2009 05 05 DataConversionKickOff

Document Sample
2009 05 05 DataConversionKickOff Powered By Docstoc
					Sunflower Project
Data Conversion Workshop
May 5, 2009
Welcome & Introductions

 •   Dean Arzoian – Technical Team Manager, State

 •   Bruce Myers – Technical Team Manager, Accenture

 •   Ed Payne –Interface and Data Conversion Coordinator, State

 •   Nate Hill – Data Conversion Coordinator, Accenture

 •   Javier Gallegos – Data Conversion, Accenture




                                                                  2
Expectations
 •   At the end of today’s session you should have a better understanding of:
     •   Activities involved and project timeline for data conversion, and agency vs. project
         responsibilities
     •   What data will be converted
     •   How data conversion is accomplished and agency options
     •   Conversion file layouts
     •   Conversion test approach
 •   This session will not include presentation of detailed conversion layouts
 •   Detailed conversion layouts are being finalized and will be provided to
     agencies in approximately 2 weeks
 •   Subsequent sessions will be held to review each of the detailed
     conversion approach for assets, accounts receivables, purchasing,
     grants, projects and contracts




                                                                                                3
Converting into SMART
Meeting Overview and Agenda
 •   Outline the processes that will be used to convert data to SMART
 •   Describe data being converted to SMART
 •   Provide an overview of data conversion for SMART functional areas
 •   Identify activities and steps necessary for your agency to convert data
     to SMART
 •   Review the timeline of activities




                                                                               4
Converting into SMART
What Is Data Conversion?
 •   One-time load of data into the SMART system for agency systems
     • Transactional Data: Transactions open at cutover to the SMART
       system
     • Master Data: Data supporting transaction processing, such as
       Customers
How Is It Accomplished?
 •   File Upload: Loading data sets provided in defined formats, such as
     flat file extracts or Excel templates, through upload processes
 •   Online: Data entry directly into the SMART system for low volume
     and/or complex data sets




                                                                           5
Converting into SMART
What Data Is Being Converted into SMART?

  Agency Conversions               Central Conversions
  • Assets                         •   Vendors
  • Open Purchase Order Balances   •   Bidders
  • Purchasing Contracts           •   GL Balances
  • Open Grants, Projects, and     •   Deposits/Receipt Vouchers
    Contracts                      •   Interfund Vouchers
  • Open Receivables               •   Other Encumbrances
  • Customers                      •   Open Vouchers




                                                                   6
Converting into SMART using the
Upload Process
Data Upload Conversion Approach
 •   Conversion File Formats
     • File-based: File standards will be provided for automated
        conversions with file structure, record/field length and field
        descriptions for mapping.
     • Excel-based: Excel data entry templates will be available for some
        conversions
 •   File Submission: For data security, preferred method of submission
     to the Sunflower Project is via secure FTP (SFTP).
 •   Processing and Error Reporting: Conversion files will be processed
     by Sunflower team and reports will be provided detailing issues to be
     resolved in source data.
 •   Data Cleansing: Agencies responsible for cleansing data in source
     systems based on error reports.

                                                                             7
Converting into SMART using the
Upload Process
 SMART Responsibilities                        Agency Responsibilities
 • Provide conversion approach, and          • Map Existing Systems to SMART Data
   guidelines for converting data into SMART

 • Provide file standards and data entry       • Design and build processes for extracting
   templates for conversion                      data from current systems, or populate
                                                 data entry templates where available

 • Coordinate conversion testing activities    • Transfer files to Sunflower Team
                                                 according to testing schedule
 • Process files, provide conversion reports   • Participate in mock conversion test cycles
   and perform data validation.
 • Provide technical and functional support    • Review conversion reports and perform
   on SMART system                               data validation, resolve defects and
                                                 resubmit files
                                               • Perform data cleansing



                                                                                              8
Converting into SMART using the
Upload Process
Upload Conversion Approach – File Layouts & Mapping
 •   File Layouts define the format for mapping and data submission




                                                                      9
Converting into SMART using the
Upload Process
Upload Conversion Approach – Data Entry Templates
 •   Templates provide a method of data entry for upload




 •   Data must be entered in fields with correct formatting and meet field
     length requirements


                                                                             10
Converting into SMART using the
Online Process
Online Data Conversion Approach
 •   Purpose: Provide method of data conversion for smaller and/or
     complex data sets.
 •   Timing: Online conversions will take place prior to go-live of the
     SMART, in June 2010. Some may take place after go-live, depending
     on processing needs.
 •   Method: Enter data directly into SMART system based on paper
     documents, reports, queries or direct access to agency systems.




