December Interface Monthly MeetingSunflower ProjectStatewide Management, Accounting, and Reporting Tool Update

December 10, 2009

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Copyright © 2009 Accenture All Rights Reserved.

Today’s Topics

• Introduction• Milestones• SMART Project Update• Top FAQS• Interface Test Stage 4• Interface Test Stage 6• INF44 – Inbound Deposits Walkthrough• Closing

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Milestone Status:• 16/21 agencies have completed their entire testing of Stage 1 interfaces:

o 16/21 agencies have completed testing of INF01.o  5/5 agencies have completed testing of INF15.

•  0/23 agencies have completed their entire testing of Stage 2 interfaces:o 6/22 agencies have successfully loaded INF02 interface files.o  1/4 agencies have successfully loaded INF04 interface files.o 0/12 agencies have successfully loaded INF06 interface files.o 0/10 agencies have successfully loaded INF44 interface files.

• 5/23 agencies have completed their entire testing of Stage 3 interfaces:o 10/23 agencies have successfully received an INF03 interface file.

• Project Plan updates for December are due December 31st and must include a plan for completing Stages 1-3 by 1/15/10 unless formally granted an extension.

Agency Milestones/Tasks

Activity/Milestone Start date Finish Date

Receive Stage 1, SMART Outbound Configuration Interface files 9/01/09 10/12/09

Provide Stage 2, SMART Inbound Transaction Interface files 10/05/09 12/4/09

Receive Stage 3, SMART Outbound Interface files 10/26/09 12/4/09

Provide Stage 4, SMART Error Processing interface files 11/30/09 1/15/10

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Project Update

Updates:• Converted vendors will be loaded into the Interface Test environment

by Stage 6 (1/15/09).• The Vendor Conversion for Interfacing Agencies workshop was held.• Weekly Interface Test conference calls will be scheduled for the

remainder of Interface Test to discuss issues, questions, and provide project updates.

• The Interface Team will provide agencies with conditions to test during Stage 4 – Inbound Error Processing.

• A test lab for interfacing agencies will be available on Fridays during Stage 6.o The test lab is not training, though assistance and documentation

will be provided by the Interface Team.o Functional users are the primary audience for the laboratory

sessions, though it may be beneficial for technical users as well.o The logistical information will be sent out prior to the beginning of

Stage 6.

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Project Update (cont.)

• Stages 1, 2, 3, and 5 will validate the sunflower project conditions that a file was successfully loaded into SMART or received and processed by an agency.

• Excluding Stage 6, the Interface Team will mark an interface test as complete once we have successfully loaded an inbound file or received confirmation from agencies regarding outbound files.

• The Interface Test Batch Schedule will be established by Stage 6. This will transfer files to and from SMART and the mainframe, and run the interfaces automatically.

• The November Monthly Interface meeting Q&A has been published.• Layout updates have been published per the bi-weekly updates and

communications were sent to agencies.• All signed fields should have decimal places.• The upcoming monthly interface meetings are scheduled on:

o January 12th o February 9th

o March 9th

o April 13th

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FAQs

Top Frequently Asked Questions:• What do I put in the Total Debit and Total Credit fields on the Control

Record of INF06? Values in these fields on the Control Record should always be positive and equal. Place the sum of the debits in the Total Debit field and provide the same value in the Total Credits field.

• Do I have to submit a balanced INF06 journal? Yes, the journal must be balanced by Fund and Budget Unit.

• Currently we submit transmittal sheets when we run interfaces. Are those going away? Yes, the control records on the interfaces will replace the transmittal sheets.

• How do I view online deposits I’ve entered on behalf of another agency? As part of the role-mapping Agency task, identify that you need to see transactions on behalf of another business unit online.

• Will interfund information (reciprocating agency, interfund ID) be contained on the INF19/INF29? No, this information will be included in the notification.

• Is Ledger required on INF06? Ledger is only required on the line (L) record. Leave ledger blank on the header record.

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Interface Test Strategy

Stage 4 – Error Processing Inbound Interfaces (11/3 -1/15):• Confirms that the edits associated to the interfaces are working properly.• The Interface Team will provide the agencies with test conditions.• Agencies develop files for the test conditions and submit the inbound file

to the DISC Mainframe.• Inbound files must be uploaded by agencies to the DISC mainframe

using the appropriate command script contained in the Core FTP instructions.

