sunflower project change agent network meeting #2

Sunflower ProjectChange Agent Network Meeting #2

March 26, 2009

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Welcome

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Meeting Agenda

WelcomeProject Status and ActivitiesReporting Strategy UpdateTraining UpdateAgency Benefits of SMARTAgency Task ListMeeting Wrap-Up

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Welcome and Introductions

Presenters• Connie Guerrero, Enterprise Readiness Team Manager

• Gary Schneider, Implementation Manager• Gina Vinyard, Training Lead• Jennifer Dennon, Agency Readiness Lead

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Housekeeping

• Bathrooms

• Please set cell phones and pagers to silent

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Feedback from Previous Change Agent Meeting

Thank you for providing your survey responses to the previous Change Agent Launch! We appreciate your feedback!

•We are piloting webcasting the meeting to non-Topeka area agencies today•We hope the facilities at the Library are more comfortable and parking was easier to find•We continue to add SMART content to Change Agent Network meeting agendas as more design decisions are finalized

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Project Status and Activities

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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!

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Budget Structure Workshops

• Multiple sessions held in March – Primary Contacts and Budget Subject Matter Experts (SMEs) from all agencies were invited

• Introduced SMART budget terminology and process

• Reviewed required and optional budgets available to State Agencies

• Workshops provided details helping agencies decide which budget option works best for them in SMART

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Budget Structure Activity

• Allows Sunflower Project to configure SMART to track the lower-level budgets your agency requires

• Reminder:– Submit only one homework response per agency– Due 2 weeks after attending Budget Structure

WorkshopAgency Revenue

EstimatePick One

Fund Budget Unit

Account Calendar

Option #1 X TransactionIntermediat

eMonthly

Option #2 Transaction TransactionIntermediat

eMonthly

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Interface and Conversion Workshops

• Provide assistance for agencies modifying systems and interfaces

• Interface workshops held over past two weeks

• Conversion Workshops to be held in April

12

Configuration Workshops

• Help agencies understand configuration options in SMART

• Help the Sunflower Project understand agency-specific considerations when configuring SMART

• Geared toward Agency Subject Matter Experts (SMEs)

• Additional Configuration Activities allow agencies to participate in the configuration of items not requiring a workshop

• Several new tasks added to the Agency Task List for Configuration Workshops and Configuration Activities

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Project DecisionsGeneral Ledger Business Unit

• Each agency will have their own General Ledger (G/L) Business Unit

• Benefits to agencies of this decision are increased usability and flexibility while maintaining control:– Agencies will be able to define their own chartfield edits– Agencies will be able to maintain their own allocations in the future

if it is decided to de-centralize this function– Agencies will only see their agencies’ values in dropdowns for

chartfields, e.g. Departments, Funds, Program(s), Projects, Locations and Agency Use

• A&R/DOB will be able maintain control of central business processes such as changing statewide chartfield values, appropriations, approvals of interfunds, transfers, opening and closing of accounting periods

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Project DecisionsSecurity

• Key Terms– Security Configuration involves defining roles and assigning

individuals to roles– Security Administration involves adding/removing individuals to and

from established roles due to personnel changes and reorgs

• SMART will use a centralized security model– Reduces the impact on agencies– Maintains central control at go-live

• Will consider delegating limited aspects of security to select agencies in the future

• Workflow administration is closely linked to security and will also be centralized

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Project DecisionsSingle Sign-On (SSO)

• Key Terms– PeopleSoft Portal is a personalized gateway that

provides a single sign-on to all PeopleSoft applications

• PeopleSoft Portal is being implemented

• Will maintain the current SHARP sign-on protocol to access SMART, SHARP, and the data warehouse via the PeopleSoft Portal

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Project DecisionsPending

• Interfund Processing

• Chart of Accounts

• Encumbrances Types

• Transaction Autonumbering

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Reporting Strategy Update

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Reporting Strategy

• Reports in SMART are for information you need TODAY• Most reporting will be in the Data Warehouse

– SMART and SHARP data together• Information in the Data Warehouse is NOT real time

– One day behind SMART and SHARP• Data Warehouse on July 1, 2010

– Only new SMART data– Some SHARP historical data

• Data Warehouse after July 1, 2010– Minimum of 10 years data will collect over time

• Division of Accounts and Reports developing procedures for accessing historical data from STARS and SOKI

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Data Access and ReportingProduction

SMART

Online Reportsand

PeopleSoft Query

• Need information today• Already developed• View only• Download to a file

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Data Access and ReportingData Warehouse

Data Marts are a functional grouping of data used for reporting.

