Sunflower Project Data Conversion Workshop May 5, 2009

2 Welcome & Introductions Dean Arzoian – Technical Team Manager, State Bruce Myers – Technical Team Manager, Accenture Ed Payne –Interface and Data Conversion Coordinator, State Nate Hill – Data Conversion Coordinator, Accenture Javier Gallegos – Data Conversion, Accenture

3 Expectations At the end of today’s session you should have a better understanding of: Activities involved and project timeline for data conversion, and agency vs. project responsibilities What data will be converted How data conversion is accomplished and agency options Conversion file layouts Conversion test approach This session will not include presentation of detailed conversion layouts Detailed conversion layouts are being finalized and will be provided to agencies in approximately 2 weeks Subsequent sessions will be held to review each of the detailed conversion approach for assets, accounts receivables, purchasing, grants, projects and contracts

4 Meeting Overview and Agenda Outline the processes that will be used to convert data to SMART Describe data being converted to SMART Provide an overview of data conversion for SMART functional areas Identify activities and steps necessary for your agency to convert data to SMART Review the timeline of activities Converting into SMART

5 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

6 What Data Is Being Converted into SMART? Converting into SMART Agency ConversionsCentral Conversions Assets Open Purchase Order Balances Purchasing Contracts Open Grants, Projects, and Contracts Open Receivables Customers Vendors Bidders GL Balances Deposits/Receipt Vouchers Interfund Vouchers Other Encumbrances Open Vouchers

7 Data Upload Conversion Approach Conversion File Formats File-based: File standards will be provided for automated conversions with file structure, record/field length and field descriptions for mapping. Excel-based: Excel data entry templates will be available for some conversions File Submission: For data security, preferred method of submission to the Sunflower Project is via secure FTP (SFTP). Processing and Error Reporting: Conversion files will be processed by Sunflower team and reports will be provided detailing issues to be resolved in source data. Data Cleansing: Agencies responsible for cleansing data in source systems based on error reports. Converting into SMART using the Upload Process

8 SMART ResponsibilitiesAgency Responsibilities Provide conversion approach, and guidelines for converting data into SMART Map Existing Systems to SMART Data Provide file standards and data entry templates for conversion Design and build processes for extracting data from current systems, or populate data entry templates where available Coordinate conversion testing activitiesTransfer files to Sunflower Team according to testing schedule Process files, provide conversion reports and perform data validation. Participate in mock conversion test cycles Provide technical and functional support on SMART system Review conversion reports and perform data validation, resolve defects and resubmit files Perform data cleansing

9 Upload Conversion Approach – File Layouts & Mapping File Layouts define the format for mapping and data submission Converting into SMART using the Upload Process Example

10 Upload Conversion Approach – Data Entry Templates Templates provide a method of data entry for upload Data must be entered in fields with correct formatting and meet field length requirements Converting into SMART using the Upload Process Example

11 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 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.

12 Converting into SMART using the Online Process SMART ResponsibilitiesAgency Responsibilities Provide conversion approach and guidelines for converting data into SMART Provide the necessary legacy data sources (documents, reports, queries, system access) Provide instructions for online data conversion Coordinate resources for data entry during cutover period Coordinate system access and security settings Perform data entry into the SMART System Provide data entry support

13 Meeting Overview and Agenda Outline the processes that will be used to convert data to SMART Describe data being converted to SMART Provide an overview of data conversion for SMART functional areas Identify activities and steps necessary for your agency to convert data to SMART Review the timeline of activities Converting into SMART

14 What Is Not Being Converted into SMART? Historical or closed transactional data Direct loads into the Data Warehouse Agency vendors Converting into SMART

15 SMART – Asset Management Asset (CNV009): Conversion of fixed asset information, including financial and physical attributes, such as original cost, categorization and description. Asset Conversion Method: Upload: Assets will be converted by submitting asset data extracts in the file format for upload into SMART. A data entry template will be provided for low-volume data sets. Converting into SMART Agency Conversions Agencies are encouraged to load all fixed assets into SMART so that agency assets are in a single system. Agency assets do not need to meet the $5K threshold. Any assets such as laptops, PDAs, can be managed and tracked in SMART.

16 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 converted manually in SMART prior to or after go-live. Converting into SMART Agency Conversions

17 SMART – Purchasing Purchase Order (CNV007): Load balances of open purchase orders at cutover to SMART. Purchasing Contract (CNV008): Load of open agency contracts not in Procurement Manager Plus. Purchasing Conversion Methods: Upload: Purchase orders can be converted by preparing a flat file in the defined format for upload into SMART. All data required for purchase order conversion isn’t available in STARS. More details will be provided at Purchasing conversion workshop. Contracts will be converted using an Excel data entry template, to be uploaded into SMART. Online: For agencies with low data volumes purchase orders may be converted manually in SMART prior to go-live. Converting into SMART Agency Conversions Pending decision – to be updated

18 SMART – Grants Grants (CNV005): For agencies using the Grants module, conversion of proposals and awards. Associated projects and contracts will be generated using system functionality. GM Conversion Methods: Online: Grants will be converted through data entry into SMART prior to cutover on July 1, 2010 Converting into SMART Agency Conversions

