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					Commonwealth of Kentucky MARS Project                                   Agency Implementation Notebook




6 Implementing MARS at an Agency
     There are many tasks involved in preparing an agency for implementation. Table 7 offers a
quick reference to each of the tasks, and their responsible parties. Each task is explained in
detail later in the AIN.

                               Table 7. Implementation Task Matrix



                               Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
  AIL                  6.5.1        Agency Goals and                 Statement of Agency Goals
                                    Objectives                        and Objectives
                                                                     Step 1 on SUA Checklist
  AIL                  6.5.2        Complete Planning                Completed MARS Agency
                                    Questionnaire                     Implementation Planning
                                                                      Questionnaire
                                                                     Step 2 on SUA Checklist
  AIL                  6.5.3        Refine Assignments/              System Usage Analysis Team
                                    Schedule Meetings                 List
                                                                     System Usage Analysis
                                                                      Meeting Schedule
                                                                     Step 3 on SUA Checklist
  AIL                  6.5.4        Gather STARS Agency              Current Agency STARS COA
                                    COA Codes                         Codes usage Form
                                                                     Step 4 on SUA Checklist
  AIL                  6.5.5        Review Current                   Step 5 on SUA Checklist
                                    Processes
  AIL, ATL, P&P        6.5.6        Review Usage Analysis            Step 6 on SUA Checklist
  Lead, SMEs                        Technique
  AIL                  6.5.7        Review MARS                      Step 7 on SUA Checklist
                                    COA/Budget Control
                                    Model
  AIL                  6.5.8        Define Agency COA                Agency COA and Budget
                                    and Budget Control                Control Usage Form
                                    Usage                            Step 8 on SUA Checklist
  AIL                  6.5.9        Define                           Agency Procedures Definition
                                    Purchasing/Payables               Form
                                    Usage                            Agency Interface
                                                                      Requirements Form
                                                                     Agency Conversion
                                                                      Requirements Form
                                                                     Agency Reporting
                                                                      Requirements Form
                                                                     Agency Workflow
                                                                      Requirements Form
                                                                     Agency Security Requirements
                                                                      Form
                                                                     Agency Training Requirements
                                                                      Form
                                                                     Step 9 on SUA Checklist


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Commonwealth of Kentucky MARS Project                                   Agency Implementation Notebook




                              Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
  AIL                  6.5.10       Define                           Agency Procedures
                                    Revenue/Receivables               Requirements Form
                                    Usage                            Agency Interface
                                                                      Requirements Form
                                                                     Agency Conversion
                                                                      Requirements Form
                                                                     Agency Reporting
                                                                      Requirements Form
                                                                     Agency Security Requirements
                                                                      Form
                                                                     Agency Training Requirements
                                                                      Form
                                                                     Step 10 on SUA Checklist
  AIL                  6.5.11       Define Internal Orders           Agency Procedures Definition
                                    & Billing Usage                   Form
                                                                     Agency Interface
                                                                      Requirements Form
                                                                     Agency Conversion
                                                                      Requirements Form
                                                                     Agency Reporting
                                                                      Requirements Form
                                                                     Agency Security Requirements
                                                                      Form
                                                                     Agency Training Requirements
                                                                      Form
                                                                     Step 11 on SUA Checklist
  AIL                  6.5.12       Define Project Billing &         Agency Procedures Definition
                                    Job Costing Usage                 Form
                                                                     Agency Interface
                                                                      Requirements Form
                                                                     Agency Conversion
                                                                      Requirements Form
                                                                     Agency Reporting
                                                                      Requirements Form
                                                                     Agency Security Requirements
                                                                      Form
                                                                     Agency Training Requirements
                                                                      Form
                                                                     Step 12 on SUA Checklist
  AIL                  6.5.13       Define Grants & Cost             Agency Procedures Definition
                                    Allocation Usage                  Form
                                                                     Agency Interface
                                                                      Requirements Form
                                                                     Agency Conversion
                                                                      Requirements Form
                                                                     Agency Reporting
                                                                      Requirements Form
                                                                     Agency Security Requirements
                                                                      Form
                                                                     Agency Training Requirements
                                                                      Form


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Commonwealth of Kentucky MARS Project                                   Agency Implementation Notebook




                              Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
                                                                     Step 13 on SUA Checklist
  AIL                  6.5.14       Define Fixed Asset               Agency Procedures Definition
                                    Usage                             Form
                                                                     Agency Interface
                                                                      Requirements Form
                                                                     Agency Conversion
                                                                      Requirements Form
                                                                     Agency Reporting
                                                                      Requirements Form
                                                                     Agency Security Requirements
                                                                      Form
                                                                     Agency Training Requirements
                                                                      Form
                                                                     Step 14 on SUA Checklist
  AIL                  6.5.15       Define Inventory Usage           Agency Procedures Definition
                                                                      Form
                                                                     Agency Interface
                                                                      Requirements Form
                                                                     Agency Conversion
                                                                      Requirements Form
                                                                     Agency Reporting
                                                                      Requirements Form
                                                                     Agency Security Requirements
                                                                      Form
                                                                     Agency Training Requirements
                                                                      Form
                                                                     Step 15 on SUA Checklist
  AIL                  6.5.16       Define Budget                    Agency Procedures Definition
                                    Preparation Usage                 Form
                                                                     Agency Interface
                                                                      Requirements Form
                                                                     Agency Conversion
                                                                      Requirements Form
                                                                     Agency Reporting
                                                                      Requirements Form
                                                                     Agency Security Requirements
                                                                      Form
                                                                     Agency Training Requirements
                                                                      Form
                                                                     Step 16 on SUA Checklist
  AIL                  6.5.17       Define Disbursements             Agency Procedures Definition
                                    Usage                             Form
                                                                     Agency Interface
                                                                      Requirements Form
                                                                     Agency Conversion
                                                                      Requirements Form
                                                                     Agency Reporting
                                                                      Requirements Form
                                                                     Agency Security Requirements
                                                                      Form
                                                                     Agency Training Requirements


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Commonwealth of Kentucky MARS Project                                    Agency Implementation Notebook




                               Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
                                                                      Form
                                                                     Step 17 on SUA Checklist
  AIL                  6.5.18       Define Travel Usage              Agency Procedures Definition
                                                                      Form
                                                                     Agency Interface
                                                                      Requirements Form
                                                                     Agency Conversion
                                                                      Requirements Form
                                                                     Agency Reporting
                                                                      Requirements Form
                                                                     Agency Security Requirements
                                                                      Form
                                                                     Agency Training Requirements
                                                                      Form
                                                                     Step 18 on SUA Checklist
  AIL, P&P Lead        6.5.19       Consolidate Agency-              Assemble All Agency
                                    specific Policies and             Procedures Definition Forms
                                    Procedures                       Step 19 on SUA Checklist
                                    Requirements
  AIL                  6.5.20       Consolidate Agency-              Assemble All Agency Interface
                                    specific Interface                Requirements Forms
                                    Requirements                     Step 20 on SUA Checklist
  AIL                  6.5.21       Consolidate Agency-              Assemble All Agency
                                    specific Conversion               Conversion Requirements
                                    Requirements                      Forms
                                                                     Step 21 on SUA Checklist
  AIL                  6.5.22       Consolidate Agency-              Assemble All Agency
                                    specific Reporting                Reporting Requirements
                                    Requirements                      Forms
                                                                     Step 22 on SUA Checklist
  AIL                  6.5.23       Consolidate Agency-              Assemble All Agency Security
                                    specific Security                 Requirements Forms
                                    Requirements                     Step 23 on SUA Checklist
  AIL                  6.5.24       Consolidate Agency-              Assemble All Agency Training
                                    specific Training                 Requirements Forms
                                    Requirements                     Step 24 on SUA Checklist
  AIL                  6.5.25       Develop Agency                   Agency Implementation
                                    Implementation Plans              Workplans
                                                                     Agency Custom Checklists
                                                                     Step 25 on SUA Checklist
  As Assigned by       6.5.26       Issue Identification and         Issue Resolution Forms
  AIL                               Resolution
  Interfaces Implementation Tasks
  AIL, ATL             6.6.1        Organize Interface               Identification of each Interface
                                    Development                       to be tracked
                                                                     Organization Chart of Interface
                                                                      Development Team
                                                                     Task Plan showing how All
                                                                      Interfaces are to be Developed
                                                                     Step 1 on the MARS Agency


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Commonwealth of Kentucky MARS Project                                    Agency Implementation Notebook




                               Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
                                                                      Interfaces Implementation
                                                                      Checklist
  ATL                  6.6.2        Design Agency System             System Modification Design for
                                    Changes                           each system being changed to
                                                                      the MARS coding structure.
                                                                     A list of systems beings
                                                                      changed to the MARS coding
                                                                      structure
                                                                     A list of systems being
                                                                      interfaced with MARS
                                                                     System Interface Design for
                                                                      each system being interfaced
                                                                      with MARS.
                                                                     Step 2 on the MARS Agency
                                                                      Interfaces Implementation
                                                                      Checklist
  ATL                  6.6.3        Modify the                       Converted and tested
                                    Agency/Legacy System              application and database
                                    to Use MARS Codes                Transition Plan for the July 1,
                                                                      1999 cutover
                                                                     Step 3 on the MARS Agency
                                                                      Interfaces Implementation
                                                                      Checklist
  ATL                  6.6.4        Program and Unit Test            Unit tested interface software
                                    Interface Software               Instructions on now to run
                                                                      interface software
                                                                     Operational instructions on
                                                                      how to transfer the interface
                                                                      transaction file to MARS
                                                                     Step 4 on the MARS Agency
                                                                      Interfaces Implementation
                                                                      Checklist
  ATL                  6.6.5        System Test Interfaces           Test Results
                                    with the Modified                Notification that Interface is
                                    Agency/Legacy System              Ready for MARS System Test
                                                                     Interface Batch File to Use in
                                                                      the MARS System Test
                                                                     Step 5 on the MARS Agency
                                                                      Interfaces Implementation
                                                                      Checklist
  Data Conversion Tasks
  AIL                  6.7.1        Validate Accounting              Completed tasks 6.7.1.1-
                                    Crosswalks                        6.7.1.3.
  AIL                  6.7.1.1      Validate Statewide               Step 1 on the MARS Data
                                    COA Crosswalk                     Conversion Checklist
  AIL                  6.7.1.2      Validate Capital Project         Step 2 on the MARS Data
                                    Accounts Crosswalk                Conversion Checklist
  ATL                  6.7.1.3      Validate STARS                   Step 3 on the MARS Data
                                    Grant/Grant Yr/Sub                Conversion Checklist
                                    Grant to MARS


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Commonwealth of Kentucky MARS Project                                    Agency Implementation Notebook




                               Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
                                    Project/Sub
                                    Project/Phase
                                    Crosswalk
  ATL                  6.7.2        Determine Agency-                Documented decisions on
                                    Specific Data                     agency-specific data
                                    Conversion                        conversions
                                    Requirements                     Step 4 on the MARS Data
                                                                      Conversion Checklist
  ATL                  6.7.3        Design Data Extract              Informal design for how to
                                    Programs/Manual                   extract data from the agency
                                    Procedures                        system for each system
                                                                     Manual procedures
                                                                     Step 5 on the MARS Data
                                                                      Conversion Checklist
  ATL                  6.7.4        Develop and Test Data            Data extract programs or
                                    Extract                           manual procedures
                                    Programs/Manual                  Data extract list
                                    Procedures                       Step 6 on the MARS Data
                                                                      Conversion Checklist
  ATL                  6.7.5        Extract Data to be               Validated data extract files
                                    Loaded into MARS                 Stored programs, lists,
                                                                      procedures, etc.
                                                                     Step 7 on the MARS Data
                                                                      Conversion Checklist
  Data Preparation, Setup, and Loading Tasks

  AIL                  6.8.1        Identify Data                    Completed tasks 6.8.1.1-
                                    Preparation, Setup, and           6.8.1.3.
                                    Loading Forms to
                                    Populate
  AIL                  6.8.1.1      Purchasing: Identify             Agencies identified applicable
                                    Data Preparation,                 Data Prep forms.
                                    Setup, and Loading               Step 1 on Data Preparation,
                                    Forms to Populate                 Setup, and Loading Tasks
                                                                      Checklist
  AIL                  6.8.1.2      Budgeting: Identify Data         Agencies identified applicable
                                    Preparation, Setup, and           Data Prep forms.
                                    Loading Forms to                 Step 6 on Data Preparation,
                                    Populate                          Setup, and Loading Tasks
                                                                      Checklist
  AIL                  6.8.1.3      Financial: Identify Data         Agencies identified applicable
                                    Preparation, Setup, and           Data Prep forms.
                                    Loading Forms to                 Cost Allocation Need Form
                                    Populate                         Fixed Asset Need Form
                                                                     Step 2 on Data Preparation,
                                                                      Setup, and Loading Tasks
                                                                      Checklist
  ALM, Agency          6.8.2        Determine Population             Determined appropriate
  Conversion Lead                   Method                            population method for each
                                                                      type of data.
                                                                     STARS/KAPS Data Request

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Commonwealth of Kentucky MARS Project                                    Agency Implementation Notebook




                               Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
                                                                      Form, if applicable
                                                                     Step 3 on Data Preparation,
                                                                      Setup, and Loading Tasks
                                                                      Checklist
  AIL                  6.8.3        Perform Manual                   MARS Code Crosswalk
                                    Population                       Current Organization Structure
                                                                     Funding Source Codes
                                                                     STARS Grant/Grant Yr/Sub
                                                                      Grant to MARS Project/Sub
                                                                      Project/Phase Crosswalk
                                                                     NIGP Commodity and Unit
                                                                      Codes
                                                                     Instructions for data prep
                                                                      forms
                                                                     Existing agency manual data
                                                                     Cost Allocation Experts
                                                                     Populated data prep forms as
                                                                      applicable
                                                                     Step 4 on Data Preparation,
                                                                      Setup, and Loading Tasks
                                                                      Checklist
                                                                     Step 1-6 on Manual Data
                                                                      Population Completion
                                                                      Checklist
  AIL                  6.8.4        Perform Automatic                STARS.KAPS data
                                    Population                       Existing Agency system data
                                                                     MARS Central Conversion
                                                                      Team
                                                                     STARS/KAPS Data Request
                                                                      Form
                                                                     Populated data prep forms as
                                                                      applicable
                                                                     Step 5 on Data Preparation,
                                                                      Setup, and Loading Tasks
                                                                      Checklist
                                                                     Step 1-6 on Automatic Data
                                                                      Population Completion
                                                                      Checklist
  Training Tasks
  AIL, ATL             6.9.1        Perform Mandatory                Completed tasks 6.9.1.1-
                                    MARS Training Tasks               6.9.1.3.
  AIL, ATL             6.9.1.1      Attend Training                  Understanding of how to use
                                    Meetings                          the Curriculum Handbook
                                                                     Step 1 on Mandatory MARS
                                                                      Training Checklist
  AIL, ATL             6.9.1.2      Identify and Register            Completed registration form for
                                    Training Participants             each functional area submitted
                                                                      to the DIS training branch
                                                                     Step 2 on Mandatory MARS
                                                                      Training Checklist


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Commonwealth of Kentucky MARS Project                                    Agency Implementation Notebook




                               Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
  AIL                  6.9.1.3      Coordinate Attendance            Full complement of student
                                    at Training Sessions              participation in MARS End
                                                                      User Training
                                                                     Step 3 on Mandatory MARS
                                                                      Training Checklist
  AIL                  6.9.2        Perform Optional                 Completed tasks 6.9.2.1-
                                    MARS Agency-Specific              6.9.2.9.
                                    Training Tasks
  AIL                  6.9.2.1      Identify Target                  Agency Training Needs
                                    Audience                          Identification List identifying
                                                                      individuals including location,
                                                                      level, and type of training.
                                                                     Training Needs Checklist
                                                                     Agency Training Needs
                                                                      Identification Form
                                                                     Step 1 on Optional MARS
                                                                      Agency-Specific Training
                                                                      Checklist
  AIL                  6.9.2.2      Review Enterprise-wide           Agency-Specific Training
                                    MARS Training                     Materials Amendment Form
                                    Materials                        Training Material Review
                                                                      Checklist
                                                                     Step 2 on Optional MARS
                                                                      Agency-Specific Training
                                                                      Checklist
  AIL                  6.9.2.3      Determine Any                    Agency-Specific Training
                                    Constraints on Training           Constraint Report
                                                                     Agency-Specific Training
                                                                      Constraints Checklist
                                                                     Step 3 on Optional MARS
                                                                      Agency-Specific Training
                                                                      Checklist
  AIL, SME             6.9.2.4      Develop Outlines for             Agency-Specific Training
                                    Agency-Specific                   Course Outline(s) including
                                    Training Courses                  course outlines, training Goals
                                                                      and Measurement, and level of
                                                                      Effort to Develop
                                                                     Step 4 on Optional MARS
                                                                      Agency-Specific Training
                                                                      Checklist
  AIL                  6.9.2.5      Develop a Preliminary            Preliminary Agency-Specific
                                    Training Schedule                 Training Schedule
                                                                     Agency-Specific Training
                                                                      Schedule Checklist
                                                                     Step 5 on Optional MARS
                                                                      Agency-Specific Training
                                                                      Checklist
  AIL, ATL, Agency     6.9.2.6      Develop Agency-                  Agency-Specific MARS
  Instructors                       Specific Training                 Training Materials
                                    Materials                        Agency-Specific Training
                                                                      Measurement Criteria
                                                                     Step 6 on Optional MARS

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Commonwealth of Kentucky MARS Project                                    Agency Implementation Notebook




                              Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
                                                                      Agency-Specific Training
                                                                      Checklist
  AIL                  6.9.2.7      Develop Detailed                 Agency-Specific Training
                                    Agency-Specific                   Schedule
                                    Training Schedule                Agency-Specific Training
                                                                      Schedule Checklist
                                                                     Step 7 on Optional MARS
                                                                      Agency-Specific Training
                                                                      Checklist
  AIL                  6.9.2.8      Establish/Secure                 Agency-Specific Training
                                    Training Facility and             Environment Requirements
                                    Environment                       List
                                                                     Agency-Specific Training
                                                                      Requirements Checklist
                                                                     Step 8 on Optional MARS
                                                                      Agency-Specific Training
                                                                      Checklist
  AIL                  6.9.2.9      Review and Revise                Reviewed Agency-Specific
                                    Agency-Specific                   Training Materials, Schedule,
                                    Training Schedule and             and Requirements.
                                    Materials                        Step 9 on Optional MARS
                                                                      Agency-Specific Training
                                                                      Checklist
  Policies & Procedures Tasks
  P&P Lead             6.10.1       Form Agency Policy &             Team Roster
                                    Procedures Team(s)               Meeting Schedule
                                    and Schedule Meetings
  AIL, P&P Lead        6.10.2       Document Current                 Current Agency Purchasing
                                    Processes                         and Payables Processes
                                                                     Current Agency Revenue and
                                                                      Receivables Processes
                                                                     Current Agency Internal
                                                                      Orders and Billing Processes
                                                                     Current Agency Project Billing
                                                                      and Job Costing Processes
                                                                     Current Agency Grants and
                                                                      Cost Allocation Processes
                                                                     Current Agency Fixed Assets
                                                                      Processes
                                                                     Current Agency Inventory
                                                                      Processes
                                                                     Current Agency Budget
                                                                      Preparation Processes
                                                                     Current Agency
                                                                      Disbursements Processes
                                                                     Current Agency Travel
                                                                      Processes
  P&P Lead             6.10.3       Review Current Policies          None
                                    (sets one, two, and
                                    three)
  P&P Lead             6.10.4       Review New MARS-                 None

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Commonwealth of Kentucky MARS Project                                   Agency Implementation Notebook




                              Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
                                    related Policies (sets
                                    one, two, and three)
  P&P Lead             6.10.5       Identify and Document            Policy Issues and Proposed
                                    Policy Issues and                 Changes
                                    Forward to Review
                                    Committee (sets one,
                                    two, and three)
  P&P Lead             6.10.6       Review Current                   None
                                    Procedures (sets one,
                                    two, and three)
  P&P Lead             6.10.7       Review MARS                      Agency-specific P&P Checklist
                                    Procedures (sets one,             – Set One
                                    two, and three)                  Agency-specific P&P Checklist
                                                                      – Set Two
                                                                     Agency-specific P&P Checklist
                                                                      – Set Three
                                                                     Decision About Whether or Not
                                                                      to Implement Agency-specific
                                                                      Procedures Prior to July 1,
                                                                      1999
  P&P Lead             6.10.8       Identify Procedures that         List of Procedures to be
                                    Need to be Customized             Customized Prior to July 1,
                                    for Agency Use (sets              1999 MARS Implementation
                                    one, two, and three)             List of Procedures to be
                                                                      Customized After the July 1,
                                                                      1999 MARS Implementation
  P&P Lead             6.10.9       Create Customized                Agency-specific Procedures
                                    Procedures and Submit
                                    for Approval to Agency
                                    Management (sets one,
                                    two, and three)
  Hardware, Software, and Network Readiness Tasks
  AIL, ATL             6.11.1       Evaluate Existing                Step 1 on the MARS Software
                                    Software & Hardware               and Hardware Readiness
                                                                      Checklist – C6.11.1a.
                                                                     Existing Agency Software and
                                                                      Hardware Form – F6.11.1a.
  AIL, ATL             6.11.2       Determine Software &             Step 2 on the MARS Software
                                    Hardware Needs                    and Hardware Readiness
                                                                      Checklist – C6.11.1a.
  AIL, ATL             6.11.3       Acquire Appropriate              Step 3 on the MARS Software
                                    Software & Hardware               and Hardware Readiness
                                                                      Checklist – C6.11.1a.
                                                                     Agency Software & Hardware
                                                                      Order Form – F6.11.3a.
  AIL, ATL             6.11.4       Generate Current                 Step 4 on the MARS Software
                                    Agency Network                    and Hardware Readiness
                                    Diagram                           Checklist – C6.11.1a.
                                                                     Agency Network Diagram.
  AIL, ATL             6.11.5       Complete MARS                    Step 5 on the MARS Software
                                    Network and User                  and Hardware Readiness

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                              Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
                                    Questionnaire                     Checklist – C6.11.1a.
                                                                     MARS Network and User
                                                                      Questionnaire – F6.11.5a.
  AIL, ATL, MARS       6.11.6       Determine Network                The outcome of this activity will
  Network Lead                      Needs                             be to document at a high level
                                                                      indicating the current status of
                                                                      infrastructure within a cabinet
                                                                      or agency. This information
                                                                      will then be used by the ATL
                                                                      and MARS Network Lead to
                                                                      configure a network upgrade
                                                                      plan for the agency in concert
                                                                      with Commonwealth
                                                                      infrastructure resources.
                                                                     Step 6 on the MARS Software
                                                                      and Hardware Readiness
                                                                      Checklist – C6.11.1a.
  Mars Security Tasks
  AIL                  6.14.1       Assign MARS Security             MARS Security
                                    Lead and Schedule                 Implementation Lead and team
                                    Meetings                          member names, meeting
                                                                      schedule.
                                                                     Completed Form F6.14a –
                                                                      Identify MARS Security Lead.
                                                                     Step 1 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  ASL (Agency          6.14.2       Attend MARS Security             Completed Agency Security
  Security Lead)                    Training Session                  Training.
  and AIL                                                            Step 2 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  ASL                  6.14.3       Compile List of MARS             A listing of employees who will
                                    users                             need access to MARS.
                                                                     Completed column A-F on
                                                                      Form F6.14b – MARS Security
                                                                      Request Form.
                                                                     Step 3 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  ASL                  6.14.4       Determine Security               Identified responsibilities for
                                    Needs on 7/1/99                   each users.
                                                                     Step 4 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  ASL                  6.14.5       Determine MARS                   Refer to 6.14.4.1-6.14.4.2
                                    Security Requirements
  ASL                  6.14.5.1     Determine Multi-Agency           Multiple agency access
                                    Accesses                          requirements for each user
                                                                     Step 5 on the MARS Security
                                                                      Setup Tasks Checklist –


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                              Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
                                                                      C6.14a
  ASL                  6.14.5.2     Determine MARS                   System access requirements
                                    System Access                     defined for each user
                                    Requirements                     Completed column H-I on
                                                                      Form F6.14b – MARS Security
                                                                      Request Form.
                                                                     Step 6 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  ASL                  6.14.6       Assign User to MARS              MARS subsystem
                                    Profile                           requirements determined for
                                                                      each user
                                                                     Completed column K-N on
                                                                      Form F6.14b – MARS Security
                                                                      Request Form.
                                                                     Step 7 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  ASL                  6.14.6.1     Select Purchasing                Profiles assigned to all
                                    (Procurement Desktop)             purchasing users
                                    Profile                          Completed column L on Form
                                                                      F6.14b – MARS Security
                                                                      Request Form.
                                                                     Step 8 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  ASL                  6.14.6.2     Select Budgeting                 Profiles assigned to all
                                    (BRASS) Profile                   budgeting users
                                                                     Completed column M on Form
                                                                      F6.14b – MARS Security
                                                                      Request Form.
                                                                     Step 9 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  ASL                  6.14.6.3     Select Financial                 Profiles assigned to all
                                    (ADVANTAGE) Profile               financial users
                                                                     Completed column K on Form
                                                                      F6.14b – MARS Security
                                                                      Request Form.
                                                                     Step 10 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  ASL                  6.14.6.4     Select Reporting Profile         Profiles assigned to all
                                                                      reporting users.
                                                                     Completed column N on Form
                                                                      F6.14b – MARS Security
                                                                      Request Form.
                                                                     Step 11 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  ASL                  6.14.7       Determine Current User           A completed MARS mainframe
                                    System Access                     ID request form (DIS form F-


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                              Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
                                                                      181) if required.
                                                                     A request for a new e-mail ID if
                                                                      required.
                                                                     Completed column P-Q (CICS
                                                                      ID and e-mail address) on
                                                                      Form F6.14b – MARS Security
                                                                      Request Form.
                                                                     Step 12 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  ASL                  6.14.8       Complete MARS                    Completed MARS Security
                                    Security Profile                  Profile Request Form
                                    Request Form                     Step 13 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  ASL                  6.14.9       Obtain appropriate               An e-mail from an authorized
                                    approvals for security            representative of the Agency
                                    IDs                               which approves the creation of
                                                                      security IDs for each user
                                                                      submitted
                                                                     Step 14 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  ASL                  6.14.10      Return Request Form              Completed electronic versions
                                    to Central Security               of the MARS Security Request
                                    Team via ALM                      Form returned to the Central
                                                                      Security Team via the ALM
                                                                     Step 15 on the MARS Security
                                                                      Setup Tasks Checklist –
                                                                      C6.14a
  Mars Workflow Tasks
  AIL, ASL             6.16.1       Compile List of MARS             Completed Buying Entity and
                                    Workflow Users and                User Name columns on the
                                    Their Associated                  MARS Data Collection Form
                                    Buying Entities                   F6.16a, Approval Authority
                                                                      Assignment Form
                                                                     Step 1 on the MARS Workflow
                                                                      Tasks Checklist – C6.16a
  AIL, ASL             6.16.2       Assign User Approval             Completed Form F6.16a,
                                    Authority Types                   Approval Authority Assignment
                                                                      Form
                                                                     Step 2 on the MARS Workflow
                                                                      Tasks Checklist – C6.16a
  AIL, ASL, Agency     6.16.3       Review List of                   A list of identified Agency-
  Purchasing                        Statewide Cited                   Specific Cited Authorities
  Expert (APE)                      Authorities                      Completed Form F6.16b,
                                                                      Agency Cited Authority, if
                                                                      necessary
                                                                     Step 3 on the MARS Workflow
                                                                      Tasks Checklist – C6.16a
  AIL, ASL, APE        6.16.4       Review List of                   A list of documents and


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                              Implementation Task Matrix
  Responsible          Task #       Task Name                     Checklists/Forms/Outputs
                                    Procurement Desktop               document sub-types that the
                                    Document Types                    Agency uses for its
                                                                      procurement processes.
                                                                     Step 4 on the MARS Workflow
                                                                      Tasks Checklist – C6.16a
  AIL, ASL             6.16.5       Select Document                  Completed Form F6.16c,
                                    Approval Paths                    MARS Purchasing Approval
                                                                      Paths Form
                                                                     The information on the form
                                                                      will define Agency specific
                                                                      document workflow.
                                                                     Step 5 on the MARS Workflow
                                                                      Tasks Checklist – C6.16a
  AIL, ASL             6.16.6       Identify Commodity and           A list of commodities that
                                    Funding Exceptions                require special approval and
                                                                      the associated special
                                                                      approver‘s name
                                                                     A list of accounting codes that
                                                                      requires special approval and
                                                                      the associated special
                                                                      approver/s name
                                                                     Completed Form F6.16d,
                                                                      MARS Purchasing Commodity
                                                                      and Accounting Exceptions
                                                                      Form
                                                                     Step 6 on the MARS Workflow
                                                                      Tasks Checklist – C6.16a


6.1   Agency Implementation Planning Approach

               MARS will function as a statewide system. During the design phases of MARS,
        cross-agency user groups compared American Management System‘s baseline software
        with the Commonwealth‘s needs, and specified modifications needed to the software
        were identified. In addition, other cross-agency teams began the MARS development
        process by identifying and planning for key systems to be interfaced and converted.

               The approach to supporting implementation of MARS at each agency involves
        helping an AIL undertake a detailed review of MARS functionality and comparing that with
        the agency‘s current operations. In many, if not most agencies, MARS can be
        implemented using the statewide ―model‖ approach and workplan that is included with this
        document. If implementing some aspect of the model MARS system is not feasible, the
        assigned ALM will work with the AIL to help ensure that customization of MARS
        functionality meshes smoothly with other aspects of the MARS system. Section 6.4,
        Implementing Agency-specific Needs, describes this process in more detail.


        6.2    Checklists as Part of Implementation

                Many checklists will be provided with the AIN. These checklists will be the major
        tool to help plan and track all the various MARS implementation activities within an
        agency. Completed checklists also provide the MARS Central Team with information to

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        help monitor how smoothly implementation is going at the agency level, and to plan to
        have the right kind and amount of support available.

                The Commonwealth‘s policy is that all checklists will be delivered and filled out as
        electronic documents. The checklists will be located on the Internet
        (http://www.state.ky.us/agencies/adm/mars/mars.htm) to review, print, and complete at
        agency convenience. Checklist due dates will be posted on the ―Key Dates‖ section of the
        Internet. The Forms Completion Checklist - C6.2a, should be completed when all forms
        associated with implementation tasks have been completed.


        6.3       Model Implementation Workplan

                The MARS Central Team will provide a sample, or ―model‖ Microsoft Project
        workplan to use as a basis for each agency‘s implementation planning. This workplan
        may be used as is, or customized based on the results of the Agency‘s System Usage
        Analysis activities. In order to provide up-to-the-minute project timelines, this model
        workplan is posted on the agency implementation website at
        http://www.state.ky.us/agencies/adm/mars/mars.htm.


        6.4       Implementing Agency-specific Needs

              As discussed in the section called Agency Implementation Planning Approach,
        most agencies will be able to implement MARS with little or no customization. Even if
        agency executives think that some alternative processes or system functionality are
        preferable for the agency‘s operations, wherever possible implementation should follow
        model MARS functionality for the July 1, 1999 cutover. This will minimize the amount of
        change agency staff will need to absorb just prior to and immediately after
        implementation. It will also give the AIL and agency staff a greater chance to use MARS
        and to evaluate how to leverage it for the agency‘s benefit.

        Roles and Responsibilities

        It will be the MARS Central Team‘s responsibility to:

                  Provide the MARS AIN planning materials.

                  Provide planning assistance with your agency‘s implementation of MARS.

                  Provide, via the assigned ALM, a central point of contact within the MARS Central
                   Team for your questions and support needs.

                  Respond to queries about MARS as quickly and efficiently as possible.

        It will be the agency‘s responsibility to:

                  Undertake the MARS Agency System Usage Analysis and determine what, if any
                   changes the agency wishes to make to the MARS system components prior to
                   the July 1, 1999 cutover date.

                  Either adopt the MARS Implementation Work Plan that is provided with the AIN,
                   or customize it for the agency‘s use.




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                Direct and perform the implementation of MARS within the agency, with the
                 Central Team‘s assistance.

                Provide whatever staff or technology resources are needed to accomplish
                 customization within the time available.




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        6.5    Agency Systems Usage Analysis

               In order to prepare the agency for implementation of MARS, an Agency System
        Usage Analysis (SUA) must be conducted. During the Agency SUA activity, the AIL and
        key agency experts will define how the MARS software and model procedures will be
        used to support their agency‘s operational requirements. This will involve a number of
        component steps, including reviewing current agency operations and learning the MARS
        system functionality and corresponding policies and procedures. This work will enable
        the team to define how the agency will utilize MARS to operate on July 1, 1999. This
        basic approach will be followed for all functional areas where the agency has applicable
        requirements. In some cases, MARS may provide functionality that is not relevant for a
        particular agency. In these situations, in-depth analysis will not be conducted. Once
        system usage analysis is complete, an implementation plan will then be prepared that
        addresses work the agency must conduct to be ready for implementation.

               To see how the SUA tasks relate to each other, please refer to Figure 85.




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                                                                                                                                             19.
                                                                  9. Def ine
                        1. Agency                                                                                                         Consolidate
                                                                 Purchasing/
                         Goals &                                                                                                           Agency -
                                                                  Pay ables
                        Objectiv es                                                                                                       Specif ic P/P
                                                                   Usage                  12. Def ine                                    Requirements
                                                                                         Project Billing
                                                                                             & Job
                                                                                            Costing
                                                    8. Def ine                              Usage                                             20.
                                                                  10. Def ine
                    2. Complete                    Agency COA                                                                             Consolidate
                                                                  Rev enue/
                      Planning                      & Budget                                                                                Agency
                                                                 Receiv ables
                   Questionnaire                     Control                                                                               Interf ace
                                                                    Usage                 13. Def ine
                                                     Usage                                                                               Requirements
                                                                                          Grants and
                                                                                             Cost
                                                                                          Allocation
                                                                                            Usage                                            21.
                      3. Ref ine                                  11. Def ine
                                                                                                                                          Consolidate
                    Assignments/                                     Internal                                              17. Def ine
                                                                                                                                           Agency
                      Schedule                                     Orders &                                               Disbursement
                                                                                                                                          Conv ersion
                      Meetings                                   Billing Usage
                                                                                           14. Def ine                                   Requirements         25.
                                                                                          Fixed Assets                                                     Dev elop
                                                                                             Usage                                                          Agency
                                                                                                                                              22.         Implement
            4. Gather                                                                                                                                     ation Plans
                                      5. Rev iew                                                                                          Consolidate
             STARS                                                                                                         18. Def ine
                                       Current                                                                                              Agency
           Agency COA                                                                                                        Trav el
                                      Processes                                                                                            Reporting
             Codes
                                                                                                                                         Requirements
                                                                                           15. Def ine
                                                                                           Inv entory

                        6. Rev iew     Education
                                                                                                                                             23.
                         Mapping       Sessions
                                                                                                                                          Consolidate
                         Analy sis
                                                                                                                                           Security
                        Technique
                                                                                          16. Def ine
                                                                                            Budget
                                                                                          Preparation
                    7. Rev iew
                                                                                                                                             24.
                   MARS COA/
                                                                                                                                          Consolidate
                     Budget
                                                                                                                                           Training
                   Control Model




                                                                                 26. Issue Identif ication & Resolution




                                                                   Figure 85. System Usage Analysis Tasks




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        6.5.1   Agency Goals and Objectives

        Responsible: AIL

        Estimated Duration/Resource Requirements: One meeting, 2-3 hours duration.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Agency-specific goals and objectives should be defined and written that
                        can be supported by the MARS implementation and that will guide the
                        agency-level design and implementation activities. These should be
                        developed with involvement from the key agency stakeholders and they
                        should be based on a review of the overall MARS project objectives to
                        ensure compatibility.

        Workproducts and Results:

                           Statement of agency goals and objectives.
                           ID 1 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           MARS Goals and Objectives.
                           Source Document and Transaction Mapping Analysis.




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        6.5.2   Complete Planning Questionnaire

        Responsible: AIL

        Estimated Duration/Resource Requirements: One week. The questionnaire can be
        completed in one sitting; however, one week has been allowed to gather needed
        information and conduct necessary interviews.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    The MARS Agency Implementation Planning Questionnaire should be
                        completed by the AIL to provide a preliminary assessment of the
                        agency‘s potential MARS usage. This will require some research and
                        interviewing as needed to obtain planning information such as volumes or
                        job functions. ALM support will be provided to ensure that the
                        questionnaire is interpreted and completed appropriately.

        Workproducts and Results:

                           Completed MARS Agency Implementation Planning Questionnaire.
                           ID 2 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           MARS Agency Implementation Planning Questionnaire.
                           Interviewees.
                           Source Document and Transaction Mapping Analysis.




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        6.5.3   Refine Assignments/Schedule Meetings

        Responsible: AIL

        Estimated Duration/Resource Requirements: One day. Assume one day to evaluate
        the Planning Questionnaire, refine key participants by topic area, and develop and design
        meeting schedule.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
               http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Based on the results of the Planning Questionnaire, the AIL and ALM will
                        determine which ―usage analysis‖ steps/meetings are required to
                        complete the Agency System Usage Analysis. Based on this, a tentative
                        schedule will be developed for MARS review and associated design
                        meetings. Furthermore, required attendees can be associated with the
                        review and design meetings so that the schedule supports concurrent
                        activities without overloading participants who must cover multiple areas.

