ASTRA Update Sunflower Project Statewide Management, Accounting and Reporting Tool (SMART) January 13, 2010

Today’s Topics Project Status Project Updates Role Mapping Upcoming Agency Tasks and Events

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 Presenter Notes: This diagram shows all the main components of SMART Boxes represent SMART modules (or SHARP modules)– e.g., the Purchasing module Arrows represent the flow of financial transactions between modules – e.g., PO’s flowing into Commitment Control The SHARP modules in the upper left screen are integrated with SMART This diagram highlights the importance of integration in SMART Modules close to the left and right sides of the diagram are where financial transactions typically originate Modules near the center are where financial activity is typically accumulated and summarized Note the amount of data flow between modules, this integration is one of the key benefits of SMART Today we will be focused on the integrations between Project Costing, Grants, and Contracts.

Project Timeline Testing Phase Cutover Phase Go-live for SMART & SHARP II Testing Phase Cutover Phase December January February March April May June July Pilot Training Close STARS Agency Role Mapping End User Training Continuity of Operations Exercise Workflow Workshops Train the Trainer Kick-off Complete System Testing and Begin User Acceptance Testing Load SMART and SHARP with Production Values Agency Report Development

Project Status System Testing is on-going – team will be finishing Cycle 1(Simple end-to-end processing) at the end of this week Developing options for agency participation in User Acceptance Testing Continuing work on cutover plan – Peggy Hanna is State Lead Enrolling agencies in the Shared Service Center Developing Help Desk Procedures Train the Trainer Kick-Off is on January 27th Data Warehouse Advisory Group 4th meeting January 29th to develop prototype agency dashboards for HR/payroll data Developed strategy for securing sensitive data in the Data Warehouse

Test Sequence & Schedule Test Stage Start Date Finish Date Jul 09 Aug 09 Sep 09 Oct 09 Nov 09 Dec 09 Jan 10 Feb 10 Mar 10 Apr 10 May 10 Jun 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 * Interface Test 9/1/09 2/1/10 Performance Test * User Acceptance Test 1/1/10 4/30/10 Disaster Recovery Test 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

System Test Cycles Ten testing cycles of increasing complexity. Test conditions and test scripts for each cycle Cycle Description 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

Project Updates

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

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

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.

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

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 30). 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.

SMART Asset Disposition Form DRAFT

Role Mapping

What is Role Mapping? Role mapping is where you will: Assign security roles to specific users Define row level security (agency level access) for your agency’s users Setup workflow for your agency’s transactions Role mapping affects these systems: SMART Data Warehouse Time & Labor module in SHARP To complete the role mapping task, you will use the Role Mapping Handbook as a reference to help you complete the User Role Workbook

Why Role Mapping Matters Access to SMART will only be granted to users after their security is configured and their required training is completed. Role Mapping/ Workflow Security Setup Training Access to SMART

Role Mapping – Task ID 68 Role Mapping tasks submitted on time will have first opportunity to register for the required training  Late Role Mapping tasks place the agency at risk for being able to complete training and complete online function in SMART at go-live  Task Due Date February 5

Role Mapping Resources Business Process Workshop Presentations: http://www.da.ks.gov/smart/changeagentnetwork.html Change Agent Network Materials – Screen Prints

Upcoming Agency Tasks and Events

Training Deployment 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) 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

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

Agency Tasks February-March 2009 Complete Role Mapping Assignment– Task ID # 68 – Due Feb. 5th Complete Readiness Assessment #4 – Task ID # 86 – Due Feb. 22nd

Upcoming Agency Events January 2010 14 – Role Mapping Workshop Remote Option available during one session on January 14, 2010 20 – Change Agent Network Meeting #8 27 - Train-the-Trainer Kickoff Meeting 27 – Monthly Conversion Technical Meeting February 2010 - Monthly Interface Technical Meeting 17 – Change Agent Network Meeting #9 25 – Monthly Conversion Technical Meeting

Questions and Answers

Project Resources Sunflower Project website: http://www.da.ks.gov/smart/ Sunflower Project Email Address: sunflowerfms@da.ks.gov 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