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					                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received         Source              Category           Subcategory                       Question                                                     Answer
                                                                                                                                                                                                               Updated
 885     12/17/2009 December Monthly       Data Conversion      Testing               If there are errors with my file that are If the errors prevent us from loading the file (e.g., incorrect file            12/17/2009
                    Conversion Meeting                                                encountered during testing, when do we structure, critical errors), we will ask that the file be corrected and
                                                                                      submit a file with the corrected data?    sent back to us as soon as possible. However, in most cases,
                                                                                                                                feedback will be provided after we run the file for the mock
                                                                                                                                conversion and then we will ask that a corrected file be submitted
                                                                                                                                for the next mock conversion submission deadline date.

 884     12/17/2009 December Monthly       Functional - Asset   Asset Management      In the "Submission Checklist" that we are    Yes, the conversion files should contain all of the assets that your         12/17/2009
                    Conversion Meeting     Management                                 supposed to submit with our asset data       agency currently has and plans to convert as of the date the file is
                                                                                      entry templates, we are asked to verify      produced.
                                                                                      that the file contains all assets that we
                                                                                      plan to convert to SMART. If we acquire
                                                                                      assets later this fiscal year, can we
                                                                                      include them in future mock conversion
                                                                                      files?
 886     12/17/2009 December Monthly       Functional - Asset   Conversion            How should split-funded assets be            You should send one line for the asset in your conversion file. You          12/17/2009
                    Conversion Meeting     Management                                 handled in the assets conversion file        can make a note of the historical funding information in the
                                                                                      when the funds no longer exist?              DESCR_LONG field. If this scenario applies to your agency, please do
                                                                                                                                   not hesitate to contact the project for further guidance.

 883     12/17/2009 December Monthly       Functional - Asset   File Layouts          In the asset conversion file, what fund      Historical funds will not be added to the SMART chart of accounts            12/17/2009
                    Conversion Meeting     Management                                 code should be used for assets that were     for the purpose of data conversion. If a fund is not to be established
                                                                                      acquired with a fund that was valid at       as a valid value in SMART, it cannot be sent in the Fund field of your
                                                                                      the time of acquisition but that is no       assets conversion file. Since it is important to retain funding
                                                                                      longer a part of the chart of accounts?      information for historical reference purpose, you should include this
                                                                                                                                   information as a note in the Long Description field of your
                                                                                                                                   conversion file.
 854     11/17/2009 November Monthly       Data Conversion      Testing              If a conversion file is submitted by an       If time permits, we will run the files at the end of Mock #1.                11/17/2009
                    Conversion Meeting                                               agency after the time you are executing
                                                                                     a conversion file during Mock #1, will it
                                                                                     still be included?
 855     11/17/2009 November Monthly       Functional - Asset   Configuration Values The updated list of Asset Locations does      An updated list of Asset Locations was re-posted to the secure                12/3/2009
                    Conversion Meeting     Management                                not seem to be correct or complete. Can       SMART website on 11/19/09.
                                                                                     you check on this?
 856     11/17/2009 November Monthly       Functional - Asset   Conversion           When you mention "split-funded" assets,       Yes. In the asset conversion file, you can send multiple funding              12/3/2009
                    Conversion Meeting     Management                                are you referring to all of the chartfields   sources for the same asset. This is done by having two (or more)
                                                                                     in the conversion file (e.g., Fund, Budget    lines for the same asset in the conversion file. The Interface ID is the
                                                                                     Unit, Agency Use)?                            same for both lines; however, the Interface Line Number is
                                                                                                                                   incremented by one for each line (starting with 1, then 2, etc.). In
                                                                                                                                   each line, all of the attributes about the asset should be the same
                                                                                                                                   except the chartfields- those can be different. Chartfields include
                                                                                                                                   Fund, Budget Unit, Department, Program, Service Location, and
                                                                                                                                   Agency Use.
 869     11/10/2009 November Monthly       Functional -         Check                 What does the check design look like?        The design of the check is still in the design process.                      11/10/2009
                    Interface Meeting      Accounts Payable
 867     11/10/2009 November Monthly       Functional -         Check                When will the check configuration be          We do not anticipate that checks will be tested as part of interface         11/10/2009
                    Interface Meeting      Accounts Payable                          available?                                    testing. This will be part of system testing.
 876     11/10/2009 November Monthly       Functional -         Configuration Values Does VoucherID have to be unique              No, VoucherID must be unique for each business unit.                         11/10/2009
                    Interface Meeting      Accounts Payable                          across SMART?
7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                               Page 1 of 99                                                                                             Printed 11/21/2010
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
 ID    Date Received         Source             Category          Subcategory                        Question                                                   Answer
                                                                                                                                                                                                           Updated
 877     11/10/2009 November Monthly       Functional -       Configuration Values If we leave PYMNT_HANDLIND_CD blank           The default is associated to your business unit options and is set to      11/10/2009
                    Interface Meeting      Accounts Payable                        will it go to central mail? And if we don't   central mail. Any transactions that you want to be sent directly to
                                                                                   want it to go to central mail, can it go to   your agency will need the appropriate payment handling code value
                                                                                   the agency?                                   on the voucher.

 878     11/10/2009 November Monthly       Functional -       Configuration Values If you specify PAYMENT_METHOD as              If no bank information is listed in the vendor record, the                 11/10/2009
                    Interface Meeting      Accounts Payable                        ACH and the banking information is not        PAYMENT_METHOD = CHK (system check) will default in the
                                                                                   provided for the vendor, will this            transaction.
                                                                                   voucher error out?
 881     11/10/2009 November Monthly       Functional -       Configuration Values Why are we required to provide the            The system requires the routing number twice.                              11/10/2009
                    Interface Meeting      Accounts Payable                        routing number twice (in BNK_NBR_ID
                                                                                   and DFI_ID_NUM)?
 880     11/10/2009 November Monthly       Functional -       SpeedCharts          With a SpeedChart, do you have to             No, if the SpeedChart contains ALL the required chartfields then no        11/10/2009
                    Interface Meeting      Accounts Payable                        provide a voucher distribution line?          distribution line details are needed and will know which values to
                                                                                                                                 populate in voucher distribution lines based on the configured
                                                                                                                                 SpeedChart values. The SpeedChart values must be provided to the
                                                                                                                                 SMART team. The team is in process of configuring SpeedCharts in
                                                                                                                                 the system.
 868     11/10/2009 November Monthly       Functional -       Testing               Are checks being generated during            Checks will not be generated during interface testing. System              11/10/2009
                    Interface Meeting      Accounts Payable                         Interface testing?                           testing will test paycycle and checks will be generated.
 882     11/10/2009 November Monthly       Functional -       Vouchers              Can anyone use single pay vouchers?          Single pay vouchers can only be used for vendors that are not 1099         11/10/2009
                    Interface Meeting      Accounts Payable                                                                      reportable and single pay vouchers will bypass the setoff processes.
                                                                                                                                 If an agency plans to use single pay vouchers, please notify the AP
                                                                                                                                 team by sending an email to Sunflowerfms@da.ks.gov. These
                                                                                                                                 requests will be discussed with the Director of Accounts and Reports.

 870     11/10/2009 November Monthly       Functional -       Vouchers              If there are two vouchers for the same   The vouchers will be combined unless the user specifies to separate            11/10/2009
                    Interface Meeting      Accounts Payable                         vendor, will the checks be combined into them. To separate the payment, the user will need to flag the
                                                                                    one check or separate?                   voucher which indicates that it will be a separate payment.

 871     11/10/2009 November Monthly       Functional -       Vouchers              Will single pay vouchers to the same         No, vouchers to single pay vendors will not be combined.                   11/10/2009
                    Interface Meeting      Accounts Payable                         vendor be combined into one check?

 879     11/10/2009 November Monthly       Interface          Configuration Values Is there a way to provide banking             Yes, only for single pay vouchers. There is banking information on         11/10/2009
                    Interface Meeting                                              information in INF02?                         the single pay record of INF02.
 875     11/10/2009 November Monthly       Interface          Configuration Values What are the Subtype field                    Subtype is required on inbound interfaces, but not required on             11/10/2009
                    Interface Meeting                                              requirements?                                 outbound interfaces.
 861     11/10/2009 November Monthly       Interface          Configuration Values Why are some of the values found in the       If the fields in question do not have a related configuration              11/10/2009
                    Interface Meeting                                              file layout instead of being in the           document (because they are translated values), then we list the
                                                                                   configuration files on the secure             valid values on the layout as a general rule. The valid values for
                                                                                   website? Specifically, PYMNT_METHOD           INF44 PYMNT_METHOD are listed on the interface layout and we
                                                                                   on INF44.                                     will publish the configuration document for this field to the secure
                                                                                                                                 website. Going forward, we will keep the configuration values in the
                                                                                                                                 file layout if there are a few values, and will publish any
                                                                                                                                 configuration values for any fields with a configuration work unit
                                                                                                                                 referenced in the layout.
 874     11/10/2009 November Monthly       Interface          Data Transmission     Who do we send the names of the files        Send the file names to Sunflowerfms@da.ks.gov. This will ensure            11/10/2009
                    Interface Meeting                                               we placed on the mainframe?                  that all interface team members are notified that new files are on
                                                                                                                                 the mainframe.
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                                                                     Sunflower Project Questions and Answers
                                                                                                                                                                                                    Date Last
 ID    Date Received         Source             Category       Subcategory                   Question                                                    Answer
                                                                                                                                                                                                    Updated
 859     11/10/2009 November Monthly       Interface       Interfaces        Can you send the REX program to             Yes, if you would like a copy of the program, please contact                11/10/2009
                    Interface Meeting                                        agencies? This is the program for JCL       sunflowerfms@da.ks.gov and request a copy.
                                                                             scripts.
 860     11/10/2009 November Monthly       Interface       Interfaces        If our agency uses INF06, do we have to     No, INF06 and INF19 are not dependent on each other.                        11/10/2009
                    Interface Meeting                                        use INF19?
 858     11/10/2009 November Monthly       Interface       Interfaces        Will the agencies be able to send an        The interface team will still need to receive notification as there are     11/10/2009
                    Interface Meeting                                        INF02 file without notification and will    manual steps we need to run to create the payments. Please email
                                                                             they be processed automatically?            sunflowerfms@da.ks.gov with the file names. Even in production,
                                                                                                                         the pay cycle will run manually.


 865     11/10/2009 November Monthly       Interface       Security          How will the logons/security be handled    Access will not be the same as the production access. The purpose of         11/10/2009
                    Interface Meeting                      Administration    during the testing laboratory sessions?    the testing laboratory sessions is not to validate security as this will
                                                                                                                        be handled during system test.
 866     11/10/2009 November Monthly       Interface       Security          How will the security/access privileges    We can modify the role and copy it for the agencies. The Interface            12/3/2009
                    Interface Meeting                      Administration    be set up to make sure that the users in team will send out a logon for each user. At the end of the day, the
                                                                             the testing lab sessions are not accessing Interface team will make sure that the agency users have the
                                                                             areas that they won't have access to in    instructions/knowledge to enter online transaction for testing. The
                                                                             production?                                testing lab sessions only apply to interfacing agencies.

 864     11/10/2009 November Monthly       Interface       Testing           During Stage 6, would agencies be able   We can already do this at this stage. Please email us at                       11/10/2009
                    Interface Meeting                                        to coordinate with the interface team to sunflowerfms@da.ks.gov to request that we update a vendor and
                                                                             change the vendor data to see how the create a new INF01 file.
                                                                             change will interact with the system?

 857     11/10/2009 November Monthly       Interface       Testing           How often will the mini-batch be run        Files will be transferred from the mainframe to the UNIX server on a        11/10/2009
                    Interface Meeting                                        during interface test?                      daily basis. The job will also rename the agency files to .PROC on the
                                                                                                                         mainframe once the file has been processed and will generate the
                                                                                                                         log and error files that will also be on the mainframe. The entire
                                                                                                                         process will be automated. We are scheduled to rollout the mini-
                                                                                                                         batch to agencies in mid-December.

 862     11/10/2009 November Monthly       Interface       Testing           What is the time frame for Stage 6          Stage 6 testing runs from January 15th through March 15th. The               1/13/2010
                    Interface Meeting                                        testing when agencies will be able to       laboratory sessions are estimated to be held during this timeframe.
                                                                             access the online environment and do
                                                                             testing?
 863     11/10/2009 November Monthly       Interface       Testing           Who should attend the testing            Key functional lead people using General Ledger, Accounts                       12/3/2009
                    Interface Meeting                                        laboratory sessions? Would it be helpful Receivable and Accounts Payable should attend if your agency is
                                                                             for a technical person to attend these   interfacing. This is not training, but there will be some
                                                                             sessions as well?                        documentation to help your people enter/view data to validate the
                                                                                                                      interfaces. Technical staff are welcome to attend. The purpose to
                                                                                                                      attend would be to understand how the functional people are
                                                                                                                      correcting the errors. The testing lab sessions only applies to
                                                                                                                      interfacing agencies.
 872     11/10/2009 November Monthly       Interface       Testing           Will Operational Readiness Testing (ORT) Yes, to an extent, however there will be a separate load test as part          11/10/2009
                    Interface Meeting                                        include load/performance testing?        of the performance test effort to test the system.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                      Page 3 of 99                                                                                           Printed 11/21/2010
                                                                               Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
 ID    Date Received            Source               Category           Subcategory                     Question                                                     Answer
                                                                                                                                                                                                                Updated
 873     11/10/2009 November Monthly           Interface            Testing            Will the agencies see what the outbound       This interface is not an agency interface. SMART interactions with          11/10/2009
                    Interface Meeting                                                  ACH file will look like when they are         UMB will be tested during system test. Separate ACH files will be
                                                                                       interfaced to the bank to make sure that      created for each paycycle.
                                                                                       the data is valid? Will this be tested with
                                                                                       UMB?
 845       11/4/2009 Service Center Kick-Off   Functional -        Customers           Some agencies assess fees for the Setoff      Agencies will be set up as customers for all other agencies. Setoff          11/4/2009
                     Meeting                   Accounts Receivable                     program, will they need to be in there as     will be part of Agency 173 (Department of Administration) and will
                                                                                       customers?                                    not be an individual customer.
 844       11/4/2009 Service Center Kick-Off   Functional -        Deposit             How will the deposit be handled for           Currently, they go into SOKI once they receive notification from the         11/4/2009
                     Meeting                   Accounts Receivable                     those agencies that use ks.gov?               State Treasurers Office to break out the funding. In SMART, it would
                                                                                                                                     work the same as it does today. The agency would receive
                                                                                                                                     notification from STO. They would then do a Deposit Adjustment to
                                                                                                                                     enter the correct funding in SMART.
 843       11/4/2009 Service Center Kick-Off   Functional -        Training            Is there any way we can just take the         Yes. The pre-requisites for AR352: Creating and Maintaining                  11/4/2009
                     Meeting                   Accounts Receivable                     deposit portion of the Accounts               Deposits are just the basic 100- and 200-level web-based training
                                                                                       Receivable courses?                           required by all of the SMART courses. You are not required to
                                                                                                                                     complete the entire set of 300-level AR/BI courses.
 846       11/4/2009 Service Center Kick-Off   Functional - Asset   Asset Management   Can you enter assets into the Asset           Yes, it is required for assets over $5,000, but you can track assets for     11/4/2009
                     Meeting                   Management                              Management module if the value is less        your agency for those assets under $5,000.
                                                                                       than $5,000?
 849       11/4/2009 Service Center Kick-Off   Functional - General Workflow           Are the workflow workshops being held         No, a break for lunch will be provided, but each person is                   11/4/2009
                     Meeting                                         Workshops         12/3 and 12/8 providing lunch?                responsible for providing their own lunch.
 847       11/4/2009 Service Center Kick-Off   Functional - Projects Service Center    Is the Service Center going to process        Currently, the Service Center is not planning on processing Project          11/4/2009
                     Meeting                   and Grants                              Project and Grants transactions?              and Grants transactions. If agencies have this need, please let us
                                                                                                                                     know and we will evaluate.
 839       11/4/2009 Service Center Kick-Off   Post Go-Live         Service Center     Do you anticipate maintaining the             Yes, we want to let agencies focus on their missions.                        11/4/2009
                     Meeting                                                           Service Center indefinitely?
 837       11/4/2009 Service Center Kick-Off   Post Go-Live         Service Center     Do you have any idea of future costs for For the first year there is no cost to using the Service Center. We               11/4/2009
                     Meeting                                                           Service Center?                          will work with agencies in FY2012 on their budgets once we
                                                                                                                                understand the costs of maintaining the Service Center.
 853       11/4/2009 Service Center Kick-Off   Post Go-Live         Service Center     How much support is going to be          We will have a full service help desk available for agencies using                11/4/2009
                     Meeting                                                           available if we decide to do our own     SMART after go-live to meet their needs. WBT will be available as
                                                                                       data entry?                              needed. The training materials will always be available as a tool for
                                                                                                                                agencies.
 850       11/4/2009 Service Center Kick-Off   Post Go-Live         Service Center     Will any temporary service be offered by We would have to look at it on a case by case basis to make sure we               11/4/2009
                     Meeting                                                           the Service Center (i.e. employee is out had appropriate Service Center staffing.
                                                                                       for two weeks?)
 838       11/4/2009 Service Center Kick-Off   Post Go-Live         Service Center     Will the costs be a flat fee or cost per Historically we have computed fees using the transaction                         12/10/2009
                     Meeting                                                           transaction for the Service Center?      methodology, but with SMART it may be by module or a
                                                                                                                                combination of transaction by module. We will likely look at the
                                                                                                                                cost first by module.
 848       11/4/2009 Service Center Kick-Off   Training             Service Center     What if the agency does not use the      We will assess at the time, but training in some form will continue               11/4/2009
                     Meeting                                                           module now, but two years from now       after go-live.
                                                                                       we need training or we want the Service
                                                                                       Center to provide the services?

 851       11/4/2009 Service Center Kick-Off   Training             Training           Can WBT be stopped at any time and            Yes, not only can you complete each course based on your schedule,           11/4/2009
                     Meeting                                                           then resumed?                                 but the learning management system will "bookmark" your location
                                                                                                                                     in a WBT so that if you are interrupted, you can begin again where
                                                                                                                                     you left off.
7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                                Page 4 of 99                                                                                             Printed 11/21/2010
                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received            Source              Category          Subcategory                    Question                                                    Answer
                                                                                                                                                                                                            Updated
 840       11/4/2009 Service Center Kick-Off   Training           Training           How often will you offer instructor-led     Role Mapping will be our roadmap for training. The instructor-led            11/4/2009
                     Meeting                                                         training?                                   training schedule will be based on the attendance estimates
                                                                                                                                 provided by the role mapping results.
 841       11/4/2009 Service Center Kick-Off   Training           Training           Small agencies often have no time or        We understand the added risk to small agencies, which is why we              11/4/2009
                     Meeting                                                         staff backups to attend training. How       are offering the Service Center. Training is offered during the
                                                                                     will we get access to the system?           Legislative session, ILT will be during April through June. This is why
                                                                                                                                 we are offering the Service Center to provide smaller agencies the
                                                                                                                                 option to ease into access and work around your schedules.

 852       11/4/2009 Service Center Kick-Off   Training           Training           When is the majority of the training        The 100 and 200-level web-based training launches in March, 2010             11/4/2009
                     Meeting                                                         being held?                                 and remains open thereafter. The instructor-led training will start in
                                                                                                                                 April, 2010 and continue past go-live.

 836       11/4/2009 Service Center Kick-Off   Training           Training           Will there be instructor-led training after Yes, we will continue to offer instructor-led training (ILT), as needed,     11/4/2009
                     Meeting                                                         go-live?                                    past go-live. After, go-live the training courses will be re-evaluated
                                                                                                                                 to determine which will remain ILT and which will be converted to
                                                                                                                                 web-based training (WBT).
 842       11/4/2009 Service Center Kick-Off   Training           Travel & Expense   Does the employee need to attend            No, if the employee is not entering Travel & Expense data into               11/4/2009
                     Meeting                                                         Travel & Expense training if they are not SMART, they do not need to complete this training. Only individuals
                                                                                     entering into SMART, but Travel &           that enter into the system will need to complete training.
                                                                                     Expense is being entered centrally?

 808     10/28/2009 Change Agent Network       Data Warehouse     Reports            Is the same web link used to access the     Yes, the link is the same to access the data warehouse for SMART             11/2/2009
                    Meeting #6                 and Reporting                         Data Warehouse for both SMART and           and SHaRP information. Security access determines how much
                                                                                     SHaRP data? Is there security access        information the user can see. Our assumption is that HR staff will
                                                                                     with the Data Warehouse so that HR          only need access to HR data, but if they are granted a security role to
                                                                                     staff can be restricted to see only HR      financial data, then they will also be allowed to view financial data
                                                                                     information?                                within their business unit and DEPTID.

 802     10/28/2009 Change Agent Network       Data Warehouse     Reports            On the Reporting Survey Needs Analysis      The purpose of the reporting needs analysis is for agencies to focus        10/28/2009
                    Meeting #6                 and Reporting                         Document can the corresponding DAFR         on what information is needed instead of having the same report
                                                                                     report be listed by the new SMART           produced that agencies currently receive. Our goal with this
                                                                                     report that will replace it?                assignment is for agencies to think through from the perspective of
                                                                                                                                 which data elements you need for your financial reports and
                                                                                                                                 analysis. More data will be available in SMART compared to STARS.
                                                                                                                                 If agencies only request DAFR report clones they will miss the
                                                                                                                                 opportunity to utilize the additional information available with
                                                                                                                                 SMART reports.
 797     10/28/2009 Change Agent Network       Functional -       Travel & Expense   What does the "supervisor/reports to        This is the person who is the supervisor for the employee. This data        10/28/2009
                    Meeting #6                 Accounts Payable                      position" data element mean for travel      element is needed for workflow in the Travel and Expense module
                                                                                     and expense?                                for the approval process. More details will be discussed during the
                                                                                                                                 workflow workshops to be held in December. During these
                                                                                                                                 workshops an overview of workflow followed by break out sessions
                                                                                                                                 will provide details on the workflow process.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                              Page 5 of 99                                                                                           Printed 11/21/2010
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
 ID    Date Received         Source              Category            Subcategory                   Question                                                  Answer
                                                                                                                                                                                                        Updated
 801     10/28/2009 Change Agent Network   Functional -         Vendors            Our agency issues refunds every month.     There are two options for issuing these refunds. Since the                 10/28/2009
                    Meeting #6             Accounts Payable                        Sometimes these refunds are to the         individuals can be repetitive, they can be regular vendors in the
                                                                                   same individual. What method should        vendor table. They could also be single pay vendors and not be in
                                                                                   we use to process these refunds?           the vendor table. Either way, these individuals are not 1099
                                                                                                                              reportable, so either option is acceptable.
 803     10/28/2009 Change Agent Network   Functional - Asset   Conversion         If after go-live we find an error on an    Of the Asset Conversion data provided by the agency, only the              10/29/2009
                    Meeting #6             Management                              asset we converted, are there any fields   Conversion ID may not be changed using SMART functionality. As
                                                                                   that cannot be corrected in the Asset      part of conversion, the system will assign Asset ID which also may
                                                                                   Management module in SMART?                not be changed. Other conversion information may be corrected
                                                                                                                              using one of two processes; the appropriate process will depend
                                                                                                                              upon what data is to be corrected.

 796     10/28/2009 Change Agent Network   Functional - General Workflow           Can one person attend each of the break Yes, it is structured so that one person could attend all workflow            10/28/2009
                    Meeting #6                                  Workshops          out sessions for workflow workshop      sessions or if the agency had multiple employees attend, they could
                                                                                   sessions?                               each attend different sessions. Each Workflow Workshop will begin
                                                                                                                           with a general session on workflow that will be followed by four
                                                                                                                           breakout sessions on module specific workflow. Each breakout
                                                                                                                           session (AP, Travel and Expenses, PO and GL) will be repeated 4
                                                                                                                           times during the day.

 795     10/28/2009 Change Agent Network   Functional - General Workflow           Do we attend both days of the workflow The workshops are offered on 12/3/09 and 12/8/09 and are identical             10/28/2009
                    Meeting #6                                  Workshops          workshops or just pick one of the days to workshops. Employees only need to attend one day of the
                                                                                   attend?                                   workshops. The workshops are being offered on 2 different days to
                                                                                                                             accommodate schedules.
 805     10/28/2009 Change Agent Network   Functional - Projects Project Costing   The window for entering Project Costing The current time frame for on-line entry of Project Costing data is           10/29/2009
                    Meeting #6             and Grants                              data into the SMART system for time and 06/09/10 – 06/21/10 and the need to have these projects/activities
                                                                                   labor agencies does not seem adequate. available for use in Time & Labor is 06/23/10. We will re-evaluate
                                                                                   Is there any way we can have more time the time frame to see if online entry can begin prior to 06/09/10. If
                                                                                   to enter Project Costing data into SMART the time frame for online entry will not meet your needs, another
                                                                                   before go-live?                           option to get Project Costing data into SMART is to have the
                                                                                                                             uploaded via a flat file (INF22).

 804     10/28/2009 Change Agent Network   Functional - Projects Project Costing   Will there be an Excel spreadsheet         Yes, a spreadsheet template will be provided for online entry of           10/28/2009
                    Meeting #6             and Grants                              provided for online entry of Project       Project Costing data. This will be addressed during the November
                                                                                   Costing Data?                              Conversion Workshop on November 17, 2009.
 798     10/28/2009 Change Agent Network   Functional - Projects Time and Labor    We are a Time and Labor agency. Where      The Project ID is part of the combo code. It is listed as an optional      10/28/2009
                    Meeting #6             and Grants                              do we add the project ID to the agency     chartfield, but is required for time and labor agencies. Refer to the
                                                                                   spreadsheet?                               email from SunflowerFMS on 9/29/09 with the Excel attachment
                                                                                                                              named KAGYTL46 xxx ComboCode Spreadsheet Example.xls. The
                                                                                                                              Project ID is located in column AF (for Time and Labor agencies).

 809     10/28/2009 Change Agent Network   General Enterprise   Testing            How does an agency get to be part of the Project management/leadership will recommend agencies to the                 10/29/2009
                    Meeting #6             Readiness                               ‘acceptance testing’ phase?              Steering Committee based on certain criteria. The criteria will
                                                                                                                            include agencies decommissioning systems, time and labor agencies,
                                                                                                                            interfacing agencies, agencies with special scope requirements, as
                                                                                                                            examples. User Acceptance Testing is scheduled for the March/April
                                                                                                                            2010 timeframe and candidate agencies will be notified in January.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                           Page 6 of 99                                                                                          Printed 11/21/2010
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
 ID    Date Received         Source              Category           Subcategory                     Question                                                    Answer
                                                                                                                                                                                                           Updated
 806     10/28/2009 Change Agent Network   Interface            Testing             If there is no parallel processing planned, We have performance and integration testing planned. SHaRP and              10/28/2009
                    Meeting #6                                                      how will we confirm SMART interfaces        SMART, although integrated are two distinct software applications.
                                                                                    can all be processed in a timely manner? Each application has its own hardware, software and database. We
                                                                                                                                will conduct SHaRP performance testing, SMART performance
                                                                                                                                testing and SHaRP integration performance testing with SMART
                                                                                                                                transactions. We will thoroughly test the integration and interaction
                                                                                                                                between the systems for response time and batch processing.

 807     10/28/2009 Change Agent Network   Post Go-Live         Service Center      Will there be a charge for using the      There will be no fee for using the Service Center for the first year.         10/28/2009
                    Meeting #6                                                      Service Center?                           Fees for using the service center after the first year have not yet
                                                                                                                              been determined.
 799     10/28/2009 Change Agent Network   Training             Roles and           Are employees required to complete        Employees will need to complete two web-based training courses,                1/13/2010
                    Meeting #6                                  Responsibilities/   training to get view only security access GN101: Introduction to SMART and GN201: Introduction to
                                                                Security            in SMART?                                 Navigating in SMART, to gain view-only access. We also recommend
                                                                                                                              that employees complete the introductory web-based training
                                                                                                                              course(s) for the module(s) they will access. Additionally, any roles
                                                                                                                              with reporting access will be required to complete an additional
                                                                                                                              web-based training course, RP202: Introduction to Reporting in
                                                                                                                              SMART.
 800     10/28/2009 Change Agent Network   Training                                 Should new employees get trained on       This depends on your agency and your business needs and business              10/28/2009
                    Meeting #6                                                      STARS or wait for SMART training?         processes.
 788     10/21/2009 October Monthly        Data Conversion      Testing             Throughout mock conversion testing, do Please send the complete file of all the transactions that you plan to           10/21/2009
                    Conversion Meeting                                              we send a complete conversion file each convert for each mock conversion. This should include all the data
                                                                                    time or only the changes since the last   that was sent in the prior file submitted, as well as any new
                                                                                    time that a file was submitted?           data/transactions.

 789     10/21/2009 October Monthly        Data Conversion                          Have the due dates been established for A draft of the cutover plan has been established. This information              10/21/2009
                    Conversion Meeting                                              the final conversion files?             will be communicated by the project closer to deployment.

 791     10/21/2009 October Monthly        Functional - Asset   Asset Management    What is the definition of a leased asset?   A capital lease is treated as a financial asset. It has a lease term and    10/21/2009
                    Conversion Meeting     Management                                                                           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:
                                                                                                                                a) There is an ownership transfer at the end of the lease.
                                                                                                                                b) The lease contains a bargain purchase option (BPO).
                                                                                                                                c) The lease term is 75 percent or more of the asset life.
                                                                                                                                d) The present value of the minimum lease payment is 90 percent or
                                                                                                                                more of the fair market value of the asset.

                                                                                                                                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
 792     10/21/2009 October Monthly        Functional - Asset   Conversion          Are any changes expected to the asset       FASB 13.
                                                                                                                                At this time, we do not expect any changes to the template.                 10/21/2009
                    Conversion Meeting     Management                               data entry template before mock             Changes will only be made if necessary.
                                                                                    conversions?




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                             Page 7 of 99                                                                                           Printed 11/21/2010
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received         Source                 Category           Subcategory                    Question                                                    Answer
                                                                                                                                                                                                             Updated
 790     10/21/2009 October Monthly           Functional - Asset   Conversion        If we receive FY10 assets after the date     The assets will not be loaded by the conversion program if they are         10/21/2009
                    Conversion Meeting        Management                             the final conversion file is due, how will   received after the date the file is due. Agencies will enter the new
                                                                                     those assets be added in SMART?              assets online in SMART after the system goes live.

 794     10/21/2009 October Monthly           Functional - Asset   File Layouts      Can the Interface Line Number field be       No, that is not the intended purpose of this field. Multiple interface      10/21/2009
                    Conversion Meeting        Management                             used to denote parent-child                  lines can be sent for the same asset in order to denote multiple
                                                                                     relationships for asset conversion?          funding lines, not parent-child relationships.
 793     10/21/2009 October Monthly           Functional - Projects Conversion       Can we submit Excel files for project        No, the only options for this conversion are flat file and online entry.    10/21/2009
                    Conversion Meeting        and Grants                             conversion? Currently, the only options
                                                                                     are flat file and online entry for this
                                                                                     conversion.
 819     10/14/2009 Business Process          Functional -        Budget Check       Is budget checking in real time or a batch   Budget Checking is done in a batch process. Budget Checking for             10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    process?                                     Accounts Receivables and Interfunds will tentatively run every two
                    Interfund                                                                                                     hours.
 818     10/14/2009 Business Process          Functional -        Budget Check       What is budget checking?                     The system will look to see if you have funds available, enough cash        10/14/2009
                    Workshop - Deposits and   Accounts Receivable                                                                 and valid chartfield strings to process the voucher.
                    Interfund
 811     10/14/2009 Business Process          Functional -        Customers          If you determine your customer is also a     No, customers are agency maintained and vendors are centrally               10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    vendor, can you import that information      maintained. This information cannot be imported between modules.
                    Interfund                                                        from Accounts Payable to Accounts
                                                                                     Receivable?
 810     10/14/2009 Business Process          Functional -        Customers          Is there capability in SMART to create a     Yes, there is the ability to allow the system to auto-number                10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    numbering system to number individual        customers or have the agency smart number the customers.
                    Interfund                                                        customers?
 815     10/14/2009 Business Process          Functional -        Deposit            Once the State Treasurer's Office         No, there is a batch process that must occur before the funds are              10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    approves the deposit, are the funds       available. The State Treasurer's Office will approve the deposit and
                    Interfund                                                        immediately available?                    do a daily release which will trigger a batch process. The funds will
                                                                                                                               be available the following day.
 816     10/14/2009 Business Process          Functional -        Deposit            When we enter deposits today, we          Yes, if you are entering a miscellaneous deposit, you can do a direct          10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    reduce our expenditures. Will we still be journal payment. Instead of entering a revenue account, you will
                    Interfund                                                        able to do this with SMART?               enter an expense account.
 820     10/14/2009 Business Process          Functional -        Deposit            Will deposits be ran only once a day?     Yes, deposits will process at the end of every day.                            10/14/2009
                    Workshop - Deposits and   Accounts Receivable
                    Interfund
 824     10/14/2009 Business Process          Functional -        Interfund          Can you do an upload of vouchers or          Yes, you can upload interfunds with voucher (INF50) and deposit              1/13/2010
                    Workshop - Deposits and   Accounts Receivable                    deposits for interfunds?                     interfaces (INF43). The inbound deposit interface (INF44) and
                    Interfund                                                                                                     inbound voucher interface (INF02) is also available for interfacing
                                                                                                                                  interfunds.
 817     10/14/2009 Business Process          Functional -        Interfund          Can you initiate an interfund from both      Yes, an interfund can be initiated from either side of the transaction.     10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    the expenditure and receipt side?
                    Interfund
 823     10/14/2009 Business Process          Functional -        Interfund          Do we access both the Accounts Payable       Yes, the interfund page centrally ties you to those respective              10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    and Accounts Receivable module for           modules. However, you have to originate an interfund at the
                    Interfund                                                        interfunds?                                  interfund page.
 828     10/14/2009 Business Process          Functional -        Interfund          How are the voucher ID and deposit ID        The voucher ID and deposit ID are tied to the interfund on the              10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    numbers tied to the interfund?               interfund page. On the interfund page you can see both ID numbers
                    Interfund                                                                                                     (voucher and deposit).




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                              Page 8 of 99                                                                                            Printed 11/21/2010
                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received         Source                Category           Subcategory                    Question                                                   Answer
                                                                                                                                                                                                             Updated
 826     10/14/2009 Business Process          Functional -        Interfund          Is the interfund number the same as the    No. The interfund ID number and voucher ID number are not the                 10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    voucher number?                            same. The interfund number is a unique ID number statewide. The
                    Interfund                                                                                                   voucher ID number is unique by Business Unit/Agency.

 822     10/14/2009 Business Process          Functional -        Interfund          It is possible to attach an electronic     The interfund notification will open Outlook email. Once Outlook              10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    document to the interfund notification?    email is open, you can attach anything you would like.
                    Interfund
 831     10/14/2009 Business Process          Functional -        Interfund          Our agency reimburses another agency       You will continue to reimburse the agency using the interfund                 10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    for services (e.g., trash, dental,         process. The receiving agency may choose to use SMART's Billing
                    Interfund                                                        optometry). Presently, we initiate an      and Accounts Receivable modules to generate bills and track the
                                                                                     interfund to reimburse these               balance due. However, this does not affect the process you use to
                                                                                     expenditures. With SMART, will this be     make the payments.
                                                                                     done using the Billing and Accounts
                                                                                     Receivable modules?
 825     10/14/2009 Business Process          Functional -        Interfund          When does the notification to the        The initiating agency must choose to send a notification. This can              10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    reciprocating agency occur?              occur at any point during the transaction process before the
                    Interfund                                                                                                 interfund is completed.
 827     10/14/2009 Business Process          Functional -        Interfund          When uploading or interfacing a payable You will first upload the payable or receivable and flag the interfund.          10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    or receivable, how do we link it with an  Then go online to the interfund page and associate the uploaded
                    Interfund                                                        existing interfund transaction?          payable or receivable to the interfund transaction.

 821     10/14/2009 Business Process          Functional -        Interfund          Will the reciprocating agency be notified The details of the notification process are still being determined. An         10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    that an interfund is out there?           agency task (Task ID 266) will be sent out asking agencies to define
                    Interfund                                                                                                  notification groups/individuals. A drop-down box will be available to
                                                                                                                               the initiating agency to select the notification group/individual. In
                                                                                                                               addition to the notification function, agencies can query to find their
                                                                                                                               open interfund transactions. Currently, in SOKI, the reciprocating
                                                                                                                               side of an interfund is not visible until it is released. In SMART, the
                                                                                                                               reciprocating side of an interfund will be visible once the
                                                                                                                               Customer/Vendor has been assigned.
 829     10/14/2009 Business Process          Functional -        Interfund          Will we be able to see both sides of the   Yes, you will be able to see both sides of the interfund transaction.          1/13/2010
                    Workshop - Deposits and   Accounts Receivable                    accounting string on the interfund         Interfund amounts, chartfields, approval, interfund comments and
                    Interfund                                                        transaction?                               dates are displayed on the Interfund page.

