sunflower project change agent network meeting #2
DESCRIPTION
Sunflower Project Change Agent Network Meeting #2. March 26, 2009. Welcome. Meeting Agenda. Welcome Project Status and Activities Reporting Strategy Update Training Update Agency Benefits of SMART Agency Task List Meeting Wrap-Up. Welcome and Introductions. Presenters - PowerPoint PPT PresentationTRANSCRIPT
Sunflower ProjectChange Agent Network Meeting #2
March 26, 2009
2
Welcome
3
Meeting Agenda
WelcomeProject Status and ActivitiesReporting Strategy UpdateTraining UpdateAgency Benefits of SMARTAgency Task ListMeeting Wrap-Up
4
Welcome and Introductions
Presenters• Connie Guerrero, Enterprise Readiness Team Manager
• Gary Schneider, Implementation Manager• Gina Vinyard, Training Lead• Jennifer Dennon, Agency Readiness Lead
5
Housekeeping
• Bathrooms
• Please set cell phones and pagers to silent
6
Feedback from Previous Change Agent Meeting
Thank you for providing your survey responses to the previous Change Agent Launch! We appreciate your feedback!
•We are piloting webcasting the meeting to non-Topeka area agencies today•We hope the facilities at the Library are more comfortable and parking was easier to find•We continue to add SMART content to Change Agent Network meeting agendas as more design decisions are finalized
7
Project Status and Activities
8
Project Timeline
Deploy
Design
Build/Development
Test
Training
Analyze
Oct/Nov/Dec Jan/Feb/Mar Apr/May/Jun Jul/Aug/Sep Oct/Nov/Dec Jan/Feb/Mar Apr/May/Jun Jul/Aug/Sep
2008 2009
On-going System Support & Stabilization
2010
We are Here!
9
Budget Structure Workshops
• Multiple sessions held in March – Primary Contacts and Budget Subject Matter Experts (SMEs) from all agencies were invited
• Introduced SMART budget terminology and process
• Reviewed required and optional budgets available to State Agencies
• Workshops provided details helping agencies decide which budget option works best for them in SMART
10
Budget Structure Activity
• Allows Sunflower Project to configure SMART to track the lower-level budgets your agency requires
• Reminder:– Submit only one homework response per agency– Due 2 weeks after attending Budget Structure
WorkshopAgency Revenue
EstimatePick One
Fund Budget Unit
Account Calendar
Option #1 X TransactionIntermediat
eMonthly
Option #2 Transaction TransactionIntermediat
eMonthly
11
Interface and Conversion Workshops
• Provide assistance for agencies modifying systems and interfaces
• Interface workshops held over past two weeks
• Conversion Workshops to be held in April
12
Configuration Workshops
• Help agencies understand configuration options in SMART
• Help the Sunflower Project understand agency-specific considerations when configuring SMART
• Geared toward Agency Subject Matter Experts (SMEs)
• Additional Configuration Activities allow agencies to participate in the configuration of items not requiring a workshop
• Several new tasks added to the Agency Task List for Configuration Workshops and Configuration Activities
13
Project DecisionsGeneral Ledger Business Unit
• Each agency will have their own General Ledger (G/L) Business Unit
• Benefits to agencies of this decision are increased usability and flexibility while maintaining control:– Agencies will be able to define their own chartfield edits– Agencies will be able to maintain their own allocations in the future
if it is decided to de-centralize this function– Agencies will only see their agencies’ values in dropdowns for
chartfields, e.g. Departments, Funds, Program(s), Projects, Locations and Agency Use
• A&R/DOB will be able maintain control of central business processes such as changing statewide chartfield values, appropriations, approvals of interfunds, transfers, opening and closing of accounting periods
14
Project DecisionsSecurity
• Key Terms– Security Configuration involves defining roles and assigning
individuals to roles– Security Administration involves adding/removing individuals to and
from established roles due to personnel changes and reorgs
• SMART will use a centralized security model– Reduces the impact on agencies– Maintains central control at go-live
• Will consider delegating limited aspects of security to select agencies in the future
• Workflow administration is closely linked to security and will also be centralized
15
Project DecisionsSingle Sign-On (SSO)
• Key Terms– PeopleSoft Portal is a personalized gateway that
provides a single sign-on to all PeopleSoft applications
• PeopleSoft Portal is being implemented
• Will maintain the current SHARP sign-on protocol to access SMART, SHARP, and the data warehouse via the PeopleSoft Portal
16
Project DecisionsPending
• Interfund Processing
• Chart of Accounts
• Encumbrances Types
• Transaction Autonumbering
17
Reporting Strategy Update
18
Reporting Strategy
• Reports in SMART are for information you need TODAY• Most reporting will be in the Data Warehouse
– SMART and SHARP data together• Information in the Data Warehouse is NOT real time
– One day behind SMART and SHARP• Data Warehouse on July 1, 2010
– Only new SMART data– Some SHARP historical data
• Data Warehouse after July 1, 2010– Minimum of 10 years data will collect over time
• Division of Accounts and Reports developing procedures for accessing historical data from STARS and SOKI
19
Data Access and ReportingProduction
SMART
Online Reportsand
PeopleSoft Query
• Need information today• Already developed• View only• Download to a file
20
Data Access and ReportingData Warehouse
Data Marts are a functional grouping of data used for reporting.
