Steering Committee Meeting Minutes
March 13, 2009
9:00 - 11:00 a.m.
Room 102, Landon State Office Bldg.

The meeting of the Sunflower Project Steering Committee was called to order by Carol Foreman.  The following persons were in attendance:

Duane Goossen, Division of the Budget
Carol Foreman, Department of Administration
Denise Moore, DISC
Kent Olson, Sunflower Project Director
Gary Schneider, Sunflower Project Implementation Manager
Peggy Hanna, Deputy Project Director
Chris Howe, Department of Administration
Dennis Williams, Department of Corrections
Jim Conant, Department of Revenue
Laura Howard, Department of Social and Rehabilitation Services
Marty Kennedy, Department on Aging
Alice Knatt, Department on Aging
Jeff Peter, Judicial Branch
Marcia Ferrill, Department of Transportation
Rhonda Seitz, Department of Transportation
Cindy Hooper-Bears, State Treasurer
Diane Duffy, Board of Regents
Paul Lavery, Accenture
Kirk Teal, Salvaggio, Teal & Associates (STA)
Loren Westerdale, DISC
Becky Kersting, DISC
Connie Guerrero, Enterprise Readiness Team Manager, Sunflower Project
Les Lauber, Communications Lead, Sunflower Project
Dean Arzoian, Technical Team Manager, Sunflower Project

I.       Project Status & Activities

Project Timeline

Kent Olson informed Steering Committee members the Sunflower Project continues to remain on schedule, on budget and on scope.  The Project is currently in the Design Phase and a Project Plan for Phase II of the Project has been submitted to KITO for review.  Kent reported that work with agencies has increased and there will continue to be more involvement by agencies as the project continues.

Project Status and Activities

Kent Olson reported that project team members continue working on the build out of the Phase II project plan activities. Gary Schneider stated that the revised plan will be submitted to KITO next week.  Team members continue to work on Design phase deliverables and all major milestones continue to remain on-schedule or ahead of schedule.  Initial interface standards have been provided so that agencies can begin working on tasks associated with mapping their systems to SMART.

Kent Olson indicated that a detailed Training plan is being developed and will identify how the Project team will work with agencies to provide training.

Sunflower Project leadership staff have also developed and presented options for the Post Go-Live support organization.  This task aligns with our need to begin thinking about maintenance of the system and the readiness of State of Kansas employees to support the system when the consultants are gone.

Personal Learning Plans are being developed for all State of Kansas Sunflower Project team members to facilitate knowledge transfer from Accenture.  Sunflower Project Leadership has developed and presented options for the Post Go-live support organization to Project sponsors and hope to have a decision by late spring of this year. 

II.  Project Decisions
Kent Olson reported that three options were considered for handling security configuration tasks post go-live.  The three options considered were:

    1. Centralized – security administered by central support org via agency requests
    2. De-centralized – agencies administer their own security
    3. Hybrid – select agencies administer their own security

The decision made by the Sponsors and Project Leadership is to leadership to use centralized security model to reduce the impact on agencies and maintain central control at “go-live.”  Kent indicated this decision gives us the ability to decentralize this task later when the system is stable.

Diane Duffy asked about the complexity of security in SMART versus the current payroll system.  Gary Schneider reported that there is a lot more granularities in SMART.  About 30 security roles have been identified so far and the learning curve adds complexity. A follow-up question was asked regarding the ability for capacity-shifting as large agencies develop capacity to manage that complexity.  The answer was yes and that this decision provides the least risk at go-live, and allows for PeopleSoft training in agencies, and separates roles & responsibilities in agencies. This will also drive the size of the PGLSO.

Kent Olson reported another project decision has been made regarding the configuration of the General Ledger Business Unit.  Two options were considered:

    1. One G/L business unit for all agencies
    2. Assign each agency its own business unit

The decision is to allow each agency to have its own business unit.  Kent Olson reported that this decision allows a balance of centralized control of necessary elements and provides agency flexibility.  It will allow agencies to only see their values on key fields such as the chart of accounts.

The following decisions are still pending.  1) Chart of Accounts; 2) Method for interfund processing and 3) Method for end-of-year encumbering.   The Chart of Accounts is finalized and a communication will be sent out to agencies soon.  The Project team is also very close to finalizing the approach for these other two decisions.

