1. Sunflower Project Accounts Receivable Conversion Workshop June 16, 2009

2. 2 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 Jan Murray – Accounts Receivable Lead, State Allison Garcia – Accounts Receivable Lead, Accenture

3. 3 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 Converting into SMART

4. 4 SMART – Accounts Receivable Customers (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 entered online in SMART prior to or after go-live. Converting into SMART

5. 5 Upload Data Conversion Approach – Flat File Layout Column NameDescription Field 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

6. 6 Customer Conversion (CNV003) INF26 – AR Customer Interface will be used File Type: ASCII Flat File File Layout Record Structure: Converting into SMART using the Upload Process

7. 7 Customer Conversion (CNV003) INF26 – AR Customer Interface Data File Sample Converting into SMART using the Upload Process

8. 8 Pending Item Conversion (CNV012): INF28 – AR Pending Item Interface will be used File Type: ASCII Flat File File Layout Record Structure: Converting into SMART using the Upload Process

9. 9 Pending Item Conversion (CNV012) INF28 – AR Pending Item Interface Data File Sample Converting into SMART using the Upload Process

10. 10 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. Guidance for data entry will be provided by the SMART project.

11. 11 Customers must be converted prior to the conversion of pending items. Converting into SMART Functional Considerations

12. 12 Sunflower Project Timeline Converting into SMART Key Data Conversion Activities & Timeline

13. 13 Tasks & Milestones CompletedDate SMART Conversion Workshop & Kick-offMay 5, 2009 Conversion file standards posted to SMART website.May/June 2009 Agencies responded to SMART Data Conversion Survey.By June 12, 2009 CurrentDate Agencies: 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, 2009 June 18, 2009 UpcomingDate Submit mapping documents to SunflowerFMS@da.ks.gov. Include ‘Conversion Data Mapping’ in the Subject line.SunflowerFMS@da.ks.gov July 15, 2009 Attend Monthly Agency Conversion Meetings.July 22, 2009 August 26, 2009

14. 14 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 lineSunflowerFMS@da.ks.gov Converting into SMART Support, Contact Information and Reference Information