V3 Pension Administration System Solution. October 2015 Quarterly Board Update

Transcription

1 V3 Pension Administration System Solution October 2015 Quarterly Board Update 1

2 Agenda V3 Quarterly Update Page Project Overall Status Update 3 V3 PASS Project Status Gantt Chart 4 PASS V3 Project Milestones 5 Monthly Project Status 6 UAT Builds - Status 7 Testing Statistics 8-10 Data Conversion & Business Process Reconciliation 11 Pending Activities Not Started or Completed 12 Planned for Next Month 13 Project Risks and Mitigation 14 Budget to Actual 15 Status of OCERS Hours 16 Status of OCERS Budget 17 2

3 Project Overall Status Update Build for Parallel was delivered along with Cycle 22 data on 10/01/2015. Phase 2 of UAT completed with the QA team executing planned end to end processing and defect retesting as was done in Phase 1 of UAT. All other newly trained OCERS staff continued their UAT a day in the life and end to end process testing. Parallel planning completed with details for all tasks and activities defined for each department. Parallel began as scheduled on 10/01/2015. Data Conversion Cycle 21(a) delivered to Vitech 09/12/2015 and Vitech delivered scorecards on 09/18/2015. This cycle was a test run for Parallel Conversion and Scorecards. Cycle 22 delivered and deployed along with Build /30/2015 to start Parallel. OCERS continued development and execution of the audit and reconciliation of critical processes as well as the Data Conversion for Cycle 22 in preparation for the start of Parallel. Completed data cleansing activities to ensure all critical and required cleanup items are addressed prior to the Cycle 22, the Parallel data conversion. Started converting LibertyNET images of Member files to V3 on 08/03/2015. Novanis delivered a sample file 09/23/2015 as scheduled. Completed Plan Sponsor training on Employer Self Service (ESS) in August and September. Plan Sponsors are on board to participate in Parallel processing of their transmittal files in V3 beginning with pay period 22. Complete Penetration Testing and OCERS and Vitech are resolving any identified issues. Vitech and OCERS continue to work together to resolve all of the remaining and any newly reported high and critical defects. These areas have been prioritized for defect resolution and testing to ensure that all issues are resolved and that the V3 application performs as required for the start of Parallel. The creation of OCERS V3 User Guides continues with Vitech delivering sections as completed for OCERS review. Vitech will not charge OCERS for the 14 day extension to move our go-live date to December 14, R Legend Red Risk Project Overall Status V3 PASS Dash Board Budget Resources UAT Build Status Build Completed A G Amber Green Delay All ok Build Completed Build 6.0 Completed Build 6.1 Deployed for testing 3

4 V3 PASS Project Status Gantt Chart 100% 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 Milestone 7 Build 1 Delivery New Member Enrollment Member Information Changes Service Credit Purchase Reciprocity Interest Posting 06/07/ /19/2013 Build 1 Acceptance 08/16/13 10/30/2013 Build 2 Delivery Termination Benefit Estimate Retirement Processing Disability Member Account Adjustment Comp Limits/401(a)(17) Employer Payroll 10/01/ /31/2013 Build 2 Acceptance 01/23/ /23/2014 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 Build /07/2014 Build /07/2014 Build 3 Acceptance 9/8/ /23/2014 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/ /12/2014 Build 4 Acceptance 10/23/ /02/2014 Defect Remediation Build Delivery Build /10/ /07/2014 Build 4.2 Plan /Actual Date 01/16/2015 Build 4.x Acceptance /16/2015 1/30/ /13/ /30/2015 Build 5.0 UAT Delivery Plan/Actual Date 3/2/2015 Build 5.1 UAT Delivery Plan/Actual Date 5/1/2015 Build 6.0 UAT Delivery Plan/Actual Date 7/2/2015 UAT Acceptance Plan & Actual Date 9/30 /2015 Build for Parallel Build /1/2015 Final Conversion Run for Parallel Plan & Actual Date 9/25/2015 V3 GO LIVE 12/14/2015 5