        Workproducts and Results:

                           System Usage Analysis team list.
                           System Usage Analysis meeting schedule.
                           ID 3 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           Completed Agency Planning Questionnaire.
                           Source Document and Transaction Mapping Analysis.




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        6.5.4   Gather STARS Agency COA Codes

        Responsible: AIL, Agency Fiscal SME

        Estimated Duration/Resource Requirements: One week

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    The purpose of this task is to gather the information your agency experts
                        will need to define your agency‘s MARS COA and Budget Control Usage.
                        During this task, your agency‘s fiscal SMEs will use the form provided in
                        the appendix to gather and document your current chart of account
                        codes. This will involve listing and describing attributes/codes captured
                        currently under STARS to support agency-specific financial management
                        needs. Additional usage information will be captured on the form to
                        facilitate MARS mapping analysis in a subsequent task. A key objective
                        of this task is to clearly identify all the types of information being used by
                        the agency, regardless how many or which STARS codes are used to
                        track them. This will enable effective mapping analysis to the available
                        MARS codes.

        Workproducts and Results:

                           Current STARS Agency COA Code Usage Form – F6.5.4a
                           ID 4 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           MARS COA Plan.
                           Source Document and Transaction Mapping Analysis.




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        6.5.5   Review Current Processes

        Responsible: AIL, Technical Lead, Policy & Procedures Lead, SMEs

        Estimated Duration/Resource Requirements: 1 day

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Current processes will be documented in Section 6.10.2. Your team
                        members will need to be familiar with this work in order to prepare them
                        for upcoming tasks. During this task, agency staff who will participate in
                        system usage analysis will familiarize themselves with the current
                        processes which have been documented for the agency.

        Workproducts and Results:

                           ID 5 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           Budget Setup and Implementation Analysis
                           Documented processes.
                           Source Document and Transaction Mapping Analysis.




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        6.5.6   Review Usage Analysis Technique

        Responsible: AIL, Technical Lead, Policy & Procedures Lead, SMEs

        Estimated Duration/Resource Requirements: ½ day

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    In this step, agency staff who will participate in the system usage analysis
                        process will learn about the methods and procedures for conducting
                        agency level system usage analysis. This education session will
                        familiarize them with the key inputs, key outputs, and analytical steps that
                        will comprise system usage analysis; how they will be expected to
                        participate in the process; and critical success factors to ensure a
                        successful result. In essence, this task will ensure that the participants
                        know what to expect.

        Workproducts and Results:

                           ID 6 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           Usage analysis technique materials and orientation will be provided
                            by your ALM.
                           Source Document and Transaction Mapping Analysis.




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        6.5.7   Review MARS COA/Budget Control Model

        Responsible: AIL

        Estimated Duration/Resource Requirements: One day. Assume one day to present all
        associated topics.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Implementation support staff will present and explain the MARS Chart of
                        Account structures, including STARS to MARS mapping for central
                        agency attributes and recommended mapping for agency use attributes.
                        Usage options associated with financial reporting, budgetary control, and
                        cost accounting will be clarified. This will enable the subsequent analysis
                        activities to proceed with an appropriate base level of understanding.

        Workproducts and Results:

                           ID 7 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           MARS COA Plan.
                           Source Document and Transaction Mapping Analysis.
                           Budget Setup and Implementation Analysis




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        6.5.8   Define Agency COA and Budget Control Usage

        Responsible: AIL

        Estimated Duration/Resource Requirements: One-Two weeks. Assume multiple
        meetings to work out effective usage of MARS COA and budgetary control. If significant
        issues do not arise, this can be accomplished within one week.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    During this process, the AIL will assemble the agency staff who
                        documented current COA usage information (Task 5.6.4) to define how
                        the MARS chart of account and budget control features will be employed
                        to support financial management for the agency. This process will be
                        supported by ALM and FAS personnel as appropriate to ensure effective
                        mapping to MARS capabilities. The primary input to this process will be
                        the Current STARS Agency COA Code Usage Form. Each element
                        identified on this form and required for future operations will be mapped
                        to an appropriate MARS attribute to derive an overall approach for your
                        agency‘s COA classification needs. This analysis represents a key
                        system usage analysis result since it will drive many of the subsequent
                        usage analysis activities.

        Workproducts and Results:

                           Agency COA and Budget Control Usage Form – F6.5.8a
                           ID 8 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           Current STARS Agency COA Code Usage Form – F6.5.4a.
                           MARS COA Plan.
                           Budget Preparation System Usage Analysis.
                           Budget Setup and Implementation Analysis.
                           Source Document and Transaction Mapping Analysis.




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        6.5.9   Define Purchasing/Payables Usage

        Responsible: AIL

        Estimated Duration/Resource Requirements: One-Two weeks. Assume multiple
        meetings to work out effective usage of MARS procurement procedures. If significant
        issues do not arise, this can be accomplished within one week.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    During this process, the AIL will assemble appropriate agency staff,
                        knowledgeable in the procurement requirements and procedures of the
                        agency, to define how the MARS procurement features will be employed
                        to support the agency. This process will be supported by ALM and FAS
                        personnel as appropriate to ensure effective mapping to MARS
                        capabilities. This process will begin with a review of MARS functionality
                        and system usage analysis, including model agency procedures.
                        Mapping to the MARS System Usage will be performed in order to
                        determine how agency related procedures will be supported under
                        MARS. Specifically, this process will validate usage of the model agency
                        procedures, where appropriate, and identify, where necessary, agency-
                        specific procedures that are necessary.

                        In other areas, including reports, interfaces, conversion, workflow,
                        security, and training, subsequent analysis and planning activities are
                        planned and will be conducted. However, needs and requirements
                        related to these areas may arise during the course of system usage
                        analysis in business process areas. Documentation of these
                        requirements will be supported by adding entries on the respective forms
                        so they are not lost. These can then be consolidated and used as a
                        starting point when the analysis for the respective area is begun.

        Workproducts and Results:

                           Agency Procedures Requirements Form – F6.5.9a.
                           Agency Interface Requirements Form – F6.5.9b.
                           Agency Conversion Requirements Form – F6.5.9c.
                           Agency Reporting Requirements Form – F6.5.9d.
                           Agency Purchasing Workflow Requirements Form – F6.5.9e.
                           Agency Security Requirements Form – F6.5.9f.
                           Agency Training Requirements Form – F6.5.9g.
                           ID 9 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:
                      MARS Purchasing and Payables System Usage Analysis.
                      MARS Accounts Payable and Accounts Receivable Redesigned
                         Process Implementation Strategy.
                      MARS Disbursements System Usage Analysis.
                      Material Management Setup and Usage Strategy.
                      Source Document and Transaction Mapping Analysis.
                      Define Revenue/Receivables Usage




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        6.5.10 Define Revenue/Receivables Usage

        Responsible: AIL

        Estimated Duration/Resource Requirements: Up to two weeks. Assume multiple
        meetings to work out effective usage of MARS revenue and receivables procedures. If
        significant issues do not arise, this can be accomplished within two weeks.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Applicability of this step will be determined based on using the completed
                        Planning Questionnaire. If applicable, during this process, the AIL will
                        assemble appropriate agency staff, knowledgeable in the Revenue and
                        Receivables requirements and procedures of the agency, to define how
                        the MARS revenue and receivable features will be employed to support
                        the agency. This process will be supported by ALM and FAS personnel
                        as appropriate to ensure effective mapping to MARS capabilities. This
                        process should begin with a review of MARS functionality and system
                        usage analysis, including model agency procedures. Mapping to the
                        MARS System Usage will be performed in order to determine how
                        agency related procedures are supported under MARS. Specifically, this
                        process will validate usage of the model agency procedures and identify,
                        where necessary, agency-specific procedures that are necessary.

                        In other areas, including reports, interfaces, conversion, security, and
                        training, subsequent analysis and planning activities are planned and will
                        be conducted. However, needs and requirements related to these areas
                        may arise during the course of system usage analysis in business
                        process areas. Documentation of these requirements will be supported
                        by adding entries on the respective forms so they are not lost. These can
                        then be consolidated and used as a starting point when the analysis for
                        the respective area is begun.

        Workproducts and Results:

                           Agency Procedures Requirements Form – F6.5.9a.
                           Agency Interface Requirements Form – F6.5.9b.
                           Agency Conversion Requirements Form – F6.5.9c.
                           Agency Reporting Requirements Form – F6.5.9d.
                           Agency Security Requirements Form – F6.5.9f.
                           Agency Training Requirements Form – F6.5.9g.
                           ID 10 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           MARS Accounts Payable and Accounts Receivable Redesigned
                            Process Implementation Strategy.
                           Source Document and Transaction Mapping Analysis.




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        6.5.11 Define Internal Orders & Billing Usage

        Responsible: AIL

        Estimated Duration/Resource Requirements: One week. Assume multiple meetings
        to work out effective usage of MARS internal orders and billing procedures. If significant
        issues do not arise, this can be accomplished within one week. This assumes that basic
        procedures and issues have been addressed as part of the procurement and
        revenue/receivables work.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Applicability of this step will be determined based on using the completed
                        Planning Questionnaire. If applicable, during this process, the AIL will
                        assemble appropriate agency staff, knowledgeable in the internal billing
                        requirements and procedures of the agency, to define how the MARS
                        procurement features will be employed to support the agency. This
                        process will be supported by ALM and FAS personnel as appropriate to
                        ensure effective mapping to MARS capabilities. This process will begin
                        with a review of MARS functionality and system usage analysis, including
                        model agency procedures. Mapping to the MARS System Usage will be
                        performed in order to determine how agency related procedures are
                        supported under MARS. Specifically, this process will validate usage of
                        the model agency procedures and identify, where necessary, agency-
                        specific procedures that are necessary.

                        In other areas, including reports, interfaces, conversion, security, and
                        training, subsequent analysis and planning activities are planned and will
                        be conducted. However, needs and requirements related to these areas
                        may arise during the course of system usage analysis in business
                        process areas. Documentation of these requirements will be supported
                        by adding entries on the respective forms so they are not lost. These can
                        then be consolidated and used as a starting point when the analysis for
                        the respective area is begun.

        Workproducts and Results:

                           Agency Procedures Requirements Form – F6.5.9a.
                           Agency Interface Requirements Form – F6.5.9b.
                           Agency Conversion Requirements Form – F6.5.9c.
                           Agency Reporting Requirements Form – F6.5.9d.
                           Agency Security Requirements Form – F6.5.9f.
                           Agency Training Requirements Form – F6.5.9g.
                           ID 11 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           MARS Internal Ordering and Billing System Usage Analysis.
                           Source Document and Transaction Mapping Analysis.




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        6.5.12 Define Project Billing & Job Costing Usage

        Responsible: AIL

        Estimated Duration/Resource Requirements: Two-Four weeks. Assume multiple
        meetings to work out effective usage of MARS cost accounting procedures. The duration
        of this activity will depend upon how significant are the project, and cost accounting
        requirements of your agency. For agencies organized around the management of
        projects, this will be a more complex, and therefore longer, undertaking. A month can be
        planned for agencies that fit this category.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Applicability of this step will be determined based on Step #2, Complete
                        Planning Questionnaire. If applicable, during this process, the AIL will
                        assemble appropriate agency staff, knowledgeable in the cost accounting
                        requirements and procedures of the agency, to define how the MARS
                        cost accounting features will be employed to support the agency. There
                        are multiple areas which will be considered in this step, including project
                        management, grant management, and job/work order tracking. This
                        process will be supported by ALM and FAS personnel as appropriate to
                        ensure effective mapping to MARS capabilities. This process will begin
                        with a review of MARS functionality and system usage analysis, including
                        model agency procedures. Mapping to the MARS System Usage will be
                        performed in order to determine how agency related procedures will be
                        supported under MARS. Specifically, this process will validate usage of
                        the model agency procedures and identify, where necessary, agency-
                        specific procedures that are necessary.

                        In other areas, including reports, interfaces, conversion, security, and
                        training, subsequent analysis and planning activities are planned and will
                        be conducted. However, needs and requirements related to these areas
                        may arise during the course of system usage analysis in business
                        process areas. Documentation of these requirements will be supported
                        by adding entries on the respective forms so they are not lost. These can
                        then be consolidated and used as a starting point when the analysis for
                        the respective area is begun.

        Workproducts and Results:
                      Agency Procedures Requirements Form – F6.5.9a.
                      Agency Interface Requirements Form – F6.5.9b.
                      Agency Conversion Requirements Form – F6.5.9c.
                      Agency Reporting Requirements Form – F6.5.9d.
                      Agency Security Requirements Form – F6.5.9f.
                      Agency Training Requirements Form – F6.5.9g.
                      ID 12 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:
                      MARS Project Billing & Job Costing System Usage Analysis.
                      Cost Accounting Classification and Reporting Plan.
                      Source Document and Transaction Mapping Analysis.




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        6.5.13 Define Grants and Cost Allocation Usage

        Responsible: AIL

        Estimated Duration/Resource Requirements: One-Four weeks. The duration of this
        step will depend upon the grant management and cost allocation requirements of the
        particular agency. For agencies where complex allocation requirements exist, a month
        can be planned to define appropriate usage of MARS grant and cost allocation
        functionality.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Applicability of this step will be determined based on Step #2, Complete
                        Planning Questionnaire. It also will depend on the results and
                        requirements assessed during the previous Step #9. If applicable, during
                        this process, the AIL will assemble appropriate agency staff,
                        knowledgeable in the cost allocation requirements and procedures of the
                        agency, to define how the MARS cost allocation features will be
                        employed to support the agency. This process will be supported by ALM
                        and FAS personnel as appropriate to ensure effective mapping to MARS
                        capabilities. This process will begin with a review of MARS functionality
                        and system usage analysis, including model agency procedures.
                        Mapping to the MARS System Usage will be performed in order to
                        determine how agency related procedures will be supported under
                        MARS. Specifically, this process will validate usage of the model agency
                        procedures and identify, where necessary, agency-specific procedures
                        that are necessary.

                        In other areas, including reports, interfaces, conversion, security, and
                        training, subsequent analysis and planning activities are planned and will
                        be conducted. However, needs and requirements related to these areas
                        may arise during the course of system usage analysis in business
                        process areas. Documentation of these requirements will be supported
                        by adding entries on the respective forms so they are not lost. These can
                        then be consolidated and used as a starting point when the analysis for
                        the respective area is begun.

        Workproducts and Results:
                      Agency Procedures Requirements Form – F6.5.9a.
                      Agency Interface Requirements Form – F6.5.9b.
                      Agency Conversion Requirements Form – F6.5.9c.
                      Agency Reporting Requirements Form – F6.5.9d.
                      Agency Security Requirements Form – F6.5.9f.
                      Agency Training Requirements Form – F6.5.9g.
                      ID 13 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:
                      MARS Grants & Cost Allocation System Usage Analysis.
                      Cost Accounting Classification and Reporting Plan.
                      Source Document and Transaction Mapping Analysis.




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        6.5.14 Define Fixed Asset Usage

        Responsible: AIL

        Estimated Duration/Resource Requirements: One-Two weeks. Assume multiple
        meetings to work out effective usage of MARS fixed asset procedures. The duration of
        this activity will depend upon how extensive the agency requirements are related to fixed
        asset management

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Applicability of this step will be determined based on Step #2, Complete
                        Planning Questionnaire. If applicable, during this process, the AIL will
                        assemble appropriate agency staff, knowledgeable in the fixed assets
                        requirements and procedures of the agency, to define how the MARS
                        fixed asset features will be employed to support the agency. This
                        process will be supported by ALM and FAS personnel as appropriate to
                        ensure effective mapping to MARS capabilities. This process will begin
                        with a review of MARS functionality and system usage analysis, including
                        model agency procedures. Mapping to the MARS System Usage will be
                        performed in order to determine how agency related procedures will be
                        supported under MARS. Specifically, this process will validate usage of
                        the model agency procedures and identify, where necessary, agency-
                        specific procedures that are necessary.

                        In other areas, including reports, interfaces, conversion, security, and
                        training, subsequent analysis and planning activities are planned and will
                        be conducted. However, needs and requirements related to these areas
                        may arise during the course of system usage analysis in business
                        process areas. Documentation of these requirements will be supported
                        by adding entries on the respective forms so they are not lost. These can
                        then be consolidated and used as a starting point when the analysis for
                        the respective area is begun.

        Workproducts and Results:

                           Agency Procedures Requirements Form – F6.5.9a.
                           Agency Interface Requirements Form – F6.5.9b.
                           Agency Conversion Requirements Form – F6.5.9c.
                           Agency Reporting Requirements Form – F6.5.9d.
                           Agency Security Requirements Form – F6.5.9f.
                           Agency Training Requirements Form – F6.5.9g.
                           ID 14 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           MARS Fixed Assets System Usage Analysis.
                           Material Management Setup and Usage Strategy
                           Source Document and Transaction Mapping Analysis.




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        6.5.15 Define Inventory Usage

        Responsible: AIL

        Estimated Duration/Resource Requirements: One-Two weeks. Assume multiple
        meetings to work out effective usage of MARS inventory procedures. The duration of
        this activity will depend upon how extensive the agency requirements are related to
        inventory management.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Applicability of this step will be determined based on Step #2, Complete
                        Planning Questionnaire. If applicable, during this process, the AIL will
                        assemble appropriate agency staff, knowledgeable in the inventory
                        requirements and procedures of the agency, to define how the MARS
                        inventory features will be employed to support the agency. This process
                        will be supported by ALM and FAS personnel as appropriate to ensure
                        effective mapping to MARS capabilities. This process will begin with a
                        review of MARS functionality and system usage analysis, including model
                        agency procedures. Mapping to the MARS System Usage will be
                        performed in order to determine how agency related procedures will be
                        supported under MARS. Specifically, this process will validate usage of
                        the model agency procedures and identify, where necessary, agency-
                        specific procedures that are necessary.

                        In other areas, including reports, interfaces, conversion, security, and
                        training, subsequent analysis and planning activities are planned and will
                        be conducted. However, needs and requirements related to these areas
                        may arise during the course of system usage analysis in business
                        process areas. Documentation of these requirements will be supported
                        by adding entries on the respective forms so they are not lost. These can
                        then be consolidated and used as a starting point when the analysis for
                        the respective area is begun.


        Workproducts and Results:

                           Agency Procedures Requirements Form – F6.5.9a.
                           Agency Interface Requirements Form – F6.5.9b.
                           Agency Conversion Requirements Form – F6.5.9c.
                           Agency Reporting Requirements Form – F6.5.9d.
                           Agency Security Requirements Form – F6.5.9f.
                           Agency Training Requirements Form – F6.5.9g.
                           ID 15 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           MARS Inventory System Usage Analysis.
                           Material Management Setup and Usage Strategy.
                           Source Document and Transaction Mapping Analysis.




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        6.5.16 Define Budget Preparation Usage

        Responsible: AIL

        Estimated Duration/Resource Requirements: One-Two weeks. Assume multiple
        meetings to work out effective usage of MARS budget preparation procedures. The
        duration of this activity will depend upon how extensive the agency requirements are
        related to budget preparation management.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Applicability of this step will be determined based on Step #2, Complete
                        Planning Questionnaire. If applicable, during this process, the AIL will
                        assemble appropriate agency staff, knowledgeable in the budget
                        preparation requirements and procedures of the agency, to define how
                        the MARS budget preparation features will be employed to support the
                        agency. This process will be supported by ALM and FAS personnel as
                        appropriate to ensure effective mapping to MARS capabilities. This
                        process will begin with a review of MARS functionality and system usage
                        analysis, including model agency procedures. Mapping to the MARS
                        System Usage will be performed in order to determine how agency
                        related procedures will be supported under MARS. Specifically, this
                        process will validate usage of the model agency procedures and identify,
                        where necessary, agency-specific procedures that are necessary.

                        In other areas, including reports, interfaces, conversion, security, and
                        training, subsequent analysis and planning activities are planned and will
                        be conducted. However, needs and requirements related to these areas
                        may arise during the course of system usage analysis in business
                        process areas. Documentation of these requirements will be supported
                        by adding entries on the respective forms so they are not lost. These can
                        then be consolidated and used as a starting point when the analysis for
                        the respective area is begun.

        Workproducts and Results:

                           Agency Procedures Requirements Form – F6.5.9a.
                           Agency Interface Requirements Form – F6.5.9b.
                           Agency Conversion Requirements Form – F6.5.9c.
                           Agency Reporting Requirements Form – F6.5.9d.
                           Agency Security Requirements Form – F6.5.9f.
                           Agency Training Requirements Form – F6.5.9g.
                           ID 16 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           MARS Budget Preparation System Usage Analysis.
                           Budget Setup and Implementation Analysis.
                           Source Document and Transaction Mapping Analysis.




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        6.5.17 Define Disbursements Usage

        Responsible: AIL

        Estimated Duration/Resource Requirements: One-Two weeks. Assume multiple
        meetings to work out effective usage of MARS disbursement procedures. The duration
        of this activity will depend upon how extensive the agency requirements are related to
        budget preparation management.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Applicability of this step will be determined based on Step #2, Complete
                        Planning Questionnaire. If applicable, during this process, the AIL will
                        assemble appropriate agency staff, knowledgeable in the disbursement
                        requirements and procedures of the agency, to define how the MARS
                        disbursement features will be employed to support the agency. This
                        process will be supported by ALM and FAS personnel as appropriate to
                        ensure effective mapping to MARS capabilities. This process will begin
                        with a review of MARS functionality and system usage analysis, including
                        model agency procedures. Mapping to the MARS System Usage will be
                        performed in order to determine how agency related procedures will be
                        supported under MARS. Specifically, this process will validate usage of
                        the model agency procedures and identify, where necessary, agency-
                        specific procedures that are necessary.

                        In other areas, including reports, interfaces, conversion, security, and
                        training, subsequent analysis and planning activities are planned and will
                        be conducted. However, needs and requirements related to these areas
                        may arise during the course of system usage analysis in business
                        process areas. Documentation of these requirements will be supported
                        by adding entries on the respective forms so they are not lost. These can
                        then be consolidated and used as a starting point when the analysis for
                        the respective area is begun.

        Workproducts and Results:

                           Agency Procedures Requirements Form – F6.5.9a.
                           Agency Interface Requirements Form – F6.5.9b.
                           Agency Conversion Requirements Form – F6.5.9c.
                           Agency Reporting Requirements Form – F6.5.9d.
                           Agency Security Requirements Form – F6.5.9f.
                           Agency Training Requirements Form – F6.5.9g.
                           ID 17 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           MARS Disbursements System Usage Analysis.
                           Source Document and Transaction Mapping Analysis.




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        6.5.18 Define Travel Usage

        Responsible: AIL

        Estimated Duration/Resource Requirements: One-Two weeks. Assume multiple
        meetings to work out effective usage of MARS travel procedures. The duration of this
        activity will depend upon how extensive the agency requirements are related to travel
        management.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Since the MARS travel functionality will be phased in across the
                        Commonwealth, this step will only apply to the Children & Families,
                        Transportation, and Judicial Cabinets. If applicable, during this process,
                        the AIL will assemble appropriate agency staff, knowledgeable in the
                        travel requirements and procedures of the agency, to define how the
                        MARS travel features will be employed to support the agency. This
                        process will be supported by ALM and FAS personnel as appropriate to
                        ensure effective mapping to MARS capabilities. This process will begin
                        with a review of MARS functionality and system usage analysis, including
                        model agency procedures. Mapping to the MARS System Usage will be
                        performed in order to determine how agency related procedures will be
                        supported under MARS. Specifically, this process will validate usage of
                        the model agency procedures and identify, where necessary, agency-
                        specific procedures that are necessary.

                        In other areas, including reports, interfaces, conversion, security, and
                        training, subsequent analysis and planning activities are planned and will
                        be conducted. However, needs and requirements related to these areas
                        may arise during the course of system usage analysis in business
                        process areas. Documentation of these requirements will be supported
                        by adding entries on the respective forms so they are not lost. These can
                        then be consolidated and used as a starting point when the analysis for
                        the respective area is begun.

        Workproducts and Results:

                           Agency Procedures Requirements Form – F6.5.9a.
                           Agency Interface Requirements Form – F6.5.9b.
                           Agency Conversion Requirements Form – F6.5.9c.
                           Agency Reporting Requirements Form – F6.5.9d.
                           Agency Workflow Requirements Form – F6.5.9e.
                           Agency Security Requirements Form – F6.5.9f.
                           Agency Training Requirements Form – F6.5.9g.
                           ID 18 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           Source Document and Transaction Mapping Analysis.




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        6.5.19 Consolidate Agency-specific Policies and Procedures Requirements

        Responsible: AIL, Agency P/P Lead

        Estimated Duration/Resource Requirements: Two days. Assume one day to review
        and edit collected forms; an additional day as needed to obtain clarifications.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    During this process, the AIL should consolidate the agency-specific
                        procedures that have been identified. The procedures will be reviewed
                        for consistency and a common level of detail across the various process
                        areas and refined as needed. This consolidating document will support
                        subsequent policy and procedure development for the agency and
                        related training and testing activities.

        Workproducts and Results:

                           Assemble all Agency Procedures Requirements Forms – F6.5.9a.
                           ID 19 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           Completed Agency Procedures Requirements Forms.
                           Source Document and Transaction Mapping Analysis.




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        6.5.20 Consolidate Agency-specific Interface Requirements

        Responsible: AIL

        Estimated Duration/Resource Requirements: Two days. Assume one day to review
        and edit collected forms; an additional day as needed to obtain clarifications.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    During this process, the AIL should consolidate the agency-specific
                        interface requirements that have been identified. They should be
                        reviewed to check for duplicates and to derive an overall interface plan
                        for the agency, if such requirements are not already addressed by MARS
                        project plans.

        Workproducts and Results:

                           Assemble all Agency Interface Requirements Forms – F6.5.9b.
                           ID 20 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           Completed Agency Interface Requirements Forms.
                           Source Document and Transaction Mapping Analysis.




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        6.5.21 Consolidate Agency-specific Conversion Requirements

        Responsible: AIL

        Estimated Duration/Resource Requirements: Two days. Assume one day to review
        and edit collected forms; an additional day as needed to obtain clarifications.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    During this process, the AIL should consolidate the agency-specific
                        conversion requirements that have been identified. They should be
                        reviewed to check for duplicates and to derive an overall conversion plan
                        for the agency. This will become a key document for subsequent
                        conversion preparation and execution activities of the agency.

        Workproducts and Results:

                           Assemble all Agency Conversion Requirements Forms – F6.5.9c.
                           ID 21 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           Completed Agency Conversion Requirements Forms.
                           Source Document and Transaction Mapping Analysis.




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        6.5.22 Consolidate Agency-specific Reporting Requirements

        Responsible: AIL

        Estimated Duration/Resource Requirements: Two days. Assume one day to review
        and edit collected forms; an additional day as needed to obtain clarifications.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    During this process, the AIL should consolidate the agency-specific
                        reporting requirements that have been identified. They should be
                        reviewed to check for duplicates and to derive an overall reporting plan
                        for the agency. This will become the driving document for subsequent
                        report design and develop activities of the agency.

        Workproducts and Results:

                           Assemble all Agency Reporting Requirements Forms – F6.5.9d.
                           ID 22 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           Completed Agency Reporting Requirements Forms.
                           Source Document and Transaction Mapping Analysis.




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        6.5.23 Consolidate Agency-specific Security Requirements

        Responsible: AIL

        Estimated Duration/Resource Requirements: Two days. Assume one day to review
        and edit collected forms; an additional day as needed to obtain clarifications.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    During this process, the AIL should consolidate the agency-specific
                        security requirements which have been identified during Steps 6 through
                        11. They should be reviewed to check for duplicates and to derive an
                        workflow plan for the agency. This will become the driving document for
                        subsequent security preparation and execution activities of the agency.

        Workproducts and Results:

                           Assemble all Agency Security Requirements Forms – F6.5.9f.
                           ID 23 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           Completed Agency Security Requirements Forms.
                           Source Document and Transaction Mapping Analysis.




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        6.5.24 Consolidate Agency-specific Training Requirements

        Responsible: AIL

        Estimated Duration/Resource Requirements: Two days. Assume one day to review
        and edit collected forms; an additional day as needed to obtain clarifications.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    During this process, the AIL should consolidate the agency-specific
                        training requirements which have been identified during Steps 6 through
                        11. They should be reviewed to check for duplicates and to derive a
                        complete list of key training requirements. This will be used as an
                        important input when the need for agency-specific training is considered.
                        While MARS training is planned for all agencies, supplemental agency-
                        specific training may be deemed necessary depending up the extent of
                        agency-specific procedures and the results of this particular task.

        Workproducts and Results:

                           Assemble all Agency Training Requirements Forms – F6.5.9g.
                           ID 24 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           Completed Agency Training Requirements Forms.
                           Source Document and Transaction Mapping Analysis.




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        6.5.25 Develop Agency Implementation Plans

        Responsible: AIL

        Estimated Duration/Resource Requirements: One week. Duration will depend upon
        the scope of work defined during the agency system usage analysis. Regardless,
        development and review of the agency work plans should be accomplished within one
        week.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Based on the results of the system usage analysis and requirement
                        consolidation work, enough information will exist for the formulation of
                        agency-specific work plans related to MARS implementation and
                        preparation activities. The AILs and ALMs will work together to formulate
                        feasible plans based on available agency and project resources.

        Workproducts and Results:

                           Agency Implementation Workplans.
                           Agency Custom Checklists.
                           ID 25 on Agency SUA Checklist – C6.5.1a.

        Resources and Inputs:

                           Consolidated Agency Procedures Requirements Forms – F6.5.9a.
                           Consolidated Agency Interface Requirements Forms – F6.5.9b.
                           Consolidated Agency Conversion Requirements Forms – F6.5.9c.
                           Consolidated Agency Reporting Requirements Forms – F6.5.9d.
                           Consolidated Agency Workflow Requirements Forms – F6.5.9e.
                           Source Document and Transaction Mapping Analysis.




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        6.5.26 Issue Identification and Resolution

        Responsible: As assigned by AIL

        Estimated Duration/Resource Requirements: On-going.

        Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                        http://www.state.ky.us/agencies/adm/mars/mars.htm.

        Description:    Throughout the system usage analysis activities of the agency, issues will
                        arise that require management decision-making at the agency level.
                        Since MARS will introduce changes in how the agency conducts its
                        financial management, these decisions will resolve how such changes
                        will be made whenever the available alternative impact policies and
                        procedures or job requirements. A systematic process should be
                        following to track these issues and related decisions so that an effective
                        audit trail exists and so that the agency‘s implementation process can be
                        managed and kept on track.

        Workproducts and Results:

                           Issue Resolution Forms – F6.5.27a.

        Resources and Inputs:

                           Source Document and Transaction Mapping Analysis.




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6.6     Agency Interfaces Implementation Tasks

         Many agencies have their own computer systems and applications to support agency-
specific operational requirements. Many of these applications contain financial and procurement
information that will be electronically communicated to MARS. Most will be modified from the
present STARS coding structure to the new MARS coding structure. Table 8 lists all currently
identified interfaces to MARS for the July 1, 1999 cut over, including identified check writing
systems. There have been systems identified that will not be interfaced until after MARS
implementation, and these do not appear in Table 8. Additionally, systems that have been
identified for replacement are not listed.

        Every AIL should check if their agencies have systems listed. If no system is listed for an
agency, the remainder of the information in this section does not apply to that agency. If the
information provided in Table 8 is incorrect, ask your AIL to contact your ALM.

        Check writing systems identified in Table 8 are a special form of interface. The MARS
Project Disbursements Team has developed a functional specification for check writer formats. A
design for the Check Writer Interface has been provided to the agencies that have Check Writer
systems.

                                          Table 8. MARS Interfaces

RO Interface Title                           Cabin Che Star AIL            Business    DIS         DIS
VE                                           et    ck   s                  Contact     Branch      Mnemo
R                                                  Writ                                Manager     nic
ID                                                 er


71    Revenue Accounts Receivable            30   No    Yes Mike Burnside Carla        Jull        RAC
      (Accounts Receipt Posting System)                                   Hawkins
      Rev Intercept Info (CARS)
80    Revenue Distribution                   30   No    Yes Mike Burnside Agnes        Jull        ACR/
                                                                          Roberts                  REC
145 Vendor offsets program                   30   No    Yes Mike Burnside Carla        Jull        RAC
                                                                          Hawkins
128 Income Tax –Refund                       30   Yes   No Mike Burnside Carla         Jull
                                                                          Hawkins
79    Motor Fuel Refund                      30   Yes   No Mike Burnside Carla         Jull
                                                                          Hawkins
75    Revenue Check-Writer                   30   Yes   No Mike Burnside George        Jull
                                                                          Rolston
45    Kentucky Retirement Investment         31   No    Yes Joe Hutchison Glenn        x
                                                                          Valley
130 LGEAF - Coal Severance/Mineral           31   No    Yes Jim Reynolds Wayne         Roush
    Severance Non CAPS                                                    Miller
137 Six-Year Capital Plan                    31   No    No Ellen Nolan    John Hicks   x
46 Kentucky Retirement                       31   Yes   No Joe Hutchison Glen Valley   x
53 Local Government                          31   Yes   No Jim Reynolds Wayne          Roush
                                                                          Miller
39    Justice                                32   Yes   No Gerry Howard Ken            x
                                                                          Schwende
                                                                          man
81    School & Community Nutrition-SCS -     33   No    Yes Glen Brandt   Jim Melton   Bailey      111
      Education
85    Teachers Retirement                    33   Yes No     Doris Jones  Glen         x
                                                                          Gatewood
124 ALTS Automated License. & Taxation       35   No    Yes Taylor Manley Mark Bell    Waits       063
    System


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RO Interface Title                            Cabin Che Star AIL              Business   DIS          DIS
VE                                            et    ck   s                    Contact    Branch       Mnemo
R                                                   Writ                                 Manager      nic
ID                                                  er


92   Transportation Contractor Pay Estimate 35     No    Yes Taylor Manley Fred          x
     (030)                                                                 Upchurch
93   Transportation Equipment Management 35        No    Yes Taylor Manley Tony          Waits        062
     (062)                                                                 Chisom
                                                                           and John
                                                                           Syke
95   Transportation FMAPS                     35   No    Yes Taylor Manley Fred          x
                                                                           Upchurch
98   Transportation Materials Management      35   No    Yes Taylor Manley Fred          x
     (KMIMS)                                                               Upchurch
99   Transportation Payroll & Payroll         35   No    Yes Taylor Manley Jim           Roush        019
     Equipment (019)                                                       Dodson
91   Transportation                           35   Yes   No Taylor Manley Ronnie         x
                                                                           O'Nan
140 State Fire & Tornado Insurance            37   No    No Nick Piacsek                 x
10 CAMRA Interest Allocation                  39   No    Yes Ellen Nolan   Dwight        x
                                                                           Price
24   DIS Financial Management System          39   No    Yes Ellen Nolan   Ruth Ann      Bailey       FMS
                                                                           Sparks
33   Guardian Ad Litem - ANOC                 39   No    Yes Ellen Nolan   Peggy         x
                                                                           Wiley
42   Kentucky Imprest Cash (KICS) (approx. 39      No    Yes Ellen Nolan   Alex          Roush        KIC
     100 copies)                                                           Whitenack
59   OFMEA/ Invst Trking                   39      No    Yes Ellen Nolan   Dwight        x
                                                                           Price
86   Telecommunications                       39   No    Yes Ellen Nolan   Bill Davies   Roush        KAT
22   Circuit Clerk Fees                       39   Yes   Yes Ellen Nolan                 Roush
34   Higher Education Assistance Authority    39   Yes   No Londa          Dave Hunt     Roush
     (Student Aid Scholarship System)                        Wolanin
83   State Fair Board                         43   Yes   No Greg Randall Don             x
                                                                           Crawford
51   Labor Cabinet                            44   Yes   No Rodney Gross Bob Fannin      x
                                                                           Mike
                                                                           Heightche
112 Voc Rehabilitation Client Management      46   No    Yes Gary Brunker Norma          Bailey       WVR
                                                                           Green
169 Reimbursement, Commuter Assistance 46          Yes   No Gary Brunker BJ Parker       Karen
                                                                                         Robinson
168 WFD Unemployment Insurance                46   Yes No Gary Brunker Norma             Karen
                                                                        Green            Robinson
113 Workforce Development Employment          46   Yes No Gary Brunker Ronnie            Jackson
    Services                                                            Jump
62 Payroll interface into Budgeting or Data   47   No No Walt Gaffield Looney/Hic Roush               UPP
    Warehouse                                                           ks
106 Uniform Personnel & Payroll (UPPS)        47   No Yes Walt Gaffield Jim Looney Roush              UPP
    Labor Dist.
107 Uniform Personnel & Payroll (UPPS)        47   No    Yes Walt Gaffield    Jim Looney Roush        UPP
    Pre-note
108 Uniform Personnel & Payroll (UPPS)        47   No    Yes Walt Gaffield    Jim Looney Roush        UPP
    Vendor Feed
63 Personnel (UPPS)                           47   Yes No     Walt Gaffield   Jim         Roush
                                                                              Looney,
                                                                              Connie
                                                                              Page,
15   Allocation of DIS Charges CFC            48   No    Yes Susan            Rachael     x
                                                             Thurman          Carlton
16   Impact Plus CFC                          48   No    No Susan             John Bailey x


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RO Interface Title                      Cabin Che Star AIL           Business   DIS         DIS
VE                                      et    ck   s                 Contact    Branch      Mnemo
R                                             Writ                              Manager     nic
ID                                            er


                                                    Thurman
49  Kentucky Child Care Management      48   No   NoSusan          Rodney       x
    System                                          Thurman        Murphy
150 Long Distance Carrier Billings      48   No Yes Susan          Rachael      x
    Allocation CFC                                  Thurman        Carlton
151 Telephone Allocation System (KAF)   48   No Yes Susan          Susan        Roush       KAF
                                                    Thurman        Thurman
171 CFC/FAD Family Assistance Diversion 48   Yes No Susan          David        Ann
                                                    Thurman        Oliver       Jackson
172 CFC/FST Food Stamps Training        48   Yes No Susan          David        Ann
    Program                                         Thurman        Oliver       Jackson
173 CFC/JAS Jobs Training Program       48   Yes No Susan          David        Ann
    (STEP)                                          Thurman        Oliver       Jackson
174 CFC/JAS Jobs Training Program       48   Yes No Susan          David        Ann
    (STEP)                                          Thurman        Oliver       Jackson
40 KAMES                                48   Yes No Susan          Shirley      Rice
                                                    Thurman        Justice
41   KAMES Foster Care                  48   Yes No Susan          Rachael      Rice
                                                    Thurman        Carlton
105 TWIST                               48   Yes No Susan          Rodney       O'Nan
                                                    Thurman        Murphy
                                                                   564-6478
152 Allocation of DIS Charges CHS       49   No   Yes Miles Murphy Rachael      x
                                                                   Carlton
170 CHS Custom Data Processing Inc.     49   No   No Miles Murphy Arch Carr     Donna
    Systems                                                                     Veno
17 Impact Plus CHS                      49   No   No   Miles Murphy John Bailey x
50 Kentucky Early Intervention System   49   No   No   Miles Murphy John Bailey x
    (KEIS)
21 Long Distance Carrier Billings       49   No  Yes Miles Murphy Rachael       x
    Allocation CHS                                                Carlton
109 Medicaid Management Information     49   No No Miles Murphy Miles           x
    System (Unisys)                                               Murphy
87 Telephone Allocation System (KAH)    49   No Yes Miles Murphy Carolyn        Waits       KAH
                                                                  Lusk
19 CHS Foster Grandparent Program       49   Yes No Miles Murphy Arch Carr      x
175 WFD/UIB Unemplooyment Insurance     49   Yes No Arch Carr     Linda         Ann
    Claims & Benefits                                             Graves        Jackson

         The purpose of this section is to describe the tasks that must be accomplished to develop
interfaces and to modify existing applications to the new MARS coding structure. These tasks are
shown in Figure 86 and described in the following sub-sections.




