V3 Pension Administration System Solution April 2013 First Quarter Board Update

Transcription

1 V3 Pension Administration System Solution April 2013 First Quarter Board Update

2 Agenda Project Overall Status Update PASS V3 Project Status Gantt Chart PASS V3 Project Milestones Project First Quarter Update January 2013 through March 2013 Build 1 Status Build 2 Status Project Risks and Mitigation Status of OCERS Hours Status of Project Budget Budget to Actual 2

3 Project Overall Status Update PASS Project accomplishments for the First Quarter January 2013 March 2013 OCERS IT staffing changes. Finalizing the change order with Vitech moving go live date to March 1st Continuing review of project seeking areas where efforts can be maximized, processes streamlined, and dollars saved, while meeting the standards of excellence for a high quality product for OCERS staff, plan sponsors, and overall membership. Executed Board approved revised master project plan. Re Engaged Subject Matter Experts to work the project plan. Drafted Project Charter, Communications and Risk Management plans. Finalized design of required V3 Test and Data Conversion environments. Coordinated with Vitech technical team on roles and responsibilities and documentation requirements. Rolled out Track IT application to allow project team members visibility of assigned tasks and simplified means to report progress on tasks, including completion to the project team leads. R A Legend Red Risk Amber Delay Project Overall Status BUDGET Resources Build Status Build 1 Build 2 G Green All ok Build 3 On time Build 4 3

4 PASS Project Status Gantt Chart Build 1 Gantt Chart view Milestone 1 Build 1 Delivered - 06/07/13 Build 1 Tested and Accepted - 08/16/13 Planned Task Duration Efforts spent to date ID Task name Start Finish %Comp 1 Build 1 11/01/12 08/16/13 61% Spec reviews(ocers) 100% Development (Vitech) 100% Q4 12 Q1 13 Q2 13 Q3 13 Nov Dec Jan Feb Mar April May June July Aug Sep Functional System Testing (Vitech) Test Case Outlines (OCERS) Business Process Documents (OCERS) Control Data Set for Build 1 (OCERS) OCERS User Access Testing 10% 100% 100% 80% 0% Critical Path Critical Path 4

5 V3 PASS Project Mile Stones Milestone 1 Milestone 2 Milestone 3 Milestone 4 Milestone 5 Build 1 Member Enrollment/ Changes Service Credit Purchase Reciprocity Interest 06/07/13 Build 1 Tested and Accepted. 08/16/13 Build 2 Termination Ben Est. Ret & Disability Acct Adj. Comp Limits/401(a)( 17) Employer Payroll 10/01/13 Build 2 Tested and Accepted. 01/23/14 Build 3 Death processing DRO processing Payroll COLA Recalculation 1099R Comp. Limits/tax Compliance CRM - Notes and attachments Health Care/Insurance 02/03/14 Build 3 Tested and Accepted. 05/05/14 Build 4 Member Portal Member statements Partner Portal Actuarial Extract Member Correspondence Member counseling Seminars Imaging General Ledger Integration. Finance & Reporting Security Work flow specs Audit/Logging 06/02/14 Build 4 Tested and Accepted. 08/15/14 Build UAT 09/25/14 UAT Tested and Accepted. 12/30/14 Milestone 6 Build for Parallel 12/29/14 Final Conversion Run for parallel 12/31/14 V3 GO LIVE March 1st

6 Project Status First Quarter January 2013 March 2013 January February March Implemented Board approved project plan. Control Data Set brainstorming sessions. Completed initial draft of Application Architecture section for the Software Configuration Management Approach document. Started Developing two new Employer Self Service portal specs. Closed all open issues from Contributions demo. Vitech completed 120+ Functional System Testing, test scripts for Build 1 business processes. (ahead of Test Case Outlines being completed) Implemented software configuration for data conversion. Continued updating mapping docs for other modules. SharePoint 2010 Architecture defined and mapped document migration. Completed initial draft of Delivery Section for the Software Configuration Management document. V3 disbursements demo. Resolved data load issues preventing creation of OCERS letters (from QA testing) Development started for Finance Reporting. Control Data Set data mining started. Drafted overall testing strategy for V3 project. Completed and approved Business Process documents for Build 1. Test Case Outlines are complete and under review for Build 1. Track IT, project management application developed and deployed to V3 Project team. Work flow process to manage reviews and approvals, Integrated Change Control Process started. Reviewed OCERS onsite V3 and data conversion environment requirement with Vitech for implementations through Go Live on March 1st

7 Build 1 Status Vitech Spec Reviews Data Conversion/Data Cleanup Test Preparation Testing Design specs complete. Incorporated new Product release 9.8 into Build 1. Preparing to deliver conversion data for: World. Service Credit Purchase. Part Account and Work History. Contributions. Data Cleanup issues identified. Completed Business Processing Documents and Test Case Outlines for: New Member Enrollment Member Information Changes. Service Credit Purchase. Reciprocity. Interest Posting. Completed specs for Control Data Set utility that will be used for Functional System Testing. Preparing on boarding materials for testers to begin functional system testing. Data mining started. Build 1 Current Status Current Status: 2 weeks behind. No impact on project overall schedule. R Legend Red Risk A Amber Delay G Green On time 7

