March 24, 2010

Sunflower Project Monthly Conversion Meeting – March

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• Mock 3 assets conversion complete.

• Due to close proximity to the “dry run” assets conversion, files were only run for agencies that did not pass mock #2 and had a significant volume of errors in order to allow these agencies to have an extra opportunity for data clean-up prior to the dry run.

• Updated files are due today (3/24). Most corrected files have been received.

• If your agency did not receive mock 3 feedback, then your file was not included in this conversion cycle. All files will be run as part of the next conversion cycle, which is the dry run.

Mock 3 Assets Conversion Update

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• Invalid field values

Invalid Asset Subtypes Invalid Chartfields: Fund, Budget Unit, Department,

Program Code, Service Location, Agency Use Invalid Locations/Area IDs

• Leaving required fields blank

• Data is longer than the field’s length

Asset ManagementCommon Conversion Errors

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Correcting Errors • Asset Management Conversion Errors Job Aid

Posted on secure SMART website Explains cause of error and corrective action

Preventing Errors • Use lists of valid values posted on the secure SMART

website• Use Asset Management Submission Checklist before

submitting file Posted on secure SMART website Serves as checkpoint to ensure you have looked for and

corrected potential errors before submitting your conversion file

Asset ManagementCorrecting/Preventing Conversion Errors

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• For all assets, please verify that your file or listing:

Is not a transactional data download Does not include incremental payment lines Includes only assets that require safeguarding and are

currently in service Includes correctly labeled Subtypes Takes unit cost into consideration Excludes consumable items Provides a cost value for each asset Provides adequate and meaningful descriptions

Please verify these items prior to the submission of your conversion file for the “dress rehearsal” on 4/14.

Asset ManagementData Guidelines

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Examples of issues for all Asset Subtypes

Note: Each unique Interface ID in the conversion file will create an asset in SMART

Asset ManagementData Guidelines – Continued

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• For property assets, please verify that your file or listing:

Does not include normal maintenance repairs Reflects appropriate Subtypes Includes the cumulative cost for each asset, rather than

each separate payment

• Please verify these items prior to the submission of your conversion file for the “dress rehearsal” on 4/14.

Asset ManagementData Guidelines – Continued

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Examples of issues for property-related Asset Subtypes

Asset ManagementData Guidelines – Continued

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• Conversion activities are in process for the dry run, which will continue through 4/3.

• Agencies will be asked to validate conversion results for files they submit for the dry run conversion.• Customers/Projects/Purchasing Contracts/Pending Items:

Online Data Review at Sunflower Project Site• Assets:

• When conversion results are sent to agency, a report of converted data from SMART will be sent to agencies.

• Agencies need to review and certify that converted data was carried over correctly to SMART by submitting the Assets Conversion Validation Form by 4/4.

Dry Run

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• The Dress Rehearsal, which is the final conversion cycle, will occur between 4/8 and 5/7.

• File due dates for the Dress Rehearsal vary by conversion type:

• Agencies will be asked to validate conversion results for files they submit for the dress rehearsal conversion.

Dress Rehearsal

Conversion Type Dress Rehearsal File Due Date

Customers 4/9/10

Projects 4/9/10

Purchasing Contracts 4/14/10

Assets 4/14/10

Pending Items 4/29/10

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• File due dates for the final conversions vary by conversion type:

• Agencies will be asked to validate conversion results for files they submit for the cutover on the Conversion Dates listed above.

• Capital assets received between 6/16/10 and 6/30/10 will need to be entered in SMART online in July. Agencies should retain a log of their assets from this time period. The Asset Data Entry Template can be used for this.

Cutover

Conversion Type Cutover File Due Date Conversion Date

Customers Friday 6/4/10 Tuesday 6/8/10

Projects Friday 6/4/10 Wednesday 6/9/10

Purchasing Contracts

Friday 6/11/10 Monday 6/14/10

Assets Wednesday 6/16/10 Monday 6/21/10 – Sunday 6/27/10

Pending Items Friday 7/16/10 Monday 7/19/10

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• List of erroneous data lines occurring during cutover conversion will be provided to originating agency.

• For the data that “errored out” during the conversion, agencies will be responsible for entering the data online in SMART in July after the system is available.

• Agencies will be asked to manually enter capital assets that are not successfully loaded by 7/30/10.

Errors during Cutover Conversion

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• As deployment approaches, agencies should minimize changes to data wherever possible.

• If the conversion file that we currently have for you is your “final” file, let us know.

• When adding new data to files or updating existing data, be aware of values being used in fields where validation is required. If a value has not been used before in the file, double-check to ensure that it is in the list of valid values posted on the secure SMART website.

