1. Steering Committee Meeting Sunflower Project Statewide Financial Management System Update October 9, 2009

2. 2 Today’s Topics Project status and activities – Kent JCIT, KITO and IV&V – Peggy Change control – Peggy Measuring Progress – Gary Agency Interactions – Gary System Testing Overview – Gary Executive Dashboards – Gary

3. 3 Project Timeline August September October November December January February March Configure System, Develop Mods Develop Reports, Build and Test Interfaces, Run Data Conversions Begin System Testing Agency Role Mapping Build Phase Test Phase Business Process Workshops Interface Testing Begin User Acceptance Testing Begin Training

4. 4 Completing: load configuration values for agencies data conversion for vendors and encumbrances security role definitions functional designs for modifications Cycles 7-10 test conditions and scripts Continuing: functional designs for reports formulating cutover plan support for training development and BPWs Project Status & Activities – Finance Team

5. 5 Completed all 18 business process workshops with agencies Continuing to develop training materials Continuing to recruit trainers, facilitators and facilities Evaluating help desk software and developing support processes Holding monthly Change Agent Network meetings Publishing monthly newsletters Project Status & Activities – Enterprise Readiness Team

6. 6 Developing technical designs and coding mods Developing remaining interfaces Developing technical designs and coding reports Building and maintaining environments Implementing data warehouse including security based on requirements provided by functional team and agencies Beginning work on disaster recovery plan Development resources being added to State and Accenture teams due to volume of work and productivity indicators Project Status & Activities – Tech Team

7. 7 A&R/DISC performing SHARP modifications – approximately 50% complete with Phase 2 Division of Budget finalizing contract with IBARS vendor to design modifications to support new chart of accounts; will load 2011 appropriation budgets into SMART from IBARS when finalized in May Developing analysis of options for SHARP performance testing Use KDOT’s LoadRunner software Proposal from Oracle consulting – software and services Proposal from Accenture – software and services Manual simulation Project Status & Activities – Central Systems

8. 8 Continue holding monthly forums to address issues and communicate with agencies for interfaces and conversions Continue to review project plans to assess agencies’ progress and communicate identification of problems Enrollment complete for Washburn for basic accounting course for agency personnel (211 enrolled representing over 60 agencies) Data Warehouse Advisory Group 3 rd meeting – discussed management dashboards Executing agency reporting strategy Developing requirements for identifying and securing sensitive data in DW Determining the funding mechanism to support the services provided by the Shared Service Center Project Status & Activities – Miscellaneous

9. 9 Universities not fully utilizing SMART Never in scope of this Project Have their own financial management systems to meet their unique needs and linked to their Student Information Systems Agency systems being de-commissioned Overall number of agency systems being decommissioned remains at approximately 60 List provided to JCIT in October 2008 listed several minor differences from the current list System modifications 49 of 1,800 requirements resulted in mods (less than 3%) Many potential mods avoided through business process changes and work-arounds Project Status & Activities – JCIT Concerns

10. 10 KITO Metrics: Project StatusKITO Compliance Deliverables9 of 10> 90% Task Completion Rate100%> 90% Cost100% (no adjustments) > 90% Schedule100% (no adjustments) > 90% Fourth IV&V project review & site visit begins next week Project Status & Activities – KITO and IV&V

11. 11 Change orders approved since last Steering Committee meeting Change Control No change requests over $50K since last meeting Credits of $80K for change orders since last meeting

12. 12 Change Control – Remaining Balance Balance of hours for customizations (including all customizations discussed today) Total Accenture hrs used = 16,368 (16,407 July) Total available contract hrs = 19,130 % Used = 86% (86% last month) % Remaining = 14% (2,678 hours)

13. 13 Measuring Progress Accenture’s Tech Team continuing to work mandatory OT Accenture adding two additional developers State adding two additional developers No impact on key milestones or the “go-live” date Scope Element 09/11 Status 10/09 StatusDetailed Status/Corrective Actions Test Scripts Cycles 5 and 6 Green Configuration Data Entry YellowGreen Finance Team is approximately almost complete (95%). Will have configurations in Test environment by target date of 10/15 Functional Design Reports Yellow Finance Team re-engaging on report designs after completing mod designs and loading configuration values into Test environment. Report design and development will be an on-going challenge. Functional Design Modifications GreenComplete Finance Team has been focusing on designs for mods for past 1.5 months and work is nearing completion. Tech Design Modifications Not reported last month Yellow Tech Team is 75% complete vs. 88% planned. 37 of 65 designs signed off; 14 in design; 13 in review; 1 not started. Modifications Build Not reported last month Red Team is meeting schedule; however, work started late waiting for functional designs from Finance Team. Several mods may not be ready at the beginning of the testing Cycle but will be ready prior to the end of the Cycle. Interface Build YellowRed Four interfaces assigned to the State completed or will complete late – minor impact on agency interface testing. Additional resources have been committed as a corrective action. Data Conversion Yellow Tech Team is approximately 75% complete vs. 100% planned. Five of nine conversion programs have been completed; two in development; two in review. Business Process Workshops Green Training Phase 2 Green

