1 Sunflower Project Change Agent Network Meeting #13 June 7, 2010.

1

Sunflower ProjectChange Agent Network Meeting #13

June 7, 2010

22

Paul LaverySunflower Project

Implementation Manager; Accenture

Message Implementation Manager

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Meeting Agenda

WelcomeProject Status & Current EventsPolicy UpdatesSMART Cutover StrategyFinance Team UpdatesAgency Task List UpdateSMART SupportSHARP CutoverTraining UpdateWrap Up

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Welcome and Introductions

Presenters• Kent Olson, Project Director

• Peggy Hanna, Deputy Project Director and Cutover Lead

• Brett Bauer, General Ledger Lead

• Jennifer Dennon, Agency Readiness Lead

• Mary Vanatta, Help Desk Lead

• Connie Guerrero, Enterprise Readiness Team Manager

55

Housekeeping

• Bathrooms

• Please set cell phones and pagers to silent

• 10 minute break is planned

• Note cards for questions

66

Project Status & Current Events

77

Project Timeline

Deploy

Design

Build/Development

Test

Training

Analyze

Oct/Nov/Dec Jan/Feb/Mar Apr/May/Jun Jul/Aug/Sep Oct/Nov/Dec Jan/Feb/Mar Apr/May/Jun Jul/Aug/Sep

2008 2009

On-going System Support & Stabilization

2010

We are Here!

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Sunflower Project Current Events

• SMART goes live in 17 work days, or 3 weeks!

• Statewide completion of Agency Go-Live Readiness items is 32%

• All WBT courses are deployed

• ILT is approximately 56% complete

• ORT completed successfully on 5/28

• Security is being loaded for cutover

• Final conversions are in progress

• First Production interface (INF01) begins tonight

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SMART Transition Support Structure

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SMART Transition Support Structure

• The SMART Transition support structure is composed of four tiers who work cohesively on end-user support issues

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Transition Structure Functions Performed Help Desk (Tier 1)

• Provide end-user support – Document each incident

fully; detailed and informative

•Reset SMART passwords – via the phone

•Maintain security access to ServiceDesk

•Resolve high-level functional requests (navigation,

functionality, etc.)

•Escalate requests as needed to Tier 2 and Tier 3

•Create and maintain knowledge base

•Provide announcements and updates

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Transition Structure Functions Performed Finance Team (Tier 2)

•Provide end user application support – detailed level

functional support

•Work with end-users to analyze and resolve requests

escalated to Tier 1 and document in ServiceDesk

software

•Maintain system configuration

•Escalate requests as needed to Tier 3

•Assist in maintenance of knowledge base articles

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Transition Structure Functions Performed Technical Team (Tier 3)

•Provide end user application support – detailed level

technical support

•Analyze and resolve technical requests

•Support the data warehouse

•Support interfaces and integration

•Administer application and operating system security

•Administer and maintain the batch process

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Transition Structure Functions Performed SMART Service Center

•Perform shared service functions for member

agencies (accounts payable, accounts receivable,

general ledger, etc.)

•Perform centralized workflow approval functions

•Initiate requests as needed to Tier 1, Tier 2, or Tier

3

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Transition Structure Functions Performed Enterprise Readiness

•Manage communications

•Manage the SMART Website

•Deliver end-user training

•Administer and track course attendance and

evaluations

•Maintain data in training environment

•Collaborate with Help Desk Tier 1 to link knowledge

base articles with existing training materials

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Policy Updates

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Forms

• Forms associated with SMART will be published in a new page on the Accounts & Reports website– Links from the SMART website will direct you to this

new page

• Forms are generally submitted electronically by attaching them to a new incident in ServiceDesk (the SMART Help Desk software)

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Forms (continued)

