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Sunflower Project Questions and Answers
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615 9/23/2009 September Monthly Data Conversion Asset Management For Salvage Value, can we put 0 in the Yes, you can leave it blank or put '0' in the field. 9/23/2009
Conversion Meeting field in the asset conversion file?
611 9/23/2009 September Monthly Data Conversion Asset Management I am concerned that the cost and date We will provide direct feedback to the agencies after we review the 9/23/2009
Conversion Meeting fields were not entered correctly in the test files.
Asset Data Entry Template that was
submitted.
614 9/23/2009 September Monthly Data Conversion Asset Management Why aren't the Fund and Salvage Value There are no State-wide policies for using Salvage Value. This would 9/23/2009
Conversion Meeting fields required in the asset conversion file only need to be used if you have reported Salvage Value to A&R in
for CAFR reporting? the past. It is likely that most agencies will just leave this field blank
in their conversion file.
If you know Fund, you should send it in your asset conversion file;
however, it is not a required field. Originally, it was required but that
was changed based on concerns from agencies about not knowing
this information.
612 9/23/2009 September Monthly Data Conversion Asset Management Why can't anything be entered in the An updated version of the Asset Data Entry Template has been 9/23/2009
Conversion Meeting Long Description field if something is in posted on the secure SMART website. This version has the column
the VIN field next to it in the Asset Data widths expanded and data validations removed from the Long
Entry Template? Description field.
613 9/23/2009 September Monthly Data Conversion Asset Management Will there be any Asset Subtypes that roll No, there will not be. All of the Asset Subtypes that you might think 9/23/2009
Conversion Meeting up to the 070 Asset Type (Machinery)? of as machinery will roll up to the 040 Asset Type (Equipment).
608 9/23/2009 September Monthly Data Conversion How do we submit the conversion files? The Excel Data Entry Templates for asset conversion should be 9/23/2009
Conversion Meeting emailed to the Sunflower Project at SunflowerFMS@da.ks.gov.
- Use the following file name:
XXX_CNV009 Asset Data Entry Template_MMDDYYYY.xls (where XXX
is your agency code and MMDDYYYY is the date).
- Include 'Data Conversion Test File' in the Subject line.
Flat files should be loaded to the secure locations on the DISC
mainframe:
- All test files will have a “T” before the file direction.
- Use the following format:
XX.TTOSMRT.CN03.XXXX.DYYMMDD.THHMMSS.IN (where XX is your
agency code, XXXX is for agency use (or just leave it XXXX), and
YYMMDD is the date).
607 9/23/2009 September Monthly Data Conversion If we are going to convert data via online There will be specific dates in June that you will be able to enter the 9/23/2009
Conversion Meeting entry (for customers, open receivables, data. Those dates will be communicated to agencies closer to that
projects, or purchasing contracts), when time. Also, since these conversions are optional, agencies may
can we get into the system to do this? choose just to enter the data online after the system goes live.
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609 9/23/2009 September Monthly Data Conversion What is a flat file? It is a text file that contains your data. Typically, agencies 9/23/2009
Conversion Meeting participating in a "flat file" conversion method have more complex
agency systems that can generate this type of file.
610 9/23/2009 September Monthly Data Conversion When is the next conversion file due? The next conversion file is due no later than November 6, 2009. 9/23/2009
Conversion Meeting
586 9/15/2009 Business Process Workshop Functional - Projects Entering & Customer invoices are created in SMART. Agencies will not need to physically print out invoices as the 9/29/2009
- Projects and Grants and Grants Maintaining a Will all the information be in the system information will be available within SMART unless their Sponsor
Contract or will we need to print out the invoice? requires it.
585 9/15/2009 Business Process Workshop Functional - Projects Entering & When you view the contracts for a Yes, there is an Amendment Details page that allows you to search 9/29/2009
- Projects and Grants and Grants Maintaining a project, will you be able to see all the for and review all of the amendments associated with a customer
Contract amendments to a contract? contract.
587 9/15/2009 Business Process Workshop Functional - Projects Entering & An agency has a grant where they bill If they are only billing 75%, let's assume that this is a match situation, 9/29/2009
- Projects and Grants and Grants Maintaining a Grant only 75%. How will they know which where the agency pays 25% and the sponsor (federal or other
transaction or what in the system is setup grantor) reimburses 75%. If this is the case, then normally the
to help them manage only billing 75% of sponsor share is funded with a different fund than the state portion
the Grant? when the transaction is created (such as a voucher). They would
have two distribution lines on the voucher and both would include
the same Project but different Activity IDs and different funds. If they
are using the Grants module, it can be set up so that when they use
the funding source that they use for the match portion, then a Cost
Share analysis type is created so that they would have two ways to
track their match – by fund and by analysis type. The Cost Share
analysis type is not billed to the sponsor, but the 75% of the actual
cost is billed.
580 9/15/2009 Business Process Workshop Functional - Projects Entering & Can costs be tracked related to a Yes, costs can be tracked related to Project/Grant before the Grant is 9/29/2009
- Projects and Grants and Grants Maintaining a Grant Project/Grant before the Grant is actually actually awarded. There is a pre-award process where the grant and
awarded? Can you create a grant and its project are created so that they can track the costs. Once the grant is
related project(s) and activity(ies) to awarded, the pre-award spending is processed and the related
accumulate costs prior to award of the project costs and billing information are send to Projects and
grant? Contracts, respectively. Even though you can track costs prior to
grant award, you still must have funds to pay the expenses.
578 9/15/2009 Business Process Workshop Functional - Projects Entering & Does the workflow for grant proposal No, the workflow for grant proposal approvals is optional and not 9/29/2009
- Projects and Grants and Grants Maintaining a Grant approvals need to be the same as the contingent on the SHaRP hierarchy.
workflow in Travel & Expense, contingent
on SHaRP hierarchy?
579 9/15/2009 Business Process Workshop Functional - Projects Entering & Will SMART generate its own number for Agencies can either allow SMART to generate a sequential Proposal 9/29/2009
- Projects and Grants and Grants Maintaining a Grant the grant award process or can we assign ID or Project ID or choose their own unique identifier.
the number ourselves?
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577 9/15/2009 Business Process Workshop Functional - Projects Entering & Do you have to wait until a project is No, you can move a portion of a project or a specific stage (activity) 9/29/2009
- Projects and Grants and Grants Maintaining a complete in order to move the to Asset Management when that portion/stage is complete or when
Project information into Asset Management? you are ready to begin the depreciation process. This can be
configured by the agency using express asset filter criteria.
581 9/15/2009 Business Process Workshop Functional - Projects Entering a Project If an agency is not using the Grants Yes. However, you will not enter your budget directly into Project 9/29/2009
- Projects and Grants and Grants module, but has a certain budget for a Costing, you will do a budget journal entry and load your budget
project, can you enter the budget directly into Commitment Control. Your budget will come back to
information? Project Costing from Commitment Control.
584 9/15/2009 Business Process Workshop Functional - Projects Managing a Project As soon as an encumbrance is created, Yes, an encumbrance will tie up your appropriation budget, but 9/29/2009
- Projects and Grants and Grants does this tie up an agency's funds? encumbrances do not affect your cash budget.
583 9/15/2009 Business Process Workshop Functional - Projects Managing a Project At what point does the requisition After a requisition is sourced to a purchase order and budget 9/29/2009
- Projects and Grants and Grants become part of accounting record and checked, the encumbrance is created in the system.
create an encumbrance?
582 9/15/2009 Business Process Workshop Functional - Projects Managing a Project What type of notification is sent when a If the project has not started or is expired, inactive, or frozen, it will 9/29/2009
- Projects and Grants and Grants transaction cannot be saved to a specific not show up as an option when you are attempting to create a new
project? Can you see the transaction? transaction (i.e. requisition or voucher). This will partly prevent users
from charging to projects that they should not be charging to. If your
agency selected a project budget structure using track with budget,
you will be required to enter a valid chartfield combination, including
Project ID, or the transaction will fail budget check. Agencies will
have access to view budget check errors. There will be no
notifications or error messages at the time of the transaction.
604 9/9/2009 Business Process Workshop Functional - Agency Impact If something doesn't impact our agency, If your agency will not be impacted by one of the key organizational 9/29/2009
- Deposits and Interfund Accounts Receivable Analysis can we leave the Agency Impact Analysis impacts, please note it with "N/A."
blank?
597 9/9/2009 Business Process Workshop Functional - Entering & Can an agency setup different deposit Yes, these are called ‘SpeedCharts’ and agencies will be able to set 9/29/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit templates that would allow them to post them up and change them as needed. The deposit is the same
a deposit to an expenditure account? ‘template’ for all agencies. The agencies will be able to change
funding/SpeedCharts at their discretion.
593 9/9/2009 Business Process Workshop Functional - Entering & If an agency is not using billing, will the Yes, if an agency is not using the Billing module, the deposits would 9/29/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit agency make miscellaneous deposits? be miscellaneous.
594 9/9/2009 Business Process Workshop Functional - Entering & If you are not using billing, can you set up Yes, you can if you choose, however, these typically will be 9/29/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit customers for recurring deposits? miscellaneous deposits.
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596 9/9/2009 Business Process Workshop Functional - Entering & Some agencies don’t walk their deposits It will be the same process. The agency will have a deposit type of 9/29/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit into the Treasurer’s office. The treasurer EFT for the amount. Currently when an agency does a deposit for an
receives an ACH and then the agency ACH, they pick the funding. The treasurer approves it once they
creates a journal to move the funds into receive the money. If the agency chooses to move funds after the
the correct accounts. Will that still be the deposit is complete, it is at their discretion and will be similar to what
process? Will they enter a deposit with they are doing today.
the Type of ACH? Will the deposit be
recorded in AR and no journal will be
required?
595 9/9/2009 Business Process Workshop Functional - Entering & When funds are wired into Treasurer on The deposit will show up in Accounts Receivable. The Regents will 9/29/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit behalf of a Regent, will the deposit show still have to do a deposit and the deposit must be approved and
up in Accounts Receivable or does it go released by the Treasurer’s Office before it goes to the General
straight to General Ledger? Will a journal Ledger. It will be done similar to today. When the Regents do the
be required? deposit, they pick the funding.
592 9/9/2009 Business Process Workshop Functional - Entering & Will agencies be able to check for the Yes, agencies will have visibility within SMART to see the status of 9/29/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit approval of deposits from the treasurer? their deposit.
590 9/9/2009 Business Process Workshop Functional - Entering & Will we be able to run reports on the Yes, this is discussed in the GL Business Process Workshop. 9/29/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit Accounts Receivable data in the General
Ledger module?
591 9/9/2009 Business Process Workshop Functional - Entering & Will we be able to view a list of the Yes, agencies will have visibility within SMART to see a list of deposits 9/29/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit deposits we have made? they have made.
588 9/9/2009 Business Process Workshop Functional - Generating an How frequently will the batch process run The invoices will be generated by the agencies themselves whenever 9/29/2009
- Deposits and Interfund Accounts Receivable Invoice for generating an invoice? needed.
589 9/9/2009 Business Process Workshop Functional - Generating an What are the constraints within the There will be one standard invoice and the basic billing calculation is 9/29/2009
- Deposits and Interfund Accounts Receivable Invoice Billing module? What level of detail is rate times quantity. Agencies are allowed different entry and reason
included? types. There is also a notes field to add additional details.
602 9/9/2009 Business Process Workshop Functional - Processing Can I use a purchase order for an Yes, you can pay the Accounts Payable copying the purchase order. 9/29/2009
- Deposits and Interfund Accounts Receivable Interfunds interfund?
600 9/9/2009 Business Process Workshop Functional - Processing Does SMART generate the voucher Yes, they will be sequentially numbered and agencies will be able to 9/29/2009
- Deposits and Interfund Accounts Receivable Interfunds numbers in the interfund process? see both sides of the transaction.
598 9/9/2009 Business Process Workshop Functional - Processing How frequently will we need to change This process is still being determined, but users should expect a policy 10/5/2009
- Deposits and Interfund Accounts Receivable Interfunds our sign-on for SMART? similar to SHARP which is core user passwords are changed every 30
days.
603 9/9/2009 Business Process Workshop Functional - Processing How often will the budget checking run? Budget Checking for Accounts Receivables and Interfunds will run 9/29/2009
- Deposits and Interfund Accounts Receivable Interfunds Will this be different for interfunds? several times a day but the details of the process are still being
evaluated. We will provide additional information as it becomes
available.
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601 9/9/2009 Business Process Workshop Functional - Processing If Regents do not track receivables, how You do not need to use Accounts Receivable to use Interfunds. You 9/29/2009
- Deposits and Interfund Accounts Receivable Interfunds will this work if they are the depositing would go directly to the Interfund Page and enter a deposit. On the
side of an interfund? deposit page, once you would enter the customer and amount.
624 9/9/2009 Business Process Workshop Functional - Processing Is budget checking for interfunds only on Yes, budget checking only occurs in Accounts Payable. 9/29/2009
- Deposits and Interfund Accounts Receivable Interfunds the AP side?
599 9/9/2009 Business Process Workshop Functional - Processing Will agencies have to print the interfundA&R will no longer approve interfunds. They will perform a post 9/29/2009
- Deposits and Interfund Accounts Receivable Interfunds and provide a hard copy to A&R? audit of interfunds. Printing of the interfund and attaching to
supporting documentation will not be required.
605 9/9/2009 Business Process Workshop Functional - Processing Will the workflow workshops include Both sides of the interfund (Deposits and Vouchers) will need to be 9/29/2009
- Deposits and Interfund Accounts Receivable Interfunds workflow for approval of interfunds? The approved on the Interfund page. There will be email notification on
agency is wondering about interfunds the page but this will be a manual process and the deposit and
that may have a different approval path voucher will need to be approved separately on the interfund page.
from other items (deposits, vouchers,
etc.). Can they use email notification
from the Interfund page in SMART to let
approvers know that the interfund
requires approval? Will the approval
process be the same as approvals for
deposits and vouchers?
438 9/8/2009 September Monthly Interface Interfaces Are you going to convert current STARS Yes, converted data will be available in the last stage of Interface 9/23/2009
Interface Meeting encumbrances so that inbound vouchers Testing.
can be sent in for purchase orders?
443 9/8/2009 September Monthly Interface Interfaces Does each interfund transaction have to The SMART approach is that each interfund transaction must be 9/23/2009
Interface Meeting be approved separately? approved by the participating agency, similar to the current process
in SOKI.
441 9/8/2009 September Monthly Interface Interfaces How will agencies be notified of errors in Agencies will need to monitor the mainframe and online pages in 9/8/2009
Interface Meeting Production? SMART to confirm whether an interface file was in error. An error file
will be sent to the mainframe if the inbound interface file fails the Pre-
SMART interface validations. If the file passes the Pre-SMART
validations but fails the SMART interface validations, Agencies will
need to actively monitor the online pages in SMART to determine
whether any errors occurred in SMART.
442 9/8/2009 September Monthly Interface Interfaces How will an agency's functional staff The agency's functional staff should know when an interface is being 9/8/2009
Interface Meeting know about the errors caused by their processed. They should check the transaction status as a part of their
data? Since the technical staff are the daily routine. It is expected that functional and technical staff within
ones submitting the interface files, it an agency will communicate with each other to resolve errors and
seems like the functional staff would prevent them from recurring.
keep making the same errors over and
over again.
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439 9/8/2009 September Monthly Interface Interfaces How will we be notified of errors The interface team will contact agency personnel to notify them of 9/23/2009
Interface Meeting resulting from interface files which pass errors which occurred online during Interface Testing.
the Pre-SMART edits and fail the SMART
edits during Interface Test?
444 9/8/2009 September Monthly Interface Interfaces How would we move money from one If you are simply moving money from one chartfield value to another 9/8/2009
Interface Meeting department to another (i.e. interfund (e.g. fund, dept, etc.) then use INF06 to perform the intrafund
transactions)? transaction. You could also perform an intrafund transaction online
using a GL journal instead of INF06. In addition, an agency can choose
to use an interfund transaction (INF02 and INF44) if there is revenue
involved.
436 9/8/2009 September Monthly Interface Interfaces Is there any way to send in test files to No, there is no way to do this. However, there is no downside to 9/8/2009
Interface Meeting check them for error without processing loading data into the test environment.
them in SMART?
437 9/8/2009 September Monthly Interface Interfaces Our agency is not using inbound The spreadsheets will be available for Stage 6 testing. If you send 9/8/2009
Interface Meeting interfaces, but will do all of our data data for a few vouchers to the Sunflower project email inbox with
entry online. Can we use the spreadsheet "interface testing" in the subject line, we can enter them online into
upload to load our data into SMART for the SMART testing environment for you.
Stage 3 testing?
440 9/8/2009 September Monthly Interface Interfaces What does "In Production you can go and After SMART goes live, all agencies will have access to the Online 9/8/2009
Interface Meeting see the errors" mean? "production" system. Agency personnel will be able to view and
correct failed transactions online in SMART.
435 9/8/2009 September Monthly Interface Interfaces Why are interface files that used to be in The mainframe was initially setup to delete the interface test files 9/8/2009
Interface Meeting our folder on the mainframe no longer after 3 days. This setting has been updated to be 30 days.
there (e.g. INF01 file)?
571 9/3/2009 Business Process Workshop Functional - Projects Closing a Grant Agency has a project budget, but wants All project budgets are track budgets. Agencies have the option to 9/14/2009
- Projects and Grants and Grants and/or Project to allow a 10% tolerance, so they want to select track with budget vs. track without budget. Staff will be able
error at 110% and a warning at 100%. to see the budget figures, but the system will not error when over
Can the system be configured this way? your budget.
566 9/3/2009 Business Process Workshop Functional - Projects Closing a Grant Can you enter a project before the next Yes, you can control this by the project start and end dates and/or 9/14/2009
- Projects and Grants and Grants and/or Project fiscal year, but prevent transactions from project status.
paying against it until the FY begins.
572 9/3/2009 Business Process Workshop Functional - Projects Closing a Grant Can you post project information into For reimbursable projects, only the billing information will flow back 9/14/2009
- Projects and Grants and Grants and/or Project Accounts Receivable, will it post back to to Project Costing. The deposit (revenue) information in AR will not
Project Costing? be tracked in Project Costing. Deposits should be coded with Project
chartfields. The deposit transactions will flow to the General Ledger.
Agencies will need to track the project-related deposits in the
General Ledger. More robust reporting may be built in the Data
Warehouse by the agency.
564 9/3/2009 Business Process Workshop Functional - Projects Closing a Grant Can you run reports even if the project is Yes, reports will still be able to be ran. 9/14/2009
- Projects and Grants and Grants and/or Project closed?
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569 9/3/2009 Business Process Workshop Functional - Projects Closing a Grant Can your project be closed if you have Yes, you can close a project even if you have open encumbrances. 9/14/2009
- Projects and Grants and Grants and/or Project open encumbrances against it?
574 9/3/2009 Business Process Workshop Functional - Projects Closing a Grant For billing, there are mandated federal Yes, SMART does not replace federal forms that you have to 9/14/2009
- Projects and Grants and Grants and/or Project forms, will we still have to do these? complete for billing.
565 9/3/2009 Business Process Workshop Functional - Projects Closing a Grant If the project is closed, are vouchers still Yes, closing the project does not change the historical record on how 9/14/2009
- Projects and Grants and Grants and/or Project linked to the project for reporting? the transaction was created.
563 9/3/2009 Business Process Workshop Functional - Projects Closing a Grant If the project is closed, but money is still No. Once the voucher is created, it will continue to flow through the 9/14/2009
- Projects and Grants and Grants and/or Project available in the grant. Does this prevent process and pay during the 90 day grant closeout period. If you mark
the payment transactions from paying? the project with a "Closed" status, you cannot create new POs and
vouchers for the project. However, you can reopen the project if
necessary. We will have a "Pending Close" status that will allow new
vouchers to be created from existing Purchase Orders in order to
allow for the completion of open Purchase Orders through payment
processing. This status will prevent new Purchase Orders from being
created.
567 9/3/2009 Business Process Workshop Functional - Projects Closing a Grant If the project is closed, can you create No, once the voucher is created, it will continue to flow through the 9/14/2009
- Projects and Grants and Grants and/or Project and process a voucher for payment? process and pay during the 90 day grant closeout period. If you mark
the project with a "Closed" status, you cannot create new POs and
vouchers for the project. However, you can reopen the project if
necessary. We will have a "Pending Close" status that will allow new
vouchers to be created from existing Purchase Orders in order to
allow for the completion of open Purchase Orders through payment
processing. This status will prevent new Purchase Orders from being
created.
568 9/3/2009 Business Process Workshop Functional - Projects Closing a Grant If you close the grant, you track A report could be generated to check for all open encumbrances and 9/14/2009
- Projects and Grants and Grants and/or Project encumbrances and prepare the 269 you can track payments made associated to the grant.
report. How do you know what was paid
after 90 days?
573 9/3/2009 Business Process Workshop Functional - Projects Closing a Grant Is the billing function also for interfunds You will have the ability to setup other agencies as customers 9/14/2009
- Projects and Grants and Grants and/or Project or just for external billing? (sponsors) and bill them for grant-related expenditures.
The details of the interfund billing process are still being evaluated.
We will provide additional information as it becomes available.
560 9/3/2009 Business Process Workshop Functional - Projects Entering a Project If your agency receives a grant from No, there is no statewide standard, although standard reports are 9/14/2009
- Projects and Grants and Grants other state agency, will there be a available.
mandate on the information required so
it is standardized reporting for all
agencies?
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559 9/3/2009 Business Process Workshop Functional - Projects Entering a Project Is the Project ID a centrally or agency It is an agency defined field at the time of project setup, however, 9/14/2009
- Projects and Grants and Grants defined field? you do have to define the project ID in the project costing module.
You can use your project id naming scheme or use auto-number.
570 9/3/2009 Business Process Workshop Functional - Projects Entering and If you have in-kind match (goods, You will enter a transaction in Project Costing to record memo items 9/14/2009
- Projects and Grants and Grants Maintaining a volunteer hours) from 3rd party that you or items that do not flow from Purchasing or Accounts Payable.
Contract are billing for (no cash trading hands), but There will be a MEM analysis type in projects that will identify the
the feds require documentation of the memo transactions.
entire amount, how would you document
in kind?
576 9/3/2009 Business Process Workshop Functional - Projects Entering and Are we working on policy decisions with We are working with A&R for policy direction, but we cannot 9/14/2009
- Projects and Grants and Grants Maintaining a Grant agency auditors in addition with A&R mandate what policies the agencies enforce regarding grants.
auditors for specific agency rules when
receiving grants from other agencies. If
A&R agrees we don't need paper, will
agencies also agree or do we need two
sets of standards.
575 9/3/2009 Business Process Workshop Functional - Projects Entering and Can grant managers have access to only No, security is by business unit (agency). 9/14/2009
- Projects and Grants and Grants Maintaining a Grant their grants, not others within their
agency?
561 9/3/2009 Business Process Workshop Functional - Projects Managing a Project At what level do you have to budget and You are required to report at the level that your Sponsor requires. 9/14/2009
- Projects and Grants and Grants report?
562 9/3/2009 Business Process Workshop Functional - Projects Managing a Project Is there an end to a project or can it cross A project will have a beginning and end date. You can extend (or 9/14/2009
- Projects and Grants and Grants over fiscal years? otherwise change) the project end date if needed to reflect updates
to your project. It can be for multiple years and it can cross state
fiscal years.
558 9/3/2009 Business Process Workshop Functional - Projects Managing a Project Will a journal entry flow back to Project As long as the appropriate project information (Project business unit, 9/14/2009
- Projects and Grants and Grants Costing? project id, activity id) is on the transaction, it will show in project
costing.
363 9/2/2009 Business Process Workshop Functional - Entering a Vendor What fields will be checked against for The field checked for duplicate vendor processing is the vendor TIN 9/23/2009
- Accounts Payable and Accounts Payable the duplicate vendor checking? number.
Travel & Expense
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618 9/2/2009 Business Process Workshop Functional - Processing a Travel How do we avoid a double encumbrance Airfare, registration, hotel and other prepaid items will be recorded 10/1/2009
- Accounts Payable and Accounts Payable Authorization for airfare if we do a PO and also include as "prepaid expense." The "prepaid expense" will be charged against
Travel & Expense it on the Travel Authorization? Is the the asset account on the travel authorization, which means it will not
encumbrance by vendor? be budget checked at that time. When the expense report is
prepared, the prepaid expense asset will be reversed and since there
will be no amount paid on the expense report for this expense type,
no budgetary impact will occur. An agency may choose to encumber
the prepaid expense on a purchase order that may then be paid using
the P-Card. Yes, the encumbrance is by employee not vendor.
619 9/2/2009 Business Process Workshop Functional - Processing an Can you pay multiple vendors on one The Travel and Expense module is available to process 10/1/2009
- Accounts Payable and Accounts Payable Expense Report Expense Report? reimbursements to employees. Payments to Vendors would be
Travel & Expense processed through Accounts Payable on a voucher. In Travel and
Expense, one employee would be reimbursed on each expense
report. In Accounts Payable one Vendor is paid on each voucher.
396 9/2/2009 Business Process Workshop Functional - Approving a Voucher As we complete the Agency Impact As you work through your agency business processes, make a list of 9/23/2009
- Accounts Payable and Accounts Payable Analysis, how can we get additional questions you have and bring those to the workflow workshop.
Travel & Expense details on approvals and workflow?
392 9/2/2009 Business Process Workshop Functional - Approving a Voucher Can an agency have multiple approvers? Yes, there can be up to 3 levels of approvers. Workflow workshops 9/23/2009
- Accounts Payable and Accounts Payable will be held this winter. During these workshops an overview of
Travel & Expense workflow followed by break out sessions will provide details on the
workflow process.
429 9/2/2009 Business Process Workshop Functional - Approving a Voucher Can an AP Approver access be No, approver access is not determined by account. Ad-hoc approval 9/23/2009
- Accounts Payable and Accounts Payable determined by account (sub-objects)? is available if there are certain payments that should be reviewed by
Travel & Expense others in your agency. This will be discussed in workflow workshops
this winter.
405 9/2/2009 Business Process Workshop Functional - Approving a Voucher Can we have a check sent back to the Yes, this is possible using payment handling codes. 9/23/2009
- Accounts Payable and Accounts Payable agency instead of directly to the vendor?
