6/3/20151 MARS... and the YEAR 2000 Management Administrative and Reporting System Commonwealth of...

04/18/2304/18/23 11Commonwealth of Kentucky

Management Administrative and Reporting System

MARS

MARS . . .and the YEAR 2000

MARS . . .and the YEAR 2000


Commonwealth of Kentucky



MARS

PresenterPresenter

MARS ManagerMARS Manager

Cabinet CIO for Finance and Cabinet CIO for Finance and AdministrationAdministration

Y2K Coordinator for Finance CabinetY2K Coordinator for Finance Cabinet

Chris Clark



MARS

RepresentedRepresented

Ed RossEd Ross FinancialFinancial Don SpeerDon Speer ProcurementProcurement Mike BurnsideMike Burnside Customer ServiceCustomer Service Don WigglesworthDon Wigglesworth Technical SupportTechnical Support



MARS

Today’s ObjectiveToday’s Objective

MARS Compliance StatusMARS Compliance Status MARS Year 2000 approachMARS Year 2000 approach

Business ContinuityBusiness Continuity RolloverRollover

Agencies role in MARS BCPAgencies role in MARS BCP Today’s key messagesToday’s key messages



MARS

Focus on the Year 2000Focus on the Year 2000

“MARS is directly related to the remediation efforts of the cabinet for STARS, KAPS, the Budget Request System, and other systems, including the replacement of systems within other Commonwealth agencies.”



MARS

Due DiligenceDue Diligence

Y2K Compliance in RFPY2K Compliance in RFP

Response verifying Y2K ComplianceResponse verifying Y2K Compliance

Formal System Test PlanFormal System Test Plan

Executed System Test PlanExecuted System Test Plan

Formal User Acceptance Test PlanFormal User Acceptance Test Plan

Executed User Acceptance Test PlanExecuted User Acceptance Test Plan

Verification in writing of Y2K ComplianceVerification in writing of Y2K Compliance

MARS Hardware Assessed by GOTMARS Hardware Assessed by GOT



MARS

Key Message Key Message

MARS is MARS is Year 2000 Year 2000 CompliantCompliant



MARS

MARS Continuity Approach MARS Continuity Approach

Possible Points of FailurePossible Points of Failure Building InfrastructureBuilding Infrastructure ElectricityElectricity NetworkNetwork Enterprise ServersEnterprise Servers Oracle DatabaseOracle Database Seagate ReportsSeagate Reports InternetInternet Client DesktopsClient Desktops



MARS

Key MessageKey Message

MARS is only as compliant MARS is only as compliant as the workstation and as the workstation and infrastructure upon which infrastructure upon which the application is runningthe application is running



MARS

MARS ContinuityMARS Continuity

Because there are possible Because there are possible points of failure, the MARS points of failure, the MARS BCP Team has adopted . . .BCP Team has adopted . . .

Six Strategies for ContinuitySix Strategies for Continuity



MARS

Strategy One Strategy One

All MARS Systems will undergo a All MARS Systems will undergo a complete backup upon completion complete backup upon completion of the nightly cycle on December of the nightly cycle on December 30, 199930, 1999

All All critical businesscritical business activity should activity should be entered into MARS prior to close be entered into MARS prior to close of business 12/30/1999.of business 12/30/1999.

MARS will not be available for use MARS will not be available for use on December 31, 1999on December 31, 1999



MARS

Strategy TwoStrategy Two

The MARS Rollover Team will The MARS Rollover Team will withhold non-critical transactions for withhold non-critical transactions for entry into MARS on January 1, entry into MARS on January 1, 20002000

State Agencies should also withhold State Agencies should also withhold non-critical transactions for entry non-critical transactions for entry into MARS on January 1, 2000into MARS on January 1, 2000

MARS will be available 10am to MARS will be available 10am to 3pm on January 1, 2000 for rollover 3pm on January 1, 2000 for rollover verificationverification



MARS

Strategy ThreeStrategy Three

A MARS Agency Entry Facility A MARS Agency Entry Facility will be available in rooms 92 - 94 will be available in rooms 92 - 94 of the Capitol Annex.of the Capitol Annex.

Facility available from December Facility available from December 27, 1999 through January 14, 27, 1999 through January 14, 2000.2000.

