1

Sunflower ProjectChange Agent Network Meeting #12

May 13, 2010

22

Laura HowardSteering Committee Member,

Deputy Secretary – SRS

Message Steering Committee Member

33

Welcome

44

Meeting Agenda

WelcomeProject Status & Current EventsSMART Cutover StrategyFinance Team UpdatesAgency Task List UpdateReporting UpdateSMART SupportSMART/SHARP IntegrationTraining UpdateWrap Up

55

Welcome and Introductions

Presenters• Kent Olson, Project Director

• Peggy Hanna, Deputy Project Director and Cutover Lead

• Randy Kennedy, Audit Services Team Lead, Accounts and Reports

• Muriah Baker, Accounts Receivable Team

• Kathy Lewis, Project Costing Lead

• Jennifer Dennon, Agency Readiness Lead

• Connie Guerrero, Enterprise Readiness Team Manager

• Nancy Ruoff, Payroll Services Manager, Accounts and Reports

66

Housekeeping

• Bathrooms

• Please set cell phones and pagers to silent

• 10 minute break is planned

• Note cards for questions

77

Project Status & Current Events

88

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!

99

Sunflower Project Current Events

• We are only 7 weeks and 33 work days from SMART go-live!

• Operational Readiness Testing is in progress

• End user testing and system testing is complete!

• Role Mapping updates are due TOMORROW!

• Statewide 33% of ILT sessions have beencompleted so far!

• Travel policy changes were issued via an informational circular this week.  The actual policy and travel handbook will be issued soon.  The document will be available on both the SMART and A&R website

1010

Expectations Setting

• So far this project has gone very well relative to other similarly large and complex projects

• But, we have not been without bumps in road:

1. Several agencies would like different workflow configurations that more closely match what they are doing now

• The software can accommodate many workflow routings but for “go-live” we could only provide several standard routings; there will be opportunities in the future to evaluate adding additional workflows

2. Training requirements for some agencies’ supervisory roles may be excessive

• Supervisors who simply approve travel requests or vouchers (but cannot make changes) may not need to know GL; the curriculum will be reviewed and some of the requirements (for certain roles) scaled back

1111

Expectations Setting (continued)

3. Agencies would have liked to practice end-to-end transaction processing in a fully configured environment including agency values, workflow and security

• Due to the complexity of configuring and maintaining multiple environments and the timeline we are all working towards, we are not able to provide

4. As delivered by Oracle, the data warehouse has data spread across multiple areas which are difficult to link in a single report

• Project team enhancing several key subject areas in the data warehouse such as AP, AR and GL to make agency ad-hoc reporting easier; there will be incremental releases of these enhancements after Go-Live

1212

Expectations Setting (continued)

• Despite tens of thousands of hours of testing by our team and agencies there will be issues that will need to be fixed at Go-Live

• There are many points of failure for a transaction from an agency interface or on-line entry, through multiple modules, through security, workflow budget checking, to the desired outcome, e.g. check/ACH or deposit

• We will need to address issues as they arise collaboratively

• The first step is attempting to resolve the issue is for end-users to use the tools provided (job aids, training materials, UPK)

• Knowledgeable personnel at your agency are critical as a 1st line of support

• For escalation to the Help Desk – provide good descriptions of the issue and the urgency

• Be patient, but not too patient; if it is a critical transaction or reporting issue and it is not being attended to in a timely manner then use the reply feature within the Help Desk Software to communicate and convey the critical nature of your incident to the analyst assigned to your ticket

1313

PR

OD

UC

TIV

ITY

TIME

END of JULY/AUGUST: “I’m learning SMART and starting to get comfortable; this might just work”

BEYOND OCTOBER: “I’m learning how to use more advanced features of SMART to meet agency business challenges; I’m excited!”

MAY/JUNE “I can do this task in 10 minutes”

JULY/AUGUST: “This takes me 2x -3x longer than the way we used to do it; I’m confused and frustrated”

AUGUST - OCTOBER: “I know SMART better and shortcuts; I’m back to where I was; I can do this task in 10 minutes”

Expectations Setting – Productivity Impact

1414

SMART Cutover Strategy

1515

Cutover Stages

• Performance Testing identifies batch and on-line process that do not complete within an acceptable time.  Performance issues are not uncommon in large implementations of PeopleSoft.  There are various remedies for addressing performance issues and there is an experienced team from Accenture working on performance tuning.  Performance testing has been on-going for two months and is expected to continue until the end of May.

• End User Testing Completed! 30 agencies executed 486 scripts in 12 days! (approximately 40 scripts per day) It took a great effort on the part of the agency users and the Project subject matter experts to get all this work completed in the short time allotted. In spite of network problems and power outages, they got it done. THANK YOU!

• Dress Rehearsal – a full sequence of cutover activities executed in the same time windows, i.e. 24x7 and weekends – is complete. Learnings from this activity have been built into the Cutover Checklist.

1616

Cutover Stages (continued)

• Operational Readiness Testing Began May 10th and simulates operations in the production environment and day-to-day processing, including: help desk, batch scheduling, and select interfaces. This is a three week exercise that ends May 28th.