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 List of Approved
                      MARS Interface
      Agency
                         Design
    Interfaces


                                                6.6.4
                                          Program and Unit
                                            Test Interface
                                              Software
                                                                   6.6.5
      6.6.1
                          6.6.2                                System Test           Deliver Interface
   Organize
                      Design Agency                           Interfaces with         File to MARS
    Interface
                     System Changes                          Modified Agency/        Interface Team
  Development
                                                              Legacy System
                                                6.6.3
                                           Modify Agency/
                                           Legacy System
                                            to Use MARS
                                               Codes



                               Figure 86 . Interface Task Overview.




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6.6.1   Organize Interface Development

         The purpose of this task is to ensure that the agency is prepared to perform the steps
necessary to implement MARS interfaces. The plan created in this task must show how the
development and testing of all interfaces identified in Table 8 are to be completed by the finish
date for task 6.6.5 on the Agency Implementation Workplan. This date is critical to get the
interface files to the MARS System Test Team to ensure that the proper flow of information can
be supported. If this schedule cannot be met, the AIL should contact the ALM immediately.

Responsible: AIL, Agency Technical Lead (ATL)

Estimated Duration/Resource Requirements: 2 weeks – ATL

Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:    AILs should examine the list of MARS interfaces in Table 8. Discrepancies
                should be immediately reported to the ALM. Next, they must determine which
                interfaces are maintained by their agencies and which are maintained by DIS.
                Assign an agency person responsible for monitoring each of these interfaces and
                for reporting progress to the AIL and ATL (Note that business contacts for each
                system are also listed in Table 8). For those interfaces that are maintained by the
                AIL‘s agency, a development team consisting of at least a business contact and
                programmer must be identified for each interfacing system.

                The agency‘s interface development team should be depicted by an organization
                chart or list showing individuals who are responsible for each of the interface
                systems and their reporting chain up to the AIL and ATL. Identify the team
                members responsible for modifying existing systems to the MARS structure and
                team members responsible for developing the interface software. If the same
                team members are to perform both functions, this should be clear in the
                organization chart/list since these tasks will have to be scheduled for sequential
                execution rather than parallel execution.

                Additionally, a Task Plan, showing the steps to be taken, start and complete
                dates, and resources assigned, should be created for the interface efforts. A list
                of activities for each interfacing system might be:

                Modify Agency/Legacy System to MARS Coding Structure:

                        Design the STARS-to-MARS code modification.
                          Design changes to the application software.
                          Design changes to the application database.
                        Conduct modification design walk-through.
                        Modify system to MARS coding structure.
                        Test modified system.

                Interface Development:

                        Design the interface programs.
                        Conduct interface design walk-through.
                        Program the interface.
                        Unit test the interface program.



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                System Test Interface:

                       Conduct System Test of modified application with interface program.
                       Deliver interface transaction file to MARS Interface Team.

                The AIL or ATL should prepare checklists for each interface to be implemented
                by the agency and use this checklist to track the progress of the interface
                implementation. This progress will be reported to the MARS Project ALM.

Work Products and Results:

                   Identification of each interface to be tracked for your agency.
                   Organization chart showing interface development team.
                   Task plan showing how all interfaces are to be developed.
                   Complete ID 1 on the MARS Agency Interfaces Implementation Checklist –
                    C6.6a.

Resources and Inputs:

                   MARS Interface Team Lead.
                   List of Approved MARS Interfaces.




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6.6.2   Design Agency System Changes

        The purpose of this task is to prepare designs for modifying the existing system to the
MARS coding structure and for developing MARS interfaces for an agency. The MARS Project
Interface Team will provide designs for the MARS side of each interface. It is the responsibility of
the agency or DIS maintenance team to provide the expertise for the agency or legacy system.

Responsible: ATL

Estimated Duration/Resource Requirements: 2 weeks per system – Analyst and Programmer

Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:    The new Chart of Accounts (COA) will be one of the main driving factors to
                making modifications to the agency‘s system. To accomplish this task, the
                agency will need to determine which codes will be used to support the interfaces.
                This does not mean that the agency will have to complete task 6.5.8 and design
                their new COA. Only COA modifications to the existing agency/legacy system
                database need to be identified to support the interface.

                For example, if an agency is to implement an interface to MARS that passes
                documents to ADVANTAGE, then only those COA codes on those documents will
                be involved in the interface. Worse case would be to include all seventeen COA
                codes in the database. The agency must design the new database structure for
                the agency/legacy system to include these COA codes and to remove the no
                longer used STARS codes in order for the interface program to work. However,
                this does not mean that a crosswalk between the old STARS coding to the new
                MARS coding is necessary at this time. The agency/legacy system database
                does not need to be converted at the data level, only have the pertinent data
                elements added to support the interface. Data generated through the modified
                agency application can be used for interface testing purposes.

                The agency‘s AIL should obtain copies of the MARS Interface Design: For
                Systems Converting to MARS Codes and MARS Interface Design: For Check
                Writer Systems from the MARS Project for each interface development team
                (these documents are available at the following website:
                http://www.state.ky.us/agencies/adm/mars/mars.htm). These documents have
                instructions for how to construct interfaces with the MARS system and should be
                used to design changes to the existing system. Some agencies have special
                interfaces that will be handled on a per case basis with specialized designs.
                These are also to be obtained from the MARS Project. The system maintenance
                organization (e.g., agency or DIS) will use these documents to design changes to
                the agency/legacy system.

                The products of this task are designs for each interface showing changes to be
                made to the existing agency or legacy system and for developing the interface
                programs. System Interface Designs should address both changes to the
                application and to the databases to accommodate the MARS coding structure.

                A design walk-through must be completed with appropriate agency personnel
                prior to completing this task.

Work Products and Results (for each interfacing system):


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                   A list of systems (from Table 8) being changed to the MARS coding structure.
                   A list of systems (from Table 8) being interfaced with MARS.
                   System Modification Design for each system being changed to the MARS
                    coding structure.
                   System Interface Design for each system being interfaced with MARS.
                   Complete ID 2 on the MARS Agency Interfaces Implementation Checklist –
                    C6.6.a.

Resources and Inputs:

                   MARS Interface Team Lead.
                   MARS Conversion Team Lead.
                   MARS Interface Design: For Systems Converting to MARS Codes
                    (http://www.state.ky.us/agencies/adm/mars/mars.htm).
                   MARS Interface Design: For Check Writer Systems
                    (http://www.state.ky.us/agencies/adm/mars/mars.htm).
                   MARS special case interface designs, where applicable.




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6.6.3   Modify the Agency/Legacy System to Use MARS Codes

        Most systems interfacing with MARS will be modified to use the MARS coding structure.
The MARS Project has conducted an analysis of the existing STARS Chart of Accounts and
associated agency-specific codes and has documented a crosswalk of codes from STARS to
MARS for use by the agencies. Agencies are responsible for modifying agency-maintained
systems and for supporting DIS in the modification of DIS-maintained legacy systems.

Responsible: ATL

Estimated Duration/Resource Requirements: 3 weeks per system being converted -
       Programmer/Analyst

Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:    The System Modification Design created in 6.6.2 is used to modify the existing
                application to use the new MARS coding structure as applicable for an agency,
                making appropriate changes to the application software and database. The
                modified application is tested and compared against the production application
                output. The modified agency/legacy application will be used to generate data that
                will be extracted by the interface program from the modified application database
                for generating MARS documents.

                The actual cut over to the MARS version of the application will not occur until July
                1, 1999. Prior to cutover, user and operations documentation is updated where
                applicable. A cutover plan should be devised for the agency to transition from
                the old STARS-based system to the new MARS-based system. This plan should
                address converting the agency production database on or about July 1, 1999 and
                moving the new application into production.

Work Products and Results:

                   Converted and tested application and database.
                   Transition Plan for the July 1, 1999 cut over.
                   Complete ID 3 on the MARS Agency Interfaces Implementation Checklist –
                    C6.6.a.

Resources and Inputs:

                   MARS Interfaces Team Lead.
                   MARS Conversion Team Lead.
                   System Modification Design from Section 6.6.2.
                   Chart of Accounts crosswalk.
                   Agency-specific code crosswalk.
                   MARS crosswalk code segments to use as an example.




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6.6.4   Program and Unit Test Interface Software

        The purpose of this task is to create interface programs needed to transfer data between
agency or legacy systems and MARS. This task should be referenced for systems being
redesigned before July 1, 1999 and for new systems implemented after July 1, 1999.

Responsible: ATL

Estimated Duration/Resource Requirements: 3 weeks per interface – Programmer

Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:    The System Interface Design created in 6.6.2 is used to code and unit test
                interface software. If applicable, interfaces must be tested and validated once
                MARS coding modifications to existing systems are complete. Instructions are
                written on how to run the software and how to move the interface transaction file
                to the DIS region for loading into MARS. If you determine that an interface
                related data conversion need exists, notify your ALM.

Work Products and Results:

                   Unit tested interface software.
                   Instructions on how to run interface software.
                   Operational instructions on how to transfer the interface transaction file to
                    MARS.
                   Complete ID 4 on the MARS Agency Interfaces Implementation Checklist –
                    C6.6.a.

Resources and Inputs:

                   MARS Interface Team Lead.
                   MARS Interface Design: For Systems Converting to MARS Codes
                   MARS Interface Design: For Check Writer Systems
                   System Interface Design from Section 6.6.2.
                   Converted and tested applications and database.




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6.6.5   System Test Interfaces with the Modified Agency/Legacy System

         Testing of the interfaces requires having an area separate from the production area
where the modified applications and MARS interface programs can be located and used without
disruption to ongoing production work. If the application has been changed to use the MARS
coding structure, then its database will also need modification for interface testing.

Responsible: ATL

Estimated Duration/Resource Requirements: 1 week – Programmer

Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:    It is important to test the modified application and database with the interface
                programs as a system. This involves using the application that has been
                modified to use the MARS codes to generate test data for the interface. The
                interface program will run against these data to create the interface documents to
                be sent to MARS. Documents and batch file constructs are visually inspected to
                see if expected results are being produced.

                Notify the AIL when you have determined that the interface program is operating
                properly with the modified agency/legacy system. The AIL will notify the ALM so
                that the interface file can be added to the MARS System Test activities where
                interface data will be processed and tested from the MARS perspective. The
                MARS Central Team does not require copies of the modified application nor
                interface programs, only the interface files containing MARS documents.

Work Products and Results:

                   Test results.
                   Notification that the interface file is ready for MARS System Test.
                   Interface batch file to use in the MARS System Test.
                   Complete ID 5 on the MARS Agency Interfaces Implementation Checklist –
                    C6.6.a.

Resources and Inputs:

                   MARS Interface Team Lead.
                   MARS Interface Design: For Systems Converting to MARS Codes.
                   MARS Interface Design: For Check Writer Systems
                   System Interface Design from Section 6.6.2.
                   System Modification Design from Section 6.6.2.




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6.7    Data Conversion Tasks

          Each of the five tasks in this section will need to be completed for every system that will
be converted. The MARS Central Conversion Team will handle conversion of STARS and KAPS
data. Conversion of agency-specific data is the responsibility of the agency with support from the
MARS Conversion Team. Candidates for agency-specific conversion are those systems being
replaced by MARS. Most systems slated for replacement by MARS have their functionality fully
within MARS capabilities. In very limited circumstances, a system being replaced may have
information critical to programmatic operation and must have data converted. Some systems that
will interface with MARS (see Table 8) may also need data converted to MARS for continued
operations on July 1, 1999 (e.g., open items spanning the fiscal year).

        At present, no data other than STARS and KAPS have been ―officially‖ recognized for
conversion; therefore, agencies must examine their data needs for the July 1, 1999 cut over to
MARS for both interfaced and replaced systems. Their AILs will notify the MARS Conversion
Team of those needs. Likely candidates are inventory, fixed assets, and accounts receivables
systems. Questions can be addressed to Brett Antle or Pat Hosley (564-1238). Tasks associated
with conversion are shown in Figure 87 below.

                                               6.7.1 Validate Accounting Crosswalks


                                  6.7.1.1
                        Validate Statewide Chart of
                           Accounts Crosswalk
                                                                         Follow GOPM Update Policy if
                                                                                  Needed.

                                  6.7.1.2
                         Validate Capital Project
                          Accounts Crosswalk


                                  6.7.1.3
                                                                        Return Changes to MARS Central
                      Validate STARS Grant/Grant Yr/
                                                                         Conversion Team through your
                       Sub Grant to MARS Project/
                                                                                     ALM.
                      SubProject/Phase Crosswalks



                                   6.7.2 - 6.7.6 Identifying and Converting Agency Specific Data




       6.7.2.
     Determine                                               6.7.4.                      6.7.5.               Provide
                                   6.7.3.
  Agency-Specific                                       Develop and Test            Extract Data to        Information to
                               Design Data
  Data Conversion                                         Data Extract              be Loaded into       the MARS Central
                             Extract Programs
   Requirements                                            Programs                     MARS                    Team




  List of Candidate
       Systems




                                          Figure 87. Conversion Tasks.




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        There are two independent activities: validating accounting crosswalks; and, identifying
and converting agency-specific data. The first activity must be performed to ensure that the
crosswalks of the centrally defined COA and Project/Sub Project/Phase elements are accurate.
The second activity need only be performed if the agency has agency-specific data to be
converted to the MARS database. The following sections describe the tasks associated with
agency data conversion.




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6.7.1   Validate Accounting Crosswalks

This task involves validating accounting crosswalks described in tasks 6.7.1.1-6.7.1.3. The
crosswalks include Statewide Chart of Accounts (task 6.7.1.1), Capital Project Accounts (task
6.7.1.2), and Grants (6.7.1.3).

Responsible: AIL

Estimated Duration/Resource Requirements: Please refer to tasks 6.7.1.1-6.7.1.3.

Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:    Complete tasks 6.7.1.1-6.7.1.3.


Work Products and Results:

                   Completed tasks 6.7.1.1-6.7.1.3.

Resources and Inputs:

                   None.




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6.7.1.1 Validate Statewide COA Crosswalk

         The MARS Chart of Account team has developed Statewide Chart of Account Crosswalk
from STARS to MARS. The MARS Conversion Team will use this crosswalk to perform an
automated conversion, which will establish Chart of Accounts in MARS. Any changes or updates
to the Statewide COA Crosswalk must be communicated to both the ALM and the GOPM Policy
Analyst for your agency. After the GOPM Policy Analyst has approved changes, agencies will
need to contact the MARS Conversion team lead to make necessary updates to the COA
Crosswalk.


Responsible: AIL

Estimated Duration/Resource Requirements: 2 weeks.

Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:    Review and validate the COA Crosswalk Spreadsheet (Website:
                http://www.state.ky.us/agencies/adm/mars/mars.htm).


Work Products and Results:

                   Validate Statewide COA Crosswalk Spreadsheet.
                   Complete ID 1 on the MARS Data Conversion Checklist – C6.7.a.


Resources and Inputs:

                   Statewide COA Crosswalk.
                   COA Plan.




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6.7.1.2 Validate Capital Project Accounts Crosswalk

         The MARS Chart of Account team has developed Capital Project Accounts Crosswalk
from STARS to MARS. The MARS Conversion Team will use this crosswalk to perform an
automated conversion, which will establish Capital Project Accounts in MARS. Any changes or
updates to the Capital Project Accounts must be communicated to both the ALM and the GOPM
Policy Analyst for your agency. After the GOPM Policy Analyst has approved changes, agencies
will need to contact the MARS Conversion team lead to make necessary updates to the Capital
Project Accounts.


Responsible: AIL

Estimated Duration/Resource Requirements: 2 weeks.

Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:    Review and validate the Capital Project Accounts Crosswalk (Website:
                http://www.state.ky.us/agencies/adm/mars/mars.htm.

Work Products and Results:

                   Validate Capital Project Accounts Crosswalk Spreadsheet.
                   Complete ID 2 on the MARS Data Conversion Checklist – C6.7.a.


Resources and Inputs:

                   Capital Project Accounts Crosswalk.




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6.7.1.3 Validate STARS Grant/Grant Yr/Sub Grant to MARS Project/Sub Project/Phase
         Crosswalks

        The MARS Grants/Projects Team has completed a crosswalk of STARS Grants/YR/Sub
Grant to MARS Project/Sub Project/Phase codes. The MARS Conversion Team will use this
crosswalk to perform an automated conversion, which will establish these records in MARS.
Changes to this crosswalk must be requested by contacting the MARS Conversion team lead. All
change requests must be completed and approved by the end date of this task.


Responsible: AIL


Estimated Duration/Resource Requirements: 1-2 weeks.


Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                http://www.state.ky.us/agencies/adm/mars/mars.htm.


Description:    Review and validate the Grants Crosswalk Spreadsheet (GRANTX.XLS)
                (Website: http://www.state.ky.us/agencies/adm/mars/mars.htm). Communicate
                any changes to the crosswalk to your ALM.


Work Products and Results:

                   Validate Grants Crosswalk Spreadsheet.
                   Complete ID 3 on the MARS Data Conversion Checklist – C6.7.a.


Resources and Inputs:

                   STARS Grant/Grant Yr/Sub Grant to MARS Project/Sub Project/Phase
                    Crosswalks.




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6.7.2   Determine Agency-Specific Data Conversion Requirements

         As discussed above, agencies may have a requirement to convert agency-specific data to
MARS to either replace an existing system or to support ongoing production activities for an
interfacing system. Note that there may also be data that may be required, but will not have to be
converted for the July 1, 1999 cut over date. The agency should examine each of its systems that
are being either replaced by MARS or interfaced to MARS and determine if there is a need to
convert data from those systems into MARS. The decision logic to follow is given in Figure 88.

   Confirmed
 Replacement or                                                                        Notify MARS
                                Data
    Interface                                Yes                                       Conversion
                             Required for
    Systems                                                                            required by
                             Production?
                                                                                       July 1, 1999


                                      No




                                             Yes
                             Required for                 Perform Cost
                             Agency Ops?                 Benefit Analysis


                                    No

                                                                                             Yes


                                             Yes                              Yes
                             Required for                     Cost                     Required by
                             Reporting?                     Beneficial?                July 1999?


                                      No
                                                                  No                          No



                                                                                       Notify MARS
                                                                                       Conversion
                               Do Not
                                                                                        is required
                             Convert Data
                                                                                            after
                                                                                       July 1, 1999



                              Figure 88. Conversion Decision Chart.
Responsible: AIL

Estimated Duration/Resource Requirements: 1 day per system – Functional and technical
personnel familiar with the system operations and data.

Due Dates:        See ―Key Dates‖ section on the agency implementation website at
                  http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:      For each system being replaced by MARS or interfaced to MARS, the decision
                  logic in Figure 88 is used to determine if data are required for conversion, and, if
                  so, if they are required for the July 1, 1999 cut over to MARS. Agency
                  judgements should be documented and returned to the MARS Project
                  Conversion Team.



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Work Products and Results:

                   Documented decisions on agency-specific data conversions.
                   Complete ID 4 on the MARS Data Conversion Checklist – C6.7.a.

Resources and Inputs:

                   List of replacement systems for the agency.
                   List of interface systems for the agency.
                   MARS Conversion Team Lead.




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6.7.3   Design Data Extract Programs/Manual Procedures

        Data extraction can be either an automated or a manual procedure. If automated,
programs are generally thought of as expendable code to be used once and discarded.
Therefore, the design of these programs does not need to be elaborate, just enough so that a
programmer knowledgeable of the database can determine what data to extract and in what
format to output these data. Indeed, the design does not have to be formally documented, but
could consist of analyst and programmer notes.

        If it is determined that there is not enough data to justify development of a data extract
program, manual procedures for converting the data should be developed. These procedures can
be as complex as an MS Access application, or as simple as a Word or Excel document. At a
minimum, these procedures should include detailed instructions on mapping the data to the
MARS format, procedures for accommodating the conversion and creating the corresponding
document containing the converted data.

Responsible: ATL

Estimated Duration/Resource Requirements: 2 days per system – programmer and functional
analyst

Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:    Formatting and structure for the data to be extracted for loading into MARS is
                determined using MARS Conversion Team information, as well as methods for
                extracting data (e.g., system utilities, custom programs, etc.). This effort is
                coordinated with the MARS Conversion Team.

Work Products and Results:

                   Informal design for how to extract data from the agency system for each
                    system.
                   Manual procedures.
                   Complete ID 5 on the MARS Data Conversion Checklist – C6.7.a. (Please
                    complete a checklist for each system converted.).

Resources and Inputs:

                   MARS Conversion Team Lead.
                   Data format for loading into MARS from the MARS Conversion Team.




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6.7.4   Develop and Test Data Extract Programs/Manual Procedures

           Data extract programs do not have to be exhaustively tested, especially when system
utilities are employed. Effort should focus on ensuring that all of the desired data are extracted
and that associated data and data relationships are appropriately identified.

Responsible: ATL

Estimated Duration/Resource Requirements: 2 weeks per system – programmer

Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:    Extract programs and manual procedures are developed as per the design. The
                extracts are tested to ensure that the data are being extracted as desired, and put
                in the format defined by the MARS Conversion Team. A list is completed for
                each data conversion that details steps to take in order to extract, cleanse, and
                validate data. The data extract list is used during testing and corrections are
                applied as applicable.

Work Products and Results:

                    Data extract programs or manual procedures.
                    Data extract list.
                    Complete ID 6 on the MARS Data Conversion Checklist – C6.7.a. (Please
                     complete a checklist for all systems converted.).

Resources and Inputs:

                    MARS Conversion Team Lead.
                    Data extract program design.




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6.7.5   Extract Data to be Loaded into MARS

         The purpose of this task is to actually extract data from the agency/legacy system for
loading into MARS. The MARS Conversion Team will be conducting two trial simulations of
building the MARS production database. If agency data are needed for the July 1, 1999
production cut over, then live samples of these data must be extracted and provided to the MARS
Conversion Team so that it can be included in these simulations. It should be noted that this
simulation data is not the actual data to be loaded into the production database on July 1, 1999.
The data extract programs, procedures, data extract checklists, etc. will be stored and used again
in June 1999 to perform the final production data extract for your agency systems.

         Please note that there are two timelines associated with this task: one for the simulation
of building the MARS production database and the other for the actual loading of the final
production data. Please refer to the Workplan.

Responsible: ATL

Estimated Duration/Resource Requirements: 1 day per system – programmer

Due Dates:      See ―Key Dates‖ section on the agency implementation website at
                http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:    The data extract list completed in task 6.7.4 is referenced for extraction,
                cleansing, validation, and testing. The extract programs and procedures are run
                for each of the systems from which data are to be extracted. Data cleansing
                activities are conducted as required as required and the results are validated.
                Validated data files are provided to the MARS Conversion Team for inclusion in
                the conversion simulations. All programs, lists, etc. used during this task should
                be stored for use in June 1999 during the final production data extraction.

Work Products and Results:

                    Validated data extract files.
                    Stored programs, lists, procedures, etc.
                    Complete ID 7 on the MARS Data Conversion Checklist – C6.7.a. (Please
                     complete a checklist for all systems converted.)

Resources and Inputs:

                    MARS Conversion Team Lead.
                    Data Extract checklist from task 6.7.4.




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6.8   Data Preparation, Setup, & Loading Tasks

        Data Preparation, Setup, and Loading refers to the tasks related to collecting the data
necessary to support the Commonwealth‘s business processes in MARS July 1, 1999. The
purpose of this task is to pre-populate tables so that agencies will have their tables ready on
                  st            st
MARS by July 1 . After July 1 , agencies will be able to add, change, and delete entries in tables
on line. Data must be prepared for the system components that will be used by each agency. In
addition, some data must be prepared by all agencies using MARS. For example, Agency Chart
of Accounts (COA) data is needed irrespective of the use of a particular business function. As
illustrated in Figure 89, data collected and prepared by the agencies will be collected centrally
through each ALM. The ALM will then pass the data to the MARS Central Team for loading into
the MARS systems.




                   Agency Data                    ALM                    MARS Central
                                                                     Implementation Team




                             Figure 89. Collection of Data Prep Forms.

        Once collected by the Central Team, the data will be aggregated with data from other
agencies and loaded to the appropriate system database tables. As shown in Figure 90, during
the cutover period, agencies will have the opportunity to review, correct and load certain data.
Cutover procedures will be defined at a later time.

Timeline     Activity                                   Agency             Central
             Population of Data Prep forms (tasks       Completed
Pre-         6.8.3 and 6.8.4)                           forms
cutover
             Collection of Data Prep forms                                 ALM collects

             Aggregation of Data                                           Central Imp. Team
                                                                           aggregates
             Loading of Data                                               Central Imp. Team
                                                                           loads
Cutover
             Review/correction of Data                  Agencies
Cutover                                                 review/correct
Period                                                  data


July 1 Implementation

                                 Figure 90. Data Preparation Timeline.




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Overview of Approach

           The Framework for Beginning Data Preparation, Setup, and Loading

            Data Preparation, Setup and Loading activities are closely related to Agency System
        Usage Analysis and Data Conversion activities. As shown in Figure 91, Data Preparation,
        Setup and Loading activities are driven by input from Agency System Usage Analysis and
        Conversion analysis.

           First, Agency System Usage Analysis information regarding the MARS system
        components that will be implemented (tasks 6.5.9 – 6.5.18) and the definition of Agency
        COA (task 6.5.8) provide part of the framework.

            Second, information gained through Conversion activities regarding reviews of the
        Statewide chart of accounts crosswalk and analysis of agency specific conversion
        requirements, complete the framework needed to begin Data Preparation, Setup, and
        Loading.

           Identifying Data to be Prepared and Setup

            The next step is to identify what MARS Data Preparation Forms must be completed.
        Information from the Agency System Usage Analysis and Conversion activities, along with
        ALM support, are used to identify the various data forms outlined in task 6.8.1.

           Determining the Data Population Method

            Once the applicable data preparation forms have been identified, the next step is to
        determine how the forms will be populated. Data needed for MARS may already be
        available in STARS or KAPS, so a mechanism has been provided to allow agencies to
        request existing data in electronic form. Data may also be in electronic form within an
        agency system. When this is the case, an agency specific conversion process must be
        designed and developed. Finally, data may need to be created manually.

           Automated and Manual Conversion of Data

            As shown in Figure 91, Data Preparation, Setup, and Loading then shifts to
        Conversion activities to develop the necessary means to populate the needed data.
        Manual procedures and/or automated conversions must be designed and developed.
        Once in place, the manual and/or automated conversions are executed and the data
        preparation forms are populated with the requisite data.

           Finishing the Process: Loading Data Into MARS

             The final step in Data Preparation, Setup, and Loading is to pass the completed data
        forms to the ALM, for those tables that will be centrally loaded into MARS. If necessary,
        agencies may zip files prior to emailing them to ALMS. The ALM will then deliver the data
        to the Conversion team where the data will be aggregated with data from other agencies
        and loaded into the appropriate database tables. During the cutover period, the loaded
        data can be reviewed and corrected as needed.

   This approach is represented by Figure 91. In this figure, each main box represents a
Notebook chapter, with tasks and task template numbers represented by the flow chart boxes.




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                                                              MARS Enterprise Model
                                                                  (Chapter 5)
                                                                                                                                   Agency Conversion
         Planning                                                                                                                  Requirements Forms
                                                                                  Agency SUA Forms
       Questionnaire                                                                                                                     (6.5.21)
                                                                                   (6.5.19 - 6.5.24)
          (6.5.2)



                                                      Agency System Usage Analysis (6.5)                                          Data Conversion (6.7)


                                                       Definition of                                                                             Determine Agency
                                                         System               Definition of                              Validate Statewide           Specific
                                                     Components to            Agency COA                                  COA Crosswalk             Conversion
                                                       Implement                (6.5.8)                                        (6.7.1)             Requirements
                                                     (6.5.9 - 6.5.18)                                                                                 (6.7.2)




                                                                            Identify Data Prep,
                                                                             Setup, & Loading
                                                                            Forms to Populate
                                                                                   (6.8.1)




                                                         Purchasing:            Budgeting:            Financial:
                                                      Identify Data Prep,   Identify Data Prep,   Identify Data Prep,
                                                       Setup, & Loading      Setup, & Loading      Setup, & Loading
                                                      Forms to Populate     Forms to Populate     Forms to Populate
                                                           (6.8.1.1)             (6.8.1.2)             (6.8.1.3)
         Data Preparation, Setup and Loading (6.8)




                                                                                                                                     Design Data Extract
                                                                               Determine
                                                                                                                                      Program/Manual
                                                                            Population Method
                                                                                                                                         Procedures
                                                                                 (6.8.2)
                                                                                                                                           (6.7.3)



                                                                                                                                      Develop and Test
                                                                                                                                        Data Extract
                                                                                                                                      Program/Manual
                                                                                                                                        Procedures
                                                                                                                                           (6.7.4)

                                                                 Perform Manual                Perform
                                                                   Population                 Automated
                                                                      (6.8.3)                 Population
                                                                                                (6.8.4)


                                                                                                                                      Extract Data to be
                                                                                                                                      Loaded into MARS
                                                                                                                                            (6.7.5)




                                                                 Figure 91. Data Preparation, Setup, and Loading Tasks.




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6.8.1    Identify Data Preparation, Setup, and Loading Forms to Populate

Responsible: AIL

Estimated Duration/Resource Requirements: Please refer to tasks 6.8.1.1-6.8.1.3.

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     The purpose of this task is to identify Data Prep forms that each agency will need
                 to populate for the system components they will utilize. The reusable software
                 that will be integrated in MARS include:

                 AMS’s Procurement Desktop®, an automated tool that streamlines all phases
                 of the procurement process.

                 BRASS, the Budgeting Reporting and Analysis Support System, an enterprise-
                 wide budget preparation system designed exclusively for government.
                 Department and budget office staff will have access to complete governmental
                 budget formulation, analysis, reporting and monitoring capabilities.
                                            TM
                 AMS ADVANTAGE 2000 Series for Government, an integrated suite of
                 financial applications designed specifically to support state and local
                 governments.

                 Data Prep forms are designed to collect agency-specific data to set up in
                 Procurement Desktop, BRASS, and ADVANTAGE, for the Implementation of
                 MARS. In order to accomplish this task, complete tasks 6.8.1.1-6.8.1.3.


Work Products and Results:

                    Completed tasks 6.7.1.1-6.7.1.3


Resources and Inputs:

                    None.




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6.8.1.1 Purchasing: Identify Data Preparation, Setup, and Loading Forms to Populate

Responsible: The AIL should refer to the instruction sheet on each form or template.

Estimated Duration/Resource Requirements: Duration and resource requirements will vary
              based on the functionality implemented within each agency as well as the
              complexity of each identified form. Refer to the instruction sheet on each form or
              template for more information.

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm. Most of the work products
                 from the MARS Procurement Agency-Specific Template Data Section are
                 designed to accommodate agency-specific needs. Agencies should establish
                 their own schedules for completion of the templates that works within the overall
                 dates outlined by the implementation workplan.

Description:     The purpose of this task is to identify Data Prep forms that each agency will need
                 to populate for the system components they will utilize. Data Prep forms are
                 designed to collect agency-specific data for the implementation of MARS. These
                 forms are available on the website
                 (http://www.state.ky.us/agencies/adm/mars/mars.htm). Each form will contain
                 instructions on how to complete the form and where to get help. In this task, you
                 will identify whether or not your agency needs to use the following types of data:

                    MARS Organization Data
                    MARS Agency-Specific Template Data
                    MARS Fixed Asset Exceptions Data
                    MARS Procurement Card Data

                 MARS Organization Data Setup
                 Throughout the Procurement Desktop (PD) application users must access
                 information on internal Commonwealth organizations to determine offices,
                 contacts and addresses when creating most documents within the system.
                 These documents require users to enter the appropriate organizations that will act
                 as agents within the procurement process. These organizations include contract
                 administration offices, delivery addresses, payment addresses, requesting
                 offices, etc. The AIL is responsible for determining which organizations need to
                 be entered into PD for the MARS system. For your planning purposes, check the
                 box below if your agency needs to collect this type of data. Review the form and
                 its instruction to help you determine its applicability. This is a required form and
                 will be centrally loaded into MARS tables.

        Form Number       Form Name                                                     Apply
                                                                                        (Yes or No)
        F6.8.1.1a         Commonwealth Organizations Data Collection Form


                 MARS Agency-specific Template Data
                 System Administrators control how the system is configured for end-users. This
                 task will help System Administrators customize the system to most effectively
                 meet the needs of Kentucky. This customization includes such things as
                 providing reference data to populate drop-down menus, creating user document
                 templates, defining business rules, and configuring system security features.



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                 Commonly used templates that are created and maintained by System
                 Administrators are:
                  Accounting
                  Attachment
                  Checklist
                  Milestone
                  Evaluation Criteria
                  Clause
                  Reference Library
                  Routing
                  Team Task

                 For your planning purposes, go through the following table and check which
                 forms apply to your agency and whether each type of information must be
                 completed prior to 7/1/99. Review the forms and their instructions to help you
                 determine their applicability.

                 These forms are optional, and their data will be entered into MARS tables by the
                 agencies. Decisions regarding use of these areas are not required by 7/1/99. By
                 waiting until after 7/1/99, agencies will be able to monitor their usage of MARS
                 with live data and test for accuracy, prior to deciding which templates would
                 provide them with the greatest functionality.


Form Number      Form Name                                         Apply            Prior to 7/1/99
                                                                   (Yes or No)      (Yes or No)
F6.8.1.1b        Accounting Template Needs Form
F6.8.1.1c        Attachment Template Data Collection Form
F6.8.1.1d        Checklist Template Data Collection Form
F6.8.1.1e        Milestone Template Data Collection Form
F6.8.1.1f        Evaluation Criteria Data Collection Form
F6.8.1.1g        Evaluation Criteria Template Form
F6.8.1.1h        Clause Template Data Collection Form
F6.8.1.1I        The Reference Library Data Collection Form
F6.8.1.1j        Routing Template Data Collection Form
F6.8.1.1k        Team Data Collection Form


                 MARS Fixed Asset Exceptions
                 In order to maintain a direct link between the fixed asset management and
                 purchasing components of MARS, the Commonwealth has requested that the
                 Procurement Desktop initiated Invoice create a fixed asset shell in ADVANTAGE
                 desktop. The dollar value and commodity code of an item will determine whether
                 a fixed asset shell should be created in ADVANTAGE. The Agency must have
                 the ability to designate fixed asset exceptions according to Agency-specific rules,
                 which will avoid the creation of a fixed asset shell for items that the agency does
                 not categorize as fixed assets, and will create a shell for agency-designated fixed
                 assets. The Agency will be able to maintain fixed assets through the Fixed Asset
                 exception task within System Administration. Fixed Asset exceptions will be
                 entered into the system after the system goes live and is available for agency
                 use. Prior to the system going live, agencies can develop a list of fixed asset
                 exceptions that can be entered once the system is available.

