Sunflower ProjectChange Agent Network Launch
January 22, 2009
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Welcome
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Launch Agenda
WelcomeFMS System NameProject OverviewProject Design PhaseChange ManagementTraining Update Change Agent Network Roles and ResponsibilitiesAgency Task ListMeeting Wrap-Up
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Welcome and Introductions
Sunflower Project Leadership Team• Kent Olson, Project Director• Peggy Hanna, Deputy Project Director• Gary Schneider, Implementation Manager
Sunflower Project Managers and Leads• Connie Guerrero, Enterprise Readiness Team Manager • Mike Purcell, Project Management Office• Annette Witt, Finance Team Manager• Dean Arzoian, Technical Team Manager• Shirley Hollis, Agency Readiness Lead• Gina Vinyard, Training Lead• Pam Fink, Central Agency Integration Lead• Stacey Calhoon, Quality Assurance / Test Lead• Vickie Hemmen, Business Intelligence / Data Warehouse Lead
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FMS System Name
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System Name
• Conducted contest for naming the new FMS system
• Invited employees Statewide to participate in naming contest
• Received over 100 entries
• The name and lucky winners are…
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System Name
Submitted by
Randy Tongier, Legislative Post Audit
Diana Wadsworth, Department of Transportation
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Project Overview
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Sunflower Project Sponsors
Executive Sponsors
• Duane Goossen, Secretary of Administration
• Carol Foreman, Deputy Secretary of Administration
• Denise Moore, Chief Information Technology Officer (CITO)
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Project Governance•Secure budget•Resolve inter-agency issues•Assist with changes to statutes and policies
•Define and control high-level project scope•Provide guidance on cross-agency issues•Champion the Sunflower project within their agency
•Secure project resources•Address agency issues•Propose changes to statutes & policies•Identify and manage strategic issues (3-6 months out)•Assist managers and Team Leads in problem resolution (tactical or strategic)•Resolve cross-team issues, when necessary•Control scope, schedule, cost and quality•Manage contractual issues with Accenture
Executive Sponsors
Steering Committee
FMS Management
Team
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Project Organization
Steering Committee
Executive Sponsors: Goossen, Foreman, &
Moore
Project Management: Olson, Hanna,
Schneider, Lavery, & Andrews
Functional Team:Witt & Cole
Technical Team:Arzoian & Myers
Enterprise Readiness:Guerrero & Harold
Project Management Office: Purcell &
Grover
Project Support: Ramirez
CORE PROJECT TEAM
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Project Vision
Working together, the Sunflower Project will improve efficiency, management decision-
making, transparency and customer service for the State of Kansas through the purchase
and implementation of a new financial management system that will integrate the State’s workforce, business processes and
technology investment.
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Project Objectives
• Adopt best practices
• Standardize business processes
• Collaborate with agencies to configure appropriate elements for their specific needs (workflow, budget thresholds, etc.)
