Proposal Template Testing Cost Milestone Project

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Proposal Template Testing Cost Milestone Project Powered By Docstoc
					                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                                 Date Last
 ID    Date Received         Source                  Category         Subcategory                        Question                                                    Answer
                                                                                                                                                                                                                 Updated
 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?
 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 -         Voucher & Payment 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.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                 Page 1 of 92                                                                                              Printed 7/19/2011
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received         Source                  Category       Subcategory                      Question                                                    Answer
                                                                                                                                                                                                               Updated
 870     11/10/2009 November Monthly         Functional -       Voucher & Payment 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 -       Voucher & Payment 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.
 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?




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                              Page 2 of 92                                                                                               Printed 7/19/2011
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                                  Date Last
 ID    Date Received            Source               Category            Subcategory                       Question                                                    Answer
                                                                                                                                                                                                                  Updated
 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 Phase 6            Stage 6 testing runs from January 15th through March 15th. The             11/10/2009
                    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.

 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?
 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.
 845       11/4/2009 Service Center Kick-Off   Functional -         Entering a Customer 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.
 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.
 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.



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                   Page 3 of 92                                                                                             Printed 7/19/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received            Source               Category       Subcategory                    Question                                                    Answer
                                                                                                                                                                                                             Updated
 847       11/4/2009 Service Center Kick-Off   Post Go-Live     Service Center     Is the Service Center going to process    Currently, the Service Center is not planning on processing Project               11/4/2009
                     Meeting                                                       Project and Grants transactions?          and Grants transactions. If agencies have this need, please let us
                                                                                                                             know and we will evaluate.
 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                          11/4/2009
                     Meeting                                                       transaction?                              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.
 851       11/4/2009 Service Center Kick-Off   Post Go-Live     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.
 842       11/4/2009 Service Center Kick-Off   Post Go-Live     Training           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?

 840       11/4/2009 Service Center Kick-Off   Post Go-Live     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.
 843       11/4/2009 Service Center Kick-Off   Post Go-Live     Training           Is there any way we can just take the       Yes. The pre-requisites for AR352: Creating and Maintaining                     11/4/2009
                     Meeting                                                       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.
 841       11/4/2009 Service Center Kick-Off   Post Go-Live     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.

 848       11/4/2009 Service Center Kick-Off   Post Go-Live     Training           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?

 852       11/4/2009 Service Center Kick-Off   Post Go-Live     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   Post Go-Live     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).




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                            Page 4 of 92                                                                                               Printed 7/19/2011
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
 ID    Date Received         Source                  Category       Subcategory                     Question                                                  Answer
                                                                                                                                                                                                           Updated
 805     10/28/2009 Change Agent Network     Data Conversion    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                                                      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).

 798     10/28/2009 Change Agent Network     Data Conversion    Project Costing     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                                                      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).

 804     10/28/2009 Change Agent Network     Data Conversion    Project Costing     Will there be an Excel spreadsheet         Yes, a spreadsheet template will be provided for online entry of             10/28/2009
                    Meeting #6                                                      provided for online entry of Project       Project Costing data. This will be addressed during the November
                                                                                    Costing Data?                              Conversion Workshop on November 17, 2009.
 808     10/28/2009 Change Agent Network     Data Warehouse     Reporting           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.
 801     10/28/2009 Change Agent Network     Functional -       Entering a Vendor   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.
 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.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                            Page 5 of 92                                                                                             Printed 7/19/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received         Source                  Category         Subcategory                     Question                                                   Answer
                                                                                                                                                                                                               Updated
 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.
 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.

 806     10/28/2009 Change Agent Network     Interface                                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          The web based training for general navigation (GN101) is needed for           10/28/2009
                    Meeting #6                                    Responsibilities/   training to get view only security access   view only access to SMART. It is also advised that the employee take
                                                                  Security            in SMART?                                   the web based courses for the introduction to the module and the
                                                                                                                                  web based reporting course. Instructor led courses are not required
                                                                                                                                  for view only access. Those courses can be taken after go-live if
                                                                                                                                  needed.
 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.
 792     10/21/2009 October Monthly          Data Conversion      Asset Management    Are any changes expected to the asset       At this time, we do not expect any changes to the template.                   10/21/2009
                    Conversion Meeting                                                data entry template before mock             Changes will only be made if necessary.
                                                                                      conversions?
 794     10/21/2009 October Monthly          Data Conversion      Asset Management    Can the Interface Line Number field be      No, that is not the intended purpose of this field. Multiple interface        10/21/2009
                    Conversion Meeting                                                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.
c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                               Page 6 of 92                                                                                              Printed 7/19/2011
                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                                  Date Last
 ID    Date Received         Source                  Category          Subcategory                       Question                                                    Answer
                                                                                                                                                                                                                  Updated
 790     10/21/2009 October Monthly           Data Conversion      Asset Management     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                                                  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.

 791     10/21/2009 October Monthly           Data Conversion      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                                                                                               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
 793     10/21/2009 October Monthly           Data Conversion      Project Costing      Can we submit Excel files for project        FASB 13.
                                                                                                                                     No, the only options for this conversion are flat file and online entry.      10/21/2009
                    Conversion Meeting                                                  conversion? Currently, the only options
                                                                                        are flat file and online entry for this
                                                                                        conversion.
 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.

 814     10/14/2009 Business Process          Functional -        Entering &          How will recognized revenue affect CAFR We currently record material receivable balances for the CAFR                        10/29/2009
                    Workshop - Deposits and   Accounts Receivable Approving a Deposit 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.
 815     10/14/2009 Business Process          Functional -        Entering &          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 Approving a Deposit 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 -        Entering &          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 Approving a Deposit 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.



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                 Page 7 of 92                                                                                               Printed 7/19/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received         Source                  Category         Subcategory                       Question                                                 Answer
                                                                                                                                                                                                          Updated
 813     10/14/2009 Business Process          Functional -        Entering &            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   Accounts Receivable Processing            role?                                     than one role can be assigned to one person.
                    Interfund                                     Receivables
 811     10/14/2009 Business Process          Functional -        Entering a Customer 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 -        Entering a Customer 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?
 830     10/14/2009 Business Process          Functional -        Entering a Customer We have a seminar where attendees           No, you are not able to download that information from Survey            10/14/2009
                    Workshop - Deposits and   Accounts Receivable                     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?
 812     10/14/2009 Business Process          Functional -        Generating an         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 Invoice               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.
 833     10/14/2009 Business Process          Functional -        Interfaces            Where can we find the information         The INF06 record layout is published and available on the secure         10/14/2009
                    Workshop - Deposits and   Accounts Receivable                       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.
 824     10/14/2009 Business Process          Functional -        Processing            Can you do an upload of vouchers or       Yes, you can upload interfunds with voucher (INF50) and deposit          10/14/2009
                    Workshop - Deposits and   Accounts Receivable Interfunds            deposits for interfunds?                  interfaces (INF43). The inbound deposit interface (INF44) is also
                    Interfund                                                                                                     available for interfacing interfunds.
 817     10/14/2009 Business Process          Functional -        Processing            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 Interfunds            the expenditure and receipt side?
                    Interfund
 823     10/14/2009 Business Process          Functional -        Processing            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 Interfunds            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 -        Processing            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 Interfunds            numbers tied to the interfund?             interfund page. On the interfund page you can see both ID numbers
                    Interfund                                                                                                      (voucher and deposit).
 819     10/14/2009 Business Process          Functional -        Processing            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 Interfunds            process?                                   Accounts Receivables and Interfunds will tentatively run every two
                    Interfund                                                                                                      hours.
 826     10/14/2009 Business Process          Functional -        Processing            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 Interfunds            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 -        Processing            It is possible to attach an electronic    The interfund notification will open Outlook email. Once Outlook         10/14/2009
                    Workshop - Deposits and   Accounts Receivable Interfunds            document to the interfund notification?   email is open, you can attach anything you would like.
                    Interfund
c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                Page 8 of 92                                                                                        Printed 7/19/2011
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
 ID    Date Received          Source                 Category         Subcategory                     Question                                                     Answer
                                                                                                                                                                                                                Updated
 832     10/14/2009 Business Process          Functional -        Processing          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 Interfunds          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.

 831     10/14/2009 Business Process          Functional -        Processing          Our agency reimburses another agency         You will continue to reimburse the agency using the interfund                 10/14/2009
                    Workshop - Deposits and   Accounts Receivable Interfunds          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?
 818     10/14/2009 Business Process          Functional -        Processing          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 Interfunds                                                       and valid chartfield strings to process the voucher.
                    Interfund
 825     10/14/2009 Business Process          Functional -        Processing          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 Interfunds          reciprocating agency occur?              occur at any point during the transaction process before the
                    Interfund                                                                                                  interfund is completed.
 827     10/14/2009 Business Process          Functional -        Processing          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 Interfunds          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.

 820     10/14/2009 Business Process          Functional -        Processing          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 Interfunds
                    Interfund
 821     10/14/2009 Business Process          Functional -        Processing          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 Interfunds          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 -      Processing            Will we be able to see both sides of the     Yes, you will be able to see both sides of the interfund transaction.         10/14/2009
                    Workshop - Deposits and Accounts Receivable Interfunds            accounting string on the interfund
                    Interfund                                                         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.
 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?




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                               Page 9 of 92                                                                                               Printed 7/19/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received          Source                 Category       Subcategory                     Question                                                     Answer
                                                                                                                                                                                                              Updated
 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.

 760     10/13/2009 October Monthly Interface Interface         Interfaces         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.
 753     10/13/2009 October Monthly Interface Interface         Interfaces         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.
 755     10/13/2009 October Monthly Interface Interface         Interfaces         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.
 748     10/13/2009 October Monthly Interface Interface         Interfaces         Does the Payment Method default based Yes, Payment Method will default based on the Payment Method                          10/13/2009
                    Meeting                                                        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.



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                            Page 10 of 92                                                                                               Printed 7/19/2011
                                                                                Sunflower Project Questions and Answers
                                                                                                                                                                                                                      Date Last
 ID    Date Received          Source                 Category             Subcategory                       Question                                                     Answer
                                                                                                                                                                                                                      Updated
 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?

 751     10/13/2009 October Monthly Interface Interface               Interfaces            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.


 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            10/13/2009
                    Meeting                                                                 expect to receive an INF03 file              INF03 you need to put that in the email when you send notification
                                                                                            subsequently?                                that you have sent INF02.
 749     10/13/2009 October Monthly Interface Interface               Interfaces            If you provide a Payment Method of ACH       Yes, if there is no bank information setup for the vendor, the                10/13/2009
                    Meeting                                                                 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.

 756     10/13/2009 October Monthly Interface Interface               Interfaces            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               Interfaces            What is the difference between vendors Customers owe/pay us, we owe/pay vendors. Customers are agency                      10/13/2009
                    Meeting                                                                 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.

 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.
 761     10/13/2009 October Monthly Interface Interface               Testing               What is the status of INF02, INF04,          Currently, INF02 is available for testing. INF44, INF04, and INF06            10/13/2009
                    Meeting                                                                 INF06, and INF44 for testing?                should be available the first week of November for testing.

 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.
 787     10/12/2009 Business Process            Functional - General Approving a Journal When is a journal budget checked?          Budget checking is tentatively scheduled to run every two hours.                   10/12/2009
                    Workshop - General          Ledger               Entry                                                          However, you can, even though not encouraged, request budget
                    Ledger and Commitment                                                                                           checking immediately by clicking the run budget check.
                    Control
 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
c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                    Page 11 of 92                                                                                               Printed 7/19/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received         Source                  Category         Subcategory                      Question                                                    Answer
                                                                                                                                                                                                              Updated
 781     10/12/2009 Business Process         Functional - General Creating a Journal   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               Entry                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 Creating a Journal   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               Entry                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 Creating a Journal   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               Entry                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 Creating a Journal   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               Entry                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.
 786     10/12/2009 Business Process         Functional - General Creating a Journal   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               Entry                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.
 784     10/12/2009 Business Process         Functional - General Creating a Journal   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               Entry                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.
 785     10/12/2009 Business Process         Functional - General Creating a Journal   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       Ledger               Entry                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
 774     10/12/2009 Business Process         Functional - General Ledgers              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.

 776     10/12/2009 Business Process         Functional - General Ledgers              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?

 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




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                               Page 12 of 92                                                                                            Printed 7/19/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received          Source                 Category         Subcategory                      Question                                                    Answer
                                                                                                                                                                                                               Updated
 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
 777     10/12/2009 Business Process         Functional - General Ledgers             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 - General 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       Ledger                                   Activity level or can you only budget at
                    Ledger and Commitment                                             the Project level?
                    Control
 719      10/8/2009 Business Process         Functional - Asset   Adding an Asset     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.
 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.

 728       10/8/2009 Business Process        Functional - Asset   Creating an Asset   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?
 723       10/8/2009 Business Process        Functional - Asset   Creating an Asset   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
 727       10/8/2009 Business Process        Functional - Asset   Creating an Asset   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.


c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                              Page 13 of 92                                                                                              Printed 7/19/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received          Source                 Category         Subcategory                     Question                                                   Answer
                                                                                                                                                                                                             Updated
 729       10/8/2009 Business Process        Functional - Asset   Creating an Asset   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?
 721       10/8/2009 Business Process        Functional - Asset   Creating an Asset   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.
 725       10/8/2009 Business Process        Functional - Asset   Creating an Asset   Will the DA-110 become obsolete?            Yes, with SMART, there will no longer be a need for the DA-110.             10/13/2009
                     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 SSPP. The
                                                                                                                                  Asset Management Team will initiate and recommend the creation
                                                                                                                                  of a standard form to help ensure that all disposals are property
                                                                                                                                  authorized and received by an agent of SSPP.

 722       10/8/2009 Business Process        Functional - Asset   Creating an Asset   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        Management           (from PC)           is spent on a project?                (project business unit, project id, activity id).
                     Management
 745       10/8/2009 Business Process        Functional - Asset   Creating an Asset   If we discover the shipping cost was      An asset's physical information will integrate from Purchasing and            10/28/2009
                     Workshop - Asset        Management           (from PO/AP)        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        Functional - Asset   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        Management                                                                        or disasters. DISC already has disaster recovery plans in place for all
                     Management                                                                                                existing systems statewide.
 724       10/8/2009 Business Process        Functional - Asset   Reporting           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.

 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.
 741       10/8/2009 Business Process        Functional - Asset   Retiring an Asset   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
 726       10/8/2009 Business Process        Functional - Asset   Retiring an Asset   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?
c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                              Page 14 of 92                                                                                            Printed 7/19/2011
                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received          Source                 Category         Subcategory                      Question                                                  Answer
                                                                                                                                                                                                               Updated
 742       10/8/2009 Business Process        Functional - Asset   Retiring an Asset   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.
 740       10/8/2009 Business Process        Functional - Asset   Retiring an Asset   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
 734       10/8/2009 Business Process        Functional - Asset   Training            When will training occur?                   Web-based training will begin in February and instructor-led training         10/13/2009
                     Workshop - Asset        Management                                                                           will occur April through June, 2010.
                     Management
 733       10/8/2009 Business Process        Functional - Asset   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
                     Management
 732       10/8/2009 Business Process        Functional - Asset   Training            Will we be entering actual information      No, both testing and training will be done in a separate environment          10/13/2009
                     Workshop - Asset        Management                               when we do testing and training?            from the actual SMART environment. The testing and training
                     Management                                                                                                   environments will not contain production data.

 735       10/8/2009 Business Process        Functional - Asset   Transferring an     After SMART is implemented, will we still No, both the DA-87 and DA-83 will become obsolete.                              10/13/2009
                     Workshop - Asset        Management           Asset               use the DA-87 and/or DA-83?
                     Management
 736       10/8/2009 Business Process        Functional - Asset   Transferring an     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           Asset               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   Transferring an     If an agency transfers an asset, who is     Similar to today's business process, agencies must communicate                10/13/2009
                     Workshop - Asset        Management           Asset               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.

 738       10/8/2009 Business Process        Functional - Asset   Transferring an     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           Asset               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.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                              Page 15 of 92                                                                                              Printed 7/19/2011
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received           Source                Category        Subcategory                      Question                                                   Answer
                                                                                                                                                                                                              Updated
 746       10/8/2009 Business Process        Functional - Asset   Updating an Asset   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   Updating an Asset   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.
 743       10/8/2009 Business Process        Functional - Asset   Updating an Asset   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?

 730       10/8/2009 Business Process        Functional - Asset   Updating an Asset   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.
 708       10/7/2009 Business Process        Functional -         Approving a         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     Voucher             actual invoice that was used in creating additional information as it becomes available.
                     Payable and Travel &                                             the voucher?
                     Expense
 707       10/7/2009 Business Process        Functional -         Approving a         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     Voucher             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.

 709       10/7/2009 Business Process        Functional -         Approving a         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     Voucher             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
 698       10/7/2009 Business Process        Functional -         Creating a Non-PO   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                                                     voucher.
                     Payable and Travel &
                     Expense



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                              Page 16 of 92                                                                                             Printed 7/19/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received           Source                Category       Subcategory                     Question                                                  Answer
                                                                                                                                                                                                          Updated
 699       10/7/2009 Business Process        Functional -       Creating a Non-PO   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             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.
 700       10/7/2009 Business Process        Functional -       Creating a Non-PO   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     Accounts Payable   Voucher             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.
 702       10/7/2009 Business Process        Functional -       Creating a PO       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   Voucher             payment?                                   it is related to a PO so that a partial payment is made.
                     Payable and Travel &
                     Expense
 705       10/7/2009 Business Process        Functional -       Creating a PO       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   Voucher             transaction is in?                         budget checked and approved, the General Ledger reconciles the
                     Payable and Travel &                                                                                      dates.
                     Expense
 703       10/7/2009 Business Process        Functional -       Creating a PO       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   Voucher             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.

 701       10/7/2009 Business Process        Functional -       Creating a PO       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   Voucher             information copies from the purchase       the selected PO to the voucher.
                     Payable and Travel &                                           order to the voucher?
                     Expense
 704       10/7/2009 Business Process        Functional -       Creating a PO       Who will be responsible to work match      Each agency will designate someone during the role mapping                  10/12/2009
                     Workshop - Accounts     Accounts Payable   Voucher             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.
 695       10/7/2009 Business Process        Functional -       Entering a Vendor   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
 696       10/7/2009 Business Process        Functional -       Entering a Vendor   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 -       Entering a Vendor   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




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                            Page 17 of 92                                                                                           Printed 7/19/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received           Source                Category       Subcategory                       Question                                                   Answer
                                                                                                                                                                                                             Updated
 693       10/7/2009 Business Process        Functional -       Entering a Vendor     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
 714       10/7/2009 Business Process        Functional -       Processing a Travel   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         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.

 712       10/7/2009 Business Process        Functional -       Processing a Travel   Will all travelers have access to SMART?   No, not necessarily. Agencies will have the flexibility to centralize        10/12/2009
                     Workshop - Accounts     Accounts Payable   Authorization                                                    the process and assign proxies or not.
                     Payable and Travel &
                     Expense
 713       10/7/2009 Business Process        Functional -       Processing a Travel   Will SMART allow flexibility when          Yes, we have defined mileage reimbursement in one of two ways;               10/12/2009
                     Workshop - Accounts     Accounts Payable   Authorization         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.

 711       10/7/2009 Business Process        Functional -       Processing a Travel   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   Authorization         form?                                      approved in SMART.
                     Payable and Travel &
                     Expense
 715       10/7/2009 Business Process        Functional -       Processing an         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        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?
 692       10/7/2009 Business Process        Functional -       Training              Will there be training on the interfaces   The interfaces between SHaRP and SMART will not be included in               10/12/2009
                     Workshop - Accounts     Accounts Payable                         between SHaRP and SMART?                   SMART training. This communication between the two systems
                     Payable and Travel &                                                                                        occurs automatically behind the scenes.
                     Expense
 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.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                              Page 18 of 92                                                                                            Printed 7/19/2011
                                                                        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?

 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
 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
 706       10/7/2009 Business Process        Functional -       Creating a PO      Will we be able to convert outstanding      All STARS encumbrances will be converted to SMART. If the                  10/12/2009
                     Workshop - Accounts     Purchasing         Voucher            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.

 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
 679       10/7/2009 Business Process        Functional -       Approving a        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         Requisition        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.

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

 678       10/7/2009 Business Process        Functional -       Approving a        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         Requisition        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.
 680       10/7/2009 Business Process        Functional -       Approving a        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   Purchasing         Requisition        level?                                  transaction, the budget checking process will include the Project
                                                                                                                           budget.
 676       10/7/2009 Business Process        Functional -       Approving a        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         Requisition        the requisition to indicate why the     requisition is rejected and/or what needs to be done to fix it.
                                                                                   requisition was rejected?

 674       10/7/2009 Business Process        Functional -       Approving a        My agency has different internal            Workflow will be uniform throughout the agency (it will not vary by        10/13/2009
                     Workshop - Purchasing   Purchasing         Requisition        “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?



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                           Page 19 of 92                                                                                           Printed 7/19/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
 ID    Date Received          Source                 Category       Subcategory                   Question                                                     Answer
                                                                                                                                                                                                           Updated
 675       10/7/2009 Business Process        Functional -       Approving a       My agency sometimes has large                The requisition would need to be routed to Division of Purchases             10/13/2009
                     Workshop - Purchasing   Purchasing         Requisition       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?

 682       10/7/2009 Business Process        Functional -       Approving a       What about reporting vehicle mileage         This information will be entered directly into Project Costing.              10/13/2009
                     Workshop - Purchasing   Purchasing         Requisition       and costs?
 677       10/7/2009 Business Process        Functional -       Approving a       What will happen to a requisition with 5     During the auto sourcing process, the system will create different           10/13/2009
                     Workshop - Purchasing   Purchasing         Requisition       items to different vendors?                  purchase orders, one for each different vendor if the vendor is noted
                                                                                                                               for each item.
 681       10/7/2009 Business Process        Functional -       Approving a       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   Purchasing         Requisition       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.

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

 671       10/7/2009 Business Process        Functional -       Creating a        Can you manipulate the information           Once the purchase order is created, you can do a change order to             10/13/2009
                     Workshop - Purchasing   Purchasing         Requisition       after a purchase order is created?           include any changes in price, etc.
 670       10/7/2009 Business Process        Functional -       Creating a        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         Requisition       purchase order? What about an asset          Asset Management module if it was part of a transfer.
                                                                                  transfer?
 662       10/7/2009 Business Process        Functional -       Creating a        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         Requisition       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 -       Creating a        How do we handle emergency                   There will always be situations when the PO is "after the fact" and          10/13/2009
                     Workshop - Purchasing   Purchasing         Requisition       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 -       Creating a        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       requisition that is new and not listed in    will enter the rest of the item information on the purchase order.
                                                                                  SMART yet?
 667       10/7/2009 Business Process        Functional -       Creating a        How will transactions get to the Central     If the requisition is over your delegated purchasing authority and/or        10/13/2009
                     Workshop - Purchasing   Purchasing         Requisition       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 -       Creating a        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         Requisition       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.

c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                          Page 20 of 92                                                                                              Printed 7/19/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
 ID    Date Received          Source                 Category       Subcategory                     Question                                                      Answer
                                                                                                                                                                                                                Updated
 663       10/7/2009 Business Process        Functional -       Creating a        Is there anything that would prohibit you No, however, there will be several reports in various SMART                          10/13/2009
                     Workshop - Purchasing   Purchasing         Requisition       to print a page from SMART?               modules available for your use. Also, CAN5 (held September 30,
                                                                                                                            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.
 672       10/7/2009 Business Process        Functional -       Creating a        Some agencies must provide                This documentation could be sent to Division of Purchases as an                      10/13/2009
                     Workshop - Purchasing   Purchasing         Requisition       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 -       Creating a        What contract information will be               Division of Purchases' contracts will be in SMART. This includes data          10/13/2009
                     Workshop - Purchasing   Purchasing         Requisition       included in SMART?                              elements about a contract such as vendor name, start and end date,
                                                                                                                                  renewals. The contract document will also be in SMART.

