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					                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
   ID         Date Received        Source               Category           Subcategory                     Question                                                  Answer
                                                                                                                                                                                                               Updated
        960      1/29/2010 Change Agent Network    Functional -        Chart of Accounts   Will the "old" now unused SHaRP          No, department information supplied for the SMART task is not                1/20/2010
                           Meeting #8              General Ledger                          Department ID codes be transferred to    being forwarded to SHARP.
                                                                                           SMART? How will those old                To change or delete existing departments in SHaRP, please send a
                                                                                           Department ID codes go away?             list to patti.pearce@da.ks.gov with the following information:
                                                                                                                                    Department Number, Current Long Description, Effective Date of
                                                                                                                                    Change, New Long Description (limit 30 characters) and New Short
                                                                                                                                    Description (limit 10 characters). Please refer to Change Agent
                                                                                                                                    Network Presentation #6 located at the following link for more
                                                                                                                                    information:
                                                                                                                                    http://www.da.ks.gov/smart/Documents/CAN6_Presentation_2009-
                                                                                                                                    10-27.ppt
        961      1/29/2010 Change Agent Network    Functional -        SpeedCharts         When we update the SpeedChart task in Yes, Task ID 201 can be updated in the Spring and Project ID's can             1/20/2010
                           Meeting #8              Projects and Grants                     the Spring, will we be able to add       be added.
                                                                                           Project ID's? If not, when will we be
                                                                                           able to add Project ID's to SpeedCharts?

        962      1/29/2010 Change Agent Network    Functional - Time   Training            The Self-Service role is not in Role        The Self-Service role is not in role mapping workbook as employees       1/20/2010
                           Meeting #8              and Labor                               Mapping workbook for Time and Labor.        in agencies using Time and Labor Self-Service will automatically be
                                                                                           Is there training for Self-Service time     mapped to these roles. There are 4 Web-based training courses for
                                                                                           entry? Will it be tracked in the Learning   each of the Time and Labor roles. Web-based training for Time and
                                                                                           Management System (LMS) or does the         Labor roles will be offered on the SHaRP website starting in April,
                                                                                           agency have to track the training           2010.
                                                                                           manually?
        959      1/29/2010 Change Agent Network    Post Go-Live        Security            Will SMART user access be provided by       The decision has been made to administer all security centrally.         1/20/2010
                           Meeting #8                                  Administration      Department of Administration or each        After go-live, this topic may be addressed again.
                                                                                           agency's security access group?

        920      1/20/2010 Change Agent Network #8 Functional -        Travel & Expense    Is there a policy change in progress for    This is a regulation change the Department of Administration is          1/26/2010
                                                   Accounts Payable                        meal reimbursement so that it is no         proposing. The change to move to meal allowances for a day that
                                                                                           longer done in quarter day increments?      will equal no more than $38 per day which is the same amount of
                                                                                                                                       the quarter day allowances. The policy change is still in the
                                                                                                                                       Legislative process. If the regulation changes are adopted, then an
                                                                                                                                       information circular from Accounts & Reports will be issued. The
                                                                                                                                       intent to keep the allowance amount the same to state travelers so
                                                                                                                                       agencies’ budgets would have no negative impact as a result of the
                                                                                                                                       change.
        942      1/20/2010 Change Agent Network    Data Warehouse      Reporting           Is there a limit to the number of power     No, but it will be on an agency by agency basis. For the bigger          1/20/2010
                           Meeting #8              and Reporting                           users an agency can have if the agency      agencies and agencies that are located throughout the state, it
                                                                                           has a need to write their own queries?      makes sense to have more users available to write queries.

        925      1/20/2010 Change Agent Network    Data Warehouse      Reporting           Will "power users" need to learn a          The data warehouse provides end users an interface that does not         1/20/2010
                           Meeting #8              and Reporting                           specific computer language to run           require a programming language. Power users need to understand
                                                                                           queries? If so, which language? Will        how database table structures and data origins work. Power user
                                                                                           this be part of power users training or a   training will contain what you need to know to write reports in the
                                                                                           separate training?                          Data Warehouse.




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                                Page 1 of 88                                                                                            Printed 8/1/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                                   Date Last
   ID         Date Received        Source              Category           Subcategory                       Question                                                   Answer
                                                                                                                                                                                                                   Updated
        937      1/20/2010 Change Agent Network   Functional -        Vendors              If a vendor is in STARS today, can we        Yes, vendors will be converted to SMART. Over 200,000 vendors will           1/20/2010
                           Meeting #8             Accounts Payable                         assume it will also be in SMART on           be converted. A&R will perform a vendor purge in April, 2010, to
                                                                                           7/1/2010?                                    remove vendors that are not current, using the existing purge
                                                                                                                                        criteria. The vendors that exist in STARS after the purge process will
                                                                                                                                        be converted to SMART with a new SMART vendor id.

        921      1/20/2010 Change Agent Network   Functional -        Vouchers             Do non-delegated audit vouchers need         The details of the process are still being evaluated. We will provide       1/20/2010
                           Meeting #8             Accounts Payable                         to be printed and sent in?                   additional information as it becomes available.
        926      1/20/2010 Change Agent Network   Functional -        Vouchers             How will outstanding STARS warrants          The details of the process are still being evaluated. We will discuss       1/20/2010
                           Meeting #8             Accounts Payable                         written in FY10 be cancelled in FY11 in      this topic in more detail at CAN9 to be held February 17, 2010.
                                                                                           SMART?
        941      1/20/2010 Change Agent Network   Functional -        Deposit              Currently, we do an Excel upload for         Yes, there is a deposit spreadsheet upload. There is training being         1/20/2010
                           Meeting #8             Accounts Receivable                      deposits into SOKI, will that option still   developed and a UPK that will step through the process.
                                                                                           exist for SMART?
        923      1/20/2010 Change Agent Network   Functional -        Interfund            We currently use SOKI, does that mean        No, if you are using SOKI online, you are not interfacing. You will         1/20/2010
                           Meeting #8             Accounts Receivable                      we should be doing interface testing?        use SMART online. If you are using the spreadsheet template or an
                                                                                                                                        upload when transacting in SOKI, you should be in contact with
                                                                                                                                        your agency liaison immediately.
        928      1/20/2010 Change Agent Network   Functional - General Audit Requirements If an agency is scanning invoices for         Division of Accounts & Reports will look at the uniqueness of each          1/20/2010
                           Meeting #8                                                     vouchers and the agency has various           agency. Please contact Kent Olson or Randy Kennedy for more
                                                                                          locations throughout the state, why do        information. Accounts & Reports will set up a time where they can
                                                                                          we have to have original paper to flow        come onsite to the agency and look at electronic and paper
                                                                                          through agency approvals? Does                documentation and have staff show them what type of document
                                                                                          Accounts & Reports have a set of              management system the agency has.
                                                                                          guidelines on document management
                                                                                          systems?
        922      1/20/2010 Change Agent Network   Functional - General Audit Requirements If we are already a delegated audit      Yes, please contact the Division of Accounts & Reports and discuss               1/20/2010
                           Meeting #8                                                     agency, can we increase our authority    increasing your delegated audit authority with Randy Kennedy.
                                                                                          from $2,000 to $5,000 prior to 7/1/2010? Randy can be reached at 785.296.2125 or via email at
                                                                                                                                   Randy.Kennedy@da.ks.gov.
        957      1/20/2010 Change Agent Network   Functional - General Audit Requirements Who in Accounts & Reports should we      Please contact Randy Kennedy in Accounts & Reports. Randy can                    1/20/2010
                           Meeting #8                                                     work with for document management        be reached at Randy.Kennedy@da.ks.gov or at 785.296.2125.
                                                                                          system approval?
        945      1/20/2010 Change Agent Network   Functional -         Budget Check       What does tracking with budget mean? Track with budget means you are required to enter a valid                            1/20/2010
                           Meeting #8             General Ledger                                                                   ChartField combination or the transaction will fail budget check.

        948      1/20/2010 Change Agent Network   Functional -        Chart of Accounts    If we create new position pool numbers Yes, when you start entering your new department ID's in SHARP                    1/20/2010
                           Meeting #8             General Ledger                           now, should we start using the new pool you should start using the new Pool ID's you want for these
                                                                                           numbers now?                            departments. These new pools should be set up with current
                                                                                                                                   funding information. In the Spring you will be asked to provide
                                                                                                                                   your updated spreadsheets of ComboCodes and Department
                                                                                                                                   Budget table updates. You should already have your employees
                                                                                                                                   and positions updated with any new department ID's and position
                                                                                                                                   pool ID's at that time.




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                                Page 2 of 88                                                                                                Printed 8/1/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
   ID         Date Received        Source              Category       Subcategory                      Question                                                 Answer
                                                                                                                                                                                                             Updated
        947      1/20/2010 Change Agent Network   Functional -     Chart of Accounts   We want to make changes to our            If these codes will be used in SHaRP, agencies can send a list of all         1/20/2010
                           Meeting #8             General Ledger                       SMART Department ID's. We were told       Department ID’s they want to use in SMART to Patti Pearce at
                                                                                       that we had to wait until March to make   patti.pearce@da.ks.gov and she will enter them in SHaRP.
                                                                                       these changes. Can we request those       Agencies need to submit new Combo Codes for all valid funding
                                                                                       changes now?                              combinations that will exist in SMART. In the Spring (approximately
                                                                                                                                 April, 2010), agencies will be given an opportunity to revise the
                                                                                                                                 ChartField values previously submitted to the Sunflower Project.
                                                                                                                                 Refer to Change Agent Network Presentation #7 for more
                                                                                                                                 information:
                                                                                                                                 http://www.da.ks.gov/smart/Documents/CAN7_Presentation_2009-
                                                                                                                                 12-11.ppt
        954      1/20/2010 Change Agent Network   Functional -     Encumbrances        Has the deadline been established to      The details of the process are still being evaluated. We will discuss        1/20/2010
                           Meeting #8             Purchasing                           enter DA-118 encumbrances in STARS?       this topic in more detail at CAN9 to be held February 17, 2010.

        927      1/20/2010 Change Agent Network   Functional -     Encumbrances        How are encumbrances for FY10 going       The details of the process are still being evaluated. We will discuss        1/20/2010
                           Meeting #8             Purchasing                           to be entered into SMART, before or       this topic in more detail at CAN9 to be held February 17, 2010.
                                                                                       after SMART goes live?
        930      1/20/2010 Change Agent Network   Functional -     Encumbrances        How are the DA-118s and DA-119s           The details of the process are still being evaluated. We will discuss        1/20/2010
                           Meeting #8             Purchasing                           handled?                                  this topic in more detail at CAN9 to be held February 17, 2010.

        956      1/20/2010 Change Agent Network   Functional -     Encumbrances        How do agencies enter encumbrances in The details of the process are still being evaluated. We will discuss            1/20/2010
                           Meeting #8             Purchasing                           STARS without a contract?             this topic in more detail at CAN9 to be held February 17, 2010.

        929      1/20/2010 Change Agent Network   Functional -     Encumbrances        How do encumbrances from prior years      The details of the process are still being evaluated. We will discuss        1/20/2010
                           Meeting #8             Purchasing                           get valid coding such as Department ID    this topic in more detail at CAN9 to be held February 17, 2010.
                                                                                       and PCA codes?
        955      1/20/2010 Change Agent Network   Functional -     Encumbrances        Will agencies complete and submit a DA-   The details of the process are still being evaluated. We will discuss        1/20/2010
                           Meeting #8             Purchasing                           118? Do all encumbrances need to be in    this topic in more detail at CAN9 to be held February 17, 2010.
                                                                                       STARS by June 29, 2010?

        932      1/20/2010 Change Agent Network   Functional -     Requisition         On the requisition process, when does      Budget Checking during the requisition process only impacts                 1/20/2010
                           Meeting #8             Purchasing                           budget checking occur?                     agencies who pre-encumber funds. Pre-encumbrance is being
                                                                                                                                  piloted by a small number of agencies at go-live. The budget
                                                                                                                                  checking process will have no financial impact to the majority of
                                                                                                                                  agencies. However, it is a required step in the requisition creation
                                                                                                                                  process. For the majority of agencies, requisitions will not be
                                                                                                                                  budget checked until they have been sourced into a purchase
                                                                                                                                  order.
        931      1/20/2010 Change Agent Network   Functional -     Requisition         What if some items are not on contract, If an item is not in the Item Master Catalog set up by the Division of         1/20/2010
                           Meeting #8             Purchasing                           but are listed in the catalog, can they be Purchases, you can use the "Special Request for Goods" page. You
                                                                                       selected for purchase?                     can also associate to a specific contract number, if applicable.

        933      1/20/2010 Change Agent Network   Functional -     Requisition         When using the Corporate                  When you are using the web catalog, you are selecting the items              1/20/2010
                           Meeting #8             Purchasing                           Express/Staples web catalog, is the       and putting them into a requisition. The requisition still has to go
                                                                                       order already submitted to Corporate      through the approval process. The requisition will then become a
                                                                                       Express/Staples before it was approved?   Purchase Order, reviewed by the Buyer and then it will be
                                                                                                                                 dispatched.




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                            Page 3 of 88                                                                                              Printed 8/1/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                                  Date Last
   ID         Date Received        Source              Category           Subcategory                    Question                                                   Answer
                                                                                                                                                                                                                  Updated
        934      1/20/2010 Change Agent Network   Functional -         Requisition      When using the Corporate                     When you are using the web catalog, you are selecting the items                1/20/2010
                           Meeting #8             Purchasing                            Express/Staples web catalog, will the        and putting them into a requisition. The requisition still has to go
                                                                                        order be placed with the vendor when         through the approval process. The requisition will then become a
                                                                                        the approval is given, or will the order     Purchase Order, reviewed by the Buyer and then it is dispatched.
                                                                                        be placed when the user exits the
                                                                                        "catalog" back to SMART?
        938      1/20/2010 Change Agent Network   General Enterprise   Concurrent       If the last day to enter transactions in     The details of the process are still being evaluated. We will discuss         1/20/2010
                           Meeting #8             Readiness            Processing       STARS is 6/29, where are we going to         this topic in more detail at CAN9 to be held February 17, 2010.
                                                                                        key FY10 payments after 6/29 during
                                                                                        concurrent processing?
        939      1/20/2010 Change Agent Network   General Enterprise   Concurrent       What is the final cut-off date for           The final cut-off date for concurrent processing is July 6, 2010.             1/20/2010
                           Meeting #8             Readiness            Processing       concurrent processing?                       A cutover calendar has been published and contains details on
                                                                                                                                     which transactions will be performed in which systems. The
                                                                                                                                     calendar is available on the SMART website at the following link:
                                                                                                                                     http://www.da.ks.gov/smart/Documents/Cutover_Calendar_20090
                                                                                                                                     120.xls


        940      1/20/2010 Change Agent Network   General Enterprise   Concurrent       When will we receive the concurrent          Division of Accounts & Reports will send out an Informational                 1/20/2010
                           Meeting #8             Readiness            Processing       processing schedule?                         Circular just as they have in the past. We will confirm the date and
                                                                                                                                     let staff know, but it is typically in April.
        943      1/20/2010 Change Agent Network   General Enterprise   Security         Define the role of the SMART Security        The SMART Security Liaison is someone in the agency with authority            1/20/2010
                           Meeting #8             Readiness            Administration   Liaison. Does this person need to be an      to give users the okay to perform tasks in SMART. It does not need
                                                                                        IT person or someone who knows the           to be an IT person.
                                                                                        security requirements for SMART
                                                                                        business processes?

        924      1/20/2010 Change Agent Network   Interface            Testing          Were there selected agencies chosen          We are still in the process of identifying agencies for user                  1/20/2010
                           Meeting #8                                                   for user acceptance testing?                 acceptance testing. Agencies will be contacted soon.
        949      1/20/2010 Change Agent Network   Interface            Testing          What is the difference between               Interface testing is specific to agencies that are interfacing                1/20/2010
                           Meeting #8                                                   interface testing and user acceptance        transactions into SMART. User Acceptance Testing is on-line
                                                                                        testing?                                     testing, will involve a larger group of agencies and the project will
                                                                                                                                     be contact those select agencies over the next few weeks.

        951      1/20/2010 Change Agent Network   Post Go-Live         Help Desk        Is there any on-line Help in application     The SMART website provides many avenues to receive help. The                  1/20/2010
                           Meeting #8                                                   for all users, not just the Tier 0 person?   training website, once deployed, will have all the course materials
                                                                                                                                     posted for end-users to research, including simulations, participant
                                                                                                                                     guides, business process flows, job aids and activity guides.

        950      1/20/2010 Change Agent Network   Post Go-Live         Help Desk        Will the Help Desk be available by e-       Help Desk tickets must be logged using an Internet browser. An                 1/20/2010
                           Meeting #8                                                   mail?                                       email will be sent when a ticket is logged, however you will not be
                                                                                                                                    able to log a ticket using email.
        935      1/20/2010 Change Agent Network   Training             Schedule         After go-live how long will the instructor- The Sunflower Project Training Team is developing a training plan              1/26/2010
                           Meeting #8                                                   led training continue?                      for after go-live, taking into account factors such as role-mapping
                                                                                                                                    numbers and course availability before go-live. We are committed
                                                                                                                                    to ensuring that employees have the training they need to conduct
                                                                                                                                    tasks in SMART. We will continue to communicate with agencies as
                                                                                                                                    the training program transitions from full-scale implementation to
                                                                                                                                    meeting the needs of new hires in upcoming years.



0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                             Page 4 of 88                                                                                                  Printed 8/1/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
   ID         Date Received        Source               Category          Subcategory                    Question                                                   Answer
                                                                                                                                                                                                             Updated
        944      1/20/2010 Change Agent Network    Training           Training           If two people from the same agency          Yes, we encourage agency staff to sign up and attend training             1/20/2010
                           Meeting #8                                                    need the same training, will they be able   sessions together when possible.
                                                                                         attend the same class to save on travel
                                                                                         expenses?
        952      1/20/2010 Change Agent Network    Training           Training           Is there a way to tell if agency staff      Agency Trainings Contacts will receive reports from the Sunflower        1/26/2010
                           Meeting #8                                                    completed web-based training?               Project Training Team to monitor training statuses for agency staff.

        953      1/20/2010 Change Agent Network    Training           Training           What tools are available for agencies to    Agency Trainings Contacts will receive reports from the Sunflower        1/26/2010
                           Meeting #8                                                    monitor completion of web-based             Project Training Team to monitor training statuses for agency staff.
                                                                                         training and instructor-led training?

        958      1/20/2010 Change Agent Network    Training           Training           Will any training be necessary for SHaRP Yes, staff in the Division of Accounts and Reports are in the process       1/20/2010
                           Meeting #8                                                    end users (payroll and personnel         of identifying updates to existing SHaRP Computer Based Training
                                                                                         transactions)?                           (CBT) materials as a result of the implementation of SMART.
                                                                                                                                  Agencies will be provided with the details in the near future but the
                                                                                                                                  changes are expected to be minimal except for the Define
                                                                                                                                  Commitment Accounting module. As part of the role mapping
                                                                                                                                  activity agencies are also being asked to identify staff members who
                                                                                                                                  will have access to the data warehouse for both HR and Finance
                                                                                                                                  data. Any HR staff that are assigned to these roles will need to
                                                                                                                                  attend training. In addition, Time and Labor agencies will also have
                                                                                                                                  additional training requirements.
        946      1/20/2010 Change Agent Network    Training                              Will SMART work with Windows 7?           Windows 7 is not yet certified for PeopleTools, but according to           1/26/2010
                           Meeting #8                                                    When do we expect to receive              Oracle testing is currently underway. Until Oracle certifies
                                                                                         certification of Windows 7 compatibility? Windows 7, SMART users on the Windows 7 operating system may
                                                                                                                                   experience incidents that the project is unable to resolve. Oracle
                                                                                                                                   has not provided a timeframe for when Windows 7 might be
                                                                                                                                   certified.
        936      1/20/2010 Change Agent Network    Training                              Will Windows 7 be supported for           Windows 7 is not yet certified for PeopleTools, but according to           1/26/2010
                           Meeting #8                                                    workstation requirements?                 Oracle testing is currently underway. Until Oracle certifies
                                                                                                                                   Windows 7, SMART users on the Windows 7 operating system may
                                                                                                                                   experience incidents that the project is unable to resolve. Oracle
                                                                                                                                   has not provided a timeframe for when Windows 7 might be
                                                                                                                                   certified.
    1096         1/14/2010 Role Mapping Workshop - Functional -       Travel & Expense   Can we change the Travel & Expense        You can update the supervisor in SMART to list someone in the              1/25/2010
                           Session 6               Accounts Payable                      Approver - Supervisor to someone in the Fiscal Office. The Supervisor level of approval is the first level.
                                                                                         Fiscal Office?                            Keep in mind the other level of approval for Travel & Expense
                                                                                                                                   transactions.
    1097         1/14/2010 Role Mapping Workshop - Functional -       Travel & Expense   We are a small agency and only have       If your agency only has one department, then that is all you will          1/25/2010
                           Session 6               Accounts Payable                      one department. What department           select for the range.
                                                                                         range do we select for the Department
                                                                                         Manager for Travel & Expense?

    1103         1/14/2010 Role Mapping Workshop - Functional -       Travel & Expense   What if an employee will travel but will    Any employee who you expect to travel or receive reimbursement           1/25/2010
                           Session 6               Accounts Payable                      not enter their own Travel & Expense?       should be set up as an Expense Payee. An Expense Payee does not
                                                                                                                                     have SMART security access. If they will not be entering their own
                                                                                                                                     transactions, they would need to have a Proxy or Proxies assigned.
                                                                                                                                     Otherwise, they would need the Expense Processor role which
                                                                                                                                     requires training.


0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                              Page 5 of 88                                                                                            Printed 8/1/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
   ID      Date Received         Source               Category         Subcategory                      Question                                                  Answer
                                                                                                                                                                                                            Updated
    1106      1/14/2010 Role Mapping Workshop - Functional -       Travel & Expense    What if we initially think someone          It will be each agency's responsibility to keep Payee information up-      1/25/2010
                        Session 6               Accounts Payable                       should not be listed as a Payee for         to-date in SMART post go-live. The post go-live maintenance
                                                                                       Travel & Expense, but a year from now,      process is still being developed. The details will be shared at future
                                                                                       they end up needing to travel?              CAN meetings.
    1101      1/14/2010 Role Mapping Workshop - Functional -       Chart of Accounts   If we have a new Service Location since     We will work with agencies to make sure that updates to                   1/25/2010
                        Session 6               General Ledger                         the User Role Workbook was created,         ChartFields are included in role mapping. If you have questions,
                                                                                       how can we add it?                          contact your Agency Liaison.
    1110      1/14/2010 Role Mapping Workshop - Functional -       Journal Entry       Will agencies be able to view GL journal    Yes, agencies will be able to view their agency's journal entries that    1/25/2010
                        Session 6               General Ledger                         entries initiated by Central for their      were initiated by Accounts & Reports.
                                                                                       agency?
    1108      1/14/2010 Role Mapping Workshop - Functional -       Journal Entry       Will there be any GL journal entries that   Yes, statutory transfers and monthly Average Daily Balance                1/25/2010
                        Session 6               General Ledger                         will be initiated Centrally? Will           transactions created centrally. There is no workflow on
                                                                                       workflow be involved for those journal      transactions generated by Accounts & Reports staff, as this is the
                                                                                       entries?                                    final level of Approval.
    1093      1/14/2010 Role Mapping Workshop - Functional -       Roles and           Are we required to have General Ledger      No, if your agency only requires one level of approval in GL, you will    1/25/2010
                        Session 6               General Ledger     Responsibilities    Approvers in Level 1 and Level 2 if we      only use Level 3.
                                                                                       only need one level (Level 3) of
                                                                                       approval?
    1094      1/14/2010 Role Mapping Workshop - Functional -       Roles and           If someone is listed as a Level 3           Yes, the GL Processor role is required for anyone who has a GL            1/25/2010
                        Session 6               General Ledger     Responsibilities    Approver for GL, is all General Ledger      Approver role. This means that training for the GL Processor role is
                                                                                       training required? Do they also have to     also required.
                                                                                       attend training for the GL Processor
                                                                                       role?
    1095      1/14/2010 Role Mapping Workshop - Functional -       Roles and           What if I want journal entry to go from     The first step is to determine how many levels of approval your           1/25/2010
                        Session 6               General Ledger     Responsibilities    the GL Processor Role directly to the       agency will need. If Level 1 and Level 2 are not defined, the journal
                                                                                       Level 3 Approver Role?                      entry will go directly from the GL Processor to the Level 3 Approver
                                                                                                                                   as long as they are not the same person.
    1109      1/14/2010 Role Mapping Workshop - Functional -       Workflow            Is there any functionality to notify the    No, journal entries initiated by Accounts & Reports do not have           1/25/2010
                        Session 6               General Ledger                         agency of a journal entry initiated by      workflow.
                                                                                       Accounts & Reports?
    1099      1/14/2010 Role Mapping Workshop - Functional -       Workflow            Can you have an Approver 2, but no          No, you must always have at least an Approver 3 in Purchasing             1/25/2010
                        Session 6               Purchasing                             Approver 3 for Purchasing workflow?         workflow.

    1098      1/14/2010 Role Mapping Workshop - Functional -       Workflow            If Amy is Approver 3 in Purchasing, can     No, she cannot have different workflow paths in Purchasing. She           1/25/2010
                        Session 6               Purchasing                             she also be an Approver 2 for               can only be in one Purchasing approval level.
                                                                                       Purchasing workflow?
    1102      1/14/2010 Role Mapping Workshop - Post Go-Live       Roles and           As a default, the employees listed in the   If an employee does not require access to SMART at go-live, you do        1/25/2010
                        Session 6                                  Responsibilities    User Role Workbook are marked as not        not have to map them to a role now. Once the post go-live process
                                                                                       being mapped. How do I add users to a       is in place, you will be able to make that request.
                                                                                       SMART user role after go-live?

    1092      1/14/2010 Role Mapping Workshop - Post Go-Live       Service Center      If an agency is using the Service Center,   The details of the Service Center processes for agencies who will be      1/25/2010
                        Session 6                                                      will they have the ability to be the        involved in Service Center is being determined. Details will be
                                                                                       approver for transactions?                  communicated to those agencies who have expressed interest in
                                                                                                                                   the Service Center.
    1100      1/14/2010 Role Mapping Workshop - Role Mapping       Chart of Accounts   In the settings example of the Role         For default ChartFields, you may only have one line of funding. You       1/25/2010
                        Session 6                                                      Mapping presentation, you have one          are able to update the ChartFields as well as use SpeedCharts on
                                                                                       funding line listed for each individual.    the transaction.
                                                                                       What if there is more than one line of
                                                                                       funding for an individual?


0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                            Page 6 of 88                                                                                             Printed 8/1/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
   ID      Date Received        Source               Category          Subcategory                    Question                                                  Answer
                                                                                                                                                                                                          Updated
    1090      1/14/2010 Role Mapping Workshop - Role Mapping       Roles and          Can we sort employees listed in the User No, because of the built-in validations included in the User Role            1/25/2010
                        Session 6                                  Responsibilities   Role Workbook by those mapped to         Workbook, please do not re-sort the data. If you would like to have
                                                                                      roles and those not mapped?              only the employees who are mapped to roles, you can filter the
                                                                                                                               information.
    1107      1/14/2010 Role Mapping Workshop - Role Mapping       Roles and          Will there be any testing done on role   It is up to the agency to review their role mapping to ensure the           1/25/2010
                        Session 6                                  Responsibilities   mapping to ensure that we assigned the correct employees are mapped to the right roles. Agencies should
                                                                                      right roles to the correct employees?    let the project know as soon as they have corrections to their user
                                                                                                                               role workbook.
    1091      1/14/2010 Role Mapping Workshop - Role Mapping       Service Center     If we are planning on using the Service  Agencies using the Service Center will not map their employees to           1/25/2010
                        Session 6                                                     Center, who should we map during Role roles that the Service Center will have in order to transact on their
                                                                                      Mapping?                                 behalf. Service Center agencies should consider whether or not
                                                                                                                               your agency will need to view transactions performed by the
                                                                                                                               Service Center, including the Data Warehouse.

    1105      1/14/2010 Role Mapping Workshop - Role Mapping       Service Center     If we are using the Service Center, do we Agencies using the Service Center will not map their employees to          1/25/2010
                        Session 6                                                     only map employees to Viewer roles and roles that the Service Center will have in order to transact on their
                                                                                      leave all other roles blank?              behalf. Service Center agencies should consider whether or not
                                                                                                                                your agency will need to view transactions performed by the
                                                                                                                                Service Center, including the Data Warehouse.

    1104      1/14/2010 Role Mapping Workshop - Training           Schedule           When does training start?                  Role mapping is the input for training. Web-based Training starts in      1/25/2010
                        Session 6                                                                                                March. Instructor-led training begins in April.
    1121      1/14/2010 Role Mapping Workshop - Functional -       Roles and          An AP Processor can only be in one         No, an AP Approver can be in multiple origins and approval steps.         1/25/2010
                        Session 7               Accounts Payable   Responsibilities   origin, is that also true for an AP
                                                                                      Approver?
    1132      1/14/2010 Role Mapping Workshop - Functional -       Travel & Expense   After go-live, who will have the           It will be each agency's responsibility to keep Payee information up-     1/25/2010
                        Session 7               Accounts Payable                      responsibility to keep a current list of   to-date in SMART post go-live. The post go-live maintenance
                                                                                      Payees (new hires and leaving              process is still being developed. The details will be shared at future
                                                                                      employees) in Travel & Expense?            CAN meetings.
    1131      1/14/2010 Role Mapping Workshop - Functional -       Travel & Expense   Can a Proxy be the same person for all     Yes, a person can be listed as the Expense Proxy for all Expense          1/25/2010
                        Session 7               Accounts Payable                      Expense Payees in Travel & Expense?        Payees in Travel & Expense.

    1122      1/14/2010 Role Mapping Workshop - Functional -       Travel & Expense   Can I be my own supervisor for Travel &    No, you cannot be your own supervisor. The supervisor does not            1/25/2010
                        Session 7               Accounts Payable                      Expense and approve my own travel          necessarily need to be someone above you.
                                                                                      documents, as I am at the top of the
                                                                                      organization?
    1130      1/14/2010 Role Mapping Workshop - Functional -       Travel & Expense   Can you list one person to approve         Yes, a person can be listed as the Supervisor for all Expense Payees      1/25/2010
                        Session 7               Accounts Payable                      Travel & Expense for all Payees?           in Travel & Expense. Consider though, whether or not the
                                                                                                                                 Supervisor approval level should be used by the Payee's Reports To
                                                                                                                                 Manager or something similar.
    1123      1/14/2010 Role Mapping Workshop - Functional -       Travel & Expense   Does each person have to be listed in      Any employee who you expect to travel or receive reimbursement            1/25/2010
                        Session 7               Accounts Payable                      role mapping for Travel & Expense? Do      should be set up as an Expense Payee in Travel & Expense. An
                                                                                      all travelers need to be in the system     Expense Payee does not have SMART security access. If they will
                                                                                      even if they are not entering their own    not be entering their own transactions, they would need to have a
                                                                                      transactions?                              Proxy or Proxies assigned. Otherwise, they would need the Expense
                                                                                                                                 Processor role which requires training.




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                           Page 7 of 88                                                                                            Printed 8/1/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
   ID      Date Received         Source               Category          Subcategory                     Question                                                 Answer
                                                                                                                                                                                                            Updated
    1120      1/14/2010 Role Mapping Workshop - Functional -        Workflow           If I enter vouchers, can I also be the      If you are a Processor and an Approver, then every voucher you             1/25/2010
                        Session 7               Accounts Payable                       Approver in case the Approver is gone?      process will automatically approve at your highest level of approval.
                                                                                                                                    You will either need to have both roles (the Approver would never
                                                                                                                                   see the voucher) or the Approver may designate an “Alternate
                                                                                                                                   User” that will handle approvals for a specified period of time,
                                                                                                                                   similar to Outlook’s “Out of Office”. That designee must have equal
                                                                                                                                   or greater permission rights as an Approver. A Central security
                                                                                                                                   administrator may also establish a designee for the Approver and
                                                                                                                                   move outstanding approvals to the alternate user.


    1125      1/14/2010 Role Mapping Workshop - Functional -        Deposit            Will SMART be completely paperless?         SMART will help reduce the usage of paper statewide, but will not         1/25/2010
                        Session 7               Accounts Receivable                    Will we still need to deliver a paper       be completely paperless. For example, for deposits you will print
                                                                                       receipt to the Treasurer's Office?          out a receipt and attach it to the daily deposit for the State
                                                                                                                                   Treasurer just as you do today.
    1124      1/14/2010 Role Mapping Workshop - Functional -        Interfund          If users will only have access to their     Interfunds will be processed on the Interfund page. You will only         1/25/2010
                        Session 7               Accounts Receivable                    own business unit, how will interfunds      process your "side" of the transaction. Agencies will have access to
                                                                                       work?                                       view both sides.
    1119      1/14/2010 Role Mapping Workshop - Functional -        Roles and          If a user is both a GL Processor and a GL   No, you will have one sign-on and all of your roles are applied to        1/25/2010
                        Session 7               General Ledger      Responsibilities   Approver, will they need separate           that sign-on. Keep in mind that if you have both the processor and
                                                                                       security sign-on's into SMART for each      approver, once the journal entry is created, it is automatically
                                                                                       role?                                       approved at your highest level of approval.

    1118      1/14/2010 Role Mapping Workshop - Functional -        Roles and          If someone processes vouchers, do they      No, they would only need to be in GL Workflow if they are                 1/25/2010
                        Session 7               General Ledger      Responsibilities   need to be in the General Ledger            approving journal entries in GL.
                                                                                       workflow?
    1133      1/14/2010 Role Mapping Workshop - Functional -        Purchase Order     Can I have a user listed as a Kansas        Yes, you can have a user who needs to perform the functions listed        1/25/2010
                        Session 7               Purchasing                             Buyer who is not in Purchasing              for the Kansas Buyer, but not be in the requisition workflow
                                                                                       workflow?                                   approval process. However, the User Role Workbook will mark this
                                                                                                                                   as an error. If this is the only error and all other role mapping
                                                                                                                                   information is correct, proceed with sending in your User Role
                                                                                                                                   Workbook.
    1117      1/14/2010 Role Mapping Workshop - Post Go-Live        Security           What is the password security for           This process is still being determined, but users should expect a         1/25/2010
                        Session 7                                   Administration     SMART? Will there be an automatic           policy similar to SHaRP which is core user passwords are changed
                                                                                       "shut down" after 60 days if you do not     every 30 days.
                                                                                       sign into the system like there is today?

    1129      1/14/2010 Role Mapping Workshop - Post Go-Live        Service Center     Our small agency plans on using the  The details of the Service Center processes for agencies who will be             1/25/2010
                        Session 7                                                                                           involved in Service Center is being determined. Details will be
                                                                                       Service Center, will the director still
                                                                                       need to be an Approver?              communicated to those agencies who have expressed interest in
                                                                                                                            the Service Center.
    1127      1/14/2010 Role Mapping Workshop - Role Mapping        Mapping            Who sent the User Role Workbooks and The User Role Workbooks were sent from sunflowerfms@da.ks.gov                    1/25/2010
                        Session 7                                                      who were they sent to?               to the Primary contact and the designated SMART Security Liaison.

    1126      1/14/2010 Role Mapping Workshop - Role Mapping        Roles and          Are the SMART Security Liaisons             The security administration in SMART is handled Centrally. The            1/25/2010
                        Session 7                                   Responsibilities   authorized contacts that can go into        Security Liaison will be the authorized user to notify Central of
                                                                                       SMART and add users?                        updates and changes.
    1115      1/14/2010 Role Mapping Workshop - Role Mapping        Roles and          Are there any internal controls in          No, nothing in SMART will validate separation of duties. Your             1/25/2010
                        Session 7                                   Responsibilities   SMART that would make sure that             agency needs to consider this when completing the role mapping
                                                                                       conflicting roles are not assigned?         task. There are built-in validations in the User Role Workbook so
                                                                                                                                   agency can consider these roles when completing role mapping.

0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                            Page 8 of 88                                                                                             Printed 8/1/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
   ID      Date Received         Source               Category          Subcategory                    Question                                                  Answer
                                                                                                                                                                                                           Updated
    1111      1/14/2010 Role Mapping Workshop - Role Mapping        Roles and          How would you define volunteers or         Those individuals would be added as non-employees in role                  1/25/2010
                        Session 7                                   Responsibilities   non-employees who require security         mapping.
                                                                                       access to SMART? These non-
                                                                                       employees would need to process
                                                                                       transactions.
    1112      1/14/2010 Role Mapping Workshop - Role Mapping        Roles and          If someone processes transactions in AP,   No, an employee must have the required role in order to perform a         1/25/2010
                        Session 7                                   Responsibilities   can they also process transactions in      function in that module.
                                                                                       Purchasing even if they do not have a
                                                                                       Purchasing role?
    1114      1/14/2010 Role Mapping Workshop - Role Mapping        Roles and          Our agency currently rotates duties.       Yes, for the purposes of role mapping, you will need to assign all the    1/25/2010
                        Session 7                                   Responsibilities   Does this mean that we will need to        roles that employees will require.
                                                                                       map everyone to all required roles?
    1113      1/14/2010 Role Mapping Workshop - Role Mapping        Roles and          What if we find out someone was            Updates to role mapping can be submitted until May 14th. It is very       1/25/2010
                        Session 7                                   Responsibilities   supposed to have specific role after       important to provide the project the most accurate information as
                                                                                       submitting the User Role Workbook?         soon as possible and prior to the May 14th deadline.

