1 Sunflower Project Change Agent Network Meeting #9 February 17, 2010

1

Sunflower ProjectChange Agent Network Meeting #9

February 17, 2010

22

Welcome

33

Meeting Agenda

WelcomeProject Status & Current EventsPolicy UpdatesSMART Cutover StrategyInterface & Conversion UpdateData Warehouse and Reporting UpdateSMART/SHARP IntegrationSMART SupportFinance UpdatesTraining UpdateAgency Task List UpdateWrap Up

44

Welcome and Introductions

Presenters

• Kent Olson, Project Director

• Peggy Hanna, Deputy Project Director and Cutover Lead

• Gary Schneider, Implementation Manager

• Connie Guerrero, Enterprise Readiness Team Manager

• Gina Vinyard, Training Team Lead

• Jennifer Dennon, Agency Readiness Lead

55

Housekeeping

• Bathrooms

• Please set cell phones and pagers to silent

• 10 minute break is planned

• Note cards for questions

66

Project Status & Current Events

77

Project Timeline

Deploy

Design

Build/Development

Test

Training

Analyze

Oct/Nov/Dec Jan/Feb/Mar Apr/May/Jun Jul/Aug/Sep Oct/Nov/Dec Jan/Feb/Mar Apr/May/Jun Jul/Aug/Sep

2008 2009

On-going System Support & Stabilization

2010

We are Here!

88

Sunflower Project Current Events

• We are only 19 weeks and 95 work days from SMART go-live!

• Agencies and the Project team continue interface testing and conversion testing

• Role Mapping is completed!

• Priority training registration is underway

• Detailed cutover planning is continuing

• Readiness Assessment #4 due March 1st

• SMART Help Desk Build is progressing

• Policy and Procedure Manual is being updated

99

Service Center

• Reminder…– Service Center is not an all or nothing approach, agencies

can key some transactions online while using Service Center for less frequent transactions

– Service Center provides data entry and oversight; the agency is still in control of their own business activities

– Is available for agencies who may need to utilize for a transition period until they can train all users

– There is no charge for the Service Center for the first year

• Individual meetings are occurring with agencies identified as Service Center participants through February and March

• Planning is underway for agency meetings in April and May

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Service Center (continued)

•It’s not too late! – Have questions?

– Want to know more about the Service Center?

• Contact Pam Fink, Service Center Manager at 785.296.7703 or via e-mail [email protected]

1111

Policy Updates

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Purchasing - SB446

• Current statute KSA 75-3744 defines Execution and Approval of Contracts– Statute was reviewed for relevancy to current

business practices

– Proposed repeal of KSA 75-3744

• As of February 11, 2010 – Passed by the Senate

• 40 Yeas

• 0 Nays

1313

Travel and Expense Proposed Rules and Regulation Changes

• Travel per diem was reviewed and proposed moving to a meals based allowance

• January 4th hearing before Joint Committee on Administrative Rules and Regulations

• March 8 Public Hearing in Landon State Office Building, Room 106, 9:00 AM

1414

Conversion of FY10 Encumbrances

• Circular 10-a-09 Transitioning Encumbrances to SMART– http://www.da.ks.gov/ar/infocirc/fy2010/ic10a009.htm

• All STARS Encumbrances with vendor numbers will convert to SMART Purchase Order Encumbrances– It is highly recommended that agencies create DA-107

encumbrances for 2010 year-end– It is highly recommended that existing DA-118’s be converted to

DA-107’s with a vendor number

• All STARS Encumbrances without vendor numbers will convert to SMART General Ledger Encumbrances

• All outstanding encumbrances must be in STARS by June 29, 2010

1515

Conversion of FY10 Encumbrances (continued)

• Review the encumbrance listing provided by A&R on 02-02-2010 – Use to review and cancel any unneeded STARS encumbrances

– Review DA-118 encumbrance and convert to DA-107 where possible

• Funding for converted encumbrances will be converted as follows:– Program and Department will be set to a general conversion value

– Fund, Budget Unit and Account will be cross-walked from STARS to the equivalent SMART values

– Outstanding encumbrances will be recorded against the appropriate budget period

• An informational circular will be issued with updates to year-end procedures

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Conversion of FY10 Encumbrances (continued)