Travel & Expense
398 9/2/2009 Business Process Workshop Functional - Approving a Voucher Can we have only 1 approver? Yes, you can have up to 3 levels of approval. Workflow workshops 9/23/2009
- Accounts Payable and Accounts Payable will be held this winter. During these workshops an overview of
Travel & Expense workflow followed by break out sessions will provide details on the
workflow process.
395 9/2/2009 Business Process Workshop Functional - Approving a Voucher Does the A&R approval process count as No, the A&R approval is separate from the agency approval process. 9/23/2009
- Accounts Payable and Accounts Payable one of the 3 possible approvers?
Travel & Expense
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401 9/2/2009 Business Process Workshop Functional - Approving a Voucher Has there been any discussion on The Project is working with A&R along with our outside auditors to 9/23/2009
- Accounts Payable and Accounts Payable whether audit requirements are going to discuss documentation requirements at a central level. Of course, a
Travel & Expense be met as we transfer to a paperless description should be entered on the voucher to describe the
system? purchase. Document imaging is outside the project scope.
397 9/2/2009 Business Process Workshop Functional - Approving a Voucher If we only want 2 levels, can we do that? Yes, you can have up to 3 levels of approval. Workflow workshops 9/23/2009
- Accounts Payable and Accounts Payable will be held this winter. During these workshops an overview of
Travel & Expense workflow followed by break out sessions will provide details on the
workflow process.
393 9/2/2009 Business Process Workshop Functional - Approving a Voucher Is the voucher process complete Yes, once the voucher has been matched (if applicable), budget 9/23/2009
- Accounts Payable and Accounts Payable (payment ready to be made) as soon as checked and approved, the payment is processed.
Travel & Expense the last person approves the voucher?
402 9/2/2009 Business Process Workshop Functional - Approving a Voucher The vendor on PO has to match vendor The details of the process are still being evaluated. We will provide 9/23/2009
- Accounts Payable and Accounts Payable on voucher. Is this true for UMB also (i.e. additional information as it becomes available.
Travel & Expense BPC transactions)?
400 9/2/2009 Business Process Workshop Functional - Approving a Voucher What if the approver finds an error? Can It depends on the security roles assigned to the employee if the 9/23/2009
- Accounts Payable and Accounts Payable they fix it or does it have to go back to employee can fix the voucher or if someone else will need to make
Travel & Expense the processor? the corrections.
399 9/2/2009 Business Process Workshop Functional - Approving a Voucher What if your approver is on leave? Is If you know in advance that you will be gone, you can take action 9/23/2009
- Accounts Payable and Accounts Payable there ad-hoc approval? within SMART to "reassign" your approvals to someone else prior to
Travel & Expense your absence. Otherwise, in cases where you are out unexpectedly,
only the workflow administrator can reassign the documents for
approval. There will also be capability to use ad-hoc approvals, based
on security profiles.
394 9/2/2009 Business Process Workshop Functional - Approving a Voucher Will the workflow from the agency to Yes, the workflow will be covered in workshops and in training. 9/23/2009
- Accounts Payable and Accounts Payable A&R and back to the agency be covered
Travel & Expense in the workflow workshops?
404 9/2/2009 Business Process Workshop Functional - Approving a Voucher Will there be a control if someone has No, if they have both processing and approving roles, then they can 9/23/2009
- Accounts Payable and Accounts Payable processing and approving rights so that approve the same transaction.
Travel & Expense they cannot approve the same
transaction they created?
403 9/2/2009 Business Process Workshop Functional - Approving a Voucher Will we have to batch vouchers in No, you will not have to batch vouchers in SMART. Agencies could 9/23/2009
- Accounts Payable and Accounts Payable SMART? use the control group as a tool for batching vouchers, but it is not
Travel & Expense required.
377 9/2/2009 Business Process Workshop Functional - Creating a Non-PO Can you record in advance for Yes, you can create a requisition, which would become a purchase 9/23/2009
- Accounts Payable and Accounts Payable Voucher items/services you know will be future order. The purchase order would encumber funds. You can create
Travel & Expense expenses such as utilities? Purchase Order(s) for future expenses, for the entire fiscal year if you
choose.
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381 9/2/2009 Business Process Workshop Functional - Creating a Non-PO Do you have to have an invoice date for Yes, the invoice date is required. 9/23/2009
- Accounts Payable and Accounts Payable Voucher duplicate invoice checking?
Travel & Expense
382 9/2/2009 Business Process Workshop Functional - Creating a Non-PO How do you send attachments on The Project is working with A&R along with our outside auditors to 9/23/2009
- Accounts Payable and Accounts Payable Voucher vouchers that are going to A&R via discuss documentation requirements at a central level. Of course, a
Travel & Expense workflow that exceed the agency's description should be entered on the voucher to describe the
delegated audit authority? purchase. Document imaging is outside the project scope.
378 9/2/2009 Business Process Workshop Functional - Creating a Non-PO How will we know which payments have You can check on the status of a voucher in SMART. 9/23/2009
- Accounts Payable and Accounts Payable Voucher been released by A&R?
Travel & Expense
380 9/2/2009 Business Process Workshop Functional - Creating a Non-PO Is the invoice number required? What if The invoice number is required, but you could use the date of 9/23/2009
- Accounts Payable and Accounts Payable Voucher we do not use invoice numbers (an payment or any unique identifier.
Travel & Expense example is when the lottery pays out
winners)?
376 9/2/2009 Business Process Workshop Functional - Creating a Non-PO Is the voucher budget check against the The voucher is budget checked against both the cash and 9/23/2009
- Accounts Payable and Accounts Payable Voucher cash and appropriations budget? appropriation budgets.
Travel & Expense
372 9/2/2009 Business Process Workshop Functional - Creating a Non-PO What happens if a voucher is not This is a business process your agency would need to consider. 9/23/2009
- Accounts Payable and Accounts Payable Voucher approved within your agency? Workflow workshops will be held this winter. During these
Travel & Expense workshops an overview of workflow followed by break out sessions
will provide details on the workflow process.
374 9/2/2009 Business Process Workshop Functional - Creating a Non-PO What if an agency does not currently Any existing policies regarding delegated audit authority will be 9/23/2009
- Accounts Payable and Accounts Payable Voucher have delegated audit authority? accounted for in SMART.
Travel & Expense
375 9/2/2009 Business Process Workshop Functional - Creating a Non-PO What if the agency has a voucher that has There will be the same type of "same day" exception process 9/23/2009
- Accounts Payable and Accounts Payable Voucher to be paid same day? How long does available in SMART. Vouchers that are matched, budget-checked and
Travel & Expense approval process take? approved will be picked up in the paycycle. The matching and budget
checking process will run throughout the day and it will be up to the
agency to work the resulting errors on a timely basis. If a voucher
requires special handling, you will need to rely on phone calls/emails
to others in the approval path if there are isolated critical payments.
379 9/2/2009 Business Process Workshop Functional - Creating a Non-PO What's the criteria of duplicate invoice Business Unit, Invoice Date, Invoice Number and Vendor ID Number 9/23/2009
- Accounts Payable and Accounts Payable Voucher checking? are used in this checking.
Travel & Expense
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434 9/2/2009 Business Process Workshop Functional - Creating a PO Can the person entering the voucher This will depend on how the agency sets up workflow. Workflow 9/23/2009
- Accounts Payable and Accounts Payable Voucher automatically approve the voucher? workshops will be held this winter. During these workshops an
Travel & Expense overview of workflow followed by break out sessions will provide
details on the workflow process.
387 9/2/2009 Business Process Workshop Functional - Creating a PO Can you search for a voucher by the In SMART, inquiry can done in a variety of ways, by vendor, user who 9/23/2009
- Accounts Payable and Accounts Payable Voucher vendor? entered or approved the voucher, invoice number, check number,
Travel & Expense voucher number, status, ChartField, etc.
391 9/2/2009 Business Process Workshop Functional - Creating a PO Currently, one of our funds (3149 SMART cash control budgets can be configured to accommodate the 9/23/2009
- Accounts Payable and Accounts Payable Voucher University Federal Fund) is always in a current business practice of allowing certain funds to carry a negative
Travel & Expense deficit cash position but we are able to cash balance.
expend from it. Will this still be true
when using SMART given the new budget
checking process?
433 9/2/2009 Business Process Workshop Functional - Creating a PO Do interfaced vouchers go through the No. Not all interfaced vouchers are "preapproved." A&R has review 9/23/2009
- Accounts Payable and Accounts Payable Voucher same approval process as manually requirements on a case by case basis, this is determined by the
Travel & Expense entered vouchers? voucher origin code. Regents vouchers will come on the INF02
interface in “preapproved” status, so these approvals are not
relevant to their processing. If the voucher build has no errors and
has sufficient funding the voucher will be picked up for paycycle.
384 9/2/2009 Business Process Workshop Functional - Creating a PO Has it been decided whether 2-way or 3- Purchase orders will default with 3-way matching. Agency Buyers can 9/23/2009
- Accounts Payable and Accounts Payable Voucher way matching will be used? choose to change to 2-way matching on purchase orders.
Travel & Expense
389 9/2/2009 Business Process Workshop Functional - Creating a PO How much paper do we need to keep (i.e. The Project is working with A&R along with our outside auditors to 9/23/2009
- Accounts Payable and Accounts Payable Voucher invoices, etc)? discuss documentation requirements at a central level. Of course, a
Travel & Expense description should be entered on the voucher to describe the
purchase. Document imaging is outside the project scope.
390 9/2/2009 Business Process Workshop Functional - Creating a PO Is the AP Approver referred to in the The AP Approver is an agency role. There is also an A&R approver 9/23/2009
- Accounts Payable and Accounts Payable Voucher "Creating a Voucher" process an agency that may be required based on the agency's delegated audit
Travel & Expense approver or an approver from A&R or are threshold.
both involved in the creation of a
voucher?
385 9/2/2009 Business Process Workshop Functional - Creating a PO What if a purchase order was created It is important to pay the vendor that goods were actually purchased 9/23/2009
- Accounts Payable and Accounts Payable Voucher with one vendor, but the voucher needs from. You will need to cancel the existing purchase order and reissue
Travel & Expense to be made to another vendor? with the correct vendor. If you need to pay the voucher to a third
party, you will remit the voucher to the third party vendor on the
voucher. This would occur on a case by case basis. If you have the
situation that the vouchers need to always be issued to a different
vendor, this would need to be changed in the vendor table by central
staff. This would mainly occur in bankruptcy situations, etc.
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386 9/2/2009 Business Process Workshop Functional - Creating a PO What if some of the items on a PO are on Yes, you will do a partial payment and pay only for the items you 9/23/2009
- Accounts Payable and Accounts Payable Voucher back order? Can you only pay for the received.
Travel & Expense items you received?
388 9/2/2009 Business Process Workshop Functional - Creating a PO When you copy a PO to a voucher, does No, SMART will pull the purchase order information into the voucher. 9/23/2009
- Accounts Payable and Accounts Payable Voucher that mean copying and pasting the
Travel & Expense information?
383 9/2/2009 Business Process Workshop Functional - Creating a PO When you create a PO to a vendor will it No, existing PO encumbrances will not change. Changes to existing 9/23/2009
- Accounts Payable and Accounts Payable Voucher change existing encumbrances for that encumbrances would occur when the first PO is closed or paid, not
Travel & Expense vendor? when a second PO is generated.
373 9/2/2009 Business Process Workshop Functional - Creating a PO When you create a PO, does the person Agencies will begin the purchasing process with a requisition which 9/23/2009
- Accounts Payable and Accounts Payable Voucher initiating the PO need to know the does not require a vendor. Once the requisition is sourced to a PO,
Travel & Expense vendor information (FEIN, etc)? the PO must contain the vendor.
364 9/2/2009 Business Process Workshop Functional - Entering a Vendor Can you enter either the FEIN or SSN in Yes, you can enter either a FEIN or SSN. There is also a "type" in 9/23/2009
- Accounts Payable and Accounts Payable the same field in the Vendor Table? which you indicate whether the number is the FEIN or SSN. Only one
Travel & Expense TIN is allowed per vendor.
368 9/2/2009 Business Process Workshop Functional - Entering a Vendor How will employees be reimbursed? Employee reimbursement will occur in the Travel & Expense module 9/23/2009
- Accounts Payable and Accounts Payable for those agencies using the Travel & Expense module.
Travel & Expense
430 9/2/2009 Business Process Workshop Functional - Entering a Vendor How will international vendors that do SMART has the capability to capture foreign addresses in postal 9/23/2009
- Accounts Payable and Accounts Payable not have SSN or FEIN be handled? correct format, based on the vendor's country of residence. Of
Travel & Expense course, these cannot require TIN (Tax Identification Number - either
SSN or FEIN) when they are entered into SMART, but the next
sequential vendor number will be assigned.
366 9/2/2009 Business Process Workshop Functional - Entering a Vendor How will KDOL reimburse for an Payments will be made in Accounts Payable since these individuals 9/23/2009
- Accounts Payable and Accounts Payable overpayment of unemployment benefits? are not employees of the agency. Single pay vouchers can be used if
Travel & Expense Through Travel and Expense or through the agency does not reasonably expect to pay these individuals again
Accounts Payable? and the payments are not 1099 reportable.
371 9/2/2009 Business Process Workshop Functional - Entering a Vendor If you do not enter a vendor on the You can get the information from the voucher, but since the vendor 9/23/2009
- Accounts Payable and Accounts Payable vendor table, can you get information on was not added to the Vendor Master Table, it would not be available
Travel & Expense a report? there.
431 9/2/2009 Business Process Workshop Functional - Entering a Vendor What is the process when a vendor has a No, it will not be the TM-21 form, since this is a STARS form. The 9/23/2009
- Accounts Payable and Accounts Payable change of address? Will they still fill out specific business procedure for requesting a change of address has
Travel & Expense the TM-21 form? not been finalized. However, we should anticipate that there will be
some type of form, and it will be based on the information required
by SMART.
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369 9/2/2009 Business Process Workshop Functional - Entering a Vendor When a new State contract is created and Yes, in order to create the statewide contact, the bidder/vendor data 9/23/2009
- Accounts Payable and Accounts Payable the vendor is new and does not exist in will be created in SMART centrally. The details of the process are still
Travel & Expense the vendor table, is there a process for being evaluated. We will provide additional information as it
either Central Division of Purchasing or becomes available.
A&R to add those vendors?
370 9/2/2009 Business Process Workshop Functional - Entering a Vendor Will SMART have a purge process for Yes, SMART will have a purge process for vendors. The details have 9/23/2009
- Accounts Payable and Accounts Payable vendors? not yet been determined.
Travel & Expense
365 9/2/2009 Business Process Workshop Functional - Entering a Vendor Will we be able to list bank accounts for a Yes, a vendor can have multiple bank accounts listed, however, these 9/23/2009
- Accounts Payable and Accounts Payable vendor that are specific to a certain will be on separate locations.
Travel & Expense program?
367 9/2/2009 Business Process Workshop Functional - Entering a Vendor Will we need to enter everyone as a This depends on the type of expense. If the expense is 1099 9/23/2009
- Accounts Payable and Accounts Payable vendor (i.e. guest speakers, etc.)? reportable and a recurring payment, they must be entered as a
Travel & Expense vendor. If it is an one-time payment and not 1099 reportable, the
single pay option in Accounts Payable can be used.
416 9/2/2009 Business Process Workshop Functional - Processing a Travel Are airline tickets part of the travel Airline tickets can be recorded as part of the anticipated cost, but the 9/23/2009
- Accounts Payable and Accounts Payable Authorization authorization? system will not book the airline ticket for you.
Travel & Expense
413 9/2/2009 Business Process Workshop Functional - Processing a Travel Are travel authorizations required for all No, it is required for all out-of-state travel. Additionally, it will be 9/23/2009
- Accounts Payable and Accounts Payable Authorization travel? necessary if an agency wants to encumber those funds.
Travel & Expense
407 9/2/2009 Business Process Workshop Functional - Processing a Travel Are travel authorizations required for out- Yes, prior authorization is required for out-of-state travel. 9/23/2009
- Accounts Payable and Accounts Payable Authorization of-state travel?
Travel & Expense
412 9/2/2009 Business Process Workshop Functional - Processing a Travel Assuming travel is not centralized within Yes, but the funding information can be changed at the approval 9/23/2009
- Accounts Payable and Accounts Payable Authorization an agency, does this mean that the an step. There is a possibility to have speedcharts available and default
Travel & Expense employee will need to add the funding funding is established for each traveler.
for a Travel Authorization?
420 9/2/2009 Business Process Workshop Functional - Processing a Travel Currently, our agency uses an agency- Travel authorization information includes the following: general trip 9/23/2009
- Accounts Payable and Accounts Payable Authorization specific form for Travel Authorizations. information, employee information, proposed expense breakdowns
Travel & Expense What information will be included in and chartfield data. Each section has detailed fields.
SMART for Travel Authorizations?
409 9/2/2009 Business Process Workshop Functional - Processing a Travel Does the person with proxy rights to a Yes, they will have the same rights as the traveler themselves. 9/23/2009
- Accounts Payable and Accounts Payable Authorization traveler have the ability to see where the
Travel & Expense approvals are in the process?
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419 9/2/2009 Business Process Workshop Functional - Processing a Travel How much detail is required in order to This depends. Any additional costs not on the Travel Authorization 9/23/2009
- Accounts Payable and Accounts Payable Authorization encumber enough funds to cover any can be added to the Expense Report. If the actual costs accrued are
Travel & Expense unforeseen expenses? less than originally requested on the Travel Authorization, the
additional funds are liquidated when the expense report is processed.
415 9/2/2009 Business Process Workshop Functional - Processing a Travel How will cash advances work? There will be functionality within SMART for cash advances. This was 9/23/2009
- Accounts Payable and Accounts Payable Authorization discussed at the August Change Agent Network Meeting.
Travel & Expense Information is available on the SMART website at:
http://www.da.ks.gov/smart/changeagentnetwork.html and select
Change Agent Network Meeting #4.
417 9/2/2009 Business Process Workshop Functional - Processing a Travel If the travel request is denied who gets Both the employee and the proxy will receive the denial notification. 9/23/2009
- Accounts Payable and Accounts Payable Authorization the notification - the employee and the
Travel & Expense proxy or just the proxy?
418 9/2/2009 Business Process Workshop Functional - Processing a Travel Is email notification available within Yes, an email notification will be sent and the items will also be 9/23/2009
- Accounts Payable and Accounts Payable Authorization workflow for processing travel available in the worklist.
Travel & Expense authorizations?
414 9/2/2009 Business Process Workshop Functional - Processing a Travel Is the default funding data tied to the Yes, agencies will be defining this. Funding will be associated to the 9/23/2009
- Accounts Payable and Accounts Payable Authorization employee in Travel & Expense? employee during the setup of employees in the Travel & Expense
Travel & Expense module. The default funding data will come from SHaRP.
421 9/2/2009 Business Process Workshop Functional - Processing a Travel Is the encumbrance at the account level Yes, the encumbrance is recorded a the level of detail contained in 9/23/2009
- Accounts Payable and Accounts Payable Authorization for the Travel Authorization? the default funding, including the account based on the types of
Travel & Expense expenses requested on the Travel Authorization.
423 9/2/2009 Business Process Workshop Functional - Processing a Travel We will only need to create a Travel Yes, but remember that travel authorizations are required for out-of- 9/23/2009
- Accounts Payable and Accounts Payable Authorization Authorization if we want to encumber state travel as well.
Travel & Expense the funds?
422 9/2/2009 Business Process Workshop Functional - Processing a Travel What if an agency currently has an If the agency has a statutory exemption from completing out-of-state 9/23/2009
- Accounts Payable and Accounts Payable Authorization exception for completing Travel travel authorizations today, then that exemption will continue in
Travel & Expense Authorizations from out-of-state travel? SMART.
410 9/2/2009 Business Process Workshop Functional - Processing a Travel What is the point of entry for a traveler You may have an internal process at your agency in which a proxy 9/23/2009
- Accounts Payable and Accounts Payable Authorization to enter the information? Will they enters on behalf of a traveler, but a traveler can enter travel
Travel & Expense complete a form or enter directly into documents directly into SMART.
SMART?
408 9/2/2009 Business Process Workshop Functional - Processing a Travel Will access to SHaRP be needed in order No, the data from SHaRP will flow into SMART. 9/23/2009
- Accounts Payable and Accounts Payable Authorization to complete transactions in Travel &
Travel & Expense Expense?
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411 9/2/2009 Business Process Workshop Functional - Processing a Travel Will employees have the authorization to No, an approval process is still needed for reimbursement. 9/23/2009
- Accounts Payable and Accounts Payable Authorization reimburse themselves?
Travel & Expense
406 9/2/2009 Business Process Workshop Functional - Processing a Travel Within the approval process in Travel & Yes, you can have ad-hoc approvers. Workflow workshops will be 9/23/2009
- Accounts Payable and Accounts Payable Authorization Expense, is there a way to send to held this winter. During these workshops an overview of workflow
Travel & Expense someone outside the approval process followed by break out sessions will provide details on the workflow
(i.e. the capability to do an ad-hoc process.
approval)?
425 9/2/2009 Business Process Workshop Functional - Processing an Can the levels of workflow approval for All travel documents (cash advance, authorizations, and expense 9/23/2009
- Accounts Payable and Accounts Payable Expense Report the Travel Authorization be different for reports) take the same path of approval in workflow.
Travel & Expense the Expense Report or do they have to be
the same?
427 9/2/2009 Business Process Workshop Functional - Processing an Can you create a zero dollar travel Yes, we understand there are situations in which the Travel 9/23/2009
- Accounts Payable and Accounts Payable Expense Report authorization? Authorization needs to be documented, but there is no associated
Travel & Expense cost with the travel.
424 9/2/2009 Business Process Workshop Functional - Processing an Can you save an Expense Report before Yes, an Expense Report can be saved for approval at a later date. 9/23/2009
- Accounts Payable and Accounts Payable Expense Report approval?
Travel & Expense
428 9/2/2009 Business Process Workshop Functional - Processing an Do all miscellaneous expenses not Yes, all employee expenses, travel related or not, will be reimbursed 9/23/2009
- Accounts Payable and Accounts Payable Expense Report associated with travel have be through the Travel & Expense module for those agencies using the
Travel & Expense reimbursed through the Travel & Expense Travel & Expense module.
module?
432 9/2/2009 Business Process Workshop Functional - Processing an If the first level of approval is defaulting Yes, in order to take advantage of the workflow process in the Travel 9/23/2009
- Accounts Payable and Accounts Payable Expense Report as the supervisor based on what is & Expense module the supervisor will need to sign-in to SMART.
Travel & Expense entered in SHaRP, will the supervisor
need to get a sign-on to SMART to be
able to enter the approval?
426 9/2/2009 Business Process Workshop Functional - Processing an On our Travel Authorization, what if we The details of the process are still being evaluated. We will provide 9/23/2009
- Accounts Payable and Accounts Payable Expense Report don't want to include the airfare to be additional information as it becomes available.
Travel & Expense paid but want to record it?
522 9/2/2009 Business Process Workshop Functional - Approving a Are requisitions budget checked? Yes, requisitions are budget checked, but do not encumber the funds. 9/21/2009
- Purchasing Purchasing Requisition
556 9/2/2009 Business Process Workshop Functional - Approving a Can agencies assign their own Purchase No, approved requisitions automatically create the purchase order 9/21/2009
- Purchasing Purchasing Requisition Order numbers? and assigns the purchase order ID number.
553 9/2/2009 Business Process Workshop Functional - Approving a Can multiple requisitions be combined Yes, as long as the requisitions are for the same vendor and the 9/21/2009
- Purchasing Purchasing Requisition into one purchase order? requisitions are in the same auto sourcing process.
524 9/2/2009 Business Process Workshop Functional - Approving a Can requisitions be used over again or do Requisitions will be closed and cannot be sourced to a purchase order 9/21/2009
- Purchasing Purchasing Requisition they close once they become a Purchase again. The requisition is available for reference. A new requisition
Order? can be created by copying from a previous requisition.
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530 9/2/2009 Business Process Workshop Functional - Approving a Can the requisition be created and Yes, for some agencies, that is the only option. 9/21/2009
- Purchasing Purchasing Requisition approved by the same person?
531 9/2/2009 Business Process Workshop Functional - Approving a Can you issue multiple Purchase Orders No, each line will be sourced to a single purchase order. 9/21/2009
- Purchasing Purchasing Requisition from one line on a Requisition?
534 9/2/2009 Business Process Workshop Functional - Approving a Can you leave the vendor blank on a Yes, the vendor may not be known at the time the requisition is 9/21/2009
- Purchasing Purchasing Requisition requisition? entered.
533 9/2/2009 Business Process Workshop Functional - Approving a Do you have to create a requisition or No, you would need to create a Purchase Order only if you want to 9/21/2009
- Purchasing Purchasing Requisition Purchase Order if you are using the BPC encumber funds with the BPC card. If you want to use the BPC card
to pay for the purchase? to pay for Purchase Orders, you would need to enter a requisition.
527 9/2/2009 Business Process Workshop Functional - Approving a Does the Purchase Order create an Yes, after the purchase order has been budget checked and 9/21/2009
- Purchasing Purchasing Requisition encumbrance? approved.
557 9/2/2009 Business Process Workshop Functional - Approving a How are printing requisitions going to be Agencies will continue to enter printing requisitions into the State 9/21/2009
- Purchasing Purchasing Requisition handled and payments to the printer for Printer's system. The State Printer will initiate an interfund in SMART
the print jobs? and the agency will reciprocate to approve the transaction.
532 9/2/2009 Business Process Workshop Functional - Approving a How can you reference the requisition The SMART system assigns a Requisition ID for each requisition. This 9/21/2009
- Purchasing Purchasing Requisition on your paper documentation? Requisition ID can be noted on your paper documentation for inquiry
in SMART to check on the status of the requisition.
518 9/2/2009 Business Process Workshop Functional - Approving a How do prior authorizations work (i.e. In the future, Prior Authorization requests will be a part of the 9/21/2009
- Purchasing Purchasing Requisition item is over delegated authority and no Purchase Requisition (PR) process within SMART. Instead of
state contract), agency has prior submitting a paper request to the Division of Purchases and then
authorization – will this still go to A&R for attaching that signed off document to your Purchase Requisition, you
approval? will select a Prior Authorization reason on the Requisition and
provide justification within the SMART system. The PR will be routed
to the Division of Purchases for their approval, if appropriate, and
then routed through the system like any other PR.
528 9/2/2009 Business Process Workshop Functional - Approving a How does the approver get notified that The approver would receive an email and also their worklist in 9/21/2009
- Purchasing Purchasing Requisition they need to approve a requisition or SMART would show what items need to be approved.
