1 sunflower project change agent network meeting #7 december 9, 2009

1

Sunflower ProjectChange Agent Network Meeting #7

December 9, 2009

22

Welcome

33

SMART Perspective

44

Meeting Agenda

WelcomeProject Status & Current EventsPolicy UpdatesInterfaces & Conversion UpdateReporting UpdateSMART Finance UpdatesSMART/SHARP IntegrationSMART DemoAgency Task List UpdateTraining UpdateWrap Up

55

Welcome and Introductions

Presenters

• Kent Olson, Project Director

• Gary Schneider, Implementation Manager

• Annette Witt, Finance Team Manager

• Connie Guerrero, Enterprise Readiness Team Manager

• Jennifer Dennon, Agency Readiness Lead

• Gina Vinyard, Training Lead

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 30 weeks and 141 work days from SMART go-live!

• Agencies and the Project team continue interface testing and conversion testing

• Detailed cutover planning is under way – more details will be shared on a monthly basis starting in January

• Workflow Workshops completed, configuration activity due

• Role Mapping coming in January

• SMART Help Desk Build is under way – more details will be coming in January

• Policy and Procedure Manual is being updated – more details coming soon

1010

Policy Updates

1111

Delegated Audit Authority

Agencies that do not already have delegated audit authority, vouchers under $5,000 will be approved and paid without prior review by Accounts and Reports (A&R). Vouchers $5,000 and more will still be approved by A&R.

This policy is effective July 1, 2010, but if your agency would like to start delegated audit sooner, contact Randy Kennedy at 785.296.2125 or via e-mail at [email protected]

Delegated audit procedures can be found at: http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm

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SMART

• Improve the efficiency of the State of Kansas’ financial practices

• Increase the quality and timeliness of information provided to decision makers

• Increase the quality and timeliness of financial management information to the public

• Provide “real-time” view of the financial situation of the State

• Reduce redundancies in the financial management systems being utilized by the State

1313

Interfaces & Conversion Update

1414

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

We are Here!

1515

Interface Activities / Milestones

Activity/Milestone Start Date Finish DateStage 1: SMART Outbound Configuration Interfaces – Agency receives outbound files 09/01/09 10/12/09

Stage 2: SMART Inbound Interfaces – Agency provides inbound files 10/05/09

12/04/0901/15/10

Stage 3: SMART Outbound Interfaces (Return Processing) – Agency receives outbound files 10/26/09

12/04/0901/15/10

Stage 4: Error Processing (Inbound) – Agency provides inbound files 11/30/09 01/15/10

Stage 5: Additional Inbound Interface Test – Agency provides inbound files 11/30/09 01/15/10

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

01/15/10 03/15/10

Completion of Interface Test N/A 03/15/10

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Interface Files – Status

Milestone Status:Stage 1: • 16/21 agencies have completed their entire testing of Stage 1 interfaces

•16/21 agencies have completed testing of INF01• 6/6 agencies have completed testing of INF15

Stage 2: • 1/25 agencies have completed their entire testing of Stage 2 interfaces

•8/22 agencies have successfully loaded INF02 interface files•2/4 agencies have successfully loaded INF04 interface files•0/12 agencies have successfully loaded INF06 interface files•0/10 agencies have successfully loaded INF44 interface files

Stage 3: • 3/25 agencies have completed their entire testing of Stage 3 interfaces

•10/23 agencies have successfully received an INF03 interface file

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Interface Activities / Milestones – Deadline Fast Approaching

• Interface testing for Stages 2 and 3 has been extended from December 4th to January 15th to give agencies additional time to satisfactorily complete testing

• No additional extensions can be granted due to downstream impacts on Stage 6 and system integration testing

• All agencies that do not complete Stage 2 and/or Stage 3 by December 31st will be required to submit a corrective action plan with their December project plan update showing the actions the agency will take to complete testing by January 15th

• When you return to your agency, please check with your project managers and IT staff regarding the status of your agency’s interfaces and elevate issues to your agency’s leadership

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• Stage 6 interface testing will involve agencies’ IT and business staff

• Spreadsheet upload templates:• can be used for vouchers, deposits and journals and will be tested in Stage 6• will be available (via download) for agencies to review and begin populating• spreadsheet templates normally populated by agency business owners not IT

• Viewing On-line Interface Transactions:• During the middle of Stage 6 (about mid-February) agencies will have an

opportunity to view interface transactions on-line in SMART and practice making corrections and troubleshooting