                                                                          11
Converting into SMART using the
Online Process
 SMART Responsibilities                   Agency Responsibilities

 • Provide conversion approach and        • Provide the necessary legacy data
   guidelines for converting data into      sources (documents, reports,
   SMART                                    queries, system access)

 • Provide instructions for online data   • Coordinate resources for data entry
   conversion                               during cutover period

 • Coordinate system access and           • Perform data entry into the SMART
   security settings                        System


 • Provide data entry support




                                                                                  12
Converting into SMART
Meeting Overview and Agenda
 •   Outline the processes that will be used to convert data to SMART
 •   Describe data being converted to SMART
 •   Provide an overview of data conversion for SMART functional areas
 •   Identify activities and steps necessary for your agency to convert data
     to SMART
 •   Review the timeline of activities




                                                                               13
Converting into SMART
What Is Not Being Converted into SMART?
 •   Historical or closed transactional data
 •   Direct loads into the Data Warehouse
 •   Agency vendors




                                               14
Converting into SMART
Agency Conversions
SMART – Asset Management
                                           Asset (CNV009):
                                           Conversion of fixed asset information, including
                                           financial and physical attributes, such as original
                                           cost, categorization and description.

    Agencies are encouraged to load all fixed assets into SMART so that
    agency assets are in a single system. Agency assets do not need to meet
    the $5K threshold. Any assets such as laptops, PDAs, can be managed
    and tracked in SMART.

  Asset Conversion Method:
  Upload: Assets will be converted by submitting asset data extracts in the file format for upload into
  SMART. A data entry template will be provided for low-volume data sets.




                                                                                                          15
Converting into SMART
Agency Conversions
SMART – Accounts Receivable
                                           Customers (CNV003):
                                           Load of customer definitions, addresses and
                                           contact information.

                                           AR Pending Items (CNV012):
                                           Load of receivables items open at cutover to
                                           SMART system.



  AR Conversion Methods:
  Upload: Customers and pending items can be converted by preparing a flat file in the defined format
  for upload into SMART.

  Online: For agencies with low data volumes customers and pending items may be converted manually
  in SMART prior to or after go-live.




                                                                                                        16
Converting into SMART
Agency Conversions
SMART – Purchasing
                                                Purchase Order (CNV007):
                                                Load balances of open purchase orders at
                                                cutover to SMART.
                                                Purchasing Contract (CNV008):
                                                Load of open agency contracts not in
                                                Procurement Manager Plus.




  Purchasing Conversion Methods:
  Upload: Purchase orders can be converted by preparing a flat file in the defined format for upload into
  SMART. All data required for purchase order conversion isn’t available in STARS. More details will be
  provided at Purchasing conversion workshop.

  Contracts will be converted using an Excel data entry template, to be uploaded into SMART.
  Online: For agencies with low data volumes purchase orders may be converted manually in SMART
  prior to go-live.
                                                                                                            17
Converting into SMART
Agency Conversions
SMART – Grants
                                          Grants (CNV005):
                                          For agencies using the Grants module,
                                          conversion of proposals and awards. Associated
                                          projects and contracts will be generated using
                                          system functionality.




  GM Conversion Methods:

  Online: Grants will be converted through data entry into SMART prior to cutover on July 1, 2010




                                                                                                    18
Converting into SMART
Agency Conversions
SMART – Projects and Contracts
                                             Projects (CNV006):
                                             Load of project and project activity definitions for
                                             projects not tied to grants, or grant-related
                                             projects for agencies not using the Grants
                                             module
                                             Contracts (CNV013):
                                             Creation of contract definitions for reimbursable
                                             projects to generate customer billing


  Project and Contract Conversion Methods:

  Upload: Projects can be converted by preparing a flat file in the defined format for upload into SMART


  Online: For agencies with low data volumes, projects may be entered online in SMART prior to go-live.
  Contracts will be converted manually for reimbursable projects in SMART prior to or after go-live,
  depending on Day 1 billing requirements.


                                                                                                           19
Converting into SMART
Meeting Overview and Agenda
 •   Outline the processes that will be used to convert data to SMART
 •   Describe data being converted to SMART
 •   Provide an overview of data conversion for SMART functional areas
 •   Identify activities and steps necessary for your agency to convert data
     to SMART
 •   Review the timeline of activities




                                                                               20
Converting into SMART
Key Data Conversion Activities & Timeline

Sunflower Project Timeline




                                            21
Converting into SMART
Key Data Conversion Activities & Timeline

Sunflower Project Timeline – Map Data




                                            22
Converting into SMART
Key Data Conversion Activities & Timeline
Sunflower Project – Map Data
  Key Activities & Responsibilities:
  SMART                                Converting Agencies
  • Provide SMART conversion           • Attend conversion kick-off meeting
    standards and instruction          • Identify conversion needs
  • Conduct detailed conversion        • Review conversion standards
    workshop meetings                  • Plan conversion activities depending on
  • Provide support                      the conversion method chosen
                                       • Respond to survey to provide
                                         conversions plan to Sunflower Team
  Key Dates:
  Dates        Activity/Milestone
  5/05/2009    SMART Conversion Workshop & Kick-off