DataWarehouse
Data WarehouseReporting
Human ResourceData Marts
FinancialsData Marts
Transformed Data
SHARP
SMART
21
Data Access and ReportingData Warehouse
Oracle BI Answers
•Simple – Drag/Drop Fields onto Report•Complex – Filters, Formulas, Format, Prompts, Sort Order•Results – Pivot Tables, Dashboards, Plain Text•Drill-down to details
Oracle BI Publisher
•Highly formatted•Report layout using familiar tools (e.g. Word, Adobe)•Data from BI Answers
Oracle BI Dashboards
• Intuitive• Personalized• Drill-down to details• My Dashboard – Data
Warehouse Home Page
22
Data WarehouseMy Dashboard Example
23
Data WarehouseDashboards
• The first screen in data warehouse is “My Dashboard”• Some dashboards will be built before “Go-Live”• RP204: Introduction to Business Intelligence Reporting:– Set “My Dashboard” preferences– View a Dashboard– Download a Dashboard– Print a Dashboard– Email a Dashboard
• RP301: Ad Hoc Business Intelligence Reporting:– Create and Modify Dashboards
24
Example Only! Subject Areas and
Folders will be unique to the State of Kansas
Business Processes.
Data WarehouseReport Writer Start Page Example
25
Data WarehouseBI Answers
• Content is organized by Subject Area– What you see depends upon your security access
• Queries or Reports are referred to as a Request• Some BI Answers Requests will be built before “Go-Live”• RP204: Introduction to Business Intelligence Reporting:
– View, Download, Print, Email a Request• RP301: Ad Hoc Business Intelligence Reporting:
– Create and Modify a Request– Sort, subtotal, filter, format, create prompts, and add
formulas to a Request– Create views of results including, Dashboards, pivot tables,
plain and formatted text
26
Training Update
27
Training Roadmap
Training Live
Train – the-
Trainer
Training Schedule
28
High Level Calendar
CLASSROOM TRAININGAPR-JUN,
2010
WEB TRAININGFEB-MAR,
2010
TRAIN-THE-TRAINER
MAR, 2010
PILOT TRAININGFEB, 2010
TRAININGSCHEDULEJAN, 2010
29
SMART Training Curriculum
Posted on website
30
Training Deployment Plan
• Writing Deployment Plan Summer, 2009• Analysis based on:
– Estimated Attendance
– Facilities
– Trainers
– Locations
– Agency size
• Deployment update at August Change Agent Network (CAN) meeting
31
Trainer Profile
Understands “as-is” business process
Experienced Instructor, Speaker, or
Facilitator
Comfortable explaining concepts
Understands SMART at high-level
Experienced in day-to-day tasks
Participates in SMART decisions
for Agency
Learns Quickly
AvailableFeb-Jun, 2010
32
Trainer Next Steps
• Review Trainer Profile• Discuss with your Subject Matter Experts (SMEs)• Identify Trainers• Fill out Trainer Contact Information
– Coming soon as a web form
• Submit Trainer information by May 31, 2009– Task ID 54
33
Thank You Need More Facilities
• 12-15 PCs and 1 instructor PC• Internet browser and internet connection• LCD Projector and screen• Adequate parking and facilities for participants• Onsite contact for troubleshooting equipment issues
• Ability to reserve blocks of time April – June, 2010• Task ID 53 – Due March 31, 2009
35
Agency Benefits of SMART
36
SMART Integration
Data Warehouse
Accounts Receivable /
BillingPurchasing
Accounts Payable
Asset Management
Projects / Grants
General Ledger
Time and Labor
37
Agency Benefits of SMART
• Provides a more user friendly environment allowing for complete transaction overview– Whole process online; PO approval, dispatching,
receiving and related payable information
• Facilitates data transfer to other modules– Reducing data entry– Reducing keying errors
• Statewide standardization of encumbrance process
Purchasing
38
Agency Benefits of SMART
• Automates matching of Purchase Order, Invoice and Receipt
• Provides online processing for travel requests and processing expense reports
• Simplifies searching for voucher and related payment information
Accounts Payable
39
Agency Benefits of SMART
• Provides a central place for storing asset information
• Reduces duplication of effort in entry and maintaining assets
• Provides robust searching and reporting capabilities at the state level
Asset Management
40
Agency Benefits of SMART
• Allows agencies to efficiently track and analyze project costs and allocate project resources
• Provides flexible reporting of grant transactional history
• Allows agencies to easily track proposal development and award
Projects / Grants
41
Agency Benefits of SMART
• Deposits will be entered into Accounts Receivable• Automates billing• Creates customer statements• Creates customer correspondence and reporting• Real-time receivable and billing visibility, tracking and control for reporting and financial data
Accounts Receivable / Billing
42
Agency Benefits of SMART
• Provides a robust time capture system • Integrates with SMART and existing SHARP systems
• Improves data accuracy and integrity and enables more timely reporting by eliminating paper-based processes for some agencies
Time and Labor
43
Agency Benefits of SMART
• Eliminates redundant data entry– Funding flows with the transaction
• Eliminates the need to obtain and consolidate data from multiple systems
• Eliminates the need to reconcile and track data in multiple systems
• Automates budget checking
General Ledger
44
Agency Task List
45
Agency Task List Updates
Posted to Sunflower Project website
http://www.da.ks.gov/smart/
AgencyTask ListUpdates
46
Updated Task List Available
• An updated task list is available to download from the Sunflower Project website– Tasks added
– Tasks removed (indicated by strikethrough text)
– Details updated (dates, descriptions, etc.)