Call the Customer Resource Call the Customer Resource Center to arrange usageCenter to arrange usage



MARS

Strategy FourStrategy Four

All agencies should report any All agencies should report any MARS Y2K incidents to the MARS Y2K incidents to the Customer Resource Center atCustomer Resource Center at

564-9641 -or- 564-9641 -or- toll-free at 1-877-973-4357 -or- toll-free at 1-877-973-4357 -or- (502)682-5795 (cell phone) -or-(502)682-5795 (cell phone) -or- Finance [email protected] [email protected]

The CRC will be open and staffed The CRC will be open and staffed from 10am to 3pm EST on January from 10am to 3pm EST on January 1, 20001, 2000



MARS

Strategy Five Strategy Five

The Customer Resource The Customer Resource Center in cooperation with the Center in cooperation with the MARS BCP Coordinator shall MARS BCP Coordinator shall record and track any MARS record and track any MARS Y2K incidents in the Remedy Y2K incidents in the Remedy Help Desk, and assign to the Help Desk, and assign to the appropriate group for appropriate group for resolution. resolution.



MARS

Strategy Six Strategy Six

The MARS vendor, American The MARS vendor, American Management Systems, will be Management Systems, will be onsite to deal with any Year onsite to deal with any Year 2000 issues that may arise.2000 issues that may arise.



MARS

BCP OrganizationBCP Organization

Chris ClarkMARS BCP Coordinator

BCP Plan ApprovalBCP Plan Coordination

Mike BurnsideCustomer Resource

CenterCoordinator

BCP Plan ActivationBCP Plan Reporting

Ed RossFinancial Processes

Coordinator


Don SpeerProcurement Processes

Coordinator


John HicksBudget Processes

Coordinator


Don WigglesworthTechnical Processes

Coordinator


Larry ClarkeMARS Call Center

Sue CaseyController’s Office BCP

Dalene McCannMaterial and

Procurement ServicesBCP

Michael BurkeProduction Control

Business FunctionOwners within theCustomer Resource

Center

Business FunctionOwners within the

Office of theController

Business FunctionOwners withinMaterial and

Procurement Services

Business FunctionOwners within the

Governor’s Office forPolicy and

Management

Staff and Contractorswithin the Governor’s

Office forTechnology



MARS

MARS RolloverMARS Rollover

Thursday, December 30, 1999Thursday, December 30, 1999

Last business day for MARS in Last business day for MARS in 1999. Enter all critical business 1999. Enter all critical business activityactivity

Running of the routine nightly cycleRunning of the routine nightly cycle Soft Close of period 12/99Soft Close of period 12/99

Complete backup of all MARS Complete backup of all MARS systems and datasystems and data



MARS


Friday, December 31, 1999Friday, December 31, 1999

State HolidayState Holiday

The MARS Systems will be The MARS Systems will be unavailableunavailable



MARS


Saturday, January 1, 2000 Saturday, January 1, 2000 10:00 am until 3:00 pm10:00 am until 3:00 pm

Finance MARS BCP Team will Finance MARS BCP Team will enter non-critical transactions enter non-critical transactions into MARSinto MARS

It is recommended that state It is recommended that state agencies also plan to enter agencies also plan to enter legitimate non-critical legitimate non-critical transactions into MARStransactions into MARS



MARS


Saturday, January 1, 2000 Saturday, January 1, 2000 3:00 pm EST3:00 pm EST

Finance MARS BCP Team Finance MARS BCP Team will run the first nightly cycle in will run the first nightly cycle in the year 2000 to validate the year 2000 to validate batch programsbatch programs



MARS

MARS Rollover MARS Rollover

Sunday, January 2, 2000 Sunday, January 2, 2000 Monday, January 3, 2000Monday, January 3, 2000

Two full days to remediate Two full days to remediate any Year 2000 issues that we any Year 2000 issues that we may havemay have

Given no Y2K issues, MARS Given no Y2K issues, MARS will be available for usewill be available for use



MARS

MARS Rollover MARS Rollover

Tuesday, January 4, 2000Tuesday, January 4, 2000

The first actual business day The first actual business day of the Year 2000of the Year 2000

