January 27, 2010 Sunflower Project Monthly Conversion Meeting – January

2 The project recently completed Mock1 conversion activities. This included processing the following conversions: Agency Customers for 039 and 622 Agency Projects for 046, 143, 276, and 296 Assets for 59 of the 72 agencies participating in this conversion Agency Time Reporter Schedule data from the 12 agencies participating in this conversion Purchasing Contracts from 629 and Procurement Manager Plus STARS Vendors STARS Open Encumbrances STARS Cash Balances Bidders data from the Division of Purchases Mock Conversion Testing

3 Activities for Mock 2 have started: Week of January 25: Start converting Vendors, Projects, Customers— including the “State agency” customer/contact information collected from Agency Task 266-Interfund Contact(s) Week of February 1: Start converting PO Contracts, Bidders, Assets Week of February 8: Start converting Cash Balances, Open Warrants Week of February 15: Start converting Encumbrances, AR Pending Items Week of February 22: Provide feedback to agencies, Agencies update data/files March 5: Agencies submit Mock 3 files to the project Mock Conversion Testing

4 Statistics As of 01/25/10 Customers AR Pending Items Purchasing Contracts ProjectsAssets # Files Expected # Files Received Mock Conversion Testing Status of Mock 2 File Submissions (Agency Task #25):

5 The following agencies still need to submit Mock 2 files for the asset conversion. Files were due on 01/18/10. Please submit these files by the end of this week: 034-Adjutant General 082-Attorney General 094-Bank Commissioner 288-State Historical Society 328-St Brd of Indigents' Defense Services 331-Insurance Department 422-Legislative Coordinating Council 428-Legislature 434-State Library 494-Osawatomie State Hospital 540-Legislative Division of Post Audit 549-Real Estate Commission 555-Rainbow Mental Health Facility 610-School for the Deaf 694-Commission on Veterans Affairs Mock Conversion Testing

6 Feedback will be provided to agencies on the Mock 2 conversion files that have been submitted. This feedback consists of items that must be corrected in your agency’s conversion file before the Mock 3 conversion file is submitted to the Sunflower Project on 03/05/10. If your file passes Mock 2 testing with no errors, you will be notified. If there are no changes to your data, you may notify us at that time that we are to use the same file for Mock 3. Each mock conversion file should be the complete set of data that you plan to convert. All active data that needs to be converted, as of the time when the file is due, should be included. This should include any additions/changes to the data since the last time that a file was submitted. All corrections requested by the project should be made prior to the next submission. As deployment approaches, agencies should minimize changes to data wherever possible. Mock Conversion Testing

7 The following checklist has been posted on the secure SMART website. Please complete the checklist and submit with each asset conversion file in the future (Mock 3, Dry Run, Deployment/Go-Live). Asset Conversion File Submission Checklist

8 Agency Task 266: Interfund Contact(s) This task was designed for agencies to define their Agency Interfund Customer/Vendor Contacts. Task Due Date: December 23, 2009 General Conversion Updates Accounts Payable/Accounts Receivable

9 How do I access the secure SMART website? Go to Click on Technical Resources at top of page Click on “Click to view documents” under the Secured Documents section Secure SMART Website

10 How do I obtain a login to this site? to request What should I do if I forget my login information? Contact DISC support to have your password reset What is posted on this site? Configuration Values (valid SMART values) Conversion File Layouts Asset Data Entry Template Asset Conversion – Error Messages Job Aid Asset Conversion – Submission Checklist Presentations from all Monthly Conversion Meetings Secure SMART Website

11 TaskDue Date Mock Conversion #3: Agency cleans up data and sends complete files to the Sunflower Project for Mock Conversion #3 (Task ID 224) 03/05/10 Conversion Dry Run: Agency cleans up data and sends complete files to the Sunflower Project for the Dry Run (Task ID 225) 04/30/10 Deployment/Go-Live: Agency cleans up and sends final files according to cutover schedule (Task ID 107) 06/2010 Future Milestones

12 Conversion Support with  Include ‘Conversion’ in the Subject line of all s. Schedule Office Hours with the SMART Conversion Team.  to schedule an Attend Monthly Conversion Meetings. Visit secure SMART website to obtain conversion materials: Refer to Q&A’s from this meeting on the SMART website.  Click on ‘Questions & Answers’ on the home page February’s Conversion Meeting Thursday, February 25 9:00 – 10:00 LSOB 106