    1116      1/14/2010 Role Mapping Workshop - Training            Training           How will we ensure that new hires are    Web-based training will be available and Instructor-led training will       1/25/2010
                        Session 7                                                      trained and get access to SMART post     still be offered, however at this time, we do not have a definite
                                                                                       go-live?                                 timeline for how long post go-live. The timeline will be based on
                                                                                                                                need and our ability to cutover to web-based training. Our mission
                                                                                                                                is to make sure all users get the training they need to perform their
                                                                                                                                job duties.
    1128      1/14/2010 Role Mapping Workshop - Training            Training           If someone is hired after go-live, how   Web-based training will be available and Instructor-led training will       1/25/2010
                        Session 7                                                      will they gain access to SMART? Will     still be offered, however at this time, we do not have a definite
                                                                                       there be ongoing training for new hires? timeline for how long post go-live. The timeline will be based on
                                                                                                                                need and our ability to cutover to web-based training. Our mission
                                                                                                                                is to make sure all users get the training they need to perform their
                                                                                                                                job duties.
    1071      1/12/2010 Role Mapping Workshop - Functional -        SpeedCharts        How will SpeedCharts play into the       SpeedCharts cannot be utilized as default settings. However,                1/25/2010
                        Session 4               Accounts Payable                       settings for user roles?                 default ChartFields can be changed on the transaction and/or
                                                                                                                                SpeedCharts can be utilized at the time of transaction entry.

    1069      1/12/2010 Role Mapping Workshop - Functional -        Deposit            How will deposit approvals be handled? Deposit transactions do not have workflow, but there is an agency             1/25/2010
                        Session 4               Accounts Receivable                                                           approval. Like today, agencies will approve the deposit and the
                                                                                                                              State Treasurer's Office has final approval.

    1072      1/12/2010 Role Mapping Workshop - Role Mapping        Mapping            Who will respond to questions we have      Please email questions to sunflowerfms@da.ks.gov and a member             1/25/2010
                        Session 4                                                      regarding the Role Mapping task?           of the Agency Readiness Team will respond appropriately.

    1070      1/12/2010 Role Mapping Workshop - Training            Training           How will staff be trained who are not      Due to the predicted number of employees mapped to data entry             1/25/2010
                        Session 4                                                      mapped to a role, but need to              roles in SMART, we must limit instructor led training to employees
                                                                                       understand the processes in SMART?         with data entry roles. We will have definite training numbers once
                                                                                                                                  the role-mapping tasks are completed. At that time, we will
                                                                                                                                  reassess the impact of adding additional participants to instructor
                                                                                                                                  led training sessions. The training website, once deployed, will
                                                                                                                                  have all the course materials posted for end-users to research,
                                                                                                                                  including simulations, participant guides, business process flows,
                                                                                                                                  job aids and activity guides.




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                            Page 9 of 88                                                                                            Printed 8/1/2011
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
   ID      Date Received         Source                Category          Subcategory                     Question                                                   Answer
                                                                                                                                                                                                              Updated
    1073      1/12/2010 Role Mapping Workshop - Training             Training            Will training post go-live be computer or Yes, training will continue post go-live. Instructor-led training will       1/25/2010
                        Session 4                                                        web-based?                                continue post go-live and the web-based training will be available
                                                                                                                                   on the SMART website.
    1077      1/12/2010 Role Mapping Workshop - Functional -         Roles and           If a person does everything from          You can map them to a Level 3 Approver if you need them to be the           1/25/2010
                        Session 5               Accounts Payable     Responsibilities    beginning to end (enter and approve a     last level or only level of approval for a voucher. If this is the case,
                                                                                         voucher), will they always be a Level 3   vouchers will automatically be approved once they have been
                                                                                         Approver?                                 entered.
    1079      1/12/2010 Role Mapping Workshop -   Functional -       Travel & Expense    Are we required to list a supervisor for Yes, a supervisor is required for anyone listed as an Expense Payee          1/25/2010
                        Session 5                 Accounts Payable                       Travel & Expense?                         for Travel & Expense.
    1081      1/12/2010 Role Mapping Workshop -   Functional -       Travel & Expense    Can we break down the department          No, the Department Manager must have valid departments listed.              1/25/2010
                        Session 5                 Accounts Payable                       ranges for the Department Manager to
                                                                                         program codes for Travel & Expense
                                                                                         Workflow?
    1078      1/12/2010 Role Mapping Workshop - Functional -         Travel & Expense    Can we change the supervisor for Travel Yes, you can override the default supervisor for Travel & Expense.            1/25/2010
                        Session 5               Accounts Payable                         & Expense listed in the User Role         This role is for whoever is appropriate for approving those
                                                                                         Workbook?                                 transactions.
    1080      1/12/2010 Role Mapping Workshop -   Functional -       Travel & Expense    Should we mark everyone as a Payee for Yes, it might be easiest for your agency if you believe anyone might,          1/25/2010
                        Session 5                 Accounts Payable                       Travel & Expense?                         at some point, travel or receive reimbursement.
    1083      1/12/2010 Role Mapping Workshop -   Functional -       Purchase Order      How will Purchase Orders be approved if The Approver may designate an “Alternate User” that will handle               1/25/2010
                        Session 5                 Purchasing                             an Approver is gone?                      approvals for a specified period of time, similar to Outlook’s “Out of
                                                                                                                                   Office”. That designee must have equal or greater permission rights
                                                                                                                                   as an Approver. For situations where there is no prior notification
                                                                                                                                   of the absence, an Ad-Hoc approval can be used. A Central security
                                                                                                                                   administrator may also establish a designee for the Approver and
                                                                                                                                   move outstanding approvals to the alternate user.

    1084      1/12/2010 Role Mapping Workshop -   Functional -       Requisition         Can the Requisitioner also be the          Yes, the Requestor could be the Requisitioner, if that person has          1/25/2010
                        Session 5                 Purchasing                             Requestor?                                 both user roles.
    1085      1/12/2010 Role Mapping Workshop -   Functional -       Requisition         Is there a ChartField associated with      Yes default ChartFields can be established for a Requestor.                1/25/2010
                        Session 5                 Purchasing                             each Requestor in Purchasing workflow?     Establishing default ChartFields for a requestor is optional. The
                                                                                                                                    defaults can be overridden at the time of entry.
    1086      1/12/2010 Role Mapping Workshop - Role Mapping         Chart of Accounts   Can the default ChartField settings be     Yes, default ChartField settings can be overridden when the                1/25/2010
                        Session 5                                                        overridden when a transaction is           transaction is created.
                                                                                         created?
    1089      1/12/2010 Role Mapping Workshop - Role Mapping         Chart of Accounts   If we are able to make changes to the      We will work with agencies to make sure that updates to                    1/25/2010
                        Session 5                                                        Department ID ChartFields in the Spring,   Department ID ChartFields are included in role mapping. If you
                                                                                         how will these changes be updated for      have questions, contact your Agency Liaison.
                                                                                         role mapping?
    1075      1/12/2010 Role Mapping Workshop - Role Mapping         Mapping             Are all employees in an agency listed in   All employees listed in SHaRP for your agency are included in the          1/25/2010
                        Session 5                                                        the User Role Workbook or just             User Role Workbook. There are some exceptions for certain
                                                                                         employees who currently have access to     agencies.
                                                                                         STARS and/or SOKI?
    1087      1/12/2010 Role Mapping Workshop - Role Mapping         Roles and           Can the Project provide a list of          If your agency need a list of employees who currently have access          1/25/2010
                        Session 5                                    Responsibilities    employees that are in the User Role        to STARS, contact Dan Escher in Accounts & Reports at
                                                                                         Workbook that currently have access to     785.296.6943. For inquires related to SOKI, contact Randy Kennedy
                                                                                         STARS or SOKI?                             in Accounts & Reports at 785.296.2125.
    1076      1/12/2010 Role Mapping Workshop - Role Mapping         Roles and           How will we know which roles require       If an user role requires you to have an additional user role, they will    1/25/2010
                        Session 5                                    Responsibilities    additional user roles?                     be listed in the description of the roles. Additionally, those rules
                                                                                                                                    are listed in the built-in validation section of the Role Mapping
                                                                                                                                    Handbook.


0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                             Page 10 of 88                                                                                             Printed 8/1/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
   ID      Date Received         Source               Category          Subcategory                    Question                                                   Answer
                                                                                                                                                                                                                Updated
    1082      1/12/2010 Role Mapping Workshop - Role Mapping        Service Center     For agencies who will use the Service       Agencies using the Service Center will not map their employees to              1/25/2010
                        Session 5                                                      Center, do we complete role mapping as      roles that the Service Center will have in order to transact on their
                                                                                       if we were going to process transactions    behalf. Service Center agencies should consider whether or not
                                                                                       at the agency? Also, what if we do not      your agency will need to view transactions performed by the
                                                                                       know for sure whether or not we are         Service Center, including the Data Warehouse.
                                                                                       going to use the Service Center?
                                                                                                                                   If you need additional information on the Service Center, contact
                                                                                                                                   Pam Fink at pam.fink@da.ks.gov.
    1088      1/12/2010 Role Mapping Workshop - Training            Training           How will employees get trained who we We will make every attempt to get everyone trained prior to go-                     1/25/2010
                        Session 5                                                      map to roles after the May 14th       live. If there are late changes, there will be less availability and
                                                                                       deadline?                             fewer sessions of training.
    1074      1/12/2010 Role Mapping Workshop - Training            Training           Will non-employees be required to     Training requirements depend on the user role. For view only                        1/25/2010
                        Session 5                                                      complete training?                    access, users will need to complete two web-based training
                                                                                                                             courses, GN101: Introduction to SMART and GN201: Introduction
                                                                                                                             to Navigating in SMART, to gain view-only access. We also
                                                                                                                             recommend that users complete the introductory web-based
                                                                                                                             training course(s) for the module(s) they will access. Additionally,
                                                                                                                             any roles with reporting access will be required to complete an
                                                                                                                             additional web-based training course, RP202: Introduction to
                                                                                                                             Reporting in SMART.
    1068        1/7/2010 Role Mapping Workshop - Role Mapping       Service Center     How do we complete role mapping if we Agencies using the Service Center will not map their employees to                   1/25/2010
                         Session 3                                                     are planning on using the Service     roles that the Service Center will have in order to transact on their
                                                                                       Center?                               behalf. Service Center agencies should consider whether or not
                                                                                                                             your agency will need to view transactions performed by the
                                                                                                                             Service Center, including the Data Warehouse.

    1008        1/6/2010 Role Mapping Workshop - Functional -       Roles and          If a user is both the Processor and         If a Processor also has the Approver role, the voucher will                   1/25/2010
                         Session 1               Accounts Payable   Responsibilities   Approver, will the voucher                  automatically approve at the user's highest level of approval.
                                                                                       automatically be approved?
    1009        1/6/2010 Role Mapping Workshop - Functional -       Roles and          If we have 3 Accountants that check         If they are all Processors and Approvers, they will automatically             1/25/2010
                         Session 1               Accounts Payable   Responsibilities   each other's work today for separation      approve at the user's highest level of approval once they save the
                                                                                       of duty, how will this work in SMART if     transaction. They will not be approved by another other user if the
                                                                                       they are all Processors and Approvers?      Accountants are listed in the highest level of approval.

    1011        1/6/2010 Role Mapping Workshop - Functional -       Travel & Expense   Are we required to list an employee as a    Travel & Expense approvals are based on the Payee. In order to                1/25/2010
                         Session 1               Accounts Payable                      payee if there is a chance that they will   process travel or expense transactions, the employee must be listed
                                                                                       ever travel or need to be reimbursed in     as a Payee in SMART. If you forget to list a payee in role mapping,
                                                                                       Travel & Expense?                           the payee can be added after go-live.
    1014        1/6/2010 Role Mapping Workshop - Functional -       Travel & Expense   Can a person approve their own travel       No, a person cannot approve their own travel and/or expense                   1/25/2010
                         Session 1               Accounts Payable                      and/or expense in Travel & Expense?         documents.

    1016        1/6/2010 Role Mapping Workshop - Functional -       Travel & Expense   Can an agency create a voucher for an       No, in order to report accurately on the travel and/or expense for            1/25/2010
                         Session 1               Accounts Payable                      employee's travel and/or expense            an employee, the transaction must be done within the Travel &
                                                                                       reimbursement instead of processing         Expense module.
                                                                                       the transaction in the Travel & Expense
                                                                                       module?
    1018        1/6/2010 Role Mapping Workshop - Functional -       Travel & Expense   Who would we list as the supervisor for     The agency needs to consider who approves the Travel & Expense                1/25/2010
                         Session 1               Accounts Payable                      a board member for Travel & Expense?        for the board member(s) today. This person could be listed as the
                                                                                                                                   board member's supervisor in SMART for purposes of Travel &
                                                                                                                                   Expense Workflow.

0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                           Page 11 of 88                                                                                                 Printed 8/1/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                                 Date Last
   ID      Date Received          Source               Category         Subcategory                     Question                                                     Answer
                                                                                                                                                                                                                 Updated
    1019        1/6/2010 Role Mapping Workshop - Functional -       Travel & Expense    Will agencies be able to enter changes       It will be each agency's responsibility to keep Payee information up-         1/25/2010
                         Session 1               Accounts Payable                       for an employee in SMART Post Go-Live,       to-date in SMART post go-live. The post go-live maintenance
                                                                                        such as adding a Payee for Travel &          process is still being developed. The details will be shared at future
                                                                                        Expense?                                     CAN meetings.
    1017        1/6/2010 Role Mapping Workshop - Functional -       Travel & Expense    Will SMART assign an unique identifier       An unique numeric value similar to Employee ID will be assigned to           1/25/2010
                         Session 1               Accounts Payable                       for a non-employee (board member)            the non-employee user in SMART. You must enter an unique ID for
                                                                                        who will need to be in SMART for Travel      the user during role mapping. Refer to the Role Mapping Handbook
                                                                                        & Expense?                                   for details.
    1021        1/6/2010 Role Mapping Workshop - Functional -       Chart of Accounts   Can the default ChartField settings be       Yes, default ChartField settings can be overridden when the                  1/25/2010
                         Session 1               General Ledger                         overridden when a transaction is             transaction is being created.
                                                                                        created?
    1022        1/6/2010 Role Mapping Workshop - Functional -       Requisition                                                  The default "Ship To" location code is based on the Requestor. If
                                                                                        If the Requestor is in Central Office, but                                                                                1/25/2010
                         Session 1               Purchasing                             the item needs to be sent to another     the item needs to be sent to another office, your agency could
                                                                                        office, does this mean that we will      continue to create the requisitions in Central Office, but use a
                                                                                        always have to override the default      Requestor from the office for which the item needs to be sent.
                                                                                        "Ship To" location code?                 Otherwise the "Ship To" location will need to be changed on the
                                                                                                                                 requisition at the time of entry.
    1027        1/6/2010 Role Mapping Workshop - Post Go-Live       Mapping             Do you have an approximate time frame The post go-live maintenance process is still being developed. The                  1/25/2010
                         Session 1                                                      for changes that need to be made post details will be shared at future CAN meetings.
                                                                                        go-live?
    1020        1/6/2010 Role Mapping Workshop - Post Go-Live       Security            Is the plan to have a web-based security Yes, the plan is to have security requests done online.                          1/25/2010
                         Session 1                                  Administration      request process post go-live?

    1024        1/6/2010 Role Mapping Workshop - Role Mapping       Chart of Accounts   Were the ChartField values used to     Yes, the values in the drop-down were provided to the Sunflower                    1/25/2010
                         Session 1                                                      create the drop-down boxes in the User Project by your agency in previous tasks.
                                                                                        Role Workbook done in a previous task?

    1023        1/6/2010 Role Mapping Workshop - Role Mapping       Mapping             Can we only select from the options in       Yes, the values in the drop-downs were provided to the Sunflower             1/25/2010
                         Session 1                                                      the drop-down boxes in the User Role         Project by your agency. Depending on the values, the ChartFields
                                                                                        Workbook?                                    may be updated in the spring. If you need additional values added
                                                                                                                                     to the User Role Workbook send an email to
                                                                                                                                     Sunflowerfms@da.ks.gov and the Agency Readiness Team will work
                                                                                                                                     with your agency to incorporate in the Role Mapping Workbook.


    1025        1/6/2010 Role Mapping Workshop - Role Mapping       Mapping             Is the User Role Workbook in Excel 2007? No, the User Role Workbook was created using Excel 97/2003.                      1/25/2010
                         Session 1
    1010        1/6/2010 Role Mapping Workshop - Role Mapping       Roles and           The User Role Workbook gives you an          The selected approach requires you to map users to all the roles             1/25/2010
                         Session 1                                  Responsibilities    error if you map someone to the GL           they will have, which will give you visibility into each user's full
                                                                                        Processor role, but not the GL Viewer        security access.
                                                                                        role. Why can't the workbook
                                                                                        automatically map the user to the GL
                                                                                        Viewer role?
    1026        1/6/2010 Role Mapping Workshop - Role Mapping       Security            I have been unable to get a password         For issues regarding Tumbleweed, contact your technical support              1/25/2010
                         Session 1                                  Administration      for Tumbleweed secure email. How can         staff and/or DISC. You can contact DISC at 785.296.4999 to get your
                                                                                        I get my password?                           password or password reset.
    1012        1/6/2010 Role Mapping Workshop - Role Mapping       Security            If an employee's information is updated      If you update any employee information in SMART, you need to                 1/25/2010
                         Session 1                                  Administration      in SMART, will we need to update the         make sure those updates are in SHaRP as well. Updating
                                                                                        information in SHaRP also?                   information in SMART will not automatically update SHaRP.




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                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
   ID      Date Received          Source                Category          Subcategory                     Question                                                  Answer
                                                                                                                                                                                                             Updated
    1013        1/6/2010 Role Mapping Workshop - Role Mapping         Security            If we hire a new employee, will we need We are continuing to research and evaluate the available options             1/25/2010
                         Session 1                                    Administration      to add them to both SMART and SHaRP? related to this question. We will provide additional information as
                                                                                                                                     it becomes available.
    1015        1/6/2010 Role Mapping Workshop - Role Mapping         Security            Will an employee ID be created for non- An unique numeric value similar to Employee ID will be assigned to          1/25/2010
                         Session 1                                    Administration      employees we map to user roles in          the non-employee user in SMART. You must enter an unique ID for
                                                                                          SMART?                                     the user during role mapping. Refer to the Role Mapping Handbook
                                                                                                                                     for details.
    1007        1/6/2010 Role Mapping Workshop - Training             Training            Will non-employees be required to          Training requirements depend on the user role. For view only             1/27/2010
                         Session 1                                                        complete training?                         access, users will need to complete two web-based training
                                                                                                                                     courses, GN101: Introduction to SMART and GN201: Introduction
                                                                                                                                     to Navigating in SMART, to gain view-only access. We also
                                                                                                                                     recommend that users complete the introductory web-based
                                                                                                                                     training course(s) for the module(s) they will access. Additionally,
                                                                                                                                     any roles with reporting access will be required to complete an
                                                                                                                                     additional web-based training course, RP202: Introduction to
                                                                                                                                     Reporting in SMART.
    1043        1/6/2010 Role Mapping Workshop - Functional -         Roles and           If an AP Processor can only be             Yes, an AP Approver can be associated to one, multiple or all origin     1/25/2010
                         Session 2               Accounts Payable     Responsibilities    associated to one origin code, can AP      codes.
                                                                                          Approvers be associated to more than
                                                                                          one origin code?
    1049        1/6/2010 Role Mapping Workshop -   Functional -       Travel & Expense    Can you have multiple proxies for a        Yes, you can assign multiple proxies to a Payee in Travel & Expense.     1/25/2010
                         Session 2                 Accounts Payable                       Payee in Travel & Expense?
    1051        1/6/2010 Role Mapping Workshop -   Functional -       Travel & Expense    Do all Travel & Expense transactions       Travel & Expense transactions have the same workflow except for          1/25/2010
                         Session 2                 Accounts Payable                       have the same workflow?                    travel authorizations. Travel authorizations do not require approval
                                                                                                                                     by the Department Manager.
    1048        1/6/2010 Role Mapping Workshop - Functional -         Travel & Expense    Do commissioners need to be added as Yes, commissioners and board members whose travel is paid for by               1/25/2010
                         Session 2               Accounts Payable                         Payees for Travel & Expense?               the agency or are reimbursed need to be listed as Payees in Travel
                                                                                                                                     & Expense.
    1047        1/6/2010 Role Mapping Workshop - Functional -         Travel & Expense    If agencies are planning on centralizing Yes, any employee who you expect to travel or receive                      1/25/2010
                         Session 2               Accounts Payable                         the Travel & Expense process, do we still reimbursement should be set up as an Expense Payee. An Expense
                                                                                          need to map employees?                     Payee does not have SMART security access. If they will not be
                                                                                                                                     entering their own transactions, they would need to have a Proxy or
                                                                                                                                     Proxies assigned. Otherwise, they would need the Expense
                                                                                                                                     Processor role which requires training.
    1050        1/6/2010 Role Mapping Workshop - Functional -         Travel & Expense    We are planning on processing Travel & Yes, you can update the supervisor name in SMART, not SHaRP to               1/25/2010
                         Session 2               Accounts Payable                         Expense transactions in the Fiscal Office. someone in the Fiscal Office. The Supervisor level of approval is the
                                                                                           Should we change the supervisors to       first level. Keep in mind the other levels of approval for Travel &
                                                                                          someone in the Fiscal Office?              Expense transactions.

    1046        1/6/2010 Role Mapping Workshop - Functional -         Travel & Expense    What is the process if the employee is    Agencies will be able to add or update employees as Payees in             1/25/2010
                         Session 2               Accounts Payable                         originally listed as not being a Payee,   SMART for Travel & Expense.
                                                                                          but we need to update the information
                                                                                          to list them as a Payee for Travel &
                                                                                          Expense?
    1045        1/6/2010 Role Mapping Workshop - Functional -         Travel & Expense    Why would you not want a person to be     A user would not need to be listed as a Payee for Travel & Expense        1/25/2010
                         Session 2               Accounts Payable                         listed as a Payee in Travel & Expense?    if you do not believe that they would ever travel or need to be
                                                                                                                                    reimbursed.
    1067        1/6/2010 Role Mapping Workshop - Functional -         Chart of Accounts   Can you change the default ChartFields    Yes, you can change the default ChartFields online while you are          1/25/2010
                         Session 2               General Ledger                           for a Requestor or Payee online?          entering the transaction.

    1063        1/6/2010 Role Mapping Workshop - Functional -         Chart of Accounts   Is service location optional?             Yes, service location is optional.                                        1/25/2010
                         Session 2               General Ledger
0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                              Page 13 of 88                                                                                           Printed 8/1/2011
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
   ID      Date Received          Source                Category         Subcategory                    Question                                                  Answer
                                                                                                                                                                                                              Updated
    1042        1/6/2010 Role Mapping Workshop - Functional -        Journal Entry      If a user is a GL Processor and a Level 3   Yes, if a user is both the GL Processor and Level 3 Approver, when          1/25/2010
                         Session 2               General Ledger                         Approver, does that mean if they enter      they enter the journal entry, it will automatically be approved.
                                                                                        a journal entry, it will automatically be
                                                                                        approved and no one else will see the
                                                                                        journal entry?
    1056        1/6/2010 Role Mapping Workshop - Functional -        Purchase Order     How will the Purchase Order workflow        He/she would be the Requisitioner. The workflow path is based on           1/25/2010
                         Session 2               Purchasing                             work if someone supports multiple           the Requestor.
                                                                                        departments?
    1055        1/6/2010 Role Mapping Workshop - Functional -        Requisition        Can Ad-Hoc Approvers make changes to        No, Ad-Hoc Approvers are not able to make updates to requisitions,         1/25/2010
                         Session 2               Purchasing                             requisitions?                               but Approvers can make updates to requisitions.
                                                                                                                                    If you anticipate an Ad-Hoc approver will need to make changes,
                                                                                                                                    the agency should assign the user an Approver role as well.


    1058        1/6/2010 Role Mapping Workshop -   Functional -      Requisition        Do we have to define a Requestor on a       Yes, the Requestor could be the Requisitioner though, if that person       1/25/2010
                         Session 2                 Purchasing                           transaction?                                has both user roles.
    1061        1/6/2010 Role Mapping Workshop -   Functional -      Requisition        If a Requestor and the Requisitioner are    The default "Ship To" location code is based on the Requestor. If          1/25/2010
                         Session 2                 Purchasing                           the same person, can the Requisitioner      the location code needs to be updated, it can be changed on the
                                                                                        select the "Ship To" address?               requisition.

    1062        1/6/2010 Role Mapping Workshop - Functional -        Requisition        The Requisitioner is the person who         Correct, Requisitioners are not included in Purchase Order                 1/25/2010
                         Session 2               Purchasing                             creates the requisition, but they don't     workflow. Workflow is based on the Requestor and Approvers.
                                                                                        have a "place" in workflow?
    1052        1/6/2010 Role Mapping Workshop -   Functional -      Roles and          Can you have a pool of approvers for        No, there are no pools of approvers in Purchase Order workflow.            1/25/2010
                         Session 2                 Purchasing        Responsibilities   purchasing workflow?                        Workflow in purchasing is role based.
    1053        1/6/2010 Role Mapping Workshop -   Functional -      Roles and          Can you map someone to an Ad-Hoc            Yes, you can map someone to the Ad-Hoc Approver role in the User           1/25/2010
                         Session 2                 Purchasing        Responsibilities   Approver in Purchasing role mapping?        Role Workbook.



    1057        1/6/2010 Role Mapping Workshop - Functional -        Roles and          Is the Requestor someone who has       No, a Requestor is informational only to define workflow. They do               1/25/2010
                         Session 2               Purchasing          Responsibilities   entered a purchase request into SMART? not have SMART security access.

    1060        1/6/2010 Role Mapping Workshop - Functional -        Workflow           In our agency, the Requestor will           You can have Ad-Hoc Approvers for the purpose of approvals based           1/25/2010
                         Session 2               Purchasing                             request the item, the Approver 1 will       on commodities. This would specific to each situation.
                                                                                        approve the requisition, Approver 2
                                                                                        would be part of the Fiscal Office and
                                                                                        Approver 3 would be the Buyer. The
                                                                                        Approver 3 (Buyer) is based on
                                                                                        commodity today. How will this work?

    1059        1/6/2010 Role Mapping Workshop - Functional -        Workflow           Is the Requisitioner the person between The Requisitioner is the user keying the transaction in SMART.                 1/25/2010
                         Session 2               Purchasing                             the Requestor and the Approvers?        Requisitioners do not matter for the purpose of workflow.
                                                                                                                                Workflow is based on the Requestor and Approvers.

    1038        1/6/2010 Role Mapping Workshop - Functional - Time   Mapping            If an employee will only use Time and       Yes, email addresses for any employee mapped to a user role is             1/25/2010
                         Session 2               and Labor                              Labor Self Service, do we still need to     required.
                                                                                        provide their email address?
    1040        1/6/2010 Role Mapping Workshop - Post Go-Live        Mapping            How will we maintain role mapping post      It will be each agency's responsibility to keep user roles and             1/25/2010
                         Session 2                                                      go-live?                                    requests up-to-date in SMART post go-live. The post go-live
                                                                                                                                    maintenance process is still being developed. The details will be
                                                                                                                                    shared at future CAN meetings.
0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                            Page 14 of 88                                                                                              Printed 8/1/2011
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                      Date Last
   ID      Date Received          Source               Category       Subcategory                    Question                                                 Answer
                                                                                                                                                                                                      Updated
    1044        1/6/2010 Role Mapping Workshop - Post Go-Live     Service Center                                             The details of the Service Center processes for agencies who will be
                                                                                     If an agency is using the Service Center,                                                                          1/25/2010
                         Session 2                                                   will they have the ability to be the    involved in Service Center is being determined. Details will be
                                                                                     approver for transactions?              communicated to those agencies who have expressed interest in
                                                                                                                             the Service Center.
    1037        1/6/2010 Role Mapping Workshop - Role Mapping     Mapping            Are employees listed in the workbook    Employees listed in the User Role Workbook are, by default, listed        1/25/2010
                         Session 2                                                   defaulted as not being mapped to a user as not being mapped. As you map employees to roles, the status
                                                                                     role?                                   automatically updates.
    1039        1/6/2010 Role Mapping Workshop - Role Mapping     Mapping            Can we change the format of the User    No, agencies should not change the formatting of the User Role            1/25/2010
                         Session 2                                                   Role Workbook?                          Workbook because of the built-in validations and conditional
                                                                                                                             formatting. If you need to print out the workbook or a tab of the
                                                                                                                             workbook, you can change the print format.

    1041        1/6/2010 Role Mapping Workshop - Role Mapping     Mapping            Can we put one email address for all     Yes, an agency could put all the same email addresses. However,          1/25/2010
                         Session 2                                                   employees in the User Role Workbook?     the agency should consider the implications to SMART workflow
                                                                                                                              and notification if they choose a single email address for all
                                                                                                                              employees.
    1036        1/6/2010 Role Mapping Workshop - Role Mapping     Mapping            Can we re-sort the data in the User Role No, if you need to have the employees listed in an order other than      1/25/2010
                         Session 2                                                   Workbook?                                by last name, please contact your Agency Liaison.


    1034        1/6/2010 Role Mapping Workshop - Role Mapping     Mapping            Do we need to map employees from            Yes, agencies who process transactions on your behalf need to be      1/25/2010
                         Session 2                                                   other agencies who receive deposits for     included in your agency's User Role Workbook during role mapping.
                                                                                     us in the User Role Workbook?
    1033        1/6/2010 Role Mapping Workshop - Role Mapping     Mapping            Do we need to map the employee(s)           No, agencies do not need to map employees of the reciprocating        1/25/2010
                         Session 2                                                   from other agencies we do interfund         interfund agencies in your agency's User Role Workbook during role
                                                                                     transfers with in the User Role             mapping.
                                                                                     Workbook?
    1031        1/6/2010 Role Mapping Workshop - Role Mapping     Mapping            How were the employees listed in the        Employees listed in the User Role Workbooks were sorted by            1/25/2010
                         Session 2                                                   User Role Workbook sorted?                  employee last name.
    1035        1/6/2010 Role Mapping Workshop - Role Mapping     Mapping            If we do not map an employee to a           No, email addresses are only required for staff who are mapped to     1/25/2010
                         Session 2                                                   SMART user role, do we still need to        SMART user roles.
                                                                                     provide an email address?
    1029        1/6/2010 Role Mapping Workshop - Role Mapping     Mapping            Was the User Role Workbook sent to all      No, the User Role Workbooks were sent to the Primary contact and      1/25/2010
                         Session 2                                                   agency contacts?                            the designated SMART Security Liaison.
    1032        1/6/2010 Role Mapping Workshop - Role Mapping     Mapping            When was the employee data for the          Employee data was pulled from SHaRP on 1/5/2010.                      1/25/2010
                         Session 2                                                   User Role Workbooks pulled from
                                                                                     SHaRP?
    1028        1/6/2010 Role Mapping Workshop - Role Mapping     Mapping            Will we need to list non-employees as   All non-employees that need access will need to be assigned an            1/25/2010
                         Session 2                                                   auditors?                               unique numeric value similar to the Employee ID in SMART. You
                                                                                                                             must enter an unique ID for the user during role mapping. Refer to
                                                                                                                             the Role Mapping Handbook for details.
    1054        1/6/2010 Role Mapping Workshop - Role Mapping     Roles and          Are Ad-Hoc Approvers included in        No, Ad-Hoc Approvers are not included in Purchase Order                   1/25/2010
                         Session 2                                Responsibilities   Purchasing workflow?                    workflow. Users can be mapped to the role in the User Role
                                                                                                                             Workbook on the User Roles tab.
    1030        1/6/2010 Role Mapping Workshop - Role Mapping     Service Center     If we are planning on using the Service Agencies using the Service Center will not map their employees to         1/25/2010
                         Session 2                                                   Center, who should we map during Role roles that the Service Center will have in order to transact on their
                                                                                     Mapping?                                behalf. Service Center agencies should consider whether or not
                                                                                                                             your agency will need to view transactions performed by the
                                                                                                                             Service Center, including the Data Warehouse.



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                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                                     Date Last
   ID         Date Received         Source               Category            Subcategory                     Question                                                   Answer
                                                                                                                                                                                                                     Updated
    1065           1/6/2010 Role Mapping Workshop - Training             Schedule            How will training occur post go-live?       Web-based training will be available and Instructor-led training will         1/25/2010
                            Session 2                                                                                                    still be offered, however at this time we are still working on the
                                                                                                                                         details for post go-live training. Our mission is to make sure all
                                                                                                                                         users get the training they need to perform their job duties.

    1066           1/6/2010 Role Mapping Workshop - Training             Training            Are there limitations to who within an      Due to the predicted number of employees mapped to data entry                1/25/2010
                            Session 2                                                        agency can attend training? Is there        roles in SMART, we must limit instructor led training to employees
                                                                                             limitations on training sessions?           with data entry roles. We will have definite training numbers once
                                                                                                                                         the role-mapping tasks are completed. At that time, we will
                                                                                                                                         reassess the impact of adding additional participants to instructor
                                                                                                                                         led training sessions. The training website, once deployed, will
                                                                                                                                         have all the course materials posted for end-users to research,
                                                                                                                                         including simulations, participant guides, business process flows,
                                                                                                                                         job aids and activity guides.
    1064           1/6/2010 Role Mapping Workshop - Training             Training            How will new employees get security        We will make every attempt to get everyone trained prior to go-               1/25/2010
                            Session 2                                                        access and trained if they are hired after live. If there are late changes, there will be less availability and
                                                                                             the end of the role mapping                fewer sessions of training.
                                                                                             maintenance period on May 14th?

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

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

        883     12/17/2009 December Monthly         Functional - Asset   File Layouts        In the asset conversion file, what fund     Historical funds will not be added to the SMART chart of accounts           12/17/2009
                           Conversion Meeting       Management                               code should be used for assets that         for the purpose of data conversion. If a fund is not to be
                                                                                             were acquired with a fund that was          established as a valid value in SMART, it cannot be sent in the Fund
                                                                                             valid at the time of acquisition but that   field of your assets conversion file. Since it is important to retain
                                                                                             is no longer a part of the chart of         funding information for historical reference purpose, you should
                                                                                             accounts?                                   include this information as a note in the Long Description field of
                                                                                                                                         your conversion file.
        902     12/10/2009 December Monthly         Functional -         SpeedCharts         When will the SpeedChart keys be            SpeedCharts are agency defined values that were requested from               1/21/2010
                           Interface Meeting        Accounts Payable                         available to agencies?                      agencies via Task ID #201. SpeedCharts are available for interface
                                                                                                                                         testing.


0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                                 Page 16 of 88                                                                                                Printed 8/1/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
   ID         Date Received         Source           Category          Subcategory                     Question                                                    Answer
                                                                                                                                                                                                               Updated
        915     12/10/2009 December Monthly    Functional -        Batch Schedule      Will the interfund and set-off interfaces   Yes, the interfund and set-off interfaces are scheduled to be                12/10/2009
                           Interface Meeting   Accounts Receivable                     be ready to go by January 15th?             completed by January 15th.

        895     12/10/2009 December Monthly    Functional -        Deposit             Will deposits with the deposit ID of        If the deposit is set to 'NEXT', SMART will auto-generate the next          12/10/2009
                           Interface Meeting   Accounts Receivable                     'NEXT' be processed if they are             available deposit number even if everything else is identical in the
                                                                                       duplicate?                                  deposit. The deposit ID is the key that needs to be unique for each
                                                                                                                                   deposit within a Business Unit.
        918     12/10/2009 December Monthly    Functional -        Interfaces          The description for INF44 is only           The description is at group level, however, there is also 30 character      12/10/2009
                           Interface Meeting   Accounts Receivable                     available at the group level and not at     field at the payment level. The notifications can also include the
                                                                                       the payment level. Will the                 description as well, however DISC and STO will use mass approval
                                                                                       reciprocating agency know what they         which doesn’t allow them to send notification.
                                                                                       are paying for?
        904     12/10/2009 December Monthly    Functional -        Interfund           Is there an interfund-specific interface    Training will be provided for the interfund specific business               12/10/2009
                           Interface Meeting   Accounts Receivable                     session scheduled in the future?            processes.

        917     12/10/2009 December Monthly    Functional -        Reports             Is there any aging monitoring for           Yes, there is an aging report that will be run by SMART centrally.          12/10/2009
                           Interface Meeting   Accounts Receivable                     receivables?

        911     12/10/2009 December Monthly    Functional -        Budget Check        Will full budgets be set up with all the    We will have a predefined sample of ChartField combinations that            12/10/2009
                           Interface Meeting   General Ledger                          available ChartFields in Stage 6?           you can test. State Treasurers Office will test all production
                                                                                                                                   funding strings in Stage 6. The funding strings will only affect
                                                                                                                                   Budget Check.
        891     12/10/2009 December Monthly    Functional -        Error Processing    How can we make the balancing               You can do the corrections online, since the balancing errors will be       12/10/2009
                           Interface Meeting   General Ledger                          correction to a journal from INF06?         flagged after the journals have been loaded into the system.