• Deployment is the set up of the SMART system and will run from June 1st through July 30th

1717

Key Agency FinalConversion Dates

Final Data Conversion Files Due Dates:Pre Go-Live• June 4 – Customer File (Task ID 302) • June 4 – Projects File (Task ID 306)

• June 11 – Purchasing Contracts File (Task ID 305)

• June 16 – Asset File (Task ID 303)– Capital assets received between 6/16/10 and 6/30/10 will need to be entered online in

SMART after Go-Live. Agencies should retain a log of their assets from this time period and may use the Asset Data Entry Template to enter them into SMART.

FINAL CONVERSION MEETING – June 14th 2:00-3:00 DSOB Auditorium

Post Go-Live• July 16 – Pending Items File (Task ID 304)

• July 16 – SMART closes at 2:00 PM for conversion of STARS balances and encumbrances

1818

Key Interface Dates

Interface Dates for agency-facing interfaces:

• June 7 – Begin daily execution of INF01 – Vendor Download (Task ID 307)– From June 5 to June 30, all new vendors will needed to be added by

Accounts and Reports in STARS. Starting July 1, agencies can add vendors in SMART.

 • June 8 – Begin daily execution of INF15 – ChartField Extract

(Task ID 308)

• June 28 – Begin bi-weekly execution of INF42 – Time & Labor Interface

• July 1 – All other agency interfaces begin (Task ID 292)

1919

Year End Processing

• Informational Circular No. 10-A-014 is available on the A&R website– Provides dates for closing FY2010 and beginning FY2011– http://www.da.ks.gov/ar/infocirc/fy2010/Ic10a014.htm

• All FY2011 transactions must be processed in SMART– FY2010 transactions must be processed in STARS– STARS and SOKI will not accept FY2011 transactions

• Closing Dates– STARS will close on July 6, 2010

• Online payment vouchers must be entered by noon• Online DA118s and DA107s must be entered by 6:00 PM• The cutoff for FY2010 dataset transactions into STARS is noon on June 29

– SOKI will close on July 6, 2010 at 2:00 PM

2020

Year End Processing (continue)

• Contact A&R with questions about:– Closing FY2010– FY2010 transactions in

STARS and SOKIContact Randy Kennedy at 785.296.2125,Randy.Kennedy@da.ks.gov

• Contact the SMART HelpDesk with questions about:– Opening FY2011– FY2011 transactions

in SMART

2121

Finance Team Updates

2222

Projects and Grants

•Overview– Grants

– Project Costing

– Customer Contracts

– Billing and Revenue Processes

2323

Grants/Projects/Contracts Integration

2424

Grants Management

The Grants module is used to store Grants

Proposal and Award information– Grant award details for each award– Grant Sponsor Information– Grant award budgets– Facilities and Administration (Indirect costs)

setup– Cost Sharing setup (i.e. State Matching)

2525

Grant Budgets

• If using the Grants module agencies may elect to enter their grant budget in the Grants module. Budgets entered in Grants can be set up using Budget Items that are typically included in a grant budget (e.g. Salaries and Wages, Fringe Benefits, Travel, Supplies, etc.)

• Budget Items are configured based on Account Code, (for example: Salaries and Fringe Benefits are items that are within the 51000 Account Codes)

2626

Indirect Costs

Grants Module comes delivered with F&A functionality

– F&A is also known as “Indirect Costs”

– Indirect Costs are automatically calculated using a specified rate approved by the federal sponsor

– Indirect Costs calculated by the system are stored within the Project Costing tables and are available for Federal Reporting purposes

2727

Tracking Grant Costs

• Grant costs are tracked by adding a Project and Activity to the grant and including that Project ID and Activity ID on transactions (such as vouchers)

• The award generation process will automatically generate a project and contract (for billing/revenue recognition)

• A project can represent an entire award or a portion of an award. Every award requires at least one project and every project requires at least one activity.

2828

Grants Cash Reimbursement

• Grant reimbursements are managed by the Customer Contracts module

2929

Grant Award

Note the Multiple Projects for this Grant

3030

Grant Budget

Multiple budget items on this grant

3131

Project Summary Report

The Budget Items on the Grant award display on this report. The Account ChartField determines the Budget Item that the expense falls within.

3232

Project Costing

•Project Costing is the module used to collect costs that need to be tracked, reported, and/or billed to a specific project

•Project can be a grant project or a non-grant project

•Each Project must have at least one activity

•Project activities may be reimbursable from an external organization (Federal grant sponsor, Non-profit organization, etc.) or non-reimbursable

3333

Project Costing (continued)

• Project Costing can be used to track both the Federal share of costs, the State share of costs (match) for a grant, and in-kind transactions– If one project is used to track your grant costs, you

will need to establish one activity for the Federal share and one activity for the State share

– Alternatively, since one grant can have multiple projects, you can establish one project for the Federal share and one project for the State share. Each of the projects will need at least one activity.

3434

Project Costs

• Project Costing uses Analysis Types for processing transactions. Some examples include:– PAY rows are transactions for employee hours from the

Time and Labor module– LBR and CLB rows are the payroll cost rows that

include both the Gross Pay and Fringe benefits for agencies that use the Time and Labor module. These costs come into the General Ledger and from the GL to Project Costing. CLB is the analysis type that is used for payroll that is funded with Funds 1000 through 2999

– ACT rows are the cost transactions that come into Project Costing from Accounts Payable and Expenses

3535

Project Costs (continued)

• Project Costing costs (billable costs only) are picked up by the Customer Contracts module to bill external entities. Analysis types in PC are used to facilitate the billing processes:

– BIL rows (Billable Amounts) are created for each of the actual costs that are intended to be billed (or drawn down) to the external sponsor

– BLD rows (Billed Amount) replace the BIL rows after the Billing process is completed. This prevents double billing.

