V3 Pension Administration System Solution August 2013 Monthly Board Update

Transcription

1 V3 Pension Administration System Solution August 2013 Monthly Board Update 2012 OCERS

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

3 Project Overall Status Update Key Accomplishments: Build 1 Testing completed except for Service Credit Purchases Vitech conducted SCP demo on 8/16/2013 to address a concerns over the design and functionality of the V3 module Required V3 configuration data to support SCP testing that was not currently in the system was identified. Vitech and OCERS worked together to create, validate and import required historical pay period schedules, age at entry and agreement rates for Build 1 SCP testing Two Hot Fixes to Build 1 were applied to support SCP testing and the associated data uploads of V3 configuration data. OCERS ran an additional Data Conversion run to provide the updated set up configuration data for Build 1 and Build 2 pre-uat. The first delivery of data was made on 8/13/13. The second data delivery with the updated configuration data was made on 8/25/13. SCP testing started on 8/29/13 and is expected to run through the month of September. A quarter of the testing has been completed, with a higher number of defects being created then with other V3 modules tested to date. Build 2 is currently estimated to be delivered 2 weeks late due to delays starting Functional System Testing. Part of the delay stems from the decision to wait for the second updated set of converted data (delivered on 8/25/13), with the required configuration data needed for Build 1 and Build 2 testing. The planned Build 2 delivery date was October 11, 2013, but Vitech is now estimating the date could extend to the last week of October Vitech is now in the process of Functional System Testing of Build 2 scheduled for October delivery to OCERS. Data Conversion development completed for Part Account, Pension, Court Orders and Disbursement Payroll. Final reviews are in progress for re-approvals for 38 Build 2 specification documents that were updated during the Vitech configuration and development process. Test Case Outlines have been started for Build 3. V3 PASS Dash Board R Legend Red Risk Project Overall Status Budget Resources Build Status Build 1 A Amber Delay Build 2 G Green All ok Build 3 On Delay Build 4 3

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

5 Milestone 1 V3 PASS Project Mile Stones Milestone 2 Milestone 3 Milestone 4 Milestone 5 Build 1 Delivery Member Enrollment/ Changes Service Credit Purchase Reciprocity Interest Posting 06/07/13 Build 1 Acceptance Milestone Date 08/16/13 Actual Date October 2013 Build 2 Delivery Termination Ben Est. Ret & Disability Acct Adj. Comp Limits/401(a)( 17) Employer Payroll 10/01/13 Build 2 Acceptance Milestone Date 01/23/14 Build 3 Delivery Death processing DRO processing Payroll COLA Recalculation 1099R Comp. Limits/tax Compliance CRM - Notes and attachments Health Care/Insurance 02/03/14 Build 4 Delivery 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 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 2015 Build 3 Acceptance Milestone Date 05/05/14 Build 4 Acceptance Milestone Date 08/15/14 5

6 Project Status June July August Smart Bear configuration for defect management completed. Test Case Outlines for Build 3 and Build 4 started. Started V3 Project Knowledge Wiki and Data Dictionary. Data Cleansing activities have been reviewed and prioritized. Improved management of un-planned work issues and risk using Track IT and SharePoint. Created Data cleansing sub site on SharePoint for real time reporting. Started work on installation documentation as part of V3 disaster recovery documents. Completed sample PG and V3 transmittal files for Plan Sponsors. Completed V3 transmittal files for testing. Started standardization and consolidation of Pension Option Matrix. Working to implement Virtual Private Network solution and prepare network for new Exchange server. Corrected functional issues with data scrubber utility. Documented process to turn over to IT Operations. Created additional Oracle environments for Data Conversion to support scrubbed and unscrubbed data. Reviewed and setup Pension Gold environments required to support pre- User Acceptance Testing and Data Conversion. Reviewed V3 startup procedures with Vitech for IT Operations to be able to start up V3 environments in the event of a server reboot. Began development of reconciliation queries of Pension Gold environment and reviewed queries for development by Vitech of V3 environment. Migrated all Data Cleansing tasks to TrackIT environment. Prioritized cleanup items and began assigning tasks to data cleanup team. Began development of Build 2 test scripts for Benefit Estimates, Disability and Employer Payroll (transmittals). Started weekly Build 1 Defect review meetings with Vitech. Finalized decision to discontinue 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 specs for review and approve Design Specs and other project Documents. Initiated several Workflow tasks for Build 2, 3 and 4 Specifications. 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 SCP testing. Hot Fix #1 to all the importing of the age at entry rates into V3 using the V3 import process. Hot Fix #2 to a correct several identified SCP 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. 6