• STARS Encumbrances converted without vendor numbers as a GL encumbrance in SMART will require additional manual effort in SMART before payment can be made– Agency will need to reduce the GL encumbrance by creating a journal

entry– Agency will be required to create a prior fiscal year requisition in SMART– Once requisition is sourced to PO agency will need to place PO on hold– Agency will need to contact A&R to change PO budget date– Agency will remove PO hold, PO will be budget checked– Agency can then enter PO related Voucher to process payment

• Agencies are strongly encouraged to use the DA-107 encumbrance for FY10 year end, these will convert to SMART PO encumbrances– DA-107 converted encumbrances will not require the process noted

above

1717

SMART Cutover Strategy

1818

Cutover Planning & Practicing

• Cutover planning is proceeding with increasing detail

• Several practice cycles of cutover will be executed between March and May

• Dry Run is a full sequence of cutover activities over four weeks– agencies submit conversion files on a specific date and

validate the conversions by a specific date– some agencies will enter converted data on-line

• Dress Rehearsal is full sequence of cutover activities executed in the same time windows, i.e. 24x7 and weekends, in which cutover will actually take place

1919

Cutover Strategy

• Clarification:

– January newsletter had 6/30/10 as last day to enter transactions in STARS

– Correction 6/29/10 is last day to enter STARS transactions

– February newsletter will include this change

• Reminder to download the cutover calendar from the website and personalize for your agency

2020

Interface & Conversion Update

2121

Interface and Conversion Timelines

Agency Conversion Data CleansingAgency Conversion Data Cleansing

Interface Testing Cycles

Cutover ActivitiesCutover Activities

Extract & send final data filesExtract & send final data files

We are Here!

Mock 1 Conversion

Testing

Mock 1 Conversion

Testing

Mock 2 ConversionTesting

Mock 2 ConversionTesting

Mock 3 Conversion

Testing

Mock 3 Conversion

Testing

2010

2222

Interface Activities / Milestones

Activity/Milestone Start Date Finish DateStage 1: SMART Outbound Configuration Interfaces – Agency receives outbound files 09/01/09 10/12/09

Stage 2: SMART Inbound Interfaces – Agency provides inbound files 10/05/09 01/15/10

Stage 3: SMART Outbound Interfaces (Return Processing) – Agency receives outbound files 10/26/09 01/15/10

Stage 4: Error Processing (Inbound) – Agency provides inbound files 11/30/09 01/15/10

Stage 5: Additional Inbound Interface Test – Agency provides inbound files 11/30/09 01/15/10

Stage 6: Agency-Use Interface Test using Agency conditions; spreadsheet upload testing; and regression testing (as needed) – Agency receives and provides files as needed

01/19/10 03/15/10

Completion of Interface Test N/A 03/15/10

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Stage 6 Interface Testing

• Began on 1/19 and ends 3/15

• Validates SMART conditions for inbound and outbound testing

• Validates agency-specific conditions

• Tests the ability to interface interfund transactions

• Contains converted vendor data

• Includes budget checking

• Agency access to the Sunflower project test lab; agencies go online and view their transactions and correct errors – by appointment

• Continue to hold daily conference calls with agencies until end of Stage 6 3/15/10

• Agencies must send a notice to Sunflowerfms affirming the completion of Stage 6 testing.

• Agencies that do not pass Stage 6 will not be permitted to interface into SMART

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• Agencies that do not pass Stage 6 will not be permitted to interface transactions into SMART

• Agencies will have to output transactions from their source system(s) and either:

1. Manually key data into SMART

2. Use the spreadsheet upload

• After go-live agencies will work with DISC to interface into SMART

Consequences of Not Meeting Stage 6 Deadline

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Stage 6 Interface ProgressNote: No credit given until interface(s) “pass” Stage 6 conditions Credit for outbound interfaces dependent on inbound interface “passing”Note: No credit given until interface(s) “pass” Stage 6 conditions Credit for outbound interfaces dependent on inbound interface “passing”

Planned

Actual

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Conversion Activities / Milestones – Flat File or Excel

Activity/Milestone Due DateAssembly Test: Agency cleans up/extracts data and sends data file(s) to Sunflower Project for visual inspection (Task ID 23) 09/21/09

Mock Conversion #1: Agency cleans up/extracts data and sends data file(s) to Sunflower Project; data is loaded into SMART (Task ID 124)

11/06/09

Mock Conversion #2: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 25) 01/18/10

