MARS . . .

and the YEAR 2000

Commonwealth of Kentucky

Management Administrative and Reporting System

Com m onwealth of Kentucky

09/07/23 1
MARS
Management Administrative and Reporting System
 Presenter

Chris Clark
 MARS Manager

 Cabinet CIO for Finance and

Administration

 Y2K Coordinator for Finance Cabinet

Com m onwealth of Kentucky

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MARS
Management Administrative and Reporting System
 Represented
 Ed Ross Financial
 Don Speer Procurement
 Mike Burnside Customer Service
 Don Wigglesworth Technical Support

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MARS
Management Administrative and Reporting System
 Today’s Objective

 MARS Compliance Status

 MARS Year 2000 approach
 Business Continuity
 Rollover
 Agencies role in MARS BCP
 Today’s key messages

Com m onwealth of Kentucky

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MARS
Management Administrative and Reporting System
 Focus on the Year 2000

 “MARS is directly related to

the remediation efforts of
the cabinet for STARS,
KAPS, the Budget Request
System, and other systems,
including the replacement of
systems within other
Commonwealth agencies.”

Com m onwealth of Kentucky

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MARS
Management Administrative and Reporting System
 Due Diligence
Y2K Compliance in RFP
Response verifying Y2K Compliance
Formal System Test Plan
Executed System Test Plan
Formal User Acceptance Test Plan
Executed User Acceptance Test Plan
Verification in writing of Y2K Compliance
MARS Hardware Assessed by GOT
Com m onwealth of Kentucky

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MARS
Management Administrative and Reporting System
 Key Message

 MARS is
Year 2000
Compliant

Com m onwealth of Kentucky

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MARS
Management Administrative and Reporting System
 MARS Continuity Approach

 Possible Points of Failure

 Building Infrastructure
 Electricity
 Network
 Enterprise Servers
 Oracle Database
 Seagate Reports
 Internet
 Client Desktops
Com m onwealth of Kentucky

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MARS
Management Administrative and Reporting System
 Key Message

 MARS is only as compliant

as the workstation and
infrastructure upon which
the application is running

Com m onwealth of Kentucky

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MARS
Management Administrative and Reporting System
 MARS Continuity

 Because there are possible

points of failure, the MARS
BCP Team has adopted . . .

 Six Strategies for Continuity

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MARS
Management Administrative and Reporting System
 Strategy One

 All MARS Systems will undergo a

complete backup upon completion
of the nightly cycle on December
30, 1999

 All critical business activity should

be entered into MARS prior to close
of business 12/30/1999.

 MARS will not be available for use

on December 31, 1999
Com m onwealth of Kentucky

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MARS
Management Administrative and Reporting System
 Strategy Two

 The MARS Rollover Team will

withhold non-critical transactions for
entry into MARS on January 1, 2000

 State Agencies should also withhold

non-critical transactions for entry
into MARS on January 1, 2000

 MARS will be available 10am to 3pm

on January 1, 2000 for rollover
verification

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MARS
Management Administrative and Reporting System
 Strategy Three

 A MARS Agency Entry Facility

will be available in rooms 92 - 94
of the Capitol Annex.

 Facility available from December

27, 1999 through January 14,
2000.

 Call the Customer Resource

Center to arrange usage
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MARS
Management Administrative and Reporting System
 Strategy Four
 All agencies should report any
MARS Y2K incidents to the
Customer Resource Center at
 564-9641 -or-
 toll-free at 1-877-973-4357 -or-
 (502)682-5795 (cell phone) -or-
 Finance CRC@mail.state.ky.us

 The CRC will be open and staffed

from 10am to 3pm EST on January
1, 2000
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MARS
Management Administrative and Reporting System
 Strategy Five

 The Customer Resource

Center in cooperation with the
MARS BCP Coordinator shall
record and track any MARS
Y2K incidents in the Remedy
Help Desk, and assign to the
appropriate group for
resolution.

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MARS
Management Administrative and Reporting System
 Strategy Six

 The MARS vendor, American

Management Systems, will be
onsite to deal with any Year
2000 issues that may arise.

