V3 Pension Administration System Solution. July 2014 Monthly Board Update

Transcription

1 V3 Pension Administration System Solution July 2014 Monthly Board Update

2 Agenda V3 Monthly Update Page Project Overall Status Update 3 V3 PASS Project Status Gantt Chart 4 PASS V3 Project Milestones 5 Monthly Project Status 6 Upcoming Builds - Status 7 Build Testing Statistics 8 Pending Activities Not Started or Completed 9 Planned for Next Month 10 Project Risks and Mitigation 11 Budget to Actual 12 Questions? 13 2

3 Project Overall Status Update Build 3.2 deployed 07/03/2014 and Pre-UAT Testing started 07/07/2014. There are ongoing discussions between OCERS and Vitech concerning newly identified high priority defects and in which Build the fixes will be delivered. Data Conversion An additional Cycle 15 has been scheduled for delivery to Vitech to be used as the basis for Build 4.0 Functional System Testing and for the Pre-UAT testing. The addition cycle had to be scheduled after Vitech requested a number of updates to the code based on Vitech and OCERS testing. Data Cleansing progressing as planned. Updated activities are based on Data Conversion Cycle 14 scorecards from Vitech Continuing the development and creation of reconciliation and data validation reports with assistance from Vitech. Finalizing re-review /approvals of remaining Build 4.0 design specifications. Delayed due to last minute design changes to accommodate PEPRA as well as issues with Overpayments and Service Credit Purchase. Completing design specifications re-review /approvals and the development of Test Case Outlines (TCO) for Build 4 development. Reviewing and updating remaining contribution rates (current and historical) for V3 configuration. Some changes required for PEPRA. Preparing the August 2014 V3 Forward PASS project newsletter. OCERS delivered a revised draft Change Order reflecting the re-planning proposal based on feedback from Vitech. Updated Project Plan and Budgets for Training Materials Delivery. Additional discussion required on format and content. Maintained reduced level of contractors from plan. Contractor costs and the addition of OCERS staff were the drivers in the downsizing and cost reduction.. V3 PASS Dash Board R Legend Red Risk Project Overall Status Budget Resources Build Status Build 1 - Completed A G Amber Green Delay All ok Build 2 Build 3 Build 4 3

4 V3 PASS Project Status Gantt Chart Planned Task Duration Efforts spent to date 4

5 V3 PASS Revised Project Milestones Milestone 1 Milestone 2 Milestone 3 Milestone 4 Milestone 5 Milestone 6 Build 1 Delivery New Member Enrollment Member Information Changes Service Credit Purchase Reciprocity Interest Posting 06/07/2013 Actual Date 06/19/2013 Build 1 Acceptance 08/16/13 Actual Date 10/30/2013 Build 2 Delivery Termination Benefit Estimate Retirement Processing Disability Member Account Adjustment Comp Limits/401(a)(17) Employer Payroll 10/01/2013 Actual Date 10/31/2013 Build 2 Acceptance 01/23/2014 Revised Date 04/11/2014 Build 3 Delivery Death processing DRO processing Payroll COLA Recalculation 1099R Comp. Limits/tax Compliance CRM - Notes and attachments Health Care/Insurance 02/3/2014 Revised Date 3/17/14 Note: Only received Build 3.1. Remaining functionality in Build 3.2 Deployed 07/07/2014 Build 3 Acceptance 9/8/2014 Build 4 Delivery Member Portal Member statements Partner Portal Actuarial Extract Member Correspondence Member counseling Seminars Imaging General Ledger Finance & Reporting Security Work flow specs Audit/Logging 8/29/2014 Changed to 09/12/2014 Build 4 Acceptance 10/23/2014 Build User Acceptance Testing Plan Start Date 3/2/2015 UAT Tested & Accepted 9/30/2015 Build for Parallel 10/1/2015 Final Conversion Run for Parallel 9/25/2015 V3 GO LIVE 12/01/2015 5