Area # Name Purpose

AM AM_F001 InterUnit Asset Transfer Transfer asset to other BU

AM AM_F002 Asset Disposition Document disposal of assets to Surplus Property

GL GL_F003 SMART/SHaRP Chartfield Value Change Request – Department

Create or change Department ID values

AP AP_F004 Vendor Table Maintenance Change details of existing vendor

ER ER_F005 System Security Form Add or update security for SMART user

AM AM_F006 Location Code additions/updates Create or change Location Code values

GL TBD SMART New Fund and Budget Unit Request

Create or change Fund and/or Budget Unit values

GL TBD SMART New Program Request Create or change Program values

AP TBD SMART New AP Origin Code Create new AP origin

All TBD Agency Request Form Request change to SMART functionality or configuration

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Policy & Procedure Updates

• Implementation of 100% Direct Deposit for State of Kansas– Payroll (10-P-026)– Effective October 1, 2010, all payroll and travel & expense

reimbursements will be made via direct deposit– Info Circular 10-A-017 provides details regarding defaults for

expense payees in SMART

• Management of State P-Card and Travel Card Programs (10-A-015)– Effective June 14, 2010, management of P-Cards will be

transferred from A&R to the Division of Purchases

• Meal Expense Reimbursement (10-A-016)– Meal Expense Reimbursement for overnight travel– Change from quarterly to a per meal allowance

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Service Center

• 33 agencies participating in Service Center– 23 agencies – Full participation– 10 agencies – Participating in select modules

• Service Center Kick-off was held May 4, 2010– Additional meetings to discuss agency-specific details

are in progress

• Service Center will be located on the 11th Floor of the Docking State Office Building through Mid September– Future home will be the former Customer Service

location on the first floor of the Landon State Office Building

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Service Center (continued)

• Each participating agency has a designated Service Center Accountant– Participating agencies have access to the entire team of Service Center

Accountants as needed– Service Center Accountants coordinate with Division of Budget Analysts

• Each request requires documentation in writing– Method of submitting documentation will be standardized for each agency’s

finance operations– Copies will be held by the Service Center– By request, we are arranging to return originals to agencies

• Forms will be used on a limited basis to communicate information, such as control totals– Forms will be published later this month

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SMART Cutover Strategy

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Operational Readiness Test

• Thank you to all the agencies who participated in ORT!– This activity was a valuable step in preparing for go-live– Your participation was critical to the success of ORT

• We recognize that there were some bumps along our ORT path– Those bumps are to be expected – they are the reason

we have ORT in the first place– We are applying lessons learned to the cutover plan

and post go-live operations

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Operational Readiness Test – Lessons Learned

• In order to obtain correct vendor numbers and ChartFields, interfacing agencies MUST:– Clear out vendor files and reload a new INF01

• These vendors will have the final vendor number after the final conversion

– Clear out ChartFields and reload a new INF15

• These will be available on June 7th and June 8th

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Operational Readiness Test – Lessons Learned (continued)

• On the INF02, each voucher can have no more 5,000 rows/lines– Vouchers should be split to meet this requirement,

but will be rejoined for the payment

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• Each agency is responsible to ensure its transactions process completely– Interfaces and Excel uploads generate error

messages for certain types of issues

– Even if no error message is generated, often some online processing is required

– There are several potential fail points for different types of transactions• Job aids are in development to help users recognize and

avoid common problems

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• SMART only processes transactions containing valid ChartField values– Download INF15 (ChartField extract) and review

your agency’s valid values

– Update source systems and agency documentation as needed

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• ORT Lessons Learned Survey– Agencies who participated in ORT were asked to

respond to survey questions related to lessons learned

– We are compiling responses and will share additional lessons learned at the next CAN meeting

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Key Interface Dates

Interface Dates for agency-facing interfaces:

• June 7 – Begin daily execution of INF01 – Vendor Download (Task ID 307)– From June 5 to June 30, all new vendors will needed to be added by

Accounts and Reports in STARS. Starting July 1, agencies can add vendors in SMART.

