1 Sunflower Project Change Agent Network Meeting #8 January 20, 2010.

1

Sunflower ProjectChange Agent Network Meeting #8

January 20, 2010

22

Welcome

33

SMART Perspective

44

Meeting Agenda

WelcomeProject Status & Current EventsPolicy UpdatesInterfaces & Conversion UpdateReporting UpdateSMART Cutover StrategySMART/SHARP IntegrationSMART UPKSMART SupportAgency Task List UpdateTraining UpdateWrap Up

55

Welcome and Introductions

Presenters

• Kent Olson, Project Director

• Gary Schneider, Implementation Manager

• Peggy Hanna, Deputy Project Director and Cutover Lead

• Connie Guerrero, Enterprise Readiness Team Manager

• Jennifer Dennon, Agency Readiness Lead

• Gina Vinyard, Training Lead

66

Housekeeping

• Bathrooms

• Please set cell phones and pagers to silent

• 10 minute break is planned

• Note cards for questions

77

Project Status & Current Events

88

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!

99

Sunflower Project Current Events

• We are only 23 weeks and 115 work days from SMART go-live!

• Agencies and the Project team continue interface testing and conversion testing

• Detailed cutover planning is under way

• Role Mapping Assignment due February 5

• Training registration starts in February

• Readiness Assessment #4 due February 22

• SMART Help Desk Build is under way

• Policy and Procedure Manual is being updated

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Policy Updates

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Audit Requirements

• Approvals– Electronic signature approvals are acceptable and will be subject to audit

– Vouchers do not require a special form or a manual signature

– As required appropriate supporting documentation will need to be maintained and provided

• Document Printing – Transactions occurring in SMART do not need to be printed for Delegated

Audit and Statewide Single Audit

– Supporting documentation should be maintained unless agency has a document management system that meets audit requirements

• It is recommended original paper to flow through agency approvals then are scanned and stored after Fiscal Office approval

• Scanned documents are acceptable in-lieu of original travel reimbursement receipts, voucher invoices and other paper documentation for State audit purposes

• Agencies should work with A&R to obtain approval of their document management system

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Records Retention

• The current electronic records policy will be reviewed and revised to reflect SMART and the data warehouse

• A workgroup is being formed and will be meeting with the Kansas Historical Society

• Agencies may need to review and revise their own records and polices

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Policy and Procedure Manual

• The Policy and Procedure Manual (PPM) is being updated to coincide with SMART implementation

• Updates are being made as a cooperative effort by the Department of Administration and the Sunflower Project, with input from agencies

• Feedback provided by agencies in earlier PPM discussions will be incorporated, as applicable

• D of A is also reviewing communication tools and networks for distributing information

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Delegated Authority

Agencies that do not already have delegated audit authority, vouchers under $5,000 will be approved and paid without prior review by Accounts and Reports (A&R). Vouchers $5,000 and more will still be approved by A&R.

This policy is effective July 1, 2010, but if your agency would like to start delegated audit sooner, contact Randy Kennedy at 785.296.2125 or via e-mail at [email protected]

Delegated audit procedures can be found at: http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm

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Interfaces & Conversion Update

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Interface and Conversion Timelines

2009Oct/Nov/Dec Jan/Feb/March April/May/June

Online Data Entry Preparations

Online Data Entry Preparations

Agency Conversion Data CleansingAgency Conversion Data Cleansing

InterfaceTesting Cycles

Conversion Assembly Test

Conversion Assembly Test

Mock Conversion Testing (Mock 1, 2, 3)Mock Conversion Testing (Mock 1, 2, 3)

2010

Cutover ActivitiesCutover Activities

Week 1 Activities

Preparation

Week 1 Activities

Preparation

Extract & send final data files

Extract & send final data files

We are Here!