14. 14 Meetings held with agencies: Department of Revenue SRS & State Hospitals Wildlife and Parks Corrections and KCI KPERS Historical Society DISC others Called over 25 agencies to request asset conversion files Agency Interactions

15. 15 Upcoming Agency Events October 10/12 – Business Process Workshops for G/L 10/14 – Business Process Workshop for Deposits and Interfunds 10/13 – Monthly Interface Technical Meeting 10/19, 22, 26 – Workshops for Imprest and Petty Cash (Docking Auditorium) 10/21 – Monthly Conversion Technical Meeting 10/28 – Change Agent Network Meeting #6 November/December TBD – Workflow Workshops

16. 16 Interface and Conversion Timelines 2009 Jul/Aug/SepOct/Nov/DecJan/Feb/March Online Data Entry Preparations Agency Conversion Data Cleansing Interface Testing Cycles Conversion Assembly Test Extract Conversion Data Mock Conversion Testing (Mock 1, 2, 3) Connectivity Testing Agency Interface/System Modifications Conversion Build and Unit Test 2010

17. 17 Agency Interface Testing – All Stages (Except Stages 4 & 6) Agency Systems 10/26 – 11/25 INF03 – Payment Info INF19 – Module Transactions INF29 – Deposits SHARP SMART 10/05 – 11/18 INF02 – Voucher Load INF04 – Vendor Upload INF06 – Journals INF25 – Invoices INF26 – Customers INF28 – Pending Items INF35 – Speedcharts INF44 - Deposits 09/01 – 10/02 INF01 – Vendors INF15 - Chartfields DISC Mainframe 11/15 – 01/15 INF41– Time and Labor Setup Data INF42 – Time and Labor Transactions INF46 – Time and Labor Task Profiles INF51 – Workers’ Comp

18. 18 Test Sequence & Schedule Test StageStart 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 Test7/1/0910/23/09 Assembly Test11/3/0911/30/09 * Conversion Test 10/30/094/16/10 System Test11/2/094/16/10 * Interface Test9/1/092/1/10 Performance Test 11/2/094/16/10 * User Acceptance Test 1/1/104/30/10 Disaster Recovery Test 2/1/104/16/10 Operational Readiness Test 4/1/106/11/10 Functional Team Dev. Team Interface Team Conversion Team Technical Team All Teams * - Indicates a test stage that requires agency participation

19. 19 Testing Phases Build PhaseTest PhaseDeploy Phase

20. 20 System Test Cycles Ten testing cycles of increasing complexity. Test conditions and test scripts for each cycle CycleDescriptionCycleDescription 0Configuration5Complex End to End Processing w/ Converted Data 1Simple End to End Processing6Security 2Complex End to End Processing7Cross Functional Integration 3Conversion8Reporting 4Simple End to End Processing w/ Converted Data 9Exception Processing

21. 21 System Testing Overview Infrastructure: Testing lab set-up with 30 testing stations, whiteboards, etc. Most testing will be conducted in the lab to avoid distractions Phire software used to log/route defects and generate reports Personnel from SRS and STO will participate in early Cycle testing Cycle 0 – Configuration – early-November thru mid-November Basic test of configurations (prerequisite to Cycle 1) Cycle 1 – Simple end-to-end processing – mid-November thru late-December Cycle 2 – Complex end-to-end processing – mid-December thru mid-February

22. 22 System Testing Overview Cycle 1 – Simple end-to-end processing – mid-November thru late-December 127 scripts Example: Accounts Payable: Paying a voucher 21 steps

