1. Steering Committee Meeting Sunflower Project Statewide Financial Management System Update April 10, 2009

2. 2 Today’s Topics Project status and activities – Kent Change control – Peggy Data Warehouse Advisory Group – Gary Agency visits and interactions – Gary Testing Kickoff – Paul

3. 3 Project Timeline January February March April May June July End Design Phase & Begin Build Phase Interface Standards Complete and Published to Agencies 1 st Set of Environments Available End Analyze Phase & Begin Design Phase “Go-live” only 1 Year Away! Agencies Begin Working on Interfaces and Systems Configuration Workshops Configure System, Develop Mods Develop Reports, Build Interfaces, Run Data Conversions Change Agent Launch Conversion Workshops

4. 4 Quarterly update of Project Plan submitted to KITO today Phase 2 of the Project Plan (Build, Test and Deploy) phases to be submitted to KITO April 15 th Approximately 20 Design phase deliverables are nearing completion; one (data conversion will be 2 weeks late) 1 st 25 reports are in the design queue; 25 more pending Two interface workshops held in March: Approx 100 attendees Provided interface layouts and discussed transmission protocol Follow-on workshops (AP/GL/AR) and office hours Project Status and Activities

5. 5 2 nd Change Agent Network meeting held March 26 th : 146 individuals representing 82 agencies Tested remote access in afternoon session; results positive Suggestions from feedback survey incorporated Very positive responses Completed initial round of agency visits with all agencies and finalized confirmation documents, i.e. agency “contracts” Published Chart of Accounts to agencies Started planning for Test phase Ordered Production hardware Began work on Disaster Recovery Plan

6. 6 Accenture QA visit April 15 th Independent Verification and Validation 2 nd review April 22 nd “All hands” event for State team members on May 1 st : Address issues brought forward by team Set expectations for remainder of project Celebrate achievements and accomplishments Upcoming Project Activities

7. 7 Method for interfund processing – position paper drafted Method for year end encumbering – being worked Pending Project Decisions

8. 8 Change orders approved since last Steering Committee meeting Change Control

9. 9 Request approval for proposed change orders greater than $50K Travel and Expense Scope: This change request will add the following data elements to the Travel and Expense module: Employee Residence Street Address, City, State, Zip (plus 4) Job Title Travel From Travel To Employee's official station The addition of these fields will ensure that the expense approver is following the correct approval process as defined by the State of Kansas. The addition of these fields to the Expense, Cash Advance and Travel Authorization reports will enable users to print the new fields on the travel and expense documents. Change Control This change request will add the following data elements to the Travel and Expense module: Employee Residence Street Address, City, State, Zip (plus 4) Job Title Travel From Travel To Employee's official station This change request will fulfill the following requirements:

10. 10 Travel and Expense (continued) Requirements: Impact of not approving the change: The exclusion of these fields limits the expense approver’s ability to evaluate the entered expenses. This limitation may cause the State to pay expenses that do not meet the reimbursement criteria and thus are not valid reimbursable expenses. Cost: $139,456 fixed-price Change Control TE 282.070:System provides the ability to require basic information included on the State official travel form. The information concerns the nature of the travel and includes: Employee Residence Street Address, City, State, Zip (plus 4). TE 282.120:System provides the ability to require basic information included on the State official travel form. The information concerns the nature of the travel and includes Job Title. TE 282.260:System provides the ability to require basic information included on the State official travel form. The information concerns the nature of the travel and includes Travel From. TE 282.270:System provides the ability to require basic information included on the State official travel form. The information concerns the nature of the travel and includes Travel To. TE 295.000:System provides the ability to define employee's official station. This change request will add the following data elements to the Travel and Expense module: Employee Residence Street Address, City, State, Zip (plus 4) Job Title Travel From Travel To Employee's official station This change request will fulfill the following requirements:

11. 11 Request approval for proposed change orders greater than $50K Reduction of Scope – Purchasing Modules Scope: Delay implementation of Catalog Management and Supplier Rating System until after “go-live” As a result of removing these modules, the following business processes will not be implemented: Catalog Management Vendor maintenance of catalogs Supplier Rating System Rate and measure individual suppliers View supplier’s performance Cost: $75,077 (credit) Change Control

12. 12 Analyzed replacing the Warrant Tracking System operated and maintained by the State Treasurer Office (STO) System is obsolete and needs to be replaced/rebuilt Three options: 1.STO re-build warrant tracking system 2.Perform warrant tracking in SMART (requires mods); STO maintains control of the business process 3.Outsource warrant tracking to UMB Replace all agency satellite warrant writing systems except DOR & SHARP Time and materials change request for analysis (4 weeks) Analysis was completed April 7 th – 1 week early Change Control

13. 13 Balance of hours for mods and enhancements Total Accenture hrs used = 8,002 (7,065 last month) Total available contract hrs = 19,130 % Used = 42% % Remaining = 58% Change Control

14. 14 To ensure that the data warehouse will meet the needs of agencies a SMART Data Warehouse Advisory Group (DWAG) is being formed representing individuals from a cross-section of agencies. The DWAG will meet approximately once every 2-3 months for approximately two hours to review the progress of the data warehouse implementation and provide input on agency needs, best practices, training, etc. DAWG members: Data Warehouse Advisory Group