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Interface Activities / Milestones

Activity/Milestone Start Date Finish DateStage 1: SMART Outbound Configuration Interfaces – Agency receives outbound files 09/01/09 10/12/09

Stage 2: SMART Inbound Interfaces – Agency provides inbound files 10/05/09 01/15/10

Stage 3: SMART Outbound Interfaces (Return Processing) – Agency receives outbound files 10/26/09 01/15/10

Stage 4: Error Processing (Inbound) – Agency provides inbound files 11/30/09 01/15/10

Stage 5: Additional Inbound Interface Test – Agency provides inbound files 11/30/09 01/15/10

Stage 6: Agency-Use Interface Test using Agency conditions; spreadsheet upload testing; and regression testing (as needed) – Agency receives and provides files as needed

01/19/10 03/15/10

Completion of Interface Test N/A 03/15/10

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Stage 6 Interface Testing

• Began on 1/19 and ends 3/15

• Validates SMART conditions for inbound and outbound testing

• Validates agency-specific conditions

• Tests the ability to interface interfund transactions

• Contains converted vendor data

• Uses the interface test ‘mini-batch’ schedule to automate processing agencies’ interface files

• Agency access to the Sunflower project test lab where agencies can go online and view their transactions and correct errors

• Agencies must send a notice to Sunflowerfms affirming the completion of Stage 6 testing.

• Agencies that do not pass Stage 6 will not be permitted to interface into SMART

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Conversion Activities / Milestones – Flat File or Excel

Activity/Milestone Start Date * Finish DateAssembly Test: Agency cleans up/extracts data and sends data file(s) to Sunflower Project for visual inspection (Task ID 23)

09/21/09 11/06/09

Mock Conversion #1: Agency cleans up/extracts data and sends data file(s) to Sunflower Project; data is loaded into SMART (Task ID 124)

11/06/09 01/15/10

Mock Conversion #2: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 25)

01/19/10 03/05/10

Mock Conversion #3: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 224)

03/08/10 04/30/10

Conversion Dry Run: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 225)

05/01/10 05/30/10

Agency extracts data and sends final data file(s) according to cutover schedule (Task ID 107) 06/2010 06/2010

* Files are due to the Sunflower Project by the Start Date

2020

Interface and Conversion Support

• Email [email protected] with questions, include ‘Conversion’ or ‘Interface’ in the Subject line of the e-mail

• Schedule Office Hours with the Interface or Conversion Team, e-mail [email protected] to schedule an appointment

• Attend monthly Interface and Conversion Meetings, bring your questions or send in advance to [email protected]

• Visit the SMART website to obtain file layouts – http://www.da.ks.gov/smart/ – Click on Technical Resources tab– Don’t have access to the secure site?

• E-mail [email protected]

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User Acceptance Testing – Task ID 78

• User Acceptance Testing begins in April 2010• Will require agency participation• Planning and Scheduling has begun• Agencies considered are those:

– retiring and/or decommissioning systems– using Time and Labor– with a large volume of on-line users– interfacing

• More information will be provided at the February Change Agent Network Meeting

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Reporting Update

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Reporting Strategy & Approach Steps – Task ID 265

The Reporting Strategy and Approach is moving forward

• Step 1 – Agencies identified critical reports, Task ID 265 distributed

• Step 2 – Agencies compared agency reports to the SMART report list and prioritize potential reporting gaps

• Step 3 –Sunflower Project Team is reviewing critical and high-priority potential reporting gaps and determining how to resolve gaps – in progress

– approximately 100 potential gaps identified by agencies; most from agencies that are de-commissioning financial systems

– if an available report is very close to the agency’s needs, no gap exists– if no similar report is available, a gap exists and a report will have to be built:

1. by agencies’ Power Users from the Data Warehouse if data is available2. by the Sunflower Project Team from Production

• The Sunflower Project Team has begun contacting agencies to resolve reporting gaps

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Data Warehouse Power Users

• Depending on the size of the agency, each agency will designate 1-3 Power Users

• Agency Power Users:

– must have a solid understanding of the data origins and data structures

– will develop queries/reports/dashboards for their agency

– will have unrestricted access to agency data in the data warehouse

– will be responsible for limiting access to sensitive data within their agency

– will be the contact point in their agency for issues and concerns related to the data warehouse

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SMART Cutover Strategy

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What is Cutover?

