1
Sunflower ProjectChange Agent Network Meeting #6
October 28, 2009
22
Welcome
33
Meeting Agenda
WelcomeProject Status & Current EventsTransitioning from Build to TestConversion & InterfaceSMART Finance Team UpdatesSMART – SHARP IntegrationSMART DemoAgency Task UpdateTraining UpdateWrap Up
44
Welcome and Introductions
Presenters• Peggy Hanna, Deputy Project Director
• Gary Schneider, Implementation Manager
• Annette Witt, Finance Team Manager
• Connie Guerrero, Enterprise Readiness Team Manager
• Jennifer Dennon, Agency Readiness Lead
• Gina Vinyard, Training Lead
55
Housekeeping
• Bathrooms
• Please set cell phones and pagers to silent
• 10 minute break is planned
• Note cards for questions
66
Project Status & Current Events
77
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!
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One Year Milestone
99
Sunflower Project Current Events
• We are only 8 months from SMART go-live
• Build Phase is ending and Test Phase has begun
• Configuration is ramping down as the Project team ramps up for an intensive testing effort
• Business requirements and design decisions are locked in
• Agencies and the Project team continue interface testing and conversion testing
• Detailed cutover planning is under way
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Sunflower Project Current Events (continued)
What does this mean to agencies?
• Interdependencies between Project tasks and agency work are becoming increasingly important– We must stay on schedule
• Continue learning as much as possible about SMART to ease the transition– Participate in Workshops, Office Hours, CAN Meetings– Utilize documentation on the SMART website such as Q&A’s,
Newsletters, Presentations
• Escalate issues and risks as early as possible– We need to understand and resolve them quickly
1111
Readiness Assessment #2
• Thank you for responding! 65 agencies responded to questions about readiness for SMART go-live
• Sets the baseline for more frequent assessments as go-live approaches– Future Readiness Assessments are in:
• December 2009; February 2010; April 2010; May 2010 and June 2010
• 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 #2 Agency Concern - Training
• Agency concerns noted:– Receiving all training needed by go-live– Balancing training with current workload– Staff not understanding SMART concepts, processing,
terms and chartfields• Agency mitigation steps:
– Complete Task ID 216, agency course attendance estimation
– Plan in advance, can any agency work be completed in advance or after go-live to allow for training
– Evaluate which courses are required before go-live– Evaluate if Service Center is an option for low volume
transactions in small agencies
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Readiness Assessment #2 Agency Concern – Task List
• Agency concerns noted :– Lack of time to complete required tasks and lack of understanding on how
to complete tasks– Lack of communication between functional and technical staff within
agency– Can't make appropriate decisions for implementation strategy without
seeing system – Managing all the tasks in a small agency
• Agency mitigation steps :– Reach out to the project and utilize project resources to receive additional
information on tasks– Schedule regular meetings within your agency to communicate
• Does your agency have a newsletter or group e-mail to keep staff informed of key updates
– Tasks are intended to provide the necessary background without screen shots or system access to complete the configuration
– Project staff are available to answer questions and can schedule office hours if needed
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SMART Service Center
• The post go-live support organization will include a Service Center– Will process transactions for participating agencies– Lessons learned in other statewide implementations indicate the
need– Similar to approach used by “paper agencies” at SHARP go-live– Not a substitute for support…support will be available to online
agencies– No fee to utilize the Service Center the first year
• Criteria for Service Center agencies include: – Low headcount– Low transactional volume– Transactions processed by Dept. of Administration today– Agency desire to participate
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SMART Service Center
• Service Center is not an all or nothing approach, agency can key some transactions online while using Service Center for less frequent transactions
• Service Center agencies can still inquire on their data online or through data warehouse even if they elect not to key online
• Meeting to be held on November 4 from 9:00 to 10:30 a.m. in Room 530,Curtis State Office Building, 1000 SW Jackson Topeka, KS 66612
• If you did not receive the meeting invitation sent October 21, 2009 and are interested in attending please send an email to [email protected]
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Transitioning from Build to Test Phase