• June 8 – Begin daily execution of INF15 – ChartField Extract

(Task ID 308)

• June 28 – Begin bi-weekly execution of INF42 – Time & Labor Interface

• July 1 – All other agency interfaces begin (Task ID 292)

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Complete Final Data Conversion

Task ID Data Activity Dates

302 Customers Final conversion files due 6/4

306 Projects Final conversion files due 6/4

305 Supplier Contracts(SRS only)

Final conversion files due 6/11

303 Assets Final conversion files due 6/16

288 * Projects, Grants, Contracts

Enter data into SMART (manual conversion)

6/14 to 6/18

304 Pending Items(DISC only)

Final conversion files due 7/16

* Agencies completing this task received invitations to participate in facilitated manual conversion sessions

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Validate Converted Data

Task ID Data Validation Method Dates

323 * Customers Attend data validation session 6/8

324 * Projects Attend data validation session 6/9 to 6/10

325 * Supplier Contracts (SRS only)

Attend data validation session 6/14

322 Assets Review validation report 6/23

326 * Pending Items Attend data validation session 7/19

* Agencies have received invitations to participate in facilitated conversion validation sessions at the Sunflower Project site

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Manual Entry of Leased Assets

• Leased assets must be entered in SMART by July 15

• Agencies who opted out of automated conversions may enter the data in SMART after go-live (this is optional). This applies to:– Customers– Pending items– Supplier contracts

• Excel templates have been distributed to agencies– Use templates to gather and prepare data so that it is ready

to enter after go-live– Templates are also published on the SMART website

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Conversion of Encumbrances and GL Balances

Conversion of encumbrances and beginning GL balances will occur the weekend of July 17:•Friday, July 16

– SMART closes at 2:00 PM to begin conversion programs

– No access until Monday morning

•Monday, July 19– Converted encumbrances must be updated in

SMART (affects 6 agencies)

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FY2011 Encumbrances FAQ

Q: I need to make payments to vendors during the first week of July. Has A&R established a process to enter FY2011 encumbrances before July 1?

A: No. FY2011 encumbrances can be established starting July 1 using the SMART Purchasing module. Agencies should work with their vendors to set expectations regarding the timing of payments. More information on the batch processing schedule (including budget check and pay cycle) will be provided at CAN14.

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Finance Team Updates

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General Ledger Topics

• What is a Ledger?• Commitment Control Ledgers• Budget Checking• Commitment Control Reporting

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What is a Ledger?

Commitment Control Ledgers

The General Ledger

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• Used in budget checking• Stores an agency’s budget• “Saves” transaction details if budget check is successful

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General Ledger:

• Known as the “Actuals” ledger• Records accounting entries from sub-modules• Official book of record for the State of Kansas

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Posting to CC Ledgers

SMART AP

SMART AR

SMART PO

BUDGET

CHECK


Accounting Entries

SHaRPPAYROLL

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Posting to the GL

General Ledger (Actuals)

Accounting Entries Journal

Generator

JournalEntries Journal

Post Process

Post Process

Voucher

AR Update

Pay Cycle

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Detail Ledgers:

Two types:• Expense• Revenue

Check out our suffixes!

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Expense Ledger Types

Ledger Type Suffix Purpose

Budget BUD

Stores the budget used in budget checking. The budget is set up at the beginning of the fiscal year and remains fairly static throughout (unless there are legislative actions that impact the budget)

Encumbrance ENC PO processing

Expense EXP Expense processing

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Appropriation Ledger Group

• Highest level of budget• Key chartfields include Department (All Agency rollup), Fund, Budget Unit, Account (All

Expenses rollup)• Interfaced from IBARS & centrally managed• Spending authority granted by the legislature• Will fail transactions for exceeding dollar limit or invalid Fund/Budget Unit combination

CC_APPROP(Appropriation)

CC_APR_BUD CC_APR_ENC CC_APR_EXP

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Cash Control Ledger Group

• Notice that there is no “ENC” encumbrance ledger

• Encumbrances do not impact the cash control budget• Cash budget is not associated with a calendar, thus eliminating the

need to transfer cash between fiscal years.