3636

Project Costs (continued)

• Project Costing table

3737

Customer Contracts

• Customer Contracts is the module that is used to process Billing and Revenue for reimbursements of costs collected in Project Costing

• Pulls the billing rows (BIL) from the Project Costing module and applies billing and revenue recognition rules to create accounting entries for both Billing and Revenue

• Customer Contracts sends the billable rows to the Billing Worksheet in the Billing module

3838

Billing

• Billing Worksheet is used to approve the billing transactions prior to invoice finalization (and drawdown)

• Worksheet is approved and the Invoice is Finalized (and drawdown is made):

– Billing transactions are sent to Accounts Receivable (AR) module as Pending Items awaiting receipt of cash after agency draws down funds from sponsor

– Billing information is sent back to Contracts and Projects to update BIL rows to BLD rows so that duplicate billings will not occur

3939

Billing Process FlowProcess Contracts Billing

Gra

nts

Adm

inis

trat

orP

roce

ss S

ched

uler

Con

trac

ts

Adm

inis

trat

or

Contract Controls(Billing Plan)

PROJ_RESOURCE

Table

Real Billor

Approve Billing

Worksheet(optional)

Temporary Bills

PROJ_RESOURCE

Table Updated

CA/BI Cross Reference

Table Updated

A

End

Run Billing Engine

Process

Run Billing

Interface Process

Run PC/CA

Interface Process

Run PC/BI Interface Process

Run Finalization

Process

Billing Interface Staging Tables

4040

Revenue Process Flow

Process Contracts Revenue

Gra

nts

Ad

min

istr

ato

rB

atc

h

Ad

min

istr

ato

r

B

General Ledger

Updated

End

Contract Acct’g Table

Updated

PC/Contract Acct’g Table

Updated

Run Def. Revenue Process

Run Amt-Based Rev.

Process

Run Rate-Based Rev.

Process

Run Journal

Generator Process

Run Journal

Generator Update

Contracts Revenue Plan & Event Status

Updated

PROJ_RESOURCE

Table Updated

4141

Create Project

Create a new project for which you want to track costs

 

4242

Establish Project

Establish your project

 

4343

Project Activities

Enter project activities to break the project down into specific tasks for a lower level of expenditure tracking

 

4444

Create Contract In order to send costs from your reimbursable project to the Billing

module, you must create a contract in the Customer Contracts module and associate your project to it. The contract tells SMART how to process the project’s reimbursable costs and how to recognize the associated revenue.

 

4545

Contract Header Enter Contract Header information such as description (much of this

information will default)

 

4646

Contract Lines

Every contract must have at least one line which is tied to a “product.” If you are billing for costs collected in the Project Costing module you will use a Rate Based product. The pre-configured rate-based product is the Grants_As_Incurred product.

 

4747

Billing and Revenue Processes

• In the contract module you will establish the Billing Limit for the contract and associate any projects/activities you want to be able to bill for. The Billing Limit is generally the Grant Award amount if this is a grant-related Project. If you have started with the Grants module, this information will automatically be populated in the contract.

• You only associate the Projects and Activities for which you are billing or drawing down. Since you will not be billing for match costs, you will not associated your match activity (or project if you have defined a separate project to track you matching costs) to the contract.

4848

Billing and Revenue Processes (continued)

 

4949

Billing and Revenue – Voucher

• Processing transactions: Create a voucher for a $40 supplies purchase

5050

Billing and Revenue – Invoice Information

• Add the funding distribution line to the voucher, including the project and activity

5151

Billing and Revenue – Voucher Processing

• Once the voucher passes Editing, Budget Checking, Approvals and Posts, a Cost Collection process is run to bring a record of the voucher transaction into Project Costing

• Since the project is tied to a reimbursable contract, the transaction will appear as 2 separate rows on the EM_PROJECT Transaction List:– An ACT row for $40 identifying the transaction as an Actual

Cost

– A BIL row for $40 identifying that the project has a $40 billable transaction ready for processing

5252

Billing and Revenue – Transaction List

5353

Billing and Revenue – Transaction Detail

• The funding distribution for the transaction is also brought into Project Costing

5454

Billing and Revenue – Billing

• Next, overnight batch processes will run in the Customer Contracts and Billing modules to begin the process of billing your sponsor for the incurred $40 project cost

• That following morning, the costs eligible for billing will be pushed onto the Billing Worksheet, where your agency has the opportunity to review and approve the specific bills you wish to process

5555

Billing and Revenue – Worksheet Headers

5656

Billing and Revenue – Billing Worksheet

• When you approve the Billing Worksheet, you should access your external federal draw system and submit your request for funds from your federal sponsor

• After the Billing Worksheet is approved, a Pending Item is created in Accounts Receivable and you will prepare to receive the cash from your draw request

• The accounting transactions created by the billing processes will setup a debit to the Accounts Receivable account

5757

Billing and Revenue Billing Worksheet (continued)

• As soon as you complete the Federal Draw, a deposit must be entered and agency approved so it is ready for State Treasurer approval when the money is received

• After the cash arrives and is deposited into the fund, the Account Receivable account will be relieved (credited) and the cash account will be debited

• Billed information is sent back to Customer Contracts and Project Costing to keep all modules in sync

5858

Billing and Revenue – Transaction List

• The BIL rows in the Project Costing tables are updated to BLD rows, thus ensuring that costs are not picked up and billed again

5959

Billing and Revenue –Revenue Recognition Process

• Concurrently, the system runs the revenue recognition process for the billing that has occurred. This books the revenue to the General Ledger and updates the recognized revenue amount on the contract.