Purchase Order?
519 9/2/2009 Business Process Workshop Functional - Approving a How will requisition workflow work if the If the Contract ID is noted on the Requisition for the item, this item 9/21/2009
- Purchasing Purchasing Requisition item is over the agency delegated will source to a Purchase Order. It will not workflow to Division of
authority but is on a state contract? Purchases. If the Contract ID is not included on the Requisition for
the item, the purchase order will workflow to Division of Purchases.
523 9/2/2009 Business Process Workshop Functional - Approving a If items are selected from the requisition The purchase order status will be in budget check error and cannot 9/21/2009
- Purchasing Purchasing Requisition and fail at the Purchase Order level, due be approved until resolved.
to budget check, what happens to the
Purchase Order?
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526 9/2/2009 Business Process Workshop Functional - Approving a If you have a requisition with 5 different It can. If the vendor isn't the same, it will create different purchase 9/21/2009
- Purchasing Purchasing Requisition item lines, will it create 5 different orders, one for each different vendor.
Purchase Orders?
552 9/2/2009 Business Process Workshop Functional - Approving a Is a requisition ID the same as the No, they are different numbers, but they are connected. Reports will 9/21/2009
- Purchasing Purchasing Requisition Purchase Order ID? show the link between the requisition ID and the Purchase Order ID.
An approved requisition automatically creates the Purchase Order.
521 9/2/2009 Business Process Workshop Functional - Approving a Is the funding information available to be Yes, it can be changed at any time. 9/21/2009
- Purchasing Purchasing Requisition changed until the PO is issued?
525 9/2/2009 Business Process Workshop Functional - Approving a Requisition exists with 5 items, you The items will remain on the requisition until you cancel, close or 9/21/2009
- Purchasing Purchasing Requisition source 3 items to a purchase order, what source the remaining lines on the requisition.
happens with the other 2 items?
550 9/2/2009 Business Process Workshop Functional - Approving a We have staff that go to local businesses No, but if they do not go through the Purchase Order process, the 9/21/2009
- Purchasing Purchasing Requisition to make purchases via their BPC card and funds will not be encumbered.
bring their invoices back. Do we need to
create a requisition or Purchase Order for
these items?
551 9/2/2009 Business Process Workshop Functional - Approving a What is the process if there is an The agency may internally assign a temporary PO number to verbally 9/21/2009
- Purchasing Purchasing Requisition emergency purchase and the vendor provide the vendor. Then when the system is available, the
needs a Purchase Order number? (After transaction may be entered. The temporary PO number may be
hours) entered in the PO Reference field. The vendor should be advised of
the correct PO ID at that time.
520 9/2/2009 Business Process Workshop Functional - Approving a Will SMART automatically convert fiscal No, you will have to update the requisition with the new funding 9/21/2009
- Purchasing Purchasing Requisition information from one fiscal year to the information to the correct funding information.
next fiscal year?
529 9/2/2009 Business Process Workshop Functional - Approving a Will the approver receive an email Yes, the approver will receive email notification. 9/21/2009
- Purchasing Purchasing Requisition notification?
535 9/2/2009 Business Process Workshop Functional - Approving a Will workflow be configured to route by No, workflow will be configured to route to specific individuals which 9/21/2009
- Purchasing Purchasing Requisition department ID – based on Chartfields so will be covered during workflow workshops this winter.
requisitions will it go to different people?
515 9/2/2009 Business Process Workshop Functional - Creating a Can you post partial goods to the system You can enter a partial receipt. SMART tracks partial receipts and will 9/21/2009
- Purchasing Purchasing Requisition or do you have to wait until all goods are let you pay for the goods you have received.
received?
516 9/2/2009 Business Process Workshop Functional - Creating a Can you scan and attach documents in No, you can enter the information into SMART, but SMART is not a 9/21/2009
- Purchasing Purchasing Requisition SMART? document imaging system. Refer to the FAQ in the June 2009
Sunflower Project newsletter for more information.
511 9/2/2009 Business Process Workshop Functional - Creating a Do items have to be selected from the Yes, you can enter descriptions, etc. without selecting them from the 9/21/2009
- Purchasing Purchasing Requisition item master list or can items be entered? item master list.
517 9/2/2009 Business Process Workshop Functional - Creating a Do you have to keep the hard copy of The Sunflower Project will be working with A&R to identify the 9/21/2009
- Purchasing Purchasing Requisition documentation (packing slip, invoices, appropriate policy concerning this, taking into consideration advice
etc.) in case of an audit? from outside auditors and best practices.
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509 9/2/2009 Business Process Workshop Functional - Creating a Does every requisition have to have the Yes, however SMART functionality includes ad-hoc approval for 9/21/2009
- Purchasing Purchasing Requisition same approval process? requisitions, which allows you to route to additional reviewers as
needed. Additional workflow details will be provided in Workflow
Workshops this winter.
512 9/2/2009 Business Process Workshop Functional - Creating a How is the funding information This information will be captured in an Agency Task and/or 9/21/2009
- Purchasing Purchasing Requisition determined that is defaulted? Is there a Workshop.
workshop or activity that will define this?
514 9/2/2009 Business Process Workshop Functional - Creating a How many requisitioners do you have to That depends on your agency. You can have a centralized process or 9/21/2009
- Purchasing Purchasing Requisition have, one or many? multiple people entering requisitions. Agencies will need to consider
what works best for their business practices.
508 9/2/2009 Business Process Workshop Functional - Creating a If you have a multi-step approval process, Workflow workshops will be held this winter. During these 9/21/2009
- Purchasing Purchasing Requisition can that be set up in your workflow? workshops an overview of workflow followed by break out sessions
will provide details on the workflow process.
510 9/2/2009 Business Process Workshop Functional - Creating a When entering a requisition, will the No, agencies will need to enter asset business unit and profile ID for 9/21/2009
- Purchasing Purchasing Requisition system determine it is an asset based on the asset data to flow to Asset Management.
amount or object code?
513 9/2/2009 Business Process Workshop Functional - Creating a Will funding information be defaulted for No, the requestor will have to have default funding. 9/21/2009
- Purchasing Purchasing Requisition every requisition?
623 9/2/2009 Business Process Workshop Functional - Encumbrances How are encumbrances liquidated in If the requisition was sourced to a Purchase Order (encumbrance 10/5/2009
- Purchasing Purchasing SMART? Do the funds go back to the created) then a change order would be processed by the agency to
agency or to the State General Fund? release the unneeded portion of the encumbrance. If the
encumbrance is released in the same fiscal year as the encumbrance
is created the agency appropriation will be available to the agency. If
the encumbrance is released in a subsequent fiscal year the authority
to spend the appropriation/expenditure limitation will be lapsed and
will not be available to the agency.
540 9/2/2009 Business Process Workshop Functional - Processing a As soon as Purchase Order is approved The dispatch cycle is still being determined. We will provide 9/21/2009
- Purchasing Purchasing Purchase Order and dispatched, it is real time? additional information as it becomes available.
543 9/2/2009 Business Process Workshop Functional - Processing a Can additional items be added to an Yes, if it hasn't completed the sourcing process to a purchase order. 9/21/2009
- Purchasing Purchasing Purchase Order existing requisition?
544 9/2/2009 Business Process Workshop Functional - Processing a Can items be cancelled off a requisition? Yes, if the requisition has been sourced to a purchase order, you will 9/21/2009
- Purchasing Purchasing Purchase Order need to cancel the lines on the purchase order.
539 9/2/2009 Business Process Workshop Functional - Processing a Can you override the vendors default Yes, you can override at the Purchase Order and it will go out at the 9/21/2009
- Purchasing Purchasing Purchase Order method of dispatch at the Purchase method selected at the Purchase Order.
Order level?
545 9/2/2009 Business Process Workshop Functional - Processing a Do encumbrances check the cash No, encumbrances only check the appropriations budget. 9/21/2009
- Purchasing Purchasing Purchase Order budget?
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537 9/2/2009 Business Process Workshop Functional - Processing a How can Purchase Order be dispatched? Purchase Orders can be dispatched a variety of ways. They may be 9/21/2009
- Purchasing Purchasing Purchase Order dispatched by email via PDF, fax to vendor, print and mail or via
phone. The method of dispatch may depend on the vendor's
preference and your agency policy.
538 9/2/2009 Business Process Workshop Functional - Processing a What does the vendors' preferred There is one statewide vendor master file. Each vendor has a 9/21/2009
- Purchasing Purchasing Purchase Order method of dispatch mean? preferred method of dispatch listed. It is not each agency's preferred
method of dispatch.
542 9/2/2009 Business Process Workshop Functional - Processing a What happen if the PO is encumbered at You can create a change order to show the different amount. 9/21/2009
- Purchasing Purchasing Purchase Order one amount, but the amount is different Depending on the circumstances, you may also just pay the voucher.
due to changes? This may give a match exception that could be overridden.
541 9/2/2009 Business Process Workshop Functional - Processing a What happens if a Purchase Order is You need to cancel the PO so that the funds will be released from the 9/21/2009
- Purchasing Purchasing Purchase Order approved, money is encumbered, then encumbrance.
vendor can not supply good, what
happens to encumbered funds?
536 9/2/2009 Business Process Workshop Functional - Processing a When a buyer dispatches PO, is that Funds are encumbered at the time the Purchase Order is budget 9/21/2009
- Purchasing Purchasing Purchase Order when funds are encumbered? checked.
555 9/2/2009 Business Process Workshop Functional - Receiving Can an agency upload other vendor At go-live, SMART will include a connection with Corporate 9/21/2009
- Purchasing Purchasing catalogs of those items they order from Express/Staples to include their catalog. After go-live, Division of
often or Division of Purchases upload Purchases will explore the use of other vendors' catalogs that are
those catalogs? commonly used.
554 9/2/2009 Business Process Workshop Functional - Receiving Can you enter the receipt, but accept the Yes, if you have flagged the item for inspection. 9/21/2009
- Purchasing Purchasing goods at a later time (i.e. inspection)?
549 9/2/2009 Business Process Workshop Functional - Receiving Can you receive items at a different unit Yes, there is conversion capability for items. 9/21/2009
- Purchasing Purchasing of measure than what you ordered (i.e.,
ordered a case, but received at a unit
level)?
546 9/2/2009 Business Process Workshop Functional - Receiving Can you receive more items that you It depends on the items. There will be tolerances set up. If the cost 9/21/2009
- Purchasing Purchasing ordered on your Purchase Order? and quantity exceeds the purchase order total plus a variance, it will
not pass. If this is the case, you will need to do a change request on
your purchase order to increase your quantity.
548 9/2/2009 Business Process Workshop Functional - Receiving Do we need to retain paper receiving Each agency needs to determine internal business process to best 9/21/2009
- Purchasing Purchasing documentation for our vendor or is there accommodate their needs.
a state policy that we can eliminate this
documentation?
547 9/2/2009 Business Process Workshop Functional - Receiving When will Department of Administration The details of this process are still being evaluated. We will provide 9/21/2009
- Purchasing Purchasing make policy decisions on retaining paper more information in this Q&A log when it becomes available.
documentation?
622 9/2/2009 Business Process Workshop Functional - Roles and One agency purchases items for another More details will be provided during Role Mapping activities that will 10/5/2009
- Purchasing Purchasing Responsibilities/ agency, how will this work with SMART? occur this winter.
Security Will this just be a security set up?
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480 8/31/2009 Business Process Workshop Functional - Asset Agency Impact During the discussions, it was mentioned Yes, additionally, previous CAN materials are available on the SMART 9/23/2009
- Asset Management Management Analysis that questions from today's workshop website at: http://www.da.ks.gov/smart/.
would be covered at the next CAN
meeting, right?
482 8/31/2009 Business Process Workshop Functional - Asset Agency Impact Is the Agency Impact Analysis worksheet Yes, it's on the SMART website http://www.da.ks.gov/smart/ located 9/23/2009
- Asset Management Management Analysis available online? under the CAN tab.
469 8/31/2009 Business Process Workshop Functional - Asset Conversion How much actual data about an asset will Asset data fields that will be converted are available on 9/23/2009
- Asset Management Management be converted? CNV009_Asset_File_Layout document which is available from the
SMART secure web site at http://www.da.ks.gov/smart/.
470 8/31/2009 Business Process Workshop Functional - Asset Conversion What assets will be converted to SMART? Agencies must provide all reportable asset data for conversion into 9/23/2009
- Asset Management Management SMART. Agencies also have the ability to convert non-reportable
assets if they choose. Retired and disposed assets will not be
converted into SMART.
455 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset Does the agency assign the asset ID? SMART assigns a sequential asset ID number. The agency can then 9/23/2009
- Asset Management Management assign the Tag ID.
453 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset Are the location codes agency defined? Yes, agencies were asked to provide required specific location data in 9/23/2009
- Asset Management Management (from PC) an agency task. The values assigned to each specified location in the
table, Location Code, will be maintained centrally.
454 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset Could an asset be tracked down to an Yes, you can associate an asset with a specific employee, called a 9/23/2009
- Asset Management Management (from PC) employee's office? custodian. Assets can be assigned a Location and an Area Definition
to track its physical location. Location is primarily defined at building
level, Area Definitions are primarily defined at the floor/room level.
452 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset If you use Project Costing, do you have to If agency builds an asset in Project Costing (a building for example) 9/23/2009
- Asset Management Management (from PC) use this integration to create an asset? then yes, integration is required. If an asset is being purchased
(equipment), then integration is not required.
451 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset Is there any tickler system to remind No, Asset Management does not have workflow. Agencies need to 9/23/2009
- Asset Management Management (from PC) project managers to forward asset consider how this may impact their business process and develop an
information to Asset Management? internal process.
456 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset What if a project never completes, but If the project does not complete, the costs accumulated to date can 9/23/2009
- Asset Management Management (from PC) the development to date needs to be be integrated into Asset Management.
accounted for in Asset Management?
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473 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset Can you enter all the information on the No, it won't be an asset until the process of creating an asset is 9/23/2009
- Asset Management Management (from PO/AP) asset the same time you do a requisition? complete. Fields that can be completed on the Purchase Order or the
Requisition that flow upstream to Asset Management are
Description, Tag Number and EmplID. Fields that can be completed
on the Receipt (in addition to those above) are Serial ID,
Manufacturer, Model, and Location. Once the asset is created in
Asset Management, numerous other descriptive fields can be
populated. As an example, SubType values will be assigned on the
asset record after it is created in Asset Management.
449 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset How can purchase orders be sent to a Yes, the dispatching can be done via email, phone, fax, etc. 9/23/2009
- Asset Management Management (from PO/AP) vendor?
458 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset How does it work if I purchase 50 You can unitize them into individual assets. 9/23/2009
- Asset Management Management (from PO/AP) computers on one voucher, but want to
track them individually.
447 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset How will an asset be created if an agency An asset can be directly entered online for tracking purposes only. 9/23/2009
- Asset Management Management (from PO/AP) has custody of an item, but does not own
it?
457 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset If I have nine purchase orders for An asset is not created when the purchase order is approved. An 9/23/2009
- Asset Management Management (from PO/AP) computers, do I have to create those asset is created after the Transaction Loader process runs.
assets immediately?
459 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset If one agency purchased the asset, but The agency who has custody of the asset can create a "track only" 9/23/2009
- Asset Management Management (from PO/AP) another has custody, how can both asset while the purchasing agency has the financial and accounting
agencies put asset information into the record.
system without the asset being counted
twice for accounting purposes?
446 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset Will financial data flow into Asset No, the financial and physical data will flow into Asset Management 9/23/2009
- Asset Management Management (from PO/AP) Management before physical data? at the same time.
472 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset Will information from assets will be able No, not every field associated with asset is on requisition or purchase 9/23/2009
- Asset Management Management (from PO/AP) to be entered at requisition (i.e. software order. Warranties, insurance, etc. is entered on an the specific asset.
on PO)? Fields that can be completed on the Purchase Order or the
Requisition that flow upstream to Asset Management are
Description, Tag Number and EmplID. Fields that can be completed
on the Receipt (in addition to those above) are Serial ID,
Manufacturer, Model, and Location. Once the asset is created in
Asset Management, numerous other descriptive fields can be
populated. As an example, SubType values will be assigned on the
asset record after it is created in Asset Management.
448 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset Will purchase orders be created within Yes, purchase orders will be created within the Purchasing Module in 9/23/2009
- Asset Management Management (from PO/AP) SMART? SMART.
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450 8/31/2009 Business Process Workshop Functional - Asset Creating an Asset Will the Asset Processor be emailed when No, Asset Management does not have workflow. Agencies need to 9/23/2009
- Asset Management Management (from PO/AP) they need to review an asset? consider how this may impact their business process and develop an
internal process.
484 8/31/2009 Business Process Workshop Functional - Asset Reporting How many years will the asset Current asset data will be available for the useful life of the asset. 10/1/2009
- Asset Management Management information be kept in SMART? There is currently not a strategy for archiving data and one is not
likely to be developed within the first year of SMART usage. All asset
data entered in production will remain there at least until an
archiving strategy is developed.
468 8/31/2009 Business Process Workshop Functional - Asset Reporting Is the DA-87 required for August 2010 or Yes, the DA-87 will still need to be completed for the Fiscal Year 9/23/2009
- Asset Management Management will SMART have the information to ended 2010. This is because only the capital asset balances as of
gather the data electronically? June 30, 2010 will be converted. The transactional events
(acquisitions, disposals, corrections/changes and transfers) that
cause changes from the June 30, 2009 ending balance to June 30,
2010 ending balance will not be recorded in SMART. Agencies can
look forward to completing the DA-87 for FY2009 and FY2010. The
form will be retired for fiscal year ending June 30, 2011.
483 8/31/2009 Business Process Workshop Functional - Asset Reporting Will agencies be able to get reports in Yes, agencies will be able to get reports in either format. 9/23/2009
- Asset Management Management either PDF or Excel format?
477 8/31/2009 Business Process Workshop Functional - Asset Retiring an Asset An asset will stay on the agencies Yes, the location code will reflect the new location. 9/23/2009
- Asset Management Management inventory even though you don't have it
anymore?
476 8/31/2009 Business Process Workshop Functional - Asset Retiring an Asset Do agencies need to record proceeds Yes, it is important to record proceeds because that allows the 9/23/2009
- Asset Management Management from selling an asset in Asset system to calculate a gain/loss on the sale. In the case of a “sale,”
Management? after recording the depreciation through the date of the sale, the
next step is to calculate whether there is a gain or loss. To determine
whether there is a gain or loss, compare the book value of the asset
(cost less accumulated depreciation) to the proceeds from the sale.
If the proceeds are higher, then you have a gain. If the proceeds are
lower than the book value, then you have a loss. Gains are credited
to a revenue account called “Gain from Sale of Asset” (or something
similar.) Losses are debited to an expense account, called “Loss from
Sale of Asset” (or something similar.) The journal entry will record
the proceeds, take the asset’s book value off the books (by debiting
the accumulated depreciation to date and crediting the asset’s cost),
and record the gain or loss.
478 8/31/2009 Business Process Workshop Functional - Asset Retiring an Asset How do we know what an asset will be The Sunflower Project is currently working with State Surplus to 9/23/2009
- Asset Management Management sold for or if it was sold at all at State evaluate asset management processes, including processes related to
Surplus? this question. We will provide additional information as it becomes
available.
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481 8/31/2009 Business Process Workshop Functional - Asset Retiring an Asset Is there something in the system that No, there is no notification for this as it is a process outside of the 9/23/2009
- Asset Management Management would notify agencies that an item was system handled by State Surplus.
sold or for how much?
479 8/31/2009 Business Process Workshop Functional - Asset Retiring an Asset What if you get one lump sum for The Sunflower Project is currently working with State Surplus to 9/23/2009
- Asset Management Management multiple items sold by the State Surplus? evaluate asset management processes, including processes related to
this question. We will provide additional information as it becomes
available.
475 8/31/2009 Business Process Workshop Functional - Asset Transferring an Is there depreciation if we transfer non- No, depreciation only affect capitalized assets. 9/23/2009
- Asset Management Management Asset capital assets?
474 8/31/2009 Business Process Workshop Functional - Asset Transferring an Our agency doesn't do depreciation. The accumulated depreciation is historically recorded for an asset. 9/23/2009
- Asset Management Management Asset How will the accumulated depreciation The transfer value is the net book value.
be transferred?
461 8/31/2009 Business Process Workshop Functional - Asset Updating an Asset Can you assign an asset to a specific No, you can assign an asset to an employee, but not to a specific 9/23/2009
- Asset Management Management position number instead of assigning the position. The best practice approach to ensure that only valid values
asset to an employee/employee ID? are populated is to select an EmplID and allow the system to
populate the Custodian based on that selection.
464 8/31/2009 Business Process Workshop Functional - Asset Updating an Asset Can you run reports with greater than or Yes, date ranges and date criteria are common query and reporting 9/23/2009
- Asset Management Management less than dates? prompts. This depends on the specific report.
466 8/31/2009 Business Process Workshop Functional - Asset Updating an Asset Does an agency have to enter detailed All reportable assets require profile information in SMART to 9/23/2009
- Asset Management Management profile information even if they are not calculate depreciation at the state level for CAFR.
using depreciation?
462 8/31/2009 Business Process Workshop Functional - Asset Updating an Asset How can you tell if an asset should be The process of determining whether or not an asset should be retired 9/23/2009
- Asset Management Management retired? Would the same person retiring is a business process within an agency. The person retiring the asset
the asset be in charge of it also? could also be the custodian or it could be two different individuals.
465 8/31/2009 Business Process Workshop Functional - Asset Updating an Asset If an asset is over $5000, does it No, at the purchase order and voucher transaction level, there is no 9/23/2009
- Asset Management Management automatically require a profile ID? systematic validation that requires a profile ID.
460 8/31/2009 Business Process Workshop Functional - Asset Updating an Asset Is there a way to update assets as a group No, assets will need to be updated individually. 9/23/2009
- Asset Management Management instead of singularly?
463 8/31/2009 Business Process Workshop Functional - Asset Updating an Asset Is there anything that would tell you that No, there is no flag or notification, but a query could be created to 9/23/2009
- Asset Management Management a warranty, etc is about to expire? see what items are about to expire.
445 8/31/2009 Business Process Workshop Functional - Asset Updating an Asset When an agency pays for a warranty, will No, the warranty information will need to be entered specifically for 9/23/2009
- Asset Management Management that information automatically flow into that asset.
Asset Management?
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485 8/31/2009 Business Process Workshop Functional - Asset Updating an Asset When an agency pays for a warranty, will No, the warranty information will need to be entered specifically for 9/23/2009
- Asset Management Management that information automatically flow into that asset.
Asset Management?
467 8/31/2009 Business Process Workshop Functional - Asset Updating an Asset Will there be a default depreciation The depreciation method for statewide CAFR reporting will be 9/23/2009
- Asset Management Management method? straight-line.
471 8/31/2009 Business Process Workshop Functional - Asset Will the system track appreciation of Fixed Assets are carried at historical cost. Improvements to fixed 9/23/2009
- Asset Management Management assets (ex: land, buildings)? capital assets can be tracked in Asset Management.
506 8/26/2009 August Monthly Conversion Data Conversion Accounts Receivable Will SOKI groups exist in SMART for The SMART Interfund Process notification modification is still in 10/5/2009
Meeting interfunds? design, but in general the process will provide a drop down box of
choices for the user to select the reciprocating agency contact for
notification. The Interfund initiating agency will identify the
reciprocating agency on the transaction. SMART will use that
agency/business unit information to call up the agency interfund
contacts to be displayed in the drop down box. The contacts listed
may be individuals or an email group defined by that agency. So, the
user will choose the contact much like today in SOKI.
489 8/26/2009 August Monthly Conversion Data Conversion Asset Management Can we convert assets after go-live? Only assets under $5,000 can be entered online after the system goes 8/26/2009
Meeting live. You will have to key them in yourselves online, as there will not
be the ability to load assets via a flat file or Excel file after go-live. For
capitalized assets (assets $5,000 and greater), they must be
converted prior to SMART go-live.
502 8/26/2009 August Monthly Conversion Data Conversion Asset Management Can we send Position # for an asset, No, the custodian of an asset must be a person. 8/26/2009
Meeting instead of Employee ID?
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606 8/26/2009 August Monthly Conversion Data Conversion Asset Management Can you define what constitutes a leased Asset acquired through a capital lease must be tracked in SMART. A 9/28/2009
Meeting asset that must be tracked in SMART? capital lease is treated as a financial asset. It has a lease term and
lease payment amount. The lease is carried on the balance sheet and
is periodically
depreciated. A capital lease meets the following criteria under FASB
13:
• There is an ownership transfer at the end of the lease.
• The lease contains a bargain purchase option (BPO).
• The lease term is 75 percent or more of the asset life.
• The present value of the minimum lease payment is 90 percent or
more of the fair market value of the asset.
Operating leases may be tracked in SMART. An operating lease is
treated as a nonfinancial asset to which no cost information is
associated. It is normally expensed and can include rent and monthly
payments that are expensed periodically. An operating lease is any
lease that does not meet the criteria under FASB 13. An example of
an operating lease is the equipment leased through the Statewide
Copier Contract. The majority of leases of real property (land,
building, or space in buildings) are also common examples of
507 8/26/2009 August Monthly Conversion Data Conversion Asset Management Can you do online entry for assets after If it's a capital asset over $5,000, it has to be converted prior to go 8/26/2009
Meeting go live? live using the Excel file or flat file upload.
488 8/26/2009 August Monthly Conversion Data Conversion Asset Management Do we have to convert an asset if its cost No, only assets that cost $5,000 or more must be converted prior to 8/26/2009
Meeting is under $5,000? go-live.
491 8/26/2009 August Monthly Conversion Data Conversion Asset Management If an agency does not currently track It is recommended that you go back and get all information tied to 8/26/2009
Meeting assets and wants to track them in SMART, that asset, if possible.
will they have to go back and get the date
of purchase and price of the asset? Or
can I estimate or not put those values?
490 8/26/2009 August Monthly Conversion Data Conversion Asset Management If I want to convert assets with help from Yes, assets greater than $5,000 must be converted prior to go-live. 8/26/2009
Meeting the Sunflower Project, is this the time to Also, during the project the agency has the opportunity to load their
do it? other assets (under $5,000) via a flat file with project resources to
help with any issues. After go-live agencies will need to enter those
assets online.
504 8/26/2009 August Monthly Conversion Data Conversion Asset Management Is Employee ID required for asset No, employee ID is not required for asset conversion. 8/26/2009
Meeting conversion?
