1. 1 Sunflower Project Change Agent Network Meeting #13 June 7, 2010

2. 22 Paul Lavery Sunflower Project Implementation Manager; Accenture Message Implementation Manager

3. 33 Meeting Agenda  Welcome  Project Status & Current Events  Policy Updates  SMART Cutover Strategy  Finance Team Updates  Agency Task List Update  SMART Support  SH A RP Cutover  Training Update  Wrap Up

4. 44 Welcome and Introductions Presenters Kent Olson, Project Director Peggy Hanna, Deputy Project Director and Cutover Lead Brett Bauer, General Ledger Lead Jennifer Dennon, Agency Readiness Lead Mary Vanatta, Help Desk Lead Connie Guerrero, Enterprise Readiness Team Manager

5. 55 Housekeeping Bathrooms Please set cell phones and pagers to silent 10 minute break is planned Note cards for questions

6. 66 Project Status & Current Events

7. 77 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 20082009 On-going System Support & Stabilization 2010 We are Here!

8. 88 Sunflower Project Current Events SMART goes live in 17 work days, or 3 weeks! Statewide completion of Agency Go-Live Readiness items is 32% All WBT courses are deployed ILT is approximately 56% complete ORT completed successfully on 5/28 Security is being loaded for cutover Final conversions are in progress First Production interface (INF01) begins tonight

9. 99 SMART Transition Support Structure

10. 10 SMART Transition Support Structure The SMART Transition support structure is composed of four tiers who work cohesively on end-user support issues

11. 11 Transition Structure Functions Performed Help Desk (Tier 1) Provide end-user support – Document each incident fully; detailed and informative Reset SMART passwords – via the phone Maintain security access to ServiceDesk Resolve high-level functional requests (navigation, functionality, etc.) Escalate requests as needed to Tier 2 and Tier 3 Create and maintain knowledge base Provide announcements and updates

12. 12 Transition Structure Functions Performed Finance Team (Tier 2) Provide end user application support – detailed level functional support Work with end-users to analyze and resolve requests escalated to Tier 1 and document in ServiceDesk software Maintain system configuration Escalate requests as needed to Tier 3 Assist in maintenance of knowledge base articles

13. 13 Transition Structure Functions Performed Technical Team (Tier 3) Provide end user application support – detailed level technical support Analyze and resolve technical requests Support the data warehouse Support interfaces and integration Administer application and operating system security Administer and maintain the batch process

14. 14 Transition Structure Functions Performed SMART Service Center Perform shared service functions for member agencies (accounts payable, accounts receivable, general ledger, etc.) Perform centralized workflow approval functions Initiate requests as needed to Tier 1, Tier 2, or Tier 3

15. 15 Transition Structure Functions Performed Enterprise Readiness Manage communications Manage the SMART Website Deliver end-user training Administer and track course attendance and evaluations Maintain data in training environment Collaborate with Help Desk Tier 1 to link knowledge base articles with existing training materials

16. 16 Policy Updates

17. 17 Forms Forms associated with SMART will be published in a new page on the Accounts & Reports website –Links from the SMART website will direct you to this new page Forms are generally submitted electronically by attaching them to a new incident in ServiceDesk (the SMART Help Desk software)

18. 18 Forms (continued) Area #NamePurpose AMAM_F001InterUnit Asset TransferTransfer asset to other BU AMAM_F002Asset DispositionDocument disposal of assets to Surplus Property GLGL_F003SMART/SHaRP Chartfield Value Change Request – Department Create or change Department ID values APAP_F004Vendor Table MaintenanceChange details of existing vendor ERER_F005System Security FormAdd or update security for SMART user AMAM_F006Location Code additions/updatesCreate or change Location Code values GLTBDSMART New Fund and Budget Unit Request Create or change Fund and/or Budget Unit values GLTBDSMART New Program RequestCreate or change Program values APTBDSMART New AP Origin CodeCreate new AP origin AllTBDAgency Request FormRequest change to SMART functionality or configuration

19. 19 Policy & Procedure Updates Implementation of 100% Direct Deposit for State of Kansas –Payroll (10-P-026) –Effective October 1, 2010, all payroll and travel & expense reimbursements will be made via direct deposit –Info Circular 10-A-017 provides details regarding defaults for expense payees in SMART Management of State P-Card and Travel Card Programs (10-A-015) –Effective June 14, 2010, management of P-Cards will be transferred from A&R to the Division of Purchases Meal Expense Reimbursement (10-A-016) –Meal Expense Reimbursement for overnight travel –Change from quarterly to a per meal allowance

