executive sponsor – wayne propst - new mexico … - rio... · web viewdata security, business...

RIO SYSTEM UPGRADE

PROJECT CHARTER FOR CERTIFICATION

EXECUTIVE SPONSOR – WAYNE PROPST

BUSINESS OWNER - VINCE JARAMILLO

PROJECT MANAGER – GREG PORTILLOS

ORIGINAL PLAN DATE: JULY 24, 2013

REVISION DATE: JULY 24, 2013

REVISION: 1

TABLE OF CONTENTSABOUT THIS PROJECT CHARTER DOCUMENT........................................................................................................ I

TABLE OF CONTENTS........................................................................................................................................... II

1. PROJECT BACKGROUND.................................................................................................................................. 1

1.1 EXECUTIVE SUMMARY -RATIONALE FOR THE PROJECT....................................................................................................11.2 SUMMARY OF THE FOUNDATION PLANNING AND DOCUMENTATION FOR THE PROJECT.........................................................11.3 PROJECT CERTIFICATION REQUIREMENTS....................................................................................................................1

2.0 JUSTIFICATION, OBJECTIVES AND IMPACTS....................................................................................................1

2.1 AGENCY JUSTIFICATION...........................................................................................................................................12.2 BUSINESS OBJECTIVES.............................................................................................................................................22.3 TECHNICAL OBJECTIVES...........................................................................................................................................22.4 IMPACT ON ORGANIZATION......................................................................................................................................22.5 TRANSITION TO OPERATIONS....................................................................................................................................2

3.0 PROJECT/PRODUCT SCOPE OF WORK............................................................................................................ 3

3.1 DELIVERABLES.......................................................................................................................................................33.1.1 Project Deliverables...................................................................................................................................33.1.2 Product Deliverables..................................................................................................................................5

3.2 SUCCESS AND QUALITY METRICS..........................................................................................................................6

4.0 SCHEDULE ESTIMATE..................................................................................................................................... 6

5.0 BUDGET ESTIMATE........................................................................................................................................ 6

5.1 FUNDING SOURCE(S)..............................................................................................................................................65.2. BUDGET BY MAJOR DELIVERABLE OR TYPE OF EXPENSE -..............................................................................................75.3 BUDGET BY PROJECT PHASE OR CERTIFICATION PHASE..................................................................................................7

6.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE.............................................................................7

6.1 STAKEHOLDERS.................................................................................................................................................76.2 PROJECT GOVERNANCE PLAN...........................................................................................................................76.3 PROJECT MANAGER...........................................................................................................................................7

6.3.1 PROJECT MANAGER CONTACT INFORMATION..........................................................................................76.3.2 PROJECT MANAGER BACKGROUND ..........................................................................................................7

6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES..................................................................................................76.5 PROJECT MANAGEMENT METHODOLOGY ...................................................................................................................8

7.0 CONSTRAINTS............................................................................................................................................... 8

8.0 DEPENDENCIES.............................................................................................................................................. 8

9.0 ASSUMPTIONS.............................................................................................................................................. 9

10.0 SIGNIFICANT RISKS AND MITIGATION STRATEGY.........................................................................................9

11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING..................................................................................9

12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V................................................................................9

i

13.0 PROJECT CHARTER AGENCY APPROVAL SIGNATURES.................................................................................11

14.0 PROJECT CHARTER CERTIFICATION APPROVAL SIGNATURE........................................................................11

ii

Revision History

REVISION NUMBER DATE COMMENT

1.0 July 24, 2013 Gabriel Baca

iii

PROJECT CHARTER RIO SYSTEM UPGRADE 1

1. PROJECT BACKGROUND

1.1 EXECUTIVE SUMMARY -RATIONALE FOR THE PROJECT

The Retirement Information Online (RIO) System is PERA’s mission-critical retirement pension administration system. The objective of the RIO upgrade project is to refresh all servers and third party software for RIO. PERA received $2.8 million for this project to be expended in FY14.

PERA maintains a full production and test environment in the Santa Fe data center and a Disaster Recovery/Business Continuity environment in the Albuquerque data center for the RIO system. Both of these environments will be updated with refreshed hardware and third party software.

The upgraded hardware and third party software will improve the performance of the RIO pension administration system and improve customer service to retirees, members and employers. These upgrades will also improve infrastructure reliability for the RIO pension administration system.