Mock Conversion #3: Agency cleans up/extracts data and sends

data file(s) to Sunflower Project (Task ID 224) Assets Only 03/05/10

Conversion Dry Run: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 225) 03/08/10

Dress Rehearsal: Agency cleans up/extracts data and sends data file(s) to Sunflower Project 04/19/10

Agency extracts data and sends final data file(s) according to cutover schedule (Task ID 107) 06/07/10

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Interface and Conversion Support

• Email [email protected] with questions, include ‘Conversion’ or ‘Interface’ in the Subject line of the e-mail

• Schedule Office Hours with the Interface or Conversion Team, e-mail [email protected] to schedule an appointment

• Attend monthly Interface and Conversion Meetings, bring your questions or send in advance to [email protected]

• Visit the SMART website to obtain file layouts – http://www.da.ks.gov/smart/ – Click on Technical Resources tab– Don’t have access to the secure site?

• E-mail [email protected]

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User Acceptance Testing – Task ID 78

• User Acceptance Testing begins in April 2010• Will require agency participation• Planning and Scheduling has begun• Agencies considered are those:

– High usage of module/functionality– Retiring and/or decommissioning systems– Using Time and Labor– Large volume of on-line users– Interfacing agencies– Highly engaged with the project

• Will have Help Desk support

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Data Warehouse &

Reporting Update

3030

Status of Data Warehouse and Data Validation

• SHARP data warehouse is progressing on-schedule

• Unit testing by the Technical Team is complete

• Functional testing of SHARP data will start this month (DPS, A&R, DISC)

• Agency folders and security for SHARP and SMART Data Warehouse are being built

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Data Warehouse SecurityFinance

• Finance Power Users will:– Create reports, move them to agency shared folders, and grant Finance

Users access to specific reports– Create reports that may contain data from any and all finance functional

areas (purchasing, accounts payable, accounts receivable, etc.)– Only view data in the Business Units they can view in SMART

• Finance Users will:– Have access to specific folders and reports, as granted by Finance Power

Users– View reports to which a Finance Power User has granted access, which

may contain data from any and all Finance functional areas– Only view data in the Business Units they can view in SMART

• Finance Power Users will be responsible for safeguarding any sensitive financial data by restricting access to shared folders and reports

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Data Warehouse SecurityHuman Resources

• HR Power Users will:– Create reports, move them to agency shared folders, and grant HR Users

access to specific reports– Create reports that may contain data from any and all HR functional areas

(personal data, benefits, etc.)– Only view data in the Department IDs they can view in SHARP

• HR Users will:– Have access to specific folders and reports, as granted by HR Power

Users– View reports to which a Finance Power User has granted access, which

may contain data from any and all HR functional areas– Only view data in the Department IDs they can view in SHARP

• HR Power Users will be responsible for safeguarding sensitive HR data by restricting access to shared folders and reports

3333

Reporting Strategy & Approach – Task ID 265

The Reporting Strategy and Approach is moving forward

• Step 1 – Agencies identified critical reports, Task ID 265 distributed

• Step 2 – Agencies compared agency reports to the SMART report list and prioritized potential reporting gaps

• Step 3 –Sunflower Project Team is reviewing critical and high-priority potential reporting gaps and determining how to resolve gaps – in progress

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Reporting Strategy & Approach

• The Sunflower Project Team is meeting one-on-one with agencies to resolve reporting gaps

• Review reports and pre-built queries that are similar to agency description

• Collectively determine if existing report or query will meet requirement

• If yes, gap is addressed and move on to the next gap

• If no, determine where the report or query will be built (Production or Data warehouse) and by whom (Project Team or agency)

3535

SMART/SHARP Integration

3636

Department ID - Task ID 273

• Agency staff have worked with both SMART and SHARP to make Department ID requests/updates required due to the impact of SMART.

• The issuance of Task 273 is a joint effort between SMART and SHARP Project and non-Project staff to update/revise agency Department ID values and this requires a joint effort at each agency between their Finance/Budget and HR/Payroll staff.

• The Sunflower Project Team will create a single synchronized Department ID table that will be used by both SMART and SHARP.

• Please turn in only one response per agency

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• Even if you do not need to make updates, your agency must complete a series of questions for each of your existing Department ID’s and provide a response to the Sunflower Project to validate your current list of Department ID’s

• If your agency does not complete this task, SMART may not have the proper configuration necessary for your agency to conduct business on July 1, 2010.