DataWarehouse

Data WarehouseReporting

Human ResourceData Marts

FinancialsData Marts

Transformed Data

SHARP

SMART

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Data Access and ReportingData Warehouse

Oracle BI Answers

•Simple – Drag/Drop Fields onto Report•Complex – Filters, Formulas, Format, Prompts, Sort Order•Results – Pivot Tables, Dashboards, Plain Text•Drill-down to details

Oracle BI Publisher

•Highly formatted•Report layout using familiar tools (e.g. Word, Adobe)•Data from BI Answers

Oracle BI Dashboards

• Intuitive• Personalized• Drill-down to details• My Dashboard – Data

Warehouse Home Page

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Data WarehouseMy Dashboard Example

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Data WarehouseDashboards

• The first screen in data warehouse is “My Dashboard”• Some dashboards will be built before “Go-Live”• RP204: Introduction to Business Intelligence Reporting:– Set “My Dashboard” preferences– View a Dashboard– Download a Dashboard– Print a Dashboard– Email a Dashboard

• RP301: Ad Hoc Business Intelligence Reporting:– Create and Modify Dashboards

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Example Only! Subject Areas and

Folders will be unique to the State of Kansas

Business Processes.

Data WarehouseReport Writer Start Page Example

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Data WarehouseBI Answers

• Content is organized by Subject Area– What you see depends upon your security access

• Queries or Reports are referred to as a Request• Some BI Answers Requests will be built before “Go-Live”• RP204: Introduction to Business Intelligence Reporting:

– View, Download, Print, Email a Request• RP301: Ad Hoc Business Intelligence Reporting:

– Create and Modify a Request– Sort, subtotal, filter, format, create prompts, and add

formulas to a Request– Create views of results including, Dashboards, pivot tables,

plain and formatted text

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Training Update

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Training Roadmap

Training Live

Train – the-

Trainer

Training Schedule

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High Level Calendar

CLASSROOM TRAININGAPR-JUN,

2010

WEB TRAININGFEB-MAR,

2010

TRAIN-THE-TRAINER

MAR, 2010

PILOT TRAININGFEB, 2010

TRAININGSCHEDULEJAN, 2010

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SMART Training Curriculum

Posted on website

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Training Deployment Plan

• Writing Deployment Plan Summer, 2009• Analysis based on:

– Estimated Attendance

– Facilities

– Trainers

– Locations

– Agency size

• Deployment update at August Change Agent Network (CAN) meeting

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Trainer Profile

Understands “as-is” business process

Experienced Instructor, Speaker, or

Facilitator

Comfortable explaining concepts

Understands SMART at high-level

Experienced in day-to-day tasks

Participates in SMART decisions

for Agency

Learns Quickly

AvailableFeb-Jun, 2010

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Trainer Next Steps

• Review Trainer Profile• Discuss with your Subject Matter Experts (SMEs)• Identify Trainers• Fill out Trainer Contact Information

– Coming soon as a web form

• Submit Trainer information by May 31, 2009– Task ID 54

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Thank You Need More Facilities

• 12-15 PCs and 1 instructor PC• Internet browser and internet connection• LCD Projector and screen• Adequate parking and facilities for participants• Onsite contact for troubleshooting equipment issues

• Ability to reserve blocks of time April – June, 2010• Task ID 53 – Due March 31, 2009

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Training Contact

Gina Vinyard

Training Lead

[email protected]

785-291-3257

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Agency Benefits of SMART

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SMART Integration

Data Warehouse

Accounts Receivable /

BillingPurchasing

Accounts Payable

Asset Management

Projects / Grants

General Ledger

Time and Labor

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• Provides a more user friendly environment allowing for complete transaction overview– Whole process online; PO approval, dispatching,

receiving and related payable information

• Facilitates data transfer to other modules– Reducing data entry– Reducing keying errors

• Statewide standardization of encumbrance process

Purchasing

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• Automates matching of Purchase Order, Invoice and Receipt

• Provides online processing for travel requests and processing expense reports

• Simplifies searching for voucher and related payment information

Accounts Payable

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• Provides a central place for storing asset information

• Reduces duplication of effort in entry and maintaining assets

• Provides robust searching and reporting capabilities at the state level

Asset Management

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• Allows agencies to efficiently track and analyze project costs and allocate project resources

• Provides flexible reporting of grant transactional history

• Allows agencies to easily track proposal development and award

Projects / Grants

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• Deposits will be entered into Accounts Receivable• Automates billing• Creates customer statements• Creates customer correspondence and reporting• Real-time receivable and billing visibility, tracking and control for reporting and financial data

Accounts Receivable / Billing

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• Provides a robust time capture system • Integrates with SMART and existing SHARP systems

• Improves data accuracy and integrity and enables more timely reporting by eliminating paper-based processes for some agencies

Time and Labor

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• Eliminates redundant data entry– Funding flows with the transaction

• Eliminates the need to obtain and consolidate data from multiple systems

• Eliminates the need to reconcile and track data in multiple systems

• Automates budget checking

General Ledger

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Agency Task List

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Agency Task List Updates

Posted to Sunflower Project website

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

AgencyTask ListUpdates

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Updated Task List Available

• An updated task list is available to download from the Sunflower Project website– Tasks added

– Tasks removed (indicated by strikethrough text)

– Details updated (dates, descriptions, etc.)

