V3 Pension Administration System Solution. February 2014 Monthly Board Update

Transcription

1 V3 Pensin Administratin System Slutin February 2014 Mnthly Bard Update

2 Agenda V3 Mnthly Update Page Prject Overall Status Update 3 V3 PASS Prject Status Gantt Chart 4 PASS V3 Prject Milestnes 5 Prject Status Update thrugh February Build 2 Status 7 Build 3 Status 8 Build 4 Status 9 Build Testing Statistics 10 Pending Activities Nt Started r Cmpleted 11 Planned fr Next Mnth 12 Prject Risks and Mitigatin 13 Budget t Actual 14 Questins? 15 2

3 Prject Overall Status Update Build 3 deplyed at OCERS n 2/18/2014. The Build was missing a number f required deliverables and cntained a significant number f issues and prcesses that were nt wrking. After three training sessins n Build 3, the OCERS Prject Manager recmmended nt accepting Build 3 delivery. OCERS requested that Vitech cme up with a plan t fix the knwn issues and re-deliver a new Build 3 as well as address utstanding defects frm Build 1- and Build 2 testing. The plan is due 3/12/2014. Until the plan is delivered and evaluated, the impact n the prject schedule is unknwn. Revised new milestne date fr accepting Build 2 t 3/14/2014. Data Cnversin Interim Cycle 12 was delivered t Vitech n 2/14/2014 fr purpses f receiving screcards nly. Cntinued creatin f recnciliatin and data validatin reprts tgether with Vitech. Prepared February 2014 V3 Frward PASS prject newsletter. The newsletter is sent t all Plan Spnsrs, OCERS staff and psted n OCERS Web site and was issued n 3/4/2014. Cntinued design specificatins re-review and apprvals fr Build 4 develpment. Cntinued develpment fr PEPRA changes. Vitech cmpleted and installed ne additinal Ht Fix patch t reslve additinal critical bugs and design changes t facilitate Build 2 testing. These fixes related t the Orange Cunty transmittal file testing and perfrmance f transmittal file and interest batch prcessing. This patch brke previusly tested functinality and was backed ut after tw weeks. Vitech updated infrastructure sftware n all OCERS V3 envirnments t match thse certified at Vitech. During the Build 3 deplyment and training, a prblem was identified in running V3 reprts. The prblem was traced t the sftware upgrades Vitech perfrmed. A sftware fix was applied t reslve the prblem. Resurce scheduling and pssible cntingency planning are being reviewed and will be updated based n the delivery plan frm Vitech. V3 PASS Dash Bard R Legend Red Risk Prject Overall Status Budget Resurces Build Status Build 1 - Cmpleted A G Amber Green Delay All k Build 2 Build 3 Build 4 3

4 V3 PASS Prject Status Gantt Chart Planned Task Duratin Effrts spent t date 4

5 V3 PASS Prject Milestnes Milestne 1 Milestne 2 Milestne 3 Milestne 4 Milestne 5 Milestne 6 Build 1 Delivery New Member Enrllment Member Infrmatin Changes Service Credit Purchase Reciprcity Interest Psting 06/07/2013 Actual Date 06/19/2013 Build 2 Delivery Terminatin Benefit Estimate Retirement Prcessing Disability Member Accunt Adjustment Cmp Limits/401(a)(17) Emplyer Payrll 10/01/2013 Actual Date 10/31/2013 Build 3 Delivery Death prcessing DRO prcessing Payrll COLA Recalculatin 1099R Cmp. Limits/tax Cmpliance CRM - Ntes and attachments Health Care/Insurance 02/3/2014 Revised Date TBD Build 4 Delivery Member Prtal Member statements Partner Prtal Actuarial Extract Member Crrespndence Member cunseling Seminars Imaging General Ledger Finance & Reprting Security Wrk flw specs Audit/Lgging 06/02/2014 Build User Acceptance Testing 09/25/2014 Build fr Parallel Testing 12/29/2014 V3 GO LIVE March 1 st 2015 Build 1 Acceptance 08/16/13 Actual Date 10/30/2013 Build 2 Acceptance 01/23/2014 Revised Date 03/14/2014 Build 3 Acceptance 05/05/2014 Build 4 Acceptance 08/15/2014 UAT Tested & Accepted 12/30/2014 Final Cnversin Run fr Parallel 12/31/2014 5

