V3 Pension Administration System Solution. January 2014 Quarterly Board Update

Transcription

1 V3 Pension Administration System Solution January 2014 Quarterly Board Update

2 Agenda Project Overall Status Update 3 V3 PASS Project Status Gantt Chart 4 PASS V3 Project Milestones 5 Project Status Update 6 Build 2 Status 7 Build 3 Status 8 Build Testing Statistics - 9 Pending Activities Not Started or Completed 10 Planned for Next Month 11 Project Risks and Mitigation - 12 Status of OCERS Hours 13 Status of Project Budget 14 Budget to Actual - 15 Questions - 16 January 10,

3 Project Overall Status Update Build 3 Delivery Date three weeks late, now expected 02/27/2014. Reviewing with Project Leads the project tasks for the next year to identify potential tasks which can be shortened or eliminated to make up for delay in Build 3. OCERS Build 2 Pre UAT testing is behind schedule due to: the requirement for Hot Fixes to resolve critical issues to allow testing of County transmittal files the performance issues in screen refreshes as well as usability issues are impacting the productivity of the testers and slowing down testing The new milestone date for accepting Build 2 is 02/21/2014. Data Conversion - Data Cleansing issues being addressed for Cycle 12 scheduled for delivery to Vitech 1/23/2014. Continued creation of Reconciliation Center and programming of reconciliation and data validation reports together with Vitech. Finalized basic approach for Reconciliation with Vitech. Issued V3 Project Newsletter and page on OCERS Web site for Plan Sponsors. Continued design specifications re-review and approvals for Build 3 development. Continued Level 4 Test Case Outline requirements for Build 3 pre-uat testing. Remaining V3 project hardware (printers and scanners) ordered for use in testing in Builds 3 (Disbursements) and Build 4 (Imaging). Finalized review of change order requirements and costs for PEPRA implementation. Development is already underway. Vitech completed and installed one Hot Fix Patch to resolve some critical bugs and design changes to facilitate Build 2 testing. Vitech working on a second Hot Fix Patch to address additional issues, including limited functions related to the County File Transmittal File testing. System performance and stability are ongoing issues. Vitech is researching the root causes. Build 3 will contain a number of architectural changes to enhance performance as well as implement Product Release R A G Legend Red Amber Green Risk Delay All ok Project Overall Status 3 Weeks Late V3 PASS Dash Board Budget Resources Build Status Build 1 - Completed Build 2 Build 3 Build 4 January 10,

4 V3 PASS Project Status Gantt Chart Planned Task Duration Efforts spent to date January 10,

5 V3 PASS 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 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 3 Delivery Death processing DRO processing Payroll COLA Recalculation 1099R Comp. Limits/tax Compliance CRM - Notes and attachments Health Care/Insurance 02/3/2014 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 06/02/2014 Build User Acceptance Testing 09/25/2014 Build for Parallel Testing 12/29/2014 V3 GO LIVE March 1 st 2015 Build 1 Acceptance 08/16/13 Actual Date 10/30/2013 Build 2 Acceptance 01/23/2014 Build 3 Acceptance 05/05/2014 Build 4 Acceptance 08/15/2014 UAT Tested & Accepted 12/30/2014 Final Conversion Run for Parallel 12/31/2014 January 10,

6 Project Status October November December QA Team completed testing OCERSdeveloped Build 1 letters and assigned defects to appropriate OCERS personnel. Updated Data Scrubber to keep current Build 2 scrubbed member Names and SSNs. Initiated building of Reporting Database schema in a test V3 environment. To be used for Reconciliation & Data Validation Reports. Build 2 Acceptance Document and associated deliverables given to OCERS. Review of Vitech Functional System Testing evidence has started. Nikita Patel from Vitech New York office was on-site for 3 days to work with OCERS IT staff on documentation, configuration, and environment maintenance procedures. Restarted Plan Sponsor transmittal user guide and support documentation. Complete 2014 V3 project budget planning. Accepted delivery of Build 2 deliverables and invoice for milestone payment submitted for review and approval. Continued development of Reporting Database schema in a test V3 environment. To be used for Reconciliation & Data Validation Reports. Started resolving Cycle 11 scorecards issues. Reviewed Transmission File Processing design and requested some changes. Conducted Build 3 design spec review sessions. Accepted and installed Build 2 Hot Fix 1 to resolve Transmittal processing issues relating to address standardization and other issues. Issued first V3 Project Newsletter and page on OCERS Web site for Plan Sponsors. Continued to review Build 3 specs and create and approve level 4 TCOs. Completed the last hardware purchases for V3 and the last hardware and software configurations until Parallel. Completed the Reconciliation Approach and developed the first 3 reconciliation reports. Continued Build 2 Pre-UAT Testing. Continue Development of Build 3 including the upgrade to Product Initial Data Conversion Coding milestone Acceptance document given to OCERS. January 10,

