Identifying/Removing ObstaclesSunflower ProjectStatewide Financial Management System Update

May 13, 2009

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Today’s Topics

• Introductions

• Purpose of Meeting – Gary

• Barriers to Agency Tasks – Gary

• Review of the Schedule – Paul

• Agency Tasks Relative to Each Phase – Gary

• On-going Communications – Paul

• Open Questions

• Take-aways

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1. Identify and address barriers to agencies’ progress in developing interfaces and modifying systems to support SMART implementation

2. Establish stronger channels of communication and increase the project’s responsiveness and support for agencies

Purpose of Meeting

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• We need to know about the programs/program codes soon in order to proceed with planning and changes in the MMIS system.

• Not sure, just don’t know what I am suppose to do at this point of the project.

• Agency specific values. How to populate fields that we don’t have a value for – spaces or zeros?

• Limiting number of email notices/requests.

• Actual status of the project vs. project timelines.

• Will all of the conversion file layouts be provided? (including the ones to convert data from STARS?)

What Issues, Questions or Concerns Would You Like Addressed?

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Barriers to Agency Tasks

Updated List of Interfaces Posted to Website

WU # Module WU# Description Status Inbound/Outbound Agency or Central Interface

Layout Exists Layout Online Description Business Process STARS Interface Equivalent

INF01 AP Vendor Download Approved Outbound Agency Yes Yes Contains all updates to the SMART vendor tables

Establish and Manage Vendors VE Vendor File

INF02 AP Voucher Load Approved Inbound Agency Yes Yes Creates payment vouchers in SMART

Enter and Process Vouchers IN- Payment Vouchers

INF03 AP Outbound Payment Information Approved Outbound Agency Yes Yes Lists all payments processed by SMART on a given date

Process Payments 951- Daily Transactions

INF04 AP Vendor File Update Approved Inbound Agency Yes Yes Upload for the creation of new vendors in SMART

Establish and Manage Vendors VT Vendor Update

INF06 GL Inbound Journal Interface Approved Inbound Agency Yes Yes Importing of Regents payroll and reclassificaation GL journals into SMART

Enter and Process Journals IN Regents (DA 175, DA 176, DA 35)

INF08 AP ACH Bank File Output Approved Outbound Central No No Banking information sent from SMART to the bank

Process Payments Central Agency

INF09 AR Electronic Revenue Approved Inbound Central Yes Yes Credit card and echeck transactions from the bank

Deposit and Cash Applications Central Agency

INF10 AP Redeemed Warrants Approved Inbound Central No No Cancelled Process Reconciliations Central AgencyINF11 GL Balance Forward Interface Approved Outbound Central Yes Yes Ledger extract for

the Division of Budget

Enter and Process Budget Journals Central Agency

INF12 GL Outbound GL Interface Approved Outbound Central Yes Yes Revenue and operating expense extract for Division of Budget

Enter and Process Budget Journals Central Agency

INF13 GL Expenditure Reconciliation Cancelled Outbound No No Cancelled Cancelled - determined to be unnecessary CancelledINF14 AP Warrants Issued - Positive Pay File Cancelled Outbound Cancelled Yes Yes Cancelled Cancelled - Combined with INF03 CancelledINF15 GL Chart field Extract Approved Outbound Agency Yes Yes Contains the

current SMART chart fields

Enter and Process Journals 957- Valid Funds &BU's, 912- Valid PCA's

All Interfaces

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Recent Decisions and Impact on Interface Design - Encumbrances

Barriers to Agency Tasks

• Agencies will use a combination of PO and G/L to encumber funds at year end

• If the vendor is known use a PS Purchase Order

• If the vendor is not known, i.e. “blanket” encumbrance use a G/L encumbrances

• G/L encumbrances must be manually converted to a Purchase Order on-line in SMART to establish a PO encumbrance (normally a fiscal person)

• Then the INF02 interface (voucher load containing the PO#) can be processed to liquidate the encumbrance

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Recent Decisions and Impact on Interface Design - Interfunds

Barriers to Agency Tasks

•Solution will use A/R and A/P modules and associated interfaces (INF02 and INF44)

•Interagency receivables and payables are recorded on the books• Selling agency enters a deposit in Accounts Receivable (AR)• Buying agency enters and pays the voucher in Accounts Payable (AP)

•SMART will be modified to match the paired transactions so that an agency can view both sides of the transaction

•Each agency controls the entry and approvals of its side of the entry

•Agency-to-agency notifications via workflow or email

•Each agency can view both sides of the entry

•No identified changes expected to INF02 and INF44 to support interfunds

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Recent Decisions and Impact on Interface Design - Autonumbering

Barriers to Agency Tasks

•Agencies can use auto-numbering functionality in PS

or

•Agencies to choose “smart” numbering to avoid major changes to systems and change management issues

