Steering Committee Meeting

Sunflower ProjectStatewide Financial Management System Update

October 9, 2009

2

Today’s Topics

• Project status and activities – Kent

• JCIT, KITO and IV&V – Peggy

• Change control – Peggy

• Measuring Progress – Gary

• Agency Interactions – Gary

• System Testing Overview – Gary

• Executive Dashboards – Gary

3

Project Timeline

August September October November December January February March

Config

ure

Syste

m, D

evelo

p M

ods

Develo

p Rep

orts,

Buil

d an

d Tes

t

Inte

rface

s, R

un D

ata

Conve

rsion

s

Begin

Syste

m T

estin

g

Agenc

y Role

Map

ping

Build Phase Test Phase

Busine

ss P

roce

ss W

orks

hops

Inte

rface

Tes

ting

Begin

User A

ccep

tanc

e

Testin

g

Begin

Traini

ng

4

Completing:• load configuration values for agencies• data conversion for vendors and encumbrances• security role definitions• functional designs for modifications

• Cycles 7-10 test conditions and scripts

Continuing:• functional designs for reports • formulating cutover plan• support for training development and BPWs

Project Status & Activities – Finance Team

5

• Completed all 18 business process workshops with agencies

• Continuing to develop training materials

• Continuing to recruit trainers, facilitators and facilities

• Evaluating help desk software and developing support processes

• Holding monthly Change Agent Network meetings

• Publishing monthly newsletters

Project Status & Activities – Enterprise Readiness Team

6

• Developing technical designs and coding mods

• Developing remaining interfaces

• Developing technical designs and coding reports

• Building and maintaining environments

• Implementing data warehouse including security based on requirements provided by functional team and agencies

• Beginning work on disaster recovery plan

• Development resources being added to State and Accenture teams due to volume of work and productivity indicators

Project Status & Activities – Tech Team

7

• A&R/DISC performing SHARP modifications – approximately 50% complete with Phase 2

• Division of Budget finalizing contract with IBARS vendor to design modifications to support new chart of accounts; will load 2011 appropriation budgets into SMART from IBARS when finalized in May

• Developing analysis of options for SHARP performance testing• Use KDOT’s LoadRunner software• Proposal from Oracle consulting – software and services• Proposal from Accenture – software and services• Manual simulation

Project Status & Activities – Central Systems

8

• Continue holding monthly forums to address issues and communicate with agencies for interfaces and conversions

• Continue to review project plans to assess agencies’ progress and communicate identification of problems

• Enrollment complete for Washburn for basic accounting course for agency personnel (211 enrolled representing over 60 agencies)

• Data Warehouse Advisory Group 3rd meeting – discussed management dashboards

• Executing agency reporting strategy

• Developing requirements for identifying and securing sensitive data in DW

• Determining the funding mechanism to support the services provided by the Shared Service Center

Project Status & Activities – Miscellaneous

9

• Universities not fully utilizing SMART• Never in scope of this Project• Have their own financial management systems to meet their unique needs

and linked to their Student Information Systems

• Agency systems being de-commissioned• Overall number of agency systems being decommissioned remains at

approximately 60• List provided to JCIT in October 2008 listed several minor differences from

the current list

• System modifications• 49 of 1,800 requirements resulted in mods (less than 3%)• Many potential mods avoided through business process changes and work-

arounds

Project Status & Activities – JCIT Concerns

10

Project Status & Activities – KITO and IV&V

11

Change orders approved since last Steering Committee meeting

Change Control

No change requests over $50K since last meeting

Credits of $80K for change orders since last meeting

Change Request Tracking Report/Enhancement and Mod Effort vs Cost

Approval Date by CCB

Steering Comm.