 669       10/7/2009 Business Process        Functional -       Creating a        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         Requisition       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.
 665       10/7/2009 Business Process        Functional -       Creating a        What is the favorites list?                     SMART users are able to create a "favorites" list of items that are            10/13/2009
                     Workshop - Purchasing   Purchasing         Requisition                                                       frequently purchased. This "favorites" list is much like your favorite
                                                                                                                                  bookmarks on the internet.
 666       10/7/2009 Business Process        Functional -       Creating a        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         Requisition       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.

 686       10/7/2009 Business Process        Functional -       Processing a      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         Purchase Order    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.
 688       10/7/2009 Business Process        Functional -       Processing a      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   Purchasing         Purchase Order    fund (e.g., electricity will be using one       speedcharts or change the one as needed.
                                                                                  fund this month and another next
                                                                                  month)?




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                           Page 21 of 92                                                                                                  Printed 7/19/2011
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received          Source                 Category         Subcategory                      Question                                                    Answer
                                                                                                                                                                                                               Updated
 684       10/7/2009 Business Process        Functional -         Processing a         How frequently will encumbrances be          If the requisition was sourced to a Purchase Order (encumbrance             10/13/2009
                     Workshop - Purchasing   Purchasing           Purchase Order       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 -         Processing a         How will an agency change an             If the encumbrance is created through the purchase order, go to the             10/13/2009
                     Workshop - Purchasing   Purchasing           Purchase Order       encumbrance?                             original purchase order and update the purchase order to reflect the
                                                                                                                                change.
 691       10/7/2009 Business Process        Functional -         Processing a         How will the BPC card work with          A reconciliation process will occur. Please refer to the Change Agent           10/13/2009
                     Workshop - Purchasing   Purchasing           Purchase Order       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.

 687       10/7/2009 Business Process        Functional -         Processing a         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   Purchasing           Purchase Order       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.

 689       10/7/2009 Business Process        Functional -         Processing a         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           Purchase Order       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?
 685       10/7/2009 Business Process        Functional -         Processing a         Will agencies be able to change default      No, the defaults may be changed by requesting changes through the           10/13/2009
                     Workshop - Purchasing   Purchasing           Purchase Order       funding for their users (the example         Department of Administration. Due to security, agencies will not be
                                                                                       given is the agency runs out of funds in a   able to change these defaults.
                                                                                       particular account a third of the way
                                                                                       through the fiscal year and want to
                                                                                       change the default)?

 690       10/7/2009 Business Process        Functional -         Processing a         Will we need to create a purchase order      Yes, the agency would need to create a PO.                                  10/13/2009
                     Workshop - Purchasing   Purchasing           Purchase Order       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)?

 657       10/6/2009 Business Process        Functional - General Approving a Journal How will Regents, who are not using the       The Regents will continue using their current business processes for        11/12/2009
                     Workshop - General      Ledger               Entry               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 - General Approving a Journal Will we continue to submit asset reports      The DA-87, DA-83 forms will be obsolete with the implementation             10/14/2009
                     Workshop - General      Ledger               Entry               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.
 658       10/6/2009 Business Process        Functional - General Approving a Journal Will you create a journal voucher within      You will correct a transaction within the source module. You will           10/14/2009
                     Workshop - General      Ledger               Entry               the source module?                            create a GL journal in the General Ledger module.
                     Ledger and Commitment
                     Control
c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                               Page 22 of 92                                                                                             Printed 7/19/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received         Source                  Category         Subcategory                       Question                                                     Answer
                                                                                                                                                                                                               Updated
 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     10/14/2009
                     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 will be presented at the Change Agent Network Meeting,
                                                                                                                                   October 28, 2009.

 654       10/6/2009 Business Process        Functional - General Creating a Journal   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               Entry                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 Creating a Journal   Will the GL Approver approve a journal      Yes, the GL Approver will sign into SMART and approve the                    10/14/2009
                     Workshop - General      Ledger               Entry                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 Creating a Journal   Will there be a reference document that No. When creating a GL journal, the agency must know both sides of the           10/14/2009
                     Workshop - General      Ledger               Entry                maps transaction codes in STARS to the entry and balance the journal appropriately. When entering a transaction
                     Ledger and Commitment                                             equivalent in SMART?                    in one of the submodules (AP, AR, etc) only one side of the entry is required
                     Control                                                                                                       and the system will generate the offsetting entry.

 652       10/6/2009 Business Process        Functional - General Deposit              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 Deposit              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.

 647       10/6/2009 Business Process        Functional - General Ledgers              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 Ledgers              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?




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                               Page 23 of 92                                                                                             Printed 7/19/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received          Source                 Category        Subcategory                      Question                                                   Answer
                                                                                                                                                                                                               Updated
 648       10/6/2009 Business Process        Functional - General Ledgers             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      Ledger                                   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 - General Voucher & Payment 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      Ledger                                 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
 650       10/6/2009 Business Process        Functional - General Voucher & Payment 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
 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?
 630       9/30/2009 Change Agent Network    Data Warehouse      Reporting            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.

 633       9/30/2009 Change Agent Network    Data Warehouse      Reporting            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.

 634       9/30/2009 Change Agent Network    Data Warehouse      Reporting            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      Reporting            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?
 635       9/30/2009 Change Agent Network    Data Warehouse      SHaRP 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.

 638       9/30/2009 Change Agent Network    Functional -        SpeedCharts          Are SpeedCharts agency specific or user   SpeedCharts are available by agency, so users that have access to                10/1/2009
                     Meeting #5              Accounts Payable                         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 -        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              Accounts Payable                         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.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                              Page 24 of 92                                                                                              Printed 7/19/2011
                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received          Source                 Category         Subcategory                       Question                                                    Answer
                                                                                                                                                                                                               Updated
 627       9/30/2009 Change Agent Network    Functional -         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              Accounts Payable                           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.
 628       9/30/2009 Change Agent Network    Functional -        Inquiry                Will the AR module have the same          No, each module has different inquiry screens, but all modules have           10/1/2009
                     Meeting #5              Accounts Receivable                        inquiry screens as the voucher inquiry    inquiry screens with similar flexibility to allow you to search using
                                                                                        screens?                                  various fields.
 629       9/30/2009 Change Agent Network    Functional - Asset   Location Code         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?

 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.

 642       9/30/2009 Change Agent Network    Functional - General Service Location      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.


 631       9/30/2009 Change Agent Network    General Enterprise   General Enterprise    Is there any idea how future SMART          The Enterprise Application Rate charged by DISC is set for FY2010           10/1/2009
                     Meeting #5              Readiness            Readiness             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.
 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.
 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.

c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                Page 25 of 92                                                                                           Printed 7/19/2011
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received          Source                 Category      Subcategory                      Question                                                     Answer
                                                                                                                                                                                                             Updated
 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.

 615       9/23/2009 September Monthly       Data Conversion    Asset Management   For Salvage Value, can we put 0 in the       Yes, you can leave it blank or put '0' in the field.                           9/23/2009
                     Conversion Meeting                                            field in the asset conversion file?

 611       9/23/2009 September Monthly       Data Conversion    Asset Management   I am concerned that the cost and date        We will provide direct feedback to the agencies after we review the            9/23/2009
                     Conversion Meeting                                            fields were not entered correctly in the     test files.
                                                                                   Asset Data Entry Template that was
                                                                                   submitted.
 614       9/23/2009 September Monthly       Data Conversion    Asset Management   Why aren't the Fund and Salvage Value        There are no State-wide policies for using Salvage Value. This would           9/23/2009
                     Conversion Meeting                                            fields required in the asset conversion      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       Data Conversion    Asset Management   Why can't anything be entered in the         An updated version of the Asset Data Entry Template has been                   9/23/2009
                     Conversion Meeting                                            Long Description field if something is in    posted on the secure SMART website. This version has the column
                                                                                   the VIN field next to it in the Asset Data   widths expanded and data validations removed from the Long
                                                                                   Entry Template?                              Description field.
 613       9/23/2009 September Monthly       Data Conversion    Asset Management   Will there be any Asset Subtypes that        No, there will not be. All of the Asset Subtypes that you might think          9/23/2009
                     Conversion Meeting                                            roll up to the 070 Asset Type                of as machinery will roll up to the 040 Asset Type (Equipment).
                                                                                   (Machinery)?




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                           Page 26 of 92                                                                                               Printed 7/19/2011
                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                                      Date Last
 ID    Date Received           Source                Category           Subcategory                          Question                                                   Answer
                                                                                                                                                                                                                      Updated
 608       9/23/2009 September Monthly         Data Conversion                             How do we submit the conversion files?       The Excel Data Entry Templates for asset conversion should be                   9/23/2009
                     Conversion Meeting                                                                                                 emailed to the Sunflower Project at SunflowerFMS@da.ks.gov.
                                                                                                                                        - Use the following file name:
                                                                                                                                         XXX_CNV009 Asset Data Entry Template_MMDDYYYY.xls (where XXX
                                                                                                                                        is your agency code and MMDDYYYY is the date).
                                                                                                                                        - Include 'Data Conversion Test File' in the Subject line.

                                                                                                                                        Flat files should be loaded to the secure locations on the DISC
                                                                                                                                        mainframe:
                                                                                                                                        - All test files will have a “T” before the file direction.
                                                                                                                                        - Use the following format:
                                                                                                                                        XX.TTOSMRT.CN03.XXXX.DYYMMDD.THHMMSS.IN (where XX is your
                                                                                                                                        agency code, XXXX is for agency use (or just leave it XXXX), and
                                                                                                                                        YYMMDD is the date).
 607       9/23/2009 September Monthly         Data Conversion                             If we are going to convert data via online   There will be specific dates in June that you will be able to enter the         9/23/2009
                     Conversion Meeting                                                    entry (for customers, open receivables,      data. Those dates will be communicated to agencies closer to that
                                                                                           projects, or purchasing contracts), when     time. Also, since these conversions are optional, agencies may
                                                                                           can we get into the system to do this?       choose just to enter the data online after the system goes live.

 609       9/23/2009 September Monthly         Data Conversion                             What is a flat file?                         It is a text file that contains your data. Typically, agencies                  9/23/2009
                     Conversion Meeting                                                                                                 participating in a "flat file" conversion method have more complex
                                                                                                                                        agency systems that can generate this type of file.
 610       9/23/2009 September Monthly         Data Conversion                             When is the next conversion file due?        The next conversion file is due no later than November 6, 2009.                 9/23/2009
                     Conversion Meeting
 586       9/15/2009 Business Process          Functional - Projects Entering &            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            Maintaining a         Will all the information be in the system information will be available within SMART unless their Sponsor
                     Grants                                          Contract              or will we need to print out the invoice? requires it.

 585       9/15/2009 Business Process          Functional - Projects Entering &            When you view the contracts for a            Yes, there is an Amendment Details page that allows you to search               9/29/2009
                     Workshop - Projects and   and Grants            Maintaining a         project, will you be able to see all the     for and review all of the amendments associated with a customer
                     Grants                                          Contract              amendments to a contract?                    contract.
 587       9/15/2009 Business Process          Functional - Projects Entering &            An agency has a grant where they bill        If they are only billing 75%, let's assume that this is a match                 9/29/2009
                     Workshop - Projects and   and Grants            Maintaining a Grant   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.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                    Page 27 of 92                                                                                               Printed 7/19/2011
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                                   Date Last
 ID    Date Received           Source                Category            Subcategory                       Question                                                    Answer
                                                                                                                                                                                                                   Updated
 580       9/15/2009 Business Process          Functional - Projects Entering &          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            Maintaining a Grant 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 Entering &          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            Maintaining a Grant 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 Entering &          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            Maintaining a Grant the grant award process or can we      ID or Project ID or choose their own unique identifier.
                     Grants                                                              assign the number ourselves?

 577       9/15/2009 Business Process          Functional - Projects Entering &           Do you have to wait until a project is      No, you can move a portion of a project or a specific stage (activity)         9/29/2009
                     Workshop - Projects and   and Grants            Maintaining a        complete in order to move the               to Asset Management when that portion/stage is complete or when
                     Grants                                          Project              information into Asset Management?          you are ready to begin the depreciation process. This can be
                                                                                                                                      configured by the agency using express asset filter criteria.

 581       9/15/2009 Business Process          Functional - Projects Entering a Project   If an agency is not using the Grants        Yes. However, you will not enter your budget directly into Project             9/29/2009
                     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.
 584       9/15/2009 Business Process          Functional - Projects Managing a Project   As soon as an encumbrance is created,       Yes, an encumbrance will tie up your appropriation budget, but                 9/29/2009
                     Workshop - Projects and   and Grants                                 does this tie up an agency's funds?         encumbrances do not affect your cash budget.
                     Grants
 583       9/15/2009 Business Process          Functional - Projects Managing a Project   At what point does the requisition          After a requisition is sourced to a purchase order and budget                  9/29/2009
                     Workshop - Projects and   and Grants                                 become part of accounting record and        checked, the encumbrance is created in the system.
                     Grants                                                               create an encumbrance?
 582       9/15/2009 Business Process          Functional - Projects Managing a Project   What type of notification is sent when a    If the project has not started or is expired, inactive, or frozen, it will     9/29/2009
                     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.


 604        9/9/2009 Business Process          Functional -        Agency Impact       If something doesn't impact our agency,        If your agency will not be impacted by one of the key organizational           9/29/2009
                     Workshop - Deposits and   Accounts Receivable Analysis            can we leave the Agency Impact Analysis        impacts, please note it with "N/A."
                     Interfund                                                         blank?
 597        9/9/2009 Business Process          Functional -        Entering &          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 Approving a Deposit 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.

c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                   Page 28 of 92                                                                                             Printed 7/19/2011
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                                 Date Last
 ID    Date Received          Source                 Category            Subcategory                       Question                                                 Answer
                                                                                                                                                                                                                 Updated
 593        9/9/2009 Business Process          Functional -        Entering &          If an agency is not using billing, will the   Yes, if an agency is not using the Billing module, the deposits would         9/29/2009
                     Workshop - Deposits and   Accounts Receivable Approving a Deposit agency make miscellaneous deposits?           be miscellaneous.
                     Interfund
 594        9/9/2009 Business Process          Functional -        Entering &          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 Approving a Deposit up customers for recurring deposits?          miscellaneous deposits.
                     Interfund
 596        9/9/2009 Business Process          Functional -        Entering &          Some agencies don’t walk their deposits       It will be the same process. The agency will have a deposit type of           9/29/2009
                     Workshop - Deposits and   Accounts Receivable Approving a Deposit into the Treasurer’s office. The treasurer    EFT for the amount. Currently when an agency does a deposit for an
                     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 -        Entering &          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 Approving a Deposit 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.

 592        9/9/2009 Business Process          Functional -        Entering &          Will agencies be able to check for the   Yes, agencies will have visibility within SMART to see the status of               9/29/2009
                     Workshop - Deposits and   Accounts Receivable Approving a Deposit approval of deposits from the treasurer? their deposit.
                     Interfund
 590        9/9/2009 Business Process          Functional -        Entering &          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 Approving a Deposit Accounts Receivable data in the General
                     Interfund                                                         Ledger module?
 591        9/9/2009 Business Process          Functional -        Entering &          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 Approving a Deposit deposits we have made?                  deposits they have made.
                     Interfund
 588        9/9/2009 Business Process          Functional -        Generating an          How frequently will the batch process      The invoices will be generated by the agencies themselves whenever            9/29/2009
                     Workshop - Deposits and   Accounts Receivable Invoice                run for generating an invoice?             needed.
                     Interfund
 589        9/9/2009 Business Process          Functional -        Generating an          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 Invoice                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.

 602        9/9/2009 Business Process          Functional -        Processing             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 Interfunds             interfund?
                     Interfund
 600        9/9/2009 Business Process          Functional -        Processing             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 Interfunds             numbers in the interfund process?          see both sides of the transaction.
                     Interfund
 598        9/9/2009 Business Process          Functional -        Processing             How frequently will we need to change   This process is still being determined, but users should expect a                10/5/2009
                     Workshop - Deposits and   Accounts Receivable Interfunds             our sign-on for SMART?                  policy similar to SHARP which is core user passwords are changed
                     Interfund                                                                                                    every 30 days.
 603        9/9/2009 Business Process          Functional -        Processing             How often will the budget checking run? Budget Checking for Accounts Receivables and Interfunds will                    10/13/2009
                     Workshop - Deposits and   Accounts Receivable Interfunds             Will this be different for interfunds?  tentatively run every two hours.
                     Interfund

c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                   Page 29 of 92                                                                                           Printed 7/19/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received          Source                 Category          Subcategory                   Question                                                    Answer
                                                                                                                                                                                                             Updated
 601        9/9/2009 Business Process          Functional -        Processing        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 Interfunds        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.

 624        9/9/2009 Business Process          Functional -        Processing        Is budget checking for interfunds only on Yes, budget checking only occurs in Accounts Payable.                           9/29/2009
                     Workshop - Deposits and   Accounts Receivable Interfunds        the AP side?
                     Interfund
 599        9/9/2009 Business Process          Functional -        Processing        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 Interfunds        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 -        Processing        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 Interfunds        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?


 438        9/8/2009 September Monthly         Interface           Interfaces        Are you going to convert current STARS Yes, converted data will be available in the last stage of Interface               9/23/2009
                     Interface Meeting                                               encumbrances so that inbound vouchers Testing.
                                                                                     can be sent in for purchase orders?

 443        9/8/2009 September Monthly         Interface           Interfaces        Does each interfund transaction have to    The SMART approach is that each interfund transaction must be                  9/23/2009
                     Interface Meeting                                               be approved separately?                    approved by the participating agency, similar to the current process
                                                                                                                                in SOKI.
 441        9/8/2009 September Monthly         Interface           Interfaces        How will agencies be notified of errors in Agencies will need to monitor the mainframe and online pages in                 9/8/2009
                     Interface Meeting                                               Production?                                SMART to confirm whether an interface file was in error. An error
                                                                                                                                file will be sent to the mainframe if the inbound interface file fails
                                                                                                                                the Pre-SMART interface validations. If the file passes the Pre-
                                                                                                                                SMART validations but fails the SMART interface validations,
                                                                                                                                Agencies will need to actively monitor the online pages in SMART to
                                                                                                                                determine whether any errors occurred in SMART.

 442        9/8/2009 September Monthly         Interface           Interfaces        How will an agency's functional staff       The agency's functional staff should know when an interface is being           9/8/2009
                     Interface Meeting                                               know about the errors caused by their       processed. They should check the transaction status as a part of
                                                                                     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           Interfaces        How will we be notified of errors           The interface team will contact agency personnel to notify them of            9/23/2009
                     Interface Meeting                                               resulting from interface files which pass   errors which occurred online during Interface Testing.
                                                                                     the Pre-SMART edits and fail the SMART
                                                                                     edits during Interface Test?



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                             Page 30 of 92                                                                                             Printed 7/19/2011
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received           Source                Category            Subcategory                    Question                                                     Answer
                                                                                                                                                                                                               Updated
 444        9/8/2009 September Monthly         Interface            Interfaces         How would we move money from one           If you are simply moving money from one chartfield value to another             9/8/2009
                     Interface Meeting                                                 department to another (i.e. interfund      (e.g. fund, dept, etc.) then use INF06 to perform the intrafund
                                                                                       transactions)?                             transaction. You could also perform an intrafund transaction online
                                                                                                                                  using a GL journal instead of INF06. In addition, an agency can
                                                                                                                                  choose to use an interfund transaction (INF02 and INF44) if there is
                                                                                                                                  revenue involved.
 436        9/8/2009 September Monthly         Interface            Interfaces         Is there any way to send in test files to  No, there is no way to do this. However, there is no downside to                9/8/2009
                     Interface Meeting                                                 check them for error without processing loading data into the test environment.
                                                                                       them in SMART?
 437        9/8/2009 September Monthly         Interface            Interfaces         Our agency is not using inbound            The spreadsheets will be available for Stage 6 testing. If you send             9/8/2009
                     Interface Meeting                                                 interfaces, but will do all of our data    data for a few vouchers to the Sunflower project email inbox with
                                                                                       entry online. Can we use the               "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?
 440        9/8/2009 September Monthly         Interface            Interfaces         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)?
 571        9/3/2009 Business Process          Functional - Projects Closing a Grant   Agency has a project budget, but wants All project budgets are track budgets. Agencies have the option to                 9/14/2009
                     Workshop - Projects and   and Grants            and/or Project    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 over
                                                                                       Can the system be configured this way? your budget.

 566        9/3/2009 Business Process          Functional - Projects Closing a Grant   Can you enter a project before the next Yes, you can control this by the project start and end dates and/or               9/14/2009
                     Workshop - Projects and   and Grants            and/or Project    fiscal year, but prevent transactions       project status.
                     Grants                                                            from paying against it until the FY begins.

 572        9/3/2009 Business Process          Functional - Projects Closing a Grant   Can you post project information into          For reimbursable projects, only the billing information will flow back     9/14/2009
                     Workshop - Projects and   and Grants            and/or Project    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 Closing a Grant   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            and/or Project    closed?
                     Grants
 569        9/3/2009 Business Process          Functional - Projects Closing a Grant   Can your project be closed if you have         Yes, you can close a project even if you have open encumbrances.           9/14/2009
                     Workshop - Projects and   and Grants            and/or Project    open encumbrances against it?
                     Grants
 574        9/3/2009 Business Process          Functional - Projects Closing a Grant   For billing, there are mandated federal        Yes, SMART does not replace federal forms that you have to                 9/14/2009
                     Workshop - Projects and   and Grants            and/or Project    forms, will we still have to do these?         complete for billing.
                     Grants
 565        9/3/2009 Business Process          Functional - Projects Closing a Grant   If the project is closed, are vouchers still   Yes, closing the project does not change the historical record on how      9/14/2009
                     Workshop - Projects and   and Grants            and/or Project    linked to the project for reporting?           the transaction was created.
                     Grants



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                Page 31 of 92                                                                                            Printed 7/19/2011
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                                   Date Last
 ID    Date Received           Source                Category            Subcategory                      Question                                                     Answer
                                                                                                                                                                                                                   Updated
 563        9/3/2009 Business Process          Functional - Projects Closing a Grant     If the project is closed, but money is still No. Once the voucher is created, it will continue to flow through the          9/14/2009
                     Workshop - Projects and   and Grants            and/or Project      available in the grant. Does this prevent process and pay during the 90 day grant closeout period. If you mark
                     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 Closing a Grant     If the project is closed, can you create      No, once the voucher is created, it will continue to flow through the         9/14/2009
                     Workshop - Projects and   and Grants            and/or Project      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 Closing a Grant     If you close the grant, you track             A report could be generated to check for all open encumbrances and            9/14/2009
                     Workshop - Projects and   and Grants            and/or Project      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?
 573        9/3/2009 Business Process          Functional - Projects Closing a Grant     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            and/or Project      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.

