Steering Committee Meeting Minutes
January 16, 2009
9:00 - 11:00 a.m.
Room 102, Landon State Office Bldg.

The meeting of the Financial Management System (FMS) Steering Committee was called to order by Duane Goossen. The following persons were in attendance:

Duane Goossen, Division of the Budget
Carol Foreman, Department of Administration
Denise Moore, DISC
Kent Olson, FMS Project Director
Gary Schneider, FMS Implementation Manager
Peggy Hanna, Deputy Project Director
Chris Howe, Department of Administration
Jerry Sloan, Judicial Branch
Marty Kennedy, Department on Aging
Alice Knatt, Department on Aging
Jim Conant, Department of Revenue
Laura Howard, Department of Social and Rehabilitation Services
Rhonda Seitz, Department of Transportation
Marcia Ferrill, Department of Transportation
Diane Duffy, Board of Regents
Cindy Hooper-Bears, State Treasurer
Paul Lavery, Accenture
Elaine Frisbie, Division of Budget
Becky Kersting, DISC
Loren Westerdale, DISC
Connie Guerrero, Enterprise Readiness Team Manager, Sunflower Project
Les Lauber, Communications Lead, Sunflower Project
Pam Fink, Central Agency Integration Lead, Sunflower Project

Kent Olson introduced Pam Fink, Central Agency Integration Lead for the Sunflower Project and Les Lauber, Communications Lead for the Project.

I.      Project Status & Activities

The 1st Six Months of the Project Winding Down – End of Analysis Phase
Kent Olson reported the Analysis phase of the project has just been completed.  He reported the Conference Room Pilot Sessions are finished and the analysis of this work is being finalized.   Kent stated the Project continues to remain on track and Project activities and work products are where they need to be at this point.

Project Activities
The majority of State positions on the project have been filled. Only a few positions remain vacant including one training developer that is not scheduled to join the project until March-April, 2009. Two additional training developers, one PeopleSoft developer and the remaining Agency Readiness team member positions have all been filled. There is one remaining vacancy for a security analyst that should be offered in the next couple of weeks.

Kent mentioned the Conference Room Pilot Sessions are complete and that participants had been surveyed for feedback.  Kent stated that Peggy Hanna would be sharing what we learned during her portion of today’s presentation.

KITO Reporting was completed on time and included the final submittal of Project Status for activities that occurred during the pre-implementation phase and Implementation Phase activities through December 31, 2008.

The Quality Assurance Plan for the project was also completed.

Project Activities - Deliverables
Kent Olson reported that many deliverable documents were due and completed during the past month. A total of twenty-seven deliverables were scheduled for submission on January 15, 2009. Twenty-three deliverables have been submitted to-date and the remaining four deliverables are in final review and will be submitted next week. These deliverable documents encompassed many areas of the Project including Project Controls, Finance Team, Technical Team, Enterprise Readiness and the Special Scope Sessions which included the KDOT analysis, FARMS & Central Cashier, I-Bars, State Treasurer systems, SHARP Integration and the Labor Distribution Solution analysis.

Project Activities - Miscellaneous
Kent Olson reported that the build-out of the IT Infrastructure is on schedule for completion at the beginning of February. The first edition of the Sunflower Project newsletter was published and staff are already working on the second issue which will be published in February.

Kent informed Steering Committee members the Project is forming a new data warehouse advisory group that will include representatives from large agencies, Legislative Post Audit and the University of Kansas. 

Oracle will be conducting a demonstration of five non-core Purchasing related software modules later today for Chris Howe and Sunflower Project team members.  This demonstration is being conducted to help provide information needed to finalize the scope of Purchasing modules being implemented in July 2010.

Pending Design Decisions
Kent Olson reported that the Project Team is still working toward a decision on the number of General Ledger (GL) business units that will be implemented in the new FMS system.

Sunflower Project team members are also finalizing the new Chart of Accounts and plan to publish the new layout in February 2009.   The method for Interfund processing is also being discussed since the SOKI system will be going away with the FMS implementation. 

Other decisions that will be made during the Design phase include a decision on letting the new FMS system auto-number or whether to smart code the numbering schema on selected tables; how to encumber or obligate money and a strategy on how to capture spend data.

II.     Independent Verification and Validation (IV&V) Review

Peggy Hanna informed Steering Committee members the IV&V representatives were on-site all week. These individuals came to all project management meetings and met with sixteen project team members from the State of Kansas and Accenture. They also reviewed documents including the Statement of Work, Project Charter, Project Schedule and the Change Control Process. A draft of their findings is due on January 23rd. However, they did give a preview of what they are going to say to Project Leadership team members. The IV&V review team reported the experience and maturity of Project Team members impressed them. They are concerned about the scope of modules being implemented and the big-bang approach being used during a very aggressive project schedule.

III.     Change Agent Network Launch

Peggy Hanna reported that the Change Agent Network Launch will be held at the Memorial Hall Auditorium on January 22, 2009. The meeting will be held from 9:00 to 11:00 a.m. or 1:00 to 3:00 p.m. to give participants the opportunity to pick the time that works best for them. A total of 150 individuals have signed up to-date. This meeting will be the first time that agency change agents will hear about their roles and have the opportunity to go back and make sure it is the right fit. Agency Change Agents include the Primary Contact, Technical Contact, Project Manager, Training Contact, and Subject Matter Experts. We want the Primary Contacts to be the primary point of contact between their agency and the project team and we expect them to take information back and share it throughout all levels of the organization. The Enterprise Readiness Team is looking for larger meeting facilities to hold future Change Agent Meetings. The next meeting will be held at the Shawnee County Public Library on March 26, 2009.