6 Project Status May June July Re-planning exercise with Vitech completed, Change Order in progress. Continued Build 3.1 testing (pre-uat). Completed spec reviews and approvals for Build 3. Continued to review and complete outstanding specs and TCO creation for Build 4. Concluded Build 3.1 Testing Vitech s deployment and remaining Functional System Testing of Build 3.2 in progress with deployment to OCERS for testing on 07/03/2014. Continued to review and complete outstanding specs and TCO creation for Build 4. Tasks suspended briefly to focus on Build 3.2 delivery and will restart in mid-july. Released one Data Conversion contractor and a Senior Tester focused on planning due to change in scope of work and addition of OCERS staff to the project. Continued discussion on the Change Order clarify the roles, costs, responsibilities and deliverables resulting from the re-planning and moving the Go- Live date to 12/01/2015. Started testing bank files generated from V3 with Wells Fargo. Completed evaluation of scorecards to be delivered for Cycle 13. Continue refining conversion code for issues found in scorecards and during testing, and addressing and data cleansing items. Build 3.2 Deployed at OCERS. Began Build 3.2 Pre UAT testing. Additional new defects are being identified and discussions with Vitech are ongoing to determining delivery Builds and priorities. Continued to review and complete outstanding specs and TCO creation for Build 4. Completed evaluation of scorecards to be delivered for Cycle 14. Continue refining conversion code for issues found in scorecards and during testing, and addressing and data cleansing items. Scheduled another data conversion cycle to include additional data mapping requirements from Vitech required for some design changes. Continued discussion on the Change Order clarify the roles, costs, responsibilities and deliverables resulting from the re-planning and moving the Go- Live date to 12/01/2015. Continued development of User Guides for OCERS Plans Sponsors for Contributions and Healthcare and Insurance file processing. 6

7 Build 3.2 Due 7/07/2014 Delivered 07/07/2014 Deployed to OCERS and testing g in progress. Upcoming Builds - Status Includes Data Conversion Cycle 13 data as of 9/27/2013 (updated conversion run with new code, same set of data as used for Build 3.1) Build 4.0 Due 8/29/2014, Changed to 09/12/2014 Scope being defined by Vitech for review by OCERS (defects in addition to previously agreed to functionality). Final spec reviews and approvals by OCERS in progress, planned for completion 6/6/2014, now extended to 08/22/2014 Includes Data Conversion Cycle 15 data as of 4/22/2014. Build 4.1 Due 11/07/2014 Scope to be defined, planned to be a defect fix Build. To include a refresh of Data Conversion Cycle 16 data as of 4/22/2014. Build 4.2 Due 1/09/2014 Scope to be defined, planned to be a defect fix Build. To include Data Conversion Cycle 17 data as of 12/24/2014. Build UAT Due 2/27/2015 Build without material defects to be used for User Acceptance Testing. To include a refresh Data Conversion Cycle 17 data as of 12/24/2014. Will require data refresh and possibly an additional Data Conversion Cycle. Build Parallel Due 09/27/2015 Build without material defects to be used for Parallel and Go-Live Final Data Conversion data as of 9/26/

8 Test Status Report Testing Summary Build 3.2 was delivered and deployed in all QA instances on 07/07/14 Build 3.2 training was held from 07/01/14 through 07/11/14. OCERS testers began testing the 3.2 Build on 07/14/14 The OCERS QA Team began re-testing 435 fixed defects of which 140 have been retested In addition to defect retesting, OCERS Testers are in the process of testing deferred functionality unavailable in prior builds Test Case Summary Open Defect Summary Readiness for Functional Business Area Passed Failed Deferred Not Run Total Critical High Medium Low Total Final UAT 00 - Infrastructure Not Applicable 01 - New Member Enrollment Moderate 02 - Member Information Changes Satisfactory 02B - Employer/OIP Demographic Updates Satisfactory 03 - Reciprocity Processing Satisfactory 04 - CRM - Notes and Attachments Satisfactory 05A - Employer Payroll Deficient 06 - Member Account Adjustment Moderate 08 - Interest Posting Satisfactory 09 - Termination Satisfactory 10 - Service Credit Purchase & Redeposit Deficient 11 - Benefit Estimate Moderate 12 - Retirement Processing Moderate 13 - Disability Moderate 14A - Active Death Processing Deficient 14B - Retired Death Processing Deficient 15 - DRO Processing Not Enough Testing 16A - Retiree Payroll Deficient 16B - 3rd Party Payroll Deficient 16C - Overpayments / Benefit Recalcs Deficient 17A - Healthcare and Insurance Moderate 17B - Non DRO Court Order Deductions Moderate 18 - Comp Limits / 401(a)(17) Moderate 18B - Comp Limits / 415B Not Enough Testing 19 - COLA Granting Moderate R Processing Deficient 38 - ESS / PSS Deficient Total

