September Interface Monthly MeetingSunflower ProjectStatewide Management and Reporting Tool Update

September 8, 2009

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Today’s Topics

• Introduction – Zachary Keys

• Milestones – Zachary Keys

• SMART Project Update – Fred Barnes

• Top 5 FAQS – Fred Barnes

• Interface Test Stage 1 & 2 – Kurt Meisner

• Interfunds Processing – Kurt Meisner

• Closing – Kurt Meisner

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Milestone Status:• 26/33 agencies have completed their connectivity testing• 19/33 agencies have submitted data mapping layouts• 9/33 agencies are have submitted all data mapping layouts• 0/15 agencies have completed their testing of Stage 1 interfaces (files were only

recently released on 09/01 or 09/02)

Agency Milestones/Tasks

Activity/Milestone Start date Finish Date

Complete and Send Data Maps to SMART 3/16/09 6/15/09

Perform interface/system modification 3/16/09 8/31/09

Perform connectivity testing 7/15/09 8/31/09

Receive Stage 1, SMART Outbound Configuration Interface files 9/1/09 10/12/09

Provide Stage 2, SMART Inbound Configuration Interface files 10/05/09 11/18/09

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Project Update

Updates:• Layout updates have been published per the bi-weekly updates and

communications were sent to agencies on 8/21/2009• INF36, INF38, INF42, INF45, and INF51 layouts were published• The INF15 interface will include both budgetary-only and non-

budgetary chartfield values:o Budgetary-only values can not be used on vouchers, journals or

purchase orders but can be used on budget journalso Agencies can differentiate between budgetary-only and non-

budgetary values using the BUDGETARY_ONLY field• The JCL Inbound File Naming Standard issue has been resolved• The SHARP file naming standard will be:

o XX.TOSHRP.KAGYTL42.DYYMMDD.THHMMSS.in• Stage 2 Configuration values will be published by 9/21/09• Spreadsheet Uploads will be used to stage data for those agencies

who do not load their data via the inbound interfaces• The interface date time format is MM/DD/YYYY HH:MM:SS.12345

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Project Update

Updates:• All files will be fixed width, equal to the widest record in each file• Agencies not on the mainframe will need to transfer files as fixed

block with a fixed width• Agencies have been contacted regarding the status of their data

mapping and connectivity test• Business Process Workshops are in progress• The August Monthly Interface meeting Q&A has been published• The interface error file layout has been finalized• The updated interface standards will be published• Fields with a format of ‘NBR’ will not have leading zero’s• The upcoming monthly interface meetings are scheduled on:

o October 13tho November 10tho December 8th

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FAQs

Top 5 Frequently Asked Questions:• Where do I get my data for Stage 2 of interface testing? INF01 and

INF15 provide vendor and chartfield information during Stage 1• If one transaction of an inbound interface file fails, will the rest of the

file still load? Yes, the SMART standard is to process valid transactions in a file and write error transactions to the error file

• Do I need to test the Spreadsheet Uploads? The Spreadsheet Uploads will not be validated during interface test. They will be used to stage data for outbound interfaces for agencies that will be interfacing test data. The Spreadsheet Uploads will be tested by the project during System Test

• Are all the interface file layouts published? The remaining 3 agency interface, INF41, INF57 and INF59 will be published as the designs are finalized

• Will INF03 reflect the agency system in the file name or sub type? INF03 will be a single file for each agency. Voucher Origin can be used to identify the agency system. The file name and sub type will not contain the originating agency system

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Interface Test Stage 1

Stage 1 – Outbound Configuration Interfaces (9/1-10/12):• The INF15 file were sent to the mainframe on 9/1 and can be resent

as needed• The INF15 file will not contain converted projects• SOKPROJECT/SOKACTIVITY will be provided as sample

project/activity values• The INF15 file will be a single file for all agencies• The initial INF01 file were sent to the mainframe on 9/1• INF01 delta files will be sent to the mainframe on a periodic basis and

can be retrieved as needed• Stage 1 data provides the data required for Stages 2-6• Since Stage 1 is all outbound interfaces, no error files will be provided • Agencies participating in Stage 1 will process the interface files in

their systems• Agencies should email the Sunflower project when testing is

successful or if they have issues

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Stage 1 – Issues

Interface Test Stage 1

Issue Resolution Resolution Status

Resolution Date

The INF01 record length was not displaying properly when viewed in all software programs.

The interface file record lengths are being shortened by the FTP transfer if data is not contained in the end fields. The interface team is working with agencies to research this issue.

Open N/A

The INF01 interface date time stamp was displayed incorrectly.

The interface date time stamp is being updated to match the delivered Oracle date time stamp.

Closed 09/08/09

The INF01 interface did not contain OLD VENDOR ID.

The vendor data was setup online and does not contain this value as it is only populated through conversion. The interface team is updating the dummy data to include this field.

Closed 09/08/09

The INF01 interface does not include padded zeros.

The interface team has confirmed with project management and the development team that numbers will be padded with spaces, not zeros.

