Sunflower Project Accounts Receivable Conversion Workshop

June 16, 2009

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Welcome & Introductions

• Dean Arzoian – SMART Technical Team Manager, State

• Bruce Myers – SMART Technical Team Manager, Accenture

• Fred Barnes – Data Conversion and Interfaces Lead, State

• Jenny Brately – Data Conversion Coordinator, Accenture

• Jan Murray – Accounts Receivable Lead, State

• Allison Garcia – Accounts Receivable Lead, Accenture

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What Is Data Conversion?• One-time load of data into the SMART system for agency systems

• Transactional Data: Transactions open at cutover to the SMART system

• Master Data: Data supporting transaction processing, such as Customers

How Is It Accomplished?• File Upload: Loading data sets provided in defined formats, such as

flat file extracts or Excel templates, through upload processes

• Online: Data entry directly into the SMART system for low volume and/or complex data sets

Converting into SMART

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SMART – Accounts ReceivableCustomers (CNV003): Load of customer definitions, addresses and contact information.

AR Pending Items (CNV012):Load of receivables items open at cutover to SMART system.

AR Conversion Methods:

Upload: Customers and pending items can be converted by preparing a flat file in the defined format for upload into SMART.

Online: For agencies with low data volumes, customers and pending items may be entered online in SMART prior to or after go-live.

Converting into SMART

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Upload Data Conversion Approach – Flat File Layout

Column Name Description

Field Name The field name within the SMART system.

Field Type The data type of the field: number (NBR), signed number (SIGN), character (CHAR), date.

Field Length The number of characters for the field.

First/Last Position The position of the field within the file layout.

Key Field? Indicator for a SMART key field: Y = Yes, N = No.

Required Field? Indicator to Agency if field is required to be included in file: Y = Yes, N = No.

Cfg WUT#The related SMART configuration work unit . Can be used by agencies to reference the list of valid values for a field.

Valid Values List of valid values for a particular field, or reference to the SMART configuration item.

Processing Rules Instructions on special logic or numbering for fields.

Description Functional description of the field and information it contains.

Converting into SMART using the Upload Process

Field Name Field Type

Field Length

First Position

Last Position

KeyField?

Required Field?

Cfg WUT# Valid Values

Processing Rules Description

ROW_ID Char 3 1 3 Y Y N.A 004 This separates the multiple row types within the interface file.

This is the row id.

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Customer Conversion (CNV003) INF26 – AR Customer Interface will be used

• File Type: ASCII Flat File• File Layout Record Structure:

Converting into SMART using the Upload Process

Record Name Parent/Child Record RelationshipCONTROL RECORD This is the control totals for the interfaceXX_INTFC_CUSTOMER This information maps to PS_CUSTOMER record

XX_INTFC_CUST_ADDR This information creates the header of the interface and maps to PS_CUST_ADDRESS, CUSTOMER_WRK and PS_CUST_ADDR_SEQ records.

XX_INTFC_CONTACT This information maps to PS_CONTACT record.

XX_INTFC_CONTACT_PHN This information maps to PS_CONTACT_PHN record.

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Customer Conversion (CNV003)INF26 – AR Customer Interface Data File Sample

Converting into SMART using the Upload Process

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Pending Item Conversion (CNV012): INF28 – AR Pending Item Interface will be used

• File Type: ASCII Flat File• File Layout Record Structure:

Converting into SMART using the Upload Process

Record Name Parent/Child Record RelationshipPending Item Control Record This information creates the control record of the interface

Pending Item Header Record This information creates the header of the interface and maps to PS_GROUP_CONTROL record

Pending Item This information creates the Pending Item and maps to the PS_PENDING_ITEM record.

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Pending Item Conversion (CNV012)INF28 – AR Pending Item Interface Data File Sample

Converting into SMART using the Upload Process

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Converting into SMART using the Online Process

Online Data Conversion Approach• Purpose: Provide method of data conversion for smaller and/or

complex data sets.

• Timing: Online conversions will take place prior to go-live of the SMART, in June 2010. Some may take place after go-live, depending on processing needs.

• Method: Enter data directly into SMART system based on paper documents, reports, queries or direct access to agency systems. Guidance for data entry will be provided by the SMART project.

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• Customers must be converted prior to the conversion of pending items.

Converting into SMARTFunctional Considerations

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Sunflower Project Timeline

Converting into SMARTKey Data Conversion Activities & Timeline

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Tasks & MilestonesCompleted Date

SMART Conversion Workshop & Kick-off May 5, 2009

Conversion file standards posted to SMART website. May/June 2009

Agencies responded to SMART Data Conversion Survey. By June 12, 2009

Current Date

Agencies: Review conversion file standards and begin mapping data.

June 2009

Agencies: Plan conversion activities depending on the conversion method chosen.

June 2009

Agencies: Attend Module Conversion Workshops. June 16, 2009June 18, 2009

Upcoming Date

Submit mapping documents to SunflowerFMS@da.ks.gov. Include ‘Conversion Data Mapping’ in the Subject line.

July 15, 2009

Attend Monthly Agency Conversion Meetings. July 22, 2009August 26, 2009

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Reference Material and Contact Information: • Office Hours

• Tuesdays and Thursdays: 9am to 10am, 10am to 11am

• Wednesdays: 2pm to 3pm, 3pm to 4pm

• Website

• http://www.da.ks.gov/smart/

• Email

• SunflowerFMS@da.ks.gov – Include ‘Conversion’ in subject line

Converting into SMARTSupport, Contact Information and Reference Information