1. 1 Sunflower Project Change Agent Network Meeting #8 January 20, 2010

2. 22 Welcome

3. 33 SMART Perspective

4. 44 Meeting Agenda  Welcome  Project Status & Current Events  Policy Updates  Interfaces & Conversion Update  Reporting Update  SMART Cutover Strategy  SMART/SH A RP Integration  SMART UPK  SMART Support  Agency Task List Update  Training Update  Wrap Up

5. 55 Welcome and Introductions Presenters Kent Olson, Project Director Gary Schneider, Implementation Manager Peggy Hanna, Deputy Project Director and Cutover Lead Connie Guerrero, Enterprise Readiness Team Manager Jennifer Dennon, Agency Readiness Lead Gina Vinyard, Training Lead

6. 66 Housekeeping Bathrooms Please set cell phones and pagers to silent 10 minute break is planned Note cards for questions

7. 77 Project Status & Current Events

8. 88 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!

9. 99 Sunflower Project Current Events We are only 23 weeks and 115 work days from SMART go-live! Agencies and the Project team continue interface testing and conversion testing Detailed cutover planning is under way Role Mapping Assignment due February 5 Training registration starts in February Readiness Assessment #4 due February 22 SMART Help Desk Build is under way Policy and Procedure Manual is being updated

10. 10 Policy Updates

11. 11 Audit Requirements Approvals –Electronic signature approvals are acceptable and will be subject to audit –Vouchers do not require a special form or a manual signature –As required appropriate supporting documentation will need to be maintained and provided Document Printing –Transactions occurring in SMART do not need to be printed for Delegated Audit and Statewide Single Audit –Supporting documentation should be maintained unless agency has a document management system that meets audit requirements It is recommended original paper to flow through agency approvals then are scanned and stored after Fiscal Office approval Scanned documents are acceptable in-lieu of original travel reimbursement receipts, voucher invoices and other paper documentation for State audit purposes Agencies should work with A&R to obtain approval of their document management system

12. 12 Records Retention The current electronic records policy will be reviewed and revised to reflect SMART and the data warehouse A workgroup is being formed and will be meeting with the Kansas Historical Society Agencies may need to review and revise their own records and polices

13. 13 Policy and Procedure Manual The Policy and Procedure Manual (PPM) is being updated to coincide with SMART implementation Updates are being made as a cooperative effort by the Department of Administration and the Sunflower Project, with input from agencies Feedback provided by agencies in earlier PPM discussions will be incorporated, as applicable D of A is also reviewing communication tools and networks for distributing information

14. 14 Delegated Authority Agencies that do not already have delegated audit authority, vouchers under $5,000 will be approved and paid without prior review by Accounts and Reports (A&R). Vouchers $5,000 and more will still be approved by A&R. This policy is effective July 1, 2010, but if your agency would like to start delegated audit sooner, contact Randy Kennedy at 785.296.2125 or via e-mail at Randy.Kennedy@da.ks.gov Randy.Kennedy@da.ks.gov Delegated audit procedures can be found at: http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm

15. 15 Interfaces & Conversion Update

16. 16 Interface and Conversion Timelines 2009 Oct/Nov/DecJan/Feb/MarchApril/May/June Online Data Entry Preparations Agency Conversion Data Cleansing Interface Testing Cycles Conversion Assembly Test Mock Conversion Testing (Mock 1, 2, 3) 2010 Cutover Activities Week 1 Activities Preparation Extract & send final data files We are Here!

