Sunflower Project Data Conversion Workshop

Sunflower ProjectData Conversion Workshop

May 5, 2009

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Welcome & Introductions

• Dean Arzoian – Technical Team Manager, State

• Bruce Myers – Technical Team Manager, Accenture

• Ed Payne –Interface and Data Conversion Coordinator, State

• Nate Hill – Data Conversion Coordinator, Accenture

• Javier Gallegos – Data Conversion, Accenture

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Expectations• At the end of today’s session you should have a better understanding of:

• Activities involved and project timeline for data conversion, and agency vs. project responsibilities

• What data will be converted

• How data conversion is accomplished and agency options

• Conversion file layouts

• Conversion test approach

• This session will not include presentation of detailed conversion layouts

• Detailed conversion layouts are being finalized and will be provided to agencies in approximately 2 weeks

• Subsequent sessions will be held to review each of the detailed conversion approach for assets, accounts receivables, purchasing, grants, projects and contracts

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Meeting Overview and Agenda• Outline the processes that will be used to convert data to SMART

• Describe data being converted to SMART

• Provide an overview of data conversion for SMART functional areas

• Identify activities and steps necessary for your agency to convert data to SMART

• Review the timeline of activities

Converting into SMART

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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


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What Data Is Being Converted into SMART?


Agency Conversions Central Conversions• Assets• Open Purchase Order Balances• Purchasing Contracts• Open Grants, Projects, and

Contracts• Open Receivables• Customers

• Vendors• Bidders• GL Balances• Deposits/Receipt Vouchers• Interfund Vouchers• Other Encumbrances• Open Vouchers

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Data Upload Conversion Approach• Conversion File Formats

• File-based: File standards will be provided for automated conversions with file structure, record/field length and field descriptions for mapping.

• Excel-based: Excel data entry templates will be available for some conversions

• File Submission: For data security, preferred method of submission to the Sunflower Project is via secure FTP (SFTP).

• Processing and Error Reporting: Conversion files will be processed by Sunflower team and reports will be provided detailing issues to be resolved in source data.

• Data Cleansing: Agencies responsible for cleansing data in source systems based on error reports.

Converting into SMART using the Upload Process

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SMART Responsibilities Agency Responsibilities

• Provide conversion approach, and guidelines for converting data into SMART

• Map Existing Systems to SMART Data

• Provide file standards and data entry templates for conversion

• Design and build processes for extracting data from current systems, or populate data entry templates where available

• Coordinate conversion testing activities • Transfer files to Sunflower Team according to testing schedule

• Process files, provide conversion reports and perform data validation.

• Participate in mock conversion test cycles

• Provide technical and functional support on SMART system

• Review conversion reports and perform data validation, resolve defects and resubmit files

• Perform data cleansing

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Upload Conversion Approach – File Layouts & Mapping• File Layouts define the format for mapping and data submission


Example

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Upload Conversion Approach – Data Entry Templates• Templates provide a method of data entry for upload

• Data must be entered in fields with correct formatting and meet field length requirements


Example

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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.

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Converting into SMART using the Online Process

SMART Responsibilities Agency Responsibilities

• Provide conversion approach and guidelines for converting data into SMART

• Provide the necessary legacy data sources (documents, reports, queries, system access)

• Provide instructions for online data conversion

• Coordinate resources for data entry during cutover period

• Coordinate system access and security settings

• Perform data entry into the SMART System

• Provide data entry support

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What Is Not Being Converted into SMART?• Historical or closed transactional data

• Direct loads into the Data Warehouse

• Agency vendors


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SMART – Asset Management

Asset (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 SMARTAgency Conversions

Agencies are encouraged to load all fixed assets into SMART so that agency assets are in a single system. Agency assets do not need to meet the $5K threshold. Any assets such as laptops, PDAs, can be managed and tracked in 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 converted manually in SMART prior to or after go-live.


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SMART – PurchasingPurchase Order (CNV007):Load balances of open purchase orders at cutover to SMART.Purchasing Contract (CNV008):Load of open agency contracts not in Procurement Manager Plus.

Purchasing Conversion Methods:

Upload: Purchase orders can be converted by preparing a flat file in the defined format for upload into SMART. All data required for purchase order conversion isn’t available in STARS. More details will be provided at Purchasing conversion workshop.

Contracts will be converted using an Excel data entry template, to be uploaded into SMART.

Online: For agencies with low data volumes purchase orders may be converted manually in SMART prior to go-live.