Approval CR # CR Description Total Hours

Accenture Hours per

CRState Hours

per CR Total $ Cost

Accenture hours 71%

Contractual

State hours 29%

Contractual Contractual $

due

Overpayment / (Underpayment)

due to State hours

9/16/2009 N/A CR 98 Outbound Warrant Status Interface Identifies 1 contingency interface needed by STO website9/29/2009 N/A CR 20 Central Cashier Cancel 1 report previously assigned to State - no dollars credited10/6/2009 N/A CR 06 Interface Plan Interfaces Cancel 1 interface

9/16/2009 N/A CR 84Reports 4 -IDs contingency reports & Mod Bucket Reports 815 248 144 $ 48,236.00 579 236 112,547.43$ (64,311.43)$

9/22/2009 N/A CR 109PHIRE setup for SHARP - Time & Materials 40 40 0 $ 7,780.00

9/22/2009 N/A CR 11Amend CR 11 to remove need to move field to Data Warehouse (104) -20 -84 $ (3,890.00) (74) (30) (14,361.88)$ 10,471.88$

9/22/2009 N/A CR 14Amend CR 14 to remove need to move field to Data Warehouse (161) -161 0 $ (31,314.50) (114) (47) (22,233.30)$ (9,081.21)$

9/29/2009 N/A CR 36 FARMS - decrease in fixed price (65) -65 0 $ (12,642.50)9/29/2009 N/A CR 42 Cancel this previously approved CR -163 -163 0 $ (31,703.50) (116) (47) (22,509.49)$ (9,194.02)$ 9/29/2009 N/A CR 106 Email Notification Groups 137 137 0 $ 26,646.50 97 40 18,919.02$ 7,727.49$

Total Hours/Dollars Used 19,663 16,368 3,295 3,183,576.00$ 14,895 6,084 Total Possible Hours/Dollars 19,130 3,720,785.00$

Remaining Mod Hours/Dollars 2,762 537,209.00$

Reserve created by de-scoped items 2,163.07 420,717.00$

Use Reserve (1,089.00) (211,810.50)$

Total Remaining Reserve dollars 1,074.07 208,906.50$

Percentage of effort by "team" 83% 17% 76% 31%

includes eGrants analysis, Purchasing modules,decrease in FARMS effort, RE Mgmt, Portal, Directory Interface, Portal Pack. Treasury Build/Unit Test

Includes Payroll SME,SHARP Conversion, PHIRE set up for SHARP & IFV Trng design

12

Change Control – Remaining Balance

• Balance of hours for customizations (including all customizations discussed today)

• Total Accenture hrs used = 16,368 (16,407 July)

• Total available contract hrs = 19,130

• % Used = 86% (86% last month)

• % Remaining = 14% (2,678 hours)

13

Measuring Progress

• Accenture’s Tech Team continuing to work mandatory OT• Accenture adding two additional developers• State adding two additional developers

• No impact on key milestones or the “go-live” date

Scope Element09/11Status

10/09Status Detailed Status/Corrective Actions

Test Scripts Cycles 5 and 6 Green Green

Configuration Data Entry Yellow Green Finance Team is approximately almost complete (95%). Will have configurations in Test environment by target date of 10/15

Functional Design Reports Yellow Yellow Finance Team re-engaging on report designs after completing mod designs and loading configuration values into Test environment. Report design and development will be an on-going challenge.

Functional Design Modifications

Green Complete Finance Team has been focusing on designs for mods for past 1.5 months and work is nearing completion.

Tech Design Modifications Not reported last month

Yellow Tech Team is 75% complete vs. 88% planned. 37 of 65 designs signed off; 14 in design; 13 in review; 1 not started.

Modifications Build Not reported last month

Red Team is meeting schedule; however, work started late waiting for functional designs from Finance Team. Several mods may not be ready at the beginning of the testing Cycle but will be ready prior to the end of the Cycle.

Interface Build Yellow Red Four interfaces assigned to the State completed or will complete late – minor impact on agency interface testing. Additional resources have been committed as a corrective action.

Data Conversion Yellow Yellow Tech Team is approximately 75% complete vs. 100% planned. Five of nine conversion programs have been completed; two in development; two in review.

