welcome to ar355: processing interfund transactions
TRANSCRIPT
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Welcome to AR355: Processing Interfund
Transactions
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Please set cell phones and pagers to silent
Refrain from side discussions. We all want to hear what you have to say!
Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later
Two breaks and a one hour lunch are planned
Bathrooms / Snacks
First Things First
Welcome
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Get to know your fellow Trainers and Drivers!
Icebreaker
Welcome
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Training Materials Overview
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Produced in Microsoft Word
Contains key concepts, processes, and task information
required to complete a user’s role in SMART
Process flows and screenshots of the SMART system are
included
This is a great reference to use after training!
Training Materials Overview
Participant Guide
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Used to help the Trainer facilitate the course materials
Produced in Microsoft PowerPoint
Contains key content and graphics
Generally used at the beginning or end of each Lesson
Training Materials Overview
Concept Slides
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Used to present the flow of either business processes or
information within SMART
Training Materials Overview
Business Process Flows
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Produced in Microsoft Word
Contains a scenario for each activity completed in the training
database
Provides data that you must enter for the exercise
Organized by classrooms and users
Take note of the user ID assigned to you
Training Materials Overview
Activity Guide
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Demonstration – instructor only (hands off)
Walkthrough – instructor leads and participants complete
exercise with instructor (hands on)
Exercise – Participants complete on their own
Challenge – Participants complete on their own
Training Materials Overview
Activity Types
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An online help tool that contains user procedures for completing
tasks in SMART
Used in training to perform a simulation of a SMART task or to
be used during an activity as a help guide
UPKs are also available after training on the SMART Training
website
UPKs are simulated to have the look and feel of SMART, but do
not impact the production environment. It is a safe way to
practice tasks that you perform in SMART.
Training Materials Overview
User Productivity Kits (UPKs)
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A short document that contains key concepts or steps involved
in a course
Can be content or system related
Available for all participants to use during training
Used after training for quick reference from the Training Portion
of the SMART website
Referenced as often as possible during training to indicate the
“handiness” of the material
Training Materials Overview
Job Aids
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Are conducted using the SurveyMonkey tool
Please complete a course evaluations for each new course that
you attend
Trainers also complete a course evaluation at the end of each
class
Training Materials Overview
Course Evaluations
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Training Materials Overview
Questions
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Course Objectives
Upon completion of this course, you will be able to:
Describe the Interfund process
Navigate to and use Interfund pages
Enter, link, and update Interfund transactions
Approve and manage Interfund transactions
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Lesson 1
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Lesson Objectives
After completing this lesson, you will be able to:
Describe Interfund transactions and the benefits of Interfund processing
in SMART
Explain key terms associated with Interfund processing
List the roles involved in Interfund processing and the tasks performed by
each role
Explain the end-to-end Interfund process
Describe the changes between State of Kansas Interactive Internet
Interfunds (SOKI) and Interfund processing in SMART
Lesson 1: Understanding Interfund Processing
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Key Terms Interfund – The expense and revenue transactions between and within
state agencies
Initiating – The beginning or first of two transactions that make up an
Interfund
Reciprocating – The responding or second of two transactions that make
up an Interfund
Deposit Types – A category that describes the nature of the deposit
transaction
I (Initiating) – Use this deposit type when there is not a matching
voucher. This deposit is the first transaction for the Interfund.
R (Reciprocating) – Use this deposit type when a matching voucher
with origin “I” exists. This deposit is the second transaction for the
Interfund.
Lesson 1: Understanding Interfund Processing
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Key Terms Voucher Origin – A value used to identify the source of a voucher. In this
case, the source is Interfund transactions.
I (Initiating) – This origin is used when there is not a matching deposit.
This voucher is the first transaction for the Interfund.
R (Reciprocating) –This origin is used when a matching deposit with
deposit type “I” exists. This voucher is the second transaction for the
Interfund.
