1. Sunflower Project Interfaces March 25, 2009

2. 2 Copyright © 2009 Accenture All Rights Reserved. Welcome

3. 3 Copyright © 2009 Accenture All Rights Reserved. Welcome & Introductions Dean Arzoian – SMART Technical Team Manager Bruce Myers – SMART Technical Team Manager, Accenture Ed Payne – SMART Interface and Data Conversion Coordinator Kurt Meisner – SMART Interfaces Lead, Accenture Nate Hill – SMART Data Conversion Coordinator, Accenture

4. 4 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Agenda SMART Interfacing Approach and Standards SMART System and Interfaces Overview Key Interface Activities & Timeline Agency and Sunflower Project Responsibilities Support, Contact Information and References

5. 5 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Interfacing Approach and Standards Standard interface layouts will be used for each entry and exit point in SMART Reason for Formatting Standards SMART is the key central administrative financial system SMART has many interfaces to other systems Allows for easier maintenance of system Standard Interface Layouts

6. 6 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Interfacing Approach and Standards Interface Architecture: The DISC mainframe will be used for the transfer of files between agencies and SMART The Architecture will use agency specific directories similar to what is in place today CoreFTP is the standard secure FTP client for the State

7. 7 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Interfacing Approach and Standards Interface File Format Standard interface file is ASCII fixed width File standards will include specific row types, including: Control Total Row – contains file information, such as originating agency, control totals, etc Detail rows - contains transaction level data, with data hierarchy as necessary e.g. main customer record and multiple customer address records File justification standards: Numeric fields are right justified and padded with spaces Signed numeric fields will have a negative indicator if the value is negative and no indicator if the value is positive Character fields are left justified and padded with spaces

8. 8 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Interfacing Approach and Standards Interface Log and Error Files Interface log files, and error files as necessary, will be produced for each run of an interface and made available through the DISC mainframe Standard log/error file format is ASCII Log files will provide a summary of the processing results Error files will provide information on errors encountered during processing, including error messages and rows of data in error

9. 9 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Interfacing Approach and Standards Mapping to SMART Interface File Layouts for each interface are available on the CD. Agencies are responsible for mapping their systems to the SMART file format

10. 10 STARS vs. SMART Chart of Accounts Sample Chart of Account Mapping *SMART Fund, Account, Budget Unit and Program (shaded boxes) have direct mappings from legacy chartfields ** Each agency will complete a mapping exercise to the new SMART COA from its legacy COA

11. 11 Chart of Accounts Major changes: Organizational structure – Agency (3) - Division (2) in STARS to Department ID (10) Transaction codes – no longer used Index codes – no longer used Agency use (13) in STARS to Chartfield #1 (10) in SMART Object codes (4) in STARS to Account (6) in SMART Project/Grant (new) Location (new)

12. 12 Progress on Preliminary Chart of Accounts Changes to Object codes (aka Accounts in PS) 6-digit object code with the 1 st character a GL account, characters 2-5 the current object code and a 6 th character for expansion – impacts many agency systems Eliminate BPC specific Codes (xxx8) Eliminate the agency specific designations, for example, 4070 Road and Highway Machinery and Equipment (Agencies 276, 710) Eliminate codes based on dollar amounts (non-inventory and inventory) Eliminate codes no longer used Adding codes to further define “other” categories, such as 2790

13. 13 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Agenda SMART Interfacing Approach and Standards SMART System and Interfaces Overview Key Interface Activities & Timeline Agency and Sunflower Project Responsibilities Support, Contact Information and References

14. 14 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART System and Interfaces Overview SMART – PeopleSoft Financials 9.0

15. 15 Interface Terminology Translations (examples) STARSSMART IN – VouchersVoucher Load (INF02) VT – Vendor File UpdateVendor Update (INF04) 951 Daily Transactions Expenditure Reconciliation (INF13) VE – Vendor FileVendor Download (INF01) Daily outbound extract of expenditure and revenue ledger data for specific agency departments Daily inbound voucher load to generate payment vouchers Daily inbound vendor file to update vendor information in SMART Daily outbound extract of vendor information used for voucher processing

16. 16 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART System and Interfaces Overview General Ledger – State Agency and Regent Interfaces DA175 (INF06) Biweekly inbound load of payroll expenditures to create general ledger transaction in Peoplesoft for regents clearing funds Expenditure Reconciliation (INF13) Daily outbound extract of expenditure and revenue ledger data for specific agency departments Chartfield Extract (INF15) Daily outbound extract for agencies and regents systems to refresh their general ledger chartfields used for voucher processing