        892     12/10/2009 December Monthly    Functional -        Error Processing    If there are online errors, how would       Users can view all the journal errors online. The online page shows          1/21/2010
                           Interface Meeting   General Ledger                          you know that an error has occurred?        all journal statuses. There are also reports available that shows
                                                                                                                                   journal statuses and errors.
        890     12/10/2009 December Monthly    Functional -        Error Processing    Is there an edit to check correct           The total debits and total credits on the control total record must          1/21/2010
                           Interface Meeting   General Ledger                          balancing on the control total for INF06    equal each other and both values must be positive. If they do not
                                                                                       and will it create an error?                equal or are not positive, the entire file is rejected.
                                                                                                                                   If a journal in the file is unbalanced, the file will be loaded, but the
                                                                                                                                   unbalanced journal will not pass edit check. The user will need to
                                                                                                                                   fix the journal online.

        896          40157 December Monthly    Interface           Batch Schedule      How will files be processed in a batch    When we process files in batch, the files will not be merged into                  40157
                           Interface Meeting                                           mode?                                     one file, but rather it will processed individually.
        899     12/10/2009 December Monthly    Interface           Batch Schedule      Will all of the batch processing details  There are two different batch schedules. The mini-batch setup is              12/10/2009
                           Interface Meeting                                           be determined by January 15th?            due by January 15th. The production schedule will be determined
                                                                                                                                 at a later stage in the process.
        898     12/10/2009 December Monthly    Interface           Batch Schedule      Will the agency have some grace period The specifics are being worked out, but agencies will have some                  12/10/2009
                           Interface Meeting                                           to withdraw the file if errors have been time to withdraw the file if they identify the error before the file
                                                                                       identified?                               has been processed in the batch schedule.
        914     12/10/2009 December Monthly    Interface           Data Transmission   In Stage 6 testing, if an inbound file is Some processes require manual approval so it may take a day or                12/10/2009
                           Interface Meeting                                           submitted, will we get the outbound file two to turn-around the files. Although it currently takes us a few
                                                                                       the next day?                             days to provide feedback on your files, with the implementation of
                                                                                                                                 the batch schedule, the lead time will improve. In production, there
                                                                                                                                 will be at least a two day turn-around for some inbound files for
                                                                                                                                 which outbound files will have to be submitted.



0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                           Page 17 of 88                                                                                                Printed 8/1/2011
                                                                     Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
   ID         Date Received         Source           Category       Subcategory                      Question                                                     Answer
                                                                                                                                                                                                             Updated
        900     12/10/2009 December Monthly    Interface        Data Transmission   What does the overall file transfer           The files will be transferred from the mainframe to the UNIX server         12/10/2009
                           Interface Meeting                                        process look like?                            on a 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.

        897     12/10/2009 December Monthly    Interface        Data Transmission   Will production interface files be moved      We're now working out batch schedule details and we will provide           12/10/2009
                           Interface Meeting                                        as they are transferred or will they be       more details once it is finalized.
                                                                                    moved as a whole?
        901     12/10/2009 December Monthly    Interface        Data Transmission   Will the file transfer and renaming be        Yes, we want to give you as much of a realistic feel to production as      12/10/2009
                           Interface Meeting                                        implemented during the mini-batch?            possible.

        907     12/10/2009 December Monthly    Interface        Error Processing    Do you want agencies to intentionally         Yes, this is what the test is designed for.                                12/10/2009
                           Interface Meeting                                        create files that will error out in the
                                                                                    system?
        908     12/10/2009 December Monthly    Interface        Error Processing    Will the error files contain both pre-        No, the error logs will only contain file errors.                          12/10/2009
                           Interface Meeting                                        SMART errors and the SMART edit
                                                                                    errors?
        906     12/10/2009 December Monthly    Interface        Error Processing    Will the test conditions in Stage 4           The test conditions will account for errors for both the interface file    12/10/2009
                           Interface Meeting                                        account for errors in the interface file or   and the post load process.
                                                                                    the post load process?
        905     12/10/2009 December Monthly    Interface        File Layouts        In the INF06 configuration values             The ledger field on the header values will remain blank. The ledger         1/21/2010
                           Interface Meeting                                        document, the ledger field values aren't      field value on the line record has to be populated. Ledger field
                                                                                    provided. Should we be using the              values were not listed in the configuration values document. The
                                                                                    Ledger_Group field instead?                   layout has been updated as of 12/2/2009.

        919     12/10/2009 December Monthly    Interface        File Layouts        Should the negative numbers have              Zeroes can be put between the sign and the numbers or the sign              1/21/2010
                           Interface Meeting                                        leading zeroes between the sign and the       can be shifted to the right and connected to the number (no space
                                                                                    number? This is different than the            between the sign and the number).
                                                                                    positive numbers.
        889     12/10/2009 December Monthly    Interface        File Layouts        What are the accepted formats for             The agencies have been asked to provide the exact number of                12/10/2009
                           Interface Meeting                                        number fields with decimal places?            decimal places for each number field as defined in the file layout.
                                                                                                                                  Also, the decimal separator must be in the right place to separate
                                                                                                                                  whole numbers from the decimal places.
        910     12/10/2009 December Monthly    Interface        Interfaces          Do we still need to send an email to          Yes, this is how we track the success status for each interface.           12/10/2009
                           Interface Meeting                                        Sunflowerfms if we posted a file on the
                                                                                    mainframe?
        903     12/10/2009 December Monthly    Interface        Roles and           After go-live, who will control security      The security will be done centrally in the beginning.                      12/10/2009
                           Interface Meeting                    Responsibilities/   roles?
                                                                Security
        893     12/10/2009 December Monthly    Interface        Testing             Can we submit extra INF02 files to be         Yes, all files from your agency will be loaded and processed.              12/10/2009
                           Interface Meeting                                        processed?
        913     12/10/2009 December Monthly    Interface        Testing             Do agencies need to send in conditions        We would like to be aware of certain conditions you are testing, for       12/10/2009
                           Interface Meeting                                        they are testing in Stage 6?                  example, testing something that should fail. However, we are not
                                                                                                                                  tracking your conditions.
        887     12/10/2009 December Monthly    Interface        Testing             Do agencies need to send the error            Yes, please send an email to Sunflowerfms@da.ks.gov and include            12/10/2009
                           Interface Meeting                                        conditions they are testing in Stage 4?       the filename and the error conditions being tested.




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                        Page 18 of 88                                                                                                 Printed 8/1/2011
                                                                     Sunflower Project Questions and Answers
                                                                                                                                                                                                         Date Last
   ID         Date Received         Source           Category       Subcategory                    Question                                                  Answer
                                                                                                                                                                                                         Updated
        916     12/10/2009 December Monthly    Interface        Testing            In Stage 6, we're supposed to test INF50,   Agencies will have to come in to the test lab so they can log in to        12/10/2009
                           Interface Meeting                                       will agencies be able to see the output     access the test environment. This will be different in production
                                                                                   online or will they have to come in to      since agencies will be able to access the online environment from
                                                                                   the test lab?                               their computers. For the interfaces using spreadsheets, you will
                                                                                                                               need to send us your spreadsheets so we can load them manually.

        888     12/10/2009 December Monthly    Interface        Testing            Where is the test lab located?           The test lab is located on the 11th floor in the Docking Building In         12/10/2009
                           Interface Meeting                                                                                Topeka.
        912     12/10/2009 December Monthly    Interface        Testing            Will budgets be set up before system     System Test is currently in progress and does not involve agencies.          12/10/2009
                           Interface Meeting                                       test in April?                           User Acceptance Testing will involve a subset of agencies using
                                                                                                                            agencies' data. Some agency interfaces will be included in User
                                                                                                                            Acceptance testing.
        894     12/10/2009 December Monthly    Interface        Testing            Will duplicate files be loaded?          Duplicated transactional data will not be uploaded, however new              12/10/2009
                           Interface Meeting                                                                                valid data will be loaded and processed.
        909     12/10/2009 December Monthly    Training         Error Processing   How will the agencies learn what the     The process of resolving online errors will be covered during                12/10/2009
                           Interface Meeting                                       online SMART errors are?                 training.
        963      12/8/2009 Workflow Workshop   Functional -     Budget Check       When does the budget checking process Budget checking occurs when the GL Processor enters the journal                 12/24/2009
                                               General Ledger                      occur for journal entries?               entry, prior to the approval process. When a journal entry passes
                                                                                                                            budget checking it is posted to the Commitment Control Ledger, but
                                                                                                                            not to the Actuals Ledger.
        969      12/8/2009 Workflow Workshop   Functional -     Interfund          Are interfund transactions processed via No, interfund transaction are routinely processed via the Interfund          12/24/2009
                                               General Ledger                      GL journal entries?                      page and ultimately as Accounts Payable and Accounts Receivable
                                                                                                                            transactions.
        979      12/8/2009 Workflow Workshop   Functional -     Journal Entry      Are all approvals retained/attached to   We will provide additional information as it becomes available.              12/24/2009
                                               General Ledger                      the journal entry even when they are
                                                                                   denied or recycled?
        978      12/8/2009 Workflow Workshop   Functional -     Journal Entry      Can an agency change funding on a        No, an agency cannot change the funding on a Purchase Order on a             12/24/2009
                                               General Ledger                      Purchase Order with a journal entry in   journal entry in GL.
                                                                                   GL?
        976      12/8/2009 Workflow Workshop   Functional -     Journal Entry      Do journal entries from sub-modules,     Journal entries are created in sub-modules, like Accounts Payable            12/24/2009
                                               General Ledger                      like Accounts Payable, go through GL     and do not go through GL workflow. Transactions from the sub-
                                                                                   journal entry workflow?                  modules have their own approval process and some, like Accounts
                                                                                                                            Payable have a separate workflow.
        972      12/8/2009 Workflow Workshop   Functional -     Journal Entry      How long will journal entries sit in     No, journal entries will remain unapproved until they are approved           12/24/2009
                                               General Ledger                      unapproved status? Will Division of      or deleted. It is not expected that Accounts & Reports will assume
                                                                                   Accounts & Reports approve journal       the agency approval responsibility.
                                                                                   entries if they remain unapproved for an
                                                                                   extended period of time?

        973      12/8/2009 Workflow Workshop   Functional -     Journal Entry      Is there a way to attach supporting        No, attaching documentation will not be available for journal              12/24/2009
                                               General Ledger                      documentation to a journal entry?          entries. Comments and notes may be added in the appropriate
                                                                                                                              fields on the journal entries to provide additional information for
                                                                                                                              subsequent approvers.
        974      12/8/2009 Workflow Workshop   Functional -     Journal Entry      Is there a way to see journal entries that Yes, a user may inquire on various statuses of the journal entries.        12/24/2009
                                               General Ledger                      have not processed and why?
        975      12/8/2009 Workflow Workshop   Functional -     Journal Entry      Should an agency process all journal       Yes, in order to create the best possible historical information.          12/24/2009
                                               General Ledger                      entry corrections at the sub-module        However, there may be situations where a summary correction is
                                                                                   level?                                     necessary and that will be processed as a GL journal entry.

        977      12/8/2009 Workflow Workshop   Functional -     Journal Entry      Who can delete a GL journal entry?          The Processor, Approver 1, Approver 2, Approver 3 and Division of         12/24/2009
                                               General Ledger                                                                  Accounts and Reports can all delete a GL journal entry.

0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                       Page 19 of 88                                                                                              Printed 8/1/2011
                                                                     Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
   ID         Date Received        Source            Category       Subcategory                     Question                                                     Answer
                                                                                                                                                                                                           Updated
        965      12/8/2009 Workflow Workshop   Functional -     Journal Entry      Will summary GL journal entries               This is a Division of Accounts & Reports policy decision that is yet to    12/24/2009
                                               General Ledger                      (comparable to J3 journal vouchers in         be determined. GL journal entries are also used to create GL
                                                                                   SOKI today) be available to all agencies      encumbrances, formerly DA118 year-end encumbrances.
                                                                                   in SMART?
        964      12/8/2009 Workflow Workshop   Functional -     Roles and          Can a GL Processor also be an Approver?       Yes, a user can have both the GL Processor and Approver roles. If a       12/24/2009
                                               General Ledger   Responsibilities                                                 user has both roles, once the GL journal entry is created, it will be
                                                                                                                                 approved automatically at the user's highest approval level. We
                                                                                                                                 recommend not assigning all GL Processors the Level 3 Approver
                                                                                                                                 role.
        968      12/8/2009 Workflow Workshop   Functional -     Roles and          Can an agency establish Approvers by          No, the roles are agency-wide, not by Department. GL Approver             12/24/2009
                                               General Ledger   Responsibilities   Department?                                   pools are based on users assigned to the pools and apply to all
                                                                                                                                 Journal Entry transactions for the agency.
        970      12/8/2009 Workflow Workshop   Functional -     Roles and          Can an agency establish pools of              Yes, GL Approver levels are set up as pools of approvers. Agencies        12/24/2009
                                               General Ledger   Responsibilities   approvers in each level of approval for       can assign one or more approvers for each level.
                                                                                   General Ledger?
        967      12/8/2009 Workflow Workshop   Functional -     Roles and          Can roles be set up by Department             No, the roles are agency-wide, not by Department. The roles are           12/24/2009
                                               General Ledger   Responsibilities   within the agency?                            specific to a user, not the entire agency. Values used to transact
                                                                                                                                 are agency wide.
        966      12/8/2009 Workflow Workshop   Functional -     Roles and          For an office with limited fiscal staff, if   We recommend not assigning all GL Processors the Level 3                  12/24/2009
                                               General Ledger   Responsibilities   everyone is assigned GL Processor and         Approver role. Also, for the GL workflow, the final step of approval
                                                                                   Approver roles, how are we ensured            will be Division of Accounts & Reports staff.
                                                                                   there are proper checks and balances?

        971      12/8/2009 Workflow Workshop   Functional -     Roles and          How will establishing pools of General        An agency that has two or more employees with the same level of           12/24/2009
                                               General Ledger   Responsibilities   Ledger Approvers benefit the agency?          approval authority could be established in a pool to allow for
                                                                                                                                 automatic approval coverage if one of the approvers is out of the
                                                                                                                                 office. With a pool of approvers, the workload for review and
                                                                                                                                 approval is shared among the pool and should result in quicker turn
                                                                                                                                 around for those transactions.

        983      12/8/2009 Workflow Workshop   Functional -     Requisition        Are Prior Authorization forms for             Prior Authorization forms will not be required in SMART. The              12/24/2009
                                               Purchasing                          Purchasing still required for State           system will maintain an approval audit trail. The Purchase
                                                                                   auditors once SMART is implemented?           Requisition contains justification sections that will need to be
                                                                                                                                 completed when submitting a requisition that includes Prior
                                                                                                                                 Authorization approval.
        991      12/8/2009 Workflow Workshop   Functional -     Requisition        Can a Buyer change a requisition in           Any Approver (Approver 1, Approver 2, Approver 3) may edit a              12/24/2009
                                               Purchasing                          Purchasing ?                                  requisition in Purchasing. If a Buyer is also listed as an Approver 3,
                                                                                                                                 then they have the ability to edit a requisition in their worklist.

        995      12/8/2009 Workflow Workshop   Functional -     Requisition        Can the final Buyer Ad-Hoc a requisition      Yes, anyone in the Purchasing Approval chain can Ad-Hoc a                 12/24/2009
                                               Purchasing                          for an additional approval in Purchasing      requisition in Purchasing Workflow.
                                                                                   Workflow?
        994      12/8/2009 Workflow Workshop   Functional -     Requisition        If a user does not know if an item is on      If an item is selected from the Item Master list, it will be on           12/24/2009
                                               Purchasing                          contract, does SMART know?                    contract. The Buyer will need to validate and apply the appropriate
                                                                                                                                 contract number to each requisition line.
    1001         12/8/2009 Workflow Workshop   Functional -     Requisition        If the Buyer discovers an error on a          Yes, a Buyer is able to edit a requisition. However, Purchasing           12/24/2009
                                               Purchasing                          requisition, can the Buyer correct it in      workflow may be restarted depending on what was changed.
                                                                                   Purchasing Workflow?




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                        Page 20 of 88                                                                                               Printed 8/1/2011
                                                                     Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
   ID         Date Received        Source            Category       Subcategory                    Question                                                   Answer
                                                                                                                                                                                                        Updated
        993      12/8/2009 Workflow Workshop   Functional -     Requisition        What does Budget Checking requisitions Budget Checking only impacts agencies who pre-encumber funds.                  12/24/2009
                                               Purchasing                          do?                                     Pre-encumbrance is being piloted by a small number of agencies at
                                                                                                                           go-live. The budget checking process will have no financial impact
                                                                                                                           to the majority of agencies. However, it is a required step in the
                                                                                                                           requisition creation process. For the majority of agencies,
                                                                                                                           requisitions will not be budget checked until they have been
                                                                                                                           sourced into a purchase order.
        997      12/8/2009 Workflow Workshop   Functional -     Requisition        What if a requisitioner does not know   ChartField values must be entered before the requisition can be              12/24/2009
                                               Purchasing                          the applicable ChartFields for a        saved and submitted for approval. Default ChartField values may be
                                                                                   Requestor in Purchasing? Can the        established for a Requestor, depending on the agency’s preference.
                                                                                   requisition be sent to a Buyer to apply
                                                                                   ChartField values?
        981      12/8/2009 Workflow Workshop   Functional -     Requisition        Why would someone Push back a           An Approver may want to question the purchase or seek more                   12/24/2009
                                               Purchasing                          requisition in Purchasing Workflow?     information from the previous approver, which is accomplished
                                                                                                                           through Push back.
        992      12/8/2009 Workflow Workshop   Functional -     Requisition        Will printed requisitions display       Printed requisitions will not display workflow approvers. The                12/24/2009
                                               Purchasing                          Purchasing workflow approvers?          system will display on-line the chain of approvers. If necessary, a
                                                                                                                           user may screen print the page showing the chain of approvers.

        999      12/8/2009 Workflow Workshop   Functional -     Requisition        Will the Requestor receive the             Yes, if a requisition is denied, the Requestor will receive the           12/24/2009
                                               Purchasing                          requisition denial notice in Purchasing    notification.
                                                                                   workflow?
        998      12/8/2009 Workflow Workshop   Functional -     Roles and          Can a Procurement Card Approver            A resolution is pending and we will provide additional information        12/24/2009
                                               Purchasing       Responsibilities   change a ChartField string in Purchasing   as it becomes available.
                                                                                   workflow?
        984      12/8/2009 Workflow Workshop   Functional -     Roles and          Can a Requestor also be a Buyer and        A Buyer may also be a Requestor in Purchasing. If the Buyer is also       12/24/2009
                                               Purchasing       Responsibilities   have approvers in the Purchasing           listed as an Approver 3 and has the Requestor role, when the
                                                                                   workflow chain?                            requisition is created, it will automatically be approved. We
                                                                                                                              recommend not mapping a user to both the Approver 3 and
                                                                                                                              Requestor roles.
        986      12/8/2009 Workflow Workshop   Functional -     Roles and          Can an Approver be the same at             A user may appear in the Requestor workflow step and at most one          12/24/2009
                                               Purchasing       Responsibilities   multiple levels; such as someone listed    Approval step for Purchasing.
                                                                                   as an approver listed in the Approver1,
                                                                                   Approver2 and Buyer slots for
                                                                                   Purchasing?
        996      12/8/2009 Workflow Workshop   Functional -     Roles and          Can an Approver in the agency be a         No, you may only list one Approver per user. Therefore, you may           12/24/2009
                                               Purchasing       Responsibilities   group of persons for Purchasing            not have a pool of Approvers for Purchasing Workflow.
                                                                                   Workflow?
        985      12/8/2009 Workflow Workshop   Functional -     Roles and          Can one agency have an Approver be         A resolution is pending and we will provide additional information        12/24/2009
                                               Purchasing       Responsibilities   someone from another agency?               as it becomes available.
        987      12/8/2009 Workflow Workshop   Functional -     Roles and          Can one Buyer be approved by another       A Buyer may also have the Ad-Hoc Approver role for Purchasing             12/24/2009
                                               Purchasing       Responsibilities   Buyer through Ad-Hoc for Purchasing?       Workflow. The last level of approval is Approver 3. This level is
                                                                                                                              intended for the Buyer role. A user who is listed as an Approver 3
                                                                                                                              must have the Buyer role, but a user who is mapped as a Buyer
                                                                                                                              does not have to be listed as an Approver 3. An Ad-Hoc Approver
                                                                                                                              cannot be the final approval.

    1006         12/8/2009 Workflow Workshop   Functional -     Roles and          Can there be a pool of Buyer approvers     No, you may only list one Approver per user. Therefore, you may           12/24/2009
                                               Purchasing       Responsibilities   in an agency for Purchasing workflow?      not have a pool of Approvers for Purchasing workflow.




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                                                                     Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
   ID         Date Received        Source            Category       Subcategory                    Question                                                    Answer
                                                                                                                                                                                                        Updated
        982      12/8/2009 Workflow Workshop   Functional -     Roles and          Does the Ad-Hoc Approver for                 Yes, in order to be an Ad-Hoc Approver for Purchasing Workflow,          12/24/2009
                                               Purchasing       Responsibilities   Purchasing Workflow have to be a user        the person have security access and be mapped to the Ad-Hoc
                                                                                   in the SMART system?                         Approver role.
    1004         12/8/2009 Workflow Workshop   Functional -     Roles and          How is a person that is in the final Buyer   A user who has the Buyer role, as well as the Approver 3 for            12/24/2009
                                               Purchasing       Responsibilities   role able to also be a Requestor?            workflow, may also have the Requestor role. A user must have the
                                                                                                                                Requestor role in order to be listed on the requisition. If a user is
                                                                                                                                the Buyer (and Approver 3) and the Requestor, once the requisition
                                                                                                                                is saved, it would automatically be approved.

    1005         12/8/2009 Workflow Workshop   Functional -     Roles and          Is an agency limited to only one Buyer in    An agency may have multiple Buyers as an Approver 3 role.               12/24/2009
                                               Purchasing       Responsibilities   the final Buyer role in Purchasing           However, those Buyers cannot be listed as approvers elsewhere in
                                                                                   workflow?                                    the Purchasing workflow chain.
        980      12/8/2009 Workflow Workshop   Functional -     Roles and          What if a user does not have access to       Workflow notification (e.g. denied requisitions) will be sent to the    12/24/2009
                                               Purchasing       Responsibilities   SMART and is set up as a Requestor in        Requestor, not the Requisitioner. Agencies will need to consider if
                                                                                   Purchasing workflow?                         workflow notices (emails) should go to the Requestor or the person
                                                                                                                                keying the requisition (Requisitioner).

    1003         12/8/2009 Workflow Workshop   Functional -     Security           How do transactions across agencies      A resolution is pending and we will provide additional information          12/24/2009
                                               Purchasing       Administration     occur (for instance, Agency ‘A’ makes    as it becomes available.
                                                                                   purchases for Agency ‘B’ with Agency ‘B’
                                                                                   funds) in Purchasing ?

    1002         12/8/2009 Workflow Workshop   Functional -     SpeedCharts        Can SpeedCharts default for the         SpeedCharts may not default for the Requestor. ChartField defaults           12/24/2009
                                               Purchasing                          Requestor in Purchasing?                can be set up for each Requestor. SpeedCharts may be added when
                                                                                                                           creating a requisition.
    1000         12/8/2009 Workflow Workshop   Functional -     Workflow           What happens if an Approver is sick and SMART is a web-based system, so if the approver has web access,              12/24/2009
                                               Purchasing       Workshop           did not set up an “Alternate User” in   he/she may remotely work approvals or designate an alternate
                                                                                   Purchasing workflow?                    user. That designee must have equal or greater permission rights
                                                                                                                           as the approver. For situations where there is no prior notification
                                                                                                                           of the absence, an Ad-Hoc approval can be used. A Central security
                                                                                                                           administrator may also establish a designee for the Approver and
                                                                                                                           move outstanding approvals to the alternate user.

        989      12/8/2009 Workflow Workshop   Functional -     Workflow           What happens if I am out of the office       SMART is a web-based system, so if the approver has web access,         12/24/2009
                                               Purchasing       Workshop           and forgot to designate an alternate         he/she may remotely work approvals or designate an alternate
                                                                                   user for Purchasing?                         user. That designee must have equal or greater permission rights
                                                                                                                                as an Approver. For situations where there is no prior notification
                                                                                                                                of the absence, an Ad-Hoc approval can be used. A Central security
                                                                                                                                administrator may also establish a designee for the Approver and
                                                                                                                                move outstanding approvals to the alternate user.

        990      12/8/2009 Workflow Workshop   Functional -     Workflow           What happens if the Approver is         A Central security administrator may establish a designee for the            12/24/2009
                                               Purchasing       Workshop           involved in an emergency situation and Approver and move outstanding approvals to the alternate user or
                                                                                   did not designate an alternate Approver an Ad-Hoc approval can be used for Purchasing.
                                                                                   and does not have web access for
                                                                                   Purchasing?




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                       Page 22 of 88                                                                                             Printed 8/1/2011
                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
   ID         Date Received        Source            Category         Subcategory                    Question                                                    Answer
                                                                                                                                                                                                           Updated
        988      12/8/2009 Workflow Workshop   Functional -       Workflow           What happens when an Approver is out         The Approver may designate an “Alternate User” that will handle           12/24/2009
                                               Purchasing         Workshop           of the office for Purchasing Workflow?       approvals for a specified period of time, similar to Outlook’s “Out of
                                                                                                                                  Office”. That designee must have equal or greater permission rights
                                                                                                                                  as an Approver. For situations where there is no prior notification
                                                                                                                                  of the absence, an Ad-Hoc approval can be used. A Central security
                                                                                                                                  administrator may also establish a designee for the Approver and
                                                                                                                                  move outstanding approvals to the alternate user.

    1230         12/3/2009 Workflow Workshop   Functional -       Mapping            Do I have to list default funding for each   No. However, if you plan to process cash advances through SMART,          1/12/2010
                                               Accounts Payable                      Expense Payee?                               you cannot do so without default funding.
    1228         12/3/2009 Workflow Workshop   Functional -       Mapping            How many default ChartField lines are        One default ChartField line is available. Default ChartFields may be      1/12/2010
                                               Accounts Payable                      available for an expense document?           changed on the transaction online.

    1219         12/3/2009 Workflow Workshop   Functional -       Roles and          Can the same people be in Set A, Set B,      Yes, a person can be listed in all three levels of approval for           1/12/2010
                                               Accounts Payable   Responsibilities   and Fiscal Office Approval roles for         Accounts Payable workflow. A voucher will be in the worklist of
                                                                                     Accounts Payable workflow?                   their lowest level of approval and they will approve at their highest.

    1221         12/3/2009 Workflow Workshop   Functional -       Security           Can we approve for another agency's     The Project is aware of the need for certain agencies to transact on           1/12/2010
                                               Accounts Payable   Administration     business unit in Accounts Payable       behalf of one or more other agencies. A survey has been sent to
                                                                                     workflow?                               agencies in order to identify the universe of need. A resolution is
                                                                                                                             pending and we will provide additional information as it becomes
                                                                                                                             available.
    1234         12/3/2009 Workflow Workshop   Functional -       Travel & Expense   Can a Supervisor be an Expense Proxy    Yes, a Supervisor may be set up as the Expense Proxy for any of                1/12/2010
                                               Accounts Payable                      for their employees in Travel & Expense their employees. If the Supervisor is also listed as the Expense
                                                                                     workflow?                               Proxy, then once the expense document is created, it will be
                                                                                                                             approved at the Supervisor level.
    1237         12/3/2009 Workflow Workshop   Functional -       Travel & Expense   Can an employee have multiple proxies Yes, multiple proxies may be set up for an Expense Payee in Travel               1/12/2010
                                               Accounts Payable                      for an Expense Payee in Travel &        & Expense.
                                                                                     Expense workflow?
    1225         12/3/2009 Workflow Workshop   Functional -       Travel & Expense   Can the Expense Payee approve their     No, an Expense Payee cannot be their own Supervisor and cannot                 1/12/2010
                                               Accounts Payable                      own expense document?                   approve their own expense documents.
    1231         12/3/2009 Workflow Workshop   Functional -       Travel & Expense   Does the agency have to use the SMART It is our expectation that agencies using the Travel & Expense                   1/12/2010
                                               Accounts Payable                      Travel Authorization?                   module will use the travel authorization for out-of-state and
                                                                                                                             international travel approval. It is the agency's decision whether or
                                                                                                                             not to use SMART for in-state travel approvals. However, the travel
                                                                                                                             authorization is the mechanism for reserving funds at fiscal year-
                                                                                                                             end for travel that has not been paid prior to the fiscal year-end
                                                                                                                             close.
    1226         12/3/2009 Workflow Workshop   Functional -       Travel & Expense   Does the expense report take the same Yes. However, for a travel authorization, the final approval is at the           1/12/2010
                                               Accounts Payable                      approval path as the travel             fiscal office regardless of the dollar amount.
                                                                                     authorization?
    1238         12/3/2009 Workflow Workshop   Functional -       Travel & Expense   Does the fiscal office need to be an    No, an Approver can see the expense documents that they are                    1/12/2010
                                               Accounts Payable                      Expense Proxy to everyone so that they approving. However, someone in the Fiscal Office that is not an
                                                                                     can see the expense documents in        Approver would need a viewer role in order to see expense
                                                                                     Travel & Expense workflow?              documents in Travel & Expense workflow.
    1236         12/3/2009 Workflow Workshop   Functional -       Travel & Expense   If I have an employee that works for    We will provide additional information as it becomes available.                1/12/2010
                                               Accounts Payable                      agency 1, but the employee does work
                                                                                     on behalf of agency 2 who is paying the
                                                                                     travel expenses, how and who should
                                                                                     set this employee up in Travel &
                                                                                     Expense workflow?

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                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
   ID      Date Received        Source               Category        Subcategory                      Question                                                     Answer
                                                                                                                                                                                                              Updated
    1224      12/3/2009 Workflow Workshop      Functional -       Travel & Expense   If there are multiple departments on an       The document goes to all unique departments and all must be                  1/12/2010
                                               Accounts Payable                      expense document, how is routing              approved before the document can move forward to the next
                                                                                     determined? In what order are the             approval step in Travel & Expense workflow. The document is
                                                                                     ChartField lines routed?                      routed simultaneously, but cannot move to the next approval step
                                                                                                                                   until all department approvals are complete.

    1229      12/3/2009 Workflow Workshop      Functional -       Travel & Expense   When is the default funding used in           The default funding populates on all expense documents and may              1/12/2010
                                               Accounts Payable                      Travel & Expense?                             be changed on a travel authorization or an expense report.
                                                                                                                                   However, this funding may not be changed when processing cash
                                                                                                                                   advances.
    1235      12/3/2009 Workflow Workshop      Functional -       Travel & Expense   Who can make corrections to the               We will provide additional information as it becomes available.             1/12/2010
                                               Accounts Payable                      document as it makes its way through
                                                                                     the Travel and Expense workflow?

    1227      12/3/2009 Workflow Workshop      Functional -       Travel & Expense   Will the default funding for an expense The department comes from SHARP, but the other ChartFields must                   1/12/2010
                                               Accounts Payable                      document in SMART come from SHARP? be entered in the expense module for the Expense Payee.

    1216      12/3/2009 Workflow Workshop      Functional -       Vouchers           Can vouchers be entered that do not           Yes, a voucher can be created that is not related to a purchase             1/12/2010
                                               Accounts Payable                      relate to purchase orders?                    order.
    1220      12/3/2009 Workflow Workshop      Functional -       Vouchers           Can we have vouchers over $5,000 go           The vouchers will still stop at each approval level, but if the AP          1/12/2010
                                               Accounts Payable                      straight to Accounts & Reports for            Processor is in Set A, Set B, and Fiscal Office levels of Approval, the
                                                                                     approval in Accounts Payable workflow?        voucher will go straight to Accounts & Reports.

    1218      12/3/2009 Workflow Workshop      Functional -       Vouchers           Do vouchers automatically go to the           Yes, Accounts Payable workflow will push a voucher to the next              1/12/2010
                                               Accounts Payable                      next step after it has been approved at       step of the approval process.
                                                                                     the current step in AP workflow?
    1215      12/3/2009 Workflow Workshop      Functional -       Vouchers           Does voucher data flow from                   Purchase Order data can be copied into a voucher, but vouchers              1/12/2010
                                               Accounts Payable                      purchasing?                                   still need to be initiated online (or via interface).
    1210      12/3/2009 Workflow Workshop      Functional -       Workflow           Can the AP Processor be the same as the       Yes, you can have the AP Processor role and be an Approver in pool          1/12/2010
                                               Accounts Payable                      pool A and B?                                 A or B. If a user is both a Processor and an Approver, once the
                                                                                                                                   transaction is saved, it will automatically approve the user's highest
                                                                                                                                   level of approval.
    1217      12/3/2009 Workflow Workshop      Functional -       Workflow           Do you have to have set A and set B in        Yes, but you can have the same people in set A and B.                       1/12/2010
                                               Accounts Payable                      AP workflow?
    1223      12/3/2009 Workflow Workshop      Functional -       Workflow           If a Fiscal Office Level Approver goes   If the Fiscal Office Approver has Set B approval authority and hits              1/12/2010
                                               Accounts Payable                      back to approve something that is at the approve, no Ad-Hoc approval is available.
                                                                                     Set B Level, can the voucher be sent
                                                                                     through ad-hoc approval in Accounts
                                                                                     Payable workflow?

    1222      12/3/2009 Workflow Workshop      Functional -       Workflow           If a voucher is open for approval, but it     Yes, the first person to hit the approve button will approve the            1/12/2010
                                               Accounts Payable                      hasn't been approved yet, can someone         voucher. It does not matter if someone else has the voucher open.
                                                                                     else in the group open and approve it
                                                                                     while it is still open?
    1233      12/3/2009 Workflow Workshop      Functional -       Workflow           If I know that I will be out of the office,   Yes, if you know ahead of time that you will be out of the office, you      1/12/2010
                                               Accounts Payable                      can I reassign my worklist items to           can reassign your worklist to someone. The person you reassign
                                                                                     someone else in my office for Accounts        your worklist to must have the workflow approval role to approve
                                                                                     Payable workflow?                             items in your worklist.
    1212      12/3/2009 Workflow Workshop      Functional -       Workflow           If the AP Processor is the backup to the      Yes, but your agency should consider making someone else the                1/12/2010
                                               Accounts Payable                      Director who is the approver, will the        back up for the Director, or perhaps use the alternate approver.
                                                                                     voucher auto-approve?

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                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
   ID      Date Received        Source               Category         Subcategory                   Question                                                    Answer
                                                                                                                                                                                                            Updated
    1211      12/3/2009 Workflow Workshop      Functional -       Workflow          If the AP Processor keys in the voucher,    Yes, up to the level of approval they have access for Accounts                1/12/2010
                                               Accounts Payable                     will it automatically approve if they are   Payable workflow.
                                                                                    also an approver?

    1213      12/3/2009 Workflow Workshop      Functional -       Workflow          If the Approver has final approval          Yes, if the voucher is under $5,000 after final agency approval, the         1/26/2010
                                               Accounts Payable                     authority for the agency, will the          voucher will be processed for payment. If the voucher is over
                                                                                    voucher go to Accounts & Reports for        $5,000, it will be routed to Accounts & Reports for final approval
                                                                                    approval and payment (accordingly)?         and payment.

    1232      12/3/2009 Workflow Workshop      Functional -       Workflow          Is there a way to have an approval step No. The agency will need to use Ad-Hoc approval functionality for                1/12/2010
                                               Accounts Payable                     above the Fiscal Office for certain travel these situations.
                                                                                    situations, e.g., out-of-state or outside a
                                                                                    certain radius from the official station?

    1143      12/3/2009 Workflow Workshop      Functional -       Encumbrances      How will encumbrances be created?           Blanket encumbrances (formerly DA118's) will be created via GL              12/24/2009
                                               General Ledger                                                                   journal entries. These do not follow GL workflow.
    1160      12/3/2009 Workflow Workshop      Functional -       Interfaces        When an agency uses INF06 to submit         The system utilizes an “Integration Broker”. Essentially, the               12/24/2009
                                               General Ledger                       journal entries, if a journal entry is      interface captures enough user information in order to interface
                                                                                    denied, who is the Processor that           with SMART. This information is used for normal tracking and
                                                                                    receives the e-mail notification? If a      routing purposes, i.e. if the journal entry is denied, the system will
                                                                                    journal entry is recycled, who is the       be able to tell who processed it and the processor will be sent an e-
                                                                                    Approver that will see the journal entry    mail notification.
                                                                                    in a Worklist?

    1149      12/3/2009 Workflow Workshop      Functional -       Journal Entry     Can a GL Approver make corrections to       Yes, a GL Approver may make corrections to a transaction if they            12/24/2009
                                               General Ledger                       a journal entry?                            also are assigned a Processor role.
    1158      12/3/2009 Workflow Workshop      Functional -       Journal Entry     Can an agency delete a journal entry at     An agency can delete a journal entry at any point prior to Account          12/24/2009
                                               General Ledger                       any point prior to the Division of          and Reports approval. Delete is different from Deny or Recycle.
                                                                                    Accounts & Reports approval level?          Deny and Recycle do not affect the funding charges; budget check
                                                                                                                                has already occurred and is not reversed with Deny or Recycle.