15. 15 1 st meeting April 29 th : Discuss role of and expectations for DWAG. Review architecture and Oracle products being implemented. Discuss overall expectations of the data warehouse, data access policies and toolset. Identify agency requirements. Review initial set of “global” queries and reports. 2 nd meeting June : 1-day hands-on workshop (in Topeka) on Oracle’s data warehouse and query/reporting tools 3 rd meeting September: Review progress of implementation of the data warehouse Review progress on “global” queries and reports Review development of training approach and materials If needed, assist in developing a strategy to meet the needs of agency end-users that cannot be met by BI Answers BI Publisher Participate in unit testing of the data warehouse using BI Answers, BI Publisher and Dashboard Review dashboard templates for agencies Data Warehouse Advisory Group

16. 16 Meetings held to discuss scope: Revenue Health Policy Commerce DOL DISC SOS KDHE Lottery JJA KPERS Arts Commission Credit Unions Historical Society Education Aging Insurance And others… Agency Visits and Interactions

17. FMS Testing Kickoff Paul Lavery – Accenture Project Manager

18. 18 Copyright © 2009 Accenture All Rights Reserved. Testing Stages Build PhaseTest PhaseDeploy Phase NOTE: Description of V-Model located in Appendix

19. 19 Copyright © 2009 Accenture All Rights Reserved. Test Sequence & Schedule Test StageStart Date Finish Date Jul 09 Aug 09 Sep 09 Oct 09 Nov 09 Dec 09 Jan 10 Feb 10 Mar 10 Apr 10 May 10 Jun 10 Unit Test7/1/0910/23/09 Assembly Test11/3/0911/30/09 Conversion Test10/30/094/16/10 System Test11/2/094/16/10 Interface Test9/1/092/1/10 Performance Test 11/2/094/16/10 User Acceptance Test 1/1/104/30/10 Disaster Recovery Test 2/1/104/16/10 Operational Readiness Test 4/1/106/11/10 Functional Team Dev. Team Interface Team Conversion Team Technical Team All Teams

20. 20 Copyright © 2009 Accenture All Rights Reserved. Test Cycles: What are they? Test Cycles identify the major groups of tests that must be executed. Test Cycles define the structure and sequence of testing execution. Test Cycles are a logical way to organize conditions that test like or linked processes. Test Cycles may cross functional areas. Test Cycles allow for a layered approach to testing. –This allows for the isolation of problems during the early test cycles

21. 21 Copyright © 2009 Accenture All Rights Reserved. Test Cycles: Descriptions CycleDescription 0Configuration 1Simple End to End Processing 2Complex End to End Processing 3Conversion 4Simple End to End Processing w/ Converted Data 5Complex End to End Processing w/ Converted Data 6Security 7Cross Functional Integration 8Reporting 9Exception Processing 10Year End Processing NOTE: Detailed descriptions of System Test Cycles located in Appendix

22. 22 Copyright © 2009 Accenture All Rights Reserved. Test Conditions: What are they? Test conditions are scenarios to be tested during the execution of a business event. The test condition should be specific enough so the expected result is explicit. The test condition should not merely replicate tests performed during Unit Test and Assembly Test. Test conditions should test the integration of modules within the PeopleSoft application and the integration of PeopleSoft with other systems. All requirements from the RTM should be linked to a test condition, though some test conditions may have no requirements.

23. 23 Copyright © 2009 Accenture All Rights Reserved. Test Scripts: What are they? The test script documents the detailed steps the tester must execute to validate a test condition or series of test conditions within a test cycle. Each test script will include: –Steps to execute –Input data (variable data) –Expected results –Comments –Test Condition #

24. 24 Copyright © 2009 Accenture All Rights Reserved. Test Scripts: Example Enter a Voucher Online 1Navigate to Home > Accounts Payable > Vouchers > Add/Update > Regular Entry 2Enter the user’s Business Unit and an Invoice ID and click the Add button. 3On the Invoice Information page, enter the Vendor ID, Invoice Date, Amount, and voucher line information. 4Enter ChartField information for an actual budget and save the voucher.

25. 25 Copyright © 2009 Accenture All Rights Reserved. Test Team Responsibilities Create vanilla and state-specific test conditions Prioritize and map conditions to cycles Create and maintain test scripts Define and document test data Assist technical support team by populating tables with test data Define and maintain expected results Assist development team with resolution of script-related problems

26. 26 Copyright © 2009 Accenture All Rights Reserved. Test Conditions Designs Samples Templates PeopleBooks Change Requests/ Position Papers Resources / Tools Available Test Scripts Requirements Traceability Matrix Configuration Approaches/ Data Entry Security Roles The test condition must be within the scope of the PeopleSoft system.

27. 27 Questions and Answers? For additional information on the project, please see the project website: http://www.da.ks.gov/ar/fms/

28. 28 Authority for Change Requests Change Request AuthorityCost ImpactScope ImpactImpact on PS Code Base Schedule ImpactAgency ImpactLaw, Reg, Policy Impact Level 1 Executive SponsorsTBD Any change affecting the “Go-live” date TBDAny changes affecting laws, regulations or other non-A&R policies Level 2 Steering CommitteeChanges over $50K “Significant” impact on project scope (+/-) TBDRecommends changes to Executive Sponsors Level 3 FMS Mgmt Team (CCB)Changes under $50K “Moderate” impact on project scope (+/-) All mods approved by FMS Mgmt Team Any change affecting KITO milestones or other key (internal management) milestones Any decisions/ changes “adversely” affecting agencies Any changes affecting A&R policies and procedures Level 4 Managers All changes affecting cost (+/-) approved by FMS Mgmt Team “Minor” impact on project scope (+/-) “Minor” impact on project activities that do not adversely impact a milestone Configuration decisions benefiting agencies that do not impact cost or do not impact a milestone