Get documents about "Sample Requisition Forms in Hotel - Excel
Description
Sample Requisition Forms in Hotel document sample
Document Sample
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
960 1/29/2010 Change Agent Network Functional - General Chart of Accounts Will the "old" now unused SHaRP No, department information supplied for the SMART task is not 1/20/2010
Meeting #8 Ledger Department ID codes be transferred to being forwarded to SHARP.
SMART? How will those old Department To change or delete existing departments in SHaRP, please send a
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 - Projects SpeedCharts When we update the SpeedChart task in Yes, Task ID 201 can be updated in the Spring and Project ID's can be 1/20/2010
Meeting #8 and Grants the Spring, will we be able to add Project added.
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 this how database table structures and data origins work. Power user
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 1 of 88 Printed 8/9/2011
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 be 1/20/2010
Meeting #8 work with for document management reached at Randy.Kennedy@da.ks.gov or at 785.296.2125.
system approval?
945 1/20/2010 Change Agent Network Functional - General Budget Check What does tracking with budget mean? Track with budget means you are required to enter a valid 1/20/2010
Meeting #8 Ledger ChartField combination or the transaction will fail budget check.
948 1/20/2010 Change Agent Network Functional - General 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 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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 2 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
947 1/20/2010 Change Agent Network Functional - General Chart of Accounts We want to make changes to our SMART If these codes will be used in SHaRP, agencies can send a list of all 1/20/2010
Meeting #8 Ledger Department ID's. We were told that we Department ID’s they want to use in SMART to Patti Pearce at
had to wait until March to make these patti.pearce@da.ks.gov and she will enter them in SHaRP. Agencies
changes. Can we request those changes need to submit new Combo Codes for all valid funding combinations
now? 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 to The details of the process are still being evaluated. We will discuss 1/20/2010
Meeting #8 Purchasing be entered into SMART, before or after this topic in more detail at CAN9 to be held February 17, 2010.
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 order and putting them into a requisition. The requisition still has to go
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 3 of 88 Printed 8/9/2011
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 be Purchase Order, reviewed by the Buyer and then it is dispatched.
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 key this topic in more detail at CAN9 to be held February 17, 2010.
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 for We are still in the process of identifying agencies for user 1/20/2010
Meeting #8 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 Interface testing is specific to agencies that are interfacing 1/20/2010
Meeting #8 testing and user acceptance testing? transactions into SMART. User Acceptance Testing is on-line 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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 4 of 88 Printed 8/9/2011
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 Windows
certification of Windows 7 compatibility? 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. Keep
Fiscal Office? 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 one If your agency only has one department, then that is all you will 1/25/2010
Session 6 Accounts Payable department. What department range do select for the range.
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 5 of 88 Printed 8/9/2011
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 Travel to-date in SMART post go-live. The post go-live maintenance
& Expense, but a year from now, they process is still being developed. The details will be shared at future
end up needing to travel? CAN meetings.
1101 1/14/2010 Role Mapping Workshop - Functional - General Chart of Accounts If we have a new Service Location since We will work with agencies to make sure that updates to ChartFields 1/25/2010
Session 6 Ledger the User Role Workbook was created, are included in role mapping. If you have questions, contact your
how can we add it? Agency Liaison.
1110 1/14/2010 Role Mapping Workshop - Functional - General 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 Ledger entries initiated by Central for their were initiated by Accounts & Reports.
agency?
1108 1/14/2010 Role Mapping Workshop - Functional - General Journal Entry Will there be any GL journal entries that Yes, statutory transfers and monthly Average Daily Balance 1/25/2010
Session 6 Ledger will be initiated Centrally? Will workflow transactions created centrally. There is no workflow on transactions
be involved for those journal entries? generated by Accounts & Reports staff, as this is the final level of
Approval.
1093 1/14/2010 Role Mapping Workshop - Functional - General 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 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 - General Roles and If someone is listed as a Level 3 Approver Yes, the GL Processor role is required for anyone who has a GL 1/25/2010
Session 6 Ledger Responsibilities for GL, is all General Ledger training Approver role. This means that training for the GL Processor role is
required? Do they also have to attend also required.
training for the GL Processor role?
1095 1/14/2010 Role Mapping Workshop - Functional - General 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 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 - General Workflow Is there any functionality to notify the No, journal entries initiated by Accounts & Reports do not have 1/25/2010
Session 6 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 Purchasing can only be in one Purchasing approval level.
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 the
funding line listed for each individual. transaction.
What if there is more than one line of
funding for an individual?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 6 of 88 Printed 8/9/2011
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 not
even if they are not entering their own be entering their own transactions, they would need to have a Proxy
transactions? or Proxies assigned. Otherwise, they would need the Expense
Processor role which requires training.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 7 of 88 Printed 8/9/2011
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 - General 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 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 - General Roles and If someone processes vouchers, do they No, they would only need to be in GL Workflow if they are approving 1/25/2010
Session 7 Ledger Responsibilities need to be in the General Ledger journal entries in GL.
workflow?
1133 1/14/2010 Role Mapping Workshop - Functional - Purchase Order Can I have a user listed as a Kansas Buyer Yes, you can have a user who needs to perform the functions listed 1/25/2010
Session 7 Purchasing who is not in Purchasing workflow? for the Kansas Buyer, but not be in the requisition 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 Service Center, will the director still need involved in Service Center is being determined. Details will be
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 SMART No, nothing in SMART will validate separation of duties. Your 1/25/2010
Session 7 Responsibilities that would make sure that conflicting agency needs to consider this when completing the role mapping
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 8 of 88 Printed 8/9/2011
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 non- Those individuals would be added as non-employees in role 1/25/2010
Session 7 Responsibilities employees who require security access mapping.
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 map roles that employees will require.
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 go- still be offered, however at this time, we do not have a definite
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 will Web-based training will be available and Instructor-led training will 1/25/2010
Session 7 they gain access to SMART? Will there still be offered, however at this time, we do not have a definite
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 9 of 88 Printed 8/9/2011
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 have
how will these changes be updated for 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 to 1/25/2010
Session 5 Responsibilities employees that are in the User Role STARS, contact Dan Escher in Accounts & Reports at 785.296.6943.
Workbook that currently have access to For inquires related to SOKI, contact Randy Kennedy in Accounts &
STARS or SOKI? 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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 10 of 88 Printed 8/9/2011
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 Service
know for sure whether or not we are 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-live. 1/25/2010
Session 5 map to roles after the May 14th If there are late changes, there will be less availability and fewer
deadline? 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 automatically approve at the user's highest level of approval.
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 an 1/25/2010
Session 1 Accounts Payable employee's travel and/or expense employee, the transaction must be done within the Travel &
reimbursement instead of processing the Expense module.
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 11 of 88 Printed 8/9/2011
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 - General Chart of Accounts Can the default ChartField settings be Yes, default ChartField settings can be overridden when the 1/25/2010
Session 1 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 "ShipRequestor from the office for which the item needs to be sent.
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 For issues regarding Tumbleweed, contact your technical support 1/25/2010
Session 1 Administration Tumbleweed secure email. How can I staff and/or DISC. You can contact DISC at 785.296.4999 to get your
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 12 of 88 Printed 8/9/2011
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 associated Yes, an AP Approver can be associated to one, multiple or all origin 1/25/2010
Session 2 Accounts Payable Responsibilities to one origin code, can AP Approvers be codes.
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, but SMART for Travel & Expense.
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 if 1/25/2010
Session 2 Accounts Payable listed as a Payee in Travel & Expense? you do not believe that they would ever travel or need to be
reimbursed.
1067 1/6/2010 Role Mapping Workshop - Functional - General 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 Ledger for a Requestor or Payee online? entering the transaction.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 13 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
1063 1/6/2010 Role Mapping Workshop - Functional - General Chart of Accounts Is service location optional? Yes, service location is optional. 1/25/2010
Session 2 Ledger
1042 1/6/2010 Role Mapping Workshop - Functional - General 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 Ledger Approver, does that mean if they enter a they enter the journal entry, it will automatically be approved.
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 request You can have Ad-Hoc Approvers for the purpose of approvals based 1/25/2010
Session 2 Purchasing the item, the Approver 1 will approve on commodities. This would specific to each situation.
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?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 14 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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.
1044 1/6/2010 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 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 workflow. 1/25/2010
Session 2 Responsibilities Purchasing workflow? Users can be mapped to the role in the User Role Workbook on the
User Roles tab.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 15 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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.
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-live. 1/25/2010
Session 2 access and trained if they are hired after If there are late changes, there will be less availability and fewer
the end of the role mapping 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 are Yes, the conversion files should contain all of the assets that your 12/17/2009
Conversion Meeting Management supposed to submit with our asset data agency currently has and plans to convert as of the date the file is
entry templates, we are asked to verify produced.
that the file contains all assets that we
plan to convert to SMART. If we acquire
assets later this fiscal year, can we
include them in future mock conversion
files?
886 12/17/2009 December Monthly Functional - Asset Conversion How should split-funded assets be You should send one line for the asset in your conversion file. You 12/17/2009
Conversion Meeting Management handled in the assets conversion file can make a note of the historical funding information in the
when the funds no longer exist? DESCR_LONG field. If this scenario applies to your agency, please do
not hesitate to contact the project for further guidance.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 16 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
883 12/17/2009 December Monthly Functional - Asset File Layouts In the asset conversion file, what fund Historical funds will not be added to the SMART chart of accounts 12/17/2009
Conversion Meeting Management code should be used for assets that were for the purpose of data conversion. If a fund is not to be established
acquired with a fund that was valid at as a valid value in SMART, it cannot be sent in the Fund field of your
the time of acquisition but that is no assets conversion file. Since it is important to retain funding
longer a part of the chart of accounts? information for historical reference purpose, you should include this
information as a note in the Long Description field of your
conversion file.
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.
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 reciprocating description as well, however DISC and STO will use mass approval
agency know what they are paying for? which doesn’t allow them to send notification.
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 - General 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 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 - General 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 Ledger correction to a journal from INF06? flagged after the journals have been loaded into the system.
892 12/10/2009 December Monthly Functional - General Error Processing If there are online errors, how would you Users can view all the journal errors online. The online page shows 1/21/2010
Interface Meeting Ledger 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 - General 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 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 one 40157
Interface Meeting mode? file, but rather it will processed individually.
899 12/10/2009 December Monthly Interface Batch Schedule Will all of the batch processing details be There are two different batch schedules. The mini-batch setup is 12/10/2009
Interface Meeting determined by January 15th? due by January 15th. The production schedule will be determined at
a later stage in the process.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 17 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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 has
identified? 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.
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 can 1/21/2010
Interface Meeting leading zeroes between the sign and the 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?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 18 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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.
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 the since agencies will be able to access the online environment from
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 - General Budget Check When does the budget checking process Budget checking occurs when the GL Processor enters the journal 12/24/2009
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 - General Interfund Are interfund transactions processed via No, interfund transaction are routinely processed via the Interfund 12/24/2009
Ledger GL journal entries? page and ultimately as Accounts Payable and Accounts Receivable
transactions.
979 12/8/2009 Workflow Workshop Functional - General Journal Entry Are all approvals retained/attached to We will provide additional information as it becomes available. 12/24/2009
Ledger the journal entry even when they are
denied or recycled?
978 12/8/2009 Workflow Workshop Functional - General 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
Ledger Purchase Order with a journal entry in journal entry in GL.
GL?
976 12/8/2009 Workflow Workshop Functional - General Journal Entry Do journal entries from sub-modules, Journal entries are created in sub-modules, like Accounts Payable 12/24/2009
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 - General Journal Entry How long will journal entries sit in No, journal entries will remain unapproved until they are approved 12/24/2009
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 - General Journal Entry Is there a way to attach supporting No, attaching documentation will not be available for journal 12/24/2009
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 - General 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
Ledger have not processed and why?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 19 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
975 12/8/2009 Workflow Workshop Functional - General Journal Entry Should an agency process all journal Yes, in order to create the best possible historical information. 12/24/2009
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 - General Journal Entry Who can delete a GL journal entry? The Processor, Approver 1, Approver 2, Approver 3 and Division of 12/24/2009
Ledger Accounts and Reports can all delete a GL journal entry.
965 12/8/2009 Workflow Workshop Functional - General Journal Entry Will summary GL journal entries This is a Division of Accounts & Reports policy decision that is yet to 12/24/2009
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 - General 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
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 - General Roles and Can an agency establish Approvers by No, the roles are agency-wide, not by Department. GL Approver 12/24/2009
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 - General Roles and Can an agency establish pools of Yes, GL Approver levels are set up as pools of approvers. Agencies 12/24/2009
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 - General Roles and Can roles be set up by Department No, the roles are agency-wide, not by Department. The roles are 12/24/2009
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 - General Roles and For an office with limited fiscal staff, if We recommend not assigning all GL Processors the Level 3 Approver 12/24/2009
Ledger Responsibilities everyone is assigned GL Processor and role. Also, for the GL workflow, the final step of approval will be
Approver roles, how are we ensured Division of Accounts & Reports staff.
there are proper checks and balances?
971 12/8/2009 Workflow Workshop Functional - General Roles and How will establishing pools of General An agency that has two or more employees with the same level of 12/24/2009
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 contract. 12/24/2009
Purchasing contract, does SMART know? The Buyer will need to validate and apply the appropriate contract
number to each requisition line.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 20 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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?
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 system 12/24/2009
Purchasing Purchasing workflow approvers? 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 multiple A user may appear in the Requestor workflow step and at most one 12/24/2009
Purchasing Responsibilities levels; such as someone listed as an Approval step for Purchasing.
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 21 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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.
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 user.
Purchasing workflow? 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 user he/she may remotely work approvals or designate an alternate user.
for Purchasing? 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?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 22 of 88 Printed 8/9/2011
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 for Yes, a Supervisor may be set up as the Expense Proxy for any of their 1/12/2010
Accounts Payable their employees in Travel & Expense employees. If the Supervisor is also listed as the Expense Proxy,
workflow? 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 Travel Approver would need a viewer role in order to see expense
& 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?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 23 of 88 Printed 8/9/2011
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 next Yes, Accounts Payable workflow will push a voucher to the next step 1/12/2010
Accounts Payable step after it has been approved at the of the approval process.
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 still 1/12/2010
Accounts Payable purchasing? 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 back 1/12/2010
Accounts Payable Director who is the approver, will the up for the Director, or perhaps use the alternate approver.
voucher auto-approve?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 24 of 88 Printed 8/9/2011
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 - General Encumbrances How will encumbrances be created? Blanket encumbrances (formerly DA118's) will be created via GL 12/24/2009
Ledger journal entries. These do not follow GL workflow.
1160 12/3/2009 Workflow Workshop Functional - General Interfaces When an agency uses INF06 to submit The system utilizes an “Integration Broker”. Essentially, the 12/24/2009
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 - General Journal Entry Can a GL Approver make corrections to a Yes, a GL Approver may make corrections to a transaction if they 12/24/2009
Ledger journal entry? also are assigned a Processor role.
1158 12/3/2009 Workflow Workshop Functional - General 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
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 - General Journal Entry Can one person be a Level 2 Approver for No, the approval level is set for all journal entries in General Ledger 12/24/2009
Ledger some journal entries and a Level 3 Workflow.
approver for other journal entries in
General Ledger Workflow?
1144 12/3/2009 Workflow Workshop Functional - General Journal Entry Can the Division of Accounts & Reports Yes, if Accounts & Reports deny a journal entry, they will send it 12/24/2009
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 - General Journal Entry Can the GL Processor make corrections Yes, a GL Processor can make corrections to a journal entry. 12/24/2009
Ledger to a journal entry?
1135 12/3/2009 Workflow Workshop Functional - General 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
Ledger of approval?