8 Build 2 Status Vitech Spec Reviews Data Conversion/Data Cleanup Test Preparation Testing A substantial number of specs have been re-opened for changes and updates due to changes in pension disbursement functionality resulting from the upgrade to product 9.8. Termination Disability Benefit Estimate Retirement Processing Employer Payroll Member Account Adjustment Comp Limits/401(a)(17) Started Business Processing Documents and Test Case Outlines for: Termination Disability Retirements Processing Employer Payroll (Transmittal Processing) Conduct Demos and Gap Analysis for: Contributions Benefit Estimates Retirements Processing Disability Status Current Status: On Time. R Legend Red Risk A Amber Delay G Green On time 8

9 Project Risk and Mitigation RESOURCES Significant resource constraints due to illness or other OCERS business processes (1099 s, Actuarial Extract and increase in retirement applications) resulting in key SME s not being available as planned. Business System Analyst (contractor) has been brought on board to facilitate creation of Business Process Documents. Oracle DBA (contractor 4 6 mos.) has been brought on board to assist in training the IT operations team on core Oracle Administration tasks required to setup and maintain Oracle instances for our V3 environments. A 3 rd Programmer (contractor) has been brought on board to complete Data Conversion team. The team will finalize data mapping from Pension Gold to V3 and complete the data conversion programming in time for Build 3. Recruitment underway for OCERS vacant staff positions Senior application developer and application developer II. Backfill temp hired for member services. BUSINESS PROCESS DOCUMENTS (BPD) Business Process Documents are taking longer than expected. Additional resources have been assigned. DATA CLEANSING Data cleansing efforts have not continued as expected due to resource constraints and other OCERS processes. Review approach including roles, responsibilities and available resources. Shift some cleansing efforts from the project to OCERS day to day tasks (transmittal related activities) CONTROLLED DATA SET (CDS) Taking longer than originally planned. Simplified Data Mining Process from being highly engineered to a user knowledge based process. 9

10 Status of OCERS Hours Area Revised Total Project Actuals From Start Thru Mar/13 Balance Remaining PM & Admin 33,582 4,463 29,119 Data conversion 19,468 11,857 7,611 Infrastructure 6,098 2,088 4,010 Interfaces 3,594 1,674 1,920 Data Cleansing 7,401 2,599 4,802 Testing 27,076 8,760 18,316 Spec Review 10,682 8,813 1,869 OCERS Dev 1, ,605 Training 4, ,160 Total Hours 113,813 40,401 73,412 Notes: Revised Total Project shows the total hours that will be used from start to finish Actuals from start thru Mar/13 shows the actual hours consumed from the start of the project 10

11 Status of Project Budget Area Approved Budget Spent To Date (03/31/13) Amount Remaining Vitech Licensing $ 1,815,000 $ 1,122,000 $ 693,000 Vitech Implementation $ 5,800,000 $ 5,320,455 $ 479,545 Vitech's Change Orders $ 3,925,960 $ 287,098 $ 3,638,863 Linea Project Oversight $ 936,356 $ 936,356 $ - Linea Supplemental (DC/Test) $ 2,292,043 $ 1,203,505 $ 1,088,538 Hardware & Software $ 1,007,600 $ 807,600 $ 200,000 Consultants/Contractors $ 3,805,246 $ 1,267,985 $ 2,537,261 Liberty Imaging Services $ 200,000 $ - $ 200,000 Sub-Total $ 19,782,205 $ 10,944,999 $ 8,837,207 Total Staff $ 4,185,180 $ 1,508,788 $ 2,676,392 Total $ 23,967,385 $ 12,453,787 $ 11,513,599 NOTES: Approved Budget reflect total budget approved at January, 2013 Board meeting 11

12 Project to Date ($ 000's) Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Budget to Actual $15,000 Actual vs. Plan Cost $10,000 $5,000 $- Budget Cost Actual Cost Cumulative Project to Date Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Budget Cost $ 9,896 $ 10,227 $ 10,570 $ 10,960 $ 11,373 $ 11,786 $ 12,204 $ 12,621 $ 13,073 Actual Cost $ 9,507 $ 9,895 $ 10,274 $ 10,652 $ 11,081 $ 11,465 $ 11,884 $ 12,181 $ 12,454 $ (Under)/Over Amt ($390) ($332) (296) (308) (292) (322) (320) (439) (620) % -Under/Over -1.6% -1.3% -1.2% -1.3% -1.2% -1.3% -1.3% -1.8% -2.6% Budget Hours 27,899 29,562 31,389 33,734 36,305 38,953 41,653 44,343 47,263 Actual hours 27,899 29,270 30,449 31,662 33,553 35,161 37,124 38,887 40,401 Hours (Under)/Over Amt 0 (293) (941) (2,073) (2,752) (3,792) (4,529) (5,456) (6,862) Hours % -Under/Over 0.0% -1.2% -3.8% -8.4% -11.2% -15.4% -18.4% -22.8% -28.7% Note: Project hours were reset in the month of August

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