1 Sunflower Project Change Agent Network Meeting #11 April 14, 2010

22 Joe Hennes Director of Information Systems and Communications; Kansas Chief Information Technology Officer Sponsor Message

33 Welcome

44 Meeting Agenda  Welcome  Project Status & Current Events  Policy Updates  SMART Cutover Strategy  Finance Team Updates  SMART Support  Agency Task List Update  SMART/SH A RP Integration  Training Update  Wrap Up

55 Welcome and Introductions Presenters Kent Olson, Project Director Peggy Hanna, Deputy Project Director and Cutover Lead Jo Ann Remp, Accounts Payable Team Lead Mary Vanatta, Help Desk Lead Jennifer Dennon, Agency Readiness Lead Connie Guerrero, Enterprise Readiness Team Manager

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/DecJan/Feb/MarApr/May/JunJul/Aug/SepOct/Nov/DecJan/Feb/MarApr/May/JunJul/Aug/Sep On-going System Support & Stabilization 2010 We are Here!

99 Sunflower Project Current Events We are only 11 weeks and 54 work days from SMART go-live! Agencies and the Project team continue conversion testing Instructor-Led Training has begun System Testing will be completed April 16 th ! End User Testing and Help Desk Pilot is underway Dress Rehearsal began April 8 th Operational Readiness Testing begins May 10 th Policy and Procedure Manual is being updated

10 Service Center Reminder… –Service Center is not an all or nothing approach, agencies can key some transactions online while using Service Center for less frequent transactions –Service Center provides data entry and oversight; the agency is still in control of their own business activities –Is available for agencies who may need to utilize for a transition period until they can train all users –There is no charge for the Service Center for the first year It’s not too late! –Have questions? Want to know more about the Service Center? –Contact Pam Fink, Service Center Manager at or via

11 Policy Updates

12 Division of Accounts and Reports Policy Statements Travel and Expenses: Employee travel reimbursements paid via checks will be distributed through US Mail (except Universities) Employee travel reimbursements will be processed through the SMART Travel and Expenses module (except Universities) Employee travel subsistence will be paid with meal allowance rather than with quarter day subsistence Employee travel reimbursement will follow SMART Travel and Expenses workflow approvals Employee travel reimbursements entered by the employee into SMART will constitute certification of a valid and accurate request by the employee Employee travel reimbursements unpaid at the fiscal year end will be encumbered via the SMART travel authorization (except Universities) Employee travel reimbursements entered by a proxy will require certification of a valid and accurate request as determined appropriate by the agency

13 Division of Accounts and Reports Policy Statements (continued) AP Vouchers: Agency delegated audit authority increases to $5,000 with the implementation of SMART July 1, 2010 Agencies are required to continue to include sufficient information on each voucher to allow audit review of the payment Agencies will no longer be required to submit a paper copy of vouchers that are in excess of the delegated audit authority level Division of Accounts and Reports will audit vouchers from SMART online voucher information Agencies will be required to produce such additional information and/or supporting documentation to a voucher as may be requested by the Division of Accounts and Reports

14 Vendor Table: Agency staff may add new Vendor records to the SMART Vendor table Division of Accounts and Reports will approve all Vendor records added to the SMART Vendor table All Vendor record updates will be processed by the Division of Accounts and Reports initially Agencies are responsible to obtain a current W9 for each new vendor added to the SMART Vendor table Agencies are responsible to keep W9s on file in the event IRS or another entity requests this documentation Encumbrances: Encumbrances in SMART will reserve budget not cash Encumbrances in SMART are created by purchase orders when the vendor is known Encumbrances in SMART are created by GL Journal when the vendor is unknown Division of Accounts and Reports Policy Statements (continued)

15 SMART Cutover Strategy

16 Cutover Stages Dry Run is a full sequence of cutover activities over four weeks. This ran through April 2 nd and is now complete! Disaster Recovery Testing was done to prepare a back up process in the event of a server failure. This testing process ended successfully April 7 th. 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 is an opportunity to engage agency end users in the testing of SMART and supplements testing done by the SMART project team. The end user testing phase, including piloting Help Desk procedures runs from April 5 th through April 23 th.