492 8/26/2009 August Monthly Conversion Data Conversion Asset Management Is the asset conversion excel file data Yes, it is posted on the secure part of the SMART website at 8/26/2009
Meeting entry template available? http://www.da.ks.gov/smart/.
505 8/26/2009 August Monthly Conversion Data Conversion Asset Management We have assets we bought 10 years ago You could send that information in the Long Description field in the 8/26/2009
Meeting with an old project number that is not conversion file. If you do, it will be tracked in a comment/description
active. We want to retain that field in SMART for reference purposes.
information for historical purposes. How
do we do that?
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487 8/26/2009 August Monthly Conversion Data Conversion Asset Management What do you consider an asset? I Yes, machinery, vehicles, land, and buildings could also be considered 8/26/2009
Meeting consider this to be furniture, computers, assets. Reportable assets (assets greater than $5,000) are assets
desks. Is that what you're looking for? tracked for financial reporting on the statewide CAFR. Non-
reportable assets (assets valued at less than $5,000) are assets
tracked for physical and audit purposes.
503 8/26/2009 August Monthly Conversion Data Conversion Asset Management What if the custodian is not a person? The process for this in the future is that the custodian for an asset 8/26/2009
Meeting For example-- if there is a computer in a must be a person. The person who has stewardship of the pickup
pickup truck, we consider the truck to be truck is also the custodian of the computer.
the custodian.
486 8/26/2009 August Monthly Conversion Data Conversion Asset Management Will there be a central conversion for all No, agencies need to send vehicles that need to be converted in their 8/26/2009
Meeting cars? conversion files.
494 8/26/2009 August Monthly Conversion Data Conversion Configuration Values Are the configuration values posted? The configuration values needed by agencies for use in their 8/26/2009
Meeting How do I access the configuration values? conversion files have been posted on the secure portion of the
SMART website. To access them, click on the Technical Resources
button at the top of the SMART website's homepage:
http://www.da.ks.gov/smart/ and click the link that says "Click to
view documents" On the page that is displayed, scroll down until you
see the Configuration Values section.
498 8/26/2009 August Monthly Conversion Data Conversion Configuration Values How will I know about changes that are The Sunflower Project will send out a project communication 8/26/2009
Meeting made with the conversion programs or regarding any changes that are made. Also, changes will be discussed
configuration values? at the next Monthly Conversion Meeting.
497 8/26/2009 August Monthly Conversion Data Conversion Configuration Values Is the Business Unit the same for the Yes, once you know what your Business Unit is, it will be the same for 8/26/2009
Meeting whole agency? all modules. The Business Unit values have been published and are
located on the SMART website at http://www.da.ks.gov/smart/.
501 8/26/2009 August Monthly Conversion Data Conversion Configuration Values Was the Agency Use chartfield defined by Yes, agencies submitted the values for this via Task 211. 8/26/2009
Meeting agencies?
496 8/26/2009 August Monthly Conversion Data Conversion Configuration Values Why aren't all the configuration values For some of them, the list of values is really long-- hundreds, or even 8/26/2009
Meeting listed in the file layout or data entry thousands, of values. This is why we are publishing separate lists that
template? just contain the valid values for a particular field.
In the file layout/data entry template, it tells you the configuration
work unit that you need to reference. After you see that, you can
access the related spreadsheet from the secure SMART website in
order to see the valid values for that field.
500 8/26/2009 August Monthly Conversion Data Conversion Configuration Values Will the configuration values work for Yes, configuration values are also for interfaces. 8/26/2009
Meeting interfaces as well?
493 8/26/2009 August Monthly Conversion Data Conversion Project Plans Do we need a separate plan from the No, for Task 215, we want to know which conversions you plan to 8/26/2009
Meeting project plan for conversion for Agency participate in, how many transactions you will convert, and which
Task 215? conversion methods you plan to use.
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499 8/26/2009 August Monthly Conversion Data Conversion Testing Do I have to send all my assets by No, it is alright to just send a snapshot of your assets for this 8/26/2009
Meeting September 21? assembly test. However, for the test file that is due on 11/5/09 (and
any due after that date), you must send all assets.
495 8/26/2009 August Monthly Conversion Data Conversion Testing If everything works with the first test file If you've had no changes in your inventory and the data is still the 8/26/2009
Meeting that is sent for the assembly test (and same, then we wouldn't need a new file submitted. However, if
there are no errors/issues), do we have there are new records or data has been updated, we will want
to submit subsequent files for future another file.
testing efforts (the mock conversion)?
256 8/26/2009 Business Process Workshop Functional - General Agency Impact How much detail does the Sunflower Provide enough detail to capture the essence of each impact. The 9/16/2009
- General Ledger and Ledger Analysis Project want on the Agency Impact impacts and actions plans should be clearly understandable by others
Commitment Control Analysis? within your agency, and should clearly communicate to the project
the magnitude of impact and planned changes.
252 8/26/2009 Business Process Workshop Functional - General Approving a Journal How will an end-user know if there was Some things will error out immediately during the transaction 9/16/2009
- General Ledger and Ledger Entry an error? process. For example, if a chartfield is entered incorrectly, the
Commitment Control chartfield itself will turn red. Other edits and budget checking will
occur in a batch (with some exceptions). The batch schedule has not
been determined at this point, but you will need to go into the
system and review those transactions that have errored.
251 8/26/2009 Business Process Workshop Functional - General Approving a Journal Will SMART be smart enough to know Yes, the journal will record the transaction based on the chartfields 9/16/2009
- General Ledger and Ledger Entry that we are creating a journal to add and financial data entered.
Commitment Control money to a fund?
253 8/26/2009 Business Process Workshop Functional - General Approving a Journal Will there be something similar to the Yes. The transaction will reflect an error status. Transactions in error 9/16/2009
- General Ledger and Ledger Entry STARS suspense string in SMART? will need to be worked by the agency to correct before the
Commitment Control transaction completes processing in SMART.
245 8/26/2009 Business Process Workshop Functional - General CAFR Reporting There had been a discussion at the Yes, for agencies who are independently audited. 9/16/2009
- General Ledger and Ledger beginning of the project that agencies
Commitment Control would be able to have a separate ledger
to create their own financial reports. Is
this going to happen?
243 8/26/2009 Business Process Workshop Functional - General Cash Control Budget If I have an encumbrance on a cash No, an encumbrance does not impact a Cash Budget. Cash Control 9/16/2009
- General Ledger and Ledger budget, can it cause my transaction to Budgets are impacted by expenses and collected revenue.
Commitment Control fail? Encumbrances will not affect cash balances or Cash Control Budgets.
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255 8/26/2009 Business Process Workshop Functional - General Creating a Journal How much will speedcharts help in Speedcharts provide a tool (speedchart code) to enter routinely used 10/1/2009
- General Ledger and Ledger Entry transaction processing? chartfields or chartfield strings. At the time of data entry the
Commitment Control speedchart code is selected reducing key strokes and data entry
errors. Speedcharts are available in Purchasing, Accounts Payable,
Accounts Receivable, and Travel and Expense.
250 8/26/2009 Business Process Workshop Functional - General Creating a Journal If I am creating a manual journal not in a General Ledger journals will be created online in SMART. An excel 9/16/2009
- General Ledger and Ledger Entry sub module, will I be keying into an spreadsheet is also available to load journals in SMART. All journals
Commitment Control application journal similar to SOKI? will need to pass edit and budget checks.
254 8/26/2009 Business Process Workshop Functional - General Creating a Journal What if someone in my agency is not The project will be offering a basic accounting course for agency staff 9/16/2009
- General Ledger and Ledger Entry familiar with debit and credits? who do not have formal training in accounting. This training is
Commitment Control intended to supplement on the job training provided at the agency
level.
249 8/26/2009 Business Process Workshop Functional - General Creating a Journal Will the Sunflower Project provide Budget checking will occur in a single process and will happen to all 9/16/2009
- General Ledger and Ledger Entry agencies the order of which transactions journals that are available and ready to be budget checked.
Commitment Control will go through the batch process (budget Chartfield edits will occur as the transaction is entered.
and edit checking)?
242 8/26/2009 Business Process Workshop Functional - General Ledgers Do all of our funds have to be budgeted? All funds are subject to the Appropriation Budget. For funds that are 9/16/2009
- General Ledger and Ledger considered “no limit”, the appropriation will be set arbitrarily high so
Commitment Control it is unlikely to ever be exceeded; for example, $999,000,000. The
Cash Control budget also applies and that is the budget that will
control spending on these funds.
241 8/26/2009 Business Process Workshop Functional - General Ledgers If we have various accounts and A transaction will fail budget checking at the level at which it is 9/16/2009
- General Ledger and Ledger overspend in one, can we use another? defined for the agency in commitment control.
Commitment Control
246 8/26/2009 Business Process Workshop Functional - General Purchase Order What if an agency does not create a PO? The funds will not be encumbered if there is no PO created. Agencies 9/16/2009
- General Ledger and Ledger are encouraged to use POs in order to encumber the funds.
Commitment Control
244 8/26/2009 Business Process Workshop Functional - General Revenue Estimate Will the revenue estimate in IBARS be Yes the revenue estimates from IBARS will be interfaced into SMART. 9/16/2009
- General Ledger and Ledger uploaded into SMART?
Commitment Control
248 8/26/2009 Business Process Workshop Functional - General Roles and Can an employee have both the Yes, employees can have multiple SMART security Roles. Agencies 9/16/2009
- General Ledger and Ledger Responsibilities Processor and Approver security roles? will participate in a Role Mapping activity later in the winter.
Commitment Control
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247 8/26/2009 Business Process Workshop Functional - General Voucher & Payment A payment for an invoice affects the The decision to use cash clearing in SMART is still pending. When 10/1/2009
- General Ledger and Ledger actuals ledger, but what about when it is eligible vouchers are picked up in paycycle, the check is written, the
Commitment Control cleared? accounts payable liability is reversed and a corresponding entry to
either cash or cash clearing is made to the Actuals Ledger. If cash
clearing is utilized additional accounting entries are created to
reverse cash clearing and reduce cash when the check is reconciled.
257 8/25/2009 Business Process Workshop Functional - Entering a Customer Are customers (AR) and vendors (AP) You have to navigate to the AR module to see customers and to the 9/16/2009
- Deposits and Interfund Accounts Receivable visible to an agency regardless of what AP module to see vendors. Vendors and Customers are kept on two
module you are working in? different tables.
285 8/25/2009 Business Process Workshop Functional - Entering a Customer Can you create labels from the customer Yes, you will use the Data Warehouse to download the customer or 9/16/2009
- Deposits and Interfund Accounts Receivable or vendor file? vendors you need into Excel. You can then use Excel or Word to
create your labels.
260 8/25/2009 Business Process Workshop Functional - Entering a Customer If we owe a customer because they If the customer is already in the vendor table, you would enter a 9/16/2009
- Deposits and Interfund Accounts Receivable overpaid, how do we repay the overage? voucher to repay the overage. If not, then you have two options.
Does the customer have to be entered as Either add the customer as a vendor, or create a one-time payment
a vendor? to avoid adding them to the vendor file. Agencies need to decide
which of these options is best on an individual basis.
261 8/25/2009 Business Process Workshop Functional - Entering a Customer Is the customer list statewide? No, the customer list is agency specific, not statewide. The agency 9/16/2009
- Deposits and Interfund Accounts Receivable can assign customer numbers to their customers or SMART can
sequentially assign customer id's to the customers.
259 8/25/2009 Business Process Workshop Functional - Entering a Customer Many vendors are also customers or vice Customers and vendors are maintained separately in SMART. 9/16/2009
- Deposits and Interfund Accounts Receivable versa, how does this work? Vendors will be converted from STARS and maintained centrally.
Customers will be maintained by agencies. Agencies must convert or
enter customer records they plan to use, even if the customer
already exists as a vendor in the vendor table or in another agency's
customer table.
258 8/25/2009 Business Process Workshop Functional - Entering a Customer What are the search mechanisms to find The Customer Search includes Customer ID, Name, Telephone, City, 9/16/2009
- Deposits and Interfund Accounts Receivable customers? State and Postal Code. Each field can be searched with criteria
options including, "contains", "between" and "equal", etc.
272 8/25/2009 Business Process Workshop Functional - Entering and Can you flag an open or pending AR item You can use the reason code, item id field, or group id to identify ACH 9/16/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit that is going to be paid by ACH? on a pending item. However, STO cannot view open items. STO can
see view deposits/receipts which can be flagged as an EFT (same as
ACH) in the deposit type field. If applicable, an agency can create the
pending item and open deposit at the same time in SMART matching
the two only once the receipts are received by the agency.
273 8/25/2009 Business Process Workshop Functional - Entering and How can we distinguish between cash, The payment method in SMART will show as cash, check, EFT, or NSF. 9/16/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit check or wire on our deposits?
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269 8/25/2009 Business Process Workshop Functional - Entering and How can you enter deposits? Deposits can be entered into SMART three ways, on-line, using an 9/16/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit excel spreadsheet upload (INF43) or via an interface (INF44).
270 8/25/2009 Business Process Workshop Functional - Entering and How will electronic ACH show up on the The deposit type on the revenue will show as EFT. 9/16/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit deposit?
268 8/25/2009 Business Process Workshop Functional - Entering and If all deposits will be miscellaneous, do No, miscellaneous deposits do not require a customer ID. 9/16/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit you have to enter customer number?
271 8/25/2009 Business Process Workshop Functional - Entering and Today, credit card payments are received The process will work in the future like it does today. The payments 9/16/2009
- Deposits and Interfund Accounts Receivable Approving a Deposit and go to clearing account and then on a will go to the State Treasurers Office (STO) the same way, same
monthly basis, a journal voucher is done. clearing accounts, deposit adjustment out of clearing accounts to
How will these payments work in your agency accounts.
SMART?
267 8/25/2009 Business Process Workshop Functional - Generating an Do you have to send one invoice for each No, you can consolidate multiple bills into one invoice. 9/16/2009
- Deposits and Interfund Accounts Receivable Invoice bill?
263 8/25/2009 Business Process Workshop Functional - Generating an If you use Contracts and Grants, is an Yes, once the Billing Worksheet is approved, an invoice is generated. 9/16/2009
- Deposits and Interfund Accounts Receivable Invoice invoice automatically generated? Is there However, if you never approve the Billing Worksheet or if you delete
an option before finalizing the bill to the Billing Worksheet, it will not create an invoice or pending item in
delete the transaction so it doesn't Accounts Receivable.
generate an invoice in Billing or create
pending items in A/R?
264 8/25/2009 Business Process Workshop Functional - Generating an If you use Projects and Grants, do you No, the grant will create contract which creates a bill. However, you 9/16/2009
- Deposits and Interfund Accounts Receivable Invoice have to use billing? can elect not to send the bill and/or delete the billing worksheet.
262 8/25/2009 Business Process Workshop Functional - Generating an We incur an expense and bill the federal To generate an invoice in billing the agency would enter the items to 9/16/2009
- Deposits and Interfund Accounts Receivable Invoice government. How will generating an be billed. A batch process is run to create a billing worksheet. The
invoice in billing work? agency reviews the billing worksheet and makes changes if necessary.
The agency would then approve and finalize the worksheet to create
the invoice. If the agency is using the Grants/Contracts/Project
Costing solution in SMART the billing worksheet will automatically be
created through integration with Contracts and Grants.
266 8/25/2009 Business Process Workshop Functional - Generating an What is the difference between billing Billing is the process of recording the items for which you are billing a 9/16/2009
- Deposits and Interfund Accounts Receivable Invoice and invoicing? customer. Invoice the is the physical document created and sent to
the customer, generated from the billing process.
265 8/25/2009 Business Process Workshop Functional - Generating an Will open items remain as pending items? Contracts sends the Billing module "billable rows." Those become 9/16/2009
- Deposits and Interfund Accounts Receivable Invoice pending items once they have been approved on a Billing Worksheet
and invoiced. You can write-off or defer billable rows if you do not
want them to turn into a pending item. Once it is a pending item, it
will exist until action is taken on it (payment, write-off, deferred, etc).
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274 8/25/2009 Business Process Workshop Functional - Processing How does the interfund approver notify The SMART Interfund Process notification modification is still in 10/1/2009
- Deposits and Interfund Accounts Receivable Interfunds the other agency? In SOKI, it is design, but in general the process will provide a drop down box of
automated email notification, will it be choices for the user to select the reciprocating agency contact for
automated in SMART? notification. The Interfund initiating agency will identify the
reciprocating agency on the transaction. SMART will use that
agency/business unit information to call up the agency interfund
contacts to be displayed in the drop down box. The contacts listed
may be individuals or an email group defined by that agency.
280 8/25/2009 Business Process Workshop Functional - Processing How real time is SMART for interfund When the AP side of the transaction is saved it will be instantly 9/16/2009
- Deposits and Interfund Accounts Receivable Interfunds processing to the AP side? viewable on the interfund page. The AP transaction must complete
the agency interfund approval process and pass budget check before
the financial transactions are sent to the General Ledger.
275 8/25/2009 Business Process Workshop Functional - Processing If we forget to send email notification on Agencies will be able to search on-line for their interfunds to locate 9/16/2009
- Deposits and Interfund Accounts Receivable Interfunds an interfund to the other agency, how interfunds where they are either the customer or vendor.
will they know?
276 8/25/2009 Business Process Workshop Functional - Processing If we process interfunds for 100 agencies The details of the process are still being evaluated. We will provide 9/16/2009
- Deposits and Interfund Accounts Receivable Interfunds and it does not automatically notify additional information as it becomes available.
agencies, we will have to make sure we
notify each agency via email.
284 8/25/2009 Business Process Workshop Functional - Processing Is there a way that the contact groups for The SMART Interfund Process notification modification is still in 10/5/2009
- Deposits and Interfund Accounts Receivable Interfunds interfunds can be maintained centrally, design, but in general the process will provide a drop down box of
instead of individually by agency? choices for the user to select the reciprocating agency contact for
notification. The Interfund initiating agency will identify the
reciprocating agency on the transaction. SMART will use that
agency/business unit information to call up the agency interfund
contacts to be displayed in the drop down box. The contacts listed
may be individuals or an email group defined by that agency. The
contacts for an agency as a Vendor will be maintained centrally since
updates to the Vendor file will be a central responsibility. The
contacts for an agency as a Customer will be maintained by each
agency since the Customer table is an agency controlled table.
282 8/25/2009 Business Process Workshop Functional - Processing Is this interfund page the same page Yes, to initiate or reciprocate an interfund you begin on the Interfund 9/16/2009
- Deposits and Interfund Accounts Receivable Interfunds regardless of AR or AP? page.
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283 8/25/2009 Business Process Workshop Functional - Processing When notifying another agency of an The SMART Interfund Process notification modification is still in 10/5/2009
- Deposits and Interfund Accounts Receivable Interfunds interfund, how can I be sure I am sending design, but in general the process will provide a drop down box of
the bill to the right person within the choices for the user to select the reciprocating agency contact for
agency? notification. The Interfund initiating agency will identify the
reciprocating agency on the transaction. SMART will use that
agency/business unit information to call up the agency interfund
contacts to be displayed in the drop down box. The contacts listed
may be individuals or an email group defined by that agency. So, the
user will choose the contact much like today in SOKI.
281 8/25/2009 Business Process Workshop Functional - Processing Will interfund transactions still audited by Yes. Interfund transactions will still be audited by A&R in SMART, 9/16/2009
- Deposits and Interfund Accounts Receivable Interfunds A&R? however, it will be a post-audit process completed after the interfund
transaction is posted.
278 8/25/2009 Business Process Workshop Functional - Processing Will we be able to see other agencies Yes. The other agencies' chartfield information is only visible on the 9/16/2009
- Deposits and Interfund Accounts Receivable Interfunds chartfields (coding)? Interfund page.
277 8/25/2009 Business Process Workshop Functional - Roles and Are the roles built on each other or do The user will need to have all applicable user roles to complete the 9/16/2009
- Deposits and Interfund Accounts Receivable Responsibilities/ you have to have multiple roles to transaction.
Security complete transactions?
279 8/25/2009 Business Process Workshop Functional - Roles and Is the process for getting access to All State employees must complete the required training prior to 10/1/2009
- Deposits and Interfund Accounts Receivable Responsibilities/ SMART similar for STARS access in gaining access to SMART. This includes module-specific training
Security regards to timeline or will it be quicker which is linked to security roles and access.
(i.e. emergency situations)?
621 8/25/2009 Business Process Workshop Functional - Are federal funds still able to go Medicaid funds will still be able to go negative. Other funds are also 10/5/2009
- Deposits and Interfund Accounts Receivable negative? For example, Medicaid. allowed to go negative upon approval of the Director of A&R.
329 8/24/2009 Business Process Workshop Functional - Projects Agency Impact What is the naming convention for Please include your 3 digit agency number and the BPW workshop 9/16/2009
- Projects and Grants and Grants Analysis submitting the Agency Impact Analysis name in the file name.
back to the Sunflower Project?
319 8/24/2009 Business Process Workshop Functional - Projects Entering a Project Are the project chartfields free form No, they are defined by the agency in SMART tables. Project 9/16/2009
- Projects and Grants and Grants fields? chartfields are controlled and entered in SMART by the agency, not
centrally.
320 8/24/2009 Business Process Workshop Functional - Projects Entering a Project Can the project budget be imported from No. 9/16/2009
- Projects and Grants and Grants Microsoft Project?
321 8/24/2009 Business Process Workshop Functional - Projects Entering a Project Will the system help you figure out No, project costing is not an estimating tool. 9/16/2009
- Projects and Grants and Grants estimated costs for a new project, i.e.,
activities related to this usually cost x
dollars, etc.?
325 8/24/2009 Business Process Workshop Functional - Projects Entering and Do you have to create the invoice? The invoice will be generated, but you do not need to print it and 9/16/2009
- Projects and Grants and Grants Maintaining a send it out.
Contract
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332 8/24/2009 Business Process Workshop Functional - Projects Entering and How in Project Costing do you know you For reimbursable projects, only the billing information will flow back 9/16/2009
- Projects and Grants and Grants Maintaining a have received reimbursement for an to Project Costing. The deposit (revenue) information in AR will not
Contract expense? be tracked in Project Costing. Deposits should be coded with Project
chartfields. The deposit transactions will flow to the General Ledger.
Agencies will need to track the project-related deposits in the
General Ledger. More robust reporting may be built in the Data
Warehouse by the agency.
324 8/24/2009 Business Process Workshop Functional - Projects Entering and Is the contract the actual grant award? The finalized grant award in SMART records the general grant terms 9/16/2009
- Projects and Grants and Grants Maintaining a and conditions of the award (reporting dates, auditing guidelines,
Contract accounting rules, billing terms, etc). Contract Management keeps
track of how much the Sponsor has awarded you. As you enter
transactions, the costs are collected in Project Costing. Project
Costing will send the transactions to Contracts and Contracts will
create bills and generate the invoice. If you do not want the invoice
sent out, you do not need to print it. It will not automate the actual
draw down of federal funds.
327 8/24/2009 Business Process Workshop Functional - Projects Entering and What are other terms and conditions of a The timing of the billing (whether the billing is immediate, delayed, 9/16/2009
- Projects and Grants and Grants Maintaining a contract? every quarter, etc) can be set up as milestones within billing. You can
Contract also receive email notifications prompting you to bill.
330 8/24/2009 Business Process Workshop Functional - Projects Entering and We receive grants and projects that are If the non-profit funds are NOT currently included as transactions in 9/16/2009
- Projects and Grants and Grants Maintaining a Grant received by our agency from a non-profit the State accounting system, then you would not put them into
entity. Would we use SMART to run our SMART. However, if your agency receives grants from non-profit
transactions against? agencies and you currently include expenditure and revenue
transactions in the State Accounting system, then you will continue
to do so in SMART. You can utilize the Grants/Projects modules to
track grants from non-profit and non- federal government entities
the same as you would use the modules to track grants received from
the federal government.
331 8/24/2009 Business Process Workshop Functional - Projects Entering and Will the history on existing and ongoing No. instead the use of MEMO transactions directly into Project 9/16/2009
- Projects and Grants and Grants Maintaining a Grant grants be converted into SMART so a Costing can be used. They can directly enter their Grant History
complete grant history will be housed in information and costs associated with the project and activities as
one system for reporting? MEMO rows in order to have all the history in one place. This is a
post go-live online data-entry task for the agency.
322 8/24/2009 Business Process Workshop Functional - Projects Managing a Project Is there a way to require transactions Yes, a combination edit rule in General Ledger can be created for this. 9/16/2009
- Projects and Grants and Grants that go against a particular fund to You can require a project to be on a transaction line based on a
always require a project as well? particular fund.
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323 8/24/2009 Business Process Workshop Functional - Projects Managing a Project Why would you need to do a journal The recommended method is doing corrections in the sub module, 9/16/2009
- Projects and Grants and Grants voucher when doing a correction since but there may be circumstances where multiple corrections have to
corrections are being done in the sub be done and those corrections can be done in the GL. The other
module? reason is for the agencies not using time and labor, but need to
capture labor costs in Project Costing. You will create a Journal Entry
in GL for the labor costs and have the delivered Collect Costs
Processes bring the cost from GL to Project Costing.
326 8/24/2009 Business Process Workshop Functional - Projects Project Costing Can you track projects over multiple Yes, project can be tracked over weeks, months and over multiple 9/16/2009
- Projects and Grants and Grants years? fiscal years.
328 8/24/2009 Business Process Workshop Functional - Projects Project Costing How do you code your deposit that you For reimbursable projects, only the billing information will flow back 9/16/2009
- Projects and Grants and Grants draw down for your grant? to Project Costing. The deposit (revenue) information in AR will not
be tracked in Project Costing. Deposits should be coded with Project
chartfields. The deposit transactions will flow to the General Ledger.
Agencies will need to track the project-related deposits in the
General Ledger. More robust reporting may be built in the Data
Warehouse by the agency.
317 8/24/2009 Business Process Workshop Functional - Projects Project Costing How will the agencies that are not using In SMART there are two options to associate labor costs to a project 9/16/2009
- Projects and Grants and Grants Time and Labor initially get their Labor if the agency is not using Time and Labor at go-live. One option is to
costs allocated to their projects? enter labor costs directly in Project Costing. The other option is to
create General Ledger Journal Entries for the labor costs and utilize
the delivered Collect Costs Process to move the costs from General
Ledger to Project Costing.