 812     10/14/2009 Business Process          Functional -        Invoices           Can it be noted in SMART if a customer is The State Treasurer does the deposit for credit card transactions.             10/14/2009
                    Workshop - Deposits and   Accounts Receivable                    billed and pays with a credit card?       The agency then does a deposit adjustment moving the monies from
                    Interfund                                                                                                  suspense into the correct funds. When the adjustment is done,
                                                                                                                               reference the pending item at that time and it will work just like
                                                                                                                               other deposits.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                              Page 9 of 99                                                                                            Printed 11/21/2010
                                                                               Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received          Source                Category             Subcategory                   Question                                                   Answer
                                                                                                                                                                                                             Updated
 814     10/14/2009 Business Process          Functional -        Reporting            How will recognized revenue affect CAFR We currently record material receivable balances for the CAFR                  10/29/2009
                    Workshop - Deposits and   Accounts Receivable                      reporting since we do not capture this  through a manual process. The primary mechanism for obtaining
                    Interfund                                                          now?                                    those receivable balances is through form DA-32. This annual report
                                                                                                                               is due to A&R by August 31 of each year for the fiscal year just ended
                                                                                                                               June 30. It is likely that this form and requirement would be
                                                                                                                               eliminated for agencies that are maintaining receivables in SMART. It
                                                                                                                               is also possible that certain agency receivables and recognized
                                                                                                                               revenue will be recorded in SMART and thus reported in the CAFR
                                                                                                                               that were not previously captured because there were previously
                                                                                                                               deemed immaterial.
 832     10/14/2009 Business Process          Functional -                             On some DISC bills, we need to print out   The KIRMS system is not linked to SMART. If the agency needs to             10/14/2009
                    Workshop - Deposits and   Accounts Receivable                      the detailed billing from KIRMS now.       physically print the billing today as a back-up versus viewing it, the
                    Interfund                                                          Will we still need to do that with the     process would remain the same. Neither DISC nor A&R have
                                                                                       SMART system?                              requirements today that agencies need to print the detailed billing.

 813     10/14/2009 Business Process          Functional - General Roles and           Can several people be assigned to one      Yes, more than one person can be assigned to one role and more              10/14/2009
                    Workshop - Deposits and                        Responsibilities    role?                                      than one role can be assigned to one person.
                    Interfund
 830     10/14/2009 Business Process          Functional - General                     We have a seminar where attendees       No, you are not able to download that information from Survey                  10/14/2009
                    Workshop - Deposits and                                            register using an internet site, Survey Monkey into SMART.
                    Interfund                                                          Monkey. Currently, we download all the
                                                                                       attendees (the customers) into an Excel
                                                                                       spreadsheet. Is there a way to transfer
                                                                                       the download from survey monkey into
                                                                                       SMART to set up the customers and the
                                                                                       invoice data?
 833     10/14/2009 Business Process          Interface              Payroll           Where can we find the information     The INF06 record layout is published and available on the secure                 10/14/2009
                    Workshop - Deposits and                                            about the payroll journal interface,  SMART website under Technical Resources. If you need more
                    Interfund                                                          INF06?                                information about INF06, please send questions to
                                                                                                                             sunflowerfms@da.ks.gov or request Office Hours with the Interface
                                                                                                                             Team.
 748     10/13/2009 October Monthly Interface Functional -           Vendors           Does the Payment Method default based Yes, Payment Method will default based on the Payment Method                     10/13/2009
                    Meeting                   Accounts Payable                         on the vendor location?               associated to the default Vendor Location. Depending on how your
                                                                                                                             vendors are set up, it could default to ACH or CHK. You can also
                                                                                                                             override the default Payment Method by providing a value in the
                                                                                                                             Payment Method field on INF02.

 749     10/13/2009 October Monthly Interface Functional -           Vendors           If you provide a Payment Method of ACH Yes, if there is no bank information setup for the vendor, the                  10/13/2009
                    Meeting                   Accounts Payable                         on INF02 for a vendor that has no bank     transaction will error. However, if there is bank information setup
                                                                                       information will it error the transaction? for the vendor, but ACH is not associated to the vendor, then the
                                                                                                                                  default payment method will default to the transaction.

 765     10/13/2009 October Monthly Interface Interface              Batch Schedule    When will the batch schedule be            The batch schedule is in progress. In the meantime we will set up a         10/13/2009
                    Meeting                                                            available for agencies to test the         preliminary batch schedule to meet your testing needs. The
                                                                                       automated processes (nightly batch         preliminary batch schedule will be communicated to all affected
                                                                                       process, etc)?                             agencies.



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                               Page 10 of 99                                                                                          Printed 11/21/2010
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
 ID    Date Received          Source                Category       Subcategory                      Question                                                     Answer
                                                                                                                                                                                                           Updated
 756     10/13/2009 October Monthly Interface Interface        Configuration Values Should we be sending files with SMART Yes, all configuration values, including Chart of Accounts, have been             10/13/2009
                    Meeting                                                         values?                               published to the SMART website and should be used on inbound
                                                                                                                          interfaces.
 752     10/13/2009 October Monthly Interface Interface        Customers           What is the difference between vendors Customers owe/pay us, we owe/pay vendors. Customers are agency                    10/13/2009
                    Meeting                                    Vendors             and customers?                         maintained in accounts receivable to track pending
                                                                                                                          items/receivables. Vendors are centrally maintained in accounts
                                                                                                                          payable and are recorded on vouchers to make payments.

 747     10/13/2009 October Monthly Interface Interface        Data Transmission   When transferring a file to/from the           To transfer a file you may need (depending on the tools and setup of      10/13/2009
                    Meeting                                                        mainframe, if we send you five different       your file transfer tool) a script to set the file as FB, indicate the
                                                                                   interface files, do we need 5 different        maximum record length and set the file size = 0.
                                                                                   file transfer command scripts? Is there a      Curtis Bears can provide scripts if you need them. The Sunflower
                                                                                   reason this is different; we don’t do this     Project has also published scripts in the CORE-FTP instructions.
                                                                                   with STARS?

 767     10/13/2009 October Monthly Interface Interface        Error Processing    Can SMART errors be emailed from           Agencies have to go find the SMART interface errors in production.            10/13/2009
                    Meeting                                                        SMART to a group of people in              An error file will be sent to the mainframe if the file fails the Pre-
                                                                                   production?                                SMART edits (i.e. control validations).
 758     10/13/2009 October Monthly Interface Interface        Error Processing    How long after submitting files should     The turnaround time for processing the interfaces depends on the              10/13/2009
                    Meeting                                                        we expect the error log?                   amount of files we have received, but 2-3 days is the turnaround
                                                                                                                              time we are anticipating.
 768     10/13/2009 October Monthly Interface Interface        Error Processing    In production, where will the Pre-SMART An error file will be sent to the mainframe if the file fails the Pre-           10/13/2009
                    Meeting                                                        edit error file be located for interfaces? SMART edits (control validations, etc).

 769     10/13/2009 October Monthly Interface Interface        Error Processing    In production, where will the SMART edit SMART edit errors (invalid chartfields, etc.) will be corrected online          10/13/2009
                    Meeting                                                        error file be located for interfaces?    in SMART by agencies.

 771     10/13/2009 October Monthly Interface Interface        Error Processing    Is there an ability for agencies to log into   Yes, you can view errors during training and Operational Readiness        10/13/2009
                    Meeting                                                        the system and view SMART interface            Testing. Agencies will not have access to SMART online pages during
                                                                                   errors before production?                      Interface Testing.
 766     10/13/2009 October Monthly Interface Interface        Error Processing    The interface team corrects interface          Agencies do not have access to correct errors online during Interface     10/13/2009
                    Meeting                                                        errors online in SMART during Interface        Testing. In production, agencies will need access to log in to confirm
                                                                                   Testing. What about in production?             the files have processed and correct any related errors.

 770     10/13/2009 October Monthly Interface Interface        Error Processing    What is the plan for agencies to access    Eventually UC4 will be used to transfer the error files to the                10/13/2009
                    Meeting                                                        the error file for interface testing?      mainframe from SMART. Until the error file is setup, the interface
                                                                                                                              team will manually email the error file to agencies along with our
                                                                                                                              analysis of the test results.
 754     10/13/2009 October Monthly Interface Interface        Error Processing    Will an interface error if we send a blank The SMART interface approach is to provide 0 for numeric fields               10/13/2009
                    Meeting                                                        instead of a ‘0’?                          instead of a space to assist with validation and processing. Interfaces
                                                                                                                              may or may not error depending on which interface is being used
                                                                                                                              and can be validated during testing. INF02 will not error if you
                                                                                                                              provide a space instead of a 0 in a field with a field type of 'NBR'.

 750     10/13/2009 October Monthly Interface Interface        Error Processing    Will people (central, functional) we           This is all based on the security roles your agency defines in SMART.     10/13/2009
                    Meeting                                                        currently have working errors that are         The agency will need to define the security roles for each employee.
                                                                                   functional in nature, have security to         The SMART errors will be functional in nature and the error
                                                                                   continue working those errors?                 correction pages will be made available to functional people as long
                                                                                                                                  as their security profile allows access.

7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                            Page 11 of 99                                                                                          Printed 11/21/2010
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
 ID    Date Received          Source                Category          Subcategory                    Question                                                   Answer
                                                                                                                                                                                                           Updated
 753     10/13/2009 October Monthly Interface Interface           File Layouts      Do you have an updated status on the        INF24 will be tested in Stage 6 which begins in January, 2010. The           11/4/2009
                    Meeting                                                         Budget Upload, INF24?                       template will be available prior to testing.
 761     10/13/2009 October Monthly Interface Interface           File Layouts      What is the status of INF02, INF04,         Currently, INF02, INF04, INF06 and INF44 are all available for testing.      1/13/2010
                    Meeting                                                         INF06, and INF44 for testing?
 762     10/13/2009 October Monthly Interface Interface           Interfaces        Files that are sent from Treasury (STO)     We do not pull those files to UNIX until they are processed. Files will     10/13/2009
                    Meeting                                                         go away after 7 days. Is project staff      stay on the mainframe unless you are scripting otherwise.
                                                                                    putting these files to the UNIX?

 763     10/13/2009 October Monthly Interface Interface           Interfaces        If we send you an INF02 file, should we    For interface test, if you send us an INF02 and want to receive an            1/13/2010
                    Meeting                                                         expect to receive an INF03 file            INF03 file, you need to put that in the email when you send
                                                                                    subsequently?                              notification that you have sent INF02.
 760     10/13/2009 October Monthly Interface Interface           Testing           Do we need to email you when we            Yes, please send us an email notification at                                 10/13/2009
                    Meeting                                                         upload a file?                             sunflowerfms@da.ks.gov. We will send a return email noting the
                                                                                                                               success or error of the file.
 759     10/13/2009 October Monthly Interface Interface           Testing           In Stage 3, turnaround processing, will    Yes, we will accept additional files from agencies for use in Stage 3        10/13/2009
                    Meeting                                                         you accept additional vendors and          processing. Agencies can also use Stage 6 of testing to test the
                                                                                    vouchers for use in testing?               entire process.
 764     10/13/2009 October Monthly Interface Interface           Testing           What is system test and how will it        System Test validates that SMART meets all system requirements.              10/13/2009
                    Meeting                                                         impact agencies?                           System Test is executed by the Sunflower project team and does not
                                                                                                                               impact agencies.
 757     10/13/2009 October Monthly Interface Interface           Testing           With Stage 2 testing, will you email error Yes, agencies will be notified of any errors and receive the log file        10/13/2009
                    Meeting                                                         and log files back to agencies?            back after submitting files for processing.
 755     10/13/2009 October Monthly Interface Interface           Vendors           Does the existing INF01 file on the        The interface team has setup sample values for the vendors,                   11/4/2009
                    Meeting                                                         mainframe contain the STARS vendor         including the STARS suffix and vendor number (for some vendors).
                                                                                    number and suffix?                         This data is included on INF01. The actual converted vendor data will
                                                                                                                               be available for testing in Stage 6.
 751     10/13/2009 October Monthly Interface Interface           Vendors           How will the interfacing agencies know The Sunflower Project will send out a notification on when the file              10/13/2009
                    Meeting                                                         when the converted INF01 vendor file is will be available, however we anticipate it to be in early June, 2010.
                                                                                    available on the mainframe? Is there       There is no outbound customer interface file. Whereas there is a
                                                                                    something similar to converted             centralized list of vendors for the entire State, there are individual
                                                                                    customers? How do we populate              lists of customers for each agency—meaning that the agency would
                                                                                    internal systems with customers?           be the source of the data for the converted customer records. If
                                                                                                                               there are concerns about agencies knowing the SMART assigned
                                                                                                                               Customer IDs for converted records, we can make the Customer IDs
                                                                                                                               available to agencies by posting them on the SMART website or
                                                                                                                               sending out a communication.


 785     10/12/2009 Business Process          Functional - General Concurrent       Will we still have 2 weeks at fiscal year   There will be concurrent processing in SMART, but we are not sure           10/12/2009
                    Workshop - General                             Processing       end to do processing?                       how many days concurrent processing will occur. It is anticipated
                    Ledger and Commitment                                                                                       that it will be a shorter period than the 2 weeks that currently exists.
                    Control
 776     10/12/2009 Business Process          Functional - General Budget Check     If you do not have sufficient cash       The voucher will not pass budget check and process until the cash is           10/12/2009
                    Workshop - General        Ledger                                available, but you have enough available available on the cash control budget.
                    Ledger and Commitment                                           in your Revenue budget, will a
                    Control                                                         transaction pass budget check?




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                            Page 12 of 99                                                                                           Printed 11/21/2010
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received        Source               Category            Subcategory                       Question                                                    Answer
                                                                                                                                                                                                              Updated
 787     10/12/2009 Business Process        Functional - General Budget Check         When is a journal budget checked?            Budget Checking is tentatively scheduled to run every two hours.            10/12/2009
                    Workshop - General      Ledger                                                                                 However, you can, even though not encouraged, request budget
                    Ledger and Commitment                                                                                          checking immediately by clicking the run budget check.
                    Control
 774     10/12/2009 Business Process        Functional - General Cash Control Budget Does the appropriation budget include         All funds are subject to the Appropriation Budget. For funds that are       10/12/2009
                    Workshop - General      Ledger                                   only funds that are included in the           considered “no limit,” the appropriation will be set arbitrarily high so
                    Ledger and Commitment                                            appropriations bill? What about no limit      it is unlikely to ever be exceeded; for example $999,000,000. The
                    Control                                                          funds?                                        Cash Control budget also applies and that is the budget that will
                                                                                                                                   control spending on these funds.

 778     10/12/2009 Business Process        Functional - General Cash Control Budget Will all transactions be reflected on Cash No, Cash Control Budgets are only impacted by expenses and                     10/12/2009
                    Workshop - General      Ledger                                   Control ledger?                            collected revenue. Encumbrances will not affect cash balances or
                    Ledger and Commitment                                                                                       Cash Control Budgets.
                    Control
 781     10/12/2009 Business Process        Functional - General Journal Entry        Can one person enter and approve a           Yes, one person can have both the Processor and Approver roles. In          10/19/2009
                    Workshop - General      Ledger                                    journal entry?                               early 2010 agencies will participate in role mapping. When
                    Ledger and Commitment                                                                                          completing these activities, agencies need to consider separation of
                    Control                                                                                                        duties necessary to their business processes.
                                                                                                                                   Additional details will be provided at the workflow workshops in
                                                                                                                                   December.

 783     10/12/2009 Business Process        Functional - General Journal Entry        Can you override fiscal year dates so you SMART will default to the current date on the transaction. However,            10/12/2009
                    Workshop - General      Ledger                                    can enter the information before or after if a period or FY is open, you may change the default journal date to
                    Ledger and Commitment                                             the fact?                                 post to the desired FY.
                    Control
 782     10/12/2009 Business Process        Functional - General Journal Entry        If you have the Approver role, does that     Yes, you will need to have both the Processor and Approver roles.           10/12/2009
                    Workshop - General      Ledger                                    allow you to enter also or do you have to
                    Ledger and Commitment                                             have both the Processor and Approver
                    Control                                                           roles?
 780     10/12/2009 Business Process        Functional - General Journal Entry        What happens if the GL Approver does         The GL ledger will not be impacted until the journal is approved and        10/12/2009
                    Workshop - General      Ledger                                    not approve a transaction? What is the       posted. The Journal will impact the budget. If the journal will not be
                    Ledger and Commitment                                             impact to the ledgers?                       approved it should be deleted. The deletion will reverse the impact
                    Control                                                                                                        on the Budget.
 784     10/12/2009 Business Process        Functional - General Journal Entry        Will SMART users be able to change a         The journal date can be changed on the journal entry transaction to         10/12/2009
                    Workshop - General      Ledger                                    journal date when entering a journal?        any open period. If the period is not open on the General Ledger,
                    Ledger and Commitment                                                                                          the system will prevent entry of a journal date that exists in a closed
                    Control                                                                                                        period.
 779     10/12/2009 Business Process        Functional - General Ledgers              Is the Operating Budget managed by           Yes, the Operating Budget is managed by the state fiscal year.              10/12/2009
                    Workshop - General      Ledger                                    state fiscal year?
                    Ledger and Commitment
                    Control
 775     10/12/2009 Business Process        Functional - General Ledgers              Is there a way to correct the                Yes, if a correction is required, the agency will contact A&R to make       10/12/2009
                    Workshop - General      Ledger                                    appropriation budget if it is incorrect in   those changes.
                    Ledger and Commitment                                             SMART?
                    Control
 772     10/12/2009 Business Process        Functional - General Ledgers              Will the appropriation budget be         Yes, appropriation budget changes will be reflected in IBARS and                10/12/2009
                    Workshop - General      Ledger                                    updated in SMART every time the          SMART.
                    Ledger and Commitment                                             legislature makes an update or a change?
                    Control

7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                              Page 13 of 99                                                                                           Printed 11/21/2010
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received          Source              Category            Subcategory                     Question                                                  Answer
                                                                                                                                                                                                          Updated
 786     10/12/2009 Business Process        Functional - General                      Will funds still be allowed to go negative This is a policy decision for the Division of Accounts and Reports        10/12/2009
                    Workshop - General      Ledger                                    in SMART? Does this mean that we will rather than a SMART project decision. However, it is our assumption
                    Ledger and Commitment                                             have more journal entries?                 that funds that currently have the authority to go negative will
                    Control                                                                                                      continue to be allowed to do so in SMART. No additional journal
                                                                                                                                 entries are required because we assume funds will be allowed to go
                                                                                                                                 negative.
 777     10/12/2009 Business Process        Functional - General                      With a grant, we are paid after the fact. This is a policy decision for the Division of Accounts and Reports         10/12/2009
                    Workshop - General      Ledger                                    We currently have special authority to     rather than a SMART project decision. However, it is our assumption
                    Ledger and Commitment                                             go negative until grant money comes in. that funds that currently have the authority to go negative will
                    Control                                                           Will we be able to continue this in        continue to be allowed to do so in SMART.
                                                                                      SMART?
 773     10/12/2009 Business Process        Functional - Projects Project Budget      Do you have to budget at the Project       The Project budget will be established at the Activity level.             10/12/2009
                    Workshop - General      and Grants                                Activity level or can you only budget at
                    Ledger and Commitment                                             the Project level?
                    Control
 746      10/8/2009 Business Process        Functional - Asset     Asset Management   Agencies currently have a property        The Tag Number field should be used to record existing property            10/13/2009
                    Workshop - Asset        Management                                number assigned to each asset. The        numbers. The tag number is a searchable and reportable field in
                    Management                                                        property number is used in reports and    SMART.
                                                                                      it’s something the auditors look for.
                                                                                      How will the existing property numbers    Some agencies use property ID/asset stickers to affix a tag number
                                                                                      be used after SMART is implemented?       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.

                                                                                                                                Upon conversion, SMART will sequentially assign asset IDs. When
                                                                                                                                a new asset is created in SMART, the next sequential asset ID is
                                                                                                                                assigned. This asset ID is a unique identifier for the asset in SMART.

                                                                                                                                Additionally, for conversion specifically, agencies may also use the
                                                                                                                                CONVERSION_ID field to store the ID from their legacy system. This
                                                                                                                                field resides behind-the-scenes.
 744       10/8/2009 Business Process       Functional - Asset     Asset Management   Do we need to check each account in       This is an agency business process that you will need to consider          10/13/2009
                     Workshop - Asset       Management                                SMART to make sure an asset is coded      within your agency. SMART will not tell you if the account is correct
                     Management                                                       correctly?                                or not.
 723       10/8/2009 Business Process       Functional - Asset     Asset Management   Does an item have to be paid in full      Yes, the information does not flow into Asset Management until the         10/13/2009
                     Workshop - Asset       Management                                before it can become an asset?            item has been paid in full.
                     Management
 736       10/8/2009 Business Process       Functional - Asset     Asset Management   How will it work in SMART if we trade a   In SMART there is a specific process to retire an asset as a Trade-In,     10/13/2009
                     Workshop - Asset       Management                                vehicle and no money is exchanged?        record the proceeds received from that Trade-in, and apply the
                     Management                                                                                                 proceeds towards the new asset.
 739       10/8/2009 Business Process       Functional - Asset     Asset Management   If an agency transfers an asset, who is   Similar to today's business process, agencies must communicate             10/13/2009
                     Workshop - Asset       Management                                responsible for initiating that?          with one another before the transfer of an asset occurs. Inter-
                     Management                                                                                                 agency 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.

7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                              Page 14 of 99                                                                                        Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                       Date Last
 ID    Date Received          Source             Category          Subcategory                     Question                                                   Answer
                                                                                                                                                                                                       Updated
 719       10/8/2009 Business Process      Functional - Asset   Asset Management   If you have a building that is in the       You can add the building/asset in SMART with a Project ID at the         10/13/2009
                     Workshop - Asset      Management                              process of being constructed, when do       beginning of the construction project. Once the construction is
                     Management                                                    you add it to SMART?                        complete, the asset can be transferred to the Asset Management
                                                                                                                               module for tracking as a capital asset.
 741       10/8/2009 Business Process      Functional - Asset   Asset Management   If you have multiple things you want to     You can use a worksheet to do this. The asset worksheet allows you       10/13/2009
                     Workshop - Asset      Management                              retire, can you do it all at the same time? to retire multiple assets at once.
                     Management
 743       10/8/2009 Business Process      Functional - Asset   Asset Management   Today, a process (Master Miles) exists to Yes, this process exists in SMART. Odometer readings can be                10/13/2009
                     Workshop - Asset      Management                              record mileage for vehicles to determine entered in SMART in the Asset Management module.
                     Management                                                    when a vehicle can be retired and a new
                                                                                   vehicle purchased. Will agencies be
                                                                                   able to record mileage in SMART?

 726       10/8/2009 Business Process      Functional - Asset   Asset Management   Today, we have to jump through hoops        Asset disposals will be recorded in SMART. However, agencies will        10/13/2009
                     Workshop - Asset      Management                              to dispose of items. How will we have       need to develop internal controls to ensure that asset disposals are
                     Management                                                    auditor trails in SMART without the         properly authorized.
                                                                                   paper trail?
 742       10/8/2009 Business Process      Functional - Asset   Asset Management   When an asset is retired by sale, we        The actual deposit for the cash received will not be recorded in the     10/13/2009
                     Workshop - Asset      Management                              want to be able to show auditors that       Asset Management module. These transactions will need to be
                     Management                                                    the proceeds were deposited into the        recorded in the AR/GL modules which post to the Actuals Ledger.
                                                                                   appropriate accounts. Is there a way to     There is no integration between the actual receipt/deposit and the
                                                                                   link the asset with a deposit record when   Asset Management module; thus agencies will have to develop an
                                                                                   retiring? Can you document the funding      internal process to show auditors the proceeds were deposited into
                                                                                   stream with the amount of the proceeds      the appropriate accounts.
                                                                                   in asset management when retiring?
                                                                                                                               The Asset Management module allows the proceeds received from
                                                                                                                               the sale of an asset to be recorded when a retirement by sale
                                                                                                                               transaction is recorded. Proceeds recorded in the Asset
                                                                                                                               Management module will not post to the Actuals Ledger, but will
                                                                                                                               post to the CAFR Reporting Ledger to the asset’s initial funding
                                                                                                                               stream.
 738       10/8/2009 Business Process      Functional - Asset   Asset Management   When another agency transfers an asset, A new asset ID will be generated, but must be tied to "old" asset for        10/13/2009
                     Workshop - Asset      Management                              will we have to use the same Asset ID?    historical reporting. We are still working through the physical
                     Management                                                                                              details of that process and we will provide additional information as
                                                                                                                             it becomes available.
 721       10/8/2009 Business Process      Functional - Asset   Asset Management   Where do we put all the financial         The financial information will flow from the transaction to asset          10/13/2009
                     Workshop - Asset      Management                              information regarding an asset?           management, provided the Asset Business Unit and Profile are
                     Management                                                                                              recorded when the transaction is initiated. Consider how your
                                                                                                                             agency will communicate the asset data to the Purchasing and
                                                                                                                             Accounts Payable departments.
 730       10/8/2009 Business Process      Functional - Asset   Asset Management   Will it be mandatory to enter assets into No, it is not mandatory to enter assets that are under $5,000.             10/13/2009
                     Workshop - Asset      Management                              SMART that are under $5,000?              However, an agency will not be able to report on those assets that
                     Management                                                                                              are not in SMART. To simplify reporting, it is recommended that all
                                                                                                                             agency assets reside in SMART.
 740       10/8/2009 Business Process      Functional - Asset   Asset Management   Will it matter if we do a closed-bid sale You will have a disposal code to choose from. In this example, you         10/13/2009
                     Workshop - Asset      Management                              for vehicles?                             would use the code, "disposal by sale."
                     Management



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                           Page 15 of 99                                                                                        Printed 11/21/2010
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                       Date Last
 ID    Date Received          Source             Category          Subcategory                    Question                                                   Answer
                                                                                                                                                                                                       Updated
 728       10/8/2009 Business Process      Functional - Asset   Conversion        Asset reports are not due until 8/31, but   Agencies should strive to keep their inventories updated throughout       10/13/2009
                     Workshop - Asset      Management                             conversion must be completed by 6/15.       the year. Upon conversion, SMART will be used to calculate Fixed
                     Management                                                   Some agencies conduct physical              Asset account balances and we need all capital asset records
                                                                                  inventory of assets at the end of June      complete as possible to reconcile SMART balances with Department
                                                                                  and they only want to do that inventory     of Administrative CAFR balances.
                                                                                  one time, but there can be significant
                                                                                  changes in their assets between 6/15
                                                                                  and 7/1. How will this work?
 720       10/8/2009 Business Process      Functional - Asset   Conversion        How do we convert asset information       The asset will not be added to SMART until the project is complete.         10/13/2009
                     Workshop - Asset      Management                             into SMART on a project that is currently If using Project Costing, you can record historical transactions in
                     Management                                                   in process?                               SMART using memo transactions. This allows you to record the total
                                                                                                                            project cost in SMART, including transactions not initiated in SMART.

 729       10/8/2009 Business Process      Functional - Asset   Conversion        Some agencies use the STARS form DA-        Agencies have the ability to download the same data as reported on        10/13/2009
                     Workshop - Asset      Management                             83 to complete their year-end asset         the DAFR8460 from STARS Ad Hoc. Our recommendation for the
                     Management                                                   inventory. They will need that report to    period of June 2010 is that agencies monitor capital asset acquisition
                                                                                  get the asset conversion correct in June,   from STARS and include those acquisition on their conversion
                                                                                  but the year-end asset report is not        documents.
                                                                                  usually due until August. Is that report
                                                                                  easily accessible to agencies so they can
                                                                                  generate it earlier?
 735       10/8/2009 Business Process      Functional - Asset   Reports           After SMART is implemented, will we still No, both the DA-87 and DA-83 will become obsolete.                          10/13/2009
                     Workshop - Asset      Management                             use the DA-87 and/or DA-83?
                     Management
 727       10/8/2009 Business Process      Functional - Asset   Reports           Since assets will be centralized for        Today, year end reporting to A&R occurs in order to prepare the           10/13/2009
                     Workshop - Asset      Management                             everyone to look at, are we doing away      CAFR. In SMART, A&R will have access to all business units in
                     Management                                                   with the end of the year reporting?         SMART. However, each agency will be responsible for properly
                                                                                                                              recording all their capital asset additions, disposals,
                                                                                                                              corrections/changes transactions in SMART's Asset Management
                                                                                                                              module. The Asset Management module will integrate with the
                                                                                                                              General Ledger's accrual ledger and create accounting entries based
                                                                                                                              on an agency's capital asset transactions. SMART will provide A&R a
                                                                                                                              centralized resource to retrieve fixed capital assets, accumulated
                                                                                                                              depreciation, and depreciation expense account transactions and
                                                                                                                              balances which they need in order to create CAFR reports.


 724       10/8/2009 Business Process      Functional - Asset   Reports           Will asset information need to be        Asset information will be entered throughout the year as projects            10/13/2009
                     Workshop - Asset      Management                             entered just once a year? Will reporting end and items are ordered and paid for. The load asset process from
                     Management                                                   occur more than once a year?             AP/PO will be a batch processes set to occur on daily basis. Also
                                                                                                                           there are several asset-related transactions that affect month-end
                                                                                                                           processes. Assets will need to be managed on a continual basis, not
                                                                                                                           an annual basis.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                          Page 16 of 99                                                                                        Printed 11/21/2010
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
 ID    Date Received           Source             Category            Subcategory                    Question                                                   Answer
                                                                                                                                                                                                           Updated
 725       10/8/2009 Business Process       Functional - Asset   Reports             Will the DA-110 become obsolete?           Yes, with SMART, there will no longer be a need for the DA-110.              1/13/2010
                     Workshop - Asset       Management                                                                          Asset disposals are recorded in SMART. However, agencies should
                     Management                                                                                                 develop internal controls to ensure that all disposals are properly
                                                                                                                                authorized and, when applicable, received by an agent of State
                                                                                                                                Surplus. The Asset Management Team has initiated a standard form
                                                                                                                                (draft version can be seen in CAN#7 material on the SMART website)
                                                                                                                                to help ensure that all disposals are property authorized and
                                                                                                                                received by an agent of State Surplus.
 731       10/8/2009 Business Process       Functional - Asset   Reports             Will we be able to pull reports by    Yes, Assets by Location is an approved report and a mock up is                   10/13/2009
                     Workshop - Asset       Management                               location?                             available from the SMART website. To access the SMART website,
                     Management                                                                                            http://da.ks.gov/smart/technicalresources.html and select the
                                                                                                                           SMART Reports List. The report is #29 on the list.
 722       10/8/2009 Business Process       Functional - Projects Project Costing    Will we be able to see how much money Yes, as long as the project costing information is on the transaction            10/13/2009
                     Workshop - Asset       and Grants                               is spent on a project?                (project business unit, project id, activity id).
                     Management
 745       10/8/2009 Business Process       Functional -         Purchase Order      If we discover the shipping cost was      An asset's physical information will integrate from Purchasing and           10/28/2009
                     Workshop - Asset       Purchasing                               different, do we need to make changes the asset's financial information will integrate from Accounts
                     Management                                                      on the purchase order or the requisition? Payable. The cost of the asset as paid from Accounts Payable will be
                                                                                                                               the cost recorded in Asset Management.

 737       10/8/2009 Business Process       General Enterprise   Disaster Recovery   What will happen if SMART crashes?         We have a disaster recovery plan in the event of any system failures        10/13/2009
                     Workshop - Asset       Readiness                                                                           or disasters. DISC already has disaster recovery plans in place for all
                     Management                                                                                                 existing systems statewide.
 734       10/8/2009 Business Process       Training             Training            When will training occur?                  Web-based training will begin in February and instructor-led training       10/13/2009
                     Workshop - Asset                                                                                           will occur April through June, 2010.
                     Management
 733       10/8/2009 Business Process       Training             Training            Will there be hands-on training?           Yes, there will be hands-on training as well as web-based training.         10/13/2009
                     Workshop - Asset
                     Management
 732       10/8/2009 Business Process       Training             Training            Will we be entering actual information     No, both testing and training will be done in a separate environment        10/13/2009
                     Workshop - Asset                                                when we do testing and training?           from the actual SMART environment. The testing and training
                     Management                                                                                                 environments will not contain production data.

 700       10/7/2009 Business Process       Data Warehouse       Reports             Will there be a report so we can see all   Online queries are available to access this information. It is              10/12/2009
                     Workshop - Accounts    and Reporting                            vouchers we have created?                  important for all agencies to complete the Reporting Needs Analysis
                     Payable and Travel &                                                                                       task (Task ID 265) to make sure reports required to conduct business
                     Expense                                                                                                    are available at Go-Live.
 703       10/7/2009 Business Process       Functional -         Budget Check        If a transaction does not pass budget      The voucher will be checked at appropriation budget level and cash          10/12/2009
                     Workshop - Accounts    Accounts Payable                         check, what are the options to fix the     balance. If the transaction does not pass budget check, either
                     Payable and Travel &                                            issue?                                     different chartfields need to be identified on the voucher or the
                     Expense                                                                                                    agency must transfer funds on a budget journal.

 716       10/7/2009 Business Process       Functional -         Travel & Expense    Does the AP Processor have a role in       User roles for travel and expense are separate from AP user roles.          10/12/2009
                     Workshop - Accounts    Accounts Payable                         reimbursing employee travel expenses?      You can assign the AP Approver role and Travel & Expense Approver
                     Payable and Travel &                                                                                       role to the same person, which would give one person authority to
                     Expense                                                                                                    make both types of approvals. Another option is to assign the
                                                                                                                                Voucher Approval role to one person and the Travel & Expense
                                                                                                                                Approval role to someone else.

7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                             Page 17 of 99                                                                                          Printed 11/21/2010
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received           Source            Category         Subcategory                     Question                                                   Answer
                                                                                                                                                                                                          Updated
 718       10/7/2009 Business Process       Functional -       Travel & Expense   How will the situation be handled when If the question is specific to the Employee Taxability of State-Owned             10/12/2009
                     Workshop - Accounts    Accounts Payable                      a state employee uses state resources    or Leased Vehicles as outlined in Info Circ 09-P-014, SMART will not
                     Payable and Travel &                                         for personal use and needs to be taxed? necessitate any changes to the current reporting process.
                     Expense                                                      Currently they enter the tax information
                                                                                  directly into SHaRP. Will the process
                                                                                  change?

 714       10/7/2009 Business Process       Functional -       Travel & Expense   What happens if the Travel                 If the expense type exceeds the allowable rate for the location, an           10/12/2009
                     Workshop - Accounts    Accounts Payable                      Authorization is approved and the hotel    expense exception box will display and you can insert comments to
                     Payable and Travel &                                         costs exceed the hotel limits? Will it     note the exception is approved. If, you as the travel approver, note
                     Expense                                                      automatically be denied by the system      that the expense report amount exceeds the travel authorization
                                                                                  (an example is hotel costs for the State   amount, you will not get a system message, but during your review,
                                                                                  Fair go above the State hotel limit)?      you will have the opportunity to deny the expense report and seek
                                                                                                                             additional information from the employee or reduce the amount
                                                                                                                             requested for reimbursement.
 715       10/7/2009 Business Process       Functional -       Travel & Expense   What happens when you submit the           The system transfers the data from the Travel Authorization to the            10/12/2009
                     Workshop - Accounts    Accounts Payable                      Expense Report if the total amount         Expense Report. You can update or make changes to the Expense
                     Payable and Travel &                                         exceeds the amount listed in the Travel    Report.
                     Expense                                                      Authorization?
 712       10/7/2009 Business Process       Functional -       Travel & Expense   Will all travelers have access to SMART?   No, not necessarily. Agencies will have the flexibility to centralize         10/12/2009
                     Workshop - Accounts    Accounts Payable                                                                 the process and assign proxies or not.
                     Payable and Travel &
                     Expense
 717       10/7/2009 Business Process       Functional -       Travel & Expense   Will payments to a traveler be direct      Travel and expense payment methods can vary by payee. Direct                  10/12/2009
                     Workshop - Accounts    Accounts Payable                      deposited or paid via a paper check?       deposit and paper check are both available, and the option selected
                     Payable and Travel &                                                                                    can be different from the selected payroll payment method.
                     Expense
 713       10/7/2009 Business Process       Functional -       Travel & Expense   Will SMART allow flexibility when          Yes, we have defined mileage reimbursement in one of two ways;                10/12/2009
                     Workshop - Accounts    Accounts Payable                      agencies are reimbursing employees?        per mile times rate, or flat rate (e.g., Enterprise rate is the maximum
                     Payable and Travel &                                         An example is when an employee drives      reimbursement amount). The employee will pick a separate
                     Expense                                                      their own car, but Enterprise is more      expense type to use these options. All agencies may choose to use
                                                                                  economical. Typically, the employee        this expense type depending on their reimbursement policies.
                                                                                  would be reimbursed at the Enterprise
                                                                                  rate instead of at the private mileage
                                                                                  rate.