17 Cutover Stages (continued) Dress Rehearsal is a full sequence of cutover activities executed in the same time windows, i.e. 24x7 and weekends, in which cutover will take place, but in a more compressed period. Dress Rehearsal runs from April 8 th through May 7 th. Operational Readiness Testing will simulate operations in the production environment and day-to-day processing, including: help desk, batch scheduling, and select interfaces over three weeks from May 10 th through May 28 th Deployment is the set up of the SMART system and will run from June 1 st through July 30 th

18 Key Agency Dress Rehearsal Conversion Dates Dress Rehearsal Data Conversion Files Due:  The Dress Rehearsal is the final conversion cycle and will occur between 4/8 and 5/7 April 9 – Customer File (Task ID 312) April 9 – Projects File (Task ID 316) April14 – Asset File (Task ID 313) –Validate Converted Asset Data Loaded into SMART correctly 4/20 through 4/23 – (Task ID 311) April 14 – Purchasing Contracts File (Task ID 315) April 29 – Pending Items File (Task ID 314)

19 Key Agency Final Conversion 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. Post Go-Live July 16 – Pending Items File (Task ID 304)

20 Key Interface Dates Interface Dates for agency-facing interfaces: June 7 – Begin daily execution of INF01 – Vendor Download (Task ID 307) June 8 – Begin daily execution of INF15 – ChartField Extract (Task ID 308) July 1 – All other agency interfaces begin (Task ID 292)

21 Year End Processing Reminder of FY End Processing: June 29 via upload/July 6 online – Submit DA-107 and/or DA-118 Encumbrances in STARS (Task ID 293) Agency Defined – Cease Data Entry into Decommissioned Agency Systems (Task ID 226) July 6 – Cease Data Entry into STARS and SOKI (Task ID 297) * More details will be provided in a future Information Circular from A&R

22 Reporting Strategy & Approach Steps – Task ID 265 Sunflower Project Team is continuing to work with agencies to review potentially critical reporting gaps If your agency identified reporting gaps and we have not visited your agency yet, we will be contacting you next week to schedule meetings For the first group of agencies, we have not seen consistent reporting gaps For agencies with similar reporting gaps, we will develop those reports centrally and add to the inventory of reports already developed 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

23 Finance Team Updates

24 Accounts Payable and Travel & Expense Content will be added prior to the CAN Meeting on Wednesday, April 14

25 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

26 C Break Please return in 10 minutes

27 SMART Support

28 Methods of Contact at Go-Live SMART end-users will go to their designated Help Desk Contacts and Liaisons (Tier 0) within the agency when they initially encounter an incident SMART Help Desk Contacts will use ServiceDesk Software to log incidents that cannot be resolved at the agency level A Phone Number will be available for end-user password resets and to supplement the ServiceDesk Software SMART Help Desk Hours of Operation –Go-live: 7 am – 6 pm –Steady State: 8 am – 5 pm

29 ServiceDesk ServiceDesk: –Help Desk software purchased by the State of Kansas to support SMART end-users Web-based Self-service Knowledge Base Incident Management

30 Benefits of Using ServiceDesk Call volume is expected to be high Incident can be logged quicker vs. making a phone call and possibly being placed on hold Logged incidents are routed to a support analyst based on type of incident After hours accessibility Ability to attach files –Screenshots –SMART security access Access to all incidents and solutions in one location

31 ServiceDesk Software Key Terms Requester: –ServiceDesk term for the SMART or SHARP Time and Labor end-user who is associated with the logged incident Request Form: –Web-based form that is filled out during the incident initiation process Incident Requests: –The submitted incident that is documented on the request form. Also known as a “Request” in Service Desk.