1154 12/3/2009 Workflow Workshop Functional - General 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
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 - General Journal Entry How will the GL Approver be notified The GL Approver will see the journal entry on their Worklist. 12/24/2009
Ledger that a journal entry has been recycled?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 25 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
1146 12/3/2009 Workflow Workshop Functional - General Journal Entry How will the GL Processor be notified The GL Processor will receive an email notification. 12/24/2009
Ledger that a journal entry has been denied?
1155 12/3/2009 Workflow Workshop Functional - General Journal Entry How will the transaction type of TJs be We will provide additional information as it becomes available. 12/24/2009
Ledger processed in SMART? (HCSF, DOL, PMIB)
Purchase of investments (HCSF, PMIB) VS
expense item (DOL).
1152 12/3/2009 Workflow Workshop Functional - General 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
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 - General 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
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 - General Journal Entry If I want to send all journal entries back If a journal entry is denied, it is returned to the original Processor. If 12/24/2009
Ledger to be corrected by the originator, do I a transaction is recycled, it is returned to the prior Approver.
Deny or Recycle?
1141 12/3/2009 Workflow Workshop Functional - General 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
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 - General 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
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 - General 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
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 - General Journal Entry Should the Division of Accounts and Accounts and Reports may deny or recycle; however, it may make 12/24/2009
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 - General Journal Entry What happens if a Level 1 approver The recycle option recycles journal entries between approvers only 12/24/2009
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 - General Journal Entry What is an example of a journal entry In Accounts Payable, for example, all detail transactions remain in 12/24/2009
Ledger generated in a sub-module? AP and the detail lines are summarized and are sent to the GL
automatically.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 26 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
1153 12/3/2009 Workflow Workshop Functional - General 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
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 - General 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
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 - General Journal Entry Will any journal entries be initiated by Yes, statutory transfers and monthly Average Daily Balance journal 12/24/2009
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 - General Journal Entry Will journal entries that include Project Yes, journal entries that include Project IDs will update to the 12/24/2009
Ledger IDs update to the Project Costing Project Costing module.
module?
1173 12/3/2009 Workflow Workshop Functional - General Journal Entry Will the journal entry status "items with The system will indicate which lines and the type of error for journal 12/24/2009
Ledger errors" identify what the error is? entry.
1161 12/3/2009 Workflow Workshop Functional - General Journal Entry Will Time and Labor module initiate A resolution is pending and we will provide additional information 12/24/2009
Ledger correcting journal entries? as it becomes available.
1157 12/3/2009 Workflow Workshop Functional - General Payroll How will payroll prior period funding They will be processed as GL journal entries in SMART. Payroll 12/24/2009
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 - General 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
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 - General 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
Ledger Responsibilities workflow? role rather than a proxy. Proxy is intended to identify a temporary
assignment.
1168 12/3/2009 Workflow Workshop Functional - General 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 not 12/24/2009
Ledger Responsibilities module workflow? 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 - General Roles and Does each level of General Ledger Yes, each level of General Ledger Workflow must be approved.. 12/24/2009
Ledger Responsibilities Approval have to be satisfied?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 27 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
1151 12/3/2009 Workflow Workshop Functional - General Roles and For situations where an GL Approver If an approver is unavailable, a GL Approver in the same or higher 12/24/2009
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 the Accounts and Reports can also approve the journal entry requiring
Approver role knowing the person will no additional agency approvals. There is no ad-hoc approval
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 - General Roles and How will a GL Approver know that they Each GL Approver will need to periodically review the Worklist and 12/24/2009
Ledger Responsibilities have items on their Worklist that need work those items.
attention?
1171 12/3/2009 Workflow Workshop Functional - General Roles and If an agency chooses to have a pool of GL Items that have been worked and resolved will be removed from the 12/24/2009
Ledger Responsibilities Approvers, how will the Approvers know Worklist in GL Workflow.
items that have been worked and which
still require attention?
1170 12/3/2009 Workflow Workshop Functional - General 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
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 - General 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
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 - General 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
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 - General Training How much training is required for the GL Employees will need to complete two web-based training courses, 12/24/2009
Ledger 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 - General Workflow Can Workflow be established by No, GL workflow does not tie to the Department. Approver pools 12/24/2009
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 - General Workflow How can an agency set up General If two employees both create journal entries and approve each 12/24/2009
Ledger Ledger workflow for two employees that other's work, they can both have the Processor and Approver roles.
create and review each other’s work? GL workflow approval levels allow for pools of approvers. Your
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 28 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
1214 12/3/2009 Workflow Workshop Functional - General 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
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 - General How will statutory revenue transfers be They will be processed as GL journals initiated by the Division of 12/24/2009
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 - General What is the process to effect a wire We will provide additional information as it becomes available. 12/24/2009
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 to
Will this create an encumbrance? 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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 29 of 88 Printed 8/9/2011
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 Buyer 12/24/2009
Purchasing Approver only, then how will they edit 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 user 12/24/2009
Purchasing Responsibilities Buyer Role? 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 the No, Ad-Hoc Approval is only for one (1) requisition at a time; they 12/24/2009
Purchasing 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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 30 of 88 Printed 8/9/2011
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 go 12/24/2009
Purchasing and one of the requisition is pushed thru the auto-sourcing process. The one line that was pushed back
back, one line will stay in the users 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 need 12/24/2009
Purchasing reassign work in purchasing workflow? 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. Can SMART website on 11/19/09.
you check on this?
856 11/17/2009 November Monthly Functional - Asset Conversion When you mention "split-funded" assets, Yes. In the asset conversion file, you can send multiple funding 12/3/2009
Conversion Meeting Management are you referring to all of the ChartFields sources for the same asset. This is done by having two (or more)
in the conversion file (e.g., Fund, Budget lines for the same asset in the conversion file. The Interface ID is
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?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 31 of 88 Printed 8/9/2011
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 into them. To separate the payment, the user will need to flag the
one check or separate? voucher which indicates that it will be a separate payment.
871 11/10/2009 November Monthly Functional - Vouchers Will single pay vouchers to the same No, vouchers to single pay vendors will not be combined. 11/10/2009
Interface Meeting Accounts Payable vendor be combined into one check?
879 11/10/2009 November Monthly Interface Configuration 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.
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 32 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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 accessing Interface team will make sure that the agency users have the
areas that they won't have access to in instructions/knowledge to enter online transaction for testing. The
production? testing lab sessions only apply to interfacing agencies.
864 11/10/2009 November Monthly Interface Testing During Stage 6, would agencies be able We can already do this at this stage. Please email us at 11/10/2009
Interface Meeting to coordinate with the interface team to sunflowerfms@da.ks.gov to request that we update a vendor and
change the vendor data to see how the create a new INF01 file.
change will interact with the system?
857 11/10/2009 November Monthly Interface Testing How often will the mini-batch be run Files will be transferred from the mainframe to the UNIX server on a 11/10/2009
Interface Meeting during interface test? daily basis. The job will also rename the agency files to .PROC on
the mainframe once the file has been processed and will generate
the log and error files that will also be on the mainframe. The entire
process will be automated. We are scheduled to rollout the mini-
batch to agencies in mid-December.
862 11/10/2009 November Monthly Interface Testing What is the time frame for Stage 6 Stage 6 testing runs from January 15th through March 15th. The 1/13/2010
Interface Meeting testing when agencies will be able to laboratory sessions are estimated to be held during this timeframe.
access the online environment and do
testing?
863 11/10/2009 November Monthly Interface Testing Who should attend the testing Key functional lead people using General Ledger, Accounts 12/3/2009
Interface Meeting laboratory sessions? Would it be helpful Receivable and Accounts Payable should attend if your agency is
for a technical person to attend these interfacing. This is not training, but there will be some
sessions as well? documentation to help your people enter/view data to validate the
interfaces. Technical staff are welcome to attend. The purpose to
attend would be to understand how the functional people are
correcting the errors. The testing lab sessions only applies to
interfacing agencies.
872 11/10/2009 November Monthly Interface Testing Will Operational Readiness Testing (ORT) Yes, to an extent, however there will be a separate load test as part 11/10/2009
Interface Meeting include load/performance testing? of the performance test effort to test the system.
873 11/10/2009 November Monthly Interface Testing Will the agencies see what the outbound This interface is not an agency interface. SMART interactions with 11/10/2009
Interface Meeting ACH file will look like when they are UMB will be tested during system test. Separate ACH files will be
interfaced to the bank to make sure that created for each paycycle.
the data is valid? Will this be tested with
UMB?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 33 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
845 11/4/2009 Service Center Kick-Off Functional - Customers Some agencies assess fees for the Setoff Agencies will be set up as customers for all other agencies. Setoff 11/4/2009
Meeting Accounts Receivable program, will they need to be in there as will be part of Agency 173 (Department of Administration) and will
customers? not be an individual customer.
844 11/4/2009 Service Center Kick-Off Functional - Deposit How will the deposit be handled for Currently, they go into SOKI once they receive notification from the 11/4/2009
Meeting Accounts Receivable those agencies that use ks.gov? State Treasurers Office to break out the funding. In SMART, it would
work the same as it does today. The agency would receive
notification from STO. They would then do a Deposit Adjustment to
enter the correct funding in SMART.
843 11/4/2009 Service Center Kick-Off Functional - Training Is there any way we can just take the Yes. The pre-requisites for AR352: Creating and Maintaining 11/4/2009
Meeting Accounts Receivable deposit portion of the Accounts Deposits are just the basic 100- and 200-level web-based training
Receivable courses? required by all of the SMART courses. You are not required to
complete the entire set of 300-level AR/BI courses.
846 11/4/2009 Service Center Kick-Off Functional - Asset Asset Management Can you enter assets into the Asset Yes, it is required for assets over $5,000, but you can track assets for 11/4/2009
Meeting Management Management module if the value is less your agency for those assets under $5,000.
than $5,000?
849 11/4/2009 Service Center Kick-Off Functional - General Workflow Are the workflow workshops being held No, a break for lunch will be provided, but each person is 11/4/2009
Meeting Workshop 12/3 and 12/8 providing lunch? responsible for providing their own lunch.
847 11/4/2009 Service Center Kick-Off Functional - Projects Service Center Is the Service Center going to process Currently, the Service Center is not planning on processing Project 11/4/2009
Meeting and Grants Project and Grants transactions? and Grants transactions. If agencies have this need, please let us
know and we will evaluate.
839 11/4/2009 Service Center Kick-Off Post Go-Live Service Center Do you anticipate maintaining the Yes, we want to let agencies focus on their missions. 11/4/2009
Meeting Service Center indefinitely?
837 11/4/2009 Service Center Kick-Off Post Go-Live Service Center Do you have any idea of future costs for For the first year there is no cost to using the Service Center. We 11/4/2009
Meeting Service Center? will work with agencies in FY2012 on their budgets once we
understand the costs of maintaining the Service Center.
853 11/4/2009 Service Center Kick-Off Post Go-Live Service Center How much support is going to be We will have a full service help desk available for agencies using 11/4/2009
Meeting available if we decide to do our own data SMART after go-live to meet their needs. WBT will be available as
entry? needed. The training materials will always be available as a tool for
agencies.
850 11/4/2009 Service Center Kick-Off Post Go-Live Service Center Will any temporary service be offered by We would have to look at it on a case by case basis to make sure we 11/4/2009
Meeting the Service Center (i.e. employee is out had appropriate Service Center staffing.
for two weeks?)
838 11/4/2009 Service Center Kick-Off Post Go-Live Service Center Will the costs be a flat fee or cost per Historically we have computed fees using the transaction 12/10/2009
Meeting transaction for the Service Center? methodology, but with SMART it may be by module or a
combination of transaction by module. We will likely look at the
cost first by module.
848 11/4/2009 Service Center Kick-Off Training Service Center What if the agency does not use the We will assess at the time, but training in some form will continue 11/4/2009
Meeting module now, but two years from now we after go-live.
need training or we want the Service
Center to provide the services?
851 11/4/2009 Service Center Kick-Off Training Training Can WBT be stopped at any time and Yes, not only can you complete each course based on your schedule, 11/4/2009
Meeting then resumed? but the learning management system will "bookmark" your location
in a WBT so that if you are interrupted, you can begin again where
you left off.
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 34 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
841 11/4/2009 Service Center Kick-Off Training Training Small agencies often have no time or We understand the added risk to small agencies, which is why we 11/4/2009
Meeting staff backups to attend training. How are offering the Service Center. Training is offered during the
will we get access to the system? Legislative session, ILT will be during April through June. This is why
we are offering the Service Center to provide smaller agencies the
option to ease into access and work around your schedules.
852 11/4/2009 Service Center Kick-Off Training Training When is the majority of the training The 100 and 200-level web-based training launches in March, 2010 11/4/2009
Meeting being held? and remains open thereafter. The instructor-led training will start in
April, 2010 and continue past go-live.
836 11/4/2009 Service Center Kick-Off Training Training Will there be instructor-led training after Yes, we will continue to offer instructor-led training (ILT), as needed, 11/4/2009
Meeting go-live? past go-live. After, go-live the training courses will be re-evaluated
to determine which will remain ILT and which will be converted to
web-based training (WBT).
842 11/4/2009 Service Center Kick-Off Training Travel & Expense Does the employee need to attend No, if the employee is not entering Travel & Expense data into 11/4/2009
Meeting Travel & Expense training if they are not SMART, they do not need to complete this training. Only individuals
entering into SMART, but Travel & that enter into the system will need to complete training.
Expense is being entered centrally?
808 10/28/2009 Change Agent Network Data Warehouse Reports Is the same web link used to access the Yes, the link is the same to access the data warehouse for SMART 11/2/2009
Meeting #6 and Reporting Data Warehouse for both SMART and and SHaRP information. Security access determines how much
SHaRP data? Is there security access information the user can see. Our assumption is that HR staff will
with the Data Warehouse so that HR only need access to HR data, but if they are granted a security role
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 35 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
803 10/28/2009 Change Agent Network Functional - Asset Conversion If after go-live we find an error on an Of the Asset Conversion data provided by the agency, only the 10/29/2009
Meeting #6 Management asset we converted, are there any fields Conversion ID may not be changed using SMART functionality. As
that cannot be corrected in the Asset part of conversion, the system will assign Asset ID which also may
Management module in SMART? not be changed. Other conversion information may be corrected
using one of two processes; the appropriate process will depend
upon what data is to be corrected.
796 10/28/2009 Change Agent Network Functional - General Workflow Can one person attend each of the break Yes, it is structured so that one person could attend all workflow 10/28/2009
Meeting #6 Workshop out sessions for workflow workshop sessions or if the agency had multiple employees attend, they could
sessions? each attend different sessions. Each Workflow Workshop will begin
with a general session on workflow that will be followed by four
breakout sessions on module specific workflow. Each breakout
session (AP, Travel and Expenses, PO and GL) will be repeated 4
times during the day.
795 10/28/2009 Change Agent Network Functional - General Workflow Do we attend both days of the workflow The workshops are offered on 12/3/09 and 12/8/09 and are 10/28/2009
Meeting #6 Workshop workshops or just pick one of the days to identical workshops. Employees only need to attend one day of the
attend? workshops. The workshops are being offered on 2 different days to
accommodate schedules.
805 10/28/2009 Change Agent Network Functional - Projects Project Costing The window for entering Project Costing The current time frame for on-line entry of Project Costing data is 10/29/2009
Meeting #6 and Grants data into the SMART system for time and 06/09/10 – 06/21/10 and the need to have these projects/activities
labor agencies does not seem adequate. available for use in Time & Labor is 06/23/10. We will re-evaluate
Is there any way we can have more time the time frame to see if online entry can begin prior to 06/09/10. If
to enter Project Costing data into SMART the time frame for online entry will not meet your needs, another
before go-live? option to get Project Costing data into SMART is to have the
uploaded via a flat file (INF22).
804 10/28/2009 Change Agent Network Functional - Projects Project Costing Will there be an Excel spreadsheet Yes, a spreadsheet template will be provided for online entry of 10/28/2009
Meeting #6 and Grants provided for online entry of Project Project Costing data. This will be addressed during the November
Costing Data? Conversion Workshop on November 17, 2009.