19 SMART – Projects and Contracts Projects (CNV006): Load of project and project activity definitions for projects not tied to grants, or grant-related projects for agencies not using the Grants module Contracts (CNV013): Creation of contract definitions for reimbursable projects to generate customer billing Project and Contract Conversion Methods: Upload: Projects can be converted by preparing a flat file in the defined format for upload into SMART Online: For agencies with low data volumes, projects may be entered online in SMART prior to go-live. Contracts will be converted manually for reimbursable projects in SMART prior to or after go-live, depending on Day 1 billing requirements. Converting into SMART Agency Conversions

20 Meeting Overview and Agenda Outline the processes that will be used to convert data to SMART Describe data being converted to SMART Provide an overview of data conversion for SMART functional areas Identify activities and steps necessary for your agency to convert data to SMART Review the timeline of activities Converting into SMART

21 Sunflower Project Timeline Converting into SMART Key Data Conversion Activities & Timeline

22 Sunflower Project Timeline – Map Data Converting into SMART Key Data Conversion Activities & Timeline

23 Sunflower Project – Map Data Key Dates: SMARTConverting Agencies Provide SMART conversion standards and instruction Conduct detailed conversion workshop meetings Provide support Attend conversion kick-off meeting Identify conversion needs Review conversion standards Plan conversion activities depending on the conversion method chosen Respond to survey to provide conversions plan to Sunflower Team DatesActivity/Milestone 5/05/2009SMART Conversion Workshop & Kick-off 5/15/2009*Conversion File Standards posted on SMART website Key Activities & Responsibilities: Converting into SMART Key Data Conversion Activities & Timeline

24 Sunflower Project Timeline – Extract Data Converting into SMART Key Data Conversion Activities & Timeline

25 Sunflower Project – Extract Phase Key Activities & Responsibilities: Converting into SMART Key Data Conversion Activities & Timeline SMARTConverting Agencies Build load processes and data entry templates Provide support Unit test conversion processes Map data to SMART layouts Design, build, unit test data extraction processes or populate data entry templates Identify data issues and cleanse existing data Key Dates: DatesActivity/Milestone 6/5/2009Data entry templates provided for conversions using templates 7/16/2009Data mapping checkpoint – submit data maps to Sunflower Team

26 Sunflower Project Timeline – Testing Converting into SMART Key Data Conversion Activities & Timeline

27 Converting into SMART Key Data Conversion Activities & Timeline Conversion Test Approach Testing Phases for File Uploads Unit Test: Stand-alone test of upload conversion processes using test data Conversion Assembly Testing: Initial test with agency conversion files for automated upload conversions to “shake out” conversion programs and file transfer processes Mock Conversion Testing: Three rounds of conversion testing for automated upload conversions Dry Run Test: Mock deployment of SMART system involving all steps of system roll-out, including conversion

28 Sunflower Project – Test Phase SMARTConverting Agencies Process conversion files into SMART test environment Perform data validation and reconciliation Return conversion reports Fix conversion process defects Provide support Submit test files to Sunflower Team according to schedule Review conversion reports Resolve data extract defects Perform data cleansing For online conversions, begin resource planning and data preparation Converting into SMART Key Data Conversion Activities & Timeline Key Activities & Responsibilities: Key Dates: DateActivity/Milestone 9/18/2009Provide files for assembly test 11/6/2009Provide files for Mock 1 test 1/18/2010Provide files for Mock 2 test 3/5/2010Provide files for Mock 3 test 4/30/2010Provide files for Dry Run test

29 Sunflower Project Timeline – Deploy Converting into SMART Key Data Conversion Activities & Timeline

30 Sunflower Project Timeline - Deploy Key Dates: SMARTConverting Agencies Create and communicate deployment plan Execute conversion into SMART production environment Facilitate online conversion Stop data entry in to be decommissioned systems Provide final conversion files Review conversion results and identify post go-live clean-up tasks, if necessary Perform online conversion activities DateActivity/Milestone June 2010Stop data entry in to be decommissioned systems June 2010Submit final conversion files according to deployment schedule June 2010Perform online conversions according to deployment schedule 7/1/2010SMART system go-live Converting into SMART Key Data Conversion Activities & Timeline Key Activities & Responsibilities:

31 Reference Material and Contact Information: Office Hours Tuesdays and Thursdays, 9am to 10am, 10am to 11am Wednesdays 2pm to 3pm, 3pm to 4pm Website – Include ‘Conversion’ in subject Converting into SMART Support, Contact Information and Reference Information

32 Next Steps ActivityDate Agencies: Respond to Data Conversion Survey What conversions your agency is planning The expected volume of data Used in planning and for coordination in future phases May 2009 Agencies: Register for Module Conversion WorkshopsMay 2009 SMART: Publish File StandardsMay 15 th, 2009 Agencies: Review File Standards and Begin Mapping DataMay 15 th, 2009 SMART: Publish Data Entry TemplatesJune 5 th, 2009 Agencies: Review Data Entry TemplatesJune 5 th, 2009 SMART: Conduct Module Conversion WorkshopsJune 2009 Agencies: Attend Module Conversion WorkshopsJune 2009