1. Steering Committee Meeting Sunflower Project Statewide Financial Management System Update April 9, 2010

2. 2 Today’s Topics Project status and activities – Kent Transition Organization – Kent Change control – Peggy Cutover Planning – Peggy Data Warehouse and Agency Reporting Needs – Gary End User Testing and Operational Readiness Testing – Gary Agency Interactions, Agency Readiness and Up Coming Events – Connie Demo of SMART’s UPK On-line Context Sensitive Help – Connie

3. 3 Project Timeline March April May June July End Interface Testing Testing Phase Complete System Testing End User Testing Cutover Phase DR Exercise Load SMART and SHARP with Production Values Go-live for SHARP II Agency Report Development End User Training Close STARS Operational Readiness Testing Load Budgets Data Conversion Go-live for SMART

4. 4 Status of System Testing Cycles 7, 8 and 9 completed on-schedule STO, DoB, A&R, SRS personnel also worked extended hours to support system testing Cycle 7 (complex processes) and Cycle 8 (reporting) have several scripts that will have to be regression tested Cycle 10 – Year-end closing in progress – due 04/16 State and Accenture worked extended hours (evenings and weekends) to keep testing on track

5. 5 Status of Defects and Fixes

6. 6 Detailed Status of Defects and Fixes

7. 7 Regression Testing Regression testing will test functionality and reports that could not be tested during system test Approximately 30 tests will be conducted; includes most modules Regression testing will complete in early-May

8. 8 Regression testing Dry-run activities Testing financial data in data warehouse Supporting end user testing Help Desk training Loading agency configuration values Project Status and Activities - Finance Team

9. 9 Most web-based training courses available on-line Instructor-lead training kicked off this week Help desk training support staff Agency Help Desk kick-off held April 1 st – over 200 agency personnel attended Monthly Change Agent Network meetings (CAN #11 April 14 th 9am @ Library) Publishing April monthly newsletter Meeting with agencies to discuss readiness Project Status & Activities – Enterprise Readiness Team

10. 10 Fixing defects Completing reports; additional reports will be developed for agencies before “go- live” Completing final mods Completed disaster recovery/continuity exercise Performance testing Assisting agencies with data conversion for dry-run and dress rehearsal Supporting interface testing for central interfaces and a couple of agencies Loading approximately 7,500 end users for security Project Status & Activities – Tech Team

11. 11 A&R/DISC SHARP modifications complete; full integration between SHARP and SMART tested in Cycle 7 System Testing this month Completed integrated testing of Time and Labor IBARS modifications and interfaces complete; fixing defects in two IBARS interfaces Continue working with regents to test payroll files Testing SHARP data in data warehouse Project Status & Activities – Central Systems

12. 12 Three more monthly data conversion workshops Continue executing agency reporting strategy Thirty-two agencies enrolled in the Shared Service Center Beginning work on production support processes (with DISC) including roles and responsibilities during transition Submitted quarterly KITO report – all metrics (except resources) > 90% Finalized transition organization, distributed org chart and presented at “All hands” meeting Continue knowledge transfer with central agency personnel (DISC, A&R and DoP) Several project personnel taking positions with agencies Project Status & Activities – Miscellaneous

13. 13 Change orders approved since last Steering Committee meeting Change Control

14. 14 Due to the software design and configuration decisions, there are key data elements that are not populating in the data warehouse, so they are not accessible to end users Examples include: –Item description – describes the product or service on the requisition, PO or voucher; Item description does not come into the data warehouse unless the Item Master is used; Item Master not being used except for State catalog; without the description all an end user will see is the quantity, date purchased, etc. which has little or no meaning without a description –Vendor invoice number – used in A/P to identify the invoice provided by the vendor –Interfund identifier – currently there is no easy way for agencies to identify interfund transactions in the data warehouse; an identifier exists in SMART but is not available in the data warehouse for reporting or inquiry These are examples of critical data elements needed by agencies; without these data elements the value of the data warehouse is lessened CR Needed to Populate Key Data Elements in the Data Warehouse