798 10/28/2009 Change Agent Network Functional - Projects Time and Labor We are a Time and Labor agency. Where The Project ID is part of the combo code. It is listed as an optional 10/28/2009
Meeting #6 and Grants do we add the project ID to the agency ChartField, but is required for time and labor agencies. Refer to the
spreadsheet? email from SunflowerFMS on 9/29/09 with the Excel attachment
named KAGYTL46 xxx ComboCode Spreadsheet Example.xls. The
Project ID is located in column AF (for Time and Labor agencies).
809 10/28/2009 Change Agent Network General Enterprise Testing How does an agency get to be part of the Project management/leadership will recommend agencies to the 10/29/2009
Meeting #6 Readiness ‘acceptance testing’ phase? Steering Committee based on certain criteria. The criteria will
include agencies decommissioning systems, time and labor
agencies, interfacing agencies, agencies with special scope
requirements, as examples. User Acceptance Testing is scheduled
for the March/April 2010 timeframe and candidate agencies will be
notified in January.
806 10/28/2009 Change Agent Network Interface Testing If there is no parallel processing planned, We have performance and integration testing planned. SHaRP and 10/28/2009
Meeting #6 how will we confirm SMART interfaces SMART, although integrated are two distinct software applications.
can all be processed in a timely manner? Each application has its own hardware, software and database. We
will conduct SHaRP performance testing, SMART performance
testing and SHaRP integration performance testing with SMART
transactions. We will thoroughly test the integration and
interaction between the systems for response time and batch
processing.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 36 of 88 Printed 8/9/2011
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 under
792 10/21/2009 October Monthly Functional - Asset Conversion Are any changes expected to the asset FASB 13.
At this time, we do not expect any changes to the template. 10/21/2009
Conversion Meeting Management data entry template before mock Changes will only be made if necessary.
conversions?
790 10/21/2009 October Monthly Functional - Asset Conversion If we receive FY10 assets after the date The assets will not be loaded by the conversion program if they are 10/21/2009
Conversion Meeting Management the final conversion file is due, how will received after the date the file is due. Agencies will enter the new
those assets be added in SMART? assets online in SMART after the system goes live.
794 10/21/2009 October Monthly Functional - Asset File Layouts Can the Interface Line Number field be No, that is not the intended purpose of this field. Multiple interface 10/21/2009
Conversion Meeting Management used to denote parent-child lines can be sent for the same asset in order to denote multiple
relationships for asset conversion? funding lines, not parent-child relationships.
793 10/21/2009 October Monthly Functional - Projects Conversion Can we submit Excel files for project No, the only options for this conversion are flat file and online entry. 10/21/2009
Conversion Meeting and Grants conversion? Currently, the only options
are flat file and online entry for this
conversion.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 37 of 88 Printed 8/9/2011
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 batch Budget Checking is done in a batch process. Budget Checking for 10/14/2009
Workshop - Deposits and Accounts Receivable process? Accounts Receivables and Interfunds will tentatively run every two
Interfund hours.
818 10/14/2009 Business Process Functional - Budget Check What is budget checking? The system will look to see if you have funds available, enough cash 10/14/2009
Workshop - Deposits and Accounts Receivable and valid ChartField strings to process the voucher.
Interfund
811 10/14/2009 Business Process Functional - Customers If you determine your customer is also a No, customers are agency maintained and vendors are centrally 10/14/2009
Workshop - Deposits and Accounts Receivable vendor, can you import that information maintained. This information cannot be imported between
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 be journal payment. Instead of entering a revenue account, you will
Interfund able to do this with SMART? enter an expense account.
820 10/14/2009 Business Process Functional - Deposit Will deposits be ran only once a day? Yes, deposits will process at the end of every day. 10/14/2009
Workshop - Deposits and Accounts Receivable
Interfund
824 10/14/2009 Business Process Functional - Interfund Can you do an upload of vouchers or Yes, you can upload interfunds with voucher (INF50) and deposit 1/13/2010
Workshop - Deposits and Accounts Receivable deposits for interfunds? interfaces (INF43). The inbound deposit interface (INF44) and
Interfund inbound voucher interface (INF02) is also available for interfacing
interfunds.
817 10/14/2009 Business Process Functional - Interfund Can you initiate an interfund from both Yes, an interfund can be initiated from either side of the transaction. 10/14/2009
Workshop - Deposits and Accounts Receivable the expenditure and receipt side?
Interfund
823 10/14/2009 Business Process Functional - Interfund Do we access both the Accounts Payable Yes, the interfund page centrally ties you to those respective 10/14/2009
Workshop - Deposits and Accounts Receivable and Accounts Receivable module for modules. However, you have to originate an interfund at the
Interfund interfunds? interfund page.
828 10/14/2009 Business Process Functional - Interfund How are the voucher ID and deposit ID The voucher ID and deposit ID are tied to the interfund on the 10/14/2009
Workshop - Deposits and Accounts Receivable numbers tied to the interfund? interfund page. On the interfund page you can see both ID numbers
Interfund (voucher and deposit).
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?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 38 of 88 Printed 8/9/2011
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. An 10/14/2009
Workshop - Deposits and Accounts Receivable that an interfund is out there? agency task (Task ID 266) will be sent out asking agencies to define
Interfund notification groups/individuals. A drop-down box will be available
to the initiating agency to select the notification group/individual.
In addition to the notification function, agencies can query to find
their open interfund transactions. Currently, in SOKI, the
reciprocating side of an interfund is not visible until it is released. In
SMART, the reciprocating side of an interfund will be visible once
the Customer/Vendor has been assigned.
829 10/14/2009 Business Process Functional - Interfund Will we be able to see both sides of the Yes, you will be able to see both sides of the interfund transaction. 1/13/2010
Workshop - Deposits and Accounts Receivable accounting string on the interfund Interfund amounts, ChartFields, approval, interfund comments and
Interfund transaction? dates are displayed on the Interfund page.
812 10/14/2009 Business Process Functional - Invoices Can it be noted in SMART if a customer is The State Treasurer does the deposit for credit card transactions. 10/14/2009
Workshop - Deposits and Accounts Receivable billed and pays with a credit card? The agency then does a deposit adjustment moving the monies from
Interfund suspense into the correct funds. When the adjustment is done,
reference the pending item at that time and it will work just like
other deposits.
814 10/14/2009 Business Process Functional - Reporting How will recognized revenue affect CAFR We currently record material receivable balances for the CAFR 10/29/2009
Workshop - Deposits and Accounts Receivable reporting since we do not capture this through a manual process. The primary mechanism for obtaining
Interfund now? those receivable balances is through form DA-32. This annual report
is due to A&R by August 31 of each year for the fiscal year just
ended June 30. It is likely that this form and requirement would be
eliminated for agencies that are maintaining receivables in SMART.
It is also possible that certain agency receivables and recognized
revenue will be recorded in SMART and thus reported in the CAFR
that were not previously captured because there were previously
deemed immaterial.
832 10/14/2009 Business Process Functional - On some DISC bills, we need to print out The KIRMS system is not linked to SMART. If the agency needs to 10/14/2009
Workshop - Deposits and Accounts Receivable the detailed billing from KIRMS now. physically print the billing today as a back-up versus viewing it, the
Interfund Will we still need to do that with the process would remain the same. Neither DISC nor A&R have
SMART system? requirements today that agencies need to print the detailed billing.
813 10/14/2009 Business Process Functional - General Roles and Can several people be assigned to one Yes, more than one person can be assigned to one role and more 10/14/2009
Workshop - Deposits and Responsibilities role? than one role can be assigned to one person.
Interfund
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 39 of 88 Printed 8/9/2011
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 based Yes, Payment Method will default based on the Payment Method 10/13/2009
Meeting Accounts Payable on the vendor location? associated to the default Vendor Location. Depending on how your
vendors are set up, it could default to ACH or CHK. You can also
override the default Payment Method by providing a value in the
Payment Method field on INF02.
749 10/13/2009 October Monthly Interface Functional - Vendors If you provide a Payment Method of ACH Yes, if there is no bank information setup for the vendor, the 10/13/2009
Meeting Accounts Payable on INF02 for a vendor that has no bank transaction will error. However, if there is bank information setup
information will it error the transaction? for the vendor, but ACH is not associated to the vendor, then the
default payment method will default to the transaction.
765 10/13/2009 October Monthly Interface Interface Batch Schedule When will the batch schedule be The batch schedule is in progress. In the meantime we will set up a 10/13/2009
Meeting available for agencies to test the preliminary batch schedule to meet your testing needs. The
automated processes (nightly batch preliminary batch schedule will be communicated to all affected
process, etc)? agencies.
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 agency 10/13/2009
Meeting Vendors and customers? maintained in accounts receivable to track pending
items/receivables. Vendors are centrally maintained in accounts
payable and are recorded on vouchers to make payments.
747 10/13/2009 October Monthly Interface Interface Data Transmission When transferring a file to/from the To transfer a file you may need (depending on the tools and setup of 10/13/2009
Meeting mainframe, if we send you five different your file transfer tool) a script to set the file as FB, indicate the
interface files, do we need 5 different maximum record length and set the file size = 0.
file transfer command scripts? Is there a Curtis Bears can provide scripts if you need them. The Sunflower
reason this is different; we don’t do this Project has also published scripts in the CORE-FTP instructions.
with STARS?
767 10/13/2009 October Monthly Interface Interface Error Processing Can SMART errors be emailed from Agencies have to go find the SMART interface errors in production. 10/13/2009
Meeting SMART to a group of people in An error file will be sent to the mainframe if the file fails the Pre-
production? SMART edits (i.e. control validations).
758 10/13/2009 October Monthly Interface Interface Error Processing How long after submitting files should The turnaround time for processing the interfaces depends on the 10/13/2009
Meeting we expect the error log? amount of files we have received, but 2-3 days is the turnaround
time we are anticipating.
768 10/13/2009 October Monthly Interface Interface Error Processing In production, where will the Pre-SMART An error file will be sent to the mainframe if the file fails the Pre- 10/13/2009
Meeting edit error file be located for interfaces? SMART edits (control validations, etc).
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 40 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
769 10/13/2009 October Monthly Interface Interface Error Processing In production, where will the SMART edit SMART edit errors (invalid ChartFields, etc.) will be corrected online 10/13/2009
Meeting error file be located for interfaces? in SMART by agencies.
771 10/13/2009 October Monthly Interface Interface Error Processing Is there an ability for agencies to log into Yes, you can view errors during training and Operational Readiness 10/13/2009
Meeting the system and view SMART interface Testing. Agencies will not have access to SMART online pages
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 will 10/13/2009
Meeting go away after 7 days. Is project staff stay on the mainframe unless you are scripting otherwise.
putting these files to the UNIX?
763 10/13/2009 October Monthly Interface Interface Interfaces If we send you an INF02 file, should we For interface test, if you send us an INF02 and want to receive an 1/13/2010
Meeting expect to receive an INF03 file INF03 file, you need to put that in the email when you send
subsequently? notification that you have sent INF02.
760 10/13/2009 October Monthly Interface Interface Testing Do we need to email you when we Yes, please send us an email notification at 10/13/2009
Meeting upload a file? sunflowerfms@da.ks.gov. We will send a return email noting the
success or error of the file.
759 10/13/2009 October Monthly Interface Interface Testing In Stage 3, turnaround processing, will Yes, we will accept additional files from agencies for use in Stage 3 10/13/2009
Meeting you accept additional vendors and processing. Agencies can also use Stage 6 of testing to test the
vouchers for use in testing? entire process.
764 10/13/2009 October Monthly Interface Interface Testing What is system test and how will it System Test validates that SMART meets all system requirements. 10/13/2009
Meeting impact agencies? System Test is executed by the Sunflower project team and does not
impact agencies.
757 10/13/2009 October Monthly Interface Interface Testing With Stage 2 testing, will you email error Yes, agencies will be notified of any errors and receive the log file 10/13/2009
Meeting and log files back to agencies? back after submitting files for processing.
755 10/13/2009 October Monthly Interface Interface Vendors Does the existing INF01 file on the The interface team has setup sample values for the vendors, 11/4/2009
Meeting mainframe contain the STARS vendor including the STARS suffix and vendor number (for some vendors).
number and suffix? This data is included on INF01. The actual converted vendor data
will be available for testing in Stage 6.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 41 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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 Ledger Processing end to do processing? how many days concurrent processing will occur. It is anticipated
and Commitment Control that it will be a shorter period than the 2 weeks that currently exists.
776 10/12/2009 Business Process Functional - General Budget Check If you do not have sufficient cash The voucher will not pass budget check and process until the cash is 10/12/2009
Workshop - General Ledger Ledger available, but you have enough available available on the cash control budget.
and Commitment Control in your Revenue budget, will a
transaction pass budget check?
787 10/12/2009 Business Process Functional - General Budget Check When is a journal budget checked? Budget Checking is tentatively scheduled to run every two hours. 10/12/2009
Workshop - General Ledger Ledger However, you can, even though not encouraged, request budget
and Commitment Control checking immediately by clicking the run budget check.
774 10/12/2009 Business Process Functional - General Cash Control Budget Does the appropriation budget include All funds are subject to the Appropriation Budget. For funds that 10/12/2009
Workshop - General Ledger Ledger only funds that are included in the are considered “no limit,” the appropriation will be set arbitrarily
and Commitment Control appropriations bill? What about no limit high so it is unlikely to ever be exceeded; for example $999,000,000.
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 - General Cash Control Budget Will all transactions be reflected on Cash No, Cash Control Budgets are only impacted by expenses and 10/12/2009
Workshop - General Ledger Ledger Control ledger? collected revenue. Encumbrances will not affect cash balances or
and Commitment Control Cash Control Budgets.
781 10/12/2009 Business Process Functional - General Journal Entry Can one person enter and approve a Yes, one person can have both the Processor and Approver roles. In 10/19/2009
Workshop - General Ledger Ledger journal entry? early 2010 agencies will participate in role mapping. When
and Commitment Control completing these activities, agencies need to consider separation of
duties necessary to their business processes.
Additional details will be provided at the workflow workshops in
December.
783 10/12/2009 Business Process Functional - General Journal Entry Can you override fiscal year dates so you SMART will default to the current date on the transaction. 10/12/2009
Workshop - General Ledger Ledger can enter the information before or after However, if a period or FY is open, you may change the default
and Commitment Control the fact? journal date to post to the desired FY.
782 10/12/2009 Business Process Functional - General Journal Entry If you have the Approver role, does that Yes, you will need to have both the Processor and Approver roles. 10/12/2009
Workshop - General Ledger Ledger allow you to enter also or do you have to
and Commitment Control have both the Processor and Approver
roles?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 42 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
780 10/12/2009 Business Process Functional - General Journal Entry What happens if the GL Approver does The GL ledger will not be impacted until the journal is approved and 10/12/2009
Workshop - General Ledger Ledger not approve a transaction? What is the posted. The Journal will impact the budget. If the journal will not be
and Commitment Control impact to the ledgers? approved it should be deleted. The deletion will reverse the impact
on the Budget.
784 10/12/2009 Business Process Functional - General Journal Entry Will SMART users be able to change a The journal date can be changed on the journal entry transaction to 10/12/2009
Workshop - General Ledger Ledger journal date when entering a journal? any open period. If the period is not open on the General Ledger,
and Commitment Control the system will prevent entry of a journal date that exists in a closed
period.
779 10/12/2009 Business Process Functional - General Ledgers Is the Operating Budget managed by Yes, the Operating Budget is managed by the state fiscal year. 10/12/2009
Workshop - General Ledger Ledger state fiscal year?
and Commitment Control
775 10/12/2009 Business Process Functional - General Ledgers Is there a way to correct the Yes, if a correction is required, the agency will contact A&R to make 10/12/2009
Workshop - General Ledger Ledger appropriation budget if it is incorrect in those changes.
and Commitment Control SMART?