                 The Central Implementation team will provide the Agency with a list of
                 Commodities that have been designated as Fixed Assets by the Commonwealth.


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                 The Agency should access the MARS Agency Implementation web-site to locate
                 the list of fixed assets commodity codes at the following address:
                 http://www.state.ky.us/agencies/adm/mars/mars.htm. This list of commodity
                 codes will be available by April 12, 1999.

                 The Agency should examine the provided list of Commodities that are specified
                 as Fixed Assets and determine if there are any differences in how they track fixed
                 assets. These commodities are considered Fixed Asset exceptions. In MARS
                 the definitions of fixed assets and inventory are considerably different from those
                 used in the past: inventory is consumable supplies and items held for resale.
                 Fixed assets are tangible property with a useful life of more than one year, which
                 are not consumable in nature. Statute requires that all fixed assets with a cost of
                 $500 or more be tagged and tracked by the budget unit. Additionally, all vehicles
                 and boats must be tagged and tracked without regards to cost. Agencies can
                 track fixed assets with a cost of less than $500 in the MARS system if the
                 agency‘s individual needs and policies establish this necessity. If your Agency
                 has certain exceptions to this rule, then it will be necessary to mark that
                 commodity as a Fixed Asset exception in Procurement Desktop.

                 For example, the Commonwealth may consider computer equipment over $500 a
                 fixed asset. However, an Agency may classify computer equipment over $250 as
                 a fixed asset. If this is the case, Procurement Desktop will have to be updated
                 accordingly by using the Fixed Asset Exception system administration task.

                 Training for system administration tasks will be covered by the MARS Training
                 team in the MARS PD Systems Administration course (Course # 4.3.14). The
                 Fixed Asset Exception system administration task will allow the Agency to set
                 fixed asset exceptions according to Agency specific dollar values as
                 demonstrated in the example above.


                 MARS Procurement Card Data Setup
                 The Commonwealth of Kentucky requires the ability to accept procurement
                 information from outside the system, bring it into MARS, and reconcile it with the
                 MARS financial system.

                 Procurement Card information is provided to MARS in an electronic file format
                 and this information must be processed. A document will automatically be created
                 in Procurement Desktop for each Procurement Card Administrator. Documents
                 will be system generated and assigned to a Procurement Card Administrator
                 according to the administrator‘s corporation number. The Administrator will only
                 have to process documents for accounts for which they have responsibility.

                 In order to manage Procurement Card administration, the Agency will have to
                 select Procurement Card Administrators who will be responsible for processing
                 the procurement card information for the cardholders assigned to them.
                 Cardholder Administration will be the responsibility of the Agency.

                 Each Procurement Card Administrator will have to access Procurement Desktop
                 and set up the accounts for which they are responsible. This consists of
                 accessing the Procurement Card Maintenance task in PD System Administration.
                 The Procurement Card Administrator will have to enter the following information
                 in order to set up a Procurement Card account in Procurement Desktop:

                    The Procurement Card number
                    The Cardholder‘s name


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                    The accounting information associated with the cardholder

                 The administrator can assign multiple accounts if necessary for a particular
                 cardholder.

                 The Procurement Card Maintenance task will be covered in the MARS
                 Procurement Card Administrator training course (Course # 4.3.15).

                 For your planning purposes, check the box below if your agency needs to collect
                 this type of data. Review form F6.8.1.1l and its instructions to help determine its
                 applicability.

Form          Form Name                                                     Apply
Number                                                                      (Yes or No)
F6.8.1.1l     Identify Agency Procurement Card Administrator Form


Work Products and Results:

                    ID 1 on Data Preparation, Setup, and Loading Tasks – C6.8a.
                    Agencies identified applicable Data Prep forms.


Resources and Inputs:

                    Refer to the instruction sheet on each form or template.




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6.8.1.2 Budgeting : Identify Data Preparation, Setup, and Loading Forms to Populate

Responsible: The AIL should refer to the instruction sheet on each form or template.

Estimated Duration/Resource Requirements: Duration and resource requirements will vary
              based on the functionality implemented within each agency as well as the
              complexity of each identified form. Refer to the instruction sheet on each form or
              template for more information.

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     The purpose of this task is to identify the Data Prep forms that each agency will
                 need to populate for the system components they will utilize. Data Prep forms
                 are designed to collect agency-specific data for the implementation of MARS.
                 These forms are available on the website
                 (http://www.state.ky.us/agencies/adm/mars/mars.htm). Each form will contain
                 instructions on how to complete the form and where to get help. In this task, you
                 will identify whether or not your agency needs to use the following types of data:

                    MARS Budget System Setup – Data Prep – Program Table
                    MARS Budget System Setup – Data Prep – Federal Assistance Program

                 MARS Budget System Setup – Data Prep – Program Tables
                 The Budget Request Structure must be set up for each Agency and Cabinet
                 within the MARS Budget System before agencies can begin entering data for
                 their biennial budget requests. An agency‘s Budget Request Structure is typically
                 arranged in a hierarchical fashion:

                         Cabinet
                         Appropriation Unit/Agency
                         Service Unit (Program – often at the Allotment level or a sum of
                         Allotment accounts)
                         Sub Unit (Subprogram-often a combination of Posting levels)
                         Posting Level (Level below Subprogram)

                 Each agency‘s Budget Request Structure is approved by the Governor‘s Office
                 for Policy and Management (GOPM) and the Legislative Research Commission
                 (LRC) Office of Budget Review. That policy remains unchanged with the
                 implementation of MARS.

                 An agency‘s Budget Request Structure must be aligned with the financial data
                 and its structure within the state accounting system. The financial data for each
                 of the two most recent completed fiscal years within the state accounting system
                 will be brought into the MARS Budget System based on that alignment.

                 The biennial budget request process requires that the two prior completed fiscal
                 years be a part of each agency‘s budget request. Further, state law mandates
                 that the Governor‘s budget recommendation to the General Assembly includes
                 information on these two prior fiscal years. For the upcoming 2000-2002
                 biennium, the two historical fiscal years are FY 1997-98 and FY 1998-99.
                 Additionally, one of the perennial requirements of the biennial budget request
                 process is the restatement of prior fiscal year financial data to match the current
                 structure when changes have occurred over that time period. This requirement is


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                 intended to make the data across several fiscal years as comparable as possible.
                 One of the most common examples is a reorganization that was effective in fiscal
                 year 1998-99, necessitating the need to restate fiscal year 1997-98 financial data
                 so that the two years‘ data are comparable. For example, the Department X was
                 reorganized into a different Cabinet in FY 1998-99. For the budget request
                 process, the financial data for Department X for FY 1997-98 needs to be restated
                 under its new Cabinet rather than the old Cabinet. The MARS Budget System
                 provides the capability to reorder the historical data to meet these needs, with
                 some limitations.

                 The data prep form F6.8.1.2a associated with this task provides a template for
                 each agency to list the following accounting system elements to each agency‘s
                 2000-2002 Budget Request structure:

                    Accounts in STARS for fiscal years 1997-98 and 1998-99 and Accounts in
                     MARS for fiscal year 1999-2000.

                    Also list each STARS/MARS Appropriation account, Allotment account, and
                     Posting level account (Posting level program in STARS, Program Budget Unit
                     in MARS).

                 The chart of accounts elements for the Organization field (other than Cabinet and
                 Department), and associated financial data, will not be brought into the MARS
                 Budget System. Only Appropriation accounts, Allotment accounts, and Posting
                 level accounts in combination with Fund and Grant data, will be brought into the
                 MARS Budget System. Agencies whose Budget Request structure include
                 Organizations at the Division level or lower, which are not represented by
                 Allotment or Posting level accounts, must enter those Organizational Budget
                 Request units that will be part of the biennial budget request in Form F6.8.1.2a.
                 The form must still be completed for each of the three fiscal years.

                 For your planning purposes, check the box below if your agency needs to collect
                 this type of data. Review Form F6.8.1.2a and its instructions to help determine its
                 applicability.

Form Number      Form Name                                                            Apply
                                                                                      (Yes or No)
F6.8.1.2a        Data Prep-MARS Budget Request Structure and Organization
                 Programs


                 MARS Budget System Setup – Data Prep – Federal Assistance Programs
                 Each Agency provides information about Federal Grants in the biennial Budget
                 Requests by completing the Federal Assistance Program form (G Form). Due to
                 a number of factors, Agencies complete the Federal Assistance Program form (G
                 form) at various levels and combinations of grant codes within the accounting
                 system. To enable Agencies to continue to provide budget request information
                 about Federal Grants at the same level, each Federal Assistance Program must
                 be pre-defined in the MARS Budget System.

                 STARS Grant information and MARS Project information will be a part of the
                 process of moving actual financial data from the accounting system to the MARS
                 Budget System. This process will assist agencies by providing the historical
                 years‘ financial data on revenues and expenditures, and consolidating them into
                 customized combinations (G form levels).



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                 The STARS Grant information needed is the first four digits of the STARS Grant
                 code, excluding the Grant Year and Subgrant fields. The MARS information
                 needed is the first five digits of the MARS Project code (for the Federal Fund
                 only).

                 Form F6.8.1.2b entitled, ―Federal Assistance Program Record, Crosswalk
                 STARS Grants/MARS Projects,‖ accompanying this task, will be where agencies
                 define which STARS Grants/MARS Projects combine to make up each Federal
                 Assistance Program Record for the budget request process.

                 Procedures will be provided later that inform agencies on how to add a new
                 Federal Assistance Program Record to the MARS Budget System or change one
                 that was submitted through form F6.8.1.2b.

                 For your planning purposes, check the box below if your agency needs to collect
                 this type of data. Review Form F6.8.1.2b and its instructions to help determine its
                 applicability.

   Form          Form Name                                                            Apply
   Number                                                                             (Yes or No)
   F6.8.1.2b     Data Prep – Federal Assistance Program to Grants Crosswalk


                 MARS Budget System Setup – Form Groups
                 Description of this section with associated forms will be released at a later date.


Work Products and Results:

                    Agencies identified applicable Data Prep forms
                    ID 6 on Data Preparation, Setup, and Loading Tasks – C6.8a

Resources and Inputs:

                    Refer to the instruction sheet on each form or template
                    G Forms – Federal Assistance Program Records in 98-2000 Agency biennial
                     budget request




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6.8.1.3 Financial: Identify Data Preparation, Setup, and Loading Forms to Populate

Responsible: The AIL should refer to the instruction sheet on each form or template.

Estimated Duration/Resource Requirements: Duration and resource requirements will vary
              based on the functionality implemented within each agency as well as the
              complexity of each identified form. Refer to the instruction sheet on each form or
              template for more information.

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     The purpose of this task is to identify Data Prep forms that each agency will need
                 to populate for the system components they will utilize. Data Prep forms are
                 designed to collect agency-specific data for the implementation of MARS. .
                 These forms are available on the website
                 (http://www.state.ky.us/agencies/adm/mars/mars.htm). Each form will contain
                 instructions on how to complete the forms and where to get help. In this task, you
                 will identify whether or not your agency needs to use the following six types of
                 functional data:

                    Chart of Accounts.
                      Activity
                      Function
                      Reporting Category
                      Sub-Object
                      Sub-Revenue Source
                      Organization
                    Project Billing/Grants.
                    Inventory.
                    Cost Allocation.
                    Fixed Asset.
                    Advanced Receivable.

                 Chart of Accounts
                 The Chart of Accounts employed by the Commonwealth for MARS was
                 established to satisfy the widest possible spectrum of statewide and departmental
                 needs. The Chart of Accounts is central to all information processing in MARS,
                 and is an integral part of every transaction. Both the agencies and the Central
                 team will be involved in the establishment of Chart of Accounts for MARS. The
                 following are Data Preparation forms for Chart of Accounts tables not specifically
                 designated as a statewide, standardized table. The AIL is responsible for
                 identifying which Data Preparation forms will need to be completed by the
                 agency.

                 For your planning purposes, go through the following table and check which
                 forms apply to your agency. Review the forms and their instructions to help you
                 determine their applicability.

                 To assist you in completing F6.8.1.3.6a, Organization (ORG2), current
                 Organization Structure information (Filename – FAS4050.xls) is available on the
                 website (http://www.state.ky.us/agencies/adm/mars/mars.htm)..




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Form Number      Form Name                                                             Apply
                                                                                       (Yes or No)
F6.8.1.3.1a      Activity: Activity (ACT2)
F6.8.1.3.1b                Activity Class (ACLS)
F6.8.1.3.1c                Activity Category (ACAT)
F6.8.1.3.1d                Activity Type (ATYP)
F6.8.1.3.1e                Activity Group (AGRP)
F6.8.1.3.2a      Function: Function (FUNC)
F6.8.1.3.2b                 Function Category (FCCL)
F6.8.1.3.2c                 Function Type (FCTP)
F6.8.1.3.2d                 Function Group (FCGR)
F6.8.1.3.3a      Reporting Category: Reporting Category (RPTG)
F6.8.1.3.4a      Sub-Object: Sub-Object (SOBJ)
F6.8.1.3.4b                    Sub-Object Class (SCLS)
F6.8.1.3.4c                    Sub-Object Category (SCAT)
F6.8.1.3.4d                    Sub-Object Type (STYP)
F6.8.1.3.4e                    Sub-Object Group (SGRP)
F6.8.1.3.5a      Sub-Revenue Source: Sub-Revenue Source (SREV)
F6.8.1.3.6a      Organization Level 2-12: Organization (ORG2)
F6.8.1.3.6b                                 Sub-Organization (SORG)
F6.8.1.3.7a      Termini: Termini (TERM)



                 Project Billing/Grants
                 The Commonwealth of Kentucky will be utilizing the Project Billing Subsystem to
                 establish robust project and grant accounting, budgeting, tracking, and reporting
                 that is fully integrated with the other modules of the ADVANTAGE financial
                 system. Both the agencies and the Central team will be involved in the
                 establishment of Project Billing master tables for MARS Project Billing
                 Subsystem. The following are Data Preparation forms for Project Billing
                 Subsystem tables not specifically designated as a statewide, standardized table.
                 The AIL is responsible for determining if Project Billing/Grants Data Preparation
                 forms will need to be completed by the agency.

                 For your planning purposes, go through the following table that lists Project
                 Billing/Grants Master tables. Review the forms and their instructions to help you
                 determine their applicability.

                 To assist you in completing Form – F6.8.1.3.8b, Funding Source (PBFS),
                 Funding Source information (Filename – Fundsrc.xls) is available on the website
                 (http://www.state.ky.us/agencies/adm/mars/mars.htm).

                 In addition, the crosswalk for STARS Grant/Grant Yr/ Sub Grant to MARS
                 Project/SubProject/Phase (Task 6.7.1.2) is also available at
                 (http://www.state.ky.us/agencies/adm/mars/mars.htm) to assist you in completing
                 Project Billing Data Prep Forms.




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Form Number      Form Name                                                            Apply
                                                                                      (Yes or No)
F6.8.1.3.8a      Projects: Letter of Credit Status (LOCS)
F6.8.1.3.8b                Funding Source (PBFS)
F6.8.1.3.8c        Project Billing Drawdown Group (PBGR)
F6.8.1.3.8d                Customer (CUST)
F6.8.1.3.8e                Federal Program Appropriation (FAPP)
F6.8.1.3.8f                State/Bond Program (SPRG)
F6.8.1.3.8g                Program/Provider (PGPV)
F6.8.1.3.8h                Sponsor (SPSR)
F6.8.1.3.8i                Federal Obligation Ledger (FOBL)
F6.8.1.3.8j                State Obligation (SOBL)
F6.8.1.3.8k                Phase/Activity (PACT)
F6.8.1.3.8l                Project/Grant Master (PJ)
F6.8.1.3.8m                Project/Grant Participation (PZ)



                 Inventory
                 The Inventory Control Subsystem was developed to support agencies that
                 maintain a large consumable inventory of goods and supplies used in the daily
                 operations of agency facilities. This does not refer to Fixed Assets such as
                 equipment, vehicles, etc. Both the agencies and the Central team will be involved
                 in the establishment of Inventory master tables for MARS Inventory Control
                 Subsystem. The following are Data Preparation forms for Inventory Control
                 Subsystem tables not specifically designated as a statewide, standardized table.
                 The AIL is responsible for determining if Inventory Data Preparation forms will
                 need to be completed by the agency.

                 For your planning purposes, go through the following table that lists Inventory
                 Master tables. Review the forms and their instructions to help you determine their
                 applicability.

                 Completion of forms in this workbook requires a thorough knowledge of how the
                 MARS Inventory subsystem works and how each table is to be setup and used.
                 Agencies wishing to use these forms to populate the MARS Inventory tables
                 should first contact the MARS Inventory team for assistance in the setup of
                 Inventory tables. The MARS Inventory team will provide the NIGP Commodity
                 and Unit codes for agencies to crosswalk their current inventory stock item
                 numbers.



Form Number      Form Name                                                            Apply
                                                                                      (Yes or No)
F6.8.1.3.9a      Inventory: ABC Classification Parameter (ABCP)
F6.8.1.3.9b                 Warehouse Management (WHS2)
F6.8.1.3.9c                 Warehouse Group (WHSG)
F6.8.1.3.9d                 Inventory (INV2, INV3)




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                 Cost Allocation
                 The Cost Allocation Subsystem allows flexible, user-defined determination of cost
                 or revenue pools and bases to allocate indirect expenses or revenues. Based on
                 the established pools and bases, the subsystem computes and posts the
                 allocation of costs or revenues to each target entity.

                 Due to the complexity involved in setting up the Cost Allocation Master tables, the
                 MARS Central Team will provide assistance to agencies in this area.

                    First, agencies will need to decide if they will be using the Cost Allocation
                     Subsystem. If so, they must designate a Cost Allocation Team Leader.

                    Agencies must complete Form – F6.8.1.3a: Cost Allocation Need form. This
                     form may be returned to the MARS Central Conversion Team through your
                     ALM.

                    The Cost Allocation experts with the MARS Central Team will be in contact
                     with your agency‘s Cost Allocation Leader.

                    The Cost Allocation experts will provide training in how to use the Cost
                     Allocation Subsystem and set up the master tables.

                    The Cost Allocation experts will collaborate with your agency‘s Cost
                     Allocation Leader in completing the data preparation forms. These data
                     preparation forms will NOT be available on the Website. Instead, they will be
                     available from the MARS Conversion Team. In order to begin work on Cost
                     Allocation, agencies must have already completed Chart of Accounts Data
                     Prep forms.


                 Fixed Asset
                 The Fixed Asset Subsystem supports the full financial reporting of fixed assets as
                 mandated by the Government Accounting Standards Boards (GASB), as well as
                 the management and control aspects of the physical items.

                 The process of collecting Fixed Asset data is as follows:

                        Agencies must complete Form – F6.8.1.3b: Fixed Asset Need form, and
                         return it to the MARS Central Conversion Team through their ALMs.

                        If your agency does NOT maintain a Fixed Asset tracking system
                         independent of the STARS system, the MARS Conversion Team will
                         centrally convert your fixed asset data from STARS to MARS.

                        If your agency does maintain a Fixed Asset tracking system independent
                         of the STARS system, an assessment of the records will need to be
                         made to determine if an automated conversion from your agency‘s
                         system is cost efficient. If the conversion is cost efficient, the MARS
                         Conversion Team member will contact your agency‘s Fixed Asset Lead.
                         If the conversion is NOT cost efficient, your agency can manually set up
                         fixed asset data once the MARS system is up.




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                 Advanced Receivable
                 The Advanced Receivables Subsystem provides detailed revenue accounting
                 records for both financial and cost accounting. It also provides detailed
                 receivable management and comprehensive collection support, and allows
                 revenue accounting on a cash or accrual basis. The majority of data setup for
                 Advanced Receivable will be done centrally. Agencies can review these data
                 during the cutover period. If agencies need to make changes to the Advanced
                 Receivable data that are centrally setup, they will need to contact the MARS
                 Conversion Team lead. Agencies can manually key in their agency-specific data
                 once the system is up.


Work Products and Results:

                    ID 2 on Data Preparation, Setup, and Loading Tasks – C6.8a.
                    Cost Allocation Need Form – F6.8.1.3a if applicable.
                    Fixed Asset Need Form – F6.8.1.3b if applicable.
                    Agencies identified applicable Data Prep forms.


Resources and Inputs:

                    Statewide Chart of Accounts Crosswalk
                     (http://www.state.ky.us/agencies/adm/mars/mars.htm).
                    Refer to the instruction sheet on each form or template.
                    Current Organization Structure (FAS4050.xls) – (Website:
                     http://www.state.ky.us/agencies/adm/mars/mars.htm).
                    Funding Source Codes (Fundsrc.xls) – (Website:
                     http://www.state.ky.us/agencies/adm/mars/mars.htm).
                    STARS Grant/Grant Yr/Sub Grant to MARS Project/Sub Project/Phase
                     Crosswalks (http://www.state.ky.us/agencies/adm/mars/mars.htm).
                    NIGP Commodity and Unit Codes (Available from the Inventory Team).




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6.8.2   Determine Population Method

Responsible: ALM, Agency Conversion Lead

Estimated Duration/Resource Requirements: Duration and resource requirements will vary
              based on the functionality implemented within each agency as well as the
              complexity of each identified form. Refer to the instruction sheet on each form or
              template for more information.

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     The purpose of this task is to determine how the required MARS data must be
                 compiled. The following types of data can be used to populate MARS:

                    Existing STARS/KAPS data
                    Existing agency system data
                    Existing agency manual data that must be manually loaded into the data
                     preparation forms

                 For each data form identified in task 6.8.1 as needing population, determine
                 which of the categories above apply.

                 Existing STARS/KAPS Data can be requested from the MARS Conversion
                 Team using the STARS/KAPS Data Request Form (F6.8.2a). This data can
                 then be manipulated as needed by the agencies and loaded into the appropriate
                 data prep form for MARS. Figure 92 illustrates how, for each data prep form to
                 populate, the source of data should also be evaluated. If the data currently exists
                 in STARS or KAPS, it can be requested from the conversion team.

                 For Existing Agency System Data, the data prep forms that you identified in
                 tasks 6.8.1.1-6.8.1.3 can be populated either electronically or manually.
                 Automatic data extract programs and/or manual procedures are then designed
                 and executed as outlined in the conversion tasks 6.7.3 and 6.7.4.

                 For Existing Agency Manual Data, MARS data prep forms will be manually
                 populated.




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                 Data Preparation, Setup, and Loading (6.8)             Data Conversion (6.7)




              Determine
           Population Method
                (6.8.2)




         Is there existing data in                  Request data from
       STARS/KAPS that could be                       MARS Central
                                           Yes
       used to populate the MARS                    Conversion Team
                   data?                             on Form F6.8.2a




                   No



                                                                               Design Data
                                                                             Extract Program/
                                                                                  Manual
                                                                               Procedures
                                                                                  (6.7.3)




                                 Figure 92. Identifying the Source of Data

Work Products and Results:

                       ID 3 on Data Preparation, Setup, and Loading Tasks – C6.8a.
                       Determined appropriate population method for each type of data.
                       STARS/KAPS Data Request Form – F6.8.2a if applicable.


Resources and Inputs:

                       None.




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6.8.3   Perform Manual Population

Responsible: AIL

Estimated Duration/Resource Requirements: Duration and resource requirements will vary
              based on the functionality implemented within each agency as well as the
              complexity of each identified form. Refer to the instruction sheet on each form or
              template for more information.

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     The Purpose of this task is to manually create MARS data when it is not available
                 either in STARS/KAPS, or in an existing agency system. The task entails keying
                 the required data into the EXCEL data prep forms identified in tasks 6.8.1.1-
                 6.8.1.3, and returning them electronically to the MARS Central Implementation
                 Team via your ALM. The data prep forms are available on the website
                 (http://www.state.ky.us/agencies/adm/mars/mars.htm).


Work Products and Results:

   ID 1-6 on Manual Data Population Completion Checklist – C6.8.3a, if applicable.
   ID 4 on Data Preparation, Setup, and Loading Tasks – C6.8a.
   Populated Data Prep forms as applicable:

        Purchasing
         F6.8.1.1a: Commonwealth Organizations Data Collection Form.
         F6.8.1.1b: Accounting Template Needs Form.
         F6.8.1.1c: Attachment Template Data Collection Form.
         F6.8.1.1d: Checklist Template Data Collection Form.
         F6.8.1.1e: Milestone Template Data Collection Form.
         F6.8.1.1f: Evaluation Criteria Data Collection Form.
         F6.8.1.1g: Evaluation Criteria Template Form.
         F6.8.1.1h: Clause Template Data Collection Form.
         F6.8.1.1i: The Reference Library Data Collection Form.
         F6.8.1.1j: Routing Template Data Collection Form.
         F6.8.1.1k: Team Data Collection Form.
         F6.8.1.1l: Identify Agency Procurement Card Administrator Form.
         Fixed Asset Commodities Codes will be available on the website
                                                                            th
           (http://www.state.ky.us/agencies/adm/mars/mars.htm) on April 12 for agency‘s
           review and determination of exceptions. Entry of exceptions into MARS can be done
           once agencies have access to the system.

        Budgeting
         F6.8.1.2a: Data Prep-MARS Budget Request Structure and Organization Programs.
         F6.8.1.2b: Data Prep-Federal Assistance Program to Grants Crosswalk.

        Chart of Accounts
         F6.8.1.3.1a: Activity (ACT2).
         F6.8.1.3.1b: Activity Class (ACLS).
         F6.8.1.3.1c: Activity Category (ACAT).
         F6.8.1.3.1d: Activity Type (ATYP).


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           F6.8.1.3.1e: Activity Group (AGRP).
           F6.8.1.3.2a: Function (FUNC).
           F6.8.1.3.2b: Function Category (FCCL).
           F6.8.1.3.2c: Function Type (FCTP).
           F6.8.1.3.2d: Function Group (FCGR).
           F6.8.1.3.3a: Reporting Category (RPTG).
           F6.8.1.3.4a: Sub-Object (SOBJ).
           F6.8.1.3.4b: Sub-Object Class (SCLS).
           F6.8.1.3.4c: Sub-Object Category (SCAT).
           F6.8.1.3.4d: Sub-Object Type (STYP).
           F6.8.1.3.4e: Sub-Object Group (SGRP).
           F6.8.1.3.5a: Sub-Revenue Source (SREV).
           F6.8.1.3.6a: Organization (ORG2).
           F6.8.1.3.6b: Sub-Organization (SORG).
           F6.8.1.3.7a: Termini (TERM).

           Project Billing/Grants
           F6.8.1.3.8a: Letter of Credit Status (LOCS).
           F6.8.1.3.8b: Funding Source (PBFS).
           F6.8.1.3.8c: Project Billing Drawdown Group (PBGR).
           F6.8.1.3.8d: Customer (CUST).
           F6.8.1.3.8e: Federal Program Appropriation (FAPP).
           F6.8.1.3.8f: State/Bond Program (SPRG).
           F6.8.1.3.8g: Program/Provider (PGPV).
           F6.8.1.3.8h: Sponsor (SPSR).
           F6.8.1.3.8i: Federal Obligation Ledger (FOBL).
           F6.8.1.3.8j: State Obligation (SOBL).
           F6.8.1.3.8k: Phase/Activity (PACT).
           F6.8.1.3.8l: Project/Grant Master (PJ)
           F6.8.1.3.8m: Project/Grant Participation (PZ)

        Inventory
         F6.8.1.3.9a: ABC Classification Parameter (ABCP).
         F6.8.1.3.9b: Warehouse Management (WHS2).
         F6.8.1.3.9c: Warehouse Group (WHSG).
         F6.8.1.3.9d: Inventory (INV2, INV3).

        Cost Allocation
        Data population for Cost Allocation will be done manually. Data Preparation forms are
        accessible from the Cost Allocation Expert. They are not available on the Website.

Resources and Inputs:

           Statewide Chart of Accounts Crosswalk (Website:
            http://www.state.ky.us/agencies/adm/mars/mars.htm).
           Current Organization Structure (FAS4050.xls) – (Website:
            http://www.state.ky.us/agencies/adm/mars/mars.htm).
           Funding Source Codes (Fundsrc.xls) – (Website:
            http://www.state.ky.us/agencies/adm/mars/mars.htm).
           STARS Grant/Grant Yr/Sub Grant to MARS Project/Sub Project/Phase Crosswalks
            (Website: http://www.state.ky.us/agencies/adm/mars/mars.htm).
           NIGP Commodity and Unit Codes (Available from the Inventory Team)
           Instructions for data prep forms (first tab in the spreadsheet).
           Existing agency manual data.

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           Cost Allocation Experts.




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6.8.4   Perform Automatic Population

Responsible: AIL

Estimated Duration/Resource Requirements: Duration and resource requirements will vary
              based on the functionality implemented within each agency as well as the
              complexity of each identified form. Refer to the instruction sheet on each form or
              template for more information.

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     The purpose of this task is to automatically populate the Excel data prep forms.
                 The forms should be populated with either agency defined data when the required
                 data is maintained on agency systems, or with STARS/KAPS data requested
                 from the MARS Central Conversion Team (see task 6.8.2). . The data prep
                 forms are available on the website
                 (http://www.state.ky.us/agencies/adm/mars/mars.htm). The populated forms
                 must be returned to the MARS Central Implementation Team electronically via
                 your ALM.

Work Products and Results:

   ID 1-6 on Automatic Data Population Completion Checklist – C6.8.4a, if applicable.
   ID 5 on Data Preparation, Setup, and Loading Tasks – C6.8a.
   Populated Data Prep forms as applicable:

        Purchasing
         F6.8.1.1a: Commonwealth Organizations Data Collection Form.
         F6.8.1.1b: Accounting Template Needs Form.
         F6.8.1.1c: Attachment Template Data Collection Form.
         F6.8.1.1d: Checklist Template Data Collection Form.
         F6.8.1.1e: Milestone Template Data Collection Form.
         F6.8.1.1f: Evaluation Criteria Data Collection Form.
         F6.8.1.1g: Evaluation Criteria Template Form.
         F6.8.1.1h: Clause Template Data Collection Form.
         F6.8.1.1i: The Reference Library Data Collection Form.
         F6.8.1.1j: Routing Template Data Collection Form.
         F6.8.1.1k: Team Data Collection Form
         F6.8.1.1l: Identify Agency Procurement Card Administrator Form.
         Fixed Asset Commodities Codes will be available on the website
                                                                            th
           (http://www.state.ky.us/agencies/adm/mars/mars.htm) on April 12 for agency‘s
           review and determination of exceptions. Entry of exceptions into MARS can be done
           once agencies have access to the system.

        Budgeting
         F6.8.1.2a: Data Prep-MARS Budget Request Structure and Organization Programs.
         F6.8.1.2b: Data Prep-Federal Assistance Program to Grants Crosswalk.

        Chart of Accounts
         F6.8.1.3.1a: Activity (ACT2).
         F6.8.1.3.1b: Activity Class (ACLS).
         F6.8.1.3.1c: Activity Category (ACAT).


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           F6.8.1.3.1d: Activity Type (ATYP).
           F6.8.1.3.1e: Activity Group (AGRP).
           F6.8.1.3.2a: Function (FUNC).
           F6.8.1.3.2b: Function Category (FCCL).
           F6.8.1.3.2c: Function Type (FCTP).
           F6.8.1.3.2d: Function Group (FCGR).
           F6.8.1.3.3a: Reporting Category (RPTG).
           F6.8.1.3.4a: Sub-Object (SOBJ).
           F6.8.1.3.4b: Sub-Object Class (SCLS).
           F6.8.1.3.4c: Sub-Object Category (SCAT).
           F6.8.1.3.4d: Sub-Object Type (STYP).
           F6.8.1.3.4e: Sub-Object Group (SGRP).
           F6.8.1.3.5a: Sub-Revenue Source (SREV).
           F6.8.1.3.6a: Organization (ORG2).
           F6.8.1.3.6b: Sub-Organization (SORG).
           F6.8.1.3.7a: Termini (TERM).

        Project Billing/Grants
         F6.8.1.3.8a: Letter of Credit Status (LOCS).
         F6.8.1.3.8b: Funding Source (PBFS).
         F6.8.1.3.8c: Project Billing Drawdown Group (PBGR).
         F6.8.1.3.8d: Customer (CUST).
         F6.8.1.3.8e: Federal Program Appropriation (FAPP).
         F6.8.1.3.8f: State/Bond Program (SPRG).
         F6.8.1.3.8g: Program/Provider (PGPV).
         F6.8.1.3.8h: Sponsor (SPSR).
         F6.8.1.3.8i: Federal Obligation Ledger (FOBL).
         F6.8.1.3.8j: State Obligation (SOBL).
         F6.8.1.3.8k: Phase/Activity (PACT).

        Inventory
         F6.8.1.3.9a: ABC Classification Parameter (ABCP).
         F6.8.1.3.9b: Warehouse Management (WHS2).
         F6.8.1.3.9c: Warehouse Group (WHSG).
         F6.8.1.3.9d: Inventory (INV2, INV3).

        Fixed Asset
        If agencies maintain Fixed Asset tracking systems independent of the STARS system and
        automated data conversion for these agencies is cost efficient, the MARS Conversion
        Team will convert Fixed Assets data to MARS.


Resources and Inputs:

           STARS/KAPS Data Request Form, F6.8.2.a.
           STARS/KAPS data.
           Existing agency system data.
           MARS Central Conversion Team.




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6.9   MARS Agency-specific Training Tasks

       Extensive training has been prepared for the MARS functional areas. This training is
offered through the MARS Central Training Group and includes a combination of instructor led
training (ILT) and computer based training (CBT).

   This section of the Agency Implementation Notebook outlines the tasks that AILs and Agency
Training Leads will need to follow to coordinate both mandatory MARS training tasks as well as
optional MARS Agency-specific training tasks.




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6.9.1   Perform Mandatory MARS Training Tasks

Responsible: AIL and Agency Training Lead

Estimated Duration/Resource Requirements: Please refer to tasks 6.9.1.1-6.9.1.3.

Due Date:        See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Figure 93 outlines the mandatory activities required to participate in MARS
                 instructor led training offered by the MARS Central Team Training Group. In
                 order to accomplish this task, complete tasks 6.9.1.1-6.9.1.3.



                                  Contact Central
                                     Training




                                  Attend Training
                                 Meetings (6.9.1.1)




                                   Identify and
                                 Register Training
                                   Participants
                                     (6.9.1.2)




                                    Coordinate
                                   Attendance at
                                 Training Sessions
                                      (6.9.1.3)


                           Figure 93. Mandatory MARS Training Tasks

Workproducts and Results:

                    Completed tasks 6.9.1.1-6.9.1.3.


Resources and Inputs:

                    None.




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6.9.1.1 Attend Training Meetings

Responsible: AIL and Agency Training Lead

Estimated Duration/Resource Requirements: 1 day

Due Date:        See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Attend Training Presentation during which the Curriculum Handbook will be
                 released and reviewed. The Curriculum Handbook is the vehicle by which the
                 agencies will gain an understanding of the courses being offered and register
                 participants in the training sessions.

Workproducts and Results:

                    ID 1 on Mandatory MARS Training Checklist – C6.9.1a.
                    Understanding of how to use the Curriculum Handbook.


Resources and Inputs:

                    Maria Bush & James Colbert.
                    Key Dates section of the Internet.




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6.9.1.2 Identify & Register Training Participants

Responsible: AIL and Agency Training Lead

Estimated Duration/Resource Requirements: The duration of this task depends on the
number of staff that need to be trained.

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     In this task agencies will identify the individuals on their staff who need to be
                 trained on each MARS functional area. Once these individuals are identified, the
                 agencies will use the Curriculum Handbook to register them for the appropriate
                 classes.

Workproducts and Results:

                    ID 2 on Mandatory MARS Training Checklist – C6.9.1a.
                    Completed registration form for each functional area submitted to the DIS
                     training branch.

Resources and Inputs:

                    Maria Bush and James Colbert.
                    Curriculum Handbook.




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6.9.1.3 Coordinate Attendance at Training Sessions

Responsible: AIL and Agency Training Lead

Estimated Duration/Resource Requirements: Ongoing from date of registration

Due Date:        See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Using the training schedule that will be provided to your agency by DIS, the AIL
                 and Training Lead will coordinate the attendance and participation of all identified
                 agency resources for each functional area training course. It is the responsibility
                 of the AIL and the Training Lead to assure that all allotted training slots for your
                 agency are used.

Workproducts and Results:

                    ID 3 on Mandatory MARS Training Checklist – C6.9.1a.
                    Full complement of student participation in MARS End User Training.

Resources and Inputs:

                    Curriculum Handbook.
                    Training Schedule.




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6.9.2   Perform Optional MARS Agency-Specific Training Tasks

Responsible: AIL, Agency Training Lead

Estimated Duration/Resource Requirements: Please refer to tasks 6.9.2.1-6.9.2.9.