32 ServiceDesk Software Key Terms (continued) Solutions: –Knowledge Base articles found in ServiceDesk Announcements: –Posted news and updates within ServiceDesk Resolutions: –The solution that has been documented by the support analysts under “Resolutions” within ServiceDesk

33 Agency Portal 1.Check Announcements 2.Check Requests 3.Search for a Solution (Knowledge Base) 4.Log an incident

34 Check Announcements Click on the Announcement within the Agency portal Read the Announcement and check date

35 Check Requests Click the Request tab on the agency portal to see logged incidents in the Request View screen Alternatively, click the link in the “My Summary” area Filter Requests to All Department Requests

36 Check Requests (continued) Sort by Subject, Requester, and Created Date Review Pending, Open and Closed Requests Click on the request link to see more details of an individual request

37 Search for a Solution Search for a Solution by typing in a keyword in the Search Solutions box on the agency portal Click on the solution title link to read the solution

38 Log an Incident After attempting to resolve at the agency level: –Click the “New Request” button within the Agency Portal to log an incident –New request form will open

39 Log an Incident (continued) 1.Contact information 2. Answer agency questions 3. Categorize the incident 4. Summarize the incident 5. Describe incident in detail 6.Attach Files 7.Submit the request

40 ServiceDesk Communications notification is sent to the requester from the SMART Help Desk when: –Incident has been submitted –Support analyst replies to the incident within the software –Incident is resolved and closed Notification has a link to the online request and contains details regarding the incident Do not reply to this

41 SMART Help Desk Timeline January 2010 February 2010 March 2010 April 2010 May 2010 June 2010 July 2010 Agencies Designate Help Desk Contacts and Liaisons Help Desk Training Design/Build Help Desk Software Design/ Configuration/Testing Help Desk Processes and Procedures Developed Knowledge Base Design/Build/Deploy Help Desk Training Help Desk Kickoff Pilot Help Desk (End User Testing, Operational Readiness Testing and Cutover Dry Runs) We are Here Go Live Operate Help Desk

42 Help Desk Updates and Next Steps Conducted the Help Desk Kickoff Meeting on April 1st Piloting the Help Desk during End User Testing –Help Desk Contacts that are participating in End User Testing may use the software Participating in Operational Readiness Testing Populating the Knowledge Base

43 Agency Task List Update

44 Agency Task List Updates Posted to Sunflower Project website Agency Task List Updates New Task List posted on the website 4/14/2010

45 April 2010May 2010June 2010 Agency Tasks April 2010 – June 2010 Confirm Appropriateness of Agency Contacts for Post Go-Live Activities – Task ID 318 Communicate Process and Timeline to Receive SMART User ID and Password – Task ID 298 Communicate Process for Escalating Incidents via Agency SMART Help Desk Liaison – Task ID 299 SH A RP User Community Meeting 5/3/10 – Task ID 309 Submit Operating Budget Journals and Project Budget Journals – Task ID 287

46 April 2010May 2010June 2010 Agency Tasks April 2010 – June 2010 (continued) 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

47 April 2010May 2010June 2010 Agency Tasks April 2010 – June 2010 (continued ) Agency Communicate Updated Business Processes and Notify Users of SMART Responsibilities – Task ID 296 Participate in Go-Live Readiness – Task ID 300 Maintain Agency Role Mapping and Submit Updates to Sunflower Project – Task ID 290 Agency Security Liaison Understand Security Request Initiation Procedures – Task ID 294 Encourage SMART Users to Subscribe to Sunflower Project InfoList – Task ID 317 Prepare to Submit Security Request Forms for Security Identified After Role Mapping Maintenance is Complete – Task ID 285 Enter Converted Project Data 6/14- 6/18 in SMART – Task ID 288

48 Sunflower Project InfoList – Task ID 317 Subscribe to the Sunflower Project (FMS) InfoList Receive important and timely information about SMART, including: SMART monthly newsletter Latest available information about SMART Training Key updates on project activities between now and go-live and after go-live You will receive a confirmation , to which you must respond. If you do not receive the confirmation by the next business day, please send an to to let us

