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

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

3. 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.

4. 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

5. 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

6. 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

7. 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

8. Project Updates

9. 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

10. 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

11. 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.

12. 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

13. 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.

14. SMART Asset Disposition Form
DRAFT

15. Role Mapping

16. 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

17. 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

18. 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

19. Role Mapping Resources
Business Process Workshop Presentations:
Change Agent Network Materials – Screen Prints

20. Upcoming Agency Tasks and Events

21. 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

22. 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

23. 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

24. 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

25. Questions and Answers

26. 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