 710       10/7/2009 Business Process       Functional -       Travel & Expense   Will the Travel and Expense Processor      No, the travel and expense processor will not need access to SHARP            10/21/2009
                     Workshop - Accounts    Accounts Payable                      need access to SHaRP?                      to process SMART travel and expense authorization or reports.
                     Payable and Travel &
                     Expense
 711       10/7/2009 Business Process       Functional -       Travel & Expense   Will there be an electronic travel request Yes, the Travel Authorization is online and will be created and               10/12/2009
                     Workshop - Accounts    Accounts Payable                      form?                                      approved in SMART.
                     Payable and Travel &
                     Expense
 695       10/7/2009 Business Process       Functional -       Vendors            Are vendor numbers assigned randomly       SMART will sequentially assign the vendor number. The SMART                   10/12/2009
                     Workshop - Accounts    Accounts Payable                      by SMART? Are they alpha and/or            vendor ID is a 10 digit numeric ID.
                     Payable and Travel &                                         numeric?
                     Expense

7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                          Page 18 of 99                                                                                            Printed 11/21/2010
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                      Date Last
 ID    Date Received           Source            Category         Subcategory                    Question                                                  Answer
                                                                                                                                                                                                      Updated
 696       10/7/2009 Business Process       Functional -       Vendors           Currently A&R and KDOR exchange data       The current process of tax clearance is not with A&R, but applies to       10/12/2009
                     Workshop - Accounts    Accounts Payable                     to confirm new vendors are up-to-date      contracts/POs issued by Division of Purchases. The process for
                     Payable and Travel &                                        on their taxes. Will this process still    ensuring a vendor has passed tax clearance will not change and will
                     Expense                                                     occur in SMART? Is there an indication     not be tracked in SMART.
                                                                                 of this status in SMART stating they are
                                                                                 cleared (like a flag)?

 694       10/7/2009 Business Process       Functional -       Vendors           Does A&R know how long it will take to     This process has not yet been determined, but the process of adding        10/12/2009
                     Workshop - Accounts    Accounts Payable                     add a vendor into SMART?                   a vendor to SMART is not anticipated to take any longer that it does
                     Payable and Travel &                                                                                   today.
                     Expense
 693       10/7/2009 Business Process       Functional -       Vendors           What happens to the vendor suffixes in     Suffixes will not be used in SMART. Instead of having suffixes,            10/12/2009
                     Workshop - Accounts    Accounts Payable                     SMART?                                     agencies will be able to add a specific address to a vendor, if needed.
                     Payable and Travel &
                     Expense
 709       10/7/2009 Business Process       Functional -       Vendors           Will vendors be able to track their        Yes, there will also be a Vendor self service look up website available    10/12/2009
                     Workshop - Accounts    Accounts Payable                     payments? Even those made through          for a vendor to see information from the payment to identify the
                     Payable and Travel &                                        direct deposits or ACH?                    reason for the payment.
                     Expense
 702       10/7/2009 Business Process       Functional -       Vouchers          Can we create a voucher for a partial      Yes, agencies will be able to update the information on a voucher if       10/12/2009
                     Workshop - Accounts    Accounts Payable                     payment?                                   it is related to a PO so that a partial payment is made.
                     Payable and Travel &
                     Expense
 708       10/7/2009 Business Process       Functional -       Vouchers          Does A&R no longer need to see the         The details of the process are still being evaluated. We will provide      10/12/2009
                     Workshop - Accounts    Accounts Payable                     actual invoice that was used in creating   additional information as it becomes available.
                     Payable and Travel &                                        the voucher?
                     Expense
 705       10/7/2009 Business Process       Functional -       Vouchers          How will we know what FY the               There is PO date and accounting date. Once the transaction is              10/12/2009
                     Workshop - Accounts    Accounts Payable                     transaction is in?                         budget checked and approved, the General Ledger reconciles the
                     Payable and Travel &                                                                                   dates.
                     Expense
 698       10/7/2009 Business Process       Functional -       Vouchers          Is the voucher created online in SMART? Yes, you will enter the information within the system to create a             10/12/2009
                     Workshop - Accounts    Accounts Payable                                                             voucher.
                     Payable and Travel &
                     Expense
 701       10/7/2009 Business Process       Functional -       Vouchers          What do you mean when you say that         When creating a PO related voucher, SMART will copy details from           10/12/2009
                     Workshop - Accounts    Accounts Payable                     information copies from the purchase       the selected PO to the voucher.
                     Payable and Travel &                                        order to the voucher?
                     Expense
 699       10/7/2009 Business Process       Functional -       Vouchers          When you create a non-purchase order       Yes, a voucher number and an invoice number will be associated             10/12/2009
                     Workshop - Accounts    Accounts Payable                     voucher, will there be a number            with the voucher. There was a task asking agencies to identify the
                     Payable and Travel &                                        involved?                                  first number to be used for auto-numbering of vouchers. Agencies
                     Expense                                                                                                will be able to override this auto-number during the voucher entry
                                                                                                                            process, and interfacing agencies also have the ability to either
                                                                                                                            assign the next auto-number or provide voucher numbers on the
                                                                                                                            INF02.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                         Page 19 of 99                                                                                         Printed 11/21/2010
                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received           Source              Category           Subcategory                     Question                                                   Answer
                                                                                                                                                                                                            Updated
 704       10/7/2009 Business Process        Functional -         Vouchers           Who will be responsible to work match       Each agency will designate someone during the role mapping                  10/12/2009
                     Workshop - Accounts     Accounts Payable                        exceptions?                                 process. This is something you will want to consider as an agency
                     Payable and Travel &                                                                                        impact. In order to process the match exception, this person might
                     Expense                                                                                                     need to talk with the purchasing department, receiving department,
                                                                                                                                 and/or the fiscal office.
 707       10/7/2009 Business Process        Functional -         Vouchers           Will the Approver be the person who         Yes, the Approver role is the person who approves the vouchers in           10/12/2009
                     Workshop - Accounts     Accounts Payable                        approves the vouchers?                      SMART. Take into consideration which information from the invoice
                     Payable and Travel &                                                                                        needs to be reviewed by the Approver. In discussion with agencies
                     Expense                                                                                                     who already have an imaging system they are planning to scan the
                                                                                                                                 invoices and save them on their "shared" drive.

 697       10/7/2009 Business Process        Functional -         Encumbrances       How will the DA-46 leases and the           That process, as well as the DA-146 process, are currently being            10/12/2009
                     Workshop - Accounts     Purchasing                              associated DA-47 lease encumbrances         reviewed. We will provide additional information as it becomes
                     Payable and Travel &                                            work in SMART?                              available.
                     Expense
 706       10/7/2009 Business Process        Functional -         Encumbrances       Will we be able to convert outstanding      All STARS encumbrances will be converted to SMART. If the                   10/12/2009
                     Workshop - Accounts     Purchasing                              encumbrances before Go-Live? We have        encumbrance has a vendor associated with it, it will convert as a
                     Payable and Travel &                                            a project that will not be complete for a   Purchase Order. If there is no vendor associated with it, it will
                     Expense                                                         number of years.                            convert as a GL encumbrance.

 692       10/7/2009 Business Process        Training             Interfaces         Will there be training on the interfaces    The interfaces between SHaRP and SMART will not be included in              10/12/2009
                     Workshop - Accounts                                             between SHaRP and SMART?                    SMART training. This communication between the two systems
                     Payable and Travel &                                                                                        occurs automatically behind the scenes.
                     Expense
 681       10/7/2009 Business Process        Data Warehouse       Reports            Will we be able to run a report at any      You can get that information through inquiries in SMART and the             10/13/2009
                     Workshop - Purchasing   and Reporting                           time to see our financial standing?         Data Warehouse. It is important for agencies to complete the
                                                                                                                                 Reporting Needs Analysis task (Task ID 265) to ensure that they have
                                                                                                                                 the reports necessary to conduct business.

 688       10/7/2009 Business Process        Functional - General SpeedCharts        Can you set up a SpeedChart for each        Yes, but with this example, you will have to either set up multiple         10/13/2009
                     Workshop - Purchasing                                           fund (e.g., electricity will be using one   SpeedCharts or change the one as needed.
                                                                                     fund this month and another next
                                                                                     month)?
 687       10/7/2009 Business Process        Functional - General SpeedCharts        If a SpeedChart is set up for each          It depends on how the budget is structured for your agency. It will         10/13/2009
                     Workshop - Purchasing                                           ChartField, what happens if there is no     error if there is no available spending. You will want to set up
                                                                                     money for the one being used?               SpeedCharts for processes/transactions that are used frequently. A
                                                                                                                                 SpeedChart task (Task 201) will be coming out soon.

 682       10/7/2009 Business Process        Functional - Projects Reports           What about reporting vehicle mileage        This information will be entered directly into Project Costing.             10/13/2009
                     Workshop - Purchasing   and Grants                              and costs?

 680       10/7/2009 Business Process        Functional - Projects Requisition       Is budget checking done at the project      If you have a project budget and Project ID is entered on the               10/13/2009
                     Workshop - Purchasing   and Grants                              level?                                      transaction, the budget checking process will include the Project
                                                                                                                                 budget.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                             Page 20 of 99                                                                                           Printed 11/21/2010
                                                                      Sunflower Project Questions and Answers
                                                                                                                                                                                                      Date Last
 ID    Date Received          Source               Category      Subcategory                   Question                                                   Answer
                                                                                                                                                                                                      Updated
 684       10/7/2009 Business Process        Functional -     Encumbrances     How frequently will encumbrances be         If the requisition was sourced to a Purchase Order (encumbrance             10/13/2009
                     Workshop - Purchasing   Purchasing                        released? How fast will those funds         created) then a PO change order would be processed by the agency
                                                                               become available?                           to 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.
 683       10/7/2009 Business Process        Functional -     Encumbrances     How will an agency change an                If the encumbrance is created through the purchase order, go to the         10/13/2009
                     Workshop - Purchasing   Purchasing                        encumbrance?                                original purchase order and update the purchase order to reflect the
                                                                                                                           change.
 686       10/7/2009 Business Process        Functional -     Purchase Order   At what level will purchase orders be       At a minimum, the purchase order will be budged checked at the              10/13/2009
                     Workshop - Purchasing   Purchasing                        budget checked?                             appropriation level. Depending on how your agency decided to
                                                                                                                           structure the budget, the budget checking process could also check
                                                                                                                           ChartField information. Additionally, if your agency is using Project
                                                                                                                           Costing and contingent on the budget structure, the Project budget
                                                                                                                           could also be checked.
 671       10/7/2009 Business Process        Functional -     Purchase Order   Can you manipulate the information          Once the purchase order is created, you can do a change order to            10/13/2009
                     Workshop - Purchasing   Purchasing                        after a purchase order is created?          include any changes in price, etc.
 670       10/7/2009 Business Process        Functional -     Purchase Order   Does an asset have to be noted in the       You can identify an item directly on the purchase order or within the       10/13/2009
                     Workshop - Purchasing   Purchasing                        purchase order? What about an asset         Asset Management module if it was part of a transfer.
                                                                               transfer?
 691       10/7/2009 Business Process        Functional -     Purchase Order   How will the BPC card work with          A reconciliation process will occur. Please refer to the Change Agent          10/13/2009
                     Workshop - Purchasing   Purchasing                        vouchers and what type of reconciliation Network Meeting #4 Presentation located on the SMART website for
                                                                               process will occur?                      specific information regarding reconciliation and BPC cards. More
                                                                                                                        information will also be covered in training.

 689       10/7/2009 Business Process        Functional -     Purchase Order   What happens on our Capital                 If you are changing an amount on a purchase order, it will create a         10/13/2009
                     Workshop - Purchasing   Purchasing                        Improvement projects, if we go over the     change order which then must go through the approval process.
                                                                               initial amount and a change request is
                                                                               created?
 669       10/7/2009 Business Process        Functional -     Purchase Order   What is required of an employee in a        Purchase Orders can be dispatched a variety of ways. They may be            10/13/2009
                     Workshop - Purchasing   Purchasing                        rural area to dispatch a PO to a vendor?    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.
 685       10/7/2009 Business Process        Functional -     Purchase Order   Will agencies be able to change default     No, the defaults may be changed by requesting changes through the           10/13/2009
                     Workshop - Purchasing   Purchasing                        funding established for their users (the    Department of Administration. Due to security, agencies will not be
                                                                               example given is the agency runs out of     able to change these defaults.
                                                                               money in a particular fund a third of the
                                                                               way through the fiscal year and want to
                                                                               change the default so new transactions
                                                                               carry different default funding)?




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                       Page 21 of 99                                                                                           Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                    Date Last
 ID    Date Received          Source               Category       Subcategory                    Question                                                  Answer
                                                                                                                                                                                                    Updated
 690       10/7/2009 Business Process        Functional -     Purchase Order    Will we need to create a purchase order     Yes, the agency would need to create a Purchase Order.                   10/13/2009
                     Workshop - Purchasing   Purchasing                         to hire consultants for work we do with
                                                                                Division of Facilities (e.g., DFM
                                                                                interviews the consultants and we hire
                                                                                them for a specific project)?

 679       10/7/2009 Business Process        Functional -     Requisition       At what point do I need to figure out if    When a purchase order is budget checked, the funds are                   10/13/2009
                     Workshop - Purchasing   Purchasing                         we have enough funding available to         encumbered. SMART will budget check during the sourcing process
                                                                                actually purchase a specific item?          to ensure that you have available spending authority.

 668       10/7/2009 Business Process        Functional -     Requisition       Can a buyer add asset information on        Yes, the buyer can add this information on a purchase order.             10/13/2009
                     Workshop - Purchasing   Purchasing                         the purchase order even if nothing is
                                                                                provided on the requisition?

 659       10/7/2009 Business Process        Functional -     Requisition       Can a requisition go through more than      Yes. Workflow workshops will be held this winter. During these           10/13/2009
                     Workshop - Purchasing   Purchasing                         one approver?                               workshops an overview of workflow followed by module-specific
                                                                                                                            break out sessions will provide details on the workflow process.

 662       10/7/2009 Business Process        Functional -     Requisition       Has the Project checked with auditors to Yes, the Sunflower Project is working with A&R and the Auditors to          10/13/2009
                     Workshop - Purchasing   Purchasing                         make sure that we will no longer need to identify the appropriate policies and best practices for retaining
                                                                                keep specific copies of paper?           paper documents. Additional information will be provided as it
                                                                                                                         becomes available.
 661       10/7/2009 Business Process        Functional -     Requisition       How do we handle emergency               There will always be situations when the PO is "after the fact" and         10/13/2009
                     Workshop - Purchasing   Purchasing                         purchases?                               there is an emergency that requires you to purchase something
                                                                                                                         without a purchase order. You have the option in that situation to
                                                                                                                         just pay directly from a voucher, but we want to encourage agencies
                                                                                                                         to create a purchase order so that the funds are encumbered. If the
                                                                                                                         purchase exceeds an agency's delegated purchasing authority, a
                                                                                                                         requisition indicating a Prior Authorization type of Emergency needs
                                                                                                                         to be submitted to Division of Purchases.
 664       10/7/2009 Business Process        Functional -     Requisition       How do you enter an item on the             You will enter the item description on the requisition and the buyer     10/13/2009
                     Workshop - Purchasing   Purchasing                         requisition that is new and not listed in   will enter the rest of the item information on the purchase order.
                                                                                SMART yet?
 678       10/7/2009 Business Process        Functional -     Requisition       How will it work when we do our          You will be able to utilize online shopping using Corporate Express         10/13/2009
                     Workshop - Purchasing   Purchasing                         ordering online?                         with Direct Connect (using the web tab on the PO). The process is
                                                                                                                         seamless and takes you to the Corporate Express website to browse
                                                                                                                         their catalog.
 667       10/7/2009 Business Process        Functional -     Requisition       How will transactions get to the Central If the requisition is over your delegated purchasing authority and/or       10/13/2009
                     Workshop - Purchasing   Purchasing                         Division of Purchasing?                  not currently under state contract, SMART workflow will send the
                                                                                                                         transaction to Central Division of Purchasing.
 660       10/7/2009 Business Process        Functional -     Requisition       If an item is under state contract, can  Yes, there will be an item master containing some contract items            10/13/2009
                     Workshop - Purchasing   Purchasing                         you just "pull" that information in from that agencies will be able to select products/services from.
                                                                                the system?                              Additionally, you can create a "favorites list" for frequently
                                                                                                                         purchased items.
 676       10/7/2009 Business Process        Functional -     Requisition       Is there a comments section included on Yes, there is a comments section that can be used to note why a              10/13/2009
                     Workshop - Purchasing   Purchasing                         the requisition to indicate why the      requisition is rejected and/or what needs to be done to fix it.
                                                                                requisition was rejected?



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                        Page 22 of 99                                                                                        Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received          Source               Category       Subcategory                     Question                                                     Answer
                                                                                                                                                                                                          Updated
 663       10/7/2009 Business Process        Functional -     Requisition       Is there anything that would prohibit you No, however, there will be several reports in various SMART                      10/13/2009
                     Workshop - Purchasing   Purchasing                         to print the requisition page from         modules available for your use. Also, CAN5 (held September 30,
                                                                                SMART?                                     2009) contains a presentation of inquiry screens and how to search
                                                                                                                           and access the information. All the inquiry information can also be
                                                                                                                           downloaded into Excel. It is also important to think about your
                                                                                                                           internal agency policies when thinking about printing pages from
                                                                                                                           SMART.
 674       10/7/2009 Business Process        Functional -     Requisition       My agency has different internal           Workflow will be uniform throughout the agency (it will not vary by             10/13/2009
                     Workshop - Purchasing   Purchasing                         “delegated audit authority” for various    department). However, agencies can utilize the ad hoc approver
                                                                                departments and we want to route           process for specific items that require additional approvals.
                                                                                approvals accordingly. Will we be able
                                                                                to incorporate this into our workflow
                                                                                setup?
 675       10/7/2009 Business Process        Functional -     Requisition       My agency sometimes has large              The requisition would need to be routed to Division of Purchases                10/13/2009
                     Workshop - Purchasing   Purchasing                         emergency expenses, such as repairing a noting the emergency purchase. In the current process, it is
                                                                                dam (must happen immediately, cost         common for agencies to call the Division of Purchasing buyer to
                                                                                may be $40k). Currently we complete a provide advance notice of the request. Agencies should continue
                                                                                prior authorization and fax it to Division with this practice.
                                                                                of Purchasing for approval. How will this
                                                                                work in SMART?

 672       10/7/2009 Business Process        Functional -     Requisition       Some agencies must provide                      This documentation could be sent to Division of Purchases as an            10/13/2009
                     Workshop - Purchasing   Purchasing                         documentation to Division of Purchasing         attachment on the requisition. However, there may be valid reasons
                                                                                when sending proposals to bid. Agencies         the document does not get attached, such as the document was
                                                                                currently scan files and attach them to         produced after the requisition was submitted. In this situation, the
                                                                                an email. Will that process remain the          agency will still utilize e-mail as the means to get the document to
                                                                                same?                                           Division of Purchases. Attachments to a requisition are for purposes
                                                                                                                                stated above, not for invoices, packing slips, expense receipts, P-card
                                                                                                                                receipts, etc.
 673       10/7/2009 Business Process        Functional -     Requisition       What contract information will be               Division of Purchases' contracts will be in SMART. This includes data      10/13/2009
                     Workshop - Purchasing   Purchasing                         included in SMART?                              elements about a contract such as vendor name, start and end date,
                                                                                                                                renewals. The contract document will also be in SMART.

 665       10/7/2009 Business Process        Functional -     Requisition       What is the favorites list?                     SMART users are able to create a "favorites" list of items that are        10/13/2009
                     Workshop - Purchasing   Purchasing                                                                         frequently purchased. This "favorites" list is much like your favorite
                                                                                                                                bookmarks on the internet.
 677       10/7/2009 Business Process        Functional -     Requisition       What will happen to a requisition with 5        During the auto sourcing process, the system will create different         10/13/2009
                     Workshop - Purchasing   Purchasing                         items to different vendors?                     purchase orders, one for each different vendor if the vendor is noted
                                                                                                                                for each item.
 666       10/7/2009 Business Process        Functional -     Requisition       Will one agency be able to utilize              Contracts may be set up to allow for only specific agencies to utilize     10/13/2009
                     Workshop - Purchasing   Purchasing                         another agency’s vendor contract to             them or to allow for statewide use. For example, all statewide
                                                                                make a purchase? If available to other          contracts will be set up allowing all agencies to use them.
                                                                                entities, is it available for all agencies to   Additionally, if Division of Purchases bids a contract for one state
                                                                                use?                                            agency and the final contract allows all state agencies to use it, then
                                                                                                                                the contract will be set up to allow this in SMART.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                         Page 23 of 99                                                                                            Printed 11/21/2010
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
 ID    Date Received         Source                Category           Subcategory                   Question                                                    Answer
                                                                                                                                                                                                           Updated
 657       10/6/2009 Business Process        Functional - Asset   Reports           How will Regents, who are not using the     The Regents will continue using their current business processes for        11/12/2009
                     Workshop - General      Management                             Asset Management Module, submit             reporting capital assets and related depreciation to the Division of
                     Ledger and Commitment                                          reports on their assets?                    Accounts and Reports.
                     Control
 656       10/6/2009 Business Process        Functional - Asset   Reports           Will we continue to submit asset reports    The DA-87, DA-83 forms will be obsolete with the implementation             10/14/2009
                     Workshop - General      Management                             after using SMART or can the                of SMART. A&R is evaluating if there will a certification process by
                     Ledger and Commitment                                          information just be pulled from the         agencies to confirm the asset data in the system up to date and
                     Control                                                        system?                                     correct.
 645       10/6/2009 Business Process        Functional - General Budget Check      What will budget check reveal if there is   If a transaction fails budget check, it is because of a ChartField error     1/13/2010
                     Workshop - General      Ledger                                 not enough budget available?                or because you do not enough budget available. Agencies will need
                     Ledger and Commitment                                                                                      to plan for communication between the fiscal office and department
                     Control                                                                                                    processing transactions in SMART and who will handle the budget
                                                                                                                                check exceptions. Additional information on budget check
                                                                                                                                exceptions is included on the presentation from the Change Agent
                                                                                                                                Network Meeting #7 posted on the SMART website:
                                                                                                                                http://www.da.ks.gov/smart/default.htm

 647       10/6/2009 Business Process        Functional - General Encumbrances      If your operating budget has $50,000        You will get an error if you try and process a voucher for $35,000 if       10/14/2009
                     Workshop - General      Ledger                                 available, but you only have $25,000        you only have $25,000 available in cash. An encumbrance impacts
                     Ledger and Commitment                                          available in cash, will you get a budget    the appropriation and operating ledgers and not the available cash
                     Control                                                        check error if you spend $35,000? What      you can encumber the money but not spend the money.
                                                                                    about when you encumber $35,000?

 646       10/6/2009 Business Process        Functional - General Encumbrances      In STARS we had firm and contingent         No, in SMART, all encumbrances work the same way. They reduce               10/14/2009
                     Workshop - General      Ledger                                 encumbrances. Firm encumbrances tie         your spending authority, but not your cash balance. The cash
                     Ledger and Commitment                                          up cash preventing other transactions       balance is not impacted by an encumbrance. The cash balance is
                     Control                                                        from being paid, but contingent             only impacted by vouchers and payments. Vouchers are checked
                                                                                    encumbrances do not. In SMART will the      against the cash budget to ensure cash is available.
                                                                                    encumbrances be divided this way?

 654       10/6/2009 Business Process        Functional - General Journal Entry     In SMART, what happens if A&R finds an      If A&R does not agree with an account, etc. they will contact the           10/14/2009
                     Workshop - General      Ledger                                 error? How does that information get        agency to notify them. This is similar to what occurs today. The
                     Ledger and Commitment                                          back to the agency?                         systematic checks, however, will occur before it is sent to A&R. A&R
                     Control                                                                                                    approval is the final step in the automated workflow process. If A&R
                                                                                                                                does not approve the Journal they may call with questions or deny
                                                                                                                                the journal.
 653       10/6/2009 Business Process        Functional - General Journal Entry     Will the GL Approver approve a journal      Yes, the GL Approver will sign into SMART and approve the                   10/14/2009
                     Workshop - General      Ledger                                 voucher within SMART?                       transaction. The entry in the General Ledger is called a journal entry.
                     Ledger and Commitment
                     Control
 655       10/6/2009 Business Process        Functional - General Journal Entry     Will there be a reference document that No. When creating a GL journal, the agency must know both sides of              10/14/2009
                     Workshop - General      Ledger                                 maps transaction codes in STARS to the the entry and balance the journal appropriately. When entering a
                     Ledger and Commitment                                          equivalent in SMART?                     transaction in one of the submodules (AP, AR, etc) only one side of
                     Control                                                                                                 the entry is required and the system will generate the offsetting
                                                                                                                             entry.
 658       10/6/2009 Business Process        Functional - General Journal Entry     Will you create a journal voucher within You will correct a transaction within the source module. You will              10/14/2009
                     Workshop - General      Ledger                                 the source module?                       create a GL journal in the General Ledger module.
                     Ledger and Commitment
                     Control

7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                            Page 24 of 99                                                                                           Printed 11/21/2010
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
 ID    Date Received          Source               Category           Subcategory                   Question                                                   Answer
                                                                                                                                                                                                           Updated
 650       10/6/2009 Business Process        Functional - General Ledgers           Will no limit funds be at the            The operating Budget does not check against spending authority                 10/14/2009
                     Workshop - General      Ledger                                 appropriation or operating budget level? because it is a track budget. So all no limit funds are at the
                     Ledger and Commitment                                                                                   appropriation level.
                     Control
 652       10/6/2009 Business Process        Functional - General Payroll           In SHaRP, will an encumbrance be           Encumbrances for Payroll will not occur after the transition to              10/14/2009
                     Workshop - General      Ledger                                 generated the Tuesday before payroll?      SMART. While the final processing schedule will not be confirmed
                     Ledger and Commitment                                                                                     until testing is complete, the tentative plan is for on-cycle Payroll GL
                     Control                                                                                                   to be sent to SMART on Wednesday night prior to Payroll (at which
                                                                                                                               time budget checking will occur). The GL for Payroll will post with an
                                                                                                                               effective date equal to the paycheck date.

 651       10/6/2009 Business Process        Functional - General Payroll           Which budgets are checked when payroll All applicable budgets are checked when Payroll journals are sent to             10/14/2009
                     Workshop - General      Ledger                                 is sent to SMART?                      SMART. Appropriation, operating, and any other optional agency
                     Ledger and Commitment                                                                                 budgets. The SMART payroll processing schedule will draw down
                     Control                                                                                               their budget with the payroll journal at approximately the same time
                                                                                                                           as the payroll encumbrance transaction does today.

 648       10/6/2009 Business Process        Functional -         Encumbrances      What happens to an encumbrance if I        When you create a voucher, if you know that it is the last payment           10/14/2009
                     Workshop - General      Purchasing                             create a purchase order for $4,000 but     for that particular purchase order, there is a finalize process that will
                     Ledger and Commitment                                          only needed $3,500?                        tell the system to release the rest of the encumbrance.
                     Control
 649       10/6/2009 Business Process        Functional -         Purchase Order    What happens if I create a purchase        The best practice is to go back to the purchase order and do a               10/14/2009
                     Workshop - General      Purchasing                             order for $4,000, but later realize I      change request on the original purchase order to include the
                     Ledger and Commitment                                          needed to encumber $4,200?                 additional $200 so that the total amount is encumbered.
                     Control
 626       9/30/2009 Change Agent Network    Data Warehouse       Dashboards        Can we build our own dashboards from Yes, the templates and prototypes are just a starting point.                        10/1/2009
                     Meeting #5              and Reporting                          data so we can style them the way we
                                                                                    find them useful?
 635       9/30/2009 Change Agent Network    Data Warehouse       Inquiry           Can we do similar inquiries in SHaRP as Yes, there is inquiry available in SHaRP. There are pages within                 10/8/2009
                     Meeting #5              and Reporting                          in SMART and export data for reporting? SHaRP where the end-user can click on the spreadsheet icon and
                                                                                                                            export the results to Excel. A couple of examples are the Paycheck
                                                                                                                            Data page and the Job Summary page. A benefit to implementing
                                                                                                                            SMART is the integration between SHaRP and SMART. The SHaRP
                                                                                                                            data will also be in the Data Warehouse.

 630       9/30/2009 Change Agent Network    Data Warehouse       Reports           Do our users know what's available      Online inquiries are not included in the report book. If there is an             10/1/2009
                     Meeting #5              and Reporting                          online to know what they do not need in online inquiry that will fill a reporting need you identify, the Project
                                                                                    reports?                                will catch that during the review of your reporting need analysis.

 634       9/30/2009 Change Agent Network    Data Warehouse       Reports           I thought Crystal Reporting was a tool  No, Crystal Reporting is only available in production. Currently,                10/1/2009
                     Meeting #5              and Reporting                          available for Data Warehouse Reporting? reports created out of production will be done by A&R only.
                                                                                                                            Agencies that need production reports, will need to request those
                                                                                                                            from A&R.
 632       9/30/2009 Change Agent Network    Data Warehouse       Reports           When you export to Excel from the       No, the column headers and column widths formats copied when                     10/1/2009
                     Meeting #5              and Reporting                          SMART system, do you have to make       exported from the page to Excel.
                                                                                    formatting changes to the column
                                                                                    headers and widths?




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                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
 ID    Date Received          Source              Category           Subcategory                       Question                                                    Answer
                                                                                                                                                                                                                Updated
 633       9/30/2009 Change Agent Network   Data Warehouse       Training              Do we need to attend SMART training to Yes, data warehouse training is required. Crystal reporting is not                  10/1/2009
                     Meeting #5             and Reporting                              help develop reports in the Data       used in the Data Warehouse, the tools in the Data Warehouse will
                                                                                       Warehouse using Crystal Reports?       need to be used to create reports. Users could export data from
                                                                                                                              warehouse and import them into Crystal Reports.

 628       9/30/2009 Change Agent Network   Functional -        Inquiry                Will the Accounts Receivable module         No, each module has different inquiry screens, but all modules have            10/1/2009
                     Meeting #5             Accounts Receivable                        have the same inquiry screens as the        inquiry screens with similar flexibility to allow you to search using
                                                                                       voucher inquiry screens?                    various fields.

 629       9/30/2009 Change Agent Network   Functional - Asset   File Layouts          The location code in SMART seems to be      For location codes used in Asset Management, you could have a                  10/1/2009
                     Meeting #5             Management                                 geared toward a single building with        location with multiple buildings. In that case, you would use the
                                                                                       multiple floors. How does this work for a   Area Definition table to define codes for floors and rooms in each
                                                                                       campus setting with multiple buildings,     building.
                                                                                       some with multiple floors?

 637       9/30/2009 Change Agent Network   Functional - General Configuration Values If we have a change before go-live that   No, in the months prior to go-live, we will provide an opportunity to             10/1/2009
                     Meeting #5                                                       affects a response we have already        revise key configuration items. Please maintain your list of changes
                                                                                      turned in to load a table, should we send until then.
                                                                                      in a revision to our task?

 638       9/30/2009 Change Agent Network   Functional - General SpeedCharts           Are SpeedCharts agency specific or user     SpeedCharts are available by agency, so users that have access to              10/1/2009
                     Meeting #5                                                        specific? For example, can a user only      that specific page, will have access to the SpeedCharts for their
                                                                                       see the SpeedCharts they created or all     agency.
                                                                                       agency SpeedCharts?
 636       9/30/2009 Change Agent Network   Functional - General SpeedCharts           What is the size of the name field for      The SpeedChart field has 10 alphanumeric bytes for the name.                   10/1/2009
                     Meeting #5                                                        SpeedCharts?                                There is a short description of 30 characters and a long description
                                                                                                                                   of 254 characters. A configuration activity (Task ID 201) will be sent
                                                                                                                                   out to agencies in October.
 627       9/30/2009 Change Agent Network   Functional - General SpeedCharts           Will agencies be able to enter new          This is one of the values that will be “revalidated” in the Spring (April-     10/1/2009
                     Meeting #5                                                        SpeedCharts in June after attending         May) 2010, timeframe. After Chartfield values have been
                                                                                       training?                                   revalidated we plan to send agencies lists of the existing values
                                                                                                                                   (submitted with current agency task) and ask them to update as
                                                                                                                                   appropriate and to resubmit to the Project. We will then reload the
                                                                                                                                   most current values for production. Agencies will not be able to
                                                                                                                                   enter online in June; rather they will be able to enter online after
                                                                                                                                   July 1st.
 640       9/30/2009 Change Agent Network   Functional - General CFDA                  Can you have one CFDA number                Yes, one CFDA number can be associated to multiple funds, but one             10/14/2009
                     Meeting #5             Ledger                                     associated to multiple funds?               fund cannot be associated to 2 or more CFDA numbers.

 639       9/30/2009 Change Agent Network   Functional - General CFDA                  Will each federal fund have a unique        Project staff are working with A&R staff to determine federal funds           10/14/2009
                     Meeting #5             Ledger                                     fund number or will they be the same        for which it makes sense to use a common fund number shared by
                                                                                       across agencies per the CFDA number?        multiple agencies. We will use information collected by A&R for the
                                                                                       When will these new fund numbers be         FY2009 SEFA in making this determination. The State Medicaid fund
                                                                                       available?                                  shared by multiple agencies is a great example when one fund
                                                                                                                                   number makes sense. We hope to have some preliminary
                                                                                                                                   information by the end of December, 2009.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                               Page 26 of 99                                                                                            Printed 11/21/2010
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received          Source             Category           Subcategory                        Question                                                   Answer
                                                                                                                                                                                                             Updated
 642       9/30/2009 Change Agent Network   Functional - General Chart of Accounts   If agencies are able to add service          You can, service locations can be added on-line once SMART is                10/1/2009
                     Meeting #5             Ledger                                   locations, why can't we do it on July 1,     operational. However, any transactions entered before service
                                                                                     2010?                                        locations are added/configured will not have the service location
                                                                                                                                  value associated with the transaction.


 641       9/30/2009 Change Agent Network   Interface           File Layouts         Will there be a moratorium on interface      Yes, at this time there is a moratorium on changes unless a change is        10/1/2009
                     Meeting #5                                                      file layout changes?                         required to fix an error.
 631       9/30/2009 Change Agent Network   Post Go-Live                             Is there any idea how future SMART           The Enterprise Application Rate charged by DISC is set for FY2010            10/1/2009
                     Meeting #5                                                      costs will be allocated/charged? Should      and FY2011 with no increase. In May, 2010, the rate for FY2012 will
                                                                                     we expect a significant increase?            be calculated looking at the known costs for supporting, maintaining
                                                                                                                                  and upgrading all central systems, including SMART, SHaRP and
                                                                                                                                  IBARS.
 625       9/30/2009 Change Agent Network   Training            Schedule             When will SMART training begin?              SMART training begins in March, 2010 for web based courses, then             10/1/2009
                     Meeting #5                                                                                                   classroom training starts in April through June, 2010. Visit the
                                                                                                                                  SMART website at http://www.da.ks.gov/smart/ for the course
                                                                                                                                  catalog of classes.

 644       9/30/2009 Change Agent Network   Training                                 Are there other training materials that      Yes, many of our training materials are provided in instructor-led           10/7/2009
                     Meeting #5                                                      are formatted for printing?                  training. All of our course materials, including the job aids, will be
                                                                                                                                  posted on the training section of the SMART website once training
                                                                                                                                  deployment begins. For example: The User Productivity Kit (UPK)
                                                                                                                                  not only allows the end user to complete a step-by-step simulation,
                                                                                                                                  but also provides the ability to print the step-by-step instructions for
                                                                                                                                  reference while completing the related task in SMART. Second, the
                                                                                                                                  SMART training team is developing Job Aids that accompany all of
                                                                                                                                  our training. Job Aids include short, easy-to-read, reminders of key
                                                                                                                                  concepts. Some examples from the GN201: Introduction to
                                                                                                                                  Navigating in SMART include Navigating the Home Page, Performing
                                                                                                                                  Searches, and Signing In and Out of SMART. Additionally, some
                                                                                                                                  courses may have spreadsheet job aids that reference common field
                                                                                                                                  values.
 643       9/30/2009 Change Agent Network   Training                                 Can the web based training be printed        The web-based training files are designed to support interactivity           10/7/2009
                     Meeting #5                                                      for staff who are tactical learners and      rather than a hard copy. Printed versions of the web-based training
                                                                                     want to have a paper copy to refer back      are not formatted for paper. If an employee feels strongly that they
                                                                                     to?                                          need a printed version of the web-based training, non-formatted
                                                                                                                                  copies can be provided.

 607       9/23/2009 September Monthly      Data Conversion     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.

 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


7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                              Page 27 of 99                                                                                           Printed 11/21/2010
                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
 ID    Date Received           Source                Category           Subcategory                    Question                                                     Answer
                                                                                                                                                                                                                Updated
 608       9/23/2009 September Monthly         Functional - Asset   Conversion        How do we submit the conversion files?       The Excel Data Entry Templates for asset conversion should be                  9/23/2009
                     Conversion Meeting        Management                                                                          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).
 611       9/23/2009 September Monthly         Functional - Asset   Conversion        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        Management                             fields were not entered correctly in the     test files.
                                                                                      Asset Data Entry Template that was
                                                                                      submitted.
 615       9/23/2009 September Monthly         Functional - Asset   File Layouts      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        Management                             field in the asset conversion file?

 614       9/23/2009 September Monthly         Functional - Asset   File Layouts      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        Management                             fields required in the asset conversion      only need to be used if you have reported Salvage Value to A&R in
                                                                                      file 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         Functional - Asset   File Layouts      Why can't anything be entered in the         An updated version of the Asset Data Entry Template has been                   9/23/2009
                     Conversion Meeting        Management                             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         Functional - Asset   File Layouts      Will there be any Asset Subtypes that        No, there will not be. All of the Asset Subtypes that you might think          9/23/2009
                     Conversion Meeting        Management                             roll up to the 070 Asset Type                of as machinery will roll up to the 040 Asset Type (Equipment).
                                                                                      (Machinery)?
 586       9/15/2009 Business Process          Functional - Projects Contracts        Customer invoices are created in SMART.      Agencies will not need to physically print out invoices as the                 9/29/2009
                     Workshop - Projects and   and Grants                              Will all the information be in the system   information will be available within SMART unless their Sponsor
                     Grants                                                           or will we need to print out the invoice?    requires it.