9 Pending Activities Activities Planned for this period, but not started or completed Started but not completed Develop map to identify PensionGold data not defined by V3 data conversion maps nor converted over to the new system. Develop a cross walk of data elements from PensionGold to V3 for staff to identify and familiarize the location of commonly accessed data within the two systems. Continued development of Frequently Asked Questions (FAQ s) for Member and Employer/ Partner Portals based on Portal functionality, information OCERS needs to convey, and experience with questions and answered asked by our membership. Continue documentation of employee and employer historical rates for import into V3 ( ) Enhance current transmittal file requirements in PensionGold to support data requirements for V3. Synchronize valid data types/values on the transmittal file, tighten up validations during transmittal processing to ensure correctness of data coming into PensionGold and facilitate reporting back to our Plans Sponsors of errors and corrections needed by them. Complete formatting of employee and employer rates for 2014, to be used for Build 3.2 testing. Complete development of Healthcare and Insurance files for Build 3.2 testing. Complete review of 2014 V3 project budget and reconcile all expenses and costs with Finance department. Complete Build 4 design specification approvals in SharePoint with Vitech and OCERS staff. Complete acceptance for Build 2. Complete the re-planning Change Order Complete development and approval of Build 4 Test Case Outlines (Level 1-4) Continued work on Contributions and Transmittal Processing documentation for OCERS staff and participating Plan Sponsors Continued work on Healthcare and Insurance documentation for OCERS staff and participating Plan Sponsors Not started Provide V3 configuration information to Plan Sponsors for review. 9

10 Project Management Planned for Next Month Complete the re-planning Change Order Complete Build 4 design specification approvals. Complete development and approval of Build 4 Test Case Outlines (Level 1-4) Continue to work with Vitech on V3 performance issues. Complete sign off on Build 2 and Build 3 acceptances. Data Conversion/Cleanup /Reconciliation Continue to Review any data items discovered during testing and address resolution as a Data Conversion, Data Cleansing, or V3 design issue. Continue working with LRS for scripting and product updates to address correcting data and additional validations to prevent repetition of these errors. Continue to address any required data items needed for Build 4 and deliver as needed. Update data maps and scorecard checks accordingly. Infrastructure/Interfaces Continue documenting V3 environments and support procedures. Continue supporting the OCERS V3 on-site environments, including adding additional V3 and PensionGold servers to facilitate parallel processing (i.e. Disbursements [retiree payroll] and transmittals). Continue work on materials for Plan Sponsors regarding V3 transmittals and plan sponsor configuration information. Coordinate with our external vendors to test V3 import and export files per Build 3.1 pre-uat testing (Banks, IRS, EDD and Death Verification) Testing Continue Build 3.2 pre-uat. Complete Build 4 test case outlines (TCOs). OCERS Developed Items Continue focus on development of Data Aggregation environment for PensionGold and V3 data reconciliation. Continue OCERS query and reports development for Build 3 COLA, 1099, and Payroll processing. Vitech Update planned resolution and deployment of all issues identified to date in Builds 1, 2 and 3 plus Build 4 functionality. Continue development of Build 4 functionality and complete development and approval of remaining Build 4 design specifications and Test Case Outlines. 10