• Revenue accounting lines that are created and booked to the General Ledger inherit the ChartFields that were used on the original transactions, but replace the expense account code with the revenue account code

6060

Billing and Revenue –As Incurred Journal Acctg Lines

• General Ledger entries can be viewed in Customer Contracts pages

6161

Billing and Revenue – Create Deposit

• You will create the deposit in Accounts Receivable for the money you drew down from your sponsor and match it up with the pending item created by the billing process

6262

Billing and Revenue – Totals

6363

Billing and Revenue – Payment Details

• Enter the Payment details such as Payment ID, Amount and Customer ID. Then, associate your pending item (this is your invoice number created in the Billing module when you approved the Billing Worksheet).

• Note: checking the Payment Predictor checkbox will automate the Payment Worksheet steps that are displayed in the next slides

6464

Billing and Revenue – Payments

6565

Billing and Revenue –Payment Worksheet

• Create a Payment Worksheet to apply the deposit to the pending item

6666

Billing and Revenue –Payment Worksheet (continued)

• The Payment Worksheet will display all pending items available for your agency

• However, it will match your deposit amount to the pending item for you by marking the checkbox on the appropriate line

• Once you validate the selection, navigate to the Worksheet Action link at the bottom to actually apply the payment

6767

Billing and Revenue – Payment Worksheet (continued)

6868

Billing and Revenue – Payment Worksheet Action

• To apply the payment, click the Create/Review Entries button to create the accounting entries

6969

Billing and Revenue – Accounting Entries

• The accounting entries page will display for review. This will book to General Ledger after cash is received

7070

Billing and Revenue – Deposit Approval

• The deposit is approved by the agency and released to the State Treasurer’s Office

• After cash is received the State Treasurer’s Office approves and releases the deposit

• The final budget check process is run to update all of the fund balances and journals are generated in the General Ledger to relieve Account Receivable and debit cash, at which time the funds are released to the agency

7171

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

727272C

BreakPlease return in 10 minutes

7373

Billing Topics

•Billing– Overview

– Online Entry

7474

Billing – Overview

• Real-time receivable and billing visibility, tracking and control for reporting and financial data

• Streamlined approach that enables you to bill your customers quickly and efficiently

• Reduction of duplicate entries and manual processing due to complete integration with other SMART modules

• In addition to regular bills, the Billing Module allows users to create recurring, installment and consolidated bills

• SMART invoices can be mailed or sent electronically to customers

7575

Billing Lifecycle Process

From Other

SMART Modules

Receive Bill Data

Create BillsValidate and Review Bills

(Create Updates, if necessary)

Finalize Bills and Print Invoices

Adjust Invoices

Invoices Loaded into

Accounts Receivable and General Ledger

Yes

Create and Enter

Customers and Contacts

No

Do Errors Exist?

Invoices Sent to Customer

7676

Header Information 1

7777

Line Information 1

7878

Accounting Revenue Distribution

7979

Billing – Invoice

8080

Accounts Receivable Topics

•Deposit Entry– General Information– Online– Interface/Upload

• Interfunds– Overview– Interfund Entry– Contacts/Notification

8181

Deposit Entry

• There are three ways in which a deposit is created in SMART: – Online

– Spreadsheet Deposit Upload (INF43)

– Interface • INF44 – Inbound Deposit Interface

8282

• When a deposit is created, there is an ‘Assigned’ field. This field is designated for the user creating the deposit; their USERID will be displayed.

• When interfacing or uploading deposit transactions into SMART, the USERID ‘UC4’ will be displayed in this field (INF43/INF44)

• The deposit page also shows the USERID of the agency person who approved the deposit and the State Treasurer person who approved the deposit. It also shows the date/time the deposit was released by State Treasurer

Online Deposit Entry –Overview

8383

Online Deposit Entry –Totals

8484

Online Deposit Entry – Payments

8585

Online Deposit Entry – Accounting Entries

8686

Spreadsheet Deposit Upload – INF43

• An Excel spreadsheet is used to upload deposits into SMART

• INF43 is available to any agency using the SMART Accounts Receivable Module

• Spreadsheet is Microsoft Office Version 2003 (.xls) and is compatible with Microsoft Office Version 2007 (.xlsx)

• There is not a required naming convention, meaning you can name the file as you wish

• There is a UPK to assist with use of INF43 (the printed UPK is a user procedure)

8787

Spreadsheet Deposit Upload – INF43 (continued)

8888

• A flat file Interface is used to send deposit transactions from an agency system into SMART

• Agencies using INF44 have completed Interface Testing of their files

Inbound Deposit Interface – INF44

8989

Deposit State Treasurer Requirements

• The State Treasurer requires a print-out of the Deposit Totals page for deposits that contain cash or check(s)

• The Deposit Totals page, along with the monies are to be delivered to the State Treasurers Cage Window

