V3 Pension Administration System Solution October 2013 Monthly Board Update

Transcription

1 V3 Pension Administration System Solution October 2013 Monthly Board Update

2 Agenda Project Overall Status Update 3 V3 PASS Project Status Gantt Chart 4 PASS V3 Project Milestones 5 Project Status Update Through October Build 1 Status 7 Build 2 Status 8 Build 3 Status - 9 Build Testing Statistics 10 Pending Activities Not Started or Completed 11 Planned for Next Month 12 Project Risks and Mitigation 13 Budget to Actual 14 2

3 Project Overall Status Update Build 1 Acceptance Document Signed off on 10/31/2013. Data Mapping for Data Conversion complete and milestone payment amount $42, released as scheduled. Vitech completed Functional System Testing of Build 2. Vitech completed deployment of Build 2 to OCERS on-site environment, including smoke and sanity testing Build 2 release notes and deliverables received and are being reviewed by OCERS for acceptance OCERS completed preparation for Build 2 Pre UAT testing. OCERS completed and delivered Cycle 11 conversion run for Build 3 Functional System Testing and Pre-UAT for Build 3 as scheduled. Design specifications being re-reviewed and approved for Build 3 development. Reconfigured OCERS Data Scrubber utility to retain the same Build 2 scrubbed SSN and Member names during all pre-uat scrubbing cycles to facilitate testing efforts between Builds, particularly with regards to testing Employer Payroll (transmittals). New scrubbed data routine included in the latest data conversion cycle delivered to Vitech on 11/1/2013. All scrubbing routines are secure and in compliance with OCERS requirements on protecting Personal Identity Information (PII) of OCERS member data. OCERS provided mortality tables from 2006-current and PEPRA Age Factor tables as required for configuration to Vitech. 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 Back on Time 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 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 02/13/2014 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 04/06/2014 Build User Acceptance Testing 09/25/2014 Build for Parallel Testing 12/29/2014 V3 GO LIVE March 3rd 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 12/10/2014 Final Conversion Run for Parallel 12/31/2014 5

6 Project Status August September October Finalized decision to discontinue Controlled Data Set (CDS) and use full converted and scrubbed dataset for all Vitech Functional System Testing. Created structured SharePoint environment for reconciliation reporting. New workflow process in SharePoint to assign Design specs for review and approval. Initiated several Workflow tasks for Build 2, 3 and 4 Design Specs. Upgraded Track IT status reporting application with several new features to enhance functionality and efficiency for V3 Project. Change Control Process is under review. Hot Fixes: Two hotfixes requested for Build 1 to support Service Credit Purchase (SCP) testing. Hot Fix #1 - Addresses, importing age at entry rates into V3 using the V3 import process. Hot Fix #2 - to correct several identified issues, such as label changes, double click issue, contributions due in data sheet, and the inability to test with members of the County of Orange. Reviewed initial data maps for imaging. This was the last mapping deliverable from Vitech fulfilling the payment Milestone as scheduled. Created new Permission schema for TrackIT reporting system and enhanced the application with new features for reporting efficiency. Build Acceptance and Sign off procedures documentation under development. Actual acceptance cannot be completed until SCP testing has been completed and Build 1 results reviewed by the Steering Committee. Organized items from scorecards, prioritized conversion items and began code refinement. Initiated training for Data Cleansing team on scorecards and scrubbed lists. Over 62k accounts updated by Data Cleansing team since May V3 Transmittal file sample developed and reviewed. QA Team completed testing OCERS developed 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. 6

7 Build 1 Status Build 1 Acceptance Documentation Signed Off and Vitech Invoice submitted for Payment V3 Go Live Overall 25% Completed Build 1 Status Current Status: Completed 7

8 Build 2 Status Vitech Data Conversion/Data Cleanup Test Preparation Testing Build 2 Delivered 10/30/2013, 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 Other items In Progress Vitech Regression Test Plans and Build 2 Test Plan Document under review Test Transmittal files being created and reviewed Pre UAT Prep completed Build 2 Training dates scheduled for the week of : 11/5/13-11/7/13 11/12/13-11/14/13 Build 2 Testing scheduled to start on 11/13/13. Build 2 Status Current Status: Build 2 Deployed and Training in Progress Legend R Red Risk A Amber Delay G Green On time 8

9 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, Overpayments, Payment Maintenance Build 3 design specifications being finalized for development. Build 3 data refreshed with 9/29/13 data from PensionGold Delivered converted scrubbed data to Vitech on 11/01/13 Focus will be on Score Card issues from Build 3 Data Conversion Cycle Level 3 Test Case Outlines (TCO) in progress 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, Overpayments, Payment Maintenance N/A Build 3 Status Current Status: Build 3 under development Legend R Red Risk A Amber Delay G Green On time 9

10 Testing Statistics Reporting Period Developed Selected for Execution Planned Deferred Un-Planned Deferred * Total Executed Passed Failed Percentage Complete Test Case Pass Ratio Build 1 June 07 - Aug % 86% 14% Build 2 Oct 01 - Jan TBD 212 TBD N/A N/A N/A N/A N/A N/A N/A 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 * The Total column is the sum of [Selected for Execution] minus [Deferred] Project Testing Summary Build 2 testing preparation is in progress, which includes finalizing the selection of test cases to be executed by OCERS Vitech test execution documentation has been delivered to OCERS and is undergoing review Build 2 training for OCERS Test Team to be held 11/05/13 through 11/18/ Build 1 defects will be re-tested as part of Build 2. OCERS expects the remainder of defects identified in Build 1 will be delivered for re-testing in Build 3 Defect Summary Note: The summary below is a running total OPEN CLOSED Critical: 0 2 High: Medium: Low: 66 9 * Total: * Includes defects found while performing Ad-Hoc testing and known defects reported by Vitech at delivery Critical High Medium Low System Unavailable Business Critical Non-Business Critical Residual Fault 10

