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March 13, 2013
Project Connect
Introduction Meeting Minutes Approval Project Status Report IV&V Update by Ernst & Young Other Business Public Comments Review of Actions from Meeting Scheduling of Next Meeting – April 10 Adjourn
Project Connect 2
Budget and Timeline Project Update Current and Upcoming Activities Risks and Issues Key Project Dates
Project Connect 3
Project Connect 4
Rebaselined Budget
Allocated Contingency & Management
Reserves
Supplemental Budget
RequestsREA Grant
Updated Project Budget
Estimate at Completion
Project Variance
Project FundingOPS 217,770 0 0 0 217,770 233,238 (15,468)Expenses 7,240,310 1,194,090 0 0 8,434,400 8,370,724 63,676OCO (Hardware) 1,441,425 (405,527) 0 0 1,035,898 949,050 86,847Contracted Services
Project Management & SupportProject Management Office 2,019,270 0 0 0 2,019,270 2,019,270 0Project & Operational Support 3,694,500 (356,638) 648,850 119,474 4,106,186 4,019,673 86,513Outside Legal 230,652 0 0 0 230,652 230,652 0ITN Development 512,700 0 0 0 512,700 512,700 0Business Transition 3,945,916 88,463 0 134,730 4,169,109 4,207,381 (38,272)Other Contracted Services 164,790 90,000 0 0 254,790 245,156 9,634
Total Project Management & Support 10,567,828 (178,176) 648,850 254,204 11,292,706 11,234,831 57,875IV&V Services 2,019,940 0 0 0 2,019,940 2,019,565 375Benefits Realization Strategy 239,391 1,915 0 0 241,306 239,391 1,915Organizational Change Management 467,520 8,383 0 0 475,903 467,520 8,383System Integrator (SI) Services 28,285,557 (585,848) 433,500 1,054,586 29,187,795 29,187,795 0SI Hardware & Software 9,095,608 (828,563) 0 0 8,267,045 8,203,495 63,550Project Reserves 122,695 0 0 0 122,695 0 122,695
Project Funding Totals 59,698,044 (793,725) 1,082,350 1,308,790 61,295,458 60,905,610 389,846Contingency/Management Reserves 3,100,651 3,894,376 697,460
Total Project Funding 62,798,694 3,100,651 2,006,250
Overall Project Budget & Estimated Variance
<- Geographic Solutions, WF Integration PM & Misc. Deloitte CRs
Project Connect 5
$61,295,457 60,905,611
0
10,000,000
20,000,000
30,000,000
40,000,000
50,000,000
60,000,000
70,000,000
FY11Q1
FY11Q2
FY11Q3
FY11Q4
FY12Q1
FY12Q2
FY12Q3
FY12Q4
FY13Q1
FY13Q2
FY13Q3
FY13Q4
FY14Q1
FY14Q2
FY14Q3
FY14Q4
FY 15 Q1
FY 15 Q2
Project Funding - Cumulative by Quarter
Budget Forecast Committed
Budgeted:Forecast:Variance: $ 389,846
Current Contingency $3,894,376 Current Budget Positive Variance $389,846 Available Budget $4,284,222
Potential Allocations • RAAC/SIDES Contingency (TBD) • Outstanding Critical Change Requests (7) (TBD) • Post Release 1.0 Change Requests and DEO Change Request Support (TBD) • SSRC Off-Site Tape Backup (TBD)
Project Connect 6
Project Connect 7
Plans were to finalize the Go live date by April 1 Development and Testing efforts have been
progressing ahead of schedule Need to lock in training facilities and also
schedules with our outside system partners (ICON, DOR, etc.)