17. 17 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

18. 18 Stage 6 Interface Testing Began on 1/19 and ends 3/15 Validates SMART conditions for inbound and outbound testing Validates agency-specific conditions Tests the ability to interface interfund transactions Contains converted vendor data Uses the interface test ‘mini-batch’ schedule to automate processing agencies’ interface files Agency access to the Sunflower project test lab where agencies can go online and view their transactions and correct errors Agencies must send a notice to Sunflowerfms affirming the completion of Stage 6 testing. Agencies that do not pass Stage 6 will not be permitted to interface into SMART

19. 19 Conversion Activities / Milestones – Flat File or Excel Activity/MilestoneStart Date *Finish Date Assembly Test: Agency cleans up/extracts data and sends data file(s) to Sunflower Project for visual inspection (Task ID 23) 09/21/0911/06/09 Mock Conversion #1: Agency cleans up/extracts data and sends data file(s) to Sunflower Project; data is loaded into SMART (Task ID 124) 11/06/0901/15/10 Mock Conversion #2: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 25) 01/19/1003/05/10 Mock Conversion #3: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 224) 03/08/1004/30/10 Conversion Dry Run: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 225) 05/01/1005/30/10 Agency extracts data and sends final data file(s) according to cutover schedule (Task ID 107)06/2010 * Files are due to the Sunflower Project by the Start Date

20. 20 Interface and Conversion Support Email sunflowerfms@da.ks.gov with questions, include ‘Conversion’ or ‘Interface’ in the Subject line of the e-mailsunflowerfms@da.ks.gov Schedule Office Hours with the Interface or Conversion Team, e-mail sunflowerfms@da.ks.gov to schedule an appointmentsunflowerfms@da.ks.gov Attend monthly Interface and Conversion Meetings, bring your questions or send in advance to sunflowerfms@da.ks.govsunflowerfms@da.ks.gov Visit the SMART website to obtain file layouts –http://www.da.ks.gov/smart/http://www.da.ks.gov/smart/ –Click on Technical Resources tab –Don’t have access to the secure site? E-mail sunflowerfms@da.ks.govsunflowerfms@da.ks.gov

21. 21 User Acceptance Testing – Task ID 78 User Acceptance Testing begins in April 2010 Will require agency participation Planning and Scheduling has begun Agencies considered are those: –retiring and/or decommissioning systems –using Time and Labor –with a large volume of on-line users –interfacing More information will be provided at the February Change Agent Network Meeting

22. 22 Reporting Update

23. 23 Reporting Strategy & Approach Steps – Task ID 265 The Reporting Strategy and Approach is moving forward 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 determining how to resolve gaps – in progress –approximately 100 potential gaps identified by agencies; most from agencies that are de-commissioning financial systems –if an available report is very close to the agency’s needs, no gap exists –if no similar report is available, a gap exists and a report will have to be built: 1. by agencies’ Power Users from the Data Warehouse if data is available 2. by the Sunflower Project Team from Production The Sunflower Project Team has begun contacting agencies to resolve reporting gaps

24. 24 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

25. 25 SMART Cutover Strategy

26. 26 What is Cutover? The transition period from legacy systems (STARS, SOKI and agency legacy systems) to new systems (SMART) and to new business processes –Final STARS and SOKI close –Conversion of legacy data –FY2011 transactions in SMART

27. 27 Why is Cutover Important? Provides a detailed plan to navigate an intensive and highly orchestrated set of activities that impact all agencies Provides a detailed plan for the successful interface/integration of Central systems with SMART, which impacts all agencies Provides procedures and structure to help agencies who are: –Decommissioning legacy systems (agencies stop entering transactions on specific dates) –Retaining systems that interface with SHARP and SMART (agencies must switch over to the new interfaces on specific dates) –Loading and validating converted data (this activity must be performed within a prescribed timeframe)

28. 28 High-level Cutover Timeline May June JulyAugust Agency Data Conversion & Validation STARS Shutdown 06/29 Last day for Agencies to Enter Transactions in STARS SMART Go-live SHARP Cutover 06/23 Go-live for Time and Labor and SHARP II open to all users 07/01 Agencies Enter Transactions in SMART Preparation & Administrative Activities Load Appropriation & Op Budgets into SMART SOKI Shutdown 07/06 Last day for Agencies to Enter Deposits in SOKI Load Purchase Orders/ Encumbrances into SMART