The transition period from legacy systems (STARS, SOKI and agency legacy systems) to new systems (SMART) and to new business processes

– Final STARS and SOKI close

– Conversion of legacy data

– FY2011 transactions in SMART

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Why is Cutover Important?

• Provides a detailed plan to navigate an intensive and highly orchestrated set of activities that impact all agencies

• Provides a detailed plan for the successful interface/integration of Central systems with SMART, which impacts all agencies

• Provides procedures and structure to help agencies who are:

– Decommissioning legacy systems (agencies stop entering transactions on specific dates)

– Retaining systems that interface with SHARP and SMART (agencies must switch over to the new interfaces on specific dates)

– Loading and validating converted data (this activity must be performed within a prescribed timeframe)

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High-level Cutover Timeline

May June July August

Agency Data Conversion & Validation

STARS Shutdown

06/29 Last day for Agencies to EnterTransactions in STARS

SMART Go-live

SHARP Cutover

06/23 Go-live for Time and Labor andSHARP II open to all users

07/01 Agencies EnterTransactions in SMART

Preparation & Administrative Activities

Load Appropriation & Op Budgets into SMART

SOKI Shutdown

07/06 Last day for Agencies toEnter Deposits in SOKI

Load Purchase Orders/ Encumbrances into SMART

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Who is Involved in Cutover?

•Sunflower Project Deployment Team

•Central Agencies (A&R, DOB, DPS,

DISC, STO)

•State Agencies – agencies will have specific tasks and timeframes – even agencies using the Service Center

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How is Cutover Executed?

• Sunflower Project has developed a detailed cutover plan showing dependencies, timeframes and “owners”

• Detailed checklists will be used for planning and tracking Cutover activities

• Agency will use an agency cutover template to create their own detailed cutover plan (copies in Excel can be downloaded from the Project website)

• Agencies should conduct one or more “dry-runs” of their cutover plan in late-April through May to validate their activity sequencing, procedures, roles/responsibilities, etc.

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Excerpt of Agency Cutover Calendar

Date 6/14/2010 6/15/2010 6/16/2010 6/17/2010 6/18/2010 6/19/2010 6/20/2010 6/21/2010 6/22/2010 6/23/2010 6/24/2010 6/25/2010 6/26/2010 6/27/2010 6/28/2010 6/29/2010 6/30/2010 7/1/2010 7/23/2010 7/24/2010

Day Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday

SHARP

Agencies submit final combo code / task profile files

SHARP shutdown and begin data conversion

1. HCM core users validate conversion2. Begin EIPs to/from SMART3. Load combo codes / task profiles

1. SHARP open to all users2. Go-live with Time and Labor3. Agencies confirm combo codes / task profiles5. Agencies

1. Pay Day 1. Complete agencies confirm combo codes / task profiles2. Complete agencies enter dept budg table3. First inbound interfaces for Time

Last day to send warrant data to STO

First day to send warrant data via INF48 - Inbound External Warrants

Pay Day

STARS

1. Last day for agencies to introduce new transactions in STARS2. Last day for agencies to intiate interfunds in SOKI2. STARS becomes satell ite warrant system - check

1. STARS only processes prior FY transactions2. Load in DA-118 encs.3. Clear suspended tranactions

SOKI

SOKI open for entry of prior year transactions only

SOKI set to allow FY 2010 documents but disallow 2011 documents

SMART

1. Begin manual entry of items2. Convert supplier contracts3. Convert Bidders4. Extract data (for SRS PO contract files) from agency system, place on mainframe5. Communicate data clean-up tasks to Division of Purchasing and