17. 17 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART System and Interfaces Overview General Ledger – Central Agency/Point to Point Interfaces GL Encumbrance(INF12) Annual download of encumbrance data Module Transaction (INF19) Daily outbound download of accounting transactions from various modules of the Peoplesoft system Appropriation Budget (INF23) Yearly inbound load of appropriation budget journal data Budget Roll Forward(INF30) Annual outbound extract of budgetary actuals (prior budget year expenditures plus prior budget year outstanding encumbrances) and revenues

18. 18 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART System and Interfaces Overview Accounts Payable – State Agency and Regent Interfaces Vendor Download (INF01) Daily outbound extract of vendor information used for voucher processing. Voucher Load(INF02) Daily inbound voucher load to generate payment vouchers. Payment Information (INF03) Daily outbound payment information for warrants generated in SMART Vendor Update(INF04) Daily inbound vendor file to update vendor information in SMART

19. 19 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART System and Interfaces Overview Accounts Payable – Central Agency/Point to Point Interfaces Redeemed Warrants (INF10) Daily inbound warrant file for warrants that have been redeemed. Warrants Issued (INF14) Daily outbound file of payment vouchers issued. Inbound Debtor File (INF32) Daily inbound load of vendors/individuals eligible for setoff. Outbound Voucher Extract (INF33) Daily outbound download of payment vouchers available for setoff. Setoff File (INF34) Daily inbound load of credit memos to offset payments affected by setoff.

20. 20 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART System and Interfaces Overview Accounts Receivable – State Agency and Regent Interfaces Customer Interface (INF26) Inbound load of new and updated customer information. Pending Items (INF28) Daily inbound receipt of receivables items from legacy billing sources. Outbound Deposit (INF29) Daily outbound extract of deposit information.

21. 21 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART System and Interfaces Overview Purchasing – Central Agency/Point to Point Interfaces Purchase Order Output (INF18) Daily outbound interface of newly dispatched purchase order transactions used for receiving and analysis.

22. 22 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART System and Interfaces Overview Project Costing – Central Agency/Point to Point Interfaces Project Update (INF22) Daily inbound file to update project-related information for project and activity chartfields.

23. 23 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART System and Interfaces Overview Billing – State Agency and Regent Interfaces Invoice (INF25) Daily inbound file of agency billing data for agencies retaining their legacy systems that want to maintain their information in SMART and print invoices from that information.

24. 24 Agenda SMART Interfacing Approach and Standards SMART System and Interfaces Overview Key Interface Activities & Timeline Agency and Sunflower Project Responsibilities Support, Contact Information and References Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART

25. 25 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Key Interface Activities & Timeline Sunflower Project Timeline

26. 26 Interface Timeline March April May June July Aug Sep Agencies provide interface test files for integration testing Full System Testing Begins in January ‘10 Data maps due from agencies Interface development complete for most agencies Provide interface stds/ file layouts to agencies 2 nd and 3 rd set of interface test files (dates TBD) 8-10 months for agencies to modify systems, develop interfaces and test interfaces

27. 27 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Key Interface Activities & Timeline Sunflower Project Timeline - Design Key Dates: SMARTInterfacing Agencies Provide interface standards Conduct interface meetings Complete design of SMART interfaces (functional design, business rules) Attend interface meetings and review SMART information Assess systems and confirm interfaces Identify system impacts Design system modifications Design SMART interfaces Data maps from agencies DateActivity/Milestone 3/18/2009SMART interface standards provided to agencies 6/15/2009Data maps due from agencies Key Activities & Responsibilities:

28. 28 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Key Interface Activities & Timeline File Layout: INF02 Voucher Upload SMARTLegacy System Mapping SMART Field Name Field Type Field Length First Position Last Position Key Field Required Field Cfg WUT#Valid Values/ Defaults Processing Rules DescriptionTable or File Name Field Name LengthField Description Field Format

29. 29 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Key Interface Activities & Timeline File Layout: INF02 Voucher Upload SMARTLegacy System Mapping SMART Field Name Field Type Field Length First Position Last Position Key Field Required Field Reg Voucher Required Field PO Voucher Cfg WUT # Valid Values/ Defaults Processing Rules DescriptionTable or File Name Field Name LengthField Description Field Format