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From Build to Test
• Nearly all design decisions have been made resulting in configurations or modifications (examples of remaining decisions include conversion of encumbrances and use of single-pay vendors on spreadsheet voucher upload)
• Most configuration values have been determined and values have been loaded into environments
• Testing, testing, testing• 30 agencies focusing on interface testing • 60 agencies participating in mock data conversions
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System Test Cycles
Ten testing cycles of increasing complexity. Test conditions and test scripts for each cycle
Cycle Description Cycle Description
0 Configuration 5 Complex End to End Processing w/ Converted Data
1 Simple End to End Processing 6 Security
2 Complex End to End Processing 7 Cross Functional Integration
3 Conversion 8 Reporting
4 Simple End to End Processing w/ Converted Data
9 Exception Processing
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System Testing Cycles 1 and 2
• Test Cycle 1 – Simple end-to-end processing– mid-November through early-January
– 127 scripts varying from 10 – 50+ steps
• Test Cycle 2 – Complex end-to-end processing– Early-December through mid-February
– 83 scripts some with150+ steps
2020
Interfaces and Conversions
2121
Interface and Conversion Timelines
2009Oct/Nov/Dec Jan/Feb/March April/May/June
Online Data Entry Preparations
Online Data Entry Preparations
Agency Conversion Data CleansingAgency Conversion Data Cleansing
InterfaceTesting Cycles
Conversion Assembly
Test
Conversion Assembly
Test
Mock Conversion Testing (Mock 1, 2, 3)Mock Conversion Testing (Mock 1, 2, 3)
2010
Cutover ActivitiesCutover Activities
Week 1 Activities
Preparation
Week 1 Activities
Preparation
Extract & send final data files
Extract & send final data files
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Milestone Status:• 10/23 agencies have completed their testing of Stage 1 interfaces• 4/23 agencies are in progress on their testing of Stage 1 interfaces• 9/23 agencies are behind on their testing of Stage 1 interfaces• Stage 2 interface testing is in progress
Activity/Milestone Start date Finish DateReceive Stage 1, SMART Outbound Configuration Interface files
9/1/09 10/12/09
Provide Stage 2, SMART Inbound Configuration Interface files
10/05/09 11/18/09
Receive Stage 3, SMART Outbound Interface (return processing)
10/26/09 11/25/09
Interface Activities / Milestones
2323
Interface Activities / Milestones
Activity/Milestone Start date Finish DateStage 1: SMART Outbound Configuration Interfaces – Agency receives outbound files
9/1/09 10/12/09
Stage 2: SMART Inbound Interfaces – Agency provides inbound files
10/5/09 11/18/09
Stage 3: SMART Outbound Interfaces (Return Processing) – Agency receives outbound files
10/26/09 11/25/09
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; 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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Changes to Interface Layouts
• Layouts are frozen; all proposed changes to interfaces reviewed for impact to agencies; very few impactful changes
• Case 1 – minor changes in, type, length or name – caused by miscommunication of what was to be “reviewed”
• Case 2 – special request by agency – agency-specific requests no longer being accepted
• Case 3 – “misses” that cannot be known until actual file exchanges
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Conversion Activities / Milestones – Flat File or Excel
Activity/Milestone Start date Finish DateMock Conversion #1: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 124)
9/21/09 11/6/09
Mock Conversion #2: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 25)
11/6/09 1/18/10
Mock Conversion #3: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 224)
1/18/10 3/5/10
Conversion Dry Run: Agency cleans up/extracts data and sends data file(s) to Sunflower Project (Task ID 225)
3/5/10 4/30/10
Agency and Sunflower Project resolve problems identified in mock conversions;
09/18/09 6-2010
Agency extracts data and sends final data file(s) according to cutover schedule (Task ID 107)
6-2010 6-2010
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Conversion Activities / Milestones – Online
Activity/Milestone Start date Finish DateAgency cleans up and prepares data for entry June-2009 May-2010
Agency identifies resources for online data entry and plan time for resource to enter data
June-2009 May-2010
Agency performs online data entry June-2010 June-2010
Online Conversion:• Available for Customers (CNV003), Open Receivables (CNV012), Projects
(CNV006), Purchasing Contracts (CNV008)• Not required if signed up for flat file conversion
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Agency Conversion Plans
Optional Data Conversions – Flat File Upload
The following agencies will participate in these conversions using a flat file upload:
Customers (CNV003)•039 – Department on Aging•046 – Department of Agriculture•173a – Department of Administration - DISC•622 – Secretary of State
Open Receivables (CNV012)•173a – Department of Administration - DISC
Projects (CNV006)•122 – Citizens' Utility Ratepayer Board•143 – Kansas Corporation Commission•276 – Department of Transportation•710 – KS Department of Wildlife & Parks
Purchasing Contracts (CNV008)•629 – Department of Social & Rehabilitation Services
If your agency’s plans change and you decide not
to perform one of these data conversions via flat file
upload, please let us know by emailing
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Agency Conversion Plans
Optional Data Conversions – Online Entry
• If your agency has NOT signed up to perform a flat file upload conversion for Customers, Open Receivables, Projects, or Purchasing Contracts (i.e., if your agency is not listed on the prior slide), you can still convert these transactions via online entry.
• Agencies should plan to spend time preparing for online data entry activities in March – May 2010.
• Agencies should begin identifying resources from your agency that will perform the data entry.
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Agency Conversion Plans
Assets: Required Data Conversion• Purchased Assets
– Required for assets over $5000 – Optional for assets less than $5000– Conversion Methods Available:
• Flat File Upload (CNV009)• Excel File Upload (Assets Data Entry Template)
• Leased Assets– Required for Operating and Capital Leases– Conversion Methods Available:
• Online entry
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Leased Assets
• Capital Lease (required to be tracked in SMART)– A capital lease is treated as a financial asset, it has a lease
term and lease payment amount – The lease is carried on the balance sheet and is periodically
depreciated– A capital lease meets the criteria under FASB 13
• Operating Lease (required to be tracked in SMART)– An operating lease is treated as a nonfinancial asset to which
no cost information is associated– It is normally expensed and can include rent and monthly
payments that are expensed periodically– An operating lease is any lease that does not meet the
criteria under FASB 13
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Interface and Conversion Support
• Email [email protected] with questions, include ‘Conversion’ or ‘Interface’ in the Subject line of the e-mail
• Schedule Office Hours with the Interface or Conversion Team, e-mail [email protected] to schedule an appointment
• Attend monthly Interface and Conversion Meetings, bring your questions or send in advance to [email protected]
• Visit the SMART website to obtain file layouts – http://www.da.ks.gov/smart/ – Click on Technical Resources tab– Don’t have access to the secure site?
• E-mail [email protected]
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SMART Finance Updates
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Imprest/Petty Cash Workshops Task ID 256
• Imprest/Petty Cash Workshops occurred October 19th, 22nd and 26th
• Highlights– SMART payment processing eliminates the need to
process separate journal entries throughout the year for 1099 payments, since the payments are recorded against the correct vendor in SMART
– Most Cash Advances can be processed in the Travel & Expense module. This eliminates the need for an agency Imprest Fund if only used for that reason
– SMART processing creates accounting entries and performs system edits and budget checks
• Agency Task ID 256 is due Friday, November 13, 2009
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What is Workflow?
• Workflow is the process within SMART for document/transaction routing for approvals
• Workflow is used in:– PO module for requisitions– AP module for vouchers– Travel and Expense for reimbursements– GL module for journals
• Workflow is related to Role Mapping• Timing of Workflow Workshops:
– December 3 and December 8• Timing of Role Mapping Workshops and Task:
– January – February 2010
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Workflow Workshops Task ID 148
• The workshops will open with a general session to discuss SMART Workflow, and then participants will rotate through breakout sessions on the specific Module Workflows
• The Workflow Workshops will cover Accounts Payable, Travel & Expense, Purchasing, and General Ledger Workflows in SMART
• Agency Primary Contacts and Subject Matter Experts in these areas should plan to attend
• Participants should understand current agency approval processes and action plans identified in the Agency Impact Analysis (Task ID 30)
• Workflow workshops will be held on December 3rd and 8th at the Kansas Historical Museum, 6425 SW 6th Avenue, Topeka– Registration information will be sent from Sunflowerfms
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Travel and Expense or Accounts Payable Payment?