    1138      12/3/2009 Workflow Workshop      Functional -       Journal Entry     Can one person be a Level 2 Approver        No, the approval level is set for all journal entries in General Ledger     12/24/2009
                                               General Ledger                       for some journal entries and a Level 3      Workflow.
                                                                                    approver for other journal entries in
                                                                                    General Ledger Workflow?

    1144      12/3/2009 Workflow Workshop      Functional -       Journal Entry     Can the Division of Accounts & Reports      Yes, if Accounts & Reports deny a journal entry, they will send it          12/24/2009
                                               General Ledger                       deny a journal entry at that approval       back to the originating Processor. Accounts and Reports can also
                                                                                    level?                                      correct errors and approve.
    1148      12/3/2009 Workflow Workshop      Functional -       Journal Entry     Can the GL Processor make corrections       Yes, a GL Processor can make corrections to a journal entry.                12/24/2009
                                               General Ledger                       to a journal entry?
    1135      12/3/2009 Workflow Workshop      Functional -       Journal Entry     Can you deny a journal entry at any level   Yes, a journal entry can be denied at any level of approval.                12/24/2009
                                               General Ledger                       of approval?
    1154      12/3/2009 Workflow Workshop      Functional -       Journal Entry     Do you have to recycle or deny a journal    A journal entry does not have to be recycled or denied in order for a       12/24/2009
                                               General Ledger                       entry in order to change/correct the        change or correction to be made. An Approver can change or
                                                                                    journal entry so it can be approved and     correct the journal entry if they are also assigned the Processor role.
                                                                                    sent to the next level?

    1147      12/3/2009 Workflow Workshop      Functional -       Journal Entry     How will the GL Approver be notified        The GL Approver will see the journal entry on their Worklist.               12/24/2009
                                               General Ledger                       that a journal entry has been recycled?


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                                                                     Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
   ID      Date Received        Source               Category       Subcategory                   Question                                                     Answer
                                                                                                                                                                                                              Updated
    1146      12/3/2009 Workflow Workshop      Functional -     Journal Entry     How will the GL Processor be notified        The GL Processor will receive an email notification.                            12/24/2009
                                               General Ledger                     that a journal entry has been denied?

    1155      12/3/2009 Workflow Workshop      Functional -     Journal Entry     How will the transaction type of TJs be We will provide additional information as it becomes available.                     12/24/2009
                                               General Ledger                     processed in SMART? (HCSF, DOL, PMIB)
                                                                                   Purchase of investments (HCSF, PMIB)
                                                                                  VS expense item (DOL).
    1152      12/3/2009 Workflow Workshop      Functional -     Journal Entry     If an agency has two or more persons at No, only one approval at each level of GL workflow is required.                     12/24/2009
                                               General Ledger                     a single GL Approver level role, do all of
                                                                                  the GL Approvers at that level need to
                                                                                  approve the same journal entry?

    1165      12/3/2009 Workflow Workshop      Functional -     Journal Entry     If I have both a Processor role and an       If an user has both the Processor and Approver roles, once they                12/24/2009
                                               General Ledger                     Approver role, will I receive an email or    submit the journal entry, it will automatically approve at their
                                                                                  Worklist item or both?                       highest approval level, and thus not show up in his/her worklist.
                                                                                                                               For journal entries the individual does NOT create, it will show up
                                                                                                                               on their worklist corresponding to their lowest approval level.

    1164      12/3/2009 Workflow Workshop      Functional -     Journal Entry     If I want to send all journal entries back   If a journal entry is denied, it is returned to the original Processor.        12/24/2009
                                               General Ledger                     to be corrected by the originator, do I      If a transaction is recycled, it is returned to the prior Approver.
                                                                                  Deny or Recycle?
    1141      12/3/2009 Workflow Workshop      Functional -     Journal Entry     In an one-person office, can one person  Yes, in a one-person office, the same person can enter and approve                 12/24/2009
                                               General Ledger                     enter and approve the journal entry?     journal entries. The final approval in GL is the Division of Accounts
                                                                                                                           & Reports.
    1134      12/3/2009 Workflow Workshop      Functional -     Journal Entry     In order to add a missing data element The Approver-Level 1 has the option to deny, which sends the                         12/24/2009
                                               General Ledger                     or correct a data element should the     journal entry back to the originating Processor to correct or make
                                                                                  journal entry be denied?                 corrections, then approve and send to the next level of approval.
                                                                                                                           The Approver may only make corrections if they also are assigned
                                                                                                                           the Processor role.
    1159      12/3/2009 Workflow Workshop      Functional -     Journal Entry     Is an agency allowed to delete a journal An agency cannot delete a journal entry once it has been approved                  12/24/2009
                                               General Ledger                     entry that has already been approved to by Accounts and Reports. The agency will need to process a new
                                                                                  post by the Division of Accounts and     journal entry that reverses the financial effect of the original journal
                                                                                  Reports?                                 entry. The agency may copy from the original journal entry to
                                                                                                                           create the reversing entry.
    1145      12/3/2009 Workflow Workshop      Functional -     Journal Entry     Should the Division of Accounts and      Accounts and Reports may deny or recycle; however, it may make                     12/24/2009
                                               General Ledger                     Reports deny or recycle journal entries? sense to set a standard practice and always recycle. This will return
                                                                                                                           all to the Level 3 Approver at the agency which will likely be the
                                                                                                                           Fiscal Office.
    1176      12/3/2009 Workflow Workshop      Functional -     Journal Entry     What happens if a Level 1 approver       The recycle option recycles journal entries between approvers only                 12/24/2009
                                               General Ledger                     chooses to recycle a GL journal entry?   in GL workflow. Thus, if a Level 1 approver recycles a journal entry,
                                                                                                                           it will show up on the Level 1 worklist – essentially, it doesn’t move
                                                                                                                           anywhere. This is a situation where the agencies would need to
                                                                                                                           understand that the only sensible option here is to deny – if the
                                                                                                                           Level 1 approver has an issue, they would want the Processor to
                                                                                                                           take another look at it, and denying a journal entry accomplishes
                                                                                                                           this notification.
    1175      12/3/2009 Workflow Workshop      Functional -     Journal Entry     What is an example of a journal entry        In Accounts Payable, for example, all detail transactions remain in            12/24/2009
                                               General Ledger                     generated in a sub-module?                   AP and the detail lines are summarized and are sent to the GL
                                                                                                                               automatically.


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                                                                     Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
   ID      Date Received        Source               Category       Subcategory                    Question                                                   Answer
                                                                                                                                                                                                        Updated
    1153      12/3/2009 Workflow Workshop      Functional -     Journal Entry      When a journal entry is denied, how is     If a journal entry is denied, an email is automatically sent. For          12/24/2009
                                               General Ledger                      the email sent to the GL Processor?        Approvers, the recycled journal entry is automatically sent to the
                                                                                                                              Worklist in GL workflow.
    1150      12/3/2009 Workflow Workshop      Functional -     Journal Entry      Will agencies that have the need, have     The Project is aware of the need for certain agencies to transact on      12/24/2009
                                               General Ledger                      access to multiple agencies for which      behalf of one or more other agencies. A survey has been sent to
                                                                                   they enter journal entries?                agencies in order to identify the universe of need. A resolution is
                                                                                                                              pending and we will provide additional information as it becomes
                                                                                                                              available.
    1174      12/3/2009 Workflow Workshop      Functional -     Journal Entry      Will any journal entries be initiated by   Yes, statutory transfers and monthly Average Daily Balance journal        12/24/2009
                                               General Ledger                      the Division of Accounts and Reports       entries are created centrally. There is no workflow on journal
                                                                                   staff?                                     entries generated by the Division of Accounts and Reports staff, as
                                                                                                                              this is the final level of Approval.
    1162      12/3/2009 Workflow Workshop      Functional -     Journal Entry      Will journal entries that include Project  Yes, journal entries that include Project IDs will update to the          12/24/2009
                                               General Ledger                      IDs update to the Project Costing          Project Costing module.
                                                                                   module?
    1173      12/3/2009 Workflow Workshop      Functional -     Journal Entry      Will the journal entry status "items with The system will indicate which lines and the type of error for             12/24/2009
                                               General Ledger                      errors" identify what the error is?       journal entry.


    1161      12/3/2009 Workflow Workshop      Functional -     Journal Entry      Will Time and Labor module initiate        A resolution is pending and we will provide additional information        12/24/2009
                                               General Ledger                      correcting journal entries?                as it becomes available.
    1157      12/3/2009 Workflow Workshop      Functional -     Payroll            How will payroll prior period funding      They will be processed as GL journal entries in SMART. Payroll            12/24/2009
                                               General Ledger                      corrections be processed? Currently        funding correction transactions do not originate in SHaRP.
                                                                                   they are processed via SOKI as
                                                                                   transaction type J1.
    1140      12/3/2009 Workflow Workshop      Functional -     Roles and          Can an individual have more than one       Yes, an individual can have more than one level of approval for GL        12/24/2009
                                               General Ledger   Responsibilities   level of Approval for General Ledger       workflow. A journal entry will appear on their worklist when it gets
                                                                                   workflow?                                  to the individual’s lowest approval level, and upon approval will be
                                                                                                                              approved at their highest level.
                                                                                                                              For instance, Bob has approval Level 1 and 3. It will appear on his
                                                                                                                              worklist as soon as the processor submits the journal entry for
                                                                                                                              approval (Bob’s Level 1), but when he approves it, it will be
                                                                                                                              approved at Level 3, thus it will next go to an A&R approver.
                                                                                                                              The worklist does not indicate what level of approval a journal
                                                                                                                              entry is sitting at, so Bob would not be able to tell directly from the
                                                                                                                              worklist whether the journal entry was at Level 1 or Level 3.
                                                                                                                              Additionally, the journal tracker will indicate that this journal entry
                                                                                                                              was approved at level 3, and that it skipped Levels 1 and 2.




    1167      12/3/2009 Workflow Workshop      Functional -     Roles and          Can you have a permanent proxy for GL      Yes, however, it may be better to assign the person a GL Approver         12/24/2009
                                               General Ledger   Responsibilities   workflow?                                  role rather than a proxy. Proxy is intended to identify a temporary
                                                                                                                              assignment.
    1168      12/3/2009 Workflow Workshop      Functional -     Roles and          Does a proxy need to be set for each       Yes, if you choose to have a proxy. Setting up a proxy in GL does         12/24/2009
                                               General Ledger   Responsibilities   module workflow?                           not create a proxy in any other module. Each module workflow
                                                                                                                              (PO, AP, T&E and GL) is independent.
    1136      12/3/2009 Workflow Workshop      Functional -     Roles and          Does each level of General Ledger          Yes, each level of General Ledger Workflow must be approved..             12/24/2009
                                               General Ledger   Responsibilities   Approval have to be satisfied?


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                                                                     Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
   ID      Date Received        Source               Category       Subcategory                    Question                                                   Answer
                                                                                                                                                                                                        Updated
    1151      12/3/2009 Workflow Workshop      Functional -     Roles and          For situations where an GL Approver         If an approver is unavailable, a GL Approver in the same or higher        12/24/2009
                                               General Ledger   Responsibilities   may be out of the office, would it be       approval pool can approve the journal. A GL Approver from
                                                                                   better to assign a proxy or just assign     Accounts and Reports can also approve the journal entry requiring
                                                                                   the Approver role knowing the person        no additional agency approvals. There is no ad-hoc approval
                                                                                   will perform the Approver role at certain   function in GL, any additional approvals need to occur outside of
                                                                                   times?                                      SMART.

    1169      12/3/2009 Workflow Workshop      Functional -     Roles and          How will a GL Approver know that they       Each GL Approver will need to periodically review the Worklist and       12/24/2009
                                               General Ledger   Responsibilities   have items on their Worklist that need      work those items.
                                                                                   attention?
    1171      12/3/2009 Workflow Workshop      Functional -     Roles and          If an agency chooses to have a pool of      Items that have been worked and resolved will be removed from            12/24/2009
                                               General Ledger   Responsibilities   GL Approvers, how will the Approvers        the Worklist in GL Workflow.
                                                                                   know items that have been worked and
                                                                                   which still require attention?

    1170      12/3/2009 Workflow Workshop      Functional -     Roles and          If an agency chooses to have only one       Yes, if an agency only requires one level of approval, Level 3 can be    12/24/2009
                                               General Ledger   Responsibilities   Level of approval (Level 3) can it be an    either an individual or a pool of individuals for GL workflow.
                                                                                   individual or a pool of approvers for GL
                                                                                   workflow?
    1137      12/3/2009 Workflow Workshop      Functional -     Roles and          If an agency only required two levels of    The agency would use Level 2 and Level 3 Approvers for GL                12/24/2009
                                               General Ledger   Responsibilities   General Ledger Approval would they use      workflow if only two levels were required.
                                                                                   Level 1 and Level 3 or Level 2 and Level
                                                                                   3?
    1163      12/3/2009 Workflow Workshop      Functional -     Roles and          Will an agency be able to update role       No, at go-live, security for roles will be assigned and controlled       12/24/2009
                                               General Ledger   Responsibilities   assignments to agency staff?                centrally. After the role mapping deadline of February 5, 2010,
                                                                                                                               there will be a period where agencies may make updates. After the
                                                                                                                               update deadline of May 15, 2010, updates will need to be made
                                                                                                                               centrally.
    1166      12/3/2009 Workflow Workshop      Functional -     Training           How much training is required for the       Employees will need to complete two web-based training courses,          12/24/2009
                                               General Ledger                      GL Viewer role?                             GN101: Introduction to SMART and GN201: Introduction to
                                                                                                                               Navigating in SMART, to gain view-only access. We also
                                                                                                                               recommend that employees complete the introductory web-based
                                                                                                                               training course(s) for the module(s) they will access. Additionally,
                                                                                                                               any roles with reporting access will be required to complete an
                                                                                                                               additional web-based training course, RP202: Introduction to
                                                                                                                               Reporting in SMART.
    1172      12/3/2009 Workflow Workshop      Functional -     Workflow           Can Workflow be established by              No, GL workflow does not tie to the Department. Approver pools           12/24/2009
                                               General Ledger                      Departments?                                contain users as defined by the agency and apply to all journal entry
                                                                                                                               transactions for the agency.
    1139      12/3/2009 Workflow Workshop      Functional -     Workflow           How can an agency set up General            If two employees both create journal entries and approve each            12/24/2009
                                               General Ledger                      Ledger workflow for two employees           other's work, they can both have the Processor and Approver roles.
                                                                                   that create and review each other’s         GL workflow approval levels allow for pools of approvers. Your
                                                                                   work?                                       agency would need to define an internal business process so that
                                                                                                                               each user would only approve journal entries that the other user
                                                                                                                               created by creating a non-SMART notification. The SMART worklist
                                                                                                                               would not be enacted.




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                       Page 28 of 88                                                                                             Printed 8/1/2011
                                                                     Sunflower Project Questions and Answers
                                                                                                                                                                                                         Date Last
   ID      Date Received        Source               Category      Subcategory                      Question                                                   Answer
                                                                                                                                                                                                         Updated
    1214      12/3/2009 Workflow Workshop      Functional -     Workflow            If one person is in both Level 1 and Level Yes, this is correct. Agencies need to consider this as roles are           1/27/2010
                                               General Ledger                       2 approvals and also the backup for the assigned for GL workflow.
                                                                                    Level 3 Approver for GL workflow,
                                                                                    would the person be the final Approver
                                                                                    after approving in group A?

    1142      12/3/2009 Workflow Workshop      Functional -                         How will statutory revenue transfers be    They will be processed as GL journals initiated by the Division of        12/24/2009
                                               General Ledger                       handled?                                   Accounts & Reports. At some point, post go-live, agencies may be
                                                                                                                               authorized to enter statutory revenue transfers with approval from
                                                                                                                               Division of Accounts & Reports.
    1156      12/3/2009 Workflow Workshop      Functional -                         What is the process to effect a wire       We will provide additional information as it becomes available.           12/24/2009
                                               General Ledger                       transfer through the State Treasurer’s
                                                                                    Office?
    1200      12/3/2009 Workflow Workshop      Functional -     Budget Check        How will budget checking affect general Budget Checking only impacts agencies who pre-encumber funds.                12/24/2009
                                               Purchasing                           ledger?                                   Pre-encumbrance is being piloted by a small number of agencies at
                                                                                                                              go-live. The budget checking process will have no financial impact
                                                                                                                              to the majority of agencies. However, it is a required step in the
                                                                                                                              requisition creation process. For the majority of agencies,
                                                                                                                              requisitions will not be budget checked until they have been
                                                                                                                              sourced into a purchase order. There is no general ledger impact
                                                                                                                              with budget checking.
    1181      12/3/2009 Workflow Workshop      Functional -     Budget Check        We thought budget checking happened Budget Checking only impacts agencies who pre-encumber funds.                    12/24/2009
                                               Purchasing                           at the Purchase Order level? Why are      Pre-encumbrance is being piloted by a small number of agencies at
                                                                                    we budget checking the requisition?       go-live. The budget checking process will have no financial impact
                                                                                    Will this create an encumbrance?          to the majority of agencies. However, it is a required step in the
                                                                                                                              requisition creation process. For the majority of agencies,
                                                                                                                              requisitions will not be budget checked until they have been
                                                                                                                              sourced into a purchase order.
    1186      12/3/2009 Workflow Workshop      Functional -     Chart of Accounts   Can we change default funding on          Yes, funding may be edited on requisition, purchase order and              12/24/2009
                                               Purchasing                           requisitions?                             voucher.
    1188      12/3/2009 Workflow Workshop      Functional -     Requisition         Are comments about a requisition made There are many places on a requisition in SMART to make                        12/24/2009
                                               Purchasing                           in the system or through e-mail           comments.
                                                                                    notification?
    1198      12/3/2009 Workflow Workshop      Functional -     Requisition         Are there Comment fields on the           There are many places on a requisition in SMART to make                    12/24/2009
                                               Purchasing                           requisition?                              comments.
    1208      12/3/2009 Workflow Workshop      Functional -     Requisition         Can you add users from different          A resolution is pending and we will provide additional information         12/24/2009
                                               Purchasing                           agencies (Business Units) as Ad-Hoc       as it becomes available.
                                                                                    Approver(s) to requisitions in Purchasing
                                                                                    workflow?
    1189      12/3/2009 Workflow Workshop      Functional -     Requisition         How are we notified if a requisition has If a requisition has been denied or pushed back, an email                   12/24/2009
                                               Purchasing                           been denied or pushed back?               notification will be sent. The requisition will also be in the worklist
                                                                                                                              of the last person who touched it.
    1180      12/3/2009 Workflow Workshop      Functional -     Requisition         How do you identify Requestors on the The Requisitioner will choose from a drop down search on the                   12/24/2009
                                               Purchasing                           requisition?                              requisition.
    1177      12/3/2009 Workflow Workshop      Functional -     Requisition         If an Approver denies a requisition, does If a requisition is denied, any subsequent approvers would not see         12/24/2009
                                               Purchasing                           it stop there?                            the requisition. Additionally, the Requestor would receive
                                                                                                                              notification of the denial.
                                                                                                                              NOTE: If a requisition is denied, the REQUESTOR would be notified
                                                                                                                              not the REQUISITIONER. Agencies need to understand the impacts
                                                                                                                              of having the Requestor and Requisitioner on a requisition as two
                                                                                                                              different people.

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                                                                     Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
   ID      Date Received        Source               Category       Subcategory                    Question                                                    Answer
                                                                                                                                                                                                            Updated
    1201      12/3/2009 Workflow Workshop      Functional -     Requisition        If Division of Purchases is an Ad-Hoc        Division of Purchasing will have the Ad-Hoc Approver role and                12/24/2009
                                               Purchasing                          Approver only, then how will they edit       Buyer role. The Buyer role will allow for editing.
                                                                                   the requisition?
    1185      12/3/2009 Workflow Workshop      Functional -     Requisition        Where does the default funding and           The default ChartFields for Requestors will be defined by the               12/24/2009
                                               Purchasing                          "Ship To" come from on requisitions?         agencies in their Role Mapping Workbook.

    1207      12/3/2009 Workflow Workshop      Functional -     Requisition        Where is the default funding on the    The default funding on the requisition is established based on the                12/24/2009
                                               Purchasing                          requisition coming from?               Requestor.
    1187      12/3/2009 Workflow Workshop      Functional -     Requisition        Why would you push back a requisition? Push back simply allows you to communicate with the most recent                   12/24/2009
                                               Purchasing                                                                 Approver or user in the workflow chain about the request without
                                                                                                                          denying it.
                                                                                                                          Note: the Requisitioner is not in the workflow chain; only the
                                                                                                                          Requestor is.
    1195      12/3/2009 Workflow Workshop      Functional -     Requisition        Will the buyer look at funding on a    Yes, they can review and edit funding on the Requisition and                      12/24/2009
                                               Purchasing                          requisition?                           Purchase Order.
    1179      12/3/2009 Workflow Workshop      Functional -     Roles and          Are we limited to one (1) Approver     No, you can have two (2) Approvers before the Buyer. Ad-Hoc                       12/24/2009
                                               Purchasing       Responsibilities   before the Buyer for Purchasing?       Approvers may also be added at any time in Purchasing Workflow.

    1194      12/3/2009 Workflow Workshop      Functional -     Roles and          Can a purchasing Approver have the           An Approver may have the Buyer role, but if that user is the last           12/24/2009
                                               Purchasing       Responsibilities   Buyer Role?                                  user in a workflow chain, when they approve it, there will be no
                                                                                                                                more agency approvals.
    1178      12/3/2009 Workflow Workshop      Functional -     Roles and          Can agencies have a pool of Approvers        No, agencies cannot have pools of approvers in Purchasing                   12/24/2009
                                               Purchasing       Responsibilities   for Purchasing?                              Workflow.
    1192      12/3/2009 Workflow Workshop      Functional -     Roles and          How easy is it to change 1st and 2nd         On a permanent basis, this change would need to be requested                12/24/2009
                                               Purchasing       Responsibilities   Approvers and Buyer?                         from Central. On a temporary basis, each approver has the ability
                                                                                                                                to reassign workflow by indicating in the system the effective dates
                                                                                                                                and to whom the workflow will be reassigned.

    1196      12/3/2009 Workflow Workshop      Functional -     Workflow           Are there approvals at the Purchase          Once a requisition has been sourced to a purchase order, the Buyer          12/24/2009
                                               Purchasing                          Order level?                                 is responsible for reviewing the information and approving.

    1184      12/3/2009 Workflow Workshop      Functional -     Workflow           Can the Requestor and Requisitioner          No, only the Requestor receive e-mail notifications for Purchasing          12/24/2009
                                               Purchasing                          receive e-mails regarding the requisition    workflow.
                                                                                   status?
    1203      12/3/2009 Workflow Workshop      Functional -     Workflow           Can the Requestor only have one (1)          Yes, Approver 1 can only be associated to Approver 2 in Purchasing          12/24/2009
                                               Purchasing                          Approver in Purchasing workflow?             workflow.
    1199      12/3/2009 Workflow Workshop      Functional -     Workflow           Can we base purchasing workflow on           No, however one could use Ad-Hoc Approvals.                                 12/24/2009
                                               Purchasing                          commodity?
    1191      12/3/2009 Workflow Workshop      Functional -     Workflow           Can we design Purchasing workflow            No, Purchasing workflow is based on user.                                   12/24/2009
                                               Purchasing                          based on departments?
    1205      12/3/2009 Workflow Workshop      Functional -     Workflow           Can you Ad-Hoc a requisition to Division     Yes, you will be able to Ad-Hoc a requisition to the Division of            12/24/2009
                                               Purchasing                          of Purchasing?                               Purchasing.
    1183      12/3/2009 Workflow Workshop      Functional -     Workflow           Can you build Ad-Hoc Approvers into          No, Ad-Hoc Approval is only for one (1) requisition at a time; they         12/24/2009
                                               Purchasing                          the workflow? Meaning, the Ad-Hoc            will not receive the next requisition, via workflow, unless they are
                                                                                   Approver would automatically be routed       added to that specific requisition’s workflow chain manually.
                                                                                   every requisition for their approval after
                                                                                   being submitted into the workflow
                                                                                   chain.
    1182      12/3/2009 Workflow Workshop      Functional -     Workflow           Can you have dollar amount Approvals         No, but an agency could send the requisition that needs those               12/24/2009
                                               Purchasing                          for Purchasing?                              approvals to an Ad-Hoc Approver.


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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
   ID         Date Received         Source           Category           Subcategory                   Question                                                     Answer
                                                                                                                                                                                                              Updated
    1204         12/3/2009 Workflow Workshop    Functional -         Workflow         How do you include an Ad-Hoc Approver Adding an Ad-Hoc Approver may be done at any time during the                       12/24/2009
                                                Purchasing                            in the system for Purchasing workflow? Purchasing workflow process. On the page, there is an icon to click
                                                                                                                             which will allow you to select the Ad-Hoc Approver to be included.
                                                                                                                             The user also has to have security to have the Ad-Hoc Approver role.


    1190         12/3/2009 Workflow Workshop    Functional -         Workflow         If two lines of a requisition are approved   Yes, two lines of the requisition will move to the next Approver or        12/24/2009
                                                Purchasing                            and one of the requisition is pushed         go thru the auto-sourcing process. The one line that was pushed
                                                                                      back, one line will stay in the users        back will remain on the worklist until it is approved.
                                                                                      worklist?
    1202         12/3/2009 Workflow Workshop    Functional -         Workflow         Was the purchasing workflow for the          Yes, this was a customization to the workflow in order to route to         12/24/2009
                                                Purchasing                            Division of Budget created special?          Division of the Budget for vehicle commodity codes. Division of
                                                                                                                                   Budget pool is necessary to accommodate statewide (all agencies)
                                                                                                                                   potential purchases of vehicles.
    1193         12/3/2009 Workflow Workshop    Functional -         Workflow         What if someone is sick and not able to      If the work cannot wait until the person returns, then a call will         12/24/2009
                                                Purchasing                            reassign work in purchasing workflow?        need to be made to Central to adjust and reroute workflow.

    1197         12/3/2009 Workflow Workshop    Functional -         Workflow         Will every requisition line go though        Yes, however you can approve multiple lines at the same time.               1/26/2010
                                                Purchasing                            Purchasing workflow?
    1206         12/3/2009 Workflow Workshop    Functional -         Workflow         Will the Requisitioner ever get              No, however they can enter the system and search/filter to find            12/24/2009
                                                Purchasing                            notifications?                               requisitions.
    1209         12/3/2009 Workflow Workshop    Functional -                          Construction projects require another        A resolution is pending and we will provide additional information         12/24/2009
                                                Purchasing                            level of approval from Division of           as it becomes available.
                                                                                      Facilities Management, how do we
                                                                                      intend to work these transactions for
                                                                                      Purchasing workflow?

        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    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           Values           not seem to be correct or complete.          SMART website on 11/19/09.
                                                                                      Can you check on this?
        856     11/17/2009 November Monthly     Functional - Asset   Conversion       When you mention "split-funded"              Yes. In the asset conversion file, you can send multiple funding            12/3/2009
                           Conversion Meeting   Management                            assets, are you referring to all of the      sources for the same asset. This is done by having two (or more)
                                                                                      ChartFields in the conversion file (e.g.,    lines for the same asset in the conversion file. The Interface ID is
                                                                                      Fund, Budget Unit, Agency Use)?              the 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    Does VoucherID have to be unique             No, VoucherID must be unique for each business unit.                       11/10/2009
                           Interface Meeting    Accounts Payable     Values           across SMART?


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                                                                       Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
   ID         Date Received        Source            Category        Subcategory                      Question                                                     Answer
                                                                                                                                                                                                              Updated
        877     11/10/2009 November Monthly    Functional -       Configuration       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   Values              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       If you specify PAYMENT_METHOD as              If no bank information is listed in the vendor record, the                11/10/2009
                           Interface Meeting   Accounts Payable   Values              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       Why are we required to provide the            The system requires the routing number twice.                             11/10/2009
                           Interface Meeting   Accounts Payable   Values              routing number twice (in BNK_NBR_ID
                                                                                      and DFI_ID_NUM)?
        880     11/10/2009 November Monthly    Functional -       SpeedCharts         With a SpeedChart, do you have to             No, if the SpeedChart contains ALL the required ChartFields then no       11/10/2009
                           Interface Meeting   Accounts Payable                       provide a voucher distribution line?          distribution line details are needed and will know which values to
                                                                                                                                    populate in voucher distribution lines based on the configured
                                                                                                                                    SpeedChart values. The SpeedChart values must be provided to the
                                                                                                                                    SMART team. The team is in process of configuring SpeedCharts in
                                                                                                                                    the system.
        868     11/10/2009 November Monthly    Functional -       Testing             Are checks being generated during             Checks will not be generated during interface testing. System             11/10/2009
                           Interface Meeting   Accounts Payable                       Interface testing?                            testing will test paycycle and checks will be generated.
        882     11/10/2009 November Monthly    Functional -       Vouchers            Can anyone use single pay vouchers?           Single pay vouchers can only be used for vendors that are not 1099        11/10/2009
                           Interface Meeting   Accounts Payable                                                                     reportable and single pay vouchers will bypass the setoff processes.
                                                                                                                                     If an agency plans to use single pay vouchers, please notify the AP
                                                                                                                                    team by sending an email to Sunflowerfms@da.ks.gov. These
                                                                                                                                    requests will be discussed with the Director of Accounts and
                                                                                                                                    Reports.
        870     11/10/2009 November Monthly    Functional -       Vouchers            If there are two vouchers for the same        The vouchers will be combined unless the user specifies to separate       11/10/2009
                           Interface Meeting   Accounts Payable                       vendor, will the checks be combined           them. To separate the payment, the user will need to flag the
                                                                                      into one check or separate?                   voucher which indicates that it will be a separate payment.

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

        879     11/10/2009 November Monthly    Interface          Configuration       Is there a way to provide banking             Yes, only for single pay vouchers. There is banking information on        11/10/2009
                           Interface Meeting                      Values              information in INF02?                         the single pay record of INF02.
        875     11/10/2009 November Monthly    Interface          Configuration       What are the Subtype field                    Subtype is required on inbound interfaces, but not required on            11/10/2009
                           Interface Meeting                      Values              requirements?                                 outbound interfaces.
        861     11/10/2009 November Monthly    Interface          Configuration       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                      Values              file layout instead of being in the           document (because they are translated values), then we list the
                                                                                      configuration files on the secure             valid values on the layout as a general rule. The valid values for
                                                                                      website? Specifically, PYMNT_METHOD           INF44 PYMNT_METHOD are listed on the interface layout and we
                                                                                      on INF44.                                     will publish the configuration document for this field to the secure
                                                                                                                                    website. Going forward, we will keep the configuration values in
                                                                                                                                    the file layout if there are a few values, and will publish any
                                                                                                                                    configuration values for any fields with a configuration work unit
                                                                                                                                    referenced in the layout.
        874     11/10/2009 November Monthly    Interface          Data Transmission   Who do we send the names of the files         Send the file names to Sunflowerfms@da.ks.gov. This will ensure           11/10/2009
                           Interface Meeting                                          we placed on the mainframe?                   that all interface team members are notified that new files are on
                                                                                                                                    the mainframe.


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                                                                     Sunflower Project Questions and Answers
                                                                                                                                                                                                       Date Last
   ID         Date Received        Source            Category       Subcategory                   Question                                                   Answer
                                                                                                                                                                                                       Updated
        859     11/10/2009 November Monthly    Interface        Interfaces        Can you send the REX program to            Yes, if you would like a copy of the program, please contact               11/10/2009
                           Interface Meeting                                      agencies? This is the program for JCL      sunflowerfms@da.ks.gov and request a copy.
                                                                                  scripts.
        860     11/10/2009 November Monthly    Interface        Interfaces        If our agency uses INF06, do we have to    No, INF06 and INF19 are not dependent on each other.                      11/10/2009
                           Interface Meeting                                      use INF19?
        858     11/10/2009 November Monthly    Interface        Interfaces        Will the agencies be able to send an       The interface team will still need to receive notification as there are   11/10/2009
                           Interface Meeting                                      INF02 file without notification and will   manual steps we need to run to create the payments. Please email
                                                                                  they be processed automatically?           sunflowerfms@da.ks.gov with the file names. Even in production,
                                                                                                                             the pay cycle will run manually.


        865     11/10/2009 November Monthly    Interface        Security          How will the logons/security be handled Access will not be the same as the production access. The purpose            11/10/2009
                           Interface Meeting                    Administration    during the testing laboratory sessions? of 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         Interface team will make sure that the agency users have the
                                                                                  accessing areas that they won't have     instructions/knowledge to enter online transaction for testing. The
                                                                                  access to in production?                 testing lab sessions only apply to interfacing agencies.

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

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

        862     11/10/2009 November Monthly    Interface        Testing           What is the time frame for Stage 6         Stage 6 testing runs from January 15th through March 15th. The             1/13/2010
                           Interface Meeting                                      testing when agencies will be able to      laboratory sessions are estimated to be held during this timeframe.
                                                                                  access the online environment and do
                                                                                  testing?
        863     11/10/2009 November Monthly    Interface        Testing           Who should attend the testing           Key functional lead people using General Ledger, Accounts                     12/3/2009
                           Interface Meeting                                      laboratory sessions? Would it be        Receivable and Accounts Payable should attend if your agency is
                                                                                  helpful for a technical person to attendinterfacing. This is not training, but there will be some
                                                                                  these 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      Yes, to an extent, however there will be a separate load test as part        11/10/2009
                           Interface Meeting                                      (ORT) include load/performance testing? of the performance test effort to test the system.




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

        851      11/4/2009 Service Center Kick-Off   Training             Training          Can WBT be stopped at any time and          Yes, not only can you complete each course based on your                    11/4/2009
                           Meeting                                                          then resumed?                               schedule, 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.


0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                                Page 34 of 88                                                                                               Printed 8/1/2011
                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                                 Date Last
   ID         Date Received          Source               Category          Subcategory                    Question                                                 Answer
                                                                                                                                                                                                                 Updated
        840      11/4/2009 Service Center Kick-Off   Training           Training           How often will you offer instructor-led   Role Mapping will be our roadmap for training. The instructor-led             11/4/2009
                           Meeting                                                         training?                                 training schedule will be based on the attendance estimates
                                                                                                                                     provided by the role mapping results.
        841      11/4/2009 Service Center Kick-Off   Training           Training           Small agencies often have no time or      We understand the added risk to small agencies, which is why we              11/4/2009
                           Meeting                                                         staff backups to attend training. How     are offering the Service Center. Training is offered during the
                                                                                           will we get access to the system?         Legislative session, ILT will be during April through June. This is why
                                                                                                                                     we are offering the Service Center to provide smaller agencies the
                                                                                                                                     option to ease into access and work around your schedules.

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

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

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

        802     10/28/2009 Change Agent Network      Data Warehouse     Reports            On the Reporting Survey Needs Analysis    The purpose of the reporting needs analysis is for agencies to focus        10/28/2009
                           Meeting #6                and Reporting                         Document can the corresponding DAFR       on what information is needed instead of having the same report
                                                                                           report be listed by the new SMART         produced that agencies currently receive. Our goal with this
                                                                                           report that will replace it?              assignment is for agencies to think through from the perspective of
                                                                                                                                     which data elements you need for your financial reports and
                                                                                                                                     analysis. More data will be available in SMART compared to STARS.
                                                                                                                                     If agencies only request DAFR report clones they will miss the
                                                                                                                                     opportunity to utilize the additional information available with
                                                                                                                                     SMART reports.
        797     10/28/2009 Change Agent Network      Functional -       Travel & Expense   What does the "supervisor/reports to      This is the person who is the supervisor for the employee. This data         1/25/2010
                           Meeting #6                Accounts Payable                      position" data element mean for Travel    element is needed for workflow in the Travel and Expense module
                                                                                           & 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.

        801     10/28/2009 Change Agent Network      Functional -       Vendors            Our agency issues refunds every month.    There are two options for issuing these refunds. Since the                  10/28/2009
                           Meeting #6                Accounts Payable                      Sometimes these refunds are to the        individuals can be repetitive, they can be regular vendors in the
                                                                                           same individual. What method should       vendor table. They could also be single pay vendors and not be in
                                                                                           we use to process these refunds?          the vendor table. Either way, these individuals are not 1099
                                                                                                                                     reportable, so either option is acceptable.

0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                               Page 35 of 88                                                                                              Printed 8/1/2011
                                                                            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          Yes, it is structured so that one person could attend all workflow        10/28/2009
                           Meeting #6                                  Workshop         break out sessions for workflow            sessions or if the agency had multiple employees attend, they could
                                                                                        workshop 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                      10/28/2009
                           Meeting #6                                  Workshop         workshops or just pick one of the days  identical workshops. Employees only need to attend one day of the
                                                                                        to attend?                              workshops. The workshops are being offered on 2 different days to
                                                                                                                                accommodate schedules.
        805     10/28/2009 Change Agent Network   Functional -        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             Projects and Grants                   data into the SMART system for time     06/09/10 – 06/21/10 and the need to have these projects/activities
                                                                                        and labor agencies does not seem        available for use in Time & Labor is 06/23/10. We will re-evaluate
                                                                                        adequate. Is there any way we can have the time frame to see if online entry can begin prior to 06/09/10. If
                                                                                        more time to enter Project Costing data the time frame for online entry will not meet your needs, another
                                                                                        into SMART before go-live?              option to get Project Costing data into SMART is to have the
                                                                                                                                uploaded via a flat file (INF22).

