Steering Committee Meeting

Sunflower Project
Statewide Financial Management System Update
March 12, 2010
Today’s Topics
• Project status and activities – Kent

• Transition Organization – Kent

• Change control – Peggy

• Cutover Planning – Peggy

• Measuring Progress – Gary

• Data Warehouse and Agency Reporting Needs – Gary

• End User Testing and Operational Readiness Testing – Gary

• Agency Interactions, Agency Readiness and Up Coming Events – Connie

• UPK Demo – Connie

2
Project Timeline

Go-live for
SHARP II Go-live for
SMART

Testing Phase Cutover Phase

March April May June July

3
Status of Testing

• System Testing continuing on schedule – approximately 75% complete

• All testing infrastructure (testing lab, scripts, defect tracking tool, processes) in place
and functioning

• Cycle 1 – Simple end-to-end processing – completed on schedule

• Cycle 2 – Complex end-to-end processing – completed on schedule

• Cycle 3 – Simple end-to-end processing with converted data – completed on schedule

• Cycles 4 and 5 – Simple and Complex end-to-end processing with converted data –
completed on schedule

• Cycle 6 – Security in progress – will complete 03/15

• Cycle 7 – Reporting in progress

4
Status of Cycle 6 (Security) and
Cycle 7 (Integration)

5
Status of Defects and Fixes

As of 3/5

6
Feedback on Testing
Comments from Accenture - Process & Solution Quality (PSQ) Review of System Test:

• This was one of the most structured and organized system test teams that I’ve ever observed.
Overall, the system testers observed conducted their tests in a consistent and efficient manner.

• Desk Aids were very helpful to the testers in conducting their job. I did not see anyone with any
other short cuts in that the aids were sufficient and actively being used.

• Everyone demonstrated a strong sense of the process, tools, and output documentation.

• Good communication of assignments and priorities on daily basis (morning-mail).

• Good organization of team work - both electronically in the test work plan tracking spreadsheet as
well as in the folders in front of the team leads.

• Good support structure – always have a team lead or back up person at the front of the test
center.

• Good e-mail communication of Phire defect status changes.

• Good work synergy with having all of the testers in the test center - this enabled them to
collaborate with each other and their leads immediately when troubleshooting problems. This also
seemed to remove the functional silos that can sometimes be present with system test activities.

• There did not seem to be any major interruptions or impacts to system test execution work due to
code migrations.
7
Project Status & Activities –
Finance Team
• System testing

• Planning and preparing for agency end user testing including modification of scripts

• Few functional designs for mods

• Few functional designs reports

• Dry run activities

• Supporting training – as needed

• Completing CAFR reports (KDOT, Lottery, KPERS, A&R)

• Data warehouse testing

• Help desk training

• Asset cleanup and data validation

• Reviewing updates to policies and procedures

• Collecting and loading revised config values from agencies

8
Project Status & Activities –
Enterprise Readiness Team
• Compiled results of agency role mapping – used to define individuals’
security and training requirements

• Train-the-Trainer “teach backs” being held this week and web-based

training for basic navigation, terminology has opened

• Continue developing help desk support processes and hiring help desk
support staff

• Monthly Change Agent Network meetings (CAN #10 on 3/17/10, 9am @

Library)

• Publishing March monthly newsletter

• Meet with agencies on an as-requested basis

• Preparing for agency readiness assessments 9

Project Status & Activities –
Tech Team
• Fixing defects and completing final mods

• All interfaces complete

• Completing remaining reports (13 remaining)

• Building and maintaining environments – build Production environment

• Loading Supply Chain Mgmt (Purchasing) data into data warehouse

• Continue planning for disaster recovery/continuity of operations exercise

in April

• Transitioning additional DISC staff into project activities for knowledge

transfer

10
Project Status & Activities –
Central Systems
• A&R/DISC SHARP modifications complete full integration between
SHARP and SMART being tested in Cycle 7 System Testing this
month

• SHARP II Cycle 7 in progress (integration with SMART)

• Completed basic testing of Time and Labor (on-line time reporting

and employee self-service in SHARP)

• Division of Budget working with IBARS vendor to complete

modifications for IBARS and interfaces; will practice loading 2011
appropriation budgets into SMART from IBARS as part of Dry Run

11
Project Status & Activities –
Miscellaneous
• Final monthly forums with agencies for interfaces and conversions

• Last month for agencies to submit project plans except for agencies
granted extension beyond 03/15 deadline for interface testing