772 10/12/2009 Business Process Functional - General Ledgers Will the appropriation budget be Yes, appropriation budget changes will be reflected in IBARS and 10/12/2009
Workshop - General Ledger Ledger updated in SMART every time the SMART.
and Commitment Control legislature makes an update or a
change?
786 10/12/2009 Business Process Functional - General Will funds still be allowed to go negativeThis is a policy decision for the Division of Accounts and Reports 10/12/2009
Workshop - General Ledger Ledger in SMART? Does this mean that we will rather than a SMART project decision. However, it is our assumption
and Commitment Control have more journal entries? that funds that currently have the authority to go 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 - General With a grant, we are paid after the fact. This is a policy decision for the Division of Accounts and Reports 10/12/2009
Workshop - General Ledger Ledger We currently have special authority to rather than a SMART project decision. However, it is our assumption
and Commitment Control go negative until grant money comes in. that funds that currently have the authority to go negative will
Will we be able to continue this in continue to be allowed to do so in SMART.
SMART?
773 10/12/2009 Business Process Functional - Projects Project Budget Do you have to budget at the Project The Project budget will be established at the Activity level. 10/12/2009
Workshop - General Ledger and Grants Activity level or can you only budget at
and Commitment Control the Project level?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 43 of 88 Printed 8/9/2011
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 you 10/13/2009
Workshop - Asset Management retire, can you do it all at the same time? to retire multiple assets at once.
Management
743 10/8/2009 Business Process Functional - Asset Asset Management Today, a process (Master Miles) exists to Yes, this process exists in SMART. Odometer readings can be 10/13/2009
Workshop - Asset Management record mileage for vehicles to determine entered in SMART in the Asset Management module.
Management when a vehicle can be retired and a new
vehicle purchased. Will agencies be
able to record mileage in SMART?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 44 of 88 Printed 8/9/2011
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 when Asset Management module; thus agencies will have to develop an
retiring? Can you document the funding internal process to show auditors the proceeds were deposited into
stream with the amount of the proceeds the appropriate accounts.
in asset management when retiring?
The Asset Management module allows the proceeds received from
the sale of an asset to be recorded when a retirement by sale
transaction is recorded. Proceeds recorded in the Asset
Management module will not post to the Actuals Ledger, but will
post to the CAFR Reporting Ledger to the asset’s initial funding
stream.
738 10/8/2009 Business Process Functional - Asset Asset Management When another agency transfers an asset, A new asset ID will be generated, but must be tied to "old" asset for 10/13/2009
Workshop - Asset Management will we have to use the same Asset ID? historical reporting. We are still working through the physical
Management details of that process and we will provide additional information as
it becomes available.
721 10/8/2009 Business Process Functional - Asset Asset Management Where do we put all the financial The financial information will flow from the transaction to asset 10/13/2009
Workshop - Asset Management information regarding an asset? management, provided the Asset Business Unit and Profile are
Management recorded when the transaction is initiated. Consider how your
agency will communicate the asset data to the Purchasing and
Accounts Payable departments.
730 10/8/2009 Business Process Functional - Asset Asset Management Will it be mandatory to enter assets into No, it is not mandatory to enter assets that are under $5,000. 10/13/2009
Workshop - Asset Management SMART that are under $5,000? However, an agency will not be able to report on those assets that
Management are not in SMART. To simplify reporting, it is recommended that all
agency assets reside in SMART.
740 10/8/2009 Business Process Functional - Asset Asset Management Will it matter if we do a closed-bid sale You will have a disposal code to choose from. In this example, you 10/13/2009
Workshop - Asset Management for vehicles? would use the code, "disposal by sale."
Management
728 10/8/2009 Business Process Functional - Asset Conversion Asset reports are not due until 8/31, but Agencies should strive to keep their inventories updated throughout 10/13/2009
Workshop - Asset Management conversion must be completed by 6/15. the year. Upon conversion, SMART will be used to calculate Fixed
Management Some agencies conduct physical Asset account balances and we need all capital asset records
inventory of assets at the end of June complete as possible to reconcile SMART balances with Department
and they only want to do that inventory of Administrative CAFR balances.
one time, but there can be significant
changes in their assets between 6/15
and 7/1. How will this work?
720 10/8/2009 Business Process Functional - Asset Conversion How do we convert asset information The asset will not be added to SMART until the project is complete. 10/13/2009
Workshop - Asset Management into SMART on a project that is currently If using Project Costing, you can record historical transactions in
Management in process? SMART using memo transactions. This allows you to record the total
project cost in SMART, including transactions not initiated in SMART.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 45 of 88 Printed 8/9/2011
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 still No, both the DA-87 and DA-83 will become obsolete. 10/13/2009
Workshop - Asset Management use the DA-87 and/or DA-83?
Management
727 10/8/2009 Business Process Functional - Asset Reports Since assets will be centralized for Today, year end reporting to A&R occurs in order to prepare the 10/13/2009
Workshop - Asset Management everyone to look at, are we doing away CAFR. In SMART, A&R will have access to all business units in
Management with the end of the year reporting? SMART. However, each agency will be responsible for properly
recording all their capital asset additions, disposals,
corrections/changes transactions in SMART's Asset Management
module. The Asset Management module will integrate with the
General Ledger's accrual ledger and create accounting entries based
on an agency's capital asset transactions. SMART will provide A&R a
centralized resource to retrieve fixed capital assets, accumulated
depreciation, and depreciation expense account transactions and
balances which they need in order to create CAFR reports.
724 10/8/2009 Business Process Functional - Asset Reports Will asset information need to be Asset information will be entered throughout the year as projects 10/13/2009
Workshop - Asset Management entered just once a year? Will reporting end and items are ordered and paid for. The load asset process
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 - Projects Project Costing Will we be able to see how much money Yes, as long as the project costing information is on the transaction 10/13/2009
Workshop - Asset and Grants is spent on a project? (project business unit, project id, activity id).
Management
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 46 of 88 Printed 8/9/2011
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 be
requisition? 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 environment 10/13/2009
Workshop - Asset when we do testing and training? from the actual SMART environment. The testing and training
Management environments will not contain production data.
700 10/7/2009 Business Process Data Warehouse Reports Will there be a report so we can see all Online queries are available to access this information. It is 10/12/2009
Workshop - Accounts and Reporting vouchers we have created? important for all agencies to complete the Reporting Needs Analysis
Payable and Travel & task (Task ID 265) to make sure reports required to conduct business
Expense are available at Go-Live.
703 10/7/2009 Business Process Functional - Budget Check If a transaction does not pass budget The voucher will be checked at appropriation budget level and cash 10/12/2009
Workshop - Accounts Accounts Payable check, what are the options to fix the balance. If the transaction does not pass budget check, either
Payable and Travel & issue? different ChartFields need to be identified on the voucher or the
Expense agency must transfer funds on a budget journal.
716 10/7/2009 Business Process Functional - Travel & Expense Does the AP Processor have a role in User roles for Travel & 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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 47 of 88 Printed 8/9/2011
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 maximum
Payable and Travel & An example is when an employee drives reimbursement amount). The employee will pick a separate
Expense their own car, but Enterprise is more expense type to use these options. All agencies may choose to use
economical. Typically, the employee this expense type depending on their reimbursement policies.
would be reimbursed at the Enterprise
rate instead of at the private mileage
rate.
710 10/7/2009 Business Process Functional - Travel & Expense Will the Travel & Expense Processor No, the Travel & Expense processor will not need access to SHaRP to 1/25/2010
Workshop - Accounts Accounts Payable need access to SHaRP? 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 request Yes, the Travel Authorization is online and will be created and 10/12/2009
Workshop - Accounts Accounts Payable form? approved in SMART.
Payable and Travel &
Expense
695 10/7/2009 Business Process Functional - Vendors Are vendor numbers assigned randomly SMART will sequentially assign the vendor number. The SMART 10/12/2009
Workshop - Accounts Accounts Payable by SMART? Are they alpha and/or vendor ID is a 10 digit numeric ID.
Payable and Travel & numeric?
Expense
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 adding 10/12/2009
Workshop - Accounts Accounts Payable add a vendor into SMART? a vendor to SMART is not anticipated to take any longer that it does
Payable and Travel & today.
Expense
693 10/7/2009 Business Process Functional - Vendors What happens to the vendor suffixes in Suffixes will not be used in SMART. Instead of having suffixes, 10/12/2009
Workshop - Accounts Accounts Payable SMART? agencies will be able to add a specific address to a vendor, if
Payable and Travel & needed.
Expense
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 48 of 88 Printed 8/9/2011
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:
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.
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 49 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
707 10/7/2009 Business Process Functional - Vouchers Will the Approver be the person who Yes, the Approver role is the person who approves the vouchers in 10/12/2009
Workshop - Accounts Accounts Payable approves the vouchers? SMART. Take into consideration which information from the invoice
Payable and Travel & needs to be reviewed by the Approver. In discussion with agencies
Expense who already have an imaging system they are planning to scan the
invoices and save them on their "shared" drive.
697 10/7/2009 Business Process Functional - Encumbrances How will the DA-46 leases and the That process, as well as the DA-146 process, are currently being 10/12/2009
Workshop - Accounts Purchasing associated DA-47 lease encumbrances reviewed. We will provide additional information as it becomes
Payable and Travel & work in SMART? available.
Expense
706 10/7/2009 Business Process Functional - Encumbrances Will we be able to convert outstanding All STARS encumbrances will be converted to SMART. If the 10/12/2009
Workshop - Accounts Purchasing encumbrances before Go-Live? We have encumbrance has a vendor associated with it, it will convert as a
Payable and Travel & a project that will not be complete for a Purchase Order. If there is no vendor associated with it, it will
Expense number of years. convert as a GL encumbrance.
692 10/7/2009 Business Process Training Interfaces Will there be training on the interfaces The interfaces between SHaRP and SMART will not be included in 10/12/2009
Workshop - Accounts between SHaRP and SMART? SMART training. This communication between the two systems
Payable and Travel & occurs automatically behind the scenes.
Expense
681 10/7/2009 Business Process Data Warehouse Reports Will we be able to run a report at any You can get that information through inquiries in SMART and the 10/13/2009
Workshop - Purchasing and Reporting time to see our financial standing? Data Warehouse. It is important for agencies to complete the
Reporting Needs Analysis task (Task ID 265) to ensure that they have
the reports necessary to conduct business.
688 10/7/2009 Business Process Functional - General SpeedCharts Can you set up a SpeedChart for each Yes, but with this example, you will have to either set up multiple 10/13/2009
Workshop - Purchasing fund (e.g., electricity will be using one SpeedCharts or change the one as needed.
fund this month and another next
month)?
687 10/7/2009 Business Process Functional - General SpeedCharts If a SpeedChart is set up for each It depends on how the budget is structured for your agency. It will 10/13/2009
Workshop - Purchasing ChartField, what happens if there is no error if there is no available spending. You will want to set up
money for the one being used? SpeedCharts for processes/transactions that are used frequently. A
SpeedChart task (Task 201) will be coming out soon.
680 10/7/2009 Business Process Functional - Projects 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 and Grants level? transaction, the budget checking process will include the Project
budget.
682 10/7/2009 Business Process Functional - Projects Reports What about reporting vehicle mileage This information will be entered directly into Project Costing. 10/13/2009
Workshop - Purchasing and Grants and costs?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 50 of 88 Printed 8/9/2011
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 to special form, manual signature or printed copies be sent 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:
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 the 10/13/2009
Workshop - Purchasing Purchasing encumbrance? original purchase order and update the purchase order to reflect the
change.
686 10/7/2009 Business Process Functional - Purchase Order At what level will purchase orders be At a minimum, the purchase order will be budged checked at the 10/13/2009
Workshop - Purchasing Purchasing budget checked? appropriation level. Depending on how your agency decided to
structure the budget, the budget checking process could also check
ChartField information. Additionally, if your agency is using Project
Costing and contingent on the budget structure, the Project budget
could also be checked.
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 the 10/13/2009
Workshop - Purchasing Purchasing purchase order? What about an asset Asset Management module if it was part of a transfer.
transfer?
691 10/7/2009 Business Process Functional - Purchase Order How will the BPC card work with A reconciliation process will occur. Please refer to the Change Agent 10/13/2009
Workshop - Purchasing Purchasing vouchers and what type of reconciliation Network Meeting #4 Presentation located on the SMART website for
process will occur? specific information regarding reconciliation and BPC cards. More
information will also be covered in training.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 51 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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 the 10/13/2009
Workshop - Purchasing Purchasing funding established for their users (the Department of Administration. Due to security, agencies will not be
example given is the agency runs out of able to change these defaults.
money in a particular fund a third of the
way through the fiscal year and want to
change the default so new transactions
carry different default funding)?
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.
667 10/7/2009 Business Process Functional - Requisition How will transactions get to the Central If the requisition is over your delegated purchasing authority and/or 10/13/2009
Workshop - Purchasing Purchasing Division of Purchasing? not currently under state contract, SMART workflow will send the
transaction to Central Division of Purchasing.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 52 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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 fromthat 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 you No, however, there will be several reports in various SMART 10/13/2009
Workshop - Purchasing Purchasing to print the requisition page from modules available for your use. Also, CAN5 (held September 30,
SMART? 2009) contains a presentation of inquiry screens and how to search
and access the information. All the inquiry information can also be
downloaded into Excel. It is also important to think about your
internal agency policies when thinking about printing pages from
SMART.
674 10/7/2009 Business Process Functional - Requisition My agency has different internal Workflow will be uniform throughout the agency (it will not vary by 10/13/2009
Workshop - Purchasing Purchasing “delegated audit authority” for various department). However, agencies can utilize the ad-hoc approver
departments and we want to route process for specific items that require additional approvals.
approvals accordingly. Will we be able
to incorporate this into our workflow
setup?
675 10/7/2009 Business Process Functional - Requisition My agency sometimes has large The requisition would need to be routed to Division of Purchases 10/13/2009
Workshop - Purchasing Purchasing emergency expenses, such as repairing a noting the emergency purchase. In the current process, it is
dam (must happen immediately, cost common for agencies to call the Division of Purchasing buyer to
may be $40k). Currently we complete a provide advance notice of the request. Agencies should continue
prior authorization and fax it to Division with this practice.
of Purchasing for approval. How will this
work in SMART?
672 10/7/2009 Business Process Functional - Requisition Some agencies must provide This documentation could be sent to Division of Purchases as an 10/13/2009
Workshop - Purchasing Purchasing documentation to Division of Purchasing attachment on the requisition. However, there may be valid
when sending proposals to bid. Agencies reasons the document does not get attached, such as the document
currently scan files and attach them to was produced after the requisition was submitted. In this situation,
an email. Will that process remain the the agency will still utilize e-mail as the means to get the document
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 data 10/13/2009
Workshop - Purchasing Purchasing included in SMART? elements about a contract such as vendor name, start and end date,
renewals. The contract document will also be in SMART.
665 10/7/2009 Business Process Functional - Requisition What is the favorites list? SMART users are able to create a "favorites" list of items that are 10/13/2009
Workshop - Purchasing Purchasing frequently purchased. This "favorites" list is much like your favorite
bookmarks on the internet.
677 10/7/2009 Business Process Functional - Requisition What will happen to a requisition with 5 During the auto sourcing process, the system will create different 10/13/2009
Workshop - Purchasing Purchasing items to different vendors? purchase orders, one for each different vendor if the vendor is
noted for each item.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 53 of 88 Printed 8/9/2011
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 Ledger Management Asset Management Module, submit reporting capital assets and related depreciation to the Division of
and Commitment Control reports on their assets? Accounts and Reports.
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 Ledger Management after using SMART or can the of SMART. A&R is evaluating if there will a certification process by
and Commitment Control information just be pulled from the agencies to confirm the asset data in the system up to date and
system? correct.