6 December Prject Status January February Accepted and installed Build 2 Ht Fix 1 t reslve transmittal prcessing issues related t address standardizatin and ther issues. Issued first V3 prject newsletter and intrduced V3 prject infrmatin page n OCERS web site fr Plan Spnsrs. Cntinued t review Build 3 specs and create and apprve level 4 TCOs. Cmpleted final hardware purchases fr V3 and final hardware and sftware cnfiguratins until Parallel. Cmpleted the Recnciliatin Apprach and develped the first 3 recnciliatin reprts. Cntinued Build 2 pre-uat testing. Cntinued Develpment f Build 3 including the upgrade t cre prduct versin Initial Data Cnversin Cding milestne acceptance dcument given t OCERS. Accepted and installed Build 2 Ht Fixes 2 and 3 t reslve transmittal prcessing issues and transmittal and interest psting perfrmance issues. Issued secnd V3 prject newsletter. Cmpleted reviews f Build 3 specs and reviewed and apprved level 4 TCOs. Cntinued Build 2 pre-uat testing. Cntinued develpment f Build 3 including the upgrade t cre prduct versin Started infrastructure sftware upgrades which are scheduled t be cmpleted n 2/4/2014. Delivered Cycle 12 data t Vitech fr screcard-purpses nly. Received final hardware purchases fr V3 (scanners and printers). Crdinated with Wells Farg t setup testing f extract and imprt files. Installed and subsequently rejected Build 2 Ht Fix 3 due t the intrductin f new defects. Prepared third V3 prject newsletter (issued 3/4/2014). Cncluded Build 2 pre-uat testing and started acceptance prcess. Cntinued develpment f Build 3 including the upgrade t cre prduct versin 9.10 and functinal system testing. Build 3 deplyed at OCERS n 2/18/2014; the build was missing several required deliverables and cntained a significant number f issues and prcesses that were nt wrking. Cmpleted infrastructure sftware upgrades 2/4/2014; subsequently fixed parameter fr strage permissin n 2/24/2014. Began setup f additinal testing area n the third flr. Began Dry Run Cycle 13 fr Build 4 testing. Met with the City f San Juan Capistran and UCI t discuss V3 transmittal files; the City f San Juan Capistran has already delivered V3 test transmittals t OCERS fr review. 6

7 Build 2 Status Vitech Data Cnversin/Data Cleanup Test Preparatin Testing Build 2 Delivered 10/31/2013, 2 week delay due t functinal system testing fr: Cntributins Emplyer Payrll Terminatin Disability Benefit Estimate Retirement Prcessing Member Accunt Adjustment Cmp Limits/401(a)(17) Cycle 10 Data Cnversin file received frm OCERS; identified members in CDS fr testing Functinal system testing cmpleted Build 2 Acceptance Dcumentatin delivered Priritize and update cding and cleansing activities fr: Terminatin Disability Benefit Estimate Retirement Prcessing Emplyer Payrll Member Accunt Adjustment Cmp Limits / 401(a)(17) Build 2 data refreshed with 6/27/2013 data frm PensinGld Delivered cnverted, scrubbed data t Vitech n 8/13/2013, and again n 8/25/2013 with updated cnfiguratin data Build 2 Status Level 4 test case utlines (TCOs) cmpleted fr: Emplyer/Other Interested Party Demgraphics Retirement Prcessing Disability Emplyer Payrll Benefit Estimates Member Accunt Adjustment Other items cmpleted: Test case identificatin Data mining Build 2 pre-user Acceptance Training Draft Vitech Regressin test plans and Build 2 test plan dcument accepted Test transmittal files created and reviewed Current Status: Build 2 testing cmpleted; started acceptance Legend prcess Pre UAT Prep cmpleted Build 2 Training dates cmpleted 11/18/2013 Build 2 testing started n 11/13/2013 as scheduled, cncluded n 02/28/2014 Ht Fix 1 applied fr transmittal testing New critical transmittal testing issues identified in Cunty file prcessing Slw system perfrmance affecting testing prductivity Installed Ht Fixes 2 and 3 t cntinue Cunty file transmissin testing Ht Fix 3 backed ut as it brke sme cde that previusly wrked Develping plan fr utstanding issue fixes and Build acceptance R Red Risk A Amber Delay G Green On time 7