29. 29 Who is Involved in Cutover? Sunflower Project Deployment Team Central Agencies (A&R, DOB, DPS, DISC, STO) State Agencies – agencies will have specific tasks and timeframes – even agencies using the Service Center

30. 30 How is Cutover Executed? Sunflower Project has developed a detailed cutover plan showing dependencies, timeframes and “owners” Detailed checklists will be used for planning and tracking Cutover activities Agency will use an agency cutover template to create their own detailed cutover plan (copies in Excel can be downloaded from the Project website) Agencies should conduct one or more “dry-runs” of their cutover plan in late-April through May to validate their activity sequencing, procedures, roles/responsibilities, etc.

31. 31 Excerpt of Agency Cutover Calendar

32. 32 Concurrent Processing Will we still have 2 weeks at fiscal year-end to do processing? –The last day for agencies to enter transactions in STARS will be June 29 th –The last day for agencies to enter FY10 receipts in SOKI will be July 6 th –In mid-July FY10 ending G/L balances will be extracted from STARS and loaded into SMART 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.

33. 33 Concurrent Processing (continued) Will FY11 processing be done in STARS or SOKI? –No, all FY11 transactions will be in done in SMART. All FY10 transactions will be done in STARS or SOKI. 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.

34. 34 Concurrent Processing (continued) Have decisions been made regarding concurrent processing for encumbrances? –Final amounts for STARS’ encumbrances will be converted in to Purchase Orders (encumbrances in SMART in mid-July) –These encumbrances will be available for agencies to transact against for final STARS payments entered prior to STARS shutdown (June 29 th )

35. 35 Cutover Considerations Liquidate Encumbrances –Reminders sent from Accounts & Reports – began in December 2009 and will continue through May Complete SOKI Interfund Transactions –A&R will begin sending reminders to agencies to close outstanding IFVs and JVs Adding Vendors in June, 2010 –Project staff will begin working with agencies regarding vendor adds during June after vendor conversion

36. 36 SMART/SH A RP Integration

37. 37 Key Milestones for SMART/SH A RP Tasks Nov 30 Dec 11 March 15 Spring 2010 June 18 June 21 Deadline for agencies to submit combo codes for SH A RP Deadline for agencies to submit final version of SMART/SH A RP tasks Key dates/deadlines for agencies to review and change values in SH A RP and SMART Deadline for agencies to complete changes in SH A RP Key dates for Sunflower Project to sync common configuration values between SH A RP and SMART Sunflower Project publishes SMART configuration data (Fund, Budget Unit, Program, Location, Agency Use, etc.) to SH A RP Sunflower Project publish SH A RP configuration data (Dept Ids, employees) to SMART

38. 38 ComboCode Maintenance HR department and Finance department do not need to be one-to-one relationship. They can be mapped via combocodes. In another words, the department ChartField on the combocode does not have to equal to the value of the department the employee resides in. If agencies decide to create new HR departments and move people into the new HR departments, they have to create position pools under these new HR departments and assign funding using the CURRENT combocodes in SHARP

39. 39 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

40. 40 C Break Please return in 10 minutes

41. 41 SMART UPK

42. 42 Web Catalog in SMART

43. 43 SMART Support

44. 44 SMART Help Desk Vision “The SMART help desk provides prompt, professional support.” The help desk will be the initial support provided to agencies when they encounter incidents in SMART Incidents are questions or issues that interrupt the ability of the SMART end-user to be productive

45. 45 SMART Help Desk Vision (continued) The SMART support structure is composed of four tiers who work cohesively on end-user support issues Agencies are an important part of this structure and are being asked to designate SMART help desk contacts for users in their agency to go to first and who will interact with the SMART help desk

46. 46 Support Resources The following resources will be available to assist agencies in resolving incidents at the Tier 0 level: Online self-service website– log incidents, review resolved incidents, and search a knowledge base SMART website – FAQs, CAN presentations SMART training materials – UPKs, Web-based training courses, job aids, business process flows