15. 15 As data warehouse testing proceeds we expect to encounter additional missing data elements The cost to address these deficiencies is a “known unknown” and could range from $20K to over $50K Would like to address these deficiencies with one CR rather than multiple CRs over the next 2 months Request that the Steering Committee authorize a CR in the amount of $50K before this work is initiated with a proviso that next month we will provide an update of the amount expended to- date and an estimate to complete CR Needed to Populate Key Data Elements in the Data Warehouse

16. 16 Ensure SMART and SHARP are secure from unauthorized access by State employees, the public and hackers Project team and DISC drafted RFP Ten bids received Five vendors qualified Bids ranged from $28.5K to $97K Recommended vendor is Plynt; fixed-price cost of $45K Tentative start date is 04/23 Estimated completion date is 05/31 Will meet weekly to discuss any potential findings Vulnerability Assessment and Penetration Test

17. 17 Cutover Prep Activities – Planning and Practicing ActivityDescriptionStart/Finish Date Dry Run (in progress) Full sequence of cutover activities spanning 7 weeks compressed into 4 weeks (minimal agency involvement) 3/8 – 4/07 Complete Dress Rehearsal Full sequence of cutover activities executed in the same time windows, i.e. 24x7 and weekends, in which cutover will actually take place (full agency involvement except on-line data entry) 4/08 – 5/07 In Progress Disaster Recovery Exercise to ensure backups of SMART and SHARP data and applications can be restored within designated time 4/05 – 4/07 Complete Operational Readiness Test (ORT) Simulate operations in the production environment and day-to-day processing, including: help desk, batch scheduling, and interfaces 5/10 – 5/28 Planning

18. 18 High-level Cutover Timeline May June JulyAugust Agency Data Conversion & Validation STARS Shutdown 06/29 Last day for Agencies to send interface transactions in STARS; 07/06 last day for direct entry (2010 transactions) into STARS SMART Go-live SHARP Cutover 06/23 Go-live for Time and Labor and SHARP II open to all users 07/01 Agencies enter 2011 Transactions in SMART Preparation & Administrative Activities Load Appropriation & Op Budgets into SMART SOKI Shutdown 07/06 Last day for Agencies to Enter Deposits in SOKI Load Purchase Orders/ Encumbrances into SMART

19. 19 Remaining Approved Scope Elements in Design or Build Nine functional mods Four reports Additional reports (primarily for agencies) will continue to be designed, built and tested using State resources Additional mods may be required based on final testing

20. 20 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 End User Test1/1/104/30/10 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 * Extensions granted to specific agencies beyond 3/15

21. 21 Interface and Conversion Timelines Agency Conversion Data Cleansing Interface Testing Cycles Cutover Activities Extract & send final data files Mock 1 Conversion Testing Mock 1 Conversion Testing Mock 2 Conversion Testing Mock 2 Conversion Testing Mock 3 Conversion Testing Mock 3 Conversion Testing 2010 KPERS monthly pension payments 70K

22. 22 Stage 6 Interface Testing Progress All but two agencies (KPERS and SRS) have completed Stage 6 interface testing

23. 23 Stage 6 Interface Testing Most agencies made hard push in mid-March (the last week of interface testing) and completed their testing on-time KPERS and SRS are only agencies still testing interfaces Testing of KPERS weekly and monthly file continues; incremental process; issues encountered include: Chartfield errors Performance Bank file format Operator error Testing KPERS weekly and monthly files will continue through the end of April

24. 24 End User Testing End User started 04/05 for SMART and SHARP Conducted in test lab for next four weeks Approximately 35 agencies participating Several agencies declined due to workload and training State folks providing support

25. 25 Operational Readiness Testing Operational Readiness Testing (ORT) begins May 10 th for SMART and SHARP and will run for three weeks ORT will simulate operations in the production environment and day- to-day processing, including: help desk, batch scheduling, central interfaces and select agency interfaces ORT will be conducted from agencies’ offices including central agencies, i.e. A&R, DPS, DISC, STO Kick-off event is scheduled for April 15 th in Memorial Hall

