August 26, 2009 Sunflower Project Monthly Conversion Meeting – August

2 Welcome & Introductions Fred Barnes – Data Conversion and Interfaces Lead, State Jenny Brately – Data Conversion Coordinator, Accenture

3 Today’s Topics Conversion Tasks Configuration Values General Information

4 1.Know your conversion plans. 2.Share your conversion plans. 3.Submit your data maps. 4.Prepare your files. 5.Know how to submit your files. 6.Submit your first files. These steps are only necessary for the flat file upload and Excel file upload conversions that you are performing. Conversion Tasks

5 * New decision, based on results of data conversion survey (Task 215). SMART ModuleConversion ObjectAvailable Options Flat File Upload Excel File Upload Online Entry Accounts ReceivableCustomersYesNoYes Accounts ReceivableOpen Receivables (a.k.a. – Pending Items) YesNoYes Project CostingProjectsYesNoYes Asset ManagementAssets, except for leases*Yes No Asset ManagementLeased AssetsNo Yes PurchasingOpen Purchasing Contracts not in Procurement Manager Plus Yes*NoYes Grants/Contracts No Yes 1. Know your conversion plans. Conversion Tasks

6 2. Share your conversion plans. the Sunflower Project with your plans (Subject line: Data Conversion Ensure your Sunflower Project Primary Contact, Technical Contact, and Project Manager all share the same understanding of your conversion plans. Involve your Subject Matter Experts, as necessary. Conversion Tasks

7 3. Submit your data maps. Retrieve the file layout from the secure SMART website. Fill out the Legacy System Mapping fields. SMART FieldYour Field your data maps to (Subject line: Data Conversion Conversion Tasks

8 Data Map Submissions Assets Conversion: 13/95 agencies have submitted data maps Customers Conversion: 0/6 agencies have submitted data maps Pending Items Conversion: 0/2 agencies have submitted data maps Projects Conversion: 1 agency has submitted a data map Conversion Tasks

9 4. Prepare your files. Retrieve the file layout or Excel data entry template (for the Assets conversion only) from the secure SMART website. Load your data into the format specified in the file layout or Excel data entry template. Retrieve the configuration values from the secure SMART website. Map your values to the SMART configuration values and populate the conversion file with them. Conversion Tasks

10 5. Know your submission methods. How are flat files submitted? Submit the flat file to the secure locations on the DISC mainframe. All test files will have a “T” before the file direction Use the following format: XX.TTOSMRT.CN03.XXXX.DYYMMDD.THHMMSS.IN Conversion Tasks Agency code “T” for test SMART Conversion #: CN03: Customers CN12: Pending Items CN06: Projects CN08: Purchasing Contracts CN09: Assets

11 5. Know your submission methods – cont’d. How are Excel data entry templates submitted (applicable for Assets conversion only)? the file to (Subject line: Data Conversion Test Use the following file name: XXX_CNV009 Asset Data Entry Template_MMDDYYYY.xls(x). 6. Submit initial file by Monday 9/21. Conversion Tasks Agency # Date you are submitting the file

12 What are configuration values? Valid SMART field values that are defined by the Sunflower Project How do I know if there are configuration values for a particular field? There is a “Configuration Work Unit (Cfg WUT #) column in the file layout. If there is a number in this field, you may only submit valid configuration values in your conversion file. Configuration Values

13 How do I access the configuration values? Review the file layouts for the conversions you are performing and determine which fields have configuration values. Look in the “Cfg WUT #” column for a code. Go to the secure SMART website. View the “Configuration Values” section of the page and locate the spreadsheet for that work unit. Configuration Values

14 Configuration Values Customers Configuration Work Unit #Field DescriptionPeopleSoft Field Name CAR017Set IDSETID CAR005Business Unit BUSINESS_UNIT CAR009Collector COLLECTOR CGL042Country CodeCOUNTRY_CODE

15 Configuration Values Pending Items Configuration Work Unit #Field DescriptionPeopleSoft Field Name CAR005Business Unit BUSINESS_UNIT CAR009Collector COLLECTOR CAR041Payment Terms PYMNT_TERMS_CD Configuration Work Unit #Field Description PeopleSoft Field Name CAR027Entry TypeENTRY_TYPE CAR028Reason Code ENTRY_REASON Complete Agency Task 415 — Entry Type and Reason Code Configuration: Due 9/4

16 Configuration Values Projects Configuration Work Unit #Field DescriptionPeopleSoft Field Name CPC013Business Unit BUSINESS_UNIT CPC034 Project TypesPROJECT_TYPE CPC029Project StatusPROJECT_STATUS

17 Configuration Values Purchasing Contracts Configuration Work Unit #Field DescriptionPeopleSoft Field Name CPO008Business UnitBUSINESS_UNIT

18 Configuration Values Assets Configuration Work Unit #Field DescriptionPeopleSoft Field Name CAM002Business UnitBUSINESS_UNIT CAM003Asset CategoryCATEGORY CGL056FundFUND_CODE CGL020Budget UnitBUDGET_REF CAM036LocationLOCATION CAM049Area IDAREA_ID CAM041Asset SubtypeASSET_SUBTYPE

19 Configuration Values Assets – cont’d Configuration Work Unit #Field DescriptionPeopleSoft Field Name CGL026Agency UseCHARTFIELD1 CGL033Service LocationCLASS_FLD CGL046DepartmentDEPTID CGL083Program CodePROGRAM_CODE Configuration Work Unit #Field DescriptionPeopleSoft Field Name Notes CGL084ProjectPROJECT_ID Use Project ID for projects your agency converts to SMART N/AEmployee IDEMPLIDRetrieve the Employee IDs of your employees from SHARP

20 General Information Conversion Documents Where are the conversion documents posted? The conversion file layouts, the Excel data entry template (for Assets), and the configuration values are posted on the secure SMART website. How will updates to conversion file layouts or configuration values be communicated? Updated file layouts and configuration values will be posted on the secure SMART website. When updates occur, the Sunflower Project will distribute a communications to the Primary Contacts. Also, these will be announced at the Monthly Conversion Meetings.

21 When are the next Monthly Conversion Meetings? September’s Meeting Date: Wednesday, September 23 Time: 2:00 – 4:00 Location: LSOB, Room 106 October’s Meeting Date: Wednesday, October 21 Time: 2:00 – 4:00 Location: LSOB, Room 106 Mark your calendars! General Information Monthly Conversion Meetings

22 General Information Conversion Schedule

23 We’re doing an “online entry” conversion. We’ve talked a lot about file upload conversions in this meeting. What should we be doing right now to prepare for online entry conversions? Other than letting us know what your conversion plans are, there are no Sunflower Project tasks required at this time. Review file layouts on secure SMART website to become familiar with the data elements you will be required to enter. Begin identifying resources from your agency that will perform the data entry. General Information Online Entry

24 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 file layouts:  Click on Technical Resources tab at top of page.  Don’t have access? Provide feedback on how we’re doing by completing the evaluation sent to you after this meeting. Refer to Q&A’s from this meeting on the SMART website  Click on ‘Questions & Answers’ on the home page