February Interface Monthly Meeting Sunflower Project Statewide Management, Accounting, and Reporting Tool Update February 10, 2010

2 Today’s Topics Introduction Milestones/Activities Project Update FAQS Planning for Deployment Closing

3 Interface Activities / Milestones Activity/MilestoneStart DateFinish Date Stage 1: SMART Outbound Configuration Interfaces – Agency receives outbound files09/01/0910/12/09 Stage 2: SMART Inbound Interfaces – Agency provides inbound files10/05/0901/15/10 Stage 3: SMART Outbound Interfaces (Return Processing) – Agency receives outbound files10/26/0901/15/10 Stage 4: Error Processing (Inbound) – Agency provides inbound files11/30/0901/15/10 Stage 5: Additional Inbound Interface Test – Agency provides inbound files11/30/0901/15/10 Stage 6: Agency-Use Interface Test using Agency conditions; spreadsheet upload testing; and regression testing (as needed) – Agency receives and provides files as needed 01/19/1003/15/10 Completion of Interface TestN/A03/15/10

4 Milestone Status We are 19% complete with testing the interface test conditions Our projected goal of interface testing at this time is 30% A combined 19 interfaces have been completed by the respective agencies A combined 55 interfaces (excludes INF01 and central interfaces) have not been tested by the respective agencies A combined 62 interfaces are in progress Highlights 3/3 agencies have completed testing of INF04 3/6 agencies have completed testing of INF15 2/5 agencies have completed testing of INF22 Needs Improvement 2/21 agencies have completed testing of INF01 2/18 agencies have completed testing of INF02 0/23 agencies have completed testing of INF03 1/6 agencies have completed testing of INF18 0/9 agencies have completed testing of INF19 0/3 agencies have completed testing of INF42 0/11 agencies have completed testing of INF44 Agency Interface Testing Update

5 Project Update Updates: Converted vendors were loaded into the Interface Test environment. The following new interfaces will be tested by the affected agencies during a effort separate from Interface Test stage 6: INF59, INF60, INF61, INF62, INF63, INF64. The Vendor Conversion Workshop #2 was held on 2/3/10. Interfund Vendors and Customers have been added to the interface test environment. Commitment Control and Combo Editing are turned on for Stage 6. Agencies have been provided with valid combinations to use in Stage 6 testing in order to pass commitment control and combo editing. The Sunflower project will be submitting a task to agencies in the spring, which will allow agencies to request revisions to their chartfields. Inbound and Outbound conditions were submitted to agencies. Please provide these with your new files. Three new team members have joined: Patty Copeland (DISC), Gretchen Hefner (DISC), and Michael Ojo (ACN).

6 Project Update (cont.) The January Monthly Interface meeting Q&A has been published. Layout updates (informational only) have been published per the bi- weekly updates and communications were sent to agencies. The upcoming monthly interface meetings are scheduled on: oMarch 9 th oApril 13 th (tentative)

7 FAQs Top Frequently Asked Questions: Can I submit a zero dollar payment on INF44? The interface will load the deposit, but the deposit cannot be completed until the zero dollar payment is deleted or an amount is added. How long will the files stay on the mainframe? The default is 4 days. You can override this when you transfer a file by including the following command: MGMTCLAS=MCDA30. Files will not be archived on UNIX in production. What chartfields should I use on inbound Stage 6 transactions? The interface team has provided a file to all agencies containing the chartfield combinations that can be used in order to pass budget checking. How do I revise or add new chartfields? The GL team will send out a new task to agencies in the spring providing agencies the opportunity to revise and add chartfield values. All requests will be reviewed by the GL team.

8 FAQs Top Frequently Asked Questions: Are budgets set to track? Appropriation budgets are loaded at the fund/budget unit level and cannot be exceeded (set to control). Operating budgets are loaded at the ‘5 chartfield’ level and can be overspent. What chartfields are required on transactions? Account, Fund, Budget Unit, Department, and Program are always required. Service Location and Chartfield 1 are optional. What’s the difference between combination editing and budget checking? Combination editing in SMART validates that you have a valid fund/budget unit combo. It also validates that the account, budget unit, program, fund, and department are not blank. Budget checking in SMART validates that you have enough budget in SMART for a particular fund/budget unit combination. Service Location and Chartfield 1 are not validated by budget checking.

9 FAQs Top Frequently Asked Questions: Will FY10 processing be done in SMART? No, all FY10 transactions will be done in STARS or SOKI. All FY11 transactions will be done in SMART. Will there be a period where STARS, SOKI and SMART will be concurrently transactional? Yes. From July 1 through July 6, STARS will receive FY10 transactions from SOKI, while during the same period, agencies will be entering FY11 deposits, interfund vouchers and journal vouchers into SMART.

10 Planning for Deployment What to Expect: Interfacing Items Agencies will need to load the INF01 data in their systems as part of the cutover effort in order to use the converted vendors in production on day 1. Agencies will need to update their interfaces to remove the extra ‘T’ from the filename (DA.TTOSMRT…). Agencies using the spreadsheet uploads should install the spreadsheets on the appropriate workstations, and update the Excel settings accordingly. General Items Agencies using the spreadsheet uploads should take the online spreadsheet upload training. Agencies will attend SMART training designed to provide information regarding the online functionality of SMART. Agencies will obtain SMART logins and the appropriate website address for SMART.

11 Planning for Deployment When Will it Occur?: Agencies will be able to enter transactions in SMART beginning July 1, Cutover begins June 7th and ends July 18th. It is the true execution of the cutover and culminates in the creation and use of the actual production SMART system. STARS vendors will be converted to SMART on June 7th. Any vendor added to STARS after June 7th that needs to be available in SMART will need to be manually keyed in SMART. Instructions regarding working with A&R to add SMART vendors between June 7th and June 30th are forthcoming from the sunflower project.

12 Closing How you can communicate with us: Office Hours – Come see us! Monthly Interface Meetings – Participate, bring your questions and issues or send them to us in advance Daily Interface Testing Status Meetings – Subject “Interfaces” with suggestions, comments or Copyright © 2009 Accenture All Rights Reserved.