318 8/24/2009 Business Process Workshop Functional - Projects Roles and Will agencies be able to see grants that No, you are not allowed to see another Business Units data, however 9/16/2009
- Projects and Grants and Grants Responsibilities/ other agencies have? Will grants be there is a Print Proposal delivered functionality in which an agency
Security accessible to multiple agencies? For can print (PDF) the information related to a Grant/Proposal and email
example, KDOT often works with or send the information to share with another agency.
Adjutant General and Highway Patrol. Is
there any way for all 3 agencies to have
access to one proposal they are working
on together? Even if it is view-only
access?
341 8/19/2009 Business Process Workshop Functional - Approving a Voucher Can I retain documentation when I There is a voucher report that will allow agencies to print 10/1/2009
- Accounts Payable and Accounts Payable approve vouchers for my agency? documentation as needed. The voucher print function has been
Travel & Expense disabled to discourage the printing of each individual voucher - these
individual hard copies will not be required by A&R.
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343 8/19/2009 Business Process Workshop Functional - Approving a Voucher Can you receive partial shipments in Yes, matching rules are based on amount or quantity. This will be 9/21/2009
- Accounts Payable and Accounts Payable receiving? discussed in much greater detail during training.
Travel & Expense
346 8/19/2009 Business Process Workshop Functional - Approving a Voucher Does SMART enforce rules about We are continuing to research and evaluate the available options 9/21/2009
- Accounts Payable and Accounts Payable separation of duties, for example, related to this question. We will provide additional information as it
Travel & Expense preventing the person creating a voucher becomes available. In early 2010 agencies will participate in role
from also approving it? mapping when completing this activities agencies need to consider in
separation of duties necessary to their business processes.
342 8/19/2009 Business Process Workshop Functional - Approving a Voucher If an encumbrance is created in one fiscal The encumbrance can be used in a future fiscal year to purchase 10/1/2009
- Accounts Payable and Accounts Payable year and not completely used, will the items indicated on the purchase order. However, a new purchase
Travel & Expense encumbrance roll to the next fiscal year? order cannot encumber against a prior fiscal year.
347 8/19/2009 Business Process Workshop Functional - Approving a Voucher Is there a cost for the service center? Details associated to the service center costs are still being 9/21/2009
- Accounts Payable and Accounts Payable determined.
Travel & Expense
344 8/19/2009 Business Process Workshop Functional - Approving a Voucher Is there workflow associated with No. Agencies will need to develop their own business process to 9/21/2009
- Accounts Payable and Accounts Payable receiving? review receiving transactions. However, the system does provide an
Travel & Expense option to record receipt inspection if applicable to provide an
additional check in the receiving process.
345 8/19/2009 Business Process Workshop Functional - Approving a Voucher There is concern with receiving that the SMART cannot validate the physical count entered is correct. 9/21/2009
- Accounts Payable and Accounts Payable physical count may not be correct. However, the system does provide an option to record receipt
Travel & Expense inspection if applicable to provide an additional check in the receiving
process. Agencies should consider reviewing their business practices
related to receiving to address this concern internally so that
receiving data is entered into SMART accurately.
348 8/19/2009 Business Process Workshop Functional - Approving a Voucher What if an agency has encumbrances We are continuing to research and evaluate the available options 9/21/2009
- Accounts Payable and Accounts Payable from a previous year that need to be related to this question. We will provide additional information as it
Travel & Expense recorded in the new fiscal year? becomes available.
349 8/19/2009 Business Process Workshop Functional - Approving a Voucher When changes need to be made to a PO, The purchase order will go back through the same approval steps. 9/21/2009
- Accounts Payable and Accounts Payable what approval process does it go There is a comments field where approvers can enter comments on
Travel & Expense through? why the voucher was denied, changed, etc. and the AP processor can
see these comments. Workflow workshops will be held later this
year. During these workshops an overview of workflow followed by
break out sessions will provide details on the workflow process.
340 8/19/2009 Business Process Workshop Functional - Creating a PO When you are talking about the matching The information is keyed into SMART from the invoice. The invoice is 9/21/2009
- Accounts Payable and Accounts Payable Voucher process and the invoice, how does the not scanned into SMART.
Travel & Expense information get in the system?
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338 8/19/2009 Business Process Workshop Functional - Creating a PO When you now enter a voucher, you have This is a pending policy decision. We are working with outside 9/21/2009
- Accounts Payable and Accounts Payable Voucher to fax copies of the invoices to A&R now. auditors, Legislative Post Audit and A&R. It is our intent to Go Green
Travel & Expense What will the process be with SMART? and reduce the use of printed documents, including vouchers.
339 8/19/2009 Business Process Workshop Functional - Creating a PO Where is the receipt associated to - Receipts are associated to purchase orders in the Purchasing module. 9/21/2009
- Accounts Payable and Accounts Payable Voucher Purchase Order (PO) or Accounts Payable
Travel & Expense (AP)?
333 8/19/2009 Business Process Workshop Functional - Entering a Vendor Does A&R still require a W-9 to add a Yes, a W-9 is still required for adding new vendors. The policy 9/21/2009
- Accounts Payable and Accounts Payable new vendor in SMART? regarding where the W-9 is to be filed, either centrally or at the
Travel & Expense agency is a pending policy decision. We will provide additional
information as it becomes available.
335 8/19/2009 Business Process Workshop Functional - Entering a Vendor How are current vendors going to be A&R will perform a vendor purge in April, 2010, to remove vendors 9/21/2009
- Accounts Payable and Accounts Payable entered into SMART? that are not current. The vendors that exist in STARS after the purge
Travel & Expense will be converted to SMART with a new SMART vendor id.
334 8/19/2009 Business Process Workshop Functional - Entering a Vendor How many locations can be added in SMART has a maximum of 99,999 locations for one vendor. 9/21/2009
- Accounts Payable and Accounts Payable SMART for a single vendor?
Travel & Expense
336 8/19/2009 Business Process Workshop Functional - Entering a Vendor How will STARS vendors that have All current vendors in STARS will be converted to SMART. The 9/21/2009
- Accounts Payable and Accounts Payable suffixes be converted to SMART? suffixes in STARS now indicates a different address. In SMART, they
Travel & Expense will exist with a vendor number, but may have multiple
addresses/locations. The old STARS id will be for inquiry purposes in
SMART.
337 8/19/2009 Business Process Workshop Functional - Entering a Vendor How will you search on a vendor in There is a search screen in SMART with multiple fields to search on. 9/21/2009
- Accounts Payable and Accounts Payable SMART? You will be able to search by vendor name (full or partial), vendor
Travel & Expense city, state, vendor id, FEIN/SSN, etc.
357 8/19/2009 Business Process Workshop Functional - Travel & Expense Are agencies going to be charged for each The 2011 budget indexes have already been published and are based 9/21/2009
- Accounts Payable and Accounts Payable line by DISC? on the current STARS rates. The 2012 rates have not yet been
Travel & Expense determined.
351 8/19/2009 Business Process Workshop Functional - Travel & Expense Can paper checks be issued for travel? Yes, a paper check for travel and expense can be generated for an 9/21/2009
- Accounts Payable and Accounts Payable employee who receives payroll via direct deposit. The Project Team
Travel & Expense in reviewing the options and will provide additional details when they
are available.
356 8/19/2009 Business Process Workshop Functional - Travel & Expense Can the account numbers in SHaRP be We are continuing to research and evaluate the available options 9/21/2009
- Accounts Payable and Accounts Payable the same, except one is by paper check related to this question. We will provide additional information as it
Travel & Expense and one is direct deposit? becomes available.
350 8/19/2009 Business Process Workshop Functional - Travel & Expense Can travel authorizations be entered Yes. An expense report can be created without a travel 9/21/2009
- Accounts Payable and Accounts Payable after the fact, instead of prior? authorization. However, if you wish to create an encumbrance you
Travel & Expense need to create a travel authorization. Travel authorizations are
required for out of state travel.
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362 8/19/2009 Business Process Workshop Functional - Travel & Expense Can you cancel a travel authorization? Yes. If you cancel a travel authorization, it will relieve the 9/21/2009
- Accounts Payable and Accounts Payable What will happen to the encumbrance? encumbrance.
Travel & Expense
360 8/19/2009 Business Process Workshop Functional - Travel & Expense Does A&R need documentation for Travel No, however our interest in paper reduction as an efficient business 10/7/2009
- Accounts Payable and Accounts Payable & Expense payments? practice was underscored when Governor Sebelius issued paper
Travel & Expense reduction targets. Some agencies are at different places in
developing strategies for document management. The question will
need to be addressed in a policy/procedure (still to be developed),
but we do support the electronic indexing/archive of supporting
documentation. We’d also like to ask our statewide single auditors if
maintaining documentation in this manner would be acceptable.
355 8/19/2009 Business Process Workshop Functional - Travel & Expense Does each employee have to complete An agency can choose a person(s) to enter travel and expense 9/21/2009
- Accounts Payable and Accounts Payable their own Travel & Expense form or can it reports, if so, they need to establish proxy rights for that person(s) to
Travel & Expense be done centrally by a person? enter travel and expenses on behalf of another employee.
352 8/19/2009 Business Process Workshop Functional - Travel & Expense How are employees notified that travel An email notification will be sent to the employee. 9/21/2009
- Accounts Payable and Accounts Payable reimbursement has been processed?
Travel & Expense
354 8/19/2009 Business Process Workshop Functional - Travel & Expense How often does the budget checking SMART will run budget checking periodically throughout the day. The 9/21/2009
- Accounts Payable and Accounts Payable process occur for Travel & Expense? schedule has not been finalized, but it may occur between every 1
Travel & Expense and 4 hours. If there is an urgent need, users can run the process on
a specific expense report instead of waiting for the scheduled budget
check process.
359 8/19/2009 Business Process Workshop Functional - Travel & Expense How will reimbursement of non- In Travel and Expense you can add non-employees for 9/21/2009
- Accounts Payable and Accounts Payable employees be done (i.e. Board reimbursement you will need to include information such as name,
Travel & Expense members)? address, banking information, etc. The expense will need to be
processed in SMART by an authorized agency employee.
353 8/19/2009 Business Process Workshop Functional - Travel & Expense If the employee receives their paycheck No, the information comes from SHaRP, but the employee can 9/21/2009
- Accounts Payable and Accounts Payable direct deposit from SHaRP, do they have choose to receive their travel reimbursement differently than their
Travel & Expense to receive their travel reimbursement via paycheck. The Project Team in reviewing the options and will provide
direct deposit also? additional details when they are available.
361 8/19/2009 Business Process Workshop Functional - Travel & Expense Is there a report to show what travel was Yes. It is possible that on your travel authorization your estimated a 9/21/2009
- Accounts Payable and Accounts Payable authorized and what travel was hotel cost of $200, but the actual cost was $220. The expense report
Travel & Expense approved? (Estimates vs. Actuals?) will show the actual cost. The report will show the comparison
between the Estimated and Actual Cost.
358 8/19/2009 Business Process Workshop Functional - Travel & Expense Will employees be on the vendor table? For those agencies using Travel & Expense, employees will not be 9/21/2009
- Accounts Payable and Accounts Payable listed in SMART as vendors. Employee information (address, banking,
Travel & Expense etc.) will come from SHaRP to SMART Travel and Expense through
delivered integration.
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620 8/19/2009 Business Process Workshop Functional - Encumbrances Purchase orders create encumbrances. Each time a voucher is created and associated to a PO, the 10/5/2009
- Accounts Payable and Purchasing When you have a PO and the voucher is encumbrance is reduced by the amount of the voucher. You can
Travel & Expense less than the PO amount, what happens mark the PO finalized on a voucher, which indicates no additional
to the rest of the encumbrance? vouchers will be associated to the PO. When the voucher is budget
checked, the encumbrance is released. If the encumbrance is
released during the period in which it was created, the funds will be
available. If the encumbrance was created in a prior fiscal year, the
funds will not be available.
616 8/19/2009 Business Process Workshop Functional - Purchase Order If you finalize a Purchase Order in error, If the Purchase Order is dated in the current fiscal year, create a new 10/1/2009
- Accounts Payable and Purchasing how can you reverse the error? Purchase Order. If dated in a prior fiscal year, you must contact
Travel & Expense Central.
306 8/19/2009 Business Process Workshop Functional - Agency Impact Why are agencies submitting the Agency The primary benefit in completing the Agency Impact Analysis is 9/16/2009
- Purchasing Purchasing Analysis Impact Analysis to the Sunflower Project? agencies' ability to understand and adapt to planned process
What is the Sunflower Project going to do changes. However, the project benefits from the submitted
with the information? worksheets too. We review all submitted worksheets to gain a better
understanding of which process changes are most impactful to
agencies and how agencies are adapting. Results will be shared
throughout the project and can potentially change the way we
approach some tasks.
309 8/19/2009 Business Process Workshop Functional - Approving a Will SMART track changes when fields are No. Changes to specific fields or values are not tracked on the 9/16/2009
- Purchasing Purchasing Requisition changed on the requisition? requisition. SMART records the user id and date/time the requisition
was last modified.
299 8/19/2009 Business Process Workshop Functional - Creating a Are approvals based on the agency or Workflow approvers are based on user. As an example, Items 9/16/2009
- Purchasing Purchasing Requisition department? requisitioned for someone in the Department of Nursing may go
through one set of approvals, but items requested for someone in
the Maintenance Shop could go through another set of approvals.
Additional workflow details will be provided in the Workflow
Workshops this winter.
287 8/19/2009 Business Process Workshop Functional - Creating a Can requisition transactions be deleted or No, transactions cannot be deleted. You can update the status of the 9/16/2009
- Purchasing Purchasing Requisition "backed out" of the system? transaction. Statuses include reject, cancel or deny. It is important
that all requisitions remain in the system for reporting purposes.
293 8/19/2009 Business Process Workshop Functional - Creating a Do all requisitions have the same Yes, however SMART functionality includes ad-hoc approval for 9/16/2009
- Purchasing Purchasing Requisition approval process - IT request vs. office requisitions, which allows you to route to additional reviewers as
supplies request? needed. Additional workflow details will be provided in Workflow
Workshops this winter.
292 8/19/2009 Business Process Workshop Functional - Creating a Do requisitions need to be created for all No. However, you may use the BPC to pay for purchase orders, in 9/16/2009
- Purchasing Purchasing Requisition purchases if we are using the BPC card to which case a requisition would need to be entered. We will be
pay for it? implementing an on-line connection to the catalogs for Corporate
Express/Staples and for these purchases a requisition will need to be
entered.
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298 8/19/2009 Business Process Workshop Functional - Creating a Do you have to have 3 approvals selected Workflow workshops will be held this winter. During these 9/16/2009
- Purchasing Purchasing Requisition for all requisitions? workshops an overview of workflow followed by break out sessions
will provide details on the workflow process.
296 8/19/2009 Business Process Workshop Functional - Creating a If the agency has 3 approvers for the Workflow workshops will be held this winter. During these 9/16/2009
- Purchasing Purchasing Requisition requisition process, does this apply to all workshops an overview of workflow followed by break out sessions
requisitions? It seems to be a vast will provide details on the workflow process.
difference in purchasing a major piece of
machinery (road grader) vs. a box of
pencils.
300 8/19/2009 Business Process Workshop Functional - Creating a Is the requisitioner the first level of No, the requisitioner is the person entering the requisition into 9/16/2009
- Purchasing Purchasing Requisition approval? SMART.
288 8/19/2009 Business Process Workshop Functional - Creating a Once a requisition has been sent for Yes, but depending on the change, the requisition may be sent back 9/16/2009
- Purchasing Purchasing Requisition approval, can changes be made to it by through workflow. SMART will determine whether the requisition
the original requisitioner? needs to be sent back through workflow and initiate workflow if
needed.
297 8/19/2009 Business Process Workshop Functional - Creating a What if an approver in the workflow No, the approver can assign a proxy while they are out of the office. 9/16/2009
- Purchasing Purchasing Requisition process is gone or on vacation? Does the
requisition have to wait until the person
returns?
295 8/19/2009 Business Process Workshop Functional - Creating a What if an item on a requisitions is It is the responsibility of the Buyer role, the final approver in the 9/16/2009
- Purchasing Purchasing Requisition currently on state contract and the state purchasing process, to check that the items being purchased are in
contract isn't checked? How will items accordance with policies and state contracts.
be checked to ensure they are purchased
from the vendor on state contract?
294 8/19/2009 Business Process Workshop Functional - Creating a When a requisition is created, who is the Workflow workshops will be held this winter. During these 9/16/2009
- Purchasing Purchasing Requisition requisition directed to? workshops an overview of workflow followed by break out sessions
will provide details on the workflow process.
291 8/19/2009 Business Process Workshop Functional - Creating a When requisitions are sent for approval, The requisitioner may make notations in the Justification field for any 9/16/2009
- Purchasing Purchasing Requisition sent back to the requisitioner for changes made to the requisition. The user id and last modified
changes, and then sent back through date/time stamp is also displayed.
workflow for approval, is there a way to
show which changes were made and who
made the changes?
286 8/19/2009 Business Process Workshop Functional - Maintain Vendors Will vendors be entered and maintained A vendor can be associated with a bid if they are already in SMART. If 9/16/2009
- Purchasing Purchasing in the vendor master before the contract the vendor is not in SMART, they can be added as a bidder in order to
is awarded? associate them with a bid process without adding them to the vendor
table. SMART systematically changes bidders to vendors when they
receive a bid award.
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303 8/19/2009 Business Process Workshop Functional - Processing a At which point can you change the The chartfield information can be changed on the requisition before 9/16/2009
- Purchasing Purchasing Purchase Order funding information (chartfields) on the it is sourced to a PO. Once the sourcing process is complete changes
requisition or purchase order if you will need to occur on the PO. Changes after approval may require
determine it is different? the transaction to go back through the workflow approval process.
316 8/19/2009 Business Process Workshop Functional - Processing a Can links be put into SMART to link to No, SMART does not provide this functionality. 9/16/2009
- Purchasing Purchasing Purchase Order specific agency's server (shared drive) to
access scanned documents?
305 8/19/2009 Business Process Workshop Functional - Processing a Can scanned documents be attached in No, SMART is not a document imaging system. Refer to the FAQ in 9/16/2009
- Purchasing Purchasing Purchase Order SMART? (invoices, packing slips, etc) the June 2009 Sunflower Project newsletter for more information.
314 8/19/2009 Business Process Workshop Functional - Processing a Can you combine multiple requisitions for Yes, if all the requisitions are included in the same auto sourcing 9/16/2009
- Purchasing Purchasing Purchase Order the same vendor into one purchase process.
order?
302 8/19/2009 Business Process Workshop Functional - Processing a How often will the auto sourcing process The frequency is unknown at this time, but more than twice per day. 9/16/2009
- Purchasing Purchasing Purchase Order run? It has to run frequently enough to allow for purchase orders to be
created timely.
290 8/19/2009 Business Process Workshop Functional - Processing a How will we know which outstanding You may either search online for a specific purchase order or use the 9/16/2009
- Purchasing Purchasing Purchase Order Purchase Orders exist, but no goods have Purchase Order Expediting Report to show open Purchase Orders
been received? with outstanding receipt of goods.
315 8/19/2009 Business Process Workshop Functional - Processing a If you have multiple requisitions to the The auto sourcing process will attempt to consolidate an agency's 9/16/2009
- Purchasing Purchasing Purchase Order same vendor and you want to make them requisitions into one purchase order if to the same vendor. To issue
separate purchase orders, how can you separate purchase orders, the requisitions can be approved in a
ensure this will happen? staggered fashion.
311 8/19/2009 Business Process Workshop Functional - Processing a Since the catalog is statewide, is a No, agencies should utilize the "favorites" option and select those 9/16/2009
- Purchasing Purchasing Purchase Order customization allowed to have agency items that the user will commonly use.
specific items?
301 8/19/2009 Business Process Workshop Functional - Processing a What is auto sourcing? Auto sourcing is the automated process to source a requisition into a 9/16/2009
- Purchasing Purchasing Purchase Order Purchase Order.
304 8/19/2009 Business Process Workshop Functional - Processing a Will A&R be changing their policy and no The Sunflower Project is working with A&R and the Auditors to 9/16/2009
- Purchasing Purchasing Purchase Order longer require paper copies of invoices to identify the appropriate policies and best practices for retaining
be retained? paper documents. Additional information will be provided as it
becomes available.
310 8/19/2009 Business Process Workshop Functional - Processing a Will SMART track changes when fields are Yes, changes to a Purchase Order are tracked through a change 9/16/2009
- Purchasing Purchasing Purchase Order changed on the Purchase Order? order.
313 8/19/2009 Business Process Workshop Functional - Receiving How will the system handle backorders? SMART tracks the quantity of items ordered and received. Items not 9/16/2009
- Purchasing Purchasing received will remain open until received in SMART. Agency can
proceed with payment for any items physically received.
312 8/19/2009 Business Process Workshop Functional - Receiving Will the system allow partial receipts? Yes, agencies can receive a portion of a purchase order. SMART 9/16/2009
- Purchasing Purchasing tracks the quantity of the remaining items.
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307 8/19/2009 Business Process Workshop Functional - Reports Will sample reports be available for the No, the SMART Report Book provided with the agency reporting 9/16/2009
- Purchasing Purchasing agencies? needs analysis task will not contain sample reports. A detailed
description of the report will be included. If the report translates to a
current STARS report, that will be indicated. A reporting activity will
occur in late September / October 2009.
289 8/19/2009 Business Process Workshop Functional - Roles and Can security be set up so changes to a No, security roles allow the requisitioner to make changes to the 9/16/2009
- Purchasing Purchasing Responsibilities requisition cannot be made on the requisition in case a typographical error is found or a change in the
requisition once it is sent for approval? requested shipping location is needed.
308 8/19/2009 Business Process Workshop Functional - Roles and Can the requisitioner role add and update Yes, if the requisition has already been submitted for approval, the 9/16/2009
- Purchasing Purchasing Responsibilities information? changes may send the requisition through the workflow approval
process again. Changes are not allowed once the requisition has
been sourced to a purchase order.
617 8/19/2009 Business Process Workshop Functional - Vendors If you set up a purchase order for a If using the same vendor but the name has changed or needs to be 10/1/2009
- Purchasing Purchasing vendor for a direct bill and when you are corrected in the vendor file, you would submit a request to have the
ready to pay the vendor, the vendor's change processed. The statewide vendor file is maintained centrally
name is different. What do you do? and agencies will not have the ability to make that type of change.
It is important to pay the vendor that the service was actually
purchased from. If the payee is a different vendor than the one listed
on the PO, you would cancel the PO and create a new one for the
correct vendor. If you need to pay the voucher to a third party, you
will remit the voucher to the third party vendor on the voucher. This
would occur on a case by case basis. If you have the situation that
the vouchers need to always be issued to a different vendor, this
would need to be changed in the vendor table by central staff. This
would mainly occur in bankruptcy situations, etc.
192 8/18/2009 August Monthly Interface Interface Technical Design Are Stages and Cycles the same thing? In theory, yes. The term stages will be used for Interface Test and the 9/3/2009
Meeting term cycles will be used for System Test.
195 8/18/2009 August Monthly Interface Interface Technical Design Are you going to actively create errors in Yes. 9/3/2009
Meeting Stage 4? Are you giving agencies test
conditions to generate errors?
198 8/18/2009 August Monthly Interface Interface Technical Design Are you going to provide a document The interface team will work with agencies to identify errors in their 9/3/2009
Meeting with all the error messages? inbound interfaces. The interface layouts provide the format and
details needed to have successful files and avoid errors. There is no
document containing all the possible errors for all the interfaces.
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201 8/18/2009 August Monthly Interface Interface Technical Design For journal interfaces, if one line errors This depends on the type and severity of the error. If one line of a 9/3/2009
Meeting on a multiple line file, it all errors. Is this multiple line transaction errors out, then the transaction will fail and
the same principle on all other files? the additional lines will not be processed. If a file with multiple
transactions has one transaction fail, the rest of the transactions will
continue to be processed by the interface.
181 8/18/2009 August Monthly Interface Interface Technical Design How are we going to work the current file There are tools and options available to accommodate the dynamic 9/3/2009
Meeting naming standard into our JCLs (Job file name. We are working with DISC to find what will work for
Control Language) because it’s not static? agencies using the mainframe.
202 8/18/2009 August Monthly Interface Interface Technical Design Is the new file name too long for the No, the mainframe is limited to 45 characters. The longest file name 9/3/2009
Meeting mainframe? is 38 characters. This leaves room if you change the file name from
the agency side.
200 8/18/2009 August Monthly Interface Interface Technical Design Is the voucher print process going to be This process will be discussed at an upcoming CAN meeting when the 9/3/2009
Meeting discussed as part of the Interface approach has been finalized.
Monthly meeting?
184 8/18/2009 August Monthly Interface Interface Technical Design Is there a timeline for INF45? INF45 has been published as of 8/20/09. 9/3/2009
Meeting
194 8/18/2009 August Monthly Interface Interface Technical Design On Inbound Payment Interface, will we Transactions against prior year encumbrances will be tested by the 9/3/2009
Meeting test against prior year encumbrances? If project during system test. This is not part of the interface test effort.
not, when will that be done?
183 8/18/2009 August Monthly Interface Interface Technical Design Regarding the file naming standard The mainframe requires an alpha prefix after each period in the file 9/3/2009
Meeting (DA.GBSMRT.GL15.DYYMMDD.THHMMSS name. Therefore, the D is a static value which means 'Date' and T
.out): What does the ‘D’ before YYMMDD means 'Time'.
and the ‘T’ before HHMMSS stand for?
197 8/18/2009 August Monthly Interface Interface Technical Design Stage 6 – Are Uploads for Data No, the Data Conversion testing will be separate from the interface 9/3/2009
Meeting Conversion included in that? testing. It will start September 18.
182 8/18/2009 August Monthly Interface Interface Technical Design What does it mean that interface layouts A template will be created for the spreadsheet upload interfaces 9/3/2009
Meeting will not be produced from INF 24, 43, 50? (INF24, INF43, and INF50). The template will be used to upload
transactions into SMART. The spreadsheet upload interfaces do not
require an interface data mapping document to be completed as they
should not require any agency development.
193 8/18/2009 August Monthly Interface Interface Technical Design What if we aren’t using INF02, how do we Contact the interface team to create the related outbound INF03 file. 9/3/2009
Meeting get an outbound file for testing?
190 8/18/2009 August Monthly Interface Interface Technical Design What is the data retention on the 30 days, agencies are not required to do any data cleansing from the 9/3/2009
Meeting mainframe? mainframe.
