ASTRA Update Sunflower Project Statewide Management, Accounting and Reporting Tool (SMART)

1. ASTRA UpdateSunflower ProjectStatewide Management, Accounting and Reporting Tool (SMART) February 12, 2009

2. Today’s Topics • Project Status and Activities • Summary of Analyze Phase • Upcoming Agency Coordination, Tasks and Events

3. Project Status • Independent Verification and Validation (IV&V) Vendor • Five Assessments conducted throughout life of the Project • Completed initial assessment report that identifies issues that currently have, or may have, an adverse affect on the Project’s scope, cost, schedule, quality or resources • Sunflower Project preparing response

4. The Next Six Months of the Project “Go-live” only 1 Year Away! January February March April May June July Begin Build Phase End Design Phase End Design Phase Begin Design Phase Agencies Begin Working on Interfaces and Systems Change Agent Launch Interface Standards Complete and Published to Agencies 1st Set of Environments Available Finalize Chart of Accounts

5. Project Activities • Staffing • Conference Room Pilots – complete • Surveyed participants for feedback • Quality Assurance Plan – complete • Document to be posted on project website by end of February • Change Agent Network Launch – complete • Surveyed participants for feedback

6. Project Activities – Miscellaneous • Completed build-out of data center for Development and Testing environments – February 2nd • Distributed Security Survey to Agency Change Agents to assess ability to decentralize end-user security tasks – Survey closed February 10th • Selected the winning entry for the Bright Ideas contest to name the new FMS system – Statewide Management, Accounting and Reporting Tool (SMART)

7. Project Activities – Pending Design Decisions • Number of GL Business Units • Finalize Chart of Accounts • Method for Interfund Processing • Encumbrances • Auto-numbering vs. Smart Numbering

8. Project Activities – Software Enhancements & Mods • Completed weekly meetings to assess software gaps (from CRPs) • Gaps become candidates for mods based on benefit • 3,825 original requirements • 1,840 gaps identified (clarifications, change to business process, work-arounds, mods) • 62 gaps identified as potentialmods • Candidate mods are costed • Final decision go/no-go on each mod • Mods going forward follow the change control process • Process: design => build => test => deploy • 1st group of mods will be presented at February Steering Committee meeting

9. Summary of Analyze Phase • Surprisingly few mods, so far; … • Over 60 reports identified for development by the Sunflower Project team

10. Change Agent Network Launch – Frequently Asked Questions Change Agent Network Q: Since many agencies face budget restrictions which limit their staff’s ability to travel, will remote attendance be an option at future Change Agent Network Meetings? A: The Sunflower Project began testing web conferencing capability prior to the Change Agent Network Launch. Details will be communicated as they become available. Q: When will dates of future Change Agent Network Meetings be published? A: Projected dates for all Change Agent Network Meetings are included in the Agency Task List. As soon as critical logistics for each meeting are confirmed, the Sunflower Project will publish the confirmed meeting date, time, and location.

11. Change Agent Network Launch – Frequently Asked Questions Agency Task List Q: How will completion of tasks on the Agency Task List be monitored? A: Completion of tasks will be monitored both informally and formally. Informal monitoring is handled by Agency Readiness Liaisons during their regular contacts with Change Agents. Formal monitoring is conducted on a regular basis via Readiness Assessments and other surveys. Q: How will agencies be notified when there are changes to the Agency Task List? A: Details of how agencies will be notified will be shared at Change Agent Network Meeting #2 (3/26/2009). For now, rest assured that any changes will be communicated to all Change Agents.

12. Upcoming Events – Agency Coordination • Meetings with individual agencies to introduce Agency Liaisons – February & March • Agency Specific Confirmation Documents will be sent to each agency – February & March • Review Project Plans with selected agencies – February & March • Review Quality Assurance (QA) self-assessments and provide QA standards/support for agencies needing assistance – February & March

13. Agency Tasks February-March 2009 • Chart of Accounts (COA) Mapping Activity – Task ID #12 • Due February 27, 2009 • Office Hours Available to Discuss COA Mapping Feb 16-26 • Register for Budget Structure Workshops – Task ID # 13 - February

14. Agency Tasks February-March 2009 • Complete Baseline Readiness Assessment – Task ID # 14 – March • Schedule and hold workshops on interface standards, accessing the interface testing environments – Task ID # 15 - March

15. Upcoming Events • Publish 2nd edition of the Sunflower Project Newsletter – Week of February 16th • Change Agent Network Meeting #2 on March 26, 2009 at Topeka & Shawnee County Public Library Marvin Auditorium – Invitations sent week of March 5th • Review Quality Assurance (QA) self-assessments and provide QA standards/support for agencies needing assistance – February & March

16. Questions and Answers For additional information on the project, please see the project website: Email: sunflowerfms@da.ks.gov http://www.da.ks.gov/ar/fms/ ?