1.2 SUMMARY OF THE FOUNDATION PLANNING AND DOCUMENTATION FOR THE PROJECT

The refreshed hardware and third party software will ensure that the RIO is usable for at a minimum five years, until the next significant hardware refresh will be required. The refreshed hardware will be significantly faster than the existing hardware and the new hardware will improve system response time and performance for all RIO users.

1.3 PROJECT CERTIFICATION REQUIREMENTS

CRITERIA YES/NO EXPLANATION

Project is mission critical to the agency YES The outdated software is no longer supported. This refresh will extend the life of the existing RIO System. The refreshed hardware and third party software will ensure that the current RIO System is usable for at least five years.

Project cost is equal to or in excess of YES RIO SYSTEM

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$100,000.00 UPGRADE will cost $2,800,000.00

Project impacts customer on-line access NO

Project is one deemed appropriate by the Secretary of the DoIT

YES The PERA upgrade project contract has been submitted to the DoIT for review and has met preliminary approval.

Will an IT Architecture Review be required? NO Architecture changes are not in scope for this project.

2.0 JUSTIFICATION, OBJECTIVES AND IMPACTS

2.1 AGENCY JUSTIFICATION

NUMBER DESCRIPTION

AGENCY By refreshing outdated hardware, and software which is no longer supported, PERA will be extending the life of the overall pension system. This will be done by ensuring that all software and hardware are supported for a minimum of five years, while meeting all current industry standards.

2.2 BUSINESS OBJECTIVES

NUMBER DESCRIPTION

BUSINESS OBJECTIVE 1

The refreshed hardware will be significantly faster than the existing hardware, improving system response time and performance for all RIO users.

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2.3 TECHNICAL OBJECTIVES

NUMBER DESCRIPTION

TECHNICAL OBJECTIVE 1

The refreshed hardware and third party software will ensure that the RIO is usable for at a minimum five years, until the next significant hardware refresh will be required. The refreshed hardware will be significantly faster than the existing hardware and will improve system response time and performance for all RIO users.

2.4 IMPACT ON ORGANIZATION

AREA DESCRIPTION

END USER Assure qualified personnel are available so as to not delay the project.

BUSINESS PROCESSES

The RIO Pension System process.

IT OPERATIONS AND STAFFING

Assure qualified personnel are available so as to not delay the project. Use backup personnel when necessary.

OTHER

2.5 TRANSITION TO OPERATIONS

AREA DESCRIPTION

PRELIMINARY OPERATIONS LOCATION AND STAFFING PLANS

Assure qualified personnel are available so as to not delay the project. PERA maintains a full production and test environment in the Santa Fe data center and a Disaster Recovery/Business Continuity environment in the Albuquerque data center for the RIO system.

DATA SECURITY, BUSINESS CONTINUITY

PERA maintains a full production and test environment in the Santa Fe data center and a Disaster Recovery/Business Continuity environment in the Albuquerque data center for the RIO system.

MAINTENANCE STRATEGY

PERA maintains support for the RIO system from Hewlett Packard, hardware support from the hardware vendors, and software support

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AREA DESCRIPTION

from the software vendors.

INTEROPERABILITY No new interfaces with the RIO pension system will be needed for this project.

RECORD RETENTION All records will be maintained by the PERA project manager for the life of the project, and made available within an internal electronic data repositiory.

3.0 PROJECT/PRODUCT SCOPE OF WORK

3.1 DELIVERABLES

3.1.1 PROJECT DELIVERABLES

HARDWARE DELIVERY AND INSTALLATION

Description – Delivery and installation of all hardware in three functional environments.

Deliverable Acceptance Criteria –Functioning base operating system and configurations of all required hardware and storage devices.Standards for Content and Format – Fully functioning Hardware and base operating systems on all machines.Quality Review – Project Manager and PERA Technical Lead signoff.

ANALYZE/INSTALL POSSIBLE API CHANGES FOR BASE 3RD PARTY SOFTWARE

Description – Install and regression testing of four functional environments, with updated versions of GECS, SVN Edge, Microsoft Office GECS and Hyperion

Deliverable Acceptance Criteria – Fully functional environment with detailed installation documentation, and any detailed documentation listing any changes necessary for the environment to function.

Standards for Content and Format – All documentation pertaining to Installation delivered electronically and stored in the shared document repository.

Quality Review – CIO, Project Manager, User Testing group and User Administration Signoff.

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ANALYZE/INSTALL WEBSPHERE 8.5 APPLICATION

Description – Install and regression testing four functional environments to ensure that the new WebSphere application is functional.

Deliverable Acceptance Criteria – Fully functional environments with detailed installation documentation, and any detailed documentation listing any changes necessary for the environment to function.


Quality Review – CIO, Project Manager, User Testing group and User Administration Signoff.

ANALYZE/INSTALL SQL 2012 APPLICATION

Description – Install and regression testing four functional environments to ensure that all data has been migrated to SQL 2012, and that all ODBC connections to all third party software is functional.

Deliverable Acceptance Criteria – Fully functional environments with detailed installation documentation, and any detailed documentation listing any changes necessary for the environment to function.


Quality Review – CIO, Project Manager, User Testing group and User Administration Signoff

INSTALLATION AND TESTING OF IMAGING ENVIRONMENT

Description – Install and regression testing four functional imaging environments to ensure that all data has been migrated to FileNet P8, and all legacy scanning and indexing applications have been migrated to Kofax.

Deliverable Acceptance Criteria – Fully functional environments with detailed installation documentation, detailed functional specification documentation, and any API modifications necessary.


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Quality Review – CIO, Project Manager, Imaging Project Manager, User Testing group and User Administration Signoffs must be acquired.

3.1.2 PRODUCT DELIVERABLES

Phase Summary of Phase Key Deliverables

Initiation/Planning RIO enhancement RIO Enhancement Project Plan

Initiation Ordering hardware/software New hardware/software

Installation, regression testing, and user acceptance of fully functional RIO test environment.

Installation and upgrade of all third party software to the RIO test environment. To include all User acceptance testing

Fully functional test environment.

Installation, regression testing, and user acceptance of fully functional RIO production environment.

Installation and upgrade of all third party software to the RIO production environment. To include all User acceptance testing

Fully functional production environment.

Installation, regression testing, and user acceptance of fully functional RIO Disaster Recovery environment.

Installation and upgrade of all third party software to the RIO test environment. To include all User acceptance testing

Fully functional disaster recovery environment.

Installation, regression testing, and user acceptance of three fully functional imaging environment.

Installation, regression testing and user acceptance of Kofax and FileNet P8 environment

Three fully functional imaging environment.

Close Out Assure the system is functioning and that all maintenance contacts are in place

Fully-refreshed RIO retirement system

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3.2 SUCCESS AND QUALITY METRICS

.

Project Area Category Measure

refreshed hardware Infrastructure Functional RIO retirement system running on refreshed hardware

Upgraded software Infrastructure Functional RIO retirement system running on upgraded software versions

IT Training Infrastructure IT receives training from HP in order to support the environment upon project completion

PERA Staff Training Business HP trains PERA staff on new RIO enhancements

RIO System Business Functional RIO retirement system running on new hardware and software

4.0 SCHEDULE ESTIMATE

MAJOR PROJECT DELIVERABLE DUE DATE PROJECT PHASE

Implementation Phase 1 (This Request)

Hardware 8/23/2013 Implementation

Software 11/29/2013 Implementation

HP Services 12/31/2013 Implementation

Softech Services 12/31/2013 Implementation

IV&V Services 08/23/2013 Implementation

Upgrade Services Phase 2 01/24/2014

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HP Services 05/31/2014 Upgrade Services

Softech Services 05/31/2014 Upgrade Services

5.0 BUDGET ESTIMATE

5.1 FUNDING SOURCE(S)

SOURCE AMOUNT ASSOCIATED RESTRICTIONS

Laws 2013, CH 227, Section 7 (8)

$2,800,000.00 None

5.2. BUDGET BY MAJOR DELIVERABLE OR TYPE OF EXPENSE -

ITEM COST ESTIMATE

Implementation Phase 1

$2,276,000.00

Upgrade Services Phase 2

$524,000.00

5.3 BUDGET BY PROJECT PHASE OR CERTIFICATION PHASE

MAJOR PROJECT DELIVERABLE AND PERFORMANCE MEASURE

BUDGET DUE DATE PROJECT PHASE

Implementation Phase 1 (This Request)

Hardware $ 1,300,000 8/23/2013 Implementation

Software $ 602,000 11/29/2013 Implementation

HP Services $ 245,000 12/31/2013 Implementation

Softech Services $ 79,000 12/31/2013 Implementation

IV&V Services $ 50,000 08/23/2013 Implementation

Total for Implementation Phase 1 $2,276,000

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Upgrade Services Phase 2 01/24/2014

HP Services $ 445,000 05/31/2014 Upgrade Services

Softech Services $ 79,000 05/31/2014 Upgrade Services

Total for Upgrade Services Phase 2 $524,000

6.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE

6.1 STAKEHOLDERS

NAME STAKE IN PROJECT ORGANIZATION TITLE

Wayne Propst PERA Executive Director PERA Executive Director

Greg Portillos Project Manager PERA CIO

Leonard Martinez IT General PERA IS Manager 4

Gabriel Baca IT FileNet PERA IS Manager 3

Andres Martinez IT Networking PERA Network Specialist II

Frank Martinez IT General PERA IT Generalist I

Vince Jaramillo PERA User Administration Manager PERA User Admin Manager

Joseph Chavez PERA Records Management PERA Records Bureau Chief

Ernie Sanders HP Team Manager HP HP Team Manager

Muraliram Narasimhan HP Project Manager HP Project Manager

Justin Bryant HP Technical Lead Advisor HP Technical Advisor

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NAME STAKE IN PROJECT ORGANIZATION TITLE

Wayne Propst PERA Executive Director PERA Executive Director

Greg Portillos Project Manager PERA CIO

Don Julian Softech Team Manager Softech Softech Team Manager

Hao Lu Softech FileNet P8/KOFAX Specialist Softech Project Manager/ Imaging Specialist

PERA Staff Regression and functional testing PERA Staff

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.2 PROJECT GOVERNANCE PLAN

6.3 PROJECT MANAGER

6.3.1 PROJECT MANAGER CONTACT INFORMATION

NAME ORGANIZATION PHONE #(S) EMAIL

GREG PORTILLOS PERA 476-9324 [email protected]

GABRIEL BACA PERA 476-9325 [email protected]

MURALIRAM NARASIMHAN

HEWLETT PACKARD

503.914.8917 [email protected]

HAU LU SOFTECH 714-427-1122

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Wayne Propst

Greg Portillos

Ernie Sanders

Muraliram Narasimhan

Justin Bryant

Leonard Marrinez

Andres Martinez

Frank Martinez

Gabriel Baca

Don Julian

Hao Lu Tom Dang

Joseph Chavez

Vince Jaramillo

PERA USERS


6.3.2 PROJECT MANAGER BACKGROUND

6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES

ROLE RESPONSIBILITY

PERA Executive Director Wayne Propst

Project Manager Greg Portillos

IT General Leonard Martinez

IT FileNet Gabriel Baca

IT Networking Andres Martinez

IT General Frank Martinez

PERA User Administration Manager

Vince Jaramillo

PERA Records Management

Joseph Chavez

HP Team Manager Ernie Sanders

HP Project Manager Muraliram Narasimhan

HP Technical Lead Advisor

Justin Bryant

Softech Team Manager Don Julian

Softech FileNet P8/KOFAX Specialist

Hao Lu

Regression and functional testing

PERA Staff

6.5 PROJECT MANAGEMENT METHODOLOGY

Infrastructure review and planning

Reviewing of current infrastructure and research current technologies.

A project plan that encompasses all actions to be performed and all deliverables to be met.

HP and Softech offsite development environment

Contractors will perform all third party software upgrades

Functional installation procedures and detailed

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upgrades. within the offsite development environments.

documentation on any modifications or changes made to any system settings or API changes.

Procurement of hardware and software

While preliminary development environments are being upgraded the procurement process will begin

Servers, storage, and all networking components necessary to be delivered on site. Procurement of all software and licensing as required for the success of the project.

Build onsite Test Environment Build all operating systems and updated third party software, and migrate all necessary environment data.

Install and configure all test environments to included upgraded Server 2008 r2, Batch reporting software, GECS software and Office 2013.

Build onsite Imaging Test Environment

Build all operating systems and updated third party software, and migrate all necessary environment data.