• The Interface Team will analyze the errors triggered and communicate those errors with the agencies.

• Commitment Control will be activated to generate budget checking errors as needed in order to validate the budget checking process.

• Agencies will be provided with valid chartfield combinations and amounts to use to avoid budget checking errors.

• Stage 4 interfaces will generate error or log files.

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Interface Test Strategy (cont.)

Stage 6 – Agency Conditions (1/15 – 3/15):• Validates agency-defined conditions for inbound or outbound testing.• Allows agencies to determine when their test conditions are complete.• Tests the interfund process.• The interface team will approve the interfund transactions online for

agencies.• Provides a test lab with online access to agencies for error correction

related to interfaces.• Agencies must send a notice to sunflowerfms stating the completion of

Stage 6 testing by end of day 3/15/10.• Contains converted vendor data.• Allows the Interface Team to test the direct connect functionality.• Contains the interface test ‘mini-batch’ schedule.

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INF44 WalkthroughOverview

• The purpose of this interface is to upload deposits into the system. This interface will also be used to upload interfund deposits into the system.

• There are three types of deposits: deposits with a receivable, deposits without a receivable, and interfund deposits:

o With Receivables – If your agency will establish a receivable in SMART prior to recording the deposit, then use this approach.

o Without Receivables – If your agency does not establish a receivable in SMART prior to recording the deposit, then use this approach.

o Interfund – If the deposit is an interfund deposit (transfer from one agency to another), then use this approach. Interfund deposits can be submitted with or without receivables, depending on your agency’s approach.

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INF44 WalkthroughOverview

Deposits with Receivables• If you are submitting a non-interfund deposit with a receivable, you

only can provide the control (000), deposit group (001), payment (002), customer remit (003), and ID item (004) records.

• You cannot provide a distribution (005) record as this information will be defaulted from the item contained on the ID item (004) record.

• Deposits with receivables will be returned on the INF29 – Outbound Deposits interface.

Deposits without Receivables• If you are submitting a non-interfund deposit without a receivable,

you only can provide the control (000), deposit group (001), payment (002), and distribution record (005).

• You cannot provide a customer remit (003) or ID item (004) record as this information is not allowed with this approach.

• Deposits without receivables will be returned on the INF19 – Module Transactions interface.

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INF44 WalkthroughOverview

Interfund Deposits• The only difference between submitting a regular deposit and an

interfund deposit is the deposit type value (e.g. ‘I’, ‘R’), and the customer remit (003) record is always required.

• Each Agency will be established as a customer.• The customer values for the customer remit (003) record will be equal

to the agency’s business unit value (i.e. 27600).• If you are submitting in an interfund deposit with a receivable, you

need to provide the control (000), deposit group (001), payment (002), customer remit (003), and ID item (004). Do not provide a distribution record (005).

• If you are submitting an interfund deposit without a receivable, you only can provide the control (000), deposit group (001), payment (002), customer remit (003), and distribution (005) records. Do not provide an ID item record (004).

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INF44 WalkthroughControl Record (000)

• This record validates the number of lines and the amount sent in on the interface.

• SUBTYPE – Must be populated by agencies. This field is used to identify agency systems that generated the file.

• CREATED_DATETIME - The date time stamp the file is created. The format is 'MM/DD/YYYY HH:MM:SS 00000 '. Note the space after the last zero.

• COUNT_HDR_FL – The number of deposit header records (001).• KS_LN_CNT – The number of all lines, excluding the control record.• TOTAL_AMT – Equal to the CONTROL_AMT on the deposit group

record (001). Since this is a SIGN field, provide a space in the first digit if the value is positive, or else enter a negative.

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INF44 WalkthroughDeposit Group (001)

• This record creates the deposit information.• DEPOSIT_ID – Populate with ‘NEXT’ to have SMART auto-assign the

value. Otherwise, provide a unique value identified by your agency.• DEPOSIT_TYPE - This is the deposit type which identifies the type of

deposit being entered. Use ‘I’ or ‘R’ for interfunds only.• BANK_CD = Provide a value of ‘KSBNK’.• BANK_ACCT_KEY – Provide a value of ‘MAIN’.• CONTROL_AMT – Must be equal to the sum of all payments for this

deposit.• CONTROL_CNT - Must be equal to the number of payments for this

deposit.• RECEIVED_DT– Enter the invoice date or the date to indicate when

the deposit was received.• ACCOUNTING_DT - Specify the date you would like to associate to

this transaction to post to in the AR subledger and General Ledger. Use current date as a general rule.