III. Change Control

Peggy Hanna provided an update on the Change Control process.   Peggy reported that in accordance with the Statement of Work the State of Kansas is responsible for completing 29% of the work.   She stated that we are on target for workload based on the current modifications that have been identified.  The Change Control Board meets on a weekly basis to review modification requests.

The following change requests were presented to Steering Committee members for approval.

Deposit Approval - modifies deposit control page to include controls for agency and STO to require that deposits be approved before the funds are available to agencies to spend.  Peggy Hanna reported that currently all receipt vouchers go to the State Treasurer’s Office for approval.  This modification will allow for this to continue occurring and allows the State Treasurer to make sure the money is in the account before funds are available.

Request was approved by the Steering Committee

Deposit Release Page - creates a new deposit control page that displays a sum of all deposits approved by STO for a specified date which have not been released.  An approval for this daily deposit group will be provided and only the deposits included on the approved daily deposit page will be made available for budget check. 

Request was approved by the Steering Committee

Asset Management Control - there is not a method to review or attach service agreements (maintenance contracts) to specific assets.  This change request creates a new page that is similar to the Asset Warranty page but would utilize the data entered for Maintenance Contract Terms.  Peggy Hanna reported that this modification would create a link to relate an asset to a service agreement or contract.

Request was approved by the Steering Committee

Peggy Hanna gave a brief overview of the spreadsheet displayed on slide 11.   She reported on the number of modification hours that have been approved and the number of hours still available:

    1. Total Accenture hrs = 7,065 (including 3 above)
    2. Total Available hrs = 19,130
    3. % Used = 37%
    4. % Remaining = 63%

Peggy Hanna informed members that Project team members are analyzing a replacement for the Warrant Tracking System operated by the State Treasurer (STO).  This change request will be under 50K and not require approval by the Steering Committee.  The project team is currently considering three options

    1. STO re-build warrant tracking system
    2. Perform warrant tracking in SMART (requires mods); STO maintains control of the business process
    3. Outsource warrant tracking to UMB

This analysis is on-going and a resolution should be decided in the next couple of weeks.

IV. 2nd Change Agent Meeting Agenda

Gary Schneider reminded Steering Committee members the next Change Agent Meeting is scheduled for March 26th from 9:00 to 11:00 a.m. at the Topeka and Shawnee County Library.  Agenda items include information on upcoming workshops, chart of accounts update, agency task list review and a brief project status update which will include information on the data warehouse and reporting strategy.

V.  Agency Visits and Interactions

Gary Schneider informed the Steering Committee that several meetings have been held with key agencies to finalize outstanding decisions on these agencies interactions with SMART.  Agency Meetings included finalizing scope with the Adjutant General who is now on board; meeting with the Secretary of State who bought a Tier II financial management system and are now looking at decommissioning this system to use SMART, sent a consultant to Pratt for a week to meet with the Department of Wildlife and Parks to provide them with information about SMART to assist them in making decision regarding decommissioning their financial system, meeting with KPERS  who needs more detail on how the decision on satellite warrant systems will affect them, KDOT submitted KITO plan to approve their go-forward strategy and Department of Labor who is now on board for using SMART to replace their system that requires a three step allocation process.

Gary Schneider reported that the initial set of interface standards have been sent out to agencies that have been identified as using these interfaces.

VI.  Reporting Strategy

Gary Schneider gave an overview of the reporting strategy for SMART.  Gary stated that reports that are generated from SMART would be for information you need today.  Most reporting will occur out of the data warehouse which will be one day behind.  The data warehouse will also contain data from SHARP.  Eventually the data warehouse will hold a minimum of 10 years worth of data which synchs up with the State’s Transparency laws. Prior history will be available ad hoc for some undetermined amount of time.

Gary Schneider provided a high-level overview of the reporting tools available to agencies.  In SMART, agencies will have the ability to run on-line reports and use PeopleSoft Query. Tools available to extract data from the Data Warehouse includes: Business Intelligence Answers, and Dashboards. The BI Answers tool will be usable by functional users. First dry run of these tools will be in a workshop with the Data Warehouse Advisory Group.

 Next Steering Committee Meeting

Gary Schneider reported that the project team is working on a solution for vendors to check on payments.  The proposed solution is a “self-service” approach in which all payments are reflected on a website. People expecting payments can find what payment was distributed, when, and whether EFT or other approach was used on the website.

The next Steering Committee meeting will be on Friday, April 10, 2009 from 9:00 – 11:00 a.m. in Room 102 of the Landon State Office Building.

The meeting was adjourned.