20. 20 Service Center 33 agencies participating in Service Center –23 agencies – Full participation –10 agencies – Participating in select modules Service Center Kick-off was held May 4, 2010 –Additional meetings to discuss agency-specific details are in progress Service Center will be located on the 11th Floor of the Docking State Office Building through Mid September –Future home will be the former Customer Service location on the first floor of the Landon State Office Building

21. 21 Service Center (continued) Each participating agency has a designated Service Center Accountant –Participating agencies have access to the entire team of Service Center Accountants as needed –Service Center Accountants coordinate with Division of Budget Analysts Each request requires documentation in writing –Method of submitting documentation will be standardized for each agency’s finance operations –Copies will be held by the Service Center –By request, we are arranging to return originals to agencies Forms will be used on a limited basis to communicate information, such as control totals –Forms will be published later this month

22. 22 SMART Cutover Strategy

23. 23 Operational Readiness Test Thank you to all the agencies who participated in ORT! –This activity was a valuable step in preparing for go-live –Your participation was critical to the success of ORT We recognize that there were some bumps along our ORT path –Those bumps are to be expected – they are the reason we have ORT in the first place –We are applying lessons learned to the cutover plan and post go-live operations

24. 24 Operational Readiness Test – Lessons Learned In order to obtain correct vendor numbers and ChartFields, interfacing agencies MUST: –Clear out vendor files and reload a new INF01 These vendors will have the final vendor number after the final conversion –Clear out ChartFields and reload a new INF15 These will be available on June 7 th and June 8 th

25. 25 Operational Readiness Test – Lessons Learned (continued) On the INF02, each voucher can have no more 5,000 rows/lines –Vouchers should be split to meet this requirement, but will be rejoined for the payment

26. 26 Operational Readiness Test – Lessons Learned (continued) Each agency is responsible to ensure its transactions process completely –Interfaces and Excel uploads generate error messages for certain types of issues –Even if no error message is generated, often some online processing is required –There are several potential fail points for different types of transactions Job aids are in development to help users recognize and avoid common problems

27. 27 Operational Readiness Test – Lessons Learned (continued) SMART only processes transactions containing valid ChartField values –Download INF15 (ChartField extract) and review your agency’s valid values –Update source systems and agency documentation as needed

28. 28 Operational Readiness Test – Lessons Learned (continued) ORT Lessons Learned Survey –Agencies who participated in ORT were asked to respond to survey questions related to lessons learned –We are compiling responses and will share additional lessons learned at the next CAN meeting

29. 29 Key Interface Dates Interface Dates for agency-facing interfaces: June 7 – Begin daily execution of INF01 – Vendor Download (Task ID 307) –From June 5 to June 30, all new vendors will needed to be added by Accounts and Reports in STARS. Starting July 1, agencies can add vendors in SMART. June 8 – Begin daily execution of INF15 – ChartField Extract (Task ID 308) June 28 – Begin bi-weekly execution of INF42 – Time & Labor Interface July 1 – All other agency interfaces begin (Task ID 292)

30. 30 Complete Final Data Conversion Task IDDataActivityDates 302CustomersFinal conversion files due6/4 306ProjectsFinal conversion files due6/4 305Supplier Contracts (SRS only) Final conversion files due6/11 303AssetsFinal conversion files due6/16 288 *Projects, Grants, Contracts Enter data into SMART (manual conversion) 6/14 to 6/18 304Pending Items (DISC only) Final conversion files due7/16 *Agencies completing this task received invitations to participate in facilitated manual conversion sessions

31. 31 Validate Converted Data Task IDDataValidation MethodDates 323 *CustomersAttend data validation session6/8 324 *ProjectsAttend data validation session6/9 to 6/10 325 *Supplier Contracts (SRS only) Attend data validation session6/14 322AssetsReview validation report6/23 326 *Pending ItemsAttend data validation session7/19 *Agencies have received invitations to participate in facilitated conversion validation sessions at the Sunflower Project site

32. 32 Manual Entry of Leased Assets Leased assets must be entered in SMART by July 15 Agencies who opted out of automated conversions may enter the data in SMART after go-live (this is optional). This applies to: –Customers –Pending items –Supplier contracts Excel templates have been distributed to agencies –Use templates to gather and prepare data so that it is ready to enter after go-live –Templates are also published on the SMART website

33. 33 Conversion of Encumbrances and GL Balances Conversion of encumbrances and beginning GL balances will occur the weekend of July 17: Friday, July 16 –SMART closes at 2:00 PM to begin conversion programs –No access until Monday morning Monday, July 19 –Converted encumbrances must be updated in SMART (affects 6 agencies)

34. 34 FY2011 Encumbrances FAQ Q:I need to make payments to vendors during the first week of July. Has A&R established a process to enter FY2011 encumbrances before July 1? A:No. FY2011 encumbrances can be established starting July 1 using the SMART Purchasing module. Agencies should work with their vendors to set expectations regarding the timing of payments. More information on the batch processing schedule (including budget check and pay cycle) will be provided at CAN14.

