other questions

1.) Q Do small agencies have the option of not converting to MARS?

A Does the agency currently use KAPS? Does the agency currently use STARS? Does the agency currently issue checks through the state system? If the answer to any of the above is "yes" then the agency will use MARS. MARS will replace STARS and KAPS.

2.) Q What is MARS and how will it help us with our work?

A Available on Administrative Services Web site is a presentation on "What is MARS".

3.) Q When can I review the Strategic Plan?

A The Strategic Plan is available under "Relevant Planning Documents" in the MARS section of the Administrative Services Web page.

4.) Q How will MARS impact existing staff?

A When MARS is fully implemented, it will support both the state's financial and materials management processes and replace a number of legacy systems, including STARS and KAPS.

Your agency's MARS Agency Implementation Team is in the process of collecting data to determine whether these new administrative processes and technology will affect your organizational structure and whether your work will change. The data being collected will be used to anticipate computer workstation requirements, identify employee training needs, coordinate the timing of MARS implementation, and ensure appropriate coverage for all administrative activities. Every employee who is involved in financial, procurement or budgeting functions will be included in this activity. That does not necessarily mean that your job is one of those that will change. We simply do not know yet. Once we have more detail about MARS, your agency will be able to better assess the full impact on your organization and your work.

Your agency's MARS implementation team includes a member responsible for communicating MARS activity throughout the implementation process. As more information becomes available, your communication contact will make sure you stay fully informed at every step along the way. In the event that your job does change, a strong workforce transition plan is in place. That plan is fully described in the "Workforce Transition" section of the Change Leadership site on the Administrative Services Web page.

5.) Q Why was July 1, 1999 chosen as an implementation date, given the proximity to when the books must be closed?

A The beginning of the fiscal year is the logical time to begin implementation. This start-time minimizes the amount of data that will need to be converted.

6.) Q Will staff reductions result from MARS implementation?

A As indicated earlier, your agency's MARS Implementation Team is in the process of collecting data to determine whether the new administrative processes and technology will affect your organizational structure and whether your work will change. Some jobs may change very little; others will change significantly. We won't have a clear picture of the extent of change to individual job positions until the MARS system (and resulting process changes) are more fully developed. In the event that a job is no longer needed, the Workforce Transition Team will work with each employee who will be affected to uphold this Administration's commitment to make the transition as smooth as possible. Every employee impacted by the EMPOWER Kentucky Administrative Services Project who was interested in maintaining his or her state employment has accepted another position in state government. Additional information about the project's Workforce Transition activities is included in the Workforce Transition section of the Change Leadership page.

7.) Q How long will MARS Central Team support be available?

A MARS Central Team support will be available as long as needed. We anticipate the need for a large central support team initially. As agencies become more independent, the MARS Central Team will be reduced. On an ongoing basis, the MARS Help Desk for technical support will be housed in the Office of Technical Operations in the Finance Cabinet. The Customer Resource Center, also in the Finance Cabinet, will provide ongoing program support.

8.) Q How much money will MARS cost the agencies? Where is the money for implementation coming from?

A Some agencies have systems that will need to be interfaced with MARS. Those agencies will largely be responsible for costs associated with interfacing those internal systems. Agencies are also responsible for ensuring that their computers are compatible with MARS minimum configuration standards.

9.) Q Which specific existing systems are going to be affected by MARS?

A MARS will replace STARS and KAPS. The MARS Interface Team has identified 125 "systems" that could be impacted by MARS. Analysis is taking place to determine exactly what that impact will be. Once that analysis is complete the MARS Project Team will coordinate with the Agency Implementation Leads to verify which systems will be affected.

10.) Q Can agencies get access to the H: drive for the SUAs?

A The SUAs are on this Administrative Services web site and can be downloaded.

11.) Q State Police would like to be able to set up a workstation with PD, ADVANTAGE, and BRASS baseline.

A The baseline products are being modified significantly. Therefore, the end product will be different than the baseline product. Additionally, the MARS Central Team is unable to provide staff support for this function. As a result, the current baseline products will not be installed at any agency.

12.) Q How is primary focus defined in comparison to the MARS Activities Checklist which identified activities by Financial Management, Materials Management and Cyclical and Support but also included sub activities within each category?

A The As Is activity analysis should be an input to this question. You should be able to tell from the data collected in that process the approximate number of staff in your agency that perform a specific function.

13.) Q Currently, all money for EMPOWER Kentucky is in a trust fund managed by the Finance Cabinet. Each approved and funded project is under its own account number. All the money for Simplified Revenue Systems is under one account, and we (the Revenue Cabinet) have separate reporting units to break the money out into smaller, more manageable amounts. Is the Finance Cabinet going to be solely responsible for converting all Empower accounts to the MARS system? If so, will we (Revenue) be able to provide our reporting units so that we are able to track our expenses more accurately?

A Tentatively, the Empower funds will remain in the 63 fund set up under it's own agency with an organization representing the participants underneath. System options will be set up for that Fd/Agency combination requiring what accounting elements are used on those transactions. Security will be set up by agency/org combinations restricting participants to their accounts. The chart of accounts elements will be set up by the Controller's Office in conjunction with participants needs. The same COA elements will be available to all participants.

14.) Q In # 7-Change Leadership Item 7.4 refers to "Agency Leadership" Is this in reference to the Dept's Top Management or are we supposed to have a team titled Agency Leadership?

A This refers to senior and middle managers in the agency. Each agency's implementation lead and communication contact are encouraged to conduct leadership work sessions with these stakeholders. For assistance with developing leadership worksessions, contact Gail Prewitt via email or phone (564-4240).

Other Questions

Pre-Implementation