7 Build 2 Status Vitech Data Conversion/Data Cleanup Test Preparation Testing Build 2 Delivered 10/31/2013, 2 weeks delay due to Functional System testing for: Contributions Employer Payroll Termination Disability Benefit Estimate Retirement Processing Member Account Adjustment Comp Limits/401(a)(17) Cycle 10 Data Conversion file received from OCERS. Identified members in CDS for testing. Functional system testing completed. Build 2 Acceptance Documentation delivered Prioritize and update coding and cleansing activities for: Termination Disability Benefit Estimate Retirement Processing Employer Payroll Member Account Adjustment Comp Limits / 401(a)(17) Build 2 data refreshed with 6/27/13 data from PensionGold Delivered converted scrubbed data to Vitech on 8/13/13, and again on 8/25/13 with updated configuration data Level 4 Test Case Outlines (TCO) completed for: Employer/Other Interested Party Demographics Retirement Processing Disability Employer Payroll Benefit Estimates Member Account Adjustment Other items completed Test Case Identification Data mining Build 2 Pre-User Acceptance Training Draft Vitech Regression Test Plans and Build 2 Test Plan Document accepted Test Transmittal files created and reviewed Pre UAT Prep completed Build 2 Training dates Completed 11/18/13 Build 2 Testing started on 11/13/13 as scheduled. Hot Fix 1 applied and transmittal testing continued. New critical transmittal testing issues identified in County File Processing. Slow system performance affecting testing productivity. Waiting for Hot Fix 2 to continue Country File Transmission testing. Build 2 Status Current Status: Build 2 Deployed and Testing in Progress Legend R Red Risk A Amber Delay G Green On time January 10,

8 Build 3 Status Vitech Data Conversion/Data Cleanup Test Preparation Testing Build 3 Business Processes under development: Active Death Processing Retired Death Processing DRO & Court Orders Retiree Payroll Healthcare & Insurance Compensation Limits COLA Granting 1099R Processing Employer Portal Retiree Payroll 3 rd Party Payments Overpayments Build 3 design specifications being finalized for development. Build 3 delivery now scheduled for 02/27/2014 Build 3 data refreshed with 9/29/13 data from PensionGold Delivered converted scrubbed data to Vitech on 11/01/13 Additional conversion runs on 11/14/13 and 12/18/13 to address and correct data issues that would impact Build 3 testing Review with Vitech all V3 scorecard and application items with our data and resolve as a data cleanup, conversion, or possible V3 application change. Level 1-3 Test Case Outlines (TCO) completed for: Active Death Processing Retired Death Processing DRO & Court Orders Retiree Payroll Healthcare & Insurance Compensation Limits COLA Granting 1099R Processing Employer Portal Retire Payroll 3 rd Party Payments Overpayments Reviewing Level 4 TCOs with Vitech. Reviews and approvals taking longer than expected. N/A Build 3 Status Current Status: Build 3 under development and 3 weeks Legend late. R Red Risk A Amber Delay G Green On time January 10,

9 Testing Statistics Reporting Period Developed Selected for Execution Planned Deferred Un-Planned Deferred To be Executed Executed Passed Failed Percentage Complete Test Case Pass Ratio Build 1 June 07 - Aug % 86% 14% Build 2 Oct 01 - Jan % 88% 12% Build 3 Feb 03 - May 05 Build 4 June 02 - Aug 15 TEST CASE SUMMARY TEST CASE EXECUTION SUMMARY TEST EXECUTION PERCENTAGES Test Case Fail Ratio Project Testing Summary Build 2 testing in process and is pending a second Hotfix to address critical issues found during Transmittal testing of our payroll files Build 2 testing is continuing as scheduled for all Business processes not impacted by the critical issues identified with Transmittals All outstanding Build 3 Test Case Outline (TCO) review/approval meetings are planned for completion by end of January 38 Open Defects are in Re-test status as of 01/08/2014 and should soon be Closed" Defect Summary Note: The summary below is a running total OPEN CLOSED Critical: 10 3 High: Medium: Low: * Total: * Includes defects found while performing Ad-Hoc testing and known defects reported by Vitech at Build delivery Critical High Medium Low System Unavailable Business Critical Non-Business Critical Residual Fault January 10,