6 July Project Status August September UAT continued with Build 6.0 plus two Hot Fixes and Patches delivered 07/17/2015 and 07/31/2015. Reconciliation results being reviewed and data issues and defects. Scheduled and preparing materials for Plan Sponsor Training in August. Reconciliation development continuing with focus on reconciling the results of various process between V3 (Build 6.0) and Pension Gold. Reconciliation of Data Conversion and processes going slowly due to staff constraints. Vitech developing Build 6.1 with deployment to OCERS currently planned for 08/28/2015. Data Conversion Cycle 21 unscrubbed being created for delivery to Vitech 8/20/2015 for OCERS use with Build 6.1 testing.. Data cleansing activities identified in Cycle 21 scorecards and issues identified during reconciliation will be included in Cycle 21 UAT continued with Build 6.1 deployed on 8/28/2015 with Cycle 21 unscrubbed data. Reconciliation results reviewed and data issues and defects identified and logged. Conducted Plan Sponsor Training of Employer Self Service and Transmittal File processing in August. Reconciliation development continuing with focus on reconciling the results of various process between V3 (Build 6.0) and Pension Gold. Reconciliation of Data Conversion with focus on PG data to V3 data. Data Conversion Cycle 21 scrubbed delivered to Vitech 8/20/2015 for Vitech s use with Build 6.1 testing. Data cleansing activities identified in Cycle 21 scorecards and issues identified during reconciliation will be included in Cycle 22 UAT continued with Build 6.1. plus Patch delivered 09/18/2015. Score Cards from cycle 21A [an addition data conversion run] reviewed and data issues and defects resolved for Cycle 22 Parallel run. Completed additional Plan Sponsor training on the Employer Self Service portal and transmittal processing. Completed Penetration Testing and OCERS and Vitech are resolving all identified issues. Reconciliation development continuing with focus on reconciling the results of various process between V3 (Build 6.1) and Pension Gold. Parallel Planning completed with deployment details defined and all tasks and activities laid out for each department. Vitech developed Build cycle 22 deployment to OCERS 10/01/2015. Data Conversion Cycle 22 created for delivery to Vitech 9/28/2015 for Parallel Data cleansing activities identified in Cycle 21 and 21A were resolved and included in Cycle 22. 6

7 UAT Planning Ongoing, Completed UAT Builds - Status Review Training guided Practice documents and schedule training for June all staff education- Completed Plan Sponsor training by OCERS estimated July/August Development of training materials and user guides underway, Completed Acceptance Criteria to move out of UAT into parallel in development., Completed Build 5.0 Due 2/27/2015, Completed Build without material defects to be used for Phase 1 of User Acceptance Testing. Completed New Functionality to be delivered: Audit and Logging Completed Data Conversion Cycle 17 data as of 09/30/2014 Delivered on 01/23/2015 Completed Monthly Data Conversion cycles cycle 18 planned 03/27/2015 Completed Build 5.1 Due 5/01/2015, Completed Build without material defects to be used for User Acceptance Testing. Completed Data Conversion Cycle 18 data as of 02/28/2015 for scorecards only. Completed Data Conversion Cycle 19 data as of 03/26/2015 for scorecards only. Completed Monthly Data Conversion Cycle 20, planned 05/15/2015, both scrubbed and unscrubbed data Completed Build 6.0 Due 7/3/2015, Completed Build without material defects to be used for User Acceptance Testing Completed Data Conversion Cycle 20 data as of 04/30/2015 to be used with the Build. Completed Data Conversion cycle 21, both scrubbed and unscrubbed. Completed Rolled out to staff for full UAT testing with unscrubbed data. Completed Build 6.1 Due 9/7/2015, Completed Build without material defects to be used for User Acceptance Testing and Parallel. Data Conversion Cycle 21 data as of 06/30/2015 to be used with the Build., Completed Build Parallel (6.1.1) Due 09/27/2015, Completed Planning for Parallel, Completed Build without material defects to be used for Parallel and Go-Live, Completed Final Data Conversion data as of date 09/27/2015, Completed 7

8 Test Status Report Summary Build 6.1 (UAT) was turned over to OCERS on 08/31 and included 230 defects for re-testing, of which all have been retested. Penetration testing was completed by third party vender McAfee resulting in 1 Critical and 3 High severity defects. Of the 4 defects, only 1 is still awaiting a fix which will be delivered in Build 6.2. The following represents the open defect count at the entry of the Parallel Phase: Open Defects by Severity Critical 12 6% High 61 29% Medium % Low 34 16% Total: % The tentative schedule for the delivery and deployment of the defects listed above is: Delivery Schedule Build Delivery Date Production Deployment Date Defects Included /08 10/22 Critical & High /30 11/13 Critical & High 7.0 TBD 02/25 Medium & Low In addition to the parallel activities being performed by the OCERS staff, the QA team will be conducting defect retests, payroll reconciliation and regression tests on major business functionalities.