– New column added for completion date

• Future updates will be posted on the website and a notification will be sent to all Change Agents

• Consistent version control process will help you keep your task list updated

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Task List Version ControlAbout the Updates

• New tasks are given the next available task ID– Once a task ID is assigned, it never changes

• When a task is removed, it is indicated by strikethrough formatting (the text is crossed out)– The removed task remains in the document

• For consistency, the list is always sorted first by Start Date, then by End Date. This causes task IDs to be out of order as dates shift and tasks are added

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Task List Version ControlLatest Version

• The updated Agency Task List contains multiple worksheets

• The worksheet (or tab) named All - MM-DD-YY contains the latest information on all tasks

• Use this tab if you want to start with a new clean copy of the Task List

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Task List Version ControlUpdates Highlighted

• The worksheet (or tab) named All With Updates - MM-DD-YY also contains the latest information on all tasks

• Updates are highlighted in yellow• Use this tab if you want to see what changed in the latest version

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Task List Version ControlNewly Added Tasks

• The worksheet (or tab) named New Only - MM-DD-YY only contains new tasks added since the last version of the Task List

• Use this tab if you want to copy newly added tasks into your agency’s copy of the Task List

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Task List Version ControlSteps to Stay in Sync

1. First download the updated Task List from the Sunflower Project website

2. Sort both the updated Task List and your older version by Task ID

3. Select one of the following:– Copy values from your older version into the updated

Task List– Copy updates from the updated Task List to your older

version

4. Re-sort the Task List by Start Date, then by End Date

5. Archive old versions to avoid confusion

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Agency TasksMarch 2009 – May 2009

March 2009 April 2009 May 2009

Complete agency readiness assessment

#1 – Task ID 14

Change Agent Network Meeting #2 – Tasks IDs 18, 26

Change Agent Network Meeting #2 Survey – Task ID 27

Attend Agency Introduction Meeting with Readiness Liaisons – Task ID 9

Review/Revise Agency Confirmation Document – Task ID 123

Monthly Status – Task ID 128



Configuration Workshops and Activities –Task IDs 144 – 212

Change Agent Network Meeting #3 – Task ID 44

The readiness assessment was sent via Survey Monkey, thank you in advance for completing it timely!

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#1 – Task ID 14










Helps the Sunflower Project build agency-specific flexibility into

SMART.

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#1 – Task ID 14










Approximately 95 completed to date. Plan to meet with every agency by

middle of April.

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#1 – Task ID 14










Evaluation results from the first Change Agent Network Meeting

are posted on our website at: http://www.da.ks.gov/smart/

Please let us hear from you. We value your feedback! Let us know what we

did right and what we still need to improve!

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#1 – Task ID 14










Change Agent Network (CAN) Meetings – Confirmed

CAN3•May 20, 2009, 9:00 AM to 11:00 AM•Topeka and Shawnee County Public Library

CAN4•August 12, 2009, 9:00 AM to 11:00 AM•Topeka and Shawnee County Public Library

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#1 – Task ID 14










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Agency TasksMarch 2009 – May 2009 (continued)

Interface Workshop – Tasks ID 15, 19, 20

Complete datamap documents for SMART data conversions – Task ID 37

Extract and clean-up data for conversion testing – Task ID 23

Complete datamap documents for SMART interfaces – Task ID 21

Conversion Workshop – Tasks ID 29, 35, 36

Interface workshops provide information to assist agencies with interface related tasks

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Agency TasksMarch 2009 – May 2009 (continued)

Interface Workshop – Tasks ID 15, 19, 20

Complete datamap documents for SMART interfaces – Task ID 21

Conversion Workshop – Tasks ID 29, 35, 36

Conversion workshops provide information to assist agencies with data conversion related

tasks

Complete datamap documents for SMART data conversions – Task ID 37

Extract and clean-up data for conversion testing – Task ID 23

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Your Agency Readiness Liaisons

Jennifer Dennon, Agency Readiness [email protected] 785.291.0571

Mona Waltmire, Agency Readiness [email protected] 785.291.0572

Mitzi Cafer, Agency Readiness [email protected] 785.291.0570

Adriene Williams, Agency Readiness [email protected] 785.296.3409

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Meeting Wrap-Up

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Project Resources

The Sunflower Project website is under construction!

•New web address: http://www.da.ks.gov/smart/

•Incorporating new SMART Logo

•Redesigning for simplified navigation

•Suggestions? Email [email protected]

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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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Questions?

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Please Share Your Feedback

Online evaluation form for Change Agent Network Meeting #2:

http://www.surveymonkey.com/s.aspx?sm=MYWWeXmk0_2fgPo_2fo_2bA6ClLw_3d_3d

sunflower project change agent network meeting #2

Documents

agencies values

agency requiresreminder

agency useardob

configuration options

configuration of items

agency readiness lead

agencyspecific considerations

budget option