10 Pending Activities Activities Planned for this period, but not started or completed Started but not completed Verify requirements of Transmittal Adjustment File. Verify requirements of Active Member and Payee Actuarial Files. Need to re-review requirements and V3 specs developed to date to determine if changes are required based on OCERS actuarial activities completed for The requirements will need to include the changes being made to PG for Continue work on regular and adjustment transmittal file samples and supporting documentation for plan sponsors. Enhance current transmittal file requirements in PensionGold to support data requirements for V3. Synchronize valid data types/values on the transmittal file, tighten up validation's 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 signoff of Project Charter, Communication Plan, Risk Plan, Change Management Plan, Unplanned Work Management Plan and Score Card review process. Complete Build 2 design specifications document reviews/approvals. Coordinate with Wells Fargo to setup testing of extract and import files. Complete Build 3 Test Case Outlines. Complete Build 3 Design Specification approvals Complete Installation and configuration of remaining V3 project hardware (printers and scanners) for use in testing in Builds 3 and Build 4. Not started Initiate development of map to identify PensionGold data not defined by V3 data conversion maps. Provide V3 configuration information by plan sponsors for plan sponsors to review. Coordinate with third party vendors to test the export and import files. January 10,

11 Project Management Planned for January 2014 Complete Build 3 Design Specification approvals in SharePoint with Vitech and OCERS staff. Continue to resolve County Transmittal File Processing issues. Continue to work with Vitech on V3 Performance issues. Review 2013 V3 Project Budget and reconcile all expenses and costs with Finance department. Sign revised change order for PEPRA legislation changes. Development is already underway. Data Conversion/Reconciliation Complete Cycle 12 to Vitech using the PG data as of December 24 th, 2013, the year end PG file. Start evaluation of scorecards to be delivered for Cycle 12. Continue refining conversion code for issue found in scorecards and during testing. Infrastructure/Interfaces Continue Documenting V3 environments and support procedures. Continue supporting the OSBATCH on-site environment, including Build 2 bi-weekly refresh schedule. Continue work on materials for Plan Sponsors regarding V3 Transmittals and plan sponsor configuration information. Continue work on V3 Contribution Rates import template instructions to allow OCERS staff to create pre-2006 contribution rates spreadsheets. Testing Continue Pre-UAT for Build 2 with all available resources. Complete Build 3 Test Case Outlines. OCERS Developed Items Continue development of OCERS documents for Build 3 and 4, and for OCERS queries and reports. Continue Focus on development of Data Aggregation environment for Pension Gold and V3 data. Start OCERS query and reports development for Build 3 COLA and 1099 processing. Vitech Conduct analysis on design gaps as identified through testing, demos and design specification reviews. Continue to address defects as identified through Build 2 Pre-UAT. Complete a second Hot Fix for critical issues and transmission design changes identified in testing Build 2. Continue development of Build 3 functionality and address approval of remaining Build 3 design specifications. Complete level 4 TCOs for Build 3. January 10,