47. 47 The SMART Post Go-Live Support structure will include a Service Center  Will process transactions for participating agencies  No fee to utilize the Service Center the first year Held Kick-Off Meeting with potential Service Center Agencies on November 4, 2009 – following up with agencies that did not attend Service Center is not an all or nothing approach, agencies can key some transactions online while using Service Center for less frequent transactions SMART Service Center

48. 48 SMART Service Center (continued) The SMART Service Center will provide the data entry and oversight; the agency is still in control of their own business activities Service Center agencies can still inquire on their data online or through data warehouse even if they elect not to key online Specific forms are being developed for agencies that utilize the SMART Service Center to cover all of the different modules

49. 49 Agencies must complete training in order to get access to SMART Contact Pam Fink, Service Center Manager at 785.296.7703 or via e-mail at pam.fink@da.ks.gov if you are interested in participating in the Service Center pam.fink@da.ks.gov SMART Service Center (continued)

50. 50 Agency Task List Update

51. 51 Agency Task List Updates Posted to Sunflower Project website http://www.da.ks.gov/smart/ Agency Task List Updates

52. 52 January 2010February 2010March 2010 Agency Tasks January 2010 – March 2010 Upcoming Monthly Interface Meetings 2/10/10; 3/9/10; 4/13/10 and 5/11/10. Project Plan updates are due at the end of each month Submit updates to cheryl.weber@da.ks.gov and mike.purcell@da.ks.govcheryl.weber@da.ks.govmike.purcell@da.ks.gov Connectivity and Interface Testing through March, 2010 Monthly Interface Meeting – Task ID 240 Monthly Interface Meeting – Task ID 241 Monthly Interface Meeting – Task ID 242 Monthly Project Plan Update – Task ID 138 Monthly Project Plan Update – Task ID 139 Monthly Project Plan Update – Task ID 140

53. 53 January 2010February 2010March 2010 Agency Tasks January 2010 – March 2010 (continued) Monthly Data Conversion Meeting – Task ID 246 Monthly Data Conversion Meeting – Task ID 247 Monthly Data Conversion Meeting – Task ID 248 Mock Conversion #2 – Task ID 25 Mock Conversion #3 – Task ID 224 Monthly Data Conversion Meetings – Confirmed 1/27/10; 2/25/10; 3/24/10; 4/21/10; 5/19/10 and 6/17/10. Mock Conversion #1 – Task ID 124

54. 54 January 2010February 2010March 2010 Agency Tasks January 2010 – March 2010 (continued) Confirm End-Users Workstations Meet Technical Requirements for WBT and Go-Live – Task ID 77 Agency Trainers and Drivers Attend Pilot Training – Task ID 87 Agency Trainers and Drivers Attend Train-the- Trainer Kickoff – Task ID 267 Agency Trainers Attend Teach- Back Sessions – Task ID 94 Ensure Agency Staff are Enrolled and Confirmed for Training Sessions – Task ID 89 Agency Trainers and Drivers Complete 100 and 200-level WBT – Task ID 268 Enroll Agency Staff in Level 3 WBT and ILT Training – Task ID 88

55. 55 January 2010February 2010March 2010 Agency Tasks January 2010 – March 2010 (continued) Schedule Agency Staff for User Acceptance Testing – Task ID 78 Selected Agency Staff Participate in SMART User Acceptance Testing – Task ID 95 Monitor Agency Staff Completion of WBT Training – Task ID 259 Agency Staff Complete 100 and 200-Level WBT Training – Task ID 257 Communicate Agency Specific Business Processes to Staff – Task ID 43

56. 56 January 2010February 2010March 2010 Agency Tasks January 2010 – March 2010 (continued) Attend Role Mapping Workshop and Complete Activity – Task ID 68 Readiness Assessments will be conducted in February, 2010 April, 2010 May, 2010 June, 2010 Complete Readiness Assessment #4 – Task ID 86 Change Agent Network Meeting #8 – Task ID 83 Change Agent Network Meeting #9 – Task ID 91 Change Agent Network Meeting #10 – Task ID 96