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Extensive training has been prepared for the MARS application. This training is
                 offered through the MARS Central Training Group and includes a combination of
                 instruction led training (ILT) and computer-based training (CBT).

                 The MARS Central Training Group's modules should be used whenever possible.
                 Agency-specific training should only be considered if all of the following
                 conditions exist:

                          The MARS model training materials are not suitable prior to July 1, 1999.

                          The MARS training schedule does not permit an agency‘s staff to be
                           trained when required.

                          The agency can demonstrate that agency-specific training is cost-
                           justified, and consistent with EMPOWER Kentucky objectives.

                 The tasks involved in determining an agency‘s training requirements are outlined
                 in Figure 94. Complete tasks 6.9.2.1-6.9.2.9 to accomplish task 6.9.2.


  Review MARS                                              6.9.2 Not
                               Customize?         No
 Materials (6.9.2.2)                                       Applicable


                                    Yes




   Determine any                                           Develop                    Develop Detailed
                             Outline Courses
    Constraints?                                          Preliminary                 Training Schedule
                                 (6.9.2.4)
     (6.9.2.3)                                         Schedule (6.9.2.5)                  (6.9.2.7)




     ID Target              Develop Agency              Secure Training               Review & Revise
 Audience (6.9.2.1)         Materials (6.9.2.6)        Facilities (6.9.2.8)               (6.9.2.9)




                   Figure 94. Optional MARS Agency-Specific Training Tasks




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Workproducts and Results:

                    Completed tasks 6.9.2.1-6.9.2.9.


Resources and Inputs:

                    None.




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6.9.2.1 Identify Target Audience

Responsible: AIL, Agency Training Lead

Estimated Duration/Resource Requirements: 2 weeks

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Individuals who require training are identified (end users, management,
                 operators) by location. In addition, the level and type of training are assessed
                 (business function, location, supervisor, data-entry).

Workproducts and Results:

                    ID 1 on Optional MARS Agency-Specific Training Checklist – C6.9.2a.
                    Training Needs Checklist – C6.9.2.1a.
                    Agency Training Needs Identification Form – F6.9.2.1a.
                    Agency Training Needs Identification List identifying individuals including
                     location, level, & type of training.

Resources and Inputs:

                    Business Process System Usage Analysis (SUA).




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6.9.2.2 Review Enterprise-wide MARS Training Materials

Responsible: AIL

Estimated Duration/Resource Requirements: 1 week

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     A review of the MARS training materials is made to determine if they can be used
                 for an agency, or if agency-specific proposed changes are too extensive and will
                 therefore require modification of the training materials, or possibly how much of
                 the MARS materials can be used.

Workproducts and Results:

                    ID 2 on Optional MARS Agency-Specific Training Checklist – C6.9.2a.
                    Training Material Review Checklist – C6.9.2.2a.
                    Agency-specific Training Materials Amendment Form – F6.9.2.2a.

Resources and Inputs:

                    MARS Training Materials.




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6.9.2.3 Determine Any Constraints on Training

Responsible: AIL

Estimated Duration/Resource Requirements: 1 day

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     A review of the scope of training needs should be done to identify all possible
                 constraints on participation, training methods, budget, travel requirements,
                 facilities and resources for the agency. This determination should include
                 estimating the capacity requirements and scheduling timeframes for classroom
                 facilities.

                 Any manual or external processes that were not addressed in the basic training
                 need to be identified.

Workproducts and Results:

                    ID 3 on Optional MARS Agency-Specific Training Checklist – C6.9.2a.
                    Agency-specific Training Constraints Checklist – C6.9.2.3a.
                    Agency-specific Training Constraint Report: lists areas of concern and/or
                     constraint.

Resources and Inputs:

                    Agency Training Budget.
                    Training Facilities Availability.




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6.9.2.4 Develop Outlines for Agency-specific Training Courses

Responsible: AIL, SME

Estimated Duration/Resource Requirements: 4 weeks

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Based on the training needs of the agency audience and any constraints that
                 were identified, outlines for each agency-specific course may be developed. In
                 most cases, you will want to modify model MARS training outlines. The outlines
                 should include what will be covered in class, whether or not any prerequisites are
                 needed, and how much time will be required. Multiple delivery mechanisms
                 should be considered, such as interactive workshops, in addition to using only
                 traditional lecture-type training.

                 The outline development should include a mechanism to measure the success of
                 the training. As an example, if a goal was ―teach a group to perform a specific
                 function,‖ some assessment form should be used to measure the level of
                 achievement in the group.

                 Assess the level of effort needed to develop the courses, based on the availability
                 of existing materials, the amount of proposed changes to MARS, and the
                 experience of the instructors.

Workproducts and Results:

                    ID 4 on Optional MARS Agency-Specific Training Checklist – C6.9.2a.
                    Agency-specific Training Course Outline(s): it will include course outlines,
                     training Goals & Measurement, and level of Effort to Develop.

Resources and Inputs:

                    Agency-specific Training Material Amendment Form(s) – F6.9.2.2a.
                    Agency-specific Training Constraint Report.




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6.9.2.5 Develop a Preliminary Training Schedule

Responsible: AIL

Estimated Duration/Resource Requirements: 1 week

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     The requirements for training are outlined, including the number of classes, the
                 number of instructors, timeframes and locations needed. This should be based
                 upon the expected number of people requiring each class, the geographic
                 location of the attendees, and classroom constraints (size, number of rooms).
                 Training should not precede implementation by such a long time that users forget
                 what they have learned. Plans for refresher courses, if necessary, should be
                 made.

Workproducts and Results:

                    ID 5 on Optional MARS Agency-Specific Training Checklist – C6.9.2a.
                    Agency-specific Training Schedule Checklist – C6.9.2.5a.
                    Preliminary Agency-specific Training Schedule.

Resources and Inputs:

                    Agency-specific Training Constraint Report.
                    Agency-specific Training Needs Identification Report.




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6.9.2.6 Develop Agency-specific Training Materials

Responsible: AIL, ATL, Agency Instructors

Estimated Duration/Resource Requirements: 1 month

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Agency-specific Course Outlines and the existing MARS training materials are
                 used to develop agency-specific training materials. The materials should include
                 agency-specific examples and cases. A quick reference card should be
                 developed, if necessary. A trainer‘s manual that includes values to be entered,
                 special notes etc. should be developed to accompany agency-specific training.

                 The preliminary goals set for the training should be reviewed and modified, if
                 necessary, along with the measurement criteria for those goals.

Workproducts and Results:

                    ID 6 on Optional MARS Agency-Specific Training Checklist – C6.9.2a.
                    Agency-specific MARS Training Materials.
                    Agency-specific Training Measurement Criteria.

Resources and Inputs:

                    Agency-specific Training Course Outline(s).
                    MARS Training Materials.




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6.9.2.7 Develop Detailed Agency-specific Training Schedule

Responsible: AIL

Estimated Duration/Resource Requirements: 1 week

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Review the agency-specific training plan and the agency-specific training course
                 outlines to determine the scope and number of courses to offer. Identify any
                 agency-specific training relationships to System Acceptance and User
                 Acceptance Test and other implementation activities to determine any critical
                 path milestones. Determine when critical users are available for training. Review
                 the rollout schedule and determine when the agency-specific training is to take
                 place.

                 Remember to allow time for make-up sessions to accommodate those users who
                 miss the classes for which they were scheduled.

Workproducts and Results:

                    ID 7 on Optional MARS Agency-Specific Training Checklist – C6.9.2a.
                    Agency-specific Training Schedule Checklist – C6.9.2.5a.
                    Agency-specific Training Schedule.

Resources and Inputs:

                    Preliminary Agency-specific Training Schedule.
                    Agency-specific Course Outlines.
                    MARS Project Rollout Plan.




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6.9.2.8 Establish/Secure Training Facility and Environment

Responsible: AIL

Estimated Duration/Resource Requirements: 2 weeks

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     If an agency has determined a need for training facilities beyond those used by
                 MARS Central Training, a location and environment must be secured. A location
                 may be used for ―on-site‖ training using agency-specific training materials. The
                 number of courses to be offered and the number of people to be trained will help
                 determine if separate training facilities are required. Hardware and software
                 requirements for setting up the training environment (including numbers of
                 workstations, printers, overhead projection units, and any other training-related
                 needs such as copies of handouts, agendas, binders, etc) should then be
                 determined and acquired.

                 Note: a method of refreshing the training environment between classes may be
                 necessary. If additional software support is required, the responsible manager
                 should be notified.

Workproducts and Results:

                    ID 8 on Optional MARS Agency-Specific Training Checklist – C6.9.2a.
                    Agency-specific Training Requirements Checklist – C6.9.2.8a.
                    Agency-specific Training Environment Requirements list.

Resources and Inputs:

                    Agency-specific Training Schedule.
                    Agency-specific Course Outlines.




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6.9.2.9 Review and Revise Agency-specific Training Schedule and Materials

Responsible: AIL

Estimated Duration/Resource Requirements: 2 days

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Representatives from each user area to be trained, agency-specific training
                 material developers, and other key project staff should review, critique, and/or
                 help revise the agency-specific training schedule and materials.

Workproducts and Results:

                    ID 9 on Optional MARS Agency-Specific Training Checklist – C6.9.2a.
                    Reviewed Agency-specific Training Materials, Schedule, & Requirements.

Resources and Inputs:

                    Agency-specific Training Course(s).
                    Agency-specific Training Schedule.
                    Agency-specific Training Environment Requirements.




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6.10 MARS Policies & Procedures Tasks

       In order to prepare your agency for conversion to MARS, policies and procedures will have
to be addressed. The tasks that follow will help you assess the extent to which your agency‘s
policies and procedures will need to be altered, and help you determine whether or not the model
MARS Policies & Procedures are acceptable for your agency. If your agency needs to create
agency-specific policies and procedures, you will have to determine if you can wait until after
MARS implementation on July 1, 1999 to produce them. If your agency cannot wait, then you will
lead the effort to define and approve these agency-specific materials.

      We strongly recommend that your agency adopt the model MARS Policies & Procedures.
Deviations may adversely affect the potential business savings that will result from the operational
improvements of MARS.

       The tasks required to determine agency policy and procedure requirements for MARS are
outlined in Figure 95. When all the tasks involved in MARS Policies, Procedures, and User
Documentation have been completed, please complete the in MARS Policies, Procedures, and
User Documentation Checklist, C6.10.a.




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                                                                                         5.1 Identify &
                                                                                       Document Policy
                                                               4.1 Review New
                                      3.1 Review Current                              Issues for Set One
                                                                MARS-related
                                      Policies for Set One                            and Forward to KY
                                                              Policies for Set One
                                                                                        Policy Review
                                                                                          Committee

                                                                                                                                       Complete Set One
                                                                                                                                          Checklists
                                                                                                                 9.1 Create
                                                                                          8.1 Identify           Customized
                                      6.1 Review Current      7.1 Review MARS         Procedures for Set      Procedures for Set
                                      Procedures for Set      Procedures for Set      One that Need to be     One and Submit for
                                             One                    One               Customized for your      Approval to your
  1. Form Agency
                                                                                        Agency's Use               Agency
 P & P T eam(s) and
                                                                                                                Management
 Schedule Sessions




                                                                                         5.2 Identify &
                                                                                       Document Policy
                                                               4.2 Review New
                                      3.2 Review Current                              Issues for Set T wo
                                                                MARS-related
                                      Policies for Set T wo                           and Forward to KY
                                                              Policies for Set T wo
                                                                                        Policy Review
                                                                                          Committee

                    2. Document                                                                                                      Complete Set T wo
                  Current Processes                                                                                                     Checklists
                                                                                                                  9.2 Create
                                                                                          8.2 Identify           Customized
                                      6.2 Review Current      7.2 Review MARS          Procedures for Set     Procedures for Set
                                      Procedures for Set      Procedures for Set      T wo that Need to be    T wo and Submit for
                                             T wo                   T wo              Customized for your       Approval to your
                                                                                         Agency's Use               Agency
                                                                                                                 Management




                                                                                         5.3 Identify &
                                                               4.3 Review New           Document Policy
                                      3.3 Review Current
                                                                MARS-related          Issues for Set T hree
                                        Policies for Set
                                                               Policies for Set        and Forward to KY
                                            T hree
                                                                    T hree               Policy Review
                                                                                          Committee

                                                                                                                                     Complete Set T hree
                                                                                                                                        Checklists
                                                                                                                   9.3 Create
                                                                                          8.3 Identify            Customized
                                      6.3 Review Current      7.3 Review MARS         Procedures for Set       Procedures for Set
                                      Procedures for Set      Procedures for Set      T hree that Need to      T hree and Submit
                                            T hree                 T hree             be Customized for       for Approval to your
                                                                                      your Agency's Use             Agency
                                                                                                                  Management




                                                               Figure 95. MARS Policies & Procedures Tasks



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6.10.1 Form Agency Policy and Procedures Team(s) and Schedule Meetings

Responsible: Agency policies and procedures lead

Estimated Duration/Resource Requirements: One day. Need subject matter experts in (Set
              One) Revenue & Receivables, Internal Orders, Purchasing & Payables, (Set Two)
              Budgeting, Grants, Projects, and Job Costing, Fixed Assets & Inventory, and
              General Accounting, and (Set Three) Reporting, Disbursement, Workflow, and
              Travel).

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     A group of subject matter experts who can take the lead in either approving
                 MARS Policies and Procedures or creating agency-specific addendums is
                 chosen.

Workproducts and Results:

                    Team Roster.
                    Meeting Schedule.

Resources and Inputs:

                    MARS Workplan – Resources List.
                    Debora Jones, Kentucky.




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6.10.2 Document Current Processes

Responsible: AIL, Agency policies and procedures lead, Agency SMEs in the functional areas,
ALM

Estimated Duration/Resource Requirements: Set one functional areas 1 ½ days, set 2 and set
              3 functional areas 4 days. After the facilitated session it will take two to four
              weeks, depending on the complexity of your agency‘s operations.

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     In order to prepare for your agency‘s policies & procedures work, you will need to
                 document your agency‘s current processes relating to the major functional areas
                 that are covered in MARS. To assist you in this activity, the MARS Central Team
                 will be offering facilitated sessions to train you in mapping your functional
                 processes. These sessions will be conducted by the MARS Central Team with
                 participation from you agency by the AIL, the Agency policy and procedures lead
                 and the subject matter expert for the functional area being mapped. Once the
                 roll-out of the AIN is complete the scheduling of the facilitated session will begin.

Workproducts and Results:

                    Current Agency Purchasing & Payables processes.
                    Current Agency Revenue & Receivables processes.
                    Current Agency Internal Orders & Billing processes.
                    Current Agency Project Billing and Job Costing processes.
                    Current Agency Grants & Cost Allocation processes.
                    Current Agency Fixed Asset processes.
                    Current Agency Inventory processes.
                    Current Agency Budget Preparation processes.
                    Current Agency Disbursements processes.
                    Current Agency Travel processes.

Resources and Inputs:

                    Process documentation session materials (available at session).
                    Debora Jones, Kentucky.




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6.10.3 Review Current Policies (Sets One, Two, and Three)

Responsible: Agency policies and procedures lead

Estimated Duration/Resource Requirements: One day

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     The Commonwealth‘s existing policies relating to the major functional areas of
                 MARS (financials, procurement, and budgeting) is examined by the Policy Team.
                 Agency-specific current policy must also be examined.

Workproducts and Results:

                    None.

Resources and Inputs:

                    Commonwealth Policies Documentation.
                    Debora Jones, Kentucky.




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6.10.4 Review New MARS-related Policies ((Sets One, Two, and Three)

Responsible: Agency policies and procedures lead

Estimated Duration/Resource Requirements: One day

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     All newly created policies relating to the MARS implementation are reviewed by
                 the Policy Team. As some MARS policies may still be in the review process,
                 Debora Jones from the MARS Commonwealth team can provide up-to-date
                 information about policies that are new and/or still being evaluated.

Workproducts and Results:

                    None.

Resources and Inputs:

                    Commonwealth Policies Documentation - newly created as a result of MARS.
                    Debora Jones, Kentucky.




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6.10.5 Identify and Document Policy Issues and Forward to Review Committee (Sets One,
       Two, and Three)

Responsible: Agency policies and procedures lead

Estimated Duration/Resource Requirements: Not known at this time

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     If the Agency Policy Team identifies policies that may need changing, proposed
                 changes and/or issues should be documented and forwarded to the
                 Commonwealth‘s policy committee. Documentation should include a timeline for
                 implementation and indicate whether policy must be in effect by July 1, 1999.

Workproducts and Results:

                    Policy issues and proposed changes

Resources and Inputs:

                    None.




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6.10.6 Review Current Procedures (Sets One, Two, and Three)

Responsible: Agency policies and procedures lead

Estimated Duration/Resource Requirements: Dependent on thoroughness of current
              procedures documentation

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Agency-specific changes may be needed in MARS procedures. The Agency
                 Procedures Team must become familiar with current agency procedures relating
                 to the major functional areas of MARS (financials, procurement, and budgeting).

Workproducts and Results:

                    None.

Resources and Inputs:

                    Current agency procedures documentation.




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6.10.7 Review MARS Procedures (Sets One, Two, and Three)

Responsible: Agency policies and procedures lead

Estimated Duration/Resource Requirements:
              Set One – 1 week. Revenue & Receivables, Internal Orders, and Purchasing &
              Payables experts.
              Set Two – 1 week. Budgeting, Grants, Projects, and Job Costing, Fixed Assets &
              Inventory, and General Accounting experts.
              Set Three – 1 week. Reporting, Disbursement, Workflow, and Travel experts.

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     With current agency‘s procedures in mind, the Procedures Team reviews MARS
                 procedures to determine if any customization is necessary.

Workproducts and Results:

                    Agency-specific Policies & Procedures – Set One Checklist – C6.10.7a.
                    Agency-specific Policies & Procedures – Set Two Checklist – C6.10.7b
                    Agency-specific Policies & Procedures – Set Three Checklist – C6.10.7c.
                    Decision about whether or not to implement agency-specific procedures prior
                     to July 1, 1999.

Resources and Inputs:

                    MARS Procedures – Set One (Revenue & Receivables, Internal Orders, and
                     Purchasing & Payables).
                    MARS Procedures – Set Two (Budgeting, Grants, Projects, and Job Costing,
                     Fixed Assets & Inventory, and General Accounting).
                    MARS Procedures – Set Three (Reporting, Disbursement, Workflow, and
                     Travel).
                    Debora Jones, Kentucky.
                    Completed Agency Procedures Definition Form (from Agency Setup and
                     Usage Analysis Task).




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6.10.8 Identify Procedures that Need to be Customized for Your Agency’s Use (Sets One,
       Two, and Three)

Responsible: Agency policies and procedures lead

Estimated Duration/Resource Requirements: Not known

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     As a result of reviewing an agency‘s current procedures and the new MARS
                 procedures, there will be two lists: one will contain procedures that must be either
                 created or customized prior to the July 1, 1999 cutover. The other list will contain
                 procedures that may need to be created or customized at a later date. Refine the
                 two lists, ensure that the agency has staff resources available to create agency-
                 specific procedures prior to July 1, 1999, and gain approval from agency
                 executive management to proceed.

Workproducts and Results:

                    List of procedures to be customized prior to July 1, 1999 MARS
                     implementation.
                    List of procedures to be customized after the July 1, 1999 MARS
                     implementation.

Resources and Inputs:

                    MARS Procedures Documentation.
                    Debora Jones, Kentucky.




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6.10.9 Create Customized Procedures and Submit for Approval to your Agency
       Management (Sets One, Two, and Three)

Responsible: Agency policies and procedures lead

Estimated Duration/Resource Requirements: Not known

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     The Procedures Team creates whatever agency-specific procedures needed
                 prior to the July 1, 1999 cutover.

Workproducts and Results:

                    Agency-specific procedures.

Resources and Inputs:

                    MARS procedures.
                    Debora Jones, Kentucky.




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6.11 Agency Hardware, Software, & Network Readiness Tasks

      As part of the process to prepare for the implementation of the MARS applications each
agency must evaluate its hardware, software, and network capabilities. This involves determining
what the current status is for each of these components, what are the minimal requirements of
each of these components, and what new purchase/upgrades must be made for each of the
components to ensure your agency meets the requirements and has a successful
implementation.

       Successful implementation of MARS is dependent upon the ability of Commonwealth
agencies to utilize the MARS software throughout their organization. The business case, which
resulted in the funding of the MARS project, is contingent and reliant upon the rollout of MARS
functionality to all state agencies including remote and field offices.

      The tasks described below will help each agency to prepare to meet the requirements
necessary for a successful implementation of the MARS applications. In the tasks there will be
reference to various documents that have the requirements for each agency‘s hardware, software,
and network components. There will also be reference to various forms that were developed to
help you gather the appropriate information and complete the task.

Workstation Software and Hardware Activities

        1. Evaluate existing software and hardware
        2. Determine software and hardware needs
        3. Acquire appropriate software & hardware

Network Activities

        1. Generate current Agency Network Diagram
        2. Complete MARS Network and User Questionnaire for each agency building/location
        3. Determine network needs

To see how these tasks relate to each other, please refer to Figure 96.

                              1. Ev aluate             2. Determine            3. Acquire
                                Existing                Sof tware &            Appropriate
                              Sof tware &                Hardware              Sof tware &
                               Hardware                   Needs                 Hardware
     Hardware,
 Sof tware, Network
     Readiness

                              4. Generate              5. Complete            6. Determine
                            Current Agency            MARS Network               Network
                            Network Diagram             and User                  Needs
                                                      Questionnaire



            Figure 96. Agency Hardware, Software, and Network Readiness Tasks




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6.11.1 Evaluating Existing Software and Hardware

Responsible: AIL, ATL

Estimated Duration/Resource Requirements: Not known

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Determine what workstation software, hardware, and printers currently exist at the
                 agency level. Determine the configuration of each workstation and printer
                 currently located at the agency. This information, and information gathered in the
                 next step, will be used to evaluate the agencies needs to operate the MARS
                 applications.

                 To do this, complete the Existing Agency Software and Hardware Form –
                 F6.11.1a. The purpose of this form is to help you gather information on the
                 workstations and printers at the various locations in your agency. The information
                 requested on this form represents the minimal requirements for the Advantage,
                 Procurement Desktop, BRASS, and Travel Management System applications.

                 How to Use this Form

                 Workstation (Name & Location) – Vertically down the page there are blank boxes
                 where you can enter the name and location of the person‘s workstation that is
                 being evaluated. Horizontally across the page are lists of the minimal software
                 and hardware requirements.

                 Typically a check mark indicates what software or hardware exists on a
                 workstation. However, since this form provides the minimal requirements, if the
                 software application (e.g. Microsoft Excel) or hardware component (e.g. Display
                 Adapter) doesn‘t meet the minimal requirements, the box should be left blank,
                 which will indicate that this workstation will need to be upgraded.

                 Also, there are boxes where specific information is requested, for example ―Hard
                 Disk Capacity,‖ where an appropriate reply may be 250 MB, which would indicate
                 that 250 MB is free on this workstation. Providing this information will be very
                 helpful when it is time to determine the workstation needs for upgrading.


Workproducts and Results:

                    ID 1 on the MARS Software and Hardware Readiness Checklist – C6.11.1a.
                    Existing Agency Software and Hardware Form – F6.11.1a.

Resources and Inputs:

                    None.




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6.11.2 Determine Software and Hardware Needs

Responsible: AIL, ATL

Estimated Duration/Resource Requirements: Not known

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Determine the minimal and optimum software and hardware components, for a
                 workstation, which will enable Advantage, Procurement Desktop, BRASS, and
                 the Travel Management System to function.

                 To help determine these requirements please refer to the Agency Software and
                 Hardware Requirements Matrix below. The purpose of this matrix is to provide
                 the minimal amount of software and hardware information that is necessary to run
                 the Procurement Desktop, Advantage, BRASS, and Travel Management System
                 applications.

                 To help understand the Agency Software and Hardware Requirements Matrix, a
                 description of each of the columns follows.

                 Minimum Software - Hardware Components: this describes the minimal
                 software and hardware components that need to be on each new or existing
                 workstation.

                 Procurement Desktop Yes/No: in this column it is indicated if a specific software
                 application or hardware component is needed for this application.

                 Advantage Yes/No: in this column it is indicated if a specific software application
                 or hardware component is needed for this application.

                 Brass Yes/No: in this column it is indicated if a specific software application or
                 hardware component is needed for this application.

                 Travel Management System Yes/No: in this column it is indicated if a specific
                 software application or hardware component is needed for this application.

                 Optimum Recommendation (if new purchase): this describes the
                 recommended configuration for software and hardware components for a new
                 workstation. New workstations that meet or exceed this recommendation will be
                 ideally capable of running all of the MARS applications: Procurement Desktop,
                 Advantage, BRASS and Travel Management.




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 AGENCY SOFTWARE And HARDWARE
 REQUIREMENTS MATRIX
                 REQUIRED COMPONENT S
 Minimum         PROCUREMENT         ADVANTAGE       BRASS        TRAVEL            Optimum
 SOFTWARE        DESKTOP             YES/NO          YES/NO       MANAGEMENT        Recommendation
 -               YES/NO                                           SYSTEM            (If new purchase)
 HARDWARE                                                         YES/NO
 Components
 SOFTWARE INFORMATION
 Microsoft       YES                 YES             NO           NO                MICROSOFT
 Word for 97                                                                        OFFICE 97
 Microsoft       YES                 YES             YES          NO                MICROSOFT
 Excel for 97                                                                       OFFICE 97
                                                                       4
 Microsoft       NO                  NO              NO           YES               YES
 Outlook 98
                                                                       4
 Microsoft       YES                 NO              NO           YES               Microsoft Internet
 Internet                                                                           Explorer 4.x
          1
 Explorer
 Ver 4.x or
 Netscape‘s
 Navigator
     1
 4.x
 HARDWARE INFORMATION
 TCP/IP &        YES                 YES             YES          YES               YES
 WAN
 Connection
 Work            YES                 YES             YES          YES               Windows NT 4.0
 Station                                                                            With Service
 Operating                                                                          Pack 3
 System
 Windows
   3
 95
 CPU             YES                 YES             YES          YES               Use Latest
 166MHz                                                                             Commonwealth‘s
                                                                                    Standard
 Memory          YES                 YES             YES          YES               64MB
 32 MB
 Display         YES                 YES             YES          YES               SVGA
 Adapter
 VGA
 Monitor         YES                 YES             YES          YES               Color 17‖
 Color 15‖                                                                          (800x600
 640x480                                                                            Resolution)
 resolution                                                                         or Higher
 Hard Disk       YES                 YES             YES          YES               250 MB
          2
 Capacity                                                                           Free Space
 (Free                                                                              (or more)
 Space)
 200 – 250
 MB
 Access to       YES                 YES             YES          YES               Hewlett Packard
 Hewlett                                                                            Or Lexmark As
 Packard                                                                            Per


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    AGENCY SOFTWARE And HARDWARE
    REQUIREMENTS MATRIX
                   REQUIRED COMPONENT S
    Minimum        PROCUREMENT             ADVANTAGE         BRASS        TRAVEL               Optimum
    SOFTWARE       DESKTOP                 YES/NO            YES/NO       MANAGEMENT           Recommendation
    -              YES/NO                                                 SYSTEM               (If new purchase)
    HARDWARE                                                              YES/NO
    Components
    LaserJet                                                                                   Commonwealths
    3.x (or                                                                                    Standards
    higher) Or
    Lexmark
    equivalent
1
  Must support JDK 1.1.6 and JavaScript, and support for cookies must be enabled
2
  150-250 MB on a single partition (excluding Office Automation applications and Windows). With this configuration,
Procurement Desktop, Advantage, Brass and Travel Management System can be on this workstation and function
properly.
3
  If the Work Station Operating System is NT, it must have Service Pack 3 installed and there must be a minimum of 64
MB of memory available.
4
  The Travel Management System requires Outlook 98 or a web browser

Workproducts and Results:

                       ID 2 on the MARS Software and Hardware Readiness Checklist – C6.11.1a.

Resources and Inputs:

                       Existing Agency Software and Hardware Form – F6.11.1a.




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6.11.3 Acquire Appropriate Software and Hardware

Responsible: AIL, ATL

Estimated Duration/Resource Requirements: Not known

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Software & Hardware - to purchase and/or upgrade the necessary workstations
                 for each agency and locations. This includes purchasing all the necessary
                 hardware components for the workstation and all the necessary software for
                 Advantage, Procurement Desktop, BRASS, and the Travel Management System
                 applications to function properly. This process may require purchasing new
                 workstations and/or upgrading existing workstations.

                 Printers - to purchase and/or upgrade the printers for each agency and location, if
                 necessary.

Workproducts and Results:

                    ID 3 on the MARS Software and Hardware Readiness Checklist – C6.11.1a.
                    Agency Software & Hardware Order Form – F6.11.3a.

Resources and Inputs:

                    Existing Agency Software and Hardware Form – F6.11.1a.
                    Agency Software and Hardware Requirements Matrix.




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6.11.4 Generate Current Agency Network Diagram

Responsible: AIL, ATL

Estimated Duration/Resource Requirements: Not known

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     To generate an agency network diagram that will show a network relationship
                 between the Commonwealth and the Cabinet or Agency. It will also provide
                 information on the network relationship between the Cabinet or Agency and all
                 Building/Locations associated with the Cabinet or Agency.

                 Below is a sample agency network diagram, which is preceded by a description.

                 MARS Example of Current Agency Network Diagram

                 The purpose of this diagram is to provide an example of a network diagram that
                 must be generated for each Cabinet or Agency. All buildings/locations
                 associated with a Cabinet or Agency must be included in the diagram, even if
                 they are not currently connected. A cabinet or agency may need to generate
                 multiple diagrams to adequately depict the current state of network connectivity in
                 their organization.

                 It is not critical that the diagram look ―nice,‖ It is very important that the
                 information on the diagrams be as accurate as possible. The diagrams can be
                 hand drawn, if they are legible. It would be preferable to have the diagrams done
                 with a software package, such as VISIO, if possible.

                 DIAGRAM DESCRIPTION

                 Cabinet or Agency Name – this is where the Cabinet or Agency Name is to be
                 placed.
                 Commonwealth Wide Area Network Connection – the information needed
                 here is the type of connection to the Commonwealth Wide Area Network. For
                 example, a T1 line is shown here.
                 Building/Location 1…. Building/Location n – this refers to the first
                 building/location through the last building/location that is represented by n,
                 whatever the number of the last building/location may be. As indicated by
                 building/location 3 and building/location 6, there may be other buildings/locations
                 that are not directly linked to the Cabinet or Agency Name. What is important
                 here is to make sure that all buildings/locations are accounted for and show how
                 they relate to Cabinet or Agency Name. For each building/location you must
                 provide the appropriate information on a MARS Network and User Questionnaire.
                 Legend - this shows what type of connection there is between Cabinet or Agency
                 Name and Building/Location. You are to indicate the speed of the connection
                 (e.g. T1, 56KB, 256KB, etc.), if there is a connection. If no connection exists,
                 then indicate that with a dotted line. For clarity you may want to write ―not
                 connected‖ on the dotted line. It is not necessary to provide a legend.




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                                                                  Building / Location 2



                 Building / Location 1


                                                                                                                                               Building / Location 4




                                                                                                                                        KB
                                                                                                                                      56
                                                                                                      Building / Location 3

                                     56
                                       BK




                                                                                                                              56
                                                                                            KB
                                                  Cabinet or




                                                                                                                               KB
                                                                                             8
                                                                                          12
                                                                                                                                               Building / Location 5
                                                 Agency Name
   Commonwealth
     Wide Area                              T1
     Network
    Conne ction

                                                              256KB
                                                                                                 Building / Location 6                       Building / Location 7



                                                  Building / Location n
Le gend:
not connected


                                                                                                                           Building / Location 8
connected                       d
                indicate spee




                            Figure 97. Example of Current Agency Network Diagram

Workproducts and Results:

                                   ID 4 on the MARS Software and Hardware Readiness Checklist – C6.11.1a.
                                   Agency Network Diagram.

Resources and Inputs:

                                   None.




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6.11.5 Complete MARS Network and User Questionnaire

Responsible: AIL, ATL

Estimated Duration/Resource Requirements: Not known

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     Complete the MARS Network and User Questionnaire – F6.11.5a - with as much
                 information as possible for each building/location indicated on the Agency
                 Network Diagram(s).

Workproducts and Results:

                    ID 5 on the MARS Software and Hardware Readiness Checklist – C6.11.1a.
                    MARS Network and User Questionnaire – F6.11.5a.

Resources and Inputs:

                    Agency Network Diagram(s).




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6.11.6 Determine Network Needs

Responsible: AIL, ATL, MARS Network Lead

Estimated Duration/Resource Requirements: Not known

Due Dates:       See ―Key Dates‖ section on the agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

Description:     The purpose of this task is to determine what steps must be taken to ensure that
                 the network that connects the cabinet or agency and its remote offices with the
                 Commonwealth Wide Area Network, is capable of handling the traffic that will be
                 generated by the MARS applications.

Workproducts and Results:

                    The outcome of this activity will be to document at a high level indicating the
                     current status of infrastructure within a cabinet or agency. This information
                     will then be used by the ATL and MARS Network Lead to configure a network
                     upgrade plan for the agency in concert with Commonwealth infrastructure
                     resources.
                    ID 6 on the MARS Software and Hardware Readiness Checklist – C6.11.1a.

Resources and Inputs:

                    Agency Network Diagram(s).
                    MARS Network and User Questionnaire – F6.11.5a.




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6.12 MARS Reports Tasks

      The preparation required to use MARS reports is closely linked to those tasks required to
prepare for MARS security. In order to simplify the preparation involved for both sections, they
have been combined for the purposes of this notebook. Section 6.14, MARS Security Tasks, now
addresses both security and reports tasks for agency implementation.




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6.13 Agency-specific System Enhancements Logging Tasks

         There are no tasks associated with this section of the Agency Implementation Notebook
prior to 7/1/99. Whether an agency will submit requests for system enhancements will be
determined by agency use of the MARS system after 7/1/99. Not all agencies will request system
enhancements.


6.13.1 System Enhancements

         Once the MARS system goes live on 7/1/99, users will begin to familiarize themselves
with the different functionality it provides. As users become more expert, they may start
identifying ways in which the system could be changed or improved. Changes, improvements,
and additions to existing system functionality are called system enhancements. System
enhancements will require changes or modifications to the software that makes up MARS.


6.13.2 Recognizing the Need for a System Enhancement

       Agencies have different requirements for which they use the MARS system. If, as
agencies become more proficient with the MARS system, an opportunity for improved
performance or ease of functionality is spotted, there may be a need for a system enhancement.
There are several types of system enhancements, some of which include:

        Changes or modifications to existing system functionality
Creation of new functionality not previously provided by MARS
Extending the functionality of the existing system.

        Prior to requesting a system enhancement however, agencies should determine the
extent of the need for the enhancement. Matching system enhancement requests with the goals
and objectives of EMPOWER Kentucky would be a good starting point to determine the value of
any system enhancement.


6.13.3 Submitting System Enhancement Requests

        Agencies may submit enhancement requests after MARS is in production. These
requests will be tracked and evaluated to determine if the enhancement can be provided. No
enhancement requests will be accepted prior to 7/1/99. However, if a problem arises during your
agency‘s implementation work that appears to prohibit your agency from conducting business
after MARS goes into production, bring this issue to your AIL‘s attention immediately.

        The MARS Central Team is evaluating several software packages for managing the
MARS Enhancements process. After the central team determines which package best meets the
Commonwealth‘s requirements, enhancement request procedures will be developed. After MARS
goes into production on 7/1/99, the Commonwealth will distribute these enhancement request
procedures to all agencies.




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6.14 MARS Security Tasks

       In order to prepare your Agency to use MARS, each user that will require access to the
system must be assigned a MARS security ID. This ID will grant users access to the system
transactions that are required to perform their jobs. This section of the implementation notebook
outlines the steps that each Agency needs to take to determine which users will need MARS
security, what access these users will need, and the information that is required for setup by the
central security team.

       The Central Security team has assigned a series of profiles that grant users different levels
of access that they will need to perform tasks within MARS. These profiles are predefined to
provide the functionality that users will need. They have been created with the needs of Agency
users in mind. A detailed listing of these profiles will be available on the Agency Implementation
Website at http://www.state.ky.us/agencies/adm/mars/mars.htm after the Agency Security
Training session.

      The security setup process is one of the most critical functions required of the Agency
Implementation teams as security must be in place before MARS implementation on July 1, 1999.
Without the information that is gathered in this set of tasks, agencies cannot be provided the
system access they will need to use MARS.