49 Agency Task Updates Task ID 279 – Updates to Grants SetupDue 4/19/2010 Task ID 278 – Updates to Entry Type/Reason Code Due 4/23/2010 Task ID 281 – Updates to SpeedChartsDue 4/23/2010 Time and Labor Agencies Only: Task ID 283 – Updates to Conversion of Time Reporter Data for Dress RehearsalDue 4/14/2010 Task ID 301 – Updates to Conversion of Time Reporter Data for Cutover Due 6/16/2010

50 Future Change Agent Network Meetings Change Agent Network Meetings 9:00 AM to 12:00 PM CAN12: May 13, 2010 (Task ID 109) Finance Topic: Accounts Receivable/Project Costing Change Agent Network Meetings 1:00 PM to 4:00 PM CAN13: June 7, 2010 (Task ID 114) Finance Topic: General Ledger CAN14: June 21, 2010 (Task ID 116) Held at the Topeka and Shawnee County Public Library, Marvin Auditorium 101ABC

51 Future Conversion Meetings April 21st2:00-3:00 PM(Task ID 249) May 19th2:00-3:00 PM(Task ID 250) June 17th 9:00-10:00 AM(Task ID 251) All meetings will be held in Landon State Office Building, Room 106

52 Agency Go-Live Readiness – Task ID 300 We kicked off the Agency Go-Live Readiness Process at CAN10 in March –Since then we have received several Agency Go-Live Readiness Checklist updates In response to questions and comments, please note: –There are several checklist items that cannot possibly be complete yet –The checklist is a planning tool – complete all items as soon as possible, but definitely by June 30 –Conversion refers to data from agency systems as well as STARS and SOKI – most agencies are involved

53 Agency Go-Live Readiness – Regular Updates Updates are due every two weeks until your checklist is complete Questions about the Agency Go-Live Readiness Process or the Checklist? – or your Agency Readiness

54 Role Mapping All results are in and we are working with several agencies to modify results Reminder: –Role mapping updates will be accepted through May 14 th –Users must complete all required training before go-live or sign-on will not be activated

55 Role Mapping (continued) Updates need to occur in the Master Workbook provided to your agency by the Sunflower Team Indicate Date Last Updated Highlight all changes in yellow Last Day to submit updates is May 14, 2010

56 Role Mapping Non-Employees in SMART Non-employees may have access to SMART with project approval –Requires documented reason for granting access to financial data –Very few non-employees were mapped to online roles in SMART – we will reach out to agencies to initiate the approval process We have identified over 300 staff mapped to user roles who have retired or terminated –These should be removed from role mapping –It is each agency’s responsibility to remove staff from role mapping immediately when retirement or termination is confirmed

57 Role Mapping Access to Multiple BUs Over 100 staff were mapped to roles in multiple Business Units (agencies). These require additional attention Users may have access to multiple Business Units with project approval. Requires the following: –Documented reason for role mapping other agency’s staff –Each user has one set of user roles – applies to all Business Units they can access –Approval by all agencies whose data the user can access We are working with agencies to identify these staff and update role mapping as needed. Expect two communications: –Step 1 – Confirm the combinations of BUs (agencies) represented in role mapping (this step is in progress) –Step 2 – Complete a task in which agencies will work together to approve one set of roles per SMART user

58 Role Mapping Additional Reminders Did your agency update ChartField values in any of the recent configuration tasks? –Be sure to check role mapping for any impacts –Role mapping contains default ChartField values for Purchasing and Travel & Expense Keep your master workbook updated! –Maintain the workbook even after it is no longer used for security requests –The workbook provides a record of current roles, workflow, and settings –It will be a valuable reference when submitting security requests There is limited time to process updates prior to go-live! –Follow directions carefully when submitting updates to avoid delays –Before adding roles, ensure staff will be able to complete the required training

59 SMART/SH A RP Integration

60 Time and Labor SH A RP Website updated to include new area for Time and Labor Documents New Time Reporting Codes spreadsheet (Time and Labor Time Reporting Codes). Time Reporting Codes (TRCs) are mapped to Earnings Codes. (In Time and Leave, we use Earnings Codes only). Time and Labor Web-based training is being finalized. Agencies will be notified when the training is available on the SH A RP website – either in late April or early May.