• Continue executing agency reporting strategy

• Enrolling agencies in the Shared Service Center

• Beginning knowledge transfer for A&R and DISC

• Beginning preliminary work on migration processes (with DISC) roles and

responsibilities during transition

• Finalizing transition organization

12
SMART Post Go-live Support
Structure

13
Change Control Highlights
• Five mods approved since last meeting
• Three of the larger mods:
– CR-144 – Modify Interfund Customer and Vendor Search Prompts
• Modify the customer and vendor search prompts on the voucher and deposit
pages to only display values equal to AR and AP business units respectively
for interfund transactions
• $17K

– CR-153 – Interfund Mass Approval

• Allows for the mass approval of uploaded/interfaced Interfund transactions for
DISC and DoA
• $25K

– CR-140 – Modify on-line expense reports

• Adds several fields (e.g. origin, destination, job title, official duty station) to on-
line pages for Travel and Expense (i.e. travel authorization, cash advances
and expense reports); needed for printouts for agency senior managers who
will not log into SMART
• $29K
14
Change Control Highlights
• Two additional scope elements are being finalized:
– Penetration Test
• Ensure SMART and SHARP are secure from unauthorized access by State
employees, the public and hackers
• $ TBD (bids received 03/11)

– Fax Server
• Enables automated faxing (POs, bid events, etc.) for Division of Purchases
and agencies; two software products reviewed; selection based on cost,
features, integration with PS and implementation effort/risk
• Implementation includes the software, hardware, vendor services and
Accenture services
• $47K (only Accenture’s implementation costs (approx $8K) to be funded by
the Project)

15
Change Control
Change orders approved since last Steering Committee meeting
Change Request Tracking Report/
Enhancement and Mod Effort vs Cost

Steering Accenture
Approval Comm. Hours per State Hours
Date by CCB Approval CR # CR Description Total Hours CR per CR Total $ Cost

Modi fy Interfund Cus tomer & Vendor Sea rch

2/17/2010 N/A CR 144 Prompts 86 86 0 $ 16,727.00
Remove one Sta te a s s i gned
3/2/2010 N/A CR 8 Contingency Reports report N/A
Remove one Sta te a s s i gned
3/2/2010 N/A CR 75 Reports Part 3 report N/A
Remove Confi gura ti on
3/2/2010 N/A CR 3 Setoff Interface s ol uti on from Setoff CR N/A

3/2/2010 N/A CR 153 Interfund Ma s s Approva l 128 128 0 $ 24,896.00

3/9/2010 N/A CR 140 Modi fy Onl i ne Expens e Reports 149 149 0 $ 28,980.50

3/9/2010 N/A CR 154 Upda te Bi dder TIN 28 28 0 $ 5,446.00

3/9/2010 N/A CR 155 Modi fy Us er Syng 80 32 48 $ 6,224.00

Move Conti ngency Reports rema i ni ng
3/9/2010 N/A CR 158 ba l a nce to Res erve Pool $ (141,389.09)

Total Hours/Dollars Used 23,043 18,693 4,351 $ 3,635,710.70

Total Possible Hours/Dollars 19,130 $ 3,720,785.00
Remaining Mod Hours/Dollars 437 $ 85,074.30
CR 119 SMART/SHARP related Data Warehouse Changes 100 $ (19,450.00)
CR 150 Cash Control Budgets Shared Funds -Automated 308 $ (60,000.00)
Mod Bucket $ 5,624.30

Reserve created by de-scoped items 3,127.78 $ 749,743.09

Use Reserve (2,472.88) $ (521,819.50)

Total Remaining Reserve dollars 654.91 $ 227,923.59
(CR131 Cancelled Clone of Test Environment) $ -
Reserve Pool $ 227,923.59
16
Change Control – Remaining
Balance
• Balance of hours for customizations (including all
customizations discussed today)

• Total Accenture hrs used = 18,484 (18,229 January)

• Total available contract hrs = 19,130

• Remaining = 655 hours

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

18
High-level Cutover Timeline

May June July August

Agency Data Conversion & Validation 06/29 Last day for Agencies to send interface
transactions in STARS; 07/06 last day for direct
entry (2010 transactions) into STARS

Preparation & Administrative Activities

STARS Shutdown

07/01 Agencies enter 2011

Load Appropriation & Op
Transactions in SMART
Budgets into SMART

Load Purchase Orders/

Encumbrances into SMART SMART Go-live

06/23 Go-live for

Time and Labor and
SHARP II open to all users
07/06 Last day for Agencies to
Enter Deposits in SOKI

SHARP Cutover

SOKI Shutdown
19
Measuring Progress
02/08 03/12
Scope Element Status Status Detailed Status/Corrective Actions
Test Scripts – All Cycles Green Green System testing continues on-schedule.