Lesson 1: Understanding Interfund Processing
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End to End Interfund Process Flow
Lesson 1: Understanding Interfund Processing
Determine Need for an Interfund Transaction
Pass Budget Check?
Un-approve Interfund Transaction(s)
(Deposit and/or Voucher)
Update Interfund Transaction(s)
(Deposit and/or Voucher)
Add/Link Initiating Interfund Transaction
(Deposit or Voucher)
Budget Check Deposit and
VoucherGenerate Journals Interfund Complete
Add/Link Reciprocating Interfund Transaction
(Deposit or Voucher)
Approve Initiating Interfund Transaction
Approve Reciprocating Interfund Transaction
SMART Confirms Interfund Deposit and
Voucher Approved
No
YesRe-Approve Interfund
Transaction(s)(Deposit and/or Voucher)
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Interfund Processing RolesType Description
AR Interfund Processor
This role will be responsible for entering and updating Interfund deposits, correcting Interfund deposit errors, and managing Interfund comments. This role will also delete the deposit associated with an Interfund transaction, as needed, but not the Interfund transaction record.
AR Interfund Approver
This role will be responsible for approving Interfund deposits. This role will also delete Interfund transaction records, as needed, after the corresponding transactions (deposit and voucher) have been deleted.
AP Interfund Processor
This role will be responsible for entering and updating Interfund vouchers, correcting Interfund voucher errors, and managing Interfund comments.
AP Interfund Approver
This role will be responsible for approving Interfund vouchers. This role will also delete Interfund transaction records, as needed, after the corresponding transactions (deposit and voucher) have been deleted.
Lesson 1: Understanding Interfund Processing
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Cross-map of Interfund Processing
SOKI SMART
Revenue Deposit
Expense Voucher
Terms
RolesSOKI SMART
Interfund EntryAR Interfund ProcessorAP Interfund Processor
Interfund ApprovalAR Interfund ApproverAP Interfund Approver
Interfund ReleaseNot Applicable. Interfunds can be viewed by both agencies during the entire Interfund process in SMART.
Lesson 1: Understanding Interfund Processing
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Process Changes
Lesson 1: Understanding Interfund Processing
The Division of Accounts and Reports (A&R) does not need to approve
Interfund transactions. A&R audits Interfund transaction after completion.
Interfund vouchers are released through pay cycle processing without the
need for a check or electronic file
To place an order in SMART, initiate voucher side of Interfund and include
notes in the comments section
In SMART, each side of an Interfund transaction is visible on the Interfund
page to both Accounts Receivable and Accounts Payable when it is entered.
In SOKI, the transactions needed to be released before both sides could
view the entire Interfund transaction.
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Lesson Summary
The key terms associated with Interfund processing in SMART
The business processes of Interfund processing within SMART
The roles and tasks that interact with Interfund processing within SMART
In this lesson, you learned the:
Lesson 1: Understanding Interfund Processing
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Questions
Lesson 1: Understanding Interfund Processing
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Lesson 2
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Lesson Objectives
After completing this lesson, you will be able to:
Search for an Interfund transaction
Navigate the Interfund page
Lesson 2: Basic Interfund Activities
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Using the Interfund Details Search Page
Interfund Details search page – Provides key fields to search for an
Interfund, Interfund Deposit, or Interfund Voucher
Interfund ID – A system generated value that ties the deposit and voucher
together. Agencies will not be able to enter their own Interfund ID or edit
the system-generated value.
Use the Find an Existing Value button to search for an existing deposit or
voucher before entering a reciprocating Interfund transaction
Use the Add a New Value button to generate an Interfund ID and open
the Interfund page
Lesson 2: Basic Interfund Activities
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We will now complete a walkthrough using a UPK simulation: Using the Interfund
Details Search Page.