CC_CASH(Cash Control)

CC_CSH_BUD CC_CSH_EXP

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CC_CASH Formula

Beginning Cash Balance+ Revenue Collected – Expenses =

Available Cash Balance

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Agency Operating Ledger Group

• Track budget issues warnings for exceeding budget but allows transaction to pass

• Agency managed/entered through online budget journal entry and/or budget journal spreadsheet upload

CC_OPERATE(Agency Operating)

CC_OPR_BUD CC_OPR_ENC CC_OPR_EXP

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Agency Project Ledger Group

• Track budget issues warnings for exceeding budget but allows transaction to pass

• Agency managed/entered through online budget journal entry and/or budget journal spreadsheet upload

CC_PROJECT(Agency Project)

CC_PRJ_BUD CC_PRJ_ENC CC_PRJ_EXP

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Revenue Ledger Types

Ledger Type Suffix Purpose

Collected COL Cash has been deposited

Estimated EST Estimated revenue expected for the period

Recognized REC Revenue that has been recorded but not yet physically received as cash

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Budget Details Inquiry

• Narrow your search by entering as many parameters as is known/appropriate

• Don’t enter ChartFields that are not budget keys

• Do enter ChartFields at the correct budget translation

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Budget Details Inquiry

Corresponding Ledgers

CC_OPR_BUD

CC_OPR_EXP

CC_OPR_ENC

If there are budget exceptions, a link will appear here

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Accounting Periods

MONTH IN STATE’S FISCAL YEAR ASSOCIATED ACCOUNTING PERIOD

July 1

August 2

September 3

October 4

November 5

December 6

January 7

February 8

March 9

April 10

May 11

June 12

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Purchase Order: 1/1/10

PO1/1/10

A REQ is sourced to a PO and the transaction passes budget check. The budget date is inherited from the Req.

Entries are made to the appropriate Commitment Control ledgers. Because we are at the encumbrance level, the CC Ledgers impacted have a suffix of “ENC”


BUDGET

CHECK

Encumbrance Entries

The Budget Check process converts the “PO Date” on the PO to a Fiscal Year and Accounting Period

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Fields Updated in Ledger_KK Table

BUSINESS UNIT LEDGER ACCT DEPTID FUND PROGRAM

BUDGET UNIT

BUDGETPERIOD

FISCALYEAR

ACCOUNT-ING PERIOD

POSTED TOTAL AMT

62900 CC_OPR_ENC 53100 6291100000 1000 25100 0013 2010 2010 7 400

Date of PO (1/01/2010) converted to Fiscal Year and Accounting Period

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VOUCHER:

A voucher is created and the transaction passes budget check. The Budget Date is inherited from the PO.

Entries are made to the appropriate Commitment Control ledgers. Because we are at the expense level, the CC Ledgers impacted have a suffix of “EXP” and “ENC” (because the encumbrance has been relieved).


VOUCHER2/3/10

BUDGET

CHECK

Accounting Entries

The Budget Check process converts the Voucher Date to a Fiscal Year and Period.

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Fields Updated in Ledger_KK Table

BUSINESS UNIT LEDGER ACCT DEPTID FUND PROGRAM

BUDGET UNIT

BUDGETPERIOD

FISCALYEAR

ACCOUNT-ING PERIOD

POSTED TOTAL AMT

62900 CC_OPR_ENC 53100 6291100000 1000 25100 0013 2010 2010 7 0

62900 CC_OPR_EXP 53100 6291100000 1000 25100 0013 2010 2010 8 400

Date of PO (1/01/2010) converted to Fiscal Year and Accounting Period

5757

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

585858C

BreakPlease return in 10 minutes

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Agency Task List Update

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Agency Task List Updates

Posted to Sunflower Project website

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

AgencyTask ListUpdates

New Task List posted

6/3/2010

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June 2010

Agency Training TasksJune 2010

Ensure Agency Staff are Enrolled and Confirmed for Training Sessions – Task ID 89