7 Build 1 Status Vitech Data Conversion/Data Cleanup Test Preparation Testing Build 1 deployed and installed onsite at OCERS for Pre-UAT testing on June 24 th 2013 Conducted Training to OCERS testers Reviewed and addressed all reported Build 1 issues and defects Addressed issues with SCP testing and resulting delay in Build 1 acceptance by OCERS Delivered scrubbed data for Pre UAT testing of : World Service Credit Purchase Part Account and Work History Contributions Pension Disbursements Data Cleansing in progress for Build 1 issues identified through score cards. Completed test cases to be used for Pre UAT Build 1 Completed Expected Results calculations Continue training preparation for testers Completed review with Finance and Member services for testing logistics and resource planning Completed Build 1 training. Pre User Acceptance Testing started on 07/18/2013. Build 1 Support Activities: Tester support Defect management Gap Analysis Attended SCP demo on 08/16/13. Resume SCP Testing 8/29/13 after Vitech installation and Sanity testing of Build 1 Hot Fixes. All other Build 1 testing completed Build 1 Status Current Status: Acceptance Delayed by SCP testing which is now in progress and expected to run through September 2013 Legend R Red Risk A Amber Delay G Green On time 7

8 Build 1 Test Statistics Test Case Statistics July August 2013 Planned Deferred to Later Build 173 Unplanned Deferred to Later Build 6 Awaiting Run 153 Total Executed 326 Passed 293 Failed 33 Total 658* % Passed 90% % Failed 10% Defect Statistics Total Defects 134 Critical 0 High 20 Medium 46 Low 28 Open Defects 94 Critical 2 High 15 Medium 20 Low 3 Closed Defects 40 Severity 1 - Critical Severity 2 - High Severity 3 - Medium Severity 4 - Low System unavailable Show-stopper incident where Testers are unable to use the complete system or significant functionality of the system There is no acceptable workaround to the problem (i.e. the job cannot be performed in any other way). Business Critical Non-Business Incident identifies a Critical All large functional gap. Implemented function is not working as per specification. Functionality or performance is severely impacted - Go-live to production would not be possible There is NOT an acceptable workaround to the problem. elements of system can still function with a workaround Functionality or performance is materially impacted but an acceptable workaround exists Incident that would not prevent go-live to production but would impact some tasks in standard business process Residual fault All elements of system can still function Minor functionality or performance impact Very minor issue that is an existing issue and does not impact business processes A workaround is not required. *Note: an additional 88 ad-hoc and 6 unplanned deferred test cases were added in August 2013 bringing the total number of test cases up from 564 to 658 8

9 Build 2 Status Vitech Data Conversion/Data Cleanup Test Preparation Testing Coding and Development Latest Data Conversion file received from OCERS. Functional System Testing started Estimated Delivery date 2 weeks late due to delay of Functional System testing for: Contributions Employer Payroll Termination Disability Benefit Estimate Retirement Processing Member Account Adjustment Comp Limits/401(a)(17) 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 config data Level 1-4 Test Case Outlines (TCO) to Vitech completed for: Employer/Other Interest Party Demographics Retirement Processing Disability Employer Payroll Benefit Estimates Member Account Adjustment In progress: Test Case Identification Data mining Build 2 Pre-User Acceptance Training Draft under review Pre UAT prep and training. Pre User Acceptance potentially delayed to the middle of November, pending new estimated delivery of Build 2 Training and testing dates scheduling in progress. Build 2 Status Current Status: On Delay R Legend Red Risk A Amber Delay G Green On time 9

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 Actuarial File. 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 Continue work on sample adjustment files and sample transmittal file for V3 and PensionGold for plan sponsors. Verify Payee Actuarial File. 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 Review and approval of Project Charter, Communication Plan, Risk Plan, Change Management Plan, Unplanned Work Management Plan and Score Card review process. Discuss and review OCERS data scrubbing routine of Social Security Numbers and Member names securely in compliance with OCERS requirements on protecting Personal Identity Information (PII) while facilitating V3 testing. IT Leads proposed identification of a scrubbing tool which will retain the same scrubbed SSN and Member names during all scrubbing cycles to facilitate testing efforts between Builds, particularly with regards to testing Employer Payroll (transmittals), at the same time meets OCERS Secure PII data compliance requirements. OCERS re-review/approval of Build 2 design specifications. Coordinate with Wells Fargo to setup testing of extract and import files. Not started Initiate development of map to identify PensionGold data not defined by V3 data conversion maps. Initiate development of map to identify V3 data elements not addressed by PensionGold. Provide V3 configuration information by plan sponsors for plan sponsors to review. 10