Lesson 2: Basic Interfund Activities
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Navigating the Interfund Details Page
Interfund ID – Identifies the unique value assigned to the Interfund record
located at the top of the page
Delete button – Used to delete the Interfund record, located at the top of
the page
Note: An Interfund cannot be deleted until both the associated deposit
and the voucher are removed.
Notify button – Used to send notifications to Interfund contacts for the
deposit and voucher
Accounts Receivable/Accounts Payable transaction section - Used to
add, view, and approve deposit/voucher information
Comments – Provide relevant information regarding the Interfund
Lesson 2: Basic Interfund Activities
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We will now complete a walkthrough using a UPK simulation: Navigating the Interfund
Page.
Lesson 2: Basic Interfund Activities
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We will now complete Activity 1: Using the Interfund Details Search Page in your
Activity Guide.
Lesson 2: Basic Interfund Activities
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Lesson Summary
Search for an Interfund
Navigate the Interfund page
In this lesson, you learned how to:
Lesson 2: Basic Interfund Activities
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Questions
Lesson 2: Basic Interfund Activities
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Lesson 3
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Lesson Objectives
After completing this lesson, you will be able to:
Add and update the deposit part of an Interfund transaction
Add and update the voucher part of an Interfund transaction
Search for and find an existing Interfund deposit
Search for and find an existing Interfund voucher
Link a deposit to an Interfund transaction
Link a voucher to an Interfund transaction
Delete an Interfund transaction
Lesson 3: Adding and Linking Interfund Transactions
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Adding Initiating Interfunds Deposits
Lesson 3: Adding and Linking Interfund Transactions
Determine Need for Initiating Interfund
Deposit
Add New DepositInterfund ID is
GeneratedSelect Add Deposit
Link on Interfund Page
Enter Deposit Information on Deposit
Pages
Link back to Interfund Page
Select Find Deposit Link on Interfund Page
Enter Deposit Search Criteria
Select Deposit and Link back to Interfund
Page
Interfund ID is Generated
Mark Interfund Deposit as Approved
Notify Reciprocating Agency (optional)
Enter Reciprocating
Interfund Voucher
No
Complete Accounting Entries
Yes
Note: Interfund vouchers are pre-approved (on the regular voucher entry page) and do not go through workflow. They are only approved using the Interfund page.
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We will now complete Activity 2: Adding Initiating Interfund Deposits in your Activity
Guide.
Lesson 3: Adding and Linking Interfund Transactions
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Adding Reciprocating Interfunds Deposits
Lesson 3: Adding and Linking Interfund Transactions
Add New DepositSelect Add Deposit
Link on Interfund Page
Enter Deposit Information on Deposit
Pages
Link back to Interfund Page
Select Find Deposit Link on Interfund Page
Enter Deposit Search Criteria
Select Deposit and Link back to Interfund
Page
Mark Interfund Deposit as Approved
No Yes
Receive Notification of Interfund Transaction
(optional)
Interfund Passes Budget Check?
No
Initiating Interfund Voucher Entered
and Approved
Complete Accounting Entries
Yes
Un-approve Interfund Transactions
(Deposit and Voucher)
Update Interfund Transaction(s)
(Deposit and/or Voucher)
Mark Interfund Voucher as Approved
Interfund Complete
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We will now complete Activity 3: Adding Reciprocating Interfund Deposits in your
Activity Guide.
Lesson 3: Adding and Linking Interfund Transactions
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We will now complete Activity 4: Linking Existing Interfund Deposits in your Activity
Guide.
Lesson 3: Adding and Linking Interfund Transactions
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We will now complete Activity 5: Adding and Linking Existing Interfund Deposits in
your Activity Guide.
Lesson 3: Adding and Linking Interfund Transactions
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Adding Initiating Interfunds Vouchers
Lesson 3: Adding and Linking Interfund Transactions
Determine Need for Initiating Interfund
Voucher
Add New Voucher?
