1. Steering Committee Meeting Sunflower Project Statewide Financial Management System Update
March 12, 2010

2. Today’s Topics Project status and activities – Kent
Transition Organization – Kent
Change control – Peggy
Cutover Planning – Peggy
Measuring Progress – Gary
Data Warehouse and Agency Reporting Needs – Gary
End User Testing and Operational Readiness Testing – Gary
Agency Interactions, Agency Readiness and Up Coming Events – Connie
UPK Demo – Connie

3. Project Timeline Testing Phase Cutover Phase Go-live for SHARP II
SMART
Testing Phase
Cutover Phase
March April May June July
End Interface
Testing
Load Budgets
Close STARS
Data Conversion
End User Training
Complete System Testing
End User Testing
Continuity of Operations
Exercise
Operational Readiness
Testing
Load SMART and SHARP
with Production Values
Agency Report Development

4. Status of Testing
System Testing continuing on schedule – approximately 75% complete
All testing infrastructure (testing lab, scripts, defect tracking tool, processes) in place and functioning
Cycle 1 – Simple end-to-end processing – completed on schedule
Cycle 2 – Complex end-to-end processing – completed on schedule
Cycle 3 – Simple end-to-end processing with converted data – completed on schedule
Cycles 4 and 5 – Simple and Complex end-to-end processing with converted data – completed on schedule
Cycle 6 – Security in progress – will complete 03/15
Cycle 7 – Reporting in progress

5. Status of Cycle 6 (Security) and Cycle 7 (Integration)

6. Status of Defects and Fixes
As of 3/5

7. Feedback on Testing
Comments from Accenture - Process & Solution Quality (PSQ) Review of System Test:
This was one of the most structured and organized system test teams that I’ve ever observed. Overall, the system testers observed conducted their tests in a consistent and efficient manner.
Desk Aids were very helpful to the testers in conducting their job. I did not see anyone with any other short cuts in that the aids were sufficient and actively being used.
Everyone demonstrated a strong sense of the process, tools, and output documentation.
Good communication of assignments and priorities on daily basis (morning-mail).
Good organization of team work - both electronically in the test work plan tracking spreadsheet as well as in the folders in front of the team leads.
Good support structure – always have a team lead or back up person at the front of the test center.
Good communication of Phire defect status changes.
Good work synergy with having all of the testers in the test center - this enabled them to collaborate with each other and their leads immediately when troubleshooting problems. This also seemed to remove the functional silos that can sometimes be present with system test activities.
There did not seem to be any major interruptions or impacts to system test execution work due to code migrations.

8. Project Status & Activities – Finance Team
System testing
Planning and preparing for agency end user testing including modification of scripts
Few functional designs for mods
Few functional designs reports
Dry run activities
Supporting training – as needed
Completing CAFR reports (KDOT, Lottery, KPERS, A&R)
Data warehouse testing
Help desk training
Asset cleanup and data validation
Reviewing updates to policies and procedures
Collecting and loading revised config values from agencies

9. Project Status & Activities – Enterprise Readiness Team
Compiled results of agency role mapping – used to define individuals’ security and training requirements
Train-the-Trainer “teach backs” being held this week and web-based training for basic navigation, terminology has opened
Continue developing help desk support processes and hiring help desk support staff
Monthly Change Agent Network meetings (CAN #10 on 3/17/10, Library)
Publishing March monthly newsletter
Meet with agencies on an as-requested basis
Preparing for agency readiness assessments

10. Project Status & Activities – Tech Team
Fixing defects and completing final mods
All interfaces complete
Completing remaining reports (13 remaining)
Building and maintaining environments – build Production environment
Loading Supply Chain Mgmt (Purchasing) data into data warehouse
Continue planning for disaster recovery/continuity of operations exercise in April
Transitioning additional DISC staff into project activities for knowledge transfer