12 Project Risks and Mitigation Performance and Stability of V3 application: During pre-uat testing of Build 1 and Build 2 questions concerning the performance and stability of the V3 application have been raised. The issues have been escalated to the Vitech Project team for a swift resolution that meets with the approval of OCERS Project Team and addresses all our 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 teams and the QA testers. And all issues are being brought to the attention of the V3 Steering Committee. OCERS Executive management has escalated the issue with Vitech and requested that Vitech address Performance issues and what they are doing to resolve them at the weekly V3 Steering Committee meetings. OCERS would like to have a better understanding of the root cause for each issue (i.e. application, database, infrastructure). Create a central distribution list composed of OCERS and Vitech IT Support teams to immediately report application hang ups and crashes. This will assist in reducing lost time during testing. Work with Vitech to determine the appropriate solution to correct all performance and stability issues, while ensuring the integrity and design of the application remains intact and meets the functional requirements for OCERS staff. We will not accept piece meal solutions or work-around s. Resource Issues and Planning Timing and resources constraints continue to affect the project for both OCERS and Vitech. Holidays and vacation time off in November and December, along with OCERS year-end activities and V3 project tasks for Build 2, Build 3 and Build 4, have added additional constraints to the projects scheduled activities. Mitigation Review OCERS and Vitech schedules over the next four months to identify potential problem areas early and make adjustments as necessary. Address parallel Build 2, Build 3 and Build 4 activities for Vitech team members Backfill for OCERS Subject Matter Experts in critical areas, to allow them more time on the V3 project, while ensuring daily operational tasks are completed, without disruption of service to our Members or Plan Sponsors. Manage timing and tasks for all project team members to ensure their time is used effectively, are on track and completed as scheduled. This allows us to identify resource constraints and make adjustments as required. Evaluate contractor tasks to ensure expected productivity of their time and expertise on the project. Monitor and adjust project activities and staff hours when in conflict with OCERS operations (payroll, etc.). Reduce overall reliance on contractors as we add more OCERS staff onto the project. January 10,

13 Status of OCERS Hours Notes: Area Revised Total Project Actuals From Start Thru December/13 Balance Remaining PM & Admin 33,582 10,686 22,896 Data conversion 19,468 16,157 3,311 Infrastructure 6,098 5,076 1,022 Interfaces 3,594 1,765 1,829 Data Cleansing 7,401 5,941 1,460 Testing 27,076 16,394 10,682 Spec Review 10,682 9,298 1,384 OCERS Dev 1, ,197 Training 4, ,105 Total Hours 113,813 65,927 47,886 Revised Total Project shows the total hours that will be used from start to finish Actuals from start thru December/13 shows the actual hours consumed from the start of the project January 10,

14 Status of Project Budget Area Approved Budget Spent To Date (12/31/13) Amount Remaining Vitech Licensing $ 1,815,000 $ 1,419,000 $ 396,000 Vitech Implementation $ 5,800,000 $ 5,550,000 $ 250,000 Vitech's Change Orders $ 3,925,960 $ 1,661,273 $ 2,264,687 Linea Project Oversight $ 936,356 $ 936,356 $ - Linea Supplemental (DC/Test) $ 2,292,043 $ 1,631,244 $ 660,799 Hardware & Software $ 1,007,600 $ 870,616 $ 136,984 Consultants/Contractors $ 3,805,246 $ 2,593,136 $ 1,212,110 Liberty Imaging Services $ 200,000 $ - $ 200,000 Sub-Total $ 19,782,205 $ 14,661,625 $ 5,120,580 Total Staff $ 4,185,180 $ 1,983,101 $ 2,202,079 Total $ 23,967,385 $ 16,644,726 $ 7,322,659 NOTES: Approved Budget reflect total budget approved at January, 2013 Board meeting January 10,

15 Budget to Actual Actual vs. Plan cost Cumulative Project to Jul Balance Q1 / 2013 Q2 / 2013 Q3 / 2013 Oct-13 Nov-13 Dec-13 Budget Cost $ 9,896 $ 11,786 $ 13,073 $ 14,545 $ 15,816 $ 16,319 $ 16,696 $ 17,398 Actual Cost $ 9,926 $ 11,801 $ 12,870 $ 14,308 $ 15,398 $ 15,882 $ 16,322 $ 16,645 $ (Under)/Over Amt $30 14 (203) (237) (418) (437) (373) (754) % -Under/Over 0.1% 0.1% -0.9% -1.0% -1.8% -1.8% -1.6% -3.2% Budget Hours 27,899 38,953 47,263 56,666 65,739 68,821 71,918 75,002 Actual hours 27,899 35,121 41,053 49,728 58,505 61,613 64,081 66,580 Hours (Under)/Over Amt 0 (3,832) (6,210) (6,938) (7,233) (7,208) (7,836) (8,421) Hours % -Under/Over 0.0% -16.2% -26.3% -29.3% -30.6% -30.5% -33.1% -35.6% *Cost reflects Actual Invoiced cost to date and estimated cost for incurred, but unbilled time January 10,

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