Steering Committee Meeting Sunflower Project Statewide Financial Management System Update

Steering Committee Meeting

Sunflower ProjectStatewide Financial Management System Update

March 12, 2010

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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

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Project Timeline

March April May June July

End In

terfa

ce

Testin

g

Testing Phase

Comple

te S

yste

m T

estin

g

End U

ser T

estin

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Cutover Phase

Contin

uity o

f Ope

ratio

ns

Exerc

ise

Load

SM

ART and

SHARP

with P

rodu

ction

Valu

es

Go-live forSHARP II

Agenc

y Rep

ort D

evelo

pmen

t

End U

ser T

raini

ng

Close

STARS

Opera

tiona

l Rea

dines

s

Testin

g

Load

Bud

gets

Data

Conve

rsion

Go-live forSMART

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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

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

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Status of Defects and Fixes

As of 3/5

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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.

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• 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

Project Status & Activities – Finance Team

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• 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

Project Status & Activities – Enterprise Readiness Team

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• 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

Project Status & Activities – Tech Team

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• 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

Project Status & Activities – Central Systems

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• 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

Project Status & Activities – Miscellaneous

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SMART Post Go-live Support Structure

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• 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

Change Control Highlights

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• 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)

Change Control Highlights

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Change orders approved since last Steering Committee meeting

Change Control

Change Request Tracking Report/Enhancement and Mod Effort vs Cost

Approval Date by CCB

Steering Comm.

Approval CR # CR Description Total Hours

Accenture Hours per CR

State Hours per CR Total $ Cost

2/17/2010 N/A CR 144Modify Interfund Customer & Vendor Search Prompts 86 86 0 $ 16,727.00

3/2/2010 N/A CR 8 Contingency ReportsRemove one State ass igned report N/A

3/2/2010 N/A CR 75 Reports Part 3Remove one State ass igned report N/A

3/2/2010 N/A CR 3 Setoff InterfaceRemove Confi guration solution from Setoff CR N/A

3/2/2010 N/A CR 153 Interfund Mass Approval 128 128 0 $ 24,896.00

3/9/2010 N/A CR 140 Modify Onl ine Expense Reports 149 149 0 $ 28,980.50

3/9/2010 N/A CR 154 Update Bidder TIN 28 28 0 $ 5,446.00

3/9/2010 N/A CR 155 Modify User Syng 80 32 48 $ 6,224.00

3/9/2010 N/A CR 158Move Contingency Reports remaining balance to Reserve 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$

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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

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Cutover Prep Activities – Planning and Practicing

Activity Description Start/Finish DateDry Run (in progress)

Full sequence of cutover activities spanning 7 weeks compressed into 4 weeks (minimal agency involvement)

3/8 – 4/07

Dress Rehearsal

Full sequence of cutover activities executed in the same time windows, i.e. 24x7 and weekends, in which cutover will actually take place (full agency involvement except on-line data entry)

4/08 – 5/07

Disaster Recovery

Exercise to ensure backups of SMART and SHARP data and applications can be restored within designated time

4/05 – 4/07

Operational Readiness Test (ORT)

Simulate operations in the production environment and day-to-day processing, including: help desk, batch scheduling, and interfaces

5/10 – 5/28

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High-level Cutover Timeline

May June July August

Agency Data Conversion & Validation

STARS Shutdown

06/29 Last day for Agencies to send interfacetransactions in STARS; 07/06 last day for direct entry (2010 transactions) into STARS

SMART Go-live

SHARP Cutover

06/23 Go-live for Time and Labor andSHARP II open to all users

07/01 Agencies enter 2011Transactions in SMART

Preparation & Administrative Activities

Load Appropriation & Op Budgets into SMART

SOKI Shutdown

07/06 Last day for Agencies toEnter Deposits in SOKI

Load Purchase Orders/ Encumbrances into SMART

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Measuring Progress

• All workstreams continue to trend positive

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

Scope Element02/08Status

03/12Status 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 Modifications

Green Only Req’d mods needed

for go-live

All functional designs for all approved mods are complete or in progress (for recently approved mods).