35. 35 Finance Team Updates

36. 36 General Ledger Topics What is a Ledger? Budget Rules Commitment Control Ledgers Budget Checking Commitment Control Reporting

37. 37 What is a Ledger? Commitment Control Ledgers The General Ledger

38. 38 Definition: Budget Keys are the chartfields which are required for all budget journals and all transactions for a given budget structure. Example: Budget Keys  Fund  Budget Unit  Department Result: All budget journals and transactions for this budget structure must have values in these chartfields. Budget Keys Budget Rules

39. 39 Definition: Budget translations are used to relate transactions to their proper budget. The translation is accomplished through the use of trees. These trees are needed only when the budget is established at a higher level in the chartfield than the transaction level. Example: Budget Translations  Account  Budget at the category level  Transact at the detail account level (object/ sub-object level) Result: Budget translation trees required for the account chartfield to allow the system to “find” the proper budget. Budget Translation Budget Rules

40. 40 Budget Rules Category Transaction Level All Accounts Balance Sheet Income Statement Revenues Purchased Personal Services Supplies & materials Supplies & Maintenance Payroll Personal Services Payroll Expense Edible Products & Food Handling Other Sources/ Used Equipment Office Budgets will be established at different levels of the Account Hierarchy Expenses Food Handling Office Data Processing Software Packages Basic Wages Overtime Calculators Filing Cabinets Debt Service Intermediate

41. 41 Control: Transactions that exceed the budget will error out during the budget checking process. No further processing can be performed until the transaction error is corrected by an authorized agency user or the budget is overridden by an authorized user. Track: Transactions that exceed the budget will pass the budget checking process and be tracked without error messages. Control Options Budget Rules

42. 42 Copyright © 2008 Accenture All Rights Reserved. Track with Budget: Track transaction amounts against a budget but do not issue error messages for exceeding budget amounts. Verifies transactions based on valid chartfield combination and NOT on monetary amount. Example: A transaction with a corresponding budget row that has a valid chartfield combination and an amount greater than or equal to zero will pass budget check. That same transaction without a corresponding budget row will fail budget check. Track without Budget: Track transactions even if there is no budget set up. All transactions pass without error. Track Options Budget Rules

43. 43 Commitment Control Ledgers Referred to as “KK” Ledgers Used in budget checking Stores an agency’s budget “Saves” transaction details if budget check is successful

44. 44 General Ledger: Known as the “Actuals” ledger Records accounting entries from sub-modules Official book of record for the State of Kansas Modified Accrual Basis of Accounting

45. 45 Posting to CC Ledgers SMART TE SMART AR SMART PO BUDGETCHECKBUDGETCHECK Commitment Control Ledgers (LEDGER_KK) Accounting Entries SHaRP PAYROLL SMART AP

46. 46 Posting to the GL General Ledger (Actuals) Accounting Entries Journal Generator Journal Entries Journal Post Process Post Process Voucher AR Update Pay Cycle

47. 47 Detail Ledgers: Two types: Expense Revenue Check out our suffixes!

48. 48 Expense Ledger Types Ledger TypeSuffixPurpose BudgetBUD Stores the budget used in budget checking. The budget is set up at the beginning of the fiscal year and remains fairly static throughout (unless there are legislative actions that impact the budget) EncumbranceENCPO processing ExpenseEXPExpense processing

49. 49 Revenue Ledger Types Ledger TypeSuffixPurpose CollectedCOL Cash has been deposited EstimatedESTEstimated revenue expected for the period RecognizedRECRevenue that has been recorded but not yet physically received as cash

50. 50 Control Budgets CC_APPROP (Appropriation Budget) CC_CASH (CashControl Budget)

51. 51 Appropriation Ledger Group Highest level of budget Key chartfields include Department (All Agency rollup), Fund, Budget Unit, Account (All Expenses rollup) Interfaced from IBARS & centrally managed Spending authority granted by the legislature Will fail transactions for exceeding dollar limit or invalid Fund/Budget Unit combination No limit funds will have a budget of $999,999,999,999 CC_APPROP (Appropriation) CC_APR_BUDCC_APR_ENCCC_APR_EXP