11. Project Status & Activities – Central Systems
A&R/DISC SHARP modifications complete full integration between SHARP and SMART being tested in Cycle 7 System Testing this month
SHARP II Cycle 7 in progress (integration with SMART)
Completed basic testing of Time and Labor (on-line time reporting and employee self-service in SHARP)
Division of Budget working with IBARS vendor to complete modifications for IBARS and interfaces; will practice loading 2011 appropriation budgets into SMART from IBARS as part of Dry Run

12. Project Status & Activities – Miscellaneous
Final monthly forums with agencies for interfaces and conversions
Last month for agencies to submit project plans except for agencies granted extension beyond 03/15 deadline for interface testing
Continue executing agency reporting strategy
Enrolling agencies in the Shared Service Center
Beginning knowledge transfer for A&R and DISC
Beginning preliminary work on migration processes (with DISC) roles and responsibilities during transition
Finalizing transition organization

13. SMART Post Go-live Support Structure

14. Change Control Highlights
Five mods approved since last meeting
Three of the larger mods:
CR-144 – Modify Interfund Customer and Vendor Search Prompts
Modify the customer and vendor search prompts on the voucher and deposit pages to only display values equal to AR and AP business units respectively for interfund transactions
$17K
CR-153 – Interfund Mass Approval
Allows for the mass approval of uploaded/interfaced Interfund transactions for DISC and DoA
$25K
CR-140 – Modify on-line expense reports
Adds several fields (e.g. origin, destination, job title, official duty station) to on-line pages for Travel and Expense (i.e. travel authorization, cash advances and expense reports); needed for printouts for agency senior managers who will not log into SMART
$29K

15. Change Control Highlights
Two additional scope elements are being finalized:
Penetration Test
Ensure SMART and SHARP are secure from unauthorized access by State employees, the public and hackers
$ TBD (bids received 03/11)
Fax Server
Enables automated faxing (POs, bid events, etc.) for Division of Purchases and agencies; two software products reviewed; selection based on cost, features, integration with PS and implementation effort/risk
Implementation includes the software, hardware, vendor services and Accenture services
$47K (only Accenture’s implementation costs (approx $8K) to be funded by the Project)

16. Change Control
Change orders approved since last Steering Committee meeting

17. Change Control – Remaining Balance
Balance of hours for customizations (including all customizations discussed today)
Total Accenture hrs used = 18,484 (18,229 January)
Total available contract hrs = 19,130
Remaining = 655 hours

18. Cutover Prep Activities – Planning and Practicing
Activity
Description
Start/Finish Date
Dry Run
(in progress)
Full sequence of cutover activities spanning 7 weeks compressed into 4 weeks (minimal agency involvement)
3/8 – 4/07
Dress Rehearsal
Full sequence of cutover activities executed in the same time windows, i.e. 24x7 and weekends, in which cutover will actually take place (full agency involvement except on-line data entry)
4/08 – 5/07
Disaster Recovery
Exercise to ensure backups of SMART and SHARP data and applications can be restored within designated time
4/05 – 4/07
Operational Readiness Test (ORT)
Simulate operations in the production environment and day-to-day processing, including: help desk, batch scheduling, and interfaces
5/10 – 5/28

19. High-level Cutover Timeline
May June July August
Agency Data Conversion & Validation
06/29 Last day for Agencies to send interface
transactions in STARS; 07/06 last day for direct entry (2010 transactions) into STARS
Preparation & Administrative Activities
STARS Shutdown
Load Appropriation & Op Budgets into SMART
07/01 Agencies enter 2011
Transactions in SMART
Load Purchase Orders/ Encumbrances into SMART
SMART Go-live
06/23 Go-live for
Time and Labor and
SHARP II open to all users
07/06 Last day for Agencies to
Enter Deposits in SOKI
SHARP Cutover
SOKI Shutdown