 570        9/3/2009 Business Process          Functional - Projects Entering &          If you have in-kind match (goods,             You will enter a transaction in Project Costing to record memo items          9/14/2009
                     Workshop - Projects and   and Grants            Maintaining a       volunteer hours) from 3rd party that you      or items that do not flow from Purchasing or Accounts Payable.
                     Grants                                          Contract            are billing for (no cash trading hands),      There will be a MEM analysis type in projects that will identify the
                                                                                         but the feds require documentation of         memo transactions.
                                                                                         the entire amount, how would you
                                                                                         document in kind?
 576        9/3/2009 Business Process          Functional - Projects Entering &          Are we working on policy decisions with       We are working with A&R for policy direction, but we cannot                   9/14/2009
                     Workshop - Projects and   and Grants            Maintaining a Grant agency auditors in addition with A&R          mandate what policies the agencies enforce regarding grants.
                     Grants                                                              auditors for specific agency rules when
                                                                                         receiving grants from other agencies. If
                                                                                         A&R agrees we don't need paper, will
                                                                                         agencies also agree or do we need two
                                                                                         sets of standards.

 575        9/3/2009 Business Process          Functional - Projects Entering &          Can grant managers have access to only        No, security is by business unit (agency).                                    9/14/2009
                     Workshop - Projects and   and Grants            Maintaining a Grant their grants, not others within their
                     Grants                                                              agency?



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                 Page 32 of 92                                                                                               Printed 7/19/2011
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                                    Date Last
 ID    Date Received           Source                Category            Subcategory                        Question                                                   Answer
                                                                                                                                                                                                                    Updated
 560        9/3/2009 Business Process          Functional - Projects Entering a Project    If your agency receives a grant from         No, there is no statewide standard, although standard reports are             9/14/2009
                     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?
 559        9/3/2009 Business Process          Functional - Projects Entering a Project    Is the Project ID a centrally or agency      It is an agency defined field at the time of project setup, however,          9/14/2009
                     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.

 561        9/3/2009 Business Process          Functional - Projects Managing a Project    At what level do you have to budget and You are required to report at the level that your Sponsor requires.                9/14/2009
                     Workshop - Projects and   and Grants                                  report?
                     Grants
 562        9/3/2009 Business Process          Functional - Projects Managing a Project    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 Managing a Project    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.
 363        9/2/2009 Business Process          Functional -          Entering a Vendor     What fields will be checked against for      The field checked for duplicate vendor processing is the vendor TIN           9/23/2009
                     Workshop - Accounts       Accounts Payable                            the duplicate vendor checking?               number.
                     Payable and Travel &
                     Expense
 618        9/2/2009 Business Process          Functional -          Processing a Travel   How do we avoid a double encumbrance         Airfare, registration, hotel and other prepaid items will be recorded         10/1/2009
                     Workshop - Accounts       Accounts Payable      Authorization         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.


 619        9/2/2009 Business Process          Functional -          Processing an         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        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.

 396        9/2/2009 Business Process          Functional -          Approving a           As we complete the Agency Impact             As you work through your agency business processes, make a list of            9/23/2009
                     Workshop - Accounts       Accounts Payable      Voucher               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
 392        9/2/2009 Business Process          Functional -          Approving a           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      Voucher                                                      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.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                   Page 33 of 92                                                                                              Printed 7/19/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                         Date Last
 ID    Date Received           Source                Category      Subcategory                   Question                                                   Answer
                                                                                                                                                                                                         Updated
 429        9/2/2009 Business Process        Functional -       Approving a      Can an AP Approver access be                No, approver access is not determined by account. Ad-hoc approval             9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher          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.
 405        9/2/2009 Business Process        Functional -       Approving a      Can we have a check sent back to the        Yes, this is possible using payment handling codes.                           9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher          agency instead of directly to the vendor?
                     Payable and Travel &
                     Expense
 398        9/2/2009 Business Process        Functional -       Approving a      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   Voucher                                                      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.

 395        9/2/2009 Business Process        Functional -       Approving a      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   Voucher          one of the 3 possible approvers?
                     Payable and Travel &
                     Expense
 401        9/2/2009 Business Process        Functional -       Approving a      Has there been any discussion on            The Project is working with A&R along with our outside auditors to            9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher          whether audit requirements are going to     discuss documentation requirements at a central level. Of course, a
                     Payable and Travel &                                        be met as we transfer to a paperless        description should be entered on the voucher to describe the
                     Expense                                                     system?                                     purchase. Document imaging is outside the project scope.

 397        9/2/2009 Business Process        Functional -       Approving a      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   Voucher                                                    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.
 393        9/2/2009 Business Process        Functional -       Approving a      Is the voucher process complete           Yes, once the voucher has been matched (if applicable), budget                  9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher          (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
 402        9/2/2009 Business Process        Functional -       Approving a      The vendor on PO has to match vendor        The details of the process are still being evaluated. We will provide         9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher          on voucher. Is this true for UMB also       additional information as it becomes available.
                     Payable and Travel &                                        (i.e. BPC transactions)?
                     Expense
 400        9/2/2009 Business Process        Functional -       Approving a      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   Voucher          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 -       Approving a      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   Voucher          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.

 394        9/2/2009 Business Process        Functional -       Approving a      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   Voucher          A&R and back to the agency be covered
                     Payable and Travel &                                        in the workflow workshops?
                     Expense



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                         Page 34 of 92                                                                                             Printed 7/19/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                         Date Last
 ID    Date Received           Source                Category      Subcategory                      Question                                                  Answer
                                                                                                                                                                                                         Updated
 404        9/2/2009 Business Process        Functional -       Approving a         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   Voucher             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 -       Approving a         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   Voucher             SMART?                                    use the control group as a tool for batching vouchers, but it is not
                     Payable and Travel &                                                                                     required.
                     Expense
 377        9/2/2009 Business Process        Functional -       Creating a Non-PO   Can you record in advance for             Yes, you can create a requisition, which would become a purchase             9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             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.
 381        9/2/2009 Business Process        Functional -       Creating a Non-PO   Do you have to have an invoice date for   Yes, the invoice date is required.                                           9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             duplicate invoice checking?
                     Payable and Travel &
                     Expense
 382        9/2/2009 Business Process        Functional -       Creating a Non-PO   How do you send attachments on            The Project is working with A&R along with our outside auditors to           9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             vouchers that are going to A&R via        discuss documentation requirements at a central level. Of course, a
                     Payable and Travel &                                           workflow that exceed the agency's         description should be entered on the voucher to describe the
                     Expense                                                        delegated audit authority?                purchase. Document imaging is outside the project scope.

 378        9/2/2009 Business Process        Functional -       Creating a Non-PO   How will we know which payments have You can check on the status of a voucher in SMART.                                9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             been released by A&R?
                     Payable and Travel &
                     Expense
 380        9/2/2009 Business Process        Functional -       Creating a Non-PO   Is the invoice number required? What if   The invoice number is required, but you could use the date of                9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             we do not use invoice numbers (an         payment or any unique identifier.
                     Payable and Travel &                                           example is when the lottery pays out
                     Expense                                                        winners)?
 376        9/2/2009 Business Process        Functional -       Creating a Non-PO   Is the voucher budget check against the   The voucher is budget checked against both the cash and                      9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             cash and appropriations budget?           appropriation budgets.
                     Payable and Travel &
                     Expense
 372        9/2/2009 Business Process        Functional -       Creating a Non-PO   What happens if a voucher is not          This is a business process your agency would need to consider.               9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             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.

 374        9/2/2009 Business Process        Functional -       Creating a Non-PO   What if an agency does not currently      Any existing policies regarding delegated audit authority will be            9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             have delegated audit authority?           accounted for in SMART.
                     Payable and Travel &
                     Expense
 375        9/2/2009 Business Process        Functional -       Creating a Non-PO   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   Voucher             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.

c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                            Page 35 of 92                                                                                          Printed 7/19/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                         Date Last
 ID    Date Received           Source                Category       Subcategory                     Question                                                 Answer
                                                                                                                                                                                                         Updated
 379        9/2/2009 Business Process        Functional -       Creating a Non-PO   What's the criteria of duplicate invoice   Business Unit, Invoice Date, Invoice Number and Vendor ID Number            9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             checking?                                  are used in this checking.
                     Payable and Travel &
                     Expense
 434        9/2/2009 Business Process        Functional -       Creating a PO       Can the person entering the voucher        This will depend on how the agency sets up workflow. Workflow               9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             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.

 387        9/2/2009 Business Process        Functional -       Creating a PO       Can you search for a voucher by the        In SMART, inquiry can done in a variety of ways, by vendor, user who        9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             vendor?                                    entered or approved the voucher, invoice number, check number,
                     Payable and Travel &                                                                                      voucher number, status, ChartField, etc.
                     Expense
 391        9/2/2009 Business Process        Functional -       Creating a PO       Currently, one of our funds (3149          SMART cash control budgets can be configured to accommodate the             9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             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?
 433        9/2/2009 Business Process        Functional -       Creating a PO       Do interfaced vouchers go through the      No. Not all interfaced vouchers are "preapproved." A&R has review           9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             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.

 384        9/2/2009 Business Process        Functional -       Creating a PO       Has it been decided whether 2-way or 3- Purchase orders will default with 3-way matching. Agency Buyers                9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             way matching will be used?              can choose to change to 2-way matching on purchase orders.
                     Payable and Travel &
                     Expense
 389        9/2/2009 Business Process        Functional -       Creating a PO       How much paper do we need to keep          The Project is working with A&R along with our outside auditors to          9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             (i.e. invoices, etc)?                      discuss documentation requirements at a central level. Of course, a
                     Payable and Travel &                                                                                      description should be entered on the voucher to describe the
                     Expense                                                                                                   purchase. Document imaging is outside the project scope.

 390        9/2/2009 Business Process        Functional -       Creating a PO       Is the AP Approver referred to in the      The AP Approver is an agency role. There is also an A&R approver            9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             "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?
 385        9/2/2009 Business Process        Functional -       Creating a PO       What if a purchase order was created       It is important to pay the vendor that goods were actually purchased        9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             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.


c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                            Page 36 of 92                                                                                          Printed 7/19/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received           Source                Category       Subcategory                     Question                                                  Answer
                                                                                                                                                                                                          Updated
 386        9/2/2009 Business Process        Functional -       Creating a PO       What if some of the items on a PO are on Yes, you will do a partial payment and pay only for the items you              9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             back order? Can you only pay for the     received.
                     Payable and Travel &                                           items you received?
                     Expense
 388        9/2/2009 Business Process        Functional -       Creating a PO       When you copy a PO to a voucher, does      No, SMART will pull the purchase order information into the voucher.         9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             that mean copying and pasting the
                     Payable and Travel &                                           information?
                     Expense
 383        9/2/2009 Business Process        Functional -       Creating a PO       When you create a PO to a vendor will it No, existing PO encumbrances will not change. Changes to existing              9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             change existing encumbrances for that    encumbrances would occur when the first PO is closed or paid, not
                     Payable and Travel &                                           vendor?                                  when a second PO is generated.
                     Expense
 373        9/2/2009 Business Process        Functional -       Creating a PO       When you create a PO, does the person      Agencies will begin the purchasing process with a requisition which          9/23/2009
                     Workshop - Accounts     Accounts Payable   Voucher             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
 364        9/2/2009 Business Process        Functional -       Entering a Vendor   Can you enter either the FEIN or SSN in    Yes, you can enter either a FEIN or SSN. There is also a "type" in           9/23/2009
                     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
 368        9/2/2009 Business Process        Functional -       Entering a Vendor   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
 430        9/2/2009 Business Process        Functional -       Entering a Vendor   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.

 366        9/2/2009 Business Process        Functional -       Entering a Vendor   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.

 371        9/2/2009 Business Process        Functional -       Entering a Vendor   If you do not enter a vendor on the      You can get the information from the voucher, but since the vendor             9/23/2009
                     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
 431        9/2/2009 Business Process        Functional -       Entering a Vendor   What is the process when a vendor has a No, it will not be the TM-21 form, since this is a STARS form. The              9/23/2009
                     Workshop - Accounts     Accounts Payable                       change of address? Will they still fill out specific business procedure for requesting a change of address has
                     Payable and Travel &                                           the TM-21 form?                             not been finalized. However, we should anticipate that there will be
                     Expense                                                                                                    some type of form, and it will be based on the information required
                                                                                                                                by SMART.
 369        9/2/2009 Business Process        Functional -       Entering a Vendor   When a new State contract is created        Yes, in order to create the statewide contact, the bidder/vendor            9/23/2009
                     Workshop - Accounts     Accounts Payable                       and the vendor is new and does not exist data will be created in SMART centrally. The details of the process
                     Payable and Travel &                                           in the vendor table, is there a process for are still being evaluated. We will provide additional information as
                     Expense                                                        either Central Division of Purchasing or it becomes available.
                                                                                    A&R to add those vendors?



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                            Page 37 of 92                                                                                           Printed 7/19/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
 ID    Date Received           Source                Category       Subcategory                        Question                                                     Answer
                                                                                                                                                                                                                Updated
 370        9/2/2009 Business Process        Functional -       Entering a Vendor     Will SMART have a purge process for          Yes, SMART will have a purge process for vendors. The details have             9/23/2009
                     Workshop - Accounts     Accounts Payable                         vendors?                                     not yet been determined.
                     Payable and Travel &
                     Expense
 365        9/2/2009 Business Process        Functional -       Entering a Vendor     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
 367        9/2/2009 Business Process        Functional -       Entering a Vendor     Will we need to enter everyone as a          This depends on the type of expense. If the expense is 1099                    9/23/2009
                     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.

 416        9/2/2009 Business Process        Functional -       Processing a Travel   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         authorization?                               the system will not book the airline ticket for you.
                     Payable and Travel &
                     Expense
 413        9/2/2009 Business Process        Functional -       Processing a Travel   Are travel authorizations required for all No, it is required for all out-of-state travel. Additionally, it will be         9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization         travel?                                    necessary if an agency wants to encumber those funds.
                     Payable and Travel &
                     Expense
 407        9/2/2009 Business Process        Functional -       Processing a Travel   Are travel authorizations required for       Yes, prior authorization is required for out-of-state travel.                  9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization         out-of-state travel?
                     Payable and Travel &
                     Expense
 412        9/2/2009 Business Process        Functional -       Processing a Travel   Assuming travel is not centralized within Yes, but the funding information can be changed at the approval                   9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization         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?

 420        9/2/2009 Business Process        Functional -       Processing a Travel   Currently, our agency uses an agency-        Travel authorization information includes the following: general trip          9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization         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?

 409        9/2/2009 Business Process        Functional -       Processing a Travel   Does the person with proxy rights to a       Yes, they will have the same rights as the traveler themselves.                9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization         traveler have the ability to see where
                     Payable and Travel &                                             the approvals are in the process?
                     Expense
 419        9/2/2009 Business Process        Functional -       Processing a Travel   How much detail is required in order to      This depends. Any additional costs not on the Travel Authorization             9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization         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 -       Processing a Travel   How will cash advances work?                 There will be functionality within SMART for cash advances. This               9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization                                                      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.



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                               Page 38 of 92                                                                                              Printed 7/19/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received           Source                Category       Subcategory                        Question                                                   Answer
                                                                                                                                                                                                             Updated
 417        9/2/2009 Business Process        Functional -       Processing a Travel   If the travel request is denied who gets    Both the employee and the proxy will receive the denial notification.        9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization         the notification - the employee and the
                     Payable and Travel &                                             proxy or just the proxy?
                     Expense
 418        9/2/2009 Business Process        Functional -       Processing a Travel   Is email notification available within      Yes, an email notification will be sent and the items will also be           9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization         workflow for processing travel              available in the worklist.
                     Payable and Travel &                                             authorizations?
                     Expense
 414        9/2/2009 Business Process        Functional -       Processing a Travel   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   Authorization         employee in Travel & Expense?               and Expense.
                     Payable and Travel &
                     Expense
 421        9/2/2009 Business Process        Functional -       Processing a Travel   Is the encumbrance at the account level     Yes, the encumbrance is recorded a the level of detail contained in          9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization         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
 423        9/2/2009 Business Process        Functional -       Processing a Travel   We will only need to create a Travel        Yes, but remember that travel authorizations are required for out-of-        9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization         Authorization if we want to encumber        state travel as well.
                     Payable and Travel &                                             the funds?
                     Expense
 422        9/2/2009 Business Process        Functional -       Processing a Travel   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   Authorization         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 -       Processing a Travel   What is the point of entry for a traveler   You may have an internal process at your agency in which a proxy             9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization         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 -       Processing a Travel   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   Authorization         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 -       Processing a Travel   Will employees have the authorization       No, an approval process is still needed for reimbursement.                   9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization         to reimburse themselves?
                     Payable and Travel &
                     Expense
 406        9/2/2009 Business Process        Functional -       Processing a Travel   Within the approval process in Travel &     Yes, you can have ad-hoc approvers. Workflow workshops will be               9/23/2009
                     Workshop - Accounts     Accounts Payable   Authorization         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)?
 425        9/2/2009 Business Process        Functional -       Processing an         Can the levels of workflow approval for     All travel documents (cash advance, authorizations, and expense              9/23/2009
                     Workshop - Accounts     Accounts Payable   Expense Report        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 -       Processing an         Can you create a zero dollar travel         Yes, we understand there are situations in which the Travel                  9/23/2009
                     Workshop - Accounts     Accounts Payable   Expense Report        authorization?                              Authorization needs to be documented, but there is no associated
                     Payable and Travel &                                                                                         cost with the travel.
                     Expense



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                              Page 39 of 92                                                                                            Printed 7/19/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received           Source                Category      Subcategory                    Question                                                     Answer
                                                                                                                                                                                                            Updated
 424        9/2/2009 Business Process        Functional -       Processing an    Can you save an Expense Report before          Yes, an Expense Report can be saved for approval at a later date.             9/23/2009
                     Workshop - Accounts     Accounts Payable   Expense Report   approval?
                     Payable and Travel &
                     Expense
 428        9/2/2009 Business Process        Functional -       Processing an    Do all miscellaneous expenses not              Yes, all employee expenses, travel related or not, will be reimbursed         9/23/2009
                     Workshop - Accounts     Accounts Payable   Expense Report   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?
 432        9/2/2009 Business Process        Functional -       Processing an    If the first level of approval is defaulting   Yes, in order to take advantage of the workflow process in the Travel         9/23/2009
                     Workshop - Accounts     Accounts Payable   Expense Report   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?

 426        9/2/2009 Business Process        Functional -       Processing an    On our Travel Authorization, what if we        The details of the process are still being evaluated. We will provide         9/23/2009
                     Workshop - Accounts     Accounts Payable   Expense Report   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
 522        9/2/2009 Business Process        Functional -       Approving a      Are requisitions budget checked?               Yes, requisitions are budget checked, but do not encumber the                 9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition                                                     funds.
 556        9/2/2009 Business Process        Functional -       Approving a      Can agencies assign their own Purchase         No, approved requisitions automatically create the purchase order             9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      Order numbers?                                 and assigns the purchase order ID number.
 553        9/2/2009 Business Process        Functional -       Approving a      Can multiple requisitions be combined          Yes, as long as the requisitions are for the same vendor and the              9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      into one purchase order?                       requisitions are in the same auto sourcing process.
 524        9/2/2009 Business Process        Functional -       Approving a      Can requisitions be used over again or         Requisitions will be closed and cannot be sourced to a purchase               9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      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 -       Approving a      Can the requisition be created and             Yes, for some agencies, that is the only option.                              9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      approved by the same person?
 531        9/2/2009 Business Process        Functional -       Approving a      Can you issue multiple Purchase Orders         No, each line will be sourced to a single purchase order.                     9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      from one line on a Requisition?

 534        9/2/2009 Business Process        Functional -       Approving a      Can you leave the vendor blank on a            Yes, the vendor may not be known at the time the requisition is               9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      requisition?                                   entered.
 533        9/2/2009 Business Process        Functional -       Approving a      Do you have to create a requisition or         No, you would need to create a Purchase Order only if you want to             9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      Purchase Order if you are using the BPC        encumber funds with the BPC card. If you want to use the BPC card
                                                                                 to pay for the purchase?                       to pay for Purchase Orders, you would need to enter a requisition.

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

 532        9/2/2009 Business Process        Functional -       Approving a      How can you reference the requisition          The SMART system assigns a Requisition ID for each requisition. This          9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      on your paper documentation?                   Requisition ID can be noted on your paper documentation for
                                                                                                                                inquiry in SMART to check on the status of the requisition.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                          Page 40 of 92                                                                                               Printed 7/19/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received          Source                 Category      Subcategory                    Question                                                    Answer
                                                                                                                                                                                                            Updated
 518        9/2/2009 Business Process        Functional -       Approving a      How do prior authorizations work (i.e.       In the future, Prior Authorization requests will be a part of the               9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      item is over delegated authority and no      Purchase Requisition (PR) process within SMART. Instead of
                                                                                 state contract), agency has prior            submitting a paper request to the Division of Purchases and then
                                                                                 authorization – will this still go to A&R    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 -       Approving a      How does the approver get notified that      The approver would receive an email and also their worklist in                  9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      they need to approve a requisition or        SMART would show what items need to be approved.
                                                                                 Purchase Order?
 519        9/2/2009 Business Process        Functional -       Approving a      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         Requisition      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 -       Approving a      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         Requisition      and fail at the Purchase Order level, due be approved until resolved.
                                                                                 to budget check, what happens to the
                                                                                 Purchase Order?

 526        9/2/2009 Business Process        Functional -       Approving a      If you have a requisition with 5 different   It can. If the vendor isn't the same, it will create different purchase         9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      item lines, will it create 5 different       orders, one for each different vendor.
                                                                                 Purchase Orders?
 552        9/2/2009 Business Process        Functional -       Approving a      Is a requisition ID the same as the          No, they are different numbers, but they are connected. Reports                 9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      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 -       Approving a      Is the funding information available to      Yes, it can be changed at any time.                                             9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      be changed until the PO is issued?
 525        9/2/2009 Business Process        Functional -       Approving a      Requisition exists with 5 items, you     The items will remain on the requisition until you cancel, close or                 9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      source 3 items to a purchase order, what source the remaining lines on the requisition.
                                                                                 happens with the other 2 items?

 550        9/2/2009 Business Process        Functional -       Approving a      We have staff that go to local businesses No, but if they do not go through the Purchase Order process, the                  9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition      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 -       Approving a      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         Requisition      emergency purchase and the vendor            provide the vendor. Then when the system is available, the
                                                                                 needs a Purchase Order number? (After        transaction may be entered. The temporary PO number may be
                                                                                 hours)                                       entered in the PO Reference field. The vendor should be advised of
                                                                                                                              the correct PO ID at that time.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                         Page 41 of 92                                                                                                Printed 7/19/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received          Source                 Category       Subcategory                   Question                                                     Answer
                                                                                                                                                                                                             Updated
 834        9/2/2009 Business Process        Functional -       Approving a       What tools exist for the requisitioner to     Several SMART reports exist for users to manage requisitions,                  11/4/2009
                     Workshop - Purchasing   Purchasing         Requisition       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.
 520        9/2/2009 Business Process        Functional -       Approving a       Will SMART automatically convert fiscal       No, you will have to update the requisition with the new funding               9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition       information from one fiscal year to the       information to the correct funding information.
                                                                                  next fiscal year?
 529        9/2/2009 Business Process        Functional -       Approving a       Will the approver receive an email           Yes, the approver will receive email notification.                              9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition       notification?
 535        9/2/2009 Business Process        Functional -       Approving a       Will workflow be configured to route by No, workflow will be configured to route to specific individuals                     9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition       department ID – based on Chartfields so which will be covered during workflow workshops this winter.
                                                                                  requisitions will it go to different people?