Closed 09/03/09

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Interface Test Strategy

Stage 2 – Inbound Interface (10/5/09 – 11/18/09):•Confirms that the inbound interface files load successfully, without errors•Provides transactions which will be used for Stage 3 testing•Confirms that agencies can properly process SMART data received in

Stage 1•Files must be uploaded by agencies to the DISC mainframe•Agencies may not use Budgetary Only values on their inbound

transactions

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Interface Test Strategy

Error Process:• SMART interfaces will process the inbound interface files and perform

the following pre-SMART validationo Control total verificationo High level field validations

• If the interface file does not pass the control total validations it will not be loaded into SMART

• If individual transactions do not pass high-level validations, only those transactions will not be loaded into SMART

• When a pre-SMART error is encountered, an error file and log will be generated and sent to the DISC Mainframe and the data will not be loaded into SMART

• The error file will have the same name as the inbound file, with a .err suffix

• Agencies will analyze the data in the error file and resubmit the corrected error transaction in its entirety to SMART

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Interface Test Strategy

Error Process:• If the interface file passes the pre-SMART validation, it will be loaded

into the system where SMART validation will occur• If an individual transaction does not pass the SMART validation the

transaction will be corrected online by agency personnel

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Interface Test Strategy

Error Type Example (INF02):• Pre-SMART validations

o Control Total Validations – File not loaded into SMARTo High Level Validations – Transactions not loaded into SMART

1. No Row ID on any of the rows2. No Business Unit on any of the rows3. No Invoice ID on the Voucher Header4. No Invoice Date on the Voucher Header5. No Vendor ID on the Voucher Header6. No OPRID on the Voucher Header7. No Gross Amount on the Voucher Header8. No Voucher Line Number on the Voucher Line or the

Distribution Line9. No Distribution Line Number on the Distribution Line10. No Account Number on the Distribution Line11. No Merchandise Amount on the Voucher Line or the

Distribution Line

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Interface Test Strategy

Error Type Example (INF02):• SMART validations

o Voucher Build Pre-Edit Errors – Loaded into SMART1. Invalid business unit2. Invalid vendor3. No default location for vendor4. Blank invoice ID, and auto-assign option is not selected in the

Run Control Page5. No invoice date, and auto-assign option is not selected in the

Run Control Page6. Invalid vendor location (if specified)7. Invalid vendor address (if specified)8. Invalid voucher origin (if specified)9. No association of purchase order or receiver lines with voucher

lines, and distribution information is absent10. No voucher line information

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Interface Test Strategy

Error Type Example (INF02):• SMART validations

o Voucher Build Errors – Loaded into SMART1. Duplicate invoice checking2. Chartfield editing3. Check invoice balance4. Schedule payment calculations

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Interfund Transactions

Interfund Processing:• Interfund deposit transactions will be processed using INF43, INF44

or online entry• Interfund deposit transactions will be identified using the Deposit

Type• Reciprocating deposits must be manually associated to an existing

interfund ID using the interfund page. • Interfund voucher transactions will be processed using INF02, INF50

or online entry• Interfund voucher transactions will be identified using Voucher Origin • On the interfund page, SMART will assign a unique, sequential

Interfund ID to link interfund deposits to the related voucher• The interfund ID field will only be visible online in SMART and is not

included on the interface layouts

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Interfund Transactions

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Interfund Transactions

Interfund Online Entry vs. Interfaces:• INF02 interfund transactions will be pre-approved, and will not require

standard voucher approval• INF02 interfund transactions will still require interfund approval by the

participating agency on the interfund page in SMART• Both sides of the interfund transaction must always be approved

online in SMART on the interfund page• Interfund transactions can only be deleted online• Using INF02 and INF44 to load interfund transactions will be efficient

for frequent or high volume transactions• Enter interfund transactions online or through the spreadsheet

uploads INF43 and INF50 for infrequent or low volume transactions

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Key Dates

Activity/Milestone Start date Finish Date

Stage 1: SMART Outbound Configuration Interfaces – Agency receives outbound files

9/1/09 10/12/09

Stage 2: SMART Inbound Interfaces – Agency provides inbound files

10/5/09 11/18/09

Stage 3: SMART Outbound Interfaces (Return Processing) – Agency receives outbound files

10/26/09 11/25/09

Stage 4: Error Processing (Inbound) – Agency provides inbound files

11/30/09 1/15/10

Stage 5: Additional Inbound Interface Test – Agency provides inbound files

11/30/09 1/15/10

Stage 6: Agency-Use Interface Test using Agency conditions; spreadsheet upload testing; and regression testing (as needed) – Agency receives and provides files as needed

1/15/10 3/15/10

Completion of Interface Test N/A 3/15/10

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Closing

How you can communicate with us:• Surveys – Please let us know how we are doing• Office Hours – Come see us!• Monthly Interface Meetings – Participate, bring your questions

and issues or send them to us in advance• Email – SunflowerFMS@da.ks.gov Subject “Interfaces” with

suggestions, comments or questions