• Cage Window hours are Monday through Friday, 7:30 a.m. to 4:00 p.m.; monies received after 2:00 p.m. will not be included in current day business

• EFT Deposits (wire and ACH) must be entered into SMART as soon as the Agency is aware the money is to be received

• Upon receiving the EFT, State Treasurer will approve and release the deposit, making the funds available to the agency

9090

Interfunds – Overview

• The SMART Interfund page displays both the deposit and voucher side of the transaction, including the accounting for each side

• Agency approvals are required on both the deposit and voucher sides of the Interfund transaction

• SMART displays the USERID for the person who entered and approved the deposit/voucher in the ‘Entered By’ and ‘Approved By’ fields (if loaded via interface/upload, the ‘Entered By’ field defaults to ‘UC4’)

• The USERID is a link that when clicked will show the user’s name, work e-mail and work phone number (this information is linked from SHARP)

9191

Interfunds – Overview (continued)

• The Interfund page links to delivered deposit and voucher pages, meaning that entry of such transactions mirror entry of Non-Interfund transactions

• Interfund vouchers do not follow workflow

• Comments on the Interfund page are shared by both the deposit and voucher sides of the transaction. It is a free-form field that allows up to 2,000 characters.

• Accounts and Reports conducts a review of Interfund transactions after completion

9292

Determine Need for an

Interfund Transaction

Pass Budget Check?

Un-approve Interfund

Transaction(s)(Deposit and/or

Voucher)

Update Interfund Transaction(s)(Deposit and/or

Voucher)

Add/Link Initiating Interfund

Transaction (Deposit or Voucher)

Budget Check

Deposit and Voucher

Generate Journals

Interfund Complete

Add/Link Reciprocating

Interfund Transaction (Deposit or Voucher)

Approve Initiating Interfund

Transaction

Approve Reciprocating

Interfund Transaction

SMART Confirms Interfund Deposit

and Voucher Approved

No

Yes

Re-Approve Interfund

Transaction(s)(Deposit and/or

Voucher)

End-to-End Interfund Process

9393

Interfunds

•There are three ways which an interfund can be created in SMART:– Online

– Excel Upload• INF43 – Spreadsheet Deposit Upload• INF50 – Spreadsheet Voucher Upload

– Interface• INF02 – Voucher Load Interface• INF44 – Inbound Deposit Interface

9494

Interfund Search Page

9595

Interfund Details Page

9696

Interfunds

• The customer and vendor contacts are used by SMART Interfunds for notification purposes

• Agencies defined contacts on Agency Task 266

• Customer contacts are maintained by Agencies

• Vendor contacts are maintained by Accounts & Reports (a form will be used to request updates)

9797

Interfunds (continued)

• You may select more than one contact

• Upon selecting a contact, you must then click the ‘Notify’ button. This sends a notification to the contact stating that an Interfund transaction has been created.

• You can manually add names to the e-mail that opens. Names added to the e-mail are not validated against your e-mail address book.

9898

Interfund Contacts – Deposit

9999

Interfund Contacts – Voucher

100100

Interfund Contacts – Notify

101101

Agency Task List Update

102102

Agency Task List Updates

Posted to Sunflower Project website

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

AgencyTask ListUpdates

New Task List posted on the

website 5/11/2010

103103

May 2010 June 2010

Agency TasksMay 2010 – June 2010

Confirm Appropriateness of Agency Contacts for Post Go-Live Activities –

Task ID 318

Encourage SMART Users to Subscribe to Sunflower Project InfoList – Task ID 317

Enter Converted Project Data 6/14-6/18 in SMART –

Task ID 288

Participate in Go-Live Readiness – Task ID 300

Submit Operating Budget Journals and Project Budget Journals – Task ID 287

Update Conversion Time Reporter Data for Cutover – Task

ID 301

Monthly Conversion

Meeting 6/14/10 – Task ID 251

Complete Default T&E Department ID Configuration Activity – Task ID 320

Updates to Depreciation Attributes – Intangible Software – Task ID 321

Note Changes: 6/14/10, 2:00-3:30 DSOB Auditorium

104104

May 2010 June 2010

Agency TasksMay 2010 – June 2010 (continued)

Communicate Process for Escalating Incidents via Agency SMART Help Desk Contact – Task ID 299

Communicate Process and Timeline to Receive SMART User ID and Password –

Task ID 298

Agency Communicate Business Processes and Notify Users of SMART Duties – Task ID 296

Agency Security Liaison Understand Security Request Initiation Procedures – Task ID 294

Prepare to Submit Security Request Forms for Security Identified After Role Mapping Maintenance is Complete –

Task ID 285

Maintain Agency Role Mapping and Send

Updates – Task ID 290

Multi-BU Security Options – Task ID 319

105105

May 2010 June 2010

Agency Training TasksMay 2010 – June 2010

Agency Staff Attend SMART Training – Task ID 101

Monitor Agency Staff Training Attendance – Task ID 102

Enroll Agency Staff in Level 3 WBT and ILT Training – Task ID 88

Agency Staff Complete 300 Level WBT Training – Task ID 258

Ensure Agency Staff are Enrolled and Confirmed for Training Sessions – Task ID 89

