Sunflower Project Asset Management Conversion Workshop

June 18, 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

• Kitty Demars – Asset Management Lead, State

• Bo Corbitt – Asset Management 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

Converting into SMART

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SMART – Asset ManagementAsset (CNV009): Conversion of fixed asset information, including financial and physical attributes, such as original cost, categorization and description.

Asset Conversion Method:Upload: Assets will be converted by submitting asset data extracts in the file format for upload into SMART. A data entry template will be provided for low-volume data sets.

Converting into SMART

Agencies are required to load all fixed assets with a value >$5K into SMART and are encouraged to load those with a value <$5K so that agency assets are in a single system and a more complete listing is provided for the State. Any assets, such as laptops or PDAs, can be managed and tracked in SMART.

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• Cost: Original cost required for all assets. • In Service Date: Date asset was placed into service, impacts depreciation.• Split-funding of accounting: Asset accounting can be split over multiple

funding strings. Transaction lines must be incremented properly to load accurately.

• Retired Assets: Retired assets should not be converted.

Converting into SMARTFunctional Considerations

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Converting into SMART using the Upload Process

Upload Data Conversion ApproachTwo File Format Options:• Flat file

• For system-based asset data and high volumes• Tab-delimited ASCII text file

• Excel-based data entry template• For spreadsheet-based or paper-based asset data• Excel data entry template

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Upload Data Conversion Approach – Flat File Layout

Column Name DescriptionField 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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Asset Conversion (CNV009)Data File Sample

Converting into SMART using the Upload Process

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Upload Data Conversion Approach – Data Entry Template• Templates provide a method of data entry for upload• Data must be entered in fields with correct formatting and meet field

length requirements

Converting into SMART using the Upload Process

INTFC_ID INTFC_LINE_NUM DESCR DESCRSHORT CONVERSION_ID CATEGORY1 1 Computer EQUIP2 1 Laser-jet Printer EQUIP3 1 Copier EQUIP

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Sunflower Project Timeline

Converting into SMARTKey Data Conversion Activities & Timeline

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Tasks & MilestonesCompleted DateSMART 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 DateAgencies: 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 DateSubmit 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