8 Build 3 Status Vitech Data Cnversin/Data Cleanup Test Preparatin Testing Build 3 business prcesses under develpment: Active Death Prcessing Retired Death Prcessing DRO & Curt Orders Retiree Payrll Healthcare & Insurance Cmpensatin Limits COLA Granting 1099R Prcessing Emplyer Prtal Retiree Payrll 3 rd Party Payments Overpayments Build 3 design specificatins finalized fr develpment Build 3 deplyed n 2/18/2014 Build 3 data refreshed with 9/29/2013 data frm PensinGld Delivered cnverted, scrubbed data t Vitech n 11/01/2013 Additinal cnversin runs n 11/14/2013 and 12/18/2013 t address and crrect data issues that wuld impact Build 3 testing Reviewed with Vitech all V3 screcard and applicatin items with ur data and reslve as a data cleanup, cnversin, r pssible V3 applicatin change Level 1-3 test case utlines (TCOs) cmpleted fr: Active Death Prcessing Retired Death Prcessing DRO & Curt Orders Retiree Payrll Healthcare & Insurance Cmpensatin Limits COLA Granting 1099R Prcessing Emplyer Prtal Retire Payrll 3 rd Party Payments Overpayments Reviewed and apprved Level 4 TCOs with Vitech; reviews and apprvals tk lnger than planned Began data mining and preparatin fr pre-uat Created additinal transmissin files fr Vitech & OCERS testing Pre-UAT preparatin cmpleted Build 3 pre-uat training starts 2/19/2014 thrugh 3/7/2014 As planned, the QA team will start retesting a sample f Vitech functinal system testing and regressin testing f defects Build 3 nt accepted as deplyed Missing data elements and cnfiguratin items fr Build 3 testing being addressed Full pre-uat testing starts 3/12/2014 after Build 3.1 is deplyed (tentative) Build 3 Status Current Status: Build 3 nt accepted; Vitech re-planning Legend delivery R Red Risk A Amber Delay G Green On time 8

9 Build 4 Status Vitech Data Cnversin/Data Cleanup Test Preparatin Testing Build 4 specs, TCO s and develpment in prgress fr: Member Self Service Partner Prtal Actuarial Extract Member Crrespndence Member cunseling Seminars Imaging General Ledger Finance & Reprting Security Wrk flw specs Audit/Lgging Cycle 12 Data Cnversin file received frm OCERS Build 4 data refreshed with 9/24/2013 data frm PensinGld Level 4 test case utlines (TCOs) started fr: General Ledger N activity t date Build 4 Status Current Status: Build 4 develpment started Legend R Red Risk A Amber Delay G Green On time 9

10 Testing Statistics Reprting Perid Develped Selected fr Executin Planned Deferred Un-Planned Deferred T be Executed Executed Passed Failed Percentage Cmplete * Test Case Pass Rati Build 1 June 07 - Aug % 86% 14% Build 2 Oct 01 - Jan % 88% 12% 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 Rati Prject Testing Summary Build 3 was deplyed n 2/18/2014 The QA team is reviewing all Vitech Build 3 deliverables and re-testing Fixed Defects Build 3 training was presented t all OCERS testers and the QA team starting 2/19/2014. The fllwing Business Prcesses were cvered: Active & Retired Death DRO Prcessing & Nn-DRO Curt Orders Healthcare & Insurance Deductins Retiree Payrll A revised Build 3 training/dem was prvided t a subset f OCERS testers and SMEs fr Cmp Limits/Tax Cmpliance. This frmat is planned fr the remaining Build 3 business prcesses t address functinality, * Pass Rati des nt reflect any Ad-Hc defects fund during testing Defect Summary Nte: The summary belw is a running ttal OPEN CLOSED Critical: 9 10 High: Medium: Lw: ** Ttal: ** Includes defects fund while perfrming Ad-Hc testing and knwn defects reprted by Vitech at delivery cnfiguratin and ptential data issues. Critical High Medium Lw System Unavailable Business Critical Nn-Business Critical Residual Fault