IV.    Agency Feedback on Conference Room Pilot (CRP) Sessions

A survey was sent to the 130 staff members that attended the Conference Room Pilot sessions.  The purpose of the survey was to determine if the CRP sessions met the expectations of the participants that attended them. One survey was sent per person even if the person attended multiple CRP sessions. There were a total of 66 CRP sessions held over a 6 to 8 week period. Over 40 different agencies were represented.  A total of 68 responses were received through January 8, 2009, which translated to a 52% response rate.

Peggy Hanna reported that survey responses were not as well represented in some of the modules. For example, Purchasing Session CRP respondents only represented 9% of the survey responses even though it was one of the larger groups of participants.

Survey participants were allowed to score each question using a scale of 1 to 5 with 5 being the highest rating possible.  The majority of responses ranked higher than 80% which the Project Team felt was a very positive response rate.  There were a couple of questions that ranked below 80% including a question that read “My agency’s business requirements were adequately captured during the CRPs” which only ranked 68.8%.  Peggy Hanna stated that if participants thought this was the only time they could communicate with Project Team members we could see how they would feel this way.  However, they will have many opportunities including participating in the Business Process Workshops and configuration workshops.

Survey results revealed that agencies want to have more one on one time with Project staff. Agencies would also want to learn more about PeopleSoft functionality and integration between modules.  Because of the short time frame that was allotted to complete all Conference Room Pilot sessions it was not possible to avoid having multiple modules being discussed at the same time.  However, the Project Team acknowledges and appreciates that agencies were interested in attending all of the sessions.

The Sunflower Project Finance Team received valuable feedback that they plan on incorporating into future events.  This includes providing future meeting materials in advance if possible, being respectful of agency staff time and providing follow-up information.  They will also try to hold more sessions to allow for a more participants and smaller work groups.

V.     Change Control

Change Control Log
Peggy Hanna reported there are two pending Change orders.  The first one is for Set-off interfaces which resulted from the new debt setoff system implemented in December and the second Change order is for a Warrant reconciliation process.

Change Control – Software Enhancements & Mods
The Project Team continues to hold weekly meetings to assess software gaps identified during the CRP’s.  Over 1,800 gaps were identified and the team is going through all of these gaps to figure out how to handle them.  Over 1,000 requirements were eliminated.  Some of them were duplicates or contained incorrect information.  A total of 61 modifications have been identified and will follow the Change Control Process (CCP).  A matrix of the CCP can be found at the end of today’s meeting presentation handout.  The Project Team continues to be conscious of the impact that modifications have on the State’s ability to complete future upgrades.  There will be more modifications identified during the Design and Testing phases of the project.  The first group of modifications will be presented at the February Steering Committee meeting.

VI.     Summary of Analyze Phase

Gary Schneider informed the Steering Committee that the number of modifications being requested is low for such a large project.  The Project Team did a good job of setting expectations and explaining the justification for keeping system modifications to a minimum.  It appears the FARMS and Central Cashier replacement functionality will not need as many customizations as originally anticipated.  Gary also reported the KDOT analysis went well and didn’t identify anything that had not already been anticipated.  The analysis also identifies opportunities for additional systems to be replaced down the road after the initial system is implemented in July 2010.

VII.     Labor Distribution Analysis

Gary Schneider began the discussion on the Labor Distribution analysis document that was forwarded to Steering Committee members for review.  All members confirmed they had received the document and Gary proceeded to give members an overview of the Options that were reviewed in order to come up with the recommendation being presented today. 
Three options were evaluated:

  1.   No central time and labor solution
  2.   Implement Time and Labor for select agencies
  3.    Modifications to SHARP custom Time and Leave

Option 1 does not meet agencies’ needs and will require agencies to maintain legacy and “shadow” systems.  Option 1 runs counter to the objectives of the Sunflower Project, i.e. to move agencies to a single platform/application.

Option 2 meets the agencies’ needs, supports the strategic direction for SHARP and aligns with the guiding principles; it provides the platform to easily bring on other agencies and move towards employee self-service.

Option 3 does not support the strategic direction for SHARP and does not align with the guiding principles (for these reasons in-depth analysis of Option 3 was not performed).

Several variations on Option 2 were analyzed by the team in subsequent sessions.

After some discussion the Steering Committee recommended to move forward with Option 2 as it was presented.

VIII.   System Name

Kent Olson provided Steering Committee members with three final options for a new name for the Financial Management System.
Finalists:

  1. KSMARTKansas Statewide Management Accounting and Reporting Tools
  2. SMARTStatewide Management Accounting and Reporting Tools
  3. SMARTK – Statewide Management Accounting and Reporting Tools for Kansas

The committee selected SMART as the winning name. The new name will be announced during the Change Agent Network Launch meeting on January 22, 2009.

Next Steering Committee Meeting

The next Steering Committee meeting will be on Friday, February 13, 2008 from 9:00 – 11:00 a.m. in Room 102 of the Landon State Office Building.

Kent Olson thanked all members for their contributions and the meeting was adjourned by Carol Foreman.