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INF44 WalkthroughPayment (002)

• This record creates the payments associated to the deposit.• Enter spaces for the DEPOSIT_ID on this and all subsequent

records.• PAYMENT_SEQ_NUM – Payments must be sequentially numbered

in groups beginning with ‘1’. The number in this field increments by one for each new payment (i.e. 1, 2, 3...). Agencies provide a sequential number to identify the payments within each deposit.

• PAYMENT_ID – This is a unique identifier of the payments within a deposit. Agencies provide this value.

• PAYMENT_METHOD – Identifies whether the deposit is check (‘CHK’), ‘EFT’, or non-sufficient funds (‘NSF’). If you are performing an ACH Reversal, then use ‘EFT’.

• MISC_PAYMENT – Set to N for a deposit with a receivable. Set to Y for a deposit without a receivable.

• CHECK_CNT - This identifies the number of checks that compose the payment. This field is only used for payment methods of CHK or NSF.

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INF44 WalkthroughCustomer Remit (003)

• This record associates a customer to the deposit.• ID_SEQ_NUM – Sequentially numbers the customers you associate

to the deposit, beginning with 1. Increment it by 1 for each new customer. Note - deposits without receivables can only have one customer. You must provide a value if you use this record.

• CUST_ID - This identifies the customer (payee) being remitted to. o This field is optional field and can not be populated if data is

entered in the MICR_ID field. o You must provide a value here for interfund deposits.o You may only provide one customer row for each payment on a

deposit without a receivable.• ID_SEQ_NUM – Sequentially numbers the customers you associate

to the deposit, beginning with 1 . Increment it by 1 for each new customer. Note - deposits without receivables can only have one customer. You must provide a value if you use this record.

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INF44 WalkthroughCustomer Remit (003) (cont.)

• BUSINESS_UNIT – This is the Business Unit associated with the customer. This field is required when the Customer ID field is used but can not be populated if data is entered in the MICR ID field.

• MICR_ID - For non-interfund deposits without a receivable, enter data in this field if you want to capture the payor name. This field is free form. For non-interfund deposits with a receivable, do not enter data in this field if data is entered in the Customer ID field.

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INF44 WalkthroughID Item Information (004)

• This record associates an Item to a deposit. • REF_QUALIFIER_CODE – Always set to I. This allows an Item to be

associated to the deposit.• REF_VALUE – This is the Item ID. Agencies should provide a valid

ITEM ID value in this field. Values for items are either sent in through INF28 or entered online.

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INF44 WalkthroughDistribution (005)

• This record identifies the accounting information associated to the deposit. You can have many distribution lines to one deposit.

• DST_SEQ_NUM – The number in this field increases by 1 for each distribution record associated to the deposit. Provide ‘1’ for the first value.

• SPEEDCHART_KEY – Defaults the distribution to the transaction. If you provide a SPEEDCHART_KEY, you do not need to provide the rest of the chartfields on this record.

• See the secure website for a list of valid chartfields for use on this record.

• Populate the following Project Costing (PC) fields if the deposit is associated to a project: BUSINESS_UNIT_PC, PROJECT_ID, ACTIVITY_ID. Otherwise, leave blank. Note – some agencies are required to populate additional PC fields per their PC Business Unit setup.

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Key Dates

Activity/Milestone Start date Finish Date

Stage 1: SMART Outbound Configuration Interfaces – Agency receives outbound files. CompleteComplete

9/1/09 10/12/09

Stage 2: SMART Inbound Interfaces – Agency provides inbound files

10/5/09 12/4/09

Stage 3: SMART Outbound Interfaces (Return Processing) – Agency receives outbound files

10/26/09 12/4/09

Stage 4: Error Processing (Inbound) – Agency provides inbound files

11/30/09 1/15/10

Stage 5: Additional Inbound Interface Test – Agency provides inbound files

11/30/09 1/15/10

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

1/15/10 3/15/10

Completion of Interface Test N/A 3/15/10

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Closing

How you can communicate with us:• Office Hours – Come see us!• Monthly Interface Meetings – Participate, bring your questions

and issues or send them to us in advance

• Email – SunflowerFMS@da.ks.gov Subject “Interfaces” with suggestions, comments or questions

Copyright © 2009 Accenture All Rights Reserved.