11 Pending Activities Activities Planned fr this perid, but nt started r cmpleted Started but nt cmpleted Verify requirements f transmittal adjustment file. Verify requirements f Active Member and Payee Actuarial files. Need t re-review requirements and V3 specs develped t date t determine if changes are required based n OCERS actuarial activities cmpleted fr The requirements will need t include the changes being made t PensinGld fr Cntinue wrk n regular- and adjustment transmittal file samples and supprting dcumentatin fr Plan Spnsrs. Enhance current transmittal file requirements in PensinGld t supprt data requirements fr V3. Synchrnize valid data types/values n the transmittal file, tighten up validatins during transmittal prcessing t ensure crrectness f data cming int PensinGld and facilitate reprting back t ur Plans Spnsrs f errrs and crrectins needed by them. Cmplete signff f Prject Charter, Cmmunicatin Plan, Risk Plan, Change Management Plan, Unplanned Wrk Management Plan and Scre Card review prcess. Cmplete installatin and cnfiguratin f remaining V3 prject hardware (printers and scanners) fr use in testing in Build 3 and Build 4. Cmplete review f 2013 V3 prject budget and recncile all expenses and csts with Finance department. Initiate develpment f map t identify Pensin Gld data nt defined by V3 data cnversin maps. Nt started Prvide V3 cnfiguratin infrmatin t Plan Spnsrs fr review. Crdinate with third party vendrs t test the exprt and imprt files frm V3. 11

12 Prject Management Planned fr March 2014 Cmplete Build 4 design specificatin apprvals in SharePint with Vitech and OCERS staff. Cntinue t wrk with Vitech t reslve Build 3 status. Cntinue t wrk with Vitech n V3 perfrmance issues. Cntinue develpment fr PEPRA legislatin changes. Cmplete the review and apprvals f the remaining utstanding Build 3 specs awaiting Vitech in respnse t questins and cmments resulting frm OCERS spec reviews. Data Cnversin/Cleanup /Recnciliatin Deliver Cycle 13 t Vitech using the PensinGld data as f 12/24/2013, the year end PensinGld file. Address any required data items needed fr Build 3 and nt yet identified n Vitech data maps r screcards. Cmplete evaluatin f screcards t be delivered fr Cycle 12. Cntinue refining cnversin cde fr issues fund in screcards and during testing. Infrastructure/Interfaces Cntinue dcumenting V3 envirnments and supprt prcedures. Cntinue supprting the OCERS V3 n-site envirnments, including adding additinal V3 and PensinGld servers t facilitate parallel prcessing (i.e. Disbursements [retiree payrll] and transmittals). Cntinue wrk n materials fr Plan Spnsrs regarding V3 transmittals and plan spnsr cnfiguratin infrmatin. Testing Cmplete acceptance fr Build 2. Begin Build 3 pre-uat. Cntinue Build 4 test case utlines (TCOs). OCERS Develped Items Cntinue develpment f OCERS dcuments fr Build 4 and fr OCERS queries and reprts. Cntinue fcus n develpment f Data Aggregatin envirnment fr PensinGld and V3 data. Cntinue OCERS query and reprts develpment fr Build 3 COLA and 1099 prcessing. Vitech Re-plan and re-deply Build 3.1 t fix majr issues identified during initial deplyment. Plan reslutin and deplyment f all issues identified t date in Builds 1, 2 and 3 plus Build 4 functinality. Cmplete functinal system testing and deliver and install Build 3.1 fr pre-uat testing. Begin develpment f Build 4 functinality and address apprval f remaining Build 4 design specificatins. 12

