April 21, 2010 Sunflower Project Monthly Conversion Meeting – April

2 Conversion activities are in process for the dress rehearsal, which is the final test cycle prior to cutover. Complete: STARS Vendors Customers (Agency Files, Interfund Customers) Projects Bidders ProcMan/SRS Purchasing Contracts In Progress: Assets Not Started:  Open Warrants  STARS Balances  STARS Encumbrances  Pending Items Dress Rehearsal

3 Task 311: Validate that converted asset data loaded into SMART correctly during the dress rehearsal. Review asset listing of converted data from SMART and complete Asset Conversion Validation Form by May10. This will be sent to the conversion contact and primary contact after the conversion. Dress Rehearsal

4 File due dates for the final conversions vary by conversion type: Cutover Conversion Type Task ID # Cutover File Due Date Conversion Date Customers302Friday 6/4/10Tuesday 6/8/10 Projects306Friday 6/4/10Wednesday 6/9/10 Purchasing Contracts 305Friday 6/11/10Monday 6/14/10 Assets303Wednesday 6/16/10 Monday 6/21/10 – Sunday 6/27/10 Pending Items 304Friday 7/16/10Monday 7/19/10

5 Projects, Customers, Purchasing Contracts, Pending Items: Agencies will receive an invitation for the day of or the day after the conversion in June/July to review the converted data and confirm that all is accurate. It is important to the deployment process to accept the invitation and attend on the scheduled date. Cutover

6 Assets: Conversion will be conducted during week of Monday 6/21/10 – Sunday 6/27/10. If we have “real-time” questions regarding your agency’s final file submission, we may reach out to your conversion contact between 6/16 and 6/25. Agencies will be asked to review the listing of converted data from SMART during the week of 6/21. Any lines that error out during the final conversion will need to be entered online in SMART by July 30. Cutover

7 Online Entry Conversions: Data Entry Templates Online data entry templates will be made available for the following data types: Projects, Contracts, Grants, Customers, Pending Items, Purchasing Contracts, Leased Assets, and Assets Can be used to prepare data and facilitate agency entry of data into SMART Agencies will be able to enter projects, contracts, and grants online in SMART prior to go-live. Agencies will be able to enter Customers, Pending Items, Purchasing Contracts, and Assets online after go- live.

8 Online Entry Conversions: Projects, Contracts, Grants For the entry of projects, contracts, and grants in SMART, agencies will be able to enter the data online during scheduled sessions at the Sunflower Project site between 6/14 and 6/18. Invitations will be sent to agencies that said they have this data to convert when responding to Task 215 (Agency Data Conversion Plans). Prior to then, agencies should prepare their data in the data entry template provided by the project. Additionally, the resources performing the data entry should ensure that they attend their scheduled training.

9 There will be no Conversion Meeting in May The next Monthly Conversion Meeting will be on Thursday, June 17 from 9:00 – 10:00 in LSOB Room 106. The primary focus of this meeting will be the assets conversion. Monthly Conversion Meetings

10 Conversion Support with  Include ‘Conversion’ in the Subject line of all s. Schedule Office Hours with the SMART Conversion Team.  to schedule an 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