Functional Design Reports Green Green Nearly all functional designs for all approved reports are complete.

Functional Design Green Only Req’d All functional designs for all approved mods are complete or in progress (for recently approved mods).
mods needed
Modifications
for go-live
Tech Design Modifications Green Green Tech Team is almost complete with technical designs for approved mods.

Modifications Build Green Green Team is approximately 95% complete with builds for mods. Several mods not be ready at the
beginning of the testing Cycle but will be ready prior to the end of the Cycle.
Interface Build Green Green Several special interfaces for specific agencies are being completed. Minor changes to interfaces on
as-needed basis.
Data Conversion Green Green Data quality problems with some agency asset files.

Reports Technical Design Yellow Yellow Tech Team continues to work on reports; production reports from agency reporting needs analysis.
and Build
Training Capacity N/A Yellow Certain classes in certain locations filling up before all end users can register.

• All workstreams continue to trend positive

• Expect Reports Build and Modifications Build to be in “yellow” status until March

20
 Test Sequence & Schedule

Aug 09
Test Stage Start Finish

May 10
Nov 09
Sep 09

Dec 09

Feb 10

Mar 10

Jun 10
Jan 10

Apr 10
Oct 09
Jul 09
Date Date
Functional Team

Unit Test 7/1/09 10/23/09

Dev. Team Assembly Test 11/3/09 11/30/09

Conversion Test 10/30/09 4/16/10

Interface Team System Test 11/2/09 4/16/10

* Interface Test 9/1/09 2/1/10

Conversion Team
Performance 11/2/09 4/16/10
Test

End User Test 1/1/10 4/30/10

Technical Team
Disaster 2/1/10 4/16/10
Recovery Test

Operational 4/1/10 6/11/10

All Teams Readiness Test

* Extensions granted to specific agencies beyond 3/15 21

End User Testing
• End User Testing begins April 5th for SMART and SHARP

• Invitations sent out to agencies on February 26th

• Invitation included a workplan showing which agencies will be testing

which scripts; included estimated time to complete the script

• Agencies have until March 12th to respond

• Kick-off event will be March 24th

• So far two agencies have declined

• Some agencies have schedule conflicts between end user training and
end user testing

22
Operational Readiness Testing

• Operational Readiness Testing (ORT) begins May 10th 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, and select interfaces

• Changes in chartfield values between the interface testing environment and the final production
environment has introduced risk that large agency interface files with hundreds of transactions per day
could fail at “go-live”

• Mitigation plan is to include key interfaces in ORT to ensure transactions process

• Eight agencies have been identified to test interfaces in ORT (KDOR, SRS, KHPA, KDOT, KDHE,
Aging, KUMC, KWP)

• Conference calls have been held with all eight agencies (why/what/how/who/when/where)

• Kick-off event will be held in mid-April with these eight agencies

• Agencies’ fiscal staff are discussing impacts from chartfield changes with IT staff

• After completion of Stage 6 interface testing, agencies will prepare ORT test files

23
 Interface and Conversion
Timelines
2010
January February March April May June

Interface Testing Cycles

Mock 1 Mock 2 Mock 3

Conversion Conversion Conversion
Testing
Testing Testing
Extract & send
final data files
Agency Conversion Data Cleansing

Cutover Activities

24
 Interface Activities / Milestones
Activity/Milestone Start Date Finish Date
Stage 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 01/19/10 03/15/10
regression testing (as needed) – Agency receives
and provides files as needed
Completion of Interface Test N/A 03/15/10

25
Stage 6 Interface Testing
Progress
Agency % Complete
100
90
80
70
60
50
40
30
20
10
0

KHPA KPERS PSU KCI KDOR SRS KWP

100
90
80
70
60
50 Planned Value
40 Earned Value
30
20
10
0
1/22/2010 1/29/2010 2/5/2010 2/12/2010 2/19/2010 2/26/2010 3/5/2010 3/12/2010 3/19/2010
26
Stage 6 Interface Testing
• Ends on Monday 3/15 unless the agency has been granted a time extension

• Only four agencies granted time extensions for specific interfaces

• Several agencies have not been granted time extensions and may not make the
3/15 deadline

