Monthly Status Update 2012 OCERS

Monthly Status Update 2012 OCERS

ASSESSMENT PROJECT NAME: Pension Administration System (PASS) Three weeks behind schedule for the first internal release (R1) PERIOD ENDING: Feb 28, 2013 Quality Budget Scope Sched Behind OK OK OK Key business SMEs not available as planned Increase in retirement applications, personnel issues, PTO Some work taking longer than estimated/planned: Business Process Documents, Data Models, Control Data Set KEY ACCOMPLISHMENTS THIS PERIOD Started SharePoint 2010 Migration (document repository) Expect to complete by mid early March Developed application (TrackIT) to manage unplanned work, tasks assignments to staff and status reports and demoed to the project leads Developed work flow process to manage review and approvals of documents, including integrated change control process Initiated clean up of duplicate documents, re-structured folder locations and created master list of key deliverables being tracked (over 1,200) Continued progress on the development of the Control Data Set (CDS) used for testing Created the OCERS Logical data Model and started mapping it to V3 s Physical Data Model Expect to complete next week Continued creation of data requirements spreadsheets Expected to complete by late March Conducted demos and hands-on gap analysis for: V3 Disbursements Part #1 (Retiree Payroll, Healthcare and Insurance) Created/Updated and/or approved: All remaining Business Process Documents (except Member Info Changes) and Design Specifications associated with Release 1 CAFR report requirements and high-level design Test Case Outlines (TCOs) L3 and L4 for New member Enrollment, Reciprocity, Interest Posting 3 sets of Test Scenarios (New Member Enrollment, Interest Posting and Reciprocity) 60+ specs changed by Vitech need to be re-reviewed/re-approved by the business Initiated Impact Assessment of product releases 9.8 and 10.0 on approved specs and completed coding/testing Continued working on data conversion mapping documentation for all R1 data Continued review of Transmittal files (San Juan Capistrano) 2 November 20, 2013 2012 OCERS 2

PROJECT NAME: Pension Administration System (PASS) CONTENT: Delayed Work ACTIVITIES PLANNED FOR THIS PERIOD BUT NOT STARTED OR COMPLETED Conduct a All hands kick-off meeting to provide a roadmap for the PASS implementation Missing a key document (Project Charter) and rollout of new SharePoint 2010 site and TrackIT application Finalize and approve the change request for Vitech Sent OCERS feedback to Vitech. Waiting for their response on credit to OCERS due to Vitech s caused delays Finalize Overall Testing Strategy (only about 40% complete) Slow progress on reaching agreement with Vitech on content and format of test deliverables Complete Mapping V3 Physical Data Model to OCERS Logical data Model Taking longer to complete OCERS Logical Data Model due to limited skillset on this area This is impacting the definition and creation of the CDS Data Cleansing Efforts not started as planned Resource constraints Reviews and approval of Specs, BPDs and TCOs going slower than planned SMES dealing with increase volume of retirement applications and normal year-end processes (i.e., tax rates, 1099 s) 3 November 20, 2013 2012 OCERS 3

PROJECT NAME: Pension Administration System (PASS) CONTENT: Planned Work PLANNED FOR NEXT PERIOD Conduct an All hands kick-off meeting to provide a roadmap for the PASS implementation Finalize and approve the change request for Vitech Complete Phase I of the SharePoint 2010 Migration (document repository) Implement TrackIT (manage unplanned work) and new document work-flow. Migrate all documents Complete all TCOs (high-level test scripts), L3 and L4 for Release 1 Continue work on: Overall Test Strategy, Data Requirements for the CDS Testing Scripts and Scenarios for Release 1 Data Conversion score cards Data Conversion programming for Service Credit Purchase, Contributions Transmittal file reviews for Plan Sponsors (San Juan Capistrano, County, Fire Authority) Data Cleansing activities Start Work on Specs for ESS, Finance and Reporting, member Counseling and Member Correspondence Utility for automated software installation Provide requirements to Vitech for an utility to extract all data (or portions of) for a list of members from one environment to another Creation of an OCERS Glossary of Terms and Dictionary Release 2 Business Process Documents (Termination, Disability, Benefit Estimate, Retirement) Data Conversion programming for Part Account and Work History 4 November 20, 2013 2012 OCERS 4

PROJECT NAME: Pension Administration System (PASS) CONTENT: Issues & Risks CONCERNS Impact of Product Releases (9.8 and 10.0) to approved specs, and completed work can have a significant impact on the overall schedule. Waiting for Vitech s assessment The amount of unplanned work is increasing drastically and beginning to affect the schedule. TrackIT tool should allows us to better track and manage those activities. More to come Data cleansing continues to further fall behind schedule. Need to add more resources to these tasks Need to assign a business lead to define roles and responsibilities within OCERS departments (Finance, Member Services, Communications, Audit) as related to V3 KEY ISSUES (NEW ONLY) Unavailability of resources is causing project delays Re-focusing resources to critical-path activities Assessing feasibility of adding more temp help OTHER INFORMATION All demos of new functionality postponed until retirement application efforts return to normal COLA split functionality left unchanged in V3 (already coded). Changes will be made to Pension Gold to handle it as planned V3 Product Release 10 will be combined with internal release 3. CRM functionality has been moved from R1 to R3. KEY RISKS (NEW ONLY) Increase number of retirement applications affecting key SME user availability 5 November 20, 2013 2012 OCERS - 5

PROJECT NAME: Pension Administration System (PASS) CONTENT: Timeline PROJECT TIMELINE GANTT CHART 6 November 20, 2013 2012 OCERS 6

PROJECT NAME: Pension Administration System (PASS) CONTENT: Timeline PROJECT TIMELINE GANTT CHART 7 November 20, 2013 2012 OCERS 7