Interfund ID is Generated
Select Add Voucher Link on Interfund Page
Enter Voucher Information on Voucher
Page(s)
Link back to Interfund Page
Select Find Voucher Link on Interfund Page
Enter Voucher Search Criteria
Select Voucher and Link back to Interfund
Page
Interfund ID is Generated
Mark Interfund Voucher as Approved
Notify Reciprocating Agency (optional)
Enter Reciprocating
Interfund Deposit
No
Yes
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We will now complete an Activity 6: Adding Initiating Interfund Vouchers in
your Activity Guide.
Lesson 3: Adding and Linking Interfund Transactions
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Adding Reciprocating Interfunds Vouchers
Lesson 3: Adding and Linking Interfund Transactions
Add New Voucher?
Select Add Voucher Link on Interfund Page
Enter Voucher Information on Voucher
Page(s)
Link back to Interfund Page
Select Find Voucher Link on Interfund Page
Enter Voucher Search Criteria
Select Voucher and Link back to Interfund
Page
Mark Interfund Voucher as Approved
Generate Journals
No Yes
Notification of Interfund Transaction is
Received (optional)
Pass Budget Check?
Fix Budget Errors
No
Enter Initiating Interfund Deposit
Yes
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We will now complete Activity 7: Adding Reciprocating Interfund Vouchers in your
Activity Guide.
Lesson 3: Adding and Linking Interfund Transactions
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We will now complete Activity 8: Linking Existing Interfund Vouchers in your
Activity Guide.
Lesson 3: Adding and Linking Interfund Transactions
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We will now complete Activity 9: Adding and Linking Existing Interfund Vouchers in
your Activity Guide.
Lesson 3: Adding and Linking Interfund Transactions
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Deleting Interfunds
The Interfund transaction can only be deleted after both the deposit and
voucher have been removed from the Interfund transaction.
Remove the Interfund deposit from the Interfund transaction. This
can be done by an AR Interfund Processor or an AR Interfund
Approver.
Remove the Interfund voucher from the Interfund transaction. This
can be done by an AP Interfund Processor or an AR Interfund
Approver.
You should also delete/cancel the deposit and voucher records from
the voucher and deposit pages, as necessary
Only an AP Interfund Approver or an AR Interfund Approver should
delete the Interfund transaction record
Lesson 3: Adding and Linking Interfund Transactions
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We will now complete Activity 10: Deleting Interfunds in your Activity Guide.
Lesson 3: Adding and Linking Interfund Transactions
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We will now complete Activity 11: Adding and Deleting Interfunds in your Activity
Guide.
Lesson 3: Adding and Linking Interfund Transactions
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Lesson Summary
Add and update the deposit and voucher of an Interfund transaction
Search for and find an existing Interfund deposit and Interfund Voucher
Link a deposit and a voucher to an Interfund transaction
Delete an Interfund
In this lesson, you learned how to:
Lesson 3: Adding and Linking Interfund Transactions
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Questions
Lesson 3: Adding and Linking Interfund Transactions
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Lesson 4
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Lesson Objectives
After completing this lesson, you will be able to:
Approve an Interfund deposit
Approve an Interfund voucher
Notify agencies and individuals about an Interfund transaction
Identify and resolve Interfund errors
Lesson 4: Approving and Managing Interfunds
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Approving Interfunds
Interfund Approvers are notified by Interfund Processor when an
Interfund deposit or voucher is ready for approval. Notifications can
occur by:
o A manual process that occurs outside of SMART (For example,
agency email or phone call)
o The Notify button and manually adding the AR Interfund Approver’s
email in the To: or CC: lines on the Send Notification page
Interfund Approvers access the Interfund page, review the details of the
Interfund transaction, and verify that the amount of the deposit is
accurate
Lesson 4: Approving and Managing Interfunds
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Approving Interfunds (cont.)