52. 52 Cash Control Ledger Group Notice that there is no “ENC” encumbrance ledger Encumbrances do not impact the cash control budget Cash budget is not associated with a calendar, thus eliminating the need to transfer cash between fiscal years. Initial budget will be STARS unexpended cash balance as of 6/18/2010. Final budget will be the STARS unexpended cash balance as of the close of FY10. This will be loaded on 7/17/2010. CC_CASH (Cash Control) CC_CSH_BUDCC_CSH_EXP

53. 53 CC_CASH Formula Beginning Cash Balance + Revenue Collected – Expenses = Available Cash Balance

54. 54 Default Budgets CC_OPR_DOB (Default Operating) CC_REV_DOB (Default Revenue Estimate) CC_DETAIL (Default Detail)

55. 55 CC_OPR_DOB Default Operating Budget Interfaced from IBARS Agency maintained through online budget journal entry and/or budget journal spreadsheet upload. Track w/o budget Annual Calendar Key chartfields: Department (All Agency roll-up), Fund, Budget Unit, Program (DoB roll-up), Account (Category roll-up)

56. 56 CC_REV_DOB Default Revenue Estimate Interfaced from IBARS Agency maintained through online budget journal entry and/or budget journal spreadsheet upload. Track w/o budget Annual Calendar Key ChartFields: Department (All Agency roll-up), Fund, Account (Intermediate roll-up)

57. 57 CC_DETAIL Default Detail Budget Does not contain a budget ledger Tracks expenses and encumbrances at the detailed transaction level Annual Calendar Key ChartFields: Department ID, Fund, Budget Unit, Program, Account, Service Location, Agency Use, PC Business Unit, Project ID, Activity, & Source Type

58. 58 Optional Budgets CC_OPERATE (Agency Operating) CC_PROJECT (Agency Project) CC_REV (Agency Revenue)

59. 59 Agency Operating Ledger Group Track budget issues warnings for exceeding budget but allows transaction to pass Agency managed/entered through online budget journal entry and/or budget journal spreadsheet upload Key ChartFields: specific to an agency CC_OPERATE (Agency Operating) CC_OPR_BUD CC_OPR_ENCCC_OPR_EXP

60. 60 Agency Project Ledger Group Track budget issues warnings for exceeding budget but allows transaction to pass Agency managed/entered through online budget journal entry and/or budget journal spreadsheet upload Key ChartFields: specific to an agency CC_PROJECT (Agency Project) CC_PRJ_BUD CC_PRJ_ENCCC_PRJ_EXP

61. 61 Agency Revenue Estimate Ledger Group Agency managed/entered through online budget journal entry and/or budget journal spreadsheet upload Monthly Calendar Key ChartFields: specific to an agency CC_REV (Agency Revenue Estimate) CC_REV_BUD CC_REV_RECCC_REV_COL

62. 62 Budget Reports/Inquiries Budget Status Report (GLS8020) Budget Details Inquiry

63. 63 Budget Details Inquiry Navigation: Commitment Control > Review Budget Activities > Budget Details Narrow your search by entering as many parameters as is known/appropriate Don’t enter ChartFields that are not budget keys Do enter ChartFields at the correct budget translation

64. 64 Budget Details Inquiry Corresponding Ledgers CC_OPR_BUD CC_OPR_EXP CC_OPR_ENC If there are budget exceptions, a link will appear here

65. 65 Budget Reporting Scenario

66. 66 Budget Reporting Scenario Purchase Order: PO 1/1/10 A REQ is sourced to a PO and the transaction passes budget check. The budget date is inherited from the Req. Entries are made to the appropriate Commitment Control ledgers. Because we are at the encumbrance level, the CC Ledgers impacted have a suffix of “ENC” Commitment Control Ledgers (KK) BUDGETCHECKBUDGETCHECK Encumbrance Entries The Budget Check process converts the Accounting Date on the PO to a Fiscal Year and Accounting Period

67. 67 Accounting Periods MONTH IN STATE’S FISCAL YEARASSOCIATED ACCOUNTING PERIOD July1 August2 September3 October4 November5 December6 January7 February8 March9 April10 May11 June12

68. 68 Budget Reporting Scenario Drill to Activity Log Icon

69. 69 Budget Reporting Scenario Accounting Date of PO (1/01/2010) converted to Fiscal Year and Accounting Period

70. 70 Budget Reporting Scenario VOUCHER: A voucher is created and the transaction passes budget check. The Budget Date is inherited from the PO. Entries are made to the appropriate Commitment Control ledgers. Because we are at the expense level, the CC Ledgers impacted have a suffix of “EXP” and “ENC” (because the encumbrance has been relieved). Commitment Control Ledgers (KK) VOUCHER 2/3/10 BUDGETCHECKBUDGETCHECK Accounting Entries The Budget Check process converts the Accounting Date to a Fiscal Year and Period.