• The process will work as follows:

1. Agencies send inbound transaction interface files (INF02, INF06, INF44) to SMART

2. Transactions will be processed and errors will be generated (e.g. failed budget checking, incorrect funding string)

3. Agency business owners will use the project testing lab to go on-line and troubleshoot common errors (desktop procedures and project support staff will be available to assist)

• Stage 6 is also an opportunity for agencies to create error conditions for interfaces to simulate how errors will be logged by SMART and resolved by agencies

Stage 6 Interface Testing – Spreadsheet Upload Templates and On-line Corrections

1919

Conversion Activities / Milestones – Flat File or Excel

Activity/Milestone Start Date Finish DateAssembly Test: Agency cleans up/extracts data and sends data file(s) to Sunflower Project for visual inspection (Task ID 23)

09/21/09 11/06/09

Mock Conversion #1: Agency cleans up/extracts data and sends data file(s) to Sunflower Project; data is loaded into SMART (Task ID 124)

11/06/09 01/18/10

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

01/18/10 03/05/10

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

03/05/10 04/30/10

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

05/01/10 05/30/10

Agency extracts data and sends final data file(s) according to cutover schedule (Task ID 107) 06/2010 06/2010

2020

Asset Conversion File – Common Feedback

• Values in some fields exceed record length• Required fields left blank• Tag Number: Recommended to be entered for each asset• Invalid field values• Invalid date format - must be MM/DD/YYYY• Cost should not have a dollar ($) sign• Interface ID should be numbered sequentially for each asset• Interface Line Number should be numbered sequentially for

each of an asset’s funding lines• Business Unit must be 5 digits, used ‘123’ instead of ‘12300’• Split-funded assets entered incorrectly

Conversion Files – Feedback

Numerous agencies have not submitted asset files for Mock Conversion #1. Inadequate testing of converted data inevitably leads to agency problems @ go-live…

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How are flat files submitted?

• Submit the flat file to the secure locations on the DISC mainframe

How are Excel data entry template files submitted for the Assets conversion?

• Email the file to [email protected]

• Subject line: Data Conversion Test File

• Use the following file name:

XXX_CNV009 Asset Data Entry Template_MMDDYYYY.xls(x).3 digit

Agency Number

Date file is being

submitted

Conversion Files

2222

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] Please be respectful of deadlines; the closer we get to “go-live” the more difficult it will become to recover!

2323

Reporting Update

2424

Reporting Strategy & Approach Steps – Task ID 265

The Reporting Strategy and Approach is moving forward

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

• Step 2 – Agencies compare agency identified reports to SMART report list and prioritize potential reporting gaps

– 2nd due date is 12/11/09– approximately 100 potential gaps identified by agencies so far; most from agencies

that are de-commissioning financial systems

• Step 3 –Sunflower Project Team reviews critical and high-priority potential reporting gaps and determines how to resolve gaps – in progress

– if an available report is very close to the agency’s needs, no gap exists

– if no similar report is available, a gap exists and a report will have to be built:

1. by agencies’ Super Users from the Data Warehouse if data is available

2. by the Sunflower Project Team from Production

• The Sunflower Project Team will be contacting agencies after 01/01/10 to begin resolving reporting gaps

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Sensitive Financial Data in the Data Warehouse

• Based on survey results, agency requirements to secure sensitive data within their agency are diverse, e.g. Account/Object Code, Program/PCA, Dept ID, and vendor

• Configuring and maintaining security necessary to enable each agency to restrict agency employees from accessing specific, sensitive data elements (within their agency) is not feasible.

• Bottom line…. a simpler solution is needed to restrict access to sensitive data within an agency

• Solution: Agencies will restrict employee access to sensitive data using restricted queries/reports/dashboards developed by agency designated Power Users

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Data Warehouse Power Users

• Depending on the size of the agency, each agency will designate 1-3 Power Users

• Agency Power Users:

– must have a solid understanding of the data origins and data structures

– will develop queries/reports/dashboards for their agency

– will have unrestricted access to agency data in the data warehouse

– will be responsible for limiting access to sensitive data within their agency

– will be the contact point in their agency for issues and concerns related to the data warehouse

2727

SMART Finance Updates

2828

State Surplus Update

• How do agencies know what an asset will be sold for or if it was sold at all at State Surplus?