1. Send agencies Budget Spreadsheet Journal tool to allow time for agencies to prepare track without budgets and be ready to load at go-live. (assumption is that training is complete)

Begin entry of new FY purchase orders

1. Begin CF EIPs to SHARP2. Load approp. budgets from IBARS3. Load operating and project budgets from agencies4. End entry of projects needed for TL

Create initial cash balances to allow new FY transactions to pass budget check

1. End allow entry of new FY purchase orders2. Last day for agencies to send asset conversion file

Asset Conversion: 1. Flat file: extract data from agency system, place on mainframe2. Excel file: prepare asset data entry templates and submit to [email protected]

Update budget date on entered POs for new FY

SMART GO LIVE:1. Begin payment processing2. Make debt service payments (due 7/1), and other critical payments3. Book journal entry for bond payments4. Record wire payment to DTC5. Prior FY enc not

Agency Systems

Create bond payment warrants and load into STO warrant tracking system

Last day for Setoff to match against STARS payments

Setoff begins handling STARS payments manually

1. Last day for agencies to send interface files to STARS2. Last day for SRS to generate satell ite warrants; any unpaid vouchers are entered into STARS

First day for agencies to send interface files to SMART

Communications

Issues / Questions

STARS will need to generate an INF48 - External Warrants file and append 200 to the beginning of the check number

C journals must be posted

Sunflower Project Agency Cutover Calendar - V1 - 01/13/10

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Concurrent Processing

• Will we still have 2 weeks at fiscal year-end to do processing?– The last day for agencies to enter transactions in

STARS will be June 29th

– The last day for agencies to enter FY10 receipts in SOKI will be July 6th

– In mid-July FY10 ending G/L balances will be extracted from STARS and loaded into SMART

• Will FY10 processing be done in SMART?– No, all FY10 transactions will be done in STARS or

SOKI. All FY11 transactions will be done in SMART.

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Concurrent Processing (continued)

• Will FY11 processing be done in STARS or SOKI?– No, all FY11 transactions will be in done in SMART. All

FY10 transactions will be done in STARS or SOKI.

• Will there be a period where STARS, SOKI and SMART will be concurrently transactional?– Yes. From July 1 through July 6, STARS will receive

FY10 transactions from SOKI, while during the same period, agencies will be entering FY11 deposits, interfund vouchers and journal vouchers into SMART.

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Concurrent Processing (continued)

• Have decisions been made regarding concurrent processing for encumbrances?– Final amounts for STARS’ encumbrances will be

converted in to Purchase Orders (encumbrances in SMART in mid-July)

– These encumbrances will be available for agencies to transact against for final STARS payments entered prior to STARS shutdown (June 29th)

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Cutover Considerations

• Liquidate Encumbrances– Reminders sent from Accounts & Reports – began

in December 2009 and will continue through May

• Complete SOKI Interfund Transactions– A&R will begin sending reminders to agencies to

close outstanding IFVs and JVs

• Adding Vendors in June, 2010– Project staff will begin working with agencies

regarding vendor adds during June after vendor conversion

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SMART/SHARP Integration

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Key Milestones for SMART/SHARP Tasks

Nov 30 Dec 11 March 15 Spring 2010 June 18 June 21

Deadline for agencies to submit combo codes for SHARP

Deadline for agencies to submit final version of

SMART/SHARP tasks

Key dates/deadlines for agencies to review and change values in SHARP and SMART

Deadline for agencies to complete changes in SHARP

Key dates for Sunflower Project to sync common configuration values between SHARP and SMART

Sunflower Project publishes SMART configuration data (Fund, Budget Unit, Program, Location, Agency Use, etc.) to SHARP

Sunflower Project publish SHARP configuration data (Dept Ids, employees) to SMART

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ComboCode Maintenance

• HR department and Finance department do not need to be one-to-one relationship. They can be mapped via combocodes. In another words, the department ChartField on the combocode does not have to equal to the value of the department the employee resides in.