• Invest in the workforce through training and involvement in process changes
• Address both large and small agency concerns and needs with open and two-way communication
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Project Scope – Implement a full suite of PeopleSoft Financials 9.0
Data Warehouse & Reporting
General Ledger
Accounts Receivable / Billing
Projects / Grants
Accounts Payable
Asset Management
Purchasing
Time and Labor
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Project Scope
• Decommission – STARS and SOKI
– Over 60 agency systems
• Integrate SHARP with the new FMS• Interface with over 50 agency systems• Big Bang approach – all agencies on board at the same time
• Project go-live State Fiscal Year 2011 - July 1, 2010
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Decommission ofSTARS and SOKI
• All state agencies, boards and commissions currently using STARS and/or SOKI will integrate and use the new Financial Management System
• STARS and SOKI transactional data will not be converted into the new FMS
• SOKI Interfund transactions– Team has reviewed existing SOKI system and related
functionality– Team is weighing the pros and cons of available options– Once decision is reached we will let everyone know
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Project Accomplishments
• Kicked-off Implementation Phase of the Sunflower Project on October 29, 2008
• Completed Plan and Analyze Phases
• Published the first Sunflower Project Newsletter: http://www.da.ks.gov/ar/fms/newsletter/20081219_Newsletter_1_1.pdf
• Published the Sunflower Project Charter http://www.da.ks.gov/ar/fms/Documents/ProjectCharter.pdf
• Conducted and compiled results for various surveys – Analyses of the Quality Assurance and Conference Room Pilot (CRP)
surveys are posted on the Sunflower Project website
• Completed Conference Room Pilot sessions – The sessions yielded valuable information for the Design Phase– Summary information from the CRPs will be posted to the website
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• Process starts with review of requirements (20 - 200 requirements per module) in CRPs by functional team and agency participants
• Examples of potential mods from Purchasing CRP sessions
• Delivered software does not provide the ability to include the distributor name and number in catalogs
• Agencies do not currently track distributor information and see no need to capture this information
• Resolution: remove requirement
• Delivered software does not provide fields to maintain information on recycled content and percentage
• Agencies are required to report on recycled materials • Resolution: small modification to create indicator and quantity of recycled content
• Delivered software can only store 254 character description for contracts/catalogs
• Specific agency has this capability in their current purchasing system• Resolution: work-around by using available field
Change Control – Enhancements & Mods
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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 1 Executive Sponsors TBD TBD
Any change affecting the
“Go-Live” dateTBD
Any changes affecting laws, regulations, or other non-A&R
policies
Level 2 Steering Committee
Changes over $50K
“Significant” impact on
project scope (+/-)
TBD
Recommends changes to Executive sponsors?
Level 3
Sunflower Project
Leadership 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 4Sunflower
Project Team Managers
All changes affecting cost
(+/-) approved by FMS Mgmt
Team
“Minor impact” on project
scope
“Minor impact” on project
activities that do not
adversely impact a KITO
milestone
Configuration decisions benefiting
agencies that do not impact cost or do not impact a KITO
milestone
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Current Activities
• Forming a data warehouse advisory group (data experts from large agencies, Legislative Post Audit, KU)
• Finalize the chart of accounts– Decide on the number of GL business units– Publish the chart of accounts mid-February 2009
• On 01-16-09 the Steering Committee approved implementing Time and Labor – Initially for select agencies– More details to come
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Project Timeline
Plan & Analyze
Oct ‘08—Dec ’08
Design
Jan ‘09—Apr ’09
Build
May ‘09—Oct ’09
Test & Deploy
Nov ‘09—Jun ’10
Support
Jul ‘10—On
· Host Project Kickoff · Launch Website· Identify Agency
Contacts· Conduct Conference
Room Pilots· Publish Project Charter· Complete Agency
Skills Assessment· Launch Project
Newsletter
· Conduct Agency Introduction Meetings
· Launch Change Agent Network
· Conduct Configuration Workshops
· Conduct Business Process Workshops
· Distribute Initial Agency Readiness Assessment
· Design Agency Interface
· Create Agency Conversion Strategy
· Design Training Curriculum
· Conduct Change Agent Meetings
· Conduct Business Process Workshops
· Conduct Role Mapping Workshops
· Distribute Agency Readiness Assessments
· Modify System · Adjust Agency
Interfaces· Clean Up Data· Build Data Conversion
Processes· Build Training
Curriculum
· Conduct Change Agent Meetings
· Pilot Training Curriculum
· Conduct Train-the-Trainer Programs
· Train End-Users· Distribute Agency
Readiness Assessments
· Plan Cutover· Test Agency Interfaces· Test and Load Data for
Conversion· Reconcile Data· Establish Help Desk· Perform User
Acceptance Testing· Validate System· Cutover to New
System: July 1, 2010
· Support Production· Respond to Agency
Feedback· Decommission
Redundant Agency Systems
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Project Design Phase
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Design Phase Jan ‘09—Apr ‘09
• Launch Change Agent Network
• Conduct Agency Introduction Meetings
• Conduct Configuration Workshops
• Create Agency Conversion Strategy
• Design Agency Interfaces
• Conduct Initial Agency Readiness Assessment
• Conduct Business Process Workshops
• Design Training Curriculum
• Final COA will be published mid-February 2009
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Design Phase Jan ‘09—Apr ‘09
Design Agency Interfaces
Design Training Curriculum