11 Project Management Complete Project documentation task and budget planning. Continue developing detail plan for training. Data Conversion/Data Cleansing Prioritize and begin resolution of ongoing scorecard issues. Optimize data scrubber. Simplifying and optimizing the data conversion coding and routines. Planned for September 2013 Reconciliation Continue documentation of approach and programming of reconciliation reports. Infrastructure/Interfaces Continue Documenting V3 environments. Continuing to work on materials for Plan Sponsors regarding V3 Transmittals, plan sponsor configuration information. Coordinating with 3 rd parties to start testing interface files. Testing Review and Approve Build 3 Pre UAT training document. Begin preparation for Build 2 Pre UAT testing. Complete Build 3 TCOs. Address defects as identified using the defect management process. OCERS Developed Items Continue development of OCERS documents and begin development of OCERS queries, reports and spec design workflows. Vitech Conduct analysis on design gaps as identified through testing, demos and specification reviews. Address defects as identified through Build 1 Pre-UAT. Continue development of Build 2 and 3 functionality and address Build 1 issues, as necessary. Continue Functional System Testing of Build 2 Prepare and conduct Disbursements demo Part #2 on 9/11 and 9/13. 11

12 Project Risks and Mitigation Service Credit Purchase (SCP) Design/Testing - Testing started late due to issues with configuration data and Hot Fixes required before testing could begin. This had delayed the Build 1 Acceptance Milestone by about 4 weeks. Mitigation Required configuration elements to support SCP were not setup in OCERS on-site QA environment. OCERS provided the required information to Vitech to upload into V3 for Build 1 SCP testing. OCERS and Vitech reviewed configuration requirements for Build 2 and determined that an additional data conversion run would be needed for Build 2 pre-uat. OCERS delivered the second data conversion run on 8/25/13 Develop a revised Pre-UAT plan for testing of the SCP module and complete testing before the scheduled Build 2 delivery date of 10/11/13 OCERS and Vitech still need to draft and approve the procedures and requirements for sign off and acceptance of a pre-uat Build, as well as update the Build Deliverable Sign off to include required configuration data and setup. Resource Issues and Planning Timing and resources constraints continue to affect QA Testing, Data Conversion, Data Cleansing efforts and scheduling Mitigation Current staffing levels have slipped due to other OCERS business priorities, so we are not seeing the hours budgeted and planned for by staff. Some project tasks have been reassigned to existing Contractors for completion, but we do not want to continue this practice over the long term. Particularly in this final year of implementation, it is in OCERS best interest to bring staff into the project, for knowledge transfer, training, and overall familiarity of the V3 product, and reduce our reliance on contract resources. Backfill for OCERS Subject Matter Experts, to allow them more time on the V3 project, while ensuring the 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 that their time is being used effectively, and that tasks are on track and being completed as scheduled. This also allows us to identify resource constraints and adjust accordingly. Evaluate contractor tasks to ensure that OCERS is getting the full use of their time and expertise on the project. Review and adjust contractor roles as needed, so that the right type of resource and expertise is in place for the tasks needed to be performed. Monitor and adjust project activities and staff hours when in conflict with OCERS operations (payroll, etc.). Data Cleansing Continuing to analyze reported data issues and categorize identified data issues giving priority to those having a direct impact to data conversion and V3 calculations. 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, and not to the V3 project, so no additional project dollars are needed. 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. 12

13 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 May-13 Jun-13 Jul-13 Aug-13 Budget Cost $ 9,896 $ 10,227 $ 10,570 $ 10,960 $ 11,373 $ 11,786 $ 12,204 $ 12,621 $ 13,073 $ 13,523 $ 13,985 $ 14,545 $ 14,917 $15,415 Actual Cost $ 9,926 $ 10,302 $ 10,681 $ 11,059 $ 11,478 $ 11,877 $ 12,356 $ 12,726 $ 13,115 $ 13,556 $ 14,019 $ 14,558 $14,909 $15,144 $ (Under)/Over Amt $30 $ (8) (271) % -Under/Over 0.1% 0.3% 0.5% 0.4% 0.4% 0.4% 0.6% 0.4% 0.2% 0.1% 0.1% 0.1% 0.0% -1.1% Budget Hours 27,899 29,562 31,389 33,734 36,305 38,953 41,653 44,343 47,263 50,379 53,635 56,666 59,760 62,856 Actual hours 27,899 29,230 30,409 31,622 33,513 35,121 37,106 38,988 41,053 43,601 47,032 49,728 52,552 55,944 Hours (Under)/Over Amt 0 (333) (981) (2,113) (2,792) (3,832) (4,547) (5,355) (6,210) (6,777) (6,603) (6,938) (7,207) (6,911) Hours % -Under/Over 0.0% -1.4% -4.1% -8.9% -11.8% -16.2% -19.2% -22.7% -26.3% -28.7% -27.9% -29.3% -30.5% -29.2% 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 2013 August 2013 based on newly revised reported time submitted by OCERS staff. 13

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