• If agencies decide to create new HR departments and move people into the new HR departments, they have to create position pools under these new HR departments and assign funding using the CURRENT combocodes in SHARP

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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

404040C

BreakPlease return in 10 minutes

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SMART UPK

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Web Catalog in SMART

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SMART Support

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SMART Help Desk Vision

“The SMART help desk provides prompt, professional support.”

• The help desk will be the initial support provided to agencies when they encounter incidents in SMART

• Incidents are questions or issues that interrupt the ability of the SMART end-user to be productive

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SMART Help Desk Vision (continued)

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

• Agencies are an important part of this structure and are being asked to designate SMART help desk contacts for users in their agency to go to first and who will interact with the SMART help desk

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Support Resources

The following resources will be available to assist agencies in resolving incidents at the Tier 0 level:

• Online self-service website– log incidents, review resolved incidents, and search a knowledge base

• SMART website – FAQs, CAN presentations

• SMART training materials – UPKs, Web-based training courses, job aids, business process flows

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• The SMART Post Go-Live Support structure will include a Service Center Will process transactions for participating agencies No fee to utilize the Service Center the first year

• Held Kick-Off Meeting with potential Service Center Agencies on November 4, 2009 – following up with agencies that did not attend

• Service Center is not an all or nothing approach, agencies can key some transactions online while using Service Center for less frequent transactions

SMART Service Center

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SMART Service Center (continued)

• The SMART Service Center will provide the data entry and oversight; the agency is still in control of their own business activities

• Service Center agencies can still inquire on their data online or through data warehouse even if they elect not to key online

• Specific forms are being developed for agencies that utilize the SMART Service Center to cover all of the different modules

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• Agencies must complete training in order to get access to SMART

• Contact Pam Fink, Service Center Manager at 785.296.7703 or via e-mail at [email protected] if you are interested in participating in the Service Center

SMART Service Center (continued)

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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

5252

January 2010 February 2010 March 2010

Agency TasksJanuary 2010 – March 2010

•Upcoming Monthly Interface Meetings 2/10/10; 3/9/10; 4/13/10 and 5/11/10.• Project Plan updates are due at the end of each month

•Submit updates to [email protected] and [email protected]

Connectivity and Interface Testing through March, 2010

Monthly Interface Meeting –

Task ID 240


Task ID 241


Task ID 242

Monthly Project Plan

Update – Task ID 138





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Agency TasksJanuary 2010 – March 2010 (continued)

Monthly Data Conversion Meeting –

Task ID 246


Task ID 247


Task ID 248

Mock Conversion #2 – Task ID 25Mock Conversion #3 –

Task ID 224

Monthly Data Conversion Meetings – Confirmed

1/27/10; 2/25/10; 3/24/10; 4/21/10; 5/19/10 and 6/17/10.

Mock Conversion

#1 – Task ID 124

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Confirm End-Users Workstations Meet Technical Requirements for WBT and Go-Live – Task ID 77

Agency Trainers and Drivers Attend Pilot

Training – Task ID 87

Agency Trainers and

Drivers Attend Train-the-

Trainer Kickoff – Task ID 267

Agency Trainers Attend Teach- Back Sessions –

Task ID 94

Ensure Agency Staff are Enrolled and Confirmed for Training Sessions –

Task ID 89Agency Trainers and Drivers Complete 100 and 200-level WBT – Task ID

268Enroll Agency Staff in Level 3 WBT and ILT Training – Task ID 88

5555



Schedule Agency Staff for User Acceptance Testing – Task ID 78

Selected Agency Staff Participate in

SMART User Acceptance Testing – Task ID 95

Monitor Agency Staff Completion of WBT

Training – Task ID 259

Agency Staff Complete 100 and 200-Level WBT

Training – Task ID 257Communicate Agency

Specific Business Processes to Staff – Task

ID 43

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Attend Role Mapping Workshop and Complete