13 Prject Risks and Mitigatin Prject Delay: Until Vitech delivers a revised plan utlining the reslutin f utstanding issues, impact n the prject schedule is currently unknwn. Mitigatin OCERS staff recmmended t nt accept Build 3 and are wrking with Vitech t deliver a replacement Build 3.1. OCERS has requested that Vitech prduce a plan n hw they will address all utstanding Build 1, 2 and 3 issues and deliver t OCERS what has been cntracted fr as per the agreed upn schedule. Perfrmance and Stability f V3 Applicatin: During pre-uat testing f Build 1 and Build 2, questins cncerning the perfrmance and stability f the V3 applicatin have been raised. The issues have been escalated t the Vitech prject team fr a swift reslutin that meets with the apprval f OCERS prject team and addresses OCERS cncerns. Mitigatin The QA test team will lg all perfrmance issues as defects and review the full list with the Vitech test team n a weekly basis. Fllw up discussins and reviews will be addressed by Vitech, OCERS prject management teams and the QA testers. All issues are being brught t the attentin f the V3 Steering Cmmittee. OCERS executive management have escalated the issue with Vitech and requested that Vitech address perfrmance issues and what they are ding t reslve them at ur weekly V3 Steering Cmmittee meetings. OCERS wuld like t have a better understanding f the rt cause fr each issue (i.e. applicatin, database, infrastructure). We want permanent slutins fr perfrmance-related items that meet the quality and functinal requirements f OCERS. Wrkarunds are nt acceptable. Resurces: Time- and resurce cnstraints cntinue t affect the prject fr bth OCERS and Vitech. Subject Matter Expert (SME) availability n bth sides is taxed due t ther business critical activities such as Actuarial, Payrll, etc., r verlapping V3 prject tasks like Build testing, and TCO and design spec reviews. Mitigatin Review OCERS and Vitech schedules ver the next year t identify ptential prblem areas r bttlenecks early and make adjustments as necessary. Mnitr and adjust prject activities and staff hurs when in cnflict with OCERS peratins. Backfill fr OCERS Subject Matter Experts in critical areas t allw them mre time n the V3 prject while ensuring daily peratinal tasks are cmpleted withut disruptin f service t ur Members r Plan Spnsrs. Address verlapping and parallel tasks and activities fr OCERS and Vitech team members. Manage timing and tasks fr all prject team members t ensure their time is used effectively and that tasks are n track and cmpleted as scheduled. This allws us t identify resurce cnstraints and make adjustments as required. Evaluate cntractr tasks t ensure expected prductivity f their time and expertise n the prject. Vitech has added a V3 develper n-site fr Build 3 delivery and added business analyst hurs t the prject. 13

14 Budget t Actual 2013/2014 Csts Planned and unplanned reductin f hurs fr bth Staff and cntractrs. Build 2 Acceptance nt yet apprved r paid ($126K) V3 Milestnes payments nt yet inviced ($378K) Planned HW/SW budget csts nt spent ($186k) Fewer IT Staff hurs than planned due t availability and changed Prject Plan 2013/2014 Hurs Cumulative Prj t Jul 2012 Bal 2012 Q1 / 2013 Q2 / 2013 Q3 / 2013 Q4 / 2013 Jan-14 Feb-14 Budget Cst $ 9,896 $ 11,786 $ 13,073 $ 14,545 $ 15,816 $ 17,398 $ 17,897 $ 18,391 Actual Cst $ 9,926 $ 11,801 $ 12,870 $ 14,308 $ 15,398 $ 16,688 $ 17,031 $ 17,347 $ (Under)/Over Amt $30 14 (203) (237) (418) (711) (866) (1,044) % -Under/Over 0.1% 0.1% -0.9% -1.0% -1.8% -3.0% -3.7% -4.4% Budget Hurs 27,899 38,953 47,263 56,666 65,739 75,002 77,996 80,909 Actual hurs 27,899 35,121 41,053 49,728 58,505 66,648 69,524 71,749 Hurs (Under)/Over Amt 0 (3,832) (6,210) (6,938) (7,233) (8,354) (8,472) (9,159) Hurs % -Under/Over 0.0% -16.2% -26.3% -29.3% -30.6% -35.3% -35.8% -38.7% The tuning and ptimizatin f the prject plan t catch up n delays have reduced the ttal expected hurs. The current prject plan has reduced the estimated hurs by 5,000 hurs less than the riginal budget. Reduced cntractrs in 2014 t date *Actuals reflects Inviced csts and reprted hurs t date ** Budget reflects riginal planned csts and hurs prjected in the re-based prject plan apprved by OCERS Bard in January

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