199 8/18/2009 August Monthly Interface Interface Technical Design When does System Testing start? 11/1/2009. 9/3/2009
Meeting
186 8/18/2009 August Monthly Interface Interface Technical Design When will the project contacts for each The contacts will be communicated prior to the beginning of each 9/3/2009
Meeting interface be communicated to agencies? stage.
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196 8/18/2009 August Monthly Interface Interface Technical Design Who puts in the budgets for Budget The interface team will set up some budgets, but these will not be 9/3/2009
Meeting Checking? the official IBARS budgets.
191 8/18/2009 August Monthly Interface Interface Technical Design Will Agencies have the ability to change Yes, agencies will have the ability to change file names. Potentially 9/3/2009
Meeting file names for purposes of data retention changing the extension from .out to .proc.
on the mainframe?
185 8/18/2009 August Monthly Interface Interface Technical Design Will conversion of all these vendors be No, converted vendors will not be available in Interface Testing. 9/3/2009
Meeting available for testing? Instead, we will manually configure several of the most commonly
used vendors for testing.
188 8/18/2009 August Monthly Interface Interface Technical Design Will the DISC mainframe be used as the Yes. 9/3/2009
Meeting conduit between SMART and agencies
after Go-Live?
187 8/18/2009 August Monthly Interface Interface Technical Design Will the vendor file be made available The INF01 - Outbound Vendor file will be made available 9/1/09 as 9/3/2009
Meeting anytime soon? part of Interface Test. The file will contain sample vendors.
189 8/18/2009 August Monthly Interface Interface Technical Design Will there be any encryption to files No. 9/3/2009
Meeting similar to SHaRP now?
233 8/17/2009 Business Process Workshop Functional - Asset Asset ID's Currently, we assign asset id's by program Assets IDs in SMART will be sequentially numbered. Asset ID and Tag 9/16/2009
- Asset Management Management areas. We have different programs Number are separate fields in SMART. Agencies with Tag Numbers
starting with different digits. How will can convert those to the Tag Number field in SMART. Tag Numbers
that work in SMART? can defined by the user when entered in SMART.
237 8/17/2009 Business Process Workshop Functional - Asset Asset ID's What is the relationship between the When a new asset is created in SMART, the next sequential asset ID is 9/16/2009
- Asset Management Management asset ID in SMART and my agency's assigned. This asset ID is a unique identifier for the asset in SMART.
property ID/asset stickers?
Some agencies use property ID/asset stickers to affix a tag number to
the asset for physical tracking purposes. Tag numbers are an
optional additional ID. They can be assigned by the agency. Tag
numbers can be associated to the asset in SMART but are separate
from the asset ID.
232 8/17/2009 Business Process Workshop Functional - Asset Depreciating an If we put a new roof on the building and Professional judgment should be used by the agency to determine if 9/16/2009
- Asset Management Management Asset it is $30,000 to $40,000, who determines an improvement is a normal maintenance repair or an improvement.
if a large repair is value added to an asset Normal maintenance repairs are not GAAP reportable, regardless of
or an additional asset and how will it be the cost.
processed?
Building improvements will be handled as follows in SMART:
Buildings will be associated to land records using the Asset Property
functionality. Building Improvements will be added as separate
assets. After being added to the system, a Parent/Child relationship
will need to be created to associate the Improvement to a Building.
The Asset Type for Building Improvements will be Facility.
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236 8/17/2009 Business Process Workshop Functional - Asset Reports Is there a report/process to identify PO Yes, prior to loading the Pending Transactions into the Asset 10/1/2009
- Asset Management Management information that will be generated into Management module, the Agency Asset Processor will have an
Asset Management, (i.e. a way to validate opportunity to review both the Financial and Physical information
that the AM BU and Asset Profile are associated with the asset. If it is deemed that the Asset Profile is
correct at the PO level.) incorrect at this point, this individual will have the ability to change
the Asset Profile before running the Transaction Load. Since this user
will only have access to assets associated with their business unit,
there would not be a need to correct the AM Business Unit.
Conversely, if the incorrect profile is not discovered and is used to
create an asset in the Asset Management module, a process will be
put in place to correct the profile and the associated depreciation
attributes.
229 8/17/2009 Business Process Workshop Functional - Asset Retiring an Asset How are we going to communicate with The Sunflower Project is currently working with State Surplus to 9/16/2009
- Asset Management Management State Surplus, how will they communicate evaluate asset management processes, including processes related to
back, and how will that be authorized this question. We will provide additional information as it becomes
within the system? There should be a available.
check on the State side to confirm receipt
of assets.
239 8/17/2009 Business Process Workshop Functional - Asset Retiring an Asset Is DA-110 still required by State Surplus? Based on information currently posted on the Kansas Surplus 9/16/2009
- Asset Management Management Some agencies indicated State Surplus Property website, State Surplus Property does not require any type of
still requires this for vehicles they are "Disposition of Property Form." Agencies may use any type of
retiring/selling through surplus (or maybe Disposition of Property Form that meets their needs. If required by
this is their internal policy). the agency, State Surplus will sign a form as receiving surplus
property if surplus property is actually picked up.
The best practice will be for agencies to develop internal policies and
forms which requires that a signature be secured from State Surplus
for property turned over to State Surplus for disposal.
238 8/17/2009 Business Process Workshop Functional - Asset Retiring an Asset Is there a retirement code for retiring to There is no specific code for retiring an asset to an entity outside of 9/16/2009
- Asset Management Management an entity outside of the state? Agency the state. Depending on the method of disposition disposal code
has a situation where the asset is moved options include Retirement by Sale if there is a monetary exchange
to local Board but the agency stills need and Donated to External Group if the asset is donated. To track the
to track for some Federal reporting. entity to which an asset was retired/donated agencies can enter the
name of the receiving entity in the Comments field of the asset.
231 8/17/2009 Business Process Workshop Functional - Asset Retiring an Asset Is there a timeframe for reinstatement? There is not an identified timeframe for reinstatement of disposed 10/1/2009
- Asset Management Management assets. Since there are depreciation and accounting entry
ramifications with reinstating as asset, it is a best practice to reinstate
the asset in the same period in which is was disposed.
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235 8/17/2009 Business Process Workshop Functional - Asset Retiring an Asset What will be the business process for The current approach is that asset turned over to State Surplus for 9/16/2009
- Asset Management Management handling a transfer of assets to surplus to disposal will be recorded in SMART as a retirement - not a transfer.
accommodate proceeds generated The Sunflower Project is currently working with Accounts & Reports
through surplus? In addition, what will and State Surplus to evaluate the asset management retirement
be the process for surplus to processes. We will provide additional information as it becomes
acknowledge receipt of that asset? available.
230 8/17/2009 Business Process Workshop Functional - Asset Retiring an Asset When do I transfer the asset - when I The current approach is that asset turned over to State Surplus for 10/1/2009
- Asset Management Management receive the proceeds or when I transfer it disposal will be recorded in SMART as a retirement, not a transfer.
to State Surplus?
234 8/17/2009 Business Process Workshop Functional - Asset Roles and Does the user with the Asset Processor Yes, the Asset Processor security role has access to update both 9/16/2009
- Asset Management Management Responsibilities/ role have the ability to update the financial and physical information for the asset. The project is
Security financial information as well as the creating a new security role to allow a user to update only physical
physical information for the asset? If so, attributes not financial information related to the asset. Physical
is there a profile that can just update attributes would include warranty, maintenance and repair
physical attributes of the asset only? information.
240 8/17/2009 Business Process Workshop Functional - Asset Transferring an How do I know the chartfield information Similar to today's business process, agencies must communicate with 10/1/2009
- Asset Management Management Asset of the agency I am transferring my asset one another before the transfer of an asset occurs. Inter-agency
to? communication prior to transferring assets will remain a key business
process. Because of Business Unit security, the SMART system
process for managing the transfer of property between agencies in
currently being evaluated. We will provide additional information as
it becomes available.
227 8/17/2009 Business Process Workshop Functional - Asset Transferring an If agencies cannot see each others' data, Similar to today's business process, agencies must communicate with 9/16/2009
- Asset Management Management Asset how will the receiving agency know that one another before the transfer of an asset occurs. Inter-agency
an asset has been transferred? communication prior to transferring assets will remain a key business
process. Because of Business Unit security, the SMART system
process for managing the transfer of property between agencies in
currently being evaluated. We will provide additional information as
it becomes available.
228 8/17/2009 Business Process Workshop Functional - Asset Transferring an Is there workflow within to record the In Asset Management there is no workflow approvals or notification. 9/16/2009
- Asset Management Management Asset approvals or movement of assets? When an asset is transferred the user ID of the person transferring
the asset is recorded in SMART.
215 8/12/2009 Change Agent Network Data Conversion Asset Management Data conversion - our assets are in an We encourage you to request Office Hours to discuss this with the 9/8/2009
Meeting #4 excel spreadsheet and our functional subject matter experts. Please send an email to
resource needs help in identifying next SunflowerFMS@da.ks.gov with “Data Conversion Office Hours” in the
steps. Subject line to request office hours.
216 8/12/2009 Change Agent Network Functional - Travel & Expense Does the system provide state defined Yes. 9/8/2009
Meeting #4 Accounts Payable rates and calculations for Travel and
Expenses?
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206 8/12/2009 Change Agent Network Functional - Travel & Expense How will SMART pay direct bill vendors Payments for vendors such as hotels that have been set up for direct 9/8/2009
Meeting #4 Accounts Payable (an example is hotel fees billed to agency billing will be handled in the AP module.
instead of paid at time of travel)?
208 8/12/2009 Change Agent Network Functional - Travel & Expense If the agency has direct billing with a Yes, direct bill can be identified as such for hotels and registration 9/8/2009
Meeting #4 Accounts Payable hotel and the vendor bills the agency fees.
after the event, can this expense be
identified as such on the expense report?
209 8/12/2009 Change Agent Network Functional - Travel & Expense If the Cash Advance option of the Travel As long as the traveler enters the cash advance request and it is 9/8/2009
Meeting #4 Accounts Payable Module is used, will the traveler have to approved in a timely manner, the batch process for either cutting the
wait for a check to arrive? We do a check or direct deposit runs nightly. The Agency may need to issue
significant number of advances on short payment through imprest funds as they do today if the travel is
notice, is this processed timely? immediate.
225 8/12/2009 Change Agent Network Functional - Travel & Expense In SMART, will you be able to create a Yes, the system will accommodate this option. The information 10/7/2009
Meeting #4 Accounts Payable paper check for employees even if they comes from SHaRP, but the employee can choose to receive their
receive direct deposit for payroll? travel reimbursement differently than their paycheck. The Project
Team in reviewing the options and will provide additional details
when they are available.
223 8/12/2009 Change Agent Network Functional - Travel & Expense The travel and expense module is tied An agency employee will add shell information for the person (name, 9/8/2009
Meeting #4 Accounts Payable into the SHaRP system so you don’t have address, banking information, etc) to Travel & Expense and process
to populate the field because it’s already the payment for them.
linked. However, we have travel
vouchers we pay for non-state employees
who won’t be in SHaRP. Will there be
any problem getting them entered into
the travel module? An example of this is
a chairman we are paying to attend a
meeting for us or a speaker at our annual
conference or board members who are
reimbursed for mileage, but are not
employees.
224 8/12/2009 Change Agent Network Functional - Travel & Expense Today, there is a difference between the Yes, the system will accommodate this option. The information 9/8/2009
Meeting #4 Accounts Payable information used for direct deposit for comes from SHaRP, but the employee can choose to receive their
payroll and travel. Will this be the same travel reimbursement differently than their paycheck. The Project
for SMART? Team in reviewing the options and will provide additional details
when they are available.
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204 8/12/2009 Change Agent Network Functional - Travel & Expense Will agencies be able to attach supporting No, however our interest in paper reduction as an efficient business 9/8/2009
Meeting #4 Accounts Payable travel documentation to expense reports practice was underscored when Governor Sebelius issued paper
(an example is hotel bills)? reduction targets. Some agencies are at different places in
developing strategies for document management. The question will
need to be addressed in a policy/procedure (still to be developed),
but we do support the electronic indexing/archive of supporting
documentation. We’d also like to ask our statewide single auditors if
maintaining documentation in this manner would be acceptable.
205 8/12/2009 Change Agent Network Functional - Travel & Expense Will direct billings show up in SMART? Payments for vendors such as hotels that have been set up for direct 9/8/2009
Meeting #4 Accounts Payable Will cash advances given to an employee billing will be handled in the AP module. Yes, a cash advance will be
show up on an expense report? on the expense report.
207 8/12/2009 Change Agent Network Functional - Travel & Expense Will SMART accommodate $0 travel (an Yes, this should not be a problem. We understand there are 9/8/2009
Meeting #4 Accounts Payable example is the traveler's expenses are situations in which the travel authorization needs to be documented,
complimentary)? but there is no cost associated to the travel.
226 8/12/2009 Change Agent Network Functional - Travel & Expense Will SMART have the flexibility of paying Yes, we have defined mileage reimbursement in one of two ways; per 9/14/2009
Meeting #4 Accounts Payable from two options for mileage? We pay mile times rate, or flat rate (Enterprise rate is the cap). The
the lesser of the two options (enterprise employee will pick a separate expense type to use these options. All
rental versus personal vehicle). agencies may choose to use this expense type depending on their
reimbursement policies.
217 8/12/2009 Change Agent Network Functional - Travel & Expense Will the system allow agencies to reduce Yes, once the expense report is processed the actual expense is 9/8/2009
Meeting #4 Accounts Payable any payments in the event that hotels are entered.
less than originally thought, etc.?
203 8/12/2009 Change Agent Network Functional - Travel & Expense Will travel reimbursement checks be part No, travel reimbursement checks will be separate from payroll 9/8/2009
Meeting #4 Accounts Payable of payroll checks? checks.
221 8/12/2009 Change Agent Network Functional - Travel & Expense Will travelers be able to turn in other Yes, the Expense Type on expense report will provide this 9/8/2009
Meeting #4 Accounts Payable miscellaneous costs (fuel)? functionality.
222 8/12/2009 Change Agent Network Functional - Asset Is it possible to use the position numberBased on initial business requirements the approach is that the 9/8/2009
Meeting #4 Management instead of the employee id in Asset custodian name will be populated when an employee ID is selected.
Management since the property stays Position number and position titles are not available fields in Asset
with the position but the person can Management. Selecting an employee ID and allowing that selection
leave? to populate as the Custodian ensures that only valid values are
entered.
211 8/12/2009 Change Agent Network Functional - General Concurrent Will FY 2010 processing be done in STARS FY10 transactions will be in STARS. Only FY2011 will be in SMART. 9/8/2009
Meeting #4 Processing or SMART? We will continue to provide more details on this subject at each CAN
meeting.
220 8/12/2009 Change Agent Network Functional - Encumbrances How will the Sunflower Project know the For encumbrances converted from STARS, the Program and 9/8/2009
Meeting #4 Purchasing Department ID, Project ID, etc. for Department will be set to a general conversion value. We will
encumbrances that will be converted crosswalk the STARS Fund, Budget Unit and Account values to the
from STARS to SMART and how will it be equivalent SMART values.
coordinated properly?
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218 8/12/2009 Change Agent Network Functional - Encumbrances If we have DA-118 encumbrances that The encumbrances converted from STARS will be recorded against 9/8/2009
Meeting #4 Purchasing are active at end of FY 2010, but do not the appropriate budget period.
have a vendor, will they retain the
original budget year?
219 8/12/2009 Change Agent Network Functional - Encumbrances When we close or make payment on the If the encumbrance was converted to a GL encumbrance, agencies 9/8/2009
Meeting #4 Purchasing converted FY 2010 encumbrances, how will reduce the GL encumbrances using journal entries as the vendors
will the encumbrance be released? are identified, create a Purchase Order (PO) encumbrance and then
process the voucher. This process will require manual intervention by
both the agency and the Division of Accounts and Reports.
213 8/12/2009 Change Agent Network Functional - Purchase Order If we know the vendor and can provide If you know the vendor, you may enter that encumbrance in STARS as 9/8/2009
Meeting #4 Purchasing that, will we be able to have the DA-118 a DA-107 instead of a DA-118. This will then convert into a SMART
set up as a Purchase Order? PO.
212 8/12/2009 Change Agent Network Functional - Purchase Order What is the process of entering new This business process is now being developed and will be shared 9/8/2009
Meeting #4 Purchasing contracts (DA-146) for FY11? Are they when available.
sent to Purchasing on a DA-146 and
entered directly into SMART?
210 8/12/2009 Change Agent Network General Enterprise General Enterprise Could you move the meeting dates so not Unfortunately, there are few cost effective locations in Topeka that 9/8/2009
Meeting #4 Readiness Readiness all the meetings are in the same week? I can accommodate the meetings, the attendees, parking, etc.
have a commitment on Wednesdays & Additional options available include attending office hours and
cannot attend any of the data conversion reviewing the presentations and Q&A on the website.
meetings as they are on Wednesdays.
214 8/12/2009 Change Agent Network Interface Purchasing and The Purchasing and Travel and Expense There is no travel and expense or Purchasing interface planned. All 9/8/2009
Meeting #4 Travel & Expense modules are required. Does 'required' agencies are expected to use the Travel and Expense and Purchasing
mean we at least interface the data or do modules except for the Regents.
we have to retire our system and use
SMART completely? We are an interface
only agency, is this still OK?
173 7/22/2009 July Monthly Conversion Cutover Asset Management If the conversion cut-off date for assets is Agencies should make an effort to complete their purchasing earlier 8/6/2009
Meeting in June, what do I do about the FY10 this year. However, assets purchased after conversion but still in
assets that are paid for after that in June transaction year FY10 can be manually entered. Assets funded by
(or perhaps the assets paid for in early FY10 resources but not paid until transaction year FY11 will be
July) that should be tracked as FY10 asset entered as assets when payment is processed.
acquisitions?”
174 7/22/2009 July Monthly Conversion Cutover Encumbrances Have decisions been made regarding No, final decisions have not been made yet. The project is currently 8/6/2009
Meeting concurrent processing for working on a cutover plan. More information will be provided in the
encumbrances? upcoming Change Agent Meetings.
172 7/22/2009 July Monthly Conversion Data Conversion Accounts Receivable Will outstanding interfunds be a part of No, all outstanding interfunds transactions will be closed and not 10/7/2009
Meeting the conversion for Accounts Receivable? converted into SMART. If agencies cannot close them, they will have
to be manually re-entered into SMART.
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165 7/22/2009 July Monthly Conversion Data Conversion Asset Management After SMART goes live, what do we do if If you find additional assets that should be recorded in SMART, you 8/6/2009
Meeting we find additional assets that we had not can enter them online after go-live.
previously recorded that we need to
track in the system?
176 7/22/2009 July Monthly Conversion Data Conversion Asset Management Can I send source code in the Acquisition Yes. 8/6/2009
Meeting Description field?
168 7/22/2009 July Monthly Conversion Data Conversion Asset Management Do all assets need to be converted or just Agencies may convert those assets with a value <$5K into SMART. 8/6/2009
Meeting the assets that cost over $5K? Agencies are encouraged to convert those with a value >$5K into
SMART ensuring all assets are centrally located in a single system.
175 7/22/2009 July Monthly Conversion Data Conversion Asset Management If we convert our purchase order No, the example given is the recommended format in which to send 8/6/2009
Meeting numbers or voucher numbers in the purchase order number and voucher number. However, the
Acquisition Description field, do they information sent in this field is not going to be processed
have to look exactly like the example programmatically. It will reside in the Acquisition Description field
given? after the conversion. If your purchase order numbers look different
than the example given, that is okay. Any details related to the
acquisition of the asset can be sent in this field, as long as it is 30
characters or less (which is the field's length, as outlined in the Assets
conversion file layout/data entry template).
178 7/22/2009 July Monthly Conversion Data Conversion Asset Management Is the Condition Code field code optional Yes. 8/6/2009
Meeting for the Assets conversion?
177 7/22/2009 July Monthly Conversion Data Conversion Asset Management Is the pipe-delimited flat file format only Yes, the Assets conversion is the only one using a pipe-delimited flat 8/6/2009
Meeting for the Assets conversion? file format. The flat file formats for the other conversions are fixed
length, no delimiting.
170 7/22/2009 July Monthly Conversion Data Conversion Asset Management Our agency tracks assets in an Excel Yes, you can do this. However, it's critical for your spreadsheet to 8/6/2009
Meeting spreadsheet today. Instead of loading match the format of the template exactly. It should include all the
our asset information into the Excel data columns listed in the template in the right order.
entry template for the assets conversion,
can we reformat our Excel spreadsheet
so that it looks exactly like the Excel data
entry template?
163 7/22/2009 July Monthly Conversion Data Conversion Asset Management The only conversion method options for No, online entry is not an option offered for this conversion. The 10/8/2009
Meeting the assets conversion are Excel and flat only options available for asset conversion is Excel or flat file upload.
file upload. Is online entry an option?
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179 7/22/2009 July Monthly Conversion Data Conversion Asset Management We are having a hard time figuring out Yes, the descriptions of the Condition Code field values are listed 8/6/2009
Meeting when to use the different Condition below. These descriptions have been added to the Assets conversion
Codes (AM_AST_UD_CHAR1). Will any file layout and data entry template that are posted on the secure
descriptions be provided? SMART website.
- NEW: New - The property is in excellent condition and is brand new.
- GOOD: Good - The property is in excellent condition, but not
considered new.
- FAIR: Fair - The property is in decent or average condition.
- POOR: Poor - The property is in inadequate condition and needs
minor repair(s).
- BRKN: Broken - The property is not in working condition and needs
major repair(s).
- OBSL: Obsolete - The property is considered to be obsolete
(outdated) for agency use.
- IMPR: Impaired - The property has suffered a significant and
unexpected decline in service utility as a consequence of physical
damage, technological obsolescence, or changes in law.
171 7/22/2009 July Monthly Conversion Data Conversion Asset Management We are trying to load our data into the This has been corrected. The updated data entry template has been 8/6/2009
Meeting data entry template spreadsheet for the posted to the secure SMART website.
assets conversion and are getting errors
when we try to put more than 1000 rows
in there. It says the rows are protected.
Why is this?
164 7/22/2009 July Monthly Conversion Data Conversion Asset Management Will agencies be able to convert their No, all assets need to be converted prior to go-live for reconciliation 8/6/2009
Meeting assets after the system goes live? purposes.
180 7/22/2009 July Monthly Conversion Data Conversion General Will conversion meetings be at the same Not necessarily. We would like them to be, but the times may vary 8/6/2009
Meeting time every month? based on meeting room availability.
166 7/22/2009 July Monthly Conversion Data Conversion Project Costing Why can't we do an Excel upload for Due to the level of complexity involved with the data, Excel upload is 8/6/2009
Meeting projects? not a conversion option for projects.
169 7/22/2009 July Monthly Conversion Functional - Asset Security When SMART is up and running, we'll If a user has access to view an agency’s data, they will be able to view 9/21/2009
Meeting Management Administration have some resources that only need to all assets regardless of cost.
view assets that cost >$5K (fiscal staff).
How will security be maintained with
regards to this?
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167 7/22/2009 July Monthly Conversion Interface The INF24 template is not yet posted. INF24 is the Budget Upload and is not a file layout that will be used 10/7/2009
Meeting When will it be available? for any of the conversions. INF24 is a spreadsheet template, so
there will not be an interface layout for it.
However, the spreadsheet template is scheduled to be provided to
the agencies by Stage 5. During interface testing, agencies will only
use the spreadsheet uploads to stage data for use in the outbound
files.
159 7/14/2009 July Monthly Interface Interface Technical Design Do you email notify agencies when Yes, the updates are grouped together and emailed out biweekly - 7/29/2009
Meeting layouts are updated? this is an approximate time frame.
161 7/14/2009 July Monthly Interface Interface Technical Design Is there a hard date where updates will Because the project is still working on functional and technical 7/29/2009
Meeting no longer be made? designs a hard date has not been set; however, modifications from
this point forward should be minor, and must be approved by SMART
project management.
162 7/14/2009 July Monthly Interface Interface Technical Design The fact that there is no set date is We are working as quickly as possible to finalize the interface 7/29/2009
Meeting impacting the work our agency is doing. designs. Although corrections to the layouts may occur as we go
We have hired outside contractors to through systems and interface testing, we will make every effort to
facilitate these interface layouts. It is a ensure that the interface layout corrections are essential for the
difficult position to be in to have success of the interface. At this time nearly all changes to interface
contractors complete a task only to have layouts are being made at the request of agencies. We appreciate
to potentially go back and redo it with your patience and understanding for your fellow agencies.
the updated layouts.
160 7/14/2009 July Monthly Interface Interface Technical Design When updates are made, do agencies Some of the changes to interface designs have been made to meet 7/29/2009
Meeting have to download the newest layouts and requirements of agencies, but most of the updates are minimal and
transfer data from the older versions? don’t necessarily require that you download the updated layout.
However, if updates affect record layouts, they should be
downloaded. Instructions are included when updates are made.
130 6/18/2009 Asset Management (AM) Data Conversion Asset Management Are ‘Acquisition Description’ and The Description field is used to explain what the asset is. The 7/21/2009
Conversion Workshop ‘Description’ the same? Acquisition Description field can be used to record explanatory
information about how the asset was acquired. You can convert the
asset’s purchase order or voucher number into the Acquisition
Description field.
131 6/18/2009 Asset Management (AM) Data Conversion Asset Management Do we have to use this exact Excel Yes. If you plan to provide us with an Excel spreadsheet, it must be in 10/1/2009
Conversion Workshop spreadsheet template? this exact format. The fields must remain in this order and columns
CANNOT be added or removed, even if you are not using them. If
you use a different template, your file will error out when we
attempt to load it into SMART during conversion testing.
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132 6/18/2009 Asset Management (AM) Data Conversion Asset Management For the Project ID number, if it The accumulated depreciation is associated with all the chartfields 7/21/2009
Conversion Workshop depreciates, is that tied back to the tied to that asset’s cost, including Project ID. The Asset Management
original Project ID? Team is currently working with General Ledger Team to determine
impacts if a specific project is closed before the asset is retired.
133 6/18/2009 Asset Management (AM) Data Conversion Asset Management How is Tag Number not a required or key “Key field” just means that the field will be a unique identifier for a 7/21/2009
Conversion Workshop field? data row in SMART the database. Instead of Tag Number, PeopleSoft
will use Asset ID as a Key field. When an asset is loaded into Asset
Management during the conversion, an Asset ID will be assigned to it.