– New column added for completion date
• Future updates will be posted on the website and a notification will be sent to all Change Agents
• Consistent version control process will help you keep your task list updated
47
Task List Version ControlAbout the Updates
• New tasks are given the next available task ID– Once a task ID is assigned, it never changes
• When a task is removed, it is indicated by strikethrough formatting (the text is crossed out)– The removed task remains in the document
• For consistency, the list is always sorted first by Start Date, then by End Date. This causes task IDs to be out of order as dates shift and tasks are added
48
Task List Version ControlLatest Version
• The updated Agency Task List contains multiple worksheets
• The worksheet (or tab) named All - MM-DD-YY contains the latest information on all tasks
• Use this tab if you want to start with a new clean copy of the Task List
49
Task List Version ControlUpdates Highlighted
• The worksheet (or tab) named All With Updates - MM-DD-YY also contains the latest information on all tasks
• Updates are highlighted in yellow• Use this tab if you want to see what changed in the latest version
50
Task List Version ControlNewly Added Tasks
• The worksheet (or tab) named New Only - MM-DD-YY only contains new tasks added since the last version of the Task List
• Use this tab if you want to copy newly added tasks into your agency’s copy of the Task List
51
Task List Version ControlSteps to Stay in Sync
1. First download the updated Task List from the Sunflower Project website
2. Sort both the updated Task List and your older version by Task ID
3. Select one of the following:– Copy values from your older version into the updated
Task List– Copy updates from the updated Task List to your older
version
4. Re-sort the Task List by Start Date, then by End Date
5. Archive old versions to avoid confusion
52
Agency TasksMarch 2009 – May 2009
March 2009 April 2009 May 2009
Complete agency readiness assessment
#1 – Task ID 14
Change Agent Network Meeting #2 – Tasks IDs 18, 26
Change Agent Network Meeting #2 Survey – Task ID 27
Attend Agency Introduction Meeting with Readiness Liaisons – Task ID 9
Review/Revise Agency Confirmation Document – Task ID 123
Monthly Status – Task ID 128
Monthly Status – Task ID 129
Monthly Status – Task ID 130
Configuration Workshops and Activities –Task IDs 144 – 212
Change Agent Network Meeting #3 – Task ID 44
The readiness assessment was sent via Survey Monkey, thank you in advance for completing it timely!
53
Agency TasksMarch 2009 – May 2009
March 2009 April 2009 May 2009
Complete agency readiness assessment
#1 – Task ID 14
Change Agent Network Meeting #2 – Tasks IDs 18, 26
Change Agent Network Meeting #2 Survey – Task ID 27
Attend Agency Introduction Meeting with Readiness Liaisons – Task ID 9
Review/Revise Agency Confirmation Document – Task ID 123
Monthly Status – Task ID 128
Monthly Status – Task ID 129
Monthly Status – Task ID 130
Configuration Workshops and Activities –Task IDs 144 – 212
Change Agent Network Meeting #3 – Task ID 44
Helps the Sunflower Project build agency-specific flexibility into
SMART.
54
Agency TasksMarch 2009 – May 2009
March 2009 April 2009 May 2009
Complete agency readiness assessment
#1 – Task ID 14
Change Agent Network Meeting #2 – Tasks IDs 18, 26
Change Agent Network Meeting #2 Survey – Task ID 27
Attend Agency Introduction Meeting with Readiness Liaisons – Task ID 9
Review/Revise Agency Confirmation Document – Task ID 123
Monthly Status – Task ID 128
Monthly Status – Task ID 129
Monthly Status – Task ID 130
Configuration Workshops and Activities –Task IDs 144 – 212
Change Agent Network Meeting #3 – Task ID 44
Approximately 95 completed to date. Plan to meet with every agency by
middle of April.