Agency Staff Complete 100 and 200-Level WBT Training – Task ID 257

Monitor Agency Staff Completion of WBT Training – Task ID 259

106106

Future Change Agent Network Meetings

107107

Role Mapping

• Tomorrow is the last day to submit updates to your agency’s role mapping

• Don’t forget:– If submitting an update, follow directions in the Role

Mapping Handbook carefully to avoid processing delays

– Remove retired and terminated employees from your agency’s role mapping

– Continue to maintain your agency’s master User Role Workbook for future reference

108108

Role Mapping Considerations – Incidents Logged During ORT

Review your agency’s role mapping to prevent similar issues at go-live

•Issue: User unable to access SMART– Cause: User roles were not assigned in role mapping– Resolution: Revise role mapping. Ensure the people processing

transactions in SMART are mapped to the necessary user roles

•Issue: User cannot enter vouchers– Cause: User’s settings specify vouchers can only be entered in control

groups; user does not have access to create & maintain control groups– Resolution: Revise role mapping. Change settings or grant access to

create & maintain control groups

•Issue: Cannot process transaction due to staff unavailability– Cause: No back-ups were designated for key functions– Resolution: Revise role mapping. Add a second or third user for critical

functions

109109

Security Requests – Key Dates

Milestone SMART SHARP

Last day to submit role mapping updates 5/14/2010 5/14/2010

Security requests will not be accepted 5/15/2010 to 6/30/2010

5/15/2010 to 6/22/2010

Post go-live security process starts 7/1/2010 6/23/2010

• The SMART post go-live security process includes:– SMART roles– Finance roles in the Data Warehouse

• The SHARP post go-live security process includes:– Existing SHARP roles– Time & Labor roles– HR roles in the Data Warehouse

110110

SMART Post Go-Live Security Process Highlights

• A Security Request Form will be required in order to:– Add a user– Remove a user– Modify the user roles, settings, or workflow assigned to an existing

user

• Security Request Forms must be submitted:– To the SMART Help Desk– By your agency’s designated SMART Security Liaison

• Security Request Form:– Includes many elements of the role mapping task– Excludes some items that can be configured by agencies

The Post Go-Live Security Process will be published in June

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Go-Live Readiness

• We continue to receive updates and follow up with agencies as needed– Several agencies have not sent their first update yet– Please send it right away

• Updates are simple– Maintain a copy of the checklist with your agency’s status– Every two weeks email the file to sunflowerfms@da.ks.gov– Send it regardless of whether there have been updates

• Please continue to:– Send your updated Agency Go-Live Readiness Checklist

every two weeks– Contact us with issues or questions

112112

Agency Readiness Transitions to Steady State Processes

• The project team is transitioning to steady state processes– The Help Desk was turned on full time as of May 10– Agency Readiness Liaisons have transitioned to their steady state roles

• Your primary support resources are now:– Your agency Tier 0 support– SMART Help Desk

• Email sunflowerfms@da.ks.gov only for Agency Go-Live Readiness Checklists, or as specifically directed in project communications

• The Q&A document on the SMART website is no longer being updated– Look to the Knowledgebase for new information and support articles

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Reporting Update

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Reporting - SMART

• Reporting in SMART can and will be accomplished with different reporting tools and options

• Each option has specific capabilities and can be correlated to specific report request types– Production

• PS On-line Inquiries• Custom and Delivered SMART Reports• Custom and Delivered SMART Queries

– Data Warehouse• Agency Access to SHARP Data HR and Payroll• Super Subject Areas for Fiscal Data• Delivered Set of Executive/Management Dashboards

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Reporting - Production

• Production reporting options are run by agencies in SMART, data is same day and available for all modules. Queries and Reports are created centrally with dynamic prompts

• On-line Inquiry, over 100– Often used for quick ad hoc answers such as what is the check number of

a particular payment– In some modules there are on-line inquiry tools that provide an opportunity

to search for transaction level detail which can be exported to excel• Query, delivered and custom

– Used for quick ad hoc answers– Used to retrieve a rows of transactional data that does not need to be pre-

formatted– Can be exported to excel, html, pdf and csv

• Reports, delivered and custom, over 150 (includes queries)– Used for daily, weekly or monthly reports requiring a consistent format– Can be exported to excel, html, pdf and csv

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Reporting – Data Warehouse

• Data Warehouse reporting options are run agencies in the Data Warehouse using BI Answers, data is as of prior day. Report requests and dashboards are created by agencies

• Agency Access to SHARP Data HR and Payroll– Report on analytics

• Headcount total by Department ID• Total Comp time paid by Department ID • OT hours and earnings by job code

• Agency Access to SMART Fiscal Data– Report on analytics such as

• Outstanding Accounts Payable• Expenditures for top 10 vendors• Deposit / receipts amounts

• Delivered Set of Executive/Management Dashboards– Dashboards provide key analytics for agency leadership and fiscal officers

by day, week or month

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Reporting – Data Warehouse

• Data from SHARP and SMART is Extracted, Transformed and Loaded into the data warehouse

• Each Mart in the Data Warehouse contains multiple subject areas

• As delivered, data cannot be consolidated to meet agencies’ current needs. Multiple reports are required to answer basic transactional questions

ProductionSource Systems

SHARP

SMART

HCMMart

SCMMart

FINMart

Data Warehouse

FIN Mart

SA 1

SA 2

SA 3 SA

n

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Reporting – Data Warehouse

• Project will create 3-4 consolidated “super” subject areas• This will provide consolidated data which can be accessed by

agencies using the DW reporting/query tools• Project will create common report request and dashboards agencies

can use as a starting point and then customize to meet their agency reporting analytics