Tips for Updating Conversion Files After the Dress Rehearsal

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• Remove “inactive” data prior to submitting final conversion file. This includes the removal of retired assets, inactive customers, closed receivables, inactive projects, and expired purchasing contracts.

• When adding data to or removing data from conversion files for customers, pending items, or projects : Remember to update the counts in the control record (Row ID 000) of the file.

• When adding data to or removing data from assets conversion files: Remember to re-number the assets by updating the Interface ID and Interface Line Number fields.

Tips for Updating Conversion Files After the Dress Rehearsal – Cont.

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Online Entry Conversions: Projects, Customer Contracts, Grants

• Agencies will have access to enter this data online in SMART in June prior to the system’s go-live.

• Agencies that expressed the need to enter this data via Task 215 will be invited to attend a facilitated session on-site at the Sunflower Project between 6/14/10 and 6/18/10.

• Registration for the sessions is required. Invitations will be distributed.

• Agencies participating in the HCM Time & Labor module must enter their projects in SMART during this time period.

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Online Entry Conversions: Projects, Customer Contracts, Grants

• Agencies will need to identify the users that will be performing the entry during this time so that they can be given special early security access to SMART.

• Data entry spreadsheets will be distributed in advance that agencies can use to prepare their data.

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• Prior to attending the sessions, agencies should prepare their data in the data entry spreadsheet. Also, the people performing the data entry should attend the related training courses:• GN101: Introduction to SMART (Prerequisite)• PC160: Introduction to Projects/Grants (Prerequisite)• GN201: Introduction to Navigating in SMART (Prerequisite)• RP202: Introduction to Reporting in SMART (Prerequisite) • PC360: Managing Projects• PC361: Managing Customer Contracts• PC362: Managing Grants

• Important Note: Project ID and Activity ID cannot contain special characters (such as ‘,’, ‘%’, ‘#’) or spaces.

Online Entry Conversions: Projects, Customer Contracts, Grants – Cont.

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Online Entry Conversions: Customers, Open Receivables, Supplier Contracts

• Data will be entered in SMART in July after the system’s go-live. Agencies will perform the data entry from their offices.

• Agencies that expressed the need to enter these data types via Task 215 will receive a data entry spreadsheet that they can use to prepare their data.

• Agencies will need to identify the users that will be performing the entry in order to ensure they are aligned to the correct roles in SMART. This will ensure they receive the right system access and attend the right training courses.

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Online Entry Conversions: Customers, Open Receivables, Supplier Contracts

• Users performing the data entry for customers/pending items must attend the necessary training courses in order to gain system access:• GN101: Introduction to SMART (Prerequisite)• AR150: Introduction to AR and Billing (Prerequisite)• GN201: Introduction to Navigating in SMART (Prerequisite)• RP202: Introduction to Reporting in SMART (Prerequisite)• AR350: Maintaining Customers• AR351: Creating and Maintaining Receivables

• Users performing the data entry for supplier contracts must attend the necessary training courses in order to gain system access:• GN101: Introduction to SMART (Prerequisite)• PO120: Introduction to Purchasing (Prerequisite)• GN201: Introduction to Navigating in SMART (Prerequisite)• RP202: Introduction to Reporting in SMART (Prerequisite)• PO325: Entering Supplier Contracts

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• Leased assets should be excluded from your assets conversion file.

• Agencies will be asked to enter leased assets online in SMART by 7/30/10.

• Agencies will need to identify the users that will be performing the entry in order to ensure they are aligned to the correct roles in SMART. This will ensure they receive the right system access and attend the right training courses:• GN101: Introduction to SMART (Prerequisite)• AM140: Introduction to Asset Management (Prerequisite)• GN201: Introduction to Navigating in SMART (Prerequisite)• AM340: Entering and Maintaining Assets

Leased Assets

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• What should I be right doing now if I need to enter data online in SMART?

• Identify the resources that will enter your data online

• Ensure they were signed up for the correct roles/training

Online Entry Conversions

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Future Monthly Conversion Meetings

Date Time Location

April 21 2:00 – 3:00 LSOB Room 106

May 19 2:00 – 3:00 LSOB Room 106

June 17 9:00 – 10:00 LSOB Room 106

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Conversion Support

•Email SunflowerFMS@da.ks.gov with questions. Include ‘Conversion’ in the Subject line of all emails.

• Schedule Office Hours with the SMART Conversion Team. Email SunflowerFMS@da.ks.gov to schedule an

appointment.

•Attend Monthly Conversion Meetings.

• Visit secure SMART website to obtain conversion materials: http://www.da.ks.gov/smart/

• Refer to Q&A’s from this meeting on the SMART website. Click on ‘Questions & Answers’ on the home page