• How do I pay a non-employee in SMART?– As a regular vendor from the SMART Vendor Table– As a single pay vendor– As a one-time vendor– Through the Travel and Expense module
• Considerations:– Is the payment for reimbursement of travel related expenses?
• Use regular vendor or• A one-time vendor or • Travel and Expense module (create “shells” for non-employees such as board
members and volunteers)– Is the payment 1099 reportable, such as contractual services?
• Use regular vendor– Is the payment non-1099 reportable, such as commodity?
• Use regular vendor or• One-time vendor or• Single pay vendor
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Travel and Expense or Accounts Payable Payment
Accounts Payable Travel & Expense
TransactionSingle Pay
Vendor
Regular or One Time
VendorEmployee
Employee Shell
Payment to reimburse employee reimbursement for expenses
X
Payment to reimburse employee for workshop registration fee
X
Payment to reimburse employee for travel and hotel expenses
X
Payment to reimburse non-employee (volunteer) for hotel costs expenses
X X X
Payment to vendor for office supplies X
Payment to vendor for goods X
Payment to vendor for services (1099 reportable)
X
One time payment (non 1099 reportable) or refund
X
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Interfunds
• Can either side initiate the interfund?– Yes. Either the receipting agency or paying agency can
initiate from Interfund page
• Can an interfund be initiated from an interface or upload?– Yes. If paying, use interface INF02 or upload INF50. If
receipting, use interface INF44 or upload INF43
• Can I see both sides of the transactions?– Yes. Interfund amounts, chartfields, approval, interfund
comments and dates are displayed on Interfund page
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Interfunds (continued)
• Can I notify the reciprocating agency?– Yes. Contacts listed may be individuals or an
agency-defined email group
• How does the notification work?– Agency contact is selected on the Interfund page
• Contacts will be pre-defined by the agency• Contacts can be individuals or email groups
– The notify link will populate an email with the selected contact email address
– The email subject line will contain the interfund ID
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Interfunds (continued)
• Where do the paying and receipting transactions occur?– The Interfund page contains links to create the
associated paying and receipting transactions
– The paying transaction will link to Accounts Payable to create an interfund voucher
– The receipting transaction will link to Accounts Receivable to create an interfund deposit
– Interfaced or uploaded transactions will contain a predefined type to note it as an interfund
4141
Interfunds (continued)
• When is the interfund complete?– The interfund is complete when BOTH sides of the
transaction are approved and pass budget check
• Will interfund transactions still be audited by A&R?– Yes. A&R will conduct a post-audit process after the
interfund transaction is posted
• Can a partial payment be processed?– The receipt and expenditure amounts must agree before
the transaction is completed. Agencies must agree to any reduction or increase of amounts
4242
Interfunds (continued)
• Will open SOKI interfunds be converted to SMART?– No open interfunds will be converted from SOKI to
SMART
– If an open IFV cannot be closed at the time SMART goes live, the agency will need to enter it into SMART
4343
Vendor Self Service Website
• The project will provide a vendor self service website to allow vendors to look up information about a payment to determine what the payment is for and how to apply the payment to a State of Kansas account
• The website will display:– SMART Vendor ID (not Taxpayer Identification Number)– Business unit (paying agency)– Voucher number– Invoice number– Payment message (70 character free-form payment message
determined by the agency)– Payment method (check or ACH)– Payment ID (check or remittance advice number for ACH)– Payment Date– Amount
• To look up a check or ACH, the vendor will need certain information to enter for authentication in order to access the payment information
4444
10 Minute Break
• Please return promptly so the meeting may end on time
• If you wrote questions on note cards:– Pass them to a presenter
– Include your name and agency
– We will respond to all questions
454545C
BreakPlease return in 10 minutes
4646
SMART – SHARP Integration
4747
SHARP & SMART Integration
4848
SHARP Data Elements Used in SMART
4949
Location Code Table
• Location Code Table– Codes have been expanded in SHARP to include a
more granular level of detail for locations outside of the metro areas.