71. 71 Budget Reporting Scenario Drill to Activity Log Icon

72. 72 Budget Reporting Scenario Voucher Accounting Date (2/03/2010) converted to Fiscal Year and Accounting Period

73. 73 Budget Reporting Scenario

74. 74 Budget Status Report GLS8020 Navigation: Commitment Control > Budget Reports > Budget Status Select the proper Ledger Group for the budget structure you wish to report against Don’t select ChartFields that are not budget keys Pay attention to the sort order (sequence) of the ChartFields you have selected to include

75. 75 Budget Status Report GLS8020

76. 76 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

77. 77 C Break Please return in 10 minutes

78. 78 Agency Task List Update

79. 79 Agency Task List Updates Posted to Sunflower Project website http://www.da.ks.gov/smart/ Agency Task List Updates New Task List posted 6/3/2010

80. 80 June 2010 Agency Training Tasks June 2010 Ensure Agency Staff are Enrolled and Confirmed for Training Sessions – Task ID 89 Enroll Agency Staff in Level 3 WBT and ILT SMART Training – Task ID 88 Agency Staff Attend SMART Training – Task ID 101 Monitor Agency Staff Training Attendance – Task ID 102 Agency Staff Complete 100 and 200-Level WBT Training – Task ID 257 Agency Staff Complete 300 Level WBT Training – Task ID 258 Monitor Agency Staff Completion of WBT Training – Task ID 259

81. 81 June 2010 Agency Tasks June 2010 Communicate Process and Timeline to Receive SMART User ID and Password – Task ID 298 Participate in Go-Live Readiness – Task ID 300 Prepare to begin using post go-live security procedures – Task ID 285, 294 Communicate Process for Escalating Incidents via Help Desk Contacts – Task ID 299 Confirm Appropriateness of Agency Contacts for Post Go-Live Activities – Task ID 318

82. 82 June 2010July 2010 Agency Tasks June 2010 – July 2010 Enter converted Project data – Task ID 288 Send final data conversion files – Task ID 302-305 Validate converted data – Task ID 322-326 Updates to Conversion of Time Reporter Data for Cutover – Task ID 301 Monthly Conversion Meeting 6/14/10 – Task ID 251 Enter assets into SMART – Task ID 327 Attend Stabilization Sessions – Task ID 119 Establish relationships between converted property assets – Task ID 328

83. 83 Agency Go-Live Readiness Thank you for your updates! We have received updates from over 70 agencies –32% of the Agency Go-Live Readiness Checklist items are complete Statewide –We review all responses and follow up with specific agencies as needed –We also look at trends across agencies to identify areas where many agencies need more support –Our goal is 100% readiness by June 30! Please continue your bi-weekly updates –As a reminder, we are asking all agencies to participate –Email sunflowerfms@da.ks.gov with any questionssunflowerfms@da.ks.gov

84. 84 Agency Go-Live Readiness Checklists Agency employees completing your agency's critical financial functions have completed their required training Considerations Review your agency’s training status and mark this item complete, if key staff are trained If key staff are not yet trained, make sure they attend registered sessions. New seats in ILT sessions are limited

85. 85 Agency Go-Live Readiness Checklists (continued) Agency has submitted updates to all applicable configuration tasks Considerations Configuration tasks are now closed – any updates would be considered after go-live All agencies should be able to mark this item complete

86. 86 Agency Go-Live Readiness Checklists (continued) Agency has worked in legacy systems to resolve FY10 transactions, delete unneeded transactions, reconcile balances, and submit encumbrances - includes STARS, SOKI, and any other legacy systems from which transactions will be converted into SMART Considerations This refers to general data clean-up in preparation for cutover Applies to most agencies, even if not participating in programmatic conversions Mark complete is the clean-up is finished or a plan is in place

87. 87 Agency Go-Live Readiness Checklists (continued) Agency has a plan to address previously identified issues affecting the agency's readiness for go-live, and has escalated those issues to the Sunflower Project as appropriate Considerations We are working with several agencies to resolve open issues If you have no open issues, please mark this item complete If you do have open issues, ensure project staff are aware and are assisting if appropriate

88. 88 Agency Go-Live Readiness Checklists (continued) Agency has identified the relevant business process impacts and executed an action plan to reduce adverse affects Considerations Refers to any business process impacts noted by the agency, including impacts identified in your agency’s impact analysis (Task ID 30) Mark complete if there is a plan in place to address the impact