30. 30 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Key Interface Activities & Timeline File Layout: INF02 Voucher Upload SMARTLegacy System Mapping SMART Field Name Field Type Field Length First Position Last Position Key Field Required Field Reg Voucher Required Field PO Voucher Cfg WUT # Valid Values/ Defaults Processing Rules DescriptionTable or File Name Field Name LengthField Description Field Format

31. 31 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Key Interface Activities & Timeline File Layout: INF02 Voucher Upload

32. 32 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Completing Data Maps Next Steps: Review interface layouts for planned interfaces and map systems to SMART Attend follow-up interface meetings and schedule office hours as necessary, or contact the SMART Interfaces team via email Complete data mapping for planned interfaces by June 15 th, 2009. Email files to SunflowerFMS@da.ks.gov. Include “[Agency]Interface Data Mapping” in subjectSunflowerFMS@da.ks.gov

33. 33 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Key Interface Activities & Timeline Design: Future Interfaces Meetings Date & TimeMeetingPurpose 4/21/2009, 9-11 AMAccounts Payables Interfaces INF01 Vendor Download INF02 Voucher Upload INF03 Outbound Payment INF04 Vendor File Update 4/21/2009, 1-3 PMGeneral Ledger Interfaces INF06 DA175 INF13 Expenditure Reconciliation INF15 Chartfield Extract 4/22/2009, 9-11 AMAR & Billing Interfaces INF25 Inbound Invoice INF26 Inbound Customer INF28 Pending Items INF29 Outbound Deposit By Appointment – contact Ed Payne Office HoursSmall group meetings to discuss interface questions and isssues.

34. 34 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Key Interface Activities & Timeline Sunflower Project Timeline - Build Key Dates: SMARTInterfacing Agencies Build and unit test interfaces Prepare test plans Assist agencies and conduct meetings as necessary Build and unit test SMART interfaces Build and unit test design system modifications DateActivity/Milestone 8/30/2009Planned build completion date for interfaces Key Activities & Responsibilities:

35. 35 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Key Interface Activities & Timeline Sunflower Project Timeline - Test Key Dates: SMARTInterfacing Agencies Execute System, Integration and User Acceptance Testing Test and provide feedback to agencies on interface testing Provide or process test files according to schedule and requirements Receive and review test results and resolve interface bugs DateActivity/Milestone 9/1/2009Agencies provide first test file to Sunflower Project for SMART integration testing Nov 2009 – TBDAgencies provide second test file for system testing Jan 2010 - TBDAgencies provide third test file for user acceptance testing Key Activities & Responsibilities:

36. 36 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Key Interface Activities & Timeline Test: Test Phases and Approach Interface testing will follow be executed in successive stages with evolving testing processes and criteria. Unit Test – validation of standalone interface programs by SMART and agency development teams Interface Test – validation of interface processes using files produced by agency systems and SMART System Test – validation of end-to-end business process including integration with other system User Acceptance Test – validation of the application meets business requirements and is executed by agency users and SMART team members simulating realistic business scenarios. August 2009 – Interface Testing Kick-off meeting to discuss detailed test plans and approach.

37. 37 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Key Interface Activities & Timeline Sunflower Project Timeline - Deploy Key Dates: SMARTInterfacing Agencies Create and communicate deployment plan Build-out SMART system and architecture Roll-out functionality to start users Build-out agency systems for SMART integration Perform cutover tasks Provide interface files according to processing schedule DateActivity/Milestone May - June 2010Build-out and roll-out activities July 1 st, 2010Cutover to SMART system. Key Activities & Responsibilities:

38. 38 Agenda SMART Interfacing Approach and Standards SMART System and Interfaces Overview Key Interface Activities & Timeline Agency and Sunflower Project Responsibilities Support, Contact Information and References Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART

39. 39 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Support, Contact Information & References Reference Material and Contact Information: Office Hours by appointment Website http://www.da.ks.gov/ar/fms/ Updates to interface information will be posted on website or distributed via email Email SunflowerFMS@da.ks.gov – include “Interfaces” in subjectSunflowerFMS@da.ks.gov ed.payne@da.ks.gov

40. 40 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Next Steps Next Steps: Review interface layouts for planned interfaces and map systems to SMART Attend follow-up interface meetings and schedule office hours as necessary, or contact interfaces team via email Complete data mapping for planned interfaces by June 15 th, 2009.

41. 41 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART Questions?