Activity – Task ID 68

Readiness Assessments will be conducted in•February, 2010•April, 2010•May, 2010•June, 2010

Complete Readiness

Assessment #4 – Task ID 86

Change Agent

Network Meeting #8 – Task ID 83

Change Agent


Change Agent


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Agency Tasks

Tasks that can be updated in Spring, 2010:

• 145 – Entry Type/Reason Code Configuration Activity – AR• 166 – Grants Setup Activity – PC• 169 – Projects Setup Configuration Activity – PC• 201 – SpeedChart Configuration Activity – AP• 254 – Time and Labor Taskgroup and Task Profile Configuration Activity (Step 1&2) – T&L*• 255 – Conversion of Time Reporter Data – T&L*• 264 – Time and Labor Task Profile and Combo Code Upload – T&L*

Tasks that can be updated or submitted for the first time in Spring, 2010 :

• 154 – Program Code Configuration Activity – GL• 157 – Department ID Configuration Activity – GL• 178 – Complete Business Unit (BU) Default Configuration Activity – PO• 211 – Agency Use – GL• 212 – Service Locations – GL

*selected agencies only

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Future Change Agent Network Meetings

Change Agent Network Meetings 9:00 AM to 12:00 PM

CAN9: February 17, 2010

CAN10: March 17, 2010

CAN11: April 14, 2010

CAN12: May 13, 2010

Change Agent Network Meetings 1:00 PM to 4:00 PM

CAN13: June 7, 2010

CAN14: June 21, 2010

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

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Summary of Workstation Requirements for SMART Users – Task ID 77

• Browser:

– Internet Explorer 7.0 or 8.0

• Operating System:

– Windows XP or Vista (32-bit)

• Software:

– Adobe’s Acrobat Reader to view reports within SMART

– Adobe Flash player v10 or higher for web-based training

SMART

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Summary of Workstation Requirements for SMART Users – Task ID 77 (continued)

• Software for specialized tasks: – Excel 2003 or 2007 is required for the following spreadsheet

uploads*:– General Ledger Journal– General Ledger Budget Journal – Accounts Payable Voucher– Accounts Receivable Deposit

– Each spreadsheet upload process will require an MS Excel template, and most will also require add-in files for Excel. Additionally, users will need to enable macros in Excel to use the spreadsheet uploads.

– MicroSoft Word 2007 is required for Buyers to collaborate on statewide contracts initiated by the Division of Purchases

*More information will be provided on the uploads in the future

SMART

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Role Mapping – Task ID 68

• Role Mapping Workshops were conducted January 6 to 14– Materials are posted on the SMART website, including Q&A’s from all

sessions– http://www.da.ks.gov/smart/changeagentnetwork.html

• Complete your role mapping task by February 5th!– Training registration is first come, first served based on completion of role

mapping– Each user’s required training MUST be completed before their SMART

user ID will be activated

• Designate your agency’s SMART Security Liaison– Many agencies already have – thank you!– Your role mapping results will only be accepted when submitted by the

SMART Security Liaison– Refer to instructions in the Role Mapping Handbook and also e-mailed to

agency heads in December

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Role Mapping Handbook Updates

• An updated Role Mapping Handbook is available on the SMART website (dated January 15). It contains these updates:

– An updated Training Calculator is available on the SMART website – use this instead of the one in your User Role Workbook (p14, p15)

– When submitting updates (after your initial role mapping task is completed) you must indicate which rows have changed (p17)

– The Agency Tree Manager role in Project Costing also applies to General Ledger users (p22, p29)

– The AP Fiscal Office Approval pool must be the same in every origin (p35)

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Workflow Changes

• There have been two changes to workflow since the Workflow Workshops in December:– In Purchasing workflow, approvers can now update

requisitions– In Travel & Expense workflow, there is no longer a

Project Manager approval step

• Consider these changes when completing the role mapping task

• Workflow Workshop materials are posted on the SMART website

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Role MappingQuestions?