89. 89 Agency Go-Live Readiness Checklists (continued) Agency SMART users understand how they will receive their SMART user IDs and passwords Considerations The process for distributing SMART user IDs and passwords will be discussed at CAN14 This item should not be marked complete yet

90. 90 Agency Go-Live Readiness Checklists (continued) If applicable, agency is prepared to process interfaces in production Considerations Applies only to interfacing agencies All interfacing agencies should be able to mark this item complete If there is a barrier to completing this item, notify the project

91. 91 Agency Go-Live Readiness Checklists (continued) Agency has prepared contingency plans in case agency systems are unable to process interfaces in production Considerations Applies only to interfacing agencies Refers to any formal or informal plan maintained by your agency

92. 92 Final Change Agent Network Meeting! Monday, June 21, 2010 from 1:00 PM to 4:00 PM Held at the Topeka and Shawnee County Public Library, Marvin Auditorium 101ABC

93. 93 SMART / Data Warehouse Workstation Requirements One of the browser and operating system combinations listed below is required to use SMART and the Data Warehouse. Adobe Flash Player 10 is required to view online help Operating SystemCertified Browsers Windows XP (32-bit) Firefox 3.5 Firefox 3.0 Internet Explorer 7 Internet Explorer 8 Windows Vista (32-bit) Firefox 3.5 Firefox 3.0 Internet Explorer 7 Internet Explorer 8 Windows 7 (32-bit) Firefox 3.5 Internet Explorer 8 Windows 7 (64-bit) Firefox 3.5 Internet Explorer 8 SMART and the Data Warehouse do not have specific hardware requirements. Refer to the hardware requirements for the specific operating system and browser.

94. 94 SMART / Data Warehouse Workstation Requirements The following software is required only for users performing specific tasks. TaskAdditional Software Viewing reports in SMARTAdobe Acrobat Reader 9 Downloading reports from the Data Warehouse Adobe Acrobat Reader 9 or Excel 2003 or Excel 2007 AP Voucher Spreadsheet UploadExcel 2003 or 2007 AR Deposit Spreadsheet UploadExcel 2003 or 2007 GL Budget Journal Spreadsheet UploadExcel 2003 or 2007 GL Journal Spreadsheet UploadExcel 2003 or 2007 Supplier Contract Management - Render and Compare Microsoft Word 2003 or 2007 Some of these items require templates and/or additional setup. Instructions will be published on the SMART website.

95. 95 Egress Filtering on Agency Networks If your agency employs egress filtering to limit access to specific web sites: –Allow access to the specified web sites –Applies to PC’s that are behind your local firewalls and any DNS control devices Refer to email from sunflowerfms@da.ks.gov on May 20 for:sunflowerfms@da.ks.gov –List of SMART, SHARP, and Data Warehouse websites –List of IP’s associated with the websites

96. 96 Post Go-Live Security Process Key Highlights The SMART security request form and Agency Handbook will be published later this month –Request forms will not be accepted until July 1, 2010 The Agency Handbook provides valuable information on: –Training requirements for access to SMART –Completing and submitting the form through a Help Desk incident –Agency responsibilities in user configuration Forms must be submitted by your Security Liaison via a Help Desk incident –If your agency’s SMART Security Liaison is not already a Help Desk Contact please have your Help Desk Liaison request via a Help Desk incident There are multiple steps in the Post Go-Live security request process –Follow directions carefully when submitting forms to avoid delays

97. 97 Security Form Format is MS Excel Contains drop-down lists of available options Key steps and reminders are built in Does not require a manual signature

98. 98 Reporting Update SMART Report Catalog will be published later this month –Contains listing of available reports, inquiries and queries –Will continue to update with changes as new reports are added Agency Reporting gap process –Finalizing reporting gap resolutions with agencies –Begun development of reports identified as gaps Will be publishing the post go-live report request process later in June

99. 99 Data Warehouse Update Data Warehouse subject areas will be deployed in waves SHARP (HR) subject areas on July 19 –Employee Job –Payroll Earnings –Payroll Earnings Other –Time & Labor in October Second wave will be Finance subject areas –Custom #1 AP subject area on July 30 –Custom #2 AR subject area on August 30 –Custom #3 Undetermined subject area October 15 –Custom #4 Undetermined subject area October 15

100. 100 SMART Support

101. 101 Help Desk Update The SMART Help Desk has received over 350 requests to date –Requests from ORT, Training, and general questions –Most utilized the web form and self-service capabilities –Requesters have reported the software intuitive and easy to use