645 10/6/2009 Business Process Functional - General Budget Check What will budget check reveal if there is If a transaction fails budget check, it is because of a ChartField error 1/13/2010
Workshop - General Ledger Ledger not enough budget available? or because you do not enough budget available. Agencies will need
and Commitment Control to plan for communication between the fiscal office and 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 - General Encumbrances If your operating budget has $50,000 You will get an error if you try and process a voucher for $35,000 if 10/14/2009
Workshop - General Ledger Ledger available, but you only have $25,000 you only have $25,000 available in cash. An encumbrance impacts
and Commitment Control available in cash, will you get a budget the appropriation and operating ledgers and not the available cash
check error if you spend $35,000? What you can encumber the money but not spend the money.
about when you encumber $35,000?
646 10/6/2009 Business Process Functional - General Encumbrances In STARS we had firm and contingent No, in SMART, all encumbrances work the same way. They reduce 10/14/2009
Workshop - General Ledger Ledger encumbrances. Firm encumbrances tie your spending authority, but not your cash balance. The cash
and Commitment Control up cash preventing other transactions balance is not impacted by an encumbrance. The cash balance is
from being paid, but contingent only impacted by vouchers and payments. Vouchers are checked
encumbrances do not. In SMART will the against the cash budget to ensure cash is available.
encumbrances be divided this way?
654 10/6/2009 Business Process Functional - General Journal Entry In SMART, what happens if A&R finds an If A&R does not agree with an account, etc. they will contact the 10/14/2009
Workshop - General Ledger Ledger error? How does that information get agency to notify them. This is similar to what occurs today. The
and Commitment Control back to the agency? systematic checks, however, will occur before it is sent to A&R. 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 - General Journal Entry Will the GL Approver approve a journal Yes, the GL Approver will sign into SMART and approve the 10/14/2009
Workshop - General Ledger Ledger voucher within SMART? transaction. The entry in the General Ledger is called a journal
and Commitment Control entry.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 54 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
655 10/6/2009 Business Process Functional - General Journal Entry Will there be a reference document that No. When creating a GL journal, the agency must know both sides 10/14/2009
Workshop - General Ledger Ledger maps transaction codes in STARS to the of the entry and balance the journal appropriately. When entering a
and Commitment Control equivalent in SMART? transaction in one of the submodules (AP, AR, etc) only one side of
the entry is required and the system will generate the offsetting
entry.
658 10/6/2009 Business Process Functional - General Journal Entry Will you create a journal voucher within You will correct a transaction within the source module. You will 10/14/2009
Workshop - General Ledger Ledger the source module? create a GL journal in the General Ledger module.
and Commitment Control
650 10/6/2009 Business Process Functional - General Ledgers Will no limit funds be at the The operating Budget does not check against spending authority 10/14/2009
Workshop - General Ledger Ledger appropriation or operating budget level? because it is a track budget. So all no limit funds are at the
and Commitment Control appropriation level.
652 10/6/2009 Business Process Functional - General Payroll In SHaRP, will an encumbrance be Encumbrances for Payroll will not occur after the transition to 10/14/2009
Workshop - General Ledger Ledger generated the Tuesday before payroll? SMART. While the final processing schedule will not be confirmed
and Commitment Control until testing is complete, the tentative plan is for on-cycle Payroll GL
to be sent to SMART on Wednesday night prior to Payroll (at which
time budget checking will occur). The GL for Payroll will post with
an effective date equal to the paycheck date.
651 10/6/2009 Business Process Functional - General Payroll Which budgets are checked when payroll All applicable budgets are checked when Payroll journals are sent to 10/14/2009
Workshop - General Ledger Ledger is sent to SMART? SMART. Appropriation, operating, and any other optional agency
and Commitment Control budgets. The SMART payroll processing schedule will draw down
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 Ledger Purchasing create a purchase order for $4,000 but for that particular purchase order, there is a finalize process that
and Commitment Control only needed $3,500? will tell the system to release the rest of the encumbrance.
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 Ledger Purchasing order for $4,000, but later realize I change request on the original purchase order to include the
and Commitment Control needed to encumber $4,200? additional $200 so that the total amount is encumbered.
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 55 of 88 Printed 8/9/2011
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 a Area Definition table to define codes for floors and rooms in each
campus setting with multiple buildings, building.
some with multiple floors?
637 9/30/2009 Change Agent Network Functional - General Configuration 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 send until then.
in a revision to our task?
638 9/30/2009 Change Agent Network Functional - General SpeedCharts Are SpeedCharts agency specific or user SpeedCharts are available by agency, so users that have access to 10/1/2009
Meeting #5 specific? For example, can a user only that specific page, will have access to the SpeedCharts for their
see the SpeedCharts they created or all agency.
agency SpeedCharts?
636 9/30/2009 Change Agent Network Functional - General SpeedCharts What is the size of the name field for The SpeedChart field has 10 alphanumeric bytes for the name. 10/1/2009
Meeting #5 SpeedCharts? There is a short description of 30 characters and a long description
of 254 characters. A configuration activity (Task ID 201) will be sent
out to agencies in October.
627 9/30/2009 Change Agent Network Functional - General SpeedCharts Will agencies be able to enter new This is one of the values that will be “revalidated” in the Spring 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 - General CFDA Can you have one CFDA number Yes, one CFDA number can be associated to multiple funds, but one 10/14/2009
Meeting #5 Ledger associated to multiple funds? fund cannot be associated to 2 or more CFDA numbers.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 56 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
639 9/30/2009 Change Agent Network Functional - General CFDA Will each federal fund have a unique Project staff are working with A&R staff to determine federal funds 10/14/2009
Meeting #5 Ledger fund number or will they be the same for which it makes sense to use a common fund number shared by
across agencies per the CFDA number? multiple agencies. We will use information collected by A&R for the
When will these new fund numbers be FY2009 SEFA in making this determination. The State Medicaid fund
available? shared by multiple agencies is a great example when one fund
number makes sense. We hope to have some preliminary
information by the end of December, 2009.
642 9/30/2009 Change Agent Network Functional - General Chart of Accounts If agencies are able to add service You can, service locations can be added on-line once SMART is 10/1/2009
Meeting #5 Ledger locations, why can't we do it on July 1, operational. However, any transactions entered before service
2010? locations are added/configured will not have the service location
value associated with the transaction.
641 9/30/2009 Change Agent Network Interface File Layouts Will there be a moratorium on interface Yes, at this time there is a moratorium on changes unless a change is 10/1/2009
Meeting #5 file layout changes? required to fix an error.
631 9/30/2009 Change Agent Network Post Go-Live Is there any idea how future SMART The Enterprise Application Rate charged by DISC is set for FY2010 10/1/2009
Meeting #5 costs will be allocated/charged? Should and FY2011 with no increase. In May, 2010, the rate for FY2012 will
we expect a significant increase? be calculated looking at the known costs for supporting, maintaining
and upgrading all central systems, including SMART, SHaRP and
IBARS.
625 9/30/2009 Change Agent Network Training Schedule When will SMART training begin? SMART training begins in March, 2010 for web based courses, then 10/1/2009
Meeting #5 classroom training starts in April through June, 2010. Visit the
SMART website at http://www.da.ks.gov/smart/ for the course
catalog of classes.
644 9/30/2009 Change Agent Network Training Are there other training materials that Yes, many of our training materials are provided in instructor-led 10/7/2009
Meeting #5 are formatted for printing? training. All of our course materials, including the job aids, will be
posted on the training section of the SMART website once training
deployment begins. For example: The User Productivity Kit (UPK)
not only allows the end user to complete a step-by-step simulation,
but also provides the ability to print the step-by-step instructions for
reference while completing the related task in SMART. Second, the
SMART training team is developing Job Aids that accompany all of
our training. Job Aids include short, easy-to-read, reminders of key
concepts. Some examples from the GN201: Introduction to
Navigating in SMART include Navigating the Home Page, Performing
Searches, and Signing In and Out of SMART. Additionally, some
courses may have spreadsheet job aids that reference common field
values.
643 9/30/2009 Change Agent Network Training Can the web based training be printed The web-based training files are designed to support interactivity 10/7/2009
Meeting #5 for staff who are tactical learners and rather than a hard copy. Printed versions of the web-based training
want to have a paper copy to refer back are not formatted for paper. If an employee feels strongly that they
to? need a printed version of the web-based training, non-formatted
copies can be provided.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 57 of 88 Printed 8/9/2011
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 online There will be specific dates in June that you will be able to enter the 9/23/2009
Conversion Meeting entry (for customers, open receivables, data. Those dates will be communicated to agencies closer to that
projects, or purchasing contracts), when time. Also, since these conversions are optional, agencies may
can we get into the system to do this? choose just to enter the data online after the system goes live.
609 9/23/2009 September Monthly Data Conversion What is a flat file? It is a text file that contains your data. Typically, agencies 9/23/2009
Conversion Meeting participating in a "flat file" conversion method have more complex
agency systems that can generate this type of file.
610 9/23/2009 September Monthly Data Conversion When is the next conversion file due? The next conversion file is due no later than November 6, 2009. 9/23/2009
Conversion Meeting
608 9/23/2009 September Monthly Functional - Asset Conversion How do we submit the conversion files? The Excel Data Entry Templates for asset conversion should be 9/23/2009
Conversion Meeting Management emailed to the Sunflower Project at SunflowerFMS@da.ks.gov.
- Use the following file name:
XXX_CNV009 Asset Data Entry Template_MMDDYYYY.xls (where
XXX is your agency code and MMDDYYYY is the date).
- Include 'Data Conversion Test File' in the Subject line.
Flat files should be loaded to the secure locations on the DISC
mainframe:
- All test files will have a “T” before the file direction.
- Use the following format:
XX.TTOSMRT.CN03.XXXX.DYYMMDD.THHMMSS.IN (where XX is your
agency code, XXXX is for agency use (or just leave it XXXX), and
YYMMDD is the date).
611 9/23/2009 September Monthly Functional - Asset Conversion I am concerned that the cost and date We will provide direct feedback to the agencies after we review the 9/23/2009
Conversion Meeting Management fields were not entered correctly in the test files.
Asset Data Entry Template that was
submitted.
615 9/23/2009 September Monthly Functional - Asset File Layouts For Salvage Value, can we put 0 in the Yes, you can leave it blank or put '0' in the field. 9/23/2009
Conversion Meeting Management field in the asset conversion file?
614 9/23/2009 September Monthly Functional - Asset File Layouts Why aren't the Fund and Salvage Value There are no State-wide policies for using Salvage Value. This would 9/23/2009
Conversion Meeting Management fields required in the asset conversion only need to be used if you have reported Salvage Value to A&R in
file for CAFR reporting? the past. It is likely that most agencies will just leave this field blank
in their conversion file.
If you know Fund, you should send it in your asset conversion file;
however, it is not a required field. Originally, it was required but
that was changed based on concerns from agencies about not
knowing this information.
612 9/23/2009 September Monthly Functional - Asset File Layouts Why can't anything be entered in the An updated version of the Asset Data Entry Template has been 9/23/2009
Conversion Meeting Management Long Description field if something is in posted on the secure SMART website. This version has the column
the VIN field next to it in the Asset Data widths expanded and data validations removed from the Long
Entry Template? Description field.
613 9/23/2009 September Monthly Functional - Asset File Layouts Will there be any Asset Subtypes that roll No, there will not be. All of the Asset Subtypes that you might think 9/23/2009
Conversion Meeting Management up to the 070 Asset Type (Machinery)? of as machinery will roll up to the 040 Asset Type (Equipment).
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 58 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
586 9/15/2009 Business Process Functional - Projects Contracts Customer invoices are created in SMART. Agencies will not need to physically print out invoices as the 9/29/2009
Workshop - Projects and and Grants Will all the information be in the system information will be available within SMART unless their Sponsor
Grants or will we need to print out the invoice? requires it.
585 9/15/2009 Business Process Functional - Projects Contracts When you view the contracts for a Yes, there is an Amendment Details page that allows you to search 9/29/2009
Workshop - Projects and and Grants project, will you be able to see all the for and review all of the amendments associated with a customer
Grants amendments to a contract? contract.
587 9/15/2009 Business Process Functional - Projects Grants An agency has a grant where they bill If they are only billing 75%, let's assume that this is a match 9/29/2009
Workshop - Projects and and Grants only 75%. How will they know which situation, where the agency pays 25% and the sponsor (federal or
Grants transaction or what in the system is other grantor) reimburses 75%. If this is the case, then normally the
setup to help them manage only billing sponsor share is funded with a different fund than the state portion
75% of the Grant? when the transaction is created (such as a voucher). They would
have two distribution lines on the voucher and both would include
the same Project but different Activity IDs and different funds. If
they are using the Grants module, it can be set up so that when they
use the funding source that they use for the match portion, then a
Cost Share analysis type is created so that they would have two
ways to track their match – by fund and by analysis type. The Cost
Share analysis type is not billed to the sponsor, but the 75% of the
actual cost is billed.
580 9/15/2009 Business Process Functional - Projects Grants Can costs be tracked related to a Yes, costs can be tracked related to Project/Grant before the Grant 9/29/2009
Workshop - Projects and and Grants Project/Grant before the Grant is is actually awarded. There is a pre-award process where the grant
Grants actually awarded? Can you create a and project are created so that they can track the costs. Once the
grant and its related project(s) and grant is awarded, the pre-award spending is processed and the
activity(ies) to accumulate costs prior to related project costs and billing information are send to Projects and
award of the grant? Contracts, respectively. Even though you can track costs prior to
grant award, you still must have funds to pay the expenses.
578 9/15/2009 Business Process Functional - Projects Grants Does the workflow for grant proposal No, the workflow for grant proposal approvals is optional and not 9/29/2009
Workshop - Projects and and Grants approvals need to be the same as the contingent on the SHaRP hierarchy.
Grants workflow in Travel & Expense,
contingent on SHaRP hierarchy?
579 9/15/2009 Business Process Functional - Projects Grants Will SMART generate its own number for Agencies can either allow SMART to generate a sequential Proposal 9/29/2009
Workshop - Projects and and Grants the grant award process or can we assign ID or Project ID or choose their own unique identifier.
Grants the number ourselves?
581 9/15/2009 Business Process Functional - Projects Project Budget If an agency is not using the Grants Yes. However, you will not enter your budget directly into Project 9/29/2009
Workshop - Projects and and Grants module, but has a certain budget for a Costing, you will do a budget journal entry and load your budget
Grants project, can you enter the budget directly into Commitment Control. Your budget will come back to
information? Project Costing from Commitment Control.
577 9/15/2009 Business Process Functional - Projects Project Costing Do you have to wait until a project is No, you can move a portion of a project or a specific stage (activity) 9/29/2009
Workshop - Projects and and Grants complete in order to move the to Asset Management when that portion/stage is complete or when
Grants information into Asset Management? you are ready to begin the depreciation process. This can be
configured by the agency using express asset filter criteria.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 59 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
582 9/15/2009 Business Process Functional - Projects Project Costing What type of notification is sent when a If the project has not started or is expired, inactive, or frozen, it will 9/29/2009
Workshop - Projects and and Grants transaction cannot be saved to a specific not show up as an option when you are attempting to create a new
Grants project? Can you see the transaction? transaction (i.e. requisition or voucher). This will partly prevent
users from charging to projects that they should not be charging to.
If your agency selected a project budget structure using track with
budget, you will be required to enter a valid ChartField combination,
including Project ID, or the transaction will fail budget check.
Agencies will have access to view budget check errors. There will be
no notifications or error messages at the time of the transaction.
584 9/15/2009 Business Process Functional - Encumbrances As soon as an encumbrance is created, Yes, an encumbrance will tie up your appropriation budget, but 9/29/2009
Workshop - Projects and Purchasing does this tie up an agency's funds? encumbrances do not affect your cash budget.
Grants
583 9/15/2009 Business Process Functional - Encumbrances At what point does the requisition After a requisition is sourced to a purchase order and budget 9/29/2009
Workshop - Projects and Purchasing become part of 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 on Yes, budget checking only occurs in Accounts Payable. 9/29/2009
Workshop - Deposits and Accounts Payable the AP side?