• Questions about role mapping?– First consult your online resources:

• Role Mapping Handbook

• Role Mapping Workshop presentations

• Q&A’s from all workshop sessions

– Still have questions?• The Agency Readiness Team is available to meet as

needed

• Prepare a list of specific questions and concerns

• Email your list of questions and concerns to [email protected] requesting additional help

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Readiness Assessment #3

• Thank you for responding! 75 agencies responded to questions about readiness for SMART go-live

• Results help to:– Identify issues or risks across all agencies where

additional attention is needed– Identify agencies requiring additional support

• Going forward…– Continue to respond honestly– This helps identify specific needs to address

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Readiness Assessment #3 Agency Concern - Training

• Agency concerns noted:– Receiving all training needed by go-live– Balancing training with current workload– Timing of training

• Agency mitigation steps:– Complete Task ID 68, Role Mapping this will identify

training required for each person– Plan in advance, can any agency work be completed in

advance or after go-live to allow for training– Evaluate if Service Center is an option– Evaluate which courses are required before go-live

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Readiness Assessment #3 Agency Concern – Workload

• Agency concerns noted:– Training during the Legislative Session– Go-live, year end close and training all at once– Limited staff

• Agency mitigation steps:– Plan in advance and prioritize; Document key functions

and how shifts may need to occur to accommodate for Legislative or other competing tasks

– Work with staff on vacation schedules in advance– Cross-train; Are there tasks that can temporarily shift at

year end close or during training– Evaluate if Service Center is an option

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Readiness Assessment #3 Agency Concern – Functionality

• Agency concerns noted:– Changes to functionality– Ability to pay vendors timely– Lack of understanding of SMART functions

• Interfunds

• Agency mitigation steps:– Document your agencies As-Is and To-Be processes

noting key functions and impacts– Plan in advance closing out FY2010, ensure existing

payments are processed– Participate in Sunflower Project workshops, Change

Agent Network meetings and Training

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Readiness Assessment

• Readiness Assessment was modified to simplify and improve the process, tips for completing your Readiness Assessment:

– Select the status for each task from the drop-down list in the Agency Update column

– Select a new status only if the reported status is incorrect or if the status cell is highlighted in red

– Adhere to timelines. As we near go-live, completing tasks on time becomes more and more imperative

• We want to continue to improve this tool. Tell us both what you liked about this version, and what might be improved next time

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Readiness Assessment #4 - Task ID 86

• Readiness Assessment will be sent out February 8th

– Future Readiness Assessments are in:• February 2010; April 2010; May 2010 and June 2010

• Readiness Assessment #4 is due to your Agency Liaison by February 22nd

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December Finance Updates

Refer to the December CAN#7 Presentation for updates on the following topics:

• State Surplus• Budget Checking• Budget Exceptions• Interfund Contact, Task ID 266• P-Cards

http://www.da.ks.gov/smart/Documents/CAN7_Presentation_2009-12-11.ppt

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Training Update

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Training DeploymentGeneral Timeline

Month Activity

January, 2010 Role Mapping Workshops (Task ID 68)

February, 2010 Sunflower Project prepares LMS (courses loaded, end users mapped)

March, 2010 Phase 1 Training – Level 1 and Level 2 WBT Released and Tracked (Task IDs 257 and 259)

March, 2010 Phase 2 Training – Enrollment in Level 3 WBT and ILT Training (Task IDs 88 and 89)

April – June, 2010 Phase 2 Training – Level 3 WBT and ILT Training Conducted (Task IDs 258, 101 and 102)

July – November, 2010 Follow-up Training As Needed

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Train-the-Trainer Kickoff – Task ID 267

• Train-the-Trainer Kickoff is January 27th

–Topeka and Shawnee County Library, Marvin Auditorium 101C– 9 AM – 4 PM– Lunch on your own–Due to the interactive nature of this event, trainers and drivers must

attend in person

• Web-based pre-requisites should be completed (Task ID 268)• Trainers and Drivers will have a proposed schedule for April through June,