102. 102 Help Desk Lessons Learned Give detail when describing the incident –Fully describe the situation –Include navigational paths –Include screenshots and anything else that can help us recreate the issue Remember: do not enter sensitive information into ServiceDesk Do not reply to an e-mail generated from the Help Desk –Use the “Reply” feature within ServiceDesk

103. 103 Replying to an Incident Do not reply to an e-mail received from the SMART Help Desk Use the link to go to the incident in ServiceDesk to reply or send notes to the Help Desk

104. 104 Replying to an Incident, continued Click on the “Reply” button within the request to send notes to the Help Desk All “Conversations” between the Help Desk and Requester can be viewed

105. 105 Tier 0 Resources at the Agency Resources Available to all End-users: UPK’s –See it, Do it, Know it and Print it components –Access from the “Help” link within SMART Training Materials –Web-Based Training (WBT), job aids, and more –Access online at: http://www.da.ks.gov/smart/training.htmlhttp://www.da.ks.gov/smart/training.html “Solutions” Knowledge Base –Searchable database of articles about SMART –Access through a link on the SMART website (http://da.ks.gov/smart) and within the ServiceDesk softwarehttp://da.ks.gov/smart Resources Available to Help Desk Contacts: Service Desk Incidents –Current and previous incidents logged by your agency –Accessible by Help Desk Contacts and Liaisons within ServiceDesk

106. 106 New Look on SMART Home Page Link to Solutions Knowledge Base (no sign- on needed!) Resources link brings you to training resources Link to the ServiceDesk software for Help Desk Contacts and Liaisons Contact information

107. 107 How to Contact the Help Desk SMART Help Desk Contacts and Liaisons can log an incident online in ServiceDesk – use the ServiceDesk link on the SMART website (http://www.da.ks.gov/smart/)http://www.da.ks.gov/smart/ For Password Resets, all SMART users can call the SMART Help Desk at 785-368-8000 – select Option 2 The Help Desk is staffed Monday – Friday, 8 to 5 –Hours will be extended at go-live Utilize the Sunflowerfms@da.ks.gov email only for Agency Go-Live Readiness Checklists or if specifically directed in Sunflower Project emails. All other communication should be directed to the SMART Help DeskSunflowerfms@da.ks.gov

108. 108 SHARP Cutover

109. 109 Department ID Effective June 23rd agencies will need to send all requests for new Department ID’s on form GL_F003. The form will be available from the SHARP, SMART and Accounts and Reports websites.

110. 110 Department ID All forms will require an agency Finance contact to review and submit the form because of how Department ID’s are used in SMART Completed forms should be attached to a help desk incident using the category ‘General Ledger’ and Sub-category ‘Chartfield Change Requests’ The SMART team will review the request and make sure that it is appropriate, falls within a logical range, and works with existing budget definitions. They will make the necessary ChartField and tree changes and notify the Division of Personnel Services

111. 111 Combocodes Agency Combocode task for conversion is closed Combocode additions cannot be done on-line in SHARP All new Combocode additions must be submitted via spreadsheet to Heather DeBusk at Heather.DeBusk@da.ks.gov Heather.DeBusk@da.ks.gov All Combocode spreadsheets will be edited, validated, and corrected (if necessary) prior to being loaded to SHARP New Combocode spreadsheets received and validated now will be loaded beginning June 23, 2010

112. 112 Department Budget Funding Agency Dept Budget Funding task for conversion is closed Agency validation and changes to the Department Budget tables can be done on-line beginning June 23, 2010 Agency contacts will be requested to provide the name of the contact(s) at their agency who will be responsible for working with Payroll Services staff in the Division of Accounts and Reports to provide the chartfield corrections/changes that should be made to resolve payroll journal edit errors

113. 113 Agency Data Validation Employee United Way and Org Dues general deduction rows in SHARP will be updated during conversion to split out the United Way and Org Dues processing fee Agencies are encouraged to review their employee United Way and Org Dues general deduction rows beginning June 23, 2010

114. 114 SHARP Computer Based Training Updated SHARP Computer Based Training courses are scheduled to be posted on June 9, 2010 Most changes relate to new chartfields in the Department Budget tables Agency staff are encouraged to review the CBT updates but are not required to complete the courses to maintain their current SHARP security

115. 115 Data Conversion Events and Dates Friday, June 18, 2010: This is the last day that users will be able to enter transactions prior to the conversion. Conversion to the integrated version of SHARP will take place starting after batch processing finishes Friday evening Saturday, June 19, 2010 to Tuesday, June 22, 2010: SHARP will be converted to include the integration with SMART Wednesday, June 23, 2010: Access for SHARP and Self- Service users to the integrated version of SHARP is scheduled to be restored on June 23rd. SHARP and Self- Service User IDs and passwords will be the same as User IDs and passwords on Friday, June 18, 2010