Agency Testing Scope Status

385 – PSU 5 interfaces Granted 2 week extension for 3 interfaces and 4 week
extension for 2 interfaces; weekly status reports required
365 – KPERS 2 interfaces Granted one-month time extension to continue testing
weekly and monthly files for KPERS payments to retirees
629 – SRS 10 interfaces Granted one month time extension (04/15) for 2 systems
and 14-day time extension for 1 system
565 – KDOR 6 interfaces Granted 14-day time extension for satellite warrant
interfaces INF48 and INF06 (in coordination with DISC)
Agencies that do not have time extensions interfaces that may not make 03/15 deadline
565 – KDOR 6 interfaces Making Progress
522 – KCI 4 interfaces Making Progress

27
Status of Data Warehouse and
Data Validation

• Testing SHaRP data in data warehouse is underway

• Testing SMART data in data warehouse begins next week

• Data Warehouse Advisory Group to meet 03/19 to work on

developing dashboard components for SHARP data

• Concerns about agencies’ Power Users acquiring sufficient

knowledge of the data prior to “go-live”

28
Reporting Strategy & Approach
Steps – Task ID 265
The Reporting Strategy and Approach is
continuing

• Step 1 – Agencies identified critical reports, Task ID

265 distributed

• Step 2 – Agencies compared agency reports to the

SMART report list and prioritize potential reporting
gaps

• Step 3 –Sunflower Project Team is reviewing critical

and high-priority potential reporting gaps and meeting
with agencies to determine how to resolve gaps
29
SMART Help Desk Updates
• Help Desk Process and Procedure manual developed to
insure prompt, professional support

• Configuration of the Help Desk software is complete and

the Knowledge base is being populated with support
articles

• SMART Help Desk Analysts are being trained on providing

excellent Customer Service and the Processes and
Procedures of the SMART Help Desk

• Help Desk processes and procedures will be piloted in

April, May and June during End User Testing, Operational
Readiness Testing and during cut over.
30
Help Desk Kickoff Meeting
• Help Desk Kickoff Meeting is April 1st

–Topeka and Shawnee County Library, Marvin Auditorium

101ABC
– 9 AM to Noon
– Remote access will be available for participants outside of
Topeka

• Invitations will be sent out soon to Help Desk Contacts and

Liaisons designated by your agency

• Learn more about your agencies role in the Incident

Resolution Process and how to log an incident with the
SMART Help Desk
31
Readiness Assessment #4

• Thank you for responding! 74 agencies responded to

questions about readiness for SMART go-live

• Results help to:

– Identify issues or risks across all agencies where
additional attention is needed
– Identify agencies requiring additional support

• Going forward…
– Continue to respond honestly
– This helps identify specific needs to address

32
Readiness Assessment #4
Results

Agree

Disagree

Not Applicable
Strongly Agree

Strongly Disagree
Question# Readiness Assessment #4 Question
RA2 My agency understands the information and tasks provided by the Sunflower
Project and how they impact my agency

9.46% 81.08% 8.11% 0.00% 0.00%

RA3 I meet regularly with others in my agency to discuss or coordinate Sunflower
Project Activities

16.22% 75.68% 1.35% 0.00% 5.41%

RA4 After attending Sunflower Project events I communicate the information to staff
at all levels in my agency

8.11% 75.68% 8.11% 0.00% 6.76%

RA5 I know how to identify and escalate my agency’s concerns and issues to the
Sunflower Project when needed

17.57% 77.03% 4.05% 0.00% 0.00%

RA6 My agency understands the training courses individuals in my agency will need to
attend

9.46% 77.03% 9.46% 1.35% 1.35%

RA7 My agency understands which key functions my agency will be performing in
SMART July 1, 2010

8.11% 82.43% 8.11% 0.00% 0.00%

33
Readiness Assessment #4
Results

Agree

Disagree
Strongly Agree

Strongly Disagree

Not Applicable
Question# Readiness Assessment #4 Question
RA8 My agency understand the policy changes being
implemented with SMART as communicated by
the Sunflower Project and Department of
Administration

4.05% 71.62% 21.62% 0.00% 1.35%

RA9 My agency is able to prioritize and plan for
upcoming SMART tasks and training
8.11% 82.43% 5.41% 2.70% 0.00%
RA10 My agency's HR and Finance staff are working
together to complete Task ID 273 Department ID
validation which is due March 5, 2010

20.27% 78.38% 0.00% 0.00% 0.00%

34
Getting Ready for Go-Live
• This month, the Agency Readiness Team is kicking off the Go-Live
Readiness Process

• The goals of the Go-Live Readiness Process are for agencies to:
– Understand planned changes and prepare for them
– Identify and resolve critical issues that may prevent transactions in SMART
– Plan ahead to prevent operational issues that may decrease efficiency