– 600+ New Codes Added
– 400+ Codes updated
5050
Department Table
Department ID Table
•Department ID used in SHARP as organizational identifier for positions and employees
•Department ID becomes a chartfield value in SMART. Agency Finance contacts sent a task (Task #157) to review Department ID structures and make changes if needed.
•Any department information supplied for the SMART task is not being forwarded to SHARP.
•Department ID changes in SHARP should be completed by 12/31/09.
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Department Table
• To create new departments in SHARP:• Agency sends list to [email protected] of:
– new department numbers– Effective date– Long description of department names (limit 30
characters)– Short description of department names (limit 10
characters)
5252
• To change existing departments in SHARP:• Agency sends list to [email protected] of:
– department number– current long description– effective date of change– new long description (limit 30 characters)– new short description (limit 10 characters)
Department Table
5353
Department Table
• Agencies are responsible for moving positions/employees to different departments. Due to limited staff resources, Personnel Services and DISC are unable to create batch system processes to automate this movement for agencies.
• Some agencies have hard-coded departments in various batch processes that could be impacted by department changes. When an agency requests departments, Patti will identify if any of these exist and notify the agency.
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SHARP Combination Code Upload
Process
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SHARP ComboCode Upload Process
• An excel spreadsheet upload process will be used to create valid combinations of ChartFields to update the Combination Code Table in SHARP
• Online entry in SHARP of valid combination codes will not be available after implementation of SMART
• For non Time & Labor agencies:
– Only the following fields apply: Combo Code, Effective Date, Description, Short Description, Status, Account, DeptID_CF, Fund, Program Code, Service Location, Budget Unit, and Agency Use. Please ignore the task profile section
– Project ID field will default to blank regardless of what the value is on the spreadsheet
• File name should be KAGYTL46.xxx, where xxx is the three digit agency code
• File must be created in Excel with all columns set to TEXT format and saved in .xls format
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SHARP ComboCode Upload Process
Required Fields– Department (Note: DeptID CF value MUST be a finance department
and not marked as Budgetary Only)– Budget Unit– Fund– Program– Account (Note: Account values will be overridden)
Optional Fields: Project, Service Location, Agy Use
NOTE: Project is not an optional chartfield for Time and Labor agencies
Note: All individual chartfield values MUST exist in SMART first before they can be used in the combocode
5757
SHARP ComboCode Upload Process
Accounts &Reports Recommended Combo Code Naming Convention
(NOTE: All fields are numeric)
DeptID (10 char)
Fund (4 char)
Budget Unit (4 char)
Program (5 char)
| DeptID |Fund|BU| Prog |
Example: 17312345671000100110505
5858
Combination Code File Upload
• Example of the file
5959
SHARP Department Budget Tables
6060
SHARP Department Budget Tables Upload Process
• An excel spreadsheet upload process will be used by SHARP for the initial population of the Department Budget Tables
• Online entry to the Department Budget Tables will be available after the final upload to the Department Budget Tables – this will occur sometime during the Spring of 2010
• All agencies must include a Default Funding Row at the Department level in their spreadsheet
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SHARP Department Budget Tables Upload Process
• All rows on the Department Budget Spreadsheet are required with the exception of Position Pool or Position Number. Either Position Pool or Position Number must be populated for each row
• Edits will be conducted in the program to validate data and identify errors
• Distribution Percentages MUST add up to 100% for rows with the same key fields
• File name should be xxxFUNDING.xls, where xxx is the three digit agency code