• If proceeds >$500, Surplus returns 80% of the proceeds via interfund to the agency on a quarterly basis with an itemized listing of assets sold

• If proceeds <$500, Surplus retains all of the proceeds and the agency is not notified of the sell

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State Surplus Update (continued)

• How are we going to communicate with State Surplus, how will they communicate back, and how will asset dispositions be recorded in SMART?

• The agency will assign the Agency Adjustor, Transfer, Retirement Processor role to the individual authorized to record retirement transactions in SMART. In SMART, assets turned over to State Surplus for disposal shall be recorded as a retirement. The disposal code of “Retired to State Surplus” shall be selected when performing the retirement process.

• Agencies are expected to establish internal controls to ensure that all disposals are properly authorized and received by an agent of the entity accepting the property. An agency may develop an internal form that meets their needs or use the SMART Asset Disposition form to document physical disposals (draft form on slide 29). If required by the agency, State Surplus will sign as receiving surplus property for goods they actually receive. State Surplus will not sign for lost, stolen or property disposed under Local Disposal Authority.

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State of Kansas Agency Number ______________ Agy. Disposition No. _______________Department of Administration Agency Division ______________________________________Division of Accounts and Reports Contact Person ______________________________________Form # Phone Number ______________________________________

Approvals Disposal Code

A=Abandoned R=Scrap

C=Cannibal S=SaleP roperty Accountable Employee-Agency Date D=Disappear T=Trade-In

F=Theft Y=Casualty

Receiving Entity I=Inventory P=KS Surplus

M=Missing E=Rtn_Fed

P roperty Accountable Employee-Recipient Date N=Donated

Asset ID DescriptionAcquisition

Date Cost Fund Budget UnitCond. Code

Disp. Code

Date of Disposal

SMART Asset Disposition Form

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State Surplus Update (continued)

• When do I retire the asset - when I receive the proceeds or when I turn over the asset to State Surplus?

• Agencies will retire assets from SMART when property is turned over to State Surplus. The

recommended procedure is to record the asset retirement transaction in SMART and then physically dispose of the property.

• Amounts received from State Surplus would not be material for determining the gain and loss on the sale of assets. Therefore, agencies will not be required to record immaterial proceeds received from the sale of an asset through State Surplus in the AM module.

• Revenues received from the sale of assets shall be recorded in the SMART as miscellaneous revenue. Receipts recorded post to the SMART Actuals ledger. It is the agencies’ responsibility to record receipts back to the appropriate fund(s) when applicable (i.e. assets acquired with federal grant funds).

• Agencies need to be aware of the following if they choose to record proceeds received from the sale of an asset in the AM module. Proceeds recorded in the AM module only post to the SMART CAFR_FULL ledger. Before recording proceeds received for assets that have been turned over to State Surplus, the asset would need to be reinstated from retirement. After reinstatement, the retirement transaction would have to be re-recorded in order to enter the amount received in the proceeds field. There will be a timing delay between turning the asset over to State Surplus and being informed of possible proceeds received for a specific asset.

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Budget Checking

• Budget checking compares an agency’s encumbrances and actual revenues and expenses from the Accounts Payable, Accounts Receivable, General Ledger, Projects, Grants, Purchasing, and Expenses modules against budgeted expenses and revenues.

• This sort of budgetary control ensures that encumbrances and expenses do not exceed budgets at the appropriation level. The functionality of SMART budgeting, also known as Commitment Control, allows agencies the flexibility to track revenues and expenses against more detailed operating, project, and revenue estimate budgets.

• Agencies spend less time gathering data from disparate systems to create their budget to actual reports that are necessary for managing the financial operations of their agency. Budget to actual reporting at various levels of detail will be available in SMART on a near-real-time basis.

• Having more accurate and timely information on the financial operations of each agency, program, and project will reap benefits for the State as a whole. This will offer improved reporting and analysis and should allow decision makers to make better decisions.

• Budget checking will run as a batch process in SMART. This process will be kicked off at regularly scheduled times during the work day. Budget checking occurs before transactions are posted to SMART’s general ledger.

• Transactions that exceed the budget will cause an error in SMART and will go into a “pending” status. Agency personnel will identify, research, and resolve budget errors identified from the online budget check status inquiries.