This is a system-assigned number that cannot be edited by end users.
The system will not require Tag Number; however, you should enter
the barcode/property number for your assets in this field for the
conversion.
134 6/18/2009 Asset Management (AM) Data Conversion Asset Management If there are other fields we find critical for Yes, report those as soon as possible. Communicate these to us 7/21/2009
Conversion Workshop the conversion but do not see in the file immediately by sending an email to SunflowerFMS@da.ks.gov.
layout, should we send them to you and Include ‘Conversion’ in the Subject line.
request them?
135 6/18/2009 Asset Management (AM) Data Conversion Asset Management If there is a predetermined list of There will be a process in place so we can have you update that 7/21/2009
Conversion Workshop Locations but we realize there is an information and add the new location to the “official list” before we
additional location that needs to be run the next mock conversion test cycle.
added, what is the process for that?
136 6/18/2009 Asset Management (AM) Data Conversion Asset Management If we don’t have 'In Service Dates' for our It would be better to put the date the asset was put in service, but if 7/21/2009
Conversion Workshop assets, can we use the date our agency you don’t have that information, the purchase date is acceptable.
purchased the asset?
137 6/18/2009 Asset Management (AM) Data Conversion Asset Management If we make improvements on an existing There are several ways that this could be handled. If the funding 10/1/2009
Conversion Workshop asset, how do we track that? Let’s say source was the same for both the original asset and the
we purchased an asset in 2007 and then, improvement, you could track this as one asset with one cost
two years later, we made improvements. amount. If the funding source was different for the original asset and
the improvement, you could track this as one asset with two cost
lines (See Question #155). In both these scenarios, there would be an
increase to the cost of the original asset and it would be depreciated
under the original depreciation schedule. Alternatively, you could
track the original asset and the improvement separately as two
assets. In this scenario, depreciation would be tracked separately for
each asset.
138 6/18/2009 Asset Management (AM) Data Conversion Asset Management Is there a field that will show the name of Yes, this is displayed in the Custodian field. 7/21/2009
Conversion Workshop the employee associated with the
EMPLID?
139 6/18/2009 Asset Management (AM) Data Conversion Asset Management Is there any capability within Asset There is a Mass Change Template defined for changing location and 10/1/2009
Conversion Workshop Management to do mass changes for custodian. However, any Mass Change should be done on an
custodians? exception basis and not part of normal day-to-day processing; access
has been restricted to Central only.
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140 6/18/2009 Asset Management (AM) Data Conversion Asset Management Is there the capability to change the Yes, the Location of an asset can be updated throughout its lifetime. 7/21/2009
Conversion Workshop location of an item throughout its A history of locations for each asset will be maintained in SMART.
lifetime? An asset may move from place
to place across the state.
141 6/18/2009 Asset Management (AM) Data Conversion Asset Management Is there the possibility to use the SHaRP No, we cannot load Position Number into the Employee ID field. 10/8/2009
Conversion Workshop Position Number instead of Employee ID? Position number and position titles are not available fields in Asset
Assets and equipment will typically stay Management.
with a position, not a specific employee.
142 6/18/2009 Asset Management (AM) Data Conversion Asset Management Is there unlimited sequencing for the Yes. The sequencing will allow for however many assets your agency 7/21/2009
Conversion Workshop numbering in the Interface ID fields? has, but the rule is that it has to be sequentially ordered. This number
sequence is for conversion program processing purposes only.
143 6/18/2009 Asset Management (AM) Data Conversion Asset Management Is VIN required? No, not every asset will be a vehicle. 7/21/2009
Conversion Workshop
144 6/18/2009 Asset Management (AM) Data Conversion Asset Management Our agency has no reason to track If you aren’t tracking depreciation internally within your agency now, 7/21/2009
Conversion Workshop depreciation internally. Our procedure central will continue to capture that data.
has always been to pass data to A&R. Will
more guidance be given if we have to do
this ourselves?
145 6/18/2009 Asset Management (AM) Data Conversion Asset Management Some of us have not been exposed to the If you have a data element that you think must be converted and do 7/21/2009
Conversion Workshop AM fields, were not in attendance for not see an equivalent field listed on the file layout that was
CRPs, etc. It would be helpful to know presented, let us know your concerns as soon as possible by sending
what fields are available in the module. an email to SunflowerFMS@da.ks.gov. Include ‘Conversion’ in the
Subject line.
146 6/18/2009 Asset Management (AM) Data Conversion Asset Management The physical number that is attached to a The physical number that is attached to an asset should be loaded 7/21/2009
Conversion Workshop piece of equipment doesn’t need to be into the Tag Number field during the conversion. For assets to which
reported anywhere, correct? you do not attach bar code labels but do have some type of unique
number that identifies the asset (e.g., for buildings), you should load
that property number in the Tag Number field. You can use the Tag
Number to retrieve the asset in SMART system after conversion so
you should load a meaningful number in this field. Additionally, this
property number should be loaded into the Conversion ID field during
the conversion for historical purposes.
147 6/18/2009 Asset Management (AM) Data Conversion Asset Management We use the same Tag Number for more The current configuration approach for Asset Management specifies 7/21/2009
Conversion Workshop than one asset in our agency. Does it that Tag Number must be unique within a Business Unit. The Asset
really need to be unique within the Management Team will consider this feedback and determine
Business Unit? whether we need to change this approach. If there will be changes to
this, we should be able to communicate them to you by the
beginning of July.
148 6/18/2009 Asset Management (AM) Data Conversion Asset Management What does ‘location’ refer to? It isn’t the The Location field refers to the physical location of the building in 7/21/2009
Conversion Workshop same as the chartfield location, right? which the asset resides.
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149 6/18/2009 Asset Management (AM) Data Conversion Asset Management What is ‘EMPLID’ for? EMPLID is the Employee ID of the person in SHaRP that is the asset’s 7/21/2009
Conversion Workshop custodian.
150 6/18/2009 Asset Management (AM) Data Conversion Asset Management When can we expect to have the final You should start planning your conversion and conduct your data 7/21/2009
Conversion Workshop version of the layouts so we can start mapping at this time, as this version of the layout is our current
planning our conversion? approved version. We hope that any changes will be minimal;
however, we can’t guarantee that the layout won’t change after this
date, especially with the number of questions that require follow-up
after today’s workshop. We will communicate any file layout
changes to you via standard emails that will be sent out from the
SMART Conversion/Interface Team every two weeks.
158 6/18/2009 Asset Management (AM) Data Conversion Asset Management When do assets have to be converted? They must be converted prior to the SMART go-live. 7/21/2009
Conversion Workshop
151 6/18/2009 Asset Management (AM) Data Conversion Asset Management When updating an asset’s location, do Yes, you “add a new row.” A history of locations for each asset will 10/8/2009
Conversion Workshop you add a new row in PeopleSoft? Will be maintained in SMART.
the history of locations be maintained
throughout the asset’s lifecycle?
152 6/18/2009 Asset Management (AM) Data Conversion Asset Management Will the Fund, Department ID, Program No, prior to this workshop, these fields were marked as "Required” in 10/8/2009
Conversion Workshop Code, and Budget Unit chartfields be the file layout. As a follow-up to the workshop, the Asset
required for assets during the Management Team has determined that these fields will no longer be
conversion? required for conversion.
153 6/18/2009 Asset Management (AM) Data Conversion Asset Management Will you consider leaving extra space forYes, a new field has been added to the end of the file layout. The 10/8/2009
Conversion Workshop agency use – 30 or so characters for eachnew field, named "Long Description" is 254 bytes long and is for any
agency to use at their discretion? additional information the agency wants to include in the conversion
file about the asset.
154 6/18/2009 Asset Management (AM) Data Conversion Chart of Accounts Do chartfields have to be populated with Yes, only valid values will be accepted. If invalid values are used for 10/8/2009
Conversion Workshop valid values? an asset in the conversion file, the asset will not process. These types
of errors will be identified during the mock conversion testing that
will be conducted prior to the real conversion.
155 6/18/2009 Asset Management (AM) Data Conversion Communication & What do you mean by “transaction lines This refers to the Interface Number and Interface Line Number that 7/21/2009
Conversion Workshop Terminology must be incremented properly”? will be used by the SMART conversion program for processing
purposes. Each asset sent in the conversion file should have a
sequential Interface Number (i.e.—1, 2, 3). The first cost/funding line
for each asset will have “1” in the Interface Line Number field. If
there are subsequent cost/funding lines, they should be incremented
sequentially (i.e.— 2, 3, 4).
156 6/18/2009 Asset Management (AM) Data Conversion Communication & When it says that the field length is It means that you can have eleven whole numbers before the 7/21/2009
Conversion Workshop Terminology ’11.4’, what exactly does that mean? decimal and four whole numbers after the decimal.
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157 6/18/2009 Asset Management (AM) Data Conversion Communication & Will the layouts from this meeting be These documents are posted located on the secure SMART website. 7/21/2009
Conversion Workshop Terminology emailed out? If you need access, email Ed.Payne@da.ks.gov.
120 6/18/2009 Project Costing (PC) Data Conversion Conversion Methods What conversion methods are available There are three modules that are related – Project Costing, Contracts 7/21/2009
Conversion Workshop for the different types of Projects and (which sets up billing for those with sponsors and grant money), and
Grants data? the Grants module (pre-award and post-award functionality).
Conversions for Contracts and Grants will be performed online by
agencies. The conversion for Project Costing can be done online or
via a file upload. You may decide since you’re already doing online
conversions for Contracts and Grants, that it is easier to do them all
online.
121 6/18/2009 Project Costing (PC) Data Conversion Conversion Methods Will a lot of this be done through Excel? It will be a flat file, not an Excel file. We will provide a specific format. 7/21/2009
Conversion Workshop Will conditional formatting be a part of Each agency will populate the file in the format supplied. Edits will be
the files so that specific valid values will performed on the data in the file, and invalid values will error. It is
be allowed – will it be built to be that the agency’s responsibility to cleanse the data. Required data
detailed? cleansing tasks will be identified during the mock conversion test
cycles.
122 6/18/2009 Project Costing (PC) Data Conversion Mapping Is data mapping necessary to prepare for Yes, it is. The file includes columns that can be used for data 7/21/2009
Conversion Workshop conversion? mapping, which is the process of mapping your fields to SMART
fields. You should begin mapping your data elements to the SMART
system data elements at this time if you are planning to convert via
the file upload option.
123 6/18/2009 Project Costing (PC) Data Conversion Projects and Grants After everything has been uploaded, will Yes, you can go into the online system and make any necessary 7/21/2009
Conversion Workshop changes be allowed? Can you go into the updates – you can change the status, end date, etc.
system online and make those
corrections if possible?
124 6/18/2009 Project Costing (PC) Data Conversion Projects and Grants Can you clarify the descriptions for Start Transactions, such as purchase orders and vouchers, which are 7/21/2009
Conversion Workshop Date/End Date in the file layout? entered into SMART referencing the Project ID, must be within the
project’s Start Date/End Date. We will update the description in the
file layout so that it is clearer.
125 6/18/2009 Project Costing (PC) Data Conversion Projects and Grants Does the project have to have an end Yes. However, these can be updated online in SMART after the 7/21/2009
Conversion Workshop date? conversion if the end date changes.
126 6/18/2009 Project Costing (PC) Data Conversion Projects and Grants How many activities must a project have? Each project must have at least one activity. You can have more than 7/21/2009
Conversion Workshop one activity for a project.
127 6/18/2009 Project Costing (PC) Data Conversion Projects and Grants What does ‘STATUS’ apply to? The status is applied to both projects and activities. When you 7/21/2009
Conversion Workshop inactivate a project, all of the activities within that specific project
will also inactivate. A project will remain active until you change the
status to an inactive status. You can however, inactivate individual
project activities and the project will still be active. Activities in an
active project that were not specifically inactivated will still be active.
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128 6/18/2009 Project Costing (PC) Data Conversion Projects and Grants What is the difference between ‘BU’ (or Business Unit) is the agency code followed by two zeros. 7/21/2009
Conversion Workshop ‘DEPT_ID’, ‘BU’, and ‘SubType’? ‘DEPT_ID’ (Department ID) is a code for a department within an
agency. This code is prefaced with the agency ID. Subtype is a field on
the CONTROL record—agencies can send the name the
agency/source system producing the conversion file in this field.
129 6/18/2009 Project Costing (PC) Data Conversion Testing If bad data is sent during conversion, how The conversion process will be practiced several times during the 7/21/2009
Conversion Workshop will it be corrected? mock conversion testing period. After the first testing cycle, you can
see what mistakes were made and what needs to be fixed.
106 6/16/2009 Accounts Receivable (AR) Data Conversion Customers Are state agencies going to be established Yes, State agencies will be pre-established as customers in SMART by 7/21/2009
Conversion Workshop as customers? If so, will agencies be pre- the Sunflower Project.
established in the system as so?
107 6/16/2009 Accounts Receivable (AR) Data Conversion Customers For customer information, what is the 'NAME1' can be used to track the primary description of the 7/21/2009
Conversion Workshop relationship between the ‘NAME1’ and customer. ‘NAME2’ can be used to track a sub-description within the
‘NAME2’ fields? entity or an additional description for the customer.
108 6/16/2009 Accounts Receivable (AR) Data Conversion Customers If you have multiple contacts within one For the system to recognize where one customer ends and the next 7/21/2009
Conversion Workshop customer and multiple phone numbers begins, use the row id field in a sequential order. ‘001’ indicates a
for one contact, how would you associate new customer, ‘002’ will allow for one or more addresses to be
the phone records? entered.
109 6/16/2009 Accounts Receivable (AR) Data Conversion Customers In the customer’s address record This field should be used to track the country code (e.g., USA) for the 7/21/2009
Conversion Workshop (XX_INTFC_CUST_ADDR), is customer’s address, whether the customer is inside or outside of the
‘COUNTRY_CODE’ only applicable to United States. The “Processing Rules” in the file layout will be
international codes? updated to reflect that. A valid list of country codes will be provided
when the SMART configuration values are made available to
agencies.
110 6/16/2009 Accounts Receivable (AR) Data Conversion Customers Is the ‘POSTAL’ field only applicable to No, it can be entered for addresses outside of the USA, too. 7/21/2009
Conversion Workshop addresses within the USA?
111 6/16/2009 Accounts Receivable (AR) Data Conversion Customers Most of the customer communications Yes, there is an email field for contacts. 7/21/2009
Conversion Workshop conducted by our agency are through
email. Will there be a field for email
addresses?
112 6/16/2009 Accounts Receivable (AR) Data Conversion Customers Our agency wasn't invited to the AR CRPs We can provide you with some screenshots of the pages used to 7/21/2009
Conversion Workshop and we haven't had any AR-related enter customer/contact information.
exposure in SMART so we aren't familiar
with how the customer entry pages looks Note: Screenshots of these pages are located in the documentation
in SMART. Is there anything we can do to tab.
catch up?
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113 6/16/2009 Accounts Receivable (AR) Data Conversion Customers What does ‘COLLECTOR’ mean? This field is used to denote that a customer has been put into 7/21/2009
Conversion Workshop collections. It is for reporting purposes only and will not trigger any
other actions in the system. The valid values for this field are SETOFF
and 3RDPARTY. These will be added to the file layout posted on the
SMART website.
114 6/16/2009 Accounts Receivable (AR) Data Conversion Customers What does the ‘CONTACT_FLAG’ field It is an information field where you can note whether this contact is 7/21/2009
Conversion Workshop indicate? internal (to the State) or external (outside of the State). This is for
reporting purposes and will not trigger anything in the system to
happen as a result of the value entered in this field. If left blank, the
system defaults ‘E’ (external).
115 6/16/2009 Accounts Receivable (AR) Data Conversion Customers What will be the customer types that can There will be specific values that can be sent into the 7/21/2009
Conversion Workshop be inputted into SMART? ‘CUSTOMER_TYPE’ field. They are: F (FEDGOV), S (STATE), L
(LOCGOV), and O (OTHER). These will be added to the file layout
posted on the SMART website. Also, as decisions are made regarding
valid values for other fields, the file layouts will be updated with this
information.
116 6/16/2009 Accounts Receivable (AR) Data Conversion Customers When will the valid values for specific The SMART Financials Team is currently defining the configuration 7/21/2009
Conversion Workshop finance modules be available? values. The SMART Conversion Team will work with the Financials
Team to post these values as they are defined and approved.
117 6/16/2009 Accounts Receivable (AR) Data Conversion Customers Will there only be one phone number per You can establish multiple address lines for a customer, and each 7/21/2009
Conversion Workshop customer unless contacts are set up? address line can have its own phone number. However, you can only
input one phone number per address. The other alternative will be to
establish multiple contacts for a customer and add phone numbers
there. You can add multiple phone numbers for a contact (e.g.—
Business, Cell).
118 6/16/2009 Accounts Receivable (AR) Data Conversion Pending Items How will the funding/chartfield This will be determined by the Entry Type and Entry Reason provided 7/21/2009
Conversion Workshop information be converted for an open by the agency in the conversion file.
receivable?
119 6/16/2009 Accounts Receivable (AR) Data Conversion Pending Items If our agency is planning to use the online Yes. Agencies should determine how they will convert 7/21/2009
Conversion Workshop conversion method, do we need to notify customers/pending items into SMART. This decision should have
anyone? been communicated to the Sunflower Project via a survey that was
sent out on 06/02/09 regarding agency conversion plans. Agency
Primary Contacts were responsible for completing the survey by
06/15/09, which satisfies Agency Task ID 215. Please send an email to
sunflowerfms@da.ks.gov and include "Conversion" in the subject
line, if you still need to complete this task.
85 6/9/2009 June Monthly Interface Interface Auto Numbering Can agencies use current numbers and Yes, agencies have the option to provide their own Voucher ID values 7/8/2009
Meeting forgo changes to their numbering on the interface if desired (e.g. A00000001, B00000001 – use 8 alpha
schemes? numeric characters and no spaces). Also, if the Voucher ID field is left
blank, SMART will assign an automatic number. Similarly, if “NEXT” is
placed in the field, an auto number will also be generated.
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86 6/9/2009 June Monthly Interface Interface Auto Numbering What are SMART’s auto numbers? What Agencies can choose to provide a value of ‘NEXT’ in the Voucher ID 7/8/2009
Meeting sequence do agencies need to use? field in order to autonumber the Voucher ID value. SMART automatic
numbering starts at “1” and increases sequentially. Or an agency can
select a beginning number from which automatic numbering
increases sequentially. See Agency Task #AT_CAP197.
87 6/9/2009 June Monthly Interface Interface Data Transmission Are deposits put into the system as soon Non-Interfund receipts will only be posted daily following the State 7/8/2009
Meeting as they are run? Treasurer Office final approval and daily release as is the current
process. The timing for posting of Interfund receipts has not yet
been determined.
88 6/9/2009 June Monthly Interface Interface Data Transmission Are there any https uploads in SMART? No, unless it is a spreadsheet upload. 7/8/2009
Meeting
89 6/9/2009 June Monthly Interface Interface Data Transmission Do all agencies know how to test There should be at least one person per agency who has access to the 7/8/2009
Meeting connectivity to the mainframe? mainframe. This individual should be familiar with the file location
and must have mainframe access. Connectivity instructions will be
sent to interfacing agencies before monthly Interface Meeting on July
14th. During the monthly Interface Meeting on July 14th the
Sunflower Project will walkthrough the connectivity testing
instructions.
90 6/9/2009 June Monthly Interface Interface Data Transmission Is it planned that outbound interfaces will The schedule hasn't been set up, but certain interfaces will be 9/10/2009
Meeting happen at the same time as inbound required to run before others (i.e. INF02 voucher load before INF03
interfaces? outbound payment).
91 6/9/2009 June Monthly Interface Interface Data Transmission Will the INF44 interface run during the It is anticipated that INF44 will be ran more than once each day, 10/1/2009
Meeting day as well as nightly? however, the exact number of times during the day has not yet been
determined.
92 6/9/2009 June Monthly Interface Interface Deposit Can the payment ID entered on the No, payment IDs are not sequentially assigned. In choosing the ID, 7/8/2009
Meeting deposit be recorded as “NEXT”? some options include the check number or another identifier. The
Payment ID should be a unique identifier for this customer for this
one deposit.
93 6/9/2009 June Monthly Interface Interface Deposit What data should be placed in the fields If the field on the file is optional it is up to the discretion of the 10/1/2009
Meeting on the file if we receive a cash deposit? agency on whether they choose to populate data in the fields.
Required fields must contain valid data to successfully interface. It is
okay to put the customer’s name, date received, etc. for a cash
deposit if the data is valuable to the agency.
94 6/9/2009 June Monthly Interface Interface Interfaces How will the project know which Agencies have identified their interfaces (INFXX) in their Agency 7/8/2009
Meeting interfaces an agency is using? Confirmation Documents and in the project plans submitted to the
Project. If you are unsure that the project has your correct
information please contact your liaison.
95 6/9/2009 June Monthly Interface Interface Interfaces Why does the project need to know The project needs this information for milestone status tracking, test 7/8/2009
Meeting which interfaces an agency is using? planning, test scheduling, and test execution.
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96 6/9/2009 June Monthly Interface Interface Interfund If the transaction is billed as an interfund Generally, State agency customers should be paid via the Interfund 7/8/2009
Meeting is there a way that it won’t be paid as an process. However, there are certain quasi-agencies such as the
interfund? Can you choose if you want to Kansas Housing Resources Corporation (agency 175) that should be
use an interfund? Can you choose not to paid as a regular vendor resulting in issuance of a warrant or EFT.
pay with the option? Interfund transactions may be initiated on-line, using a flat file
interface or a spreadsheet upload. Origin code and Deposit Type will
identify a transaction as an Interfund.
97 6/9/2009 June Monthly Interface Interface Interfund Interfund uploads for deposits and There is an option for the nightly batch, but an Excel template, INF43 7/8/2009
Meeting payments are both run through the can be uploaded to SMART during the day by the end user.
nightly cycle, correct?
98 6/9/2009 June Monthly Interface Interface Interfund Is a separate load required for interfund No, both interfund and non-interfund receivables can be sent on the 7/8/2009
Meeting receivables and non-interfund same interface load.
receivables?
101 6/9/2009 June Monthly Interface Interface Interfund Is spreadsheet INF43 uploaded for us to This is not the template that you will receive. It is just the format of 7/8/2009
Meeting access? various fields you will see in the template for INF43.
99 6/9/2009 June Monthly Interface Interface Interfund Is the “CUST_ID” what ties out to the Yes, agencies will be defined as customers in the SMART system. The 7/8/2009
Meeting receiving and payment sides of the system provides setup to associate the customer to the vendor if
interfund transaction? they are the same entity.
100 6/9/2009 June Monthly Interface Interface Interfund Is the customer file going to be able to The customer “type” will be saved as “state customer" which will 7/8/2009
Meeting distinguish between customers which can identify the transaction as an interfund when that customer is used.
perform interfund transactions?
102 6/9/2009 June Monthly Interface Interface Interfund Is the vendor file download going to be The vendor file download does not contain any indicator that a 7/8/2009
Meeting able to distinguish between vendors at to vendor is a state agency or interfund vendor. On the customer side,
which ones can perform interfund the customer “type” will be saved as “state customer” which will
transactions? identify the transaction as an interfund when that customer is used.
103 6/9/2009 June Monthly Interface Interface Interfund Will SMART understand if the vendor is Yes, the origin of the interfund payment will identify the transaction 7/8/2009
Meeting paid through interfund and not warrant? as an interfund and no warrant will be issued. The system will
contain a field which will identify the type of transaction.
104 6/9/2009 June Monthly Interface Interface Mapping Is there a specific procedure for No, you can attach the documents to an email to 7/8/2009
Meeting submitting the data mapping documents sunflowerfms@da.ks.gov. Please enter Interface Data Mapping in
to the SMART project team? the subject line on the email.
105 6/9/2009 June Monthly Interface Interface Mapping What has to be unique, the Business Unit The key in the file is a combination of Business Unit and Voucher ID. 7/8/2009
Meeting or the Voucher ID? Agencies only need to worry about keeping Voucher ID’s unique
within their Business Unit.
73 5/20/2009 Change Agent Network Data Warehouse Ad Hoc Reporting When we create queries in the data Yes, they can be saved and you can run them again. 7/8/2009
Meeting #3 and Reporting warehouse, can we save them so we can
run them again?
74 5/20/2009 Change Agent Network Data Warehouse Data Warehouse Will data downloaded be available in the Yes. 7/8/2009
Meeting #3 and Reporting Data Warehouse?
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75 5/20/2009 Change Agent Network Data Warehouse Reports When will the standard SMART reports We have a preliminary list of 50 reports, but this list is evolving. We 7/8/2009
Meeting #3 and Reporting be announced? will have approximately 200 or more reports by the time we go live.
Some are delivered, some will be created. Layouts are available for
the delivered reports, not for the new ones yet. We will post the
preliminary list on the website.
76 5/20/2009 Change Agent Network Data Warehouse Reports Will there be a place agencies can obtain All existing SHaRP downloads will continue to be available after the 7/8/2009
Meeting #3 and Reporting and download the final bi-weekly implementation of SMART. In addition, we believe that the data
KPAYGL5C* files? How will we download contained on these downloads will also be available in the new Data
the KPAY286a files? Warehouse which is being implemented as part of the Sunflower
Project. Because these downloads contain data from multiple source
tables in SHaRP it may be easier to continue to obtain this
information from the downloads. However, after we have finished
our analysis of the Data Warehouse we will provide agencies with
information on the availability of this data in the warehouse. In
addition, SHaRP staff in the Department of Administration will also
provide recipients of these downloads with revised file layouts that
include changes being made to the Chart of Accounts as part of the
implementation of SMART.
77 5/20/2009 Change Agent Network Functional - Interfund How will SMART prevent agencies from One option being considered is that agencies such as KHRC that do 7/8/2009
Meeting #3 Accounts Receivable initiating interfund receivables from not keep funds in the State Treasury will not be setup as vendors.
agencies who do not keep funds in the This question is closely tied to details of the interfund process which
State Treasury? are still under consideration.
78 5/20/2009 Change Agent Network Functional - General Chart of Accounts Does the first three characters of the No, it does not. This is defined by agency. 7/8/2009
Meeting #3 Agency Use Chart Field have to be agency
number?
79 5/20/2009 Change Agent Network Functional - General Chart of Accounts You said that Index Code will be Index code is not needed in SMART to identify an expense or receipt. 7/8/2009
Meeting #3 eliminated. Since that is used to track Refer to the Chart of Accounts mapping your agency completed in
expenditures and receipts, how is this the Spring of 2009.
handled in SMART?
