777

Agency Task List Updates

Posted to Sunflower Project website

http://www.da.ks.gov/smart/

AgencyTask ListUpdates

7878

November 2009 December 2009 January 2010

Agency TasksNovember 2009 – January 2010

•Interfacing agencies have begun connectivity and interface testing•Monthly Interface Meetings 11/10/09, 12/8/09 and 1/12/10•Project Plan updates are due at the end of each month

•Submit updates to [email protected] and [email protected]

Connectivity and Interface Testing through March, 2010

Monthly Interface Meeting – Task ID

223


233


240

Monthly Project Plan

Update – Task ID 136





7979


Agency TasksNovember 2009 – January 2010 (continued)

Monthly Data Conversion Meetings – Confirmed

•Data Conversion Meeting – 11/18/09•Data Conversion Meeting – 12/16/09

Monthly Data Conversion Meeting –

Task ID 236


Task ID 237


Task ID 246

Mock Conversion #1 – Task ID

124

Mock Conversion #2 – Task ID 25

8080



Reporting Needs Analysis – Task ID 265

Attend Imprest and Petty Cash Workshop –

Task ID 256

Complete SpeedChart Configuration Activity –

Task ID 201

Workflow Configuration Workshop and Activity –

Task ID 148

Complete Role Mapping for all SMART Users –

Task ID 68

Complete Agency Impact Analysis – Task ID 30

Complete Readiness

Assessment #3 – Task ID 70

Readiness Assessments will be conducted in•December 2009•February 2010

Beginning April 2010 Assessments will be conducted monthly

8181

Reporting Strategy & Approach Steps – Task ID 265

The Reporting Strategy and Approach is comprised of three steps in order to identify and document reporting needs and potential gaps

• Step 1 – Agencies identify critical reports, Task ID 265 distributed 09/17/09

• Step 2 – Agencies compare agency identified reports to SMART report list Due 11/13/09– Step 2 instructional email sent 10/09/09– Included links to SMART Report List– Report List includes samples of delivered reports– Agencies need to identify data elements needed

• Step 3 – Sunflower Project Team reviews reporting gaps

Medium and low priority reporting gaps will be addressed after go-live

8282

Agency Impact Analysis – Task ID 30

• We have received 150 Agency Impact Analyses• Common impacts noted:

– Communication within agency of chartfield values– Assigning SMART functions / roles to users– Business process changes impacted by data

integration– Reporting capability in SMART

• If you haven’t yet turned in your AIA, please send it to [email protected] by November 30, 2009

8383

Role Mapping – Task ID 68

• Role Mapping will take place in January and February, 2010

• Workshops will be conducted in January to provide agencies with the necessary information and tools to complete role mapping

• Role mapping is the process by which agencies assign SMART user roles to each appropriate member of their staff

• Role mapping MUST be completed by all agencies whose staff will use SMART, the Data Warehouse and/or Time and Labor

8484



Change Agent

Network Meeting #7 – Task ID 71

Change Agent

Network Meeting #8 – Task ID 83

Change Agent Network Meetings 9:00am to 12:00pm

•No meeting November 2009•December 9, 2009•January 20, 2010•February 17, 2010

•Held at the Topeka and Shawnee County Public Library

8585

Training Update

8686

Training Update SMART Volunteers

034, Adjutant General 039, Department on Aging 105, Board Of Healing Arts 171, Kansas Health Policy Authority 173, Department of Administration 234, Fire Marshal 276, Department of Transportation 280, Kansas Highway Patrol 288, Historical Society 300, Department of Commerce 352, Kansas Juvenile Correctional

Facility

Agencies who have volunteered trainers, facilitators and/or training labs and will be a part of the SMART priority enrollment for training courses*:

363, Kansas Neurological Institute365, KPERS410, Larned State Hospital428, Legislature521, Department of Corrections (includes all facilities)561, Board of Regents565, Department of Revenue610, School for the Deaf629, Social and Rehabilitation Services677, Judicial Branch682, University of Kansas709, Kansas Water Office715, Wichita State University

*Underlined and bold items indicate an update since the last CAN meeting

8787

Training Update SMART Trainers/Drivers

• AR355, Processing Interfund Transactions– Still need instructors

• Upcoming: 100- and 200-level web-based training piloted to trainers and facilitators in December

8888

Training Update SMART “Drivers”

• Still need more facilitators who will “drive”– Want to help, but do not want to train

– Back of classroom

– Sign-in

– Monitor for “need help”

– “Drive” through activities

– Attend Pilot Training to understand what will be taught

8989

Training Update Simulations Sneak Peek

• Simulations will be used both in web-based training as well as instructor-led training

• After “go-live” they will linked to the Help link in SMART

• Easy to navigate and interactive• Can use over and over as a reference• Can print out step-by-steps

9090

Training Contact

Gina Vinyard

Training Lead

[email protected]

785-291-3257

9191

Wrap Up

9292

Accounting Class Provided

• The State is providing an accounting class for those who have not had formal accounting training. This is a ‘basic skills’ class intended to teach basic accounting principles.

Registration link:http://www.surveymonkey.com/s.aspx?sm=ntYgqyfcp7z7ttUTmjZLyw_3d_3d

Date Location Time Venue

November 13 Salina 9 AM to 4PM Salina Bicentennial Center

9393

Accounting Class (continued)

• The class is intended to provide a refresher for basic accounting principals, this is not SMART training

• The class provides a comprehensive overview, reminders of concepts, principles and procedures of basic accounting

• Bring a calculator for the exercises completed in the class

• Some venues do not provide opportunity to adjust the temperature if you tend to chill bring a sweater or jacket

9494

Project Resources

• Sunflower Project website: http://www.da.ks.gov/smart/

• Sunflower Project Email Address: [email protected]

• Sunflower Project List-serv– Sunflower Infolist– Subscribe at http://www.da.ks.gov/smart/

• Sunflower Project Site: Sunflower Project, 915 SW Harrison, Room 1181, Topeka, Kansas 66612

9595

Project Resources (continued)

• Office Hours – – Subject Matter Experts available to all agencies

– To schedule ‘Office Hours’ send request to the Sunflower Project Email Address: [email protected].

• Frequently asked questions - SMART website– 746 Questions and Answers

– http://www.da.ks.gov/smart/

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Questions?

9797

Please Share Your Feedback

Online evaluation form for Change Agent Network Meeting #6:http://www.surveymonkey.com/s.aspx?sm=gIh8TL75AEnbvNh1kqWEkQ_3d_3d

Registered participants will also receive a reminder containing this URL

Documents

Sunflower Project Change Agent Network Meeting #6