Need to resolve any scheduling conflicts with other competing initiatives (e.g. Data Center Consolidation (DCC))
Project Connect 8
Looked at a broad array of options from September 1st onward
Goal to achieve the benefits of converting on a month end or better yet a quarter end
Potential conflict with DCC during the Labor Day holiday (September 2)
From an operational, legacy systems, interfaces, and project perspective, the project team is now targeting an October 1, 2013 Go Live! • Four weeks earlier then planned
Project Connect 9
This will allow us to produce the September Month-end and 3rd Quarter reports from Legacy and start clean with Connect
Allows competing pressures to begin to schedule around our October 1 implementation
Dependent on a successful System Test Challenges
• Addressing open Critical Change Requests
Project Connect 10
200 Appeals Commission (RAAC) • Scheduled for Release 1.0 Go Live
16 State Information Data Exchange (SIDES) • Scheduled for Release 1.1 – December 2013
Both CRs are part of Amendment 9
Project Connect 11
213 Call Center Outbound Dialing 235 Expand Security Role Administration 238 Address Claimants w/ Warrant Status 217 EUC/RES Requirements 221 Mask Employer Information 236 Changes due to Sequestration 233 SB222 - Appeals and RAAC
• If SB222 is approved for October 2013 it will delay Go Live by 9 months
These will need to be in a future Amendment
Project Connect 12
Project Connect 13
Project Connect 14
Note: Claimants that normally file on Thursday will be allowed to file on Monday through Wednesday
Amendment 9 (RAAC/SIDES Design) has been approved
Digital Audio Recording System (DARS) Design has been approved and back on schedule
Language Translations on schedule • Reviewing quality control issues with voice talent
for the IVR prompts
Project Connect 15
Contact Center Solution/IVR/VoIP • Tracking on schedule towards a August 26 cut-over
of calls to the Contact Center • Key completed activities include eMail routing review and mailbox setup WFM configuration updates Outbound Call CR Impact Analysis
Kicked off the full Communications Strategy Planning Process this week • Linking our External and Internal communications
plans
Project Connect 16
Non-Core Development is ahead of plan with Sub-System Testing slightly behind schedule
Project Connect 17
41 73 122 173 198 208 19481 3346
113 124 138 153
0 0 0 00
200
400
600
800
1000
1200
1-Feb 8-Feb 15-Feb 22-Feb 1-Mar 8-Mar 15-Mar 22-Mar 29-Mar
Sub-System Test ExecutionPlanned vs. Actual
Planned Weekly Run
Actual Weekly Run
Planned - Cumulative
Actual - Cumulative
Overall 2,683 of 4,244 (63%) scripts have been executed with a 78% pass rate • Exceeding the 60% planned pass rate
Projecting 600 defects from Cycle 1 testing • Initial projection was between 800 and 1,000
The Development team has 1,188 defects in their queue • Plan is in place to reduce this number to <200 by
end of System Test • Development has the capacity and performance to
resolve 200/250 defects/week
Project Connect 18
Execution continues ahead of original plan
Project Connect 19
Overall DEO script execution is slightly ahead of plan • 754 scripts executed with 80% pass rate v. 78% for Deloitte • Implementing quality assurance reviews of DEO executed scripts
Project Connect 20
Exit Criteria from System Test (into UAT) • 100% of the System Test scripts have been executed with a 96% pass rate • Open defects cannot include more than 5 Fatal and 50 Severe defects
Project Connect 21
0
500
1000
1500
2000
2500
Projected Defect Trend
Actual Defect Trend
Defect TrendProjected vs. Actual
Performance Testing on track to meet the overall test execution schedule
Completed testing of 35% of all prioritized transactions • Several processes have already met or exceeded the
planned load for production Continuing to work with the Development team
on the highest priority transactions having performance defects and making solid progress in resolving response time issues • Six transactions ranging from 4 to 9 seconds are
currently being addressed • All other transactions are less then 4 seconds
Project Connect 22
On track for System Testing with converted data, beginning with Claims testing
Continue to focus on resolving defects and quality reviews
Resolving FileNet performance issues impacting image load and preparing for initial image conversion
Conversion Team will handle any orphaned records from legacy data purges
Project Connect 23
To be performed during August including normal nightly, weekly, and monthly processing Conversion / Cut Over Dress Rehearsal Understand transition from the Legacy system to
Project Connect Operate in the Production Environment Day-in-the life / Model Office simulation Workflow, operational procedures and hand-offs Validate User Security Roles and Profiles Perform Technical / IT Operations execution and
monitoring Not a defect identification exercise
Project Connect 24
Project Connect 25
Project Activity
Cutover Dress Rehearsal
Daily & Weekly Processing
User Security Roles
