Sunflower Project Monthly Conversion Meeting – January

January 27, 2010

Sunflower Project Monthly Conversion Meeting – January

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The project recently completed Mock1 conversion activities. This included processing the following conversions:

• Agency Customers for 039 and 622

• Agency Projects for 046, 143, 276, and 296

• Assets for 59 of the 72 agencies participating in this conversion

• Agency Time Reporter Schedule data from the 12 agencies participating in this conversion

• Purchasing Contracts from 629 and Procurement Manager Plus

• STARS Vendors

• STARS Open Encumbrances

• STARS Cash Balances

• Bidders data from the Division of Purchases

Mock Conversion Testing

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Activities for Mock 2 have started:

• Week of January 25: Start converting Vendors, Projects, Customers—including the “State agency” customer/contact information collected from Agency Task 266-Interfund Contact(s)

• Week of February 1: Start converting PO Contracts, Bidders, Assets

• Week of February 8: Start converting Cash Balances, Open Warrants

• Week of February 15: Start converting Encumbrances, AR Pending Items

• Week of February 22: Provide feedback to agencies, Agencies update data/files

• March 5: Agencies submit Mock 3 files to the project


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StatisticsAs of 01/25/10

CustomersAR

Pending Items

Purchasing Contracts

Projects Assets

# Files Expected 3 1 1 5 72

# Files Received 3 1 1 3 57


Status of Mock 2 File Submissions (Agency Task #25):

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The following agencies still need to submit Mock 2 files for the asset conversion. Files were due on 01/18/10. Please submit these files by the end of this week:

• 034-Adjutant General• 082-Attorney General• 094-Bank Commissioner• 288-State Historical Society• 328-St Brd of Indigents' Defense Services• 331-Insurance Department• 422-Legislative Coordinating Council• 428-Legislature• 434-State Library• 494-Osawatomie State Hospital• 540-Legislative Division of Post Audit• 549-Real Estate Commission• 555-Rainbow Mental Health Facility• 610-School for the Deaf• 694-Commission on Veterans Affairs


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• Feedback will be provided to agencies on the Mock 2 conversion files that have been submitted. This feedback consists of items that must be corrected in your agency’s conversion file before the Mock 3 conversion file is submitted to the Sunflower Project on 03/05/10.

• If your file passes Mock 2 testing with no errors, you will be notified. If there are no changes to your data, you may notify us at that time that we are to use the same file for Mock 3.

• Each mock conversion file should be the complete set of data that you plan to convert. All active data that needs to be converted, as of the time when the file is due, should be included.

• This should include any additions/changes to the data since the last time that a file was submitted. All corrections requested by the project should be made prior to the next submission.

• As deployment approaches, agencies should minimize changes to data wherever possible.


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• The following checklist has been posted on the secure SMART website.

• Please complete the checklist and submit with each asset conversion file in the future (Mock 3, Dry Run, Deployment/Go-Live).

Asset Conversion FileSubmission Checklist

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Agency Task 266: Interfund Contact(s)

• This task was designed for agencies to define their Agency Interfund Customer/Vendor Contacts.

• Task Due Date: December 23, 2009

General Conversion UpdatesAccounts Payable/Accounts Receivable

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How do I access the secure SMART website?• Go to http://www.da.ks.gov/smart/ • Click on Technical Resources at top of page

• Click on “Click to view documents” under the Secured Documents section

Secure SMART Website

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How do I obtain a login to this site?• Email [email protected] to request one

What should I do if I forget my login information?• Contact DISC support to have your password reset

What is posted on this site?• Configuration Values (valid SMART values)• Conversion File Layouts• Asset Data Entry Template• Asset Conversion – Error Messages Job Aid• Asset Conversion – Submission Checklist• Presentations from all Monthly Conversion Meetings

Secure SMART Website

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Task Due Date

Mock Conversion #3: Agency cleans up data and sends complete files to the Sunflower Project for Mock Conversion #3 (Task ID 224)

03/05/10

Conversion Dry Run: Agency cleans up data and sends complete files to the Sunflower Project for the Dry Run (Task ID 225)

04/30/10

Deployment/Go-Live: Agency cleans up and sends final files according to cutover schedule (Task ID 107)

06/2010

Future Milestones

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Conversion Support

•Email [email protected] with questions. Include ‘Conversion’ in the Subject line of all emails.

• Schedule Office Hours with the SMART Conversion Team. Email [email protected] to schedule an appointment.

•Attend Monthly Conversion Meetings.

• Visit secure SMART website to obtain conversion materials: http://www.da.ks.gov/smart/

• Refer to Q&A’s from this meeting on the SMART website. Click on ‘Questions & Answers’ on the home page

February’s Conversion MeetingThursday, February 25

9:00 – 10:00 LSOB 106