polaris - project status report

POLARIS - Project Status Report

Project: Professional Online Licensing and Regulatory Information System (POLARIS)

Status as of: June 30, 2019

Executive Summary:

The overall project status is yellow status due to projecting one month behind recently accepted schedule (assumes same resources and no change

of plans).

Project Health Assessment - Rollout 3

Project Status Current Month Prior Month Comments

On Schedule?

Project is in last Sprint for Configuration and Development for Release 1. Project made significant progress in June in meeting requirements for Release 1.

Although there remain risks in meeting the 10/14/2019 go-live date, plans are in place to mitigate these risks.

On Target for Cost/Budget?

Resources Available?

Both Deloitte and DOL brought on additional resources to assist with design and configuration/development and testing. As project moves in to readiness phase, working to acquire resources to support those needs (UAT, training, command center). SME's are in very high demand.

External Stakeholder Satisfaction?

No known issues.

Employee Readiness? Operational plans have begun to assist staff with decisions / changes resulting from new

system. 2nd Readiness survey going out this next month.

Team Morale? Team continues to feel pressure of being behind scheduled.

Green = Project Objectives on track /Yellow = Project objectives on track but with risk /Red =High risk and we need help to mitigate it

Overall Project Status

Red Yellow Green


Need Help With… (Issues that Sponsor should know about where help is needed…)

Ensuring Technology budget gets approved during July.

Items PM and Team are Watching Closely

Get Technology budget approved

Amend IT Investment Plan

Get deliverables reviewed and signed-off on as completed

Update Project Management Plan with improved processes and remediation plans

Work with Readiness Lead to ensure training and command center plans are implemented

Work with Decommissioning PM to ensure work around Legacy Systems is completed

Key Accomplishments (June) Activity Focus (July)

PROJECT MANAGEMENT

Ensured Root Cause Analysis for project delays was completed.

Confirmed Release 1 Scope

Drafted Technology Budget and IT Investment Plan

Continue socializing project processes with team.

Approval of Technology Budget

Approval of IT Investment Plan Amendment

Planning for Release 2 and Resource Plans

Update Project Charter

ENVIRONMENT SETUP

Approved Solution Architecture Deliverable

Completed OCS design review

Approved System Security Plan

Approved Sprint 1 Sign-off and Configuration Deliverable

Monitoring issues around deployments to environments

Approve High-Level Application Design

Approve Sprint 2 – 5 Signoff and Configuration Deliverable

Stand up SIT and Training environments

FUNCTIONAL (LICENSING AND COMPLIANCE) TEAM

Continued DOL functional testing of Sprint 2.

Completed Sprint 3 and 4 configuration/development

Continued DOL functional testing of Sprint 3

Complete configuration/development of Sprint 5

Complete SME review of Sprint 2 – 5.


FINANCIAL FUNCTIONAL TEAM

Continued working with US Bank for testing payment portal

Completed Configuration/Development of Sprint 3 and Sprint 4

Continued functional testing of Sprint 2

Complete final configuration/development

Complete DOL functional testing of Sprint 2 and 3.

DATA CLEAN-UP/CONVERSION

Conducted Mock Run 2 of data conversion

Reviewed Mock Run 2 data conversion results

Continued with Data Clean-up and preparation activities

Conducted an extra Mock run of data conversion

Review Mock Run 2.5 data conversion results

Plan for Mock Run 3

Continue with Data Clean-up and preparation activities

INTEGRATION

Completed development for 12 of the 15 interfaces.

Completed Deloitte testing for 10 of the 15 interfaces

Completed DOL testing for 3 of the 15 interfaces

Complete development for remaining 3 interfaces.

Complete Deloitte testing for the 5 remaining interfaces

Continue DOL testing for 12 interfaces

TESTING

Began planning for System Integration Testing (SIT) and User Acceptance testing (UAT)

Began writing scripts for SIT

Continued DOL functional testing for all work streams

Complete DOL functional testing for Sprint 2 and 3 for Financials, Functional and Integration

Finalize SIT test plan

Finalize DOL UAT test plan

TRAINING

Confirmed DOL trainers Conducted meet and greet with DOL and Deloitte Trainers Continued developing training material

Confirm training schedule

Continue working on training material

ORGANIZATIONAL CHANGE MANAGEMENT


Published timelines for external and internal stakeholder

Continue implementing command center plans

Developing outreach plans for external stakeholders

Continue work with readiness teams

Continue developing messages as needed for project

Continue implementing command center plans

Begin working through cutover planning

Key Milestones for Release 1

Milestone Target Finish Status Comments

Contract Signed/ Project Started February 4, 2019 √

Project Planning Complete April 1, 2019 √ DOL accepted schedule, Release 1 go-live: 10/14/2019, Release 2 go-live: 6/29/2020

Environment Setup Complete March 1, 2019 √ Completed in April.