Interfund
603 9/9/2009 Business Process Functional - Budget Check How often will the budget checking run? Budget Checking for Accounts Receivables and Interfunds will 10/13/2009
Workshop - Deposits and Accounts Receivable Will this be different for interfunds? tentatively run every two hours.
Interfund
597 9/9/2009 Business Process Functional - Deposit Can an agency setup different deposit Yes, these are called ‘SpeedCharts’ and agencies will be able to set 9/29/2009
Workshop - Deposits and Accounts Receivable templates that would allow them to post them up and change them as needed. The deposit is the same
Interfund a deposit to an expenditure account? ‘template’ for all agencies. The agencies will be able to change
funding/SpeedCharts at their discretion.
593 9/9/2009 Business Process Functional - Deposit If an agency is not using billing, will the Yes, if an agency is not using the Billing module, the deposits would 9/29/2009
Workshop - Deposits and Accounts Receivable agency make miscellaneous deposits? be miscellaneous.
Interfund
594 9/9/2009 Business Process Functional - Deposit If you are not using billing, can you set Yes, you can if you choose, however, these typically will be 9/29/2009
Workshop - Deposits and Accounts Receivable up customers for recurring deposits? miscellaneous deposits.
Interfund
596 9/9/2009 Business Process Functional - Deposit Some agencies don’t walk their deposits It will be the same process. The agency will have a deposit type of 9/29/2009
Workshop - Deposits and Accounts Receivable into the Treasurer’s office. The treasurer EFT for the amount. Currently when an agency does a deposit for an
Interfund receives an ACH and then the agency ACH, they pick the funding. The treasurer approves it once they
creates a journal to move the funds into receive the money. If the agency chooses to move funds after the
the correct accounts. Will that still be deposit is complete, it is at their discretion and will be similar to
the process? Will they enter a deposit what they are doing today.
with the Type of ACH? Will the deposit
be recorded in AR and no journal will be
required?
595 9/9/2009 Business Process Functional - Deposit When funds are wired into Treasurer on The deposit will show up in Accounts Receivable. The Regents will 9/29/2009
Workshop - Deposits and Accounts Receivable behalf of a Regent, will the deposit show still have to do a deposit and the deposit must be approved and
Interfund up in Accounts Receivable or does it go released by the Treasurer’s Office before it goes to the General
straight to General Ledger? Will a journal Ledger. It will be done similar to today. When the Regents do the
be required? deposit, they pick the funding.
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
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 60 of 88 Printed 8/9/2011
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 on
Interfund The agency is wondering about the page but this will be a manual process and the deposit and
interfunds that may have a different voucher will need to be approved separately on the interfund page.
approval path from other items
(deposits, vouchers, etc.). Can they use
email notification from the Interfund
page in SMART to let approvers know
that the interfund requires approval?
Will the approval process be the same as
approvals for deposits and vouchers?
588 9/9/2009 Business Process Functional - Invoices How frequently will the batch process The invoices will be generated by the agencies themselves 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 is 9/29/2009
Workshop - Deposits and Accounts Receivable Billing module? What level of detail is rate times quantity. Agencies are allowed different entry and
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?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 61 of 88 Printed 8/9/2011
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 in Agencies will need to monitor the mainframe and online pages in 9/8/2009
Interface Meeting Production? SMART to confirm whether an interface file was in error. An error
file will be sent to the mainframe if the inbound interface file fails
the Pre-SMART interface validations. If the file passes the Pre-
SMART validations but fails the SMART interface validations,
Agencies will need to actively monitor the online pages in SMART to
determine whether any errors occurred in SMART.
442 9/8/2009 September Monthly Interface Error Processing How will an agency's functional staff The agency's functional staff should know when an interface is being 9/8/2009
Interface Meeting know about the errors caused by their processed. They should check the transaction status as a part of
data? Since the technical staff are the their daily routine. It is expected that functional and technical staff
ones submitting the interface files, it within an agency will communicate with each other to resolve errors
seems like the functional staff would and prevent them from recurring.
keep making the same errors over and
over again.
439 9/8/2009 September Monthly Interface Error Processing How will we be notified of errors The interface team will contact agency personnel to notify them of 9/23/2009
Interface Meeting resulting from interface files which pass errors which occurred online during Interface Testing.
the Pre-SMART edits and fail the SMART
edits during Interface Test?
440 9/8/2009 September Monthly Interface Error Processing What does "In Production you can go After SMART goes live, all agencies will have access to the Online 9/8/2009
Interface Meeting and see the errors" mean? "production" system. Agency personnel will be able to view and
correct failed transactions online in SMART.
435 9/8/2009 September Monthly Interface Interfaces Why are interface files that used to be in The mainframe was initially setup to delete the interface test files 9/8/2009
Interface Meeting our folder on the mainframe no longer after 3 days. This setting has been updated to be 30 days.
there (e.g. INF01 file)?
443 9/8/2009 September Monthly Interface Interfund Does each interfund transaction have to The SMART approach is that each interfund transaction must be 9/23/2009
Interface Meeting be approved separately? approved by the participating agency, similar to the current process
in SOKI.
444 9/8/2009 September Monthly Interface Interfund How would we move money from one If you are simply moving money from one ChartField value to 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 into the SMART testing environment for you.
SMART for Stage 3 testing?
570 9/3/2009 Business Process Functional - Projects Contracts If you have in-kind match (goods, You will enter a transaction in Project Costing to record memo items 12/16/2009
Workshop - Projects and and Grants volunteer hours) from a third party that or items that do not flow from Purchasing or Accounts Payable.
Grants you are billing for (no cash trading There will be a MEM analysis type in projects that will identify the
hands), but the feds require memo transactions.
documentation of the entire amount,
how would you document in kind?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 62 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
576 9/3/2009 Business Process Functional - Projects Grants Are we working on policy decisions with Vouchers under the delegated audit authority will not require a 1/13/2010
Workshop - Projects and and Grants agency auditors in addition with 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
575 9/3/2009 Business Process Functional - Projects Grants Can grant managers have access to only No, security is by business unit (agency). 9/14/2009
Workshop - Projects and and Grants their grants, not others within their
Grants agency?
571 9/3/2009 Business Process Functional - Projects Project Budget Agency has a project budget, but wants All project budgets are track budgets. Agencies have the option to 9/14/2009
Workshop - Projects and and Grants to allow a 10% tolerance, so they want select track with budget vs. track without budget. Staff will be able
Grants to error at 110% and a warning at 100%. to see the budget figures, but the system will not error when you
Can the system be configured this way? are over your budget.
561 9/3/2009 Business Process Functional - Projects Project Costing At what level do you have to budget and You are required to report at the level that your Sponsor requires. 9/14/2009
Workshop - Projects and and Grants report projects?
Grants
566 9/3/2009 Business Process Functional - Projects Project Costing Can you enter a project before the next Yes, you can control this by the project start and end dates and/or 9/14/2009
Workshop - Projects and and Grants fiscal year, but prevent transactions project status.
Grants from paying against it until the FY begins.
572 9/3/2009 Business Process Functional - Projects Project Costing Can you post project information into For reimbursable projects, only the billing information will flow back 9/14/2009
Workshop - Projects and and Grants Accounts Receivable, will it post back to to Project Costing. The deposit (revenue) information in AR will not
Grants Project Costing? be tracked in Project Costing. Deposits should be coded with Project
ChartFields. The deposit transactions will flow to the General
Ledger. Agencies will need to track the project-related deposits in
the General Ledger. More robust reporting may be built in the Data
Warehouse by the agency.
564 9/3/2009 Business Process Functional - Projects Project Costing Can you run reports even if the project is Yes, reports will still be able to be ran. 9/14/2009
Workshop - Projects and and Grants closed?
Grants
569 9/3/2009 Business Process Functional - Projects Project Costing Can your project be closed if you have Yes, you can close a project even if you have open encumbrances. 9/14/2009
Workshop - Projects and and Grants open encumbrances against it?
Grants
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 63 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
574 9/3/2009 Business Process Functional - Projects Project Costing For billing, there are mandated federal Yes, SMART does not replace federal forms that you have to 9/14/2009
Workshop - Projects and and Grants forms, will we still have to do these? complete for billing.
Grants
565 9/3/2009 Business Process Functional - Projects Project Costing If the project is closed, are vouchers still Yes, closing the project does not change the historical record on 9/14/2009
Workshop - Projects and and Grants linked to the project for reporting? how the transaction was created.
Grants
563 9/3/2009 Business Process Functional - Projects Project Costing If the project is closed, but money is still No. Once the voucher is created, it will continue to flow through the 9/14/2009
Workshop - Projects and and Grants available in the grant. Does this prevent process and pay during the 90 day grant closeout period. If you mark
Grants the payment transactions from paying? the project with a "Closed" status, you cannot create new 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 - Projects Project Costing If the project is closed, can you create No, once the voucher is created, it will continue to flow through the 9/14/2009
Workshop - Projects and and Grants and process a voucher for payment? process and pay during the 90 day grant closeout period. If you mark
Grants the project with a "Closed" status, you cannot create new 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 - Projects 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 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 - Projects Project Costing Is the billing function also for interfunds You will have the ability to setup other agencies as customers 11/12/2009
Workshop - Projects and and Grants or just for external billing? (sponsors) and bill them for grant-related expenditures.
Grants A bill can also be generated and associated to an interfund related
deposit, however, there is no automation to tie interfunds with bills
or to generate an interfund transaction from a bill. Bills generated
from a project can be for an agency if the agency is the project
sponsor.
559 9/3/2009 Business Process Functional - Projects Project Costing Is the Project ID a centrally or agency It is an agency defined field at the time of project setup, however, 9/14/2009
Workshop - Projects and and Grants defined field? you do have to define the project ID in the project costing module.
Grants You can use your project id naming scheme or use auto-number.
562 9/3/2009 Business Process Functional - Projects Project Costing Is there an end to a project or can it A project will have a beginning and end date. You can extend (or 9/14/2009
Workshop - Projects and and Grants cross over fiscal years? otherwise change) the project end date if needed to reflect updates
Grants to your project. It can be for multiple years and it can cross state
fiscal years.
558 9/3/2009 Business Process Functional - Projects Project Costing Will a journal entry flow back to Project As long as the appropriate project information (Project business 9/14/2009
Workshop - Projects and and Grants Costing? unit, project id, activity id) is on the transaction, it will show in
Grants project costing.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 64 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
560 9/3/2009 Business Process Functional - Projects Reports If your agency receives a grant from No, there is no statewide standard, although standard reports are 9/14/2009
Workshop - Projects and and Grants other state agency, will there be a available.
Grants mandate on the information required so
it is standardized reporting for all
agencies?
619 9/2/2009 Business Process Functional - Travel & Expense Can you pay multiple vendors on one The Travel and Expense module is available to process 10/1/2009
Workshop - Accounts Accounts Payable Expense Report? reimbursements to employees. Payments to Vendors would be
Payable and Travel & processed through Accounts Payable on a voucher. In Travel and
Expense Expense, one employee would be reimbursed on each expense
report. In Accounts Payable one Vendor is paid on each voucher.
618 9/2/2009 Business Process Functional - Travel & Expense How do we avoid a double encumbrance Airfare, registration, hotel and other prepaid items will be recorded 10/1/2009
Workshop - Accounts Accounts Payable for airfare if we do a Purchase Order and as "prepaid expense." The "prepaid expense" will be charged
Payable and Travel & also include it on the Travel against the asset account on the travel authorization, which means
Expense Authorization? Is the encumbrance by it will not be budget checked at that time. When the expense report
vendor? 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 to special form, manual signature or printed copies be sent to
Payable and Travel & 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:
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 65 of 88 Printed 8/9/2011
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:
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
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 66 of 88 Printed 8/9/2011
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 trip 9/23/2009
Workshop - Accounts Accounts Payable specific form for Travel Authorizations. information, employee information, proposed expense breakdowns
Payable and Travel & What information will be included in and ChartField data. Each section has detailed fields.
Expense SMART for Travel Authorizations?
428 9/2/2009 Business Process Functional - Travel & Expense Do all miscellaneous expenses not Yes, all employee expenses, travel related or not, will be reimbursed 9/23/2009
Workshop - Accounts Accounts Payable associated with travel have be through the Travel & Expense module for those agencies using the
Payable and Travel & reimbursed through the Travel & Travel & Expense module.
Expense Expense module?
409 9/2/2009 Business Process Functional - Travel & Expense Does the person with proxy rights to a Yes, they will have the same rights as the traveler themselves. 9/23/2009
Workshop - Accounts Accounts Payable traveler have the ability to see where the
Payable and Travel & approvals are in the process?
Expense
419 9/2/2009 Business Process Functional - Travel & Expense How much detail is required in order to This depends. Any additional costs not on the Travel Authorization 9/23/2009
Workshop - Accounts Accounts Payable encumber enough funds to cover any can be added to the Expense Report. If the actual costs accrued are
Payable and Travel & unforeseen expenses? less than originally requested on the Travel Authorization, the
Expense additional funds are liquidated when the expense report is
processed.
415 9/2/2009 Business Process Functional - Travel & Expense How will cash advances work? There will be functionality within SMART for cash advances. This 9/23/2009
Workshop - Accounts Accounts Payable was discussed at the August Change Agent Network Meeting.
Payable and Travel & Information is available on the SMART website at:
Expense http://www.da.ks.gov/smart/changeagentnetwork.html and select
Change Agent Network Meeting #4.
368 9/2/2009 Business Process Functional - Travel & Expense How will employees be reimbursed? Employee reimbursement will occur in the Travel & Expense module 9/23/2009
Workshop - Accounts Accounts Payable for those agencies using the Travel & Expense module.
Payable and Travel &
Expense
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 67 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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?
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-of- 9/23/2009
Workshop - Accounts Accounts Payable Authorization if we want to encumber state travel as well.
Payable and Travel & the funds?
Expense
422 9/2/2009 Business Process Functional - Travel & Expense What if an agency currently has an If the agency has a statutory exemption from completing out-of- 9/23/2009
Workshop - Accounts Accounts Payable exception for completing Travel state travel authorizations today, then that exemption will continue
Payable and Travel & Authorizations from out-of-state travel? in SMART.
Expense
410 9/2/2009 Business Process Functional - Travel & Expense What is the point of entry for a traveler You may have an internal process at your agency in which a proxy 9/23/2009
Workshop - Accounts Accounts Payable to enter the information? Will they enters on behalf of a traveler, but a traveler can enter travel
Payable and Travel & complete a form or enter directly into documents directly into SMART.
Expense SMART?
408 9/2/2009 Business Process Functional - Travel & Expense Will access to SHaRP be needed in order No, the Travel & Expense processor will not need access to SHaRP to 1/25/2010
Workshop - Accounts Accounts Payable to complete transactions in Travel & 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)?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 68 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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
430 9/2/2009 Business Process Functional - Vendors How will international vendors that do SMART has the capability to capture foreign addresses in postal 9/23/2009
Workshop - Accounts Accounts Payable not have SSN or FEIN be handled? correct format, based on the vendor's country of residence. Of
Payable and Travel & course, these cannot require TIN (Tax Identification Number - either
Expense SSN or FEIN) when they are entered into SMART, but the next
sequential vendor number will be assigned.
371 9/2/2009 Business Process Functional - Vendors If you do not enter a vendor on the You can get the information from the voucher, but since the vendor 9/23/2009
Workshop - Accounts Accounts Payable vendor table, can you get information on was not added to the Vendor Master Table, it would not be
Payable and Travel & a report? available there.
Expense
431 9/2/2009 Business Process Functional - Vendors What is the process when a vendor has a No, it will not be the TM-21 form, since this is a STARS form. 1/13/2010
Workshop - Accounts Accounts Payable change of address? Will they still fill out Vendors will be maintained in a single Statewide database.