Enroll Agency Staff in Level 3 WBT and ILT SMART Training – Task ID 88

Agency Staff Attend SMART Training – Task ID 101

Monitor Agency Staff Training Attendance – Task ID 102

Agency Staff Complete 100 and 200-Level WBT Training – Task ID 257

Agency Staff Complete 300 Level WBT Training – Task ID 258

Monitor Agency Staff Completion of WBT Training – Task ID 259

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June 2010

Agency TasksJune 2010

Communicate Process and Timeline to Receive SMART User ID and Password

– Task ID 298

Participate in Go-Live Readiness – Task ID 300

Prepare to begin using post go-live security procedures – Task ID 285, 294

Communicate Process for Escalating Incidents via Help Desk Contacts – Task ID 299

Confirm Appropriateness of Agency Contacts for Post Go-Live Activities – Task ID 318

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June 2010 July 2010

Agency TasksJune 2010 – July 2010

Enter converted Project data – Task ID 288

Send final data conversion files – Task ID 302-305

Validate converted data – Task ID 322-326

Updates to Conversion of Time Reporter

Data for Cutover – Task ID 301

Monthly Conversion Meeting 6/14/10 – Task ID 251

Enter assets into SMART – Task ID 327

Attend Stabilization Sessions– Task ID 119

Establish relationships between converted property assets – Task ID 328

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Agency Go-Live Readiness

• Thank you for your updates!

• We have received updates from over 70 agencies– 32% of the Agency Go-Live Readiness Checklist items are

complete Statewide– We review all responses and follow up with specific agencies

as needed– We also look at trends across agencies to identify areas

where many agencies need more support– Our goal is 100% readiness by June 30!

• Please continue your bi-weekly updates– As a reminder, we are asking all agencies to participate– Email [email protected] with any questions

6565

Agency Go-Live Readiness Checklists

Agency employees completing your agency's critical financial functions have completed their required training

Considerations•Review your agency’s training status and mark this item complete, if key staff are trained•If key staff are not yet trained, make sure they attend registered sessions. New seats in ILT sessions are limited

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Agency Go-Live Readiness Checklists (continued)

Agency has submitted updates to all applicable configuration tasks

Considerations•Configuration tasks are now closed – any updates would be considered after go-live•All agencies should be able to mark this item complete

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Agency has worked in legacy systems to resolve FY10 transactions, delete unneeded transactions, reconcile balances, and submit encumbrances - includes STARS, SOKI, and any other legacy systems from which transactions will be converted into SMART

Considerations•This refers to general data clean-up in preparation for cutover•Applies to most agencies, even if not participating in programmatic conversions•Mark complete is the clean-up is finished or a plan is in place

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Agency has a plan to address previously identified issues affecting the agency's readiness for go-live, and has escalated those issues to the Sunflower Project as appropriate

Considerations•We are working with several agencies to resolve open issues•If you have no open issues, please mark this item complete•If you do have open issues, ensure project staff are aware and are assisting if appropriate

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Agency has identified the relevant business process impacts and executed an action plan to reduce adverse affects

Considerations•Refers to any business process impacts noted by the agency, including impacts identified in your agency’s impact analysis (Task ID 30)•Mark complete if there is a plan in place to address the impact

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Agency SMART users understand how they will receive their SMART user IDs and passwords

Considerations•The process for distributing SMART user IDs and passwords will be discussed at CAN14•This item should not be marked complete yet

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If applicable, agency is prepared to process interfaces in production

Considerations•Applies only to interfacing agencies•All interfacing agencies should be able to mark this item complete•If there is a barrier to completing this item, notify the project

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Agency has prepared contingency plans in case agency systems are unable to process interfaces in production

Considerations•Applies only to interfacing agencies•Refers to any formal or informal plan maintained by your agency

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Final Change Agent Network Meeting!

Monday, June 21, 2010 from 1:00 PM to 4:00 PM

Held at the Topeka and Shawnee County Public Library, Marvin Auditorium 101ABC

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SMART / Data Warehouse Workstation Requirements

• One of the browser and operating system combinations listed below is required to use SMART and the Data Warehouse.