57. 57 Agency Tasks Tasks that can be updated in Spring, 2010: 145 – Entry Type/Reason Code Configuration Activity – AR 166 – Grants Setup Activity – PC 169 – Projects Setup Configuration Activity – PC 201 – SpeedChart Configuration Activity – AP 254 – Time and Labor Taskgroup and Task Profile Configuration Activity (Step 1&2) – T&L* 255 – Conversion of Time Reporter Data – T&L* 264 – Time and Labor Task Profile and Combo Code Upload – T&L* Tasks that can be updated or submitted for the first time in Spring, 2010 : 154 – Program Code Configuration Activity – GL 157 – Department ID Configuration Activity – GL 178 – Complete Business Unit (BU) Default Configuration Activity – PO 211 – Agency Use – GL 212 – Service Locations – GL *selected agencies only

58. 58 Future Change Agent Network Meetings Change Agent Network Meetings 9:00 AM to 12:00 PM CAN9: February 17, 2010 CAN10: March 17, 2010 CAN11: April 14, 2010 CAN12: May 13, 2010 Change Agent Network Meetings 1:00 PM to 4:00 PM CAN13: June 7, 2010 CAN14: June 21, 2010 Held at the Topeka and Shawnee County Public Library, Marvin Auditorium 101ABC

59. 59 Summary of Workstation Requirements for SMART Users – Task ID 77 Browser: –Internet Explorer 7.0 or 8.0 Operating System: –Windows XP or Vista (32-bit) Software: –Adobe’s Acrobat Reader to view reports within SMART –Adobe Flash player v10 or higher for web-based training SMART

60. 60 Summary of Workstation Requirements for SMART Users – Task ID 77 (continued) Software for specialized tasks: –Excel 2003 or 2007 is required for the following spreadsheet uploads*: –General Ledger Journal –General Ledger Budget Journal –Accounts Payable Voucher –Accounts Receivable Deposit –Each spreadsheet upload process will require an MS Excel template, and most will also require add-in files for Excel. Additionally, users will need to enable macros in Excel to use the spreadsheet uploads. –MicroSoft Word 2007 is required for Buyers to collaborate on statewide contracts initiated by the Division of Purchases * More information will be provided on the uploads in the future SMART

61. 61 Role Mapping – Task ID 68 Role Mapping Workshops were conducted January 6 to 14 –Materials are posted on the SMART website, including Q&A’s from all sessions –http://www.da.ks.gov/smart/changeagentnetwork.htmlhttp://www.da.ks.gov/smart/changeagentnetwork.html Complete your role mapping task by February 5th! –Training registration is first come, first served based on completion of role mapping –Each user’s required training MUST be completed before their SMART user ID will be activated Designate your agency’s SMART Security Liaison –Many agencies already have – thank you! –Your role mapping results will only be accepted when submitted by the SMART Security Liaison –Refer to instructions in the Role Mapping Handbook and also e-mailed to agency heads in December

62. 62 Role Mapping Handbook Updates An updated Role Mapping Handbook is available on the SMART website (dated January 15). It contains these updates: –An updated Training Calculator is available on the SMART website – use this instead of the one in your User Role Workbook (p14, p15) –When submitting updates (after your initial role mapping task is completed) you must indicate which rows have changed (p17) –The Agency Tree Manager role in Project Costing also applies to General Ledger users (p22, p29) –The AP Fiscal Office Approval pool must be the same in every origin (p35)

63. 63 Workflow Changes There have been two changes to workflow since the Workflow Workshops in December: –In Purchasing workflow, approvers can now update requisitions –In Travel & Expense workflow, there is no longer a Project Manager approval step Consider these changes when completing the role mapping task Workflow Workshop materials are posted on the SMART website