• File must be created in Excel with all columns set to TEXT format and saved in .xls format
6262
SHARP Department Budget Table File Upload – Agency Spreadsheet
• Example of the file
6363
Next Steps
• ComboCode upload file and Department Budget Table Spreadsheets are due on November 6th, 2009
• If you need assistance with the ComboCode upload file, send an email to [email protected]
• If you need assistance with the Department Budget Table Spreadsheet send an email to [email protected]
6464
SMART Demo– Data Warehouse
6565
Sensitive Data in the Data Warehouse
• Survey sent to approximately 60 agencies presumed to have sensitive transactional data (e.g. law enforcement, health, welfare)
– 45 agencies responded – 20 agencies indicated they have sensitive data– Of these 20 agencies, 9 agencies indicated they have some sensitive agency
data that will need to be secured from some agency employees
• Most agencies were able to identify these expenditures by one or more of the chartfields: object codes/accounts, PCA/Program/, Fund/Budget Unit, Dept ID
• Project staff will contact some agencies that have not responded to the survey
• Information from survey used to complete the build out of the data warehouse security matrix
6666
Data Warehouse
6767
My Dashboard
6868
BI Answers
6969
Human Resource or HCM – Workforce Profile Subject Area
7070
Person Dimension Table
7171
Columns in Person Dimension Table
7272
Click or Drag Columns
7373
Click or Drag Facts
7474
Create/Edit Filters
7575
Request with Filters
7676
Request with Filters
7777
Agency Task Update
7878
Agency Task List Updates
Posted to Sunflower Project website
http://www.da.ks.gov/smart/
AgencyTask ListUpdates
7979
November 2009 December 2009 January 2010
Agency TasksNovember 2009 – January 2010
•Interfacing agencies have begun connectivity and interface testing•Monthly Interface Meetings 11/10/09, 12/8/09 and 1/12/10•Project Plan updates are due at the end of each month
•Submit updates to [email protected] and [email protected]
Connectivity and Interface Testing through March, 2010
Monthly Interface Meeting – Task ID
223
Monthly Interface Meeting – Task ID
233
Monthly Interface Meeting – Task ID
240
Monthly Project Plan
Update – Task ID 136
Monthly Project Plan
Update – Task ID 137
Monthly Project Plan
Update – Task ID 138
8080
November 2009 December 2009 January 2010
Agency TasksNovember 2009 – January 2010 (continued)
Monthly Data Conversion Meetings – Confirmed
•Data Conversion Meeting – 11/18/09•Data Conversion Meeting – 12/16/09
Monthly Data Conversion Meeting –
Task ID 236
Monthly Data Conversion Meeting –
Task ID 237
Monthly Data Conversion Meeting –
Task ID 246
Mock Conversion #1 – Task ID
124
Mock Conversion #2 – Task ID 25
8181
November 2009 December 2009 January 2010
Agency TasksNovember 2009 – January 2010 (continued)
Reporting Needs Analysis – Task ID 265
Attend Imprest and Petty Cash Workshop –
Task ID 256
Complete SpeedChart Configuration Activity –
Task ID 201
Workflow Configuration Workshop and Activity –
Task ID 148
Complete Role Mapping for all SMART Users –
Task ID 68
Complete Agency Impact Analysis – Task ID 30
Complete Readiness
Assessment #3 – Task ID 70
Readiness Assessments will be conducted in•December 2009•February 2010
Beginning April 2010 Assessments will be conducted monthly
8282
Reporting Strategy & Approach Steps – Task ID 265
The Reporting Strategy and Approach is comprised of three steps in order to identify and document reporting needs and potential gaps
• Step 1 – Agencies identify critical reports, Task ID 265 distributed 09/17/09
• Step 2 – Agencies compare agency identified reports to SMART report list Due 11/13/09– Step 2 instructional email sent 10/09/09– Included links to SMART Report List– Report List includes samples of delivered reports– Agencies need to identify data elements needed
• Step 3 – Sunflower Project Team reviews reporting gaps
Medium and low priority reporting gaps will be addressed after go-live
8383
Agency Impact Analysis – Task ID 30
• We have received 150 Agency Impact Analyses• Common impacts noted:
– Communication within agency of chartfield values– Assigning SMART functions / roles to users– Business process changes impacted by data
integration– Reporting capability in SMART