Business Process Workshops

Green Green

Training Phase 2 Green Green

14

• Meetings held with agencies:• Department of Revenue

• SRS & State Hospitals

• Wildlife and Parks

• Corrections and KCI

• KPERS

• Historical Society

• DISC

• others

• Called over 25 agencies to request asset conversion files

Agency Interactions

15

Upcoming Agency Events

October

10/12 – Business Process Workshops for G/L

10/14 – Business Process Workshop for Deposits and Interfunds

10/13 – Monthly Interface Technical Meeting

10/19, 22, 26 – Workshops for Imprest and Petty Cash (Docking Auditorium)

10/21 – Monthly Conversion Technical Meeting

10/28 – Change Agent Network Meeting #6

November/December

TBD – Workflow Workshops

16

Interface and Conversion Timelines

2009Jul/Aug/Sep Oct/Nov/Dec Jan/Feb/March

Online Data Entry Preparations

Online Data Entry Preparations

Agency Conversion Data CleansingAgency Conversion Data Cleansing

InterfaceTesting Cycles

Conversion Assembly Test

Conversion Assembly Test

Extract Conversion DataExtract Conversion Data

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

Connectivity Testing

Agency Interface/System Modifications

Conversion Build and Unit Test

Conversion Build and Unit Test

2010

17

Agency Interface Testing – All Stages (Except Stages 4 & 6)

Agency Systems

10/26 – 11/25INF03 – Payment InfoINF19 – Module TransactionsINF29 – Deposits

SHARP

SMART

10/05 – 11/18INF02 – Voucher LoadINF04 – Vendor UploadINF06 – JournalsINF25 – InvoicesINF26 – CustomersINF28 – Pending ItemsINF35 – SpeedchartsINF44 - Deposits

09/01 – 10/02INF01 – VendorsINF15 - ChartfieldsDISC

Mainframe

11/15 – 01/15INF41– Time and Labor Setup DataINF42 – Time and Labor TransactionsINF46 – Time and Labor Task ProfilesINF51 – Workers’ Comp

18

Test Sequence & Schedule

Test Stage Start Date

Finish Date

Ju

l 09

Au

g

09

Se

p

09

Oc

t 09

No

v

09

De

c

09

Ja

n

10

Fe

b

10

Ma

r 1

0

Ap

r 1

0

Ma

y

10

Ju

n

10

Unit Test 7/1/09 10/23/09

Assembly Test 11/3/09 11/30/09

* Conversion Test

10/30/09 4/16/10

System Test 11/2/09 4/16/10

* Interface Test 9/1/09 2/1/10

Performance Test

11/2/09 4/16/10

* User Acceptance Test

1/1/10 4/30/10

Disaster Recovery Test

2/1/10 4/16/10

Operational Readiness Test

4/1/10 6/11/10

Functional Team

Dev. Team

Interface Team

Conversion Team

Technical Team

All Teams

* - Indicates a test stage that requires agency participation

19

Testing Phases

Build Phase Test Phase Deploy Phase

20

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

21

System Testing Overview

• Infrastructure:

• Testing lab set-up with 30 testing stations, whiteboards, etc.

• Most testing will be conducted in the lab to avoid distractions

• Phire software used to log/route defects and generate reports

• Personnel from SRS and STO will participate in early Cycle testing

• Cycle 0 – Configuration – early-November thru mid-November

• Basic test of configurations (prerequisite to Cycle 1)

• Cycle 1 – Simple end-to-end processing – mid-November thru late-December

• Cycle 2 – Complex end-to-end processing – mid-December thru mid-February

22

System Testing Overview

• Cycle 1 – Simple end-to-end processing – mid-November thru late-December• 127 scripts

Script # and Name 01.AP.01.01 Simple Voucher ProcessingCycle # and Name: 1 Simple End to End ProcessingBusiness Process: Enter VouchersScript Execution Dependencies:Scripted By:To Be Executed By:Executer Roles:Test Script Description (optional):

Step #Step Description

(Provide Menu Path to PS Panels, Reports, Processes)(Add Test Condition-specific instructions as necessary)

Input Data (Actual values or x-ref to data

input sheets)

Expected Results (Data-specific expected results or x-ref to expected results file & calculation)

Comments (Notes to consider during script

execution)

Test Condition #

1 Log in as an Accounts Payable Processor. User ID: <valid value>Password: <valid value>

Access granted to system; defaulted SMART page is displayed.