 515        9/2/2009 Business Process        Functional -       Creating a        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         Requisition       or do you have to wait until all goods are    will let you pay for the goods you have received.
                                                                                  received?
 516        9/2/2009 Business Process        Functional -       Creating a        Can you scan and attach documents in      No, you can enter the information into SMART, but SMART is not a                   9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition       SMART?                                    document imaging system. Refer to the FAQ in the June 2009
                                                                                                                            Sunflower Project newsletter for more information.
 511        9/2/2009 Business Process        Functional -       Creating a        Do items have to be selected from the     Yes, you can enter descriptions, etc. without selecting them from the              9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition       item master list or can items be entered? item master list.

 517        9/2/2009 Business Process        Functional -       Creating a        Do you have to keep the hard copy of          The Sunflower Project will be working with A&R to identify the                 9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition       documentation (packing slip, invoices,        appropriate policy concerning this, taking into consideration advice
                                                                                  etc.) in case of an audit?                    from outside auditors and best practices.

 509        9/2/2009 Business Process        Functional -       Creating a        Does every requisition have to have the       Yes, however SMART functionality includes ad-hoc approval for                  9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition       same approval process?                        requisitions, which allows you to route to additional reviewers as
                                                                                                                                needed. Additional workflow details will be provided in Workflow
                                                                                                                                Workshops this winter.
 512        9/2/2009 Business Process        Functional -       Creating a        How is the funding information                This information will be captured in an Agency Task and/or                     9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition       determined that is defaulted? Is there a      Workshop.
                                                                                  workshop or activity that will define this?

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

 508        9/2/2009 Business Process        Functional -       Creating a        If you have a multi-step approval             Workflow workshops will be held this winter. During these                      9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition       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.
 510        9/2/2009 Business Process        Functional -       Creating a        When entering a requisition, will the         No, agencies will need to enter asset business unit and profile ID for         9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition       system determine it is an asset based on      the asset data to flow to Asset Management.
                                                                                  amount or object code?
 513        9/2/2009 Business Process        Functional -       Creating a        Will funding information be defaulted         No, the requestor will have to have default funding.                           9/21/2009
                     Workshop - Purchasing   Purchasing         Requisition       for every requisition?




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                          Page 42 of 92                                                                                                Printed 7/19/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
 ID    Date Received          Source                 Category      Subcategory                   Question                                                    Answer
                                                                                                                                                                                                        Updated
 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.


 540        9/2/2009 Business Process        Functional -       Processing a     As soon as Purchase Order is approved       The dispatch cycle is still being determined. We will provide                9/21/2009
                     Workshop - Purchasing   Purchasing         Purchase Order   and dispatched, it is real time?            additional information as it becomes available.

 543        9/2/2009 Business Process        Functional -       Processing a     Can additional items be added to an       Yes, if it hasn't completed the sourcing process to a purchase order.          9/21/2009
                     Workshop - Purchasing   Purchasing         Purchase Order   existing requisition?
 544        9/2/2009 Business Process        Functional -       Processing a     Can items be cancelled off a requisition? Yes, if the requisition has been sourced to a purchase order, you will         9/21/2009
                     Workshop - Purchasing   Purchasing         Purchase Order                                             need to cancel the lines on the purchase order.
 539        9/2/2009 Business Process        Functional -       Processing a     Can you override the vendors default      Yes, you can override at the Purchase Order and it will go out at the          9/21/2009
                     Workshop - Purchasing   Purchasing         Purchase Order   method of dispatch at the Purchase        method selected at the Purchase Order.
                                                                                 Order level?
 545        9/2/2009 Business Process        Functional -       Processing a     Do encumbrances check the cash            No, encumbrances only check the appropriations budget.                         9/21/2009
                     Workshop - Purchasing   Purchasing         Purchase Order   budget?
 537        9/2/2009 Business Process        Functional -       Processing a     How can Purchase Order be dispatched? Purchase Orders can be dispatched a variety of ways. They may be                   9/21/2009
                     Workshop - Purchasing   Purchasing         Purchase Order                                             dispatched by email via PDF, fax to vendor, print and mail or via
                                                                                                                           phone. The method of dispatch may depend on the vendor's
                                                                                                                           preference and your agency policy.
 538        9/2/2009 Business Process        Functional -       Processing a     What does the vendors' preferred          There is one statewide vendor master file. Each vendor has a                   9/21/2009
                     Workshop - Purchasing   Purchasing         Purchase Order   method of dispatch mean?                  preferred method of dispatch listed. It is not each agency's
                                                                                                                           preferred method of dispatch.
 542        9/2/2009 Business Process        Functional -       Processing a     What happen if the PO is encumbered at You can create a change order to show the different amount.                       9/21/2009
                     Workshop - Purchasing   Purchasing         Purchase Order   one amount, but the amount is different Depending on the circumstances, you may also just pay the voucher.
                                                                                 due to changes?                           This may give a match exception that could be overridden.

 541        9/2/2009 Business Process        Functional -       Processing a     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         Purchase Order   approved, money is encumbered, then         the encumbrance.
                                                                                 vendor can not supply good, what
                                                                                 happens to encumbered funds?
 536        9/2/2009 Business Process        Functional -       Processing a     When a buyer dispatches PO, is that         Funds are encumbered at the time the Purchase Order is budget                9/21/2009
                     Workshop - Purchasing   Purchasing         Purchase Order   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)?

 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)?

c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                         Page 43 of 92                                                                                            Printed 7/19/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received          Source                 Category         Subcategory                    Question                                                    Answer
                                                                                                                                                                                                              Updated
 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?
 547        9/2/2009 Business Process        Functional -         Receiving           When will Department of Administration     The details of this process are still being evaluated. We will provide         9/21/2009
                     Workshop - Purchasing   Purchasing                               make policy decisions on retaining paper   more information in this Q&A log when it becomes available.
                                                                                      documentation?

 622        9/2/2009 Business Process        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.

 480       8/31/2009 Business Process        Functional - Asset   Agency Impact       During the discussions, it was mentioned Yes, additionally, previous CAN materials are available on the SMART             9/23/2009
                     Workshop - Asset        Management           Analysis            that questions from today's workshop     website at: http://www.da.ks.gov/smart/.
                     Management                                                       would be covered at the next CAN
                                                                                      meeting, right?

 482       8/31/2009 Business Process        Functional - Asset   Agency Impact       Is the Agency Impact Analysis worksheet Yes, it's on the SMART website http://www.da.ks.gov/smart/ located                9/23/2009
                     Workshop - Asset        Management           Analysis            available online?                       under the CAN tab.
                     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.
 455       8/31/2009 Business Process        Functional - Asset   Creating an Asset   Does the agency assign the asset ID?    SMART assigns a sequential asset ID number. The agency can then                   9/23/2009
                     Workshop - Asset        Management                                                                       assign the Tag ID.
                     Management
 453       8/31/2009 Business Process        Functional - Asset   Creating an Asset   Are the location codes agency defined?     Yes, agencies were asked to provide required specific location data            9/23/2009
                     Workshop - Asset        Management           (from PC)                                                      in an agency task. The values assigned to each specified location in
                     Management                                                                                                  the table, Location Code, will be maintained centrally.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                              Page 44 of 92                                                                                             Printed 7/19/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received          Source                 Category         Subcategory                     Question                                                   Answer
                                                                                                                                                                                                              Updated
 454       8/31/2009 Business Process        Functional - Asset   Creating an Asset   Could an asset be tracked down to an        Yes, you can associate an asset with a specific employee, called a            9/23/2009
                     Workshop - Asset        Management           (from PC)           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.
 452       8/31/2009 Business Process        Functional - Asset   Creating an Asset   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           (from PC)           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.

 451       8/31/2009 Business Process        Functional - Asset   Creating an Asset   Is there any tickler system to remind       No, Asset Management does not have workflow. Agencies need to                 9/23/2009
                     Workshop - Asset        Management           (from PC)           project managers to forward asset           consider how this may impact their business process and develop an
                     Management                                                       information to Asset Management?            internal process.

 456       8/31/2009 Business Process        Functional - Asset   Creating an Asset   What if a project never completes, but      If the project does not complete, the costs accumulated to date can           9/23/2009
                     Workshop - Asset        Management           (from PC)           the development to date needs to be         be integrated into Asset Management.
                     Management                                                       accounted for in Asset Management?

 473       8/31/2009 Business Process        Functional - Asset   Creating an Asset   Can you enter all the information on the No, it won't be an asset until the process of creating an asset is               9/23/2009
                     Workshop - Asset        Management           (from PO/AP)        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.
 449       8/31/2009 Business Process        Functional - Asset   Creating an Asset   How can purchase orders be sent to a        Yes, the dispatching can be done via email, phone, fax, etc.                  9/23/2009
                     Workshop - Asset        Management           (from PO/AP)        vendor?
                     Management
 458       8/31/2009 Business Process        Functional - Asset   Creating an Asset   How does it work if I purchase 50           You can unitize them into individual assets.                                  9/23/2009
                     Workshop - Asset        Management           (from PO/AP)        computers on one voucher, but want to
                     Management                                                       track them individually.
 447       8/31/2009 Business Process        Functional - Asset   Creating an Asset   How will an asset be created if an agency   An asset can be directly entered online for tracking purposes only.           9/23/2009
                     Workshop - Asset        Management           (from PO/AP)        has custody of an item, but does not
                     Management                                                       own it?
 457       8/31/2009 Business Process        Functional - Asset   Creating an Asset   If I have nine purchase orders for          An asset is not created when the purchase order is approved. An               9/23/2009
                     Workshop - Asset        Management           (from PO/AP)        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   Creating an Asset   If one agency purchased the asset, but      The agency who has custody of the asset can create a "track only"             9/23/2009
                     Workshop - Asset        Management           (from PO/AP)        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?

 446       8/31/2009 Business Process        Functional - Asset   Creating an Asset   Will financial data flow into Asset         No, the financial and physical data will flow into Asset Management           9/23/2009
                     Workshop - Asset        Management           (from PO/AP)        Management before physical data?            at the same time.
                     Management




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                              Page 45 of 92                                                                                             Printed 7/19/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                         Date Last
 ID    Date Received          Source                 Category         Subcategory                     Question                                                  Answer
                                                                                                                                                                                                         Updated
 472       8/31/2009 Business Process        Functional - Asset   Creating an Asset   Will information from assets will be able No, not every field associated with asset is on requisition or             9/23/2009
                     Workshop - Asset        Management           (from PO/AP)        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.
 448       8/31/2009 Business Process        Functional - Asset   Creating an Asset   Will purchase orders be created within    Yes, purchase orders will be created within the Purchasing Module          9/23/2009
                     Workshop - Asset        Management           (from PO/AP)        SMART?                                    in SMART.
                     Management
 450       8/31/2009 Business Process        Functional - Asset   Creating an Asset   Will the Asset Processor be emailed      No, Asset Management does not have workflow. Agencies need to               9/23/2009
                     Workshop - Asset        Management           (from PO/AP)        when they need to review an asset?       consider how this may impact their business process and develop an
                     Management                                                                                                internal process.
 484       8/31/2009 Business Process        Functional - Asset   Reporting           How many years will the asset            Current asset data will be available for the useful life of the asset.      10/1/2009
                     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.
 468       8/31/2009 Business Process        Functional - Asset   Reporting           Is the DA-87 required for August 2010 or Yes, the DA-87 will still need to be completed for the Fiscal Year          9/23/2009
                     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.
 483       8/31/2009 Business Process        Functional - Asset   Reporting           Will agencies be able to get reports in   Yes, agencies will be able to get reports in either format.                9/23/2009
                     Workshop - Asset        Management                               either PDF or Excel format?
                     Management
 477       8/31/2009 Business Process        Functional - Asset   Retiring an Asset   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?




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                              Page 46 of 92                                                                                        Printed 7/19/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                                 Date Last
 ID    Date Received          Source                 Category         Subcategory                      Question                                                    Answer
                                                                                                                                                                                                                 Updated
 476       8/31/2009 Business Process        Functional - Asset   Retiring an Asset   Do agencies need to record proceeds          Yes, it is important to record proceeds because that allows the                 9/23/2009
                     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.

 478       8/31/2009 Business Process        Functional - Asset   Retiring an Asset   How do we know what an asset will be         The Sunflower Project is currently working with State Surplus to                9/23/2009
                     Workshop - Asset        Management                               sold for or if it was sold at all at State   evaluate asset management processes, including processes related
                     Management                                                       Surplus?                                     to this question. We will provide additional information as it
                                                                                                                                   becomes available.
 481       8/31/2009 Business Process        Functional - Asset   Retiring an Asset   Is there something in the system that        No, there is no notification for this as it is a process outside of the         9/23/2009
                     Workshop - Asset        Management                               would notify agencies that an item was       system handled by State Surplus.
                     Management                                                       sold or for how much?

 479       8/31/2009 Business Process        Functional - Asset   Retiring an Asset   What if you get one lump sum for          The Sunflower Project is currently working with State Surplus to                   9/23/2009
                     Workshop - Asset        Management                               multiple items sold by the State Surplus? evaluate asset management processes, including processes related
                     Management                                                                                                 to this question. We will provide additional information as it
                                                                                                                                becomes available.
 475       8/31/2009 Business Process        Functional - Asset   Transferring an     Is there depreciation if we transfer non- No, depreciation only affect capitalized assets.                                   9/23/2009
                     Workshop - Asset        Management           Asset               capital assets?
                     Management
 474       8/31/2009 Business Process        Functional - Asset   Transferring an     Our agency doesn't do depreciation.          The accumulated depreciation is historically recorded for an asset.             9/23/2009
                     Workshop - Asset        Management           Asset               How will the accumulated depreciation        The transfer value is the net book value.
                     Management                                                       be transferred?
 461       8/31/2009 Business Process        Functional - Asset   Updating an Asset   Can you assign an asset to a specific        No, you can assign an asset to an employee, but not to a specific               9/23/2009
                     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.

 464       8/31/2009 Business Process        Functional - Asset   Updating an Asset   Can you run reports with greater than or Yes, date ranges and date criteria are common query and reporting                   9/23/2009
                     Workshop - Asset        Management                               less than dates?                         prompts. This depends on the specific report.
                     Management
 466       8/31/2009 Business Process        Functional - Asset   Updating an Asset   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?
 462       8/31/2009 Business Process        Functional - Asset   Updating an Asset   How can you tell if an asset should be       The process of determining whether or not an asset should be                    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.



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                               Page 47 of 92                                                                                               Printed 7/19/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                                   Date Last
 ID    Date Received          Source                 Category         Subcategory                      Question                                                     Answer
                                                                                                                                                                                                                   Updated
 465       8/31/2009 Business Process        Functional - Asset   Updating an Asset    If an asset is over $5000, does it         No, at the purchase order and voucher transaction level, there is no               9/23/2009
                     Workshop - Asset        Management                                automatically require a profile ID?        systematic validation that requires a profile ID.
                     Management
 460       8/31/2009 Business Process        Functional - Asset   Updating an Asset    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
 463       8/31/2009 Business Process        Functional - Asset   Updating an Asset    Is there anything that would tell you that No, there is no flag or notification, but a query could be created to             9/23/2009
                     Workshop - Asset        Management                                a warranty, etc is about to expire?        see what items are about to expire.
                     Management
 445       8/31/2009 Business Process        Functional - Asset   Updating an Asset    When an agency pays for a warranty, will No, the warranty information will need to be entered specifically for               9/23/2009
                     Workshop - Asset        Management                                that information automatically flow into that asset.
                     Management                                                        Asset Management?

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

 467       8/31/2009 Business Process        Functional - Asset   Updating an Asset    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
 471       8/31/2009 Business Process        Functional - Asset                        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
 506       8/26/2009 August Monthly          Data Conversion      Accounts Receivable Will SOKI groups exist in SMART for         The SMART Interfund Process notification modification is still in                 10/5/2009
                     Conversion Meeting                                               interfunds?                                 design, but in general the process will provide a drop down box of
                                                                                                                                  choices for the user to select the reciprocating agency contact for
                                                                                                                                  notification. The Interfund initiating agency will identify the
                                                                                                                                  reciprocating agency on the transaction. SMART will use that
                                                                                                                                  agency/business unit information to call up the agency interfund
                                                                                                                                  contacts to be displayed in the drop down box. The contacts listed
                                                                                                                                  may be individuals or an email group defined by that agency. So, the
                                                                                                                                  user will choose the contact much like today in SOKI.
 489       8/26/2009 August Monthly          Data Conversion      Asset Management     Can we convert assets after go-live?       Only assets under $5,000 can be entered online after the system                   8/26/2009
                     Conversion Meeting                                                                                           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.

 502       8/26/2009 August Monthly          Data Conversion      Asset Management     Can we send Position # for an asset,       No, the custodian of an asset must be a person.                                   8/26/2009
                     Conversion Meeting                                                instead of Employee ID?




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                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                         Date Last
 ID    Date Received          Source                 Category      Subcategory                     Question                                                 Answer
                                                                                                                                                                                                         Updated
 606       8/26/2009 August Monthly          Data Conversion    Asset Management   Can you define what constitutes a leased Asset acquired through a capital lease must be tracked in SMART. A             9/28/2009
                     Conversion Meeting                                            asset that must be tracked in SMART?     capital lease is treated as a financial asset. It has a lease term and
                                                                                                                            lease payment amount. The lease is carried on the balance sheet
                                                                                                                            and is periodically
                                                                                                                            depreciated. A capital lease meets the following criteria under FASB
                                                                                                                            13:
                                                                                                                            • There is an ownership transfer at the end of the lease.
                                                                                                                            • The lease contains a bargain purchase option (BPO).
                                                                                                                            • The lease term is 75 percent or more of the asset life.
                                                                                                                            • The present value of the minimum lease payment is 90 percent or
                                                                                                                            more of the fair market value of the asset.

                                                                                                                              Operating leases may be tracked in SMART. An operating lease is
                                                                                                                              treated as a nonfinancial asset to which no cost information is
                                                                                                                              associated. It is normally expensed and can include rent and monthly
                                                                                                                              payments that are expensed periodically. An operating lease is any
                                                                                                                              lease that does not meet the criteria under FASB 13. An example of
                                                                                                                              an operating lease is the equipment leased through the Statewide
                                                                                                                              Copier Contract. The majority of leases of real property (land,
                                                                                                                              building, or space in buildings) are also common examples of
 507       8/26/2009 August Monthly          Data Conversion    Asset Management   Can you do online entry for assets after If it's a capital asset over $5,000, it has to be converted prior to go        8/26/2009
                     Conversion Meeting                                            go live?                                   live using the Excel file or flat file upload.
 488       8/26/2009 August Monthly          Data Conversion    Asset Management   Do we have to convert an asset if its cost No, only assets that cost $5,000 or more must be converted prior to          8/26/2009
                     Conversion Meeting                                            is under $5,000?                           go-live.
 491       8/26/2009 August Monthly          Data Conversion    Asset Management   If an agency does not currently track      It is recommended that you go back and get all information tied to           8/26/2009
                     Conversion Meeting                                            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?
 490       8/26/2009 August Monthly          Data Conversion    Asset Management   If I want to convert assets with help from Yes, assets greater than $5,000 must be converted prior to go-live.          8/26/2009
                     Conversion Meeting                                            the Sunflower Project, is this the time to Also, during the project the agency has the opportunity to load their
                                                                                   do it?                                     other assets (under $5,000) via a flat file with project resources to
                                                                                                                              help with any issues. After go-live agencies will need to enter those
                                                                                                                              assets online.
 504       8/26/2009 August Monthly          Data Conversion    Asset Management   Is Employee ID required for asset          No, employee ID is not required for asset conversion.                        8/26/2009
                     Conversion Meeting                                            conversion?
 492       8/26/2009 August Monthly          Data Conversion    Asset Management   Is the asset conversion excel file data    Yes, it is posted on the secure part of the SMART website at                 8/26/2009
                     Conversion Meeting                                            entry template available?                  http://www.da.ks.gov/smart/.
 505       8/26/2009 August Monthly          Data Conversion    Asset Management   We have assets we bought 10 years ago You could send that information in the Long Description field in the              8/26/2009
                     Conversion Meeting                                            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?
 487       8/26/2009 August Monthly          Data Conversion    Asset Management   What do you consider an asset? I           Yes, machinery, vehicles, land, and buildings could also be                  8/26/2009
                     Conversion Meeting                                            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.

c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                           Page 49 of 92                                                                                           Printed 7/19/2011
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                                  Date Last
 ID    Date Received          Source                 Category       Subcategory                        Question                                                      Answer
                                                                                                                                                                                                                  Updated
 503       8/26/2009 August Monthly          Data Conversion    Asset Management      What if the custodian is not a person?    The process for this in the future is that the custodian for an asset               8/26/2009
                     Conversion Meeting                                               For example-- if there is a computer in a must be a person. The person who has stewardship of the pickup
                                                                                      pickup truck, we consider the truck to be truck is also the custodian of the computer.
                                                                                      the custodian.

 486       8/26/2009 August Monthly          Data Conversion    Asset Management     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                                              cars?                                           their conversion files.
 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/.

 501       8/26/2009 August Monthly          Data Conversion    Configuration Values Was the Agency Use chartfield defined           Yes, agencies submitted the values for this via Task 211.                      8/26/2009
                     Conversion Meeting                                              by agencies?
 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?
 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.
 499       8/26/2009 August Monthly          Data Conversion    Testing              Do I have to send all my assets by              No, it is alright to just send a snapshot of your assets for this              8/26/2009
                     Conversion Meeting                                              September 21?                                   assembly test. However, for the test file that is due on 11/5/09 (and
                                                                                                                                     any due after that date), you must send all assets.

 495       8/26/2009 August Monthly          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)?




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                               Page 50 of 92                                                                                                Printed 7/19/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received         Source                  Category         Subcategory                      Question                                                    Answer
                                                                                                                                                                                                               Updated
 256       8/26/2009 Business Process        Functional - General Agency Impact        How much detail does the Sunflower          Provide enough detail to capture the essence of each impact. The              9/16/2009
                     Workshop - General      Ledger               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.

 252       8/26/2009 Business Process        Functional - General Approving a Journal How will an end-user know if there was       Some things will error out immediately during the transaction                 9/16/2009
                     Workshop - General      Ledger               Entry               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.

 251       8/26/2009 Business Process        Functional - General Approving a Journal Will SMART be smart enough to know           Yes, the journal will record the transaction based on the chartfields         9/16/2009
                     Workshop - General      Ledger               Entry               that we are creating a journal to add        and financial data entered.
                     Ledger and Commitment                                            money to a fund?
                     Control
 253       8/26/2009 Business Process        Functional - General Approving a Journal Will there be something similar to the       Yes. The transaction will reflect an error status. Transactions in            9/16/2009
                     Workshop - General      Ledger               Entry               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
 245       8/26/2009 Business Process        Functional - General CAFR Reporting       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?

 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

 255       8/26/2009 Business Process        Functional - General Creating a Journal   How much will speedcharts help in           Speedcharts provide a tool (speedchart code) to enter routinely               10/1/2009
                     Workshop - General      Ledger               Entry                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.