20. Detailed Status/Corrective Actions Only Req’d mods needed for go-live
Measuring Progress
Scope Element
02/08
Status
03/12
Detailed Status/Corrective Actions
Test Scripts – All Cycles
Green
System testing continues on-schedule.
Functional Design Reports
Nearly all functional designs for all approved reports are complete.
Functional Design Modifications
Only Req’d mods needed for go-live
All functional designs for all approved mods are complete or in progress (for recently approved mods).
Tech Design Modifications
Tech Team is almost complete with technical designs for approved mods.
Modifications Build
Team is approximately 95% complete with builds for mods. Several mods not be ready at the beginning of the testing Cycle but will be ready prior to the end of the Cycle.
Interface Build
Several special interfaces for specific agencies are being completed. Minor changes to interfaces on as-needed basis.
Data Conversion
Data quality problems with some agency asset files.
Reports Technical Design and Build
Yellow
Tech Team continues to work on reports; production reports from agency reporting needs analysis.
Training Capacity
N/A
Certain classes in certain locations filling up before all end users can register.
All workstreams continue to trend positive
Expect Reports Build and Modifications Build to be in “yellow” status until March

21. 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
End User 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
* Extensions granted to specific agencies beyond 3/15

22. End User Testing End User Testing begins April 5th for SMART and SHARP
Invitations sent out to agencies on February 26th
Invitation included a workplan showing which agencies will be testing which scripts; included estimated time to complete the script
Agencies have until March 12th to respond
Kick-off event will be March 24th
So far two agencies have declined
Some agencies have schedule conflicts between end user training and end user testing

23. Operational Readiness Testing
Operational Readiness Testing (ORT) begins May 10th for SMART and SHARP and will run for three weeks
ORT will simulate operations in the production environment and day-to-day processing, including: help desk, batch scheduling, and select interfaces
Changes in chartfield values between the interface testing environment and the final production environment has introduced risk that large agency interface files with hundreds of transactions per day could fail at “go-live”
Mitigation plan is to include key interfaces in ORT to ensure transactions process
Eight agencies have been identified to test interfaces in ORT (KDOR, SRS, KHPA, KDOT, KDHE, Aging, KUMC, KWP)
Conference calls have been held with all eight agencies (why/what/how/who/when/where)
Kick-off event will be held in mid-April with these eight agencies
Agencies’ fiscal staff are discussing impacts from chartfield changes with IT staff
After completion of Stage 6 interface testing, agencies will prepare ORT test files

24. Interface and Conversion Timelines
2010
January
February
March
April
May
June
Interface Testing Cycles
Mock 1 Conversion
Testing
Mock 2 Conversion
Testing
Mock 3 Conversion
Testing
Extract & send final data files
Agency Conversion Data Cleansing
Cutover Activities

25. Interface Activities / Milestones
Activity/Milestone
Start Date
Finish Date
Stage 1: SMART Outbound Configuration Interfaces – Agency receives outbound files
09/01/09
10/12/09
Stage 2: SMART Inbound Interfaces – Agency provides inbound files
10/05/09
01/15/10
Stage 3: SMART Outbound Interfaces (Return Processing) – Agency receives outbound files
10/26/09
Stage 4: Error Processing (Inbound) – Agency provides inbound files
11/30/09
Stage 5: Additional Inbound Interface Test – Agency provides inbound files
Stage 6: Agency-Use Interface Test using Agency conditions; spreadsheet upload testing; and regression testing (as needed) – Agency receives and provides files as needed
01/19/10
03/15/10
Completion of Interface Test
N/A

26. Stage 6 Interface Testing Progress
KHPA
KPERS
PSU
KCI
KDOR
SRS
KWP

27. Stage 6 Interface Testing
Ends on Monday 3/15 unless the agency has been granted a time extension
Only four agencies granted time extensions for specific interfaces
Several agencies have not been granted time extensions and may not make the 3/15 deadline
Agency
Testing Scope
Status
385 – PSU
5 interfaces
Granted 2 week extension for 3 interfaces and 4 week extension for 2 interfaces; weekly status reports required
365 – KPERS
2 interfaces
Granted one-month time extension to continue testing weekly and monthly files for KPERS payments to retirees
629 – SRS
10 interfaces
Granted one month time extension (04/15) for 2 systems and 14-day time extension for 1 system
565 – KDOR
6 interfaces
Granted 14-day time extension for satellite warrant interfaces INF48 and INF06 (in coordination with DISC)
Agencies that do not have time extensions interfaces that may not make 03/15 deadline
Making Progress
522 – KCI
4 interfaces