Payable and Travel & 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 exist Agencies can enter a new vendor but the vendor will not be active
Payable and Travel & in the vendor table, is there a process for until approved by Accounts and Reports. Changes to vendors must
Expense either Central Division of Purchasing or be requested through Accounts and Reports. The process of how to
A&R to add those vendors? request changes to a vendor and the timing of the approval are still
being determined. We anticipate the turn around for approval of
vendor adds to be two days if the vendor is added online and three
days if the vendor is added via interface. There will also be an
expedited process for emergency situations. A W-9 is required to
add a new vendor. The agency will be responsible for acquiring and
maintaining copies of the W-9. A W-9 is required prior to issuing
payment. There will be a vendor purge process in SMART. The
criteria for purging records is yet to be determined and will be a
post go-live decision. As additional details are known they will be
communicated through Accounts and Reports informational
circulars and/or Sunflower Project Change Agent Network Meetings.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 69 of 88 Printed 8/9/2011
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 purging 1/13/2010
Workshop - Accounts Accounts Payable vendors? vendors is yet to be determined and will be a post go-live decision.
Payable and Travel &
Expense
365 9/2/2009 Business Process Functional - Vendors Will we be able to list bank accounts for Yes, a vendor can have multiple bank accounts listed, however, 9/23/2009
Workshop - Accounts Accounts Payable a vendor that are specific to a certain these will be on separate locations.
Payable and Travel & program?
Expense
367 9/2/2009 Business Process Functional - Vendors Will we need to enter everyone as a This depends on the type of expense. If the expense is 1099 9/23/2009
Workshop - Accounts Accounts Payable vendor (i.e. guest speakers, etc.)? reportable and a recurring payment, they must be entered as a
Payable and Travel & vendor. If it is an one-time payment and not 1099 reportable, the
Expense single pay option in Accounts Payable can be used.
392 9/2/2009 Business Process Functional - Vouchers Can an agency have multiple approvers? Yes, there can be up to 3 levels of approvers. Workflow workshops 9/23/2009
Workshop - Accounts Accounts Payable will be held this winter. During these workshops an overview of
Payable and Travel & workflow followed by break out sessions will provide details on the
Expense workflow process.
429 9/2/2009 Business Process Functional - Vouchers Can an AP Approver access be No, approver access is not determined by account. Ad-hoc approval 9/23/2009
Workshop - Accounts Accounts Payable determined by account (sub-objects)? is available if there are certain payments that should be reviewed by
Payable and Travel & others in your agency. This will be discussed in workflow workshops
Expense this winter.
434 9/2/2009 Business Process Functional - Vouchers Can the person entering the voucher This will depend on how the agency sets up workflow. Workflow 9/23/2009
Workshop - Accounts Accounts Payable automatically approve the voucher? workshops will be held this winter. During these workshops an
Payable and Travel & overview of workflow followed by break out sessions will provide
Expense details on the workflow process.
405 9/2/2009 Business Process Functional - Vouchers Can we have a check sent back to the Yes, this is possible using payment handling codes. 9/23/2009
Workshop - Accounts Accounts Payable agency instead of directly to the vendor?
Payable and Travel &
Expense
398 9/2/2009 Business Process Functional - Vouchers Can we have only 1 approver? Yes, you can have up to 3 levels of approval. Workflow workshops 9/23/2009
Workshop - Accounts Accounts Payable will be held this winter. During these workshops an overview of
Payable and Travel & workflow followed by break out sessions will provide details on the
Expense workflow process.
377 9/2/2009 Business Process Functional - Vouchers Can you record in advance for Yes, you can create a requisition, which would become a purchase 9/23/2009
Workshop - Accounts Accounts Payable items/services you know will be future order. The purchase order would encumber funds. You can create
Payable and Travel & expenses such as utilities? Purchase Order(s) for future expenses, for the entire fiscal year if
Expense you choose.
433 9/2/2009 Business Process Functional - Vouchers Do interfaced vouchers go through the No. Not all interfaced vouchers are "preapproved." A&R has review 9/23/2009
Workshop - Accounts Accounts Payable same approval process as manually requirements on a case by case basis, this is determined by the
Payable and Travel & entered vouchers? voucher origin code. Regents vouchers will come on the INF02
Expense interface in “preapproved” status, so these approvals are not
relevant to their processing. If the voucher build has no errors and
has sufficient funding the voucher will be picked up for paycycle.
381 9/2/2009 Business Process Functional - Vouchers Do you have to have an invoice date for Yes, the invoice date is required. 9/23/2009
Workshop - Accounts Accounts Payable duplicate invoice checking?
Payable and Travel &
Expense
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 70 of 88 Printed 8/9/2011
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:
366 9/2/2009 Business Process Functional - Vouchers How will KDOL reimburse for an Payments will be made in Accounts Payable since these individuals 9/23/2009
Workshop - Accounts Accounts Payable overpayment of unemployment are not employees of the agency. Single pay vouchers can be used if
Payable and Travel & benefits? Through Travel and Expense the agency does not reasonably expect to pay these individuals
Expense or through Accounts Payable? again and the payments are not 1099 reportable.
378 9/2/2009 Business Process Functional - Vouchers How will we know which payments have You can check on the status of a voucher in SMART. 9/23/2009
Workshop - Accounts Accounts Payable been released by A&R?
Payable and Travel &
Expense
397 9/2/2009 Business Process Functional - Vouchers If we only want 2 levels, can we do that? Yes, you can have up to 3 levels of approval. Workflow workshops 9/23/2009
Workshop - Accounts Accounts Payable will be held this winter. During these workshops an overview of
Payable and Travel & workflow followed by break out sessions will provide details on the
Expense workflow process.
380 9/2/2009 Business Process Functional - Vouchers Is the invoice number required? What if The invoice number is required, but you could use the date of 9/23/2009
Workshop - Accounts Accounts Payable we do not use invoice numbers (an payment or any unique identifier.
Payable and Travel & example is when the lottery pays out
Expense winners)?
393 9/2/2009 Business Process Functional - Vouchers Is the voucher process complete Yes, once the voucher has been matched (if applicable), budget 9/23/2009
Workshop - Accounts Accounts Payable (payment ready to be made) as soon as checked and approved, the payment is processed.
Payable and Travel & the last person approves the voucher?
Expense
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 71 of 88 Printed 8/9/2011
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 order
Payable and Travel & to be made to another vendor? and reissue with the correct vendor. If you need to pay the voucher
Expense 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 does available in SMART. Vouchers that are matched, budget-checked
Payable and Travel & approval process take? and approved will be picked up in the paycycle. The matching and
Expense budget checking process will run throughout the day and it will be
up to the agency to work the resulting errors on a timely basis. If a
voucher requires special handling, you will need to rely on phone
calls/emails to others in the approval path if there are isolated
critical payments.
400 9/2/2009 Business Process Functional - Vouchers What if the approver finds an error? Can It depends on the security roles assigned to the employee if the 9/23/2009
Workshop - Accounts Accounts Payable they fix it or does it have to go back to employee can fix the voucher or if someone else will need to make
Payable and Travel & the processor? the corrections.
Expense
399 9/2/2009 Business Process Functional - Vouchers What if your approver is on leave? Is If you know in advance that you will be gone, you can take action 9/23/2009
Workshop - Accounts Accounts Payable there ad-hoc approval? within SMART to "reassign" your approvals to someone else prior to
Payable and Travel & your absence. Otherwise, in cases where you are out unexpectedly,
Expense only the workflow administrator can reassign the documents for
approval. There will also be capability to use ad-hoc approvals,
based on security profiles.
379 9/2/2009 Business Process Functional - Vouchers What's the criteria of duplicate invoice Business Unit, Invoice Date, Invoice Number and Vendor ID Number 9/23/2009
Workshop - Accounts Accounts Payable checking? are used in this checking.
Payable and Travel &
Expense
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 72 of 88 Printed 8/9/2011
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, does Agencies will begin the purchasing process with a requisition which 9/23/2009
Workshop - Accounts Accounts Payable the person initiating the Purchase Order does not require a vendor. Once the requisition is sourced to a
Payable and Travel & need to know the vendor information Purchase Order, the Purchase Order must contain the vendor.
Expense (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 - General Currently, one of our funds (3149 SMART cash control budgets can be configured to accommodate the 9/23/2009
Workshop - Accounts Ledger University Federal Fund) is always in a current business practice of allowing certain funds to carry a
Payable and Travel & deficit cash position but we are able to negative cash balance.
Expense expend from it. Will this still be true
when using SMART given the new
budget checking process?
383 9/2/2009 Business Process Functional - Encumbrances When you create a purchase order to a No, existing purchase order encumbrances will not change. Changes 9/23/2009
Workshop - Accounts Purchasing vendor will it change existing to existing encumbrances would occur when the first purchase
Payable and Travel & encumbrances for that vendor? order is closed or paid, not when a second purchase order is
Expense 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
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 73 of 88 Printed 8/9/2011
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
547 9/2/2009 Business Process Functional - Audit Requirements When will Department of Administration Vouchers under the delegated audit authority will not require a 1/13/2010
Workshop - Purchasing Purchasing make policy decisions on retaining paper special form, manual signature or printed copies be sent to
receiving documentation? 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:
545 9/2/2009 Business Process Functional - Encumbrances Do encumbrances check the cash No, encumbrances only check the appropriations budget. 9/21/2009
Workshop - Purchasing Purchasing budget?
623 9/2/2009 Business Process Functional - Encumbrances How are encumbrances liquidated in If the requisition was sourced to a Purchase Order (encumbrance 10/5/2009
Workshop - Purchasing Purchasing SMART? Do the funds go back to the created) then a change order would be processed by the agency to
agency or to the State General Fund? release the unneeded portion of the encumbrance. If the
encumbrance is released in the same fiscal year as the encumbrance
is created the agency appropriation will be available to the agency.
If the encumbrance is released in a subsequent fiscal year the
authority to spend the appropriation/expenditure limitation will be
lapsed and will not be available to the agency.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 74 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
540 9/2/2009 Business Process Functional - Purchase Order As soon as Purchase Order is approved The dispatch cycle is still being determined. We will provide 9/21/2009
Workshop - Purchasing Purchasing and dispatched, it is real time? additional information as it becomes available.
556 9/2/2009 Business Process Functional - Purchase Order Can agencies assign their own Purchase No, approved requisitions automatically create the purchase order 9/21/2009
Workshop - Purchasing Purchasing Order numbers? and assigns the purchase order ID number.
539 9/2/2009 Business Process Functional - Purchase Order Can you override the vendors default Yes, you can override at the Purchase Order and it will go out at the 9/21/2009
Workshop - Purchasing Purchasing method of dispatch at the Purchase method selected at the Purchase Order.
Order level?
537 9/2/2009 Business Process Functional - Purchase Order How can a Purchase Order be Purchase Orders can be dispatched a variety of ways. They may be 9/21/2009
Workshop - Purchasing Purchasing dispatched? dispatched by email via PDF, fax to vendor, print and mail or via
phone. The method of dispatch may depend on the vendor's
preference and your agency policy.
538 9/2/2009 Business Process Functional - Purchase Order What does the vendors' preferred There is one statewide vendor master file. Each vendor has a 9/21/2009
Workshop - Purchasing Purchasing method of dispatch mean? preferred method of dispatch listed. It is not each agency's
preferred method of dispatch.
542 9/2/2009 Business Process Functional - Purchase Order What happen if the 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 voucher.
amount is different due to changes? This may give a match exception that could be overridden.
541 9/2/2009 Business Process Functional - Purchase Order What happens if a Purchase Order is You need to cancel the 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 the Yes, if you have flagged the item for inspection. 9/21/2009
Workshop - Purchasing Purchasing goods at a later time (i.e. inspection)?
515 9/2/2009 Business Process Functional - Receiving Can you post partial goods to the system You can enter a partial receipt. SMART tracks partial receipts and 9/21/2009
Workshop - Purchasing Purchasing or do you have to wait until all goods are will let you pay for the goods you have received.
received?
549 9/2/2009 Business Process Functional - Receiving Can you receive items at a different unit Yes, there is conversion capability for items. 9/21/2009
Workshop - Purchasing Purchasing of measure than what you ordered (i.e.,
ordered a case, but received at a unit
level)?
546 9/2/2009 Business Process Functional - Receiving Can you receive more items that you It depends on the items. There will be tolerances set up. If the cost 9/21/2009
Workshop - Purchasing Purchasing ordered on your Purchase Order? and quantity exceeds the purchase order total plus a variance, it will
not pass. If this is the case, you will need to do a change request on
your purchase order to increase your quantity.
548 9/2/2009 Business Process Functional - Receiving Do we need to retain paper receiving Each agency needs to determine internal business process to best 9/21/2009
Workshop - Purchasing Purchasing documentation for our vendor or is there accommodate their needs.
a state policy that we can eliminate this
documentation?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 75 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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 will 9/21/2009
Workshop - Purchasing Purchasing need to cancel the lines on the purchase order.
553 9/2/2009 Business Process Functional - Requisition Can multiple requisitions be combined Yes, as long as the requisitions are for the same vendor and the 9/21/2009
Workshop - Purchasing Purchasing into one purchase order? requisitions are in the same auto sourcing process.
524 9/2/2009 Business Process Functional - Requisition Can requisitions be used over again or Requisitions will be closed and cannot be sourced to a purchase 9/21/2009
Workshop - Purchasing Purchasing do they close once they become a order again. The requisition is available for reference. A new
Purchase Order? requisition can be created by copying from a previous requisition.
530 9/2/2009 Business Process Functional - Requisition Can the requisition be created and Yes, for some agencies, that is the only option. 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 manually item master list.
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.
557 9/2/2009 Business Process Functional - Requisition How are printing requisitions going to be Agencies will continue to enter printing requisitions into the State 12/16/2009
Workshop - Purchasing Purchasing handled and payments to the State Printer's system. The State Printer will initiate an interfund in
Printer for print jobs? SMART and the agency will reciprocate to approve the transaction.
532 9/2/2009 Business Process Functional - Requisition How can you reference the requisition The SMART system assigns a Requisition ID for each requisition. This 9/21/2009
Workshop - Purchasing Purchasing on your paper documentation? Requisition ID can be noted on your paper documentation for
inquiry in SMART to check on the status of the requisition.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 76 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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 the If the Contract ID is noted on the Requisition for the item, this item 9/21/2009
Workshop - Purchasing Purchasing item is over the agency delegated will source to a Purchase Order. It will not workflow to Division of
authority but is on a state contract? Purchases. If the Contract ID is not included on the Requisition for
the item, the purchase order will workflow to Division of Purchases.
523 9/2/2009 Business Process Functional - Requisition If items are selected from the requisition The purchase order status will be in budget check error and cannot 9/21/2009
Workshop - Purchasing Purchasing and fail at the Purchase Order level, due be approved until resolved.
to budget check, what happens to the
Purchase Order?
508 9/2/2009 Business Process Functional - Requisition If you have a multi-step approval Workflow 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.
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, what source the remaining lines on the requisition.
happens with the other 2 items?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 77 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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 and funds will not be encumbered.
bring their invoices back. Do we need to
create a requisition or Purchase Order
for these items?
551 9/2/2009 Business Process 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 or 9/21/2009
Workshop - Purchasing Purchasing Responsibilities have, one or many? multiple people entering requisitions. Agencies will need to
consider what works best for their business practices.
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
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?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 78 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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
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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 79 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
478 8/31/2009 Business Process Functional - Asset Asset Management How do we know what an asset will be If proceeds >$500, Surplus returns 80% of the proceeds via interfund 12/10/2009
Workshop - Asset Management sold for or if it was sold at all at State to the agency on a quarterly basis with an itemized listing of assets
Management Surplus? sold. If proceeds <$500, Surplus retains all of the proceeds and the
agency is not notified of the sell.
458 8/31/2009 Business Process Functional - Asset Asset Management How does it work if I purchase 50 You can unitize them into individual assets. 9/23/2009
Workshop - Asset Management computers on one voucher, but want to
Management track them individually.