• Adobe Flash Player 10 is required to view online help

Operating System Certified Browsers

Windows XP (32-bit)

Firefox 3.5Firefox 3.0Internet Explorer 7Internet Explorer 8

Windows Vista (32-bit)

Firefox 3.5Firefox 3.0Internet Explorer 7Internet Explorer 8

Windows 7 (32-bit)Firefox 3.5Internet Explorer 8

Windows 7 (64-bit)Firefox 3.5Internet Explorer 8

SMART and the Data Warehouse do not have specific hardware requirements. Refer to the hardware requirements for the specific operating system and browser.

SMART and the Data Warehouse do not have specific hardware requirements. Refer to the hardware requirements for the specific operating system and browser.

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SMART / Data Warehouse Workstation Requirements

The following software is required only for users performing specific tasks.

Task Additional SoftwareViewing reports in SMART Adobe Acrobat Reader 9Downloading reports from the Data Warehouse Adobe Acrobat Reader 9

or Excel 2003 or Excel 2007AP Voucher Spreadsheet Upload Excel 2003 or 2007AR Deposit Spreadsheet Upload Excel 2003 or 2007GL Budget Journal Spreadsheet Upload Excel 2003 or 2007GL Journal Spreadsheet Upload Excel 2003 or 2007Supplier Contract Management - Render and Compare

Microsoft Word 2003 or 2007

Some of these items require templates and/or additional setup. Instructions will be published on the SMART website.

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Egress Filtering on Agency Networks

• If your agency employs egress filtering to limit access to specific web sites:– Allow access to the specified web sites– Applies to PC’s that are behind your local firewalls

and any DNS control devices

• Refer to email from [email protected] on May 20 for:– List of SMART, SHARP, and Data Warehouse

websites– List of IP’s associated with the websites

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Post Go-Live Security Process Key Highlights

• The SMART security request form and Agency Handbook will be published later this month– Request forms will not be accepted until July 1, 2010

• The Agency Handbook provides valuable information on:– Training requirements for access to SMART– Completing and submitting the form through a Help Desk incident– Agency responsibilities in user configuration

• Forms must be submitted by your Security Liaison via a Help Desk incident– If your agency’s SMART Security Liaison is not already a Help Desk

Contact please have your Help Desk Liaison request via a Help Desk incident

• There are multiple steps in the Post Go-Live security request process– Follow directions carefully when submitting forms to avoid delays

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Security Form

• Format is MS Excel

• Contains drop-down lists of available options

• Key steps and reminders are built in

• Does not require a manual signature

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Reporting Update

• SMART Report Catalog will be published later this month– Contains listing of available reports, inquiries and

queries– Will continue to update with changes as new reports are

added

• Agency Reporting gap process– Finalizing reporting gap resolutions with agencies– Begun development of reports identified as gaps

• Will be publishing the post go-live report request process later in June

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Data Warehouse Update

• Data Warehouse subject areas will be deployed in waves

• SHARP (HR) subject areas on July 19– Employee Job– Payroll Earnings– Payroll Earnings Other– Time & Labor in October

• Second wave will be Finance subject areas– Custom #1 AP subject area on July 30– Custom #2 AR subject area on August 30– Custom #3 Undetermined subject area October 15– Custom #4 Undetermined subject area October 15

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SMART Support

8282

Help Desk Update

• The SMART Help Desk has received over 350 requests to date– Requests from ORT, Training, and general

questions

– Most utilized the web form and self-service capabilities

– Requesters have reported the software intuitive and easy to use

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Help Desk Lessons Learned

• Give detail when describing the incident– Fully describe the situation

– Include navigational paths

– Include screenshots and anything else that can help us recreate the issue

• Remember: do not enter sensitive information into ServiceDesk

• Do not reply to an e-mail generated from the Help Desk– Use the “Reply” feature within ServiceDesk

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Replying to an Incident

• Do not reply to an e-mail received from the SMART Help Desk• Use the link to go to the incident in ServiceDesk to reply or send notes to the Help Desk

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Replying to an Incident, continued

• Click on the “Reply” button within the request to send notes to the Help Desk

• All “Conversations” between the Help Desk and Requester can be viewed

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Tier 0 Resources at the AgencyResources Available to all End-users:• UPK’s

– See it, Do it, Know it and Print it components– Access from the “Help” link within SMART