2 Create Voucher with Single Distribution Line (1)

Navigate to Regular Voucher Entry page: Accounts Payable > Vouchers > Add/Update > Regular Entry

Voucher > add new value page is displayed.

AP.1.D.02AP.1.D.03

3 Click on Add New Value Tab and enter applicable voucher header data and click on Add.

See Data Entry (01.AP.01.01) System auto populates the "Business Unit", "Voucher ID" and "Voucher Style" fields.

4 Enter additional invoice information, invoice line information and distribution lines information.

Can populate fields with provided values.

5 Click Payments tab and view the Scheduled Due date. The Scheduled Due field is populated.6 Click on Save. Record Voucher ID. Voucher is saved successfully and

voucher ID is generatedVoucher ID:

_______________________

7 Create Template with Single Distribution Line (2)

Repeat steps 2-6

See Data Entry (01.AP.01.01) Voucher is saved successfully and voucher ID is generated

Voucher ID:

_______________________

8 Create Voucher using Template with Single Distribution Line (3)

Navigate to Regular Voucher Entry page: Accounts Payable > Vouchers > Add/Update > Regular Entry

Voucher > add new value page is displayed.

AP.1.D.09

9 Click on Add New Value Tab and enter applicable voucher header data and click on Add.

See Data Entry (01.AP.01.01) System auto populates the "Business Unit", "Voucher ID" and "Voucher Style" fields.

10 Enter Copy from a Source Document information See Data Entry (01.AP.01.01) Can populate fields with provided values.

11 Enter Template ID on Voucher Template page and click copy from template button.

See Data Entry (01.AP.01.01) Expense report is populated with Template information.

12 Click on Save. Record Voucher ID Voucher is saved successfully and voucher ID is generated

Voucher ID:

_______________________

13 Create Voucher with Single Distribution Line (4)

Repeat steps 2-6

See Data Entry (01.AP.01.01) Voucher is saved successfully and voucher ID is generated

Voucher ID:

_______________________

AP.1.D.10

14 Create Voucher with Single Distribution Line (5)

Repeat steps 2-6

See Data Entry (01.AP.01.01) Voucher is saved successfully and voucher ID is generated

Voucher ID:

_______________________

Kristie Herrick

Status (OK or Defect ID)

Pass 1 Pass 2 Pass 3

Accounts Payable Processor - Agency

Vendors are entered in the system.

Example:Accounts Payable:• Paying a voucher• 21 steps

23

System Testing Overview

• Cycle 2 – Complex end-to-end processing – mid-December thru mid-February• 83 scripts

Script # and Name 02.AR.06.01 Budget Check Deposits    Cycle # and Name: 2 Complex End to End Processing    Business Process: Deposit and Cash Applications      

Script Execution Dependencies: NoneScripted By: Muriah Baker  To Be Executed By: TBDExecuter Roles: Deposit Processor, AR Administrator, Approver-Treasurer, Batch Processor, Approver - A&RTest Script Description (optional):  

Step #Step Description

(Provide Menu Path to PS Panels, Reports, Processes)(Add Test Condition-specific instructions as necessary)

Input Data (Actual values or x-ref to data input

sheets)

Expected Results (Data-specific expected results or x-ref to

expected results file & calculation)

Comments (Notes to consider during script execution)

Test Condition #

Status (OK or Defect ID)

Pass 1 Pass 2 Pass 3

1 Login to SMART as Deposit Processor. *Username: <Valid Value>*Password: <Valid Value>

Access granted to SMART; default PeopleSoft page is displayed.

