ASTRA Update

Sunflower ProjectStatewide Management, Accounting and Reporting Tool (SMART)

May 14, 2009

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Agenda

• Project Status and Activities

• Project Decisions

• Upcoming Events, Activities and Reminders

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Project Timeline

Plan & Analyze

Oct ‘08—Dec ’08

Design 

Jan ‘09—Apr ’09

Build 

May ‘09—Oct ’09

Test & Deploy

Nov ‘09—Jun ’10

Support 

Jul ‘10—On

· Host Project Kickoff · Launch Website· Identify Agency

Contacts· Conduct Conference

Room Pilots· Publish Project Charter· Complete Agency

Skills Assessment· Launch Project

Newsletter

· Conduct Agency Introduction Meetings

· Launch Change Agent Network

· Conduct Configuration Workshops

· · Distribute Initial Agency Readiness Assessment

· Design Agency Interface

· Create Agency Conversion Strategy

· Design Training Curriculum

· Conduct Change Agent Meetings

· Conduct Business Process Workshops

· Conduct Configuration Workshops

· Distribute Agency Readiness Assessments

· Modify System · Adjust Agency

Interfaces· Clean Up Data· Build Data Conversion

Processes· Build Training

Curriculum

· Conduct Change Agent Meetings

· Pilot Training Curriculum

· Conduct Train-the-Trainer Programs

· Train End-Users· Distribute Agency

Readiness Assessments

· Plan Cutover· Test Agency Interfaces· Test and Load Data for

Conversion· Reconcile Data· Establish Help Desk· Perform User

Acceptance Testing· Validate System· Cutover to New

System: July 1, 2010

· Support Production· Respond to Agency

Feedback· Decommission

Redundant Agency Systems

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Project Status & Activities

• Data conversion workshops held on May 5th:• Approx 150 attendees• Provided overview of conversion process• Discussed data conversion strategies and considerations

such as on-line vs. automated• Reviewed agency and project responsibilities and timeline

• Data Warehouse Advisory Group• Held 1st meeting• Engaged group with lots of good ideas• Homework assigned – prototype a management dashboard

for CFO or other high-level manager• Hands-on workshop in late June using data warehouse and

query/reporting tools and dashboards

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• Agencies will use a combination of either a Purchase Order (PO) or General/Ledger (GL) to encumber funds at year end

• If the vendor is known create a Purchase Order in SMART

• If the vendor is not known, i.e. “blanket” encumbrance use a G/L encumbrance

• G/L encumbrances must be manually converted to a Purchase Order on-line in SMART to establish a PO encumbrance (normally a fiscal person)

• Then the INF02 interface (voucher load containing the PO#) can be processed to liquidate the encumbrance

Project Decisions - Encumbrances

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• Agencies are encouraged to use the best practice of allowing SMART to auto-number transactions.

or

• Agencies may choose to “smart” numbering to avoid major changes to systems and change management issues

Project Decisions – Auto-Numbering

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• Solution will use Accounts Receivable and Accounts Payable modules and associated interfaces (INF02 and INF44)

• Interagency receivables and payables are recorded on the books• Selling agency enters a deposit in Accounts Receivable (AR)• Buying agency enters and pays the voucher in Accounts Payable

(AP)

• SMART will be modified to match the paired transactions so that an agency can view both sides of the transaction

• Each agency controls the entry and approvals of its side of the entry

• Agency-to-agency notifications via workflow or email

• Each agency can view both sides of the entry

• No identified changes expected to INF02 and INF44 to support interfunds

Project Decisions – Interfund

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•Year End Concurrent Processing

•Cutover Strategy

Project Activities – Pending Decisions

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Upcoming Events & Activities

• Change Agent Network Meeting #3 on May 20, 2009 from 9:00 to 11:00 a.m. at Topeka & Shawnee County Public Library Marvin Auditorium – Invitations sent May 6, 2009

• Testing Overview• Training Update• Project Decisions – Including detail on new Chart

of Accounts structure• Shared Services Center• SMART Demo

• Publish 3rd edition of the Sunflower Project Newsletter – mid-June 2009

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Configuration Workshops are being conducted to help agencies complete more complex configuration activities

•Program and Department ID ChartFields Configuration Workshop

•June 1 – 4 and June 15 – 18 •(attend one 2 hour session)

•Refer to invitation sent 5/7/09

•Project Setup Configuration Workshop•June 2 – 4, June 9 – 11, and June 16 – 18

•(attend one 2 hour session)•Refer to invitation sent 5/7/09

Upcoming Events & Activities

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Roles and ResponsibilitiesAgency Contacts

• Advocate the Sunflower Project and communicate information throughout all levels of your agency – forward emails, etc.

• Attend project presentations, workshops, training, etc

• Proactively follow up with Agency Readiness Liaisons as needed for clarifications and to bridge knowledge and communication gaps

• Work through items on the Agency Task List. Adhering to project quality standards and timeline

• Assess and communicate Agency’s readiness for the transition to SMART

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Project Resources

• Sunflower Project website: http://www.da.ks.gov/smart/

• Sunflower Project Email Address: sunflowerfms@da.ks.gov

• Sunflower Project List-serv– Sunflower Infolist– Subscribe at http://www.da.ks.gov/smart/

• Sunflower Project Site: Sunflower Project, 915 SW Harrison, Room 1181, Topeka, Kansas  66612

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Questions

For additional information on the project, please seethe project website:

Email: sunflowerfms@da.ks.gov

http://www.da.ks.gov/smart