116. 116 SHARP Cutover Informational Circular No. 10-P-024 is available on the A&R website –Provides dates for Fiscal Year End 2010 Payroll Processing activities and Transition to SMART for Fiscal Year 2011 –http://www.da.ks.gov/ar/infocirc/fy2010/ic10p024.htmhttp://www.da.ks.gov/ar/infocirc/fy2010/ic10p024.htm

117. 117 Important Payroll Processing Dates & Notes Please help reduce the number of adjustments by doing the following: –Enter job data changes prior to the creation of paysheets. Job actions must be entered by 6:00pm on Monday, June 14, 2010 for the period ending June 12, 2010 –Review the accuracy of gross-to-net and employer contributions on the PAY002 report and on-line after each preliminary pay calculation

118. 118 Important Payroll Processing Dates & Notes (continued) Payroll processing for payroll period ending June 12, 2010 Monday, June 14 th Job Data Entry deadline 6:00 PM Paysheets created (one day early) Time and Leave initial entry and ‘OK to process’ deadline 6:00 PM 1 st payroll pre-calc

119. 119 Important Payroll Processing Dates & Notes (continued) Payroll processing for payroll period ending June 12, 2010 Wednesday, June 16 th Time and Leave final entry; ’OK to process’; deduction/tax changes deadline 6:00 PM Final pay confirmation Regent on-cycle file deadline 6:00 AM

120. 120 Important Payroll Processing Dates & Notes (continued) Payroll processing for payroll period ending June 12, 2010 Thursday, June 17 th Regent Run ‘A’ off-cycle file deadline 5:00 PM Regent on-cycle processed

121. 121 Important Payroll Processing Dates & Notes (continued) Payroll processing for payroll period ending June 12, 2010 Friday, June 18 th SHARP Supplemental/Adjustment off-cycle ‘A’ entry deadline 6:00 PM FINAL opportunity for agencies to enter prior period adjustments on-line for pay periods prior to June 12, 2010 Off-Cycle ‘A’ processed (Final payroll run FY2010) SHARP closes for conversion

122. 122 Training Update

123. 123 SMART Post Go-Live Training Highlights Additional course sessions are being added in July and August Staff who were role mapped by May 14, 2010 will have priority access to these additional training sessions. Exceptions will be made for new staff that have been appointed to key positions. A revised process for enrolling in training sessions will be provided at the last Change Agent Network meeting. It is important that you communicate to the employees you role mapped for access to SMART that they must complete their required training

124. 124 SMART Post Go-Live Training Highlights All individuals that were role mapped by agencies by May 14 will receive a sign-on at go-live. At the end of August we will remove the access of any individuals who did not complete their assigned instructor led or web-based training. Agencies should inform employees not yet registered for instructor-led training or with incomplete web-based training that they must have their training completed or scheduled within 2 months of go-live. As stated earlier, the training team will be adding additional instructor-led training sessions in Topeka during July and August with enough capacity to accommodate employees who have not yet fulfilled their training obligations. If an employee has not enrolled in these sessions by the end of July we will assume that they do not plan on attending training and will removed their access ahead of the August deadline.

125. 125 SMART Post Go-Live Training Highlights SMART Security Contacts will be sent a secure email containing the SMART User ID’s for employees role mapped by May 14th prior to go-live. The exact date will be provided at the CAN on June 21, 2010. The default password schema will also be provided at the last CAN. Agencies that should review their weekly Training enrollment reports to identify employees who have not yet fulfilled their training obligations. If you have employees who have not taken any of their required training we strongly encourage you not to distribute the User ID to those individuals.

126. 126 Wrap Up

127. 127 Project Resources Sunflower Project website: http://www.da.ks.gov/smart/http://www.da.ks.gov/smart/ Sunflower Infolist –Subscribe at http://www.da.ks.gov/gov/listserv.htmhttp://www.da.ks.gov/gov/listserv.htm SMART Help Desk Search the SMART Solutions Knowledgebase at https://dahelpdesk.ks.gov/sd/SolutionsHome.sd https://dahelpdesk.ks.gov/sd/SolutionsHome.sd Log in to Service Desk at https://dahelpdesk.ks.gov/https://dahelpdesk.ks.gov/ Call 785-368-8000, Select Option 2 Sunflower Project Site: Sunflower Project, 915 SW Harrison, Room 1181, Topeka, Kansas 66612

128. 128 Questions?