• Training Materials– Web-Based Training (WBT), job aids, and more– Access online at: http://www.da.ks.gov/smart/training.html

• “Solutions” Knowledge Base– Searchable database of articles about SMART– Access through a link on the SMART website (http://da.ks.gov/smart) and

within the ServiceDesk software

Resources Available to Help Desk Contacts:• Service Desk Incidents

– Current and previous incidents logged by your agency– Accessible by Help Desk Contacts and Liaisons within ServiceDesk

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New Look on SMART Home Page

• Link to Solutions Knowledge Base (no sign-on needed!)

• Resources link brings you to training resources

• Link to the ServiceDesk software for Help Desk Contacts and Liaisons

• Contact information

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How to Contact the Help Desk

• SMART Help Desk Contacts and Liaisons can log an incident online in ServiceDesk – use the ServiceDesk link on the SMART website (http://www.da.ks.gov/smart/)

• For Password Resets, all SMART users can call the SMART Help Desk at 785-368-8000 – select Option 2

• The Help Desk is staffed Monday – Friday, 8 to 5– Hours will be extended at go-live

Utilize the [email protected] email only for Agency Go-Live Readiness Checklists or if specifically directed in Sunflower Project emails. All other

communication should be directed to the SMART Help Desk

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SHARP Cutover

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Department ID

Effective June 23rd agencies will need to send all requests for new Department ID’s on form GL_F003. The form will be available from the SHARP, SMART and Accounts and Reports websites.

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Department ID

• All forms will require an agency Finance contact to review and submit the form because of how Department ID’s are used in SMART

• Completed forms should be attached to a help desk incident using the category ‘General Ledger’ and Sub-category ‘Chartfield Change Requests’

• The SMART team will review the request and make sure that it is appropriate, falls within a logical range, and works with existing budget definitions. They will make the necessary ChartField and tree changes and notify the Division of Personnel Services

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Combocodes

• Agency Combocode task for conversion is closed • Combocode additions cannot be done on-line in SHARP

• All new Combocode additions must be submitted via spreadsheet to Heather DeBusk at [email protected]

• All Combocode spreadsheets will be edited, validated, and corrected (if necessary) prior to being loaded to SHARP

• New Combocode spreadsheets received and validated now will be loaded beginning June 23, 2010

9393

Department Budget Funding

• Agency Dept Budget Funding task for conversion is closed

• Agency validation and changes to the Department Budget tables can be done on-line beginning June 23, 2010

• Agency contacts were recently requested to provide the name of the contact(s) at their agency who will be responsible for working with Payroll Services staff in the Division of Accounts and Reports to provide the chartfield corrections/changes that should be made to resolve payroll journal edit errors

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Agency Data Validation

• Employee United Way and Org Dues general deduction rows in SHARP will be updated during conversion to split out the United Way and Org Dues processing fee

• Agencies are encouraged to review their employee United Way and Org Dues general deduction rows beginning June 23, 2010

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SHARP Computer Based Training

• Updated SHARP Computer Based Training courses are scheduled to be posted on June 9, 2010

• Most changes relate to new chartfields in the Department Budget tables

• Agency staff are encouraged to review the CBT updates but are not required to complete the courses to maintain their current SHARP security

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Data Conversion Events and Dates

• Friday, June 18, 2010: This is the last day that users will be able to enter transactions prior to the conversion. Conversion to the integrated version of SHARP will take place starting after batch processing finishes Friday evening

• Saturday, June 19, 2010 to Tuesday, June 22, 2010: SHARP will be converted to include the integration with SMART

• Wednesday, June 23, 2010: Access for SHARP and Self-Service users to the integrated version of SHARP is scheduled to be restored on June 23rd. SHARP and Self-Service User IDs and passwords will be the same as User IDs and passwords on Friday, June 18, 2010

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SHARP Cutover

• Informational Circular No. 10-P-024 is available on the A&R website– Provides dates for Fiscal Year End 2010 Payroll