FIN Mart

SA 1

SA 2

SA 3 SA

n

FIN Mart

SA n

Consolidated“Super”

SA

119119

Reporting Strategy & Approach Steps – Task ID 265

• After attending training in mid-May agencies will be able to develop agency-specific reports in the data warehouse – report development environment will be available in late-May

• If a critical agency report cannot be developed in the data warehouse, it will be developed by the Sunflower Project

• Sunflower Project Team will work with agencies on the design specification for critical reporting gaps

• For agencies with similar reporting gaps, we will develop those reports centrally and add to the inventory of reports already developed

120120

SMART Support

121121

SMART Support

• The SMART Help Desk went live on Monday, May 10th! All questions or incidents related to SMART should now be routed to the SMART Help Desk.

• SMART Help Desk analysts will be available during the hours of 8:00 a.m. to 5:00 p.m. Monday through Friday. The Help Desk’s hours of operation will be expanded closer to go-live.

• Utilize the Sunflowerfms@da.ks.gov email only for Agency Go-live Readiness Checklists, role mapping updates, or if specifically directed to in Sunflower Project emails. All other communication should be directed to the SMART Help Desk.

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SMART Support

Transitioning to the SMART Tiered Support Structure now:– Provides a managed and structured approach for

support of SMART, Data Warehouse, and SHARP Time and Labor users

– Gives agencies an opportunity to become familiar with the tiered structure of support prior to go-live

– Familiarize SMART Help Desk Contacts and Liaisons with the ServiceDesk software prior to go-live

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SMART Support

• As Tier 0, your agency is your initial resource for questions related to SMART– All SMART end-user’s should search for solutions in the SMART

Solutions Knowledge base. http://www.da.ks.gov/smart/

– We also suggest checking in the online repository of training materials, UPK’s and Web-based training located at:

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

• SMART Help Desk Contacts/Liaisons can log an incident on line at http://www.da.ks.gov/smart/ through the ServiceDesk link

• Call the SMART Help Desk at 785-368-8000, Select Option 2

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ServiceDesk Links on SMART Website

125125

SMART/SHARP Integration

126126

Bank Account Information• Direct Deposit Data in SHARP as of June 18th will be sent to SMART to load into the Travel and Expense Module.

• This will be a one-time update and will only occur during the initial implementation of SMART.

• The lowest priority number bank account in SHARP defaults into the Travel and Expense module as the bank account that will be used for Expense Reimbursements

• Each agency will need a business process to make the information available to whomever in the agency will be updating bank information in both SHARP and SMART

127127

Address Data

• Employee’s home address data will be used by the Travel and Expense Module in SMART for employee expense reimbursements. Address data that is incorrect in SMART must be corrected in SHARP. It will be messaged over almost real-time once the change is made.

128128

Phone Number and Email Address

• Employee Phone Numbers and Email Addresses are used in SMART.

• Purchase Orders (PO) in SMART that resulted from a P-card (BPC) purchase include a statement printed on PO that says to contact the cardholder and includes their name and phone number from SHARP. The only Phone Number that is sent for the employee is if the Phone Type is ‘Main’.

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Phone Number and Email Address

• The only Email Address that is sent for the employee from SHARP is if the Email Type is ‘Business’.

130130

Department ID

• All Department IDs, including budgetary only, are maintained in SMART

• Default Department ID for Travel & Expense (T&E) transactions comes from the payee's department in SHARP. A modification to SMART was done to not override the T&E department with a Department from SHARP unless the employee changes agencies.

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Default Travel and Expense Department ID - Task 320

• Some employees are in SHARP with budgetary only Department IDs.

• Department IDs from SHARP were used to populate the SMART Travel and Expense module. SMART requires the Department ID to be transactional, rather than just budgetary. If this task is not completed, the Sunflower Project will assign a transactional Department ID for each listed employee.

• Complete Default Travel and Expense Department ID Configuration Activity (Agency Task 320) – due May 14, 2010

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Department ID• Effective June 23rd agencies will need to send all requests for new Department ID’s on form GL_F003 to sunflowergl@da.ks.gov The form will be available from the SMART and Accounts and Reports websites.

133133

Department ID

• All forms will require an agency Finance contact to review and submit the form because of how Department ID’s are used in SMART.

• The SMART team will review the request and make sure that it is appropriate, falls within a logical range, and works with existing budget definitions. They will make the necessary ChartField and tree changes and notify the Division of Personnel Services

134134

Reports To

• The reports to field in SHARP is populated in the “supervisor” field in the expense user profile.

• The expense document is routed to the employee in this field for the first level of approval.

• The agency has the option to change the report to in SMART on the organizational data tab.

135135

Reports To

• IF THE AGENCY CHANGES THE SUPERVISOR ID FIELD ON THIS PAGE, IT CAN NEVER HAVE CHANGES FLOW FROM SHARP AGAIN. ANY CHANGES TO SUPERVISOR ID WILL HAVE TO BE MAINTAINED IN BOTH SHARP AND SMART. If an employee changes agencies, the new supervisor id will flow from SHARP once again, unless and until the supervisor id is updated in SMART.

136136

Travel and Expense

137137

Reports To

• There MUST be a value in the supervisor id field. It may flow from SHARP, or it may be maintained in SMART. If there is not a supervisor id, expense documents will not be routed for approval.