• If you haven’t yet turned in your AIA, please send it to [email protected] by November 30, 2009
8484
Role Mapping – Task ID 68
• Role Mapping will take place in January and February, 2010
• Workshops will be conducted in January to provide agencies with the necessary information and tools to complete role mapping
• Role mapping is the process by which agencies assign SMART user roles to each appropriate member of their staff
• Role mapping MUST be completed by all agencies whose staff will use SMART, the Data Warehouse and/or Time and Labor
8585
November 2009 December 2009 January 2010
Agency TasksNovember 2009 – January 2010 (continued)
Change Agent
Network Meeting #7 – Task ID 71
Change Agent
Network Meeting #8 – Task ID 83
Change Agent Network Meetings 9:00am to 12:00pm
•No meeting November 2009•December 9, 2009•January 20, 2010•February 17, 2010
•Held at the Topeka and Shawnee County Public Library
8686
Training Update
8787
Training Update SMART Volunteers
034, Adjutant General 039, Department on Aging 105, Board Of Healing Arts 171, Kansas Health Policy Authority 173, Department of Administration 234, Fire Marshal 276, Department of Transportation 280, Kansas Highway Patrol 288, Historical Society 300, Department of Commerce 352, Kansas Juvenile Correctional
Facility
Agencies who have volunteered trainers, facilitators and/or training labs and will be a part of the SMART priority enrollment for training courses*:
363, Kansas Neurological Institute365, KPERS410, Larned State Hospital428, Legislature521, Department of Corrections (includes all facilities)561, Board of Regents565, Department of Revenue610, School for the Deaf629, Social and Rehabilitation Services677, Judicial Branch682, University of Kansas709, Kansas Water Office715, Wichita State University
*Underlined and bold items indicate an update since the last CAN meeting
8888
Training Update SMART Trainers/Drivers
• AR355, Processing Interfund Transactions– Still need instructors
• Upcoming: 100- and 200-level web-based training piloted to trainers and facilitators in December
8989
Training Update SMART “Drivers”
• Still need more facilitators who will “drive”– Want to help, but do not want to train
– Back of classroom
– Sign-in
– Monitor for “need help”
– “Drive” through activities
– Attend Pilot Training to understand what will be taught
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Training Update Simulations Sneak Peek
• Simulations will be used both in web-based training as well as instructor-led training
• After “go-live” they will linked to the Help link in SMART
• Easy to navigate and interactive• Can use over and over as a reference• Can print out step-by-steps
9292
Wrap Up
9393
Accounting Class Provided
• The State is providing an accounting class for those who have not had formal accounting training. This is a ‘basic skills’ class intended to teach basic accounting principles.
Registration link:http://www.surveymonkey.com/s.aspx?sm=ntYgqyfcp7z7ttUTmjZLyw_3d_3d
Date Location Time Venue
November 13 Salina 9 AM to 4PM Salina Bicentennial Center
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Accounting Class (continued)
• The class is intended to provide a refresher for basic accounting principals, this is not SMART training
• The class provides a comprehensive overview, reminders of concepts, principles and procedures of basic accounting
• Bring a calculator for the exercises completed in the class
• Some venues do not provide opportunity to adjust the temperature if you tend to chill bring a sweater or jacket
9595
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
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Project Resources (continued)
• Office Hours – – Subject Matter Experts available to all agencies
– To schedule ‘Office Hours’ send request to the Sunflower Project Email Address: [email protected].
• Frequently asked questions - SMART website– 746 Questions and Answers
– http://www.da.ks.gov/smart/
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Questions?
9898
Please Share Your Feedback
Online evaluation form for Change Agent Network Meeting #6:http://www.surveymonkey.com/s.aspx?sm=gIh8TL75AEnbvNh1kqWEkQ_3d_3d
Registered participants will also receive a reminder containing this URL
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