64. 64 Role Mapping Questions? Questions about role mapping? –First consult your online resources: Role Mapping Handbook Role Mapping Workshop presentations Q&A’s from all workshop sessions –Still have questions? The Agency Readiness Team is available to meet as needed Prepare a list of specific questions and concerns Email your list of questions and concerns to sunflowerfms@da.ks.gov requesting additional help sunflowerfms@da.ks.gov

65. 65 Readiness Assessment #3 Thank you for responding! 75 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

66. 66 Readiness Assessment #3 Agency Concern - Training Agency concerns noted: –Receiving all training needed by go-live –Balancing training with current workload –Timing of training Agency mitigation steps: –Complete Task ID 68, Role Mapping this will identify training required for each person –Plan in advance, can any agency work be completed in advance or after go-live to allow for training –Evaluate if Service Center is an option –Evaluate which courses are required before go-live

67. 67 Readiness Assessment #3 Agency Concern – Workload Agency concerns noted: –Training during the Legislative Session –Go-live, year end close and training all at once –Limited staff Agency mitigation steps: –Plan in advance and prioritize; Document key functions and how shifts may need to occur to accommodate for Legislative or other competing tasks –Work with staff on vacation schedules in advance –Cross-train; Are there tasks that can temporarily shift at year end close or during training –Evaluate if Service Center is an option

68. 68 Readiness Assessment #3 Agency Concern – Functionality Agency concerns noted: –Changes to functionality –Ability to pay vendors timely –Lack of understanding of SMART functions Interfunds Agency mitigation steps: –Document your agencies As-Is and To-Be processes noting key functions and impacts –Plan in advance closing out FY2010, ensure existing payments are processed –Participate in Sunflower Project workshops, Change Agent Network meetings and Training

69. 69 Readiness Assessment Readiness Assessment was modified to simplify and improve the process, tips for completing your Readiness Assessment: –Select the status for each task from the drop-down list in the Agency Update column –Select a new status only if the reported status is incorrect or if the status cell is highlighted in red –Adhere to timelines. As we near go-live, completing tasks on time becomes more and more imperative We want to continue to improve this tool. Tell us both what you liked about this version, and what might be improved next time

70. 70 Readiness Assessment #4 - Task ID 86 Readiness Assessment will be sent out February 8th –Future Readiness Assessments are in: February 2010; April 2010; May 2010 and June 2010 Readiness Assessment #4 is due to your Agency Liaison by February 22nd

71. 71 December Finance Updates Refer to the December CAN#7 Presentation for updates on the following topics: State Surplus Budget Checking Budget Exceptions Interfund Contact, Task ID 266 P-Cards http://www.da.ks.gov/smart/Documents/CAN7_Presentation_2009-12-11.ppt

72. 72 Training Update

73. 73 Training Deployment General Timeline MonthActivity January, 2010Role Mapping Workshops (Task ID 68) February, 2010Sunflower Project prepares LMS (courses loaded, end users mapped) March, 2010Phase 1 Training – Level 1 and Level 2 WBT Released and Tracked (Task IDs 257 and 259) March, 2010Phase 2 Training – Enrollment in Level 3 WBT and ILT Training (Task IDs 88 and 89) April – June, 2010Phase 2 Training – Level 3 WBT and ILT Training Conducted (Task IDs 258, 101 and 102) July – November, 2010Follow-up Training As Needed

74. 74 Train-the-Trainer Kickoff – Task ID 267 Train-the-Trainer Kickoff is January 27 th –Topeka and Shawnee County Library, Marvin Auditorium 101C – 9 AM – 4 PM – Lunch on your own –Due to the interactive nature of this event, trainers and drivers must attend in person Web-based pre-requisites should be completed (Task ID 268) Trainers and Drivers will have a proposed schedule for April through June, 2010 At the Kickoff, “swaps” can be made to accommodate availability, as needed Pilot training schedule has already been e-mailed so trainers and drivers can plan ahead

