September 23, 2009
Sunflower Project Monthly Conversion Meeting – September
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Today’s Topics
• Agency Conversion Plans
• Conversion Tasks
• Assets Conversion Update
• Agency Conversion Plans
• Conversion Tasks
• Assets Conversion Update
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Optional Data Conversions:
• Customers (CNV003)
• Open Receivables (CNV012)
• Projects (CNV006)
• Purchasing Contracts (CNV008)
Conversion Methods Available:
• Flat File Upload
• Online Entry
Agency Conversion Plans
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Optional Data Conversions – Flat File Upload
The following agencies will participate in these conversions using a flat file upload:
Customers (CNV003)• 039 – Department on Aging
• 173a – Department of Administration - DISC
• 288 – Kansas State Historical Society
• 565 – Department of Revenue
• 622 – Secretary of State
Open Receivables (CNV012)• None
Projects (CNV006)• 143 – Kansas Corporation Commission
• 276 – Department of Transportation
• 710 – KS Department of Wildlife & Parks
Purchasing Contracts (CNV008)• 629 – Department of Social & Rehabilitation Services
If your agency’s plans change and you decide not
to perform one of these data conversions via flat file
upload, please let us know by emailing
Agency Conversion Plans
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Optional Data Conversions – Online Entry
• If your agency has NOT signed up to perform a flat file upload conversion for Customers, Open Receivables, Projects, or Purchasing Contracts (i.e., if your agency is not listed on the prior slide), you can still convert these transactions via online entry.
• Agencies should plan to spend time preparing for online data entry activities in March – May 2010.
• Agencies should begin identifying resources from your agency that will perform the data entry.
Agency Conversion Plans
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Required Data Conversion:
• Assets (CNV009)
• Required for assets that are $5000 or more
• Optional for assets that are less than $5000
Conversion Methods Available:
• Flat File Upload
• Excel File Upload (Assets Data Entry Template)
Agency Conversion Plans
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Assets Data Conversion – Flat File Upload
The following agencies will participate in the assets conversions using a flat file
upload:• 046 – Department Of Agriculture
• 173 – Department Of Administration
• 280 – Highway Patrol
• 288 – Kansas State Historical Society
• 363 – Kansas Neurological Institute
• 410 – Larned State Hospital
• 494 – Osawatomie State Hospital
• 507 – Parsons State Hospital
• 555 – Rainbow Mental Health Facility
• 565 – Department Of Revenue
• 629 – Department Of Social & Rehabilitation Services
• 710 – KS Department Of Wildlife & Parks
Agency Conversion Plans
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Assets Data Conversion – Excel File Upload/Data Entry Template
Everyone else will participate in the assets conversion using this method EXCEPT:• Regents
• Agencies that do not have assets > $5000
Agency Conversion Plans
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Past Tasks• Agency completes Agency Data Conversion Plans questions/survey (Task ID
215): Due 6/15/09
• Agency submits data maps (Task ID 37): Due 7/16/09
• Agency extracts data—or inputs it into the data entry template— and sends files to Sunflower Project for assembly testing (Task ID 23): Due 9/21/09
Conversion Tasks
Complete
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How are Excel data entry template files submitted for the Assets
conversion?
• Email the file to [email protected] (Subject line: Data Conversion Test File).
• Use the following file name:
XXX_CNV009 Asset Data Entry Template_MMDDYYYY.xls(x).
Conversion Tasks
Agency #
Date you are submitting
the file
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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• CN06: Projects• CN08: Purchasing Contracts• CN09: Assets
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Assembly Testing: • Initial test with agency conversion files to “shake out” conversion
programs and file transfer processes.• Test files for this are due 9/21. • Can submit subset of data that you plan to convert. Does not need to
include all the transactions that you plan to convert.• Sunflower Project will review and process the files between 9/21 and
10/31. Feedback will be provided to agencies as files are reviewed/processed.
• As initial feedback is provided, agencies should update conversion files.
Conversion Tasks
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Mock Conversion Testing• Three rounds of conversion testing.• Should include all transactions that you plan to convert. • Test files for “Mock 1” are due 11/5. Sunflower Project will review and
process the files between 11/6/09 and 1/18/10. Feedback will be provided to agencies as the files are reviewed and processed so that agencies can make updates, as needed.
Conversion Tasks
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The file that I am sending to you for the 9/21 deadline contains all the data
that I plan to convert. Can the Sunflower Project just use that file for the
11/5 deadline too? • The Sunflower Project will provide feedback to you on the file that is
submitted on 9/21. After any corrections are made, we can use that same file for the 11/5 deadline too.
What kind of feedback will you provide us when you review/process our
initial test file?• Required fields that you left blank• Invalid values in fields• Invalid file structure (for flat files)
Conversion Tasks
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Do I have to send data in all of the fields in the conversion file?• No, you only have to send data in the fields that are marked as
“Required” in the data entry template/file layout.
What’s the purpose of the data maps? I’ve already created my assets
data entry template!• The data maps were supposed to help you to determine where your
current data fields are going to go in SMART. If you’ve created your assets data entry template, then you have informally “mapped” where your data will go in SMART during that process.
Conversion Tasks
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Asset Category and Asset Type are no longer required.
• Asset Subtype field is still required.
• Based on the Asset Subtype, the correct Asset Category and Asset Type will be populated for each asset by the Sunflower Project via the conversion program. The list of Asset Subtypes posted on the website displays which Asset Category and Asset Type will default.
• Asset Category and Asset Type fields are not being removed from the file layout/data entry template. However, agencies no longer need to send values in these fields and can leave them blank in their conversion file.
• If values for Asset Category and Asset Type are sent in the conversion file, the values will not be processed. The Sunflower Project will default the correct Asset Category and Asset Type based on the Asset Subtype.
Assets Conversion Update
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The following updates have been made to the list of Asset Subtypes posted on the secure SMART website:• A tab called “Definitions” was added to the Asset Subtype spreadsheet, which provides
descriptions of the Asset Subtypes related to property/facilities. • A new Asset Type called Historical Site was added to the list
The Asset Subtype for a network printer was changed from "Netwrk Printr" to Network Printer.• Land Imprvmnt was removed from the list. It was replaced with:
• Depr Land Imp (Depreciable Land Improvements)• NDepr Land Imp (Non-depreciable Land Improvements)
• Medical was removed from the list. It was replaced with:• Medical Equip (Medical Equipment)• Medical Sftw (Medical Software)
• Office was removed from the list. It was replaced with:• Office Equip (Office Equipment)• Office Furn (Office Furniture)
• Telecom was removed from the list. It was replaced with:• Telecom Hrdw (Telecom Hardware)• Telecom Sftw (Telecom Software)
• (ADA) Adaptive was removed from the list. It was replaced with:• Adaptive Hrdw (Adaptive Hardware)• Adaptive Sftw (Adaptive Software)
Assets Conversion Update
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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 file layouts: http://www.da.ks.gov/smart/
Click on Technical Resources tab at top of page. Don’t have access? Email [email protected].
• 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
October’s Conversion Meeting
Wednesday, October 212:00 – 4:00
LSOB, Room 106
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