 585       9/15/2009 Business Process          Functional - Projects Contracts        When you view the contracts for a            Yes, there is an Amendment Details page that allows you to search              9/29/2009
                     Workshop - Projects and   and Grants                             project, will you be able to see all the     for and review all of the amendments associated with a customer
                     Grants                                                           amendments to a contract?                    contract.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                              Page 28 of 99                                                                                              Printed 11/21/2010
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received           Source               Category             Subcategory                    Question                                                   Answer
                                                                                                                                                                                                             Updated
 587       9/15/2009 Business Process          Functional - Projects Grants            An agency has a grant where they bill        If they are only billing 75%, let's assume that this is a match            9/29/2009
                     Workshop - Projects and   and Grants                              only 75%. How will they know which           situation, where the agency pays 25% and the sponsor (federal or
                     Grants                                                            transaction or what in the system is         other grantor) reimburses 75%. If this is the case, then normally the
                                                                                       setup to help them manage only billing       sponsor share is funded with a different fund than the state portion
                                                                                       75% of 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          Functional - Projects Grants            Can costs be tracked related to a            Yes, costs can be tracked related to Project/Grant before the Grant        9/29/2009
                     Workshop - Projects and   and Grants                              Project/Grant before the Grant is            is actually awarded. There is a pre-award process where the grant
                     Grants                                                            actually awarded? Can you create a           and project are created so that they can track the costs. Once the
                                                                                       grant and its related project(s) and         grant is awarded, the pre-award spending is processed and the
                                                                                       activity(ies) to accumulate costs prior to   related project costs and billing information are send to Projects and
                                                                                       award of the 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          Functional - Projects Grants            Does the workflow for grant proposal         No, the workflow for grant proposal approvals is optional and not          9/29/2009
                     Workshop - Projects and   and Grants                              approvals need to be the same as the         contingent on the SHaRP hierarchy.
                     Grants                                                            workflow in Travel & Expense,
                                                                                       contingent on SHaRP hierarchy?

 579       9/15/2009 Business Process          Functional - Projects Grants            Will SMART generate its own number for Agencies can either allow SMART to generate a sequential Proposal                9/29/2009
                     Workshop - Projects and   and Grants                              the grant award process or can we      ID or Project ID or choose their own unique identifier.
                     Grants                                                            assign the number ourselves?

 581       9/15/2009 Business Process          Functional - Projects Project Budget    If an agency is not using the Grants         Yes. However, you will not enter your budget directly into Project         9/29/2009
                     Workshop - Projects and   and Grants                              module, but has a certain budget for a       Costing, you will do a budget journal entry and load your budget
                     Grants                                                            project, can you enter the budget            directly into Commitment Control. Your budget will come back to
                                                                                       information?                                 Project Costing from Commitment Control.
 577       9/15/2009 Business Process          Functional - Projects Project Costing   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
                     Workshop - Projects and   and Grants                              complete in order to move the                to Asset Management when that portion/stage is complete or when
                     Grants                                                            information into Asset Management?           you are ready to begin the depreciation process. This can be
                                                                                                                                    configured by the agency using express asset filter criteria.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                               Page 29 of 99                                                                                          Printed 11/21/2010
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received           Source                Category            Subcategory                    Question                                                   Answer
                                                                                                                                                                                                             Updated
 582       9/15/2009 Business Process          Functional - Projects Project Costing   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
                     Workshop - Projects and   and Grants                              transaction cannot be saved to a specific not show up as an option when you are attempting to create a new
                     Grants                                                            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.


 584       9/15/2009 Business Process          Functional -         Encumbrances       As soon as an encumbrance is created,        Yes, an encumbrance will tie up your appropriation budget, but             9/29/2009
                     Workshop - Projects and   Purchasing                              does this tie up an agency's funds?          encumbrances do not affect your cash budget.
                     Grants
 583       9/15/2009 Business Process          Functional -         Encumbrances       At what point does the requisition        After a requisition is sourced to a purchase order and budget                 9/29/2009
                     Workshop - Projects and   Purchasing                              become part of accounting record and      checked, the encumbrance is created in the system.
                     Grants                                                            create an encumbrance?
 624        9/9/2009 Business Process          Functional -         Budget Check       Is budget checking for interfunds only on Yes, budget checking only occurs in Accounts Payable.                         9/29/2009
                     Workshop - Deposits and   Accounts Payable                        the AP side?
                     Interfund
 603        9/9/2009 Business Process          Functional -        Budget Check        How often will the budget checking run? Budget Checking for Accounts Receivables and Interfunds will                   10/13/2009
                     Workshop - Deposits and   Accounts Receivable                     Will this be different for interfunds?  tentatively run every two hours.
                     Interfund
 597        9/9/2009 Business Process          Functional -        Deposit             Can an agency setup different deposit       Yes, these are called ‘SpeedCharts’ and agencies will be able to set        9/29/2009
                     Workshop - Deposits and   Accounts Receivable                     templates that would allow them to post them up and change them as needed. The deposit is the same
                     Interfund                                                         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          Functional -        Deposit             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
                     Workshop - Deposits and   Accounts Receivable                     agency make miscellaneous deposits?         be miscellaneous.
                     Interfund
 594        9/9/2009 Business Process          Functional -        Deposit             If you are not using billing, can you set    Yes, you can if you choose, however, these typically will be               9/29/2009
                     Workshop - Deposits and   Accounts Receivable                     up customers for recurring deposits?         miscellaneous deposits.
                     Interfund
 596        9/9/2009 Business Process          Functional -        Deposit             Some agencies don’t walk their deposits      It will be the same process. The agency will have a deposit type of        9/29/2009
                     Workshop - Deposits and   Accounts Receivable                     into the Treasurer’s office. The treasurer   EFT for the amount. Currently when an agency does a deposit for an
                     Interfund                                                         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     deposit is complete, it is at their discretion and will be similar to
                                                                                       the process? Will they enter a deposit       what they are doing today.
                                                                                       with the Type of ACH? Will the deposit
                                                                                       be recorded in AR and no journal will be
                                                                                       required?
 595        9/9/2009 Business Process          Functional -        Deposit             When funds are wired into Treasurer on       The deposit will show up in Accounts Receivable. The Regents will          9/29/2009
                     Workshop - Deposits and   Accounts Receivable                     behalf of a Regent, will the deposit show    still have to do a deposit and the deposit must be approved and
                     Interfund                                                         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.



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                               Page 30 of 99                                                                                          Printed 11/21/2010
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received          Source                Category           Subcategory                     Question                                                   Answer
                                                                                                                                                                                                            Updated
 592        9/9/2009 Business Process          Functional -        Deposit            Will agencies be able to check for the   Yes, agencies will have visibility within SMART to see the status of           9/29/2009
                     Workshop - Deposits and   Accounts Receivable                    approval of deposits from the treasurer? their deposit.
                     Interfund
 591        9/9/2009 Business Process          Functional -        Inquiry            Will we be able to view a list of the       Yes, agencies will have visibility within SMART to see a list of            9/29/2009
                     Workshop - Deposits and   Accounts Receivable                    deposits we have made?                      deposits they have made.
                     Interfund
 602        9/9/2009 Business Process          Functional -        Interfund          Can I use a purchase order for an           Yes, you can pay the Accounts Payable copying the purchase order.           9/29/2009
                     Workshop - Deposits and   Accounts Receivable                    interfund?
                     Interfund
 600        9/9/2009 Business Process          Functional -        Interfund          Does SMART generate the voucher             Yes, they will be sequentially numbered and agencies will be able to        9/29/2009
                     Workshop - Deposits and   Accounts Receivable                    numbers in the interfund process?           see both sides of the transaction.
                     Interfund
 601        9/9/2009 Business Process          Functional -        Interfund          If Regents do not track receivables, how    You do not need to use Accounts Receivable to use Interfunds. You           9/29/2009
                     Workshop - Deposits and   Accounts Receivable                    will this work if they are the depositing   would go directly to the Interfund Page and enter a deposit. On the
                     Interfund                                                        side of an interfund?                       deposit page, once you would enter the customer and amount.

 599        9/9/2009 Business Process          Functional -        Interfund          Will agencies have to print the interfund A&R will no longer approve interfunds. They will perform a post               9/29/2009
                     Workshop - Deposits and   Accounts Receivable                    and provide a hard copy to A&R?           audit of interfunds. Printing of the interfund and attaching to
                     Interfund                                                                                                  supporting documentation will not be required.
 605        9/9/2009 Business Process          Functional -        Interfund          Will the workflow workshops include       Both sides of the interfund (Deposits and Vouchers) will need to be           9/29/2009
                     Workshop - Deposits and   Accounts Receivable                    workflow for approval of interfunds?      approved on the Interfund page. There will be email notification on
                     Interfund                                                        The agency is wondering about             the page but this will be a manual process and the deposit and
                                                                                      interfunds that may have a different      voucher will need to be approved separately on the interfund page.
                                                                                      approval path 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?


 588        9/9/2009 Business Process          Functional -        Invoices           How frequently will the batch process       The invoices will be generated by the agencies themselves whenever          9/29/2009
                     Workshop - Deposits and   Accounts Receivable                    run for generating an invoice?              needed.
                     Interfund
 589        9/9/2009 Business Process          Functional -        Invoices           What are the constraints within the         There will be one standard invoice and the basic billing calculation is     9/29/2009
                     Workshop - Deposits and   Accounts Receivable                    Billing module? What level of detail is     rate times quantity. Agencies are allowed different entry and reason
                     Interfund                                                        included?                                   types. There is also a notes field to add additional details.

 590        9/9/2009 Business Process          Functional -        Reports            Will we be able to run reports on the       Yes, this is discussed in the GL Business Process Workshop.                 9/29/2009
                     Workshop - Deposits and   Accounts Receivable                    Accounts Receivable data in the General
                     Interfund                                                        Ledger module?
 604        9/9/2009 Business Process          General Enterprise   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
                     Workshop - Deposits and   Readiness            Analysis          can we leave the Agency Impact Analysis     impacts, please note it with "N/A."
                     Interfund                                                        blank?
 598        9/9/2009 Business Process          Post Go-Live         Security          How frequently will we need to change       This process is still being determined, but users should expect a           10/5/2009
                     Workshop - Deposits and                        Administration    our sign-on for SMART?                      policy similar to SHARP which is core user passwords are changed
                     Interfund                                                                                                    every 30 days.



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                              Page 31 of 99                                                                                         Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                      Date Last
 ID    Date Received         Source             Category         Subcategory                    Question                                                    Answer
                                                                                                                                                                                                      Updated
 438        9/8/2009 September Monthly     Data Conversion   Encumbrances       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?

 441        9/8/2009 September Monthly     Interface         Error Processing   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         Error Processing   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
                                                                                data? Since the technical staff are the     their daily routine. It is expected that functional and technical staff
                                                                                ones submitting the interface files, it     within an agency will communicate with each other to resolve errors
                                                                                seems like the functional staff would       and prevent them from recurring.
                                                                                keep making the same errors over and
                                                                                over again.
 439        9/8/2009 September Monthly     Interface         Error Processing   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?

 440        9/8/2009 September Monthly     Interface         Error Processing   What does "In Production you can go        After SMART goes live, all agencies will have access to the Online            9/8/2009
                     Interface Meeting                                          and 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)?
 443        9/8/2009 September Monthly     Interface         Interfund          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.
 444        9/8/2009 September Monthly     Interface         Interfund          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         Testing            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         Testing            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               "interface testing" in the subject line, we can enter them online into
                                                                                spreadsheet upload to load our data into the SMART testing environment for you.
                                                                                SMART for Stage 3 testing?




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                        Page 32 of 99                                                                                          Printed 11/21/2010
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received           Source               Category             Subcategory                   Question                                                   Answer
                                                                                                                                                                                                          Updated
 570        9/3/2009 Business Process          Functional - Projects Contracts         If you have in-kind match (goods,          You will enter a transaction in Project Costing to record memo items     12/16/2009
                     Workshop - Projects and   and Grants                              volunteer hours) from a third party that   or items that do not flow from Purchasing or Accounts Payable.
                     Grants                                                            you are billing for (no cash trading       There will be a MEM analysis type in projects that will identify the
                                                                                       hands), but the feds require               memo transactions.
                                                                                       documentation of the entire amount,
                                                                                       how would you document in kind?
 576        9/3/2009 Business Process          Functional - Projects Grants            Are we working on policy decisions with    Vouchers under the delegated audit authority will not require a           1/13/2010
                     Workshop - Projects and   and Grants                              agency auditors in addition with A&R       special form, manual signature or printed copies be sent to Accounts
                     Grants                                                            auditors for specific agency rules when    and Reports. Electronic signatures are acceptable and subject to
                                                                                       receiving grants from other agencies. If   audit. Voucher over delegated audit authority will require
                                                                                       A&R agrees we don't need paper, will       appropriate supporting documentation in accordance with Division
                                                                                       agencies also agree or do we need two      of Accounts and Reports policy. Division of A&R staff and Sunflower
                                                                                       sets of standards.                         Project staff will be meeting with the State Records Manager to
                                                                                                                                  discuss upcoming process changes occurring with the
                                                                                                                                  implementation of SMART. Additional information will be provided
                                                                                                                                  after that meeting. Supporting documentation such as invoices,
                                                                                                                                  statement, etc. must be maintained by the agency in compliance
                                                                                                                                  with delegated audit authority procedures. Scanned PDF images of
                                                                                                                                  these documents are acceptable provided the Agency's electronic
                                                                                                                                  document management system has been approved by Department
                                                                                                                                  of Administration. Any documentation required for Federal, other
                                                                                                                                  agency or internal agency audit requirements must be maintained
                                                                                                                                  by the agency in accordance with those audit rules. Refer to
                                                                                                                                  Department of Administration's website for additional details:
                                                                                                                                  http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
                                                                                                                                  additional details are known they will be communicated through
                                                                                                                                  Accounts and Reports informational circulars and/or Sunflower
                                                                                                                                  Project Change Agent Network Meetings.

 575        9/3/2009 Business Process          Functional - Projects Grants            Can grant managers have access to only     No, security is by business unit (agency).                                9/14/2009
                     Workshop - Projects and   and Grants                              their grants, not others within their
                     Grants                                                            agency?
 571        9/3/2009 Business Process          Functional - Projects Project Budget    Agency has a project budget, but wants     All project budgets are track budgets. Agencies have the option to        9/14/2009
                     Workshop - Projects and   and Grants                              to allow a 10% tolerance, so they want     select track with budget vs. track without budget. Staff will be able
                     Grants                                                            to error at 110% and a warning at 100%.    to see the budget figures, but the system will not error when you are
                                                                                       Can the system be configured this way?     over your budget.

 561        9/3/2009 Business Process          Functional - Projects Project Costing   At what level do you have to budget and You are required to report at the level that your Sponsor requires.          9/14/2009
                     Workshop - Projects and   and Grants                              report projects?
                     Grants
 566        9/3/2009 Business Process          Functional - Projects Project Costing   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
                     Workshop - Projects and   and Grants                              fiscal year, but prevent transactions       project status.
                     Grants                                                            from paying against it until the FY begins.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                               Page 33 of 99                                                                                       Printed 11/21/2010
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received           Source               Category             Subcategory                    Question                                                     Answer
                                                                                                                                                                                                               Updated
 572        9/3/2009 Business Process          Functional - Projects Project Costing   Can you post project information into          For reimbursable projects, only the billing information will flow back     9/14/2009
                     Workshop - Projects and   and Grants                              Accounts Receivable, will it post back to      to Project Costing. The deposit (revenue) information in AR will not
                     Grants                                                            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          Functional - Projects Project Costing   Can you run reports even if the project is Yes, reports will still be able to be ran.                                     9/14/2009
                     Workshop - Projects and   and Grants                              closed?
                     Grants
 569        9/3/2009 Business Process          Functional - Projects Project Costing   Can your project be closed if you have         Yes, you can close a project even if you have open encumbrances.           9/14/2009
                     Workshop - Projects and   and Grants                              open encumbrances against it?
                     Grants
 574        9/3/2009 Business Process          Functional - Projects Project Costing   For billing, there are mandated federal        Yes, SMART does not replace federal forms that you have to                 9/14/2009
                     Workshop - Projects and   and Grants                              forms, will we still have to do these?         complete for billing.
                     Grants
 565        9/3/2009 Business Process          Functional - Projects Project Costing   If the project is closed, are vouchers still   Yes, closing the project does not change the historical record on how      9/14/2009
                     Workshop - Projects and   and Grants                              linked to the project for reporting?           the transaction was created.
                     Grants
 563        9/3/2009 Business Process          Functional - Projects Project Costing   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
                     Workshop - Projects and   and Grants                              available in the grant. Does this prevent process and pay during the 90 day grant closeout period. If you mark
                     Grants                                                            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          Functional - Projects Project Costing   If the project is closed, can you create       No, once the voucher is created, it will continue to flow through the      9/14/2009
                     Workshop - Projects and   and Grants                              and process a voucher for payment?             process and pay during the 90 day grant closeout period. If you mark
                     Grants                                                                                                           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          Functional - Projects Project Costing   If you close the grant, you track     A report could be generated to check for all open encumbrances and                  9/14/2009
                     Workshop - Projects and   and Grants                              encumbrances and prepare the 269      you can track payments made associated to the grant.
                     Grants                                                            report. How do you know what was paid
                                                                                       after 90 days?




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                                Page 34 of 99                                                                                          Printed 11/21/2010
                                                                               Sunflower Project Questions and Answers
                                                                                                                                                                                                                 Date Last
 ID    Date Received           Source               Category             Subcategory                    Question                                                    Answer
                                                                                                                                                                                                                 Updated
 573        9/3/2009 Business Process          Functional - Projects Project Costing   Is the billing function also for interfunds   You will have the ability to setup other agencies as customers               11/12/2009
                     Workshop - Projects and   and Grants                              or just for external billing?                 (sponsors) and bill them for grant-related expenditures.
                     Grants                                                                                                          A bill can also be generated and associated to an interfund related
                                                                                                                                     deposit, however, there is no automation to tie interfunds with bills
                                                                                                                                     or to generate an interfund transaction from a bill. Bills generated
                                                                                                                                     from a project can be for an agency if the agency is the project
                                                                                                                                     sponsor.

 559        9/3/2009 Business Process          Functional - Projects Project Costing   Is the Project ID a centrally or agency       It is an agency defined field at the time of project setup, however,          9/14/2009
                     Workshop - Projects and   and Grants                              defined field?                                you do have to define the project ID in the project costing module.
                     Grants                                                                                                          You can use your project id naming scheme or use auto-number.

 562        9/3/2009 Business Process          Functional - Projects Project Costing   Is there an end to a project or can it        A project will have a beginning and end date. You can extend (or              9/14/2009
                     Workshop - Projects and   and Grants                              cross over fiscal years?                      otherwise change) the project end date if needed to reflect updates
                     Grants                                                                                                          to your project. It can be for multiple years and it can cross state
                                                                                                                                     fiscal years.
 558        9/3/2009 Business Process          Functional - Projects Project Costing   Will a journal entry flow back to Project     As long as the appropriate project information (Project business              9/14/2009
                     Workshop - Projects and   and Grants                              Costing?                                      unit, project id, activity id) is on the transaction, it will show in
                     Grants                                                                                                          project costing.
 560        9/3/2009 Business Process          Functional - Projects Reports           If your agency receives a grant from          No, there is no statewide standard, although standard reports are             9/14/2009
                     Workshop - Projects and   and Grants                              other state agency, will there be a           available.
                     Grants                                                            mandate on the information required so
                                                                                       it is standardized reporting for all
                                                                                       agencies?
 619        9/2/2009 Business Process          Functional -         Travel & Expense   Can you pay multiple vendors on one    The Travel and Expense module is available to process                                10/1/2009
                     Workshop - Accounts       Accounts Payable                        Expense Report?                        reimbursements to employees. Payments to Vendors would be
                     Payable and Travel &                                                                                     processed through Accounts Payable on a voucher. In Travel and
                     Expense                                                                                                  Expense, one employee would be reimbursed on each expense
                                                                                                                              report. In Accounts Payable one Vendor is paid on each voucher.

 618        9/2/2009 Business Process          Functional -         Travel & Expense   How do we avoid a double encumbrance          Airfare, registration, hotel and other prepaid items will be recorded         10/1/2009
                     Workshop - Accounts       Accounts Payable                        for airfare if we do a PO and also include    as "prepaid expense." The "prepaid expense" will be charged
                     Payable and Travel &                                              it on the Travel Authorization? Is the        against the asset account on the travel authorization, which means it
                     Expense                                                           encumbrance by vendor?                        will not 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.


 363        9/2/2009 Business Process          Functional -         Vendors            What fields will be checked against for       The field checked for duplicate vendor processing is the vendor TIN           9/23/2009
                     Workshop - Accounts       Accounts Payable                        the duplicate vendor checking?                number.
                     Payable and Travel &
                     Expense




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                                Page 35 of 99                                                                                             Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                   Date Last
 ID    Date Received           Source            Category         Subcategory                     Question                                                Answer
                                                                                                                                                                                                   Updated
 401        9/2/2009 Business Process       Functional -       Audit Requirements Has there been any discussion on          Vouchers under the delegated audit authority will not require a          1/13/2010
                     Workshop - Accounts    Accounts Payable                      whether audit requirements are going to   special form, manual signature or printed copies be sent to Accounts
                     Payable and Travel &                                         be met as we transfer to a paperless      and Reports. Electronic signatures are acceptable and subject to
                     Expense                                                      system?                                   audit. Voucher over delegated audit authority will require
                                                                                                                            appropriate supporting documentation in accordance with Division
                                                                                                                            of Accounts and Reports policy. Division of A&R staff and Sunflower
                                                                                                                            Project staff will be meeting with the State Records Manager to
                                                                                                                            discuss upcoming process changes occurring with the
                                                                                                                            implementation of SMART. Additional information will be provided
                                                                                                                            after that meeting. Supporting documentation such as invoices,
                                                                                                                            statement, etc. must be maintained by the agency in compliance
                                                                                                                            with delegated audit authority procedures. Scanned PDF images of
                                                                                                                            these documents are acceptable provided the Agency's electronic
                                                                                                                            document management system has been approved by Department
                                                                                                                            of Administration. Any documentation required for Federal, other
                                                                                                                            agency or internal agency audit requirements must be maintained
                                                                                                                            by the agency in accordance with those audit rules. Refer to
                                                                                                                            Department of Administration's website for additional details:
                                                                                                                            http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
                                                                                                                            additional details are known they will be communicated through
                                                                                                                            Accounts and Reports informational circulars and/or Sunflower
                                                                                                                            Project Change Agent Network Meetings.

 389        9/2/2009 Business Process       Functional -       Audit Requirements How much paper do we need to keep         Vouchers under the delegated audit authority will not require a          1/13/2010
                     Workshop - Accounts    Accounts Payable                      (i.e. invoices, etc)?                     special form, manual signature or printed copies be sent to Accounts
                     Payable and Travel &                                                                                   and Reports. Electronic signatures are acceptable and subject to
                     Expense                                                                                                audit. Voucher over delegated audit authority will require
                                                                                                                            appropriate supporting documentation in accordance with Division
                                                                                                                            of Accounts and Reports policy. Division of A&R staff and Sunflower
                                                                                                                            Project staff will be meeting with the State Records Manager to
                                                                                                                            discuss upcoming process changes occurring with the
                                                                                                                            implementation of SMART. Additional information will be provided
                                                                                                                            after that meeting. Supporting documentation such as invoices,
                                                                                                                            statement, etc. must be maintained by the agency in compliance
                                                                                                                            with delegated audit authority procedures. Scanned PDF images of
                                                                                                                            these documents are acceptable provided the Agency's electronic
                                                                                                                            document management system has been approved by Department
                                                                                                                            of Administration. Any documentation required for Federal, other
                                                                                                                            agency or internal agency audit requirements must be maintained
                                                                                                                            by the agency in accordance with those audit rules. Refer to
                                                                                                                            Department of Administration's website for additional details:
                                                                                                                            http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
                                                                                                                            additional details are known they will be communicated through
                                                                                                                            Accounts and Reports informational circulars and/or Sunflower
                                                                                                                            Project Change Agent Network Meetings.



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                          Page 36 of 99                                                                                     Printed 11/21/2010
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received           Source            Category          Subcategory                     Question                                                     Answer
                                                                                                                                                                                                             Updated
 376        9/2/2009 Business Process       Functional -       Budget Check       Is the voucher budget check against the      The voucher is budget checked against both the cash and                         9/23/2009
                     Workshop - Accounts    Accounts Payable                      cash and appropriations budget?              appropriation budgets.
                     Payable and Travel &
                     Expense
 387        9/2/2009 Business Process       Functional -       Inquiry            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
                     Workshop - Accounts    Accounts Payable                      vendor?                                      entered or approved the voucher, invoice number, check number,
                     Payable and Travel &                                                                                      voucher number, status, ChartField, etc.
                     Expense
 386        9/2/2009 Business Process       Functional -       Receiving          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
                     Workshop - Accounts    Accounts Payable                      back order? Can you only pay for the     received.
                     Payable and Travel &                                         items you received?
                     Expense
 390        9/2/2009 Business Process       Functional -       Roles and          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
                     Workshop - Accounts    Accounts Payable   Responsibilities   "Creating a Voucher" process an agency       that may be required based on the agency's delegated audit
                     Payable and Travel &                                         approver or an approver from A&R or          threshold.
                     Expense                                                      are both involved in the creation of a
                                                                                  voucher?
 416        9/2/2009 Business Process       Functional -       Travel & Expense   Are airline tickets part of the travel       Airline tickets can be recorded as part of the anticipated cost, but            9/23/2009
                     Workshop - Accounts    Accounts Payable                      authorization?                               the system will not book the airline ticket for you.
                     Payable and Travel &
                     Expense
 413        9/2/2009 Business Process       Functional -       Travel & Expense   Are travel authorizations required for all No, it is required for all out-of-state travel. Additionally, it will be          9/23/2009
                     Workshop - Accounts    Accounts Payable                      travel?                                    necessary if an agency wants to encumber those funds.
                     Payable and Travel &
                     Expense
 407        9/2/2009 Business Process       Functional -       Travel & Expense   Are travel authorizations required for       Yes, prior authorization is required for out-of-state travel.                   9/23/2009
                     Workshop - Accounts    Accounts Payable                      out-of-state travel?
                     Payable and Travel &
                     Expense
 412        9/2/2009 Business Process       Functional -       Travel & Expense   Assuming travel is not centralized within Yes, but the funding information can be changed at the approval                    9/23/2009
                     Workshop - Accounts    Accounts Payable                      an agency, does this mean that the an     step. There is a possibility to have SpeedCharts available and default
                     Payable and Travel &                                         employee will need to add the funding     funding is established for each traveler.
                     Expense                                                      for a Travel Authorization?

 425        9/2/2009 Business Process       Functional -       Travel & Expense   Can the levels of workflow approval for      All travel documents (cash advance, authorizations, and expense                 9/23/2009
                     Workshop - Accounts    Accounts Payable                      the Travel Authorization be different for    reports) take the same path of approval in workflow.
                     Payable and Travel &                                         the Expense Report or do they have to
                     Expense                                                      be the same?
 427        9/2/2009 Business Process       Functional -       Travel & Expense   Can you create a zero dollar travel          Yes, we understand there are situations in which the Travel                     9/23/2009
                     Workshop - Accounts    Accounts Payable                      authorization?                               Authorization needs to be documented, but there is no associated
                     Payable and Travel &                                                                                      cost with the travel.
                     Expense
 424        9/2/2009 Business Process       Functional -       Travel & Expense   Can you save an Expense Report before        Yes, an Expense Report can be saved for approval at a later date.               9/23/2009
                     Workshop - Accounts    Accounts Payable                      approval?
                     Payable and Travel &
                     Expense




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                          Page 37 of 99                                                                                               Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received           Source            Category         Subcategory                      Question                                                      Answer
                                                                                                                                                                                                            Updated
 420        9/2/2009 Business Process       Functional -       Travel & Expense   Currently, our agency uses an agency-          Travel authorization information includes the following: general trip        9/23/2009
                     Workshop - Accounts    Accounts Payable                      specific form for Travel Authorizations.       information, employee information, proposed expense breakdowns
                     Payable and Travel &                                         What information will be included in           and chartfield data. Each section has detailed fields.
                     Expense                                                      SMART for Travel Authorizations?

 428        9/2/2009 Business Process       Functional -       Travel & Expense   Do all miscellaneous expenses not              Yes, all employee expenses, travel related or not, will be reimbursed        9/23/2009
                     Workshop - Accounts    Accounts Payable                      associated with travel have be                 through the Travel & Expense module for those agencies using the
                     Payable and Travel &                                         reimbursed through the Travel &                Travel & Expense module.
                     Expense                                                      Expense module?
 409        9/2/2009 Business Process       Functional -       Travel & Expense   Does the person with proxy rights to a         Yes, they will have the same rights as the traveler themselves.              9/23/2009
                     Workshop - Accounts    Accounts Payable                      traveler have the ability to see where
                     Payable and Travel &                                         the approvals are in the process?
                     Expense
 419        9/2/2009 Business Process       Functional -       Travel & Expense   How much detail is required in order to        This depends. Any additional costs not on the Travel Authorization           9/23/2009
                     Workshop - Accounts    Accounts Payable                      encumber enough funds to cover any             can be added to the Expense Report. If the actual costs accrued are
                     Payable and Travel &                                         unforeseen expenses?                           less than originally requested on the Travel Authorization, the
                     Expense                                                                                                     additional funds are liquidated when the expense report is
                                                                                                                                 processed.
 415        9/2/2009 Business Process       Functional -       Travel & Expense   How will cash advances work?                   There will be functionality within SMART for cash advances. This             9/23/2009
                     Workshop - Accounts    Accounts Payable                                                                     was discussed at the August Change Agent Network Meeting.
                     Payable and Travel &                                                                                        Information is available on the SMART website at:
                     Expense                                                                                                     http://www.da.ks.gov/smart/changeagentnetwork.html and select
                                                                                                                                 Change Agent Network Meeting #4.

 368        9/2/2009 Business Process       Functional -       Travel & Expense   How will employees be reimbursed?              Employee reimbursement will occur in the Travel & Expense module             9/23/2009
                     Workshop - Accounts    Accounts Payable                                                                     for those agencies using the Travel & Expense module.
                     Payable and Travel &
                     Expense
 432        9/2/2009 Business Process       Functional -       Travel & Expense   If the first level of approval is defaulting   Yes, in order to take advantage of the workflow process in the Travel        9/23/2009
                     Workshop - Accounts    Accounts Payable                      as the supervisor based on what is             & Expense module the supervisor will need to sign-in to SMART.
                     Payable and Travel &                                         entered in SHaRP, will the supervisor
                     Expense                                                      need to get a sign-on to SMART to be
                                                                                  able to enter the approval?

 417        9/2/2009 Business Process       Functional -       Travel & Expense   If the travel request is denied who gets       Both the employee and the proxy will receive the denial notification.        9/23/2009
                     Workshop - Accounts    Accounts Payable                      the notification - the employee and the
                     Payable and Travel &                                         proxy or just the proxy?
                     Expense
 418        9/2/2009 Business Process       Functional -       Travel & Expense   Is email notification available within         Yes, an email notification will be sent and the items will also be           9/23/2009
                     Workshop - Accounts    Accounts Payable                      workflow for processing travel                 available in the worklist.
                     Payable and Travel &                                         authorizations?
                     Expense
 414        9/2/2009 Business Process       Functional -       Travel & Expense   Is the default funding data tied to the        Yes, default funding data can be defined for an employee in Travel          10/21/2009
                     Workshop - Accounts    Accounts Payable                      employee in Travel & Expense?                  and Expense.
                     Payable and Travel &
                     Expense
 421        9/2/2009 Business Process       Functional -       Travel & Expense   Is the encumbrance at the account level        Yes, the encumbrance is recorded a the level of detail contained in          9/23/2009
                     Workshop - Accounts    Accounts Payable                      for the Travel Authorization?                  the default funding, including the account based on the types of
                     Payable and Travel &                                                                                        expenses requested on the Travel Authorization.
                     Expense
7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                           Page 38 of 99                                                                                             Printed 11/21/2010
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                       Date Last
 ID    Date Received           Source            Category         Subcategory                     Question                                                   Answer
                                                                                                                                                                                                       Updated
 426        9/2/2009 Business Process       Functional -       Travel & Expense   On our Travel Authorization, what if we     The details of the process are still being evaluated. We will provide      9/23/2009
                     Workshop - Accounts    Accounts Payable                      don't want to include the airfare to be     additional information as it becomes available.
                     Payable and Travel &                                         paid but want to record it?
                     Expense
 423        9/2/2009 Business Process       Functional -       Travel & Expense   We will only need to create a Travel        Yes, but remember that travel authorizations are required for out-of-      9/23/2009
                     Workshop - Accounts    Accounts Payable                      Authorization if we want to encumber        state travel as well.
                     Payable and Travel &                                         the funds?
                     Expense
 422        9/2/2009 Business Process       Functional -       Travel & Expense   What if an agency currently has an          If the agency has a statutory exemption from completing out-of-            9/23/2009
                     Workshop - Accounts    Accounts Payable                      exception for completing Travel             state travel authorizations today, then that exemption will continue
                     Payable and Travel &                                         Authorizations from out-of-state travel?    in SMART.
                     Expense
 410        9/2/2009 Business Process       Functional -       Travel & Expense   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
                     Workshop - Accounts    Accounts Payable                      to enter the information? Will they         enters on behalf of a traveler, but a traveler can enter travel
                     Payable and Travel &                                         complete a form or enter directly into      documents directly into SMART.
                     Expense                                                      SMART?
 408        9/2/2009 Business Process       Functional -       Travel & Expense   Will access to SHaRP be needed in order     No, the travel and expense processor will not need access to SHaRP        10/21/2009
                     Workshop - Accounts    Accounts Payable                      to complete transactions in Travel &        to process SMART travel and expense authorization or reports.
                     Payable and Travel &                                         Expense?
                     Expense
 411        9/2/2009 Business Process       Functional -       Travel & Expense   Will employees have the authorization       No, an approval process is still needed for reimbursement.                 9/23/2009
                     Workshop - Accounts    Accounts Payable                      to reimburse themselves?
                     Payable and Travel &
                     Expense
 406        9/2/2009 Business Process       Functional -       Travel & Expense   Within the approval process in Travel &     Yes, you can have ad-hoc approvers. Workflow workshops will be             9/23/2009
                     Workshop - Accounts    Accounts Payable                      Expense, is there a way to send to          held this winter. During these workshops an overview of workflow
                     Payable and Travel &                                         someone outside the approval process        followed by break out sessions will provide details on the workflow
                     Expense                                                      (i.e. the capability to do an ad-hoc        process.
                                                                                  approval)?
 364        9/2/2009 Business Process       Functional -       Vendors            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
                     Workshop - Accounts    Accounts Payable                      the same field in the Vendor Table?         which you indicate whether the number is the FEIN or SSN. Only one
                     Payable and Travel &                                                                                     TIN is allowed per vendor.
                     Expense
 430        9/2/2009 Business Process       Functional -       Vendors            How will international vendors that do      SMART has the capability to capture foreign addresses in postal            9/23/2009
                     Workshop - Accounts    Accounts Payable                      not have SSN or FEIN be handled?            correct format, based on the vendor's country of residence. Of
                     Payable and Travel &                                                                                     course, these cannot require TIN (Tax Identification Number - either
                     Expense                                                                                                  SSN or FEIN) when they are entered into SMART, but the next
                                                                                                                              sequential vendor number will be assigned.

 371        9/2/2009 Business Process       Functional -       Vendors            If you do not enter a vendor on the      You can get the information from the voucher, but since the vendor            9/23/2009
                     Workshop - Accounts    Accounts Payable                      vendor table, can you get information on was not added to the Vendor Master Table, it would not be available
                     Payable and Travel &                                         a report?                                there.
                     Expense




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                          Page 39 of 99                                                                                         Printed 11/21/2010
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                         Date Last
 ID    Date Received           Source            Category         Subcategory                     Question                                                    Answer
                                                                                                                                                                                                         Updated
 431        9/2/2009 Business Process       Functional -       Vendors           What is the process when a vendor has a No, it will not be the TM-21 form, since this is a STARS form.                    1/13/2010
                     Workshop - Accounts    Accounts Payable                     change of address? Will they still fill out Vendors will be maintained in a single Statewide database. Agencies
                     Payable and Travel &                                        the TM-21 form?                             can enter a new vendor but the vendor will not be active until
                     Expense                                                                                                 approved by Accounts and Reports. Changes to vendors must be
                                                                                                                             requested through Accounts and Reports. The process of how to
                                                                                                                             request changes to a vendor and the timing of the approval are still
                                                                                                                             being determined. We anticipate the turn around for approval of
                                                                                                                             vendor adds to be two days if the vendor is added online and three
                                                                                                                             days if the vendor is added via interface. There will also be an
                                                                                                                             expedited process for emergency situations. A W-9 is required to
                                                                                                                             add a new vendor. The agency will be responsible for acquiring and
                                                                                                                             maintaining copies of the W-9. A W-9 is required prior to issuing
                                                                                                                             payment. There will be a vendor purge process in SMART. The
                                                                                                                             criteria for purging records is yet to be determined and will be a post
                                                                                                                             go-live decision. As additional details are known they will be
                                                                                                                             communicated through Accounts and Reports informational
                                                                                                                             circulars and/or Sunflower Project Change Agent Network Meetings.