• The Go-Live Readiness Process will help you consider all the areas
in which your agency might be impacted, including but not limited
to:
– Technology
– Business processes
– Reporting capability
– Communication & training

35
Go-Live Readiness Checklist

• The Go-Live Readiness Checklist is a key tool in the Go-

Live Readiness Process. It will:
– Assist you in preparing for SMART go-live on July 1, 2010
– Help focus your readiness efforts in the most critical areas
– Provide the project with agency preparedness status

• The project will use your checklist updates to measure

readiness leading up to go-live
– This will help identify issues and risks and implement
mitigation steps prior to go-live

• The checklist supplements existing tracking tools and

should be used in conjunction with your agency’s Task List
and Readiness Assessment

36
End-User Training ILT Situation
• The number of end-users identified by agencies
during role-mapping is more than double the
estimated numbers from last fall. We are
adjusting the numbers and locations of our
Instructor Led Training (ILT) sessions, where
possible
• Nearly all training classes in all cities are full
• Currently 2,018 end-users have been identified as
needing ILT. The total number of end-users
identified for all roles was estimated at 1,500 and
we are currently at 3,500+
37
End-User Training ILT Remedies
• Please prioritize enrollment so that end-users who are
the primary person performing a task attend training
before go-live
• Please cancel registrations for those users above your
original estimates and who are not the primary person
performing a task and enroll them in our new Post Go-Live
sessions (see next item).
• New “Post Go-Live” sessions have been added: we have
added a July 1 session for each ILT course to be used as a
waitlist to determine the counts for post-go-live training.
Please waitlist end-users who do not need training before
July in these sessions. Once we determine the number of
end-users by ILT that need to be trained we will be
scheduling additional courses for post go-live beginning in
July. 38
Upcoming Agency Events

March 2010

3/1- SMART pre-requisite, web-based training courses deploy

3/9 – Monthly Interface Technical Meeting
3/17– Change Agent Network Meeting #10
3/24 –Monthly Conversion Technical Meeting

April 2010

4/1 – Help Desk Contacts Kick-Off Meeting

4/14 – Change Agent Network Meeting #11
4/21 – Monthly Conversion Technical Meeting

39
Questions and Answers

For additional information on the project, please see

the project website: http://da.ks.gov/smart
40
Authority for Change Requests
Change Authority Cost Impact Scope Impact Impact on Schedule Impact Agency Impact Law, Reg, Policy
Request PS Code Impact
Base

Executive Sponsors TBD TBD Any change affecting TBD Any changes affecting
Level 1 the “Go-live” date laws, regulations or
other non-A&R policies

Steering Committee Changes over “Significant” impact on TBD Recommends changes

Level 2 $50K project scope (+/-) to Executive Sponsors

FMS Mgmt Team (CCB) Changes under “Moderate” impact on All mods approved Any change affecting Any decisions/ changes Any changes affecting
Level 3 $50K project scope (+/-) by FMS Mgmt Team KITO milestones or “adversely” affecting A&R policies and
other key (internal agencies procedures
management)
milestones

All changes “Minor” impact on project “Minor” impact on Configuration decisions

Level 4 Managers affecting cost (+/-) scope (+/-) project activities that do benefiting agencies that do
approved by FMS not adversely impact a not impact cost or do not
Mgmt Team milestone impact a milestone

41
Status of Defects and Fixes - Backup

Open Defects by Type/Severity:

Team Critical High Medium Low Totals
Development 4 14 21 2 41
Security 1 6 105 3 115
Functional Clarification 1 0 9 1 11
Performance 1 3 1 0 5
Configuration 1 1 4 0 6
Tech Arch 2 0 6 0 8
Enhancement 1 1 1 0 3
Total Open Defects 11 25 147 6 189
Medium security defects
being fixed at a rate of
about 5 - 7 per day
Critical Defects
Fun
c
Issue Type Area Status Title
GL Journals generated before deposits were Budget
IS001988 FUNC AR HOLD Checked 3-1394930301

IS002458 ENHC PO HOLD Modification of Vendor Component Interface

Maintain Time Reporter Data page has access to all
IS000367 SECR TL HOLD Employees in all Agencies under AGY UserIDs

1. IS001988 has an Oracle case which was filed by T. Hines in early February.

2. IS002458 was updated yesterday at 7:33a by C. Jones: “Tom says there will be a CR for the TIN
issue. Annette requested this ticket be kept on hold.

3. IS000367 (SHARP) “Is it possible to add departmental security to this page? This could be a CR so
put on hold.” 42