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• Task 273 is due by March 5, 2010• This is your last opportunity to make Department ID changes prior to Go-Live on July 1, 2010.

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Time and Labor

• Time and Labor team in testing phase through April 2010.

• Time and Labor has four Web-based training courses for each of the Time and Labor roles. These courses will be offered on the SHARP website starting in April, 2010. – TL370: Time and Labor Self Service– TL371: Time and Labor for Timekeepers– TL372: Time and Labor for Human Resource Administrators– TL373: Time and Labor Finance Maintenance

4040

Time and Labor

• New Task coming to Identify Departmental Access Needed for Timekeepers and Task Reporters

• The Following Tasks will be Due again this Spring (E-mail will be sent by TL Team):– TL255: Conversion of Time Reporter Data– TL254: Task Profiles (IDs) Task Groups (IDs)– TL264: Combo Code (Detail) and Task Profile

(Detail)• List of Time Reporting Codes will be published in Spring

• List of Work Schedules will be Published in Spring

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SMART Support

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SMART Help Desk Contacts

• Agencies were asked to designate Help Desk Contacts

and Liaisons (Task ID 270) to serve as the central point of contact between their agency end users and the SMART Help Desk

• Designating Help Desk Contacts allows agencies to centralize questions and issues their agency end-users are experiencing with SMART as the first step in helping the end-user

• SMART Help Desk Contacts in your agency will build system expertise and have an overall view of the incidents your agency is experiencing

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What is a Help Desk Contact?

• Serve as the agency’s centralized point(s) of contact for end-users who have questions or issues

• Attempt to resolve questions and issues at the agency level using resources available (SMART Help Desk Web-based tool, SMART Web-site, SMART on-line training, other agency supplied resources)

• Have access to the SMART Help Desk

Web-based Tool (ServiceDesk) to:

– Research previous solutions and related

items

– Log incidents with the SMART help desk (or the SMART help desk phone number in emergencies)

– Track incidents

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Help Desk Liaisons

• Each Agency designated a SMART Help Desk Liaison and back-up. Help Desk Liaisons have the same responsibilities as Help Desk Contacts

• Help Desk Liaisons will also be responsible for contacting the SMART Help Desk to request or change security access to SMART Help Desk Web-based Tool (ServiceDesk)

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Next Steps

• Designate your agency’s SMART Help Desk Contacts and Liaison as soon as possible– Many agencies already have – thank you!

• Help Desk Contacts and Liaisons will be invited to attend a Help Desk Kickoff in April – invitations will be sent in March

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10 Minute Break

• Please return promptly so the meeting may end on time

• If you wrote questions on note cards:– Pass them to a presenter

– Include your name and agency

– We will respond to all questions

474747C

BreakPlease return in 10 minutes

4848

Finance Updates

4949

Purchase Order Voucher

• Vouchers have a section which allows you to copy in an entire purchase order or specific lines of a purchase order– Easing data entry– Reducing keying errors

• All of the ChartFields and descriptions are brought into the voucher. You only need to verify the information and save the voucher– Partial payment can be made if only a portion of the purchase is

received

• Purchase Order vouchers are “matched” in SMART with the associated purchase order and receipt. This helps assure the validity and correctness of transactions and payments

5050

Purchase Order Voucher UPK

5151

Matching Overview

• SMART will automate the matching process most agencies currently conducted manually. This process occurs after the voucher is saved and before budget checked

• Matching compares the Purchase Order, the Receipt and the Voucher assuring goods or services are properly received and invoiced before payment is made

• Voucher that do not pass matching will register in SMART as match exceptions. Exceptions must be resolved by an individual within the agency before the voucher will continue processing

• How can Agencies prepare for matching? – Considering their current receiving and matching processes,

and how that information will be entered into SMART– Agencies should identify who will be responsible to work

match exceptions

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Purchase Order Voucher

StartAP Processor

receives vendor invoice

AP Processor enters invoice #

and date and copies

information from Purchase Order

SMART

Matching process runs

SMART

Match Exceptions?

?

AP Maintainer researches and makes updates as necessary

Vouchers are budget checked

SMART

Vouchers routed to Agency AP Approver and

approve

SMART

End

Is Voucher over delegated audit

authority?

?

