1. SMART Fiscal Year End 2016 and Other Updates for SHARP/SMART Presented by OCFO - Statewide Payroll and Accounting Team 1

2. SMART Fiscal Year End 2016 2

3. SMART Fiscal Year End Informational Circular 16-A-017 Published on April 4 th Explains the procedures for closing fiscal year 2016 and opening fiscal year 2017 Includes a day by day summary to use as a reference tool Includes references to helpful queries and job aids Includes link to month-end checklists for Accounts Payable, Accounts Receivable, Asset Management, General Ledger, Purchasing, and Travel and Expense 3

4. SMART Fiscal Year End Informational Circular 16-A-017 To find the printable version of this circular and the day by day summary, go to the link provided just below the HELPFUL QUERIES section https://admin.ks.gov/resources/informational- circulars/informational-circulars--- accounting/fy2016---accounting-info-circs https://admin.ks.gov/resources/informational- circulars/informational-circulars--- accounting/fy2016---accounting-info-circs Office of Procurement and Contracts also published an informational circular that includes the fiscal year end deadlines for purchasing. A link to this document is included in the Informational Circular 16-A-017 in both the Purchasing section and the REFERENCES section. 4

5. SMART Fiscal Year End High Level Description June 30 th falls on a Thursday, and July 4 th falls on the following Monday, which is a holiday Saturday, June 25 th SMART available 7 am to 6 pm Hourly/daily/nightly batch processes will run on the same schedule as a work day Paycycle will not be processed SMART and Service Desk staff will be working to assist agencies 5

6. SMART Fiscal Year End High Level Description Sunday, June 26 th Normal Sunday schedule: SMART available at 1 pm through to Monday Monday, June 27 th Last day for agencies to enter data in SMART for FY16 Tuesday, June 28 th through Thursday, June 30 th Agencies will not have access to SMART Central team will be performing final clean-up and entering budget information for FY17 Agency staff should be available to assist with questions 6

7. SMART Fiscal Year End High Level Description Thursday, June 30th SMART nightly batch will begin at midnight to process July business Batch processing will include interface files submitted by 5 pm on June 30 th Friday, July 1 st SMART will not open until nightly batch has completed Paycycle will run as usual at 2:30 pm ACH transactions will be dated July 5 th Checks will be dated July 1 st, however earliest possible release to the postal service will be July 5th 7

8. SMART Fiscal Year End Housekeeping Items for Fiscal Year End Service Desk Tickets SMART Team is actively working to assist agencies with problematic transactions by communicating through Service Desk tickets Agencies should review and respond as soon as possible Agencies should also continue to use the month-end checklists and run queries through the end of the last day the system is open to ensure all transactions have processed Please do not rely solely on the SMART team to identify problematic transactions via Service Desk tickets 8

9. SMART Fiscal Year End Housekeeping Items for Fiscal Year End Refer to Policy Manual 14,002 Fiscal Year Closing of Obligations – General to determine appropriate processing period for each type of account code activity https://admin.ks.gov/offices/chief-financial- officer/policy-manual https://admin.ks.gov/offices/chief-financial- officer/policy-manual Refer to recently updated Policy Manual for petty cash and imprest fund information. Policy Manual 10,752 for petty cash and 10,802 for imprest fund Job aids are available on SMART Web to assist agencies http://www.smartweb.ks.gov/training/accounts-payable, under Voucher heading: http://www.smartweb.ks.gov/training/accounts-payable Imprest and Petty Cash Record Expenditures by Creating a Voucher Imprest and Petty Cash Replenish Fund by Creating a Voucher 9

10. SMART Fiscal Year End Housekeeping Items for Fiscal Year End Remember, the Accounts Receivable module is treated differently to accommodate receipts received through the end of the day Thursday, June 30 th. Please refer to the details in the information circular. SMART will be unavailable to users on Friday, July 8 th, as the General Ledger closing entries are generated and processed 10

11. Other Updates for SHARP/ SMART 11

12. Other Updates for SHARP/SMART SMART - Attachments for New Suppliers Process prior to SMART 9.2 upgrade Agencies entered a new supplier in SMART then W-9, DA-130, and other forms were submitted on a Service Desk ticket More efficient and preferred process following the 9.2 upgrade As an agency enters a new supplier, attach the W-9, DA-130 and other forms, in SMART on the Supplier’s Location tab Service Desk ticket is not necessary if this process is used SMART – List of user roles To assist agencies with managing user roles, documentation will be provided to Agency Security Liaisons for how to attain a list of current users and their roles The information will be added to the Security Liaison Handbook in a updated version that will be released soon 12

13. Other Updates for SHARP/SMART TLS Change for SHARP and SMART effective on July 1 st, 2016 Transport Layer Security, or TLS, provides privacy and data integrity between two communicating computer applications TLS v 1.0 was used in older versions of Internet Explorer, Mozilla Firefox, Google Chrome, and Apple Safari Starting July 1 st, SHARP and SMART will require users to connect with a browser that utilizes TLS v 1.2 An error message will display if a user tries to connect using a browser with TLS v 1.0 13

14. Other Updates for SHARP/SMART TLS Change for SHARP and SMART effective on July 1 st, 2016 Newer browser versions that automatically use TLS v 1.2: Internet Explorer v 11 Mozilla Firefox v 24 or higher Google Chrome v 30 or higher Apple Safari v 7 or higher Note: Work stations should be on Windows 7 or above, and servers should be Windows Server 2008 R2 or above TLS v 1.0 protocol can be enabled in the updated browser if the TLS v 1.0 protocol is needed to connect to an application that requires the older protocol Most applications have been updated to work with the later version of TLS Work with your agency’s IT staff on this change A more detailed document will be released soon to assist agencies with this change 14

15. Other Updates for SHARP/SMART SHARP/SMART Activities Over the Past Year April 2015 - SHARP moved to our partner’s hosted site November 2015 - SMART moved to our partner’s hosted site and upgraded the software from PeopleSoft Version 9.0 to 9.2 Image 10 January 2016 - CONUS rate configuration was adopted in SMART A new report is in development to give agencies an efficient way of finding in-state, out-of-state, and international travel expenses by chartfields 15

16. Other Updates for SHARP/SMART SHARP/SMART Roadmap for the Next Year April to August 2017 - SMART will be upgrading from PeopleSoft Version 9.2 Image 10 to Version 9.2 Image 17 Image 17 is expected to have fewer defects A code freeze is in effect so that development efforts can focus on moving to the new version and reapplying necessary customizations Agencies will not experience any significant down time, if any, since the upgrade will be applied over a weekend Going forward, SMART will be upgraded to the most current Image one time per year 16

17. Other Updates for SHARP/SMART SHARP/SMART Roadmap for the Next Year 3 rd Quarter, 2016 - SHARP will begin upgrade from PeopleSoft Version 9.1 to Version 9.2 This update will include moving from PeopleTools 8.54 to 8.55 This upgrade will allow for pages to render cleanly on mobile devices SMART will likely also move to the newer version of PeopleTools in the same timeframe 17

18. Questions? 18