9 Test Status Report

10 Test Status Report V3 PASS August 2013 Update 10

11 Data Conversion & Business Process Reconciliation Data Conversion Reconciliation To ensure that Pension Gold data is being converted correctly to the new system and is laying in V3 as required Field by field validations of all data elements converted Entails detailed side by side comparisons, record counts, summary totals Completed Member count, comparison and variance reports by Plan, Status, Employer, Tier, and Bargaining Unit Development in process for Service, Contributions and Salary reconciliation Verified variances are being addressed with Vitech as part of on-going data conversion activities Preparation in process for an executive summary of the reconciliation of data converted for go-live. Reporting and methodologies being documented in preparation for upcoming data conversion audit by OCERS Internal Auditor. Business Process Reconciliation To ensure the results of core business processing in V3 produces expected results. Continue review and regenerate reconciliation reports for Build 6.1.1: Retiree Payroll Variance reports in Gross, Net, Annuity, Pension, Federal and State tax withholdings Comparison and variance reports between V3 and Pension Gold export files (positive pay and EFT) 1099s Comparison and variance reports between V3 and Pension Gold Actuarial Extract Field level comparison and variance reports between V3 and Pension Gold export files. Reconciliation review continues by the QA, Data Conversion and Data Cleansing teams. Additional reconciliation being performed by staff using the built in reports generated by each system. Verified variances are being addressed either through conversion, cleansing or product functionality. 11

12 Pending Activities Activities Planned for this period, but not started or completed Started but not completed Continue the development 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 to work with Plan Sponsors and Third Party Vendors on their development of Health Care and Insurance files. Continue to work with Plan Sponsors (OCFA & Sanitation District) to correct existing transmittal data reporting issues and prepare their payroll systems to be able to generate accurate V3 transmittal files. Continue to work with the County on the adjustment files for County and all special districts that they administer payroll for. Vitech Pending Deliverables Build on 10/08/2015 for QA testing before deployment to production for use in parallel Build 6.2 on 10/30/2015 for QA testing before deployment to production for use in parallel New Change Orders Move Go-Live date to December 14, $0 Add Plan W for San Juan Capistrano $8,774 Potential Change Orders Additional Option 2 changes as defined by the Actuary Additional 415 limit requirement changes as defined by the Actuary Xerox Intent File Layout Changes 12

13 Planned for Next Month Project Management Continue to review all pending Request items and re-planned activities and incorporate into the overall plan. Continue to review outstanding testing issues and reallocate resources for critical testing areas. Update high level Parallel and Go-Live planning for any issues. Data Conversion and Data Cleanup Continue to review any data items discovered during defect testing and Parallel and address resolution as a Data Conversion, Data Cleansing, or V3 design issue. Continue to address any required data items needed for all future Builds and deliver as needed. Update data maps and scorecard edits. Review and resolve reconciliation issues for Data Conversion and processes Infrastructure/Interfaces Continue to support in V3 instances and install Hot Fixes and scripts as required. Support Plan Sponsors during Parallel. Testing Continue Build testing fixed defects and deferred deliverables. Manage the content of Build 6.2 (Go-Live) deliverables. Continue Performance Testing. Support newly trained OCERS staff to perform assigned Parallel activities and perform a day in the life and end to end process testing. Reconciliation Continue enhancements to the Data Aggregation environment for PensionGold and V3 data reconciliation. Continue execution of reconciliation process for data conversion Develop and produce Executive summary reconciliation reports for review and sign-off. Vitech Update planned resolution and deployment of all issues identified to date in all Builds to date. Fix defects identified for Build 6.2 content Training Additional training for staff and Plan Sponsors as required. 13

14 Project Risks and Mitigation V3 Application Readiness: As the project has now entered the Parallel phase, OCERS and Vitech are working together to address all areas of concern that have a potential impact on the exit criteria to move the project from Parallel to Go-Live. Potential risk areas such as Retiree Payroll and Transmital Processing have been identified and all associated design, defects, data conversion, or data clean up items are being addressed. Mitigation Factors - Finalize Exit Criteria in Parallel plan and prioritize Develop strategies to quickly address and correct identified issues Immediately communicate and escalate areas of concern and issues to all impacted parties Conduct Readiness Reviews weekly with the Steering Committee. Project Resources: OCERS resources and Plan Sponsors have been allocated for Parallel. We are also working to ensure that we are utilizing OCERS and Plan Sponsor staff and contractors have all the information and instructions they need to perform their tasks and activities required to effectively work in the V3 environment. Mitigation Factors Continue to monitor parallel results on a daily basis looking for gaps in knowledge and training. Continue to monitor OCERS staff, leave requests and holidays that might have a potential impact the project schedule. Overtime for staff on a coordinated basis to facilitate and the completion of testing during Parallel. Shorten the time to log defects and shift more of the analysis to Vitech to decrease the turn around time for defect resolution. Manage the use of more hot fixes and data fixes via scripts so that we don t delay Parallel. Continue to address risks associated to key personnel on the project leaving through either termination or reorganization. Review how and when resources are being used. Look for skill and knowledge gaps and review core competencies to ensure that resources are allocated to the appropriate area(s) that add value and best serve project requirements. 14