 369        9/2/2009 Business Process       Functional -       Vendors           When a new State contract is created          Vendors will be maintained in a single Statewide database. Agencies         1/13/2010
                     Workshop - Accounts    Accounts Payable                     and the vendor is new and does not exist      can enter a new vendor but the vendor will not be active until
                     Payable and Travel &                                        in the vendor table, is there a process for   approved by Accounts and Reports. Changes to vendors must be
                     Expense                                                     either Central Division of Purchasing or      requested through Accounts and Reports. The process of how to
                                                                                 A&R to add those vendors?                     request changes to a vendor and the timing of the approval are still
                                                                                                                               being determined. We anticipate the turn around for approval of
                                                                                                                               vendor adds to be two days if the vendor is added online and three
                                                                                                                               days if the vendor is added via interface. There will also be an
                                                                                                                               expedited process for emergency situations. A W-9 is required to
                                                                                                                               add a new vendor. The agency will be responsible for acquiring and
                                                                                                                               maintaining copies of the W-9. A W-9 is required prior to issuing
                                                                                                                               payment. There will be a vendor purge process in SMART. The
                                                                                                                               criteria for purging records is yet to be determined and will be a post
                                                                                                                               go-live decision. As additional details are known they will be
                                                                                                                               communicated through Accounts and Reports informational
                                                                                                                               circulars and/or Sunflower Project Change Agent Network Meetings.


 370        9/2/2009 Business Process       Functional -       Vendors           Will SMART have a purge process for           Yes, there will be a purge process in SMART. The criteria for purging       1/13/2010
                     Workshop - Accounts    Accounts Payable                     vendors?                                      vendors is yet to be determined and will be a post go-live decision.
                     Payable and Travel &
                     Expense
 365        9/2/2009 Business Process       Functional -       Vendors           Will we be able to list bank accounts for     Yes, a vendor can have multiple bank accounts listed, however,              9/23/2009
                     Workshop - Accounts    Accounts Payable                     a vendor that are specific to a certain       these will be on separate locations.
                     Payable and Travel &                                        program?
                     Expense




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                         Page 40 of 99                                                                                           Printed 11/21/2010
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                    Date Last
 ID    Date Received           Source            Category         Subcategory                    Question                                                  Answer
                                                                                                                                                                                                    Updated
 367        9/2/2009 Business Process       Functional -       Vendors           Will we need to enter everyone as a       This depends on the type of expense. If the expense is 1099                9/23/2009
                     Workshop - Accounts    Accounts Payable                     vendor (i.e. guest speakers, etc.)?       reportable and a recurring payment, they must be entered as a
                     Payable and Travel &                                                                                  vendor. If it is an one-time payment and not 1099 reportable, the
                     Expense                                                                                               single pay option in Accounts Payable can be used.

 392        9/2/2009 Business Process       Functional -       Vouchers          Can an agency have multiple approvers? Yes, there can be up to 3 levels of approvers. Workflow workshops             9/23/2009
                     Workshop - Accounts    Accounts Payable                                                            will be held this winter. During these workshops an overview of
                     Payable and Travel &                                                                               workflow followed by break out sessions will provide details on the
                     Expense                                                                                            workflow process.
 429        9/2/2009 Business Process       Functional -       Vouchers          Can an AP Approver access be           No, approver access is not determined by account. Ad-hoc approval             9/23/2009
                     Workshop - Accounts    Accounts Payable                     determined by account (sub-objects)?   is available if there are certain payments that should be reviewed by
                     Payable and Travel &                                                                               others in your agency. This will be discussed in workflow workshops
                     Expense                                                                                            this winter.
 434        9/2/2009 Business Process       Functional -       Vouchers          Can the person entering the voucher    This will depend on how the agency sets up workflow. Workflow                 9/23/2009
                     Workshop - Accounts    Accounts Payable                     automatically approve the voucher?     workshops will be held this winter. During these workshops an
                     Payable and Travel &                                                                               overview of workflow followed by break out sessions will provide
                     Expense                                                                                            details on the workflow process.

 405        9/2/2009 Business Process       Functional -       Vouchers          Can we have a check sent back to the      Yes, this is possible using payment handling codes.                        9/23/2009
                     Workshop - Accounts    Accounts Payable                     agency instead of directly to the vendor?
                     Payable and Travel &
                     Expense
 398        9/2/2009 Business Process       Functional -       Vouchers          Can we have only 1 approver?              Yes, you can have up to 3 levels of approval. Workflow workshops           9/23/2009
                     Workshop - Accounts    Accounts Payable                                                               will be held this winter. During these workshops an overview of
                     Payable and Travel &                                                                                  workflow followed by break out sessions will provide details on the
                     Expense                                                                                               workflow process.

 377        9/2/2009 Business Process       Functional -       Vouchers          Can you record in advance for             Yes, you can create a requisition, which would become a purchase           9/23/2009
                     Workshop - Accounts    Accounts Payable                     items/services you know will be future    order. The purchase order would encumber funds. You can create
                     Payable and Travel &                                        expenses such as utilities?               Purchase Order(s) for future expenses, for the entire fiscal year if
                     Expense                                                                                               you choose.
 433        9/2/2009 Business Process       Functional -       Vouchers          Do interfaced vouchers go through the     No. Not all interfaced vouchers are "preapproved." A&R has review          9/23/2009
                     Workshop - Accounts    Accounts Payable                     same approval process as manually         requirements on a case by case basis, this is determined by the
                     Payable and Travel &                                        entered vouchers?                         voucher origin code. Regents vouchers will come on the INF02
                     Expense                                                                                               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.

 381        9/2/2009 Business Process       Functional -       Vouchers          Do you have to have an invoice date for   Yes, the invoice date is required.                                         9/23/2009
                     Workshop - Accounts    Accounts Payable                     duplicate invoice checking?
                     Payable and Travel &
                     Expense
 395        9/2/2009 Business Process       Functional -       Vouchers          Does the A&R approval process count as No, the A&R approval is separate from the agency approval process.            9/23/2009
                     Workshop - Accounts    Accounts Payable                     one of the 3 possible approvers?
                     Payable and Travel &
                     Expense




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                         Page 41 of 99                                                                                       Printed 11/21/2010
                                                                      Sunflower Project Questions and Answers
                                                                                                                                                                                                 Date Last
 ID    Date Received           Source            Category         Subcategory                   Question                                                 Answer
                                                                                                                                                                                                 Updated
 382        9/2/2009 Business Process       Functional -       Vouchers         How do you send attachments on            Vouchers under the delegated audit authority will not require a          1/13/2010
                     Workshop - Accounts    Accounts Payable                    vouchers that are going to A&R via        special form, manual signature or printed copies be sent to Accounts
                     Payable and Travel &                                       workflow that exceed the agency's         and Reports. Electronic signatures are acceptable and subject to
                     Expense                                                    delegated audit authority?                audit. Voucher over delegated audit authority will require
                                                                                                                          appropriate supporting documentation in accordance with Division
                                                                                                                          of Accounts and Reports policy. Division of A&R staff and Sunflower
                                                                                                                          Project staff will be meeting with the State Records Manager to
                                                                                                                          discuss upcoming process changes occurring with the
                                                                                                                          implementation of SMART. Additional information will be provided
                                                                                                                          after that meeting. Supporting documentation such as invoices,
                                                                                                                          statement, etc. must be maintained by the agency in compliance
                                                                                                                          with delegated audit authority procedures. Scanned PDF images of
                                                                                                                          these documents are acceptable provided the Agency's electronic
                                                                                                                          document management system has been approved by Department
                                                                                                                          of Administration. Any documentation required for Federal, other
                                                                                                                          agency or internal agency audit requirements must be maintained
                                                                                                                          by the agency in accordance with those audit rules. Refer to
                                                                                                                          Department of Administration's website for additional details:
                                                                                                                          http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
                                                                                                                          additional details are known they will be communicated through
                                                                                                                          Accounts and Reports informational circulars and/or Sunflower
                                                                                                                          Project Change Agent Network Meetings.

 366        9/2/2009 Business Process       Functional -       Vouchers         How will KDOL reimburse for an            Payments will be made in Accounts Payable since these individuals        9/23/2009
                     Workshop - Accounts    Accounts Payable                    overpayment of unemployment               are not employees of the agency. Single pay vouchers can be used if
                     Payable and Travel &                                       benefits? Through Travel and Expense      the agency does not reasonably expect to pay these individuals
                     Expense                                                    or through Accounts Payable?              again and the payments are not 1099 reportable.

 378        9/2/2009 Business Process       Functional -       Vouchers         How will we know which payments have You can check on the status of a voucher in SMART.                            9/23/2009
                     Workshop - Accounts    Accounts Payable                    been released by A&R?
                     Payable and Travel &
                     Expense
 397        9/2/2009 Business Process       Functional -       Vouchers         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
                     Workshop - Accounts    Accounts Payable                                                              will be held this winter. During these workshops an overview of
                     Payable and Travel &                                                                                 workflow followed by break out sessions will provide details on the
                     Expense                                                                                              workflow process.
 380        9/2/2009 Business Process       Functional -       Vouchers         Is the invoice number required? What if The invoice number is required, but you could use the date of              9/23/2009
                     Workshop - Accounts    Accounts Payable                    we do not use invoice numbers (an         payment or any unique identifier.
                     Payable and Travel &                                       example is when the lottery pays out
                     Expense                                                    winners)?
 393        9/2/2009 Business Process       Functional -       Vouchers         Is the voucher process complete           Yes, once the voucher has been matched (if applicable), budget           9/23/2009
                     Workshop - Accounts    Accounts Payable                    (payment ready to be made) as soon as checked and approved, the payment is processed.
                     Payable and Travel &                                       the last person approves the voucher?
                     Expense




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                        Page 42 of 99                                                                                     Printed 11/21/2010
                                                                      Sunflower Project Questions and Answers
                                                                                                                                                                                                   Date Last
 ID    Date Received           Source            Category         Subcategory                   Question                                                 Answer
                                                                                                                                                                                                   Updated
 402        9/2/2009 Business Process       Functional -       Vouchers         The vendor on PO has to match vendor       For P-Card transaction, the vendor information on the PO does not         1/13/2010
                     Workshop - Accounts    Accounts Payable                    on voucher. Is this true for UMB also      have to match the information on the voucher because the system
                     Payable and Travel &                                       (i.e. BPC transactions)?                   knows to automatically pay UMB for the BPC card transaction. With
                     Expense                                                                                               BPC card transactions, the vendor has already been paid by UMB
                                                                                                                           when you swipe the card so the system builds vouchers for
                                                                                                                           approved transactions in order to reimburse UMB.

 372        9/2/2009 Business Process       Functional -       Vouchers         What happens if a voucher is not           This is a business process your agency would need to consider.            9/23/2009
                     Workshop - Accounts    Accounts Payable                    approved within your agency?               Workflow workshops will be held this winter. During these
                     Payable and Travel &                                                                                  workshops an overview of workflow followed by break out sessions
                     Expense                                                                                               will provide details on the workflow process.

 385        9/2/2009 Business Process       Functional -       Vouchers         What if a purchase order was created       It is important to pay the vendor that goods were actually purchased      9/23/2009
                     Workshop - Accounts    Accounts Payable                    with one vendor, but the voucher needs     from. You will need to cancel the existing purchase order and
                     Payable and Travel &                                       to be made to another vendor?              reissue with the correct vendor. If you need to pay the voucher to a
                     Expense                                                                                               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.
 374        9/2/2009 Business Process       Functional -       Vouchers         What if an agency does not currently       Any existing policies regarding delegated audit authority will be         9/23/2009
                     Workshop - Accounts    Accounts Payable                    have delegated audit authority?            accounted for in SMART.
                     Payable and Travel &
                     Expense
 375        9/2/2009 Business Process       Functional -       Vouchers         What if the agency has a voucher that  There will be the same type of "same day" exception process                   9/23/2009
                     Workshop - Accounts    Accounts Payable                    has to be paid same day? How long does available in SMART. Vouchers that are matched, budget-checked
                     Payable and Travel &                                       approval process take?                 and approved will be picked up in the paycycle. The matching and
                     Expense                                                                                           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.

 400        9/2/2009 Business Process       Functional -       Vouchers         What if the approver finds an error? Can It depends on the security roles assigned to the employee if the            9/23/2009
                     Workshop - Accounts    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
                     Payable and Travel &                                       the processor?                            the corrections.
                     Expense
 399        9/2/2009 Business Process       Functional -       Vouchers         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
                     Workshop - Accounts    Accounts Payable                    there ad-hoc approval?                     within SMART to "reassign" your approvals to someone else prior to
                     Payable and Travel &                                                                                  your absence. Otherwise, in cases where you are out unexpectedly,
                     Expense                                                                                               only the workflow administrator can reassign the documents for
                                                                                                                           approval. There will also be capability to use ad-hoc approvals,
                                                                                                                           based on security profiles.

 379        9/2/2009 Business Process       Functional -       Vouchers         What's the criteria of duplicate invoice   Business Unit, Invoice Date, Invoice Number and Vendor ID Number          9/23/2009
                     Workshop - Accounts    Accounts Payable                    checking?                                  are used in this checking.
                     Payable and Travel &
                     Expense

7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                        Page 43 of 99                                                                                       Printed 11/21/2010
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received           Source              Category            Subcategory                   Question                                                   Answer
                                                                                                                                                                                                            Updated
 388        9/2/2009 Business Process        Functional -           Vouchers         When you copy a PO to a voucher, does      No, SMART will pull the purchase order information into the voucher.          9/23/2009
                     Workshop - Accounts     Accounts Payable                        that mean copying and pasting the
                     Payable and Travel &                                            information?
                     Expense
 373        9/2/2009 Business Process        Functional -           Vouchers         When you create a PO, does the person      Agencies will begin the purchasing process with a requisition which           9/23/2009
                     Workshop - Accounts     Accounts Payable                        initiating the PO need to know the         does not require a vendor. Once the requisition is sourced to a PO,
                     Payable and Travel &                                            vendor information (FEIN, etc)?            the PO must contain the vendor.
                     Expense
 394        9/2/2009 Business Process        Functional -           Vouchers         Will the workflow from the agency to       Yes, the workflow will be covered in workshops and in training.               9/23/2009
                     Workshop - Accounts     Accounts Payable                        A&R and back to the agency be covered
                     Payable and Travel &                                            in the workflow workshops?
                     Expense
 404        9/2/2009 Business Process        Functional -           Vouchers         Will there be a control if someone has     No, if they have both processing and approving roles, then they can           9/23/2009
                     Workshop - Accounts     Accounts Payable                        processing and approving rights so that    approve the same transaction.
                     Payable and Travel &                                            they cannot approve the same
                     Expense                                                         transaction they created?
 403        9/2/2009 Business Process        Functional -           Vouchers         Will we have to batch vouchers in          No, you will not have to batch vouchers in SMART. Agencies could              9/23/2009
                     Workshop - Accounts     Accounts Payable                        SMART?                                     use the control group as a tool for batching vouchers, but it is not
                     Payable and Travel &                                                                                       required.
                     Expense
 391        9/2/2009 Business Process        Functional - General                    Currently, one of our funds (3149          SMART cash control budgets can be configured to accommodate the               9/23/2009
                     Workshop - Accounts     Ledger                                  University Federal Fund) is always in a    current business practice of allowing certain funds to carry a
                     Payable and Travel &                                            deficit cash position but we are able to   negative cash balance.
                     Expense                                                         expend from it. Will this still be true
                                                                                     when using SMART given the new
                                                                                     budget checking process?
 383        9/2/2009 Business Process        Functional -           Encumbrances     When you create a purchase order to a      No, existing purchase order encumbrances will not change. Changes             9/23/2009
                     Workshop - Accounts     Purchasing                              vendor will it change existing             to existing encumbrances would occur when the first purchase order
                     Payable and Travel &                                            encumbrances for that vendor?              is closed or paid, not when a second purchase order is generated.
                     Expense
 384        9/2/2009 Business Process        Functional -           Matching         Has it been decided whether 2-way or 3- Purchase orders will default with 3-way matching. Agency Buyers                  9/23/2009
                     Workshop - Accounts     Purchasing                              way matching will be used?              can choose to change to 2-way matching on purchase orders.
                     Payable and Travel &
                     Expense
 396        9/2/2009 Business Process        General Enterprise     Agency Impact    As we complete the Agency Impact           As you work through your agency business processes, make a list of            9/23/2009
                     Workshop - Accounts     Readiness              Analysis         Analysis, how can we get additional        questions you have and bring those to the workflow workshop.
                     Payable and Travel &                                            details on approvals and workflow?
                     Expense
 545        9/2/2009 Business Process        Functional -           Encumbrances     Do encumbrances check the cash             No, encumbrances only check the appropriations budget.                        9/21/2009
                     Workshop - Purchasing   Purchasing                              budget?
 623        9/2/2009 Business Process        Functional -           Encumbrances     How are encumbrances liquidated in         If the requisition was sourced to a Purchase Order (encumbrance               10/5/2009
                     Workshop - 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.


7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                             Page 44 of 99                                                                                           Printed 11/21/2010
                                                                      Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
 ID    Date Received          Source               Category      Subcategory                   Question                                                     Answer
                                                                                                                                                                                                        Updated
 540        9/2/2009 Business Process        Functional -     Purchase Order   As soon as Purchase Order is approved        The dispatch cycle is still being determined. We will provide                 9/21/2009
                     Workshop - Purchasing   Purchasing                        and dispatched, it is real time?             additional information as it becomes available.

 556        9/2/2009 Business Process        Functional -     Purchase Order   Can agencies assign their own Purchase       No, approved requisitions automatically create the purchase order             9/21/2009
                     Workshop - Purchasing   Purchasing                        Order numbers?                               and assigns the purchase order ID number.
 539        9/2/2009 Business Process        Functional -     Purchase Order   Can you override the vendors default         Yes, you can override at the Purchase Order and it will go out at the         9/21/2009
                     Workshop - Purchasing   Purchasing                        method of dispatch at the Purchase           method selected at the Purchase Order.
                                                                               Order level?
 537        9/2/2009 Business Process        Functional -     Purchase Order   How can a Purchase Order be             Purchase Orders can be dispatched a variety of ways. They may be                   9/21/2009
                     Workshop - Purchasing   Purchasing                        dispatched?                             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        Functional -     Purchase Order   What does the vendors' preferred        There is one statewide vendor master file. Each vendor has a                       9/21/2009
                     Workshop - Purchasing   Purchasing                        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        Functional -     Purchase Order   What happen if the PO is encumbered at You can create a change order to show the different amount.                         9/21/2009
                     Workshop - Purchasing   Purchasing                        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        Functional -     Purchase Order   What happens if a Purchase Order is          You need to cancel the PO so that the funds will be released from             9/21/2009
                     Workshop - Purchasing   Purchasing                        approved, money is encumbered, then          the encumbrance.
                                                                               vendor can not supply good, what
                                                                               happens to encumbered funds?
 536        9/2/2009 Business Process        Functional -     Purchase Order   When a buyer dispatches PO, is that          Funds are encumbered at the time the Purchase Order is budget                 9/21/2009
                     Workshop - Purchasing   Purchasing                        when funds are encumbered?                   checked.
 555        9/2/2009 Business Process        Functional -     Receiving        Can an agency upload other vendor            At go-live, SMART will include a connection with Corporate                    9/21/2009
                     Workshop - 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        Functional -     Receiving        Can you enter the receipt, but accept the    Yes, if you have flagged the item for inspection.                             9/21/2009
                     Workshop - Purchasing   Purchasing                        goods at a later time (i.e. inspection)?

 515        9/2/2009 Business Process        Functional -     Receiving        Can you post partial goods to the system     You can enter a partial receipt. SMART tracks partial receipts and            9/21/2009
                     Workshop - Purchasing   Purchasing                        or do you have to wait until all goods are   will let you pay for the goods you have received.
                                                                               received?
 549        9/2/2009 Business Process        Functional -     Receiving        Can you receive items at a different unit    Yes, there is conversion capability for items.                                9/21/2009
                     Workshop - 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        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
                     Workshop - 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        Functional -     Receiving        Do we need to retain paper receiving         Each agency needs to determine internal business process to best              9/21/2009
                     Workshop - Purchasing   Purchasing                        documentation for our vendor or is           accommodate their needs.
                                                                               there a state policy that we can
                                                                               eliminate this documentation?



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                       Page 45 of 99                                                                                             Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                    Date Last
 ID    Date Received          Source               Category       Subcategory                   Question                                                  Answer
                                                                                                                                                                                                    Updated
 547        9/2/2009 Business Process        Functional -     Receiving         When will Department of Administration Vouchers under the delegated audit authority will not require a                1/13/2010
                     Workshop - Purchasing   Purchasing                         make policy decisions on retaining paper special form, manual signature or printed copies be sent to Accounts
                                                                                receiving documentation?                 and Reports. Electronic signatures are acceptable and subject to
                                                                                                                         audit. Voucher over delegated audit authority will require
                                                                                                                         appropriate supporting documentation in accordance with Division
                                                                                                                         of Accounts and Reports policy. Division of A&R staff and Sunflower
                                                                                                                         Project staff will be meeting with the State Records Manager to
                                                                                                                         discuss upcoming process changes occurring with the
                                                                                                                         implementation of SMART. Additional information will be provided
                                                                                                                         after that meeting. Supporting documentation such as invoices,
                                                                                                                         statement, etc. must be maintained by the agency in compliance
                                                                                                                         with delegated audit authority procedures. Scanned PDF images of
                                                                                                                         these documents are acceptable provided the Agency's electronic
                                                                                                                         document management system has been approved by Department
                                                                                                                         of Administration. Any documentation required for Federal, other
                                                                                                                         agency or internal agency audit requirements must be maintained
                                                                                                                         by the agency in accordance with those audit rules. Refer to
                                                                                                                         Department of Administration's website for additional details:
                                                                                                                         http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
                                                                                                                         additional details are known they will be communicated through
                                                                                                                         Accounts and Reports informational circulars and/or Sunflower
                                                                                                                         Project Change Agent Network Meetings.

 522        9/2/2009 Business Process        Functional -     Requisition       Are requisitions budget checked?           Yes, requisitions are budget checked, but do not encumber the              9/21/2009
                     Workshop - Purchasing   Purchasing                                                                    funds.
 543        9/2/2009 Business Process        Functional -     Requisition       Can additional items be added to an        Yes, if it hasn't completed the sourcing process to a purchase order.      9/21/2009
                     Workshop - Purchasing   Purchasing                         existing requisition?
 544        9/2/2009 Business Process        Functional -     Requisition       Can items be cancelled off a requisition? Yes, if the requisition has been sourced to a purchase order, you will      9/21/2009
                     Workshop - Purchasing   Purchasing                                                                   need to cancel the lines on the purchase order.
 553        9/2/2009 Business Process        Functional -     Requisition       Can multiple requisitions be combined     Yes, as long as the requisitions are for the same vendor and the            9/21/2009
                     Workshop - Purchasing   Purchasing                         into one purchase order?                  requisitions are in the same auto sourcing process.
 524        9/2/2009 Business Process        Functional -     Requisition       Can requisitions be used over again or    Requisitions will be closed and cannot be sourced to a purchase             9/21/2009
                     Workshop - Purchasing   Purchasing                         do they close once they become a          order again. The requisition is available for reference. A new
                                                                                Purchase Order?                           requisition can be created by copying from a previous requisition.

 530        9/2/2009 Business Process        Functional -     Requisition       Can the requisition be created and         Yes, for some agencies, that is the only option.                           9/21/2009
                     Workshop - Purchasing   Purchasing                         approved by the same person?
 531        9/2/2009 Business Process        Functional -     Requisition       Can you issue multiple Purchase Orders     No, each line will be sourced to a single purchase order.                  9/21/2009
                     Workshop - Purchasing   Purchasing                         from one line on a Requisition?

 534        9/2/2009 Business Process        Functional -     Requisition       Can you leave the vendor blank on a        Yes, the vendor may not be known at the time the requisition is            9/21/2009
                     Workshop - Purchasing   Purchasing                         requisition?                               entered.
 516        9/2/2009 Business Process        Functional -     Requisition       Can you scan and attach documents in       No, you can enter the information into SMART, but SMART is not a           9/21/2009
                     Workshop - Purchasing   Purchasing                         SMART?                                     document imaging system. Refer to the FAQ in the June 2009
                                                                                                                           Sunflower Project newsletter for more information.
 511        9/2/2009 Business Process        Functional -     Requisition       Do items have to be selected from the      You can enter descriptions, etc. without selecting them from the          12/16/2009
                     Workshop - Purchasing   Purchasing                         item master list or can items be           item master list.
                                                                                manually entered?


7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                        Page 46 of 99                                                                                        Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
 ID    Date Received          Source               Category       Subcategory                   Question                                                      Answer
                                                                                                                                                                                                        Updated
 533        9/2/2009 Business Process        Functional -     Requisition       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
                     Workshop - Purchasing   Purchasing                         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.

 509        9/2/2009 Business Process        Functional -     Requisition       Does every requisition have to have the   Yes, however SMART functionality includes ad-hoc approval for                   9/21/2009
                     Workshop - Purchasing   Purchasing                         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.
 527        9/2/2009 Business Process        Functional -     Requisition       Does the Purchase Order create an         Yes, after the purchase order has been budget checked and                       9/21/2009
                     Workshop - Purchasing   Purchasing                         encumbrance?                              approved.
 557        9/2/2009 Business Process        Functional -     Requisition       How are printing requisitions going to be Agencies will continue to enter printing requisitions into the State           12/16/2009
                     Workshop - Purchasing   Purchasing                         handled and payments to the State         Printer's system. The State Printer will initiate an interfund in
                                                                                Printer for print jobs?                   SMART and the agency will reciprocate to approve the transaction.

 532        9/2/2009 Business Process        Functional -     Requisition       How can you reference the requisition         The SMART system assigns a Requisition ID for each requisition. This        9/21/2009
                     Workshop - Purchasing   Purchasing                         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        Functional -     Requisition       How do prior authorizations work (i.e.        In the future, Prior Authorization requests will be a part of the           9/21/2009
                     Workshop - Purchasing   Purchasing                         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     attaching that signed off document to your Purchase Requisition,
                                                                                for approval?                                 you 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        Functional -     Requisition       How does the approver get notified that       The approver would receive an email and also their worklist in              9/21/2009
                     Workshop - Purchasing   Purchasing                         they need to approve a requisition or         SMART would show what items need to be approved.
                                                                                Purchase Order?
 512        9/2/2009 Business Process        Functional -     Requisition       How is the funding information                This information will be captured in an Agency Task and/or                  9/21/2009
                     Workshop - Purchasing   Purchasing                         determined that is defaulted? Is there a      Workshop.
                                                                                workshop or activity that will define this?

 519        9/2/2009 Business Process        Functional -     Requisition       How will requisition workflow work if         If the Contract ID is noted on the Requisition for the item, this item      9/21/2009
                     Workshop - Purchasing   Purchasing                         the 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        Functional -     Requisition       If items are selected from the requisition The purchase order status will be in budget check error and cannot             9/21/2009
                     Workshop - Purchasing   Purchasing                         and fail at the Purchase Order level, due be approved until resolved.
                                                                                to budget check, what happens to the
                                                                                Purchase Order?

 508        9/2/2009 Business Process        Functional -     Requisition       If you have a multi-step approval             Workflow workshops will be held this winter. During these                   9/21/2009
                     Workshop - Purchasing   Purchasing                         process, can that be set up in your           workshops an overview of workflow followed by break out sessions
                                                                                workflow?                                     will provide details on the workflow process.



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                        Page 47 of 99                                                                                            Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                         Date Last
 ID    Date Received          Source               Category       Subcategory                     Question                                                    Answer
                                                                                                                                                                                                         Updated
 526        9/2/2009 Business Process        Functional -     Requisition        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
                     Workshop - Purchasing   Purchasing                          item lines, will it create 5 different       orders, one for each different vendor.
                                                                                 Purchase Orders?
 552        9/2/2009 Business Process        Functional -     Requisition        Is a requisition ID the same as the          No, they are different numbers, but they are connected. Reports              9/21/2009
                     Workshop - Purchasing   Purchasing                          Purchase Order ID?                           will 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        Functional -     Requisition        Is the funding information available to      Yes, it can be changed at any time.                                          9/21/2009
                     Workshop - Purchasing   Purchasing                          be changed until the PO is issued?
 525        9/2/2009 Business Process        Functional -     Requisition        Requisition exists with 5 items, you     The items will remain on the requisition until you cancel, close or              9/21/2009
                     Workshop - Purchasing   Purchasing                          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        Functional -     Requisition        We have staff that go to local businesses No, but if they do not go through the Purchase Order process, the               9/21/2009
                     Workshop - Purchasing   Purchasing                          to make purchases via their BPC card      funds will not be encumbered.
                                                                                 and bring their invoices back. Do we
                                                                                 need to create a requisition or Purchase
                                                                                 Order for these items?

 551        9/2/2009 Business Process        Functional -     Requisition        What is the process if there is an           The agency may internally assign a temporary PO number to verbally           9/21/2009
                     Workshop - Purchasing   Purchasing                          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.
 834        9/2/2009 Business Process        Functional -     Requisition        What tools exist for the requisitioner to Several SMART reports exist for users to manage requisitions,                   11/4/2009
                     Workshop - Purchasing   Purchasing                          manage the budget and to know what           including GLS8020
                                                                                 requisitions to approve?                     (http://www.da.ks.gov/smart/Documents/SampleReports_Commitm
                                                                                                                              ent_Control_20091001.pdf). Queries will also exist to find balances
                                                                                                                              of funds and any outstanding encumbrances.
 510        9/2/2009 Business Process        Functional -     Requisition        When entering a requisition, will the        No, agencies will need to enter asset business unit and profile ID for       9/21/2009
                     Workshop - Purchasing   Purchasing                          system determine it is an asset based on the asset data to flow to Asset Management.
                                                                                 the amount or object code?
 513        9/2/2009 Business Process        Functional -     Requisition        Will funding information be defaulted        No, the requestor will have to have default funding.                         9/21/2009
                     Workshop - Purchasing   Purchasing                          for every requisition?
 520        9/2/2009 Business Process        Functional -     Requisition        Will SMART automatically convert fiscal No, you will have to update the requisition with the new funding                  9/21/2009
                     Workshop - Purchasing   Purchasing                          information from one fiscal year to the      information to the correct funding information.
                                                                                 next fiscal year?
 529        9/2/2009 Business Process        Functional -     Requisition        Will the approver receive an email           Yes, the approver will receive email notification.                           9/21/2009
                     Workshop - Purchasing   Purchasing                          notification?
 535        9/2/2009 Business Process        Functional -     Requisition        Will workflow be configured to route by No, workflow will be configured to route to specific individuals                  9/21/2009
                     Workshop - Purchasing   Purchasing                          department ID – based on Chartfields so which will be covered during workflow workshops this winter.
                                                                                 requisitions will it go to different people?

 514        9/2/2009 Business Process        Functional -     Roles and          How many requisitioners do you have to That depends on your agency. You can have a centralized process or                 9/21/2009
                     Workshop - Purchasing   Purchasing       Responsibilities   have, one or many?                     multiple people entering requisitions. Agencies will need to
                                                                                                                        consider what works best for their business practices.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                         Page 48 of 99                                                                                            Printed 11/21/2010
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                         Date Last
 ID    Date Received          Source               Category           Subcategory                     Question                                                  Answer
                                                                                                                                                                                                         Updated
 622        9/2/2009 Business Process        Functional -         Roles and           One agency purchases items for another More details will be provided during Role Mapping activities that will        10/5/2009
                     Workshop - Purchasing   Purchasing           Responsibilities/   agency, how will this work with SMART? occur this winter.
                                                                  Security            Will this just be a security set up?

 835        9/2/2009 Business Process        Functional -         Roles and           Can Security be configured so you can     Business Unit (BU) security gives access to an agency's data. The          11/4/2009
                     Workshop - Purchasing   Purchasing           Responsibilities/   receive for another agency?               user must have access to the agency's BU in order to receive
                                                                  Security                                                      purchases on behalf of the agency. User roles are separate from BU
                                                                                                                                security. Users will have access to all functions as defined by their
                                                                                                                                assigned user roles in all BU's they have access to. User roles and BU
                                                                                                                                security will be assigned during role mapping in the winter.


 517        9/2/2009 Business Process        Functional -                             Do you have to keep the hard copy of      Vouchers under the delegated audit authority will not require a            1/13/2010
                     Workshop - Purchasing   Purchasing                               documentation (packing slip, invoices,    special form, manual signature or printed copies be sent to Accounts
                                                                                      etc.) in case of an audit?                and Reports. Electronic signatures are acceptable and subject to
                                                                                                                                audit. Voucher over delegated audit authority will require
                                                                                                                                appropriate supporting documentation in accordance with Division
                                                                                                                                of Accounts and Reports policy. Division of A&R staff and Sunflower
                                                                                                                                Project staff will be meeting with the State Records Manager to
                                                                                                                                discuss upcoming process changes occurring with the
                                                                                                                                implementation of SMART. Additional information will be provided
                                                                                                                                after that meeting. Supporting documentation such as invoices,
                                                                                                                                statement, etc. must be maintained by the agency in compliance
                                                                                                                                with delegated audit authority procedures. Scanned PDF images of
                                                                                                                                these documents are acceptable provided the Agency's electronic
                                                                                                                                document management system has been approved by Department
                                                                                                                                of Administration. Any documentation required for Federal, other
                                                                                                                                agency or internal agency audit requirements must be maintained
                                                                                                                                by the agency in accordance with those audit rules. Refer to
                                                                                                                                Department of Administration's website for additional details:
                                                                                                                                http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
                                                                                                                                additional details are known they will be communicated through
                                                                                                                                Accounts and Reports informational circulars and/or Sunflower
                                                                                                                                Project Change Agent Network Meetings.
 464       8/31/2009 Business Process        Data Warehouse       Reports             Can you run reports with greater than or Yes, date ranges and date criteria are common query and reporting           9/23/2009
                     Workshop - Asset        and Reporting                            less than dates?                         prompts. This depends on the specific report.
                     Management
 483       8/31/2009 Business Process        Data Warehouse       Reports             Will agencies be able to get reports in   Yes, agencies will be able to get reports in either format.                9/23/2009
                     Workshop - Asset        and Reporting                            either PDF or Excel format?
                     Management
 477       8/31/2009 Business Process        Functional - Asset   Asset Management    An asset will stay on the agencies        Yes, the location code will reflect the new location.                      9/23/2009
                     Workshop - Asset        Management                               inventory even though you don't have it
                     Management                                                       anymore?
 453       8/31/2009 Business Process        Functional - Asset   Asset Management    Are the location codes agency defined?    Yes, agencies were asked to provide required specific location data        9/23/2009
                     Workshop - Asset        Management                                                                         in an agency task. The values assigned to each specified location in
                     Management                                                                                                 the table, Location Code, will be maintained centrally.



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                              Page 49 of 99                                                                                      Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
 ID    Date Received          Source             Category          Subcategory                     Question                                                  Answer
                                                                                                                                                                                                        Updated
 461       8/31/2009 Business Process      Functional - Asset   Asset Management   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
                     Workshop - Asset      Management                              position number instead of assigning the position. The best practice approach to ensure that only valid values
                     Management                                                    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.

 473       8/31/2009 Business Process      Functional - Asset   Asset Management   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
                     Workshop - Asset      Management                              asset the same time you do a requisition? complete. Fields that can be completed on the Purchase Order or
                     Management                                                                                              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.
 454       8/31/2009 Business Process      Functional - Asset   Asset Management   Could an asset be tracked down to an       Yes, you can associate an asset with a specific employee, called a          9/23/2009
                     Workshop - Asset      Management                              employee's office?                         custodian. Assets can be assigned a Location and an Area Definition
                     Management                                                                                               to track its physical location. Location is primarily defined at
                                                                                                                              building level, Area Definitions are primarily defined at the
                                                                                                                              floor/room level.
 476       8/31/2009 Business Process      Functional - Asset   Asset Management   Do agencies need to record proceeds        Yes, it is important to record proceeds because that allows the             9/23/2009
                     Workshop - Asset      Management                              from selling an asset in Asset             system to calculate a gain/loss on the sale. In the case of a “sale,”
                     Management                                                    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.