Pending decision – to be updated

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SMART – GrantsGrants (CNV005):For agencies using the Grants module, conversion of proposals and awards. Associated projects and contracts will be generated using system functionality.

GM Conversion Methods:

Online: Grants will be converted through data entry into SMART prior to cutover on July 1, 2010


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SMART – Projects and ContractsProjects (CNV006):Load of project and project activity definitions for projects not tied to grants, or grant-related projects for agencies not using the Grants moduleContracts (CNV013):Creation of contract definitions for reimbursable projects to generate customer billing

Project and Contract Conversion Methods:

Upload: Projects can be converted by preparing a flat file in the defined format for upload into SMART

Online: For agencies with low data volumes, projects may be entered online in SMART prior to go-live. Contracts will be converted manually for reimbursable projects in SMART prior to or after go-live, depending on Day 1 billing requirements.


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Sunflower Project Timeline

Converting into SMARTKey Data Conversion Activities & Timeline

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Sunflower Project Timeline – Map Data


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Sunflower Project – Map Data

Key Dates:

SMART Converting Agencies

• Provide SMART conversion standards and instruction

• Conduct detailed conversion workshop meetings

• Provide support

• Attend conversion kick-off meeting• Identify conversion needs• Review conversion standards• Plan conversion activities depending on

the conversion method chosen• Respond to survey to provide

conversions plan to Sunflower Team

Dates Activity/Milestone

5/05/2009 SMART Conversion Workshop & Kick-off

5/15/2009* Conversion File Standards posted on SMART website

Key Activities & Responsibilities:


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Sunflower Project Timeline – Extract Data


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Sunflower Project – Extract PhaseKey Activities & Responsibilities:



• Build load processes and data entry templates

• Provide support• Unit test conversion processes

• Map data to SMART layouts• Design, build, unit test data extraction

processes or populate data entry templates

• Identify data issues and cleanse existing data

Key Dates:

Dates Activity/Milestone

6/5/2009 Data entry templates provided for conversions using templates

7/16/2009 Data mapping checkpoint – submit data maps to Sunflower Team

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Sunflower Project Timeline – Testing


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Conversion Test ApproachTesting Phases for File Uploads

• Unit Test: Stand-alone test of upload conversion processes using test data

• Conversion Assembly Testing: Initial test with agency conversion files for automated upload conversions to “shake out” conversion programs and file transfer processes

• Mock Conversion Testing: Three rounds of conversion testing for automated upload conversions

• Dry Run Test: Mock deployment of SMART system involving all steps of system roll-out, including conversion

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Sunflower Project – Test Phase


• Process conversion files into SMART test environment

• Perform data validation and reconciliation

• Return conversion reports• Fix conversion process defects• Provide support

• Submit test files to Sunflower Team according to schedule

• Review conversion reports• Resolve data extract defects • Perform data cleansing

• For online conversions, begin resource planning and data preparation



Key Dates: Date Activity/Milestone

9/18/2009 Provide files for assembly test

11/6/2009 Provide files for Mock 1 test



4/30/2010 Provide files for Dry Run test

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Sunflower Project Timeline – Deploy


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Sunflower Project Timeline - Deploy

Key Dates:


• Create and communicate deployment plan

• Execute conversion into SMART production environment

• Facilitate online conversion

• Stop data entry in to be decommissioned systems

• Provide final conversion files • Review conversion results and identify

post go-live clean-up tasks, if necessary• Perform online conversion activities

Date Activity/Milestone

June 2010 Stop data entry in to be decommissioned systems

June 2010 Submit final conversion files according to deployment schedule

June 2010 Perform online conversions according to deployment schedule

7/1/2010 SMART system go-live



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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

• [email protected] – Include ‘Conversion’ in subject line

Converting into SMARTSupport, Contact Information and Reference Information

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Next Steps

Activity Date

Agencies: Respond to Data Conversion Survey•What conversions your agency is planning•The expected volume of data•Used in planning and for coordination in future phases

May 2009

Agencies: Register for Module Conversion Workshops May 2009

SMART: Publish File Standards May 15th, 2009

Agencies: Review File Standards and Begin Mapping Data May 15th, 2009

SMART: Publish Data Entry Templates June 5th, 2009

Agencies: Review Data Entry Templates June 5th, 2009

SMART: Conduct Module Conversion Workshops June 2009

Agencies: Attend Module Conversion Workshops June 2009

Sunflower Project Data Conversion Workshop

Documents

Transcript of Sunflower Project Data Conversion Workshop