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

        809     10/28/2009 Change Agent Network   General Enterprise   Testing          How does an agency get to be part of       Project management/leadership will recommend agencies to the              10/29/2009
                           Meeting #6             Readiness                             the ‘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            Testing          If there is no parallel processing         We have performance and integration testing planned. SHaRP and            10/28/2009
                           Meeting #6                                                   planned, how will we confirm SMART         SMART, although integrated are two distinct software applications.
                                                                                        interfaces can all be processed in a       Each application has its own hardware, software and database. We
                                                                                        timely manner?                             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.

0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                            Page 36 of 88                                                                                             Printed 8/1/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                                    Date Last
   ID         Date Received         Source             Category            Subcategory                       Question                                                    Answer
                                                                                                                                                                                                                    Updated
        807     10/28/2009 Change Agent Network   Post Go-Live         Service Center       Will there be a charge for using the      There will be no fee for using the Service Center for the first year.          10/28/2009
                           Meeting #6                                                       Service Center?                           Fees for using the service center after the first year have not yet
                                                                                                                                      been determined.
        799     10/28/2009 Change Agent Network   Training             Roles and            Are employees required to complete        Employees will need to complete two web-based training courses,                1/13/2010
                           Meeting #6                                  Responsibilities/    training to get view only security access GN101: Introduction to SMART and GN201: Introduction to
                                                                       Security             in SMART?                                 Navigating in SMART, to gain view-only access. We also
                                                                                                                                      recommend that employees complete the introductory web-based
                                                                                                                                      training course(s) for the module(s) they will access. Additionally,
                                                                                                                                      any roles with reporting access will be required to complete an
                                                                                                                                      additional web-based training course, RP202: Introduction to
                                                                                                                                      Reporting in SMART.
        800     10/28/2009 Change Agent Network   Training                                  Should new employees get trained on       This depends on your agency and your business needs and business              10/28/2009
                           Meeting #6                                                       STARS or wait for SMART training?         processes.
        788     10/21/2009 October Monthly        Data Conversion      Testing              Throughout mock conversion testing, do Please send the complete file of all the transactions that you plan to           10/21/2009
                           Conversion Meeting                                               we send a complete conversion file each convert for each mock conversion. This should include all the data
                                                                                            time or only the changes since the last   that was sent in the prior file submitted, as well as any new
                                                                                            time that a file was submitted?           data/transactions.

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

        791     10/21/2009 October Monthly        Functional - Asset   Asset Management What is the definition of a leased asset? A capital lease is treated as a financial asset. It has a lease term and          10/21/2009
                           Conversion Meeting     Management                                                                      lease payment amount. The lease is carried on the balance sheet
                                                                                                                                  and is periodically depreciated. A capital lease meets the following
                                                                                                                                  criteria under FASB 13:
                                                                                                                                  a) There is an ownership transfer at the end of the lease.
                                                                                                                                  b) The lease contains a bargain purchase option (BPO).
                                                                                                                                  c) The lease term is 75 percent or more of the asset life.
                                                                                                                                  d) The present value of the minimum lease payment is 90 percent
                                                                                                                                  or more of the fair market value of the asset.

                                                                                                                                         An operating lease is treated as a nonfinancial asset to which no
                                                                                                                                         cost information is associated. It is normally expensed and can
                                                                                                                                         include rent and monthly payments that are expensed periodically.
                                                                                                                                         An operating lease is any lease that does not meet the criteria
        792     10/21/2009 October Monthly        Functional - Asset   Conversion           Are any changes expected to the asset        under FASB 13. do not expect any changes to the template.
                                                                                                                                         At this time, we                                                           10/21/2009
                           Conversion Meeting     Management                                data entry template before mock              Changes will only be made if necessary.
                                                                                            conversions?
        790     10/21/2009 October Monthly        Functional - Asset   Conversion           If we receive FY10 assets after the date     The assets will not be loaded by the conversion program if they are        10/21/2009
                           Conversion Meeting     Management                                the final conversion file is due, how will   received after the date the file is due. Agencies will enter the new
                                                                                            those assets be added in SMART?              assets online in SMART after the system goes live.

        794     10/21/2009 October Monthly        Functional - Asset   File Layouts         Can the Interface Line Number field be       No, that is not the intended purpose of this field. Multiple interface     10/21/2009
                           Conversion Meeting     Management                                used to denote parent-child                  lines can be sent for the same asset in order to denote multiple
                                                                                            relationships for asset conversion?          funding lines, not parent-child relationships.
        793     10/21/2009 October Monthly        Functional -        Conversion            Can we submit Excel files for project        No, the only options for this conversion are flat file and online entry.   10/21/2009
                           Conversion Meeting     Projects and Grants                       conversion? Currently, the only options
                                                                                            are flat file and online entry for this
                                                                                            conversion.


0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                                 Page 37 of 88                                                                                              Printed 8/1/2011
                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
   ID         Date Received         Source                Category          Subcategory                   Question                                                  Answer
                                                                                                                                                                                                               Updated
        819     10/14/2009 Business Process          Functional -        Budget Check     Is budget checking in real time or a       Budget Checking is done in a batch process. Budget Checking for            10/14/2009
                           Workshop - Deposits and   Accounts Receivable                  batch process?                             Accounts Receivables and Interfunds will tentatively run every two
                           Interfund                                                                                                 hours.
        818     10/14/2009 Business Process          Functional -        Budget Check     What is budget checking?                   The system will look to see if you have funds available, enough cash      10/14/2009
                           Workshop - Deposits and   Accounts Receivable                                                             and valid ChartField strings to process the voucher.
                           Interfund
        811     10/14/2009 Business Process          Functional -        Customers        If you determine your customer is also a   No, customers are agency maintained and vendors are centrally             10/14/2009
                           Workshop - Deposits and   Accounts Receivable                  vendor, can you import that information    maintained. This information cannot be imported between
                           Interfund                                                      from Accounts Payable to Accounts          modules.
                                                                                          Receivable?
        810     10/14/2009 Business Process          Functional -        Customers        Is there capability in SMART to create a   Yes, there is the ability to allow the system to auto-number              10/14/2009
                           Workshop - Deposits and   Accounts Receivable                  numbering system to number individual      customers or have the agency smart number the customers.
                           Interfund                                                      customers?
        815     10/14/2009 Business Process          Functional -        Deposit          Once the State Treasurer's Office          No, there is a batch process that must occur before the funds are         10/14/2009
                           Workshop - Deposits and   Accounts Receivable                  approves the deposit, are the funds        available. The State Treasurer's Office will approve the deposit and
                           Interfund                                                      immediately available?                     do a daily release which will trigger a batch process. The funds will
                                                                                                                                     be available the following day.
        816     10/14/2009 Business Process          Functional -        Deposit          When we enter deposits today, we           Yes, if you are entering a miscellaneous deposit, you can do a direct     10/14/2009
                           Workshop - Deposits and   Accounts Receivable                  reduce our expenditures. Will we still     journal payment. Instead of entering a revenue account, you will
                           Interfund                                                      be able to do this with SMART?             enter an expense account.
        820     10/14/2009 Business Process          Functional -        Deposit          Will deposits be ran only once a day?      Yes, deposits will process at the end of every day.                       10/14/2009
                           Workshop - Deposits and   Accounts Receivable
                           Interfund
        824     10/14/2009 Business Process          Functional -        Interfund        Can you do an upload of vouchers or        Yes, you can upload interfunds with voucher (INF50) and deposit            1/13/2010
                           Workshop - Deposits and   Accounts Receivable                  deposits for interfunds?                   interfaces (INF43). The inbound deposit interface (INF44) and
                           Interfund                                                                                                 inbound voucher interface (INF02) is also available for interfacing
                                                                                                                                     interfunds.
        817     10/14/2009 Business Process          Functional -        Interfund        Can you initiate an interfund from both    Yes, an interfund can be initiated from either side of the transaction.   10/14/2009
                           Workshop - Deposits and   Accounts Receivable                  the expenditure and receipt side?
                           Interfund
        823     10/14/2009 Business Process          Functional -        Interfund        Do we access both the Accounts Payable  Yes, the interfund page centrally ties you to those respective               10/14/2009
                           Workshop - Deposits and   Accounts Receivable                  and Accounts Receivable module for      modules. However, you have to originate an interfund at the
                           Interfund                                                      interfunds?                             interfund page.
        828     10/14/2009 Business Process          Functional -        Interfund        How are the voucher ID and deposit ID   The voucher ID and deposit ID are tied to the interfund on the               10/14/2009
                           Workshop - Deposits and   Accounts Receivable                  numbers tied to the interfund?          interfund page. On the interfund page you can see both ID
                           Interfund                                                                                              numbers (voucher and deposit).
        826     10/14/2009 Business Process          Functional -        Interfund        Is the interfund number the same as the No. The interfund ID number and voucher ID number are not the                10/14/2009
                           Workshop - Deposits and   Accounts Receivable                  voucher number?                         same. The interfund number is a unique ID number statewide. The
                           Interfund                                                                                              voucher ID number is unique by Business Unit/Agency.

        822     10/14/2009 Business Process          Functional -        Interfund        It is possible to attach an electronic  The interfund notification will open Outlook email. Once Outlook             10/14/2009
                           Workshop - Deposits and   Accounts Receivable                  document to the interfund notification? email is open, you can attach anything you would like.
                           Interfund
        831     10/14/2009 Business Process          Functional -        Interfund        Our agency reimburses another agency       You will continue to reimburse the agency using the interfund             10/14/2009
                           Workshop - Deposits and   Accounts Receivable                  for services (e.g., trash, dental,         process. The receiving agency may choose to use SMART's Billing
                           Interfund                                                      optometry). Presently, we initiate an      and Accounts Receivable modules to generate bills and track the
                                                                                          interfund to reimburse these               balance due. However, this does not affect the process you use to
                                                                                          expenditures. With SMART, will this be     make the payments.
                                                                                          done using the Billing and Accounts
                                                                                          Receivable modules?


0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                              Page 38 of 88                                                                                            Printed 8/1/2011
                                                                                Sunflower Project Questions and Answers
                                                                                                                                                                                                                  Date Last
   ID         Date Received         Source                Category            Subcategory                    Question                                                   Answer
                                                                                                                                                                                                                  Updated
        825     10/14/2009 Business Process          Functional -        Interfund           When does the notification to the        The initiating agency must choose to send a notification. This can           10/14/2009
                           Workshop - Deposits and   Accounts Receivable                     reciprocating agency occur?              occur at any point during the transaction process before the
                           Interfund                                                                                                  interfund is completed.
        827     10/14/2009 Business Process          Functional -        Interfund           When uploading or interfacing a payable You will first upload the payable or receivable and flag the                 10/14/2009
                           Workshop - Deposits and   Accounts Receivable                     or receivable, how do we link it with an interfund. Then go online to the interfund page and associate the
                           Interfund                                                         existing interfund transaction?          uploaded payable or receivable to the interfund transaction.

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

        812     10/14/2009 Business Process          Functional -        Invoices            Can it be noted in SMART if a customer     The State Treasurer does the deposit for credit card transactions.        10/14/2009
                           Workshop - Deposits and   Accounts Receivable                     is billed and pays with a credit card?     The agency then does a deposit adjustment moving the monies
                           Interfund                                                                                                    from 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.
        814     10/14/2009 Business Process          Functional -        Reporting           How will recognized revenue affect         We currently record material receivable balances for the CAFR             10/29/2009
                           Workshop - Deposits and   Accounts Receivable                     CAFR reporting since we do not capture     through a manual process. The primary mechanism for obtaining
                           Interfund                                                         this now?                                  those receivable balances is through form DA-32. This annual report
                                                                                                                                        is due to A&R by August 31 of each year for the fiscal year just
                                                                                                                                        ended June 30. It is likely that this form and requirement would be
                                                                                                                                        eliminated for agencies that are maintaining receivables in SMART.
                                                                                                                                        It is also possible that certain agency receivables and recognized
                                                                                                                                        revenue will be recorded in SMART and thus reported in the CAFR
                                                                                                                                        that were not previously captured because there were previously
                                                                                                                                        deemed immaterial.
        832     10/14/2009 Business Process          Functional -                            On some DISC bills, we need to print out   The KIRMS system is not linked to SMART. If the agency needs to           10/14/2009
                           Workshop - Deposits and   Accounts Receivable                     the detailed billing from KIRMS now.       physically print the billing today as a back-up versus viewing it, the
                           Interfund                                                         Will we still need to do that with the     process would remain the same. Neither DISC nor A&R have
                                                                                             SMART system?                              requirements today that agencies need to print the detailed billing.

        813     10/14/2009 Business Process          Functional - General Roles and          Can several people be assigned to one      Yes, more than one person can be assigned to one role and more            10/14/2009
                           Workshop - Deposits and                        Responsibilities   role?                                      than one role can be assigned to one person.
                           Interfund




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                                 Page 39 of 88                                                                                             Printed 8/1/2011
                                                                                 Sunflower Project Questions and Answers
                                                                                                                                                                                                                             Date Last
   ID         Date Received          Source                Category             Subcategory                     Question                                                      Answer
                                                                                                                                                                                                                             Updated
        830     10/14/2009 Business Process          Functional - General                       We have a seminar where attendees       No, you are not able to download that information from Survey                         10/14/2009
                           Workshop - Deposits and                                              register using an internet site, Survey Monkey into SMART.
                           Interfund                                                            Monkey. Currently, we download all the
                                                                                                attendees (the customers) into an Excel
                                                                                                spreadsheet. Is there a way to transfer
                                                                                                the download from survey monkey into
                                                                                                SMART to set up the customers and the
                                                                                                invoice data?
        833     10/14/2009 Business Process          Interface              Payroll             Where can we find the information            The INF06 record layout is published and available on the secure                10/14/2009
                           Workshop - Deposits and                                              about the payroll journal interface,         SMART website under Technical Resources. If you need more
                           Interfund                                                            INF06?                                       information about INF06, please send questions to
                                                                                                                                             sunflowerfms@da.ks.gov or request Office Hours with the Interface
                                                                                                                                             Team.
        748     10/13/2009 October Monthly Interface Functional -           Vendors             Does the Payment Method default              Yes, Payment Method will default based on the Payment Method                    10/13/2009
                           Meeting                   Accounts Payable                           based on the vendor location?                associated to the default Vendor Location. Depending on how your
                                                                                                                                             vendors are set up, it could default to ACH or CHK. You can also
                                                                                                                                             override the default Payment Method by providing a value in the
                                                                                                                                             Payment Method field on INF02.

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

        765     10/13/2009 October Monthly Interface Interface              Batch Schedule      When will the batch schedule be        The batch schedule is in progress. In the meantime we will set up a                   10/13/2009
                           Meeting                                                              available for agencies to test the     preliminary batch schedule to meet your testing needs. The
                                                                                                automated processes (nightly batch     preliminary batch schedule will be communicated to all affected
                                                                                                process, etc)?                         agencies.
        756     10/13/2009 October Monthly Interface Interface              Configuration       Should we be sending files with SMART  Yes, all configuration values, including Chart of Accounts, have been                 10/13/2009
                           Meeting                                          Values              values?                                published to the SMART website and should be used on inbound
                                                                                                                                       interfaces.
        752     10/13/2009 October Monthly Interface Interface              Customers           What is the difference between vendors Customers owe/pay us, we owe/pay vendors. Customers are                               10/13/2009
                           Meeting                                          Vendors             and customers?                         agency maintained in accounts receivable to track pending
                                                                                                                                       items/receivables. Vendors are centrally maintained in accounts
                                                                                                                                       payable and are recorded on vouchers to make payments.

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

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


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                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                                      Date Last
   ID         Date Received          Source                Category       Subcategory                     Question                                                       Answer
                                                                                                                                                                                                                      Updated
        768     10/13/2009 October Monthly Interface Interface        Error Processing   In production, where will the Pre-             An error file will be sent to the mainframe if the file fails the Pre-         10/13/2009
                           Meeting                                                       SMART edit error file be located for           SMART edits (control validations, etc).
                                                                                         interfaces?
        769     10/13/2009 October Monthly Interface Interface        Error Processing   In production, where will the SMART            SMART edit errors (invalid ChartFields, etc.) will be corrected online        10/13/2009
                           Meeting                                                       edit 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
                                                                                         errors before production?                      during 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                   10/13/2009
                           Meeting                                                       errors online in SMART during Interface        Interface Testing. In production, agencies will need access to log in
                                                                                         Testing. What about in production?             to confirm 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.

        753     10/13/2009 October Monthly Interface Interface        File Layouts       Do you have an updated status on the           INF24 will be tested in Stage 6 which begins in January, 2010. The             11/4/2009
                           Meeting                                                       Budget Upload, INF24?                          template will be available prior to testing.
        761     10/13/2009 October Monthly Interface Interface        File Layouts       What is the status of INF02, INF04,            Currently, INF02, INF04, INF06 and INF44 are all available for testing.        1/13/2010
                           Meeting                                                       INF06, and INF44 for testing?
        762     10/13/2009 October Monthly Interface Interface        Interfaces         Files that are sent from Treasury (STO)        We do not pull those files to UNIX until they are processed. Files            10/13/2009
                           Meeting                                                       go away after 7 days. Is project staff         will stay on the mainframe unless you are scripting otherwise.
                                                                                         putting these files to the UNIX?

        763     10/13/2009 October Monthly Interface Interface        Interfaces         If we send you an INF02 file, should we    For interface test, if you send us an INF02 and want to receive an                 1/13/2010
                           Meeting                                                       expect to receive an INF03 file            INF03 file, you need to put that in the email when you send
                                                                                         subsequently?                              notification that you have sent INF02.
        760     10/13/2009 October Monthly Interface Interface        Testing            Do we need to email you when we            Yes, please send us an email notification at                                      10/13/2009
                           Meeting                                                       upload a file?                             sunflowerfms@da.ks.gov. We will send a return email noting the
                                                                                                                                    success or error of the file.
        759     10/13/2009 October Monthly Interface Interface        Testing            In Stage 3, turnaround processing, will    Yes, we will accept additional files from agencies for use in Stage 3             10/13/2009
                           Meeting                                                       you accept additional vendors and          processing. Agencies can also use Stage 6 of testing to test the
                                                                                         vouchers for use in testing?               entire process.
        764     10/13/2009 October Monthly Interface Interface        Testing            What is system test and how will it        System Test validates that SMART meets all system requirements.                   10/13/2009
                           Meeting                                                       impact agencies?                           System Test is executed by the Sunflower project team and does
                                                                                                                                    not impact agencies.
        757     10/13/2009 October Monthly Interface Interface        Testing            With Stage 2 testing, will you email error Yes, agencies will be notified of any errors and receive the log file             10/13/2009
                           Meeting                                                       and log files back to agencies?            back after submitting files for processing.

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                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                                     Date Last
   ID         Date Received          Source                Category          Subcategory                      Question                                                    Answer
                                                                                                                                                                                                                     Updated
        755     10/13/2009 October Monthly Interface Interface           Vendors              Does the existing INF01 file on the     The interface team has setup sample values for the vendors,                      11/4/2009
                           Meeting                                                            mainframe contain the STARS vendor      including the STARS suffix and vendor number (for some vendors).
                                                                                              number and suffix?                      This data is included on INF01. The actual converted vendor data
                                                                                                                                      will be available for testing in Stage 6.
        751     10/13/2009 October Monthly Interface Interface           Vendors              How will the interfacing agencies know The Sunflower Project will send out a notification on when the file             10/13/2009
                           Meeting                                                            when the converted INF01 vendor file is will be available, however we anticipate it to be in early June, 2010.
                                                                                              available on the mainframe? Is there    There is no outbound customer interface file. Whereas there is a
                                                                                              something similar to converted          centralized list of vendors for the entire State, there are individual
                                                                                              customers? How do we populate           lists of customers for each agency—meaning that the agency would
                                                                                              internal systems with customers?        be the source of the data for the converted customer records. If
                                                                                                                                      there are concerns about agencies knowing the SMART assigned
                                                                                                                                      Customer IDs for converted records, we can make the Customer IDs
                                                                                                                                      available to agencies by posting them on the SMART website or
                                                                                                                                      sending out a communication.


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

        787     10/12/2009 Business Process          Functional -        Budget Check         When is a journal budget checked?           Budget Checking is tentatively scheduled to run every two hours.           10/12/2009
                           Workshop - General        General Ledger                                                                       However, you can, even though not encouraged, request budget
                           Ledger and Commitment                                                                                          checking immediately by clicking the run budget check.
                           Control
        774     10/12/2009 Business Process          Functional -        Cash Control Budget Does the appropriation budget include        All funds are subject to the Appropriation Budget. For funds that          10/12/2009
                           Workshop - General        General Ledger                          only funds that are included in the          are considered “no limit,” the appropriation will be set arbitrarily
                           Ledger and Commitment                                             appropriations bill? What about no           high so it is unlikely to ever be exceeded; for example $999,000,000.
                           Control                                                           limit funds?                                 The Cash Control budget also applies and that is the budget that
                                                                                                                                          will control spending on these funds.

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

        783     10/12/2009 Business Process          Functional -        Journal Entry        Can you override fiscal year dates so you SMART will default to the current date on the transaction.                   10/12/2009
                           Workshop - General        General Ledger                           can enter the information before or       However, if a period or FY is open, you may change the default
                           Ledger and Commitment                                              after the fact?                           journal date to post to the desired FY.
                           Control


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                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
   ID         Date Received        Source               Category           Subcategory                    Question                                                   Answer
                                                                                                                                                                                                               Updated
        782     10/12/2009 Business Process        Functional -        Journal Entry     If you have the Approver role, does that     Yes, you will need to have both the Processor and Approver roles.         10/12/2009
                           Workshop - General      General Ledger                        allow you to enter also or do you have
                           Ledger and Commitment                                         to have both the Processor and
                           Control                                                       Approver roles?
        780     10/12/2009 Business Process        Functional -        Journal Entry     What happens if the GL Approver does         The GL ledger will not be impacted until the journal is approved and     10/12/2009
                           Workshop - General      General Ledger                        not approve a transaction? What is the       posted. The Journal will impact the budget. If the journal will not be
                           Ledger and Commitment                                         impact to the ledgers?                       approved it should be deleted. The deletion will reverse the impact
                           Control                                                                                                    on the Budget.
        784     10/12/2009 Business Process        Functional -        Journal Entry     Will SMART users be able to change a         The journal date can be changed on the journal entry transaction to      10/12/2009
                           Workshop - General      General Ledger                        journal date when entering a journal?        any open period. If the period is not open on the General Ledger,
                           Ledger and Commitment                                                                                      the system will prevent entry of a journal date that exists in a
                           Control                                                                                                    closed period.
        779     10/12/2009 Business Process        Functional -        Ledgers           Is the Operating Budget managed by           Yes, the Operating Budget is managed by the state fiscal year.           10/12/2009
                           Workshop - General      General Ledger                        state fiscal year?
                           Ledger and Commitment
                           Control
        775     10/12/2009 Business Process        Functional -        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      General Ledger                        appropriation budget if it is incorrect in   those changes.
                           Ledger and Commitment                                         SMART?
                           Control
        772     10/12/2009 Business Process        Functional -        Ledgers           Will the appropriation budget be             Yes, appropriation budget changes will be reflected in IBARS and         10/12/2009
                           Workshop - General      General Ledger                        updated in SMART every time the              SMART.
                           Ledger and Commitment                                         legislature makes an update or a
                           Control                                                       change?
        786     10/12/2009 Business Process        Functional -                          Will funds still be allowed to go negativeThis is a policy decision for the Division of Accounts and Reports          10/12/2009
                           Workshop - General      General Ledger                        in SMART? Does this mean that we will     rather than a SMART project decision. However, it is our
                           Ledger and Commitment                                         have more journal entries?                assumption that funds that currently have the authority to go
                           Control                                                                                                 negative will continue to be allowed to do so in SMART. No
                                                                                                                                   additional journal entries are required because we assume funds
                                                                                                                                   will be allowed to go negative.
        777     10/12/2009 Business Process        Functional -                          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      General Ledger                        We currently have special authority to    rather than a SMART project decision. However, it is our
                           Ledger and Commitment                                         go negative until grant money comes in. assumption that funds that currently have the authority to go
                           Control                                                       Will we be able to continue this in       negative will continue to be allowed to do so in SMART.
                                                                                         SMART?
        773     10/12/2009 Business Process        Functional -        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      Projects and Grants                   Activity level or can you only budget at
                           Ledger and Commitment                                         the Project level?
                           Control




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                             Page 43 of 88                                                                                              Printed 8/1/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
   ID         Date Received         Source           Category          Subcategory                      Question                                                Answer
                                                                                                                                                                                                          Updated
        746      10/8/2009 Business Process    Functional - Asset   Asset Management Agencies currently have a property          The Tag Number field should be used to record existing property           10/13/2009
                           Workshop - Asset    Management                            number assigned to each asset. The          numbers. The tag number is a searchable and reportable field in
                           Management                                                property number is used in reports and      SMART.
                                                                                     it’s something the auditors look for.
                                                                                     How will the existing property numbers      Some agencies use property ID/asset stickers to affix a tag number
                                                                                     be used after SMART is implemented?         to the asset for physical tracking purposes. Tag numbers are an
                                                                                                                                 optional additional ID. They can be assigned by the agency. Tag
                                                                                                                                 numbers can be associated to the asset in SMART but are separate
                                                                                                                                 from the asset ID.

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

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

        719      10/8/2009 Business Process    Functional - Asset   Asset Management If you have a building that is in the       You can add the building/asset in SMART with a Project ID at the         10/13/2009
                           Workshop - Asset    Management                            process of being constructed, when do       beginning of the construction project. Once the construction is
                           Management                                                you add it to SMART?                        complete, the asset can be transferred to the Asset Management
                                                                                                                                 module for tracking as a capital asset.
        741      10/8/2009 Business Process    Functional - Asset   Asset Management If you have multiple things you want to You can use a worksheet to do this. The asset worksheet allows               10/13/2009
                           Workshop - Asset    Management                            retire, can you do it all at the same time? you to retire multiple assets at once.
                           Management
        743      10/8/2009 Business Process    Functional - Asset   Asset Management Today, a process (Master Miles) exists to Yes, this process exists in SMART. Odometer readings can be                10/13/2009
                           Workshop - Asset    Management                            record mileage for vehicles to determine entered in SMART in the Asset Management module.
                           Management                                                when a vehicle can be retired and a new
                                                                                     vehicle purchased. Will agencies be
                                                                                     able to record mileage in SMART?




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                             Page 44 of 88                                                                                         Printed 8/1/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
   ID         Date Received         Source           Category          Subcategory                      Question                                                  Answer
                                                                                                                                                                                                           Updated
        726      10/8/2009 Business Process    Functional - Asset   Asset Management Today, we have to jump through hoops           Asset disposals will be recorded in SMART. However, agencies will       10/13/2009
                           Workshop - Asset    Management                            to dispose of items. How will we have          need to develop internal controls to ensure that asset disposals are
                           Management                                                auditor trails in SMART without the            properly authorized.
                                                                                     paper trail?
        742      10/8/2009 Business Process    Functional - Asset   Asset Management When an asset is retired by sale, we           The actual deposit for the cash received will not be recorded in the   10/13/2009
                           Workshop - Asset    Management                            want to be able to show auditors that          Asset Management module. These transactions will need to be
                           Management                                                the proceeds were deposited into the           recorded in the AR/GL modules which post to the Actuals Ledger.
                                                                                     appropriate accounts. Is there a way to        There is no integration between the actual receipt/deposit and the
                                                                                     link the asset with a deposit record           Asset Management module; thus agencies will have to develop an
                                                                                     when retiring? Can you document the            internal process to show auditors the proceeds were deposited into
                                                                                     funding stream with the amount of the          the appropriate accounts.
                                                                                     proceeds in asset management when
                                                                                     retiring?                                      The Asset Management module allows the proceeds received from
                                                                                                                                    the sale of an asset to be recorded when a retirement by sale
                                                                                                                                    transaction is recorded. Proceeds recorded in the Asset
                                                                                                                                    Management module will not post to the Actuals Ledger, but will
                                                                                                                                    post to the CAFR Reporting Ledger to the asset’s initial funding
                                                                                                                                    stream.
        738      10/8/2009 Business Process    Functional - Asset   Asset Management When another agency transfers an          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       historical reporting. We are still working through the physical
                           Management                                                Asset ID?                                 details of that process and we will provide additional information as
                                                                                                                               it becomes available.
        721      10/8/2009 Business Process    Functional - Asset   Asset Management Where do we put all the financial         The financial information will flow from the transaction to asset           10/13/2009
                           Workshop - Asset    Management                            information regarding an asset?           management, provided the Asset Business Unit and Profile are
                           Management                                                                                          recorded when the transaction is initiated. Consider how your
                                                                                                                               agency will communicate the asset data to the Purchasing and
                                                                                                                               Accounts Payable departments.
        730      10/8/2009 Business Process    Functional - Asset   Asset Management Will it be mandatory to enter assets into No, it is not mandatory to enter assets that are under $5,000.              10/13/2009
                           Workshop - Asset    Management                            SMART that are under $5,000?              However, an agency will not be able to report on those assets that
                           Management                                                                                          are not in SMART. To simplify reporting, it is recommended that all
                                                                                                                               agency assets reside in SMART.
        740      10/8/2009 Business Process    Functional - Asset   Asset Management Will it matter if we do a closed-bid sale You will have a disposal code to choose from. In this example, you          10/13/2009
                           Workshop - Asset    Management                            for vehicles?                             would use the code, "disposal by sale."
                           Management
        728      10/8/2009 Business Process    Functional - Asset   Conversion          Asset reports are not due until 8/31, but   Agencies should strive to keep their inventories updated               10/13/2009
                           Workshop - Asset    Management                               conversion must be completed by 6/15.       throughout the year. Upon conversion, SMART will be used to
                           Management                                                   Some agencies conduct physical              calculate Fixed Asset account balances and we need all capital asset
                                                                                        inventory of assets at the end of June      records complete as possible to reconcile SMART balances with
                                                                                        and they only want to do that inventory     Department of Administrative CAFR balances.
                                                                                        one time, but there can be significant
                                                                                        changes in their assets between 6/15
                                                                                        and 7/1. How will this work?
        720      10/8/2009 Business Process    Functional - Asset   Conversion          How do we convert asset information       The asset will not be added to SMART until the project is complete.      10/13/2009
                           Workshop - Asset    Management                               into SMART on a project that is currently If using Project Costing, you can record historical transactions in
                           Management                                                   in process?                               SMART using memo transactions. This allows you to record the
                                                                                                                                  total project cost in SMART, including transactions not initiated in
                                                                                                                                  SMART.



0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                             Page 45 of 88                                                                                          Printed 8/1/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
   ID         Date Received         Source           Category          Subcategory                   Question                                                  Answer
                                                                                                                                                                                                        Updated
        729      10/8/2009 Business Process    Functional - Asset   Conversion       Some agencies use the STARS form DA-        Agencies have the ability to download the same data as reported on      10/13/2009
                           Workshop - Asset    Management                            83 to complete their year-end asset         the DAFR8460 from STARS Ad Hoc. Our recommendation for the
                           Management                                                inventory. They will need that report to    period of June 2010 is that agencies monitor capital asset
                                                                                     get the asset conversion correct in June,   acquisition from STARS and include those acquisition on their
                                                                                     but the year-end asset report is not        conversion documents.
                                                                                     usually due until August. Is that report
                                                                                     easily accessible to agencies so they can
                                                                                     generate it earlier?
        735      10/8/2009 Business Process    Functional - Asset   Reports          After SMART is implemented, will we         No, both the DA-87 and DA-83 will become obsolete.                     10/13/2009
                           Workshop - Asset    Management                            still use the DA-87 and/or DA-83?
                           Management
        727      10/8/2009 Business Process    Functional - Asset   Reports          Since assets will be centralized for        Today, year end reporting to A&R occurs in order to prepare the        10/13/2009
                           Workshop - Asset    Management                            everyone to look at, are we doing away      CAFR. In SMART, A&R will have access to all business units in
                           Management                                                with the end of the year reporting?         SMART. However, each agency will be responsible for properly
                                                                                                                                 recording all their capital asset additions, disposals,
                                                                                                                                 corrections/changes transactions in SMART's Asset Management
                                                                                                                                 module. The Asset Management module will integrate with the
                                                                                                                                 General Ledger's accrual ledger and create accounting entries
                                                                                                                                 based on an agency's capital asset transactions. SMART will provide
                                                                                                                                 A&R a centralized resource to retrieve fixed capital assets,
                                                                                                                                 accumulated depreciation, and depreciation expense account
                                                                                                                                 transactions and balances which they need in order to create CAFR
                                                                                                                                 reports.
        724      10/8/2009 Business Process    Functional - Asset   Reports          Will asset information need to be        Asset information will be entered throughout the year as projects         10/13/2009
                           Workshop - Asset    Management                            entered just once a year? Will reporting end and items are ordered and paid for. The load asset process
                           Management                                                occur more than once a year?             from 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.

        725      10/8/2009 Business Process    Functional - Asset   Reports          Will the DA-110 become obsolete?            Yes, with SMART, there will no longer be a need for the DA-110.         1/13/2010
                           Workshop - Asset    Management                                                                        Asset disposals are recorded in SMART. However, agencies should
                           Management                                                                                            develop internal controls to ensure that all disposals are properly
                                                                                                                                 authorized and, when applicable, received by an agent of State
                                                                                                                                 Surplus. The Asset Management Team has initiated a standard
                                                                                                                                 form (draft version can be seen in CAN#7 material on the SMART
                                                                                                                                 website) to help ensure that all disposals are property authorized
                                                                                                                                 and received by an agent of State Surplus.
        731      10/8/2009 Business Process    Functional - Asset   Reports          Will we be able to pull reports by    Yes, Assets by Location is an approved report and a mock up is               10/13/2009
                           Workshop - Asset    Management                            location?                             available from the SMART website. To access the SMART website,
                           Management                                                                                      http://da.ks.gov/smart/technicalresources.html and select the
                                                                                                                           SMART Reports List. The report is #29 on the list.
        722      10/8/2009 Business Process    Functional -        Project Costing   Will we be able to see how much money Yes, as long as the project costing information is on the transaction        10/13/2009
                           Workshop - Asset    Projects and Grants                   is spent on a project?                (project business unit, project id, activity id).
                           Management




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                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                                 Date Last
   ID         Date Received         Source             Category            Subcategory                     Question                                                  Answer
                                                                                                                                                                                                                 Updated
        745      10/8/2009 Business Process       Functional -         Purchase Order      If we discover the shipping cost was       An asset's physical information will integrate from Purchasing and          10/28/2009
                           Workshop - Asset       Purchasing                               different, do we need to make changes      the asset's financial information will integrate from Accounts
                           Management                                                      on the purchase order or the               Payable. The cost of the asset as paid from Accounts Payable will
                                                                                           requisition?                               be the cost recorded in Asset Management.

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

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

        716      10/7/2009 Business Process       Functional -         Travel & Expense    Does the AP Processor have a role in  User roles for Travel & 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.

        718      10/7/2009 Business Process       Functional -         Travel & Expense    How will the situation be handled when If the question is specific to the Employee Taxability of State-Owned          10/12/2009
                           Workshop - Accounts    Accounts Payable                         a state employee uses state resources    or Leased Vehicles as outlined in Info Circ 09-P-014, SMART will not
                           Payable and Travel &                                            for personal use and needs to be taxed? necessitate any changes to the current reporting process.
                           Expense                                                         Currently they enter the tax information
                                                                                           directly into SHaRP. Will the process
                                                                                           change?

        714      10/7/2009 Business Process       Functional -         Travel & Expense    What happens if the Travel                 If the expense type exceeds the allowable rate for the location, an        10/12/2009
                           Workshop - Accounts    Accounts Payable                         Authorization is approved and the hotel    expense exception box will display and you can insert comments to
                           Payable and Travel &                                            costs exceed the hotel limits? Will it     note the exception is approved. If, you as the travel approver, note
                           Expense                                                         automatically be denied by the system      that the expense report amount exceeds the travel authorization
                                                                                           (an example is hotel costs for the State   amount, you will not get a system message, but during your review,
                                                                                           Fair go above the State hotel limit)?      you will have the opportunity to deny the expense report and seek
                                                                                                                                      additional information from the employee or reduce the amount
                                                                                                                                      requested for reimbursement.