 466       8/31/2009 Business Process      Functional - Asset   Asset Management   Does an agency have to enter detailed      All reportable assets require profile information in SMART to               9/23/2009
                     Workshop - Asset      Management                              profile information even if they are not   calculate depreciation at the state level for CAFR.
                     Management                                                    using depreciation?
 455       8/31/2009 Business Process      Functional - Asset   Asset Management   Does the agency assign the asset ID?       SMART assigns a sequential asset ID number. The agency can then             9/23/2009
                     Workshop - Asset      Management                                                                         assign the Tag ID.
                     Management
 462       8/31/2009 Business Process      Functional - Asset   Asset Management   How can you tell if an asset should be     The process of determining whether or not an asset should be                9/23/2009
                     Workshop - Asset      Management                              retired? Would the same person retiring retired is a business process within an agency. The person retiring
                     Management                                                    the asset be in charge of it also?         the asset could also be the custodian or it could be two different
                                                                                                                              individuals.
 478       8/31/2009 Business Process      Functional - Asset   Asset Management   How do we know what an asset will be       If proceeds >$500, Surplus returns 80% of the proceeds via interfund       12/10/2009
                     Workshop - Asset      Management                              sold for or if it was sold at all at State to the agency on a quarterly basis with an itemized listing of assets
                     Management                                                    Surplus?                                   sold. If proceeds <$500, Surplus retains all of the proceeds and the
                                                                                                                              agency is not notified of the sell.
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                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received          Source             Category          Subcategory                     Question                                                     Answer
                                                                                                                                                                                                              Updated
 458       8/31/2009 Business Process      Functional - Asset   Asset Management   How does it work if I purchase 50           You can unitize them into individual assets.                                     9/23/2009
                     Workshop - Asset      Management                              computers on one voucher, but want to
                     Management                                                    track them individually.
 447       8/31/2009 Business Process      Functional - Asset   Asset Management   How will an asset be created if an agency   An asset can be directly entered online for tracking purposes only.              9/23/2009
                     Workshop - Asset      Management                              has custody of an item, but does not
                     Management                                                    own it?
 465       8/31/2009 Business Process      Functional - Asset   Asset Management   If an asset is over $5000, does it          No, at the purchase order and voucher transaction level, there is no             9/23/2009
                     Workshop - Asset      Management                              automatically require a profile ID?         systematic validation that requires a profile ID.
                     Management
 457       8/31/2009 Business Process      Functional - Asset   Asset Management   If I have nine purchase orders for          An asset is not created when the purchase order is approved. An                  9/23/2009
                     Workshop - Asset      Management                              computers, do I have to create those        asset is created after the Transaction Loader process runs.
                     Management                                                    assets immediately?
 459       8/31/2009 Business Process      Functional - Asset   Asset Management   If one agency purchased the asset, but      The agency who has custody of the asset can create a "track only"                9/23/2009
                     Workshop - Asset      Management                              another has custody, how can both           asset while the purchasing agency has the financial and accounting
                     Management                                                    agencies put asset information into the     record.
                                                                                   system without the asset being counted
                                                                                   twice for accounting purposes?

 452       8/31/2009 Business Process      Functional - Asset   Asset Management   If you use Project Costing, do you have     If agency builds an asset in Project Costing (a building for example)            9/23/2009
                     Workshop - Asset      Management                              to use this integration to create an asset? then yes, integration is required. If an asset is being purchased
                     Management                                                                                                (equipment), then integration is not required.

 460       8/31/2009 Business Process      Functional - Asset   Asset Management   Is there a way to update assets as a        No, assets will need to be updated individually.                                 9/23/2009
                     Workshop - Asset      Management                              group instead of singularly?
                     Management
 451       8/31/2009 Business Process      Functional - Asset   Asset Management   Is there any tickler system to remind       No, Asset Management does not have workflow. Agencies need to                    9/23/2009
                     Workshop - Asset      Management                              project managers to forward asset           consider how this may impact their business process and develop an
                     Management                                                    information to Asset Management?            internal process.

 463       8/31/2009 Business Process      Functional - Asset   Asset Management   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
                     Workshop - Asset      Management                              a warranty, etc is about to expire?        see what items are about to expire.
                     Management
 475       8/31/2009 Business Process      Functional - Asset   Asset Management   Is there depreciation if we transfer non-   No, depreciation only affect capitalized assets.                                 9/23/2009
                     Workshop - Asset      Management                              capital assets?
                     Management
 481       8/31/2009 Business Process      Functional - Asset   Asset Management   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
                     Workshop - Asset      Management                              would notify agencies that an item was      system handled by State Surplus.
                     Management                                                    sold or for how much?

 474       8/31/2009 Business Process      Functional - Asset   Asset Management   Our agency doesn't do depreciation.         The accumulated depreciation is historically recorded for an asset.              9/23/2009
                     Workshop - Asset      Management                              How will the accumulated depreciation       The transfer value is the net book value.
                     Management                                                    be transferred?
 456       8/31/2009 Business Process      Functional - Asset   Asset Management   What if a project never completes, but      If the project does not complete, the costs accumulated to date can              9/23/2009
                     Workshop - Asset      Management                              the development to date needs to be         be integrated into Asset Management.
                     Management                                                    accounted for in Asset Management?

 479       8/31/2009 Business Process      Functional - Asset   Asset Management   What if you get one lump sum for          When State Surplus returns asset sale proceeds to an agency, a list               12/10/2009
                     Workshop - Asset      Management                              multiple items sold by the State Surplus? of the asset(s) which generated those proceeds is provided to the
                     Management                                                                                              agency.

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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                    Date Last
 ID    Date Received          Source             Category          Subcategory                     Question                                                 Answer
                                                                                                                                                                                                    Updated
 445       8/31/2009 Business Process      Functional - Asset   Asset Management   When an agency pays for a warranty, will No, the warranty information will need to be entered specifically for     9/23/2009
                     Workshop - Asset      Management                              that information automatically flow into that asset.
                     Management                                                    Asset Management?

 485       8/31/2009 Business Process      Functional - Asset   Asset Management   When an agency pays for a warranty, will No, the warranty information will need to be entered specifically for     9/23/2009
                     Workshop - Asset      Management                              that information automatically flow into that asset.
                     Management                                                    Asset Management?

 446       8/31/2009 Business Process      Functional - Asset   Asset Management   Will financial data flow into Asset       No, the financial and physical data will flow into Asset Management      9/23/2009
                     Workshop - Asset      Management                              Management before physical data?          at the same time.
                     Management
 472       8/31/2009 Business Process      Functional - Asset   Asset Management   Will information from assets will be able No, not every field associated with asset is on requisition or           9/23/2009
                     Workshop - Asset      Management                              to be entered at requisition (i.e.        purchase order. Warranties, insurance, etc. is entered on an the
                     Management                                                    software on PO)?                          specific asset. 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.
 450       8/31/2009 Business Process      Functional - Asset   Asset Management   Will the Asset Processor be emailed       No, Asset Management does not have workflow. Agencies need to            9/23/2009
                     Workshop - Asset      Management                              when they need to review an asset?        consider how this may impact their business process and develop an
                     Management                                                                                              internal process.
 471       8/31/2009 Business Process      Functional - Asset   Asset Management   Will the system track appreciation of     Fixed Assets are carried at historical cost. Improvements to fixed       9/23/2009
                     Workshop - Asset      Management                              assets (ex: land, buildings)?             capital assets can be tracked in Asset Management.
                     Management
 467       8/31/2009 Business Process      Functional - Asset   Asset Management   Will there be a default depreciation      The depreciation method for statewide CAFR reporting will be             9/23/2009
                     Workshop - Asset      Management                              method?                                   straight-line.
                     Management
 469       8/31/2009 Business Process      Functional - Asset   Conversion         How much actual data about an asset       Asset data fields that will be converted are available on                9/23/2009
                     Workshop - Asset      Management                              will be converted?                        CNV009_Asset_File_Layout document which is available from the
                     Management                                                                                              SMART secure web site at http://www.da.ks.gov/smart/.

 470       8/31/2009 Business Process      Functional - Asset   Conversion         What assets will be converted to SMART? Agencies must provide all reportable asset data for conversion into        9/23/2009
                     Workshop - Asset      Management                                                                      SMART. Agencies also have the ability to convert non-reportable
                     Management                                                                                            assets if they choose. Retired and disposed assets will not be
                                                                                                                           converted into SMART.
 484       8/31/2009 Business Process      Functional - Asset   Reports            How many years will the asset           Current asset data will be available for the useful life of the asset.     10/1/2009
                     Workshop - Asset      Management                              information be kept in SMART?           There is currently not a strategy for archiving data and one is not
                     Management                                                                                            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.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                           Page 52 of 99                                                                                     Printed 11/21/2010
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received          Source             Category           Subcategory                      Question                                                  Answer
                                                                                                                                                                                                             Updated
 468       8/31/2009 Business Process      Functional - Asset   Reports              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
                     Workshop - Asset      Management                                will SMART have the information to       ended 2010. This is because only the capital asset balances as of
                     Management                                                      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.
 449       8/31/2009 Business Process      Functional -         Purchase Order       How can purchase orders be sent to a      Dispatching can be done multiple ways, via email, phone, fax, etc.             12/16/2009
                     Workshop - Asset      Purchasing                                vendor?
                     Management
 448       8/31/2009 Business Process      Functional -         Purchase Order       Will purchase orders be created within    Yes, purchase orders will be created within the Purchasing Module               9/23/2009
                     Workshop - Asset      Purchasing                                SMART?                                    in SMART.
                     Management
 482       8/31/2009 Business Process      General Enterprise   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
                     Workshop - Asset      Readiness            Analysis             available online?                       under the CAN tab.
                     Management
 480       8/31/2009 Business Process      General Enterprise   CAN Meetings         During the discussions, it was mentioned Yes, additionally, previous CAN materials are available on the SMART             9/23/2009
                     Workshop - Asset      Readiness                                 that questions from today's workshop     website at: http://www.da.ks.gov/smart/.
                     Management                                                      would be covered at the next CAN
                                                                                     meeting, right?

 494       8/26/2009 August Monthly        Data Conversion      Configuration Values Are the configuration values posted?      The configuration values needed by agencies for use in their                    8/26/2009
                     Conversion Meeting                                              How do I access the configuration         conversion files have been posted on the secure portion of the
                                                                                     values?                                   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        Data Conversion      Configuration Values How will I know about changes that are    The Sunflower Project will send out a project communication                     8/26/2009
                     Conversion Meeting                                              made with the conversion programs or      regarding any changes that are made. Also, changes will be
                                                                                     configuration values?                     discussed at the next Monthly Conversion Meeting.
 497       8/26/2009 August Monthly        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              8/26/2009
                     Conversion Meeting                                              whole agency?                             for all modules. The Business Unit values have been published and
                                                                                                                               are located on the SMART website at http://www.da.ks.gov/smart/.

 496       8/26/2009 August Monthly        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
                     Conversion Meeting                                              listed in the file layout or data entry   thousands, of values. This is why we are publishing separate lists
                                                                                     template?                                 that 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        Data Conversion      Configuration Values Will the configuration values work for    Yes, configuration values are also for interfaces.                              8/26/2009
                     Conversion Meeting                                              interfaces as well?
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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received          Source             Category           Subcategory                     Question                                                      Answer
                                                                                                                                                                                                              Updated
 493       8/26/2009 August Monthly        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
                     Conversion 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.
 495       8/26/2009 August Monthly        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
                     Conversion 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)?

 506       8/26/2009 August Monthly        Functional -        Interfund           Will SOKI groups exist in SMART for            The SMART Interfund Process notification modification is still in             10/5/2009
                     Conversion Meeting    Accounts Receivable                     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.
 502       8/26/2009 August Monthly        Functional - Asset   Asset Management   Can we send Position # for an asset,     No, the custodian of an asset must be a person.                                     8/26/2009
                     Conversion Meeting    Management                              instead of Employee ID?
 606       8/26/2009 August Monthly        Functional - Asset   Asset Management   Can you define what constitutes a leased Asset acquired through a capital lease must be tracked in SMART. A                  9/28/2009
                     Conversion Meeting    Management                              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
 491       8/26/2009 August Monthly        Functional - Asset   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
                     Conversion Meeting    Management                              assets and wants to track them in              that asset, if possible.
                                                                                   SMART, 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?



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                            Page 54 of 99                                                                                              Printed 11/21/2010
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                                    Date Last
 ID    Date Received          Source               Category           Subcategory                     Question                                                       Answer
                                                                                                                                                                                                                    Updated
 487       8/26/2009 August Monthly          Functional - Asset   Asset Management    What do you consider an asset? I          Yes, machinery, vehicles, land, and buildings could also be                           8/26/2009
                     Conversion Meeting      Management                               consider this to be furniture, computers, considered assets. Reportable assets (assets greater than $5,000)
                                                                                      desks. Is that what you're looking for?   are assets 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          Functional - Asset   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
                     Conversion Meeting      Management                               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.

 489       8/26/2009 August Monthly          Functional - Asset   Conversion          Can we convert assets after go-live?         Only assets under $5,000 can be entered online after the system                    8/26/2009
                     Conversion Meeting      Management                                                                            goes 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.

 507       8/26/2009 August Monthly          Functional - Asset   Conversion          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
                     Conversion Meeting      Management                               go live?                                     live using the Excel file or flat file upload.
 499       8/26/2009 August Monthly          Functional - Asset   Conversion          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
                     Conversion Meeting      Management                               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.

 488       8/26/2009 August Monthly          Functional - Asset   Conversion          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
                     Conversion Meeting      Management                               is under $5,000?                             go-live.
 490       8/26/2009 August Monthly          Functional - Asset   Conversion          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
                     Conversion Meeting      Management                               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          Functional - Asset   Conversion          Is Employee ID required for asset            No, employee ID is not required for asset conversion.                              8/26/2009
                     Conversion Meeting      Management                               conversion?
 492       8/26/2009 August Monthly          Functional - Asset   Conversion          Is the asset conversion excel file data      Yes, it is posted on the secure part of the SMART website at                       8/26/2009
                     Conversion Meeting      Management                               entry template available?                    http://www.da.ks.gov/smart/.
 486       8/26/2009 August Monthly          Functional - Asset   Conversion          Will there be a central conversion for all   No, agencies need to send vehicles that need to be converted in                    8/26/2009
                     Conversion Meeting      Management                               cars?                                        their conversion files.
 505       8/26/2009 August Monthly          Functional - Asset   File Layouts        We have assets we bought 10 years ago        You could send that information in the Long Description field in the               8/26/2009
                     Conversion Meeting      Management                               with an old project number that is not       conversion file. If you do, it will be tracked in a
                                                                                      active. We want to retain that               comment/description field in SMART for reference purposes.
                                                                                      information for historical purposes. How
                                                                                      do we do that?
 501       8/26/2009 August Monthly          Functional - General Chart of Accounts   Was the Agency Use chartfield defined        Yes, agencies submitted the values for this via Task 211.                          8/26/2009
                     Conversion Meeting      Ledger                                   by agencies?
 255       8/26/2009 Business Process        Functional - General SpeedCharts         How much will SpeedCharts help in            SpeedCharts provide a tool (SpeedChart code) to enter routinely                    10/1/2009
                     Workshop - General                                               transaction processing?                      used chartfields or chartfield strings. At the time of data entry the
                     Ledger and Commitment                                                                                         SpeedChart code is selected reducing key strokes and data entry
                     Control                                                                                                       errors. SpeedCharts are available in Purchasing, Accounts Payable,
                                                                                                                                   Accounts Receivable, and Travel and Expense.



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                              Page 55 of 99                                                                                                 Printed 11/21/2010
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received         Source               Category            Subcategory                       Question                                                    Answer
                                                                                                                                                                                                              Updated
 254       8/26/2009 Business Process        Functional - General                       What if someone in my agency is not      The project will be offering a basic accounting course for agency              9/16/2009
                     Workshop - General                                                 familiar with debit and credits?         staff who do not have formal training in accounting. This training is
                     Ledger and Commitment                                                                                       intended to supplement on the job training provided at the agency
                     Control                                                                                                     level.
 249       8/26/2009 Business Process        Functional - General Budget Check          Will the Sunflower Project provide       Budget Checking will occur in a single process and will happen to all          9/16/2009
                     Workshop - General      Ledger                                     agencies the order of which transactions journals that are available and ready to be budget checked.
                     Ledger and Commitment                                              will go through the batch process        Chartfield edits will occur as the transaction is entered.
                     Control                                                            (budget and edit checking)?

 242       8/26/2009 Business Process        Functional - General Cash Control Budget Do all of our funds have to be budgeted? All funds are subject to the Appropriation Budget. For funds that are            9/16/2009
                     Workshop - General      Ledger                                                                            considered “no limit”, the appropriation will be set arbitrarily high so
                     Ledger and Commitment                                                                                     it is unlikely to ever be exceeded; for example $999,000,000. The
                     Control                                                                                                   Cash Control budget also applies and that is the budget that will
                                                                                                                               control spending on these funds.

 243       8/26/2009 Business Process        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
                     Workshop - General      Ledger                                   budget, can it cause my transaction to       Budgets are impacted by expenses and collected revenue.
                     Ledger and Commitment                                            fail?                                        Encumbrances will not affect cash balances or Cash Control Budgets.
                     Control

 252       8/26/2009 Business Process        Functional - General Error Processing      How will an end-user know if there was     Some things will error out immediately during the transaction                9/16/2009
                     Workshop - General      Ledger                                     an error?                                  process. For example, if a chartfield is entered incorrectly, the
                     Ledger and Commitment                                                                                         chartfield itself will turn red. Other edits and budget checking will
                     Control                                                                                                       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.

 253       8/26/2009 Business Process        Functional - General Error Processing      Will there be something similar to the     Yes. The transaction will reflect an error status. Transactions in           9/16/2009
                     Workshop - General      Ledger                                     STARS suspense string in SMART?            error will need to be worked by the agency to correct before the
                     Ledger and Commitment                                                                                         transaction completes processing in SMART.
                     Control
 244       8/26/2009 Business Process        Functional - General Interfaces            Will the revenue estimate in IBARS be      Yes, the revenue estimates from IBARS will be interfaced into SMART.         9/16/2009
                     Workshop - General      Ledger                                     uploaded into SMART?
                     Ledger and Commitment
                     Control
 250       8/26/2009 Business Process        Functional - General Journal Entry         If I am creating a manual journal not in a General Ledger journals will be created online in SMART. An excel            9/16/2009
                     Workshop - General      Ledger                                     sub module, will I be keying into an       spreadsheet is also available to load journals in SMART. All journals
                     Ledger and Commitment                                              application journal similar to SOKI?       will need to pass edit and budget checks.
                     Control
 251       8/26/2009 Business Process        Functional - General Journal Entry         Will SMART be smart enough to know         Yes, the journal will record the transaction based on the chartfields        9/16/2009
                     Workshop - General      Ledger                                     that we are creating a journal to add      and financial data entered.
                     Ledger and Commitment                                              money to a fund?
                     Control
 241       8/26/2009 Business Process        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
                     Workshop - General      Ledger                                     overspend in one, can we use another?      defined for the agency in commitment control.
                     Ledger and Commitment
                     Control




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                                Page 56 of 99                                                                                          Printed 11/21/2010
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received          Source                 Category           Subcategory                    Question                                                   Answer
                                                                                                                                                                                                              Updated
 245       8/26/2009 Business Process          Functional - General Ledgers            There had been a discussion at the          Yes, for agencies who are independently audited.                             9/16/2009
                     Workshop - General        Ledger                                  beginning of the project that agencies
                     Ledger and Commitment                                             would be able to have a separate ledger
                     Control                                                           to create their own financial reports. Is
                                                                                       this going to happen?

 248       8/26/2009 Business Process          Functional - General Roles and          Can an employee have both the               Yes, employees can have multiple SMART security Roles. Agencies              9/16/2009
                     Workshop - General        Ledger               Responsibilities   Processor and Approver security roles?      will participate in a Role Mapping activity later in the winter.
                     Ledger and Commitment
                     Control
 247       8/26/2009 Business Process          Functional - General Vouchers           A payment for an invoice affects the      The decision to use cash clearing in SMART is still pending. When              10/1/2009
                     Workshop - General        Ledger                                  actuals ledger, but what about when it is eligible vouchers are picked up in paycycle, the check is written, the
                     Ledger and Commitment                                             cleared?                                  accounts payable liability is reversed and a corresponding entry to
                     Control                                                                                                     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.

 246       8/26/2009 Business Process          Functional -         Encumbrances       What if an agency does not create a         The funds will not be encumbered if there is no purchase order               9/16/2009
                     Workshop - General        Purchasing                              Purchase Order?                             created. Agencies are encouraged to use purchase orders in order
                     Ledger and Commitment                                                                                         to encumber the funds.
                     Control
 256       8/26/2009 Business Process          General Enterprise   Agency Impact      How much detail does the Sunflower          Provide enough detail to capture the essence of each impact. The             9/16/2009
                     Workshop - General        Readiness            Analysis           Project want on the Agency Impact           impacts and actions plans should be clearly understandable by
                     Ledger and Commitment                                             Analysis?                                   others within your agency, and should clearly communicate to the
                     Control                                                                                                       project the magnitude of impact and planned changes.

 285       8/25/2009 Business Process          Data Warehouse       Reports            Can you create labels from the customer Yes, you will use the Data Warehouse to download the customer or                 9/16/2009
                     Workshop - Deposits and   and Reporting                           or vendor file?                         vendors you need into Excel. You can then use Excel or Word to
                     Interfund                                                                                                 create your labels.
 260       8/25/2009 Business Process          Functional -        Customers           If we owe a customer because they       If the customer is already in the vendor table, you would enter a                9/16/2009
                     Workshop - Deposits and   Accounts Receivable                     overpaid, how do we repay the overage? voucher to repay the overage. If not, then you have two options.
                     Interfund                                                          Does the customer have to be entered Either add the customer as a vendor, or create a one-time payment
                                                                                       as 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          Functional -        Customers           Is the customer list statewide?             No, the customer list is agency specific, not statewide. The agency          9/16/2009
                     Workshop - Deposits and   Accounts Receivable                                                                 can assign customer numbers to their customers or SMART can
                     Interfund                                                                                                     sequentially assign customer id's to the customers.

 259       8/25/2009 Business Process          Functional -        Customers           Many vendors are also customers or vice Customers and vendors are maintained separately in SMART.                        9/16/2009
                     Workshop - Deposits and   Accounts Receivable                     versa, how does this work?              Vendors will be converted from STARS and maintained centrally.
                     Interfund                                                                                                 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          Functional -        Customers           What are the search mechanisms to find The Customer Search includes Customer ID, Name, Telephone, City,                  9/16/2009
                     Workshop - Deposits and   Accounts Receivable                     customers?                              State and Postal Code. Each field can be searched with criteria
                     Interfund                                                                                                 options including, "contains", "between" and "equal", etc.



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                               Page 57 of 99                                                                                           Printed 11/21/2010
                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received          Source                Category           Subcategory                    Question                                                    Answer
                                                                                                                                                                                                              Updated
 272       8/25/2009 Business Process          Functional -        Deposit           Can you flag an open or pending AR item You can use the reason code, item id field, or group id to identify                9/16/2009
                     Workshop - Deposits and   Accounts Receivable                   that is going to be paid by ACH?        ACH on a pending item. However, STO cannot view open items. STO
                     Interfund                                                                                               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          Functional -        Deposit           How can we distinguish between cash,         The payment method in SMART will show as cash, check, EFT, or NSF.            9/16/2009
                     Workshop - Deposits and   Accounts Receivable                   check or wire on our deposits?
                     Interfund
 269       8/25/2009 Business Process          Functional -        Deposit           How can you enter deposits?                  Deposits can be entered into SMART three ways, on-line, using an              9/16/2009
                     Workshop - Deposits and   Accounts Receivable                                                                excel spreadsheet upload (INF43) or via an interface (INF44).
                     Interfund
 270       8/25/2009 Business Process          Functional -        Deposit           How will electronic ACH show up on the       The deposit type on the revenue will show as EFT.                             9/16/2009
                     Workshop - Deposits and   Accounts Receivable                   deposit?
                     Interfund
 268       8/25/2009 Business Process          Functional -        Deposit           If all deposits will be miscellaneous, do    No, miscellaneous deposits do not require a customer ID.                      9/16/2009
                     Workshop - Deposits and   Accounts Receivable                   you have to enter customer number?
                     Interfund
 271       8/25/2009 Business Process          Functional -        Deposit           Today, credit card payments are              The process will work in the future like it does today. The payments          9/16/2009
                     Workshop - Deposits and   Accounts Receivable                   received and go to clearing account and      will go to the State Treasurers Office (STO) the same way, same
                     Interfund                                                       then on a monthly basis, a journal           clearing accounts, deposit adjustment out of clearing accounts to
                                                                                     voucher is done. How will these              your agency accounts.
                                                                                     payments work in SMART?
 274       8/25/2009 Business Process          Functional -        Interfund         How does the interfund approver notify       The SMART Interfund Process notification modification is still in             10/1/2009
                     Workshop - Deposits and   Accounts Receivable                   the other agency? In SOKI, it is             design, but in general the process will provide a drop down box of
                     Interfund                                                       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          Functional -        Interfund         How real time is SMART for interfund         When the AP side of the transaction is saved it will be instantly             9/16/2009
                     Workshop - Deposits and   Accounts Receivable                   processing to the AP side?                   viewable on the interfund page. The AP transaction must complete
                     Interfund                                                                                                    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          Functional -        Interfund         If we forget to send email notification on   Agencies will be able to search on-line for their interfunds to locate        9/16/2009
                     Workshop - Deposits and   Accounts Receivable                   an interfund to the other agency, how        interfunds where they are either the customer or vendor.
                     Interfund                                                       will they know?
 276       8/25/2009 Business Process          Functional -        Interfund         If we process interfunds for 100 agencies    Group approval and group notification is not currently part of the            1/13/2010
                     Workshop - Deposits and   Accounts Receivable                   and it does not automatically notify         SMART interfund functionality. Agencies can notify and approve
                     Interfund                                                       agencies, we will have to make sure we       online. Reciprocating agencies will have visibility to look up their
                                                                                     notify each agency via email.                interfunds online.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                             Page 58 of 99                                                                                             Printed 11/21/2010
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received          Source                Category           Subcategory                     Question                                                   Answer
                                                                                                                                                                                                            Updated
 284       8/25/2009 Business Process          Functional -        Interfund          Is there a way that the contact groups       The SMART Interfund Process notification modification is still in          10/5/2009
                     Workshop - Deposits and   Accounts Receivable                    for interfunds can be maintained             design, but in general the process will provide a drop down box of
                     Interfund                                                        centrally, instead of individually by        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. 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          Functional -        Interfund          Is this interfund page the same page         Yes, to initiate or reciprocate an interfund you begin on the              9/16/2009
                     Workshop - Deposits and   Accounts Receivable                    regardless of AR or AP?                      Interfund page.
                     Interfund
 283       8/25/2009 Business Process          Functional -        Interfund          When notifying another agency of an          The SMART Interfund Process notification modification is still in          10/5/2009
                     Workshop - Deposits and   Accounts Receivable                    interfund, how can I be sure I am            design, but in general the process will provide a drop down box of
                     Interfund                                                        sending the bill to the right person         choices for the user to select the reciprocating agency contact for
                                                                                      within the 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          Functional -        Interfund          Will interfund transactions still audited    Yes. Interfund transactions will still be audited by A&R in SMART,         9/16/2009
                     Workshop - Deposits and   Accounts Receivable                    by Accounts & Reports?                       however, it will be a post-audit process completed after the
                     Interfund                                                                                                     interfund transaction is posted.
 278       8/25/2009 Business Process          Functional -        Interfund          Will we be able to see other agencies        Yes. The other agencies' chartfield information is only visible on the     9/16/2009
                     Workshop - Deposits and   Accounts Receivable                    chartfields (coding)?                        Interfund page.
                     Interfund
 267       8/25/2009 Business Process          Functional -        Invoices           Do you have to send one invoice for each No, you can consolidate multiple bills into one invoice.                       9/16/2009
                     Workshop - Deposits and   Accounts Receivable                    bill?
                     Interfund
 263       8/25/2009 Business Process          Functional -        Invoices           If you use Contracts and Grants, is an       Yes, once the Billing Worksheet is approved, an invoice is generated.      9/16/2009
                     Workshop - Deposits and   Accounts Receivable                    invoice automatically generated? Is           However, if you never approve the Billing Worksheet or if you
                     Interfund                                                        there an option before finalizing the bill   delete the Billing Worksheet, it will not create an invoice or pending
                                                                                      to delete the transaction so it doesn't      item in Accounts Receivable.
                                                                                      generate an invoice in Billing or create
                                                                                      pending items in A/R?




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                              Page 59 of 99                                                                                          Printed 11/21/2010
                                                                                Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received          Source                Category             Subcategory                      Question                                                  Answer
                                                                                                                                                                                                              Updated
 262       8/25/2009 Business Process          Functional -        Invoices              We incur an expense and bill the federal To generate an invoice in billing the agency would enter the items to         9/16/2009
                     Workshop - Deposits and   Accounts Receivable                       government. How will generating an       be billed. A batch process is run to create a billing worksheet. The
                     Interfund                                                           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          Functional -        Invoices              What is the difference between billing   Billing is the process of recording the items for which you are billing       9/16/2009
                     Workshop - Deposits and   Accounts Receivable                       and invoicing?                           a customer. Invoice the is the physical document created and sent
                     Interfund                                                                                                    to the customer, generated from the billing process.

 265       8/25/2009 Business Process          Functional -        Pending Items         Will open items remain as pending           Contracts sends the Billing module "billable rows." Those become           9/16/2009
                     Workshop - Deposits and   Accounts Receivable                       items?                                      pending items once they have been approved on a Billing Worksheet
                     Interfund                                                                                                       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).
 277       8/25/2009 Business Process          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
                     Workshop - Deposits and   Accounts Receivable Responsibilities/     you have to have multiple roles to          transaction.
                     Interfund                                     Security              complete transactions?
 279       8/25/2009 Business Process          Functional -        Roles and             Is the process for getting access to        All State employees must complete the required training prior to           10/1/2009
                     Workshop - Deposits and   Accounts Receivable Responsibilities/     SMART similar for STARS access in           gaining access to SMART. This includes module-specific training
                     Interfund                                     Security              regards to timeline or will it be quicker   which is linked to security roles and access.
                                                                                         (i.e. emergency situations)?
 257       8/25/2009 Business Process          Functional - General Customers            Are customers (AR) and vendors (AP)         You have to navigate to the Accounts Receivable module to see              9/16/2009
                     Workshop - Deposits and                        Vendors              visible to an agency regardless of what     customers and to the Accounts Payable module to see vendors.
                     Interfund                                                           module you are working in?                  Vendors and Customers are kept on two different tables.

 621       8/25/2009 Business Process          Functional - General                      Are federal funds still able to go          Medicaid funds will still be able to go negative. Other funds are also     10/5/2009
                     Workshop - Deposits and   Ledger                                    negative? For example, Medicaid.            allowed to go negative upon approval of the Director of Accounts &
                     Interfund                                                                                                       Reports.
 264       8/25/2009 Business Process          Functional - Projects Invoices            If you use Projects and Grants, do you      No, the grant will create contract which creates a bill. However, you      9/16/2009
                     Workshop - Deposits and   and Grants                                have to use billing?                        can elect not to send the bill and/or delete the billing worksheet.
                     Interfund
 319       8/24/2009 Business Process          Functional - Projects Chart of Accounts   Are the project chartfields free form       No, they are defined by the agency in SMART tables. Project                9/16/2009
                     Workshop - Projects and   and Grants                                fields?                                     chartfields are controlled and entered in SMART by the agency, not
                     Grants                                                                                                          centrally.
 325       8/24/2009 Business Process          Functional - Projects Contracts           Do you have to create the invoice?          The invoice will be generated, but you do not need to print it and         9/16/2009
                     Workshop - Projects and   and Grants                                                                            send it out.
                     Grants




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                                 Page 60 of 99                                                                                        Printed 11/21/2010
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received           Source               Category             Subcategory                   Question                                                   Answer
                                                                                                                                                                                                             Updated
 324       8/24/2009 Business Process          Functional - Projects Contracts         Is the contract the actual grant award?    The finalized grant award in SMART records the general grant terms           9/16/2009
                     Workshop - Projects and   and Grants                                                                         and conditions of the award (reporting dates, auditing guidelines,
                     Grants                                                                                                       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          Functional - Projects Contracts         What are other terms and conditions of     The timing of the billing (whether the billing is immediate, delayed,        9/16/2009
                     Workshop - Projects and   and Grants                              a contract?                                every quarter, etc) can be set up as milestones within billing. You
                     Grants                                                                                                       can also receive email notifications prompting you to bill.

 330       8/24/2009 Business Process          Functional - Projects Grants            We receive grants and projects that are    If the non-profit funds are NOT currently included as transactions in        9/16/2009
                     Workshop - Projects and   and Grants                              received by our agency from a non-profit   the State accounting system, then you would not put them into
                     Grants                                                            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          Functional - Projects Grants            Will the history on existing and ongoing   No, instead the use of MEMO transactions directly into Project               9/16/2009
                     Workshop - Projects and   and Grants                              grants be converted into SMART so a        Costing can be used. They can directly enter their Grant History
                     Grants                                                            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.

 323       8/24/2009 Business Process          Functional - Projects Journal Entry     Why would you need to do a journal         The recommended method is doing corrections in the sub module,               9/16/2009
                     Workshop - Projects and   and Grants                              voucher when doing a correction since      but there may be circumstances where multiple corrections have to
                     Grants                                                            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.

 320       8/24/2009 Business Process          Functional - Projects Project Budget    Can the project budget be imported         No.                                                                          9/16/2009
                     Workshop - Projects and   and Grants                              from Microsoft Project?
                     Grants
 326       8/24/2009 Business Process          Functional - Projects Project Costing   Can you track projects over multiple       Yes, projects can be tracked over weeks, months and over multiple            9/16/2009
                     Workshop - Projects and   and Grants                              years?                                     fiscal years.
                     Grants




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                               Page 61 of 99                                                                                          Printed 11/21/2010
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
 ID    Date Received           Source                Category            Subcategory                     Question                                                    Answer
                                                                                                                                                                                                                Updated
 328       8/24/2009 Business Process          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
                     Workshop - Projects and   and Grants                                draw down for your grant?                   to Project Costing. The deposit (revenue) information in AR will not
                     Grants                                                                                                          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.

 332       8/24/2009 Business Process          Functional - Projects Project Costing     How in Project Costing do you know you      For reimbursable projects, only the billing information will flow back       9/16/2009
                     Workshop - Projects and   and Grants                                have received reimbursement for an          to Project Costing. The deposit (revenue) information in AR will not
                     Grants                                                              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.

 322       8/24/2009 Business Process          Functional - Projects Project Costing     Is there a way to require transactions      Yes, a combination edit rule in General Ledger can be created for            9/16/2009
                     Workshop - Projects and   and Grants                                that go against a particular fund to        this. You can require a project to be on a transaction line based on a
                     Grants                                                              always require a project as well?           particular fund.

 321       8/24/2009 Business Process          Functional - Projects Project Costing     Will the system help you figure out         No, project costing is not an estimating tool.                               9/16/2009
                     Workshop - Projects and   and Grants                                estimated costs for a new project, i.e.,
                     Grants                                                              activities related to this usually cost x
                                                                                         dollars, etc.?
 318       8/24/2009 Business Process          Functional - Projects Roles and           Will agencies be able to see grants that    No, you are not allowed to see another Business Units data,                  9/16/2009
                     Workshop - Projects and   and Grants            Responsibilities/   other agencies have? Will grants be         however there is a Print Proposal delivered functionality in which an
                     Grants                                          Security            accessible to multiple agencies? For        agency can print (PDF) the information related to a Grant/Proposal
                                                                                         example, KDOT often works with              and email 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?
 317       8/24/2009 Business Process          Functional - Projects Time and Labor      How will the agencies that are not using    In SMART there are two options to associate labor costs to a project         9/16/2009
                     Workshop - Projects and   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
                     Grants                                                              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.

 329       8/24/2009 Business Process          General Enterprise    Agency Impact       What is the naming convention for           Please include your 3 digit agency number and the BPW workshop               9/16/2009
                     Workshop - Projects and   Readiness             Analysis            submitting the Agency Impact Analysis       name in the file name.
                     Grants                                                              back to the Sunflower Project?

 346       8/19/2009 Business Process          Functional -          Roles and           Does SMART enforce rules about              SMART does not enforce separation of duties. However, it does               11/12/2009
                     Workshop - Accounts       Accounts Payable      Responsibilities/   separation of duties, for example,          provide the flexibility for each agency to build in the appropriate
                     Payable and Travel &                            Security            preventing the person creating a            separation of duties when assigning roles during the role mapping
                     Expense                                                             voucher from also approving it?             activity.

7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                                 Page 62 of 99                                                                                           Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received           Source            Category         Subcategory                     Question                                                    Answer
                                                                                                                                                                                                            Updated
 351       8/19/2009 Business Process       Functional -       Travel & Expense   Can paper checks be issued for travel?      Yes, a paper check for travel and expense can be generated for an              10/14/2009
                     Workshop - Accounts    Accounts Payable                                                                  employee who receives payroll via direct deposit.
                     Payable and Travel &
                     Expense
 350       8/19/2009 Business Process       Functional -       Travel & Expense   Can travel authorizations be entered        Yes. An expense report can be created without a travel                          9/21/2009
                     Workshop - Accounts    Accounts Payable                      after the fact, instead of prior?           authorization. However, if you wish to create an encumbrance you
                     Payable and Travel &                                                                                     need to create a travel authorization. Travel authorizations are
                     Expense                                                                                                  required for out of state travel.
 362       8/19/2009 Business Process       Functional -       Travel & Expense   Can you cancel a travel authorization?      Yes. If you cancel a travel authorization, it will relieve the                  9/21/2009
                     Workshop - Accounts    Accounts Payable                      What will happen to the encumbrance?        encumbrance.
                     Payable and Travel &
                     Expense
 360       8/19/2009 Business Process       Functional -       Travel & Expense   Does A&R need documentation for             Agencies must use SMART Travel Authorization and Expense Report                 1/13/2010
                     Workshop - Accounts    Accounts Payable                      Travel & Expense payments?                  online pages to process all out of state travel. Expense reports are
                     Payable and Travel &                                                                                     required for in-state reimbursement. Agencies will need to maintain
                     Expense                                                                                                  all supporting documentation for both in state and out of state
                                                                                                                              expenses. Scanned PDF images of these documents are acceptable
                                                                                                                              provided the Agency's electronic document management system has
                                                                                                                              been approved by Department of Administration.