 250       8/26/2009 Business Process        Functional - General Creating a Journal   If I am creating a manual journal not in a General Ledger journals will be created online in SMART. An excel              9/16/2009
                     Workshop - General      Ledger               Entry                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
 254       8/26/2009 Business Process        Functional - General Creating a Journal   What if someone in my agency is not      The project will be offering a basic accounting course for agency                9/16/2009
                     Workshop - General      Ledger               Entry                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 Creating a Journal   Will the Sunflower Project provide       Budget checking will occur in a single process and will happen to all            9/16/2009
                     Workshop - General      Ledger               Entry                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)?



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                               Page 51 of 92                                                                                             Printed 7/19/2011
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received          Source                 Category           Subcategory                      Question                                                    Answer
                                                                                                                                                                                                              Updated
 242       8/26/2009 Business Process          Functional - General Ledgers              Do all of our funds have to be budgeted? All funds are subject to the Appropriation Budget. For funds that are         9/16/2009
                     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.

 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
 246       8/26/2009 Business Process          Functional - General Purchase Order       What if an agency does not create a PO? The funds will not be encumbered if there is no PO created.                    9/16/2009
                     Workshop - General        Ledger                                                                            Agencies are encouraged to use POs in order to encumber the funds.
                     Ledger and Commitment
                     Control
 244       8/26/2009 Business Process          Functional - General Revenue Estimate     Will the revenue estimate in IBARS be      Yes, the revenue estimates from IBARS will be interfaced into SMART.        9/16/2009
                     Workshop - General        Ledger                                    uploaded into SMART?
                     Ledger and Commitment
                     Control
 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 Voucher & Payment 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.

 272       8/25/2009 Business Process          Functional -        Entering &          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 Approving a Deposit 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 -        Entering &          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 Approving a Deposit check or wire on our deposits?
                     Interfund
 269       8/25/2009 Business Process          Functional -        Entering &          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 Approving a Deposit                                              excel spreadsheet upload (INF43) or via an interface (INF44).
                     Interfund
 270       8/25/2009 Business Process          Functional -        Entering &          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 Approving a Deposit deposit?
                     Interfund
 268       8/25/2009 Business Process          Functional -        Entering &          If all deposits will be miscellaneous, do    No, miscellaneous deposits do not require a customer ID.                    9/16/2009
                     Workshop - Deposits and   Accounts Receivable Approving a Deposit you have to enter customer number?
                     Interfund




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                 Page 52 of 92                                                                                          Printed 7/19/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
 ID    Date Received          Source                 Category          Subcategory                       Question                                                   Answer
                                                                                                                                                                                                                Updated
 271       8/25/2009 Business Process          Functional -        Entering &          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 Approving a Deposit 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?
 257       8/25/2009 Business Process          Functional -        Entering a Customer Are customers (AR) and vendors (AP)    You have to navigate to the AR module to see customers and to the                   9/16/2009
                     Workshop - Deposits and   Accounts Receivable                     visible to an agency regardless of whatAP module to see vendors. Vendors and Customers are kept on two
                     Interfund                                                         module you are working in?             different tables.
 285       8/25/2009 Business Process          Functional -        Entering a Customer Can you create labels from the customerYes, you will use the Data Warehouse to download the customer or                    9/16/2009
                     Workshop - Deposits and   Accounts Receivable                     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 -        Entering a Customer If we owe a customer because they      If the customer is already in the vendor table, you would enter a                   9/16/2009
                     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 -        Entering a Customer 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 -        Entering a Customer 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 -        Entering a Customer 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.


 267       8/25/2009 Business Process          Functional -        Generating an        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 Invoice              bill?
                     Interfund
 263       8/25/2009 Business Process          Functional -        Generating an        If you use Contracts and Grants, is an       Yes, once the Billing Worksheet is approved, an invoice is generated.        9/16/2009
                     Workshop - Deposits and   Accounts Receivable Invoice              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?

 264       8/25/2009 Business Process          Functional -        Generating an        If you use Projects and Grants, do you       No, the grant will create contract which creates a bill. However, you        9/16/2009
                     Workshop - Deposits and   Accounts Receivable Invoice              have to use billing?                         can elect not to send the bill and/or delete the billing worksheet.
                     Interfund




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                Page 53 of 92                                                                                             Printed 7/19/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received          Source                 Category          Subcategory                   Question                                                     Answer
                                                                                                                                                                                                               Updated
 262       8/25/2009 Business Process          Functional -        Generating an     We incur an expense and bill the federal To generate an invoice in billing the agency would enter the items to              9/16/2009
                     Workshop - Deposits and   Accounts Receivable Invoice           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 -        Generating an     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 Invoice           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 -        Generating an     Will open items remain as pending            Contracts sends the Billing module "billable rows." Those become               9/16/2009
                     Workshop - Deposits and   Accounts Receivable Invoice           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).
 274       8/25/2009 Business Process          Functional -        Processing        How does the interfund approver notify       The SMART Interfund Process notification modification is still in              10/1/2009
                     Workshop - Deposits and   Accounts Receivable Interfunds        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 -        Processing        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 Interfunds        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 -        Processing        If we forget to send email notification on   Agencies will be able to search on-line for their interfunds to locate         9/16/2009
                     Workshop - Deposits and   Accounts Receivable Interfunds        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 -        Processing        If we process interfunds for 100 agencies    The details of the process are still being evaluated. We will provide          9/16/2009
                     Workshop - Deposits and   Accounts Receivable Interfunds        and it does not automatically notify         additional information as it becomes available.
                     Interfund                                                       agencies, we will have to make sure we
                                                                                     notify each agency via email.




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                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
 ID    Date Received           Source                Category           Subcategory                     Question                                                  Answer
                                                                                                                                                                                                                Updated
 284       8/25/2009 Business Process          Functional -        Processing          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 Interfunds          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 -        Processing          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 Interfunds          regardless of AR or AP?                     Interfund page.
                     Interfund
 283       8/25/2009 Business Process          Functional -        Processing          When notifying another agency of an         The SMART Interfund Process notification modification is still in              10/5/2009
                     Workshop - Deposits and   Accounts Receivable Interfunds          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 -        Processing          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 Interfunds          by A&R?                                     however, it will be a post-audit process completed after the
                     Interfund                                                                                                     interfund transaction is posted.
 278       8/25/2009 Business Process          Functional -        Processing          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 Interfunds          chartfields (coding)?                       Interfund page.
                     Interfund
 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)?
 621       8/25/2009 Business Process          Functional -                            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   Accounts Receivable                     negative? For example, Medicaid.            allowed to go negative upon approval of the Director of A&R.
                     Interfund
 329       8/24/2009 Business Process          Functional - Projects 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   and Grants            Analysis          submitting the Agency Impact Analysis       name in the file name.
                     Grants                                                            back to the Sunflower Project?

 325       8/24/2009 Business Process          Functional - Projects Entering &        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            Maintaining a                                                 send it out.
                     Grants                                          Contract

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                                                                                                                                                                                                                   Date Last
 ID    Date Received           Source                Category            Subcategory                       Question                                                   Answer
                                                                                                                                                                                                                   Updated
 332       8/24/2009 Business Process          Functional - Projects Entering &           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            Maintaining a        have received reimbursement for an          to Project Costing. The deposit (revenue) information in AR will not
                     Grants                                          Contract             expense?                                    be tracked in Project Costing. Deposits should be coded with Project
                                                                                                                                      chartfields. The deposit transactions will flow to the General Ledger.
                                                                                                                                       Agencies will need to track the project-related deposits in the
                                                                                                                                      General Ledger. More robust reporting may be built in the Data
                                                                                                                                      Warehouse by the agency.

 324       8/24/2009 Business Process          Functional - Projects Entering &           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            Maintaining a                                                    and conditions of the award (reporting dates, auditing guidelines,
                     Grants                                          Contract                                                         accounting rules, billing terms, etc). Contract Management keeps
                                                                                                                                      track of how much the Sponsor has awarded you. As you enter
                                                                                                                                      transactions, the costs are collected in Project Costing. Project
                                                                                                                                      Costing will send the transactions to Contracts and Contracts will
                                                                                                                                      create bills and generate the invoice. If you do not want the invoice
                                                                                                                                      sent out, you do not need to print it. It will not automate the actual
                                                                                                                                      draw down of federal funds.



 327       8/24/2009 Business Process          Functional - Projects Entering &           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            Maintaining a        a contract?                                 every quarter, etc) can be set up as milestones within billing. You
                     Grants                                          Contract                                                         can also receive email notifications prompting you to bill.

 330       8/24/2009 Business Process          Functional - Projects Entering &          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            Maintaining a Grant 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 Entering &          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            Maintaining a Grant 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.

 319       8/24/2009 Business Process          Functional - Projects Entering a Project   Are the project chartfields free form       No, they are defined by the agency in SMART tables. Project                    9/16/2009
                     Workshop - Projects and   and Grants                                 fields?                                     chartfields are controlled and entered in SMART by the agency, not
                     Grants                                                                                                           centrally.
 320       8/24/2009 Business Process          Functional - Projects Entering a Project   Can the project budget be imported          No.                                                                            9/16/2009
                     Workshop - Projects and   and Grants                                 from Microsoft Project?
                     Grants
 321       8/24/2009 Business Process          Functional - Projects Entering a Project   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.?

c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                  Page 56 of 92                                                                                              Printed 7/19/2011
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                                  Date Last
 ID    Date Received           Source                Category            Subcategory                      Question                                                   Answer
                                                                                                                                                                                                                  Updated
 322       8/24/2009 Business Process          Functional - Projects Managing a Project   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.

 323       8/24/2009 Business Process          Functional - Projects Managing a Project   Why would you need to do a journal         The recommended method is doing corrections in the sub module,                 9/16/2009
                     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.

 326       8/24/2009 Business Process          Functional - Projects Project Costing      Can you track projects over multiple       Yes, project can be tracked over weeks, months and over multiple               9/16/2009
                     Workshop - Projects and   and Grants                                 years?                                     fiscal years.
                     Grants
 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.

 317       8/24/2009 Business Process          Functional - Projects Project Costing      How will the agencies that are not using   In SMART there are two options to associate labor costs to a project           9/16/2009
                     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.

 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?
 341       8/19/2009 Business Process          Functional -          Approving a          Can I retain documentation when I          There is a voucher report that will allow agencies to print                    10/1/2009
                     Workshop - Accounts       Accounts Payable      Voucher              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.

 343       8/19/2009 Business Process          Functional -          Approving a          Can you receive partial shipments in       Yes, matching rules are based on amount or quantity. This will be              9/21/2009
                     Workshop - Accounts       Accounts Payable      Voucher              receiving?                                 discussed in much greater detail during training.
                     Payable and Travel &
                     Expense



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                  Page 57 of 92                                                                                             Printed 7/19/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
 ID    Date Received           Source                Category       Subcategory                     Question                                                    Answer
                                                                                                                                                                                                           Updated
 346       8/19/2009 Business Process        Functional -       Approving a         Does SMART enforce rules about              SMART does not enforce separation of duties. However, it does               11/12/2009
                     Workshop - Accounts     Accounts Payable   Voucher             separation of duties, for example,          provide the flexibility for each agency to build in the appropriate
                     Payable and Travel &                                           preventing the person creating a            separation of duties when assigning roles during the role mapping
                     Expense                                                        voucher from also approving it?             activity.
 342       8/19/2009 Business Process        Functional -       Approving a         If an encumbrance is created in one         The encumbrance can be used in a future fiscal year to purchase              10/1/2009
                     Workshop - Accounts     Accounts Payable   Voucher             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?
 347       8/19/2009 Business Process        Functional -       Approving a         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     Accounts Payable   Voucher                                                         in future years’ for the Service Center have not been determined.
                     Payable and Travel &
                     Expense
 344       8/19/2009 Business Process        Functional -       Approving a         Is there workflow associated with           No. Agencies will need to develop their own business process to              9/21/2009
                     Workshop - Accounts     Accounts Payable   Voucher             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 -       Approving a         There is concern with receiving that the    SMART cannot validate the physical count entered is correct.                 9/21/2009
                     Workshop - Accounts     Accounts Payable   Voucher             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.

 348       8/19/2009 Business Process        Functional -       Approving a         What if an agency has encumbrances          We are continuing to research and evaluate the available options             9/21/2009
                     Workshop - Accounts     Accounts Payable   Voucher             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
 349       8/19/2009 Business Process        Functional -       Approving a         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     Accounts Payable   Voucher             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.
 340       8/19/2009 Business Process        Functional -       Creating a PO       When you are talking about the          The information is keyed into SMART from the invoice. The invoice                9/21/2009
                     Workshop - Accounts     Accounts Payable   Voucher             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 -       Creating a PO       When you now enter a voucher, you           This is a pending policy decision. We are working with outside               9/21/2009
                     Workshop - Accounts     Accounts Payable   Voucher             have to fax copies of the invoices to A&R   auditors, Legislative Post Audit and A&R. It is our intent to Go Green
                     Payable and Travel &                                           now. What will the process be with          and reduce the use of printed documents, including vouchers.
                     Expense                                                        SMART?
 339       8/19/2009 Business Process        Functional -       Creating a PO       Where is the receipt associated to -        Receipts are associated to purchase orders in the Purchasing module.         9/21/2009
                     Workshop - Accounts     Accounts Payable   Voucher             Purchase Order (PO) or Accounts
                     Payable and Travel &                                           Payable (AP)?
                     Expense
 333       8/19/2009 Business Process        Functional -       Entering a Vendor   Does A&R still require a W-9 to add a       Yes, a W-9 is still required for adding new vendors. The policy              9/21/2009
                     Workshop - Accounts     Accounts Payable                       new vendor in SMART?                        regarding where the W-9 is to be filed, either centrally or at the
                     Payable and Travel &                                                                                       agency is a pending policy decision. We will provide additional
                     Expense                                                                                                    information as it becomes available.
c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                            Page 58 of 92                                                                                            Printed 7/19/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received           Source                Category      Subcategory                      Question                                                 Answer
                                                                                                                                                                                                          Updated
 335       8/19/2009 Business Process        Functional -       Entering a Vendor   How are current vendors going to be      A&R will perform a vendor purge in April, 2010, to remove vendors              9/21/2009
                     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 -       Entering a Vendor   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 -       Entering a Vendor   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 -       Entering a Vendor   How will you search on a vendor in       There is a search screen in SMART with multiple fields to search on.           9/21/2009
                     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
 357       8/19/2009 Business Process        Functional -       Travel & Expense    Are agencies going to be charged for     The 2011 budget indexes have already been published and are based              9/21/2009
                     Workshop - Accounts     Accounts Payable                       each line by DISC?                       on the current STARS rates. The 2012 rates have not yet been
                     Payable and Travel &                                                                                    determined.
                     Expense
 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          No, however our interest in paper reduction as an efficient business           10/7/2009
                     Workshop - Accounts     Accounts Payable                       Travel & Expense payments?               practice was underscored when Governor Sebelius issued paper
                     Payable and Travel &                                                                                    reduction targets. Some agencies are at different places in
                     Expense                                                                                                 developing strategies for document management. The question will
                                                                                                                             need to be addressed in a policy/procedure (still to be developed),
                                                                                                                             but we do support the electronic indexing/archive of supporting
                                                                                                                             documentation. We’d also like to ask our statewide single auditors
                                                                                                                             if maintaining documentation in this manner would be acceptable.


 355       8/19/2009 Business Process        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
c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                            Page 59 of 92                                                                                           Printed 7/19/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received           Source                Category      Subcategory                      Question                                                    Answer
                                                                                                                                                                                                            Updated
 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.

 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.
 358       8/19/2009 Business Process        Functional -       Travel & Expense   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

 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.
 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



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                           Page 60 of 92                                                                                              Printed 7/19/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                      Date Last
 ID    Date Received          Source                 Category       Subcategory                   Question                                                  Answer
                                                                                                                                                                                                      Updated
 306       8/19/2009 Business Process        Functional -       Agency Impact     Why are agencies submitting the Agency     The primary benefit in completing the Agency Impact Analysis is            9/16/2009
                     Workshop - Purchasing   Purchasing         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.
 309       8/19/2009 Business Process        Functional -       Approving a       Will SMART track changes when fields       No. Changes to specific fields or values are not tracked on the            9/16/2009
                     Workshop - Purchasing   Purchasing         Requisition       are changed on the requisition?            requisition. SMART records the user id and date/time the
                                                                                                                             requisition was last modified.
 299       8/19/2009 Business Process        Functional -       Creating a        Are approvals based on the agency or       Workflow approvers are based on user. As an example, Items                 9/16/2009
                     Workshop - Purchasing   Purchasing         Requisition       department?                                requisitioned for someone in the Department of Nursing may go
                                                                                                                             through one set of approvals, but items requested for someone in
                                                                                                                             the Maintenance Shop could go through another set of approvals.
                                                                                                                             Additional workflow details will be provided in the Workflow
                                                                                                                             Workshops this winter.

 287       8/19/2009 Business Process        Functional -       Creating a        Can requisition transactions be deleted     No, transactions cannot be deleted. You can update the status of          9/16/2009
                     Workshop - Purchasing   Purchasing         Requisition       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 -       Creating a        Do all requisitions have the same           Yes, however SMART functionality includes ad-hoc approval for             9/16/2009
                     Workshop - Purchasing   Purchasing         Requisition       approval process - IT request vs. office    requisitions, which allows you to route to additional reviewers as
                                                                                  supplies request?                           needed. Additional workflow details will be provided in Workflow
                                                                                                                              Workshops this winter.
 292       8/19/2009 Business Process        Functional -       Creating a        Do requisitions need to be created for all No. However, you may use the BPC to pay for purchase orders, in            9/16/2009
                     Workshop - Purchasing   Purchasing         Requisition       purchases if we are using the BPC card to which case a requisition would need to be entered. We will be
                                                                                  pay for it?                                 implementing an on-line connection to the catalogs for Corporate
                                                                                                                              Express/Staples and for these purchases a requisition will need to be
                                                                                                                              entered.
 298       8/19/2009 Business Process        Functional -       Creating a        Do you have to have 3 approvals             Workflow workshops will be held this winter. During these                 9/16/2009
                     Workshop - Purchasing   Purchasing         Requisition       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 -       Creating a        If the agency has 3 approvers for the       Workflow workshops will be held this winter. During these                 9/16/2009
                     Workshop - Purchasing   Purchasing         Requisition       requisition process, does this apply to all workshops an overview of workflow followed by break out sessions
                                                                                  requisitions? It seems to be a vast         will provide details on the workflow process.
                                                                                  difference in purchasing a major piece of
                                                                                  machinery (road grader) vs. a box of
                                                                                  pencils.
 300       8/19/2009 Business Process        Functional -       Creating a        Is the requisitioner the first level of     No, the requisitioner is the person entering the requisition into         9/16/2009
                     Workshop - Purchasing   Purchasing         Requisition       approval?                                   SMART.
 288       8/19/2009 Business Process        Functional -       Creating a        Once a requisition has been sent for        Yes, but depending on the change, the requisition may be sent back        9/16/2009
                     Workshop - Purchasing   Purchasing         Requisition       approval, can changes be made to it by      through workflow. SMART will determine whether the requisition
                                                                                  the original requisitioner?                 needs to be sent back through workflow and initiate workflow if
                                                                                                                              needed.
 297       8/19/2009 Business Process        Functional -       Creating a        What if an approver in the workflow         No, the approver can assign a proxy while they are out of the office.     9/16/2009
                     Workshop - Purchasing   Purchasing         Requisition       process is gone or on vacation? Does
                                                                                  the requisition have to wait until the
                                                                                  person returns?
c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                          Page 61 of 92                                                                                         Printed 7/19/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                         Date Last
 ID    Date Received          Source                 Category       Subcategory                    Question                                                   Answer
                                                                                                                                                                                                         Updated
 295       8/19/2009 Business Process        Functional -       Creating a         What if an item on a requisitions is      It is the responsibility of the Buyer role, the final approver in the         9/16/2009
                     Workshop - Purchasing   Purchasing         Requisition        currently on state contract and the state purchasing process, to check that the items being purchased are in
                                                                                   contract isn't checked? How will items    accordance with policies and state contracts.
                                                                                   be checked to ensure they are purchased
                                                                                   from the vendor on state contract?

 294       8/19/2009 Business Process        Functional -       Creating a         When a requisition is created, who is the Workflow workshops will be held this winter. During these                     9/16/2009
                     Workshop - Purchasing   Purchasing         Requisition        requisition directed to?                  workshops an overview of workflow followed by break out sessions
                                                                                                                             will provide details on the workflow process.
 291       8/19/2009 Business Process        Functional -       Creating a         When requisitions are sent for approval, The requisitioner may make notations in the Justification field for            9/16/2009
                     Workshop - Purchasing   Purchasing         Requisition        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?

 286       8/19/2009 Business Process        Functional -       Maintain 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.


 303       8/19/2009 Business Process        Functional -       Processing a       At which point can you change the          The chartfield information can be changed on the requisition before          9/16/2009
                     Workshop - Purchasing   Purchasing         Purchase Order     funding information (chartfields) on the   it is sourced to a PO. Once the sourcing process is complete changes
                                                                                   requisition or purchase order if you       will need to occur on the PO. Changes after approval may require
                                                                                   determine it is different?                 the transaction to go back through the workflow approval process.

 316       8/19/2009 Business Process        Functional -       Processing a       Can links be put into SMART to link to     No, SMART does not provide this functionality.                               9/16/2009
                     Workshop - Purchasing   Purchasing         Purchase Order     specific agency's server (shared drive) to
                                                                                   access scanned documents?

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

 314       8/19/2009 Business Process        Functional -       Processing a       Can you combine multiple requisitions      Yes, if all the requisitions are included in the same auto sourcing          9/16/2009
                     Workshop - Purchasing   Purchasing         Purchase Order     for the same vendor into one purchase      process.
                                                                                   order?
 302       8/19/2009 Business Process        Functional -       Processing a       How often will the auto sourcing process   The frequency is unknown at this time, but more than twice per day.          9/16/2009
                     Workshop - Purchasing   Purchasing         Purchase Order     run?                                        It has to run frequently enough to allow for purchase orders to be
                                                                                                                              created timely.
 290       8/19/2009 Business Process        Functional -       Processing a       How will we know which outstanding         You may either search online for a specific purchase order or use the        9/16/2009
                     Workshop - Purchasing   Purchasing         Purchase Order     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 -       Processing a       If you have multiple requisitions to the   The auto sourcing process will attempt to consolidate an agency's            9/16/2009
                     Workshop - Purchasing   Purchasing         Purchase Order     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.



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                           Page 62 of 92                                                                                           Printed 7/19/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received           Source                 Category       Subcategory                     Question                                                   Answer
                                                                                                                                                                                                              Updated
 311       8/19/2009 Business Process           Functional -     Processing a       Since the catalog is statewide, is a        No, agencies should utilize the "favorites" option and select those             9/16/2009
                     Workshop - Purchasing      Purchasing       Purchase Order     customization allowed to have agency        items that the user will commonly use.
                                                                                    specific items?
 301       8/19/2009 Business Process           Functional -     Processing a       What is auto sourcing?                   Auto sourcing is the automated process to source a requisition into a              9/16/2009
                     Workshop - Purchasing      Purchasing       Purchase Order                                              Purchase Order.
 304       8/19/2009 Business Process           Functional -     Processing a       Will A&R be changing their policy and no The Sunflower Project is working with A&R and the Auditors to                      9/16/2009
                     Workshop - Purchasing      Purchasing       Purchase Order     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.
 310       8/19/2009 Business Process           Functional -     Processing a       Will SMART track changes when fields     Yes, changes to a Purchase Order are tracked through a change                      9/16/2009
                     Workshop - Purchasing      Purchasing       Purchase Order     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.
 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.