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Lack of knowledge of PeopleSoft

Barriers to Agency Tasks

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Signing In to PeopleSoft

You will sign-in to SMART using a User ID and Password set up using same schema as SHARP Core User Security

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INF02 and INF03

Agency System

INF02 – Voucher Load

INF03 – Outbound Payment Information

SMART

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tagi

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and

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INF02 – Voucher Load

SMART Field Name Field Type

Field Length

First Position

Last Position

KeyField

Required Field Reg Voucher

Required Field PO Voucher

ROW_ID Char 3 1 3 Y Y Y

BUSINESS_UNIT Char 5 4 8 Y Y Y

VOUCHER_ID Char 8 9 16 Y Y Y

VOUCHER_LINE_NUM Nbr 5 17 21 Y Y Y

BUSINESS_UNIT_PO Char 5 22 26 N N Y

PO_ID Char 10 27 36 N N Y

LINE_NBR Nbr 5 37 41 N N Y

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SMART Integration

Project Costing

Time & Labor

Billing

AccountsReceivable

Contracts

General Ledger

AccountsPayable

Purchasing

Payroll

Human Resources

Grants

Est. Amounts Payroll Expenses

Encumbrances

Payables

Jour

nals

, F

&A

, B

udge

ts

Payables

Payroll Expenses

Billing Status Update

Unbilled AR

AR

Cash

Project Data

Billable Transactions

Invoiced Amounts

Personnel Data

Award Data

T&L Data

PO Data

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Chart of Accounts

• Approach is to publish as much detail as possible as it becomes finalized

• Chart of Accounts structure was published in April

• Project team will work with agencies to define detailed values in Build Phase (May – July, 2009)

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Chart of AccountsGeneral Ledger Business Unit

• One GL BU per agency– Requires additional set-up and maintenance effort

by A&R, but…– Provide more flexibility to configure SMART to

agencies’ unique business needs

• 5-digit numeric value= [ 3-digit agency number ]+ 00

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Chart of AccountsFund

• The 4 digit Fund codes in STARS will also be used in SMART

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Chart of AccountsAccount

• Specifies the balance sheet account or operating account on the transaction

• 6-digit numeric value

= [ pre-defined 1-digit account type code: 1 – Assets, 2 – Liabilities,

3 – Equity, 4 – Revenue, 5 – Expenses. Statistical account numbers will

begin with a 9 and transfers will begin with a 7]

+ [ current 4-digit STARS subobject codes ]

+ 0-9 [ allows for additional level of detail ]

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Chart of AccountsDepartment

• Identifies an organizational entity within the agency associated with the transaction

• 10-digit numeric value= [ 3-digit agency number ]+ [ 7-digit value defined by agency ]

• Compare with STARS DeptID: 5-digit numeric value= [ 3-digit agency number ]+ [ 2-digit division code ]

• Agency defined

• Work with SHARP contacts to coordinate updates when defining values in SMART chart of accounts

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Chart of AccountsBudget Unit

• The 4 digit Budget Unit codes in STARS will also be used in SMART

• This Budget_Ref on the interface layouts, e.g. INF02 on the voucher distribution line

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Chart of AccountsProgram

• Identifies a specific good or service provided in response to a social or individual need or problem– Enables the State to capture costs associated with a

specific program

• Agencies will need to work with Division of the Budget analysts to determine the 5-digit values

• For some agencies there will be changes to the current 5 digit PCA codes from STARS, i.e. newly defined values

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Chart of AccountsProject

• Identifies the project associated with grant and project transactions– These transactions can cross budget years, funds, and

departments– This chartfield is optional

• 15-digit alpha-numeric value

• Project IDs are created when a project is added in the Project Costing Module

• Agency defined

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Chart of AccountsService Location

• Identifies a specific location (building or site)– Enables the State to capture costs associated with a

specific location– This chartfield is optional

• 5-digit alpha-numeric value– Will be defined during agency configuration activities

• Agency defined

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Chart of AccountsAgency Use

• Used to fulfill agency-specific reporting requirements– This chartfield is optional

• 10-digit alpha-numeric value– Will be defined during agency configuration activities

• Compare with STARS Agency Use chartfield: 16-digit numeric value– SMART captures same information in other fields– For example, enter free form descriptions in designated Description

fields

• Agency defined

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High-Level ScheduleKey Interface Activities & Timeline

Sunflower Project Timeline

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High-Level ScheduleKey Interface Activities & Timeline

Sunflower Project Configuration Stages

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Configuration Stages

• Configuration Designs – Documents the intended usage of configuration tables needed for the in scope business processes.

• Sample Configuration Values – Consists of valid test data in some cases (ex. vendors, budgets, projects) or valid actual data in other cases (ex. funds, accounts, reason codes) to be used for initial interface testing.