Solution Architecture April 9, 2019 √ Approved

Sprint 1 (Licensing – Initial Application and Revenue Processing, Integration batch framework and error logging) Complete

April 5, 2019 √

Approved

Sprint 2 (Licensing – Renewal and Activation and Revenue Intake, Integrations for SOS, ASC, ADFS, and Address Validation) Complete

May 8, 2019 Config/Dev complete, DOL functional testing is 80% complete. New estimated completion date: July 12

Sprint 3 (Accountant Maintenance, Continuing Education, and other Misc. Topics and Financial Exceptions, and Integrations for OFM, SAW, POLARIS web service, DSHS) Complete

June 5, 2019

Config/Dev complete, DOL functional testing is 60% complete. New estimated completion date: July 18

Sprint 4 (Compliance and Financial Audit Reconciliation, and integrations for NCR, DOR, AFRS, Slip Printer, TM$, US Bank )

July 3, 2019 Config/Dev complete, DOL functional testing is 20% complete, new estimated completion date: Aug. 2


Solidification July 19 , 2019

Function/Feature Freeze July 24, 2019

Data Profiling/data conversion design May 3, 2019 √

Data Mock 1 Run Complete June 3, 2019 √

Data Mock 2 Run Complete June 24, 2019 √ Ahead of schedule, so conducting a mock 2.5 run.

Data Mock 3 Run Complete August 12, 2019

System Integration Testing Complete August 19, 2019

User Acceptance Testing Complete* September 16, 2019

Training Complete* October 4, 2019

Go-live Release 1* October 14, 2019

Payment Milestones

Milestone Target Finish Status Comments

Preparation Release 1 Complete April 1, 2019 √ Deloitte and DOL have completed preparation planning.

Development Release 1 Complete August 12, 2019


Training and Testing Release 1 Complete September 23, 2019

Deployment Release 1 Complete November 4, 2019

Stabilization Release 1 Complete January 12, 2020

Preparation Release 2 Complete November 11, 2019

Development Release 2 Complete April 13, 2020

Training Testing Release 2 Complete June 1, 2020

Deployment Release 2 Complete July 20, 2020

Stabilization Release 2 Complete September 27, 2020

Project Complete September 30, 2020

= Not Started,


Key Issues/Risks

Key issues

ID# Issue Impact of Issue Mitigation/Action Plan Owner Status

49 Unexpected heavy customization work

being done to meet DOL design

requirements

Increased complexity

causes delays in

schedule. Additionally,

increase technology

debt

Assessment of what has

been customized, and

impacts of

customization.

Future Sprints conduct

assessment of options

prior to development

Deloitte Project Director

and DOL Project

Manager

In progress

During June reduced

planned

customization.

Assessment underway

for what was

customized prior to

June and impact to on-

going support

29 Project is trending behind schedule in

some key areas: Licensing and

Regulatory functional team, Financial

functional team, environment setup,

Configuration and project management

plans.

Current projection has

Release 1 go-live 2

weeks past recently

accepted schedule.

DOL and Deloitte

recovery plans.

Fast-track schedule in a

couple of areas.

Strategize on what to do

for SIT and DOL

functional testing

overlap

Deloitte Project

Director, DOL PM, DOL

EPMO Director

In progress

In progress

Completed root cause

analysis, recovery and

remediation plans,

including reduced

customization, and

lowering defect rate


ID# Issue Impact of Issue Mitigation/Action Plan Owner Status

44 Concerns that not all expected

requirements were addressed in Sprint 1

and Sprint 2.

Concerned that project

will miss implementing

expected requirements

in Release 1.

DOL and Deloitte

conducting assessment

of requirements to user

stories

DOL Requirements

Analyst

Deloitte Lead Functional

Analyst

DOL Product Owner

In progress

46 The upgraded version of Deloitte’s

eLicensing portal does not work with IE

11 because Salesforce Lightning does not

work well with IE 11.