11 Project Risks and Mitigation Project Delay and Cost: The Board approved high level plan with revised dates required to resolve outstanding issues. The new dates extend the project schedule to a Go-Live date of December 1, 2015, a 9 month delay from the previously approved plan. To ensure no further delay or cost increases: Mitigation Vitech worked with OCERS to on delivery dates for remaining project tasks OCERS added revised dates to the V3 project plan and leveled resources OCERS reviewed gaps and other discrepancies in the plan with the extended dates and worked with Staff and Vitech to resolve. OCERS continues to review all project Contractor, Temp help and Staff hours against project tasks and related costs to ensure that we are meeting our project schedule and budget. We monitor Contractor and Temp assignments, and where services are no longer needed at full capacity or can be replaced by OCERS staff, we will make the necessary arrangements to save costs. Performance and Stability of V3 Application: During pre-uat testing defects concerning the performance and stability of the V3 application have been created. All issues concerning performance have been escalated to the Vitech project team for a swift resolution that meets with the approval of OCERS project team and addresses OCERS concerns. Mitigation The QA test team will log all performance issues as defects and review the full list with the Vitech test team on a weekly basis. Follow up discussions and reviews will be addressed by Vitech, OCERS project management team and the QA testers. All issues are being brought to the attention of the V3 Steering Committee. OCERS executive management are continuing to review all reported performance issue with Vitech at our weekly V3 Steering Committee meetings. This includes a report on the issue and measure taken to resolve it. OCERS would like to have a better understanding of the root cause for each issue (i.e. application, database, infrastructure). We want permanent solutions for performance-related items that meet the quality and functional requirements of OCERS. Workarounds are not acceptable. Increased Number of Defects: The revised extension dates needed for the successful completion and implementation of V3 estimated the number of defects reported during the remaining pre-uat build testing and the time needed to address and resolve critical, high and material defects before UAT. If the number of reported defects significantly exceeds the estimated count, it could impact the delivery schedule. Mitigation Work closely with Vitech to track and monitor reported defects and their resolution. Quickly identify and escalate potential defect related issues that may adversely impact schedule and assign appropriate resources to address. Manage defects daily with all parties including developers, analysts and OCERS staff. Vitech will provide the time/effort/risk involved to address design related items so that OCERS may make a determination as to how we want to proceed. Manage scope and expectations. 11

12 Budget to Actual Actual vs. Plan cost Complete evaluation of scorecards to be delivered for Cycle 13. Continue refining conversion code for issues found in scorecards and during testing. Cumulative Project to Jul 2012 Bal 2012 Q1 / 2013 Q2 / 2013 Q3 / 2013 Q4 / 2013 Q1 / 2014 Q2/2014 Jul-14 Budget Cost $ 9,896 $11,786 $13,073 $14,545 $15,816 $17,398 $18,763 $20,174 $ 20,565 Actual Cost $ 9,926 $11,814 $12,897 $14,361 $15,485 $16,809 $17,774 $18,647 $ 18,897 $ (Under)/Over Amt $30 28 (176) (185) (331) (589) (989) (1,527) (1,668) % -Under/Over 0.1% 0.1% -0.6% -0.7% -1.2% -2.1% -3.6% -5.1% -5.1% Budget Hours 27,899 38,953 47,263 56,666 65,739 75,002 83,897 93,865 97,136 Actual hours 27,251 34,473 40,405 49,080 57,857 65,997 73,636 82,853 85,622 Hours (Under)/Over Amt (648) (4,480) (6,858) (7,586) (7,881) (9,005) (10,260) (11,012) (11,513) Hours % -Under/Over 0.0% -13.9% -22.5% -25.2% -26.3% -30.3% -34.9% -37.3% -37.3% *Actuals reflects Invoiced costs and reported hours to date ** Budget reflects original planned costs and hours projected in the re-based project plan approved by OCERS Board in January /14 Costs Planned and unplanned reduction of hours for both OCERS staff and contractors. Build 2, 3 acceptance not yet approved or paid ($378K) V3 Component Level Specs not yet invoiced ($84K) Planned HW/SW budget costs not spent ($186K) Unpaid Monthly Vitech Invoices ($420K) Fewer IT staff hours than planned due to availability and changed project plan 2013/14 Hours The tuning and optimization of the project plan plus the replanning have reduced the expected hours to date. 12

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