IT Operations Validation
Month-End Processing
Preparation of training materials proceeding according to plan
Training tasks are being updated to reflect the October 1 Go Live
Stakeholder Participation • Stakeholder Engagement: March issue of staff newsletter
from the project (The Connection) is ready for distribution
• Process Documentation and Workshops: Adjudication team has completed its Today/Tomorrow template and key changes document in preparation for workshops; all teams to complete by March 13
50 Trainers participated in a two-week orientation and are now part of the System Test team
Project Connect 27
Total Functional CRs Received 248 Withdrawn/Closed (109) Total CRs 139 Amendment 7/8/9 (In Process) 41 DEO Development (In Process) 9 Critical for Go Live 7 Next up for Post Release 1 (On Hold) 18 On Hold Non-Critical 64 Total CRs 139
Project Connect 40
Open risks being actively monitored: • Risk #24 Pending Legislation 2013 Session • Risk #29 Availability of External System Resources • Risk #31 Creole/Spanish Translation • Risk #34 Identifying Training Facilities • Risk #35 Updating SOP Documentation • Risk #37 Co-Development Efforts (Deloitte/DEO) • Risk #38 Review priority of Amendment 7 Reports • Risk #39 Federal Extension of EUC/RES • Risk #40 Legacy System Changes • Risk #41 Critical CRs may Jeopardize Go Live
No Open Issues
Project Connect 41
March 15 Cycle 1 -Core Functionality Tested April 10 ESC Meeting May 8 ESC Meeting May 10 Cycle 2 - All Functions with Production Data Tested June 12 ESC Meeting June 28 Cycle 3 - All Testing Complete July 10 ESC Meeting July 18 Development/Test Phase Gate
Project Connect 42
Project Connect 43
Introduction Meeting Minutes Approval Project Status Report IV&V Update by Ernst & Young Other Business Public Comments Review of Actions from Meeting Scheduling of Next Meeting – April 10 Adjourn
Project Connect 44
FY12/13 Spend Plan Graph FY12/13 Spend Plan Details
Project Connect 45
Project Connect 46
0
5
10
15
20
25
Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13
Mill
ions
FY 2012-2013 Project Funding - Cumulative by Month
FY Budget Forecast Committed
Budgeted: $ 22,356,336Forecast: 22,208,580Variance: $ 147,756
Project Connect 47
Budget Committed Budget Committed Budget Committed Budget Committed Budget Committed Budget CommittedOPS
Funding 17,605 16,078 16,940 15,524 3,735 6,591 3,735 4,424 3,735 3,009 3,735 6,146
ExpensesFunding 44,346 43,375 463,994 218,916 83,825 37,143 83,826 82,437 83,827 210,993 472,277 44,304
OCOFunding 0 2,257 155,000 178,516 0 0 0 0 0 0 1,170,785 0
Contracted ServicesProject Management & Support 487,190 259,065 504,707 287,759 481,910 287,781 481,910 324,164 511,485 305,323 461,510 257,736IV&V Services 46,456 46,456 77,762 77,762 46,456 46,456 46,456 46,456 46,456 46,456 46,456 45,581Benefits Realization Strategy 0 0 0 0 0 0 0 0 0 0 6,388 0Organizational Change Management 0 0 0 0 0 0 0 0 0 0 0 0System Integrator (SI) Services 5,670,467 5,670,467 122,805 122,805 1,922,805 1,922,805 122,805 122,805 1,732,805 1,557,805 122,805 672,805SI Hardware & Maintenance 0 0 0 0 0 (10,040) 0 0 1,282,389 0 0 1,369,638SI Software & Maintenance 0 0 0 0 0 0 0 10,040 40,986 0 0 159,714Project Reserves 0 0 0 0 0 0 0 0 0 0 0 0
Total Contracted Services 6,204,113 5,975,988 705,274 488,325 2,451,171 2,247,002 651,171 503,465 3,614,121 1,909,583 637,159 2,505,474
Total Budget Allocation & Spend 6,266,064 6,037,697 1,341,208 901,282 2,538,731 2,290,735 738,732 590,326 3,701,683 2,123,585 2,283,956 2,555,924
FY 2012-2013 Budget Allocation and Spend by Month - Q1 & Q2Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12
Project Connect 48
Budget Committed Budget Committed Budget Forecast Budget Forecast Budget Forecast Budget ForecastOPS
Funding 3,735 9,608 3,735 9,904 3,735 4,020 3,735 4,020 3,735 4,020 3,735 4,020
ExpensesFunding 44,784 499,977 44,784 66,930 66,284 94,307 66,284 120,135 66,284 96,296 66,284 1,202,397
OCOFunding 0 81,886 0 7,750 0 0 0 500,000 0 63,001 0 0
Contracted ServicesProject Management & Support 455,510 335,851 455,510 376,424 455,510 650,700 455,510 661,950 455,510 650,700 455,514 747,267IV&V Services 46,456 46,956 0 0 46,456 46,456 0 0 46,456 46,456 0 0Benefits Realization Strategy 6,388 0 6,388 0 6,388 11,179 6,388 11,179 6,388 11,179 6,388 11,179Organizational Change Management 0 0 0 0 0 0 0 0 0 0 0 0System Integrator (SI) Services 550,000 158,283 0 0 0 0 550,000 725,000 0 0 0 450,000SI Hardware & Maintenance 0 0 0 0 0 0 0 0 0 0 84,890 0SI Software & Maintenance 0 0 0 0 0 0 0 0 0 0 1,013,200 0Project Reserves 0 0 0 0 0 0 0 0 0 0 0 0
Total Contracted Services 1,058,354 541,090 461,898 376,424 508,354 708,335 1,011,898 1,398,129 508,354 708,335 1,559,992 1,208,446
Total Budget Allocation & Spend 1,106,873 1,132,560 510,417 461,008 578,373 806,662 1,081,917 2,022,284 578,373 871,652 1,630,011 2,414,864
FY 2012-2013 Budget Allocation and Spend by Month - Q3 & Q4Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13
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