61 SH A RP User Community Meeting – Task ID 309 SH A RP User Community Meeting is May 3 rd –Topeka and Shawnee County Public Library, Marvin Auditorium (room ABC), 1515 SW 10th Avenue, Topeka –8:30 AM to 10:30 AM –Remote access will be available for participants outside of Topeka Invitations have been sent out to Agency HR Contacts Agenda items include: Payroll Process Impacts, SH A RP Computer Based Training Updates, Data Warehouse Overview and SH A RP/SMART Data Integration Points Time and Labor Agencies are invited to stay for an additional meeting from 10:45 a.m. to 11:30 a.m.

62 Training Update

63 Training Update SMART Training Webpage SMART Training Webpage has been updated to clarify the two paths to training completion – I Need Instructor-Led Training – I Need ONLY Web-Based Training

64 Training Update SMART Training on Website Web-Based Training: The following web-based training courses will be available in the SMART Student Center and on the SMART website this week: –DAGN203 - Performing Approvals –DARP204 - Introduction to Business Intelligence Reporting –DAAP312 - Advanced Voucher Processing The remaining web-based training courses are being finalized and agencies will be notified as soon as they are available

65 Training Update Training Pre-Requisites Certain SMART training courses have pre-requisites that must be completed prior to taking that course. There are only three courses that require the completion of an instructor-led pre-requisite. The Sunflower Project will try to notify employees when the pre-requisite is scheduled out of order. However, if an employee arrives at a course and they have not taken the prerequisite, they will be informed that they cannot attend that day. The three courses that require instructor-led pre-requisites are: –DAAR354: Advanced Billing Processes requires that DAAR353 Creating and Processing Billing be taken BEFORE taking DAAR354 –DAPO321: Processing Purchase Orders requires that DAPO320 Processing Purchase Requisitions be taken BEFORE taking DAPO321

66 Training Update Training Pre-Requisites (continued) –DAAR355: Processing Interfund Transactions has dual pre-requisites: If you are an Agency AP Interfund Processor and/or Agency AP Interfund Approver, you must complete DAAP311: Voucher Processing BEFORE you take DAAR355 If you are an Agency AR Interfund Processor and/or Agency AR Interfund Approver, you must complete DAAR352: Creating and Maintaining Deposits BEFORE you take DAAR355 –If you are an Agency AP Interfund Processor and/or Agency AP Interfund Approver AND an Agency AR Interfund Processor and/or Agency AR Interfund Approver, you must complete BOTH DAAP311: Voucher Processing and DAAR352: Creating and Maintaining Deposits BEFORE you take DAAR355

67 Training Questions Training Team is monitoring this inbox and will respond within 2 business days

68 Wrap Up

69 Project Resources Sunflower Project website: Sunflower Project Address: Sunflower Project List-serv –Sunflower Infolist –Subscribe at Sunflower Project Site: Sunflower Project, 915 SW Harrison, Room 1181, Topeka, Kansas 66612

70 Project Resources (continued) Office Hours – –Subject Matter Experts available to all agencies –To schedule ‘Office Hours’ send request to the Sunflower Project Address: Visit the SMART website to obtain file layouts – –Click on Technical Resources tab –Don’t have access to the secure site? Frequently asked questions - SMART website –1311 Questions and Answers –

71 Questions?

72 Please Share Your Feedback Online evaluation form for Change Agent Network Meeting #11: Registered participants will also receive a reminder containing this URL