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                                                                     MARS Security Setup Tasks

 6.14.1 Assign
                                                                                                                                        6.14.7.1 Complete
 MARS Security                            6.14.5 Determine                                                        Does user
                                                                                                                                   No    CICS ID request
   Lead and                                MARS Security                                                        hav e CICS ID?
                                                                                                                                               f orm
   Schedule                                 requirements
   Meetings                                                                                                                                                           6.14.8 Complete
                                                                                                                                                                      MARS Security
                                                                                                                                                                            f orm

                                                                                             6.14.7 Determine         Y es
                                              6.14.5.1
     6.14.2                                                                                     current user
                                           Determine Multi-
  Attend MARS                                                                                 sy stem access
                                           Agency Access
 Security Training                          Requirements
    Session                                                                                                                                                             6.14.9 Obtain
                                                                                                                                        6.14.7.2 Submit
                                                                                                                  Does user                                              necessary
                                                                                                                                   No application to DIS
                                                                                                                hav e e-mail id?                                      approv al/signature
                                                                                                                                      f or e-mail address
                                                                                                                                                                          f or f orms
                                               6.14.5.2
                                          Determine MARS
                                           sy stem access
                                                                                                                                                               Y es
6.14.3 Compile list                         requirements
  of MARS users
                                                                                                                                                                       6.14.10 Return
                                                                                                                         No
                                                                                                                                                                       f orms to MARS
                                                                                                                                                                       Central Security
                                                                                                                                                                            Team



 6.14.4 Determine
user role on 7/1/99
                                                         Is user a               Is user a                      Is user a                    Is user a
                                                        purchasing       No      budgeting        No            f inancial         No        reporting
                                                           user?                   user?                           user?                       user?

                           6.14.6 Assign user
                                                              Y es                 Y es                           Y es                          Y es
                           to MARS Security
                                 Prof ile            6.14.6.1 Select                                      6.14.6.3 Select
                                                                               6.14.6.2 Select                                            6.14.6.4 Select
                                                       Purchasing                                            Financial
                                                                                 Budgeting                                               Reporting (Cry stal
                                                      (Procurment                                         (ADVANTAGE)
                                                                              (BRASS) Prof ile                                            Reports) Prof ile
                                                     Desktop) Prof ile                                        Prof ile




                                                                Figure 98. MARS Security Setup Tasks




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6.14.1 Assign MARS Security Lead and Schedule Meetings

Responsible: Agency Implementation Lead

Estimated Duration/Resource Requirements: One day

Due Dates:       See ―Key Dates‖ section on the Agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     The assignment of security profiles to users is one of the most critical tasks
                 required by Agency administrators for the successful operation of MARS.
                 Therefore each Agency should appoint a security lead and, if applicable, a
                 security team to review the requirements of their users and assign security
                 profiles.

                 The security lead should be familiar with Agency operations and will understand
                 the access requirements for users in the Agency. The security team will have
                 primary responsibility for assigning profiles to future MARS users, determining
                 their system access requirements and obtaining the appropriate approvals for the
                 security requests. The security lead should have, or be granted, the authority to
                 approve the creation of these security profiles. The size of the team should be
                 determined by the AIL and be consistent with the size of the Agency and nature of
                 its security requirements. We recommend that the person who is likely to handle
                 Agency security requests post-implementation would be a good candidate for
                 team lead.

Workproducts and Results:

                    Completed Form F6.14a – Identify MARS Security Lead.
                    ID 1 on MARS Security Setup Tasks Checklist – C6.14a.
                    MARS Security Implementation Lead and team member names, meeting
                     schedule

Resources and Inputs:

                    None.




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6.14.2 Attend MARS Security Training Session

Responsible: Agency Security Lead and/or Agency Implementation Lead

Estimated Duration/Resources Required: One half day.

Due Dates: April 1 or April 5, 1999.

Description:     The Central Security Implementation team will hold MARS Security Training
                 Sessions to train Agency Security Leads in the process of assigning security to
                 the users in their agency. These sessions will cover:

                    Introduction to MARS Security terminology;
                    Overview of the MARS Security model;
                    Guidelines on assigning security to agency users;
                    Direction on completing the Security section of the Implementation Notebook;
                    Questions and Answers.

                 There will be two security training sessions – the first will be held on April 1, 1999
                 and the same session will be repeated on April 5, 1999. Your agency is only
                 required to attend one session.

Workproducts and Results:

                    ID 2 on MARS Security Setup Tasks Checklist – C6.14a.
                    Completed Agency Security training.

Resources and Inputs:

                    None.




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6.14.3 Compile List of MARS users

Responsible: Agency Security Lead

Estimated Duration/Resource Requirements: One week. Information on Agency employees
who will be MARS users

Due Dates:       See ―Key Dates‖ section on the Agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     The Agency security team must compile a list of employees who will be users of
                 the MARS system when it goes live on July 1. The security team must also collect
                 specific user information including:

                         Users First Name, Last Name and Middle Initial
                         User‘s Title
                         User‘s Employee ID/Payroll Number
                         User‘s Supervisor

                 The security team must also gather as much information as possible regarding
                 the user‘s role within the organization and what types of transactions the user
                 currently performs in STARS/KAPS.

Workproducts and Results:

                    Completed column A-F on Form F6.14b – MARS Security Request Form
                    ID 3 on MARS Security Setup Tasks Checklist – C6.14a
                    A listing of employees who will need access to MARS. This information can
                     be entered in Form F6.14.2a – MARS Security Request Form

Resources and Inputs:

                    A current list of agency employees
                    As-is activity analysis
                    Training registration forms
                    Your agency‘s Workforce Transition Tool, which was sent to each Agency
                     Implementation Lead who attended ―Workforce Transition Planning for Your
                     Agency‘s Administrative Services Positions‖ in March 1999.
                    ―To Be Redesigned Role‖ templates distributed at ―Workforce Transition
                     Planning…‖ workshop in March 1999.




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6.14.4 Determine Security Needs on 7/1/99

Responsible: Agency Security Lead

Estimated Duration/Resources Required: One week. Agency list of users and information on
user roles

Due Dates:       See ―Key Dates‖ section on the Agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     When the MARS system goes live, each user will need a security profile that will
                 enable them to process the transactions that will be required to perform their jobs
                 within the Agency. A detailed listing of profiles will be available on the Agency
                 Implementation Website at http://www.state.ky.us/agencies/adm/mars/mars.htm
                 after the Agency Security Training session. The first step in this process will be to
                 determine what responsibilities each user will have as of July 1. These
                 responsibilities should be chosen according to the documents that the user would
                 be required to process when the system goes live.

Workproducts and Results:

                    ID 4 on MARS Security Setup Tasks Checklist – C6.14a
                    Identified responsibilities for each user

Resources and Inputs:

                    List of MARS users (Refer to the ―To Be Roles‖ Worksheet on your agency‘s
                     Workforce Transition Tool, which was sent to each Agency Implementation
                     Lead who attended ―Workforce Transition Planning for Your Agency‘s
                     Administrative Services Positions‖ in March 1999.)
                    ―Documents Relevant to Role‖ section of ―To Be Redesigned Role‖ templates
                     distributed at ―Workforce Transition Planning…‖ workshop in March 1999.
                    MARS Purchasing and Payables System Usage Analysis
                    MARS Accounts Payable and Accounts Receivable Redesigned Process
                     Implementation Strategy
                    MARS Disbursements System Usage Analysis
                    Material Management Setup and Usage Strategy
                    Source Document and Transaction Mapping Analysis




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6.14.5 Determine MARS Security Requirements

6.14.5.1 Determine Multi-Agency Accesses

Responsible: Agency Security Lead

Estimated Duration/Resources Required: One day

Due Dates:       See ―Key Dates‖ section on the Agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     Certain Agencies will be required to process documents for multiple agencies.
                 The Agency must determine if the user will be required to process documents for
                 multiple agencies. For example, the Cabinet for Workforce Development consists
                 of several agencies. Certain users in the Office of the Secretary will need to
                 process documents for all of the agencies within the Cabinet. These users will
                 need multiple agency access. The Central Implementation team will
                 determine the agency groupings that will apply to each agency as shown
                 in Table 9. User profiles will be selected based upon the multiple agency
                 accesses.

                              Table 9. Agency Grouping Illustration
Agency Group                                         Affected Agencies
175                                                  175
                                                     300                    680

                                                     335                    681
                                                     374                    685
                                                     385                    690
                                                     515                    695
                                                     675                    705


Workproducts and Results:

                    ID 5 on MARS Security Setup Tasks Checklist – C6.14a
                    Multiple agency access requirements for each user

Resources and Inputs:

                    MARS Purchasing and Payables System Usage Analysis
                    MARS Accounts Payable and Accounts Receivable Redesigned Process
                     Implementation Strategy
                    MARS Disbursements System Usage Analysis
                    Material Management Setup and Usage Strategy
                    Source Document and Transaction Mapping Analysis
                    ―Documents Relevant to Role‖ section of ―To Be Redesigned Role‖ templates
                     distributed at ―Workforce Transition Planning…‖ workshop in March 1999.




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6.14.5.2 Determine MARS System Access Requirements

Responsible: Agency Security Lead

Estimated Duration/Resources Required: One week. List of users within Agency with
              information on system responsibilities

Due Dates:       See ―Key Dates‖ section on the Agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     The MARS system is comprised of four functional systems that each require
                 security access to be defined for users:
                 ADVANTAGE – MARS Financial System
                 Procurement Desktop – MARS Purchasing System
                 BRASS – MARS Budgeting System
                 Crystal Reports – MARS Management Reporting System

                 The Agency Security Lead must determine which system(s) each user will need
                 to access to perform their job functions.

Workproducts and Results:

                    Completed column H-I on Form F6.14b – MARS Security Request Form
                    ID 6 on MARS Security Setup Tasks Checklist – C6.14a
                    System access requirements defined for each user

Resources Required:

                    MARS Purchasing and Payables System Usage Analysis
                    MARS Accounts Payable and Accounts Receivable Redesigned Process
                     Implementation Strategy
                    MARS Disbursements System Usage Analysis
                    Material Management Setup and Usage Strategy
                    Source Document and Transaction Mapping Analysis
                    ―To Be Roles‖ Worksheet on your agency‘s Workforce Transition Tool, which
                     was sent to each Agency Implementation Lead who attended ―Workforce
                     Transition Planning for Your Agency‘s Administrative Services Positions‖ in
                     March 1999.




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6.14.6 Assign User to MARS Profile

Responsible: Agency Security Lead

Estimated Duration/Resources Required: One week. Data collected on user security
              requirements

Due Dates:       See ―Key Dates‖ section on the Agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     After user requirements have been determined, the security team must assign
                 profiles to each MARS user within the Agency. The MARS system is made up of
                 4 subsystems: ADVANTAGE, the financial management system; Procurement
                 Desktop, the procurement system; BRASS, the budgeting system; and Crystal
                 Reports, the Management Reporting System.

                 The Central Security team has created profiles for each application that will grant
                 users the accesses that are required to conduct business in Kentucky. These
                 profiles have been created to accommodate the responsibilities that users will
                 have within organizations.

                 The Agency Security team must determine if their users will need profiles for
                 each of these systems. The following rules will apply:
                  Each user who will access the ADVANTAGE or Procurement Desktop
                    systems must have an ADVANTAGE profile. A BRASS user may have a
                    BRASS ID only
                  A Crystal Reports profile is only required for users who will need access to
                    the reporting database
                  Each user may only have one profile for each system
                  One user may have a combination of several profiles:
                     A financial profile
                     A budgeting profile
                     A procurement profile and a financial profile
                     A budgeting profile and a financial profile
                     All three

                 A reporting profile can be added to any one of these combinations. An example
                 of this is illustrated in Figure 99 Security Profile Illustration.

                 A detailed listing of each profile will be available on the Agency Implementation
                 Website at http://www.state.ky.us/agencies/adm/mars/mars.htm after the Agency
                 Security Training session. This listing will show the profile name, its description,
                 a mapping to STARS DOA forms or KAPS transactions, and the authorities that
                 will be granted to each group. An example of this listing is shown in Figure 10.
                 Security Profile Mappings Example.

                 If a user in your Agency will be required to perform activities that do not fit into
                 one of the pre-defined profiles you may submit a request to the Central Security
                 Implementation team. This request must be submitted in writing via your ALM and
                 must describe the new profile responsibilities and give a detailed description of
                 the reasons for the required change. After July 1, a Security Administration team
                 will be in place to handle requests for changes to profiles as needed.




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                                                                     Agency
   Agency                Agency                Agency               Budgeting
  Accounting          Payables Clerk          Budgeting           Clerk who will
   Manager                                      Clerk              also create
                                                                    Purchase
                                                                  Requisitions



 Financial Profile    Financial Profile     Financial Profile     Financial Profile
   ACCTMGR2             ACCOUNT1               BUDGET1               BUDGET1




                        Purchasing         Budgeting Profile        Purchasing
                          Profile           Brass Budgeting           Profile
                        PD Pay ables             Clerk            PD Requisitioner




                                                                  Budgeting Profile
                                                                   Brass Budgeting
                                                                        Clerk




                              Figure 99. Security Profile Illustration




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                         Figure 10. Security Profile Mappings Example


Financial      Single or       Security DOA Form / Activity                    Action       Approvals
Security       Multiple        Groups
Profile        Agency
ACCOUNT1 Access to a   ACT1                DOA-01, DOA-05, DOA-07, DOA-27, APPROVE YNNNN
         Single Agency                     DOA-55, DOA-62, DOA-66
                               PAY1                                            APPROVE YNNNN
                               FAPO        Fixed Asset Acquisition, Betterment, APPROVE YNNNN
                                           Modification, Disposition
                               PROJ        DOA-37                              APPROVE YNNNN
                               BUYR        DOA-07, DOA-11                      APPROVE YNNNN
                               RECA        DOA-02, Customer Information         APPROVE YNNNN
                                           Input, Receivable, Receivable Credit
                                           Memo, Write-off
                               INQR        Online System Inquiries             SCAN
                               PD          Procurment Desktop Generated Transactions

                               TRVA        DOA-28, DOA-28A, DOA-34             Future Use



Workproducts and Results:

                    Completed column K-N on Form F6.14b – MARS Security Request Form
                    ID 7 on MARS Security Setup Tasks Checklist – C6.14a
                    MARS subsystem requirements determined for each user

Resources and Inputs:

                    List of MARS users (Refer to the ―To Be Roles‖ Worksheet on your agency‘s
                     Workforce Transition Tool, which was sent to each Agency Implementation
                     Lead who attended ―Workforce Transition Planning for Your Agency‘s
                     Administrative Services Positions‖ in March 1999.
                    ―To Be Redesigned Role‖ templates distributed at ―Workforce Transition
                     Planning…‖ workshop in March 1999.
                    MARS Purchasing and Payables System Usage Analysis
                    MARS Accounts Payable and Accounts Receivable Redesigned Process
                     Implementation Strategy
                    MARS Disbursements System Usage Analysis
                    Material Management Setup and Usage Strategy
                    Source Document and Transaction Mapping Analysis




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6.14.6.1 Select Purchasing (Procurement Desktop) Profile

Responsible: Agency Security Lead

Description:     Purchasing users must have a Procurement Desktop profile assigned to access
                 the purchasing functionality of the MARS system. A detailed listing of each
                 purchasing profile will be available on the Agency Implementation Website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm after the Agency Security
                 Training session. Each profile provides a different set of functionality that will be
                 available to the user. Please select a profile based upon what types of activities
                 each user will be required to do.

                 Note: Approval authority is not inherent in PD profiles. Approval authority
                 will be determined with the MARS Workflow tasks contained in Release 4 of
                 the Agency Implementation Notebook.

Workproducts and Results:

                    Completed column L on Form F6.14b – MARS Security Request Form
                    ID 8 on MARS Security Setup Tasks Checklist – C6.14a
                    Profiles assigned to all purchasing users

Resources and Inputs:

                    List of MARS users (Refer to the ―To Be Roles‖ Worksheet on your agency‘s
                     Workforce Transition Tool, which was sent to each Agency Implementation
                     Lead who attended ―Workforce Transition Planning for Your Agency‘s
                     Administrative Services Positions‖ in March 1999.
                    ―To Be Redesigned Role‖ templates distributed at ―Workforce Transition
                     Planning…‖ workshop in March 1999.
                    MARS Purchasing and Payables System Usage Analysis
                    MARS Accounts Payable and Accounts Receivable Redesigned Process
                     Implementation Strategy
                    MARS Disbursements System Usage Analysis
                    Material Management Setup and Usage Strategy




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6.14.6.2 Select Budgeting (BRASS) Profile

Responsible: Agency Security Lead

Description:     Budgeting users must have a BRASS profile assigned to access the budgeting
                 functionality of the MARS system. A detailed listing of each budgeting profile will
                 be available on the Agency Implementation Website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm after the Agency Security
                 Training session. Each profile provides a different set of functionality that will be
                 available to the user. Please select a profile based upon what types of activities
                 each user will be required to do.

                 Note: Approval authority is not inherent in BRASS profiles. Approval
                 authority will be determined with the subsequent MARS Budgeting Setup
                 tasks that will be captured in Release 4 of the Agency Implementation
                 Notebook.

Workproducts and Results:

                    Completed column M on Form F6.14b – MARS Security Request Form
                    ID 9 on MARS Security Setup Tasks Checklist – C6.14a
                    Profiles assigned to all budgeting users

Resources and Inputs:

                    List of MARS users (Refer to the ―To Be Roles‖ Worksheet on your agency‘s
                     Workforce Transition Tool, which was sent to each Agency Implementation
                     Lead who attended ―Workforce Transition Planning for Your Agency‘s
                     Administrative Services Positions‖ in March 1999.)
                    ―To Be Redesigned Role‖ templates distributed at ―Workforce Transition
                     Planning…‖ workshop in March 1999.
                    MARS Budget Setup & Implementation Analysis




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6.14.6.3 Select Financial (ADVANTAGE) Profile

Responsible: Agency Security Lead

Description:     Financial users must have an ADVANTAGE profile assigned to access the
                 financial functionality of the MARS system. A detailed listing of each financial
                 profile will be available on the Agency Implementation Website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm after the Agency Security
                 Training session. Each profile provides a different set of functionality that will be
                 available to the user. Please select a profile based upon what types of activities
                 each user will be required to do.

Workproducts and Results:

                    Completed column K on Form F6.14b – MARS Security Request Form
                    ID 10 on MARS Security Setup Tasks Checklist – C6.14a
                    Profiles assigned to all financial users

Resources and Inputs:

                    List of MARS users (Refer to the ―To Be Roles‖ Worksheet on your agency‘s
                     Workforce Transition Tool, which was sent to each Agency Implementation
                     Lead who attended ―Workforce Transition Planning for Your Agency‘s
                     Administrative Services Positions‖ in March 1999.
                    ―To Be Redesigned Role‖ templates distributed at ―Workforce Transition
                     Planning…‖ workshop in March 1999.
                    MARS Purchasing and Payables System Usage Analysis
                    MARS Accounts Payable and Accounts Receivable Redesigned Process
                     Implementation Strategy
                    MARS Disbursements System Usage Analysis
                    Material Management Setup and Usage Strategy
                    Source Document and Transaction Mapping Analysis




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6.14.6.4 Select Reporting Profile

Responsible: Agency Security Lead

Description:     Selected users from every agency will be given access to view information on
                 Advantage and PD system through Crystal Info. A list of such users is needed
                 from each agency, specifying what type of querying needs a user may have, and
                 enlist them into various security groups accordingly.

                 Security groups in Management Reporting will be handled by reporting roles, a
                 feature of Crystal Info. A reporting role is a predefined set of rights that can be
                 applied to a user. Every user accessing information through Crystal Info must be
                 assigned to at least one reporting role, and accessing rights are granted to the
                 reporting role rather than to the individual user (See Table 11 Reporting Role
                 Functionality for details on various functionalities). This enables the central
                 administrator to manage accessing rights to a group of users simultaneously and
                 segregate users based on their security level, a step that is necessary to keep
                 information secured.

                 Prior to July 1, 1999, the state will be distributing a set of reports to every agency.
                 These reports will cover all the general querying natures. Any additional reports
                 specific to the agency can be created by the agency as each sees fit. Within the
                 agency, it is recommended that all reports distributed by the state be permanently
                 situated in a read-only folder, any user who wants to make changes to the report
                 should copy it to their personal folder and modify it as they see fit. This enables
                 the agency to manage consistency on all state-distributed reports.

                 Currently, the Management Reporting team has established three reporting roles
                 available to every user accessing the database, and each reporting role has a
                 specific level of security as specified in the following:

                 Basic User       - This reporting role only allows the user to view reports.

                 Power User - This reporting role allows the user to create queries and reports,
                 schedule queries and reports to run at a specified time, and all the rights granted
                 to Basic User.

                 Administrator - This reporting role is basically the keeper of all reports at the
                 agency level. Users in this group are allowed to modify reports in the read-only
                 folders, grant rights to users accessing certain folders, plus all the rights granted
                 to Power User.




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                             Table 11 . Reporting Role Functionality
Reporting Role                                       Function
Basic User                                           View reports
Power User                                           View queries and reports
                                                     Create queries and reports
                                                     Schedule queries and reports
Administrator                                        View queries and reports
                                                     Create queries and reports
                                                     Schedule queries and reports
                                                     Grant and upgrade user securities
                                                     Assign securities to folders and modify any
                                                     queries and reports


Assignment to all security groups mentioned above will be administered centrally, any changes
made must be done through submitting a change request to the central administration.

Workproducts and Results:

                    Completed column N on Form F6.14b – MARS Security Request Form
                    ID 11 on MARS Security Setup Tasks Checklist – C6.14a
                    Profiles assigned all reporting users

Resources and Inputs:

                    None.




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6.14.7 Determine Current User System Access

Responsible: Agency Security Lead

Estimated Duration/Resources Required: User system access information, CICS IDs and
              e-mail addresses

Due Dates:       See ―Key Dates‖ section on the Agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     The Agency Security Lead must determine the current system access available to
                 each user. The ASL must determine whether the potential user has access to
                 CICS and whether the user has an e-mail address. If the user does not currently
                 have a CICS then they will be required to fill out a CICS id request form (DIS form
                 F-181). A CICS ID is required to access the MARS system.

                 If the user does not have an e-mail address, the user will be required to request
                 an e-mail id from Mail Administrator. An e-mail address will be essential in the
                 successful rollout of ADVANTAGE Workflow.

Workproducts and Results:

                    Completed column P-Q (CICS ID and E-mail address) on Form F6.14b –
                     MARS Security Request Form
                    ID 12 on MARS Security Setup Tasks Checklist – C6.14a
                    A completed MARS mainframe ID request form (DIS form F-181) if required
                    A request for an e-mail ID if required

Resources and Inputs:

                    Information regarding user system access authorities and current e-mail
                     addresses




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6.14.8 Complete MARS Security Profile Request Form

Responsible: Agency Security Lead

Estimated Duration/Resource Requirements: Two days. Collected data on Agency MARS
users

Due Dates:       See ―Key Dates‖ section on the Agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     After all information has been collected and decided for each user in your
                 Agency, it should be entered into the MARS Security Profile Request Form for
                 submission to the Central Security Implementation team. This form can be
                 accessed on the MARS Agency Implementation Website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

                 If the information has been entered during the preceding steps, use this task to
                 review the collected information for completeness.


Workproducts and Results:

                    Completed Form F6.14b – MARS Security Request Form
                    ID 13 on MARS Security Setup Tasks Checklist – C6.14a

Resources and Inputs:

                    Information gathered in steps 6.14.1 through 6.14.6




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6.14.9 Obtain Appropriate Approvals for Security IDs

Responsible: Agency Security Lead

Estimated Duration/Resources Required:

Due Dates:       See ―Key Dates‖ section on the Agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     After completing the MARS Security Request Form, the Agency Implementation
                 Lead must submit the appropriate approvals to have the form processed. The
                 Agency Security Lead must send an e-mail to the Agency Liaison Manager
                 authorizing the AIL to request security IDs for each user. This e-mail will be used
                 to verify authorization to create MARS Security profiles. ALMs will be instructed
                 not to submit agency user forms unless authorization has been received in this
                 manner.

Workproducts and Results:

                    ID 14 on MARS Security Setup Tasks Checklist – C6.14a
                    An e-mail from an authorized representative of the Agency which approves
                     the creation of security IDs for each user submitted

Resources and Inputs:

                    Completed MARS Security Request form




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6.14.10 Return Request Form to Central Security Team via ALM

Responsible: Agency Implementation Lead

Estimated Duration/Resources Required: One day. Completed MARS Security
              Request in the electronic spreadsheet version

Due Dates:       See ―Key Dates‖ section on the Agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     After obtaining the appropriate approvals for the Security Request form, these
                 must be submitted to the Central Security Implementation Team via your ALM.
                 The Central Security Team will be responsible for all security setup for the July 1
                 cutover. The Central Security team will perform electronic uploads to automate
                 much of the setup process, so we require that the data be returned in the
                 electronic form. These Forms should be sent back to your Agency Liaison
                 Manager via e-mail or by some other electronic means.

Workproducts and Results:

                    ID 15 on MARS Security Setup Tasks Checklist – C6.14a
                    Completed electronic versions of the MARS Security Request Form returned
                     to the Central Security Team via the ALM

Resources and Inputs:

                    None.




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6.15 MARS Acceptance Testing

      There are no tasks associated with this section of the Agency Implementation Notebook.
Agencies that will be involved in User Acceptance Testing will be notified by the central MARS
team. The intent of this section of the AIN is to provide enough information for agencies to be
assured that the MARS testing process will meet expectations and specifications.


6.15.1 Purpose of User Acceptance Testing

    The purpose of MARS User Acceptance Testing is to determine if the MARS system meets all
established Commonwealth business requirements, performance, and security standards.
Acceptance testing will be guided by a document called The User Acceptance Test Plan (UAT
Plan). This plan defines:

       User acceptance testing methodology

       Plans for performing and managing the User Acceptance Test

       Each component of the MARS system to be tested

       The roles and responsibilities for the Commonwealth and American Management
        Systems

       The resources required to perform the User Acceptance Test

       The timing of test activities

       The acceptance testing process and sets forth guidelines and procedures that will govern
        the testing execution

       Procedures to verify that the MARS system is in compliance with the Commonwealth
        requirements and that MARS is year 2000 compliant

    The scope of the User Acceptance Test includes testing the accuracy, functionality, and
performance of the MARS System. The following specific areas will be subjected to testing:

       MARS system business functionality (modifications and baseline)
       Operational cycles
       Interfaces and the integration of all subsystems and cross-system functions
       Data conversion
       Management reporting for MARS standard, and custom-developed, reports
       Policies and procedures
       User documentation
       Technical documentation
       Training materials
       Help Desk functionality
       Agency Specific requirements, documentation, and security issues

The User Acceptance Test Plan will be available on the Internet at:
http://www.state.ky.us/agencies/adm/mars/mars.htm




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6.15.2 User Acceptance Test Methodology and Staff

         The MARS System will be tested against how MARS will be used by the Commonwealth
to accomplish business functions. To do this, the MARS Central Team will execute test case
scenarios that represent actual business events or processes. Test cases will be organized into
test cycles to simulate actual operational and functional processes. UAT will be guided by a
workplan detailing testing activities and schedules.

   MARS project management will identify Commonwealth staff who will perform the UAT. The
    selected staff will be drawn from various cabinets and agencies across the Commonwealth.
    Acceptance testing staff will posses unique knowledge and experience regarding the planned
    functionality of the MARS system, and of the existing systems and processes that MARS will
    replace.

   The test staff will consist of two groups
    1. Central testers, and
    2. Agency testers.

   The central testing group will include the following agencies and will take place in the Capital
    Annex:
        Finance Purchases for MARS purchasing functions

           Finance Controller/Accounts for MARS financial management

           GOPM & LRC for MARS budget functionality

           Treasurer's Office for disbursements and checkwriter functions



6.15.3 Agency Participation in the UAT

       As part of the User Acceptance Test Plan, the MARS Central Team will solicit agency
participation during user acceptance testing. This testing will be conducted on site at each
participating agency by specific agency staff who have been designated and properly prepared to
perform user acceptance testing. It is expected that some agencies will want to test a variety of
MARS components, while others may want to focus testing efforts on their particular area of
operation. There are no specific tasks that agencies need to perform related to acceptance
testing. Agencies will be notified by the MARS Central Team if their assistance is needed to
perform UAT.




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6.16 MARS Workflow Tasks

        Workflow is the general procedures involved in processing a document to completion. Processing a
document usually involves review and/or approval of the document by multiple people in an organization.
Currently in the Commonwealth, document workflow is handled in different ways, from electronic routing of
documents to passing paper documents from person to person for review and approval.

         The implementation of MARS will provide the Commonwealth with functionality to automate the
workflow process. The system will enable users to process electronic documents by bringing the information
to the specific user who is required to review and approve those documents. To correctly implement
automated workflow processes in agencies, the Central Workflow Team will need to identify the business
rules related to the types of documents that need approval, and the people who will be applying these
approvals. This section of the AIN deals with the process of identifying and/or collecting the business rules
driving the workflow process in each agency.

Financial Workflow (ADVANTAGE)

         ADVANTAGE Workflow is a routing and messaging system used in conjunction with ADVANTAGE
Desktop that can dramatically improve processing time by providing users the ability to manage and monitor
work more efficiently. The automatic routing feature in ADVANTAGE Workflow helps to simplify, as well as
expedite, document processing. For example, with Workflow, there is no longer the need to scan through
the entire ADVANTAGE Document Listing (SUSF) table to find a document that requires an approval or
processing. (Note: ADVANTAGE Workflow does not change approval processing or security settings within
ADVANTAGE, it simply provides a more efficient means of accomplishing these tasks). In addition to the
automatic routing feature, ADVANTAGE Workflow also provides manual routing, which allows users to
forward documents pending approval or further processing, and integrated notification features based on an
e-mail system, such as Microsoft Outlook. ADVANTAGE Desktop provides an Inbox and Worklist that
contains all messages and items generated through ADVANTAGE Workflow and ADVANTAGE Desktop.

          ADVANTAGE Workflow will be rolled out in a centralized form for implementation on July 1, 1999.
As part of this rollout, specific documents will have central rules defined to handle routing and approval logic.
The list of documents, as well as a brief description of the processing for each of the documents involved in
the initial implementation of ADVANTAGE Workflow, will be provided at a later date. The number of
documents utilizing ADVANTAGE Workflow will increase after the July 1, 1999 implementation date.

         As part of increasing the number of documents available for use with ADVANTAGE Workflow after
July 1, 1999, agencies will have the opportunity to define agency-specific rules to handle routing and
approval logic for these documents. As a result, a post-implementation ADVANTAGE Workflow plan will be
developed describing the method and timeline for distributing ADVANTAGE Workflow among the agencies.
This plan will be provided at a later date.

        Currently, there are no tasks for agencies to complete related to ADVANTAGE Workflow.

Procurement Workflow (PD)

        MARS includes extensive functionality for approval and routing within the procurement application.
These approval and routing rules are based on dollar thresholds, commodity types, and buying entities. A
Central Administrator maintains these rules in system administration.

         Prior to July 1, 1999 the Central Administration team will handle the setup of procurement workflow
for the Commonwealth of Kentucky. However, in order to fully utilize this workflow functionality, it is essential
that the necessary workflow information be collected from each Agency.




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        The Central Workflow team has defined a series of approval authority types. Each authority type
allows a user to issue a certain level of approval to documents. In order to expedite workflow
implementation, the Central Workflow team has also setup several approval paths. An approval path can be
defined as a grouping of approval authority types.

        Workflow rules must be in place before the MARS implementation date of July 1, 1999. Without the
information that is gathered in this set of tasks, aspects of MARS procurement, such as routing and
approvals, will not be setup in the way your agency needs in order to conduct business on July 1, 1999.

        Each Agency should already have appointed a Security lead, and the Central Implementation team
has determined that the Security Lead would be the best resource to assist in collecting relevant workflow
data from the Agency.

       Please refer to Figure 100 for a diagram outlining the tasks necessary to ensure that the Central
Workflow team collects all information pertaining to Workflow administration.




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                                                                                              6.16.2 Assign                     6.16.3 Rev iew list of Cited
                                   6.16.1 Compile list of MARS
                                                                                             users Approv al                      Authorities and prov ide
                                   PD workf low users and their
                                                                                             Authorities and                     missing Agency Specif ic
                                    associated Buy ing Entities
                                                                                            enter inf o. on f orm                Cited Authorities on f orm
                                   entering inf o. in Form 6.16a
                                                                                                   6.16a                                   6.16b




           Should user have                Should user have             Should user have              Should user have             Should user have            Should user have
         'Supervis or' approval   No        'Need' approval     No       'Legal' approval     No       'Management'        No    'Commodity' approval   No      'Fund' approval
              authority?                       authority?                   authority?               approval authority?              authority?                   authority?



                 Yes                             Yes                          Yes                           Yes                         Yes                         Yes

            Ass ign user                                                                               Ass ign user                 Ass ign user
                                           Ass ign user Need           Ass ign user Legal                                                                    Ass ign user Fund
         Supervis or approval                                                                          Management                Commodity approval
                                           approval authority          approval authority                                                                    approval authority
             authority                                                                               approval authority              authority




       16.6.4 Rev iew                                                                                 Select the Upper                Select the Appropriate Path
                                                                      Select approriate
     prov ided list of PD              Select document                                                dollar limit f or the            f or the chosen Document
                                                                      Cited Authority f or
      documents and                    ty pe & applicable                                              Cited Authority ,                  ty pe, sub-ty pe, cited
                                                                     Document and Sub-
     sub-ty pes. Identif y                  sub-ty pe                                                Document, and Sub                authority , & upper dollar limit
                                                                      ty pe combination
      documents used                                                                                  Ty pe combination                        combination
      by y our Agency




        16.6.5 Select
          document
                                                                                                                                          16.6.6 Identif y
       approv al paths
                                                         Def ine the users that will approv e                                           Commodity and Fund
      according to the
                                                          documents on the chosen path                                                   Exceptions (Form
      f ollowing tasks:
                                                                                                                                              16.6d)
        (Form 6.16c)




                                                         Figure 100. MARS Procurement Workflow Data Collection Tasks




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6.16.1 Compile List of MARS Workflow Users and Their Associated Buying Entities

Responsible: Agency Implementation Lead, Agency Security Lead

Estimated Duration/Resource Requirements: Three days

Due Dates:       See ―Key Dates‖ section on the Agency implementation website at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     The Agency must compile a list of employees who will be users of the MARS
                 system and should be incorporated into document workflow when it goes live on
                 July 1. The workflow team must collect the following specific user information:

                 User’s first and last name – this should include all users who will be included in
                 the purchasing workflow process. This information can be copied from the
                 Security Profile Request Form (form F6.14b).

                 The Buying Entity of each user – MARS will utilize the Buying Entity model
                 currently used in KAPS. The Agency must provide the MARS Central
                 Implementation team with the Buying Entity code for each user. If a user belongs
                 to more than one buying entity, please list the user for each Buying Entity to which
                 they belong.

                 Agency Fiscal Issue Handler - The Agency Fiscal Issue Handler is the person in
                 your Agency who should handle issues related to the payables and matching
                 functionality of PD. MARS will automate the matching process for vendor
                 payments. The Fiscal Issues Handler will act as a central repository where issues
                 resulting from this automated process will be sent to be handled and tracked.
                 This should be the person who is responsible for payables and maintenance of
                 accounts.

                 The Agency should enter this information on the Approval Authority Assignment
                 Form (form F6.16a).

Workproducts and Results:
              Completed ID 1 on the MARS Workflow Tasks Checklist – C6.16a
              Completed Buying Entity and User Name columns on the MARS Data
                 Collection Form F6.16a, Approval Authority Assignment Form.

Resources and Inputs:

                    User and Buying Entity Information - An Agency resource that can provide the
                     following information:
                      employees who have been identified as essential to inclusion in
                          document workflow.
                      the buying entity each identified employee belongs to.
                    Agency Purchasing Expert - If the Security lead has purchasing specific
                     questions regarding their Agency, they should contact the Agency
                     Implementation Lead in order to locate a Purchasing expert within their
                     Agency that will be able to assist them in gathering their information.
                    Security Request Form F6.14b.




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6.16.2 Assign User Approval Authority Types

Responsible: Agency Implementation Lead, Agency Security Lead

Estimated Duration/Resource Requirements: Two days

Due Dates:       See ―Key Dates‖ section on the Agency implementation web-site at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     Documents in MARS are processed according to a specific employee‘s
                 acceptance or refusal. The ability to issue this acceptance in the MARS
                 procurement system is by approval authority. Approval authority defines the
                 levels of purchase authority needed for document approvals. A user must have
                 the proper authority type to approve documents. This is unique to MARS
                 procurement system and should not be confused with the “Approval
                 Levels” indicated in the MARS Financial Security Profiles on the Security
                 Presentation Profile Detail worksheet (Section 6.14).

                 As the Agency determines who should be assigned what authority type, the
                 Agency should keep the following questions in mind:

                    Who applies approvals to documents in my Agency? Why?

                    Who is responsible for ensuring that the purchase of certain commodities is
                     necessary (i.e., computers, printers)?

                    What are the duties of employees within my Agency? How are they involved
                     with document workflow?

                 By answering these questions, the Agency should be able to assign approval
                 authority types to users within the Agency.

                 The Central Implementation team has identified five (5) different approval
                 authority types. These include:

                    Supervisor approval authority: A document may require review and
                     approval of the supervisor of the document creator. Procurement Desktop
                     enables documents to be automatically routed to a user‘s supervisor. If a
                     document is required to be reviewed and approved by the creating user‘s
                     supervisor, the supervisor must be given the ―Supervisor‖ approval authority.
                     Each user has been assigned to a supervisor on Form F6.14b, Security
                     Profile Request Form.

                    Need Based approval authority: The request for the service or item has
                     been created, but the need for the item must be verified. Assign Need Based
                     approval authority to users that will be verifying need for a document.

