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SHARP Message #797


Date

2/3/10

Author

SMART

Subject

Hot Topic! Department ID Updates in SMART and SHARP to be Synchronized

Message Text:

 

IMPORTANT: Agency staff have worked with both SMART and SHARP to make Department ID requests/updates required due to the impact of SMART. We have reached the point in the project where SHARP and SMART will synchronize the department IDs in both systems. This will be your opportunity to review and validate all Department ID changes requested to date and make any additions, changes, or updates.

February 5 at Noon: We will stop the addition of department IDs in both SHARP and SMART until the department IDs currently in both systems have been validated by your agency.

February 12th: Agency Finance and HR contacts will receive a consolidated list containing all of your agency’s active Department IDs along with a task. Task 273, Updates to Department ID Configuration Activity, will provide the opportunity to validate the data currently in SHARP and SMART and make any requests to add, update, and/or inactivate Department IDs. Agency Finance contacts will also have the opportunity to update their Finance tree as part of this task.

It will be critical for HR and Finance to work together to complete Task 273. SMART and SHARP will be fully integrated databases that use the same Department ID listing, so it’s imperative that we work together to insure that the Department ID structure works for the entire agency and meets the needs of both functional areas.

March 5th: Due Date for Task 273, Updates to Department ID Configuration Activity, issued on February 12.

Action Required for Agency HR Staff:
If you have already completed your request for Department IDs in SHARP per Step 1 of the SHARP task information attached, please continue with the additional steps required to complete the position updates and movement of employees to new Departments in your organization. The deadline for entering position updates and moving employees to new Departments in SHARP has been extended to Friday, April 16.

If you have NOT completed a request for changes to your Department IDs in SHARP, Task 273, Updates to Department ID Configuration Activity is your final opportunity to request new Department Ids or updates for both SHARP and SMART prior to July 1, 2010. Upon completion of Task 273, your requested changes will be entered into SHARP and SMART and you will be able to proceed with the additional steps required to complete position updates and movements of employees to new Departments if you have changes to your organizational structure. Again, the deadline to complete these changes in SHARP, including position updates and moving employees to new Departments, has been extended to Friday, April 16.


WHO IS AFFECTED:
Primary, General Ledger, and Budget contacts who are responsible to prepare their agencies to use the Statewide Management, Accounting and Reporting Tool (SMART)
SHARP Contacts who are responsible to prepare their agencies to use updated SHARP values which will be integrated with SMART

QUESTIONS? Please e-mail the Sunflower Project at Sunflowerfms@da.ks.gov with any questions you have.

 

Attached Documents (sent in Message 784 on 12/1/09):