 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.

 192       8/18/2009 August Monthly Interface   Interface        Technical Design   Are Stages and Cycles the same thing?       In theory, yes. The term stages will be used for Interface Test and              9/3/2009
                     Meeting                                                                                                    the term cycles will be used for System Test.


c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                            Page 63 of 92                                                                                               Printed 7/19/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                                  Date Last
 ID    Date Received           Source                Category       Subcategory                       Question                                                        Answer
                                                                                                                                                                                                                  Updated
 195       8/18/2009 August Monthly Interface   Interface       Technical Design   Are you going to actively create errors in Yes.                                                                                   9/3/2009
                     Meeting                                                       Stage 4? Are you giving agencies test
                                                                                   conditions to generate errors?

 198       8/18/2009 August Monthly Interface   Interface       Technical Design   Are you going to provide a document               The interface team will work with agencies to identify errors in their          9/3/2009
                     Meeting                                                       with all the error messages?                      inbound interfaces. The interface layouts provide the format and
                                                                                                                                     details needed to have successful files and avoid errors. There is no
                                                                                                                                     document containing all the possible errors for all the interfaces.

 201       8/18/2009 August Monthly Interface   Interface       Technical Design   For journal interfaces, if one line errors        This depends on the type and severity of the error. If one line of a            9/3/2009
                     Meeting                                                       on a multiple line file, it all errors. Is this   multiple line transaction errors out, then the transaction will fail and
                                                                                   the same principle on all other files?            the additional lines will not be processed. If a file with multiple
                                                                                                                                     transactions has one transaction fail, the rest of the transactions will
                                                                                                                                     continue to be processed by the interface.

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

 202       8/18/2009 August Monthly Interface   Interface       Technical Design   Is the new file name too long for the             No, the mainframe is limited to 45 characters. The longest file name            9/3/2009
                     Meeting                                                       mainframe?                                        is 38 characters. This leaves room if you change the file name from
                                                                                                                                     the agency side.
 200       8/18/2009 August Monthly Interface   Interface       Technical Design   Is the voucher print process going to be          This process will be discussed at an upcoming CAN meeting when                  9/3/2009
                     Meeting                                                       discussed as part of the Interface                the approach has been finalized.
                                                                                   Monthly meeting?
 184       8/18/2009 August Monthly Interface   Interface       Technical Design   Is there a timeline for INF45?                    INF45 has been published as of 8/20/09.                                         9/3/2009
                     Meeting
 194       8/18/2009 August Monthly Interface   Interface       Technical Design   On Inbound Payment Interface, will we             Transactions against prior year encumbrances will be tested by the              9/3/2009
                     Meeting                                                       test against prior year encumbrances? If          project during system test. This is not part of the interface test effort.
                                                                                   not, when will that be done?

 183       8/18/2009 August Monthly Interface   Interface       Technical Design   Regarding the file naming standard                The mainframe requires an alpha prefix after each period in the file            9/3/2009
                     Meeting                                                       (DA.GBSMRT.GL15.DYYMMDD.THHMMSS                   name. Therefore, the D is a static value which means 'Date' and T
                                                                                   .out): What does the ‘D’ before                   means 'Time'.
                                                                                   YYMMDD and the ‘T’ before HHMMSS
                                                                                   stand for?
 197       8/18/2009 August Monthly Interface   Interface       Technical Design   Stage 6 – Are Uploads for Data                    No, the Data Conversion testing will be separate from the interface             9/3/2009
                     Meeting                                                       Conversion included in that?                      testing. It will start September 18.
 182       8/18/2009 August Monthly Interface   Interface       Technical Design   What does it mean that interface layouts          A template will be created for the spreadsheet upload interfaces                9/3/2009
                     Meeting                                                       will not be produced from INF 24, 43, 50?         (INF24, INF43, and INF50). The template will be used to upload
                                                                                                                                     transactions into SMART. The spreadsheet upload interfaces do not
                                                                                                                                     require an interface data mapping document to be completed as
                                                                                                                                     they should not require any agency development.

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

 190       8/18/2009 August Monthly Interface   Interface       Technical Design   What is the data retention on the                 30 days, agencies are not required to do any data cleansing from the            9/3/2009
                     Meeting                                                       mainframe?                                        mainframe.
 199       8/18/2009 August Monthly Interface   Interface       Technical Design   When does System Testing start?                   11/1/2009.                                                                      9/3/2009
                     Meeting
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                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
 ID    Date Received           Source                 Category           Subcategory                    Question                                                    Answer
                                                                                                                                                                                                                Updated
 186       8/18/2009 August Monthly Interface   Interface            Technical Design   When will the project contacts for each The contacts will be communicated prior to the beginning of each                   9/3/2009
                     Meeting                                                            interface be communicated to agencies? stage.

 196       8/18/2009 August Monthly Interface   Interface            Technical Design   Who puts in the budgets for Budget          The interface team will set up some budgets, but these will not be             9/3/2009
                     Meeting                                                            Checking?                                   the official IBARS budgets.
 191       8/18/2009 August Monthly Interface   Interface            Technical Design   Will Agencies have the ability to change    Yes, agencies will have the ability to change file names. Potentially          9/3/2009
                     Meeting                                                            file names for purposes of data retention   changing the extension from .out to .proc.
                                                                                        on the mainframe?
 185       8/18/2009 August Monthly Interface   Interface            Technical Design   Will conversion of all these vendors be     No, converted vendors will not be available in Interface Testing.              9/3/2009
                     Meeting                                                            available for testing?                      Instead, we will manually configure several of the most commonly
                                                                                                                                    used vendors for testing.
 188       8/18/2009 August Monthly Interface   Interface            Technical Design   Will the DISC mainframe be used as the      Yes.                                                                           9/3/2009
                     Meeting                                                            conduit between SMART and agencies
                                                                                        after Go-Live?
 187       8/18/2009 August Monthly Interface   Interface            Technical Design   Will the vendor file be made available      The INF01 - Outbound Vendor file will be made available 9/1/09 as              9/3/2009
                     Meeting                                                            anytime soon?                               part of Interface Test. The file will contain sample vendors.

 189       8/18/2009 August Monthly Interface   Interface            Technical Design   Will there be any encryption to files       No.                                                                            9/3/2009
                     Meeting                                                            similar to SHaRP now?
 233       8/17/2009 Business Process           Functional - Asset   Asset ID's         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.

 237       8/17/2009 Business Process           Functional - Asset   Asset ID's         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.
 232       8/17/2009 Business Process           Functional - Asset   Depreciating an    If we put a new roof on the building and Professional judgment should be used by the agency to determine if               9/16/2009
                     Workshop - Asset           Management           Asset              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.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                Page 65 of 92                                                                                             Printed 7/19/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received          Source                 Category         Subcategory                     Question                                                     Answer
                                                                                                                                                                                                             Updated
 236       8/17/2009 Business Process        Functional - Asset   Reports             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.
 229       8/17/2009 Business Process        Functional - Asset   Retiring an Asset   How are we going to communicate with         The Sunflower Project is currently working with State Surplus to            9/16/2009
                     Workshop - Asset        Management                               State Surplus, how will they                 evaluate asset management processes, including processes related
                     Management                                                       communicate back, and how will that be       to this question. We will provide additional information as it
                                                                                      authorized within the system? There          becomes available.
                                                                                      should be a check on the State side to
                                                                                      confirm receipt of assets.

 239       8/17/2009 Business Process        Functional - Asset   Retiring an Asset   Is DA-110 still required by State Surplus?   Based on information currently posted on the Kansas Surplus                 9/16/2009
                     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.


 238       8/17/2009 Business Process        Functional - Asset   Retiring an Asset   Is there a retirement code for retiring to   There is no specific code for retiring an asset to an entity outside of     9/16/2009
                     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   Retiring an Asset   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.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                              Page 66 of 92                                                                                            Printed 7/19/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received          Source                 Category         Subcategory                     Question                                                    Answer
                                                                                                                                                                                                              Updated
 235       8/17/2009 Business Process        Functional - Asset   Retiring an Asset   What will be the business process for        The current approach is that asset turned over to State Surplus for          9/16/2009
                     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            The Sunflower Project is currently working with Accounts & Reports
                                                                                      through surplus? In addition, what will      and State Surplus to evaluate the asset management retirement
                                                                                      be the process for surplus to                processes. We will provide additional information as it becomes
                                                                                      acknowledge receipt of that asset?           available.

 230       8/17/2009 Business Process        Functional - Asset   Retiring an Asset   When do I transfer the asset - when I        The current approach is that asset turned over to State Surplus for          10/1/2009
                     Workshop - Asset        Management                               receive the proceeds or when I transfer      disposal will be recorded in SMART as a retirement, not a transfer.
                     Management                                                       it to State Surplus?
 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.

 240       8/17/2009 Business Process        Functional - Asset   Transferring an     How do I know the chartfield                 Similar to today's business process, agencies must communicate               10/1/2009
                     Workshop - Asset        Management           Asset               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   Transferring an     If agencies cannot see each others' data, Similar to today's business process, agencies must communicate                  9/16/2009
                     Workshop - Asset        Management           Asset               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.

 228       8/17/2009 Business Process        Functional - Asset   Transferring an     Is there workflow within to record the       In Asset Management there is no workflow approvals or notification.          9/16/2009
                     Workshop - Asset        Management           Asset               approvals or movement of assets?              When an asset is transferred the user ID of the person transferring
                     Management                                                                                                    the asset is recorded in SMART.
 215       8/12/2009 Change Agent Network    Data Conversion      Asset Management    Data conversion - our assets are in an       We encourage you to request Office Hours to discuss this with the             9/8/2009
                     Meeting #4                                                       excel spreadsheet and our functional         subject matter experts. Please send an email to
                                                                                      resource needs help in identifying next      SunflowerFMS@da.ks.gov with “Data Conversion Office Hours” in
                                                                                      steps.                                       the Subject line to request office hours.
 216       8/12/2009 Change Agent Network    Functional -         Travel & Expense    Does the system provide state defined        Yes.                                                                          9/8/2009
                     Meeting #4              Accounts Payable                         rates and calculations for Travel and
                                                                                      Expenses?
 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)?




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                              Page 67 of 92                                                                                             Printed 7/19/2011
                                                                        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.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                           Page 68 of 92                                                                                            Printed 7/19/2011
                                                                          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             No, however our interest in paper reduction as an efficient business      9/8/2009
                     Meeting #4              Accounts Payable                        supporting travel documentation to          practice was underscored when Governor Sebelius issued paper
                                                                                     expense reports (an example is hotel        reduction targets. Some agencies are at different places in
                                                                                     bills)?                                     developing strategies for document management. The question will
                                                                                                                                 need to be addressed in a policy/procedure (still to be developed),
                                                                                                                                 but we do support the electronic indexing/archive of supporting
                                                                                                                                 documentation. We’d also like to ask our statewide single auditors
                                                                                                                                 if maintaining documentation in this manner would be acceptable.


 205       8/12/2009 Change Agent Network    Functional -         Travel & Expense   Will direct billings show up in SMART?  Payments for vendors such as hotels that have been set up for direct          9/8/2009
                     Meeting #4              Accounts Payable                        Will cash advances given to an employee billing will be handled in the AP module. Yes, a cash advance will be
                                                                                     show up on an expense report?           on the expense report.

 207       8/12/2009 Change Agent Network    Functional -         Travel & Expense   Will SMART accommodate $0 travel (an     Yes, this should not be a problem. We understand there are                   9/8/2009
                     Meeting #4              Accounts Payable                        example is the traveler's expenses are   situations in which the travel authorization needs to be
                                                                                     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                      Is it possible to use the position numberBased on initial business requirements the approach is that the              9/8/2009
                     Meeting #4              Management                              instead of the employee id in Asset      custodian name will be populated when an employee ID is selected.
                                                                                     Management since the property stays      Position number and position titles are not available fields in Asset
                                                                                     with the position but the person can     Management. Selecting an employee ID and allowing that selection
                                                                                     leave?                                   to populate as the Custodian ensures that only valid values are
                                                                                                                              entered.
 211       8/12/2009 Change Agent Network    Functional - General Concurrent         Will FY 2010 processing be done in       FY10 transactions will be in STARS. Only FY2011 will be in SMART.            9/8/2009
                     Meeting #4                                   Processing         STARS or SMART?                          We will continue to provide more details on this subject at each CAN
                                                                                                                              meeting.
 220       8/12/2009 Change Agent Network    Functional -         Encumbrances       How will the Sunflower Project know the For encumbrances converted from STARS, the Program and                        9/8/2009
                     Meeting #4              Purchasing                              Department ID, Project ID, etc. for      Department will be set to a general conversion value. We will
                                                                                     encumbrances that will be converted      crosswalk the STARS Fund, Budget Unit and Account values to the
                                                                                     from STARS to SMART and how will it be equivalent SMART values.
                                                                                     coordinated properly?
 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?




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                             Page 69 of 92                                                                                        Printed 7/19/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                                  Date Last
 ID    Date Received           Source                Category           Subcategory                       Question                                                    Answer
                                                                                                                                                                                                                  Updated
 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.
 213       8/12/2009 Change Agent Network      Functional -         Purchase Order       If we know the vendor and can provide If you know the vendor, you may enter that encumbrance in STARS                       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.

 212       8/12/2009 Change Agent Network      Functional -         Purchase Order       What is the process of entering new           This business process is now being developed and will be shared               9/8/2009
                     Meeting #4                Purchasing                                contracts (DA-146) for FY11? Are they         when available.
                                                                                         sent to Purchasing on a DA-146 and
                                                                                         entered directly into SMART?
 210       8/12/2009 Change Agent Network      General Enterprise   General Enterprise   Could you move the meeting dates so           Unfortunately, there are few cost effective locations in Topeka that          9/8/2009
                     Meeting #4                Readiness            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            Purchasing and       The Purchasing and Travel and Expense         There is no travel and expense or Purchasing interface planned. All           9/8/2009
                     Meeting #4                                     Travel & Expense     modules are required. Does 'required'         agencies are expected to use the Travel and Expense and Purchasing
                                                                                         mean we at least interface the data or        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?

 173       7/22/2009 July Monthly Conversion   Cutover              Asset Management     If the conversion cut-off date for assets     Agencies should make an effort to complete their purchasing earlier           8/6/2009
                     Meeting                                                             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?”

 174       7/22/2009 July Monthly Conversion   Cutover              Encumbrances        Have decisions been made regarding             No, final decisions have not been made yet. The project is currently          8/6/2009
                     Meeting                                                            concurrent processing for                      working on a cutover plan. More information will be provided in the
                                                                                        encumbrances?                                  upcoming Change Agent Meetings.
 172       7/22/2009 July Monthly Conversion   Data Conversion      Accounts Receivable Will outstanding interfunds be a part of       No, all outstanding interfunds transactions will be closed and not           10/7/2009
                     Meeting                                                            the conversion for Accounts Receivable?        converted into SMART. If agencies cannot close them, they will have
                                                                                                                                       to be manually re-entered into SMART.
 165       7/22/2009 July Monthly Conversion   Data Conversion      Asset Management     After SMART goes live, what do we do if       If you find additional assets that should be recorded in SMART, you           8/6/2009
                     Meeting                                                             we find additional assets that we had         can enter them online after go-live.
                                                                                         not previously recorded that we need to
                                                                                         track in the system?
 176       7/22/2009 July Monthly Conversion   Data Conversion      Asset Management     Can I send source code in the Acquisition Yes.                                                                              8/6/2009
                     Meeting                                                             Description field?
 168       7/22/2009 July Monthly Conversion   Data Conversion      Asset Management     Do all assets need to be converted or     Agencies may convert those assets with a value <$5K into SMART.                   8/6/2009
                     Meeting                                                             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.



c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                                 Page 70 of 92                                                                                              Printed 7/19/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
 ID    Date Received           Source                Category       Subcategory                     Question                                                    Answer
                                                                                                                                                                                                              Updated
 175       7/22/2009 July Monthly Conversion   Data Conversion   Asset Management   If we convert our purchase order            No, the example given is the recommended format in which to send                 8/6/2009
                     Meeting                                                        numbers or voucher numbers in the           purchase order number and voucher number. However, the
                                                                                    Acquisition Description field, do they      information sent in this field is not going to be processed
                                                                                    have to look exactly like the example       programmatically. It will reside in the Acquisition Description field
                                                                                    given?                                      after the conversion. If your purchase order numbers look different
                                                                                                                                than the example given, that is okay. Any details related to the
                                                                                                                                acquisition of the asset can be sent in this field, as long as it is 30
                                                                                                                                characters or less (which is the field's length, as outlined in the
                                                                                                                                Assets conversion file layout/data entry template).
 178       7/22/2009 July Monthly Conversion   Data Conversion   Asset Management   Is the Condition Code field code optional Yes.                                                                               8/6/2009
                     Meeting                                                        for the Assets conversion?
 177       7/22/2009 July Monthly Conversion   Data Conversion   Asset Management   Is the pipe-delimited flat file format only Yes, the Assets conversion is the only one using a pipe-delimited flat           8/6/2009
                     Meeting                                                        for the Assets conversion?                   file format. The flat file formats for the other conversions are fixed
                                                                                                                                 length, no delimiting.
 170       7/22/2009 July Monthly Conversion   Data Conversion   Asset Management   Our agency tracks assets in an Excel         Yes, you can do this. However, it's critical for your spreadsheet to            8/6/2009
                     Meeting                                                        spreadsheet today. Instead of loading        match the format of the template exactly. It should include all the
                                                                                    our asset information into the Excel data columns listed in the template in the right order.
                                                                                    entry template for the assets conversion,
                                                                                    can we reformat our Excel spreadsheet
                                                                                    so that it looks exactly like the Excel data
                                                                                    entry template?

 163       7/22/2009 July Monthly Conversion   Data Conversion   Asset Management   The only conversion method options for      No, online entry is not an option offered for this conversion. The              10/8/2009
                     Meeting                                                        the assets conversion are Excel and flat    only options available for asset conversion is Excel or flat file upload.
                                                                                    file upload. Is online entry an option?

 179       7/22/2009 July Monthly Conversion   Data Conversion   Asset Management   We are having a hard time figuring out      Yes, the descriptions of the Condition Code field values are listed              8/6/2009
                     Meeting                                                        when to use the different Condition         below. These descriptions have been added to the Assets
                                                                                    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.




c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                            Page 71 of 92                                                                                               Printed 7/19/2011
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                                  Date Last
 ID    Date Received           Source                Category           Subcategory                    Question                                                     Answer
                                                                                                                                                                                                                  Updated
 171       7/22/2009 July Monthly Conversion   Data Conversion      Asset Management   We are trying to load our data into the   This has been corrected. The updated data entry template has been                   8/6/2009
                     Meeting                                                           data entry template spreadsheet for the posted to the secure SMART website.
                                                                                       assets conversion and are getting errors
                                                                                       when we try to put more than 1000 rows
                                                                                       in there. It says the rows are protected.
                                                                                       Why is this?

 164       7/22/2009 July Monthly Conversion   Data Conversion      Asset Management   Will agencies be able to convert their       No, all assets need to be converted prior to go-live for reconciliation          8/6/2009
                     Meeting                                                           assets after the system goes live?           purposes.

 180       7/22/2009 July Monthly Conversion   Data Conversion      General            Will conversion meetings be at the same      Not necessarily. We would like them to be, but the times may vary                8/6/2009
                     Meeting                                                           time every month?                            based on meeting room availability.
 166       7/22/2009 July Monthly Conversion   Data Conversion      Project Costing    Why can't we do an Excel upload for          Due to the level of complexity involved with the data, Excel upload is           8/6/2009
                     Meeting                                                           projects?                                    not a conversion option for projects.
 169       7/22/2009 July Monthly Conversion   Functional - Asset   Security           When SMART is up and running, we'll          If a user has access to view an agency’s data, they will be able to             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?
 167       7/22/2009 July Monthly Conversion   Interface                               The INF24 template is not yet posted.        INF24 is the Budget Upload and is not a file layout that will be used           10/7/2009
                     Meeting                                                           When will it be available?                   for any of the conversions. INF24 is a spreadsheet template, so
                                                                                                                                    there will not be an interface layout for it.
                                                                                                                                    However, the spreadsheet template is scheduled to be provided to
                                                                                                                                    the agencies by Stage 5. During interface testing, agencies will only
                                                                                                                                    use the spreadsheet uploads to stage data for use in the outbound
                                                                                                                                    files.




 159       7/14/2009 July Monthly Interface    Interface            Technical Design   Do you email notify agencies when           Yes, the updates are grouped together and emailed out biweekly -                 7/29/2009
                     Meeting                                                           layouts are updated?                        this is an approximate time frame.
 161       7/14/2009 July Monthly Interface    Interface            Technical Design   Is there a hard date where updates will     Because the project is still working on functional and technical                 7/29/2009
                     Meeting                                                           no longer be made?                          designs a hard date has not been set; however, modifications from
                                                                                                                                   this point forward should be minor, and must be approved by
                                                                                                                                   SMART project management.
 162       7/14/2009 July Monthly Interface    Interface            Technical Design   The fact that there is no set date is       We are working as quickly as possible to finalize the interface                  7/29/2009
                     Meeting                                                           impacting the work our agency is doing. designs. Although corrections to the layouts may occur as we go
                                                                                       We have hired outside contractors to        through systems and interface testing, we will make every effort to
                                                                                       facilitate these interface layouts. It is a ensure that the interface layout corrections are essential for the
                                                                                       difficult position to be in to have         success of the interface. At this time nearly all changes to interface
                                                                                       contractors complete a task only to have layouts are being made at the request of agencies. We appreciate
                                                                                       to potentially go back and redo it with     your patience and understanding for your fellow agencies.
                                                                                       the updated layouts.
 160       7/14/2009 July Monthly Interface    Interface            Technical Design   When updates are made, do agencies           Some of the changes to interface designs have been made to meet                 7/29/2009
                     Meeting                                                           have to download the newest layouts          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.

c12717ec-5f64-4f95-ae67-e9f603cc48dc.xls - Details                                               Page 72 of 92                                                                                                Printed 7/19/2011
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received         Source                  Category      Subcategory                      Question                                                      Answer
                                                                                                                                                                                                               Updated
 130       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   Are ‘Acquisition Description’ and             The Description field is used to explain what the asset is. The                 7/21/2009
                     Conversion Workshop                                           ‘Description’ the same?                       Acquisition Description field can be used to record explanatory
                                                                                                                                 information about how the asset was acquired. You can convert the
                                                                                                                                 asset’s purchase order or voucher number into the Acquisition
                                                                                                                                 Description field.
 131       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   Do we have to use this exact Excel            Yes. If you plan to provide us with an Excel spreadsheet, it must be            10/1/2009
                     Conversion Workshop                                           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.