Voucher routed to A&R for audit

SMART

Yes

NoNo

Yes

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Training Update

5454

Training DeploymentGeneral Timeline

Month Activity

February, 2010 Priority Registration has started for trainers and drivers; Next week for agencies who volunteered resources

March, 2010 Enrollment for all others begins March 1(Task IDs 88 and 89)

March, 2010 Phase 1 Training – Pre-requisite WBT Released and Tracked (Task IDs 257 and 259)

April 5, 2010 Upper Level WBT and ILT begins

Ongoing SMART Training will be provided as long as we have SMART!!

5555

Training UpdatePilot Training and Teach-Back

• Pilot training sessions are being conducted throughout this month (Task ID 87)

–Landon State Office Building, Topeka–Trainers and drivers are completing the course, taking notes,

and asking questions about functionality–Materials are updated based on feedback from Finance Team

and Training Leads. Updated materials and review provided to trainers at the Teach-Back sessions.

• Teach-Back sessions are scheduled throughout March (Task ID 94)

–Landon State Office Building, Topeka–Intended for trainers–Drivers have the option to attend and “practice” navigation

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Training UpdateTraining Enrollment Process

How Will I Know When My End Users Can Enroll in Training?1. Role-Mapping is submitted and validated

2. End Users with roles that require instructor-led training are added to the SMART Student Center

3. Agency Primary and Training Contacts receive an email notice that their agency end-users can now enroll for training. Notice includes template communication to end users, flier for posting, and link to a video demonstration, “How to Enroll for SMART Training.”

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Training UpdateTraining Enrollment Process (continued)

Who Has Access to the SMART Student Center?• End Users with roles that require instructor-led training are

added to the SMART Student Center*• End Users that need only web-based training will NOT be

added to the SMART Student Center–SMART End Users that do not have access to the SMART

Student Center complete web-based training on the SMART Website (Example: View-Only roles)

–Time and Labor End Users that do not have access to the SMART Student Center complete web-based training on the SHARP website

*All employees in agencies currently using Pathlore LMS (SRS, KHPA, Revenue, State Hospitals) will already have access to the SMART Student Center using their current LMS sign-on. However, registration in ILT courses will be limited to those who are mapped to the appropriate role.

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• Additional Information– Most courses are offered at least once per week in Topeka to

ensure adequate options for scheduling

– All web-based training pre-requisites must be complete prior to attending instructor-led training

– Some courses require instructor-led pre-requisites. Consult the training plan outline in the SMART Student Center to be sure that pre-requisite ILTs are completed in order.

– Some classes may be noted as agency-specific. Example: (SRS Only), (Revenue Only), and (KDOT Only). If these classes are not full within two weeks of conduct, they will be opened for general registration

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•Registration Confirmations will be sent directly to employees via email. Class times are subject to change due to the fact that we are still piloting.

•Weekly enrollment and completion reports will be sent to agencies starting in mid-March

•Session Cancellation Policy Outside Topeka–If 10 participants are not enrolled 2 weeks before the training session, the session will be cancelled and participants rescheduled to next closest location

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Training UpdateWaitlists for Training

• We highly encourage employees to register in available dates and times rather than using the waitlist option for a particular class.

• Currently, employees will not be able to attend courses that are not part of the required curriculum for their SMART roles. Once role-mapping is complete, we will re-assess this approach. If the approach changes, we will notify all agencies of this change in a blanket communication. We will not be taking waitlist requests for this situation ahead of making the decision.

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Training UpdateUpdates that will save time

• Billing Processors are not required to attend AR350: Maintaining Customers as pre-requisite

• AR Administrators do not have to attend AR351: Entering and Maintaining Receivables; If your agency is using pending items, it is recommended that the Pending Item Processor role also be assigned to the AR Administrator

• Contract Processors are not required to attend PO320: Processing Purchase Requisitions nor PO321: Processing Purchase Orders; However, if you are a contract processor and you do not also have a Buyer role, you must select a Buyer from your agency as the person listed as the contact on any contracts that you enter

6262

Training UpdateUpdates that enhance training

• Projects/Grants: Although the Project Manager, Customer Contracts Manager, and Grants Manager can be three separate people and the courses are designed to stand alone, IF one person has all three roles, the Projects/Grants team recommends taking the PC362: Managing Grants course first

• AP316: Travel and Expense Administration has changed title: Accounts Payable Workflow Maintenance and includes both Accounts Payable and Travel & Expense Workflow Maintenance. This is also now a web-based training so will not require enrollment or travel to training

• If we continue to find additional efficiencies for saving time during training deployment, we will keep you posted

6363

Training UpdateWeb-based Training Deployment

• SMART pre-requisite, web-based training courses deploy March 1, 2010

– Employees with access to the SMART Student Center should complete their web-based training using the links provided in the Student Center Catalog. These courses will automatically become available to employees on March 1.