Design Agency Conversion
Strategy
Conduct Initial Agency Readiness Assessment
Launch Change Agent
Network
Conduct Agency Introduction Meetings
Publish COA February 2009
Publish Interface Standards March 2009
Publish Conversion Standards April 2009
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Quality Assurance / Testing• Quality Assurance is a continuous process throughout the lifecycle of the project
• Achieved through…• Having comprehensive policies and procedures in place to ensure standards
are maintained or bettered• Planning quality assurance into all development activity• Fostering a culture that recognizes the benefits and value that quality
assured provides
• The QA team will begin contacting select agencies this month to discuss:– QA self-assessment and follow-up– Agencies current QA / Testing practices– Begin to set standards and expectations– The bulk of FMS testing occurs in later phases, but agency QA / Testing
may be sooner
Stacey Calhoon, QA Lead Chris Lewis, QA Team [email protected] [email protected]
785.291.3381 785.368.7111
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Change Management
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Change Management Mission
To proactively deliver open, honest, and
timely communication about the Sunflower
Statewide Financial Management System
Project and enable the organization to
embrace changes to people, work
processes, and planning
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Change Management Objectives
• Identified stakeholders serving as sponsors and change agents who will contribute to a successful transition
• Help agencies prepare for the impact the new FMS system will have on them
• Involve the agencies in preparation for deployment• Communicate with agencies on a regular basis regarding
the following:– Project events– General information about project, timeline, current events– Set expectations for agency involvement– Help agencies understand the system and interface impacts– Provide agencies with tools
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Change Management
“Change is hard because people overestimate the value of what they have—and underestimate the value of what they may gain by giving that up."
— James Belasco and Ralph StayerFlight of the Buffalo (1994)
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Reactions to ChangeP
RO
DU
CT
IVIT
Y
TIME
EXPLORATION:“I might as well see if this will work”
COMMITMENT:“This works for me and my colleagues”
SATISFACTION:“I’m happy just as I am”
DENIAL:“This isn’t relevant to what I do.”
RESISTANCE:“I’ll have none of this!”
HOPE:“I can see how this might work for me….”
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Change Commitment Curve
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Training Update
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Skills Assessment
• Sent to all potential end users through agency contacts
• Included current STARS and SOKI users as well as others performing Financial Management Tasks
• Over 500 responses representing all agencies
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Typical End User
5+ years experience with Financial Management
Uses STARS or SOKI daily
Comfortable with Word, Excel,
Internet
Less comfortable with Power
PointUnderstands Accounting
Experienced in day-to-day tasks
Performs a few tasks most of
the day
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Task Distribution
Percent Performing
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Training Delivery Preferences
Percent Preference
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Training Curriculum
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Sample Curriculum Path
Sample curriculum for an end user that processes requisitions and purchase orders
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End User Locations
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We need your help!Do you have 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
Contact Gina Vinyard to volunteer your training [email protected]
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Change Agent Network
Roles and Responsibilities
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Change Agent Network
• The Change Agent Network consists primarily of the agency Change Agents and the Sunflower Project team’s Agency Readiness Liaisons
• The objective of the Network is to help state agencies take responsibility for their preparation and readiness as they transition to the new FMS
• The Network equips and facilitates agencies for the transition by providing tools and guidance
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Roles and ResponsibilitiesAgency Primary Contact
• Advocate the Sunflower Project and communicate information throughout all levels of your agency
• Attend project presentations, workshops, training, etc
• Proactively follow up with Agency Readiness Liaisons as needed for clarifications and to bridge knowledge and communication gaps
• Work through items on the Agency Task List. Adhering to project quality standards and timeline
• Assess and communicate Agency’s readiness for the transition to the new FMS system
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Roles and ResponsibilitiesAgency Technical Contact
• Attend workshop(s) as requested
• Perform data conversion and develop interfaces
• Validate data conversion by developing test files and test cases
• Update technical and functional documentation
• Adhere to project quality standards and complete work on time
The interface specification document will be available March 2009 and the data conversion specification document will be available April 2009
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Roles and ResponsibilitiesAgency Project Managers
Agencies are required to have a project manager if they have any of the following: – Interfaces for existing systems that need modified to interface with
the new FMS system– Agency systems that need modified due to the changes in the
statewide chart of accounts and – Data conversion files that will be generated for de-commissioned
systems.