75. 75 Training Update Pilot Training and Teach-Back Pilot training sessions are scheduled throughout February (Task ID 87) –Landon State Office Building, Topeka –Intended for both trainers and drivers Teach-Back sessions are scheduled throughout March (Task ID 94) –Landon State Office Building, Topeka –Intended for trainers –Drivers have the option to attend and “practice” navigation

76. 76 Priorities for Training Enrollment Priorities to Register for Training: –Trainers and Drivers: February 15 th –Agencies that volunteered trainers, drivers and labs (even if we did not use the lab): February 22 nd –All others: March 1 st If you miss the Role Mapping deadline you may not be able to take advantage of priority enrollment

77. 77 Training Update Logistics for Deployment 24 instructor-led courses 80% of sessions are in Topeka –10 training rooms; Monday-Friday every week 20% are offered outside Topeka –Chanute, Hays, Hutchinson, Kansas City, Larned, Lawrence, Wichita –Not all courses will be held in these cities –Need 10 users enrolled or session will be cancelled –Will consolidate sessions where needed

78. 78 Training Update Frequently Asked Questions Q: We are a small agency with only one SMART user. What happens if I miss a training session due to an unexpected emergency? A: If an opening exists in a later session, participants can reschedule. However, given the large number of people needing training there may not be open seats in later sessions. Training will continue after go-live, but access to SMART is only granted after training is complete. We recommend that agencies in this situation prioritize training by the tasks they conduct most frequently. The Service Center should be considered for lower frequency tasks until the agency is able to complete the entire training series required for the roles they have chosen.

79. 79 Training Update Frequently Asked Questions Q: Will employees who are not mapped to a role in SMART or who are mapped to a view only role be able to attend Instructor Led Training? A: Due to the predicted number of employees mapped to data entry roles in SMART, we must limit instructor led training to employees with data entry roles. We will have definite training numbers once the role-mapping tasks are completed. At that time, we will reassess the impact of adding additional participants to instructor led training sessions.

80. 80 Training Update Website Development Underway! Resources will be available on the SMART website for those not attending Instructor Led Training. This will include links to: Simulations Job Aids Business Process Flows Participant Guides (ILT only) Activity Guides (ILT only)

81. 81 Thank you! Thank you!! We have filled the critical gaps for trainers We still need drivers for most courses, can you help? Please let me know TODAY!

82. 82 Training Contact Gina Vinyard Training Lead gina.vinyard@da.ks.gov 785-291-3257

83. 83 Wrap Up

84. 84 Project Resources Sunflower Project website: http://www.da.ks.gov/smart/ http://www.da.ks.gov/smart/ Sunflower Project Email Address: sunflowerfms@da.ks.gov sunflowerfms@da.ks.gov Sunflower Project List-serv –Sunflower Infolist –Subscribe at http://www.da.ks.gov/smart/http://www.da.ks.gov/smart/ Sunflower Project Site: Sunflower Project, 915 SW Harrison, Room 1181, Topeka, Kansas 66612

85. 85 Project Resources (continued) Office Hours – –Subject Matter Experts available to all agencies –To schedule ‘Office Hours’ send request to the Sunflower Project Email Address: sunflowerfms@da.ks.gov sunflowerfms@da.ks.gov Frequently asked questions - SMART website –886 Questions and Answers –http://www.da.ks.gov/smart/http://www.da.ks.gov/smart/

86. 86 Questions and Answers The Question and Answer Document on the SMART Website has been reviewed. Some answers have been updated. The date last updated column will show as 1/13/10 if the answer was revised. Watch for new Questions and Answers, the document is typically re-published each week.

87. 87 Questions?

88. 88 Please Share Your Feedback Online evaluation form for Change Agent Network Meeting #8: http://www.surveymonkey.com/s/97M5PFR Registered participants will also receive a reminder containing this URL