– For employees that do not have access to the SMART Student Center (because they do not require instructor-led training), web-based training may be viewed and completed from the SMART Website.

– Further information regarding the launch of web-based training from the SMART website will be provided to Agency Primary and Training Contacts prior to March 1.

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Training UpdateWeb-based Training Deployment (continued)

• Upper Level web-based training deploys on April 5, 2010 to coincide with the launch of instructor-led training classes

– Upper Level SMART web-based training will automatically be made available to employees using the SMART Student Center.

– The SMART ListServ will be used to broadcast the opening of

upper-level web-based training on the SMART Website for those employees who do not have access to the SMART Student Center.

– Time and Labor pilot agencies will receive a separate communication for launching Time and Labor web-based training from the SHARP website. Expect this communication prior to April 5, 2010.

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• Task ID 77 (Confirm End-Users Workstations Meet Technical Requirements for WBT and Go-Live) must be complete to be technically ready for web-based training– Windows XP (32-bit) or Windows Vista (32-bit) 2– Internet Explorer 7 3– Adobe Reader 9.0 or higher– Excel 2003 or Excel 2007– Word 2003 or Word 2007

• Specific to SMART Web-Based Training:– Adobe Flashplayer 10 or higher– SMART Website or SMART Student Center website not blocked

on end user computer– Pop-up Blocker disabled for SMART Website or SMART Student

Center website during run of web-based training

Training UpdateWeb-based Training Deployment (continued)

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Training Questions

Training Questions

[email protected]

• Training Team is monitoring this email inbox and will respond within 48 hours

6767

Agency Task List Update

6868

Agency Task List Updates

Posted to Sunflower Project website

http://www.da.ks.gov/smart/

AgencyTask ListUpdates

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February 2010 March 2010 April 2010

Agency TasksFebruary 2010 – April 2010

•Next Monthly Interface Meeting is 3/9/10• Project Plan updates are due at the end of each month

•Submit updates to [email protected] and [email protected]

Connectivity and Interface Testing through March 15, 2010

Monthly Interface Meeting –

Task ID 241

Monthly Interface Meeting –

Task ID 242

Monthly Project Plan

Update – Task ID 139





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Agency TasksFebruary 2010 – April 2010 (continued)

Monthly Data Conversion Meeting –

Task ID 247


Task ID 248


Task ID 249

Mock Conversion #3 (assets only) –

Task ID 224

Monthly Data Conversion Meetings – Confirmed

2/25/10; 3/24/10; 4/21/10; 5/19/10 and 6/17/10.

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Confirm End-Users Workstations Meet

Technical Requirements for WBT and Go-Live –

Task ID 77

Agency Trainers and Drivers Attend Pilot

Training – Task ID 87

Agency Trainers Attend Teach-Back Sessions –

Task ID 94

Ensure Agency Staff are Enrolled and Confirmed for Training Sessions – Task ID 89

SMART Help Desk

Kickoff Meeting –

Task ID 271

Identify Help Desk Contacts and Complete Survey – Task

ID 270

Agency Staff Complete 100 and 200-Level WBT Training – Task ID 257

Monitor Agency Staff Completion of WBT Training – Task ID 259

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Schedule Agency Staff for User Acceptance

Testing – Task ID 78

Selected Agency Staff Participate in SMART User Acceptance Testing – Task ID 95

Agency Staff Attend SMART Training –

Task ID 101

Monitor Agency Staff Attendance at Training –

Task ID 102

Enroll Agency Staff in Level 3 WBT and ILT Training – Task ID 88

Agency Staff Complete 300 Level WBT Training – Task ID 258

Updates to Department ID Configuration Activity – Task

ID 273

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Complete Role

Mapping Activity – Task ID 68

Readiness Assessments will be conducted in•April, 2010•May, 2010•June, 2010

Complete Readiness

Assessment #4 – Task ID 86

Change Agent

Network Meeting #9 – Task ID 91

Change Agent


Change Agent


Complete Readiness

Assessment #5 – Task ID 99

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Future Change Agent Network Meetings