28. Status of Data Warehouse and Data Validation
Testing SHaRP data in data warehouse is underway
Testing SMART data in data warehouse begins next week
Data Warehouse Advisory Group to meet 03/19 to work on developing dashboard components for SHARP data
Concerns about agencies’ Power Users acquiring sufficient knowledge of the data prior to “go-live”

29. Reporting Strategy & Approach Steps – Task ID 265
The Reporting Strategy and Approach is continuing
Step 1 – Agencies identified critical reports, Task ID 265 distributed
Step 2 – Agencies compared agency reports to the SMART report list and prioritize potential reporting gaps
Step 3 –Sunflower Project Team is reviewing critical and high-priority potential reporting gaps and meeting with agencies to determine how to resolve gaps

30. SMART Help Desk Updates
Help Desk Process and Procedure manual developed to insure prompt, professional support
Configuration of the Help Desk software is complete and the Knowledge base is being populated with support articles
SMART Help Desk Analysts are being trained on providing excellent Customer Service and the Processes and Procedures of the SMART Help Desk
Help Desk processes and procedures will be piloted in April, May and June during End User Testing, Operational Readiness Testing and during cut over.

31. Help Desk Kickoff Meeting
Help Desk Kickoff Meeting is April 1st
Topeka and Shawnee County Library, Marvin Auditorium 101ABC
9 AM to Noon
Remote access will be available for participants outside of Topeka
Invitations will be sent out soon to Help Desk Contacts and Liaisons designated by your agency
Learn more about your agencies role in the Incident Resolution Process and how to log an incident with the SMART Help Desk

32. Readiness Assessment #4
Thank you for responding! 74 agencies responded to questions about readiness for SMART go-live
Results help to:
Identify issues or risks across all agencies where additional attention is needed
Identify agencies requiring additional support
Going forward…
Continue to respond honestly
This helps identify specific needs to address

33. Readiness Assessment #4 Results
Question#
Readiness Assessment #4 Question
Strongly Agree
Agree
Disagree
Strongly Disagree
Not Applicable
RA2
My agency understands the information and tasks provided by the Sunflower Project and how they impact my agency
9.46%
81.08%
8.11%
0.00%
RA3
I meet regularly with others in my agency to discuss or coordinate Sunflower Project Activities
16.22%
75.68%
1.35%
5.41%
RA4
After attending Sunflower Project events I communicate the information to staff at all levels in my agency
6.76%
RA5
I know how to identify and escalate my agency’s concerns and issues to the Sunflower Project when needed
17.57%
77.03%
4.05%
RA6
My agency understands the training courses individuals in my agency will need to attend
RA7
My agency understands which key functions my agency will be performing in SMART July 1, 2010
82.43%

34. Readiness Assessment #4 Results
Question#
Readiness Assessment #4 Question
Strongly Agree
Agree
Disagree
Strongly Disagree
Not Applicable
RA8
My agency understand the policy changes being implemented with SMART as communicated by the Sunflower Project and Department of Administration
4.05%
71.62%
21.62%
0.00%
1.35%
RA9
My agency is able to prioritize and plan for upcoming SMART tasks and training
8.11%
82.43%
5.41%
2.70%
RA10
My agency's HR and Finance staff are working together to complete Task ID 273 Department ID validation which is due March 5, 2010
20.27%
78.38%

35. Getting Ready for Go-Live
This month, the Agency Readiness Team is kicking off the Go-Live Readiness Process
The goals of the Go-Live Readiness Process are for agencies to:
Understand planned changes and prepare for them
Identify and resolve critical issues that may prevent transactions in SMART
Plan ahead to prevent operational issues that may decrease efficiency
The Go-Live Readiness Process will help you consider all the areas in which your agency might be impacted, including but not limited to:
Technology
Business processes
Reporting capability
Communication & training