• Full Configuration Values – Consists of the valid actual data to be used for production. Valid test data will still be required since some configuration will not be known until the time of conversion.

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Configuration Crosswalk

• Interface Name – Specifies the interface whose fields are being configured

• Configuration Field – Specifies the interface field configured

• Description – The description for the configuration field

• Fixed/Variable – Specifies if the value is constant or variable

• Fixed Field Value – The fixed field value

• Agency Input – Indicates if the agency provides the set of configuration values to SMART

• Configuration Design – The configuration work unit that will assist agencies in determining what data to provide in the interface field

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Configuration Designs

For the 7 most widely used interfaces, we just published a configuration guide for each of the 7 layouts

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Configuration Designs

For each of the configuration fields on the layout, the configuration design is named and posted to the website.

Example: Account Configuration Screenshot

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Configuration Designs

The configuration design document indicates how the configuration field will be used by the State

Example: Account Field Usage Approach

– The current 4-digit STARS revenue and expenditure sub-object codes will be used as the foundation for the new 6-digit account code in SMART. Additional account values will be added to provide additional detail. Meetings will be conducted and/or tasks will be sent to the agencies to ensure all of the necessary account values are considered.

– The first digit of the account number will correspond to the account type: 1 – Assets, 2 – Liabilities, 3 – Equity, 4 – Revenue, 5 – Expenses. Statistical account numbers will begin with a 9 and transfers will begin with a 7.

– The field length will be 6 characters. The purpose of the account ChartField is to define the transactions and specifies the balance sheet account or operating account (i.e. expenditure or revenue object code) on the financial transactions.

– Account is required on all transactions.

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Interface Testing Schedule Key Interface Activities & Timeline

Sunflower Project Agency Interface Testing Timeline

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Interface Testing Schedule Key Interface Activities & Timeline

Sunflower Project Agency Interface Testing Timeline

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Interface Testing Components

• Connectivity Test – Validates agency files can be successfully loaded to and from SMART. This is a prerequisite for Interface Testing kick-off for an agency.

• Assembly Test – Will determine if interface files can be processed by the sending and receiving systems. This will validate the file layouts, formats and initial data values.

• SMART Conditions Test – This phase will execute the test conditions identified by the SMART project to test the SMART interface and processing requirements.

• Agency Conditions Test – This phase will execute the test conditions identified by the agency to test agency interface and processing requirements that may not have been covered during SMART Condition Testing.

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• Determine interfaces needed by agency

• Download updated layouts on website and review

• Map STARS chart of account values to SMART (involve agency fiscal folks); DeptID, Program, Service Location, Agency Use are “owned” by agencies

• Identify changes to system(s) required to generate interface values

• Identify edits

• Develop a design document

• Update project plan with additional detail; plan should sync with overall project plan

• Schedule visit during office hours to get questions answered

Agency Tasks – Next 60 days

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• Work backwards – determine valid values needed to create interface file

• Separate static values from dynamic values:• Static values (Business Unit, Origin) – programmed once• Dynamic values ($ amount, Account, Fund, Program,

deptID, Service Location) extracted out of agency systems

• Start with what is known – most chart of account values are known; some such as DeptID and Service Location are new and need to be defined by agency fiscal staff

• Stub out – use surrogate values for design purposes if actual values have not been fully defined yet

Agency Tasks – Design Phase

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We need to know about the programs/program codes soon in order to proceed with planning and changes in the MMIS system.

Not sure, just don’t know what I am suppose to do at this point of the project.

Agency specific values. How to populate fields that we don’t have a value for – spaces or zeros?

• Limiting number of email notices/requests.

• Actual status of the project vs. project timelines.

• Will all of the conversion file layouts be provided? (including the ones to convert data from STARS?)

What Issues, Questions or Concerns Would You Like Addressed?

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How we will communicate with you:

• Website Postings – We will continue to post documents and FAQs to the website as a distribution mechanism

• Office Hours – We will continue to have office hours where you can come in and receive one-on-one attention for your questions or issues

• Monthly Interface Meetings – On an ongoing basis, we will hold monthly meetings to communicate project status, respond to common issues, discuss upcoming activities in more detail and to provide another forum for dialogue

• eMail – We will send periodic email with new information as it becomes available, including follow-ups from monthly meetings

Ongoing Communication Strategy

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How you can communicate with us:

• Office Hours – Come see us!

• Monthly Interface Meetings – Participate, bring your questions and issues or send them to us in advance

• eMail – SunflowerFMS@da.ks.gov Subject “Interfaces”

The bottom line:

We want to keep the communication channels open. We will strive to tell you what we know when we know it, and we need to hear from you if there is something preventing you from proceeding.

If you leave this meeting still not knowing how to proceed, please contact us immediately!

Ongoing Communication Strategy