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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
   ID         Date Received         Source             Category         Subcategory                     Question                                                   Answer
                                                                                                                                                                                                                Updated
        715      10/7/2009 Business Process       Functional -       Travel & Expense   What happens when you submit the           The system transfers the data from the Travel Authorization to the            10/12/2009
                           Workshop - Accounts    Accounts Payable                      Expense Report if the total amount         Expense Report. You can update or make changes to the Expense
                           Payable and Travel &                                         exceeds the amount listed in the Travel    Report.
                           Expense                                                      Authorization?
        712      10/7/2009 Business Process       Functional -       Travel & Expense   Will all travelers have access to SMART?   No, not necessarily. Agencies will have the flexibility to centralize        10/12/2009
                           Workshop - Accounts    Accounts Payable                                                                 the process and assign proxies or not.
                           Payable and Travel &
                           Expense
        717      10/7/2009 Business Process       Functional -       Travel & Expense   Will payments to a traveler be direct      Travel and expense payment methods can vary by payee. Direct                 10/12/2009
                           Workshop - Accounts    Accounts Payable                      deposited or paid via a paper check?       deposit and paper check are both available, and the option selected
                           Payable and Travel &                                                                                    can be different from the selected payroll payment method.
                           Expense
        713      10/7/2009 Business Process       Functional -       Travel & Expense   Will SMART allow flexibility when          Yes, we have defined mileage reimbursement in one of two ways;               10/12/2009
                           Workshop - Accounts    Accounts Payable                      agencies are reimbursing employees?        per mile times rate, or flat rate (e.g., Enterprise rate is the
                           Payable and Travel &                                         An example is when an employee drives      maximum reimbursement amount). The employee will pick a
                           Expense                                                      their own car, but Enterprise is more      separate expense type to use these options. All agencies may
                                                                                        economical. Typically, the employee        choose to use this expense type depending on their reimbursement
                                                                                        would be reimbursed at the Enterprise      policies.
                                                                                        rate instead of at the private mileage
                                                                                        rate.
        710      10/7/2009 Business Process       Functional -       Travel & Expense   Will the Travel & Expense Processor        No, the Travel & Expense processor will not need access to SHaRP              1/25/2010
                           Workshop - Accounts    Accounts Payable                      need access to SHaRP?                      to process SMART Travel & Expense authorization or reports.
                           Payable and Travel &
                           Expense
        711      10/7/2009 Business Process       Functional -       Travel & Expense   Will there be an electronic travel         Yes, the Travel Authorization is online and will be created and              10/12/2009
                           Workshop - Accounts    Accounts Payable                      request form?                              approved in SMART.
                           Payable and Travel &
                           Expense
        695      10/7/2009 Business Process       Functional -       Vendors            Are vendor numbers assigned randomly SMART will sequentially assign the vendor number. The SMART                        10/12/2009
                           Workshop - Accounts    Accounts Payable                      by SMART? Are they alpha and/or      vendor ID is a 10 digit numeric ID.
                           Payable and Travel &                                         numeric?
                           Expense
        696      10/7/2009 Business Process       Functional -       Vendors            Currently A&R and KDOR exchange data       The current process of tax clearance is not with A&R, but applies to         10/12/2009
                           Workshop - Accounts    Accounts Payable                      to confirm new vendors are up-to-date      contracts/Purchase Orders issued by Division of Purchases. The
                           Payable and Travel &                                         on their taxes. Will this process still    process for ensuring a vendor has passed tax clearance will not
                           Expense                                                      occur in SMART? Is there an indication     change and will not be tracked in SMART.
                                                                                        of this status in SMART stating they are
                                                                                        cleared (like a flag)?

        694      10/7/2009 Business Process       Functional -       Vendors            Does A&R know how long it will take to     This process has not yet been determined, but the process of                 10/12/2009
                           Workshop - Accounts    Accounts Payable                      add a vendor into SMART?                   adding a vendor to SMART is not anticipated to take any longer that
                           Payable and Travel &                                                                                    it does today.
                           Expense
        693      10/7/2009 Business Process       Functional -       Vendors            What happens to the vendor suffixes in     Suffixes will not be used in SMART. Instead of having suffixes,              10/12/2009
                           Workshop - Accounts    Accounts Payable                      SMART?                                     agencies will be able to add a specific address to a vendor, if
                           Payable and Travel &                                                                                    needed.
                           Expense




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                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                         Date Last
   ID         Date Received         Source             Category         Subcategory                   Question                                                 Answer
                                                                                                                                                                                                         Updated
        709      10/7/2009 Business Process       Functional -       Vendors          Will vendors be able to track their        Yes, there will also be a Vendor self service look up website            10/12/2009
                           Workshop - Accounts    Accounts Payable                    payments? Even those made through          available for a vendor to see information from the payment to
                           Payable and Travel &                                       direct deposits or ACH?                    identify the reason for the payment.
                           Expense
        702      10/7/2009 Business Process       Functional -       Vouchers         Can we create a voucher for a partial      Yes, agencies will be able to update the information on a voucher if    10/12/2009
                           Workshop - Accounts    Accounts Payable                    payment?                                   it is related to a Purchase Order so that a partial payment is made.
                           Payable and Travel &
                           Expense
        708      10/7/2009 Business Process       Functional -       Vouchers         Does A&R no longer need to see the         Vouchers under the delegated audit authority will not require a         10/12/2009
                           Workshop - Accounts    Accounts Payable                    actual invoice that was used in creating   special form, manual signature or printed copies be sent to
                           Payable and Travel &                                       the voucher?                               Accounts and Reports. Electronic signatures are acceptable and
                           Expense                                                                                               subject to audit. Voucher over delegated audit authority will
                                                                                                                                 require appropriate supporting documentation in accordance with
                                                                                                                                 Division of Accounts and Reports policy. Division of A&R staff and
                                                                                                                                 Sunflower Project staff will be meeting with the State Records
                                                                                                                                 Manager to discuss upcoming process changes occurring with the
                                                                                                                                 implementation of SMART. Additional information will be provided
                                                                                                                                 after that meeting. Supporting documentation such as invoices,
                                                                                                                                 statement, etc. must be maintained by the agency in compliance
                                                                                                                                 with delegated audit authority procedures. Scanned PDF images of
                                                                                                                                 these documents are acceptable provided the Agency's electronic
                                                                                                                                 document management system has been approved by Department
                                                                                                                                 of Administration. Any documentation required for Federal, other
                                                                                                                                 agency or internal agency audit requirements must be maintained
                                                                                                                                 by the agency in accordance with those audit rules. Refer to
                                                                                                                                 Department of Administration's website for additional details:
                                                                                                                                 http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
        705      10/7/2009 Business Process       Functional -       Vouchers         How will we know what FY the               There is Purchase Order date and accounting date. Once the              10/12/2009
                           Workshop - Accounts    Accounts Payable                    transaction is in?                         transaction is budget checked and approved, the General Ledger
                           Payable and Travel &                                                                                  reconciles the dates.
                           Expense
        698      10/7/2009 Business Process       Functional -       Vouchers         Is the voucher created online in SMART? Yes, you will enter the information within the system to create a          10/12/2009
                           Workshop - Accounts    Accounts Payable                                                            voucher.
                           Payable and Travel &
                           Expense
        701      10/7/2009 Business Process       Functional -       Vouchers         What do you mean when you say that         When creating a Purchase Order related voucher, SMART will copy         10/12/2009
                           Workshop - Accounts    Accounts Payable                    information copies from the purchase       details from the selected Purchase Order to the voucher.
                           Payable and Travel &                                       order to the voucher?
                           Expense
        699      10/7/2009 Business Process       Functional -       Vouchers         When you create a non-purchase order       Yes, a voucher number and an invoice number will be associated          10/12/2009
                           Workshop - Accounts    Accounts Payable                    voucher, will there be a number            with the voucher. There was a task asking agencies to identify the
                           Payable and Travel &                                       involved?                                  first number to be used for auto-numbering of vouchers. Agencies
                           Expense                                                                                               will be able to override this auto-number during the voucher entry
                                                                                                                                 process, and interfacing agencies also have the ability to either
                                                                                                                                 assign the next auto-number or provide voucher numbers on the
                                                                                                                                 INF02.




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                          Page 49 of 88                                                                                           Printed 8/1/2011
                                                                            Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
   ID         Date Received         Source              Category           Subcategory                   Question                                                   Answer
                                                                                                                                                                                                                Updated
        704      10/7/2009 Business Process        Functional -        Vouchers          Who will be responsible to work match       Each agency will designate someone during the role mapping                  10/12/2009
                           Workshop - Accounts     Accounts Payable                      exceptions?                                 process. This is something you will want to consider as an agency
                           Payable and Travel &                                                                                      impact. In order to process the match exception, this person might
                           Expense                                                                                                   need to talk with the purchasing department, receiving
                                                                                                                                     department, and/or the fiscal office.
        707      10/7/2009 Business Process        Functional -        Vouchers          Will the Approver be the person who         Yes, the Approver role is the person who approves the vouchers in          10/12/2009
                           Workshop - Accounts     Accounts Payable                      approves the vouchers?                      SMART. Take into consideration which information from the
                           Payable and Travel &                                                                                      invoice needs to be reviewed by the Approver. In discussion with
                           Expense                                                                                                   agencies who already have an imaging system they are planning to
                                                                                                                                     scan the invoices and save them on their "shared" drive.

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

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

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

        680      10/7/2009 Business Process        Functional -        Project Budget    Is budget checking done at the project      If you have a project budget and Project ID is entered on the               1/13/2010
                           Workshop - Purchasing   Projects and Grants                   level?                                      transaction, the budget checking process will include the Project
                                                                                                                                     budget.
        682      10/7/2009 Business Process        Functional -        Reports           What about reporting vehicle mileage        This information will be entered directly into Project Costing.            10/13/2009
                           Workshop - Purchasing   Projects and Grants                   and costs?




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                             Page 50 of 88                                                                                               Printed 8/1/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
   ID         Date Received         Source              Category       Subcategory                     Question                                                Answer
                                                                                                                                                                                                          Updated
        662      10/7/2009 Business Process        Functional -    Audit Requirements Has the Project checked with auditors to Vouchers under the delegated audit authority will not require a              1/27/2010
                           Workshop - Purchasing   Purchasing                         make sure that we will no longer need    special form, manual signature or printed copies be sent to
                                                                                      to keep specific copies of paper?        Accounts and Reports. Electronic signatures are acceptable and
                                                                                                                               subject to audit. Voucher over delegated audit authority will
                                                                                                                               require appropriate supporting documentation in accordance with
                                                                                                                               Division of Accounts and Reports policy. Division of A&R staff and
                                                                                                                               Sunflower Project staff will be meeting with the State Records
                                                                                                                               Manager to discuss upcoming process changes occurring with the
                                                                                                                               implementation of SMART. Additional information will be provided
                                                                                                                               after that meeting. Supporting documentation such as invoices,
                                                                                                                               statement, etc. must be maintained by the agency in compliance
                                                                                                                               with delegated audit authority procedures. Scanned PDF images of
                                                                                                                               these documents are acceptable provided the Agency's electronic
                                                                                                                               document management system has been approved by Department
                                                                                                                               of Administration. Any documentation required for Federal, other
                                                                                                                               agency or internal agency audit requirements must be maintained
                                                                                                                               by the agency in accordance with those audit rules. Refer to
                                                                                                                               Department of Administration's website for additional details:
                                                                                                                               http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
        684      10/7/2009 Business Process        Functional -    Encumbrances       How frequently will encumbrances be      If the requisition was sourced to a Purchase Order (encumbrance            10/13/2009
                           Workshop - Purchasing   Purchasing                         released? How fast will those funds      created) then a Purchase Order change order would be processed
                                                                                      become available?                        by the agency to release the unneeded portion of the
                                                                                                                               encumbrance. If the encumbrance is released in the same fiscal
                                                                                                                               year as the encumbrance is created the agency appropriation will
                                                                                                                               be available to the agency. If the encumbrance is released in a
                                                                                                                               subsequent fiscal year the authority to spend the
                                                                                                                               appropriation/expenditure limitation will be lapsed and will not be
                                                                                                                               available to the agency.
        683      10/7/2009 Business Process        Functional -    Encumbrances       How will an agency change an             If the encumbrance is created through the purchase order, go to            10/13/2009
                           Workshop - Purchasing   Purchasing                         encumbrance?                             the original purchase order and update the purchase order to
                                                                                                                               reflect the change.
        686      10/7/2009 Business Process        Functional -    Purchase Order     At what level will purchase orders be    At a minimum, the purchase order will be budged checked at the             10/13/2009
                           Workshop - Purchasing   Purchasing                         budget checked?                          appropriation level. Depending on how your agency decided to
                                                                                                                               structure the budget, the budget checking process could also check
                                                                                                                               ChartField information. Additionally, if your agency is using Project
                                                                                                                               Costing and contingent on the budget structure, the Project budget
                                                                                                                               could also be checked.
        679      10/7/2009 Business Process        Functional -    Purchase Order     At what point do I need to figure out if When a purchase order is budget checked, the funds are                      1/13/2010
                           Workshop - Purchasing   Purchasing                         we have enough funding available to      encumbered. SMART will budget check during the sourcing process
                                                                                      actually purchase a specific item?       to ensure that you have available spending authority.

        671      10/7/2009 Business Process        Functional -    Purchase Order       Can you manipulate the information       Once the purchase order is created, you can do a change order to         10/13/2009
                           Workshop - Purchasing   Purchasing                           after a purchase order is created?       include any changes in price, etc.
        670      10/7/2009 Business Process        Functional -    Purchase Order       Does an asset have to be noted in the    You can identify an item directly on the purchase order or within        10/13/2009
                           Workshop - Purchasing   Purchasing                           purchase order? What about an asset      the Asset Management module if it was part of a transfer.
                                                                                        transfer?




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                            Page 51 of 88                                                                                          Printed 8/1/2011
                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
   ID         Date Received         Source              Category      Subcategory                   Question                                                   Answer
                                                                                                                                                                                                           Updated
        691      10/7/2009 Business Process        Functional -    Purchase Order   How will the BPC card work with             A reconciliation process will occur. Please refer to the Change             10/13/2009
                           Workshop - Purchasing   Purchasing                       vouchers and what type of                   Agent Network Meeting #4 Presentation located on the SMART
                                                                                    reconciliation process will occur?          website for specific information regarding reconciliation and BPC
                                                                                                                                cards. More information will also be covered in training.

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


        690      10/7/2009 Business Process        Functional -    Purchase Order   Will we need to create a purchase order Yes, the agency would need to create a Purchase Order.                         10/13/2009
                           Workshop - Purchasing   Purchasing                       to hire consultants for work we do with
                                                                                    Division of Facilities (e.g., DFM
                                                                                    interviews the consultants and we hire
                                                                                    them for a specific project)?

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

        659      10/7/2009 Business Process        Functional -    Requisition      Can a requisition go through more than      Yes. Purchasing workflow allows up to three levels of approval.             1/27/2010
                           Workshop - Purchasing   Purchasing                       one approver?
        661      10/7/2009 Business Process        Functional -    Requisition      How do we handle emergency                  There will always be situations when the Purchase Order is "after          10/13/2009
                           Workshop - Purchasing   Purchasing                       purchases?                                  the fact" and there is an emergency that requires you to purchase
                                                                                                                                something without a purchase order. You have the option in that
                                                                                                                                situation to just pay directly from a voucher, but we want to
                                                                                                                                encourage agencies to create a purchase order so that the funds
                                                                                                                                are encumbered. If the purchase exceeds an agency's delegated
                                                                                                                                purchasing authority, a requisition indicating a Prior Authorization
                                                                                                                                type of Emergency needs to be submitted to Division of Purchases.
        664      10/7/2009 Business Process        Functional -    Requisition      How do you enter an item on the             You will enter the item description on the requisition and the buyer       10/13/2009
                           Workshop - Purchasing   Purchasing                       requisition that is new and not listed in   will enter the rest of the item information on the purchase order.
                                                                                    SMART yet?
        678      10/7/2009 Business Process        Functional -    Requisition      How will it work when we do our             You will be able to utilize online shopping using Corporate Express        10/13/2009
                           Workshop - Purchasing   Purchasing                       ordering online?                            with Direct Connect (using the web tab on the Purchase Order).
                                                                                                                                The process is seamless and takes you to the Corporate Express
                                                                                                                                website to browse their catalog.


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                                                                        Sunflower Project Questions and Answers
                                                                                                                                                                                                         Date Last
   ID         Date Received         Source              Category      Subcategory                   Question                                                   Answer
                                                                                                                                                                                                         Updated
        667      10/7/2009 Business Process        Functional -    Requisition      How will transactions get to the Central If the requisition is over your delegated purchasing authority               10/13/2009
                           Workshop - Purchasing   Purchasing                       Division of Purchasing?                  and/or not currently under state contract, SMART workflow will
                                                                                                                             send the transaction to Central Division of Purchasing.
        660      10/7/2009 Business Process        Functional -    Requisition      If an item is under state contract, can  Yes, there will be an item master containing some contract items            10/13/2009
                           Workshop - Purchasing   Purchasing                       you just "pull" that information in from that agencies will be able to select products/services from.
                                                                                    the system?                              Additionally, you can create a "favorites list" for frequently
                                                                                                                             purchased items.
        676      10/7/2009 Business Process        Functional -    Requisition      Is there a comments section included on Yes, there is a comments section that can be used to note why a              10/13/2009
                           Workshop - Purchasing   Purchasing                       the requisition to indicate why the      requisition is rejected and/or what needs to be done to fix it.
                                                                                    requisition was rejected?

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

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

        665      10/7/2009 Business Process        Functional -    Requisition      What is the favorites list?              SMART users are able to create a "favorites" list of items that are         10/13/2009
                           Workshop - Purchasing   Purchasing                                                                frequently purchased. This "favorites" list is much like your favorite
                                                                                                                             bookmarks on the internet.
        677      10/7/2009 Business Process        Functional -    Requisition      What will happen to a requisition with 5 During the auto sourcing process, the system will create different          10/13/2009
                           Workshop - Purchasing   Purchasing                       items to different vendors?              purchase orders, one for each different vendor if the vendor is
                                                                                                                             noted for each item.

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                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                                     Date Last
   ID         Date Received         Source              Category            Subcategory                     Question                                                      Answer
                                                                                                                                                                                                                     Updated
        666      10/7/2009 Business Process        Functional -         Requisition       Will one agency be able to utilize              Contracts may be set up to allow for only specific agencies to utilize      10/13/2009
                           Workshop - Purchasing   Purchasing                             another agency’s vendor contract to             them or to allow for statewide use. For example, all statewide
                                                                                          make a purchase? If available to other          contracts will be set up allowing all agencies to use them.
                                                                                          entities, is it available for all agencies to   Additionally, if Division of Purchases bids a contract for one state
                                                                                          use?                                            agency and the final contract allows all state agencies to use it, then
                                                                                                                                          the contract will be set up to allow this in SMART.

        657      10/6/2009 Business Process        Functional - Asset   Reports           How will Regents, who are not using the The Regents will continue using their current business processes for               11/12/2009
                           Workshop - General      Management                             Asset Management Module, submit         reporting capital assets and related depreciation to the Division of
                           Ledger and Commitment                                          reports on their assets?                Accounts and Reports.
                           Control
        656      10/6/2009 Business Process        Functional - Asset   Reports           Will we continue to submit asset reports        The DA-87, DA-83 forms will be obsolete with the implementation            10/14/2009
                           Workshop - General      Management                             after using SMART or can the                    of SMART. A&R is evaluating if there will a certification process by
                           Ledger and Commitment                                          information just be pulled from the             agencies to confirm the asset data in the system up to date and
                           Control                                                        system?                                         correct.
        645      10/6/2009 Business Process        Functional -         Budget Check      What will budget check reveal if there is       If a transaction fails budget check, it is because of a ChartField error    1/13/2010
                           Workshop - General      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
                           Control                                                                                                        department processing transactions in SMART and who will handle
                                                                                                                                          the budget check exceptions. Additional information on budget
                                                                                                                                          check exceptions is included on the presentation from the Change
                                                                                                                                          Agent Network Meeting #7 posted on the SMART website:
                                                                                                                                          http://www.da.ks.gov/smart/default.htm
        647      10/6/2009 Business Process        Functional -         Encumbrances      If your operating budget has $50,000            You will get an error if you try and process a voucher for $35,000 if      10/14/2009
                           Workshop - General      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 -         Encumbrances      In STARS we had firm and contingent             No, in SMART, all encumbrances work the same way. They reduce              10/14/2009
                           Workshop - General      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              against the cash budget to ensure cash is available.
                                                                                          the encumbrances be divided this way?

        654      10/6/2009 Business Process        Functional -         Journal Entry     In SMART, what happens if A&R finds an If A&R does not agree with an account, etc. they will contact the                   10/14/2009
                           Workshop - General      General Ledger                         error? How does that information get   agency to notify them. This is similar to what occurs today. The
                           Ledger and Commitment                                          back to the agency?                    systematic checks, however, will occur before it is sent to A&R.
                           Control                                                                                               A&R 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 -         Journal Entry     Will the GL Approver approve a journal Yes, the GL Approver will sign into SMART and approve the                           10/14/2009
                           Workshop - General      General Ledger                         voucher within SMART?                  transaction. The entry in the General Ledger is called a journal
                           Ledger and Commitment                                                                                 entry.
                           Control




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                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                            Date Last
   ID         Date Received        Source               Category        Subcategory                   Question                                                   Answer
                                                                                                                                                                                                            Updated
        655      10/6/2009 Business Process        Functional -     Journal Entry     Will there be a reference document that No. When creating a GL journal, the agency must know both sides                10/14/2009
                           Workshop - General      General Ledger                     maps transaction codes in STARS to the of the entry and balance the journal appropriately. When entering a
                           Ledger and Commitment                                      equivalent in SMART?                     transaction in one of the submodules (AP, AR, etc) only one side of
                           Control                                                                                             the entry is required and the system will generate the offsetting
                                                                                                                               entry.
        658      10/6/2009 Business Process        Functional -     Journal Entry     Will you create a journal voucher within You will correct a transaction within the source module. You will            10/14/2009
                           Workshop - General      General Ledger                     the source module?                       create a GL journal in the General Ledger module.
                           Ledger and Commitment
                           Control
        650      10/6/2009 Business Process        Functional -     Ledgers           Will no limit funds be at the            The operating Budget does not check against spending authority               10/14/2009
                           Workshop - General      General Ledger                     appropriation or operating budget level? because it is a track budget. So all no limit funds are at the
                           Ledger and Commitment                                                                               appropriation level.
                           Control
        652      10/6/2009 Business Process        Functional -     Payroll           In SHaRP, will an encumbrance be           Encumbrances for Payroll will not occur after the transition to            10/14/2009
                           Workshop - General      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 -     Payroll           Which budgets are checked when             All applicable budgets are checked when Payroll journals are sent to       10/14/2009
                           Workshop - General      General Ledger                     payroll is sent to SMART?                  SMART. Appropriation, operating, and any other optional agency
                           Ledger and Commitment                                                                                 budgets. The SMART payroll processing schedule will draw down
                           Control                                                                                               their budget with the payroll journal at approximately the same
                                                                                                                                 time as the payroll encumbrance transaction does today.

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

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




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                                                                              Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
   ID         Date Received        Source              Category            Subcategory                   Question                                                 Answer
                                                                                                                                                                                                             Updated
        634      9/30/2009 Change Agent Network   Data Warehouse       Reports           I thought Crystal Reporting was a tool    No, Crystal Reporting is only available in production. Currently,           10/1/2009
                           Meeting #5             and Reporting                          available for Data Warehouse              reports created out of production will be done by A&R only.
                                                                                         Reporting?                                Agencies that need production reports, will need to request those
                                                                                                                                   from A&R.
        632      9/30/2009 Change Agent Network   Data Warehouse       Reports           When you export to Excel from the         No, the column headers and column widths formats copied when               10/1/2009
                           Meeting #5             and Reporting                          SMART system, do you have to make         exported from the page to Excel.
                                                                                         formatting changes to the column
                                                                                         headers and widths?
        633      9/30/2009 Change Agent Network   Data Warehouse       Training          Do we need to attend SMART training to Yes, data warehouse training is required. Crystal reporting is not            10/1/2009
                           Meeting #5             and Reporting                          help develop reports in the Data       used in the Data Warehouse, the tools in the Data Warehouse will
                                                                                         Warehouse using Crystal Reports?       need to be used to create reports. Users could export data from
                                                                                                                                warehouse and import them into Crystal Reports.

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

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

        637      9/30/2009 Change Agent Network   Functional - General Configuration     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                                  Values            affects a response we have already        revise key configuration items. Please maintain your list of changes
                                                                                         turned in to load a table, should we      until then.
                                                                                         send in a revision to our task?

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




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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
   ID         Date Received        Source              Category        Subcategory                     Question                                                  Answer
                                                                                                                                                                                                           Updated
        639      9/30/2009 Change Agent Network   Functional -     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             General 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 -     Chart of Accounts   If agencies are able to add service        You can, service locations can be added on-line once SMART is             10/1/2009
                           Meeting #5             General Ledger                       locations, why can't we do it on July 1,   operational. However, any transactions entered before service
                                                                                       2010?                                      locations are added/configured will not have the service location
                                                                                                                                  value associated with the transaction.


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

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




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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                                 Date Last
   ID         Date Received         Source           Category            Subcategory                    Question                                                     Answer
                                                                                                                                                                                                                 Updated
        607      9/23/2009 September Monthly    Data Conversion      Conversion        If we are going to convert data via          There will be specific dates in June that you will be able to enter the        9/23/2009
                           Conversion Meeting                                          online entry (for customers, open            data. Those dates will be communicated to agencies closer to that
                                                                                       receivables, projects, or purchasing         time. Also, since these conversions are optional, agencies may
                                                                                       contracts), when can we get into the         choose just to enter the data online after the system goes live.
                                                                                       system to do this?
        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
        608      9/23/2009 September Monthly    Functional - Asset   Conversion        How do we submit the conversion files? The Excel Data Entry Templates for asset conversion should be                       9/23/2009
                           Conversion Meeting   Management                                                                    emailed to the Sunflower Project at SunflowerFMS@da.ks.gov.
                                                                                                                              - Use the following file name:
                                                                                                                               XXX_CNV009 Asset Data Entry Template_MMDDYYYY.xls (where
                                                                                                                              XXX is your agency code and MMDDYYYY is the date).
                                                                                                                              - Include 'Data Conversion Test File' in the Subject line.

                                                                                                                                    Flat files should be loaded to the secure locations on the DISC
                                                                                                                                    mainframe:
                                                                                                                                    - All test files will have a “T” before the file direction.
                                                                                                                                    - Use the following format:
                                                                                                                                    XX.TTOSMRT.CN03.XXXX.DYYMMDD.THHMMSS.IN (where XX is your
                                                                                                                                    agency code, XXXX is for agency use (or just leave it XXXX), and
                                                                                                                                    YYMMDD is the date).
        611      9/23/2009 September Monthly    Functional - Asset   Conversion        I am concerned that the cost and date        We will provide direct feedback to the agencies after we review the           9/23/2009
                           Conversion Meeting   Management                             fields were not entered correctly in the     test files.
                                                                                       Asset Data Entry Template that was
                                                                                       submitted.
        615      9/23/2009 September Monthly    Functional - Asset   File Layouts      For Salvage Value, can we put 0 in the       Yes, you can leave it blank or put '0' in the field.                          9/23/2009
                           Conversion Meeting   Management                             field in the asset conversion file?

        614      9/23/2009 September Monthly    Functional - Asset   File Layouts      Why aren't the Fund and Salvage Value        There are no State-wide policies for using Salvage Value. This                9/23/2009
                           Conversion Meeting   Management                             fields required in the asset conversion      would only need to be used if you have reported Salvage Value to
                                                                                       file for CAFR reporting?                     A&R in the past. It is likely that most agencies will just leave this
                                                                                                                                    field blank in their conversion file.

                                                                                                                                    If you know Fund, you should send it in your asset conversion file;
                                                                                                                                    however, it is not a required field. Originally, it was required but
                                                                                                                                    that was changed based on concerns from agencies about not
                                                                                                                                    knowing this information.
        612      9/23/2009 September Monthly    Functional - Asset   File Layouts      Why can't anything be entered in the         An updated version of the Asset Data Entry Template has been                  9/23/2009
                           Conversion Meeting   Management                             Long Description field if something is in    posted on the secure SMART website. This version has the column
                                                                                       the VIN field next to it in the Asset Data   widths expanded and data validations removed from the Long
                                                                                       Entry Template?                              Description field.
        613      9/23/2009 September Monthly    Functional - Asset   File Layouts      Will there be any Asset Subtypes that        No, there will not be. All of the Asset Subtypes that you might think         9/23/2009
                           Conversion Meeting   Management                             roll up to the 070 Asset Type                of as machinery will roll up to the 040 Asset Type (Equipment).
                                                                                       (Machinery)?




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                                                                               Sunflower Project Questions and Answers
                                                                                                                                                                                                                 Date Last
   ID         Date Received         Source                Category           Subcategory                   Question                                                    Answer
                                                                                                                                                                                                                 Updated
        586      9/15/2009 Business Process          Functional -        Contracts         Customer invoices are created in             Agencies will not need to physically print out invoices as the             9/29/2009
                           Workshop - Projects and   Projects and Grants                   SMART. Will all the information be in        information will be available within SMART unless their Sponsor
                           Grants                                                          the system or will we need to print out      requires it.
                                                                                           the invoice?
        585      9/15/2009 Business Process          Functional -        Contracts         When you view the contracts for a            Yes, there is an Amendment Details page that allows you to search         9/29/2009
                           Workshop - Projects and   Projects and Grants                   project, will you be able to see all the     for and review all of the amendments associated with a customer
                           Grants                                                          amendments to a contract?                    contract.
        587      9/15/2009 Business Process          Functional -        Grants            An agency has a grant where they bill        If they are only billing 75%, let's assume that this is a match           9/29/2009
                           Workshop - Projects and   Projects and Grants                   only 75%. How will they know which           situation, where the agency pays 25% and the sponsor (federal or
                           Grants                                                          transaction or what in the system is         other grantor) reimburses 75%. If this is the case, then normally the
                                                                                           setup to help them manage only billing       sponsor share is funded with a different fund than the state portion
                                                                                           75% of the Grant?                            when the transaction is created (such as a voucher). They would
                                                                                                                                        have two distribution lines on the voucher and both would include
                                                                                                                                        the same Project but different Activity IDs and different funds. If
                                                                                                                                        they are using the Grants module, it can be set up so that when
                                                                                                                                        they use the funding source that they use for the match portion,
                                                                                                                                        then a Cost Share analysis type is created so that they would have
                                                                                                                                        two ways to track their match – by fund and by analysis type. The
                                                                                                                                        Cost Share analysis type is not billed to the sponsor, but the 75% of
                                                                                                                                        the actual cost is billed.
        580      9/15/2009 Business Process          Functional -        Grants            Can costs be tracked related to a            Yes, costs can be tracked related to Project/Grant before the Grant       9/29/2009
                           Workshop - Projects and   Projects and Grants                   Project/Grant before the Grant is            is actually awarded. There is a pre-award process where the grant
                           Grants                                                          actually awarded? Can you create a           and project are created so that they can track the costs. Once the
                                                                                           grant and its related project(s) and         grant is awarded, the pre-award spending is processed and the
                                                                                           activity(ies) to accumulate costs prior to   related project costs and billing information are send to Projects
                                                                                           award of the grant?                          and 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 -        Grants            Does the workflow for grant proposal         No, the workflow for grant proposal approvals is optional and not         9/29/2009
                           Workshop - Projects and   Projects and Grants                   approvals need to be the same as the         contingent on the SHaRP hierarchy.
                           Grants                                                          workflow in Travel & Expense,
                                                                                           contingent on SHaRP hierarchy?

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

        581      9/15/2009 Business Process          Functional -        Project Budget    If an agency is not using the Grants         Yes. However, you will not enter your budget directly into Project        9/29/2009
                           Workshop - Projects and   Projects and Grants                   module, but has a certain budget for a       Costing, you will do a budget journal entry and load your budget
                           Grants                                                          project, can you enter the budget            directly into Commitment Control. Your budget will come back to
                                                                                           information?                                 Project Costing from Commitment Control.
        577      9/15/2009 Business Process          Functional -        Project Costing   Do you have to wait until a project is       No, you can move a portion of a project or a specific stage (activity)    9/29/2009
                           Workshop - Projects and   Projects and Grants                   complete in order to move the                to Asset Management when that portion/stage is complete or when
                           Grants                                                          information into Asset Management?           you are ready to begin the depreciation process. This can be
                                                                                                                                        configured by the agency using express asset filter criteria.




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                                                                                Sunflower Project Questions and Answers
                                                                                                                                                                                                                   Date Last
   ID         Date Received          Source                Category           Subcategory                    Question                                                    Answer
                                                                                                                                                                                                                   Updated
        582      9/15/2009 Business Process           Functional -        Project Costing   What type of notification is sent when a If the project has not started or is expired, inactive, or frozen, it will      9/29/2009
                           Workshop - Projects and    Projects and Grants                   transaction cannot be saved to a specific not show up as an option when you are attempting to create a new
                           Grants                                                           project? Can you see the transaction?     transaction (i.e. requisition or voucher). This will partly prevent
                                                                                                                                      users from charging to projects that they should not be charging to.
                                                                                                                                      If your agency selected a project budget structure using track with
                                                                                                                                      budget, you will be required to enter a valid ChartField
                                                                                                                                      combination, including Project ID, or the transaction will fail budget
                                                                                                                                      check. Agencies will have access to view budget check errors.
                                                                                                                                      There will be no notifications or error messages at the time of the
                                                                                                                                      transaction.
        584      9/15/2009 Business Process           Functional -        Encumbrances      As soon as an encumbrance is created,         Yes, an encumbrance will tie up your appropriation budget, but            9/29/2009
                           Workshop - Projects and    Purchasing                            does this tie up an agency's funds?           encumbrances do not affect your cash budget.
                           Grants
        583      9/15/2009 Business Process           Functional -        Encumbrances      At what point does the requisition            After a requisition is sourced to a purchase order and budget             9/29/2009
                           Workshop - Projects and    Purchasing                            become part of the accounting record          checked, the encumbrance is created in the system.
                           Grants                                                           and create an encumbrance?
        624       9/9/2009 Business Process           Functional -        Budget Check      Is budget checking for interfunds only        Yes, budget checking only occurs in Accounts Payable.                     9/29/2009
                           Workshop - Deposits and    Accounts Payable                      on the AP side?
                           Interfund
        603       9/9/2009 Business Process           Functional -        Budget Check      How often will the budget checking run? Budget Checking for Accounts Receivables and Interfunds will                   10/13/2009
                           Workshop - Deposits and    Accounts Receivable                   Will this be different for interfunds?  tentatively run every two hours.
                           Interfund
        597       9/9/2009 Business Process           Functional -        Deposit           Can an agency setup different deposit         Yes, these are called ‘SpeedCharts’ and agencies will be able to set      9/29/2009
                           Workshop - Deposits and    Accounts Receivable                   templates that would allow them to            them up and change them as needed. The deposit is the same
                           Interfund                                                        post a deposit to an expenditure              ‘template’ for all agencies. The agencies will be able to change
                                                                                            account?                                      funding/SpeedCharts at their discretion.
        593        9/9/2009 Business Process          Functional -        Deposit           If an agency is not using billing, will the   Yes, if an agency is not using the Billing module, the deposits would     9/29/2009
                            Workshop - Deposits and   Accounts Receivable                   agency make miscellaneous deposits?           be miscellaneous.
                            Interfund
        594        9/9/2009 Business Process          Functional -        Deposit           If you are not using billing, can you set     Yes, you can if you choose, however, these typically will be              9/29/2009
                            Workshop - Deposits and   Accounts Receivable                   up customers for recurring deposits?          miscellaneous deposits.
                            Interfund
        596        9/9/2009 Business Process          Functional -        Deposit           Some agencies don’t walk their deposits       It will be the same process. The agency will have a deposit type of       9/29/2009
                            Workshop - Deposits and   Accounts Receivable                   into the Treasurer’s office. The              EFT for the amount. Currently when an agency does a deposit for
                            Interfund                                                       treasurer receives an ACH and then the        an ACH, they pick the funding. The treasurer approves it once they
                                                                                            agency creates a journal to move the          receive the money. If the agency chooses to move funds after the
                                                                                            funds into the correct accounts. Will         deposit is complete, it is at their discretion and will be similar to
                                                                                            that still be the process? Will they enter    what they are doing today.
                                                                                            a deposit with the Type of ACH? Will
                                                                                            the deposit be recorded in AR and no
                                                                                            journal will be required?
        595        9/9/2009 Business Process          Functional -        Deposit           When funds are wired into Treasurer on        The deposit will show up in Accounts Receivable. The Regents will         9/29/2009
                            Workshop - Deposits and   Accounts Receivable                   behalf of a Regent, will the deposit show     still have to do a deposit and the deposit must be approved and
                            Interfund                                                       up in Accounts Receivable or does it go       released by the Treasurer’s Office before it goes to the General
                                                                                            straight to General Ledger? Will a            Ledger. It will be done similar to today. When the Regents do the
                                                                                            journal be required?                          deposit, they pick the funding.

