V3 Pension Administration System Solution Monthly Update April 2013

Transcription

1 V3 Pension Administration System Solution Monthly Update April OCERS

2 Agenda Project Overall Status Update 3 PASS V3 Project Status Gantt Chart 4 PASS V3 Project Milestones 5 Project Status Update Through April Build 1 Status 7 Build 2 Status 8 Pending Activities Not Started or Completed 9 Planned for Next Month 10 Project Risks and Mitigation 11 Budget to Actual 12 2

3 Key Accomplishments: Project Overall Status Update Build I is still delayed by 2 weeks, OCERS Testing preparation activities are being rescheduled to start earlier to make up for the delay. OCERS staff will start training for Build I on July 8 th Completed restructuring of lead positions moved from contractors to OCERS staff. Significant time was spent to acclimatize the new leads and adjust some of the project plan tasks. The Vitech Change Order CO3401 for project extension was signed by both parties. Vitech provided Draft of CO3402 Plan Sponsor Transmittal Changes change order to OCERS for review / approval. This cost is rolled into CO3401 cost. Conducted lessons learned sessions on Business Process Documents and Test Case Outline development to review process and address the risks and impact to the project schedule. This resulted in pursuing an alternate approach that stops further Business Process Document development for V3 and focuses efforts directly on Test Case Outline development utilizing the design spec reviews and existing procedures and process documents. Vitech began Functional System Testing (FST) with Control Data Set (CDS). Revised Budget variance tracking process. Moved from using estimated actuals as reported cost to reporting actual invoiced costs to date and estimating costs for incurred but unbilled time. Updated staff time charged to project for January March 2013 based on newly revised reported time submitted by OCERS staff. V3 PASS Dash Board R A Legend Red Risk Amber Delay Project Overall Status Budget Resources Build Status Build 1 Build 2 G Green All ok On time Build 3 Build 4 3

4 PASS Project Status Gantt Chart Planned Task Duration Efforts spent to date 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 February March April 2013 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. Test Case Outlines template finalized and deployed. Alm Smart Bear application selected as defect tracking and test management tool. SharePoint Migration completed. Started work on Build 2 Levels 1-3 Test Case outlines with new process. Improved process to track project related invoices including Contractor, Hardware/Software and Vitech expenses. Initial Control Data Set delivered to Vitech. Began coordination with Wells Fargo regarding payroll related file exchanges. Began documentation of V3 application and data base server install procedures. Began onboarding finance department team members who are assigned to V3 project. 6

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 Updated coding for data conversion of : World Service Credit Purchase Part Account and Work History Contributions Pension Disbursements Pre-UAT planning in process and on schedule Data mining for Pre UAT started Started development of test scripts Started planning training activities for staff on V3 navigation and Build 1 testing Reviewing final specs for Control Data Set utility that will be used for Functional System Testing Finalizing test environments including location of testing activities and laptop requirements and setup 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) Completed Level 1-3 Test Case Outlines for Disability Business Process. Started Test Case Outlines for: Termination Retirements Processing Employer Payroll (Transmittal Processing) Conduct Demos and Gap Analysis for: Contributions Benefit Estimates Retirements Processing Disability Build 2 Status Current Status: On Time. R Legend Red Risk A Amber Delay G Green On time 8

9 Pending Activities Activities Planned for this period but not started or completed Started but not completed Verify requirements of Transmittal Adjustment File (no impact on Build 1 schedule) Verify requirements of Active Member Actuarial File (no impact on Build 1 schedule) Need to re-review requirements and V3 specs developed to date to determine if changes are required based on OCERS actuarial activities just completed for Verify Payee Actuarial File (no impact on Build 1 schedule) Need to re-review requirements and V3 specs developed to date to determine if changes are required based on OCERS actuarial activities just completed for Create Master Functional Spec document for Transmittal Files for Plan Sponsors (no impact on Build 1 schedule) Approve Project Charter, Communications & Risk Management Plans (no impact on Build 1 schedule) Not started Draft reconciliation approach V3 PASS April 2013 Update V3 PASS April 2013 Update 9