15 Tot To End 2013 To End of 2014 Q1 / 2015 Q2 / 2015 Jul-15 Aug-15 Sep-15 ($ 000's) Budget to Actual Actual vs. Plan cost $30,000 $25,000 $20,000 $15,000 $10,000 $5,000 Actual vs. Plan Cost Costs Planned and unplanned reduction of hours for both OCERS staff and contractors. Planned HW/SW budget costs not spent ($186k) Contractor hours reduced by illness, holidays, and vacations. $- Complete evaluation of scorecards to be delivered for Cycle 13. Continue refining conversion code for issues found in scorecards and during testing. Budget Cost Cumulative Tot To End 2013 To End of 2014 Q1 / 2015 Q2 / 2015 Jul-15 Aug-15 Sep-15 Budget Cost $17,398 $ 23,146 $ 24,053 $ 24,921 $ 25,381 $ 25,685 $ 25,991 Actual Cost $16,956 $ 21,788 $ 22,744 $ 23,715 $ 23,979 $ 24,251 $ 24,542 $ (Under)/Over Amt (442) (1,358) $ (1,308) $ (1,206) $ (1,402) $ (1,434) $ (1,449) % -Under/Over -2.54% -5.87% -5.44% -4.84% -5.52% -5.58% -5.57% Budget Hours 75, , , , , , ,738 Actual hours 65,997 97, , , , , ,200 Hours (Under)/Over Amt (9,005) (15,985) (17,844) (19,901) (21,048) (22,836) (24,538) Hours % -Under/Over -12.0% -14.1% -14.6% -15.2% -15.6% -16.4% -17.2% Hours The tuning and optimization of the project plan plus the replanning have reduced the expected hours to date. OCERS staff availability also resulted in reduced hours. 15

16 Status of OCERS Hours Area Revised Total Project (May/14 Revision) Actuals From Start Thru June/15 Balance Remaining PM & Admin 25,655 22,262 3,393 Data conversion 21,171 19,223 1,948 Infrastructure 10,198 7,079 3,119 Interfaces 3,217 2, Data Cleansing 10,297 15,144 (4,847) Testing 60,567 44,570 15,997 Spec Review 10,174 17,070 (6,896) OCERS Dev 1,533 1, Training 2,120 3,289 (1,169) Total Hours 144, ,693 12,239 Notes: Revised Total Project shows the total hours that will be used from start to finish based on the May, 2014 revision. Actuals from start thru September, 2015 shows the actual hours consumed from the start of the project. 16

17 Status of Project Budget Project Area Approved Project Budget Amount Spent To Date (09/30/15) Budgeted Amount Remaining Estimated Costs to Completion Vitech Licensing $ 1,914,000 $ 1,914,000 $ - $ - Vitech Implementation $ 5,800,000 $ 5,550,000 $ 250,000 $ 250,000 Vitech's Change Orders $ 4,390,960 $ 3,831,784 $ 559,176 $ 512,468 Vitech PEPRA $ 85,020 $ 85,020 $ - $ - Vitech 4 Change Orders $ 51,547 $ 51,547 $ - $ - Linea Project Oversight $ 936,356 $ 936,356 $ - $ - Linea Supplemental (DC/Test) $ 3,098,467 $ 2,824,829 $ 273,638 $ 230,400 Hardware & Software $ 1,107,600 $ 913,435 $ 194,165 $ 79,000 Consultants/Contractors $ 4,648,126 $ 4,097,716 $ 550,410 $ 513,200 Liberty Imaging Services $ 148,453 $ 33,650 $ 114,803 $ 50,000 Project Sub-Total $ 22,180,529 $ 20,238,337 $ 1,942,192 $ 1,635,068 Additional Resources to Backfill $ 702,400 $ 233,805 $ 468,595 $ 172,800 OCERS Staff $ 4,667,580 $ 4,070,097 $ 597,483 $ 500,000 Staffing Sub-Total $ 5,369,980 $ 4,303,902 $ 1,066,078 $ 672,800 Total $ 27,550,509 $ 24,542,239 $ 3,008,270 $ 2,307,868 Projected Total Project Costs: $26,850,107 NOTES: Approved Budget reflects total budget approved at January, 2013 Board meeting plus the PEPRA Change Order added in Feb for $85,020.plus Change Order May 2014, plus 4 CO June