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

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

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

        590        9/9/2009 Business Process          Functional -        Reports           Will we be able to run reports on the     Yes, this is discussed in the GL Business Process Workshop.                  9/29/2009
                            Workshop - Deposits and   Accounts Receivable                   Accounts Receivable data in the General
                            Interfund                                                       Ledger module?
        604        9/9/2009 Business Process          General Enterprise   Agency Impact    If something doesn't impact our agency,   If your agency will not be impacted by one of the key organizational         9/29/2009
                            Workshop - Deposits and   Readiness            Analysis         can we leave the Agency Impact Analysis   impacts, please note it with "N/A."
                            Interfund                                                       blank?
        598        9/9/2009 Business Process          Post Go-Live         Security         How frequently will we need to change  This process is still being determined, but users should expect a               10/5/2009
                            Workshop - Deposits and                        Administration   our sign-on for SMART?                 policy similar to SHaRP which is core user passwords are changed
                            Interfund                                                                                              every 30 days.
        438        9/8/2009 September Monthly         Data Conversion      Encumbrances     Are you going to convert current STARS Yes, converted data will be available in the last stage of Interface            9/23/2009
                            Interface Meeting                                               encumbrances so that inbound vouchers Testing.
                                                                                            can be sent in for purchase orders?




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                                                                               Sunflower Project Questions and Answers
                                                                                                                                                                                                                     Date Last
   ID         Date Received          Source                Category           Subcategory                    Question                                                   Answer
                                                                                                                                                                                                                     Updated
        441        9/8/2009 September Monthly         Interface           Error Processing   How will agencies be notified of errors     Agencies will need to monitor the mainframe and online pages in                9/8/2009
                            Interface Meeting                                                in Production?                              SMART to confirm whether an interface file was in error. An error
                                                                                                                                         file will be sent to the mainframe if the inbound interface file fails
                                                                                                                                         the Pre-SMART interface validations. If the file passes the Pre-
                                                                                                                                         SMART validations but fails the SMART interface validations,
                                                                                                                                         Agencies will need to actively monitor the online pages in SMART to
                                                                                                                                         determine whether any errors occurred in SMART.

        442        9/8/2009 September Monthly         Interface           Error Processing   How will an agency's functional staff       The agency's functional staff should know when an interface is                9/8/2009
                            Interface Meeting                                                know about the errors caused by their       being processed. They should check the transaction status as a part
                                                                                             data? Since the technical staff are the     of their daily routine. It is expected that functional and technical
                                                                                             ones submitting the interface files, it     staff within an agency will communicate with each other to resolve
                                                                                             seems like the functional staff would       errors and prevent them from recurring.
                                                                                             keep making the same errors over and
                                                                                             over again.
        439        9/8/2009 September Monthly         Interface           Error Processing   How will we be notified of errors           The interface team will contact agency personnel to notify them of           9/23/2009
                            Interface Meeting                                                resulting from interface files which pass   errors which occurred online during Interface Testing.
                                                                                             the Pre-SMART edits and fail the SMART
                                                                                             edits during Interface Test?

        440        9/8/2009 September Monthly         Interface           Error Processing   What does "In Production you can go         After SMART goes live, all agencies will have access to the Online            9/8/2009
                            Interface Meeting                                                and see the errors" mean?                   "production" system. Agency personnel will be able to view and
                                                                                                                                         correct failed transactions online in SMART.
        435        9/8/2009 September Monthly         Interface           Interfaces         Why are interface files that used to be     The mainframe was initially setup to delete the interface test files          9/8/2009
                            Interface Meeting                                                in our folder on the mainframe no           after 3 days. This setting has been updated to be 30 days.
                                                                                             longer there (e.g. INF01 file)?
        443        9/8/2009 September Monthly         Interface           Interfund          Does each interfund transaction have to The SMART approach is that each interfund transaction must be                    9/23/2009
                            Interface Meeting                                                be approved separately?                   approved by the participating agency, similar to the current process
                                                                                                                                       in SOKI.
        444        9/8/2009 September Monthly         Interface           Interfund          How would we move money from one          If you are simply moving money from one ChartField value to                     9/8/2009
                            Interface Meeting                                                department to another (i.e. interfund     another (e.g. fund, dept, etc.) then use INF06 to perform the
                                                                                             transactions)?                            intrafund transaction. You could also perform an intrafund
                                                                                                                                       transaction online using a GL journal instead of INF06. In addition,
                                                                                                                                       an agency can choose to use an interfund transaction (INF02 and
                                                                                                                                       INF44) if there is revenue involved.
        436        9/8/2009 September Monthly         Interface           Testing            Is there any way to send in test files to No, there is no way to do this. However, there is no downside to                9/8/2009
                            Interface Meeting                                                check them for error without processing loading data into the test environment.
                                                                                             them in SMART?
        437        9/8/2009 September Monthly         Interface           Testing            Our agency is not using inbound           The spreadsheets will be available for Stage 6 testing. If you send             9/8/2009
                            Interface Meeting                                                interfaces, but will do all of our data   data for a few vouchers to the Sunflower project email inbox with
                                                                                             entry online. Can we use the              "interface testing" in the subject line, we can enter them online into
                                                                                             spreadsheet upload to load our data       the SMART testing environment for you.
                                                                                             into SMART for Stage 3 testing?
        570        9/3/2009 Business Process          Functional -        Contracts          If you have in-kind match (goods,         You will enter a transaction in Project Costing to record memo                12/16/2009
                            Workshop - Projects and   Projects and Grants                    volunteer hours) from a third party that items or items that do not flow from Purchasing or Accounts
                            Grants                                                           you are billing for (no cash trading      Payable. There will be a MEM analysis type in projects that will
                                                                                             hands), but the feds require              identify the memo transactions.
                                                                                             documentation of the entire amount,
                                                                                             how would you document in kind?



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                                                                                Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
   ID         Date Received          Source                Category           Subcategory                   Question                                                   Answer
                                                                                                                                                                                                               Updated
        576        9/3/2009 Business Process          Functional -        Grants            Are we working on policy decisions with Vouchers under the delegated audit authority will not require a              1/13/2010
                            Workshop - Projects and   Projects and Grants                   agency auditors in addition with        special form, manual signature or printed copies be sent to
                            Grants                                                          Accounts &Reports auditors for specific Accounts and Reports. Electronic signatures are acceptable and
                                                                                            agency rules when receiving grants from subject to audit. Voucher over delegated audit authority will
                                                                                            other agencies. If Accounts &Reports    require appropriate supporting documentation in accordance with
                                                                                            agrees we don't need paper, will        Division of Accounts and Reports policy. Division of A&R staff and
                                                                                            agencies also agree or do we need two   Sunflower Project staff will be meeting with the State Records
                                                                                            sets of standards.                      Manager to discuss upcoming process changes occurring with the
                                                                                                                                    implementation of SMART. Additional information will be provided
                                                                                                                                    after that meeting. Supporting documentation such as invoices,
                                                                                                                                    statement, etc. must be maintained by the agency in compliance
                                                                                                                                    with delegated audit authority procedures. Scanned PDF images of
                                                                                                                                    these documents are acceptable provided the Agency's electronic
                                                                                                                                    document management system has been approved by Department
                                                                                                                                    of Administration. Any documentation required for Federal, other
                                                                                                                                    agency or internal agency audit requirements must be maintained
                                                                                                                                    by the agency in accordance with those audit rules. Refer to
                                                                                                                                    Department of Administration's website for additional details:
                                                                                                                                    http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
                                                                                                                                    additional details are known they will be communicated through
                                                                                                                                    Accounts and Reports informational circulars and/or Sunflower
        575        9/3/2009 Business Process          Functional -        Grants            Can grant managers have access to only No, security is by business unit (agency).                                   9/14/2009
                            Workshop - Projects and   Projects and Grants                   their grants, not others within their
                            Grants                                                          agency?
        571        9/3/2009 Business Process          Functional -        Project Budget    Agency has a project budget, but wants All project budgets are track budgets. Agencies have the option to           9/14/2009
                            Workshop - Projects and   Projects and Grants                   to allow a 10% tolerance, so they want select track with budget vs. track without budget. Staff will be able
                            Grants                                                          to error at 110% and a warning at 100%. to see the budget figures, but the system will not error when you
                                                                                            Can the system be configured this way? are over your budget.

        561        9/3/2009 Business Process          Functional -        Project Costing   At what level do you have to budget and You are required to report at the level that your Sponsor requires.         9/14/2009
                            Workshop - Projects and   Projects and Grants                   report projects?
                            Grants
        566        9/3/2009 Business Process          Functional -        Project Costing   Can you enter a project before the next Yes, you can control this by the project start and end dates and/or         9/14/2009
                            Workshop - Projects and   Projects and Grants                   fiscal year, but prevent transactions       project status.
                            Grants                                                          from paying against it until the FY begins.

        572        9/3/2009 Business Process          Functional -        Project Costing   Can you post project information into     For reimbursable projects, only the billing information will flow         9/14/2009
                            Workshop - Projects and   Projects and Grants                   Accounts Receivable, will it post back to back to Project Costing. The deposit (revenue) information in AR
                            Grants                                                          Project Costing?                          will not be tracked in Project Costing. Deposits should be coded
                                                                                                                                      with Project ChartFields. The deposit transactions will flow to the
                                                                                                                                      General Ledger. Agencies will need to track the project-related
                                                                                                                                      deposits in the General Ledger. More robust reporting may be built
                                                                                                                                      in the Data Warehouse by the agency.

        564        9/3/2009 Business Process          Functional -        Project Costing   Can you run reports even if the project   Yes, reports will still be able to be ran.                                9/14/2009
                            Workshop - Projects and   Projects and Grants                   is closed?
                            Grants
        569        9/3/2009 Business Process          Functional -        Project Costing   Can your project be closed if you have    Yes, you can close a project even if you have open encumbrances.          9/14/2009
                            Workshop - Projects and   Projects and Grants                   open encumbrances against it?
                            Grants

0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                                Page 63 of 88                                                                                           Printed 8/1/2011
                                                                                Sunflower Project Questions and Answers
                                                                                                                                                                                                                  Date Last
   ID         Date Received          Source                Category           Subcategory                    Question                                                    Answer
                                                                                                                                                                                                                  Updated
        574        9/3/2009 Business Process          Functional -        Project Costing   For billing, there are mandated federal       Yes, SMART does not replace federal forms that you have to                9/14/2009
                            Workshop - Projects and   Projects and Grants                   forms, will we still have to do these?        complete for billing.
                            Grants
        565        9/3/2009 Business Process          Functional -        Project Costing   If the project is closed, are vouchers still Yes, closing the project does not change the historical record on         9/14/2009
                            Workshop - Projects and   Projects and Grants                   linked to the project for reporting?         how the transaction was created.
                            Grants
        563        9/3/2009 Business Process          Functional -        Project Costing   If the project is closed, but money is still No. Once the voucher is created, it will continue to flow through the     9/14/2009
                            Workshop - Projects and   Projects and Grants                   available in the grant. Does this prevent process and pay during the 90 day grant closeout period. If you
                            Grants                                                          the payment transactions from paying? mark the project with a "Closed" status, you cannot create new
                                                                                                                                         Purchase Orders 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 -        Project Costing   If the project is closed, can you create      No, once the voucher is created, it will continue to flow through the    9/14/2009
                            Workshop - Projects and   Projects and Grants                   and process a voucher for payment?            process and pay during the 90 day grant closeout period. If you
                            Grants                                                                                                        mark the project with a "Closed" status, you cannot create new
                                                                                                                                          Purchase Orders 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 -        Project Costing   If you close the grant, you track             A report could be generated to check for all open encumbrances           9/14/2009
                            Workshop - Projects and   Projects and Grants                   encumbrances and prepare the 269              and 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 -        Project Costing   Is the billing function also for interfunds   You will have the ability to setup other agencies as customers          11/12/2009
                            Workshop - Projects and   Projects and Grants                   or just for external billing?                 (sponsors) and bill them for grant-related expenditures.
                            Grants                                                                                                        A bill can also be generated and associated to an interfund related
                                                                                                                                          deposit, however, there is no automation to tie interfunds with bills
                                                                                                                                          or to generate an interfund transaction from a bill. Bills generated
                                                                                                                                          from a project can be for an agency if the agency is the project
                                                                                                                                          sponsor.

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

        562        9/3/2009 Business Process          Functional -        Project Costing   Is there an end to a project or can it        A project will have a beginning and end date. You can extend (or         9/14/2009
                            Workshop - Projects and   Projects 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 -        Project Costing   Will a journal entry flow back to Project     As long as the appropriate project information (Project business         9/14/2009
                            Workshop - Projects and   Projects and Grants                   Costing?                                      unit, project id, activity id) is on the transaction, it will show in
                            Grants                                                                                                        project costing.




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                                 Page 64 of 88                                                                                             Printed 8/1/2011
                                                                               Sunflower Project Questions and Answers
                                                                                                                                                                                                                Date Last
   ID         Date Received          Source                Category          Subcategory                     Question                                                Answer
                                                                                                                                                                                                                Updated
        560        9/3/2009 Business Process          Functional -        Reports            If your agency receives a grant from      No, there is no statewide standard, although standard reports are          9/14/2009
                            Workshop - Projects and   Projects and Grants                    other state agency, will there be a       available.
                            Grants                                                           mandate on the information required so
                                                                                             it is standardized reporting for all
                                                                                             agencies?
        619        9/2/2009 Business Process          Functional -       Travel & Expense    Can you pay multiple vendors on one       The Travel and Expense module is available to process                     10/1/2009
                            Workshop - Accounts       Accounts Payable                       Expense Report?                           reimbursements to employees. Payments to Vendors would be
                            Payable and Travel &                                                                                       processed through Accounts Payable on a voucher. In Travel and
                            Expense                                                                                                    Expense, one employee would be reimbursed on each expense
                                                                                                                                       report. In Accounts Payable one Vendor is paid on each voucher.

        618        9/2/2009 Business Process          Functional -       Travel & Expense    How do we avoid a double                  Airfare, registration, hotel and other prepaid items will be recorded     10/1/2009
                            Workshop - Accounts       Accounts Payable                       encumbrance for airfare if we do a        as "prepaid expense." The "prepaid expense" will be charged
                            Payable and Travel &                                             Purchase Order and also include it on     against the asset account on the travel authorization, which means
                            Expense                                                          the Travel Authorization? Is the          it will not be budget checked at that time. When the expense
                                                                                             encumbrance by vendor?                    report is prepared, the prepaid expense asset will be reversed and
                                                                                                                                       since there will be no amount paid on the expense report for this
                                                                                                                                       expense type, no budgetary impact will occur. An agency may
                                                                                                                                       choose to encumber the prepaid expense on a purchase order that
                                                                                                                                       may then be paid using the P-Card. Yes, the encumbrance is by
                                                                                                                                       employee not vendor.
        363        9/2/2009 Business Process          Functional -       Vendors             What fields will be checked against for   The field checked for duplicate vendor processing is the vendor TIN       9/23/2009
                            Workshop - Accounts       Accounts Payable                       the duplicate vendor checking?            number.
                            Payable and Travel &
                            Expense
        401        9/2/2009 Business Process          Functional -       Audit Requirements Has there been any discussion on           Vouchers under the delegated audit authority will not require a           1/13/2010
                            Workshop - Accounts       Accounts Payable                      whether audit requirements are going       special form, manual signature or printed copies be sent to
                            Payable and Travel &                                            to be met as we transfer to a paperless    Accounts and Reports. Electronic signatures are acceptable and
                            Expense                                                         system?                                    subject to audit. Voucher over delegated audit authority will
                                                                                                                                       require appropriate supporting documentation in accordance with
                                                                                                                                       Division of Accounts and Reports policy. Division of A&R staff and
                                                                                                                                       Sunflower Project staff will be meeting with the State Records
                                                                                                                                       Manager to discuss upcoming process changes occurring with the
                                                                                                                                       implementation of SMART. Additional information will be provided
                                                                                                                                       after that meeting. Supporting documentation such as invoices,
                                                                                                                                       statement, etc. must be maintained by the agency in compliance
                                                                                                                                       with delegated audit authority procedures. Scanned PDF images of
                                                                                                                                       these documents are acceptable provided the Agency's electronic
                                                                                                                                       document management system has been approved by Department
                                                                                                                                       of Administration. Any documentation required for Federal, other
                                                                                                                                       agency or internal agency audit requirements must be maintained
                                                                                                                                       by the agency in accordance with those audit rules. Refer to
                                                                                                                                       Department of Administration's website for additional details:
                                                                                                                                       http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                                 Page 65 of 88                                                                                           Printed 8/1/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                                    Date Last
   ID         Date Received          Source             Category          Subcategory                     Question                                                    Answer
                                                                                                                                                                                                                    Updated
        389        9/2/2009 Business Process       Functional -       Audit Requirements How much paper do we need to keep            Vouchers under the delegated audit authority will not require a                 1/13/2010
                            Workshop - Accounts    Accounts Payable                      (i.e. invoices, etc)?                        special form, manual signature or printed copies be sent to
                            Payable and Travel &                                                                                      Accounts and Reports. Electronic signatures are acceptable and
                            Expense                                                                                                   subject to audit. Voucher over delegated audit authority will
                                                                                                                                      require appropriate supporting documentation in accordance with
                                                                                                                                      Division of Accounts and Reports policy. Division of A&R staff and
                                                                                                                                      Sunflower Project staff will be meeting with the State Records
                                                                                                                                      Manager to discuss upcoming process changes occurring with the
                                                                                                                                      implementation of SMART. Additional information will be provided
                                                                                                                                      after that meeting. Supporting documentation such as invoices,
                                                                                                                                      statement, etc. must be maintained by the agency in compliance
                                                                                                                                      with delegated audit authority procedures. Scanned PDF images of
                                                                                                                                      these documents are acceptable provided the Agency's electronic
                                                                                                                                      document management system has been approved by Department
                                                                                                                                      of Administration. Any documentation required for Federal, other
                                                                                                                                      agency or internal agency audit requirements must be maintained
                                                                                                                                      by the agency in accordance with those audit rules. Refer to
                                                                                                                                      Department of Administration's website for additional details:
                                                                                                                                      http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
        376        9/2/2009 Business Process       Functional -       Budget Check       Is the voucher budget check against the      The voucher is budget checked against both the cash and                        9/23/2009
                            Workshop - Accounts    Accounts Payable                      cash and appropriations budget?              appropriation budgets.
                            Payable and Travel &
                            Expense
        387        9/2/2009 Business Process       Functional -       Inquiry            Can you search for a voucher by the          In SMART, inquiry can done in a variety of ways, by vendor, user               9/23/2009
                            Workshop - Accounts    Accounts Payable                      vendor?                                      who entered or approved the voucher, invoice number, check
                            Payable and Travel &                                                                                      number, voucher number, status, ChartField, etc.
                            Expense
        386        9/2/2009 Business Process       Functional -       Receiving          What if some of the items on a Purchase Yes, you will do a partial payment and pay only for the items you                   9/23/2009
                            Workshop - Accounts    Accounts Payable                      Order are on back order? Can you only received.
                            Payable and Travel &                                         pay for the items you received?
                            Expense
        390        9/2/2009 Business Process       Functional -       Roles and          Is the AP Approver referred to in the        The AP Approver is an agency role. There is also an A&R approver               9/23/2009
                            Workshop - Accounts    Accounts Payable   Responsibilities   "Creating a Voucher" process an agency       that may be required based on the agency's delegated audit
                            Payable and Travel &                                         approver or an approver from A&R or          threshold.
                            Expense                                                      are both involved in the creation of a
                                                                                         voucher?
        416        9/2/2009 Business Process       Functional -       Travel & Expense   Are airline tickets part of the travel       Airline tickets can be recorded as part of the anticipated cost, but           9/23/2009
                            Workshop - Accounts    Accounts Payable                      authorization?                               the system will not book the airline ticket for you.
                            Payable and Travel &
                            Expense
        413        9/2/2009 Business Process       Functional -       Travel & Expense   Are travel authorizations required for all No, it is required for all out-of-state travel. Additionally, it will be         9/23/2009
                            Workshop - Accounts    Accounts Payable                      travel?                                    necessary if an agency wants to encumber those funds.
                            Payable and Travel &
                            Expense
        407        9/2/2009 Business Process       Functional -       Travel & Expense   Are travel authorizations required for       Yes, prior authorization is required for out-of-state travel.                  9/23/2009
                            Workshop - Accounts    Accounts Payable                      out-of-state travel?
                            Payable and Travel &
                            Expense



0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                             Page 66 of 88                                                                                                   Printed 8/1/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
   ID         Date Received          Source             Category         Subcategory                     Question                                                   Answer
                                                                                                                                                                                                              Updated
        412        9/2/2009 Business Process       Functional -       Travel & Expense   Assuming travel is not centralized within Yes, but the funding information can be changed at the approval              9/23/2009
                            Workshop - Accounts    Accounts Payable                      an agency, does this mean that the an     step. There is a possibility to have SpeedCharts available and
                            Payable and Travel &                                         employee will need to add the funding default funding is established for each traveler.
                            Expense                                                      for a Travel Authorization?

        425        9/2/2009 Business Process       Functional -       Travel & Expense   Can the levels of workflow approval for     All travel documents (cash advance, authorizations, and expense           9/23/2009
                            Workshop - Accounts    Accounts Payable                      the Travel Authorization be different for   reports) take the same path of approval in workflow.
                            Payable and Travel &                                         the Expense Report or do they have to
                            Expense                                                      be the same?
        427        9/2/2009 Business Process       Functional -       Travel & Expense   Can you create a zero dollar travel         Yes, we understand there are situations in which the Travel               9/23/2009
                            Workshop - Accounts    Accounts Payable                      authorization?                              Authorization needs to be documented, but there is no associated
                            Payable and Travel &                                                                                     cost with the travel.
                            Expense
        424        9/2/2009 Business Process       Functional -       Travel & Expense   Can you save an Expense Report before       Yes, an Expense Report can be saved for approval at a later date.         9/23/2009
                            Workshop - Accounts    Accounts Payable                      approval?
                            Payable and Travel &
                            Expense
        420        9/2/2009 Business Process       Functional -       Travel & Expense   Currently, our agency uses an agency-       Travel authorization information includes the following: general          9/23/2009
                            Workshop - Accounts    Accounts Payable                      specific form for Travel Authorizations.    trip information, employee information, proposed expense
                            Payable and Travel &                                         What information will be included in        breakdowns and ChartField data. Each section has detailed fields.
                            Expense                                                      SMART for Travel Authorizations?

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

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


0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                             Page 67 of 88                                                                                             Printed 8/1/2011
                                                                           Sunflower Project Questions and Answers
                                                                                                                                                                                                               Date Last
   ID         Date Received          Source             Category         Subcategory                     Question                                                   Answer
                                                                                                                                                                                                               Updated
        417        9/2/2009 Business Process       Functional -       Travel & Expense   If the travel request is denied who gets    Both the employee and the proxy will receive the denial notification.       9/23/2009
                            Workshop - Accounts    Accounts Payable                      the notification - the employee and the
                            Payable and Travel &                                         proxy or just the proxy?
                            Expense
        418        9/2/2009 Business Process       Functional -       Travel & Expense   Is email notification available within      Yes, an email notification will be sent and the items will also be         9/23/2009
                            Workshop - Accounts    Accounts Payable                      workflow for processing travel              available in the worklist.
                            Payable and Travel &                                         authorizations?
                            Expense
        414        9/2/2009 Business Process       Functional -       Travel & Expense   Is the default funding data tied to the     Yes, default funding data can be defined for an employee in Travel        10/21/2009
                            Workshop - Accounts    Accounts Payable                      employee in Travel & Expense?               and Expense.
                            Payable and Travel &
                            Expense
        421        9/2/2009 Business Process       Functional -       Travel & Expense   Is the encumbrance at the account level Yes, the encumbrance is recorded a the level of detail contained in            9/23/2009
                            Workshop - Accounts    Accounts Payable                      for the Travel Authorization?           the default funding, including the account based on the types of
                            Payable and Travel &                                                                                 expenses requested on the Travel Authorization.
                            Expense
        426        9/2/2009 Business Process       Functional -       Travel & Expense   On our Travel Authorization, what if we     Expenses associated to, but not being paid on a Travel                     1/25/2010
                            Workshop - Accounts    Accounts Payable                      don't want to include the airfare to be     Authorization/Expense Report can be recorded using payment type
                            Payable and Travel &                                         paid but want to record it?                 to reflect payment was made through P-Card. Recording these
                            Expense                                                                                                  expenses does not reserve funds or impact accounting.

        423        9/2/2009 Business Process       Functional -       Travel & Expense   We will only need to create a Travel        Yes, but remember that travel authorizations are required for out-         9/23/2009
                            Workshop - Accounts    Accounts Payable                      Authorization if we want to encumber        of-state travel as well.
                            Payable and Travel &                                         the funds?
                            Expense
        422        9/2/2009 Business Process       Functional -       Travel & Expense   What if an agency currently has an       If the agency has a statutory exemption from completing out-of-               9/23/2009
                            Workshop - Accounts    Accounts Payable                      exception for completing Travel          state travel authorizations today, then that exemption will continue
                            Payable and Travel &                                         Authorizations from out-of-state travel? in SMART.
                            Expense
        410        9/2/2009 Business Process       Functional -       Travel & Expense   What is the point of entry for a traveler   You may have an internal process at your agency in which a proxy           9/23/2009
                            Workshop - Accounts    Accounts Payable                      to enter the information? Will they         enters on behalf of a traveler, but a traveler can enter travel
                            Payable and Travel &                                         complete a form or enter directly into      documents directly into SMART.
                            Expense                                                      SMART?
        408        9/2/2009 Business Process       Functional -       Travel & Expense   Will access to SHaRP be needed in order     No, the Travel & Expense processor will not need access to SHaRP           1/25/2010
                            Workshop - Accounts    Accounts Payable                      to complete transactions in Travel &        to process SMART Travel & Expense authorization or reports.
                            Payable and Travel &                                         Expense?
                            Expense
        411        9/2/2009 Business Process       Functional -       Travel & Expense   Will employees have the authorization       No, an approval process is still needed for reimbursement.                 9/23/2009
                            Workshop - Accounts    Accounts Payable                      to reimburse themselves?
                            Payable and Travel &
                            Expense
        406        9/2/2009 Business Process       Functional -       Travel & Expense   Within the approval process in Travel &     Yes, you can have ad-hoc approvers. Workflow workshops will be             9/23/2009
                            Workshop - Accounts    Accounts Payable                      Expense, is there a way to send to          held this winter. During these workshops an overview of workflow
                            Payable and Travel &                                         someone outside the approval process        followed by break out sessions will provide details on the workflow
                            Expense                                                      (i.e. the capability to do an ad-hoc        process.
                                                                                         approval)?
        364        9/2/2009 Business Process       Functional -       Vendors            Can you enter either the FEIN or SSN in     Yes, you can enter either a FEIN or SSN. There is also a "type" in         9/23/2009
                            Workshop - Accounts    Accounts Payable                      the same field in the Vendor Table?         which you indicate whether the number is the FEIN or SSN. Only
                            Payable and Travel &                                                                                     one TIN is allowed per vendor.
                            Expense


0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                             Page 68 of 88                                                                                              Printed 8/1/2011
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
   ID         Date Received          Source             Category         Subcategory                   Question                                                  Answer
                                                                                                                                                                                                          Updated
        430        9/2/2009 Business Process       Functional -       Vendors          How will international vendors that do      SMART has the capability to capture foreign addresses in postal          9/23/2009
                            Workshop - Accounts    Accounts Payable                    not have SSN or FEIN be handled?            correct format, based on the vendor's country of residence. Of
                            Payable and Travel &                                                                                   course, these cannot require TIN (Tax Identification Number - either
                            Expense                                                                                                SSN or FEIN) when they are entered into SMART, but the next
                                                                                                                                   sequential vendor number will be assigned.

        371        9/2/2009 Business Process       Functional -       Vendors          If you do not enter a vendor on the         You can get the information from the voucher, but since the vendor      9/23/2009
                            Workshop - Accounts    Accounts Payable                    vendor table, can you get information       was not added to the Vendor Master Table, it would not be
                            Payable and Travel &                                       on a report?                                available there.
                            Expense
        431        9/2/2009 Business Process       Functional -       Vendors          What is the process when a vendor has       No, it will not be the TM-21 form, since this is a STARS form.          1/13/2010
                            Workshop - Accounts    Accounts Payable                    a change of address? Will they still fill   Vendors will be maintained in a single Statewide database.
                            Payable and Travel &                                       out the TM-21 form?                         Agencies can enter a new vendor but the vendor will not be active
                            Expense                                                                                                until approved by Accounts and Reports. Changes to vendors must
                                                                                                                                   be requested through Accounts and Reports. The process of how to
                                                                                                                                   request changes to a vendor and the timing of the approval are still
                                                                                                                                   being determined. We anticipate the turn around for approval of
                                                                                                                                   vendor adds to be two days if the vendor is added online and three
                                                                                                                                   days if the vendor is added via interface. There will also be an
                                                                                                                                   expedited process for emergency situations. A W-9 is required to
                                                                                                                                   add a new vendor. The agency will be responsible for acquiring and
                                                                                                                                   maintaining copies of the W-9. A W-9 is required prior to issuing
                                                                                                                                   payment. There will be a vendor purge process in SMART. The
                                                                                                                                   criteria for purging records is yet to be determined and will be a
                                                                                                                                   post go-live decision. As additional details are known they will be
                                                                                                                                   communicated through Accounts and Reports informational
                                                                                                                                   circulars and/or Sunflower Project Change Agent Network Meetings.

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




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                           Page 69 of 88                                                                                           Printed 8/1/2011
                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
   ID         Date Received          Source             Category         Subcategory                   Question                                                 Answer
                                                                                                                                                                                                           Updated
        370        9/2/2009 Business Process       Functional -       Vendors          Will SMART have a purge process for       Yes, there will be a purge process in SMART. The criteria for               1/13/2010
                            Workshop - Accounts    Accounts Payable                    vendors?                                  purging vendors is yet to be determined and will be a post go-live
                            Payable and Travel &                                                                                 decision.
                            Expense
        365        9/2/2009 Business Process       Functional -       Vendors          Will we be able to list bank accounts for Yes, a vendor can have multiple bank accounts listed, however,             9/23/2009
                            Workshop - Accounts    Accounts Payable                    a vendor that are specific to a certain   these will be on separate locations.
                            Payable and Travel &                                       program?
                            Expense
        367        9/2/2009 Business Process       Functional -       Vendors          Will we need to enter everyone as a       This depends on the type of expense. If the expense is 1099                9/23/2009
                            Workshop - Accounts    Accounts Payable                    vendor (i.e. guest speakers, etc.)?       reportable and a recurring payment, they must be entered as a
                            Payable and Travel &                                                                                 vendor. If it is an one-time payment and not 1099 reportable, the
                            Expense                                                                                              single pay option in Accounts Payable can be used.

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

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

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

        381        9/2/2009 Business Process       Functional -       Vouchers         Do you have to have an invoice date for   Yes, the invoice date is required.                                         9/23/2009
                            Workshop - Accounts    Accounts Payable                    duplicate invoice checking?
                            Payable and Travel &
                            Expense


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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                        Date Last
   ID         Date Received          Source             Category         Subcategory                  Question                                                 Answer
                                                                                                                                                                                                        Updated
        395        9/2/2009 Business Process       Functional -       Vouchers         Does the A&R approval process count as No, the A&R approval is separate from the agency approval process.          9/23/2009
                            Workshop - Accounts    Accounts Payable                    one of the 3 possible approvers?
                            Payable and Travel &
                            Expense
        382        9/2/2009 Business Process       Functional -       Vouchers         How do you send attachments on            Vouchers under the delegated audit authority will not require a         1/13/2010
                            Workshop - Accounts    Accounts Payable                    vouchers that are going to A&R via        special form, manual signature or printed copies be sent to
                            Payable and Travel &                                       workflow that exceed the agency's         Accounts and Reports. Electronic signatures are acceptable and
                            Expense                                                    delegated audit authority?                subject to audit. Voucher over delegated audit authority will
                                                                                                                                 require appropriate supporting documentation in accordance with
                                                                                                                                 Division of Accounts and Reports policy. Division of A&R staff and
                                                                                                                                 Sunflower Project staff will be meeting with the State Records
                                                                                                                                 Manager to discuss upcoming process changes occurring with the
                                                                                                                                 implementation of SMART. Additional information will be provided
                                                                                                                                 after that meeting. Supporting documentation such as invoices,
                                                                                                                                 statement, etc. must be maintained by the agency in compliance
                                                                                                                                 with delegated audit authority procedures. Scanned PDF images of
                                                                                                                                 these documents are acceptable provided the Agency's electronic
                                                                                                                                 document management system has been approved by Department
                                                                                                                                 of Administration. Any documentation required for Federal, other
                                                                                                                                 agency or internal agency audit requirements must be maintained
                                                                                                                                 by the agency in accordance with those audit rules. Refer to
                                                                                                                                 Department of Administration's website for additional details:
                                                                                                                                 http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
        366        9/2/2009 Business Process       Functional -       Vouchers         How will KDOL reimburse for an            Payments will be made in Accounts Payable since these individuals       9/23/2009
                            Workshop - Accounts    Accounts Payable                    overpayment of unemployment               are not employees of the agency. Single pay vouchers can be used
                            Payable and Travel &                                       benefits? Through Travel and Expense      if the agency does not reasonably expect to pay these individuals
                            Expense                                                    or through Accounts Payable?              again and the payments are not 1099 reportable.

        378        9/2/2009 Business Process       Functional -       Vouchers         How will we know which payments have You can check on the status of a voucher in SMART.                           9/23/2009
                            Workshop - Accounts    Accounts Payable                    been released by A&R?
                            Payable and Travel &
                            Expense
        397        9/2/2009 Business Process       Functional -       Vouchers         If we only want 2 levels, can we do that? Yes, you can have up to 3 levels of approval. Workflow workshops        9/23/2009
                            Workshop - Accounts    Accounts Payable                                                              will be held this winter. During these workshops an overview of
                            Payable and Travel &                                                                                 workflow followed by break out sessions will provide details on the
                            Expense                                                                                              workflow process.
        380        9/2/2009 Business Process       Functional -       Vouchers         Is the invoice number required? What if The invoice number is required, but you could use the date of             9/23/2009
                            Workshop - Accounts    Accounts Payable                    we do not use invoice numbers (an         payment or any unique identifier.
                            Payable and Travel &                                       example is when the lottery pays out
                            Expense                                                    winners)?
        393        9/2/2009 Business Process       Functional -       Vouchers         Is the voucher process complete           Yes, once the voucher has been matched (if applicable), budget          9/23/2009
                            Workshop - Accounts    Accounts Payable                    (payment ready to be made) as soon as checked and approved, the payment is processed.
                            Payable and Travel &                                       the last person approves the voucher?
                            Expense




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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
   ID         Date Received          Source             Category         Subcategory                   Question                                                  Answer
                                                                                                                                                                                                           Updated
        402        9/2/2009 Business Process       Functional -       Vouchers         The vendor on Purchase Order has to        For P-Card transaction, the vendor information on the Purchase             1/13/2010
                            Workshop - Accounts    Accounts Payable                    match vendor on voucher. Is this true      Order does not have to match the information on the voucher
                            Payable and Travel &                                       for UMB also (i.e. BPC transactions)?      because the system knows to automatically pay UMB for the BPC
                            Expense                                                                                               card transaction. With BPC card transactions, the vendor has
                                                                                                                                  already been paid by UMB when you swipe the card so the system
                                                                                                                                  builds vouchers for approved transactions in order to reimburse
                                                                                                                                  UMB.
        372        9/2/2009 Business Process       Functional -       Vouchers         What happens if a voucher is not           This is a business process your agency would need to consider.            9/23/2009
                            Workshop - Accounts    Accounts Payable                    approved within your agency?               Workflow workshops will be held this winter. During these
                            Payable and Travel &                                                                                  workshops an overview of workflow followed by break out sessions
                            Expense                                                                                               will provide details on the workflow process.

        385        9/2/2009 Business Process       Functional -       Vouchers         What if a purchase order was created   It is important to pay the vendor that goods were actually                    9/23/2009
                            Workshop - Accounts    Accounts Payable                    with one vendor, but the voucher needs purchased from. You will need to cancel the existing purchase
                            Payable and Travel &                                       to be made to another vendor?          order and reissue with the correct vendor. If you need to pay the
                            Expense                                                                                           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.
        374        9/2/2009 Business Process       Functional -       Vouchers         What if an agency does not currently   Any existing policies regarding delegated audit authority will be             9/23/2009
                            Workshop - Accounts    Accounts Payable                    have delegated audit authority?        accounted for in SMART.
                            Payable and Travel &
                            Expense
        375        9/2/2009 Business Process       Functional -       Vouchers         What if the agency has a voucher that      There will be the same type of "same day" exception process               9/23/2009
                            Workshop - Accounts    Accounts Payable                    has to be paid same day? How long          available in SMART. Vouchers that are matched, budget-checked
                            Payable and Travel &                                       does approval process take?                and approved will be picked up in the paycycle. The matching and
                            Expense                                                                                               budget checking process will run throughout the day and it will be
                                                                                                                                  up to the agency to work the resulting errors on a timely basis. If a
                                                                                                                                  voucher requires special handling, you will need to rely on phone
                                                                                                                                  calls/emails to others in the approval path if there are isolated
                                                                                                                                  critical payments.
        400        9/2/2009 Business Process       Functional -       Vouchers         What if the approver finds an error?       It depends on the security roles assigned to the employee if the          9/23/2009
                            Workshop - Accounts    Accounts Payable                    Can they fix it or does it have to go back employee can fix the voucher or if someone else will need to make
                            Payable and Travel &                                       to the processor?                          the corrections.
                            Expense
        399        9/2/2009 Business Process       Functional -       Vouchers         What if your approver is on leave? Is      If you know in advance that you will be gone, you can take action         9/23/2009
                            Workshop - Accounts    Accounts Payable                    there ad-hoc approval?                     within SMART to "reassign" your approvals to someone else prior to
                            Payable and Travel &                                                                                  your absence. Otherwise, in cases where you are out unexpectedly,
                            Expense                                                                                               only the workflow administrator can reassign the documents for
                                                                                                                                  approval. There will also be capability to use ad-hoc approvals,
                                                                                                                                  based on security profiles.