Change Agent Network Meetings 9:00 AM to 12:00 PM

CAN10: March 17, 2010

CAN11: April 14, 2010

CAN12: May 13, 2010

Change Agent Network Meetings 1:00 PM to 4:00 PM

CAN13: June 7, 2010

CAN14: June 21, 2010

Held at the Topeka and Shawnee County Public Library, Marvin Auditorium 101ABC

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Agency Tasks

Tasks that can be updated in Spring, 2010:• 278 – Entry Type/Reason Code Configuration Activity – AR (Original Task ID 145)

• 279 – Grants Setup Activity – PC (Original Task ID 166)

• 280 – Projects Setup Configuration Activity – PC (Original Task ID 169)

• 281– SpeedChart Configuration Activity – AP (Original Task ID 201)

• 282 – Time and Labor Taskgroup and Task Profile Configuration Activity (Step 1&2) – T&L* (Original Task ID 254)

• 283– Conversion of Time Reporter Data – T&L* (Original Task ID 255)

• 284– Time and Labor Task Profile and Combo Code Upload – T&L* (Original Task ID 264)

Tasks that can be updated or submitted for the first time in Spring, 2010:• 272 – Program Code Configuration Activity – GL (Original Task ID 154)

• 273 – Update Department ID Configuration Activity – GL (Original Task ID 157)

• 277 – Complete Business Unit (BU) Default Configuration Activity – PO (Original Task ID 178)

• 274 – Agency Use – GL (Original Task ID 211)

• 275 – Service Locations – GL (Original Task ID 212)

*selected agencies only

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Role Mapping

• We have received 102 of 104 expected User Role Workbooks!

• If yours has not been submitted yet, please send it right away

• Your agency’s users cannot be registered in Instructor-Led Training (ILT) sessions until:– You submit the role mapping task, and– They are added to the Learning Management

System (LMS)

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Role Mapping Maintenance

• Now that you have completed role mapping, implement a process to track changes at your agency– Changes can occur due to turnover, promotion, or other reasons– Anything that changes your User Role Workbook (roles, workflow,

or settings) constitutes a change

• Communicate changes to the Sunflower Project immediately, since they may result in different or additional training requirements

• After your role mapping task is complete, you will receive an updated User Role Workbook from the Sunflower Project– Contains additional, more thorough validation– Contains any corrections you discussed with the project – Reflects recent changes to the Role Mapping Handbook

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Making Updates in Your User Role Workbook

• When submitting changes, mark all your updates in the User Role Workbook:– Always make your updates in the latest file your agency

received from the Sunflower Project– If updating user roles, enter the Date Last Updated in column

A of the User Roles tab– Highlight in yellow any cell you modify (includes adding or

removing roles, any changes to workflow or settings)

• These steps are detailed in the Role Mapping Handbook (latest version will be published 2/22/10)

• Any changes that are not indicated as described here will NOT be incorporated

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Making Updates in Your User Role Workbook (continued)

• Follow instructions given in Section 2.3 of the Role Mapping Handbook, including:– Submit the entire workbook– Use the Tumbleweed secure email process

• Updates can be submitted until May 14, 2010– Any updates identified or submitted after this date must be

processed after go-live via the post go-live security request process

• Updating your User Role Workbook by the due date of May 14, 2010, does not guarantee the affected users will have their new security assignments activated at go-live– Each user must also complete the required training for their

assigned user roles

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Readiness Assessment #4 - Task ID 86

• Readiness Assessment #4 was sent February 15th

• The status and questions are tailored to the phase of the project

• Readiness Assessment #4 is due to your Agency Liaison by March 1st

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Wrap Up

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Project Resources

• Sunflower Project website: http://www.da.ks.gov/smart/

• Sunflower Project Email Address: [email protected]

• Sunflower Project List-serv– Sunflower Infolist– Subscribe at http://www.da.ks.gov/smart/

• Sunflower Project Site: Sunflower Project, 915 SW Harrison, Room 1181, Topeka, Kansas 66612

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Project Resources (continued)

• Office Hours – – Subject Matter Experts available to all agencies

– To schedule ‘Office Hours’ send request to the Sunflower Project Email Address: [email protected]

• Frequently asked questions - SMART website– 1238 Questions and Answers

– http://www.da.ks.gov/smart/

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Questions?

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Please Share Your Feedback

Documents

1 Sunflower Project Change Agent Network Meeting #9 February 17, 2010