• Complete, manage and maintain project schedule, including agency specific activities
• Report agency progress on a monthly basis, inform the Sunflower Project of any critical schedule delays that could impact any phase of the schedule.
• Provide information to the Agency Readiness Liaisons as needed
• Attend workshops and meetings as requested
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Roles and ResponsibilitiesAgency Training Contact
• Participate in the role-mapping process
• Provide the names of designated FMS trainers from your agency and coordinate their participation in the Train-the-Trainer program
• Coordinate end user training registration for the agency
• Encourage participation of agency end users in training sessions
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Roles and ResponsibilitiesAgency Subject Matter Experts
• Participate in configuration workshops, business process workshops, etc.
• Work with Agency Primary Contact to map the agency’s “as-is” process to the new “to-be” process
• Identify and communicate with Agency Readiness Liaisons regarding issues, concerns or questions of the new “to-be” process or FMS functionality that may be particularly challenging
• Attend end-user Training
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Roles and ResponsibilitiesAgency Readiness Liaisons
• Act as the primary point of contact for the Sunflower Project to the agencies, communicate regularly with agency primary contact
• Communicate readiness activities and tasks to agency Change Agents
• Provide tools and templates to assist Agency Change Agents in their readiness preparation and completing their tasks
• Work with the Agency Contacts to identify and respond to unique organizational or agency specific factors.
• Monitor and assess agency readiness, refine readiness tasks and dates throughout the project and monitor completion of tasks
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Introducing Your Agency Readiness Liaisons
Shirley Hollis, Agency Readiness [email protected] 785.296.4017
Mona Waltmire, Agency Readiness [email protected] 785.291.0572
Jennifer Dennon, Agency Readiness [email protected] 785.291.0571
Mitzi Cafer, Agency Readiness [email protected] 785.291.0570
List of Agencies and their Agency Readiness Liaison is posted to the website
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Change Agent Network
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Agency Task List
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What is the Agency Task List?
The Agency Task List is the primary tool to assist the Agency and the Sunflower Project in managing agency tasks and activities in the transition to the new FMS system. Each Agency will be responsible to manage their own task list. The Task List will:
•Provide Agencies with a detailed list of transition and deployment related activities for agencies to complete during the months leading up to, during, and beyond go-live that they are responsible to complete•Help to clarify roles and responsibilities•Be downloaded and customized by each agency to include agency specific items•Provide the start and end dates associated with the tasks and lists upcoming events for Agencies to manage time accordingly•List inputs and outputs to each activity•Indicate who at the agency is responsible for the task (customizable by agency)•Track the status of each task to ensure adherence to the timeline•Facilitate the communication topics between Change Agents and Agency Readiness Liaisons•Be used as the basis for the Agency Readiness Assessments
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Agency Task List
Posted to Sunflower Project website
http://www.da.ks.gov/ar/fms/
Handout
Agency Transition Task List
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Agency Task List
• Provide agencies with detailed list of transition and deployment related activities to complete
• Each Agency to download the task list from the Sunflower Project website
• Coordinate the management of the task list within your agency
• The Sunflower Project will reach out to the agencies Primary Contact for updates
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Agency Task List – Task ID
• Task ID will be used to uniquely identify tasks
• Agencies can insert additional tasks to their agency if doing so…– Use a different numbering scheme, begin with an alpha character or the
acronym of your agency
• The Sunflower project team will add additional tasks– New tasks will have the next number available– Tasks will not be re-numbered from this point on– Tasks may not be sequential in a date range– The date drives the sequence not the task number
Task ID
Task Description Task Inputs Task OutputsStart Date
End Date
Person Responsible at Agency
Status Notes
1 Identify Change Agents, complete agency contact list, and submit to Sunflower Project
Online Change Agent survey Survey completion confirmation 11/1/08 11/26/08 Agency Primary Contact Not Started
