Sunflower Project Asset Management Conversion Workshop June 18, 2009

2 Welcome & Introductions Dean Arzoian – SMART Technical Team Manager, State Bruce Myers – SMART Technical Team Manager, Accenture Fred Barnes – Data Conversion and Interfaces Lead, State Jenny Brately – Data Conversion Coordinator, Accenture Kitty Demars – Asset Management Lead, State Bo Corbitt – Asset Management Lead, Accenture

3 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 Converting into SMART

4 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 Agencies are required to load all fixed assets with a value >$5K into SMART and are encouraged to load those with a value <$5K so that agency assets are in a single system and a more complete listing is provided for the State. Any assets, such as laptops or PDAs, can be managed and tracked in SMART.

5 Cost: Original cost required for all assets. In Service Date: Date asset was placed into service, impacts depreciation. Split-funding of accounting: Asset accounting can be split over multiple funding strings. Transaction lines must be incremented properly to load accurately. Retired Assets: Retired assets should not be converted. Converting into SMART Functional Considerations

6 Converting into SMART using the Upload Process Upload Data Conversion Approach Two File Format Options: Flat file For system-based asset data and high volumes Tab-delimited ASCII text file Excel-based data entry template For spreadsheet-based or paper-based asset data Excel data entry template

7 Upload Data Conversion Approach – Flat File Layout Column NameDescription Field Name The field name within the SMART system. Field Type The data type of the field: number (NBR), signed number (SIGN), character (CHAR), date. Field Length The number of characters for the field. First/Last Position The position of the field within the file layout. Key Field? Indicator for a SMART key field: Y = Yes, N = No. Required Field? Indicator to Agency if field is required to be included in file: Y = Yes, N = No. Cfg WUT# The related SMART configuration work unit. Can be used by agencies to reference the list of valid values for a field. Valid Values List of valid values for a particular field, or reference to the SMART configuration item. Processing Rules Instructions on special logic or numbering for fields. Description Functional description of the field and information it contains. Converting into SMART using the Upload Process

8 Asset Conversion (CNV009) Data File Sample Converting into SMART using the Upload Process

9 Upload Data Conversion Approach – Data Entry Template 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

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

11 Tasks & Milestones CompletedDate SMART Conversion Workshop & Kick-offMay 5, 2009 Conversion file standards posted to SMART website.May/June 2009 Agencies responded to SMART Data Conversion Survey.By June 12, 2009 CurrentDate Agencies: Review conversion file standards and begin mapping data. June 2009 Agencies: Plan conversion activities depending on the conversion method chosen. June 2009 Agencies: Attend Module Conversion Workshops.June 16, 2009 June 18, 2009 UpcomingDate Submit mapping documents to Include ‘Conversion Data Mapping’ in the Subject July 15, 2009 Attend Monthly Agency Conversion Meetings.July 22, 2009 August 26, 2009

12 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