         

2 Enter a Regular Deposit-Journal Direct. Navigate to: Accounts Receivable>Payments>Online Payments>Regular Deposits

  The Find an Existing Value page is displayed.

         

3 Select the Add a New Value tab; verify/enter Deposit Unit, Deposit ID, and click the 'Add' button.

*Deposit Unit: Tester's BU*Deposit ID: NEXT

Group Control page is displayed with current date defaulted in Acctg Date

         

4 Enter the Deposit information on the Deposit Entry page. Select Journal Direct

*Deposit Type: M*Control Amount: $53.85*Count: 1

Information is entered on the Deposit Entry page without error.

         

5 Click on the Payments tab and enter the payment information.

Check the box next to the Journal Directly field.

Click 'Save' button

*Payment ID: 02AR0601*Amount: $53.85*Payment Method: Cash*Journal Directly: Checked

Information is entered and saved on the Payments page without error.

Note the following field values

Deposit ID_________________

       

6 Click the 'Add' button at the bottom of the page.   Add a new value page is displayed.          7 Enter 'Deposit Unit' and 'Deposit ID'; click 'Add'. *Deposit Unit: Testers BU

*Deposit ID: NEXTDeposit totals page is displayed. Accounting Date, Bank Code, Bank Account, Control Currency, Format Currency, Rate Type, Exchange Rate, Received Date, Entered Date and Assigned all default with values.

         

8 Enter Deposit Unit, Deposit ID, and click the 'Add' button. *Deposit Unit: Tester's BU*Deposit ID: NEXT

Group Control page is displayed with current date defaulted in Acctg Date

         

9 Enter the Deposit information on the Deposit Entry page. Select Journal Direct

*Deposit Type: M*Control Amount: $67.00*Count: 1

Information is entered on the Deposit Entry page without error.

         

10 Click on the Payments tab and enter the payment information.

Check the box next to the Journal Directly field.

Click 'Save' button

*Payment ID: 02AR0602*Amount: $67.00*Payment Method: Cash*Journal Directly: Checked

Information is entered and saved on the Payments page without error.

Note the following field values

Deposit ID_________________

       

11 Click the 'Add' button at the bottom of the page.   Add a new value page is displayed.          12 Enter 'Deposit Unit' and 'Deposit ID'; click 'Add'. *Deposit Unit: Testers BU

*Deposit ID: NEXTDeposit totals page is displayed. Accounting Date, Bank Code, Bank Account, Control Currency, Format Currency, Rate Type, Exchange Rate, Received Date, Entered Date and Assigned all default with values.

         

13 Enter 'Deposit Type'. *Deposit Type: A Deposit type is displayed.        14 Under 'Control Totals' enter the following information: *Control Total Amount: 0.00

*Control Count: 2Amount and count are displayed.          

15 Select the 'Payments' tab.   Payments page is displayed. Accounting Date defaults from the Totals page.

         

16 Under 'Payment Information', enter 'Payment ID', 'Amount' and 'Payment Method'

*Payment ID: 0111*Amount: 1500.00*Payment Method: Cash

Values entered are displayed. Note Payment ID: ______________        

17 Check the 'Journal Direct' box. *Journal Direct: Checked Box is checked.          18 Select the blue 'Plus' button under 'Payment Information' to add

another row.  Blank payment page is displayed.          