If fixes can’t be made to

support IE 11, a change

request would need to

be submitted

DOL and Deloitte

strategizing on best

options for moving

forward

Deloitte Deputy PM In progress

Key Risks:


ID# Risk Impact of Risk Mitigation/Action Plan Owner Status

1 Upgrading to the latest version of

Salesforce for the Portal could cause

schedule delays

Delays in schedule Made adjustment to

overall project schedule

and developed clear

target dates for release

to reduce the likelihood

of this risk occurring. QA

strategy is to prioritize

testing new

functionality.

Deloitte Deputy PM In progress

Discussing whether

DOL to conduct

usability study

8 Schedule is aggressive and may

experience delays

Releases are delayed. DOL will add risk

contingency to schedule,

and risk reserve to

budget.

Deloitte and DOL to

work together on

strategies for increasing

DOL functional testing

Deloitte Project

Manager

DOL Project Manager

In progress

Created Risk Reserve

in POLARIS Budget.

15 Implementing Financial/Revenue

Functionality and Flow

Not able to release as

planned, or reduced

functionality.

Recovery plans –

discussing if out of box

options are possible, and

what might be moved to

release 2.

Deloitte Project

Manager

DOL Project Manager

In progress



21 Concerns about customer user

experience

Project objective of

increasing online usage

not met

Discussing whether to

conduct usability study.

Working on

communication plan for

customers to set

expectations

DOL PM and DOL

Readiness Lead

In progress

20 Increased support calls due to SAW and

MFA integration without a user interface

wrapper

If not planned for,

delayed answer of calls

discourages customers

from finishing

application, reducing

online usage

Ensure WaTech and DOL

ready to support calls.

DOL Readiness Lead In progress

24 DOL functional testing not complete

prior to UAT

Delays go-live date Fast track schedule in

UAT and Training and

Deployment

Strategize on doing

functional testing

differently

DOL Technical

Implementation

Manager

In progress



29 DOL not being able to validate that

requirements have been met through

Sprints 2 – 5. DOL must sign-off on

Sprints prior to entering UAT

Delays schedule. Deloitte Functional

Analyst sit with DOL

SME’s to run through

each user story

DOL PM, Deloitte PM In progress

See Risk Log on POLARIS SharePoint site for additional risks.


Performance Metrics: TO BE Developed during May

SCOPE:

Following Change Requests Approved:

DRIVES integration (Impacts budget)

OK’d change request: Address Verification (increase of $20k, project to absorb in unspent variance)

Other Change Request in Process:

Usability Study (impacts budget)

Other Work:

Review of customizations done to date

Scope management is key to successful project delivery, therefore, scope is a key reporting metric in the monthly status report. As change requests are submitted, project management will monitor impact on budget and schedule. Change requests that result in delay of delivery up to two weeks will be represented in status reports as “yellow.” Change requests that result in delay of delivery greater than two weeks will be represented in status reports as “red.” Change requests that result in budget increase of $200,000 or less will be reported as “yellow.” Change requests that result in budget increase of greater than $200,000 will be reported as “red.”

Resources:

Developing resource plans for Release 2.

Ensuring the project is adequately resourced is a key project performance metric and is reported as part of the monthly status report. If resources are not available as planned in the resource management plan and the delay creates new risks of preventing project from delivering on-time, the status report will reflect “yellow.” If resources are not available as planned in the resource management plan and the delay is causing delays in project delivery, status report will reflect “red” for resources.

Schedule:

Highlights:

Schedule is for Release 2 is approximately 42% complete. Schedule at risk due to DOL functional testing not being complete, and/or DOL not able to review Sprint 2 – 5 for sign-off to move into UAT.


Project management will calculate a schedule variance based on the percent complete against expected percent complete at that point in the project. The schedule status shall be set to “yellow” if the project schedule variance is 5% to 9% behind schedule, and set to red if the schedule variance is 10% or more behind schedule.


DOL Functional Testing Metrics as of June 30, 2019:

Metric Sprint 1 Sprint 2 Sprint 3

Total User Stories by Sprint 31 65 79

Total stories tested to date 31 51 41

Number of stories passed 31 51 40

Number of stories failed (open,

unresolved) 0 0 1

Total stories In DOL Testing status 0 7 5

Total stories in Ready for DOL

status 0 5 8

Total open stories not ready for

DOL 0 2 25

Total number of open bugs 0 107 149

Open Bugs Severity 1 0 4 6




Total number of closed bugs 120 162 50


Original expected Sprint finish 7-Jun 5-Jul

Current Expected Sprint finish 5-Jul 18-Jul

Data Metrics:

To be provided next month.

polaris - project status report

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