26. 26 Status of Data Warehouse and Data Validation Testing SHaRP and SMART data in data Data Warehouse Advisory Group to met on 03/19 and developed dashboard components for SHARP data; no performance issues were experienced Concerns about agencies’ Power Users acquiring sufficient knowledge of the data prior to “go-live”

27. 27 Reporting Strategy & Approach Steps – Task ID 265 Sunflower Project Team is continuing to work with agencies to review potentially critical reporting gaps If your agency identified reporting gaps and we have not visited your agency yet, we will be contacting you next week to schedule meetings For the first group of agencies we have not seen consistent reporting gaps For agencies with similar reporting gaps we will develop those reports centrally and add to the inventory of reports already developed After attending training in mid-May agencies will be able to develop agency-specific reports in the data warehouse – report development environment will be available in late-May If a critical agency report cannot be developed in the data warehouse it will be developed by the Sunflower Project

28. 28 SMART Support & Agency Updates

29. 29 Methods of Contact SMART Help Desk Contacts are encouraged to use the ServiceDesk software to log an incident End-users can call the SMART Help Desk Hours of Operation –Go-live: 7 am – 6 pm –Steady State: 8 am – 5 pm

30. 30 ServiceDesk ServiceDesk: –Help Desk software purchased by the State of Kansas to support SMART end-users Web-based Self-service Knowledge Base Incident Management

31. 31 Benefits of Using ServiceDesk Call volume is expected to be high Incident can be logged quicker vs. making a phone call and possibly being placed on hold Logged incidents are routed to a support analyst based on type of incident After hours accessibility Ability to attach files –Screenshots –SMART security access Access to all incidents and solutions in one location

32. 32 ServiceDesk Portal ServiceDesk Agency Portal 1.Search for a Solution 2.Check incidents your agency entered 3.Check Announcements 4.Log a incident

33. 33 SMART Help Desk Communications Once an incident request is submitted the Help Desk contact will receive an email –Do not reply to this email –Link to the incident request online –Details of the request

34. 34 UPK: User Productivity Kits User Productivity Kits (UPK): –Interactive training tool giving you a step-by-step walk-through of a specific process or procedure pertaining to SMART See it - View step by step demonstration Try it - Interact with SMART Know it – Test your knowledge Do it – Practice completing the task Use the Help Link in SMART –Access context sensitive help relating to the SMART module –Available from: Training Link>SMART Course Catalog http://www.da.ks.gov/smart/training.html

35. 35 UPK Context Sensitive Help Demonstration

36. 36 UPK Context Sensitive Help Demonstration

37. 37 Future Change Agent Network Meetings Change Agent Network Meetings 9:00 AM to 12:00 PM CAN12: May 13, 2010 (Task ID 109) Finance Topic: Accounts Receivable/Project Costing Change Agent Network Meetings 1:00 PM to 4:00 PM CAN13: June 7, 2010 (Task ID 114) Finance Topic: General Ledger CAN14: June 21, 2010 (Task ID 116) Held at the Topeka and Shawnee County Public Library, Marvin Auditorium 101ABC

38. 38 Future Conversion Meetings April 21st2:00-3:00 PM(Task ID 249) May 19th2:00-3:00 PM(Task ID 250) June 17th 9:00-10:00 AM(Task ID 251) All meetings will be held in Landon State Office Building, Room 106

39. 39 Agency Go-Live Readiness Regular Updates We kicked off the Agency Go-Live Readiness Process at CAN10 in March Updates are due every two weeks until your checklist is complete Questions about the Agency Go-Live Readiness Process or the Checklist? –Email sunflowerfms@da.ks.gov or your Agency Readiness Liaisonsunflowerfms@da.ks.gov

40. 40 Questions and Answers? For additional information on the project, please see the project website: http://da.ks.gov/smart

41. 41 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