• Supervisor id was collected during role mapping. If the supervisor id is different on the role mapping than what is in SHARP, we will update the value in SMART. If it is the same value, we will not update it.

138138

SHARP Data with Impacts in SMART

Data from (SHARP)

Copies to (SMART) Frequency Make updates in

Banking information

Account used for expense reimbursements made via ACH

One time (June 18) Both

Home address Mailing address used for expense reimbursements made via check

Almost real time SHARP

Phone number and email address

Contact info on printed PO for P-card purchases

Almost real time SHARP

Department ID of employee’s position

Default ChartField for expense reimbursements

Nightly – Triggered when employee changes agencies

SHARP

Reports To Supervisor ID in Travel & Expense user profile (workflow)

Nightly – Triggered when updated in SHARP *

SHARP

* If Supervisor ID is updated in SMART, updates are not triggered again until the employee changes agencies. Until then, this field must be maintained in both systems

139139

SHARP Conversion Events and Key

Dates

140140

SHARP Conversion

• To prepare for the integration of SHARP with the Statewide Management, Accounting and Reporting Tool, (SMART) a conversion will need to occur during the first pay period of Fiscal Year 2011

• The SHARP conversion is scheduled to occur during the pay period of June 13, 2010 to June 26, 2010. The conversion will take place beginning Friday, June 18, 2010.

141141

Data Conversion Events and Dates

• Friday, June 18, 2010: This is the last day that users will be able to enter transactions prior to the conversion. Conversion to the integrated version of SHARP will take place starting after batch processing finishes Friday evening.

• Saturday, June 19, 2010 to Tuesday, June 22, 2010: SHARP will be converted to include the integration with SMART.

• Wednesday, June 23, 2010: Access for SHARP and Self-Service users to the integrated version of SHARP is scheduled to be restored on June 23rd. SHARP and Self-Service User IDs and passwords will be the same as User IDs and passwords on Friday, June 18, 2010.

142142

Cutoff Dates for Data Changes

• The cutoff for setup or configuration changes in SHARP is June 11, 2010.

• This includes updates to Pool ID’s, Location Codes, and Department Budget Table updates

143143

Payroll Changes

144144

Paycheck ChangesPaycheck Numbers

• Effective July 1, 2010, all printed paycheck numbers will be 10 digits instead of 7 digits.

• The printed paycheck will have a prefix of 100 added to the front of the 7-digit SHARP paycheck number

• The 7-digit SHARP paycheck number will continue to be used for employee paycheck view and the PAY002 report. SMART will use the 10-digit number.

145145

Info Circs: Payroll Paycheck, Processing, Interface Changes

• 10-P-022: KPAYGL5C Updated File Layout Issued: February 9, 2010

• 10-P-024: Fiscal Year End Payroll Processing for FY10 and Transition to SMART for FY11 Issued: May 5, 2010

• Info Circulars can be accessed at the Accounts and Reports website at www.da.ks.gov/sharp

146146

Employer ExpenditureReporting Changes

• In STARS, expenditure sub-object codes 1750 and 1950 are used to split out the State Employer Contribution for Dependent Health Insurance and Employee Group Health Insurance.

• Accounts will replace sub-object codes in SMART

• Effective July 1, 2010, all employer contributions for Group Health Hospitalization (both Employee and Dependent) will be charged to one account in SMART (account 519500).

147147

Employer ExpenditureReporting Changes

• In STARS, expenditure sub-object codes 1910 records employer OASDI and Medicare together

• Effective July 1, 2010, Employer OASDI and Medicare will be charged to separate accounts in SMART

– ER OASDI: Account 519102

– ER Medicare: Account 519101

148148

Department Budget Tables & Combo Codes

• For SMART conversion, all current FY10 and prior rows in the SHARP Dept Budget/Combination Code tables will be archived

• New FY11 agency funding in SHARP will be loaded from the agency spreadsheets provided for conversion.

• Effective date for FY11 rows in the SHARP Department Budget Tables is June 13, 2010. Budget End date will be June 12, 2011.

149149

Department Budget Tables & Combo Codes

• After conversion to SMART, all combo code updates will be made via the spreadsheet upload process. Agencies will not enter new combo codes online in SHARP.

• Agencies will be able to validate Department Budget/Combo Codes in SHARP starting June 23rd

150150

Important Payroll Processing Dates & Notes

• For FY2011 transactions in SMART, Agency General Ledger Budgetary impact for agency on-cycle Payroll is currently scheduled to occur two days prior to payday

• Starting June 28, 2010, all off-cycle transactions for pay periods on or before June 12, 2010 must be submitted on form DA-180 and processed centrally

151151

Training Update

152152

Web-Based Training

153153

Training Questions

Training Questions

smarttraining@da.ks.gov

• Training Team is monitoring this e-mail inbox and will respond within 48 hours

154154

Wrap Up

155155

Project Resources

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

• Sunflower Infolist– Subscribe at http://www.da.ks.gov/gov/listserv.htm

• SMART Help Desk • Search the SMART Solutions Knowledgebase at

https://dahelpdesk.ks.gov/sd/SolutionsHome.sd• Log in to Service Desk at https://dahelpdesk.ks.gov/• Call 785-368-8000, Select Option 2

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

156156

Questions?

157157

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