                    Legal Based approval authority: The purchase may have to be approved
                     by an Agency specific Legal Counsel, possibly an Attorney or representative
                     thereof. There may be certain documents within your Agency that require
                     approval by a legal representative in your agency. Assign Legal Based
                     approval authority to those users who will have the responsibility to approve
                     these documents.



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                    Commodity based approval authority: A purchase may have to be
                     approved by certain employees within your Agency according to the
                     commodity being purchased. For example, a purchase request for
                     computers may have to be approved by the Technology Services department
                     within your Agency. If there are employees within your agency that approve
                     certain commodity based purchasing documents, assign them Commodity
                     Based approval authority. This approval authority will be assigned to users
                     as applicable during the completion of task 6.16.6, Identify Commodity and
                     Funding Exceptions.

                    Fund based approval authority: If a specific accounting code is used on a
                     purchase, specific employees within your Agency may have to approve any
                     document referencing that accounting code. This level of authority is treated
                     as an exception level of approval. This approval authority will be assigned to
                     users as applicable during the completion of task 16.6.6.

                    Management Based Approval Authority: The employee assigned this
                     approval authority determines that the request is justifiable and conforms to
                     all of the previous criteria, such as legal, fiscal, and need based approval
                     types. This may be the final level of approval applied to the document within
                     your Agency.

**Please Note: A PD user can be assigned multiple approval authority types, and not all users are
                required to apply approvals. If a document that requires multiple approvals is
                sent to a user with multiple approval authorities, that user can apply all of the
                approvals for which they have been given authority.

                 This information should be entered on Form F6.16a, Approval Authority
                 Assignment Form. Approval Authorities can be associated with users by
                 selecting the appropriate approval authority from the drop down list boxes that
                 can be accessed by clicking on the cells beneath the columns labeled Approval
                 Authority. A user can be assigned up to six approval authorities, in any
                 combination.

Workproducts and Results:

                    Completed ID 2 on the MARS Workflow Tasks Checklist – C6.16a
                    Completed form F6.16a, Approval Authority Assignment Form.

Resources and Inputs:

                    PD Functional Agency Support Resource.
                    Agency specific workflow team if applicable.
                    Security Data Collection Form F6.14b.




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6.16.3 Review List of Statewide Cited Authorities

Responsible: Agency Implementation Lead, Agency Security Lead, Agency Purchasing Expert

Estimated Duration/Resource Requirements: One day

Due Dates:       See ―Key Dates‖ section on the Agency implementation web-site at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     Users in the Commonwealth must cite the appropriate authority in order to
                 allocate awards to vendors. Procurement Desktop requires that a cited authority
                 be defined for all award documents.

                 We have included a complete listing of Commonwealth-wide Cited Authorities in
                 the Kentucky Statewide Cited Authorities reference listing in the PD Workflow
                 Data Collection workbook in F6.16. If your Agency purchases under a cited
                 authority that is specific to your agency, and not included on this list, you must
                 provide that authority to the Central Team to be able to purchase under this
                 authority in MARS.

                 You must provide the following information on Agency-specific authorities to the
                 Central Workflow team:

                        Buying Entity to which the authority applies
                        A Cited Authority code
                        A description of the included authority
                        An upper dollar limit which applies to the authority (if applicable)

                 Please enter the authority to include in MARS on form F6.16b, Agency Cited
                 Authority. The authorities provided on form F6.16b will be inputs to form F6.16c.

Workproducts and Results:

                    Completed ID 3 on the MARS Workflow Tasks Checklist – C6.16a
                    A list of identified Agency-specific Cited Authorities.
                    Completed form F6.16b, Agency Cited Authority, if necessary.


Resources and Inputs:

                    Statewide Cited Authorities List (Workflow Worksheet in F6.16).
                    Workflow team (if applicable).
                    Functional Agency Specialists.




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6.16.4 Review List of Procurement Desktop Document Types

Responsible: Agency Implementation Lead, Agency Security Lead, Agency Purchasing Expert

Estimated Duration/Resource Requirements: One day

Due Dates:       See ―Key Dates‖ section on the Agency implementation web-site at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     Purchasing and payables functionality in MARS will be managed primarily using a
                 series of documents included in the PD application. Your agency must identify
                 which documents your users will process in order to identify their required
                 approval path. A list of all documents and their sub-types available for
                 approval/workflow routing has been provided on the MARS Procurement
                 Documents list in the PD Workflow Data Collection workbook in F6.16. Please
                 review this list and identify the documents and applicable document sub-types
                 that you will use. You are only required to identify approval paths for documents
                 that will be processed by your agency.

                 For example, one of the documents listed is a Catalog Master Agreement.
                 Catalog Master Agreements will only be created by the Division of Purchases or
                 Agencies that initiate contracts that will be used statewide and will require
                 placement in the MARS Catalog. If your Agency will not process these
                 documents, do not select an approval path. However, all agencies will likely
                 process Purchase Requests, so an approval path will be required for these
                 documents for all agencies.

Workproducts and Results:

                    Completed ID 4 on the MARS Workflow Tasks Checklist – C6.16a
                    A list of documents and document sub-types that the Agency uses for its
                     procurement processes.

Resources and Inputs:

                    MARS Procurement Documents List (Workflow Worksheet in F6.16).
                    Workflow team (if applicable).
                    Functional Agency Specialists.




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6.16.5 Select Document Approval Paths

Responsible: Agency Security Lead and Agency Implementation Lead

Estimated Duration/Resource Requirements: Ten days

Due Dates:       See ―Key Dates‖ section on the Agency implementation web-site at
http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     Please ensure that Data Collection form F6.16a, Approval Authority
                 Assignment Form, has been completed before you begin this task. The
                 information entered into form F6.16a provides inputs to form F6.16c.

                 Procurement Desktop allows its users to automatically route documents
                 according to pre-defined document specific rules. The Central Implementation
                 team has defined Approval Authority types, which you have already assigned to
                 users within your Agency in (task 6.16.2). In this task, the Agency will have the
                 opportunity to select an approval path that will be applied to documents that fit
                 precise criteria. The Agency will also assign actual users to approval paths.

                 In order to fully utilize the workflow capabilities available in Procurement Desktop
                 the Agency must provide the Central Implementation team with information about
                 document paths. Please keep these types of questions in mind as you undertake
                 this task.

                    ―When a document is created in your Agency, who needs to approve it?‖

                    ―Why do they need to see it?‖

                    ―What are the special cases that dictate who approves a particular
                     document?‖

                    ―Are necessary approvals contingent on cited authority? Dollar amounts?‖

                 An approval path is a grouping of Approval Authority types (Supervisor, Need,
                 Legal, & Management). The purpose of this task is for the Agency to assign an
                 approval path to specific documents based upon specific criteria, and then assign
                 specific users to perform the required approvals. An approval path is assigned to
                 a document according to the following parameters, as depicted in Figure 1:

                    Document Type

                    Document Sub-Type (if applicable)

                    Cited Authority

                    Buying Entity

                    Upper Dollar Limit

                    The document has been initiated by a user (Requestor) that requires their
                     supervisor to approve the request



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                 The document approval path information should be entered into form F6.16c,
                 MARS Purchasing Approval Paths Form.

                 The combination of factors listed above will determine the Approval Path chosen
                 for a particular document. For example,

                 Document       Sub-     Cited              Buying   Upper $    Approvers       Why?
                 Type           Type     Authority          Entity   limit
                 Purchase       None     B0111-08-00-       391100   10,000     John Doe        John gives the
                 Request                 02                                     Jane Doe        ―supervisor‖
                                                                                Jill Lawyer     approval, Jane
                                                                                Jack Mgr.       the ―need‖
                                                                                                approval, Jill
                                                                                                the ―Legal‖, and
                                                                                                Jack the
                                                                                                ―Management‖
                                                                                                Approval level.

                 The example in the chart tells us:

                    In your Agency, these specific employees must approve a Standard Purchase
                     Request (Document Type) with no sub-type, with a cited authority of B0111-
                     08-00-02, for Buying Entity 391100, that is less than $10,000.

                    The types of approval that must be applied to this document are Supervisor,
                     Need, Legal, and Management levels of approval. In order to process this
                     document people with these levels of approval must see and approve this
                     document.

                    For this particular example, John Doe (Supervisor Approval), Jane Doe
                     (Need Approval), Jill Lawyer (Legal approval), and Jack Manager
                     (Management Approval) all approve requests that fit this criteria.

                 The MARS Purchasing Approval Paths Form entry would be as follows:

               Document Type Sub-Doc Cited Authority Buying Entity Upper Limit Path

               PR                         B0111-08-00-02 391100         $ 10,000.00 Path 1 = Supervisor,
                                                                                    Need, Legal, Management

                 The information should be entered on form F6.16c in the following order:

                    Select Purchase Request (document type choices are available from drop-
                     down list-box on the data entry form) from the Document Type column

                    Select nothing in the Sub-Document column (sub-type choices are available
                     from a drop down list-box on the data entry form)

                    Select B0111-08-00-02 (Statewide Cited Authorities are available from a drop
                     down list box on the data entry form) from the Cited Authority column

                    The upper limit should be entered (requires free form entry)

                    Select an Approval Path (path choices available from a drop-down list-box on
                     the data entry form)


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                    Define users for the selected Approval Path. In the ―Need‖ Approver column,
                     enter Jane Doe, In the ―Legal‖ Approver column, enter Jill Lawyer, and in the
                     ―Management‖ Approver column enter Jack Manager. (All users defined on
                     form F6.16a will be available as choices in drop-down list when assigning
                     names in this task). Since PD will automatically identify the supervisor of the
                     user creating the document, no ―Supervisor‖ Approver column exits. PD will
                     identify John Doe and automatically route the document to him first

               "Supervisor" Approver     "Need" Approver          "Legal" Approver           "Management"
                                                                                             Approver
               John Doe                  Jane Doe                 Jill Lawyer                Jack Manager

                 The names indicated in the Approver columns on the MARS Purchasing Approval
                 Paths form provide the names of the people who must approve the document.
                 These are the employees that must ―sign off‖ on the purchasing document
                 according to the type of document described in this example.

                 Please refer to the example entry indicated on form F6.16c to see this data
                 as it looks on the actual form.

                 The table below lists all eight of the possible approval paths that can be assigned
                 to a document.

                 Path                 Initiator     Approval 1     Approval 2        Approval 3        Approval 4
                 Approval Path 1      Requestor     Supervisor     Need              Legal             Management
                 Approval Path 2      Requestor     Supervisor     Need              Legal
                 Approval Path 3      Requestor     Supervisor     Need                                Management
                 Approval Path 4      Requestor     Supervisor     Need
                 Approval Path 5      Requestor     Need                             Legal             Management
                 Approval Path 6      Requestor     Need                             Legal
                 Approval Path 7      Requestor     Need                                               Management
                 Approval Path 8      Requestor     Need

Workproducts and Results:

                    Completed ID 5 on the MARS Workflow Tasks Checklist – C6.16a
                    Completed Form F16.6c, MARS Purchasing Approval Paths Form.
                    The information on the form will define Agency specific document workflow.

Resources and Inputs:

                    PD Functional Agency Support Staff.




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6.16.6 Identify Commodity and Funding Exceptions

Responsible: Agency Implementation Manager, Agency Security Lead

Estimated Duration/Resource Requirements: Three Days

Due Dates:       See ―Key Dates‖ section on the Agency implementation web-site at
                 http://www.state.ky.us/agencies/adm/mars/mars.htm

Description:     If your Agency does not have commodity or accounting specific rules, you can
                 ignore this task. Procurement Desktop Workflow functionality allows routing
                 approvals according to commodity and accounting information based rules. For
                 example, there may be specific commodities that must be approved by a specific
                 employee within your Agency. A common example is Computer equipment. Any
                 computer equipment purchases may have to be approved by a specific employee
                 within your Agency.

                 PD can also route documents for approval according to Accounting information.
                 For example, when a document contains a specific accounting strip, a specific
                 employee must approve it.

                 Routing exceptions based on commodity or funding information must be indicated
                 on form F6.16d, MARS Purchasing Commodity and Accounting Exceptions Form.

                 The Agency must provide the following information on this form:

                    Commodities that require a special ―commodity approver.‖ Commodity codes
                     must be entered in the KAPS commodity code format;

                    Accounting Codes that require a special ―fund approver.‖ Accounting codes
                     must be entered in the MARS Chart of Accounts format;

                    The Buying Entity to which the exception applies;

                    The applicable special approver‘s name for either commodity or fund
                     approval

                 The Central Workflow team will identify all approvals that will be required from a
                 Central Agency such as:

                    Division of Purchases
                    LRC
                    Department of Printing
                    GOPM
                    Etc.

                 Commodity and fund exceptions are only to be listed if they apply specifically to
                 your Agency.




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Workproducts and Results:

                    Completed ID 6 on the MARS Workflow Tasks Checklist – C6.16a
                    A list of commodities that require special approval and the associated special
                     approver‘s name.
                    A list of accounting codes that requires special approval and the associated
                     special approver‘s name.
                    Completed Form F16.6d, MARS Purchasing Commodity and Accounting
                     Exceptions Form.

Resources and Inputs:

                    PD Functional Agency Support Staff.




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6.17 MARS Travel Tasks

       There are no tasks associated with this section of the Agency Implementation Notebook.
Some agencies have been selected to participate in a pilot of the Travel Management system,
and will work with the central MARS team throughout the pilot. The intent of this section of the
AIN is to provide enough information for agencies to be assured that the MARS travel
management system will meet expectations and specifications when it is ultimately made
available throughout the Commonwealth.


6.17.1 Travel Management System

        MARS will contain processes to support reimbursing individuals who are traveling on
Commonwealth business. Commonwealth and non-Commonwealth employees may be
reimbursed using the same process. The MARS Travel Management system incorporates
functionality to request travel as well as reimburse travel that has already occurred.


6.17.2 Travel Management Pilot

    The following agencies have been selected to pilot the Travel Management system, and will
                                                st
begin using Travel Management beginning July 1 , 1999:

       Cabinet for Families and Children
       Administrative Office of the Courts
       Department of Transportation

     The remaining agencies within the Commonwealth will continue to use paper forms to request
authorization to travel, as well as request reimbursement for travel. The paper forms will continue
to be forwarded to a central location for entry into MARS, and reimbursement checks will be
printed from the MARS system.

    In addition, forms will be updated to assist the State Parks and Motor Pool in processing
direct billing for employees who request services from these agencies.




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6.18 MARS Post-implementation Support Tasks

          The Empower Kentucky program has recognized the need for a centralized customer
support facility for administrative service activities and has established the Customer Resource
Center (CRC) to provide that support. MARS is a large part of Empower Kentucky and will
constitute a majority of the CRC resources during the first quarter of fiscal year 2000 when MARS
first goes live in production. The CRC will establish a CRC Help Desk of which the MARS support
will be the primary focus when the help desk goes live in June.


6.18.1 Customer Resource Center

         The proposed organizational structure for the Customer Resource Center is based
primarily on the need to serve the agencies of the Commonwealth in three perspectives:

                      Daily needs
                      Employee skill development

                                                Division of Director


          Agency Administrative Support                                        Continuous Improvement


        Training                  Help Desk                                      Planning
                                                                                 Vendor Relations
                                                                                 Market Research
          Policies & Procedures     Financial Document Completion Assistance     Best Practices
          MARS                      Procurement Assistance                       Performance Measurement
          Financial                 Procard Support                              Organizational Design
          Procurement               Vendor Support                               Performance Measures
          Procard Practices         Inventory & Distribution
                                    Fixed Assets


                                      Figure 101. CRC Organization



6.18.1.1 Training

         The CRC will provide training services ranging from agency policies and procedures to
assistance with new procurement and financial practices of the MARS software. Identification of
the training subject matter and audience will be guided by the problems identified by the agencies
through their contact with the Help Desk and other CRC functions.

       This unit will also provide vendor training sessions on how to conduct business with the
Commonwealth as well as understanding the new ―Best Value‖ approach. Training sessions will
be developed for specific vendor groups.




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6.18.1.2 Help Desk

         The Customer Resource Center will leverage the expertise of established personnel to
build a help desk function that serves as the primary point of contact for customers, both agencies
and vendors, regarding the financial and procurement processes and the software designed to
support them.

Financial Document Assistance:
           The financial advocacy role of the Help Desk will greatly enhance the role of the
           agencies in their daily management and strategic direction for the programs. As
           envisioned, agency managers will have much more flexibility regarding resource
           allocation and therefore will need more financial data and advice for daily program
           operation. Furthermore, MARS will not allow documents to be processed with
           incomplete data or with errors. Thus, the financial assistance function of the Help
           Desk will provide guidance or assistance for the following areas:

                    Understanding policies and procedures

                    Analysis to move business problems to solution

                    Guidance for programs in reporting elements such as program spending,
                     dollars collected, actual expenditures versus budget, actual revenues versus
                     budgeted, and other appropriate metrics involving financial and operational
                     data

                    Development and maintenance of budgets

                    Integration of financial management into agency operations

                    Task specific assistance such as travel vouchers, payment status, electronic
                     funds transfer, fixed assets, year-end close out, and approval

                    Gather feedback on the practical application of policies and procedures

                    On-line document completion assistance

                    Setting up common codes for payables

Procurement Assistance:
       The ―Best Value‖ approach to procurement has eliminated the low-bid requirement to
       which the agencies have been traditionally accustomed. In addition, Finance and
       Administration has instituted several key programmatic and policy changes that increase
       the flexibility and responsibility agencies have in procurement. To implement these
       changes, agencies will need to have guidance on all levels of purchasing regarding:

                    Statutory and regulatory basis for the ―Best Value‖ approach

                    Incorporating best value criteria into small and large purchases

                    Basic procurement policies and procedures

                    Use of procurement card and the appropriate hierarchy of cardholders and
                     program administrators


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                    Steps towards increasing small purchase authorities

                    Total cost factors involved in the procurement process

Procard Support:
       The Help Desk would provide support for procurement card through programmatic
       aspects such as:

                    Recommending appropriate card usage policies
                    Identifying transactions prone to risk
                    Using the procard with price contracts
                    Facilitating the use of procard for unique areas such as utilities

Vendor Support:
       This activity provides vendors with general assistance in matters such as vendor
       registration procedures, payment status, access to bids and other procurement
       documents, and policies and procedures for conducting business with the
       Commonwealth.

Inventory and Distribution:
       The Warehouse Optimization team had developed a training methodology and approach
       to assist agencies in their efforts to reduce and eliminate costly storage of easily
       obtainable items. The Help Desk would guide agencies in handling specific areas of
       analysis of usage, space, and costing. More program-specific assistance will be
       coordinated through the material management function within the Division of Material and
       Procurement Services.


6.18.1.3 Continuous Improvement

        The CRC is charged with establishing a continuous improvement program to ensure that
the Commonwealth is operating with the best business practices available and that these
practices are institutionalized across the Commonwealth. Improvement activities are discussed
below.

Vendor Relations:
       Improvement of the quality of goods and services received from the vendor community
       depends heavily on maintenance of the relationship with the vendor community—from
       initial registration through performance measurement and implementation of corrective
       action plans. To carryout this function, the CRC will serve as the overall coordinator of
       the relationship of the Commonwealth with the vendor community by developing
       performance measures, reporting structures, and communication plans designed to be
       implemented by the procurement leads within the Division of Material and Procurement
       Services. For key commodity or services areas, the CRC may form a strategic sourcing
       team that brings together Commonwealth representatives from the entire procurement
       process: end-users, purchasing, materials management, accounts, and information
       technology.

Market Research:
       The Customer Resource Center will help sustain the planning process as well as provide
       market and commodity insights related to areas such as: ―Best Value‖ approaches for
       purchasing staff through research into the markets; electronic commerce development;
       and, enterprise application software. For example, the CRC will research vendor and
       product historical data, conduct electronic rating searches for information verification,



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        download and assess appropriate information from the Internet, and conduct additional
        market research.

Best Practices and Benchmarking:
       Through market research and other directed efforts, the CRC will investigate practices
       within the private and public sectors considered best in a field and compare specific
       Commonwealth performance measures to other organizations with similar business
       processes. From the research, the CRC and the agencies will develop approaches to
       incorporate new practices into the current business process.

Performance Measurement:
       The CRC will perform performance measurement functions on Commonwealth
       processes. In addition, the CRC will assess overall performance of vendors. CRC will
       track quality of deliveries (timeliness, fill rates, emergencies, etc.), pricing (stability,
       accuracy, competitiveness), customer service (responsiveness, training, and accounts),
       and products and services (reliability, specifications, durability, documentation, and
       packaging).


6.18.2 Obtaining MARS Help

          Most MARS customers will obtain help through the CRC Help Desk. The Help Desk will
be accessible through a toll-free number (e.g., an 800 or 888 number) where the customer will
speak to a human rather than an interactive telephone menu system or voice mail. The analyst
who answers the call will most likely be able to resolve the problem with the caller. For more
difficult problems, the caller may be transferred to a functional or technical expert. If an expert is
not available at the time, one will return the call.

         In some cases, the call will not pertain to an activity supported by the CRC Help Desk. In
those situations, the CRC Help Desk will direct the call to the appropriate help desk or agency.
However, the CRC Help Desk will act as the customer‘s advocate in these situations and follow-
up with the caller to ensure that their problem has been addressed and resolved in a timely and
professional manner.

        In rare cases, a problem may require that a team of experts go to the agency location to
observe the problem firsthand. The CRC Help Desk will assemble the appropriate team of
experts and manage their deployment to the customer‘s site.

         Telephone access is only one method of obtaining help from the CRC Help Desk. For the
more computer-savvy customer, the help desk knowledge base will be available over the internet
using a Web browser. This knowledge base will be the same database used by the help desk
analysts. Customers will be able to research their own problems without having to contact the
CRC Help Desk directly. If they fail to find a resolution to their problem, customers will also be
able to submit help desk tickets over the internet. These tickets will be handled with a high priority
and resolutions emailed to the customer, or the analyst may call to discuss the problem directly
with the customer. If a customer reports a software defect or proposes an enhancement to the
MARS system, they will be able to track the status of their help desk ticket and view decisions and
actions taken using Web access.




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6.19 Cutover Tasks

6.19.1 Introduction

         ―Cutover‖ is a term to describe the activities and events related to the transition from the
current STARS/KAPS operating environment to the MARS operating environment. Over the next
several months, a tremendous number of activities will be undertaken, including agency activities,
with the implementation of MARS. This section of the Notebook is intended to provide information
and guidance related to these activities.

         In the first few sections, required and optional agency cutover period activities are
described and actions are outlined. Some activities are identified as required. It should be noted
that they are only required if they apply to an agency where timing is critical. Agencies should
carefully evaluate the following sections and identify activities that apply to them. Once identified,
the appropriate planning can be done. Other activities are indicated as optional. However,
agencies should carefully review these items as well to ensure that the appropriate setup is
complete for July 1 operations. In all cases, the ALMs are available to assist the agencies with
cutover activities.

          In a later section, a Cutover Schedule is provided. This schedule, essentially a calendar
of activities and events occurring during the cutover period, is provided to again both inform and
guide. Dates related to agency activities are clearly indicated. Throughout this section, key dates
                                                    st
are shown as bolded and underlined (e.g., July 1 ) to indicate that the date can be found on the
cutover schedule.




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6.19.1.1 Gaining Access to MARS During Cutover

         For all of the agency activities described in this section of the Notebook, access to MARS
is needed. For some agencies, the MARS software may not be available on agency workstations
by the dates outlined. To facilitate these activities prior to the installation of MARS software at the
agency, users can utilize the MARS Agency Support Facilities. Rooms 92 and 94 of the Capital
Annex building in Frankfort will be open and available to agencies to gain access to MARS.
These facilities are being provided to give both system access and additional support via a
controlled, central environment.

        Some details:

              The MARS Agency Support Facilities are located in rooms 92/94 of the Capital
               Annex.
                                               th
              The facilities will open June 7 . ADVANTAGE will be available during the first
                                                           th
               week. PD will be available beginning June 14 .

              The rooms and the system will be available 8:00am to 8:00pm every day of the
               week except Friday, when the system will be available from 8:00am to 5:00pm. To
               access the rooms after normal business hours, enter the Annex through the east
               entrance and sign-in at the security station.

              Facilitators will be supporting the rooms 8:00am to 5:00pm Monday – Friday.

              25 PC‘s are available in the rooms.

              Access will be on a first-come/first-serve basis. However, agency use of the
               facilities is expected to taper off as the MARS software is installed on agency
               workstations throughout the month of June.

        MARS ALMs can provide additional details on the location and its use.




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6.19.1.2 Section Outline

This Notebook section contains areas relating to data validation or setup activities. The following
tables are provided to assist the AIL in dividing up the section(s) for their agency teams as
appropriate:

                              Table 12. Outline by Document Order


                            Section                                   Page           Area(s)
Contracts (Required If Applicable to Agency) (Section 6.19.2)      6.19-5       Procurement,
                                                                                Contracting and
                                                                                Conversion
Bids (Required If Applicable to Agency) (Section 6.19.3)           6.19-19      Procurement
Procurement Card Setup (Required if Applicable to Agency)          6.19-20      Procurement
(Section 6.19.4)
Validation and Correction of:
Security (Section 6.19.5.1)                                        6.19-26      Security
Agency Chart of Accounts (Section 6.19.5.2)                        6.19-26      Agency COA
Management Budgets (Section 6.19.5.3)                              6.19-26      Budgeting
Check Writer Common Codes (Section 6.19.5.4)                       6.19-26      Check Writer
ADVANTAGE Grants and Projects (Section 6.19.5.5)                   6.19-27      Grants & Projects
ADVANTAGE Inventory and Receivables (Section 6.19.5.6)             6.19-28      Inventory
                                                                                Receivables
Procurement Desktop Organizations (Section 6.19.5.7)               6.19-28      Procurement
                                                                                Agency COA
Converted Contract Clauses (Section 6.19.5.8)                      6.19-28      Procurement
Entry and Setup of:
Common Coding Strings (Section 6.19.6.1)                           6.19-29      Common Code
                                                                                Administrator
Procurement Desktop Optional Items (Section 6.19.6.2)              6.19-29      Procurement
                                                                                PD Agency admin
Establishment of Management Budgets (Section 6.19.6.3)             6.19-30      Budgeting
Setup of Agency Chart of Accounts (Section 6.19.6.4)               6.19-30      Agency COA
ADVANTAGE Grants and Projects (Section 6.19.6.5)                   6.19-30      Grants & Projects
ADVANTAGE Inventory (Section 6.19.6.6)                             6.19-30      Inventory
ADVANTAGE Receivables (Section 6.19.6.7)                           6.19-31      Receivables




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                                     Table 13. Outline by Area


     Area(s)                 Section                                                       Page
     Agency COA              Agency Chart of Accounts (Section 6.19.5.2)                   6.19-26
     Agency COA              Procurement Desktop Organizations (Section 6.19.5.7)          6.19-28
     Agency COA              Setup of Agency Chart of Accounts (Section 6.19.6.4)          6.19-30
     Budgeting               Management Budgets (Section 6.19.5.3)                         6.19-26
     Budgeting               Establishment of Management Budgets (Section 6.19.6.3)        6.19-30
     Common Code             Common Coding Strings (Section 6.19.6.1)                      6.19-29
     Administrator
     Contracting             Contracts (Required If Applicable to Agency) (Section         6.19-5
                             6.19.2)
     Conversion              Contracts (Required If Applicable to Agency) (Section         6.19-5
                             6.19.2)
     Check Writer            Check Writer Common Codes (Section 6.19.5.4)                  6.19-26
     Grants & Projects       ADVANTAGE Grants and Projects (Section 6.19.5.5)              6.19-27
     Grants & Projects       ADVANTAGE Grants and Projects (Section 6.19.6.5)              6.19-30
     Inventory               ADVANTAGE Inventory and Receivables (Section 6.19.5.6)        6.19-28
     Inventory               ADVANTAGE Inventory (Section 6.19.6.6)                        6.19-30
     PD agency admin         Procurement Desktop Optional Items (Section 6.19.6.2)         6.19-29
     Procurement             Contracts (Required If Applicable to Agency) (Section         6.19-5
                             6.19.2)
     Procurement             Bids (Required If Applicable to Agency) (Section 6.19.3)      6.19-19
     Procurement             Procurement Card Setup (Required if Applicable to Agency)     6.19-20
                             (Section 6.19.4)
     Procurement             Procurement Desktop Organizations (Section 6.19.5.7)          6.19-28
     Procurement             Converted Contract Clauses (Section 6.19.5.8)                 6.19-28
     Procurement             Procurement Desktop Optional Items (Section 6.19.6.2)         6.19-29
     Receivables             ADVANTAGE Inventory and Receivables (Section 6.19.5.6)        6.19-28
     Receivables             ADVANTAGE Receivables (Section 6.19.6.7)                      6.19-31
     Security                Security (Section 6.19.5.1)                                   6.19-26




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6.19.2 Contracts (Required If Applicable to Agency)

6.19.2.1 Agency Focus for June

         During June, one area of agency focus should be entry of contracts. In addition, an
agency should validate converted contract data. Figure 102, Contract Summary, summarizes the
contracts and, along the left-hand side, indicates items that require agency data entry or agency
data validation. Agencies can begin data entry and validation of contract data in MARS starting
         th
June 14 . (See Section 6.19.1.1, Gaining Access to MARS During Cutover, for more information
on access to MARS during June.)

         Price contract lines from KAPS contracts will be converted starting close-of-business
                 th                                                                 th
(COB), June 11 . The converted data will be available in MARS starting June 14 . Contracts
entered into KAPS after COB June 11 will require manual re-entry into MARS. Note that
contracts cannot be encumbered in the financial system until the start of the 2000 budget fiscal
year. However, contracts can be pre-prepared and stored in a folder until the 2000 budget fiscal
year is available.

        Columns shown in Figure 102 are:

            Current Type. The contract type under the current (STARS and KAPS) operating
             environment. These include:
                 Memorandum of Agreement (MOA)
                 Memorandum of Understanding (MOU)
                 Contract Management System (CMS) contracts
                 Personal Service (PS) contracts
                 Transportation contracts outside of the Contractor Pay Estimate System (non-
                  CPES)

            MARS Type. The contract type under the new (MARS) operating environment.
             These include:
                Master Agreement (MA)
                Catalog Master Agreements (CMA)
                Memorandum of Agreement (MOA)
                Contracts

            Agency/Central Entry. Indicates whether items listed will either be entered into
             MARS centrally or by the agency.

            Conversion Actions. Summary of the required action to setup the contract in
             MARS. See Data Entry of Contracts in this section for details on data entry of items.




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                                                           Agency/   Estimated Avg.
                                                           Central    Setup Time
                             Current Type     MARS Type     Entry      (minutes)              Conversion Action(s)
                            MOA                  MA        Agency          10          Enter MA. Optionally select from
                                                                                       converted specs (clauses)
      Agency Data Entry



                            MOU                  MA        Agency          10          Enter MA. Optionally select from
                                                                                       converted specs (clauses)
                            CMS contracts MA (majority)    Agency          10          Enter MA. Optionally select from
                                                                                       converted specs (clauses)
                            PS contracts       Contract    Agency          10          Enter contract. Optionally select
                                                                                       from converted specs (clauses)
                            Non-CPES           Contract    Agency          15          Enter contract. Optionally select
                            highway proj                                               from converted specs (clauses)
                            contract
   Agency Data




                            Price contracts   Catalog MA   Central                     Loaded by MARS Conversion
    Validation




                                                                                       Team

                            Capital project    Contract    Central                     Loaded by MARS Conversion
                            contracts                                                  Team

                            One-time or          n/a         n/a                       No conversion required. Can be
                            expired                                                    paid through straight
                            contracts                                                  disbursement. (Can be optionally
                                                                                       setup if desired.)


                                                  Figure 102. Contract Summary



6.19.2.1.1 Expired Contracts

                          Contracts that expire on or before June 30, 1999 do not need to be entered into MARS.

          Remaining payments against these contracts can be made through straight
disbursements. The description fields on the straight disbursement document should be used to
identify the old contract number for tracking purposes.


6.19.2.1.2 Data Entry of Contracts

        The Contract form in PD does encumber funds. The PD Contracts form will be used to
enter Personal Service Contracts, Property Rental Contracts, and Non – CPES highway projects.

        The Master Agreement form in PD does not encumber funds. It can be used to enter
Memorandums of Agreements, Memorandums of Understanding, CMS Contracts, Provider
Agreements, and Program Administration Contracts. The Master Agreement form will also be
used for the conversion of Price Contracts from KAPS to PD. The MARS Central Conversion
team will be responsible for converting Price Contracts that exist in KAPS.

        In order to create a valid Master Agreement or Contract in PD, it is only necessary to
populate specific fields on the form. Please refer to the screen illustrations and the explanation of



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the required fields described. The Master Agreement and Contract forms in PD are similar and for
the purposes of this section the screen illustrations provided are of the Master Agreement.

Data Entry Procedures

         Since Master Agreement entry and Contract entry are very similar, only Master
Agreement Entry is outlined in these procedures. Associated to the MA Main screen are Tab
Entities (Tabs). Tabs are like folder tabs with classifications on them. By left clicking with the
mouse on a Tab, other screens appear. The Tabs associated to the MA Main screen are Lines,
Clauses, and Funding Code Summary.

         After logging on to PD, the MA Main screen can be located by left clicking with the mouse
on the Task Bar at the top of the window and selecting the Procurement>Pre-Award
/Award>Award>Master Agreement menu option. In the PD application, there are multiple MA
screens that contain information about the procurement form. Please refer to Figure 103 below
for a screen shot of the Master Agreement Main tab.




                           Figure 103. Master Agreement Main Screen

Required fields on the Main tab of the Master Agreement:

   Effective Date – if left incomplete, then upon approval the error message window will contain
    an error stating that Effective Date is a required field.

   Renewal Periods – if left incomplete, then upon approval the error message window will
    contain an error stating that Renewal Periods is a required entry.

   Expiration Date – if left incomplete, then upon approval the error message window will contain
    an error stating that Expiration Date is a required field.

   Buying Entity – if left incomplete, then upon approval the error message window will contain
    an error stating that buying entity is a required field.



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   Payments information – the Terms button opens a screen where Discount Terms and Base
    Payment Days are required. If left incomplete, then upon approval the error message window
    will contain an error stating that payment terms are a required entry (this data is automatically
    populated with the terms associated with the chosen vendor).

   Cited Authority – if left incomplete, then upon approval the error message window will contain
    an error stating that Cited Authority is a required field.

   Issued By – if left incomplete, then upon approval the error message window will contain an
    error stating that issued by is a required field.

   Administered By – if left incomplete, then upon approval the error message window will
    contain an error stating that administered by is a required field.

   Name and Address of Vendor – if left incomplete, then upon approval the error message
    window will contain an error stating that vendor is a required field, an active vendor must be
    chosen for this field.


        Select Lines and double left-click with the mouse; the MA Line Item Detail screen appears
that contains required fields. This tab is used to enter the line item information on the Master
Agreement. Please refer to Figure 104 for an illustration of the Line Item Detail screen.




                       Figure 104. Line Item Detail for Master Agreement




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    Required fields on the Line item detail tab of the Master Agreement:

       Description – if left incomplete, then upon approval the error message window will contain
        an error stating that Description is a required field.

       Quantity – if left incomplete, then upon approval the error message window will contain an
        error stating that Quantity is a required field.

       Unit – if left incomplete, then upon approval the error message window will contain an
        error stating that Unit is a required field.

       Unit Price – if left incomplete, then upon approval the error message window will contain
        an error stating that Unit Price is a required field.

       Commodity Code – if left incomplete, then upon approval the error message window will
        contain an error stating that Commodity Code is a required field.

       If a modification is completed for an MA then all the same fields will be required along with
        the reason.

         The Master Agreement form allows the user to associate funding with the line items; this
is optional on the Master Agreement but required on Contracts. From the Line Item Detail screen,
the select the Funding tab. Funding can be associated with the line item by:

           Selecting an accounting template,
           Clicking the Add command button and selecting accounts from the Account
            Description list box, or,
           By keying in the codes.

        Please refer to Figure 105 for a screen illustration of the MA Funding tab.




                                    Figure 105. Funding Detail




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        Procurement Desktop (PD) allows Clauses (Terms and Conditions) to be associated with
a Master Agreement as well. The Commonwealth set of Canned Specifications and, as
applicable, Agency specific clauses will be loaded into MARS by the MARS Central Conversion
team. During the data entry of an Agency‘s Master Agreements and Contracts, all Canned
Clauses and any Agency specific clauses received by the MARS Central Conversion team will be
available to associate with Master Agreements. Please refer Figure106 for a screen illustration of
the Clauses tab.




                                     Figure 106. Clauses Tab

        As indicated clauses can be associated to a document by individual clause or by section
through the use of command buttons on the right side of the screen.

        Note: In order to fully process a document, the Terms and Conditions (Clauses) are
        not required by the system.

        To summarize, in order to create a valid Master Agreement the required fields identified
on the Master Agreement Main screen (Figure 103) and the Line Item Detail information (Figure
104) must be populated. Additionally, funding information may be provided for each line item
entered on the Master Agreement. The fields and information that have been described in this
section are the minimum fields that must be entered in order to create and process a valid Master
Agreement in PD.