 355       8/19/2009 Business Process       Functional -       Travel & Expense   Does each employee have to complete         An agency can choose a person(s) to enter travel and expense                    9/21/2009
                     Workshop - Accounts    Accounts Payable                      their own Travel & Expense form or can      reports, if so, they need to establish proxy rights for that person(s)
                     Payable and Travel &                                         it be done centrally by a person?           to enter travel and expenses on behalf of another employee.
                     Expense
 352       8/19/2009 Business Process       Functional -       Travel & Expense   How are employees notified that travel      An email notification will be sent to the employee.                             9/21/2009
                     Workshop - Accounts    Accounts Payable                      reimbursement has been processed?
                     Payable and Travel &
                     Expense
 354       8/19/2009 Business Process       Functional -       Travel & Expense   How often does the budget checking          SMART will run budget checking periodically throughout the day,                10/13/2009
                     Workshop - Accounts    Accounts Payable                      process occur for Travel & Expense?         tentatively scheduled for every two hours. If there is an urgent
                     Payable and Travel &                                                                                     need, users can run the process on a specific expense report instead
                     Expense                                                                                                  of waiting for the scheduled budget check process.

 359       8/19/2009 Business Process       Functional -       Travel & Expense   How will reimbursement of non-              In Travel and Expense you can add non-employees for                             9/21/2009
                     Workshop - Accounts    Accounts Payable                      employees be done (i.e. Board               reimbursement you will need to include information such as name,
                     Payable and Travel &                                         members)?                                   address, banking information, etc. The expense will need to be
                     Expense                                                                                                  processed in SMART by an authorized agency employee.

 353       8/19/2009 Business Process       Functional -       Travel & Expense   If the employee receives their paycheck     No, the system will allow travel and expense payments to have a                11/18/2009
                     Workshop - Accounts    Accounts Payable                      direct deposit from SHaRP, do they have     different payment method than payroll payments. However, in order
                     Payable and Travel &                                         to receive their travel reimbursement via   to use the integration available between SHaRP and SMART, it will
                     Expense                                                      direct deposit also?                        be preferable to use the main paycheck distribution from SHaRP as
                                                                                                                              the distribution method for Travel & Expense in SMART. We strongly
                                                                                                                              encourage selection of the direct deposit option in Travel & Expense
                                                                                                                              to achieve the efficiency and cost savings of direct deposit over
                                                                                                                              issuing a check.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                          Page 63 of 99                                                                                              Printed 11/21/2010
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                      Date Last
 ID    Date Received           Source            Category         Subcategory                     Question                                                  Answer
                                                                                                                                                                                                      Updated
 356       8/19/2009 Business Process       Functional -       Travel & Expense   If we have employees that have a           In SMART, Travel & Expense reimbursements may only be deposited           11/18/2009
                     Workshop - Accounts    Accounts Payable                      percentage of their paycheck going into    to one account, they may not be split among multiple bank accounts
                     Payable and Travel &                                         a savings account, how will their travel   as is available in SHaRP for Payroll.
                     Expense                                                      reimbursements be deposited? Will
                                                                                  they always be deposited to a checking
                                                                                  account or can they be split to multiple
                                                                                  accounts like their paycheck?

 361       8/19/2009 Business Process       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
                     Workshop - Accounts    Accounts Payable                      authorized and what travel was            hotel cost of $200, but the actual cost was $220. The expense report
                     Payable and Travel &                                         approved? (Estimates vs. Actuals?)        will show the actual cost. The report will show the comparison
                     Expense                                                                                                between the Estimated and Actual Cost.
 333       8/19/2009 Business Process       Functional -       Vendors            Does A&R still require a W-9 to add a     Vendors will be maintained in a single Statewide database. Agencies         1/13/2010
                     Workshop - Accounts    Accounts Payable                      new vendor in SMART?                      can enter a new vendor but the vendor will not be active until
                     Payable and Travel &                                                                                   approved by Accounts and Reports. Changes to vendors must be
                     Expense                                                                                                requested through Accounts and Reports. The process of how to
                                                                                                                            request changes to a vendor and the timing of the approval are still
                                                                                                                            being determined. We anticipate the turn around for approval of
                                                                                                                            vendor adds to be two days if the vendor is added online and three
                                                                                                                            days if the vendor is added via interface. There will also be an
                                                                                                                            expedited process for emergency situations. A W-9 is required to
                                                                                                                            add a new vendor. The agency will be responsible for acquiring and
                                                                                                                            maintaining copies of the W-9. A W-9 is required prior to issuing
                                                                                                                            payment. There will be a vendor purge process in SMART. The
                                                                                                                            criteria for purging records is yet to be determined and will be a post
                                                                                                                            go-live decision. As additional details are known they will be
                                                                                                                            communicated through Accounts and Reports informational
                                                                                                                            circulars and/or Sunflower Project Change Agent Network Meetings.


 335       8/19/2009 Business Process       Functional -       Vendors            How are current vendors going to be        A&R will perform a vendor purge in April, 2010, to remove vendors          9/21/2009
                     Workshop - Accounts    Accounts Payable                      entered into SMART?                        that are not current. The vendors that exist in STARS after the purge
                     Payable and Travel &                                                                                    will be converted to SMART with a new SMART vendor id.
                     Expense
 334       8/19/2009 Business Process       Functional -       Vendors            How many locations can be added in         SMART has a maximum of 99,999 locations for one vendor.                    9/21/2009
                     Workshop - Accounts    Accounts Payable                      SMART for a single vendor?
                     Payable and Travel &
                     Expense
 336       8/19/2009 Business Process       Functional -       Vendors            How will STARS vendors that have           All current vendors in STARS will be converted to SMART. The               9/21/2009
                     Workshop - Accounts    Accounts Payable                      suffixes be converted to SMART?            suffixes in STARS now indicates a different address. In SMART, they
                     Payable and Travel &                                                                                    will exist with a vendor number, but may have multiple
                     Expense                                                                                                 addresses/locations. The old STARS id will be for inquiry purposes in
                                                                                                                             SMART.
 337       8/19/2009 Business Process       Functional -       Vendors            How will you search on a vendor in         There is a search screen in SMART with multiple fields to search on.       9/21/2009
                     Workshop - Accounts    Accounts Payable                      SMART?                                     You will be able to search by vendor name (full or partial), vendor
                     Payable and Travel &                                                                                    city, state, vendor id, FEIN/SSN, etc.
                     Expense



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                          Page 64 of 99                                                                                       Printed 11/21/2010
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                      Date Last
 ID    Date Received           Source             Category        Subcategory                    Question                                                  Answer
                                                                                                                                                                                                      Updated
 358       8/19/2009 Business Process       Functional -       Vendors           Will employees be on the vendor table?      No, employees will not be listed in SMART as vendors for agencies         10/21/2009
                     Workshop - Accounts    Accounts Payable                                                                 using Travel and Expense. Employees will be defined in the Travel
                     Payable and Travel &                                                                                    and Expense module in SMART.
                     Expense

 341       8/19/2009 Business Process       Functional -       Vouchers          Can I retain documentation when I           There is a voucher report that will allow agencies to print                10/1/2009
                     Workshop - Accounts    Accounts Payable                     approve vouchers for my agency?             documentation as needed. The voucher print function has been
                     Payable and Travel &                                                                                    disabled to discourage the printing of each individual voucher -
                     Expense                                                                                                 these individual hard copies will not be required by A&R.

 340       8/19/2009 Business Process       Functional -       Vouchers          When you are talking about the              The information is keyed into SMART from the invoice. The invoice          9/21/2009
                     Workshop - Accounts    Accounts Payable                     matching process and the invoice, how       is not scanned into SMART.
                     Payable and Travel &                                        does the information get in the system?
                     Expense
 338       8/19/2009 Business Process       Functional -       Vouchers          When you now enter a voucher, you           Vouchers under the delegated audit authority will not require a            1/13/2010
                     Workshop - Accounts    Accounts Payable                     have to fax copies of the invoices to A&R   special form, manual signature or printed copies be sent to Accounts
                     Payable and Travel &                                        now. What will the process be with          and Reports. Electronic signatures are acceptable and subject to
                     Expense                                                     SMART?                                      audit. Voucher over delegated audit authority will require
                                                                                                                             appropriate supporting documentation in accordance with Division
                                                                                                                             of Accounts and Reports policy. Division of A&R staff and Sunflower
                                                                                                                             Project staff will be meeting with the State Records Manager to
                                                                                                                             discuss upcoming process changes occurring with the
                                                                                                                             implementation of SMART. Additional information will be provided
                                                                                                                             after that meeting. Supporting documentation such as invoices,
                                                                                                                             statement, etc. must be maintained by the agency in compliance
                                                                                                                             with delegated audit authority procedures. Scanned PDF images of
                                                                                                                             these documents are acceptable provided the Agency's electronic
                                                                                                                             document management system has been approved by Department
                                                                                                                             of Administration. Any documentation required for Federal, other
                                                                                                                             agency or internal agency audit requirements must be maintained
                                                                                                                             by the agency in accordance with those audit rules. Refer to
                                                                                                                             Department of Administration's website for additional details:
                                                                                                                             http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
                                                                                                                             additional details are known they will be communicated through
                                                                                                                             Accounts and Reports informational circulars and/or Sunflower
                                                                                                                             Project Change Agent Network Meetings.
 339       8/19/2009 Business Process       Functional -       Vouchers          Where is the receipt associated to -        Receipts are associated to purchase orders in the Purchasing module.       9/21/2009
                     Workshop - Accounts    Accounts Payable                     Purchase Order (PO) or Accounts
                     Payable and Travel &                                        Payable (AP)?
                     Expense
 342       8/19/2009 Business Process       Functional -       Encumbrances      If an encumbrance is created in one         The encumbrance can be used in a future fiscal year to purchase            10/1/2009
                     Workshop - Accounts    Purchasing                           fiscal year and not completely used, will   items indicated on the purchase order. However, a new purchase
                     Payable and Travel &                                        the encumbrance roll to the next fiscal     order cannot encumber against a prior fiscal year.
                     Expense                                                     year?




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                         Page 65 of 99                                                                                         Printed 11/21/2010
                                                                      Sunflower Project Questions and Answers
                                                                                                                                                                                                       Date Last
 ID    Date Received           Source             Category       Subcategory                    Question                                                    Answer
                                                                                                                                                                                                       Updated
 620       8/19/2009 Business Process       Functional -     Encumbrances      Purchase orders create encumbrances.         Each time a voucher is created and associated to a PO, the                   10/5/2009
                     Workshop - Accounts    Purchasing                         When you have a PO and the voucher is        encumbrance is reduced by the amount of the voucher. You can
                     Payable and Travel &                                      less than the PO amount, what happens        mark the PO finalized on a voucher, which indicates no additional
                     Expense                                                   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.
 348       8/19/2009 Business Process       Functional -     Encumbrances      What if an agency has encumbrances           We are continuing to research and evaluate the available options             9/21/2009
                     Workshop - Accounts    Purchasing                         from a previous year that need to be         related to this question. We will provide additional information as it
                     Payable and Travel &                                      recorded in the new fiscal year?             becomes available.
                     Expense
 616       8/19/2009 Business Process       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
                     Workshop - Accounts    Purchasing                         how can you reverse the error?               Purchase Order. If dated in a prior fiscal year, you must contact
                     Payable and Travel &                                                                                   Central.
                     Expense
 349       8/19/2009 Business Process       Functional -     Purchase Order    When changes need to be made to a PO, The purchase order will go back through the same approval steps.                    9/21/2009
                     Workshop - Accounts    Purchasing                         what approval process does it go      There is a comments field where approvers can enter comments on
                     Payable and Travel &                                      through?                              why the voucher was denied, changed, etc. and the AP processor
                     Expense                                                                                         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.
 343       8/19/2009 Business Process       Functional -     Receiving         Can you receive partial shipments in  Yes, matching rules are based on amount or quantity. This will be                   9/21/2009
                     Workshop - Accounts    Purchasing                         receiving?                            discussed in much greater detail during training.
                     Payable and Travel &
                     Expense
 344       8/19/2009 Business Process       Functional -     Receiving         Is there workflow associated with            No. Agencies will need to develop their own business process to              9/21/2009
                     Workshop - Accounts    Purchasing                         receiving?                                   review receiving transactions. However, the system does provide an
                     Payable and Travel &                                                                                   option to record receipt inspection if applicable to provide an
                     Expense                                                                                                additional check in the receiving process.

 345       8/19/2009 Business Process       Functional -     Receiving         There is concern with receiving that the     SMART cannot validate the physical count entered is correct.                 9/21/2009
                     Workshop - Accounts    Purchasing                         physical count may not be correct.           However, the system does provide an option to record receipt
                     Payable and Travel &                                                                                   inspection if applicable to provide an additional check in the
                     Expense                                                                                                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.

 347       8/19/2009 Business Process       Post Go-Live     Service Center    Is there a cost for the service center?      There is no fee for the Service Center for FY2011. The need for fees        10/27/2009
                     Workshop - Accounts                                                                                    in future years’ for the Service Center have not been determined.
                     Payable and Travel &
                     Expense
 357       8/19/2009 Business Process       Post Go-Live                       Are agencies going to be charged for         The 2011 budget indexes have already been published and are based            9/21/2009
                     Workshop - Accounts                                       each line by DISC?                           on the current STARS rates. The 2012 rates have not yet been
                     Payable and Travel &                                                                                   determined.
                     Expense



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                       Page 66 of 99                                                                                            Printed 11/21/2010
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received          Source               Category             Subcategory                      Question                                                   Answer
                                                                                                                                                                                                               Updated
 316       8/19/2009 Business Process        Functional - General                        Can links be put into SMART to link to     No, SMART does not provide this functionality.                               9/16/2009
                     Workshop - Purchasing                                               specific agency's server (shared drive) to
                                                                                         access scanned documents?

 305       8/19/2009 Business Process        Functional - General                        Can scanned documents be attached in       No, SMART is not a document imaging system. Refer to the FAQ in              9/16/2009
                     Workshop - Purchasing                                               SMART? (invoices, packing slips, etc)      the June 2009 Sunflower Project newsletter for more information.

 304       8/19/2009 Business Process        Functional -           Audit Requirements Will A&R be changing their policy and no The Sunflower Project is working with A&R and the Auditors to                    9/16/2009
                     Workshop - Purchasing   Purchasing                                longer require paper copies of invoices  identify the appropriate policies and best practices for retaining
                                                                                       to be retained?                          paper documents. Additional information will be provided as it
                                                                                                                                becomes available.
 303       8/19/2009 Business Process        Functional -           Purchase Order     At which point can you change the        The chartfield information can be changed on the requisition before              9/16/2009
                     Workshop - Purchasing   Purchasing                                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.

 314       8/19/2009 Business Process        Functional -           Purchase Order       Can you combine multiple requisitions      Yes, if all the requisitions are included in the same auto sourcing          9/16/2009
                     Workshop - Purchasing   Purchasing                                  for the same vendor into one purchase      process.
                                                                                         order?
 302       8/19/2009 Business Process        Functional -           Purchase Order       How often will the auto sourcing process   The frequency is unknown at this time, but more than twice per day.          9/16/2009
                     Workshop - Purchasing   Purchasing                                  run?                                        It has to run frequently enough to allow for purchase orders to be
                                                                                                                                    created timely.
 290       8/19/2009 Business Process        Functional -           Purchase Order       How will we know which outstanding         You may either search online for a specific purchase order or use the        9/16/2009
                     Workshop - Purchasing   Purchasing                                  Purchase Orders exist, but no goods        Purchase Order Expediting Report to show open Purchase Orders
                                                                                         have been received?                        with outstanding receipt of goods.

 315       8/19/2009 Business Process        Functional -           Purchase Order       If you have multiple requisitions to the   The auto sourcing process will attempt to consolidate an agency's            9/16/2009
                     Workshop - Purchasing   Purchasing                                  same vendor and you want to make           requisitions into one purchase order if to the same vendor. To issue
                                                                                         them separate purchase orders, how can     separate purchase orders, the requisitions can be approved in a
                                                                                         you ensure this will happen?               staggered fashion.

 311       8/19/2009 Business Process        Functional -           Purchase Order       Since the catalog is statewide, is a       No, agencies should utilize the "favorites" option and select those          9/16/2009
                     Workshop - Purchasing   Purchasing                                  customization allowed to have agency       items that the user will commonly use.
                                                                                         specific items?
 301       8/19/2009 Business Process        Functional -           Purchase Order       What is auto sourcing?                     Auto sourcing is the automated process to source a requisition into a        9/16/2009
                     Workshop - Purchasing   Purchasing                                                                             Purchase Order.
 310       8/19/2009 Business Process        Functional -           Purchase Order       Will SMART track changes when fields       Yes, changes to a Purchase Order are tracked through a change                9/16/2009
                     Workshop - Purchasing   Purchasing                                  are changed on the Purchase Order?         order.

 313       8/19/2009 Business Process        Functional -           Receiving            How will the system handle backorders? SMART tracks the quantity of items ordered and received. Items not               9/16/2009
                     Workshop - 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        Functional -           Receiving            Will the system allow partial receipts?    Yes, agencies can receive a portion of a purchase order. SMART               9/16/2009
                     Workshop - Purchasing   Purchasing                                                                             tracks the quantity of the remaining items.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                                 Page 67 of 99                                                                                          Printed 11/21/2010
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                     Date Last
 ID    Date Received          Source               Category       Subcategory                   Question                                                   Answer
                                                                                                                                                                                                     Updated
 307       8/19/2009 Business Process        Functional -     Reports           Will sample reports be available for the   No, the SMART Report Book provided with the agency reporting               10/15/2009
                     Workshop - 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
                                                                                                                           (Task 265) will occur in late September / October 2009.

 299       8/19/2009 Business Process        Functional -     Requisition       Are approvals based on the agency or       Workflow approvers are based on user. As an example, Items                  9/16/2009
                     Workshop - Purchasing   Purchasing                         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        Functional -     Requisition       Can requisition transactions be deleted     No, transactions cannot be deleted. You can update the status of           9/16/2009
                     Workshop - Purchasing   Purchasing                         or "backed out" of the system?              the 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        Functional -     Requisition       Do all requisitions have the same           Yes, however SMART functionality includes ad-hoc approval for              9/16/2009
                     Workshop - Purchasing   Purchasing                         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        Functional -     Requisition       Do requisitions need to be created for all No. However, you may use the BPC to pay for purchase orders, in             9/16/2009
                     Workshop - Purchasing   Purchasing                         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.
 298       8/19/2009 Business Process        Functional -     Requisition       Do you have to have 3 approvals             Workflow workshops will be held this winter. During these                  9/16/2009
                     Workshop - Purchasing   Purchasing                         selected 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        Functional -     Requisition       If the agency has 3 approvers for the       Workflow workshops will be held this winter. During these                  9/16/2009
                     Workshop - Purchasing   Purchasing                         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        Functional -     Requisition       Is the requisitioner the first level of     No, the requisitioner is the person entering the requisition into          9/16/2009
                     Workshop - Purchasing   Purchasing                         approval?                                   SMART.
 288       8/19/2009 Business Process        Functional -     Requisition       Once a requisition has been sent for        Yes, but depending on the change, the requisition may be sent back         9/16/2009
                     Workshop - Purchasing   Purchasing                         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        Functional -     Requisition       What if an approver in the workflow         No, the approver can assign a proxy while they are out of the office.      9/16/2009
                     Workshop - Purchasing   Purchasing                         process is gone or on vacation? Does
                                                                                the requisition have to wait until the
                                                                                person returns?




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                        Page 68 of 99                                                                                         Printed 11/21/2010
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
 ID    Date Received          Source               Category       Subcategory                     Question                                                  Answer
                                                                                                                                                                                                        Updated
 295       8/19/2009 Business Process        Functional -     Requisition        What if an item on a requisitions is      It is the responsibility of the Buyer role, the final approver in the          9/16/2009
                     Workshop - Purchasing   Purchasing                          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        Functional -     Requisition        When a requisition is created, who is the Workflow workshops will be held this winter. During these                      9/16/2009
                     Workshop - Purchasing   Purchasing                          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        Functional -     Requisition        When requisitions are sent for approval, The requisitioner may make notations in the Justification field for             9/16/2009
                     Workshop - Purchasing   Purchasing                          sent back to the requisitioner for        any 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?

 309       8/19/2009 Business Process        Functional -     Requisition        Will SMART track changes when fields        No. Changes to specific fields or values are not tracked on the              9/16/2009
                     Workshop - Purchasing   Purchasing                          are changed on the requisition?             requisition. SMART records the user id and date/time the
                                                                                                                             requisition was last modified.
 289       8/19/2009 Business Process        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
                     Workshop - 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        Functional -     Roles and          Can the requisitioner role add and        Yes, if the requisition has already been submitted for approval, the           9/16/2009
                     Workshop - Purchasing   Purchasing       Responsibilities   update 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        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
                     Workshop - 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.

 286       8/19/2009 Business Process        Functional -     Vendors            Will vendors be entered and maintained A vendor can be associated with a bid if they are already in SMART.               9/16/2009
                     Workshop - Purchasing   Purchasing                          in the vendor master before the contract If the vendor is not in SMART, they can be added as a bidder in order
                                                                                 is awarded?                              to 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.



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                         Page 69 of 99                                                                                           Printed 11/21/2010
                                                                               Sunflower Project Questions and Answers
                                                                                                                                                                                                                      Date Last
 ID    Date Received           Source                Category            Subcategory                        Question                                                       Answer
                                                                                                                                                                                                                      Updated
 306       8/19/2009 Business Process           General Enterprise   Agency Impact       Why are agencies submitting the Agency            The primary benefit in completing the Agency Impact Analysis is              9/16/2009
                     Workshop - Purchasing      Readiness            Analysis            Impact Analysis to the Sunflower                  agencies' ability to understand and adapt to planned process
                                                                                         Project? What is the Sunflower Project            changes. However, the project benefits from the submitted
                                                                                         going to do 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.
 197       8/18/2009 August Monthly Interface   Data Conversion      Testing             Are Uploads for Data Conversion                   No, the Data Conversion testing will be separate from the interface          12/9/2009
                     Meeting                                                             included in Stage 6?                              testing. It will start September 18.
 185       8/18/2009 August Monthly Interface   Functional -         Vendors             Will conversion of all these vendors be           No, converted vendors will not be available in Interface Testing.             9/3/2009
                     Meeting                    Accounts Payable                         available for testing?                            Instead, we will manually configure several of the most commonly
                                                                                                                                           used vendors for testing.
 187       8/18/2009 August Monthly Interface   Functional -         Vendors             Will the vendor file be made available            The INF01 - Outbound Vendor file will be made available 9/1/09 as             9/3/2009
                     Meeting                    Accounts Payable                         anytime soon?                                     part of Interface Test. The file will contain sample vendors.

 200       8/18/2009 August Monthly Interface   Functional -         Vouchers            Is the voucher print process going to be          This process will be discussed at an upcoming CAN meeting when                9/3/2009
                     Meeting                    Accounts Payable                         discussed as part of the Interface                the approach has been finalized.
                                                                                         Monthly meeting?
 196       8/18/2009 August Monthly Interface   Interface            Budget Check        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.
 186       8/18/2009 August Monthly Interface   Interface            Communication &     When will the project contacts for each           The contacts will be communicated prior to the beginning of each              9/3/2009
                     Meeting                                         Terminology         interface be communicated to agencies?            stage.

 188       8/18/2009 August Monthly Interface   Interface            Data Transmission   Will the DISC mainframe be used as the Yes.                                                                                     9/3/2009
                     Meeting                                                             conduit between SMART and agencies
                                                                                         after Go-Live?
 189       8/18/2009 August Monthly Interface   Interface            Data Transmission   Will there be any encryption to files      No.                                                                                  9/3/2009
                     Meeting                                                             similar to SHaRP now?
 195       8/18/2009 August Monthly Interface   Interface            Error Processing    Are you going to actively create errors in Yes.                                                                                 9/3/2009
                     Meeting                                                             Stage 4? Are you giving agencies test
                                                                                         conditions to generate errors?

 201       8/18/2009 August Monthly Interface   Interface            Error Processing    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.

 198       8/18/2009 August Monthly Interface   Interface            File Layouts        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.

 202       8/18/2009 August Monthly Interface   Interface            File Layouts        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.
 184       8/18/2009 August Monthly Interface   Interface            File Layouts        Is there a timeline for INF45?                    INF45 has been published as of 8/20/09.                                       9/3/2009
                     Meeting
7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                                   Page 70 of 99                                                                                               Printed 11/21/2010
                                                                               Sunflower Project Questions and Answers
                                                                                                                                                                                                                   Date Last
 ID    Date Received           Source                 Category           Subcategory                      Question                                                     Answer
                                                                                                                                                                                                                   Updated
 183       8/18/2009 August Monthly Interface   Interface            File Layouts         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             means 'Time'.
                                                                                          YYMMDD and the ‘T’ before HHMMSS
                                                                                          stand for?
 182       8/18/2009 August Monthly Interface   Interface            File Layouts         What does it mean that interface layouts    A template will be created for the spreadsheet upload interfaces               1/13/2010
                     Meeting                                                              will not be produced for 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.

 181       8/18/2009 August Monthly Interface   Interface            Standards and File   How are we going to work the current       There are tools and options available to accommodate the dynamic                 9/3/2009
                     Meeting                                         Formats              file 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.

 190       8/18/2009 August Monthly Interface   Interface            Standards and File   What is the data retention on the           The data retention timeframe is 30 days. Agencies are not required             1/13/2010
                     Meeting                                         Formats              mainframe?                                  to do any data cleansing from the mainframe.
 191       8/18/2009 August Monthly Interface   Interface            Standards and File   Will Agencies have the ability to change    Yes, agencies will have the ability to change file names. Potentially           9/3/2009
                     Meeting                                         Formats              file names for purposes of data retention   changing the extension from .out to .proc.
                                                                                          on the mainframe?
 192       8/18/2009 August Monthly Interface   Interface            Testing              Are Stages and Cycles the same thing?       In theory, yes. The term stages will be used for Interface Test and             9/3/2009
                     Meeting                                                                                                          the term cycles will be used for System Test.
 194       8/18/2009 August Monthly Interface   Interface            Testing              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?

 193       8/18/2009 August Monthly Interface   Interface            Testing              What if we aren’t using INF02, how do       Contact the interface team to create the related outbound INF03 file.           9/3/2009
                     Meeting                                                              we get an outbound file for testing?

 199       8/18/2009 August Monthly Interface   Interface            Testing              When does System Testing start?             11/1/2009.                                                                      9/3/2009
                     Meeting
 233       8/17/2009 Business Process           Functional - Asset   Asset Management     Currently, we assign asset id's by          Assets IDs in SMART will be sequentially numbered. Asset ID and                9/16/2009
                     Workshop - Asset           Management                                program areas. We have different            Tag Number are separate fields in SMART. Agencies with Tag
                     Management                                                           programs starting with different digits.    Numbers can convert those to the Tag Number field in SMART. Tag
                                                                                          How will that work in SMART?                Numbers can defined by the user when entered in SMART.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                                  Page 71 of 99                                                                                            Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                       Date Last
 ID    Date Received          Source             Category          Subcategory                     Question                                                   Answer
                                                                                                                                                                                                       Updated
 229       8/17/2009 Business Process      Functional - Asset   Asset Management   How are we going to communicate with        The agency will assign the Agency Adjustor, Transfer, Retirement          12/9/2009
                     Workshop - Asset      Management                              State Surplus, how will they                Processor role to the individual authorized to record retirement
                     Management                                                    communicate back, and how will how          transactions in SMART. In SMART, assets turned over to State
                                                                                   will asset dispositions be recorded in      Surplus for disposal shall be recorded as a retirement. The disposal
                                                                                   SMART? There should be a check on the       code of “Retired to State Surplus” shall be selected when performing
                                                                                   State side to confirm receipt of assets.    the retirement process.
                                                                                                                               Agencies are expected to establish internal controls to ensure that
                                                                                                                               all disposals are properly authorized and received by an agent of the
                                                                                                                               entity accepting the property. An agency may develop an internal
                                                                                                                               form that meets their needs or use the SMART Asset Disposition
                                                                                                                               form to document physical disposals. If required by the agency,
                                                                                                                               State Surplus will sign as receiving surplus property for goods they
                                                                                                                               actually receive. State Surplus will not sign for lost, stolen or
                                                                                                                               property disposed under Local Disposal Authority.

 240       8/17/2009 Business Process      Functional - Asset   Asset Management   How do I know the chartfield                Similar to today's business process, agencies must communicate            10/1/2009
                     Workshop - Asset      Management                              information of the agency I am              with one another before the transfer of an asset occurs. Inter-
                     Management                                                    transferring my asset to?                   agency 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      Functional - Asset   Asset Management   If agencies cannot see each others' data, Similar to today's business process, agencies must communicate              9/16/2009
                     Workshop - Asset      Management                              how will the receiving agency know that with one another before the transfer of an asset occurs. Inter-
                     Management                                                    an asset has been transferred?            agency 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.

 232       8/17/2009 Business Process      Functional - Asset   Asset Management   If we put a new roof on the building and    Professional judgment should be used by the agency to determine if        9/16/2009
                     Workshop - Asset      Management                              it is $30,000 to $40,000, who determines    an improvement is a normal maintenance repair or an improvement.
                     Management                                                    if a large repair is value added to an       Normal maintenance repairs are not GAAP reportable, regardless of
                                                                                   asset or an additional asset and how will   the cost.
                                                                                   it be 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.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                           Page 72 of 99                                                                                        Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received          Source             Category          Subcategory                     Question                                                     Answer
                                                                                                                                                                                                          Updated
 239       8/17/2009 Business Process      Functional - Asset   Asset Management   Is DA-110 still required by State Surplus?   Based on information currently posted on the Kansas Surplus                 9/16/2009
                     Workshop - Asset      Management                              Some agencies indicated State Surplus        Property website, State Surplus Property does not require any type
                     Management                                                    still requires this for vehicles they are    of "Disposition of Property Form." Agencies may use any type of
                                                                                   retiring/selling through surplus (or         Disposition of Property Form that meets their needs. If required by
                                                                                   maybe 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.


 236       8/17/2009 Business Process      Functional - Asset   Asset Management   Is there a report/process to identify PO     Yes, prior to loading the Pending Transactions into the Asset              11/16/2009
                     Workshop - Asset      Management                              information that will be generated into      Management module, the Agency Asset Processor will have an
                     Management                                                    Asset Management, (i.e. a way to             opportunity to review both the Financial and Physical information
                                                                                   validate that the AM BU and Asset            associated with the asset. . If it is deemed that the Asset Profile is
                                                                                   Profile are correct at the PO level.)        incorrect at this point, the Agency Asset Processor must contact
                                                                                                                                Central and request that the Asset Profile be corrected before
                                                                                                                                running the Transaction Loader. 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. This correction
                                                                                                                                process is cumbersome, therefore it is imperative that the agency
                                                                                                                                strive to assign the correct Asset Profile while in the PO/Voucher
                                                                                                                                processes.
 238       8/17/2009 Business Process      Functional - Asset   Asset Management   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
                     Workshop - Asset      Management                              an entity outside of the state? Agency       the state. Depending on the method of disposition disposal code
                     Management                                                    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      Functional - Asset   Asset Management   Is there a timeframe for reinstatement?      There is not an identified timeframe for reinstatement of disposed          10/1/2009
                     Workshop - Asset      Management                                                                           assets. Since there are depreciation and accounting entry
                     Management                                                                                                 ramifications with reinstating as asset, it is a best practice to
                                                                                                                                reinstate the asset in the same period in which is was disposed.

 228       8/17/2009 Business Process      Functional - Asset   Asset Management   Is there workflow within to record the       In Asset Management there is no workflow approvals or notification.         12/9/2009
                     Workshop - Asset      Management                              approvals or movement of assets?              When an asset is transferred the user ID of the person transferring
                     Management                                                                                                 the asset is recorded in SMART.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                           Page 73 of 99                                                                                           Printed 11/21/2010
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
 ID    Date Received          Source              Category           Subcategory                     Question                                                  Answer
                                                                                                                                                                                                        Updated
 237       8/17/2009 Business Process       Functional - Asset   Asset Management    What is the relationship between the       When a new asset is created in SMART, the next sequential asset ID        9/16/2009
                     Workshop - Asset       Management                               asset ID in SMART and my agency's          is assigned. This asset ID is a unique identifier for the asset in
                     Management                                                      property ID/asset stickers?                SMART.

                                                                                                                                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.
 235       8/17/2009 Business Process       Functional - Asset   Asset Management    What will be the business process for      The current approach is that asset turned over to State Surplus for       12/9/2009
                     Workshop - Asset       Management                               handling a transfer of assets to surplus   disposal will be recorded in SMART as a retirement - not a transfer.
                     Management                                                      to accommodate proceeds generated          If proceeds >$500, Surplus returns 80% of the proceeds via interfund
                                                                                     through surplus? In addition, what will    to the agency on a quarterly basis with an itemized listing of assets
                                                                                     be the process for surplus to              sold. If proceeds <$500, Surplus retains all of the proceeds and the
                                                                                     acknowledge receipt of that asset?         agency is not notified of the sell.

 230       8/17/2009 Business Process       Functional - Asset   Asset Management    When do I transfer the asset - when I      Agencies will retire assets from SMART when property is turned over       12/9/2009
                     Workshop - Asset       Management                               receive the proceeds or when I transfer    to State Surplus. The recommended procedure is to record the asset
                     Management                                                      it to State Surplus?                       retirement transaction in SMART and then physically dispose of the
                                                                                                                                property. Amounts received from State Surplus would not be
                                                                                                                                material for determining the gain and loss on the sale of assets.
                                                                                                                                Therefore, agencies will not be required to record immaterial
                                                                                                                                proceeds received from the sale of an asset through State Surplus in
                                                                                                                                the AM module. Revenues received from the sale of assets shall be
                                                                                                                                recorded in the SMART as miscellaneous revenue. Receipts
                                                                                                                                recorded post to the SMART Actuals ledger. It is the agencies’
                                                                                                                                responsibility to record receipts back to the appropriate fund(s)
                                                                                                                                when applicable (i.e. assets acquired with federal grant funds).
                                                                                                                                Agencies need to be aware of the following if they choose to record
                                                                                                                                proceeds received from the sale of an asset in the AM module.
                                                                                                                                Proceeds recorded in the AM module only post to the SMART
                                                                                                                                CAFR_FULL ledger. Before recording proceeds received for assets
                                                                                                                                that have been turned over to State Surplus, the asset would need
                                                                                                                                to be reinstated from retirement. After reinstatement, the
 234       8/17/2009 Business Process       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
                     Workshop - Asset       Management           Responsibilities/   role have the ability to update the        financial and physical information for the asset. The project is
                     Management                                  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.

 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?
 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)?



7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                             Page 74 of 99                                                                                       Printed 11/21/2010
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received          Source             Category         Subcategory                     Question                                                    Answer
                                                                                                                                                                                                          Updated
 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
                                                                                  wait for a check to arrive? We do a         the check or direct deposit runs nightly. The Agency may need to
                                                                                  significant number of advances on short     issue 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, system will allow travel and expense payments to have a                 11/18/2009
                     Meeting #4             Accounts Payable                      paper check for employees even if they      different payment method than payroll payments. However, in
                                                                                  receive direct deposit for payroll?         order to use the integration available between SHaRP and SMART, it
                                                                                                                              will be preferable to use the main paycheck distribution from SHaRP
                                                                                                                              as the distribution method for Travel & Expense in SMART. We
                                                                                                                              strongly encourage selection of the direct deposit option in Travel &
                                                                                                                              Expense to achieve the efficiency and cost savings of direct deposit
                                                                                                                              over issuing a check.
 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                    9/8/2009
                     Meeting #4             Accounts Payable                      into the SHaRP system so you don’t have (name, address, banking information, etc) to Travel & Expense and
                                                                                  to populate the field because it’s already process 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, system will allow travel and expense payments to have a                 11/18/2009
                     Meeting #4             Accounts Payable                      information used for direct deposit for     different payment method than payroll payments. However, in order
                                                                                  payroll and travel. Will this be the same   to use the integration available between SHaRP and SMART, it will
                                                                                  for SMART?                                  be preferable to use the main paycheck distribution from SHaRP as
                                                                                                                              the distribution method for Travel & Expense in SMART. We strongly
                                                                                                                              encourage selection of the direct deposit option in Travel & Expense
                                                                                                                              to achieve the efficiency and cost savings of direct deposit over
                                                                                                                              issuing a check.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                          Page 75 of 99                                                                                            Printed 11/21/2010
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received          Source              Category            Subcategory                     Question                                                   Answer
                                                                                                                                                                                                          Updated
 204       8/12/2009 Change Agent Network   Functional -           Travel & Expense   Will agencies be able to attach             Agencies must use SMART Travel Authorization and Expense Report           1/13/2010
                     Meeting #4             Accounts Payable                          supporting travel documentation to          online pages to process all out of state travel. Expense reports are
                                                                                      expense reports (an example is hotel        required for in-state reimbursement. Agencies will need to maintain
                                                                                      bills)?                                     all supporting documentation for both in state and out of state
                                                                                                                                  expenses. Scanned PDF images of these documents are acceptable
                                                                                                                                  provided the Agency's electronic document management system has
                                                                                                                                  been approved by Department of Administration.