Example:Accounts Receivable:• Budget checking a deposit• 149 steps

24

Status Updates – Agency Reporting Strategy - Pilot

• Agency Reporting Strategy was piloted with three agencies (SRS, KDOR, DOL) prior to rolling out to approximately 80 agencies

• Feedback from the pilot

• Clarify some of the headings on the template• More detailed descriptions or sample reports needed to determine gaps

25

Executive Dashboards

• Each member of the Data Warehouse Advisory Group (DWAG) tasked to develop prototype executive dashboards

• Multi-step process:– 1st DWAG meeting – discussed purpose of dashboards and best practices and provided

background material

– 2nd meeting DWAG members presented 1st version of dashboards and gained “hands on” experience with the DW and dashboards

– 3rd meeting DWAG members presented sample dashboards based on knowledge of DW and tools and ideas from other DWAG members

– 4th meeting DWAG members will build HR/Payroll dashboard components for future use

– 5th meeting DWAG members will review training material

– 6th meeting DWAG members will build Financials dashboard components

• Goal is to develop sample dashboards and dashboard components to give agencies a “jump start” in developing their own dashboards

26

Executive Dashboards

• Sample Dashboard developed by Nancy Ruoff for Marilyn Jacobson (DoA)

Agency Revenues (A)Fund Fund Name MTD YTD Projected YTD +/- YTD $ +/- YTD %

Budgeted FTE 661111 Fee Revenue 4,000.00$ 12,345.00$ 18,000.00$ (5,655.00)$ 69% Current FTE2222 Grant Revenue 20,000.00$ 67,890.00$ 66,000.00$ 1,890.00$ 103% Classified 52

Unclassified 10

Total Revenues 24,000.00$ 80,235.00$ 84,000.00$ (3,765.00)$ 96% FTE over/under -4

Agency State General Fund Expenditures (B)Fund Fund Name MTD YTD Budgeted YTD +/- YTD $ +/- YTD % PPED: 9/5/2009

1000 State General Fund 90,000.00$ 162,000.00$ 165,000.00$ (3,000.00)$ 98% Payroll $ %Regular 82,300.00$ 87.3%Shift 642.00$ 0.7%OT 6,124.85$ 6.5%Vacation 4,235.78$ 4.5%Sick 896.48$ 1.0%

Enter Fund Number 1234 Other 91.00$ 0.1%Total 94,290.11$ 100.0%

Actual YTD Expenditures

Fund 1234Total Budget Allocation 87,500.00$ Expenditures Year to Date 24,345.00$

Budget Remaining 63,155.00$

MTD Fiscal YTD

Workforce Analytics

(F) Average Length of

Service

Average Turnover

RatioAvg. Days to Fill position

Avg age of workforce as

of 9/5/09

% retirement eligible as of

9/5/09# retirement

eligibleOT $

Spent 6,124.85$ 9,948.54$ 23.6 years 17.00% 47 48 34% 21

YTD Expenditures by Select Fund (C)

Agency Staffing (D)

Agency Payroll (E)

$-

$20,000.00

$40,000.00

$60,000.00

$80,000.00

$100,000.00

Total Budget Allocation

Expenditures Year to Date

Actual YTD Expenditures Fund 1234

Regular

Shift

OT

Vacation

Sick

Other

27

Questions and Answers

??For additional information on the project, please seethe project website: http://da.ks.gov/smart

28

Authority for Change Requests

Change Request

Authority Cost Impact Scope Impact Impact on PS Code

Base

Schedule Impact Agency Impact Law, Reg, Policy Impact

Level 1Executive Sponsors TBD TBD Any change affecting

the “Go-live” dateTBD Any changes affecting

laws, regulations or other non-A&R policies

Level 2Steering Committee Changes over $50K “Significant” impact on

project scope (+/-)TBD Recommends changes

to Executive Sponsors

Level 3FMS Mgmt Team (CCB) Changes under

$50K“Moderate” impact on project scope (+/-)

All mods approved by FMS Mgmt Team

Any change affecting KITO milestones or other key (internal management) milestones

Any decisions/ changes “adversely” affecting agencies

Any changes affecting A&R policies and procedures

Level 4 ManagersAll changes affecting cost (+/-) approved by FMS Mgmt Team

“Minor” impact on project scope (+/-)

“Minor” impact on project activities that do not adversely impact a milestone

Configuration decisions benefiting agencies that do not impact cost or do not impact a milestone