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



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




0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                             Page 73 of 88                                                                                               Printed 8/1/2011
                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                    Date Last
   ID         Date Received          Source              Category      Subcategory                     Question                                              Answer
                                                                                                                                                                                                    Updated
        517        9/2/2009 Business Process        Functional -    Audit Requirements Do you have to keep the hard copy of    Vouchers under the delegated audit authority will not require a        1/13/2010
                            Workshop - Purchasing   Purchasing                         documentation (packing slip, invoices,  special form, manual signature or printed copies be sent to
                                                                                       etc.) in case of an audit?              Accounts and Reports. Electronic signatures are acceptable and
                                                                                                                               subject to audit. Voucher over delegated audit authority will
                                                                                                                               require appropriate supporting documentation in accordance with
                                                                                                                               Division of Accounts and Reports policy. Division of A&R staff and
                                                                                                                               Sunflower Project staff will be meeting with the State Records
                                                                                                                               Manager to discuss upcoming process changes occurring with the
                                                                                                                               implementation of SMART. Additional information will be provided
                                                                                                                               after that meeting. Supporting documentation such as invoices,
                                                                                                                               statement, etc. must be maintained by the agency in compliance
                                                                                                                               with delegated audit authority procedures. Scanned PDF images of
                                                                                                                               these documents are acceptable provided the Agency's electronic
                                                                                                                               document management system has been approved by Department
                                                                                                                               of Administration. Any documentation required for Federal, other
                                                                                                                               agency or internal agency audit requirements must be maintained
                                                                                                                               by the agency in accordance with those audit rules. Refer to
                                                                                                                               Department of Administration's website for additional details:
                                                                                                                               http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
                                                                                                                               additional details are known they will be communicated through
        547        9/2/2009 Business Process        Functional -    Audit Requirements When will Department of                 Vouchers under the delegated audit authority will not require a       1/13/2010
                            Workshop - Purchasing   Purchasing                         Administration make policy decisions on special form, manual signature or printed copies be sent to
                                                                                       retaining paper receiving               Accounts and Reports. Electronic signatures are acceptable and
                                                                                       documentation?                          subject to audit. Voucher over delegated audit authority will
                                                                                                                               require appropriate supporting documentation in accordance with
                                                                                                                               Division of Accounts and Reports policy. Division of A&R staff and
                                                                                                                               Sunflower Project staff will be meeting with the State Records
                                                                                                                               Manager to discuss upcoming process changes occurring with the
                                                                                                                               implementation of SMART. Additional information will be provided
                                                                                                                               after that meeting. Supporting documentation such as invoices,
                                                                                                                               statement, etc. must be maintained by the agency in compliance
                                                                                                                               with delegated audit authority procedures. Scanned PDF images of
                                                                                                                               these documents are acceptable provided the Agency's electronic
                                                                                                                               document management system has been approved by Department
                                                                                                                               of Administration. Any documentation required for Federal, other
                                                                                                                               agency or internal agency audit requirements must be maintained
                                                                                                                               by the agency in accordance with those audit rules. Refer to
                                                                                                                               Department of Administration's website for additional details:
                                                                                                                               http://www.da.ks.gov/ar/genacct/Audit/Delegated.htm. As
        545        9/2/2009 Business Process        Functional -    Encumbrances       Do encumbrances check the cash          No, encumbrances only check the appropriations budget.                9/21/2009
                            Workshop - Purchasing   Purchasing                         budget?




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

        556        9/2/2009 Business Process        Functional -    Purchase Order   Can agencies assign their own Purchase      No, approved requisitions automatically create the purchase order            9/21/2009
                            Workshop - Purchasing   Purchasing                       Order numbers?                              and assigns the purchase order ID number.
        539        9/2/2009 Business Process        Functional -    Purchase Order   Can you override the vendors default        Yes, you can override at the Purchase Order and it will go out at the        9/21/2009
                            Workshop - Purchasing   Purchasing                       method of dispatch at the Purchase          method selected at the Purchase Order.
                                                                                     Order level?
        537        9/2/2009 Business Process        Functional -    Purchase Order   How can a Purchase Order be                 Purchase Orders can be dispatched a variety of ways. They may be             9/21/2009
                            Workshop - Purchasing   Purchasing                       dispatched?                                 dispatched by email via PDF, fax to vendor, print and mail or via
                                                                                                                                 phone. The method of dispatch may depend on the vendor's
                                                                                                                                 preference and your agency policy.
        538        9/2/2009 Business Process        Functional -    Purchase Order   What does the vendors' preferred            There is one statewide vendor master file. Each vendor has a                 9/21/2009
                            Workshop - Purchasing   Purchasing                       method of dispatch mean?                    preferred method of dispatch listed. It is not each agency's
                                                                                                                                 preferred method of dispatch.
        542        9/2/2009 Business Process        Functional -    Purchase Order   What happen if the Purchase Order is        You can create a change order to show the different amount.                  9/21/2009
                            Workshop - Purchasing   Purchasing                       encumbered at one amount, but the           Depending on the circumstances, you may also just pay the
                                                                                     amount is different due to changes?         voucher. This may give a match exception that could be overridden.

        541        9/2/2009 Business Process        Functional -    Purchase Order   What happens if a Purchase Order is         You need to cancel the Purchase Order so that the funds will be              9/21/2009
                            Workshop - Purchasing   Purchasing                       approved, money is encumbered, then         released from the encumbrance.
                                                                                     vendor can not supply good, what
                                                                                     happens to encumbered funds?
        536        9/2/2009 Business Process        Functional -    Purchase Order   When a buyer dispatches a Purchase          Funds are encumbered at the time the Purchase Order is budget                1/13/2010
                            Workshop - Purchasing   Purchasing                       Order, is that when funds are               checked.
                                                                                     encumbered?
        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       Yes, if you have flagged the item for inspection.                            9/21/2009
                            Workshop - Purchasing   Purchasing                       the goods at a later time (i.e.
                                                                                     inspection)?
        515        9/2/2009 Business Process        Functional -    Receiving        Can you post partial goods to the system    You can enter a partial receipt. SMART tracks partial receipts and           9/21/2009
                            Workshop - Purchasing   Purchasing                       or do you have to wait until all goods      will let you pay for the goods you have received.
                                                                                     are received?
        549        9/2/2009 Business Process        Functional -    Receiving        Can you receive items at a different unit   Yes, there is conversion capability for items.                               9/21/2009
                            Workshop - Purchasing   Purchasing                       of measure than what you ordered (i.e.,
                                                                                     ordered a case, but received at a unit
                                                                                     level)?


0a7e28f6-4d43-4892-8b8d-304c61a9bed2.xls - Details                                         Page 75 of 88                                                                                                Printed 8/1/2011
                                                                         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?
        522        9/2/2009 Business Process        Functional -    Requisition      Are requisitions budget checked?          Yes, requisitions are budget checked, but do not encumber the              1/25/2010
                            Workshop - Purchasing   Purchasing                                                                 funds until the requisition is sourced to a purchase order. The
                                                                                                                               purchase order is budget checked and the funds are encumbered.

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

        530        9/2/2009 Business Process        Functional -    Requisition      Can the requisition be created and        Yes, for some agencies, that is the only option. Refer to the Role         1/27/2010
                            Workshop - Purchasing   Purchasing                       approved by the same person?              Mapping Handbook for additional detail on purchasing workflow.

        531        9/2/2009 Business Process        Functional -    Requisition      Can you issue multiple Purchase Orders    No, each line will be sourced to a single purchase order.                  9/21/2009
                            Workshop - Purchasing   Purchasing                       from one line on a Requisition?

        534        9/2/2009 Business Process        Functional -    Requisition      Can you leave the vendor blank on a       Yes, the vendor may not be known at the time the requisition is            9/21/2009
                            Workshop - Purchasing   Purchasing                       requisition?                              entered.
        516        9/2/2009 Business Process        Functional -    Requisition      Can you scan and attach documents in      No, you can enter the information into SMART, but SMART is not a           9/21/2009
                            Workshop - Purchasing   Purchasing                       SMART?                                    document imaging system. Refer to the FAQ in the June 2009
                                                                                                                               Sunflower Project newsletter for more information.
        511        9/2/2009 Business Process        Functional -    Requisition      Do items have to be selected from the     You can enter descriptions, etc. without selecting them from the          12/16/2009
                            Workshop - Purchasing   Purchasing                       item master list or can items be          item master list.
                                                                                     manually entered?
        533        9/2/2009 Business Process        Functional -    Requisition      Do you have to create a requisition or    No, you would need to create a Purchase Order only if you want to          9/21/2009
                            Workshop - Purchasing   Purchasing                       Purchase Order if you are using the BPC   encumber funds with the BPC card. If you want to use the BPC card
                                                                                     to pay for the purchase?                  to pay for Purchase Orders, you would need to enter a requisition.

        509        9/2/2009 Business Process        Functional -    Requisition      Does every requisition have to have the   The routing of workflow approvals is based on the Requestor                1/27/2010
                            Workshop - Purchasing   Purchasing                       same approval process?                    selected on the requisition. Examples of items that do NOT affect
                                                                                                                               the routing of workflow approvals include: the Requisitioner
                                                                                                                               entering the requisition in SMART; the type of item being
                                                                                                                               purchased; ChartField values entered on the requisition. In
                                                                                                                               addition to the workflow approvals, any requisition can be sent for
                                                                                                                               additional ad-hoc approval.
        527        9/2/2009 Business Process        Functional -    Requisition      Does the Purchase Order create an         Yes, after the purchase order has been budget checked and                  9/21/2009
                            Workshop - Purchasing   Purchasing                       encumbrance?                              approved.


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                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                             Date Last
   ID         Date Received          Source              Category      Subcategory                   Question                                                     Answer
                                                                                                                                                                                                             Updated
        557        9/2/2009 Business Process        Functional -    Requisition      How are printing requisitions going to       Agencies will continue to enter printing requisitions into the State        12/16/2009
                            Workshop - Purchasing   Purchasing                       be handled and payments to the State         Printer's system. The State Printer will initiate an interfund in
                                                                                     Printer for print jobs?                      SMART and the agency will reciprocate to approve the transaction.

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

        518        9/2/2009 Business Process        Functional -    Requisition      How do prior authorizations work (i.e.       In the future, Prior Authorization requests will be a part of the           9/21/2009
                            Workshop - Purchasing   Purchasing                       item is over delegated authority and no      Purchase Requisition (PR) process within SMART. Instead of
                                                                                     state contract), agency has prior            submitting a paper request to the Division of Purchases and then
                                                                                     authorization – will this still go to A&R    attaching that signed off document to your Purchase Requisition,
                                                                                     for approval?                                you will select a Prior Authorization reason on the Requisition and
                                                                                                                                  provide justification within the SMART system. The PR will be
                                                                                                                                  routed to the Division of Purchases for their approval, if
                                                                                                                                  appropriate, and then routed through the system like any other PR.


        528        9/2/2009 Business Process        Functional -    Requisition      How does the approver get notified that      The approver would receive an email and also their worklist in              9/21/2009
                            Workshop - Purchasing   Purchasing                       they need to approve a requisition or        SMART would show what items need to be approved.
                                                                                     Purchase Order?
        512        9/2/2009 Business Process        Functional -    Requisition      How is the funding information               This information will be captured in an Agency Task and/or                  9/21/2009
                            Workshop - Purchasing   Purchasing                       determined that is defaulted? Is there a     Workshop.
                                                                                     workshop or activity that will define
                                                                                     this?
        519        9/2/2009 Business Process        Functional -    Requisition      How will requisition workflow work if        If the Contract ID is noted on the Requisition for the item, this item      9/21/2009
                            Workshop - Purchasing   Purchasing                       the item is over the agency delegated        will source to a Purchase Order. It will not workflow to Division of
                                                                                     authority but is on a state contract?        Purchases. If the Contract ID is not included on the Requisition for
                                                                                                                                  the item, the purchase order will workflow to Division of Purchases.

        523        9/2/2009 Business Process        Functional -    Requisition      If items are selected from the               The purchase order status will be in budget check error and cannot          9/21/2009
                            Workshop - Purchasing   Purchasing                       requisition and fail at the Purchase         be approved until resolved.
                                                                                     Order level, due to budget check, what
                                                                                     happens to the Purchase Order?

        508        9/2/2009 Business Process        Functional -    Requisition      If you have a multi-step approval            Workflow allows multiple approval steps. If it is not readily               1/27/2010
                            Workshop - Purchasing   Purchasing                       process, can that be set up in your          apparent how you can setup your existing approval processes using
                                                                                     workflow?                                    workflow, please contact the Sunflower Project for help. We can
                                                                                                                                  help you find the best workflow configuration for your agency. In
                                                                                                                                  some cases, portions of the approval process may need to be
                                                                                                                                  conducted outside of SMART.

        526        9/2/2009 Business Process        Functional -    Requisition      If you have a requisition with 5 different   It can. If the vendor isn't the same, it will create different purchase     9/21/2009
                            Workshop - Purchasing   Purchasing                       item lines, will it create 5 different       orders, one for each different vendor.
                                                                                     Purchase Orders?
        552        9/2/2009 Business Process        Functional -    Requisition      Is a requisition ID the same as the          No, they are different numbers, but they are connected. Reports             9/21/2009
                            Workshop - Purchasing   Purchasing                       Purchase Order ID?                           will show the link between the requisition ID and the Purchase
                                                                                                                                  Order ID. An approved requisition automatically creates the
                                                                                                                                  Purchase Order.



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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                              Date Last
   ID         Date Received          Source              Category        Subcategory                     Question                                                 Answer
                                                                                                                                                                                                              Updated
        521        9/2/2009 Business Process        Functional -     Requisition         Is the funding information available to   Yes, it can be changed at any time.                                          9/21/2009
                            Workshop - Purchasing   Purchasing                           be changed until the Purchase Order is
                                                                                         issued?
        525        9/2/2009 Business Process        Functional -     Requisition         Requisition exists with 5 items, you      The items will remain on the requisition until you cancel, close or         9/21/2009
                            Workshop - Purchasing   Purchasing                           source 3 items to a purchase order,       source the remaining lines on the requisition.
                                                                                         what happens with the other 2 items?

        550        9/2/2009 Business Process        Functional -     Requisition         We have staff that go to local businesses No, but if they do not go through the Purchase Order process, the           9/21/2009
                            Workshop - Purchasing   Purchasing                           to make purchases via their BPC card      funds will not be encumbered.
                                                                                         and bring their invoices back. Do we
                                                                                         need to create a requisition or Purchase
                                                                                         Order for these items?

        551        9/2/2009 Business Process        Functional -     Requisition         What is the process if there is an        The agency may internally assign a temporary Purchase Order                 9/21/2009
                            Workshop - Purchasing   Purchasing                           emergency purchase and the vendor         number to verbally provide the vendor. Then when the system is
                                                                                         needs a Purchase Order number? (After     available, the transaction may be entered. The temporary Purchase
                                                                                         hours)                                    Order number may be entered in the Purchase Order Reference
                                                                                                                                   field. The vendor should be advised of the correct Purchase Order
                                                                                                                                   ID at that time.
        834        9/2/2009 Business Process        Functional -     Requisition         What tools exist for the requisitioner to Several SMART reports exist for users to manage requisitions,               11/4/2009
                            Workshop - Purchasing   Purchasing                           manage the budget and to know what        including GLS8020
                                                                                         requisitions to approve?                  (http://www.da.ks.gov/smart/Documents/SampleReports_Commit
                                                                                                                                   ment_Control_20091001.pdf). Queries will also exist to find
                                                                                                                                   balances of funds and any outstanding encumbrances.
        510        9/2/2009 Business Process        Functional -     Requisition         When entering a requisition, will the     No, agencies will need to enter asset business unit and profile ID for      9/21/2009
                            Workshop - Purchasing   Purchasing                           system determine it is an asset based on the asset data to flow to Asset Management.
                                                                                         the amount or object code?
        513        9/2/2009 Business Process        Functional -     Requisition         Will funding information be defaulted     No, the requestor will have to have default funding.                        9/21/2009
                            Workshop - Purchasing   Purchasing                           for every requisition?
        520        9/2/2009 Business Process        Functional -     Requisition         Will SMART automatically convert fiscal No, you will have to update the requisition with the new funding              9/21/2009
                            Workshop - Purchasing   Purchasing                           information from one fiscal year to the information to the correct funding information.
                                                                                         next fiscal year?
        529        9/2/2009 Business Process        Functional -     Requisition         Will the approver receive an email        Yes, the approver will receive email notification.                          9/21/2009
                            Workshop - Purchasing   Purchasing                           notification?
        535        9/2/2009 Business Process        Functional -     Requisition         Will workflow be configured to route by No, workflow will be configured to route to specific individuals              9/21/2009
                            Workshop - Purchasing   Purchasing                           department ID – based on ChartFields so which will be covered during workflow workshops this winter.
                                                                                         requisitions will it go to different
                                                                                         people?
        514        9/2/2009 Business Process        Functional -     Roles and           How many requisitioners do you have to That depends on your agency. You can have a centralized process                9/21/2009
                            Workshop - Purchasing   Purchasing       Responsibilities    have, one or many?                        or multiple people entering requisitions. Agencies will need to
                                                                                                                                   consider what works best for their business practices.

        622        9/2/2009 Business Process        Functional -     Roles and           One agency purchases items for another We are working with each agency based on results of the Multi-                 1/27/2010
                            Workshop - Purchasing   Purchasing       Responsibilities/   agency, how will this work with SMART? Agency Transaction sent to all agencies in December.
                                                                     Security            Will this be a security set up?

        835        9/2/2009 Business Process        Functional -     Roles and           Can Security be configured so you can     We are working with each agency based on results of the Multi-              1/27/2010
                            Workshop - Purchasing   Purchasing       Responsibilities/   receive for another agency?               Agency Transaction sent to all agencies in December.
                                                                     Security
        464      8/31/2009 Business Process         Data Warehouse   Reports             Can you run reports with greater than or Yes, date ranges and date criteria are common query and reporting            9/23/2009
                           Workshop - Asset         and Reporting                        less than dates?                         prompts. This depends on the specific report.
                           Management
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                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
   ID         Date Received         Source           Category          Subcategory                      Question                                                 Answer
                                                                                                                                                                                                          Updated
        483      8/31/2009 Business Process    Data Warehouse       Reports             Will agencies be able to get reports in   Yes, agencies will be able to get reports in either format.               9/23/2009
                           Workshop - Asset    and Reporting                            either PDF or Excel format?
                           Management
        477      8/31/2009 Business Process    Functional - Asset   Asset Management An asset will stay on the agencies      Yes, the location code will reflect the new location.                         9/23/2009
                           Workshop - Asset    Management                            inventory even though you don't have it
                           Management                                                anymore?
        453      8/31/2009 Business Process    Functional - Asset   Asset Management Are the location codes agency defined? Yes, agencies were asked to provide required specific location data            9/23/2009
                           Workshop - Asset    Management                                                                    in an agency task. The values assigned to each specified location in
                           Management                                                                                        the table, Location Code, will be maintained centrally.

        461      8/31/2009 Business Process    Functional - Asset   Asset Management Can you assign an asset to a specific    No, you can assign an asset to an employee, but not to a specific            9/23/2009
                           Workshop - Asset    Management                            position number instead of assigning the position. The best practice approach to ensure that only valid
                           Management                                                asset to an employee/employee ID?        values are populated is to select an EmplID and allow the system to
                                                                                                                              populate the Custodian based on that selection.

        473      8/31/2009 Business Process    Functional - Asset   Asset Management Can you enter all the information on the No, it won't be an asset until the process of creating an asset is           9/23/2009
                           Workshop - Asset    Management                            asset the same time you do a             complete. Fields that can be completed on the Purchase Order or
                           Management                                                requisition?                             the Requisition that flow upstream to Asset Management are
                                                                                                                              Description, Tag Number and EmplID. Fields that can be completed
                                                                                                                              on the Receipt (in addition to those above) are Serial ID,
                                                                                                                              Manufacturer, Model, and Location. Once the asset is created in
                                                                                                                              Asset Management, numerous other descriptive fields can be
                                                                                                                              populated. As an example, SubType values will be assigned on the
                                                                                                                              asset record after it is created in Asset Management.
        454      8/31/2009 Business Process    Functional - Asset   Asset Management Could an asset be tracked down to an         Yes, you can associate an asset with a specific employee, called a       9/23/2009
                           Workshop - Asset    Management                            employee's office?                           custodian. Assets can be assigned a Location and an Area Definition
                           Management                                                                                             to track its physical location. Location is primarily defined at
                                                                                                                                  building level, Area Definitions are primarily defined at the
                                                                                                                                  floor/room level.
        476      8/31/2009 Business Process    Functional - Asset   Asset Management Do agencies need to record proceeds          Yes, it is important to record proceeds because that allows the          9/23/2009
                           Workshop - Asset    Management                            from selling an asset in Asset               system to calculate a gain/loss on the sale. In the case of a “sale,”
                           Management                                                Management?                                  after recording the depreciation through the date of the sale, the
                                                                                                                                  next step is to calculate whether there is a gain or loss. To
                                                                                                                                  determine whether there is a gain or loss, compare the book value
                                                                                                                                  of the asset (cost less accumulated depreciation) to the proceeds
                                                                                                                                  from the sale. If the proceeds are higher, then you have a gain. If
                                                                                                                                  the proceeds are lower than the book value, then you have a loss.
                                                                                                                                  Gains are credited to a revenue account called “Gain from Sale of
                                                                                                                                  Asset” (or something similar.) Losses are debited to an expense
                                                                                                                                  account, called “Loss from Sale of Asset” (or something similar.)
                                                                                                                                  The journal entry will record the proceeds, take the asset’s book
                                                                                                                                  value off the books (by debiting the accumulated depreciation to
                                                                                                                                  date and crediting the asset’s cost), and record the gain or loss.

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

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

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

        463      8/31/2009 Business Process    Functional - Asset   Asset Management Is there anything that would tell you        No, there is no flag or notification, but a query could be created to           9/23/2009
                           Workshop - Asset    Management                            that a warranty, etc is about to expire?     see what items are about to expire.
                           Management
        475      8/31/2009 Business Process    Functional - Asset   Asset Management Is there depreciation if we transfer non- No, depreciation only affect capitalized assets.                                   9/23/2009
                           Workshop - Asset    Management                            capital assets?
                           Management
        481      8/31/2009 Business Process    Functional - Asset   Asset Management Is there something in the system that        No, there is no notification for this as it is a process outside of the         9/23/2009
                           Workshop - Asset    Management                            would notify agencies that an item was       system handled by State Surplus.
                           Management                                                sold or for how much?

        474      8/31/2009 Business Process    Functional - Asset   Asset Management Our agency doesn't do depreciation.          The accumulated depreciation is historically recorded for an asset.             9/23/2009
                           Workshop - Asset    Management                            How will the accumulated depreciation        The transfer value is the net book value.
                           Management                                                be transferred?


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                                                                         Sunflower Project Questions and Answers
                                                                                                                                                                                                           Date Last
   ID         Date Received         Source           Category          Subcategory                      Question                                                Answer
                                                                                                                                                                                                           Updated
        456      8/31/2009 Business Process    Functional - Asset   Asset Management What if a project never completes, but      If the project does not complete, the costs accumulated to date can         9/23/2009
                           Workshop - Asset    Management                            the development to date needs to be         be integrated into Asset Management.
                           Management                                                accounted for in Asset Management?

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

        445      8/31/2009 Business Process    Functional - Asset   Asset Management When an agency pays for a warranty,         No, the warranty information will need to be entered specifically          9/23/2009
                           Workshop - Asset    Management                            will that information automatically flow    for that asset.
                           Management                                                into Asset Management?

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

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

        470      8/31/2009 Business Process    Functional - Asset   Conversion          What assets will be converted to         Agencies must provide all reportable asset data for conversion into        9/23/2009
                           Workshop - Asset    Management                               SMART?                                   SMART. Agencies also have the ability to convert non-reportable
                           Management                                                                                            assets if they choose. Retired and disposed assets will not be
                                                                                                                                 converted into SMART.
        484      8/31/2009 Business Process    Functional - Asset   Reports             How many years will the asset            Current asset data will be available for the useful life of the asset.     10/1/2009
                           Workshop - Asset    Management                               information be kept in SMART?            There is currently not a strategy for archiving data and one is not
                           Management                                                                                            likely to be developed within the first year of SMART usage. All
                                                                                                                                 asset data entered in production will remain there at least until an
                                                                                                                                 archiving strategy is developed.
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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                          Date Last
   ID         Date Received         Source           Category           Subcategory                   Question                                                  Answer
                                                                                                                                                                                                          Updated
        468      8/31/2009 Business Process     Functional - Asset   Reports          Is the DA-87 required for August 2010 or Yes, the DA-87 will still need to be completed for the Fiscal Year           9/23/2009
                           Workshop - Asset     Management                            will SMART have the information to       ended 2010. This is because only the capital asset balances as of
                           Management                                                 gather the data electronically?          June 30, 2010 will be converted. The transactional events
                                                                                                                               (acquisitions, disposals, corrections/changes and transfers) that
                                                                                                                               cause changes from the June 30, 2009 ending balance to June 30,
                                                                                                                               2010 ending balance will not be recorded in SMART. Agencies can
                                                                                                                               look forward to completing the DA-87 for FY2009 and FY2010. The
                                                                                                                               form will be retired for fiscal year ending June 30, 2011.
        449      8/31/2009 Business Process     Functional -         Purchase Order   How can purchase orders be sent to a      Dispatching can be done multiple ways, via email, phone, fax, etc.        12/16/2009
                           Workshop - Asset     Purchasing                            vendor?
                           Management
        448      8/31/2009 Business Process     Functional -         Purchase Order   Will purchase orders be created within    Yes, purchase orders will be created within the Purchasing Module          9/23/2009
                           Workshop - Asset     Purchasing                            SMART?                                    in SMART.
                           Management
        482      8/31/2009 Business Process     General Enterprise   Agency Impact    Is the Agency Impact Analysis worksheet Yes, it's on the SMART website http://www.da.ks.gov/smart/                   9/23/2009
                           Workshop - Asset     Readiness            Analysis         available online?                       located under the CAN tab.
                           Management
        480      8/31/2009 Business Process     General Enterprise   CAN Meetings     During the discussions, it was            Yes, additionally, previous CAN materials are available on the             9/23/2009
                           Workshop - Asset     Readiness                             mentioned that questions from today's     SMART website at: http://www.da.ks.gov/smart/.
                           Management                                                 workshop would be covered at the next
                                                                                      CAN meeting, right?

        494      8/26/2009 August Monthly       Data Conversion      Configuration    Are the configuration values posted?      The configuration values needed by agencies for use in their               8/26/2009
                           Conversion Meeting                        Values           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    How will I know about changes that are    The Sunflower Project will send out a project communication                8/26/2009
                           Conversion Meeting                        Values           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    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                        Values           whole agency?                             for all modules. The Business Unit values have been published and
                                                                                                                                are located on the SMART website at http://www.da.ks.gov/smart/.

        496      8/26/2009 August Monthly       Data Conversion      Configuration    Why aren't all the configuration values   For some of them, the list of values is really long-- hundreds, or         8/26/2009
                           Conversion Meeting                        Values           listed in the file layout or data entry   even thousands, of values. This is why we are publishing separate
                                                                                      template?                                 lists 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    Will the configuration values work for    Yes, configuration values are also for interfaces.                         8/26/2009
                           Conversion Meeting                        Values           interfaces as well?


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                                                                          Sunflower Project Questions and Answers
                                                                                                                                                                                                                    Date Last
   ID         Date Received         Source           Category            Subcategory                      Question                                                     Answer
                                                                                                                                                                                                                    Updated
        493      8/26/2009 August Monthly       Data Conversion      Project Plans       Do we need a separate plan from the            No, for Task 215, we want to know which conversions you plan to               8/26/2009
                           Conversion Meeting                                            project plan for conversion for Agency         participate in, how many transactions you will convert, and which
                                                                                         Task 215?                                      conversion methods you plan to use.
        495      8/26/2009 August Monthly       Data Conversion      Testing             If everything works with the first test file   If you've had no changes in your inventory and the data is still the         8/26/2009
                           Conversion Meeting                                            that is sent for the assembly test (and        same, then we wouldn't need a new file submitted. However, if
                                                                                         there are no errors/issues), do we have        there are new records or data has been updated, we will want
                                                                                         to submit subsequent files for future          another file.
                                                                                         testing efforts (the mock conversion)?

        506      8/26/2009 August Monthly       Functional -        Interfund            Will SOKI groups exist in SMART for            The SMART Interfund Process notification modification is still in            10/5/2009
                           Conversion Meeting   Accounts Receivable                      interfunds?                                    design, but in general the process will provide a drop down box of
                                                                                                                                        choices for the user to select the reciprocating agency contact for
                                                                                                                                        notification. The Interfund initiating agency will identify the
                                                                                                                                        reciprocating agency on the transaction. SMART will use that
                                                                                                                                        agency/business unit information to call up the agency interfund
                                                                                                                                        contacts to be displayed in the drop down box. The contacts listed
                                                                                                                                        may be individuals or an email group defined by that agency. So,
                                                                                                                                        the user will choose the contact much like today in SOKI.
        502      8/26/2009 August Monthly       Functional - Asset   Asset Management Can we send Position # for an asset,              No, the custodian of an asset must be a person.                              8/26/2009
                           Conversion Meeting   Management                            instead of Employee ID?
        606      8/26/2009 August Monthly       Functional - Asset   Asset Management Can you define what constitutes a                 Asset acquired through a capital lease must be tracked in SMART. A           9/28/2009
                           Conversion Meeting   Management                            leased asset that must be tracked in              capital lease is treated as a financial asset. It has a lease term and
                                                                                      SMART?                                            lease payment amount. The lease is carried on the balance sheet
                                                                                                                                        and is periodically
                                                                                                                                        depreciated. A capital lease meets the following criteria under FASB
                                                                                                                                        13:
                                                                                                                                        • There is an ownership transfer at the end of the lease.
                                                                                                                                        • The lease contains a bargain purchase option (BPO).
                                                                                                                                        • The lease term is 75 percent or more of the asset life.
                                                                                                                                        • The present value of the minimum lease payment is 90 percent or
                                                                                                                                        more of the fair market value of the asset.

                                                                                                                                        Operating leases may be tracked in SMART. An operating lease is
                                                                                                                                        treated as a nonfinancial asset to which no cost information is
                                                                                                                                        associated. It is normally expensed and can include rent and
                                                                                                                                        monthly payments that are expensed periodically. An operating
                                                                                                                                        lease is any lease that does not meet the criteria under FASB 13. An
                                                                                                                                        example of an operating lease is the equipment leased through the
                                                                                                                                        Statewide Copier Contract. The majority of leases of real property
                                                                                                                                        (land, building, or space in buildings) are also common examples of
        491      8/26/2009 August Monthly       Functional - Asset   Asset Management If an agency does not currently track             It is recommended that you go back and get all information tied to           8/26/2009
                           Conversion Meeting   Management                            assets and wants to track them in                 that asset, if possible.
                                                                                      SMART, will they have to go back and
                                                                                      get the date of purchase and price of
                                                                                      the asset? Or can I estimate or not put
                                                                                      those values?




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                                                                             Sunflower Project Questions and Answers
                                                                                                                                                                                                                            Date Last
   ID         Date Received         Source              Category            Subcategory                      Question                                                       Answer
                                                                                                                                                                                                                            Updated
        487      8/26/2009 August Monthly          Functional - Asset   Asset Management What do you consider an asset? I          Yes, machinery, vehicles, land, and buildings could also be                                8/26/2009
                           Conversion Meeting      Management                            consider this to be furniture, computers, considered assets. Reportable assets (assets greater than $5,000)
                                                                                         desks. Is that what you're looking for?   are assets tracked for financial reporting on the statewide CAFR.
                                                                                                                                   Non-reportable assets (assets valued at less than $5,000) are assets
                                                                                                                                   tracked for physical and audit purposes.

        503      8/26/2009 August Monthly          Functional - Asset   Asset Management What if the custodian is not a person?    The process for this in the future is that the custodian for an asset                     8/26/2009
                           Conversion Meeting      Management                            For example-- if there is a computer in a must be a person. The person who has stewardship of the pickup
                                                                                         pickup truck, we consider the truck to    truck is also the custodian of the computer.
                                                                                         be the custodian.

        489      8/26/2009 August Monthly          Functional - Asset   Conversion           Can we convert assets after go-live?         Only assets under $5,000 can be entered online after the system                    8/26/2009
                           Conversion Meeting      Management                                                                             goes live. You will have to key them in yourselves online, as there
                                                                                                                                          will not be the ability to load assets via a flat file or Excel file after
                                                                                                                                          go-live. For capitalized assets (assets $5,000 and greater), they
                                                                                                                                          must be converted prior to SMART go-live.

        507      8/26/2009 August Monthly          Functional - Asset   Conversion           Can you do online entry for assets after     If it's a capital asset over $5,000, it has to be converted prior to go            8/26/2009
                           Conversion Meeting      Management                                go live?                                     live using the Excel file or flat file upload.
        499      8/26/2009 August Monthly          Functional - Asset   Conversion           Do I have to send all my assets by           No, it is alright to just send a snapshot of your assets for this                  8/26/2009
                           Conversion Meeting      Management                                September 21?                                assembly test. However, for the test file that is due on 11/5/09
                                                                                                                                          (and any due after that date), you must send all assets.

        488      8/26/2009 August Monthly          Functional - Asset   Conversion           Do we have to convert an asset if its        No, only assets that cost $5,000 or more must be converted prior to                8/26/2009
                           Conversion Meeting      Management                                cost is under $5,000?                        go-live.
        490      8/26/2009 August Monthly          Functional - Asset   Conversion           If I want to convert assets with help        Yes, assets greater than $5,000 must be converted prior to go-live.                8/26/2009
                           Conversion Meeting      Management                                from the Sunflower Project, is this the      Also, during the project the agency has the opportunity to load
                                                                                             time to do it?                               their other assets (under $5,000) via a flat file with project
                                                                                                                                          resources to help with any issues. After go-live agencies will need
                                                                                                                                          to enter those assets online.
        504      8/26/2009 August Monthly          Functional - Asset   Conversion           Is Employee ID required for asset            No, employee ID is not required for asset conversion.                              8/26/2009
                           Conversion Meeting      Management                                conversion?
        492      8/26/2009 August Monthly          Functional - Asset   Conversion           Is the asset conversion excel file data      Yes, it is posted on the secure part of the SMART website at                       8/26/2009
                           Conversion Meeting      Management                                entry template available?                    http://www.da.ks.gov/smart/.
        486      8/26/2009 August Monthly          Functional - Asset   Conversion           Will there be a central conversion for all   No, agencies need to send vehicles that need to be converted in                    8/26/2009
                           Conversion Meeting      Management                                cars?                                        their conversion files.
        505      8/26/2009 August Monthly          Functional - Asset   File Layouts         We have assets we bought 10 years ago        You could send that information in the Long Description field in the               8/26/2009
                           Conversion Meeting      Management                                with an old project number that is not       conversion file. If you do, it will be tracked in a
                                                                                             active. We want to retain that               comment/description field in SMART for reference purposes.
                                                                                             information for historical purposes. How
                                                                                             do we do that?
        501      8/26/2009 August Monthly          Functional -         Chart of Accounts    Was the Agency Use ChartField defined        Yes, agencies submitted the values for this via Task 211.                          8/26/2009
                           Conversion Meeting      General Ledger                            by agencies?
        255      8/26/2009 Business Process        Functional - General SpeedCharts          How much will SpeedCharts help in            SpeedCharts provide a tool (SpeedChart code) to enter routinely                    10/1/2009
                           Workshop - General                                                transaction processing?                      used ChartFields or ChartField strings. At the time of data entry the
                           Ledger and Commitment                                                                                          SpeedChart code is selected reducing key strokes and data entry
                           Control                                                                                                        errors. SpeedCharts are available in Purchasing, Accounts Payable,
                                                                                                                                          Accounts Receivable, and Travel and Expense.




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

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

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

        252      8/26/2009 Business Process        Functional -           Error Processing     How will an end-user know if there was     Some things will error out immediately during the transaction              9/16/2009
                           Workshop - General      General Ledger                              an error?                                  process. For example, if a ChartField is entered incorrectly, the
                           Ledger and Commitment                                                                                          ChartField itself will turn red. Other edits and budget checking will
                           Control                                                                                                        occur in a batch (with some exceptions). The batch schedule has
                                                                                                                                          not been determined at this point, but you will need to go into the
                                                                                                                                          system and review those transactions that have errored.

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




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               Sunflower Project Questions and Answers - Documentation

112a: Customer Information Page




112b: Customer Information Page




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               Sunflower Project Questions and Answers - Documentation


112c: Contact Information Page




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