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Budget Checking (continued)

• Budget Checking Frequency– Continuing to finalize the details regarding the batch

processing schedule– Currently plan to run budget check every two hours– Select agency user roles will have the ability to run budget

check ad-hoc • Use of ad-hoc is not best practice and should be used

judiciously• Budget errors are corrected two ways:

– Change the accounting distribution (chartfields) on the transaction

– Change the budget (including transferring budget, adding budget lines, and increasing budget amounts)

• Agencies are responsible for correcting any budget check or chartfield coding errors

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Budget Exceptions

• Appropriation Budget – Set to control– Transactions will fail for improper chart string combinations and/or

exceeding the dollar amount of the appropriation or expenditure limitation

• Operating Budget– Track with budget will fail a transaction for improper chart string

combinations or missing chartfields– Track without budget does not stop transaction processing

• Project Budget– Track with budget will fail a transaction for improper chart string

combinations or missing chartfields– Track without budget does not stop transaction processing

• Agencies are responsible for correcting any chartfield coding errors, but do not have the authority to change the Appropriation Budget

3535

Interfunds Contact – Task ID 266

• Agency Task ID 266 was sent to Agency Accounts Receivable, Accounts Payable and Primary Contacts on 12/3/09

• SOKI³ Groups will not be replicated in SMART

• This task must be completed if you want interfund notifications in SMART!

• Task ID 266 is due 12/23/09

3636

Interfunds Contact – Task ID 266 (continued)

• Contacts are used for Notifications on Interfund Transactions– If your agency does not complete this task, your agency cannot be

selected as a Customer or Vendor Contact on the Interfund page when using the notify functionality at go-live

• Need to Identify your Agency Interfund Contacts– Your Agency as a Vendor Contact– Your Agency as a Customer Contact

• Allows for a dropdown list of contacts on the Interfund Page

• Maintenance of Contacts: – Vendor contacts – Central Responsibility– Customer contacts – Agency Responsibility

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Agency Tasks

Tasks that can be re-confirmed or submitted in Spring, 2010:

• 201 – SpeedChart Configuration Activity – AP• 145 – Entry Type/Reason Code Configuration Activity – AR• 154 – Program Code Configuration Activity – GL• 157 – Department ID Configuration Activity – GL• 211 – Agency Use – GL • 212 – Service Locations – GL• 166 – Grants Setup Activity – PC• 169 – Projects Setup Configuration Activity – PC• 178 – Complete Business Unit (BU) Default Configuration Activity – PO• 252 – Time and Labor Schedule Configuration Activity – T&L*• 253 – Confirm Time and Labor Workgroups – T&L*• 254 – Time and Labor Taskgroup Configuration Activity (Step 1 and 2) – T&L*• 255 – Manual Conversion of Time Reporter Data – T&L*• 264 – Time and Labor Task Profile Upload – T&L*

*selected agencies only

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P-Card Conversion and Set-Up

• In order to setup P-Cards in SMART, we need:– Name and employee ID of Cardholder, Reconciler, Reviewer, Approver– Card Number– Default chartfields

• Existing BPC Card data is incomplete– Not all cards are assigned to a cardholder– Default chartfields are not documented

• A&R will be leading the effort to gather the required data– If your agency has BPC cards, expect to hear from A&R soon– They will provide existing data that requires clean-up and detailed instructions– Completed list of BPC cards and associated data is needed by the end of January

• Important notes:– In SMART, each P-Card must be assigned to a person (i.e., Cardholder)– Role mapping for P-Card roles (Cardholders, Reconcilers, Reviewers, and

Approvers) will be completed based on this task, NOT the role mapping task

Note: This does not apply to the Universities or KCI.

3939

SMART/SHARP Integration

4040

SMART/SHARP Integration

SHARP

PeopleSoft 8.9 Human Capital Management

SMART

PeopleSoft 9.0 Financials and

Supply Chain Mgmt

Enterprise Integration Points (EIPs) – enables data to be entered only once and shared between SHARP and SMART

Configuration values will flow between SHARP and SMART, e.g. Department IDs, Programs, Accounts, Employees

Transactional data will flow between SHARP and SMART, e.g. summarized payroll transactions, salaries and fringe benefits charged to a project

Chartfields

Vendors

Employee Info

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Key Milestones for SMART/SHARP Tasks

Nov 30 Dec 11 March 15 Spring 2010 June 18 June 21

Deadline for agencies to submit combo codes for SHARP

Deadline for agencies to submit final version of

SMART/SHARP tasks

Key dates/deadlines for agencies to review and change values in SHARP and SMART

Deadline for agencies to complete changes in SHARP

Key dates for Sunflower Project to sync common configuration values between SHARP and SMART

Sunflower Project publishes SMART configuration data (Fund, Budget Unit, Program, Location, Agency Use, etc.) to SHARP

Sunflower Project publish SHARP configuration data (Dept Ids, employees) to SMART

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Agency Tasks – ComboCodes and Department Budget Table

• Agencies should send a list of all Department ID’s they want to use in SMART to Patti Pearce at [email protected]

• Agencies need to submit new Combo Codes for all valid funding combinations that will exist in SMART. Send the actual values you plan to use in SMART. Next Spring, agencies will be given an opportunity to revise the chartfield values previously submitted to the Sunflower Project.