6.19.2.1.3 Data Validation of Centrally Converted Contract Data

         Agency validation of converted Price Contracts (to be created in MARS as Catalog Master
                                                               th
Agreements) and Capital Project Contracts will begin June 14 . Authorized users can make
corrections and additions to Price Contracts and Capital Project Contracts directly into MARS.
The MARS Conversion team will provide reports from KAPS and PD to assist with this effort.



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6.19.2.2 Security and Workflow During Contract Data Entry

        Special Security and Workflow procedures have been developed to accommodate the
contract conversion process for the agencies. Much of the security information has been
collected via the AIN Security Section (Section 6.14), however certain adjustments may need to
be made to account for any additional people that may be needed in the conversion effort.

        Additionally, a set of workflow procedures has been developed to guide the agencies in
the process of approving the converted contracts. Since these contracts have already been
approved, the multiple layers of approvals that would be required under production circumstances
have been eliminated to streamline the process to enter converted contracts.

6.19.2.2.1 Security

         Each person be involved in the process to convert contracts into the MARS system will
need security for PD. Each agency has provided the Central Implementation Team with security
information on each user for access in MARS. It is the agency‘s responsibility to determine who
will be entering contracts on behalf of the agency, and who will be required to approve these
documents. Much of this information can be used in its current form (MARS Security Profile
Request Form) and no adjustments will need to be made.

         However, some users who will be expected to enter contracts into PD may have security
profiles that restrict their access. In this case, temporary profiles are needed to allow those users
to create Contracts and Master Agreements. These temporary profiles will be used for the
cutover period only.

        Furthermore, the temporary profile will not allow the user to process a document in
ADVANTAGE. The document will need to be forwarded to a user with a standard (non-
temporary) PD user ID in order to validate or approve the document. We highly recommend that
the users who will be entering Contracts and Master Agreements in their ongoing purchasing
operations be the individuals who are selected for this responsibility.

       Users who will be taking part in the entry of current contracts into MARS, and have been
assigned one of the following PD security profiles, will have the capability to enter Contracts
and Master Agreements into the system with their MARS profile:

           Purchasing
           Agency Admin
           Small Purchaser (Contracts only)

         If these users have been assigned another profile or no PD profile at all, they will need a
temporary PD user ID to take part in the conversion process. Please complete the MARS Data
Entry Security Form (F6.19a) to request temporary IDs. In addition, please allow for up to 3 days
for the MARS Central Team to process the request for temporary IDs.




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                      Table 14. MARS Data Entry Security Requirements

Form ID: F6.19a
Form Name: MARS Data Entry Security
Requirements
Agency Name:
Agency/Dept Location:

Estimated Number of Hours Data Entry Estimated Number of Resources       Estimated Number of Temporary IDs
                                     Required                            Required



*** Please note that Table 14. MARS Data Entry Security Requirements is an illustration of Form
F6.19a. The actual form is located on the MARS website at
http://www.state.ky.us/agencies/adm/mars/mars.htm


6.19.2.2.2 Workflow

         The Contracts and Master Agreements to be entered during the cutover period are
considered active documents in an agency‘s purchasing operation. Therefore, these documents
have already been through a formal approval process and do not need to be re-approved.
However, approval is the system function that makes the MARS version of that document active
in the system. Unless a document is approved in PD, no actions can be taken related to that
document including initiation of a payment.

        In order to streamline the approval process, a procedure has been established where
converted contract documents will only need one approval. The conversion document
approvers must have a PD user ID. This cannot be a temporary ID.

          Temporary approval authority will be established based on the requests specified by an
agency. This authority will be de-activated once the contract conversion period is over. It is an
agency responsibility to provide the Central Implementation Team with the names of users who
will act as approvers for converted contracts. Please use the form shown in Table 15 (F6.19b) to
provide this information. It is recommended that as few people as necessary are granted the
authority to approve converted documents. In addition, please allow for up to 3 days for the
MARS Central Team to process the request.




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                      Table 15. MARS Data Entry Approval Requirements


Form ID: F6.19b
Form Name: MARS Data Entry Approval Requirements
Agency Name:
Agency/Dept Location:

                       User Name                                             CICS ID



*** Please note that Table 15. MARS Data Entry Approval Requirements is an illustration of Form
F6.19b. The actual form is located on the MARS website at
http://www.state.ky.us/agencies/adm/mars/nars.htm


6.19.2.3 Approving Converted Documents

         Once a document has been entered into MARS, the document will need to be routed to
an individual in your agency who will have conversion approval authority (see Section 6.19.2.2,
Security and Workflow During Contract Data Entry).

Step 1 – Enter Document in PD

      Please see Section 6.19.2.1.2, Data Entry of Contracts, for procedures on entering
documents into PD.

Step 2 – Apply Manual Approval Template

       From the PD Toolbar, select the Approval Icon (red checkmark). This will bring up the
Approval Creation screen as shown in Figure 107. Select the template entitled ―Approve
Conversion Contract/Master Agreement‖ and click OK. This places the selected template on the
document for approval by an individual with the proper authority.




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                                  Figure 107. Approval Creation

Step 3 – Route to Authorized Approver

       Drag the document to your PD Outbox. From there a Routing Sheet screen will appear
as shown in Figure 108. Select the name of the individual who will apply the approval for this
document and click OK. This will route the document to the PD Inbox of the authorized approver.




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                                    Figure 108. Routing Sheet

Step 4 – Validate and Approve Document

        Because they are encumbered, this step cannot be performed for Contracts until
the start of the 2000 budget year.

         Once received by the authorized approver, the document is ready to be reviewed,
validated and approved. The approver should double-click the document to open it and review
the information for completeness and correctness, closing the document when finished.

         The approver would then highlight the document and, from the menu bar, select
Procurement>Pre-Award/Award>Validate Award. Validating a document is the process of
sending a copy to Advantage to ensure that all of the required elements are entered and correct.
At this stage, if an error is detected, the approver can make the correction or send the document
back to the originator to be corrected.

        If the document passes validation, the approver should highlight the document and click
the Approval icon from the toolbar (red checkmark). This will bring up the approval template
previously attached by the document‘s creator. The template will show an approval sheet (see
Figure 109) with a drop down box available for selecting the approval that will be applied to the
document. The user should select ―Approve‖ from the drop-down list. This will apply the final
approval to the document and it will be transmitted to ADVANTAGE to be encumbered (if it is a
Contract). It should then be routed to the individual who will be responsible for maintaining and
managing the document.




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                                    Figure 109. Approval Sheet

6.19.2.4 Planning, Scheduling and Prioritization

         In order to ensure that required data can be setup in MARS in the needed timeframes, it
is recommended that agencies estimate required effort and plan for the needed resources. The
following steps help to determine resources needed to complete the data entry activities. This
plan will be a result of the timeframes an agency requires, the volume of data to input, and an
estimated average setup time required for the data item.

Step 1 – Prioritize Items to Determine the Necessary Timeframes

          The required completion date of this data entry depends on an agency‘s need to process
against the contract. For example, a contract requiring payment in early July should be given
priority for data entry over a contract requiring payment in August. It is recommended that items
be put into two groups: pre-July 1 and post-July 1. Below are some guidelines for prioritizing what
contracts to enter when:
       Based on when the payment must be made. For example, contracts requiring payment
        early July should be given priority.
       Based on the need to encumber funds. Contracts that must be encumbered immediately
        to properly reflect budgetary balances should be given priority.
       As appropriate for your agency.




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Step 2 – Determine Volumes

         Once the priority of the items has been established, volume must be considered to arrive
at the estimated number of hours for contract setup. Table 16 provides an assessment of the
number of contracts currently in KAPS for each cabinet. The table also provides a column for
recording the number of contracts outside of KAPS to aid in planning.

               Table 16. Assessment of Current Number of Contracts in KAPS


                                               Based on KAPS                     Agency
                                                   Data                        Assessment
                                                                                Required



                                            Based on KAPS Data              Agency Assessment
                                      Estimated        Estimated
                                      Number of        Number of
                                      Contracts in     Personal Service
                                      KAPS (Enter as (PS) Contracts in
                                      MARS             KAPS (Enter as      Other Offline Items to
   Cabinet                            Contracts)       MARS Contracts)     Enter in MARS
   10 – Legislative                                  8
   20 – Judicial                                     7
   30 – Revenue                                     18
   31 – General Govt.                               89
   32 – Justice                                     70                42
   33 – Education                                   28               106
   34 – Natural Resources                           43
   35 – Transportation                             156
   36 – Economic Development                         2
   37 – Public Protection                           18                44
   39 – Finance & Admin                            473                64
   43 – Tourism                                     84
   44 – Labor                                        2
   45 – Universities                                 3
   46 – Workforce Development                       81
   47 – Personnel                                    8
   48 – Families & Children                         25               107




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Step 3 – Calculate the Estimated Effort
        Finally, using the above information, the number of hours of effort required to setup
contracts in MARS can be determined. Again, the focus is on determining the effort required for
contracts prioritized as ‗pre-July 1‘. The following spreadsheet, Form 6.19c, is provided as a
guide; an example agency is shown.



Form F6.19c - MARS Data Entry Planning Spreadsheet
*** Please note that this planning spreadsheet is to aid agencies in determining the effort required for setting
up contracts in MARS. Agencies are not required to submit this form to the MARS Central Team.
                                          Pre-July 1                                   Post-July 1
                                                   Total                                                    Total
                        Estimated Estimated Time Estimated               Estimated   Estimated            Estimated
                        Number of     per Item     Time                  Number of Time per Item            Time
  Data Entry Task         Items      (Minutes)   (Minutes)                 Items     (Minutes)            (Minutes)

Enter PS contracts                50                   10         500
Enter MOAs                        10                   10         100




                       Total Number of Minutes                     600
                                                                  ÷ 60                                         ÷ 60
                       Total Number of Hours                        10

                       Table 17. MARS Data Entry Planning Spreadsheet



         As shown in the example, an estimated ten hours of effort prior to July 1 is needed to
enter the PS contracts and MOAs for this agency. Note that the times do not include the effort
required for review and validation. Please note that this planning spreadsheet is to aid agencies
in determining the effort required in setting up contracts. Agencies are not required to submit this
form to the MARS Central Team.

        ALMs can assist in the planning as needed.




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6.19.3 Bids (Required If Applicable to Agency)

6.19.3.1 Agency Focus for June

        The last processing dates for KAPS requisitions and bids are:
                                                                         th
                 Requisition processing activities          - COB June 11 .
                                                                         th
                 Bid processing activities                  - COB June 14 .
                          th
         Starting June 14 , agencies will be able to enter requisitions into MARS for the 2000
fiscal year. Purchase requests cannot be pre-encumbered in the financial system until the start of
the 2000 budget fiscal year. However, purchase requests that must be pre-encumbered can be
pre-prepared and stored in a folder until the 2000 budget fiscal year is available.
                                                                                       st
        In cases where the bid solicitation process must be started prior to July 1 , the
Division of Purchases should be contacted to assist in starting the solicitation process.



6.19.3.2 Scheduling

        The required completion date of this data entry depends on agency timing requirements.
                                                 th
Requisitions can be prepared as early as June 14 .




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6.19.4 Procurement Card Setup (Required if Applicable to Agency)

       Common coding strings is a tool in MARS that provides users with access to commonly
used accounting strings (‗distributions‘ or ‗strips‘) to decrease data entry (see Section 6.19.6.1,
Common Coding Strings (Non-ProCard) for more information). They are also a key part of the
setup required for MARS ProCard processing because a Common Coding string is used to supply
the card holder default funding strip. All ProCard holders must be assigned funding strip by the
administrator. This is done in MARS by associating a Common Coding String(s) with a PD
Accounting Template, and then associating the Accounting Template with each ProCard account
number.

       Procurement Card (ProCard) processing in an integral part of MARS. Certain procurement
card information must be setup during the cutover period to facilitate the processing of this data
for your agency. Procurement card administration is the responsibility of the agency Procurement
                                                                        st
Card Administrator. ProCard setup must be completed by June 21 to support the first
ProCard processing in late June.

        The following steps are required to setup ProCard processing:

        The ProCard Administrator must be setup to view all ProCard Common Coding Strings
         within their agency. This may be done by either the agency Common Codes
         administrator or the ProCard administrator depending on security.

        Default funding strips must then be established as common coding strings through the
         Desktop Common Codes (DKCC) Table in ADVANTAGE.

        The ProCard Administrator must create an Accounting Template or Templates for the
         ProCard users for whom they are responsible. This is done using the Account Task in PD
         System Administration.

        Finally, the ProCard Administrator must setup the card accounts under his or her
         responsibility and associate an accounting template to each ProCard account. This is
         done using the ProCard task in PD System Administration.

Please refer to the detailed explanations below.

6.19.4.1 Common Coding Strings Assignment in ADVANTAGE

        A common coding string must be setup for each set of account codes that will be charged
by the procurement card accounts under their responsibility.

          It is important that these common codes be established so that the Procurement Card
Administrator can create and view all ProCard Common Coding strings within his or her agency.
This is done by establishing the Procurement Card Administrator with access to the code group of
―PCARD‖ on the ADVANTAGE Desktop Common Codes Group Table (DKCG). Setting the code
group as ―PCARD‖ on DKCG allows access to ProCard strings within an agency. Figure 110
illustrates the DKCG Screen.




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                                Figure 110. Desktop Codes Group
        Once the DKCG table is setup, the ProCard Administrator can create each common
coding string that is needed within their agency for use as default ProCard funding. Common
coding strings are established on the Desktop Common Codes (DKCC) Table as shown in Figure
111Figure.




                              Figure 111. Desktop Common Codes




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        Key items in establishing the common codes include:

           The code group must be set to ―PCARD‖ on each common code string.

           It is recommended that the description begin with ―XXXPCARD‖, where XXX is the
            MARS agency code, to identify coding strings established for this purpose. The
            remainder of the description can be used to identify the coding string.

        Note that Common Codes established or changed in ADVANTAGE may not be reflected
in PD for a few hours.




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6.19.4.2 PD Accounting Templates for ProCard

        The Procurement Card Administrator must create the necessary accounting information
templates in the PD System Administration Account task (shown in Figure 112 and Figure 113).




                   Figure 112. Accounting Task, Accounting Template Tab

         This Account Template tab allows the user to designate one or many common coding
string(s) that will comprise the accounting template. The ProCard Administrator can also allocate
a certain percentage to each of the common coding strings that have been selected. It is
recommended that the Description begin with ―XXXPCARD‖, where XXX is the MARS agency
code, to identify templates established for this purpose.




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                  Figure 113. Account Task, Account Template Security Tab

          The Account Template Security tab allows the ProCard administrator to restrict access to
the template that had been created on the Account Template tab (see Figure 112). ProCard
Administrators must select their own name from the list of available users (the display window on
the left in Figure 113). This will ensure that the ProCard Administrator will have access to the
accounting template that has been created. The ProCard Administrator can select multiple users
and assign them access to the newly created template if applicable.

6.19.4.3 Procurement Card Maintenance

         Finally, the ProCard Administrator must create a Procurement Card Profile in PD for each
of his or her ProCard users. This is accomplished via the PCARD System Administration as task
shown in Figure 114.




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                  Figure 114. PCARD Task, Procurement Card Maintenance

Field Descriptions

       Administrator – The name of procurement card administrator responsible for the card
        number. An administrator is a PD user. The default administrator name is the name of the
        user who is currently logged in to PD and creating the card number entry. This field
        cannot be modified.

       Card Number – The procurement card number. This must be a unique entry. The
        structure for this field is currently 16 numeric characters. This is not an editable field on
        the Update screen.

       Cardholder Name – The name of the cardholder. This name does not have to be a PD
        user.

       Account Template – The templates to which the ProCard administrator has access (as
        depicted in Figure 112 and Figure 113) will be available in this drop down box.

    Note: The ProCard Administrator must create a ProCard profile for each cardholder for whom
he or she has responsibility for.




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6.19.5 Other Validation and Correction Activities (Optional)

         Throughout implementation, agencies have been asked to prepare data and submit it to
the central MARS team. During cutover, most of that data will have been loaded into MARS and
is available online. During the cutover period, agencies can validate the data that was loaded, and
in most cases make corrections directly into the system. Items that cannot be corrected by the
agencies are noted.

       For more information about access to MARS to perform these activities, see Gaining
Access to MARS During Cutover (Section 6.19.1.1).


6.19.5.1 Security

        Each MARS user should sign onto the system to ensure that the assigned ID and
password are valid. In PD, users should validate that the menu options appear to be correct for
them to perform their work. In ADVANTAGE, users should validate that they can view tables that
are important to their work.

        Any problems should be forwarded to the Agency Security Lead.


6.19.5.2 Agency Chart of Accounts

        The data preparation forms that your agency completed as part of the Agency
Implementation Notebook tasks 6.5.8 have been processed by the MARS Conversion team and
the data has been loaded into the system. Using section 6.5.8 of the Agency Implementation
Notebook as a guide, the individuals or teams that prepared the original forms should access the
same data in MARS to verify and validate that the data appears to be correct. Authorized agency
users can make additions and updates to the data directly into MARS.


6.19.5.3 Management Budgets

         Agencies that choose to use the Management Budget data preparation spreadsheet can
make additions and corrections to their budgets during the cutover period. Authorized agency
users can process Obligation Plan (OB) and Cash Collection (CC) documents directly into MARS
               th
starting June 7 .


6.19.5.4 Check Writer Common Codes

          Each check writer agency file, in its accounting record section, has a Record Type field
that will indicate the source of the information to populate the funding strip for payments. Record
Type 21 references the Check Writer Common Code Table (CWCC) for these funding strips.
CWCC provides a way to store accounting distributions and allow the check writer to specify the
particular distribution(s) by reference. Code Group and Sequence Number are established within
each agency, the check writer can then reference these literals to control the accounting
distribution(s) as desired.

        Information from the fiscal officer on CWCC should have been provided to the Central
MARS team on spreadsheets. This information has been loaded and should be validated by the
agency.


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6.19.5.5 ADVANTAGE Grants and Projects

        The following are key events related to Grants and Projects:
                                                                                        th
           Grants and projects will be converted from STARS to MARS by June 7 into
            subproject ‗00‘.
                                                                                                          th
           Any additional PJ data prep forms prepared by agencies will be loaded by June 14 .
                                                                                                          st
           Any additional PZ data prep forms prepared by agencies will be loaded by June 21 .
                                                                              st
           The Program Reference Table (PRFT) will be loaded by June 1 .
                                                                                   th
           The Project/Appropriation Table (PAPR) will be loaded by June 14 .
                                                                                             th
           Grant and Project beginning balances will be loaded to MARS on July 16 to the
            subproject ‗00‘.

           Agencies can begin processing journal vouchers to distribute expenditures and
                                                            th
            revenues to other subprojects on Monday, July 19 .

        Agencies with grants or projects can start to validate converted data anytime after the
conversion has occurred. Authorized agency users can correct the grant and project setup data
as needed by entering documents directly into MARS. However, correction or movement of
converted expenditure and revenue amounts cannot be done until after the start of the 2000
budget fiscal year.
                                                              th
        The following steps can be taken after the June 14 load of PJ data preparation forms
                 st
and the June 21 load of PZ data preparation forms by authorized agency users:

           Review any Project/Grant Master (PJ) or Project/Grant Participation (PZ) documents
            in the Document Listing (SUSF) that were rejected. Determine the reason for the
            errors, make corrections, and process the documents.

           Confirm that Project numbers are correctly established and process Project/Grant
            Master (PJ) documents as necessary to make corrections.

           Confirm that required information is provided for all Federally-funded projects/grants,
            including CFDA number, Revenue Source code, and Drawdown Group where
            appropriate. Process PJ documents as necessary to make corrections.

           Confirm that Subproject/Phase combinations are correctly established for each
            project/grant in the Project Budget Line (PRBL) table. Process Project/Grant Master
            (PJ) documents as necessary to make corrections.
                                                              th
        The following steps can be taken after the June 14 loading of PAPR:

           Review entries in the Project Appropriation (PAPR) table. Ensure that there is an
            entry linking every open Project/Subproject/Phase combination with the correct PBUs.
            Add any missing entries and delete any entries that were generated in error.
                                                             th
        The following steps can be taken after the July 16 load of beginning balances:

           Confirm that funding has been correctly established for all Project/Subproject/Phase
            combinations in the Project Summary Inquiry (PSUM) and/or Project Funding Source



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            Inquiry (PFST) tables. Process Project/Grant Participation (PZ) documents (and
            make changes to set up tables) as necessary to make corrections.

           After the first run of Memo Billing, review the Project Billing Setup Assurance (PBSA)
            report, which lists common setup errors. Process documents or change table entries
            as necessary to correct these errors.

           Review expenditure and revenue balances in the Project Budget Line (PRBL) table.
            These balances will be converted to Subproject/Phase ―00/Z‖ for each Project. If a
            portion of those balances applies to other Subproject/Phase combinations, process
            Journal Voucher Correction (JVC) documents to move expenditures or revenue.


6.19.5.6 ADVANTAGE Inventory and Receivables

        Agencies that will utilize the MARS Inventory or Receivables sub-systems and that
completed the AIN Data Preparation forms can begin to validate and make corrections to the
loaded data anytime after the system is made available. However, entry of Inventory Adjustment
(IA) documents cannot be done until the start of the 2000 budget fiscal year.


6.19.5.7 Procurement Desktop Organizations

        Starting anytime after the system has been made available, agencies can validate PD
organizations. Authorized agency users can make additions or updates to the data directly into
MARS.


6.19.5.8 Converted Contract Clauses

                          th
         Starting June 14 , agencies can begin validation and correction of converted clauses,
today known as ‗Terms and Conditions‘. Additions or updates to the data must be done through
the Division of Purchases.




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6.19.6 Other Entry and Setup Activities (Optional)

          Setup and maintenance of many optional MARS features will be ongoing. For example,
the Common Coding Strings feature is available for agencies to setup commonly used funding
strips to aid in data entry. Agencies that choose to use this feature will first need to perform the
initial setup, and then perform ongoing maintenance of the codes as needed.

        Another example is agency-specific chart of accounts elements. While data preparation
forms were provided to allow agencies to define their codes in advance, maintenance and
additions to these codes are at the agency‘s discretion after MARS is live.

       For more information about access to MARS to perform these activities, see Gaining
Access to MARS During Cutover (Section 6.19.1.1).

        The following are optional items that can be setup during the cutover period by agencies.


6.19.6.1 Common Coding Strings (Non-ProCard)

         Many MARS users will routinely use the same or similar accounting distributions on a
daily basis when processing transactions in MARS. For example, a payment processing clerk‘s
key responsibilities include entering payment vouchers into the system. Often these payment
transactions will routinely contain the same accounting distribution information, such as Fund,
Agency, Organization, Program Budget Unit, Activity, Function and Object codes. Without a
common coding string, each time a specific accounting distribution is used many of the COA data
elements must be keyed in by the user. The use of a common coding string allows these users to
select a specific accounting string to avoid reentering the same accounting distribution(s) each
time the coding string is needed.

          Agencies may choose to begin setting up their non-ProCard Common Coding Strings
prior to live operations. ProCard Common Coding Strings are required – see Section 6.19.4, for
ProCard setup. Authorized agency users can make additions and updates directly to the Desktop
                                                                          th
Common Codes (DKCC) table in ADVANTAGE starting anytime after June 7 .


6.19.6.2 Procurement Desktop Optional Items

         Starting anytime after the system has been made available, agencies can begin to enter
and setup PD items that were optional data preparation items (see Section 6.8.1.1). These
include:

           Accounting Templates
           Attachment Templates
           Checklist Templates
           Milestone Templates
           Evaluation Criteria
           Clause Templates
           Reference Data
           Team Task Data

        PD Agency Administrator security authority is required to setup these items; setup can
                           th
begin anytime after June 14 .




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6.19.6.3 Establishment of Management Budgets

        Agencies that chose not to pre-prepare their management budgets using the data
preparation spreadsheet can enter their budgets during the cutover period. Obligation Plan (OB)
                                                                                       th
and Cash Collection (CC) documents can be entered directly into MARS starting June 7 by
authorized users.


6.19.6.4 Setup of Agency Chart of Accounts

         Agencies can create or change their agency-specific chart of accounts elements starting
                       th
anytime after June 7 . Appropriate security will is required to update these tables. It is important
that the agency chart of account attributes are setup before accounting transactions are posted by
the agency. Late additions or changes may require journal vouchers to be processed to properly
state the original transactions.


6.19.6.5 ADVANTAGE Grants and Projects

        Agencies that did not use the data preparation sheets to pre-load their grants and/or
                                                 th
projects can set them up online beginning June 7 . Authorized agency users can begin entering
documents directly into MARS. Accounting transactions against the grants and projects such as
expenses or revenues cannot be processed until after the start of the 2000 budget fiscal year.
These documents could, however, be entered and held until the start of the year.

        The following steps should be followed regarding setup of Grants and Projects:

           Process Project/Grant Master (PJ) documents to establish any projects/grants that
            were not established as part of conversion. Make entries in Project Appropriation
            (PAPR) for these new projects/grants. Establish Drawdown Groups in the Project
            Billing Drawdown Group (PBGR) table as necessary to link projects together for
            drawdown purposes.

           For projects/grants with Federal funding where expenditures will be reimbursed (or
            where there is state match), set up the funding providers and splits. This is done by
            processing Customer (CU) documents and making entries in various setup tables
            (i.e., FAPP, SPRG, PBFS, PGPV, FOBL, and SOBL) to set up Program/Provider
            codes, and processing Project/Grant Participation (PZ) documents to establish the
            appropriate splits for expenditures during billing.

           If there are existing expenditure or revenue balances (from STARS) for the new
            projects/grants, process Journal Voucher Master (JVM) documents with ―BX‖ as the
            first two characters of the document number to record those beginning balances.
            The ―BX‖ document number prefix will prevent the JVM transactions from being billed
            by the automatic billing. For example, a JVM may be number:

                 JVM     C35               BX000000026

            The JVM document should be prepared with the offset to a fund balance account.


6.19.6.6 ADVANTAGE Inventory

        Agencies that chose not to pre-prepare their inventory configuration using the data
preparation spreadsheet can begin to setup the required tables anytime after the system is made

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available. However, entry of Inventory Adjustment (IA) documents or other accounting
transactions cannot be done until the start of the 2000 budget fiscal year.


6.19.6.7 ADVANTAGE Receivables

        Agencies that wish to use the MARS Receivables sub-system can begin to setup the
required tables anytime after the system is made available. In particular agencies may choose to
begin enter customers through the ADVANTAGE Customer (CU) document.




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6.19.7 Cutover Calendar

May 1999

        Monday                        Tuesday                      Wednesday                  Thursday                 Friday
                           3                             4                                5               6                            7




                           10                        11                               12                 13                            14
                                                             Testing of interface files
  External Clauses Due




                           17                        18                               19                 20                            21
                                                     Acceptance testing of interface files
BRASS Budget Execution
Begins


                           24                        25                               26                 27                            28
                                                    Acceptance testing of interface files




June 1999
        Monday                        Tuesday                      Wednesday                  Thursday                 Friday
                           31                            1                                2               3                            4
Submitletter confirming         Statewide COA Loaded          Agency COA Loaded                               Terms and Conditions
replace system retirement       Helpdesk goes 'online'                                                        Loaded

MARS security distributed                                                                                     Vendor Crosswalk
to agencies                                                                                                   Available

                           7                             8                                9              10                            11
 ADVANTAGE Available                                                                                          Cutoff for KAPS contracts
Agency Support Facilities                                                                                       Cutoff for KAPS reqs
available                                                                                                     Convert KAPS price
                                                                                                              contract lines

                           14                        15                               16                 17                            18
      PD Available
  Start of PD requisions
Cutoff for KAPS bids
(COB)

                           21                        22                               23                 24                            25
Load PZ Data Prep
Forms




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July 1999

         Monday              Tuesday               Wednesday                  Thursday                 Friday
                        28              29                        30                             1                   2
                                             Last STARS payroll          First day of BFY 2000
                                             distribution




                        5               6                          7                             8                   9




                        12              13                        14                             15                  16
Final entries made to                                             Grant/Project Beginning balance
STARS (BOB)                                                       load




                        19              20                        21                             22                  23




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6.19.8 MARS Software Installation and Distribution

        MARS software components will be implemented to the desktop of each user. Which
MARS components to be installed on each desktop machine will be dependent upon the individual
user‘s needs. Consider the general conceptual connectivity of agencies to the MARS
environments shown in Figure 115.




   IBM Mainframe
   (ADVANTAGE)                                          UNIX Server
                                                     (PD, BRASS, MRD)




                            Kentucky WAN




                                                                        Central Web Servers
                                                                         (PD Web & Travel)




                                             Central
                                           Domain Server
            Agency Server




                                                                            Agency With
                                                                             No Server




                      Figure 115. General Connectivity to the MARS Environments

          Most agencies have their own networks with servers connected to the Kentucky wide area
network (WAN), also known as the Kentucky Information Highway (KIH). However, some
locations will not have a network and will connect to the KIH via a router and DSU over 56KB
digital frame relays or higher speed fractional T1 lines. These locations are characterized as
having a small number of MARS users (e.g., 1 to 5 users) with very little other network traffic.
There may even be situations where a small site or mobile user may wish to dial into the KIH via
modem from a remote location to access MARS. All of these situations have been considered. It
is assumed that all agencies will have upgraded their equipment to the standards published earlier
and will have adequate disk space to accommodate MARS. Agencies who do not have
adequate disk space on either the agency server and/or client machines must notify the
MARS project immediately so that other configurations can be implemented until the
agency upgrades to the minimum MARS requirements.

          There are two situations that must be considered for MARS software distribution: initial
installations; and, keeping the installed software in sync with new versions. Initial installation of
ADVANTAGE Desktop requires more time than future synchronization of the Desktop to the
newest version. ADVANTAGE Desktop will synchronize automatically when it is run. However,
the initial install of PD and BRASS require the same general procedures as will be used for future


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synchronization. There are one-time initial installations of supporting system software, such as
ORACLE. This supporting software will have to be upgraded from time to time, but not often.

         The MARS project will conduct a meeting with all agency system administrators who will
be involved with MARS software and provide information on how to install and sync the MARS
applications and supporting system software.

         Whenever a new version (including the initial installation) of MARS is released, MARS
Release Notes will be placed on the central server for the agency system administrators to
download. The MARS Release Notes will have detailed instructions for how to initially install
MARS applications and how to synchronize MARS applications. Agency Administrators will be
responsible for tracking which MARS components are to be installed on which computers within
their organization.

         As shown in Figure 115 the ADVANTAGE application and database reside on the IBM
mainframe. However, the ADVANTAGE GUI desktop application resides on the client machine.
PD, BRASS, and the Management Reporting Database (MRD) databases reside on the UNIX
server, whereas the applications are run from the client. MARS software, when installed on the
client machine, is referred to as a ―fat client.‖ It is recommended that MARS be installed as a fat
client on all machines. Installation and distribution options for MARS are shown in Figure 116.




                                            KYEANTD Central
                                              MARS Server




                   1
                                                                            2
                   Agency Server



                                                              Agency With No Server
                                                                   Fat Client


                                    Fat Client
              Fat Client
                           Fat Client




                              Figure 116. Installation and Distribution Options

          Option 1 is the typical installation for MARS recommended for the Commonwealth. The
MARS applications will be electronically transferred using FTP from a central server to the local
agency server. Software will then be loaded on the client machines from the agency server and
will synchronize with the local server. Agencies will have to ensure that each server and each
client has adequate disk space to load and operate MARS software components. Some agencies
will choose to use automated tools to push upgrades from their agency server down to the client
machines, while others will manually upgrade each client. How client distribution is accomplished
is left up each agency.

        Some small remote locations will not have local agency servers. These locations will
have a router and a CSU/DSU to connect them to a central domain server over low speed lines.
The lowest speed sites will have 56KB lines. The line speeds will increase incrementally from 56
KB to 128KB, etc. all the way up to T1 speeds. Depending upon the software to be loaded at


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each site, CDs will be created and mailed to sites that will not be able to sync to a central server
within a reasonable amount of time. This determination is not one solely based on the line speed,
but is a combination of line speed and which components of MARS are loaded at the site.

           For example, sites that only use ADVANTAGE should be able to synchronize their
computers over lower speed lines, since typical ADVANTAGE syncs are 10MB or less after the
initial installation. Therefore, a 56KB site with one computer using ADVANTAGE only could opt to
sync to the central server in a reasonable time with occasional upgrades that will take a little
longer than normal. However, it is not practical to sync PD or BRASS over low speed lines since
PD requires 53MB and BRASS requires 25MB to be transferred to the desktop. Sites with T1
lines and fewer than 5 computers should be able to synchronize the full set of MARS software with
the central server. However, if there are 5 or more computers at a site, then these sites would
require synchronization via a CD.

         Initial installation of MARS statewide is expected to begin on June 4, 1999. Installations
may be phased in by agency rather than statewide, all at once. A final synchronization statewide
for general production is expected to occur in late June. Future releases of MARS will be
scheduled and synchronized in accordance with the published MARS Release Notes for each
release. Agency system administrators will be given advance notice of when to expect a new
release. When the new version is packaged and placed on the central FTP server for distribution,
the agency system administrators will be notified. They will download the MARS Release Notes
and follow the instructions and schedule for installing and syncing the new release of software.

         A typical release will have activities that occur over a week to give agencies enough time
to plan and distribute the software within each agency. A schedule of events will be provided in
the MARS Release Notes. On the day specified in the MARS Release Notes, all machines will be
updated and synchronized with the new version of MARS. A typical release will occur over a
weekend to minimize disruption to normal business operations.




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6.19.9 Revised FY1998-1999 Close-out Schedule Memo

                      th
          The March 9 memo outlining the Closing Schedule - Fiscal Year 1998-99, has been
reissued with the MARS schedule completed. This memo will also be available on the MARS web
site or through the ALMs.




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6.19.10 MARS Cutover Frequently Asked Questions

Fiscal Year 2000

        Q. When can transactions be posted to fiscal year 2000?

        A. Fiscal year 2000 accounting transactions can be posted (i.e., processed to
                                                   st
           completion) in MARS on Thursday, July 1 . Other non-accounting transactions, such
           as Project Master (PJ) Documents and Management Budget (OB and CC)
                                                      th
           Documents can be posted beginning June 7 .

Fiscal Year 1999 Chart of Account Changes

        Q. What will happen to changes made to fiscal year 1999 STARS chart of accounts
           during June?

        A. While the hope is to keep these to a minimum, plans are in place to ensure that they
           are recorded correctly if they do occur. Finance and Administration will input chart of
           account changes into both systems after the conversion occurs. In addition, there is
           a time period, shown on the cutover calendar as ‗Freeze on Statewide COA‘, where
           changes will not be accepted.

Disbursements

        Q. On MARS payment transactions, what are the valid check categories?

        A. Four valid check categories will be defined in MARS on July 1. A blank check
           category is also an option:

            Blank or GT          Pay on a treasury mailed check. These checks will contain
                                 consolidated payments.

            GA                   Pay on an agency mailed check. These checks are not
                                 consolidated.

            GC                   Capital Projects payment to be mailed by the Controller. These
                                 checks are not consolidated.

            GH                   Hold the check once printed. These checks are not consolidated.

            Most payments entered into MARS can be entered with a blank check category. Note
            that the controller‘s office will be monitoring the usage of check categories.


Revenues

        Q. How will revenues be handled during the cutover?

        A. Deposits of old year receipts (those on hand or in the bank as of June 30) will be
           accepted through July 2 on DOA-2, with the exception of the General and
           Transportation Funds. Pay-In-Vouchers on General Fund and Transportation Fund
           will be accepted by the Division of Accounts through June 30. All FY 1999-2000
           receipts should be submitted on MARS Documents in accordance with the MARS
           implementation schedule.

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             For those agencies with Federal Funds, Reports 4425 & 4430 will be produced on
             Monday, June 28, for expenditures of the previous week. Agencies should continue
             to process all old year expenditure drawdowns on old year PV‘s through Friday, July
             2.
                        nd
             After July 2 , revenues must be posted to MARS.


        Q.   How will expenditure refunds be handled during the cutover?

        A.    Refunds of 1998-99 expenditures will be posted to old year expenditure accounts if
                                                                          nd
              received in the Division of Accounts by July 2. After July 2 , revenues must be
              posted to MARS.


        Q.    How will expenditure credits be handled during the cutover?

        A.    They must be entered into the new year as revenue for all funds except for the
              Capital Project and Federal Funds. Any exceptions in these funds will be dealt with
              case-by-case by Finance.

Adding and Changing the Vendor File During Cutover

        Q.    How will vendor file additions and changes be handled during the cutover period?

        A.     Updates will be needed to vendors after the STARS vendor file is converted.
               Finance and Administration will input new vendors or changes to existing vendors
               into both STARS and MARS after the conversion.

Access to Historical STARS and KAPS Data

        Q.     Will STARS and KAPS data be available for researching historical information?

        A.     Historical data in STARS and KAPS will remain available to agencies through the
               online systems in the short-term. Long-term, the data will be made available
               through some other means, such as the Management Reporting Database.

Capital Project Encumbrances

        Q.     How will MARS conversion treat Capital Project encumbrances?

        A.     Encumbrance balances in the STARS fund 02 or 11 will be reestablished in MARS
               as contracts in Procurement Desktop.




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