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MARS
Management Administrative and Reporting System
 BCP Organization

Chris Clark
MARS BCP Coordinator

BCP Plan Approval

BCP Plan Coordination

Mike Burnside Ed Ross Don Speer John Hicks Don Wigglesworth

Customer Resource Financial Processes Procurement Processes Budget Processes Technical Processes
Center Coordinator Coordinator Coordinator Coordinator
Coordinator
BCP Plan Activation BCP Plan Activation BCP Plan Activation BCP Plan Activation
BCP Plan Activation BCP Plan Reporting BCP Plan Reporting BCP Plan Reporting BCP Plan Reporting
BCP Plan Reporting

Larry Clarke Sue Casey Dalene McCann Michael Burke

MARS Call Center Controller’s Office BCP Material and Production Control
Procurement Services
BCP

Business Function Business Function Business Function Business Function Staff and Contractors
Owners within the Owners within the Owners within Owners within the within the Governor’s
Customer Resource Office of the Material and Governor’s Office for Office for
Center Controller Procurement Services Policy and Technology
Management

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MARS
Management Administrative and Reporting System
 MARS Rollover

 Thursday, December 30, 1999

 Last business day for MARS in

1999. Enter all critical business
activity
 Running of the routine nightly cycle
 Soft Close of period 12/99

 Complete backup of all MARS

systems and data
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MARS
Management Administrative and Reporting System
 MARS Rollover

 Friday, December 31, 1999

 State Holiday

 The MARS Systems will be

unavailable

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MARS
Management Administrative and Reporting System
 MARS Rollover

 Saturday, January 1, 2000

10:00 am until 3:00 pm

 Finance MARS BCP Team will

enter non-critical transactions
into MARS

 It is recommended that state

agencies also plan to enter
legitimate non-critical
transactions into MARS
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MARS
Management Administrative and Reporting System
 MARS Rollover

 Saturday, January 1, 2000

3:00 pm EST

 Finance MARS BCP Team

will run the first nightly cycle in
the year 2000 to validate
batch programs

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MARS
Management Administrative and Reporting System
 MARS Rollover

 Sunday, January 2, 2000

Monday, January 3, 2000

 Two full days to remediate

any Year 2000 issues that we
may have

 Given no Y2K issues, MARS

will be available for use

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MARS
Management Administrative and Reporting System
 MARS Rollover

 Tuesday, January 4, 2000

 The first actual business day

of the Year 2000

 Business as Usual

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MARS
Management Administrative and Reporting System
 Communication

 Email Notification to

 MARS Agency Implementation

Leads
 MARS Systems
Administrators
 Y2K Coordinators

 at 10:00am, 1:00pm, and

4:00pm, January 1, 2000
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MARS
Management Administrative and Reporting System
 Communication

 Via the PD and Advantage

Message of the Day

 Via the Customer Resource

Center Voice Mail Alert
Notification

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MARS
Management Administrative and Reporting System
 Communication

 Via Phone

 Boone Center National Guard

Emergency Operations Center

 Y2K Project Management

Office

 at 8:00am, 12:00pm, and

4:00pm, January 1, 2000

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MARS
Management Administrative and Reporting System
 Critical Area

 Ability to Run and Print Checks

 Dual Process: Treasury and

MARS

 Worked with Treasury to replace

AS400

 Identified failure scenarios and

solutions

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MARS
Management Administrative and Reporting System
 Ability to produce checks
 Scenario 1 - Agency Checkwriting System can
produce electronic file, but MARS is inoperable

 The Agency file will be electronically modified by the

Finance Cabinet to be identical to the file typically
produced from MARS

 This includes assigning the run number, next check

number, check type, sealed indicator, and remit to
information

 The resulting file will be used to process checks

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MARS
Management Administrative and Reporting System
 Ability to produce EFT’s
 Scenario 2 - Agency Checkwriting System can
produce electronic file, but MARS is inoperable

 The Agency file will be electronically modified by the

Finance Cabinet to be identical to the file typically
produced from MARS

 This includes assigning all of the required

information according to 1999 ACH Rules

 The resulting file will be used to process EFT’s

Com m onwealth of Kentucky

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MARS
Management Administrative and Reporting System
 Ability to produce checks
 Scenario 3 - Agency Checkwriting System is
inoperable, agency can only produce a paper listing
of the payees and the payment amount

 The Agency and the Office of the Controller work

together to key payee information into an electronic
format

 The resulting file will then be used to build the

electronic files required for Scenario 1 -or- Scenario
2 as previously discussed

Com m onwealth of Kentucky

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MARS
Management Administrative and Reporting System
 MARS and Year 2000

Summary

What key points have been made today?

Com m onwealth of Kentucky

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MARS
Management Administrative and Reporting System
 Key Points

 MARS is Year 2000 Compliant

 MARS is only as compliant as the workstation

and infrastructure upon which the application is
running

 Six Strategies for Continuity

 Rollover Timeline to identify issues and

remediate
Com m onwealth of Kentucky

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MARS
Management Administrative and Reporting System
 MARS Y2K Information

 MARS Business Continuity Plan

 MARS Rollover Plan

 MARS Y2K Certification

 MARS and the Year 2000 Project Update

 http://www.state.ky.us/agencies/adm/mars/mars.htm
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MARS
Management Administrative and Reporting System
 Questions

Com m onwealth of Kentucky

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MARS
Management Administrative and Reporting System