Business as UsualBusiness as Usual



MARS

Communication Communication

Email Notification toEmail Notification to

MARS Agency MARS Agency Implementation LeadsImplementation Leads

MARS Systems MARS Systems AdministratorsAdministrators

Y2K CoordinatorsY2K Coordinators

at 10:00am, 1:00pm, and at 10:00am, 1:00pm, and 4:00pm, January 1, 20004:00pm, January 1, 2000



MARS


Via the PD and Advantage Via the PD and Advantage Message of the DayMessage of the Day

Via the Customer Resource Via the Customer Resource Center Voice Mail Alert Center Voice Mail Alert NotificationNotification



MARS


Via PhoneVia Phone

Boone Center National Guard Boone Center National Guard Emergency Operations CenterEmergency Operations Center

Y2K Project Management Y2K Project Management OfficeOffice

at 8:00am, 12:00pm, and at 8:00am, 12:00pm, and 4:00pm, January 1, 20004:00pm, January 1, 2000



MARS

Critical AreaCritical Area

Ability to Run and Print Ability to Run and Print ChecksChecks

Dual Process: Treasury and Dual Process: Treasury and MARSMARS

Worked with Treasury to Worked with Treasury to replace AS400replace AS400

Identified failure scenarios and Identified failure scenarios and solutionssolutions



MARS

Ability to produce checksAbility to produce checks

Scenario 1 - Agency Checkwriting System can Scenario 1 - Agency Checkwriting System can produce electronic file, but MARS is inoperableproduce electronic file, but MARS is inoperable

The Agency file will be electronically modified by the The Agency file will be electronically modified by the Finance Cabinet to be identical to the file typically Finance Cabinet to be identical to the file typically produced from MARSproduced from MARS

This includes assigning the run number, next check This includes assigning the run number, next check number, check type, sealed indicator, and remit to number, check type, sealed indicator, and remit to informationinformation

The resulting file will be used to process checksThe resulting file will be used to process checks



MARS

Ability to produce EFT’sAbility to produce EFT’s

Scenario 2 - Agency Checkwriting System can Scenario 2 - Agency Checkwriting System can produce electronic file, but MARS is inoperableproduce electronic file, but MARS is inoperable

The Agency file will be electronically modified by the The Agency file will be electronically modified by the Finance Cabinet to be identical to the file typically Finance Cabinet to be identical to the file typically produced from MARSproduced from MARS

This includes assigning all of the required This includes assigning all of the required information according to 1999 ACH Rulesinformation according to 1999 ACH Rules

The resulting file will be used to process EFT’sThe resulting file will be used to process EFT’s



MARS

Ability to produce checksAbility to produce checks

Scenario 3 - Agency Checkwriting System is Scenario 3 - Agency Checkwriting System is inoperable, agency can only produce a paper listing inoperable, agency can only produce a paper listing of the payees and the payment amountof the payees and the payment amount

The Agency and the Office of the Controller work The Agency and the Office of the Controller work together to key payee information into an electronic together to key payee information into an electronic formatformat

The resulting file will then be used to build the The resulting file will then be used to build the electronic files required for Scenario 1 -or- Scenario electronic files required for Scenario 1 -or- Scenario 2 as previously discussed2 as previously discussed



MARS

MARS and Year 2000MARS and Year 2000

SummarySummary

What key points have been made today?



MARS

Key PointsKey Points

MARS is Year 2000 CompliantMARS is Year 2000 Compliant

MARS is only as compliant as the workstation MARS is only as compliant as the workstation and infrastructure upon which the application is and infrastructure upon which the application is runningrunning

Six Strategies for ContinuitySix Strategies for Continuity

Rollover Timeline to identify issues and Rollover Timeline to identify issues and remediateremediate



MARS

MARS Y2K InformationMARS Y2K Information

MARS Business Continuity PlanMARS Business Continuity Plan

MARS Rollover PlanMARS Rollover Plan

MARS Y2K CertificationMARS Y2K Certification

MARS and the Year 2000 Project UpdateMARS and the Year 2000 Project Update

http://www.state.ky.us/agencies/adm/mars/mars.htmhttp://www.state.ky.us/agencies/adm/mars/mars.htm



MARS

QuestionsQuestions

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