55
Agency TasksMarch 2009 – May 2009
March 2009 April 2009 May 2009
Complete agency readiness assessment
#1 – Task ID 14
Change Agent Network Meeting #2 – Tasks IDs 18, 26
Change Agent Network Meeting #2 Survey – Task ID 27
Attend Agency Introduction Meeting with Readiness Liaisons – Task ID 9
Review/Revise Agency Confirmation Document – Task ID 123
Monthly Status – Task ID 128
Monthly Status – Task ID 129
Monthly Status – Task ID 130
Configuration Workshops and Activities –Task IDs 144 – 212
Change Agent Network Meeting #3 – Task ID 44
Evaluation results from the first Change Agent Network Meeting
are posted on our website at: http://www.da.ks.gov/smart/
Please let us hear from you. We value your feedback! Let us know what we
did right and what we still need to improve!
56
Agency TasksMarch 2009 – May 2009
March 2009 April 2009 May 2009
Complete agency readiness assessment
#1 – Task ID 14
Change Agent Network Meeting #2 – Tasks IDs 18, 26
Change Agent Network Meeting #2 Survey – Task ID 27
Attend Agency Introduction Meeting with Readiness Liaisons – Task ID 9
Review/Revise Agency Confirmation Document – Task ID 123
Monthly Status – Task ID 128
Monthly Status – Task ID 129
Monthly Status – Task ID 130
Configuration Workshops and Activities –Task IDs 144 – 212
Change Agent Network Meeting #3 – Task ID 44
Change Agent Network (CAN) Meetings – Confirmed
CAN3•May 20, 2009, 9:00 AM to 11:00 AM•Topeka and Shawnee County Public Library
CAN4•August 12, 2009, 9:00 AM to 11:00 AM•Topeka and Shawnee County Public Library
57
Agency TasksMarch 2009 – May 2009
March 2009 April 2009 May 2009
Complete agency readiness assessment
#1 – Task ID 14
Change Agent Network Meeting #2 – Tasks IDs 18, 26
Change Agent Network Meeting #2 Survey – Task ID 27
Attend Agency Introduction Meeting with Readiness Liaisons – Task ID 9
Review/Revise Agency Confirmation Document – Task ID 123
Monthly Status – Task ID 128
Monthly Status – Task ID 129
Monthly Status – Task ID 130
Configuration Workshops and Activities –Task IDs 144 – 212
Change Agent Network Meeting #3 – Task ID 44
58
March 2009 April 2009 May 2009
Agency TasksMarch 2009 – May 2009 (continued)
Interface Workshop – Tasks ID 15, 19, 20
Complete datamap documents for SMART data conversions – Task ID 37
Extract and clean-up data for conversion testing – Task ID 23
Complete datamap documents for SMART interfaces – Task ID 21
Conversion Workshop – Tasks ID 29, 35, 36
Interface workshops provide information to assist agencies with interface related tasks
59
March 2009 April 2009 May 2009
Agency TasksMarch 2009 – May 2009 (continued)
Interface Workshop – Tasks ID 15, 19, 20
Complete datamap documents for SMART interfaces – Task ID 21
Conversion Workshop – Tasks ID 29, 35, 36
Conversion workshops provide information to assist agencies with data conversion related
tasks
Complete datamap documents for SMART data conversions – Task ID 37
Extract and clean-up data for conversion testing – Task ID 23
60
Your Agency Readiness Liaisons
Jennifer Dennon, Agency Readiness [email protected] 785.291.0571
Mona Waltmire, Agency Readiness [email protected] 785.291.0572
Mitzi Cafer, Agency Readiness [email protected] 785.291.0570
Adriene Williams, Agency Readiness [email protected] 785.296.3409
61
Meeting Wrap-Up
62
Project Resources
The Sunflower Project website is under construction!
•New web address: http://www.da.ks.gov/smart/
•Incorporating new SMART Logo
•Redesigning for simplified navigation
•Suggestions? Email [email protected]
63
Project Resources
• Sunflower Project website: http://www.da.ks.gov/smart/
• Sunflower Project Email Address: [email protected]
• Sunflower Project List-serv– Sunflower Infolist– Subscribe at http://www.da.ks.gov/smart/
• Sunflower Project Site: Sunflower Project, 915 SW Harrison, Room 1181, Topeka, Kansas 66612
64
Questions?
65
Please Share Your Feedback
Online evaluation form for Change Agent Network Meeting #2:
http://www.surveymonkey.com/s.aspx?sm=MYWWeXmk0_2fgPo_2fo_2bA6ClLw_3d_3d