 132       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   For the Project ID number, if it        The accumulated depreciation is associated with all the chartfields                   7/21/2009
                     Conversion Workshop                                           depreciates, is that tied back to the   tied to that asset’s cost, including Project ID. The Asset
                                                                                   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.
 133       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   How is Tag Number not a required or key “Key field” just means that the field will be a unique identifier for a               7/21/2009
                     Conversion Workshop                                           field?                                  data row in SMART the database. Instead of Tag Number,
                                                                                                                           PeopleSoft will use Asset ID as a Key field. When an asset is loaded
                                                                                                                           into Asset Management during the conversion, an Asset ID will be
                                                                                                                           assigned to it. This is a system-assigned number that cannot be
                                                                                                                           edited by end users. The system will not require Tag Number;
                                                                                                                           however, you should enter the barcode/property number for your
                                                                                                                           assets in this field for the conversion.
 134       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   If there are other fields we find critical    Yes, report those as soon as possible. Communicate these to us                  7/21/2009
                     Conversion Workshop                                           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?
 135       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   If there is a predetermined list of           There will be a process in place so we can have you update that                 7/21/2009
                     Conversion Workshop                                           Locations but we realize there is an          information and add the new location to the “official list” before we
                                                                                   additional location that needs to be          run the next mock conversion test cycle.
                                                                                   added, what is the process for that?
 136       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   If we don’t have 'In Service Dates' for our   It would be better to put the date the asset was put in service, but if         7/21/2009
                     Conversion Workshop                                           assets, can we use the date our agency        you don’t have that information, the purchase date is acceptable.
                                                                                   purchased the asset?
 137       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   If we make improvements on an existing        There are several ways that this could be handled. If the funding               10/1/2009
                     Conversion Workshop                                           asset, how do we track that? Let’s say        source was the same for both the original asset and the
                                                                                   we purchased an asset in 2007 and then,       improvement, you could track this as one asset with one cost
                                                                                   two years later, we made improvements.        amount. If the funding source was different for the original asset
                                                                                                                                 and the improvement, you could track this as one asset with two
                                                                                                                                 cost lines (See Question #155). In both these scenarios, there would
                                                                                                                                 be an increase to the cost of the original asset and it would be
                                                                                                                                 depreciated under the original depreciation schedule. Alternatively,
                                                                                                                                 you could track the original asset and the improvement separately
                                                                                                                                 as two assets. In this scenario, depreciation would be tracked
                                                                                                                                 separately for each asset.
 138       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   Is there a field that will show the name      Yes, this is displayed in the Custodian field.                                  7/21/2009
                     Conversion Workshop                                           of the employee associated with the
                                                                                   EMPLID?
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                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received         Source                  Category      Subcategory                        Question                                                  Answer
                                                                                                                                                                                                            Updated
 139       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   Is there any capability within Asset         There is a Mass Change Template defined for changing location and             10/1/2009
                     Conversion Workshop                                           Management to do mass changes for            custodian. However, any Mass Change should be done on an
                                                                                   custodians?                                  exception basis and not part of normal day-to-day processing; access
                                                                                                                                has been restricted to Central only.
 140       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   Is there the capability to change the        Yes, the Location of an asset can be updated throughout its lifetime.         7/21/2009
                     Conversion Workshop                                           location of an item throughout its           A history of locations for each asset will be maintained in SMART.
                                                                                   lifetime? An asset may move from place
                                                                                   to place across the state.
 141       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   Is there the possibility to use the SHaRP    No, we cannot load Position Number into the Employee ID field.                10/8/2009
                     Conversion Workshop                                           Position Number instead of Employee          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.
 142       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   Is there unlimited sequencing for the        Yes. The sequencing will allow for however many assets your agency            7/21/2009
                     Conversion Workshop                                           numbering in the Interface ID fields?        has, but the rule is that it has to be sequentially ordered. This
                                                                                                                                number sequence is for conversion program processing purposes
                                                                                                                                only.
 143       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   Is VIN required?                             No, not every asset will be a vehicle.                                        7/21/2009
                     Conversion Workshop
 144       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   Our agency has no reason to track            If you aren’t tracking depreciation internally within your agency             7/21/2009
                     Conversion Workshop                                           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?

 145       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   Some of us have not been exposed to     If you have a data element that you think must be converted and do                 7/21/2009
                     Conversion Workshop                                           the AM fields, were not in attendance   not see an equivalent field listed on the file layout that was
                                                                                                                           presented, let us know your concerns as soon as possible by sending
                                                                                   for CRPs, etc. It would be helpful to know
                                                                                   what fields are available in the module.an email to SunflowerFMS@da.ks.gov. Include ‘Conversion’ in the
                                                                                                                           Subject line.
 146       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   The physical number that is attached to The physical number that is attached to an asset should be loaded                  7/21/2009
                     Conversion Workshop                                           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.
 147       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   We use the same Tag Number for more         The current configuration approach for Asset Management specifies              7/21/2009
                     Conversion Workshop                                           than one asset in our agency. Does it       that Tag Number must be unique within a Business Unit. The Asset
                                                                                   really need to be unique within the         Management Team will consider this feedback and determine
                                                                                   Business Unit?                              whether we need to change this approach. If there will be changes
                                                                                                                               to this, we should be able to communicate them to you by the
                                                                                                                               beginning of July.
 148       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   What does ‘location’ refer to? It isn’t the The Location field refers to the physical location of the building in          7/21/2009
                     Conversion Workshop                                           same as the chartfield location, right?     which the asset resides.

 149       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management   What is ‘EMPLID’ for?                        EMPLID is the Employee ID of the person in SHaRP that is the asset’s          7/21/2009
                     Conversion Workshop                                                                                        custodian.
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                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
 ID    Date Received         Source                  Category       Subcategory                     Question                                                    Answer
                                                                                                                                                                                                           Updated
 150       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management    When can we expect to have the final        You should start planning your conversion and conduct your data              7/21/2009
                     Conversion Workshop                                            version of the layouts so we can start      mapping at this time, as this version of the layout is our current
                                                                                    planning our conversion?                    approved version. We hope that any changes will be minimal;
                                                                                                                                however, we can’t guarantee that the layout won’t change after this
                                                                                                                                date, especially with the number of questions that require follow-up
                                                                                                                                after today’s workshop. We will communicate any file layout
                                                                                                                                changes to you via standard emails that will be sent out from the
                                                                                                                                SMART Conversion/Interface Team every two weeks.
 158       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management    When do assets have to be converted?        They must be converted prior to the SMART go-live.                           7/21/2009
                     Conversion Workshop
 151       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management    When updating an asset’s location, do       Yes, you “add a new row.” A history of locations for each asset will         10/8/2009
                     Conversion Workshop                                            you add a new row in PeopleSoft? Will       be maintained in SMART.
                                                                                    the history of locations be maintained
                                                                                    throughout the asset’s lifecycle?

 152       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management    Will the Fund, Department ID, Program    No, prior to this workshop, these fields were marked as "Required”              10/8/2009
                     Conversion Workshop                                            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.
 153       6/18/2009 Asset Management (AM)   Data Conversion    Asset Management    Will you consider leaving extra space forYes, a new field has been added to the end of the file layout. The              10/8/2009
                     Conversion Workshop                                            agency use – 30 or so characters for eachnew field, named "Long Description" is 254 bytes long and is for any
                                                                                    agency to use at their discretion?       additional information the agency wants to include in the conversion
                                                                                                                             file about the asset.
 154       6/18/2009 Asset Management (AM)   Data Conversion    Chart of Accounts   Do chartfields have to be populated with Yes, only valid values will be accepted. If invalid values are used for         10/8/2009
                     Conversion Workshop                                            valid values?                            an asset in the conversion file, the asset will not process. These
                                                                                                                             types of errors will be identified during the mock conversion testing
                                                                                                                             that will be conducted prior to the real conversion.

 155       6/18/2009 Asset Management (AM)   Data Conversion    Communication &     What do you mean by “transaction lines      This refers to the Interface Number and Interface Line Number that           7/21/2009
                     Conversion Workshop                        Terminology         must be incremented properly”?              will be used by the SMART conversion program for processing
                                                                                                                                purposes. Each asset sent in the conversion file should have a
                                                                                                                                sequential Interface Number (i.e.—1, 2, 3). The first cost/funding
                                                                                                                                line for each asset will have “1” in the Interface Line Number field. If
                                                                                                                                there are subsequent cost/funding lines, they should be
                                                                                                                                incremented sequentially (i.e.— 2, 3, 4).

 156       6/18/2009 Asset Management (AM)   Data Conversion    Communication &     When it says that the field length is       It means that you can have eleven whole numbers before the                   7/21/2009
                     Conversion Workshop                        Terminology         ’11.4’, what exactly does that mean?        decimal and four whole numbers after the decimal.
 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.




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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received          Source                 Category       Subcategory                        Question                                                    Answer
                                                                                                                                                                                                               Updated
 120       6/18/2009 Project Costing (PC)    Data Conversion    Conversion Methods What conversion methods are available          There are three modules that are related – Project Costing,                    7/21/2009
                     Conversion Workshop                                           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.
 121       6/18/2009 Project Costing (PC)    Data Conversion    Conversion Methods Will a lot of this be done through Excel?      It will be a flat file, not an Excel file. We will provide a specific         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.
 123       6/18/2009 Project Costing (PC)    Data Conversion    Projects and Grants   After everything has been uploaded, will Yes, you can go into the online system and make any necessary                    7/21/2009
                     Conversion Workshop                                              changes be allowed? Can you go into the updates – you can change the status, end date, etc.
                                                                                      system online and make those
                                                                                      corrections if possible?
 124       6/18/2009 Project Costing (PC)    Data Conversion    Projects and Grants   Can you clarify the descriptions for Start Transactions, such as purchase orders and vouchers, which are                  7/21/2009
                     Conversion Workshop                                              Date/End Date in the file layout?          entered into SMART referencing the Project ID, must be within the
                                                                                                                                 project’s Start Date/End Date. We will update the description in the
                                                                                                                                 file layout so that it is clearer.
 125       6/18/2009 Project Costing (PC)    Data Conversion    Projects and Grants   Does the project have to have an end       Yes. However, these can be updated online in SMART after the                   7/21/2009
                     Conversion Workshop                                              date?                                      conversion if the end date changes.
 126       6/18/2009 Project Costing (PC)    Data Conversion    Projects and Grants   How many activities must a project have? Each project must have at least one activity. You can have more                  7/21/2009
                     Conversion Workshop                                                                                         than one activity for a project.
 127       6/18/2009 Project Costing (PC)    Data Conversion    Projects and Grants   What does ‘STATUS’ apply to?               The status is applied to both projects and activities. When you                7/21/2009
                     Conversion Workshop                                                                                         inactivate a project, all of the activities within that specific project
                                                                                                                                 will also inactivate. A project will remain active until you change the
                                                                                                                                 status to an inactive status. You can however, inactivate individual
                                                                                                                                 project activities and the project will still be active. Activities in an
                                                                                                                                 active project that were not specifically inactivated will still be active.

 128       6/18/2009 Project Costing (PC)    Data Conversion    Projects and Grants What is the difference between                ‘BU’ (or Business Unit) is the agency code followed by two zeros.             7/21/2009
                     Conversion Workshop                                            ‘DEPT_ID’, ‘BU’, and ‘SubType’?               ‘DEPT_ID’ (Department ID) is a code for a department within an
                                                                                                                                  agency. This code is prefaced with the agency ID. Subtype is a field
                                                                                                                                  on the CONTROL record—agencies can send the name the
                                                                                                                                  agency/source system producing the conversion file in this field.

 129       6/18/2009 Project Costing (PC)    Data Conversion    Testing               If bad data is sent during conversion,      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.



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                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received           Source                Category        Subcategory                    Question                                                   Answer
                                                                                                                                                                                                          Updated
 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.
 109       6/16/2009 Accounts Receivable (AR)   Data Conversion   Customers        In the customer’s address record           This field should be used to track the country code (e.g., USA) for the       7/21/2009
                     Conversion Workshop                                           (XX_INTFC_CUST_ADDR), is                   customer’s address, whether the customer is inside or outside of the
                                                                                   ‘COUNTRY_CODE’ only applicable to          United States. The “Processing Rules” in the file layout will be
                                                                                   international codes?                       updated to reflect that. A valid list of country codes will be provided
                                                                                                                              when the SMART configuration values are made available to
                                                                                                                              agencies.
 110       6/16/2009 Accounts Receivable (AR)   Data Conversion   Customers        Is the ‘POSTAL’ field only applicable to   No, it can be entered for addresses outside of the USA, too.                  7/21/2009
                     Conversion Workshop                                           addresses within the USA?

 111       6/16/2009 Accounts Receivable (AR)   Data Conversion   Customers        Most of the customer communications        Yes, there is an email field for contacts.                                    7/21/2009
                     Conversion Workshop                                           conducted by our agency are through
                                                                                   email. Will there be a field for email
                                                                                   addresses?
 112       6/16/2009 Accounts Receivable (AR)   Data Conversion   Customers        Our agency wasn't invited to the AR CRPs   We can provide you with some screenshots of the pages used to                 7/21/2009
                     Conversion Workshop                                           and we haven't had any AR-related          enter customer/contact information.
                                                                                   exposure in SMART so we aren't familiar
                                                                                   with how the customer entry pages          Note: Screenshots of these pages are located in the documentation
                                                                                   looks in SMART. Is there anything we can   tab.
                                                                                   do to catch up?

 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.



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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received           Source                Category        Subcategory                      Question                                                 Answer
                                                                                                                                                                                                          Updated
 116       6/16/2009 Accounts Receivable (AR)   Data Conversion   Customers           When will the valid values for specific   The SMART Financials Team is currently defining the configuration           7/21/2009
                     Conversion Workshop                                              finance modules be available?             values. The SMART Conversion Team will work with the Financials
                                                                                                                                Team to post these values as they are defined and approved.

 117       6/16/2009 Accounts Receivable (AR)   Data Conversion   Customers           Will there only be one phone number      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)   Data Conversion   Pending Items       If our agency is planning to use the     Yes. Agencies should determine how they will convert                         7/21/2009
                     Conversion Workshop                                              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.
  85        6/9/2009 June Monthly Interface     Interface         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     Interface         Auto Numbering      What are SMART’s auto numbers? What Agencies can choose to provide a value of ‘NEXT’ in the Voucher ID                 7/8/2009
                     Meeting                                                          sequence do agencies need to use?   field in order to autonumber the Voucher ID value. SMART
                                                                                                                          automatic numbering starts at “1” and increases sequentially. Or an
                                                                                                                          agency can select a beginning number from which automatic
                                                                                                                          numbering increases sequentially. See Agency Task #AT_CAP197.

  87        6/9/2009 June Monthly Interface     Interface         Data Transmission   Are deposits put into the system as soon Non-Interfund receipts will only be posted daily following the State          7/8/2009
                     Meeting                                                          as they are run?                         Treasurer Office final approval and daily release as is the current
                                                                                                                               process. The timing for posting of Interfund receipts has not yet
                                                                                                                               been determined.
  88        6/9/2009 June Monthly Interface     Interface         Data Transmission   Are there any https uploads in SMART? No, unless it is a spreadsheet upload.                                           7/8/2009
                     Meeting
  89        6/9/2009 June Monthly Interface     Interface         Data Transmission   Do all agencies know how to test        There should be at least one person per agency who has access to               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.
  90        6/9/2009 June Monthly Interface     Interface         Data Transmission   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).


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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                                  Date Last
 ID    Date Received           Source                Category       Subcategory                      Question                                                       Answer
                                                                                                                                                                                                                  Updated
  91        6/9/2009 June Monthly Interface   Interface         Data Transmission   Will the INF44 interface run during the   It is anticipated that INF44 will be ran more than once each day,                     10/1/2009
                     Meeting                                                        day as well as nightly?                   however, the exact number of times during the day has not yet been
                                                                                                                              determined.
  92        6/9/2009 June Monthly Interface   Interface         Deposit             Can the payment ID entered on the         No, payment IDs are not sequentially assigned. In choosing the ID,                     7/8/2009
                     Meeting                                                        deposit be recorded as “NEXT”?            some options include the check number or another identifier. The
                                                                                                                              Payment ID should be a unique identifier for this customer for this
                                                                                                                              one deposit.
  93        6/9/2009 June Monthly Interface   Interface         Deposit             What data should be placed in the fields If the field on the file is optional it is up to the discretion of the                 10/1/2009
                     Meeting                                                        on the file if we receive a cash deposit? agency on whether they choose to populate data in the fields.
                                                                                                                              Required fields must contain valid data to successfully interface. It is
                                                                                                                              okay to put the customer’s name, date received, etc. for a cash
                                                                                                                              deposit if the data is valuable to the agency.

  94        6/9/2009 June Monthly Interface   Interface         Interfaces          How will the project know which                Agencies have identified their interfaces (INFXX) in their Agency                 7/8/2009
                     Meeting                                                        interfaces an agency is using?                 Confirmation Documents and in the project plans submitted to the
                                                                                                                                   Project. If you are unsure that the project has your correct
                                                                                                                                   information please contact your liaison.
  95        6/9/2009 June Monthly Interface   Interface         Interfaces          Why does the project need to know              The project needs this information for milestone status tracking, test            7/8/2009
                     Meeting                                                        which interfaces an agency is using?           planning, test scheduling, and test execution.
  96        6/9/2009 June Monthly Interface   Interface         Interfund           If the transaction is billed as an interfund   Generally, State agency customers should be paid via the Interfund                7/8/2009
                     Meeting                                                        is there a way that it won’t be paid as an     process. However, there are certain quasi-agencies such as the
                                                                                    interfund? Can you choose if you want to       Kansas Housing Resources Corporation (agency 175) that should be
                                                                                    use an interfund? Can you choose not to        paid as a regular vendor resulting in issuance of a warrant or EFT.
                                                                                    pay with the option?                           Interfund transactions may be initiated on-line, using a flat file
                                                                                                                                   interface or a spreadsheet upload. Origin code and Deposit Type will
                                                                                                                                   identify a transaction as an Interfund.

  97        6/9/2009 June Monthly Interface   Interface         Interfund           Interfund uploads for deposits and             There is an option for the nightly batch, but an Excel template, INF43            7/8/2009
                     Meeting                                                        payments are both run through the              can be uploaded to SMART during the day by the end user.
                                                                                    nightly cycle, correct?
  98        6/9/2009 June Monthly Interface   Interface         Interfund           Is a separate load required for interfund      No, both interfund and non-interfund receivables can be sent on the               7/8/2009
                     Meeting                                                        receivables and non-interfund                  same interface load.
                                                                                    receivables?
 101        6/9/2009 June Monthly Interface   Interface         Interfund           Is spreadsheet INF43 uploaded for us to        This is not the template that you will receive. It is just the format of          7/8/2009
                     Meeting                                                        access?                                        various fields you will see in the template for INF43.

  99        6/9/2009 June Monthly Interface   Interface         Interfund           Is the “CUST_ID” what ties out to the          Yes, agencies will be defined as customers in the SMART system.                   7/8/2009
                     Meeting                                                        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   Interface         Interfund           Is the customer file going to be able to       The customer “type” will be saved as “state customer" which will                  7/8/2009
                     Meeting                                                        distinguish between customers which            identify the transaction as an interfund when that customer is used.
                                                                                    can perform interfund transactions?

 102        6/9/2009 June Monthly Interface   Interface         Interfund           Is the vendor file download going to be        The vendor file download does not contain any indicator that a                    7/8/2009
                     Meeting                                                        able to distinguish between vendors at         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.




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                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
 ID    Date Received           Source                Category         Subcategory                      Question                                                    Answer
                                                                                                                                                                                                               Updated
 103        6/9/2009 June Monthly Interface   Interface           Interfund            Will SMART understand if the vendor is Yes, the origin of the interfund payment will identify the transaction              7/8/2009
                     Meeting                                                           paid through interfund and not warrant? as an interfund and no warrant will be issued. The system will
                                                                                                                               contain a field which will identify the type of transaction.

 104        6/9/2009 June Monthly Interface   Interface           Mapping              Is there a specific procedure for     No, you can attach the documents to an email to                                      7/8/2009
                     Meeting                                                           submitting the data mapping documents sunflowerfms@da.ks.gov. Please enter Interface Data Mapping in
                                                                                       to the SMART project team?            the subject line on the email.

 105        6/9/2009 June Monthly Interface   Interface           Mapping              What has to be unique, the Business         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.
  73       5/20/2009 Change Agent Network     Data Warehouse      Ad Hoc Reporting     When we create queries in the data          Yes, they can be saved and you can run them again.                             7/8/2009
                     Meeting #3               and Reporting                            warehouse, can we save them so we can
                                                                                       run them again?
  74       5/20/2009 Change Agent Network     Data Warehouse      Data Warehouse       Will data downloaded be available in the Yes.                                                                              7/8/2009
                     Meeting #3               and Reporting                            Data Warehouse?
  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.

  76       5/20/2009 Change Agent Network     Data Warehouse      Reports              Will there be a place agencies can obtain   All existing SHaRP downloads will continue to be available after the           7/8/2009
                     Meeting #3               and Reporting                            and download the final bi-weekly            implementation of SMART. In addition, we believe that the data
                                                                                       KPAYGL5C* files? How will we download       contained on these downloads will also be available in the new Data
                                                                                       the KPAY286a files?                         Warehouse which is being implemented as part of the Sunflower
                                                                                                                                   Project. Because these downloads contain data from multiple
                                                                                                                                   source tables in SHaRP it may be easier to continue to obtain this
                                                                                                                                   information from the downloads. However, after we have finished
                                                                                                                                   our analysis of the Data Warehouse we will provide agencies with
                                                                                                                                   information on the availability of this data in the warehouse. In
                                                                                                                                   addition, SHaRP staff in the Department of Administration will also
                                                                                                                                   provide recipients of these downloads with revised file layouts that
                                                                                                                                   include changes being made to the Chart of Accounts as part of the
                                                                                                                                   implementation of SMART.

  77       5/20/2009 Change Agent Network     Functional -        Processing           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 Interfunds           initiating interfund receivables from       not keep funds in the State Treasury will not be setup as vendors.
                                                                                       agencies who do not keep funds in the       This question is closely tied to details of the interfund process which
                                                                                       State Treasury?                             are still under consideration.
  78       5/20/2009 Change Agent Network     Functional - General Chart of Accounts   Does the first three characters of the      No, it does not. This is defined by agency.                                    7/8/2009
                     Meeting #3                                                        Agency Use Chart Field have to be
                                                                                       agency number?
  79       5/20/2009 Change Agent Network     Functional - General Chart of Accounts   You said that Index Code will be            Index code is not needed in SMART to identify an expense or receipt.           7/8/2009
                     Meeting #3                                                        eliminated. Since that is used to track      Refer to the Chart of Accounts mapping your agency completed in
                                                                                       expenditures and receipts, how is this      the Spring of 2009.
                                                                                       handled in SMART?




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                                                                              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                                                       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.