  5/15/2009*   Conversion File Standards posted on SMART website


                                                                                   23
Converting into SMART
Key Data Conversion Activities & Timeline

Sunflower Project Timeline – Extract Data




                                            24
Converting into SMART
Key Data Conversion Activities & Timeline
Sunflower Project – Extract Phase
  Key Activities & Responsibilities:
  SMART                                   Converting Agencies
  • Build load processes and data entry   • Map data to SMART layouts
    templates                             • Design, build, unit test data extraction
  • Provide support                         processes or populate data entry
  • Unit test conversion processes          templates
                                          • Identify data issues and cleanse
                                            existing data

  Key Dates:
  Dates       Activity/Milestone
  6/5/2009    Data entry templates provided for conversions using templates

  7/16/2009   Data mapping checkpoint – submit data maps to Sunflower Team


                                                                                       25
Converting into SMART
Key Data Conversion Activities & Timeline

Sunflower Project Timeline – Testing




                                            26
Converting into SMART
Key Data Conversion Activities & Timeline

Conversion Test Approach
 Testing Phases for File Uploads
 • Unit Test: Stand-alone test of upload conversion processes using
    test data
 • Conversion Assembly Testing: Initial test with agency conversion
    files for automated upload conversions to “shake out” conversion
    programs and file transfer processes
 • Mock Conversion Testing: Three rounds of conversion testing for
    automated upload conversions
 • Dry Run Test: Mock deployment of SMART system involving all
    steps of system roll-out, including conversion




                                                                       27
Converting into SMART
Key Data Conversion Activities & Timeline
Sunflower Project – Test Phase
  Key Activities & Responsibilities:
  SMART                                   Converting Agencies
  • Process conversion files into SMART   • Submit test files to Sunflower Team
    test environment                        according to schedule
  • Perform data validation and           • Review conversion reports
    reconciliation                        • Resolve data extract defects
  • Return conversion reports             • Perform data cleansing
  • Fix conversion process defects
  • Provide support                       • For online conversions, begin resource
                                            planning and data preparation

  Key Dates:         Date                 Activity/Milestone
                     9/18/2009            Provide files for assembly test
                     11/6/2009            Provide files for Mock 1 test
                     1/18/2010            Provide files for Mock 2 test
                     3/5/2010             Provide files for Mock 3 test
                     4/30/2010            Provide files for Dry Run test
                                                                                     28
Converting into SMART
Key Data Conversion Activities & Timeline

Sunflower Project Timeline – Deploy




                                            29
Converting into SMART
Key Data Conversion Activities & Timeline

Sunflower Project Timeline - Deploy
  Key Activities & Responsibilities:
  SMART                                   Converting Agencies
  • Create and communicate                • Stop data entry in to be
    deployment plan                         decommissioned systems
  • Execute conversion into SMART         • Provide final conversion files
    production environment                • Review conversion results and identify
  • Facilitate online conversion            post go-live clean-up tasks, if necessary
                                          • Perform online conversion activities

  Key Dates:
  Date         Activity/Milestone
  June 2010    Stop data entry in to be decommissioned systems
  June 2010    Submit final conversion files according to deployment schedule
  June 2010    Perform online conversions according to deployment schedule

  7/1/2010     SMART system go-live
                                                                                        30
Converting into SMART
Support, Contact Information and Reference Information

Reference Material and Contact Information:
  •   Office Hours
      • Tuesdays and Thursdays, 9am to 10am, 10am to 11am
      • Wednesdays 2pm to 3pm, 3pm to 4pm
  •   Website
      • http://www.da.ks.gov/smart/
  •   Email
      • sunflowerFMS@da.ks.gov – Include ‘Conversion’ in subject line




                                                                        31
Next Steps

Activity                                                       Date
Agencies: Respond to Data Conversion Survey                    May 2009
    • What conversions your agency is planning
    • The expected volume of data
    • Used in planning and for coordination in future phases
Agencies: Register for Module Conversion Workshops             May 2009
SMART: Publish File Standards                                  May 15th, 2009

Agencies: Review File Standards and Begin Mapping Data         May 15th, 2009

SMART: Publish Data Entry Templates                            June 5th, 2009

Agencies: Review Data Entry Templates                          June 5th, 2009

SMART: Conduct Module Conversion Workshops                     June 2009

Agencies: Attend Module Conversion Workshops                   June 2009



                                                                                32

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:25
posted:11/4/2012
language:English
pages:32