36. Go-Live Readiness Checklist
The Go-Live Readiness Checklist is a key tool in the Go-Live Readiness Process. It will:
Assist you in preparing for SMART go-live on July 1, 2010
Help focus your readiness efforts in the most critical areas
Provide the project with agency preparedness status
The project will use your checklist updates to measure readiness leading up to go-live
This will help identify issues and risks and implement mitigation steps prior to go-live
The checklist supplements existing tracking tools and should be used in conjunction with your agency’s Task List and Readiness Assessment

37. End-User Training ILT Situation
The number of end-users identified by agencies during role-mapping is more than double the estimated numbers from last fall. We are adjusting the numbers and locations of our Instructor Led Training (ILT) sessions, where possible
Nearly all training classes in all cities are full
Currently 2,018 end-users have been identified as needing ILT. The total number of end-users identified for all roles was estimated at 1,500 and we are currently at 3,500+

38. End-User Training ILT Remedies
Please prioritize enrollment so that end-users who are the primary person performing a task attend training before go-live
Please cancel registrations for those users above your original estimates and who are not the primary person performing a task and enroll them in our new Post Go-Live sessions (see next item).
New “Post Go-Live” sessions have been added: we have added a July 1 session for each ILT course to be used as a waitlist to determine the counts for post-go-live training. Please waitlist end-users who do not need training before July in these sessions. Once we determine the number of end-users by ILT that need to be trained we will be scheduling additional courses for post go-live beginning in July.

39. Upcoming Agency Events
March 2010
3/1- SMART pre-requisite, web-based training courses deploy
3/9 – Monthly Interface Technical Meeting
3/17– Change Agent Network Meeting #10
3/24 –Monthly Conversion Technical Meeting
April 2010
4/1 – Help Desk Contacts Kick-Off Meeting
4/14 – Change Agent Network Meeting #11
4/21 – Monthly Conversion Technical Meeting

40. Questions and Answers ?
For additional information on the project, please see
the project website:

41. Authority for Change Requests
Cost Impact
Scope Impact
Impact on
PS Code
Base
Schedule Impact
Agency Impact
Law, Reg, Policy Impact
Level 1
Executive Sponsors
TBD
Any change affecting the “Go-live” date
Any changes affecting laws, regulations or other non-A&R policies
Level 2
Steering Committee
Changes over $50K
“Significant” impact on project scope (+/-)
Recommends changes to Executive Sponsors
Level 3
FMS Mgmt Team (CCB)
Changes under $50K
“Moderate” impact on project scope (+/-)
All mods approved by FMS Mgmt Team
Any change affecting KITO milestones or other key (internal management) milestones
Any decisions/ changes “adversely” affecting agencies
Any changes affecting A&R policies and procedures
Level 4
Managers
All changes affecting cost (+/-) approved by FMS Mgmt Team
“Minor” impact on project scope (+/-)
“Minor” impact on project activities that do not adversely impact a milestone
Configuration decisions benefiting agencies that do not impact cost or do not impact a milestone

42. Status of Defects and Fixes - Backup
Open Defects by Type/Severity:
Team
Critical
High
Medium
Low
Totals
Development 4 14 21 2 41
Security 1 6
105 3
115
Functional Clarification 9 11
Performance 5
Configuration
Tech Arch 8
Enhancement
Total Open Defects 25
147
189
Medium security defects being fixed at a rate of about per day
Critical Defects
Issue
Type
Func Area
Status
Title
IS001988
FUNC AR
HOLD
GL Journals generated before deposits were Budget Checked
IS002458
ENHC PO
Modification of Vendor Component Interface
IS000367
SECR TL
Maintain Time Reporter Data page has access to all Employees in all Agencies under AGY UserIDs
IS has an Oracle case which was filed by T. Hines in early February.
IS was updated yesterday at 7:33a by C. Jones:  “Tom says there will be a CR for the TIN issue.  Annette requested this ticket be kept on hold.
IS (SHARP) “Is it possible to add departmental security to this page?  This could be a CR so put on hold.”