Processing activities and Transition to SMART for Fiscal Year 2011

– http://www.da.ks.gov/ar/infocirc/fy2010/ic10p024.htm

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Important Payroll Processing Dates & Notes

• Please help reduce the number of adjustments by doing the following:

– Enter job data changes prior to the creation of paysheets. Job actions must be entered by 6:00pm on Monday, June 14, 2010 for the period ending June 12, 2010

– Review the accuracy of gross-to-net and employer contributions on the PAY002 report and on-line after each preliminary pay calculation

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Important Payroll Processing Dates & Notes (continued)

Payroll processing for payroll period ending

June 12, 2010

Monday, June 14th • Job Data Entry deadline 6:00 PM• Paysheets created (one day early)• Time and Leave initial entry and ‘OK to process’ deadline 6:00 PM

• 1st payroll pre-calc

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June 12, 2010

Wednesday, June 16th • Time and Leave final entry; ’OK to process’; deduction/tax changes deadline 6:00 PM

• Final pay confirmation • Regent on-cycle file deadline 6:00 AM

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June 12, 2010

Thursday, June 17th • Regent Run ‘A’ off-cycle file deadline 5:00 PM• Regent on-cycle processed

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June 12, 2010

Friday, June 18th • SHARP Supplemental/Adjustment off-cycle ‘A’ entry deadline 6:00 PM

• FINAL opportunity for agencies to enter prior period adjustments on-line for pay periods prior to June 12, 2010

• Off-Cycle ‘A’ processed (Final payroll run FY2010)

• SHARP closes for conversion

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Training Update

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SMART Post Go-Live Training Highlights

• Additional course sessions are being added in July and August

• Staff who were role mapped by May 14, 2010 will have priority access to these additional training sessions. Exceptions will be made for new staff that have been appointed to key positions.

• A revised process for enrolling in training sessions will be provided at the last Change Agent Network meeting.

• It is important that you communicate to the employees you role mapped for access to SMART that they must complete their required training

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Additional Training Sessions Recently Added in Topeka

DAAP310: Vendor Processing•Thursday, 6/24/10, AM•Thursday, 6/24/10, PM

DAAR355: Processing Interfund Transactions *•Thursday, 6/24/10, PM•Friday, 6/25/10, AM•Friday, 6/25/10, PM

* Reminder! This course has an instructor-led, prerequisite. If you will not complete the pre-requisite before the date of this course, please let us know immediately:•If you are an Agency AP Interfund Processor or Agency AP Interfund Approver, you must complete DAAP311: Voucher Processing BEFORE you take DAAR355•If you are an Agency AR Interfund Processor or Agency AR Interfund Approver, you must complete DAAR352: Creating and Maintaining Deposits BEFORE you take DAAR355

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Additional Training Sessions Recently Added in Topeka

DAPO320: Processing Purchase Requisitions•Monday, 6/21/10•Tuesday, 6/22/10•Wednesday, 6/23/10•Thursday, 6/24/10•Friday, 6/25/10

DAPO321: Processing Purchase Orders **•Monday, 6/21/10•Friday, 6/25/10

** Reminder! This course has an instructor-led, prerequisite:•Please understand that you must complete DAPO320: Processing Purchase Requisitions before you can attend DAPO321: Processing Purchase Orders. This is a hard pre-requisite, meaning that you must have the information from one class before you complete the next class. Trainers have been asked to verify completion of prerequisites before beginning class. Participants who have not completed the prerequisite will be asked to reschedule to another date.

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Wrap Up

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Project Resources

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

• Sunflower Infolist– Subscribe at http://www.da.ks.gov/gov/listserv.htm

• SMART Help Desk • Search the SMART Solutions Knowledgebase at

https://dahelpdesk.ks.gov/sd/SolutionsHome.sd• Log in to Service Desk at https://dahelpdesk.ks.gov/• Call 785-368-8000, Select Option 2

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

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Questions?

1 Sunflower Project Change Agent Network Meeting #13 June 7, 2010.

Documents

Transcript of 1 Sunflower Project Change Agent Network Meeting #13 June 7, 2010.