 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
                                                                                      complimentary)?                          documented, 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 payingYes, we have defined mileage reimbursement in one of two ways;               9/14/2009
                     Meeting #4             Accounts Payable                          from two options for mileage? We pay     per mile times rate, or flat rate (Enterprise rate is the cap). The
                                                                                      the lesser of the two options (enterpriseemployee 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    entered.
                                                                                      are less than originally thought, etc.?

 203       8/12/2009 Change Agent Network   Functional -           Travel & Expense   Will travel reimbursement checks be         No, travel reimbursement checks will be separate from payroll              9/8/2009
                     Meeting #4             Accounts Payable                          part 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     Asset Management   Is it possible to use the position number   Based 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.
 215       8/12/2009 Change Agent Network   Functional - Asset     Conversion         Data conversion - our assets are in an      We encourage you to request Office Hours to discuss this with the          9/8/2009
                     Meeting #4             Management                                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
                                                                                      steps.                                      the Subject line to request office hours.
 211       8/12/2009 Change Agent Network   Functional - General                      Will FY 2010 processing be done in          FY10 transactions will be in STARS. Only FY2011 will be in SMART.        12/10/2009
                     Meeting #4                                                       STARS or SMART?
 212       8/12/2009 Change Agent Network   Functional -           Contracts          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?
 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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                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received           Source                Category          Subcategory                     Question                                                   Answer
                                                                                                                                                                                                            Updated
 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?
 213       8/12/2009 Change Agent Network      Functional -         Encumbrances       If we know the vendor and can provide      If you know the vendor, you may enter that encumbrance in STARS              9/8/2009
                     Meeting #4                Purchasing                              that, will we be able to have the DA-118   as a DA-107 instead of a DA-118. This will then convert into a SMART
                                                                                       set up as a Purchase Order?                PO.

 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
                                                                                       will the encumbrance be released?       vendors 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.
 210       8/12/2009 Change Agent Network      General Enterprise                      Could you move the meeting dates so     Unfortunately, there are few cost effective locations in Topeka that            9/8/2009
                     Meeting #4                Readiness                               not all the meetings are in the same    can accommodate the meetings, the attendees, parking, etc.
                                                                                       week? I have a commitment on            Additional options available include attending office hours and
                                                                                       Wednesdays & cannot attend any of the reviewing the presentations and Q&A on the website.
                                                                                       data conversion meetings as they are on
                                                                                       Wednesdays.
 214       8/12/2009 Change Agent Network      Interface            Travel & Expense   The Purchasing and Travel and Expense There is no travel and expense or Purchasing interface planned. All               9/8/2009
                     Meeting #4                                                        modules are required. Does 'required'   agencies are expected to use the Travel and Expense and Purchasing
                                                                                       mean we at least interface the data or  modules except for the Regents.
                                                                                       do we have to retire our system and use
                                                                                       SMART completely? We are an interface
                                                                                       only agency, is this still OK?

 175       7/22/2009 July Monthly Conversion   Data Conversion      Conversion         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).
 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.
 172       7/22/2009 July Monthly Conversion   Functional -        Interfund           Will outstanding interfunds be a part of   No, all outstanding interfunds transactions will be closed and not          10/7/2009
                     Meeting                   Accounts Receivable                     the conversion for Accounts Receivable?    converted into SMART. If agencies cannot close them, they will have
                                                                                                                                  to be manually re-entered into SMART.
 165       7/22/2009 July Monthly Conversion   Functional - Asset   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                   Management                              we find additional assets that we had      can enter them online after go-live.
                                                                                       not previously recorded that we need to
                                                                                       track in the system?
 168       7/22/2009 July Monthly Conversion   Functional - Asset   Conversion         Do all assets need to be converted or   Agencies may convert those assets with a value <$5K into SMART.                 8/6/2009
                     Meeting                   Management                              just 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.


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                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
 ID    Date Received           Source                Category           Subcategory                    Question                                                     Answer
                                                                                                                                                                                                                Updated
 173       7/22/2009 July Monthly Conversion   Functional - Asset   Conversion        If the conversion cut-off date for assets     Agencies should make an effort to complete their purchasing earlier            8/6/2009
                     Meeting                   Management                             is 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          entered as assets when payment is processed.
                                                                                      asset acquisitions?”

 170       7/22/2009 July Monthly Conversion   Functional - Asset   Conversion        Our agency tracks assets in an Excel         Yes, you can do this. However, it's critical for your spreadsheet to            8/6/2009
                     Meeting                   Management                             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   Functional - Asset   Conversion        The only conversion method options for        No, online entry is not an option offered for this conversion. The            10/8/2009
                     Meeting                   Management                             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?

 171       7/22/2009 July Monthly Conversion   Functional - Asset   Conversion        We are trying to load our data into the   This has been corrected. The updated data entry template has been                  8/6/2009
                     Meeting                   Management                             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   Functional - Asset   Conversion        Will agencies be able to convert their        No, all assets need to be converted prior to go-live for reconciliation        8/6/2009
                     Meeting                   Management                             assets after the system goes live?            purposes.

 176       7/22/2009 July Monthly Conversion   Functional - Asset   File Layouts      Can I send source code in the Acquisition     Yes.                                                                           8/6/2009
                     Meeting                   Management                             Description field?
 178       7/22/2009 July Monthly Conversion   Functional - Asset   File Layouts      Is the Condition Code field code optional     Yes.                                                                           8/6/2009
                     Meeting                   Management                             for the Assets conversion?
 177       7/22/2009 July Monthly Conversion   Functional - Asset   File Layouts      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                   Management                             for the Assets conversion?                    file format. The flat file formats for the other conversions are fixed
                                                                                                                                    length, no delimiting.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                              Page 78 of 99                                                                                              Printed 11/21/2010
                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received           Source                Category           Subcategory                    Question                                                    Answer
                                                                                                                                                                                                              Updated
 179       7/22/2009 July Monthly Conversion   Functional - Asset   File Layouts      We are having a hard time figuring out       Yes, the descriptions of the Condition Code field values are listed           8/6/2009
                     Meeting                   Management                             when to use the different Condition          below. These descriptions have been added to the Assets
                                                                                      Codes (AM_AST_UD_CHAR1). Will any            conversion file layout and data entry template that are posted on
                                                                                      descriptions be provided?                    the secure 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.

 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          9/21/2009
                     Meeting                   Management           Administration    have some resources that only need to        view all assets regardless of cost.
                                                                                      view assets that cost >$5K (fiscal staff).
                                                                                      How will security be maintained with
                                                                                      regards to this?
 166       7/22/2009 July Monthly Conversion   Functional - Projects Conversion       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                   and Grants                             projects?                                    not a conversion option for projects.

 174       7/22/2009 July Monthly Conversion   Functional -         Encumbrances      Have decisions been made regarding           No, final decisions have not been made yet. The project is currently          8/6/2009
                     Meeting                   Purchasing                             concurrent processing for                    working on a cutover plan. More information will be provided in the
                                                                                      encumbrances?                                upcoming Change Agent Meetings.
 167       7/22/2009 July Monthly Conversion   Interface            File Layouts      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            Communication &   Do you email agencies notifying when         Yes, the updates are grouped together and emailed out biweekly -             1/13/2010
                     Meeting                                        Terminology       interface layouts are updated?               this is an approximate time frame.
 161       7/14/2009 July Monthly Interface    Interface            File Layouts      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.




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                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received           Source               Category           Subcategory                     Question                                                     Answer
                                                                                                                                                                                                              Updated
 162       7/14/2009 July Monthly Interface   Interface            File Layouts       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            File Layouts       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           requirements of agencies, but most of the updates are minimal and
                                                                                      and transfer data from the older              don’t necessarily require that you download the updated layout.
                                                                                      versions?                                     However, if updates affect record layouts, they should be
                                                                                                                                    downloaded. Instructions are included when updates are made.

 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.
 150       6/18/2009 Asset Management (AM)    Data Conversion      File Layouts       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.

 156       6/18/2009 Asset Management (AM)    Data Conversion      File Layouts       When it says that the field length is   It means that you can have eleven whole numbers before the                        7/21/2009
                     Conversion Workshop                                              ’11.4’, what exactly does that mean?    decimal and four whole numbers after the decimal.
 132       6/18/2009 Asset Management (AM)    Functional - Asset   Asset Management   For the Project ID number, if it        The accumulated depreciation is associated with all the chartfields               7/21/2009
                     Conversion Workshop      Management                              depreciates, is that tied back to the   tied to that asset’s cost, including Project ID. The Asset
                                                                                      original Project ID?                    Management Team is currently working with General Ledger Team
                                                                                                                              to determine impacts if a specific project is closed before the asset is
                                                                                                                              retired.
 137       6/18/2009 Asset Management (AM)    Functional - Asset   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      Management                              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.
 139       6/18/2009 Asset Management (AM)    Functional - Asset   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                              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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                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                                 Date Last
 ID    Date Received         Source                Category           Subcategory                      Question                                                     Answer
                                                                                                                                                                                                                 Updated
 140       6/18/2009 Asset Management (AM)   Functional - Asset   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     Management                                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)   Functional - Asset   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     Management                                Position Number instead of Employee          Position number and position titles are not available fields in Asset
                                                                                       ID? Assets and equipment will typically      Management.
                                                                                       stay with a position, not a specific
                                                                                       employee.
 144       6/18/2009 Asset Management (AM)   Functional - Asset   Asset Management     Our agency has no reason to track            If you aren’t tracking depreciation internally within your agency              7/21/2009
                     Conversion Workshop     Management                                depreciation internally. Our procedure       now, 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?

 151       6/18/2009 Asset Management (AM)   Functional - Asset   Asset Management     When updating an asset’s location, do        Yes, you “add a new row.” A history of locations for each asset will           1/13/2010
                     Conversion Workshop     Management                                you add a new row in SMART? Will the         be maintained in SMART.
                                                                                       history of locations be maintained
                                                                                       throughout the asset’s lifecycle?

 154       6/18/2009 Asset Management (AM)   Functional - Asset   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     Management                                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.

 152       6/18/2009 Asset Management (AM)   Functional - Asset   Chart of Accounts    Will the Fund, Department ID, Program        No, prior to this workshop, these fields were marked as "Required”             10/8/2009
                     Conversion Workshop     Management                                Code, and Budget Unit chartfields be         in 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
                                                                                       conversion?                                  be required for conversion.
 145       6/18/2009 Asset Management (AM)   Functional - Asset   Communication &      Some of us have not been exposed to          If you have a data element that you think must be converted and do             1/13/2010
                     Conversion Workshop     Management           Terminology          the AM fields, were not in attendance        not see an equivalent field listed on the file layout that was
                                                                                       for CRPs, etc. It would be helpful to know   presented, let us know your concerns as soon as possible.
                                                                                       what fields are available in the module.     Communicate these to us by sending an email to
                                                                                                                                    SunflowerFMS@da.ks.gov. Include ‘Conversion’ in the Subject line.

 155       6/18/2009 Asset Management (AM)   Functional - Asset   Communication &      What do you mean by “transaction lines       This refers to the Interface Number and Interface Line Number that             7/21/2009
                     Conversion Workshop     Management           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).

 135       6/18/2009 Asset Management (AM)   Functional - Asset   Configuration Values 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     Management                                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?




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                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received         Source                Category           Subcategory                      Question                                                      Answer
                                                                                                                                                                                                               Updated
 147       6/18/2009 Asset Management (AM)   Functional - Asset   Configuration Values We use the same Tag Number for more          No, the system is configured so that unique Tag Numbers are not              1/13/2010
                     Conversion Workshop     Management                                than one asset in our agency. Does it        required.
                                                                                       really need to be unique within the
                                                                                       Business Unit?
 131       6/18/2009 Asset Management (AM)   Functional - Asset   Conversion           Do we have to use this exact Excel           Yes. If you plan to provide us with an Excel spreadsheet, it must be         10/1/2009
                     Conversion Workshop     Management                                spreadsheet template?                        in 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.

 142       6/18/2009 Asset Management (AM)   Functional - Asset   Conversion          Is there unlimited sequencing for the   Yes. The sequencing will allow for however many assets your agency                 7/21/2009
                     Conversion Workshop     Management                               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.
 146       6/18/2009 Asset Management (AM)   Functional - Asset   Conversion          The physical number that is attached to The physical number that is attached to an asset should be loaded                  7/21/2009
                     Conversion Workshop     Management                               a 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.
 158       6/18/2009 Asset Management (AM)   Functional - Asset   Conversion          When do assets have to be converted?          They must be converted prior to the SMART go-live.                           7/21/2009
                     Conversion Workshop     Management
 130       6/18/2009 Asset Management (AM)   Functional - Asset   File Layouts        Are ‘Acquisition Description’ and             The Description field is used to explain what the asset is. The              7/21/2009
                     Conversion Workshop     Management                               ‘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.
 134       6/18/2009 Asset Management (AM)   Functional - Asset   File Layouts        If there are other fields we find critical    Yes, report those as soon as possible. Communicate these to us               7/21/2009
                     Conversion Workshop     Management                               for the conversion but do not see in the      immediately by sending an email to SunflowerFMS@da.ks.gov.
                                                                                      file layout, should we send them to you       Include ‘Conversion’ in the Subject line.
                                                                                      and request them?
 136       6/18/2009 Asset Management (AM)   Functional - Asset   File Layouts        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     Management                               assets, can we use the date our agency        you don’t have that information, the purchase date is acceptable.
                                                                                      purchased the asset?
 138       6/18/2009 Asset Management (AM)   Functional - Asset   File Layouts        Is there a field that will show the name      Yes, this is displayed in the Custodian field.                               7/21/2009
                     Conversion Workshop     Management                               of the employee associated with the
                                                                                      EMPLID?
 143       6/18/2009 Asset Management (AM)   Functional - Asset   File Layouts        Is VIN required for assets?                   No, not every asset will be a vehicle.                                       1/13/2010
                     Conversion Workshop     Management
 148       6/18/2009 Asset Management (AM)   Functional - Asset   File Layouts        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     Management                               same as the chartfield location, right?     which the asset resides.

 149       6/18/2009 Asset Management (AM)   Functional - Asset   File Layouts        What is ‘EMPLID’ for?                         EMPLID is the Employee ID of the person in SHaRP that is the asset’s         7/21/2009
                     Conversion Workshop     Management                                                                             custodian.



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                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
 ID    Date Received          Source               Category            Subcategory                      Question                                                    Answer
                                                                                                                                                                                                                Updated
 133       6/18/2009 Asset Management (AM)   Functional - Asset    File Layouts        Why is Tag Number not a required or key “Key field” just means that the field will be a unique identifier for a            1/13/2010
                     Conversion Workshop     Management                                field?                                  data row in SMART the database. Instead of Tag Number, SMART
                                                                                                                               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.
 153       6/18/2009 Asset Management (AM)   Functional - Asset    File Layouts        Will you consider leaving extra space for Yes, a new field has been added to the end of the file layout. The               10/8/2009
                     Conversion Workshop     Management                                agency use – 30 or so characters for each new 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.
 121       6/18/2009 Project Costing (PC)    Data Conversion       Conversion          Will a lot of this be done through Excel? It will be a flat file, not an Excel file. We will provide a specific            7/21/2009
                     Conversion Workshop                                               Will conditional formatting be a part of format. Each agency will populate the file in the format supplied.
                                                                                       the files so that specific valid values will Edits will be performed on the data in the file, and invalid values will
                                                                                       be allowed – will it be built to be that     error. It is the agency’s responsibility to cleanse the data. Required
                                                                                       detailed?                                    data 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.
 129       6/18/2009 Project Costing (PC)    Data Conversion       Testing             If bad data is sent during conversion,   The conversion process will be practiced several times during the                 7/21/2009
                     Conversion Workshop                                               how 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.

 128       6/18/2009 Project Costing (PC)    Functional - Projects Chart of Accounts   What is the difference between               ‘BU’ (or Business Unit) is the agency code followed by two zeros.             7/21/2009
                     Conversion Workshop     and Grants                                ‘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.

 120       6/18/2009 Project Costing (PC)    Functional - Projects Conversion          What conversion methods are available        There are three modules that are related – Project Costing,                   7/21/2009
                     Conversion Workshop     and Grants                                for the different types of Projects and      Contracts (which sets up billing for those with sponsors and grant
                                                                                       Grants data?                                 money), and 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.
 124       6/18/2009 Project Costing (PC)    Functional - Projects File Layouts        Can you clarify the descriptions for Start   Transactions, such as purchase orders and vouchers, which are                 1/13/2010
                     Conversion Workshop     and Grants                                Date/End Date in the file layout for         entered into SMART referencing the Project ID, must be within the
                                                                                       INF22?                                       project’s Start Date/End Date. We have updated the description in
                                                                                                                                    the file layout so that it is clearer.



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                                                                               Sunflower Project Questions and Answers
                                                                                                                                                                                                                     Date Last
 ID    Date Received           Source                Category             Subcategory                       Question                                                    Answer
                                                                                                                                                                                                                     Updated
 125       6/18/2009 Project Costing (PC)       Functional - Projects File Layouts          Does the project have to have an end       Yes. However, these can be updated online in SMART after the                    7/21/2009
                     Conversion Workshop        and Grants                                  date?                                      conversion if the end date changes.

 126       6/18/2009 Project Costing (PC)       Functional - Projects File Layouts          How many activities must a project have? Each project must have at least one activity. You can have more                   7/21/2009
                     Conversion Workshop        and Grants                                                                           than one activity for a project.

 127       6/18/2009 Project Costing (PC)       Functional - Projects File Layouts          What does ‘STATUS’ apply to?               The status is applied to both projects and activities. When you                 7/21/2009
                     Conversion Workshop        and Grants                                                                             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.

 123       6/18/2009 Project Costing (PC)       Functional - Projects Project Costing       After everything has been uploaded, will   Yes, you can go into the online system and make any necessary                   1/13/2010
                     Conversion Workshop        and Grants                                  changes be allowed? Is it possible to go   updates – you can change the status, end date, etc.
                                                                                            into the system online and make
                                                                                            corrections?
 109       6/16/2009 Accounts Receivable (AR)   Data Conversion                             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.
 116       6/16/2009 Accounts Receivable (AR)   Data Conversion       Configuration Values When will the valid values for specific     The configuration values needed by agencies for use in their                    1/13/2010
                     Conversion Workshop                                                   finance modules be available?               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.




 106       6/16/2009 Accounts Receivable (AR)   Data Conversion       Customers             Are state agencies going to be             Yes, State agencies will be pre-established as customers in SMART by            7/21/2009
                     Conversion Workshop                                                    established as customers? If so, will      the Sunflower Project.
                                                                                            agencies be pre-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
                                                                                            ‘NAME2’ fields?                            the 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             new customer, ‘002’ will allow for one or more addresses to be
                                                                                            associate the phone records?               entered.
 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?



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                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received           Source                Category          Subcategory                  Question                                                     Answer
                                                                                                                                                                                                            Updated
 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?
 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.
 117       6/16/2009 Accounts Receivable (AR)   Data Conversion    Customers         Will there only be one phone number      You can establish multiple address lines for a customer, and each               7/21/2009
                     Conversion Workshop                                             per 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)   Functional -        Conversion       If our agency is planning to use the     Yes. Agencies should determine how they will convert                            7/21/2009
                     Conversion Workshop        Accounts Receivable                  online conversion method, do we need customers/pending items into SMART. This decision should have
                                                                                     to notify 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.

 112       6/16/2009 Accounts Receivable (AR)   Functional -        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        Accounts Receivable                  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          Note: Screenshots of these pages are located in the documentation
                                                                                     looks in SMART. Is there anything we can   tab.
                                                                                     do to catch up?




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                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received           Source              Category           Subcategory                   Question                                                     Answer
                                                                                                                                                                                                            Updated
 102        6/9/2009 June Monthly Interface   Functional -        Vendors           Is the vendor file download going to be     The vendor file download does not contain any indicator that a                 7/8/2009
                     Meeting                  Accounts Payable                      able to distinguish between vendors at      vendor is a state agency or interfund vendor. On the customer side,
                                                                                    to 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.

  87        6/9/2009 June Monthly Interface   Functional -        Deposit           Are deposits put into the system as soon Non-Interfund receipts will only be posted daily following the State              7/8/2009
                     Meeting                  Accounts Receivable                   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.
  92        6/9/2009 June Monthly Interface   Functional -        Deposit           Can the payment ID entered on the         No, payment IDs are not sequentially assigned. In choosing the ID,               7/8/2009
                     Meeting                  Accounts Receivable                   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   Functional -        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                  Accounts Receivable                   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.

  97        6/9/2009 June Monthly Interface   Functional -        Interfund         Interfund uploads for deposits and          There is an option for the nightly batch, but an Excel template, INF43         7/8/2009
                     Meeting                  Accounts Receivable                   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   Functional -        Interfund         Is a separate load required for interfund   No, both interfund and non-interfund receivables can be sent on the            7/8/2009
                     Meeting                  Accounts Receivable                   receivables and non-interfund               same interface load.
                                                                                    receivables?
 101        6/9/2009 June Monthly Interface   Functional -        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                  Accounts Receivable                   access?                                     various fields you will see in the template for INF43.

  99        6/9/2009 June Monthly Interface   Functional -        Interfund         Is the “CUST_ID” what ties out to the       Yes, agencies will be defined as customers in the SMART system.                7/8/2009
                     Meeting                  Accounts Receivable                   receiving and payment sides of the          The system provides setup to associate the customer to the vendor
                                                                                    interfund transaction?                      if they are the same entity.
 100        6/9/2009 June Monthly Interface   Functional -        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                  Accounts Receivable                   distinguish between customers which         identify the transaction as an interfund when that customer is used.
                                                                                    can perform interfund transactions?

  85        6/9/2009 June Monthly Interface   Functional - General Auto Numbering   Can agencies use current numbers andYes, agencies have the option to provide their own Voucher ID                          7/8/2009
                     Meeting                                                        forgo changes to their numbering    values on the interface if desired (e.g. A00000001, B00000001 – use
                                                                                    schemes?                            8 alpha 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.
  86        6/9/2009 June Monthly Interface   Functional - General 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.




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                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received           Source              Category            Subcategory                      Question                                                     Answer
                                                                                                                                                                                                               Updated
  94        6/9/2009 June Monthly Interface   General Enterprise   Interfaces          How will the project know which                Agencies have identified their interfaces (INFXX) in their Agency           7/8/2009
                     Meeting                  Readiness                                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   General Enterprise   Interfaces          Why does the project need to know              The project needs this information for milestone status tracking, test      7/8/2009
                     Meeting                  Readiness                                which interfaces an agency is using?           planning, test scheduling, and test execution.

  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
  90        6/9/2009 June Monthly Interface   Interface            Interfaces          Is it planned that outbound interfaces         The schedule hasn't been set up, but certain interfaces will be            9/10/2009
                     Meeting                                                           will 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            Interfaces          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.
  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.

 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.

  89        6/9/2009 June Monthly Interface   Interface            Testing             Do all agencies know how to test               There should be at least one person per agency who has access to            7/8/2009
                     Meeting                                                           connectivity to the mainframe?                 the 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.
 105        6/9/2009 June Monthly Interface   Interface            Vouchers            What has to be unique, the Business            The key in the file is a combination of Business Unit and Voucher ID.       7/8/2009
                     Meeting                                                           Unit or the Voucher ID?                        Agencies only need to worry about keeping Voucher ID’s unique
                                                                                                                                      within their Business Unit.




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                               Page 87 of 99                                                                                           Printed 11/21/2010
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
 ID    Date Received          Source             Category            Subcategory                     Question                                                    Answer
                                                                                                                                                                                                           Updated
  76       5/20/2009 Change Agent Network   Data Warehouse       Payroll             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.

  73       5/20/2009 Change Agent Network   Data Warehouse       Reports             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?
  75       5/20/2009 Change Agent Network   Data Warehouse       Reports             When will the standard SMART reports  We have a preliminary list of 120+ reports, but this list is evolving.           10/15/2009
                     Meeting #3             and Reporting                            be announced?                         We 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
                                                                                                                           have posted the preliminary list on the SMART website.

  74       5/20/2009 Change Agent Network   Data Warehouse      Reports              Will data downloaded be available in the    Yes.                                                                         7/8/2009
                     Meeting #3             and Reporting                            Data Warehouse?
  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.
  84       5/20/2009 Change Agent Network   Functional - General 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.)       there for retrieval and inquiry.
                                                                                     will these same inquiries be available
                                                                                     whether we data enter the information
                                                                                     to SMART or interface the data to
                                                                                     SMART?
  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             Ledger                                   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             Ledger                                   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?




7c974b4e-543e-4784-8c61-bc1a8df18d95.xls - Details                                             Page 88 of 99                                                                                          Printed 11/21/2010
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID       Date Received          Source             Category            Subcategory                      Question                                                 Answer
                                                                                                                                                                                                            Updated
  80          5/20/2009 Change Agent Network   Functional - General Reports              For standard month end reports, will      Yes, since transactions processed reflect modified accrual basis, the       7/8/2009
                        Meeting #3             Ledger                                    they now reflect the accrual basis vs.    reporting on those transactions will reflect modified accrual basis,
                                                                                         cash 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.

  82          5/20/2009 Change Agent Network   Functional - Projects CFDA                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?
  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.
  83          5/20/2009 Change Agent Network   General Enterprise   Agency Tasks         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                                 sent to within the agency? When we      contact list is posted on the Sunflower Project website – contact
                                                                                         supply requested information, should we your Agency Readiness Liaison with any updates. Our current
                                                                                         expect a response from the SMART        approach to acknowledging receipt of information is to follow up
                                                                                         team?                                   only with 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.
  10          5/19/2009 Interface Workshop     Functional -         Vendors              Can you use auto numbering for FEIN?      FEIN is your Federal Employer Identification number, so you cannot         12/9/2009
                                               Accounts Payable                                                                    use auto numbering for it. For vouchers, if you have your own
                                                                                                                                   numbering scheme you can use that instead of auto-numbering.

  37          5/19/2009 Interface Workshop     Functional -         Vendors              Most of SRS payments through STARS        Vendors can be updated online and interfaced back to systems; in            7/8/2009
                                               Accounts Payable                          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.
      7       5/19/2009 Interface Workshop     Functional -         Vendors              Will all agencies share the same vendor   Yes.                                                                        7/8/2009
                                               Accounts Payable                          file?
  11          5/19/2009 Interface Workshop     Functional -         Vouchers             How long does the voucher number          In general, it needs to be unique as long as it sits in the database.       7/8/2009
                                               Accounts Payable                          need to remain unique and when can we     The 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?
  66          5/19/2009 Interface Workshop     Functional -         Vouchers             Is “Voucher ID” alphanumeric?             Yes. SMART voucher numbering can include alpha characters but the           7/8/2009
                                               Accounts Payable                                                                    batch load has to have an attribute that makes the IDs unique within
                                                                                                                                   that group of IDs.




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                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID       Date Received          Source            Category           Subcategory                      Question                                                   Answer
                                                                                                                                                                                                            Updated
  12          5/19/2009 Interface Workshop   Functional -         Vouchers             What will happen if a voucher has the      Online transactions will be and interfaced transactions can be auto          7/8/2009
                                             Accounts Payable                          same number as another because of          numbered or smart coded so there is the possibility of using the
                                                                                       auto-numbering?                            same 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   Functional -         Vouchers             Will each agency be able to assign its     The decision has been made to follow best practices and use auto-            7/8/2009
                                             Accounts Payable                          own voucher numbers? The outbound          numbering. However, if an agency prefers to use smart-coding for
                                                                                       layout 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?
  50          5/19/2009 Interface Workshop   Functional -        Interfund             Has a decision been made on interfunds     The interfund solution using AP and AR functionality is currently            7/8/2009
                                             Accounts Receivable                       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.
  22          5/19/2009 Interface Workshop   Functional - Asset   Conversion           Does the CD contain the info necessary     No, that is part of conversion. Additional information about Data            7/8/2009
                                             Management                                for converting the assets piece?           Conversion has been provided during the Data Conversion
                                                                                                                                  Workshop, May 5.
  14          5/19/2009 Interface Workshop   Functional - General 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
      8       5/19/2009 Interface Workshop   Functional - General Configuration Values Will each agency have a separate           Each agency will have its own GL and AP business units.                      7/8/2009
                                                                                       business unit?
  18          5/19/2009 Interface Workshop   Functional - General Chart of Accounts    At implementation what is the last         A new set of object codes (accounts) are currently in development;           7/8/2009
                                             Ledger                                    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   Functional - General 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
                                             Ledger                                    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   Functional - General 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
                                             Ledger                                    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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                                                                    Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
 ID    Date Received          Source            Category       Subcategory                       Question                                                    Answer
                                                                                                                                                                                                        Updated
  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
  24       5/19/2009 Interface Workshop    Interface       Chart of Accounts     If my current system takes transaction      The ongoing interface workshops will talk towards conversions but             7/8/2009
                                                                                 codes and matches against account           in the meantime, you will need to find workarounds using surrogate
                                                                                 strings, how will I determine the values    values.
                                                                                 for that comparison table?

  23       5/19/2009 Interface Workshop    Interface       Communication &       How will you notify agencies of interface We will post layout changes to the secure website as they become               1/13/2010
                                                           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.

  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.

  29       5/19/2009 Interface Workshop    Interface       Communication &       What resources are available to             Project resources are available through office hours. If you have            1/13/2010
                                                           Terminology           agencies?                                   staff issues in your agency you need to resolve those within your
                                                                                                                             agency.
  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.
  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        1/13/2010
                                                           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 are changes to report.

  34       5/19/2009 Interface Workshop    Interface       Communication &      Will you post the SMART integration          Yes, it will be online.                                                       7/8/2009
                                                           Terminology          slide online?
  62       5/19/2009 Interface Workshop    Interface       Configuration Values Could you provide a list of valid "values"   The configuration values needed by agencies for use in their                 1/13/2010
                                                                                for applicable fields?                       interface and 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.

  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          1/13/2010
                                                                                 mainframe changing? Presently we are        to retrieve their outbound interface files. The Interface Connectivity
                                                                                 given read only access to specific          Testing Instructions Manual is published on the SMART website at
                                                                                 mainframe DISC files.                       https://www.da.ks.gov/smart/layouts/SecureFileTransferInstructions
                                                                                                                             -ConnectivityTest_v3.0_20091001.doc




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                                                                    Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
 ID    Date Received          Source            Category       Subcategory                     Question                                                     Answer
                                                                                                                                                                                                        Updated
  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?
  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               1/13/2010
                                                                              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.

                                                                                                                            Agencies will correct SMART errors, including budget checking,
                                                                                                                            online. Fatal interface errors that occur as part of the pre-smart
                                                                                                                            edits (before data is loaded into staging tables), will require agencies
                                                                                                                            to resubmit the file and cannot be corrected online.


  40       5/19/2009 Interface Workshop    Interface       Error Processing   When errors on the error log are              Error logs will be provided to agencies via the mainframe, and                1/13/2010
                                                                              corrected, are they deleted? I am             describe the type of error. Agencies will need to correct the error in
                                                                              making the assumption that each agency        their files and resubmit the file.
                                                                              will be responsible for their own errors      SMART errors will not be displayed in the error log and must be
                                                                              as it is now on STARS. But will this be a     corrected online.
                                                                              running log that deletes off the items
                                                                              that are resolved or will it be on the list
                                                                              once and it's then up to the agency to
                                                                              catch.
  41       5/19/2009 Interface Workshop    Interface       File 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 &        indicate the agency transmitting or receiving the interface file. An
                                                                              2 will indicate the agency transmitting       example file name would be RV.TOSMRT.AP02XXX.N01.donn
                                                                              the 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)
  60       5/19/2009 Interface Workshop    Interface       File Layouts       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
                                                                              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.
  63       5/19/2009 Interface Workshop    Interface       File Layouts       Do we need filler characters?            Each field in an Interface file will be fixed length. The overall file will         7/8/2009
                                                                                                                       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.
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                                                                    Sunflower Project Questions and Answers
                                                                                                                                                                                                       Date Last
 ID    Date Received          Source            Category       Subcategory                    Question                                                     Answer
                                                                                                                                                                                                       Updated
  21       5/19/2009 Interface Workshop    Interface       File Layouts      Does SMART require a header record?         There can be some confusion regarding “header record.” In the                    7/8/2009
                                                                                                                         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.”
  64       5/19/2009 Interface Workshop    Interface       File Layouts      How many Interfaces are outbound and        As of this writing, there are 47 approved interfaces. 30 are inbound,           1/13/2010
                                                                             how many are inbound?                       and 17 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.
  43       5/19/2009 Interface Workshop    Interface       File 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       File 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          access the voucher after it is in SMART and access the final payment
                                                                             like 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.

  45       5/19/2009 Interface Workshop    Interface       File 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       remains attached to the transaction through to INF03. Both are on
                                                                             and 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       File 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.

  67       5/19/2009 Interface Workshop    Interface       File Layouts      We need the field description to specify    Each field in an Interface file will be fixed length. The overall file will      7/8/2009
                                                                             for each field whether you want blanks      be fixed length. If the data provided in any given field does not use
                                                                             or 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.

  26       5/19/2009 Interface Workshop    Interface       File Layouts      What does “approved status” on the          “Approved” means that the interface has been approved to be built.               7/8/2009
                                                                             interface list mean?
  25       5/19/2009 Interface Workshop    Interface       File Layouts      What is budget reference in the layout?     It is called budget reference in the layout, but is used the same way            7/8/2009
                                                                                                                         we use budget units today.
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                                                                     Sunflower Project Questions and Answers
                                                                                                                                                                                                  Date Last
 ID    Date Received          Source            Category       Subcategory                   Question                                                   Answer
                                                                                                                                                                                                  Updated
  47       5/19/2009 Interface Workshop    Interface       File 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       File Layouts      Will the AP Vendor Download and            Yes.                                                                         7/8/2009
                                                                             Upload be replacing the State Vendor
                                                                             File?
  49       5/19/2009 Interface Workshop    Interface       File Layouts      Will the voucher ID field be specific to   This field must be unique within its business unit.                          7/8/2009
                                                                             the business unit and accounting date?

  42       5/19/2009 Interface Workshop    Interface       Interfaces        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.
  32       5/19/2009 Interface Workshop    Interface       Interfaces        Will there be an INF04 Vendor upload       Yes, we will have a workshop with that as well. Agencies can use             7/8/2009
                                                                             workshop?                                  office hours for that if it is just one group.
  28       5/19/2009 Interface Workshop    Interface       Interfaces        What is the difference between internal    External interfaces will transmit files between SMART and Agencies.          7/8/2009
                                                                             and external interfaces?                   Internal interface refers to data transfer between SMART and SHaRP.

  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 do not believe a separate interface-specific meeting for                 1/13/2010
                                                                             specific meeting?                          interfunds will be necessary. Interfunds will be processed through
                                                                                                                        AR and AP interfaces.

  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?



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                                                                      Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
 ID    Date Received          Source            Category       Subcategory                      Question                                                     Answer
                                                                                                                                                                                                        Updated
  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                   7/8/2009
                                                                                                                             nothing 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           1/13/2010
                                                                                agencies on whether September 1st is a       build this system. There are 5 months for both sides' systems to
                                                                                doable period?                               drain requirements. Development work will be done and test work
                                                                                                                             will be starting. It took awhile to get out Chart of Accounts 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 information
                                                                                                                             on project plans to understand if it is or 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.
  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          only be checked off; if we move assembly forward, then agencies
                                                                                take 1 month; could assembly be moved        will 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.              7/8/2009
                                                           Administration       agency or will all agencies maintain their   After go-live, this topic may be addressed again.
                                                                                own security roles?
  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?
  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                  1/13/2010
                                                           Formats              archival directory for a period of time.     production system, the files will be moved to an archive directory.
                                                                                What time frame is planned on for these      We will use the standard mainframe archive timeframe, which is
                                                                                files? If this time is less than one year,   that a file will be stored on mainframe for 30 days.
                                                                                will the information from these files be
                                                                                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.

  30       5/19/2009 Interface Workshop    Interface       Standards and File   What’s the difference between Interface The terms ”Technical Design” and “Detailed Design” are                             7/8/2009
                                                           Formats              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.
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                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                                       Date Last
 ID       Date Received          Source             Category            Subcategory                       Question                                                        Answer
                                                                                                                                                                                                                       Updated
      9       5/19/2009 Interface Workshop     Interface            Standards and File   Who will perform the documentation          The Interface and Finance Teams will collaborate to write the                        7/8/2009
                                                                    Formats              during the design phase?                    documentation for interface layouts and transmission protocols.
                                                                                                                                     Agencies will document how their interfaces work and system
                                                                                                                                     changes associated with SMART.
  68          5/19/2009 Interface Workshop     Interface            Testing              Do you plan for an assembly test, and       We want to see all files go through assembly tests, so, yes, we are                  7/8/2009
                                                                                         will 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      Yes, everything should be built by then so that we can validate both                 7/8/2009
                                                                                         every file type, does the Project envision our conditions and yours.
                                                                                         that 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 are    Not 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.
  35          5/19/2009 Interface Workshop     Interface            Testing              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?

  72          5/19/2009 Interface Workshop     Interface            Testing              Will the https uploads be available            Yes.                                                                              7/8/2009
                                                                                         during assembly test?
      1       1/22/2009 Change Agent Network   General Enterprise   Agency Tasks         How will agencies be notified when             Details of how agencies will be notified will be shared at Change                 7/8/2009
                        Launch                 Readiness                                 there are changes to the Agency Task           Agent Network Meeting #2 (3/26/2009). For now, rest assured that
                                                                                         List?                                          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.




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