10 Planned for Next Month Activities Planned for May 2013 Project Management Start Analysis on PEPRA requirements for V3. Establish process on OCERS side for Spec review and approvals. Draft Reconciliation approach strategy. Data Conversion/Data Cleansing Initiate dedicated data cleansing weekly meeting. Begin reconciliation approach and data cleaning support efforts. Refactoring the SCP logic to improve accuracy to configure into our current model for running and debugging the various conversion applications. Cleaning logic related to Part Account record creations to improve performance. Create a viable interface for managing the data mapping database. Freeze coding and test conversion routines in preparation for next Data Conversion cycle to Vitech by May 13, Infrastructure/Interfaces Complete import/export testing on data conversion environment. Build physical Oracle environment as backup for data conversion activities (including test and verification). Complete documentation of V3 database and application server install procedures. Meet with Transmittal team and review current PG and new V3 transmittal file layouts. Finalize transmittal requirements and begin Master Functional Spec document, which will serve as the basis for transmittal training materials for Plan Sponsors. Testing Test Case Outlines Complete Level 1-3 for the following business areas: Termination; Disability; Retirement Processing; and 401(a)(17) Comp Limits. Complete all GUI validation checklists for Build 2. Continue working on Build 2 Control Data Set spreadsheet. Finalize Test Planning activities and requirements gathering for Build 1 V3 PASS April 2013 Update V3 PASS April 2013 Update 10

11 Project Risks and Mitigation Resource Issues and Planning Resource constraints due to staff unavailability due to illness or other OCERS business processes. Mitigation OCERS to open a new recruitments for Senior Applications Developer (new) and Applications Developer II (vacant). Both resources will have 25%-50% of their time assigned to the V3 project. Dedicated one OCERS IT Programming resource to the project for data mining, data cleansing and reconciliation tasks. Onslaught of new retirement setups has passed and OCERS staff availability on the project has improved. On boarding Finance Team members for V3 spec reviews and testing. Manage timing and tasks for all project team members to ensure that their time is being used effectively. Data Cleansing Continues to fall behind schedule due to lack of available resources. Mitigation Add OCERS IT programmer to assist in data cleansing tasks (create reports and queries). Looking to bring on additional OCERS resources for temporary cleansing assignments. No additional training required. Shift some cleansing efforts from the project to OCERS day to day tasks (transmittal related activities). Continue to recruit temporary help to assist with data cleansing activities. Oracle Issues - Errors importing scrubbed data from Pension Gold into Data Conversion environment. Mitigation Build a physical data conversion server running Oracle as a backup plan. This also addresses issues stemming from the possibility of the errors being due to Oracle running in a virtual environment. Adjust servers settings of existing virtual data conversion servers to maximize and ensure available resources (CPU/Memory/Hard Drive space). Test alternate approaches to importing data into the data conversion environment. 11

12 Budget to Actual Cumulative Project to Date Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 Budget Cost $ 9,896 $ 10,227 $ 10,570 $ 10,960 $ 11,373 $ 11,786 $ 12,204 $ 12,621 $ 13,073 $ 13,523 Actual Cost (1) $ 9,926 $ 10,302 $ 10,681 $ 11,059 $ 11,478 $ 11,877 $ 12,356 $ 12,721 $ 13,103 $ 13,469 $ (Under)/Over Amt $30 $ (54) % -Under/Over 0.1% 0.3% 0.5% 0.4% 0.4% 0.4% 0.6% 0.4% 0.1% -0.2% Budget Hours 27,899 29,562 31,389 33,734 36,305 38,953 41,653 44,343 47,263 50,379 Actual hours (2) 27,899 29,230 30,409 31,622 33,513 35,121 37,104 38,981 41,022 43,254 Hours (Under)/Over Amt 0 (333) (981) (2,113) (2,792) (3,832) (4,549) (5,362) (6,241) (7,124) Hours % -Under/Over 0.0% -1.4% -4.1% -8.9% -11.8% -16.2% -19.2% -22.7% -26.4% -30.1% (1) Cost update to reflect Actual Invoiced cost to date and estimated cost for incurred, but unbilled time. (2) Updated staff time charged to project for January March 2013 based on newly revised reported time submitted by OCERS staff. 12