August 26, 2009

Sunflower Project Monthly Conversion Meeting – August

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Welcome & Introductions

Fred Barnes – Data Conversion and Interfaces Lead, State

Jenny Brately – Data Conversion Coordinator, Accenture

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Today’s Topics

• Conversion Tasks

• Configuration Values

• General Information

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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 Module Conversion Object Available Options

Flat File Upload

Excel File Upload

Online Entry

Accounts Receivable Customers Yes No Yes

Accounts Receivable Open Receivables (a.k.a. – Pending Items)

Yes No Yes

Project Costing Projects Yes No Yes

Asset Management Assets, except for leases* Yes Yes No

Asset Management Leased Assets No No Yes

Purchasing Open Purchasing Contracts not in Procurement Manager Plus

Yes* No Yes

Grants/Contracts Grants/Contracts No No Yes

1. Know your conversion plans.

Conversion Tasks

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2. Share your conversion plans.

• Email the Sunflower Project (SunflowerFMS@da.ks.gov) with your plans (Subject line: Data Conversion Plans).

• 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

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3. Submit your data maps.

• Retrieve the file layout from the secure SMART website.• Fill out the Legacy System Mapping fields.

SMART Field Your Field

• Email your data maps to SunflowerFMS@da.ks.gov (Subject line: Data Conversion Mapping).

Conversion Tasks

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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

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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

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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

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5. Know your submission methods – cont’d.

How are Excel data entry templates submitted (applicable for Assets conversion only)?• Email the file to SunflowerFMS@da.ks.gov (Subject line: Data

Conversion Test File).• 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

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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

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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

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Configuration ValuesCustomers

ConfigurationWork Unit # Field Description PeopleSoft Field Name

CAR017 Set ID SETID

CAR005 Business Unit BUSINESS_UNIT

CAR009 Collector COLLECTOR

CGL042 Country Code COUNTRY_CODE

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Configuration ValuesPending Items

ConfigurationWork Unit # Field Description PeopleSoft Field Name

CAR005 Business Unit BUSINESS_UNIT

CAR009 Collector COLLECTOR

CAR041 Payment Terms PYMNT_TERMS_CD

ConfigurationWork Unit # Field Description PeopleSoft Field Name

CAR027 Entry Type ENTRY_TYPE

CAR028 Reason Code ENTRY_REASON

Complete Agency

Task 415 — Entry Type and Reason Code Configuration:

Due 9/4

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Configuration ValuesProjects

ConfigurationWork Unit # Field Description PeopleSoft Field Name

CPC013 Business Unit BUSINESS_UNIT

CPC034 Project Types PROJECT_TYPE

CPC029 Project Status PROJECT_STATUS

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Configuration ValuesPurchasing Contracts

ConfigurationWork Unit # Field Description PeopleSoft Field Name

CPO008 Business Unit BUSINESS_UNIT

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Configuration ValuesAssets

ConfigurationWork Unit # Field Description PeopleSoft Field Name

CAM002 Business Unit BUSINESS_UNIT

CAM003 Asset Category CATEGORY

CGL056 Fund FUND_CODE

CGL020 Budget Unit BUDGET_REF

CAM036 Location LOCATION

CAM049 Area ID AREA_ID

CAM041 Asset Subtype ASSET_SUBTYPE

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Configuration ValuesAssets – cont’d

ConfigurationWork Unit # Field Description PeopleSoft Field Name

CGL026 Agency Use CHARTFIELD1

CGL033 Service Location CLASS_FLD

CGL046 Department DEPTID

CGL083 Program Code PROGRAM_CODE

ConfigurationWork Unit # Field Description PeopleSoft Field Name Notes

CGL084 Project PROJECT_ID Use Project ID for projects your agency converts to SMART

N/A Employee ID EMPLID Retrieve the Employee IDs of your employees from SHARP

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General InformationConversion 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.

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When are the next Monthly Conversion Meetings?

September’s MeetingDate: Wednesday, September 23Time: 2:00 – 4:00Location: LSOB, Room 106

October’s MeetingDate: Wednesday, October 21Time: 2:00 – 4:00Location: LSOB, Room 106

Mark your calendars!

General InformationMonthly Conversion Meetings

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General InformationConversion Schedule

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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 InformationOnline Entry

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Conversion Support

•Email SunflowerFMS@da.ks.gov with questions Include ‘Conversion’ in the Subject line of all emails.

• Schedule Office Hours with the SMART Conversion Team. Email SunflowerFMS@da.ks.gov to schedule an appointment.

•Attend Monthly Conversion Meetings.

• Visit secure SMART website to obtain file layouts: http://www.da.ks.gov/smart/ Click on Technical Resources tab at top of page. Don’t have access? Email SunflowerFMS@da.ks.gov.

• 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