2 Develop project schedule for work effort (interfaces, data conversion, etc.)
Memo from Sunflower Project dated 11/14/08
Agency schedule for Sunflower Project tasks
11/14/08 12/19/08 Agency Technical Contact Not Started
3 Complete skills assessment survey Online survey Survey completion confirmation 11/20/08 12/1/08 Appropriate Agency Contacts
Not Started
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Agency Task List – Task Description, Inputs, Outputs
• Task Description explains the task agencies will be completing
• Task Inputs identifies the tools or information from the Sunflower Project that will help agencies complete the task
• Task Outputs identifies the anticipated deliverable from the agency once the task has been completed
Task ID Task Description Task Inputs Task Outputs Start Date
End Date
Person Responsible at Agency
Status Notes
1 Identify Change Agents, complete agency contact list, and submit to Sunflower Project
Online Change Agent survey
Survey completion confirmation
11/1/08 11/26/08 Agency Primary Contact Not Started
2 Develop project schedule for work effort (interfaces, data conversion, etc.)
Memo from Sunflower Project dated 11/14/08
Agency schedule for Sunflower Project tasks
11/14/08 12/19/08 Agency Technical Contact Not Started
3 Complete skills assessment survey
Online survey Survey completion confirmation
11/20/08 12/1/08 Appropriate Agency Contacts
Not Started
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Agency Task List – Task Start and End Dates
• Task Start Date, identifies the start date of each task– Use to help your agency understand and plan the calendar of
tasks associated with the Sunflower Project
• Task End Date, identifies the date each task needs to be completed– It is important each agency complete task by the date listed– Other tasks and events are dependent on completing tasks
on time
Task ID Task Description Task Inputs Task OutputsStart Date
End Date
Person Responsible at Agency
Status Notes
1 Identify Change Agents, complete agency contact list, and submit to Sunflower Project
Online Change Agent survey
Survey completion confirmation 11/1/08 11/26/08 Agency Primary Contact Not Started
2 Develop project schedule for work effort (interfaces, data conversion, etc.)
Memo from Sunflower Project dated 11/14/08
Agency schedule for Sunflower Project tasks
11/14/08 12/19/08 Agency Technical Contact Not Started
3 Complete skills assessment survey
Online survey Survey completion confirmation 11/20/08 12/1/08 Appropriate Agency
ContactsNot Started
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Agency Task List – Person Responsible at Agency, Status
• Person Responsible at Agency reflects the person the Sunflower Project will contact about this task– Agencies may choose to assign a task to others in the agency, but the
Sunflower Project will look to the contact listed for updates– Agencies may choose to insert a similar column to list specific agency
personnel by name
• Status tracks current status of each task– It is important to keep this up to date– Agency Liaisons will ask for these status’ on a regular basis through