11 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. OCERS re-review/approval of Build 2 design specifications. Coordinate with Wells Fargo to setup testing of extract and import files. Continue to work on Plan Sponsor and Internal OCERS V3 Project communications templates Finalize basic approach for Reconciliation Complete Build 3 Test Case Outlines Complete Build 3 Design Specification approvals 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. 11

12 Project Management Planned for November 2013 Continue Build 2 and Build 3 Design Specification approvals in SharePoint with Vitech and OCERS staff. Review with Project Leads the project tasks for the next four months (November 2013 through February 2014). Focus on Holidays and other OCERS year end activities such as year end closing, 1099 s and actuarial extract. Data Conversion/Reconciliation Continue creation of Reconciliation Center and programming of reconciliation and data validation reports. Start evaluation of scorecards to be delivered for Cycle 11. Infrastructure/Interfaces Continue Documenting V3 environments and support procedures. Take ownership of OSBATCH on-site environment, including Build 2 restore and automate weekly and ad-hoc refresh schedule. Continue work on materials for Plan Sponsors regarding V3 Transmittals, plan sponsor configuration information. Continue work on V3 Contribution Rates import template instructions to allow OCERS staff to create pre-2006 contribution rates spreadsheets. Purchase remaining V3 project hardware (printers and scanners) for use in testing in Builds 3 and Build 4. Testing Review Build 2 Deliverables review with Vitech and OCERS QA Team and Project Management. Receive training from Vitech for Build 2 pre-uat. Begin Pre-UAT for Build 2 Complete Build 3 Test Case Outlines. OCERS Developed Items Continue development of OCERS documents for Build 3 and 4, and begin development of OCERS queries, reports and spec design workflows. Continue Focus on development of Data Aggregation environment for Pension Gold and V3 data. Vitech Conduct analysis on design gaps as identified through testing, demos and design specification reviews. Address defects as identified through Build 2 Pre-UAT. Continue development of Build 3 functionality and address approval of remaining Build 3 design specifications. Complete level 4 TCOs for Build 3. 12

13 Project Risks and Mitigation Build 2 Delivery and Acceptance: Each Build being delivered to OCERS must be fully certified by Vitech as having satisfied OCERS requirements by performing unit and functional system testing on all new functionality being provided in the Build and regression testing of all functionality previously delivered to date*. To prevent a similar situation as that created by SCP in Build 1, Build 2 acceptance will not occur if potential issues identified are not immediately and satisfactorily addressed. Mitigation Begin review and verification of Vitech Functional System Testing documentation for Build 2, along with release notes scheduled to be delivered at the end of October 2013 to OCERS. Address all potential issues or areas of concern immediately with Vitech. Begin Build 2 training on 11/5/2013 and address all potential issues or areas of concern immediately with Vitech. Hold off on Build 2 Acceptance until all issues raised have been address satisfactorily. *per agreement between Vitech and OCERS as to when previous defects will be corrected, and in what Build. Resource Issues and Planning Timing and resources constraints continue to affect the project for both OCERS and Vitech. Upcoming holidays in November and December along with other OCERS year end activities will add additional constraints to the projects scheduled activities. Mitigation Review OCERS and Vitech schedules over the next four months to identify potential problem areas and make adjustments as necessary. 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. Data Cleansing Continue to analyze and categorize reported data issues, assigning priority to those having a direct impact to data conversion and calculations within V3. Mitigation Add additional temps and OCERS staff to help facilitate the correction of data and auditing of data that has been cleaned. The cost of the temporary help is budgeted under OCERS temporary staffing budget. Shift routine and recurring cleansing tasks from Data Cleansing resources to the Member Services operations team. Work with plan sponsors to correct data issues derived from transmittal processing of employer payroll files. 13

14 Budget to Actual Actual vs. Plan cost Cumulative Project to Jul 2012 Bal 2012 Q1 / 2013 Q2 / 2013 Jul-13 Aug-13 Sep-13 Oct-13 Budget Cost $ 9,896 $ 11,786 $ 13,073 $ 14,545 $ 14,917 $ 15,415 $ 15,816 $ 16,319 Actual Cost $ 9,926 $ 11,877 $ 13,115 $ 14,558 $ 14,909 $ 15,284 $ 15,647 $ 15,885 $ (Under)/Over Amt $ (8) (131) (169) (434) % -Under/Over 0.1% 0.4% 0.2% 0.1% 0.0% -0.6% -0.7% -1.8% Budget Hours 27,899 38,953 47,263 56,666 59,760 62,856 65,739 68,821 Actual hours 27,899 35,121 41,053 49,728 52,554 55,966 58,503 61,445 Hours (Under)/Over Amt 0 (3,832) (6,210) (6,938) (7,205) (6,890) (7,235) (7,375) Hours % -Under/Over 0.0% -16.2% -26.3% -29.3% -30.5% -29.1% -30.6% -31.2% *Cost reflects Actual Invoiced cost to date and estimated cost for incurred, but unbilled time 14

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