447 8/31/2009 Business Process Functional - Asset Asset Management How will an asset be created if an agency An asset can be directly entered online for tracking purposes only. 9/23/2009
Workshop - Asset Management has custody of an item, but does not
Management own it?
465 8/31/2009 Business Process Functional - Asset Asset Management If an asset is over $5000, does it No, at the purchase order and voucher transaction level, there is no 9/23/2009
Workshop - Asset Management automatically require a profile ID? systematic validation that requires a profile ID.
Management
457 8/31/2009 Business Process Functional - Asset Asset Management If I have nine purchase orders for An asset is not created when the purchase order is approved. An 9/23/2009
Workshop - Asset Management computers, do I have to create those asset is created after the Transaction Loader process runs.
Management assets immediately?
459 8/31/2009 Business Process Functional - Asset Asset Management If one agency purchased the asset, but The agency who has custody of the asset can create a "track only" 9/23/2009
Workshop - Asset Management another has custody, how can both asset while the purchasing agency has the financial and accounting
Management agencies put asset information into the record.
system without the asset being counted
twice for accounting purposes?
452 8/31/2009 Business Process Functional - Asset Asset Management If you use Project Costing, do you have to If agency builds an asset in Project Costing (a building for example) 9/23/2009
Workshop - Asset Management use this integration to create an asset? then yes, integration is required. If an asset is being purchased
Management (equipment), then integration is not required.
460 8/31/2009 Business Process Functional - Asset Asset Management Is there a way to update assets as a No, assets will need to be updated individually. 9/23/2009
Workshop - Asset Management group instead of singularly?
Management
451 8/31/2009 Business Process Functional - Asset Asset Management Is there any tickler system to remind No, Asset Management does not have workflow. Agencies need to 9/23/2009
Workshop - Asset Management project managers to forward asset consider how this may impact their business process and develop an
Management information to Asset Management? internal process.
463 8/31/2009 Business Process Functional - Asset Asset Management Is there anything that would tell you that No, there is no flag or notification, but a query could be created to 9/23/2009
Workshop - Asset Management a warranty, etc is about to expire? see what items are about to expire.
Management
475 8/31/2009 Business Process Functional - Asset Asset Management Is there depreciation if we transfer non- No, depreciation only affect capitalized assets. 9/23/2009
Workshop - Asset Management capital assets?
Management
481 8/31/2009 Business Process Functional - Asset Asset Management Is there something in the system that No, there is no notification for this as it is a process outside of the 9/23/2009
Workshop - Asset Management would notify agencies that an item was system handled by State Surplus.
Management sold or for how much?
474 8/31/2009 Business Process Functional - Asset Asset Management Our agency doesn't do depreciation. The accumulated depreciation is historically recorded for an asset. 9/23/2009
Workshop - Asset Management How will the accumulated depreciation The transfer value is the net book value.
Management be transferred?
456 8/31/2009 Business Process Functional - Asset Asset Management What if a project never completes, but If the project does not complete, the costs accumulated to date can 9/23/2009
Workshop - Asset Management the development to date needs to be be integrated into Asset Management.
Management accounted for in Asset Management?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 80 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
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, will No, the warranty information will need to be entered specifically for 9/23/2009
Workshop - Asset Management that information automatically flow into that asset.
Management Asset Management?
485 8/31/2009 Business Process Functional - Asset Asset Management When an agency pays for a warranty, will No, the warranty information will need to be entered specifically for 9/23/2009
Workshop - Asset Management that information automatically flow into that asset.
Management Asset Management?
446 8/31/2009 Business Process Functional - Asset Asset Management Will financial data flow into Asset No, the financial and physical data will flow into Asset Management 9/23/2009
Workshop - Asset Management Management before physical data? at the same time.
Management
472 8/31/2009 Business Process Functional - Asset Asset Management Will information from assets will be able No, not every field associated with asset is on requisition or 9/23/2009
Workshop - Asset Management to be entered at requisition (i.e. purchase order. Warranties, insurance, etc. is entered on an the
Management software on 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 an
Management internal process.
471 8/31/2009 Business Process Functional - Asset Asset Management Will the system track appreciation of Fixed Assets are carried at historical cost. Improvements to fixed 9/23/2009
Workshop - Asset Management assets (ex: land, buildings)? capital assets can be tracked in Asset Management.
Management
467 8/31/2009 Business Process Functional - Asset Asset Management Will there be a default depreciation The depreciation method for statewide CAFR reporting will be 9/23/2009
Workshop - Asset Management method? straight-line.
Management
469 8/31/2009 Business Process Functional - Asset Conversion How much actual data about an asset Asset data fields that will be converted are available on 9/23/2009
Workshop - Asset Management will be converted? CNV009_Asset_File_Layout document which is available from the
Management SMART secure web site at http://www.da.ks.gov/smart/.
470 8/31/2009 Business Process Functional - Asset Conversion What assets will be converted to 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.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 81 of 88 Printed 8/9/2011
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 mentioned Yes, additionally, previous CAN materials are available on the 9/23/2009
Workshop - Asset Readiness that questions from today's workshop SMART website at: http://www.da.ks.gov/smart/.
Management would be covered at the next CAN
meeting, right?
494 8/26/2009 August Monthly Data Conversion Configuration 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 even 8/26/2009
Conversion Meeting Values listed in the file layout or data entry thousands, of values. This is why we are publishing separate lists
template? that just contain the valid values for a particular field.
In the file layout/data entry template, it tells you the configuration
work unit that you need to reference. After you see that, you can
access the related spreadsheet from the secure SMART website in
order to see the valid values for that field.
500 8/26/2009 August Monthly Data Conversion Configuration Will the configuration values work for Yes, configuration values are also for interfaces. 8/26/2009
Conversion Meeting Values interfaces as well?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 82 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
493 8/26/2009 August Monthly Data Conversion Project Plans Do we need a separate plan from the No, for Task 215, we want to know which conversions you plan to 8/26/2009
Conversion Meeting project plan for conversion for Agency participate in, how many transactions you will convert, and which
Task 215? conversion methods you plan to use.
495 8/26/2009 August Monthly Data Conversion Testing If everything works with the first test file If you've had no changes in your inventory and the data is still the 8/26/2009
Conversion Meeting that is sent for the assembly test (and same, then we wouldn't need a new file submitted. However, if
there are no errors/issues), do we have there are new records or data has been updated, we will want
to submit subsequent files for future another file.
testing efforts (the mock conversion)?
506 8/26/2009 August Monthly Functional - Interfund Will SOKI groups exist in SMART for The SMART Interfund Process notification modification is still in 10/5/2009
Conversion Meeting Accounts Receivable interfunds? design, but in general the process will provide a drop down box of
choices for the user to select the reciprocating agency contact for
notification. The Interfund initiating agency will identify the
reciprocating agency on the transaction. SMART will use that
agency/business unit information to call up the agency interfund
contacts to be displayed in the drop down box. The contacts listed
may be individuals or an email group defined by that agency. So,
the user will choose the contact much like today in SOKI.
502 8/26/2009 August Monthly Functional - Asset Asset Management Can we send Position # for an asset, No, the custodian of an asset must be a person. 8/26/2009
Conversion Meeting Management instead of Employee ID?
606 8/26/2009 August Monthly Functional - Asset Asset Management Can you define what constitutes a leased Asset acquired through a capital lease must be tracked in SMART. A 9/28/2009
Conversion Meeting Management asset that must be tracked in SMART? capital lease is treated as a financial asset. It has a lease term and
lease payment amount. The lease is carried on the balance sheet
and is periodically
depreciated. A capital lease meets the following criteria under FASB
13:
• There is an ownership transfer at the end of the lease.
• The lease contains a bargain purchase option (BPO).
• The lease term is 75 percent or more of the asset life.
• The present value of the minimum lease payment is 90 percent or
more of the fair market value of the asset.
Operating leases may be tracked in SMART. An operating lease is
treated as a nonfinancial asset to which no cost information is
associated. It is normally expensed and can include rent and
monthly payments that are expensed periodically. An operating
lease is any lease that does not meet the criteria under FASB 13. An
example of an operating lease is the equipment leased through the
Statewide Copier Contract. The majority of leases of real property
(land, building, or space in buildings) are also common examples of
491 8/26/2009 August Monthly Functional - Asset Asset Management If an agency does not currently track It is recommended that you go back and get all information tied to 8/26/2009
Conversion Meeting Management assets and wants to track them in that asset, if possible.
SMART, will they have to go back and get
the date of purchase and price of the
asset? Or can I estimate or not put those
values?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 83 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers
Date Last
ID Date Received Source Category Subcategory Question Answer
Updated
487 8/26/2009 August Monthly Functional - Asset Asset Management What do you consider an asset? I Yes, machinery, vehicles, land, and buildings could also be 8/26/2009
Conversion Meeting Management consider this to be furniture, computers, considered assets. Reportable assets (assets greater than $5,000)
desks. Is that what you're looking for? are assets tracked for financial reporting on the statewide CAFR.
Non-reportable assets (assets valued at less than $5,000) are assets
tracked for physical and audit purposes.
503 8/26/2009 August Monthly Functional - Asset Asset Management What if the custodian is not a person? The process for this in the future is that the custodian for an asset 8/26/2009
Conversion Meeting Management For example-- if there is a computer in a must be a person. The person who has stewardship of the pickup
pickup truck, we consider the truck to be truck is also the custodian of the computer.
the custodian.
489 8/26/2009 August Monthly Functional - Asset Conversion Can we convert assets after go-live? Only assets under $5,000 can be entered online after the system 8/26/2009
Conversion Meeting Management goes live. You will have to key them in yourselves online, as there
will not be the ability to load assets via a flat file or Excel file after go-
live. For capitalized assets (assets $5,000 and greater), they must be
converted prior to SMART go-live.
507 8/26/2009 August Monthly Functional - Asset Conversion Can you do online entry for assets after If it's a capital asset over $5,000, it has to be converted prior to go 8/26/2009
Conversion Meeting Management go live? live using the Excel file or flat file upload.
499 8/26/2009 August Monthly Functional - Asset Conversion Do I have to send all my assets by No, it is alright to just send a snapshot of your assets for this 8/26/2009
Conversion Meeting Management September 21? assembly test. However, for the test file that is due on 11/5/09 (and
any due after that date), you must send all assets.
488 8/26/2009 August Monthly Functional - Asset Conversion Do we have to convert an asset if its cost No, only assets that cost $5,000 or more must be converted prior to 8/26/2009
Conversion Meeting Management is under $5,000? go-live.
490 8/26/2009 August Monthly Functional - Asset Conversion If I want to convert assets with help from Yes, assets greater than $5,000 must be converted prior to go-live. 8/26/2009
Conversion Meeting Management the Sunflower Project, is this the time to Also, during the project the agency has the opportunity to load their
do it? other assets (under $5,000) via a flat file with project resources to
help with any issues. After go-live agencies will need to enter those
assets online.
504 8/26/2009 August Monthly Functional - Asset Conversion Is Employee ID required for asset No, employee ID is not required for asset conversion. 8/26/2009
Conversion Meeting Management conversion?
492 8/26/2009 August Monthly Functional - Asset Conversion Is the asset conversion excel file data Yes, it is posted on the secure part of the SMART website at 8/26/2009
Conversion Meeting Management entry template available? http://www.da.ks.gov/smart/.
486 8/26/2009 August Monthly Functional - Asset Conversion Will there be a central conversion for all No, agencies need to send vehicles that need to be converted in 8/26/2009
Conversion Meeting Management cars? their conversion files.
505 8/26/2009 August Monthly Functional - Asset File Layouts We have assets we bought 10 years ago You could send that information in the Long Description field in the 8/26/2009
Conversion Meeting Management with an old project number that is not conversion file. If you do, it will be tracked in a
active. We want to retain that comment/description field in SMART for reference purposes.
information for historical purposes. How
do we do that?
501 8/26/2009 August Monthly Functional - General Chart of Accounts Was the Agency Use ChartField defined Yes, agencies submitted the values for this via Task 211. 8/26/2009
Conversion Meeting Ledger by agencies?
255 8/26/2009 Business Process Functional - General SpeedCharts How much will SpeedCharts help in SpeedCharts provide a tool (SpeedChart code) to enter routinely 10/1/2009
Workshop - General Ledger transaction processing? used ChartFields or ChartField strings. At the time of data entry the
and Commitment Control SpeedChart code is selected reducing key strokes and data entry
errors. SpeedCharts are available in Purchasing, Accounts Payable,
Accounts Receivable, and Travel and Expense.
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 84 of 88 Printed 8/9/2011
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 Ledger familiar with debit and credits? staff who do not have formal training in accounting. This training is
and Commitment Control intended to supplement on the job training provided at the agency
level.
249 8/26/2009 Business Process Functional - General Budget Check Will the Sunflower Project provide Budget Checking will occur in a single process and will happen to all 9/16/2009
Workshop - General Ledger Ledger agencies the order of which transactions journals that are available and ready to be budget checked.
and Commitment Control will go through the batch process ChartField edits will occur as the transaction is entered.
(budget and edit checking)?
242 8/26/2009 Business Process Functional - General Cash Control Budget Do all of our funds have to be budgeted? All funds are subject to the Appropriation Budget. For funds that 9/16/2009
Workshop - General Ledger Ledger are considered “no limit”, the appropriation will be set arbitrarily
and Commitment Control high so it is unlikely to ever be exceeded; for example $999,000,000.
The Cash Control budget also applies and that is the budget that will
control spending on these funds.
243 8/26/2009 Business Process Functional - General Cash Control Budget If I have an encumbrance on a cash No, an encumbrance does not impact a Cash Budget. Cash Control 9/16/2009
Workshop - General Ledger Ledger budget, can it cause my transaction to Budgets are impacted by expenses and collected revenue.
and Commitment Control fail? Encumbrances will not affect cash balances or Cash Control Budgets.
252 8/26/2009 Business Process Functional - General Error Processing How will an end-user know if there was Some things will error out immediately during the transaction 9/16/2009
Workshop - General Ledger Ledger an error? process. For example, if a ChartField is entered incorrectly, the
and Commitment Control ChartField itself will turn red. Other edits and budget checking will
occur in a batch (with some exceptions). The batch schedule has
not been determined at this point, but you will need to go into the
system and review those transactions that have errored.
253 8/26/2009 Business Process Functional - General Error Processing Will there be something similar to the Yes. The transaction will reflect an error status. Transactions in 9/16/2009
Workshop - General Ledger Ledger STARS suspense string in SMART? error will need to be worked by the agency to correct before the
and Commitment Control transaction completes processing in SMART.
244 8/26/2009 Business Process Functional - General Interfaces Will the revenue estimate in IBARS be Yes, the revenue estimates from IBARS will be interfaced into 9/16/2009
Workshop - General Ledger Ledger uploaded into SMART? SMART.
and Commitment Control
250 8/26/2009 Business Process Functional - General Journal Entry If I am creating a manual journal not in a General Ledger journals will be created online in SMART. An excel 9/16/2009
Workshop - General Ledger Ledger sub-module, will I be keying into an spreadsheet is also available to load journals in SMART. All journals
and Commitment Control application journal similar to SOKI? will need to pass edit and budget checks.
251 8/26/2009 Business Process Functional - General Journal Entry Will SMART be smart enough to know Yes, the journal will record the transaction based on the ChartFields 9/16/2009
Workshop - General Ledger Ledger that we are creating a journal to add and financial data entered.
and Commitment Control money to a fund?
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls - Details Page 85 of 88 Printed 8/9/2011
Status
Closed
Open
Decision TBD
Sunflower Project Questions and Answers - Documentation
112a: Customer Information Page
112b: Customer Information Page
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls 87 of 88 Printed 8/9/2011
Sunflower Project Questions and Answers - Documentation
112c: Contact Information Page
cdd49ab0-4536-4215-9e56-c6d5de87f270.xls 88 of 88 Printed 8/9/2011