contact with the agency or through the Agency Readiness Assessments
Task ID Task Description Task Inputs Task OutputsStart Date
End Date
Person Responsible
at AgencyStatus Notes
1 Identify Change Agents, complete agency contact list, and submit to Sunflower Project
Online Change Agent survey
Survey completion confirmation
11/1/08 11/26/08 Agency Primary Contact
Not Started
2 Develop project schedule for work effort (interfaces, data conversion, etc.)
Memo from Sunflower Project dated 11/14/08
Agency schedule for Sunflower Project tasks
11/14/08 12/19/08 Agency Technical Contact
Not Started
3 Complete skills assessment survey
Online survey Survey completion confirmation
11/20/08 12/1/08 Appropriate Agency Contacts
Not Started
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Agency Task List – Task Notes, Changes
• Notes column will include any additional information needed to understand or complete the task
Task ID
Task Description Task Inputs Task OutputsStart Date
End Date
Person Responsible at Agency
Status Notes1 Identify Change Agents, complete
agency contact list, and submit to Sunflower Project
Online Change Agent survey Survey completion confirmation 11/1/08 11/26/08 Agency Primary Contact Not Started
2 Develop project schedule for work effort (interfaces, data conversion, etc.)
Memo from Sunflower Project dated 11/14/08
Agency schedule for Sunflower Project tasks
11/14/08 12/19/08 Agency Technical Contact Not Started
3 Complete skills assessment survey Online survey Survey completion confirmation 11/20/08 12/1/08 Appropriate Agency Contacts
Not Started
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Agency Tasks: December 2008 – March 2009
Dec 2008 Jan 2009 Feb 2009 Mar 2009
Identify Change Agents – Task
#1
Develop Project Schedule –
Task #2
Complete Skills Assessment, Report and Query, QA, Time & Labor, and Automated Funding
Distribution Split Surveys – Tasks #3, 4, 5, 6, 8
Register for and Attend Change Agent Launch – Tasks #7, 10
Validate Agency Contacts. E-mail updates to [email protected]
Attend agency introduction meetings with Readiness Liaisons – Task #9
Complete Change Agent Network
Meeting #1 survey– Task #11
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Agency Tasks: December 2008 – March 2009 (continued)
Dec 2008 Jan 2009 Feb 2009 Mar 2009
Develop Project Schedule –
Task #2
Identify Change Agents – Task
#1
Complete Skills Assessment, Report and Query, QA, Time & Labor, and Automated Funding
Distribution Split Surveys – Tasks #3, 4, 5, 6, 8
Attend agency introduction meetings with Readiness Liaisons – Task #9
Register for and Attend Change Agent Launch – Tasks #7, 10
Complete Change Agent Network
Meeting #1 survey– Task #11
Agency CIOs received instructions 11-14-08 on completing project schedules.
Schedules were due 12-15-08. Completed schedules or questions should be sent to
[email protected] is currently reviewing those
schedules received and will be getting back with agencies soon.
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Agency Tasks: December 2008 – March 2009 (continued)
Dec 2008 Jan 2009 Feb 2009 Mar 2009
Complete Skills Assessment, Report and Query, QA, Time & Labor, and Automated Funding
Distribution Split Surveys – Tasks #3, 4, 5, 6, 8
Identify Change Agents – Task
#1
Develop Project Schedule –
Task #2
Register for and Attend Change Agent Launch – Tasks #7, 10 Attend agency introduction meetings
with Readiness Liaisons – Task #9
Complete Change Agent Network
Meeting #1 survey– Tasks #11
Task #3, The Skills Assessment survey provided the training team data on the
typical end user as well as valuable information to assist them in developing a
comprehensive training plan.
The surveys provide the Sunflower Project with valuable information with minimal time required from the agencies. The details gathered from the surveys will shape the design and configuration of FMS. Not
every survey is sent to all agencies. Surveys will close after the date specified on the survey.
Task #4, The Report and Query survey supplied the Reporting Team with details on
existing STARS reports and other reports utilized by agencies today. The team will
use this data to develop the same or similar reports in the new FMS.
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Agency Tasks: December 2008 – March 2009 (continued)
Dec 2008 Jan 2009 Feb 2009 Mar 2009
Complete Skills Assessment, Report and Query, QA, Time & Labor, and Automated Funding
Distribution Split Surveys – Tasks #3, 4, 5, 6, 8
Identify Change Agents – Task
#1
Develop Project Schedule –
Task #2
Register for and Attend Change Agent Launch – Tasks #7, 10 Attend agency introduction meetings
with Readiness Liaisons – Task #9
Complete Change Agent Network
Meeting #1 survey– Tasks #11
Task #6, The Time and Labor survey captured the number of agencies and their related needs for detailed time and labor tracking and reporting. This information was a large component in the decision to
implement Time and Labor (initially for select agencies).
