ASTRA Update Sunflower Project Statewide Management, Accounting and Reporting Tool (SMART) May 14, 2009

2 Agenda Project Status and Activities Project Decisions Upcoming Events, Activities and Reminders

3 Project Timeline Plan & Analyze Oct ‘08—Dec ’08 Design Jan ‘09—Apr ’09 Build May ‘09—Oct ’09 Test & Deploy Nov ‘09—Jun ’10 Support Jul ‘10—On · Host Project Kickoff · Launch Website · Identify Agency Contacts · Conduct Conference Room Pilots · Publish Project Charter · Complete Agency Skills Assessment · Launch Project Newsletter · Conduct Agency Introduction Meetings · Launch Change Agent Network · Conduct Configuration Workshops · · Distribute Initial Agency Readiness Assessment · Design Agency Interface · Create Agency Conversion Strategy · Design Training Curriculum · Conduct Change Agent Meetings · Conduct Business Process Workshops · Conduct Configuration Workshops · Distribute Agency Readiness Assessments · Modify System · Adjust Agency Interfaces · Clean Up Data · Build Data Conversion Processes · Build Training Curriculum · Conduct Change Agent Meetings · Pilot Training Curriculum · Conduct Train-the- Trainer Programs · Train End-Users · Distribute Agency Readiness Assessments · Plan Cutover · Test Agency Interfaces · Test and Load Data for Conversion · Reconcile Data · Establish Help Desk · Perform User Acceptance Testing · Validate System · Cutover to New System: July 1, 2010 · Support Production · Respond to Agency Feedback · Decommission Redundant Agency Systems

4 Project Status & Activities Data conversion workshops held on May 5 th : Approx 150 attendees Provided overview of conversion process Discussed data conversion strategies and considerations such as on-line vs. automated Reviewed agency and project responsibilities and timeline Data Warehouse Advisory Group Held 1 st meeting Engaged group with lots of good ideas Homework assigned – prototype a management dashboard for CFO or other high-level manager Hands-on workshop in late June using data warehouse and query/reporting tools and dashboards

5 Agencies will use a combination of either a Purchase Order (PO) or General/Ledger (GL) to encumber funds at year end If the vendor is known create a Purchase Order in SMART If the vendor is not known, i.e. “blanket” encumbrance use a G/L encumbrance 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 Project Decisions - Encumbrances

6 Agencies are encouraged to use the best practice of allowing SMART to auto-number transactions. or Agencies may choose to “smart” numbering to avoid major changes to systems and change management issues Project Decisions – Auto-Numbering

7 Solution will use Accounts Receivable and Accounts Payable 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 Each agency can view both sides of the entry No identified changes expected to INF02 and INF44 to support interfunds Project Decisions – Interfund

8 Year End Concurrent Processing Cutover Strategy Project Activities – Pending Decisions

9 Upcoming Events & Activities Change Agent Network Meeting #3 on May 20, 2009 from 9:00 to 11:00 a.m. at Topeka & Shawnee County Public Library Marvin Auditorium – Invitations sent May 6, 2009 Testing Overview Training Update Project Decisions – Including detail on new Chart of Accounts structure Shared Services Center SMART Demo Publish 3rd edition of the Sunflower Project Newsletter – mid-June 2009

10 Configuration Workshops are being conducted to help agencies complete more complex configuration activities Program and Department ID ChartFields Configuration Workshop June 1 – 4 and June 15 – 18 (attend one 2 hour session) Refer to invitation sent 5/7/09 Project Setup Configuration Workshop June 2 – 4, June 9 – 11, and June 16 – 18 (attend one 2 hour session) Refer to invitation sent 5/7/09 Upcoming Events & Activities

11 Roles and Responsibilities Agency Contacts Advocate the Sunflower Project and communicate information throughout all levels of your agency – forward s, etc. Attend project presentations, workshops, training, etc Proactively follow up with Agency Readiness Liaisons as needed for clarifications and to bridge knowledge and communication gaps Work through items on the Agency Task List. Adhering to project quality standards and timeline Assess and communicate Agency’s readiness for the transition to SMART

12 Project Resources Sunflower Project website: Sunflower Project Address: Sunflower Project List-serv –Sunflower Infolist –Subscribe at Sunflower Project Site: Sunflower Project, 915 SW Harrison, Room 1181, Topeka, Kansas 66612

13 Questions For additional information on the project, please see the project website: