V3 Pension Administration System Solution - OCERS · V3 Pension Administration System Solution ... Initiated building of Reporting Database ... Comp Limits / 401(a)(17)

© 2012 OCERS

V3 Pension Administration System Solution

October 2013 Monthly Board Update

© 2012 OCERS

Agenda

Project Overall Status Update – 3

V3 PASS Project Status Gantt Chart – 4

PASS V3 Project Milestones – 5

Project Status Update Through October 2013 – 6

Build 1 Status – 7

Build 2 Status – 8

Project Risks and Mitigation – 13

Pending Activities – Not Started or Completed – 11

Budget to Actual – 14

Build 3 Status - 9

Planned for Next Month – 12

Build Testing Statistics – 10

2 V3 PASS October 2013 Update

© 2012 OCERS

V3 PASS Dash Board

Project Overall Status Update Build 1 Acceptance Document Signed off on 10/31/2013.

Data Mapping for Data Conversion complete and milestone payment amount $42,018.00 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.

R

A

G

Red

Amber

Green

Risk

Delay

All ok

Legend Budget Project Overall

Status

Back on Time

Resources Build Status

Build 2

Build 3

Build 4

Build 1 - Completed


© 2012 OCERS

Planned Task Duration

Efforts spent to date

V3 PASS Project Status Gantt Chart


© 2012 OCERS

V3 PASS Project Milestones

V3 GO LIVE March 3rd

2015

Build 1 Delivery

New Member Enrollment

Member Information Changes

Service Credit Purchase

Reciprocity Interest Posting

Planned Date 06/07/2013

Actual Date

06/19/2013

Build 1 Acceptance


Actual Date

10/30/2013

Build 2 Delivery

• Termination • Benefit Estimate • Retirement

Processing • Disability • Member Account

Adjustment • Comp

Limits/401(a)(17) • Employer Payroll

Planned Date 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


Build for Parallel Testing

Planned Date

12/29/2014

Build 4 Acceptance

Planned Date

08/15/2014

Build 3 Acceptance


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


Build User Acceptance

Testing


UAT Tested & Accepted


Final Conversion Run for Parallel


Build 2 Acceptance


Milestone 1

Milestone 2 Milestone 3 Milestone 4

Milestone 5

Milestone 6


© 2012 OCERS

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 2013.

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.

Project Status

October August September


© 2012 OCERS

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

V3 PASS October 2013 Update 7

© 2012 OCERS

Build 2 Status

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

Testing Data Conversion/Data

Cleanup Test Preparation Vitech

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

R

A

G

Red

Amber

Green

Risk

Delay

On time

Legend


© 2012 OCERS

Build 3 Status

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: 3rd 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: 3rd Party,

Overpayments, Payment Maintenance

N/A

Build 3 Status Current Status: Build 3 under development

R

A

G

Red

Amber

Green

Risk

Delay

On time

Legend


Testing Data Conversion/Data

Cleanup Test Preparation Vitech

© 2012 OCERS

Testing Statistics

Project Testing Summary Defect Summary

Note: The summary below is a running total

DevelopedSelected for

Execution

Planned

Deferred

Un-Planned

Deferred * Total Executed Passed Failed

Percentage

Complete

Test Case

Pass Ratio

Test Case

Fail Ratio

Build 1 June 07 - Aug 16 816 659 176 9 474 474 407 65 100% 86% 14%

Build 2 Oct 01 - Jan 23 1361 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

Reporting Period

TEST CASE SUMMARY TEST EXECUTION PERCENTAGESTEST CASE EXECUTION SUMMARY

OPEN CLOSED

Critical: 0 2

High: 47 29

Medium: 126 38

Low: 66 9

* Total: 239 78

• 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 11/18/13

• 121 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

* The Total column is the sum of [Selected for Execution] minus [Deferred]

Critical High Medium Low

System Unavailable Business Critical Non-Business Critical Residual Fault

* Includes defects found while performing Ad-Hoc testing and known defects reported by Vitech at delivery


© 2012 OCERS

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 2012. The requirements will need to include the changes being made to PG for 2013.

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 email 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.


© 2012 OCERS

Planned for November 2013 Project Management

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.


© 2012 OCERS

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.


© 2012 OCERS

Budget to Actual

*Cost reflects Actual Invoiced cost to date and estimated cost for incurred, but unbilled time

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 $30 91 41 12 (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%


© 2012 OCERS

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V3 Pension Administration System Solution - OCERS · V3 Pension Administration System Solution ... Initiated building of Reporting Database ... Comp Limits / 401(a)(17)