4343

Agency Tasks – ComboCodes and Department Budget Table (continued)

• The Division of Accounts and Reports recommends the naming convention shown below for agency Combo Code creation. However, if you include additional ChartField values, such as Project ID or Agency Use, you can use a different naming convention, as long as the first three characters reflect your agency number.

Deptid (10 digits)

Fund (4 digits)

BU (4 digits)

Program (5 digits)

4444

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

454545C

BreakPlease return in 10 minutes

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SMART Demo

4747

Web Catalog in SMART

4848

Query Viewer

4949

Agency Task List Update

5050

Agency Task List Updates

Posted to Sunflower Project website

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

AgencyTask ListUpdates

5151

December 2009 January 2010 February 2010

Agency TasksDecember 2009 – February 2010

•Monthly Interface Meetings 12/10/09; 1/12/10; 2/9/10; 3/9/10; 4/13/10 and 5/11/10.• Project Plan updates are due at the end of each month

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

Connectivity and Interface Testing through March, 2010

Monthly Interface Meeting – Task ID

233


240


241

Monthly Project Plan

Update – Task ID 137





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Agency TasksDecember 2009 – February 2010 (continued)

Monthly Data Conversion Meeting –

Task ID 237


Task ID 246


Task ID 247

Mock Conversion #1 – Task ID 124

Mock Conversion #2 – Task ID 25

Monthly Data Conversion Meetings – Confirmed

12/17/09; 1/27/10; 2/25/10; 3/24/10; 4/21/10; 5/19/10 and 6/16/10.

5353



Complete Readiness

Assessment #3 – Task ID 70

Attend Role Mapping Workshop and Complete

Activity – Task ID 68

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

Assessments will be conducted monthly beginning in April, 2010

Complete Readiness

Assessment #4 – Task ID 86

Attend Workflow Workshop and Complete

Activity – Task ID 148

Interfund Contacts Activity – Task ID

266

5454



Confirm End-Users Workstations Meet Technical Requirements for WBT and Go-Live – Task ID 77

Schedule Agency Staff for User Acceptance Testing – Task ID 78

Agency Trainers and Drivers Attend Pilot

Training – Task ID 87

Agency Trainers and

Drivers Attend Train-the-

Trainer Kickoff – Task ID 267

Confirm Trainer and Driver Workstations Meet Technical Requirements for Completion of WBT –

Task ID 269

5555



Change Agent

Network Meeting #8 – Task ID 83

Change Agent


Change Agent Network Meetings 9:00 AM to 12:00 PM

•CAN8: January 20, 2010•CAN9: February 17, 2010•CAN10: March 17, 2010•CAN11: April 14, 2010•CAN12: May 13, 2010

•Held at the Topeka and Shawnee County Public Library, Marvin Auditorium 101ABC

Change Agent


5656

Role Mapping – Task ID 68

• Role Mapping is the task in which user roles are assigned to each user– User roles grant access to a group of related functions (such

as voucher processing functions)– This task is REQUIRED to gain access to SMART and the

Data Warehouse

• Role mapping includes:– SMART user roles– Data Warehouse user roles– Time and Labor (SHARP) user roles– Other user data (such as default chartfields for travel

expenses, or the Buyer associated with each Requisitioner)– Information related to your agency’s workflow configuration

5757

Role Mapping Workshops

• When?– January 6th, 12th, and 14th

– Several sessions each date• Where?

– Topeka and Shawnee County Public Library• Who?

– Anyone who will be involved in role mapping should attend

– Invitations will be sent within the next week• Task Due Date

– February 5

5858

Why Role Mapping Matters

Role Mapping/ Workflow

Security Setup

Role mapping results will be used to configure security for all users of:

•SMART•The Data Warehouse•The Time & Labor module in SHARP

Security configuration will begin immediately after the role mapping activity is completed. Users cannot access SMART until their individual security roles are configured.