80 5/20/2009 Change Agent Network Functional - General Reports For standard month end reports, will they Yes, since transactions processed reflect modified accrual basis, the 7/8/2009
Meeting #3 now reflect the accrual basis vs. cash reporting on those transactions will reflect modified accrual basis,
basis? but not full accrual basis. STARS was cash basis. In order to report
from SMART on a cash basis there would need to be calculated
amounts removing the payables and receivables. And, if an agency
has no payables and receivables at the end of a month, cash basis will
be the same as modified accrual basis.
81 5/20/2009 Change Agent Network Functional - Projects Chart of Accounts Can the Project ID be a required field Yes, SMART can be configured such that Project ID is a required field 7/8/2009
Meeting #3 and Grants within an agency? within an agency. If Project ID is required within an agency this
means Project ID must be entered for every transaction of the
agency.
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82 5/20/2009 Change Agent Network Functional - Projects Chart of Accounts We have a fund with multiple CFDA Yes, in order to achieve the one fund/one CFDA approach there 7/8/2009
Meeting #3 and Grants numbers. We planned to track them by would need to be additional funds established.
Project ID. Do you mean that this fund
will need to be broken down in multiple
funds?
83 5/20/2009 Change Agent Network General Enterprise Communication & Who will the agency tasks/activities be Tasks and activities are sent to your agency’s Change Agents. The 7/8/2009
Meeting #3 Readiness Terminology sent to within the agency? When we contact list is posted on the Sunflower Project website – contact your
supply requested information, should we Agency Readiness Liaison with any updates. Our current approach to
expect a response from the SMART acknowledging receipt of information is to follow up only with
team? agencies who are delinquent in completing a task, when we have
questions about the response, or when your response includes a
specific question requiring follow-up. You may contact your Agency
Readiness Liaison with any questions about the information your
agency has submitted.
84 5/20/2009 Change Agent Network Interface Online Inquiry The inquiry screens that you have in the Yes, as long as the information is sent to SMART, the data will be 7/8/2009
Meeting #3 demo, (voucher, purchase order, etc.) will there for retrieval and inquiry.
these same inquiries be available
whether we data enter the information
to SMART or interface the data to
SMART?
7 5/19/2009 Interface Workshop Functional - Vendors Will all agencies share the same vendor Yes. 7/8/2009
Accounts Payable file?
8 5/19/2009 Interface Workshop Functional - General Configuration Will each agency have a separate Each agency will have its own GL and AP business units. 7/8/2009
business unit?
9 5/19/2009 Interface Workshop Interface Agency Tasks Who will perform the documentation The Interface and Finance Teams will collaborate to write the 7/8/2009
during the design phase? documentation for interface layouts and transmission protocols.
Agencies will document how their interfaces work and system
changes associated with SMART.
10 5/19/2009 Interface Workshop Interface Auto Numbering Can you use auto numbering for FEIN? FEIN is your Federal Employer Identification number, so you cannot 7/8/2009
use auto numbering for it. If we are talking about Vendor ID, we will
discuss those later. For vouchers, if you have your own numbering
scheme you can use that instead of auto-numbering.
11 5/19/2009 Interface Workshop Interface Auto Numbering How long does the voucher number need In general, it needs to be unique as long as it sits in the database. The 7/8/2009
to remain unique and when can we voucher table keys are Business Unit and Voucher ID only. That
restart renumbering vouchers using the means that all vouchers need to have a unique number.
same voucher id?
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12 5/19/2009 Interface Workshop Interface Auto Numbering What will happen if a voucher has the Online transactions will be and interfaced transactions can be auto 7/8/2009
same number as another because of auto- numbered or smart coded so there is the possibility of using the same
numbering? number. If an user enters a duplicate within the same agency then it
will cause an error and the voucher will kick out and must be
resolved. If a duplicate is provided in the interface file, only vouchers
with duplicate ID’s will result in an error, and the other vouchers will
be loaded into SMART. The voucher ID field is not a numeric field it is
alphanumeric.
13 5/19/2009 Interface Workshop Interface Auto Numbering Will each agency be able to assign its own The decision has been made to follow best practices and use auto- 7/8/2009
voucher numbers? The outbound layout numbering. However, if an agency prefers to use smart-coding for
shows the two fields above plus a their Voucher_ID, and pass that data as part of the interface, that is
VOUCHER_ID. Who assigned the acceptable.
VOUCHER_ID?
14 5/19/2009 Interface Workshop Interface Auto Numbering Will most people go with auto vs. smart We really do not know – we do not want to force people to go one 7/8/2009
numbering? way or other
15 5/19/2009 Interface Workshop Interface Batch Schedule What is UC4 software and how will it be UC4 is a batch process scheduling software that allows the interface 7/8/2009
used? processing, including dependencies, to be automated. UC4 will
mainly be used after go-live to schedule all batch processing,
including interfaces.
16 5/19/2009 Interface Workshop Interface Batch Schedule Will each agency know or be told their Yes, once the schedule is known, each agency will be notified of the 7/8/2009
interface schedule? schedules that affect them.
17 5/19/2009 Interface Workshop Interface Batch Schedule Will there be real-time interfacing? No, all interfaces will be run in batch at night. 7/8/2009
18 5/19/2009 Interface Workshop Interface Chart of Accounts At implementation what is the last A new set of object codes (accounts) are currently in development; 7/8/2009
character for accounts going to be used some will be eliminated and some will be added. Use the first digit
for at go-live? and length to begin coding. The last digit will be available to provide
a greater level of detail in certain codes, other professional services
for example will be 527900 and new more detailed services can be
added as 527901, 527902. These values will be determined by
project staff with input from agencies and will be controlled centrally.
20 5/19/2009 Interface Workshop Interface Chart of Accounts How will fund values be different on The idea would be to use same fund number for agencies who would 7/8/2009
those funds that track across agencies? use same fund. We will use different budget units to differentiate
appropriation control. An example, Medicaid federal fund where
four agencies currently share this federal funding; each agency uses a
different four digit fund number in STARS but will use a common four
digit fund number in SMART.
19 5/19/2009 Interface Workshop Interface Chart of Accounts Is Budget Reference going to tie to the No, many index codes in STARS correspond to one budget unit. Index 7/8/2009
existing index code? code points to budget unit in STARS. If 1:1, then they would be the
same value, otherwise they would not.
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21 5/19/2009 Interface Workshop Interface Communication & Does SMART require a header record? There can be some confusion regarding “header record.” In the 7/8/2009
Terminology current SMART system, “header record” refers to the parent record
for transactions that include both a parent and child relationship. It
does not refer to a record in the interface that contains statistics
about the file being transmitted.
PeopleSoft delivered processes requires that a “statistics record” be
included in the interface files. We are referring to those records as
“control records.”
22 5/19/2009 Interface Workshop Interface Communication & Does the CD contain the info necessary No, that is part of conversion. Additional information about Data 7/8/2009
Terminology for converting the assets piece? Conversion has been provided during the Data Conversion Workshop,
May 5.
23 5/19/2009 Interface Workshop Interface Communication & How will you notify us of interface We will post layout changes to the secure website as they become 7/8/2009
Terminology changes? available. A weekly communication from the Technical Team will
be sent to agencies (i.e. Primary Contact, Project Manager, Technical
Contact) outlining updates for that week. If there are no changes, no
communication will be sent.
24 5/19/2009 Interface Workshop Interface Communication & If my current system takes transaction The ongoing interface workshops will talk towards conversions but in 7/8/2009
Terminology codes and matches against account the meantime, you will need to find workarounds using surrogate
strings, how will I determine the values values.
for that comparison table?
26 5/19/2009 Interface Workshop Interface Communication & What does “approved status” on the “Approved” means that the interface has been approved to be built. 7/8/2009
Terminology interface list mean?
27 5/19/2009 Interface Workshop Interface Communication & What is "SQR", is it a data warehouse SQR is a programming tool provided with PeopleSoft. It can be used 7/8/2009
Terminology type of access? for processing files as well as creating reports. It is used extensively
in PeopleSoft and is referred to generically by the technical team.
SQR is not a data warehouse access tool.
25 5/19/2009 Interface Workshop Interface Communication & What is budget reference in the layout? It is called budget reference in the layout, but is used the same way 7/8/2009
Terminology we use budget units today.
28 5/19/2009 Interface Workshop Interface Communication & What is the difference between internal External interfaces will transmit files between SMART and Agencies. 7/8/2009
Terminology and external interfaces? Internal interface refers to data transfer between SMART and SHaRP.
29 5/19/2009 Interface Workshop Interface Communication & What resources are available to us? Project resources are available through office hours. If you have staff 7/8/2009
Terminology issues in your agency you need to resolve those within your agency.
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30 5/19/2009 Interface Workshop Interface Communication & What’s the difference between Interface The terms ”Technical Design” and “Detailed Design” are 7/8/2009
Terminology Technical Design and Detailed Design? interchangeable. On some Gantt charts in SMART presentations,
there were 2 different bars. Detailed Design, in those cases refers to
Detailed Design for the entire SMART solution. Interface Detailed
Design is scheduled to finish sooner than overall Detailed Design, to
help facilitate getting necessary information to the agencies as soon
as possible.
31 5/19/2009 Interface Workshop Interface Communication & Who was on the distribution list for the We distributed the email to technical project managers, primary 7/8/2009
Terminology configuration crosswalk? contacts and alternate primary contacts.
32 5/19/2009 Interface Workshop Interface Communication & Will there be an INF04 Vendor upload Yes, we will have a workshop with that as well. Agencies can use 7/8/2009
Terminology workshop? office hours for that if it is just one group.
33 5/19/2009 Interface Workshop Interface Communication & Will updates to the Interface Standards Updates to the Interface Standards and File Layouts will be posted to 7/8/2009
Terminology be posted on your web page? the web page and communicated in an email. We plan to provide an
update at least once each week, if there were changes to report.
34 5/19/2009 Interface Workshop Interface Communication & Will you post the SMART integration slide Yes, it will be online. 7/8/2009
Terminology online?
35 5/19/2009 Interface Workshop Interface Data Integrity Since there will be no business Yes, each agency will be responsible for the accuracy and integrity of 7/8/2009
validations, will SRS program systems their data.
need to perform edits on the interface
file prior to sending it to SMART?
36 5/19/2009 Interface Workshop Interface Data Transmission Is the process on how we access the DISC Agencies will log into the DISC mainframe thru their Core FTP login to 7/8/2009
mainframe changing? Presently we are retrieve their outbound interface files. This process has not yet been
given read only access to specific determined. It’s in the final stages and should be ready sometime in
mainframe DISC files. early June 2009.
37 5/19/2009 Interface Workshop Interface Error Processing Most of SRS payments through STARS Vendors can be updated online and interfaced back to systems; in 7/8/2009
error because of bad vendors. How will this case all vendors entered on-line must pass the standard set of
we address this potential error? edit checks. Alternatively, vendors can be created in agency systems
and interfaced to SMART, new vendor records must pass SMART edit
checks (i.e. required values in the required format.) The Finance
Team is still considering how vendor errors will be handled or
corrected.
38 5/19/2009 Interface Workshop Interface Error Processing Some payment errors occur when there When a transaction fails Budget Check in SMART, the status is set to 7/8/2009
is a lack of funding. When money is not passed. During the regularly scheduled nightly processing all
transferred to the fund then the transactions are again processed by Budget Checking. This will
transaction will be processed the next continue each night until the transaction passes Budget Checking.
night without a change to the actual
transaction on STARS. Will this be the Delivered PeopleSoft provides panels to view all transactions that
process in SMART or will the transaction have not passed Budget Checking.
be considered a Transaction Level Error
that needs to be retransmitted?
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39 5/19/2009 Interface Workshop Interface Error Processing What are the business rules for error There are two basic types of errors to consider when processing 7/8/2009
notification? Interface Files. There is a third type of error that’s part of the
accounting process and that is a Budgeting Error. That is not by
definition an Interface Error, as it relates to budgets and whether
transactions pass budget checking.
Business Rules for Error handling have not been developed at this
time. We plan to complete these rules by the end of the Build Phase,
September 2009.
40 5/19/2009 Interface Workshop Interface Error Processing When errors on the error log are The architecture details are not yet set, and should be available 7/8/2009
corrected, are they deleted? I am making during the build phase. The build phase begins soon and is due to be
the assumption that each agency will be completed by August 31.
responsible for their own errors as it is
now on STARS. But will this be a running The error handling processes have not yet been designed. We will
log that deletes off the items that are notify the agencies as soon as they have been designed. Should be
resolved or will it be on the list once and completed by August 2009.
it's then up to the agency to catch.
41 5/19/2009 Interface Workshop Interface Interface Layouts Agency code is composed of three (3) Positions 1 & 2 in the SMART interface file naming convention will 7/8/2009
alphanumeric characters. Positions 1 & 2 indicate the agency transmitting or receiving the interface file. An
will indicate the agency transmitting the example file name would be RV.TOSMRT.AP02XXX.N01.donn
interface file to SMART. Dept. of
Revenue has typically used RV - will that
remain the same? If Revenue is not
allowed to use “RV”, will SMART assign
agency codes to all agencies? (4.1 and
other areas)
42 5/19/2009 Interface Workshop Interface Interface Layouts How set in the stone are the interfaces? Since we are still in the design phase, some of the interface layouts 7/8/2009
could change. However these would be minor changes such as the
addition or deletion of a field. We will provide you with those
changes as they become available.
43 5/19/2009 Interface Workshop Interface Interface Layouts How will the sub-organization for the Sub-organization on the interface file name would be determined by 7/8/2009
agencies be designated and who will the agency if they have multiple internal agency systems that would
determine these? be interfacing the same type of file into SMART.
44 5/19/2009 Interface Workshop Interface Interface Layouts I did not see anything that looked like a Agencies cannot interface the “final payment” indicator into SMART. 7/8/2009
reference similar to the current “final Because it is not included on the interface, agencies would need to
payment” indicator. Does something like access the voucher after it is in SMART and access the final payment
that exist? indicator. The act of “liquidating” the encumbrance does not have a
GL impact; it only releases the encumbrance and restores budgetary
authority for the amount of the unused PO.
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45 5/19/2009 Interface Workshop Interface Interface Layouts Is there a field that we can use to carry a Use the payment message or invoice ID field on INF02, since it 7/8/2009
value all the way through the process and remains attached to the transaction through to INF03. Both are on
back to us? the header and not the individual line, so if you use them you will
have to have one line per vendor, which will translate to one header
per vendor. Both values will print on the advice to the vendor.
46 5/19/2009 Interface Workshop Interface Interface Layouts The inbound layout shows a VOUCHER_ID_RELATED allows agencies to relate an adjustment to a 7/8/2009
VOUCHER_ID_RELATED and previously processed voucher. This is used in the case of making an
VOUCHER_LINE_NUM as unique adjustment to a voucher and stores the 8-digit related voucher
identifiers. Will this be unique to the number. VOUCHER_LINE_NUM is a unique, sequential number
agency or statewide? provided for each voucher line and indicates the individual line
associated with a payment voucher.
47 5/19/2009 Interface Workshop Interface Interface Layouts What is the relationship between The Voucher data in PeopleSoft is maintained in several tables. The 7/8/2009
Voucher Header, Voucher Line, Voucher main tables are Voucher Header, Voucher Line and Voucher
Distribution and Single Payment Line? Distribution. The Voucher Header (one) is the parent table for
Voucher Line (many), with a one to many relationship. Each Voucher
Line (one) can have multiple Voucher Distributions (many).
1. The Voucher Header contains the general or overall information
for each Voucher.
2. The Voucher Line contains all the individual items that are being
paid.
3. The Voucher Distribution is where the accounting information or
ChartFields are stored for each Voucher Line. Each Voucher Line
can be charged to multiple ChartField combinations.
4. Single Payment (many) is a child of Voucher Header (one). Single
Payment line contains information that qualifies the transaction as a
Single Payment Voucher.
Single Payment Voucher– Interfaces with the SMART system but does
not have their information maintained in the SMART system.
48 5/19/2009 Interface Workshop Interface Interface Layouts Will the AP Vendor Download and Upload Yes. 7/8/2009
be replacing the State Vendor File?
49 5/19/2009 Interface Workshop Interface Interface Layouts Will the voucher ID field be specific to the This field must be unique within its business unit. 7/8/2009
business unit and accounting date?
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50 5/19/2009 Interface Workshop Interface Interfund Has a decision been made on interfunds The interfund solution using AP and AR functionality is currently 7/8/2009
and journal vouchers? being designed around requirements that include: 1) AP and AR
transactions of each interfund will be associated, 2) the AP and AR
transactions be released to process in SMART in the same cycle, 3)
provide for spreadsheet upload and interface of transactions, 4)
provide for notification within and between AP and AR agency users,
5) user agencies able to see both sides of the transaction and 6) each
agency ability to control entry and approval of its side of the
transaction.
51 5/19/2009 Interface Workshop Interface Interfund Is INF44 the same interface for both Yes, INF44 will be used for both. 7/8/2009
regular deposits and interfund vouchers?
52 5/19/2009 Interface Workshop Interface Interfund Would it be good to have an interfunds- We can make that an agenda item on the June meeting or can we do 7/8/2009
specific meeting? it sooner. We will make this a takeaway.
53 5/19/2009 Interface Workshop Interface Mapping What about the mapping of fields Data mapping from current systems to SMART will not be provided 7/8/2009
between STARS and SOKI3+ with by the Sunflower Project Team. Each agency will need to work with
corresponding fields in SMART? their Functional experts to map this data.
54 5/19/2009 Interface Workshop Interface Mapping Who is responsible to map our current Each agency will map their systems to SMART. 7/8/2009
system files to the SMART system?
55 5/19/2009 Interface Workshop Interface Payroll Where is the payroll funding interface? SHaRP (payroll) interfaces apply to a limited number of agencies and 7/8/2009
will be addressed in a parallel effort, i.e. layouts and workshop to
discuss layouts. INF06 will be used to submit payroll charges (DA175)
and payroll adjustments (DA176). The decision regarding the use of
Dept of Administration clearing funds in SMART will be made as part
of the final technical design. If Dept of Administration clearing funds
continue to be used, the payroll transfer to the Dept of
Administration clearing funds (DA150) will also be made using INF06.
56 5/19/2009 Interface Workshop Interface Payroll Will payroll be a different format? No, there are some minor changes to Charts of Accounts, but nothing 7/8/2009
major.
57 5/19/2009 Interface Workshop Interface Schedule Have you gotten any feedback from We always said that there would be an eight to ten month period to 7/8/2009
agencies on whether September 1st is a build this system. There are 5 months for both sides' systems to drain
doable period? requirements. Development work will be done and test work will be
starting. It took awhile to get out COA and interface standards and
that sacrificed some of your timeline. But we still have a go-live at
fiscal yearend that cannot change and we need to strive to meet
those dates. We are looking for info on project plans to understand if
it is/isn't doable. We need to know if you are going to have a problem
meeting these dates. If you are, you need to let us know immediately
so that we can provide resources to help you.
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58 5/19/2009 Interface Workshop Interface Schedule Looking at the timeline, connectivity We do not expect connectivity to take two months, connectivity will 7/8/2009
seems rather simple and should only take only be checked off; if we move assembly forward, then agencies will
1 month; could assembly be moved have less build time. Connectivity testing does not compete with
forward? development; it should be done as a parallel process.
59 5/19/2009 Interface Workshop Interface Security Will security be assigned by central The decision has been made to administer all security centrally. After 7/8/2009
Administration agency or will all agencies maintain their go-live, this topic may be addressed again.
own security roles?
60 5/19/2009 Interface Workshop Interface Standards and File Are you putting anything into the output Yes, some fields in that layout will not be in the input file. In the case 7/8/2009
Formats file that is not in the input file? of INF02 and INF03, the outbound contains warrant information,
warrant number, date and status but refer to the layouts for the
complete list of fields.
61 5/19/2009 Interface Workshop Interface Standards and File Can the interface data be sent in XML No. The standard file format is ASCII, fixed width text file. 7/8/2009
Formats instead of a flat file?
62 5/19/2009 Interface Workshop Interface Standards and File Could you provide a list of valid "values" This information will be provided as it is known, and is due to be 7/8/2009
Formats for applicable fields? completed during the Build phase, i.e. over the next 2-4 months.
63 5/19/2009 Interface Workshop Interface Standards and File Do we need filler characters? Each field in an Interface file will be fixed length. The overall file will 7/8/2009
Formats be fixed length. If the data provided in any given field does not use
the allotted characters, then spaces are required to fill the unused
space.
64 5/19/2009 Interface Workshop Interface Standards and File How many Interfaces are outbound and As of this writing, there are 25 interfaces. 14 are inbound, and 11 7/8/2009
Formats how many are inbound? are outbound. Others are being considered. Over half the interfaces
are for central systems that agencies do not need to consider. Few
agencies will be using more than three or four. If agencies are unsure
which interfaces they should use please contact us.
65 5/19/2009 Interface Workshop Interface Standards and File Inbound files will be archived in the Once data from Interfaces has been processed into the SMART 7/8/2009
Formats archival directory for a period of time. production system, the files will be moved to an archive directory. It
What time frame is planned on for these has not yet been determined the length of time those archived files
files? If this time is less than one year, will be maintained. We hope to make that determination by the end
will the information from these files be of the Build Phase, September 2009.
accessible in the data warehouse?
Interface files will not be moved to the Data Warehouse. Only
transactions that reside in SMART and SHaRP will be moved to the
Data Warehouse.
66 5/19/2009 Interface Workshop Interface Standards and File Is “Voucher ID” alphanumeric? Yes. SMART voucher numbering can include alpha characters but the 7/8/2009
Formats batch load has to have an attribute that makes the IDs unique within
that group of IDs.
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67 5/19/2009 Interface Workshop Interface Standards and File We need the field description to specify Each field in an Interface file will be fixed length. The overall file will 7/8/2009
Formats for each field whether you want blanks or be fixed length. If the data provided in any given field does not use
zeroes. the allotted characters, then spaces are required to fill the unused
space. Based on the requirements we know today, there are no
interfaces that need to use zeros as place holders.
68 5/19/2009 Interface Workshop Interface Testing Do you plan for an assembly test, and will We want to see all files go through assembly tests, so, yes, we are 7/8/2009
all discrete files go through assembly planning assembly tests.
test?
69 5/19/2009 Interface Workshop Interface Testing If all conditions will be tested, from every Yes, everything should be built by then so that we can validate both 7/8/2009
file type, does the Project envision that our conditions and yours.
all systems in every agency will be
updated and built by September 1?
70 5/19/2009 Interface Workshop Interface Testing If I have 10 users uploading a type of file, No; we only need one file of each type from a system to make the 7/8/2009
will we need to process all those complete trip, not a file from each user that uses that system.
through?
71 5/19/2009 Interface Workshop Interface Testing Is connectivity test for all files that areNot all files will go through connectivity testing, it is just to see if you 7/8/2009
going to be uploaded? can transfer files and make sure a transfer between "point a" and
"point b" is successful. It will help to remove barriers such as firewalls
and IP addresses.
72 5/19/2009 Interface Workshop Interface Testing Will the https uploads be available during Yes. 7/8/2009
assembly test?
1 1/22/2009 Change Agent Network General Enterprise Agency Tasks How will agencies be notified when there Details of how agencies will be notified will be shared at Change 7/8/2009
Launch Readiness are changes to the Agency Task List? Agent Network Meeting #2 (3/26/2009). For now, rest assured that
any changes will be communicated to all Change Agents.
2 1/22/2009 Change Agent Network General Enterprise Agency Tasks How will completion of tasks on the Completion of tasks will be monitored both informally and formally. 7/8/2009
Launch Readiness Agency Task List be monitored? Informal monitoring is handled by Agency Readiness Liaisons during
their regular contacts with Change Agents. Formal monitoring is
conducted on a regular basis via Readiness Assessments and other
surveys.
3 1/22/2009 Change Agent Network General Enterprise CAN Meetings Since many agencies face budget The Sunflower Project began testing web conferencing capability 7/8/2009
Launch Readiness restrictions which limit their staff's ability prior to the Change Agent Network Launch. We anticipate that
to travel, will remote attendance be an alternatives to in-person attendance will be available for remote
option at future Change Agent Network agencies in time for Change Agent Network Meeting #2 (3/26/2009).
Meetings? Details will be communicated as they become available.
4 1/22/2009 Change Agent Network General Enterprise CAN Meetings When will dates of future Change Agent Projected dates for all Change Agent Network Meetings are included 7/8/2009
Launch Readiness Network Meetings be published? in the Agency Task List. As soon as critical logistics for each meeting
are confirmed, the Sunflower Project will publish the confirmed
meeting date, time, and location.
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5 1/22/2009 Change Agent Network General Enterprise Readiness What is a Readiness Assessment? A Readiness Assessment is a tool the Sunflower Project uses to help 7/8/2009
Launch Readiness Assessment evaluate each agency's level of readiness for SMART implementation.
Readiness Assessments are deployed periodically in the form of
online surveys. Although they may need assistance from others at the
agency, the Agency Primary Contacts are responsible for ensuring
each Readiness Assessment is completed in its entirety and on
schedule.
6 1/22/2009 Change Agent Network Training Schedule Sunflower Project training activities occur Best practices show it is best to provide training 'just in time' for the 7/8/2009
Launch right in the middle of fiscal year-end implementation of a new IT system. In order to be effective certain
activities (April 2010 to June 2010) when training activities must be conducted immediately prior to SMART go-
agencies are busy with other tasks. Why live, which coincides with the start of the fiscal year. However, the
is this, and has the project considered project will take steps to minimize the impact, such as working with
alternatives? agencies to schedule staff involved in year-end activities for earlier
training sessions.
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Status Team FAQ? Category
Closed Agency Readiness Yes Cutover
Open Central Systems No Data Conversion
Decision TBD FIN - General Candidate Data Warehouse and Reporting
FIN - AM Functional - Accounts Payable
FIN - AP Functional - Accounts Receivable
FIN - AR Functional - Asset Management
FIN - GL Functional - General
FIN - PC Functional - General Ledger
FIN - PO Functional - Projects and Grants
Leadership Functional - Purchasing
Reporting Functional - Time and Labor
Technical General Enterprise Readiness
Training Interface
Post Go-Live
Training
Sunflower Project Questions and Answers - Documentation
112a: Customer Information Page
112b: Customer Information Page
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Sunflower Project Questions and Answers - Documentation
112c: Contact Information Page
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