  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.
  82          5/20/2009 Change Agent Network   Functional - Projects Chart of Accounts   We have a fund with multiple CFDA          Yes, in order to achieve the one fund/one CFDA approach there                  7/8/2009
                        Meeting #3             and Grants                                numbers. We planned to track them by       would need to be additional funds established.
                                                                                         Project ID. Do you mean that this fund
                                                                                         will need to be broken down in multiple
                                                                                         funds?
  83          5/20/2009 Change Agent Network   General Enterprise   Communication &      Who will the agency tasks/activities be    Tasks and activities are sent to your agency’s Change Agents. The              7/8/2009
                        Meeting #3             Readiness            Terminology          sent to within the agency? When we         contact list is posted on the Sunflower Project website – contact
                                                                                         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.
  84          5/20/2009 Change Agent Network   Interface            Online Inquiry       The inquiry screens that you have in the   Yes, as long as the information is sent to SMART, the data will be             7/8/2009
                        Meeting #3                                                       demo, (voucher, purchase order, etc.)      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?
      7       5/19/2009 Interface Workshop     Functional -         Vendors              Will all agencies share the same vendor    Yes.                                                                           7/8/2009
                                               Accounts Payable                          file?
      8       5/19/2009 Interface Workshop     Functional - General Configuration Values Will each agency have a separate           Each agency will have its own GL and AP business units.                        7/8/2009
                                                                                         business unit?
      9       5/19/2009 Interface Workshop     Interface            Agency Tasks         Who will perform the documentation         The Interface and Finance Teams will collaborate to write the                  7/8/2009
                                                                                         during the design phase?                   documentation for interface layouts and transmission protocols.
                                                                                                                                    Agencies will document how their interfaces work and system
                                                                                                                                    changes associated with SMART.
  10          5/19/2009 Interface Workshop     Interface            Auto Numbering       Can you use auto numbering for FEIN?       FEIN is your Federal Employer Identification number, so you cannot             7/8/2009
                                                                                                                                    use auto numbering for it. If we are talking about Vendor ID, we will
                                                                                                                                    discuss those later. For vouchers, if you have your own numbering
                                                                                                                                    scheme you can use that instead of auto-numbering.

  11          5/19/2009 Interface Workshop     Interface            Auto Numbering       How long does the voucher number       In general, it needs to be unique as long as it sits in the database.              7/8/2009
                                                                                         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?

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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      Interface          Auto Numbering      What will happen if a voucher has the      Online transactions will be and interfaced transactions can be auto             7/8/2009
                                                                                    same number as another because of          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      Interface          Auto Numbering      Will each agency be able to assign its     The decision has been made to follow best practices and use auto-               7/8/2009
                                                                                    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?
  14       5/19/2009 Interface Workshop      Interface          Auto Numbering      Will most people go with auto vs. smart    We really do not know – we do not want to force people to go one                7/8/2009
                                                                                    numbering?                                 way or other
  15       5/19/2009 Interface Workshop      Interface          Batch Schedule      What is UC4 software and how will it be    UC4 is a batch process scheduling software that allows the interface            7/8/2009
                                                                                    used?                                      processing, including dependencies, to be automated. UC4 will
                                                                                                                               mainly be used after go-live to schedule all batch processing,
                                                                                                                               including interfaces.
  16       5/19/2009 Interface Workshop      Interface          Batch Schedule      Will each agency know or be told their     Yes, once the schedule is known, each agency will be notified of the            7/8/2009
                                                                                    interface schedule?                        schedules that affect them.
  17       5/19/2009 Interface Workshop      Interface          Batch Schedule      Will there be real-time interfacing?       No, all interfaces will be run in batch at night.                               7/8/2009
  18       5/19/2009 Interface Workshop      Interface          Chart of Accounts   At implementation what is the last         A new set of object codes (accounts) are currently in development;              7/8/2009
                                                                                    character for accounts going to be used    some will be eliminated and some will be added. Use the first digit
                                                                                    for at go-live?                            and length to begin coding. The last digit will be available to provide
                                                                                                                               a greater level of detail in certain codes, other professional services
                                                                                                                               for example will be 527900 and new more detailed services can be
                                                                                                                               added as 527901, 527902. These values will be determined by
                                                                                                                               project staff with input from agencies and will be controlled
                                                                                                                               centrally.
  20       5/19/2009 Interface Workshop      Interface          Chart of Accounts   How will fund values be different on       The idea would be to use same fund number for agencies who would                7/8/2009
                                                                                    those funds that track across agencies?    use same fund. We will use different budget units to differentiate
                                                                                                                               appropriation control. An example, Medicaid federal fund where
                                                                                                                               four agencies currently share this federal funding; each agency uses
                                                                                                                               a different four digit fund number in STARS but will use a common
                                                                                                                               four digit fund number in SMART.

  19       5/19/2009 Interface Workshop      Interface          Chart of Accounts   Is Budget Reference going to tie to the    No, many index codes in STARS correspond to one budget unit. Index              7/8/2009
                                                                                    existing index code?                       code points to budget unit in STARS. If 1:1, then they would be the
                                                                                                                               same value, otherwise they would not.




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                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
 ID    Date Received          Source                 Category      Subcategory                    Question                                                   Answer
                                                                                                                                                                                                            Updated
  21       5/19/2009 Interface Workshop      Interface          Communication &   Does SMART require a header record?        There can be some confusion regarding “header record.” In the                     7/8/2009
                                                                Terminology                                                  current SMART system, “header record” refers to the parent record
                                                                                                                             for transactions that include both a parent and child relationship. It
                                                                                                                             does not refer to a record in the interface that contains statistics
                                                                                                                             about the file being transmitted.

                                                                                                                             PeopleSoft delivered processes requires that a “statistics record” be
                                                                                                                             included in the interface files. We are referring to those records as
                                                                                                                             “control records.”
  22       5/19/2009 Interface Workshop      Interface          Communication &   Does the CD contain the info necessary     No, that is part of conversion. Additional information about Data                 7/8/2009
                                                                Terminology       for converting the assets piece?           Conversion has been provided during the Data Conversion
                                                                                                                             Workshop, May 5.
  23       5/19/2009 Interface Workshop      Interface          Communication &   How will you notify us of interface        We will post layout changes to the secure website as they become                  7/8/2009
                                                                Terminology       changes?                                   available. A weekly communication from the Technical Team will
                                                                                                                             be sent to agencies (i.e. Primary Contact, Project Manager, Technical
                                                                                                                             Contact) outlining updates for that week. If there are no changes,
                                                                                                                             no communication will be sent.

  24       5/19/2009 Interface Workshop      Interface          Communication &   If my current system takes transaction     The ongoing interface workshops will talk towards conversions but                 7/8/2009
                                                                Terminology       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?

  26       5/19/2009 Interface Workshop      Interface          Communication &   What does “approved status” on the         “Approved” means that the interface has been approved to be built.                7/8/2009
                                                                Terminology       interface list mean?
  27       5/19/2009 Interface Workshop      Interface          Communication &   What is "SQR", is it a data warehouse      SQR is a programming tool provided with PeopleSoft. It can be used                7/8/2009
                                                                Terminology       type of access?                            for processing files as well as creating reports. It is used extensively
                                                                                                                             in PeopleSoft and is referred to generically by the technical team.
                                                                                                                             SQR is not a data warehouse access tool.

  25       5/19/2009 Interface Workshop      Interface          Communication &   What is budget reference in the layout?    It is called budget reference in the layout, but is used the same way             7/8/2009
                                                                Terminology                                                  we use budget units today.
  28       5/19/2009 Interface Workshop      Interface          Communication &   What is the difference between internal    External interfaces will transmit files between SMART and Agencies.               7/8/2009
                                                                Terminology       and external interfaces?                   Internal interface refers to data transfer between SMART and SHaRP.

  29       5/19/2009 Interface Workshop      Interface          Communication &   What resources are available to us?      Project resources are available through office hours. If you have                   7/8/2009
                                                                Terminology                                                staff issues in your agency you need to resolve those within your
                                                                                                                           agency.
  30       5/19/2009 Interface Workshop      Interface          Communication &   What’s the difference between Interface The terms ”Technical Design” and “Detailed Design” are                               7/8/2009
                                                                Terminology       Technical Design and Detailed Design?    interchangeable. On some Gantt charts in SMART presentations,
                                                                                                                           there were 2 different bars. Detailed Design, in those cases refers to
                                                                                                                           Detailed Design for the entire SMART solution. Interface Detailed
                                                                                                                           Design is scheduled to finish sooner than overall Detailed Design, to
                                                                                                                           help facilitate getting necessary information to the agencies as soon
                                                                                                                           as possible.
  31       5/19/2009 Interface Workshop      Interface          Communication &   Who was on the distribution list for the We distributed the email to technical project managers, primary                     7/8/2009
                                                                Terminology       configuration crosswalk?                 contacts and alternate primary contacts.
  32       5/19/2009 Interface Workshop      Interface          Communication &   Will there be an INF04 Vendor upload     Yes, we will have a workshop with that as well. Agencies can use                    7/8/2009
                                                                Terminology       workshop?                                office hours for that if it is just one group.


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                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
 ID    Date Received          Source                 Category       Subcategory                     Question                                                  Answer
                                                                                                                                                                                                          Updated
  33       5/19/2009 Interface Workshop      Interface          Communication &     Will updates to the Interface Standards    Updates to the Interface Standards and File Layouts will be posted to         7/8/2009
                                                                Terminology         be posted on your web page?                the web page and communicated in an email. We plan to provide
                                                                                                                               an update at least once each week, if there were changes to report.

  34       5/19/2009 Interface Workshop      Interface          Communication &     Will you post the SMART integration        Yes, it will be online.                                                       7/8/2009
                                                                Terminology         slide online?
  35       5/19/2009 Interface Workshop      Interface          Data Integrity      Since there will be no business            Yes, each agency will be responsible for the accuracy and integrity of        7/8/2009
                                                                                    validations, will SRS program systems      their data.
                                                                                    need to perform edits on the interface
                                                                                    file prior to sending it to SMART?

  36       5/19/2009 Interface Workshop      Interface          Data Transmission   Is the process on how we access the DISC   Agencies will log into the DISC mainframe thru their Core FTP login           7/8/2009
                                                                                    mainframe changing? Presently we are       to retrieve their outbound interface files. This process has not yet
                                                                                    given read only access to specific         been determined. It’s in the final stages and should be ready
                                                                                    mainframe DISC files.                      sometime in early June 2009.

  37       5/19/2009 Interface Workshop      Interface          Error Processing    Most of SRS payments through STARS         Vendors can be updated online and interfaced back to systems; in              7/8/2009
                                                                                    error because of bad vendors. How will     this case all vendors entered on-line must pass the standard set of
                                                                                    we address this potential error?           edit checks. Alternatively, vendors can be created in agency systems
                                                                                                                               and interfaced to SMART, new vendor records must pass SMART edit
                                                                                                                               checks (i.e. required values in the required format.) The Finance
                                                                                                                               Team is still considering how vendor errors will be handled or
                                                                                                                               corrected.
  38       5/19/2009 Interface Workshop      Interface          Error Processing    Some payment errors occur when there       When a transaction fails Budget Check in SMART, the status is set to          7/8/2009
                                                                                    is a lack of funding. When money is        not passed. During the regularly scheduled nightly processing all
                                                                                    transferred to the fund then the           transactions are again processed by Budget Checking. This will
                                                                                    transaction will be processed the next     continue each night until the transaction passes Budget Checking.
                                                                                    night without a change to the actual
                                                                                    transaction on STARS. Will this be the   Delivered PeopleSoft provides panels to view all transactions that
                                                                                    process in SMART or will the transaction have not passed Budget Checking.
                                                                                    be considered a Transaction Level Error
                                                                                    that needs to be retransmitted?
  39       5/19/2009 Interface Workshop      Interface          Error Processing    What are the business rules for error      There are two basic types of errors to consider when processing               7/8/2009
                                                                                    notification?                              Interface Files. There is a third type of error that’s part of the
                                                                                                                               accounting process and that is a Budgeting Error. That is not by
                                                                                                                               definition an Interface Error, as it relates to budgets and whether
                                                                                                                               transactions pass budget checking.

                                                                                                                               Business Rules for Error handling have not been developed at this
                                                                                                                               time. We plan to complete these rules by the end of the Build
                                                                                                                               Phase, September 2009.




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                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
 ID    Date Received          Source                 Category       Subcategory                      Question                                                     Answer
                                                                                                                                                                                                             Updated
  40       5/19/2009 Interface Workshop      Interface          Error Processing    When errors on the error log are              The architecture details are not yet set, and should be available             7/8/2009
                                                                                    corrected, are they deleted? I am             during the build phase. The build phase begins soon and is due to be
                                                                                    making the assumption that each agency        completed by August 31.
                                                                                    will be responsible for their own errors
                                                                                    as it is now on STARS. But will this be a     The error handling processes have not yet been designed. We will
                                                                                    running log that deletes off the items        notify the agencies as soon as they have been designed. Should be
                                                                                    that are resolved or will it be on the list   completed by August 2009.
                                                                                    once and it's then up to the agency to
                                                                                    catch.
  41       5/19/2009 Interface Workshop      Interface          Interface Layouts   Agency code is composed of three (3)          Positions 1 & 2 in the SMART interface file naming convention will            7/8/2009
                                                                                    alphanumeric characters. Positions 1 &        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)
  42       5/19/2009 Interface Workshop      Interface          Interface Layouts   How set in the stone are the interfaces?      Since we are still in the design phase, some of the interface layouts         7/8/2009
                                                                                                                                  could change. However these would be minor changes such as the
                                                                                                                                  addition or deletion of a field. We will provide you with those
                                                                                                                                  changes as they become available.
  43       5/19/2009 Interface Workshop      Interface          Interface Layouts   How will the sub-organization for the         Sub-organization on the interface file name would be determined by            7/8/2009
                                                                                    agencies be designated and who will           the agency if they have multiple internal agency systems that would
                                                                                    determine these?                              be interfacing the same type of file into SMART.

  44       5/19/2009 Interface Workshop      Interface          Interface Layouts   I did not see anything that looked like a     Agencies cannot interface the “final payment” indicator into SMART.           7/8/2009
                                                                                    reference similar to the current “final        Because it is not included on the interface, agencies would need to
                                                                                    payment” indicator. Does something            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          Interface Layouts   Is there a field that we can use to carry a Use the payment message or invoice ID field on INF02, since it                  7/8/2009
                                                                                    value all the way through the process       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          Interface Layouts   The inbound layout shows a                    VOUCHER_ID_RELATED allows agencies to relate an adjustment to a               7/8/2009
                                                                                    VOUCHER_ID_RELATED and                        previously processed voucher. This is used in the case of making an
                                                                                    VOUCHER_LINE_NUM as unique                    adjustment to a voucher and stores the 8-digit related voucher
                                                                                    identifiers. Will this be unique to the       number. VOUCHER_LINE_NUM is a unique, sequential number
                                                                                    agency or statewide?                          provided for each voucher line and indicates the individual line
                                                                                                                                  associated with a payment voucher.




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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          Interface Layouts   What is the relationship between           The Voucher data in PeopleSoft is maintained in several tables. The         7/8/2009
                                                                                    Voucher Header, Voucher Line, Voucher      main tables are Voucher Header, Voucher Line and Voucher
                                                                                    Distribution and Single Payment Line?      Distribution. The Voucher Header (one) is the parent table for
                                                                                                                               Voucher Line (many), with a one to many relationship. Each
                                                                                                                               Voucher Line (one) can have multiple Voucher Distributions (many).
                                                                                                                               1. The Voucher Header contains the general or overall information
                                                                                                                               for each Voucher.
                                                                                                                               2. The Voucher Line contains all the individual items that are being
                                                                                                                               paid.
                                                                                                                               3. The Voucher Distribution is where the accounting information or
                                                                                                                               ChartFields are stored for each Voucher Line. Each Voucher Line
                                                                                                                               can be charged to multiple ChartField combinations.
                                                                                                                               4. Single Payment (many) is a child of Voucher Header (one). Single
                                                                                                                               Payment line contains information that qualifies the transaction as a
                                                                                                                               Single Payment Voucher.

                                                                                                                               Single Payment Voucher– Interfaces with the SMART system but
                                                                                                                               does not have their information maintained in the SMART system.


  48       5/19/2009 Interface Workshop      Interface          Interface Layouts   Will the AP Vendor Download and            Yes.                                                                        7/8/2009
                                                                                    Upload be replacing the State Vendor
                                                                                    File?
  49       5/19/2009 Interface Workshop      Interface          Interface 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?

  50       5/19/2009 Interface Workshop      Interface          Interfund           Has a decision been made on interfunds     The interfund solution using AP and AR functionality is currently           7/8/2009
                                                                                    and journal vouchers?                      being designed around requirements that include: 1) AP and AR
                                                                                                                               transactions of each interfund will be associated, 2) the AP and AR
                                                                                                                               transactions be released to process in SMART in the same cycle, 3)
                                                                                                                               provide for spreadsheet upload and interface of transactions, 4)
                                                                                                                               provide for notification within and between AP and AR agency users,
                                                                                                                               5) user agencies able to see both sides of the transaction and 6) each
                                                                                                                               agency ability to control entry and approval of its side of the
                                                                                                                               transaction.
  51       5/19/2009 Interface Workshop      Interface          Interfund           Is INF44 the same interface for both     Yes, INF44 will be used for both.                                             7/8/2009
                                                                                    regular deposits and interfund vouchers?

  52       5/19/2009 Interface Workshop      Interface          Interfund           Would it be good to have an interfunds-    We can make that an agenda item on the June meeting or can we do            7/8/2009
                                                                                    specific meeting?                          it sooner. We will make this a takeaway.
  53       5/19/2009 Interface Workshop      Interface          Mapping             What about the mapping of fields           Data mapping from current systems to SMART will not be provided             7/8/2009
                                                                                    between STARS and SOKI3+ with              by the Sunflower Project Team. Each agency will need to work with
                                                                                    corresponding fields in SMART?             their Functional experts to map this data.
  54       5/19/2009 Interface Workshop      Interface          Mapping             Who is responsible to map our current      Each agency will map their systems to SMART.                                7/8/2009
                                                                                    system files to the SMART system?




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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               7/8/2009
                                                                                     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 COA and interface
                                                                                                                                  standards and that sacrificed some of your timeline. But we still
                                                                                                                                  have a go-live at fiscal yearend that cannot change and we need to
                                                                                                                                  strive to meet those dates. We are looking for info on project plans
                                                                                                                                  to understand if it is/isn't doable. We need to know if you are going
                                                                                                                                  to have a problem meeting these dates. If you are, you need to let us
                                                                                                                                  know immediately so that we can provide resources to help you.


  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?
  60       5/19/2009 Interface Workshop      Interface          Standards and File   Are you putting anything into the output     Yes, some fields in that layout will not be in the input file. In the case       7/8/2009
                                                                Formats              file that is not in the input file?          of INF02 and INF03, the outbound contains warrant information,
                                                                                                                                  warrant number, date and status but refer to the layouts for the
                                                                                                                                  complete list of fields.
  61       5/19/2009 Interface Workshop      Interface          Standards and File   Can the interface data be sent in XML        No. The standard file format is ASCII, fixed width text file.                    7/8/2009
                                                                Formats              instead of a flat file?
  62       5/19/2009 Interface Workshop      Interface          Standards and File   Could you provide a list of valid "values"   This information will be provided as it is known, and is due to be               7/8/2009
                                                                Formats              for applicable fields?                       completed during the Build phase, i.e. over the next 2-4 months.

  63       5/19/2009 Interface Workshop      Interface          Standards and File   Do we need filler characters?                Each field in an Interface file will be fixed length. The overall file will      7/8/2009
                                                                Formats                                                           be fixed length. If the data provided in any given field does not use
                                                                                                                                  the allotted characters, then spaces are required to fill the unused
                                                                                                                                  space.
  64       5/19/2009 Interface Workshop      Interface          Standards and File   How many Interfaces are outbound and         As of this writing, there are 25 interfaces. 14 are inbound, and 11              7/8/2009
                                                                Formats              how many are inbound?                        are outbound. Others are being considered. Over half the
                                                                                                                                  interfaces are for central systems that agencies do not need to
                                                                                                                                  consider. Few agencies will be using more than three or four. If
                                                                                                                                  agencies are unsure which interfaces they should use please contact
                                                                                                                                  us.
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                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                                       Date Last
 ID       Date Received          Source              Category           Subcategory                       Question                                                        Answer
                                                                                                                                                                                                                       Updated
  65          5/19/2009 Interface Workshop     Interface            Standards and File   Inbound files will be archived in the          Once data from Interfaces has been processed into the SMART                       7/8/2009
                                                                    Formats              archival directory for a period of time.       production system, the files will be moved to an archive directory.
                                                                                         What time frame is planned on for these        It has not yet been determined the length of time those archived
                                                                                         files? If this time is less than one year,     files will be maintained. We hope to make that determination by
                                                                                         will the information from these files be       the end of the Build Phase, September 2009.
                                                                                         accessible in the data warehouse?
                                                                                                                                        Interface files will not be moved to the Data Warehouse. Only
                                                                                                                                        transactions that reside in SMART and SHaRP will be moved to the
                                                                                                                                        Data Warehouse.
  66          5/19/2009 Interface Workshop     Interface            Standards and File   Is “Voucher ID” alphanumeric?                  Yes. SMART voucher numbering can include alpha characters but the                 7/8/2009
                                                                    Formats                                                             batch load has to have an attribute that makes the IDs unique within
                                                                                                                                        that group of IDs.
  67          5/19/2009 Interface Workshop     Interface            Standards and File   We need the field description to specify       Each field in an Interface file will be fixed length. The overall file will       7/8/2009
                                                                    Formats              for each field whether you want blanks         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.

  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.
  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.
      3       1/22/2009 Change Agent Network   General Enterprise   CAN Meetings         Since many agencies face budget                The Sunflower Project began testing web conferencing capability                 11/24/2009
                        Launch                 Readiness                                 restrictions which limit their staff's         prior to the Change Agent Network Launch. We anticipate that
                                                                                         ability to travel, will remote attendance      alternatives to in-person attendance will be available for remote
                                                                                         be an option at future Change Agent            agencies in time for Change Agent Network Meeting #2 (3/26/2009).
                                                                                         Network Meetings?

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                                                                               Sunflower Project Questions and Answers
                                                                                                                                                                                                                   Date Last
 ID       Date Received          Source              Category          Subcategory                     Question                                                     Answer
                                                                                                                                                                                                                   Updated
      4       1/22/2009 Change Agent Network   General Enterprise   CAN Meetings       When will dates of future Change Agent      Projected dates for all Change Agent Network Meetings are included                 7/8/2009
                        Launch                 Readiness                               Network Meetings be published?              in the Agency Task List. As soon as critical logistics for each meeting
                                                                                                                                   are confirmed, the Sunflower Project will publish the confirmed
                                                                                                                                   meeting date, time, and location.
      5       1/22/2009 Change Agent Network   General Enterprise   Readiness          What is a Readiness Assessment?             A Readiness Assessment is a tool the Sunflower Project uses to help                7/8/2009
                        Launch                 Readiness            Assessment                                                     evaluate each agency's level of readiness for SMART
                                                                                                                                   implementation. Readiness Assessments are deployed periodically in
                                                                                                                                   the form of online surveys. Although they may need assistance from
                                                                                                                                   others at the agency, the Agency Primary Contacts are responsible
                                                                                                                                   for ensuring each Readiness Assessment is completed in its entirety
                                                                                                                                   and on schedule.

      6       1/22/2009 Change Agent Network   Training             Schedule           Sunflower Project training activities       Best practices show it is best to provide training 'just in time' for the          7/8/2009
                        Launch                                                         occur right in the middle of fiscal year-   implementation of a new IT system. In order to be effective certain
                                                                                       end activities (April 2010 to June 2010)    training activities must be conducted immediately prior to SMART
                                                                                       when agencies are busy with other tasks.    go-live, which coincides with the start of the fiscal year. However,
                                                                                       Why is this, and has the project            the project will take steps to minimize the impact, such as working
                                                                                       considered alternatives?                    with agencies to schedule staff involved in year-end activities for
                                                                                                                                   earlier training sessions.




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