5959



Security Setup

Training

Role mapping results will be used to load users into the Learning Management System (LMS) in preparation for training registration in March.

Seats in training sessions are limited and registration is first come, first served.

Agencies will benefit from completing the role mapping activity by the due date.

6060



Security Setup

TrainingAccess

to SMART

Access to SMART will only be granted after their security is configured and the user’s required training is completed.

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Readiness Assessment #3 - Task ID 70

Readiness Assessment has been modified to simplify and

improve the process, changes include:

– Excel based format allowing agencies to keep a copy or print as needed

– Pre-populated status based on what the Sunflower Project has recorded for your agency – where the status is correct, no response is required

– Highlighted cells focusing on those questions that require an updated response

– More comments fields to note additional details as needed

– Incorporates task applicability (e.g., required, optional, not applicable) based on module usage listed on Agency Confirmation Document

Please update and return your Readiness Assessment to your Agency Liaison by December 18th!

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Readiness Assessment #3 - Task ID 70 (continued)

Recap of ACDRecap of ACD

Additional Comment fields

Additional Comment fields

Agency-specific status

Agency-specific status

Tasks grouped by section

Tasks grouped by section

Agency response fieldAgency response field

Instructions tabInstructions tab

6363

Training Update

6464

Training DeploymentGeneral Timeline

Month Activity

January, 2010 Role Mapping Workshops (Task ID 68)

February, 2010 Sunflower Project prepares LMS (courses loaded, end users mapped)

March, 2010 Phase 1 Training – Level 1 and Level 2 WBT Released and Tracked (Task IDs 257 and 259)

March, 2010 Phase 2 Training – Enrollment in Level 3 WBT and ILT Training (Task IDs 88 and 89)

April – June, 2010 Phase 2 Training – Level 3 WBT and ILT Training Conducted (Task IDs 258, 101 and 102)

July – November, 2010 Follow-up Training As Needed

6565

Training UpdateWBT for Trainers and Drivers

Sent To Regarding

Trainers and Drivers Course assignments so you know which pre-requisites to complete (already sent)

Trainers and Drivers 100- and 200- level WBT open to trainers with instructions 12/18 (Task ID 268). Have until your first Pilot Training Date to complete WBT pre-requisites.

Technical Contacts End user PC requirements for web-based training (Task ID 269 – sending this week)

Expect the following emails related to training:

6666

Training UpdateTrain-the-Trainer Kickoff

• Train-the-Trainer Kickoff is January 27th

–Topeka and Shawnee County Library, Marvin Auditorium 101C

– 9 AM – 4 PM– Lunch on your own

• Invitations will go to all trainers and drivers by January 6th (Task ID 267)

• Pilot training schedule will be e-mailed beforehand so you can plan ahead

6767

Training UpdatePilot Training and Teach-Back

• Pilot training sessions are scheduled throughout February (Task ID 87)–Landon State Office Building, Topeka–Intended for both trainers and drivers

• Teach-Back sessions are scheduled throughout March (Task ID 94)–Landon State Office Building, Topeka–Intended for trainers–Drivers have the option to attend and “practice” navigation

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Training UpdateLogistics for Deployment

• 24 instructor-led courses• 80% of sessions are in Topeka

–10 training rooms; Monday-Friday every week

• 20% are offered outside Topeka–Chanute, Hays, Hutchinson, Kansas City, Larned, Lawrence, Wichita

–Not all courses will be held in these cities

–Need 10 users enrolled or session will be cancelled

–Will consolidate sessions where needed

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Training UpdateLogistics for Deployment (continued)

• Trainers and Drivers will have a proposed schedule for April-June, 2010 at the kickoff

• We can then make “swaps” as needed to accommodate availability

• Need trainers for all, but Accounts Payable. The following are critical:–Deposits and Interfunds–BI Reporting and Reporting Trees–Out-of-town sessions

• Need drivers for all subjects

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Training Contact

Gina Vinyard

Training Lead

[email protected]

785-291-3257

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Wrap Up

7272

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

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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– 882 Questions and Answers

– http://www.da.ks.gov/smart/

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Questions?

7575

Please Share Your Feedback

Online evaluation form for Change Agent Network Meeting #7:

http://www.surveymonkey.com/s/98TD9LT

Registered participants will also receive a reminder containing this URL

1 sunflower project change agent network meeting #7 december 9, 2009

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