23. 23 System Testing Overview Cycle 2 – Complex end-to-end processing – mid-December thru mid-February 83 scripts Script # and Name02.AR.06.01Budget Check Deposits Cycle # and Name:2Complex End to End Processing Business Process:Deposit and Cash Applications Script Execution Dependencies:None Scripted By:Muriah Baker To Be Executed By:TBD Executer Roles:Deposit Processor, AR Administrator, Approver-Treasurer, Batch Processor, Approver - A&R Test Script Description (optional): Step # Step Description (Provide Menu Path to PS Panels, Reports, Processes) (Add Test Condition-specific instructions as necessary) Input Data (Actual values or x-ref to data input sheets) Expected Results (Data-specific expected results or x-ref to expected results file & calculation) Comments (Notes to consider during script execution) Test Condition # Status (OK or Defect ID) Pass 1 Pass 2 Pass 3 1Login to SMART as Deposit Processor.*Username: *Password: Access granted to SMART; default PeopleSoft page is displayed. 2Enter a Regular Deposit-Journal Direct. Navigate to: Accounts Receivable>Payments>Online Payments>Regular Deposits The Find an Existing Value page is displayed. 3Select the Add a New Value tab; verify/enter Deposit Unit, Deposit ID, and click the 'Add' button. *Deposit Unit: Tester's BU *Deposit ID: NEXT Group Control page is displayed with current date defaulted in Acctg Date 4Enter the Deposit information on the Deposit Entry page. Select Journal Direct *Deposit Type: M *Control Amount: $53.85 *Count: 1 Information is entered on the Deposit Entry page without error. 5Click on the Payments tab and enter the payment information. Check the box next to the Journal Directly field. Click 'Save' button *Payment ID: 02AR0601 *Amount: $53.85 *Payment Method: Cash *Journal Directly: Checked Information is entered and saved on the Payments page without error. Note the following field values Deposit ID_________________ 6Click the 'Add' button at the bottom of the page. Add a new value page is displayed. 7Enter 'Deposit Unit' and 'Deposit ID'; click 'Add'.*Deposit Unit: Testers BU *Deposit ID: NEXT Deposit totals page is displayed. Accounting Date, Bank Code, Bank Account, Control Currency, Format Currency, Rate Type, Exchange Rate, Received Date, Entered Date and Assigned all default with values. 8Enter Deposit Unit, Deposit ID, and click the 'Add' button.*Deposit Unit: Tester's BU *Deposit ID: NEXT Group Control page is displayed with current date defaulted in Acctg Date 9Enter the Deposit information on the Deposit Entry page. Select Journal Direct *Deposit Type: M *Control Amount: $67.00 *Count: 1 Information is entered on the Deposit Entry page without error. 10Click on the Payments tab and enter the payment information. Check the box next to the Journal Directly field. Click 'Save' button *Payment ID: 02AR0602 *Amount: $67.00 *Payment Method: Cash *Journal Directly: Checked Information is entered and saved on the Payments page without error. Note the following field values Deposit ID_________________ 11Click the 'Add' button at the bottom of the page. Add a new value page is displayed. 12Enter 'Deposit Unit' and 'Deposit ID'; click 'Add'.*Deposit Unit: Testers BU *Deposit ID: NEXT Deposit totals page is displayed. Accounting Date, Bank Code, Bank Account, Control Currency, Format Currency, Rate Type, Exchange Rate, Received Date, Entered Date and Assigned all default with values. 13Enter 'Deposit Type'.*Deposit Type: ADeposit type is displayed. 14Under 'Control Totals' enter the following information:*Control Total Amount: 0.00 *Control Count: 2 Amount and count are displayed. 15Select the 'Payments' tab. Payments page is displayed. Accounting Date defaults from the Totals page. 16Under 'Payment Information', enter 'Payment ID', 'Amount' and 'Payment Method' *Payment ID: 0111 *Amount: 1500.00 *Payment Method: Cash Values entered are displayed.Note Payment ID: ______________ 17Check the 'Journal Direct' box.*Journal Direct: CheckedBox is checked. 18Select the blue 'Plus' button under 'Payment Information' to add another row. Blank payment page is displayed. Example: Accounts Receivable: Budget checking a deposit 149 steps

24. 24 Status Updates – Agency Reporting Strategy - Pilot Agency Reporting Strategy was piloted with three agencies (SRS, KDOR, DOL) prior to rolling out to approximately 80 agencies Feedback from the pilot Clarify some of the headings on the template More detailed descriptions or sample reports needed to determine gaps

25. 25 Executive Dashboards Each member of the Data Warehouse Advisory Group (DWAG) tasked to develop prototype executive dashboards Multi-step process: –1 st DWAG meeting – discussed purpose of dashboards and best practices and provided background material –2 nd meeting DWAG members presented 1 st version of dashboards and gained “hands on” experience with the DW and dashboards –3 rd meeting DWAG members presented sample dashboards based on knowledge of DW and tools and ideas from other DWAG members –4 th meeting DWAG members will build HR/Payroll dashboard components for future use –5 th meeting DWAG members will review training material –6 th meeting DWAG members will build Financials dashboard components Goal is to develop sample dashboards and dashboard components to give agencies a “jump start” in developing their own dashboards

26. 26 Executive Dashboards Sample Dashboard developed by Nancy Ruoff for Marilyn Jacobson (DoA)

27. 27 Questions and Answers? For additional information on the project, please see the project website: http://da.ks.gov/smart

28. 28 Authority for Change Requests Change Request AuthorityCost ImpactScope ImpactImpact on PS Code Base Schedule ImpactAgency ImpactLaw, Reg, Policy Impact Level 1 Executive SponsorsTBD Any change affecting the “Go-live” date TBDAny changes affecting laws, regulations or other non-A&R policies Level 2 Steering CommitteeChanges over $50K “Significant” impact on project scope (+/-) TBDRecommends 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