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 and Build

Yellow Yellow Tech Team continues to work on reports; production reports from agency reporting needs analysis.

Training Capacity N/A Yellow Certain classes in certain locations filling up before all end users can register.

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Test Sequence & Schedule

Test Stage Start Date

Finish Date

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Ma

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Ap

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10

Ju

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

Assembly Test 11/3/09 11/30/09

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

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

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

Performance Test

11/2/09 4/16/10

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

Disaster Recovery Test

2/1/10 4/16/10

Operational Readiness Test

4/1/10 6/11/10

Functional Team

Dev. Team

Interface Team

Conversion Team

Technical Team

All Teams

* Extensions granted to specific agencies beyond 3/15

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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

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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

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Interface and Conversion Timelines

Agency Conversion Data CleansingAgency Conversion Data Cleansing

Interface Testing Cycles

Cutover ActivitiesCutover Activities

Extract & send final data filesExtract & send final data files

Mock 1 Conversion

Testing

Mock 1 Conversion

Testing

Mock 2 ConversionTesting

Mock 2 ConversionTesting

Mock 3 Conversion

Testing

Mock 3 Conversion

Testing

2010

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Interface Activities / Milestones

Activity/Milestone Start Date Finish DateStage 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 regression testing (as needed) – Agency receives and provides files as needed

01/19/10 03/15/10

Completion of Interface Test N/A 03/15/10

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Stage 6 Interface Testing Progress

PSUKHPA KCI SRS KWPKDORKPERS

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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 Status385 – PSU 5 interfaces Granted 2 week extension for 3 interfaces and 4 week

extension for 2 interfaces; weekly status reports required365 – KPERS 2 interfaces Granted one-month time extension to continue testing

weekly and monthly files for KPERS payments to retirees629 – SRS 10 interfaces Granted one month time extension (04/15) for 2 systems

and 14-day time extension for 1 system565 – 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 deadline565 – KDOR 6 interfaces Making Progress 522 – KCI 4 interfaces Making Progress

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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”

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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

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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.

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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

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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

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Readiness Assessment #4 Results

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Readiness Assessment #4 Results

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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

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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

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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+

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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.

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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

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Questions and Answers

??For additional information on the project, please seethe project website: http://da.ks.gov/smart

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Authority for Change Requests

Change Request

Authority Cost Impact Scope Impact Impact on PS Code

Base

Schedule Impact Agency Impact Law, Reg, Policy Impact

Level 1Executive Sponsors TBD TBD Any change affecting

the “Go-live” dateTBD Any changes affecting

laws, regulations or other non-A&R policies

Level 2Steering Committee Changes over $50K “Significant” impact on

project scope (+/-)TBD Recommends changes

to Executive Sponsors

Level 3FMS Mgmt Team (CCB) Changes under

$50K“Moderate” impact on project scope (+/-)

All mods approved by FMS Mgmt Team

Any change affecting KITO milestones or other key (internal management) milestones

Any decisions/ changes “adversely” affecting agencies

Any changes affecting A&R policies and procedures

Level 4 ManagersAll changes affecting cost (+/-) approved by FMS Mgmt Team

“Minor” impact on project scope (+/-)

“Minor” impact on project activities that do not adversely impact a milestone

Configuration decisions benefiting agencies that do not impact cost or do not impact a milestone

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Status of Defects and Fixes - Backup

Open Defects by Type/Severity:Team Critical High Medium Low TotalsDevelopment 4 14 21 2 41Security 1 6 105 3 115Functional Clarification 1 0 9 1 11Performance 1 3 1 0 5Configuration 1 1 4 0 6Tech Arch 2 0 6 0 8Enhancement 1 1 1 0 3Total Open Defects 11 25 147 6 189

Issue Type

Func Area Status Title

IS001988 FUNC AR HOLDGL Journals generated before deposits were Budget Checked 3-1394930301

IS002458 ENHC PO HOLD Modification of Vendor Component Interface

IS000367 SECR TL HOLDMaintain Time Reporter Data page has access to all 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.”

Medium security defects being fixed at a rate of about 5 - 7 per day

Critical Defects