Functional test environment which includes a Kofax and FileNet P8 environment. Functional test of data conversion and migration.

Build onsite Production Environment


Install and configure all test environments to included upgraded Server 2008 r2, Batch reporting software, GECS software and Office 2013.

Build onsite Imaging Production Environment



Build offsite Disaster Recovery Environment

Build all operating systems and updated third party

Install and configure all test environments to included

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software, and migrate all necessary environment data.

upgraded Server 2008 r2, Batch reporting software, GECS software and Office 2013.

Build onsite Test Environment Installation and regression testing of updated WebSphere application engine

Installation and configuration of the updated current version of WebSphere


Installation and regression testing of updated WebSphere application engine



Installation and regression testing of updated WebSphere application engine


Build offsite Imaging Production Environment



Build onsite PRD Environment

Installation and regression testing SQL 2012 migration application engine

Installation and configuration of the updated current version of SQL 2012







Final regression testing of all PRD and DRS environments

User applications testing to ensure full functionality

User acceptance of updated system

7.0 CONSTRAINTS

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NUMBER DESCRIPTION

1 Acquiring required hardware/software in a timely manner

2 Assuring qualified personnel are available so as to not delay the project

3 DOIT project certification process, to ensure that all documentation is correct and funds are released on time.

8.0 DEPENDENCIES

Types include the following and should be associated with each dependency listed. M-Mandatory dependencies are dependencies that are inherent to the work being done. D- Discretionary dependencies are dependencies defined by the project management team. This may also

encompass particular approaches because a specific sequence of activities is preferred, but not mandatory in the project life cycle.

E-External dependencies are dependencies that involve a relationship between project activities and non-project activities such as purchasing/procurement.

NUMBER

DESCRIPTION TYPE M,D,E

1 Acquiring required hardware/software E

2 Scheduling qualified HP and Softech personnel for the project

M

3 DOIT project certification process, to ensure that all documentation is correct and funds are released on time.

E, M

9.0 ASSUMPTIONS

NUMBER DESCRIPTION

1 Hardware/Software is available

2 All critical HP, Softech, and PERA IT personnel are available for the entire

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NUMBER DESCRIPTION

project

3 All preliminary development work by HP and Softech, to install and test all third party software upgrades function properly with existing code.

10.0 SIGNIFICANT RISKS AND MITIGATION STRATEGY

Risk 1 – Testing for new versions of third party software

The RIO integration vendor, HP, may experience problems integrating the new versions of the third party software with the Java code before the RIO server hardware’s maintenance contract expires in October 2013.

Probability 5% Impact: DELAY OF THE START OF THE PROJECT

Mitigation Strategy HP needs to have backup personnel available if the need arisesContingency Plan Use HP backup personnel when necessary

Risk 2 – Acquisition of new hardware and software versions

Time required to complete the state’s procurement processes could delay to the project as a whole.

Probability 50% Impact : DELAY TO THE START OF PROJECT

Mitigation Strategy

Ensure all DOIT and PERA purchasing requirements are met.

11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING

PERA’s Project Manager will provide monthly status reports to PERA’s Executive Director, IV&V vendor (TBD), and to the DoIT Project Manager. Included will be milestones reached

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and completed, along with any deliverables that have been completed. The PERA project manager will also report budget issues, and or time issues that may be encountered.

12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V

IV&V focus depends upon the type of project, with various emphases on project and product deliverables.

The following check list is based on Exhibit A of the OCIO IV&V Contract Template, and the Information technology template. It is included here to provide a high level of the type of IV&V accountability the project envisions:

Project/Product Area Include –Yes/No

Project Management Yes

Quality Management Yes

Training No

Requirements Management Yes

Operating Environment No

Development Environment Yes

Software Development No

System and Acceptance Testing Yes

Data Management No

Operations Oversight Yes

Business Process Impact Yes

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13.0 PROJECT CHARTER AGENCY APPROVAL SIGNATURES

SIGNATURE DATE

EXECUTIVE SPONSOR

BUSINESS OWNER

PROJECT MANAGER

14.0 PROJECT CHARTER CERTIFICATION APPROVAL SIGNATURE

SIGNATURE DATE

DOIT / PCC APPROVAL

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executive sponsor – wayne propst - new mexico … - rio... · web viewdata security, business...

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