Task #5, The Quality Assurance (QA) survey provided the QA team with a baseline of
agencies current QA and testing programs. The QA team will assess these programs,
visit agencies and provide recommendations for improvement to align
with Sunflower Project standards.
Task #8, The Automated Funding Distribution Split survey identified agencies
routinely performing automated funding splits. The functional team is using the responses to define and configure the
functionality in FMS.
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Complete Change Agent Network
Meeting #1 survey– Tasks #11
Agency Tasks: December 2008 – March 2009 (continued)
Dec 2008 Jan 2009 Feb 2009 Mar 2009
Complete Skills Assessment, Report and Query, QA, Time & Labor, and Automated Funding
Distribution Split Surveys – Tasks #3, 4, 5, 6, 8
Identify Change Agents – Task
#1
Develop Project Schedule –
Task #2
Register for and Attend Change Agent Launch – Tasks #7, 10
Attend agency introduction meetings with Readiness Liaisons – Task #9
Complete Change Agent Network
Meeting #1 survey– Task #11
The surveys provide the Sunflower Project with valuable information. We welcome your input and encourage you to provide open and honest feedback to improve our future events.
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Complete Change Agent Network
Meeting #1 survey– Tasks #11
Agency Tasks: December 2008 – March 2009 (continued)
Dec 2008 Jan 2009 Feb 2009 Mar 2009
Complete Skills Assessment, Report and Query, QA, Time & Labor, and Automated Funding
Distribution Split Surveys – Tasks #3, 4, 5, 6, 8
Identify Change Agents – Task
#1
Develop Project Schedule –
Task #2
Register for and Attend Change Agent Launch – Tasks #7, 10
Introduce Agencies to their Agency Readiness Liaison. Introductions will take place at various events; ASTRA, Small Agency Meeting, Change Agent Meeting, etc. Ongoing agency contacts will be made via telephone, email, in-person meetings, or other method, as determined by
the Agency Readiness Liaison at the time of the contact. Consideration is given to each
agency’s individual level of readiness and need for support.
At the end of this meeting we invite you to stay and meet your Agency Readiness Liaison.
Attend agency introduction meetings with Readiness Liaisons – Task #9
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Agency Tasks: December 2008 – March 2009 (continued)
Dec 2008 Jan 2009 Feb 2009 Mar 2009
Complete COA Mapping – Task #12
Register for Budget Structure Workshop – Task
#13
Attend Budget Structure Workshop
and complete Activity – Tasks #16, 17
The COA mapping provides the cross-walk from the old Chart of
Accounts to the new FMS Chart of Accounts.
During Budget Structure Workshops, agencies learn about budget
structures available to them in the new FMS system and how to make their
budget structure selections.
The Budget Structure Activity facilitates each agency selecting their
budget structure and communicating it to the Sunflower Project.
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Agency Tasks: December 2008 – March 2009 (continued)
Dec 2008 Jan 2009 Feb 2009 Mar 2009
Complete Baseline Agency Readiness Assessment – Task
#14
Register for Change Agent
Network meeting #2 –
Task #18
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Agency Tasks: December 2008 – March 2009 (continued)
Dec 2008 Jan 2009 Feb 2009 Mar 2009The Baseline Readiness Assessment is the first in a series of surveys that will be administered at key
milestones during the project.
•Affirms when components on the Agency’s Task List are complete•Measures the Agency’s progress for “readiness” for go-live
Agencies should continually assess their own readiness and will formally submit assessments to
the project according to the schedule shown
Surveys will be sent to each agency. The information gathered will be used to determine
agencies current status, identify potential issues and risks, as well as assess which agencies may need additional support. FMS will provide tools
and guidance as needed.