2010 • At the Kickoff, “swaps” can be made to accommodate availability, as needed • Pilot training schedule has already been e-mailed so trainers and drivers can

plan ahead

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Training UpdatePilot Training and Teach-Back

• Pilot training sessions are scheduled throughout February (Task ID 87)–Landon State Office Building, Topeka–Intended for both trainers and drivers

• Teach-Back sessions are scheduled throughout March (Task ID 94)–Landon State Office Building, Topeka–Intended for trainers–Drivers have the option to attend and “practice” navigation

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Priorities for Training Enrollment

• Priorities to Register for Training: – Trainers and Drivers: February 15th

– Agencies that volunteered trainers, drivers and labs (even if we did not use the lab): February 22nd

– All others: March 1st

• If you miss the Role Mapping deadline you may not be able to take advantage of priority enrollment

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Training UpdateLogistics for Deployment

• 24 instructor-led courses• 80% of sessions are in Topeka

–10 training rooms; Monday-Friday every week

• 20% are offered outside Topeka–Chanute, Hays, Hutchinson, Kansas City, Larned, Lawrence, Wichita

–Not all courses will be held in these cities

–Need 10 users enrolled or session will be cancelled

–Will consolidate sessions where needed

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Training UpdateFrequently Asked Questions

Q: We are a small agency with only one SMART user. What happens if I miss a training session due to an unexpected emergency?

A: If an opening exists in a later session, participants can reschedule. However, given the large number of people needing training there may not be open seats in later sessions. Training will continue after go-live, but access to SMART is only granted after training is complete. We recommend that agencies in this situation prioritize training by the tasks they conduct most frequently. The Service Center should be considered for lower frequency tasks until the agency is able to complete the entire training series required for the roles they have chosen.

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Training UpdateFrequently Asked Questions

Q: Will employees who are not mapped to a role in SMART or who are mapped to a view only role be able to attend Instructor Led Training?

A: Due to the predicted number of employees mapped to data entry roles in SMART, we must limit instructor led training to employees with data entry roles. We will have definite training numbers once the role-mapping tasks are completed. At that time, we will reassess the impact of adding additional participants to instructor led training sessions.

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Training UpdateWebsite Development Underway!

Resources will be available on the SMART website for those not attending Instructor Led Training. This will include links to:

• Simulations• Job Aids• Business Process Flows• Participant Guides (ILT only)• Activity Guides (ILT only)

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Thank you!

Thank you!!

We have filled the critical gaps for trainers

We still need drivers for most courses, can you help? Please let me know TODAY!

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Training Contact

Gina Vinyard

Training Lead

[email protected]

785-291-3257

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Wrap Up

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Project Resources

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

• Sunflower Project Email Address: [email protected]

• Sunflower Project List-serv– Sunflower Infolist– Subscribe at http://www.da.ks.gov/smart/

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

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Project Resources (continued)

• Office Hours – – Subject Matter Experts available to all agencies

– To schedule ‘Office Hours’ send request to the Sunflower Project Email Address: [email protected]

• Frequently asked questions - SMART website– 886 Questions and Answers

– http://www.da.ks.gov/smart/

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Questions and Answers

The Question and Answer Document on the SMART Website has been reviewed. Some answers have been updated. The date last updated column will show as 1/13/10 if the answer was revised.

Watch for new Questions and Answers, the document is typically re-published each week.

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Questions?

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Please Share Your Feedback

Online evaluation form for Change Agent Network Meeting #8:

http://www.surveymonkey.com/s/97M5PFR

Registered participants will also receive a reminder containing this URL

1 Sunflower Project Change Agent Network Meeting #8 January 20, 2010.

Documents

Transcript of 1 Sunflower Project Change Agent Network Meeting #8 January 20, 2010.