Interfund Approvers select the Approved radio button in the Interfund
Approval section of the Interfund page and save the changes. This
approves the Interfund deposit or voucher for the Interfund transaction.
o If this is the first of two approvals, SMART does not require the
Interfund voucher to be added or for the voucher and deposit
amount to match, but you will receive a warning message.
o If this is the second of two approvals, SMART requires the Interfund
voucher to be approved and for the voucher and deposit amount to
match. You will not be able to save the approval if the amounts do
not match.
Lesson 4: Approving and Managing Interfunds
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We will now complete a walkthrough using a UPK simulation: Approving Interfund
Deposits.
Lesson 4: Approving and Managing Interfunds
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We will now complete a walkthrough using a UPK simulation: Approving Interfund
Vouchers.
Lesson 4: Approving and Managing Interfunds
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Sending Interfund Notifications
Use the Contact Information link to lookup and select the desired
contact(s) for deposit and voucher Interfund notifications
Contact information for notifications is set up on the vendor and customer
pages
Each customer/vendor can have multiple contacts
o Use the Select checkboxes on the Contact Information page to
choose one or more contacts to receive the Interfund notification.
The email address for the contact can be an individual or generic
address (distribution list).
o Selected contact email addresses are automatically populated into
the To: field on the Send Notification page. Open this page by
clicking the Notify button on the Interfund Details page.
Lesson 4: Approving and Managing Interfunds
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Sending Interfund Notifications (cont.)
When required, you can manually add additional emails to the Interfund
notification using the To: and CC: fields on the Send Notification page.
Separate emails using a semicolon (;). For example:
To: [email protected];[email protected];[email protected]
Note: Email addresses are not validated in SMART or Microsoft Outlook.
Customers are maintained by each agency while vendors are maintained
centrally. Therefore, agencies can update customer contact information
but must contact Central to request updates to vendor contact
information.
Lesson 4: Approving and Managing Interfunds
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We will now complete Activity 12: Sending Interfund Notifications in your Activity
Guide.
Lesson 4: Approving and Managing Interfunds
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Handling Interfund Errors - Vouchers
If voucher budget check status = Error (E), Interfund voucher corrections
must be performed before processing can continue
When making updates to an Interfund voucher, the approval status on
the Interfund page must be “Not Approved”
Changes to the Interfund voucher are made on the voucher transaction
pages, not the Interfund page. The “Update” link on the Interfund page
takes you to the linked voucher transaction.
After updating and saving the changes to the Interfund voucher, the AP
Interfund Approver must reapprove the Interfund transaction before
voucher budget check can run again and Interfund processing can
continue
Lesson 4: Approving and Managing Interfunds
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Handling Interfund Errors - Deposits
When making updates to an Interfund deposit, the approval status on the
Interfund page must be “Not Approved”
Changes to the Interfund deposit are made on the deposit transaction
pages, not the Interfund page. The “Update” link on the Interfund page
takes you to the linked deposit transaction.
After updating and saving the changes to the Interfund deposit, the AR
Interfund Approver must reapprove the Interfund transaction before
Interfund processing can continue
Lesson 4: Approving and Managing Interfunds
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We will now complete Activity 13: Handling Interfund Errors in your Activity
Guide.
Lesson 4: Approving and Managing Interfunds
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We will now complete Activity 14: Approving Interfund Deposits and Vouchers in your Activity Guide.
Lesson 4: Approving and Managing Interfunds
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Lesson Summary
Approve an Interfund deposit and Interfund Vouchers
Notify agencies and individuals about an Interfund transaction
Identify and resolve Interfund errors
In this lesson, you learned how to:
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Questions
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Closing the Day
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Use the following resources
SMART Training Website http://da.ks.gov/smart/training.html
SMART Training Team Contact us at [email protected]
SMART materials Review, Review, Review your SMART materials after
training!!
Resources Available
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Questions
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Evaluation
Please fill out the evaluation for today’s instructor led training session!
http://www.surveymonkey.com/s/SMARTtrainingAR355
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Thanks for coming and participating
today!