Complete Baseline Agency Readiness Assessment – Task
#14
Register Change Agent Network meeting #2 –
Task #14
Assessment Timeframe
Baseline - 1 March 2009
2 September 2009
3 December 2009
4 February 2010
5 April 2010
6 May 2010
Final June 2010
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Agency Tasks: December 2008 – March 2009 (continued)
Dec 2008 Jan 2009 Feb 2009 Mar 2009
Complete Baseline Agency Readiness Assessment – Task
#14
Register Change Agent Network meeting #2 –
Task #18
Register for the next Change Agent Network meeting. Invitations to be
sent in early March. New topics, tools and information will be presented to help your agency transition to FMS.
The event will be held at the Topeka & Shawnee County Public Library.
See you on March 26, 2009!
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Agency Tasks: December 2008 – March 2009 (continued)
Dec 2008 Jan 2009 Feb 2009 Mar 2009
Complete Interface Workshop survey –
Task #20
Complete Data Maps for Interfaces – Task
#21
Extract and Clean-up Data – Tasks #23, 25
Perform Modifications – Task #24
Build Environment for Modifications – Task #22
Register for and Attend Interface
Workshops – Tasks #15, 19
Tasks 15, 19-25 related directly to items on your Project Schedule and the memo
sent 11-14-08 to the CIOs of agencies meeting the following criteria:
1)Modify interfaces for existing systems that will interface to the new FMS2)Modify agency systems, as required, due to changes in the Statewide chart of accounts, 3)Generate data conversion files for systems that will be decommissioned.
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Agency Tasks: December 2008 – March 2009 (continued)
Dec 2008 Jan 2009 Feb 2009 Mar 2009
Complete Interface Workshop survey –
Task #20
Complete Data Maps for Interfaces – Task
#21
Extract and Clean-up Data – Tasks #23, 25
Perform Modifications – Task #24
Build Environment for Modifications – Task #22
Register for and Attend Interface
Workshops – Tasks #15, 19
At the Interface Workshops, agencies will learn about the published
technical standards and directions for the system modifications required by the new FMS system. The workshops
will be targeted to agency technical contacts and developers. Additional information will be provided at future
Change Agent Network Meetings.
Sunflower Project will publish interface standards March 2009
Sunflower Project will publish conversion standards April 2009
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Agency Tasks: December 2008 – March 2009 (continued)
Dec 2008 Jan 2009 Feb 2009 Mar 2009
Complete Interface Workshop survey –
Task #20
Complete Data Maps for Interfaces – Task
#21
Extract and Clean-up Data – Tasks #23, 25
Perform Modifications – Task #24
Build Environment for Modifications – Task #22
Register for and Attend Interface
Workshops – Tasks #15, 19
Once again we will extend an invitation asking for your feedback. These
surveys are your opportunity to help us continually improve our events and ensure we are providing agencies with
correct and timely information.
Thank you in advance for your time!
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Meeting Wrap-Up
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Upcoming Events
• Budget Structure Workshop invitations will be sent in February– Audience will be Agency Subject Matter Experts in
accounting and budgeting
• Interface Workshop invitations will be sent in March– Audience will be Project Managers and Technical
Contacts
• The next Change Agent Network Meeting will be March 26, 2009 at the Topeka & Shawnee County Public Library; invitations to be sent in early March
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Project Resources
• Sunflower Project website http://www.da.ks.gov/ar/fms/
• Sunflower Project Email Address: [email protected]
• Sunflower Project List-serv – Sunflower Infolist go to http://www.da.ks.gov/ar/fms/ to subscribe
• Sunflower Project – FMS, 915 SW Harrison, Room 1181, Topeka, Kansas 66612
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Change Agent Next Steps
• Primary Contact – Communicate and provide agency personnel with launch
presentation– Download agency task list, review, customize and manage– http://www.da.ks.gov/ar/fms/
• All Contacts– Validate Change Agent assignments. E-mail updates to
– Become familiar with Agency task list and manage tasks– After the presentation, stop by and meet your Agency
Readiness Liaison and other Sunflower Project Team Members
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Questions?