state of washington administrative office of the courts review and validation of statewide

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State of Washington Administrative Office of the CourtsJIS Strategy Review and Validation – Project Planning MeetingGartner is a trademark of Gartner, Inc. or its affiliates.

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State of Washington

Administrative Office of the Courts

Review and Validation of Statewide

Judicial Information System (JIS) Strategy

Project Planning MeetingEngagement: 221051040

August 24, 2005



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Purpose of this Presentation

Present an overview of Gartner’s engagement methodology, project team, and draft project plan for this engagement.

Solicit input on the draft project plan

Review a high-level draft of the final report table of contents

Agree on near term next steps and schedule activities Documents for Review

Interviews

Focus Groups

Workshops



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Presentation Agenda

Background

Objective of the engagement

Gartner’s Project Team

Assessment Approach and Methodology

Specific Engagement Activities

High Level Final Report Table of Contents

Draft Project Work Plan

Near Term Next Steps



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Background

The Judicial Information System (JIS) is the statewide information system, and was formed in 1976 upon recommendation by a task force comprised of Supreme Court justices, trial court judges and legislators. It supports automation in juvenile, municipal, district, superior, and appellate courts and over 10,000 users access data in the JIS, including judges, court staff, attorneys, law enforcement, and private sector businesses.

Governance of the JIS is delegated to the JIS Committee (JISC). The JISC developed a JIS Migration Plan to guide the transition from the current legacy systems to an integrated, service oriented system that will deliver intuitive tools for performing court functions, to increase access to data across all court levels and to improve court processes and business practices. The Migration Plan specifies the priority in which systems will be replaced, and provides the basis for project plans, schedules and budgets over the three biennia from FY2002 through FY2007.

The project is faced with questions and issues similar to many large IT projects, including scope, schedule and budget concerns. The AOC has therefore decided to conduct a review of its overall strategy for JIS and current capabilities to implement the JIS Migration Plan.



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Objective of this engagement

There are four key objectives for this engagement:

1. Business Case Validation — validate and update the business case for the JIS and provide a strategy for validating overall requirements for the entire court system as required.

2. Current Capability Validation — complete a comprehensive review of JIS resources in order to determine capabilities and readiness.

3. Plan Validation — validate planning assumptions through an assessment of the project scope, governance model, communications plan and budget and make recommendations for improvement.

4. Review of other States’ Applications — assist the AOC in planning visits to other states that have undertaken or are currently completing a development cycle similar to JIS.

Report conclusions will be presented to the State’s JIS Committee on September 29, 2005.



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Project Team

Engagement Manager Richard Flowerree

Project Manager Steven Shum

Project ConsultantDavid Lorber

Project ConsultantJohn McCann

Quality ReviewBrett Rugroden

Project ConsultantMagnus Karlsson

Engagement Manager/Project Executive. Provides executive leadership and direction to the project team, including the framework for project approach and deliverables. Has responsibility for success of the Gartner engagement, including review of deliverables. Coordinates with the client’s project executive sponsor(s).

Project Manager. Responsible for day‑to‑day project operations, ensuring timely completion of work plan tasks and deliverables with the highest quality. Ensures that the appropriate Gartner resources are utilized in the most effective manner to meet client needs and commitments. Coordinates with the client’s project manager or coordinator.

Quality Reviewer. Ensures overall quality of deliverables and client satisfaction. Conducts internal review of key client deliverables with Gartner project team prior to delivery to client.

Project Consultant. Works closely with client to complete work plan tasks and high‑quality deliverables. Conducts data collection and analysis, and assists in development of deliverables.

Subject Matter Expert. Provides depth and breadth of expertise in specific areas to support the development of client deliverables. As appropriate, assists in facilitating client workshops to build consensus around specific strategy areas.



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Assessment Methodology

Gartner’s Project Assessment methodology encompasses a multi‑step process

that drives both the business and technical issues, and supporting

mitigation strategies that must be addressed to successfully

implement the project objectives of the State.

Figure 1.

Project Planning

& Initiation

Conduct Risk & Readiness Assessment

Assess Proposed

Technology Review

Current/Target Environment

Document Business case

& Strategy Best Practices & Technology

Trends

Review JIS Replacement

Strategy Asses Project Mgt Plans and Deliverables

Validate Business case

& Strategy Final Report

and Presentation

1 2 3

4

6 8 7 1 2 3

4

6

5

7 8



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Step 1 Project Planning and Initiation (Today’s Activity)

Ensure our overall understanding of the team’s roles, responsibilities and key activities associated with this engagement.

Review the draft project plan and approach, discuss roles and responsibilities, discuss key dates and milestones, and organize any additional project logistics.

Based on the above, prepare an updated project work plan and schedule, which will include tasks, duration, work efforts and assignments.



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Step 2 Document Business Case and Strategy

Gartner will conduct 10‑15 one‑hour interviews with key business and IT stakeholders to obtain a comprehensive understanding of the project’s overall objectives, as well as to obtain an understanding of any issues and limitations associated with the current approach. In addition, we will use these interview sessions to validate key stakeholder expectations for the JIS Migration Plan both from a business as well as technology perspective.

Secondly, Gartner will focus its efforts on obtaining a detailed understanding of the current and target environment for the planned migration and replacement of existing court information systems. This activity will be accomplished through 4 four‑hour focus groups sessions with key business and technology staff associated with the JIS Project.

Finally, Gartner will conduct a four‑hour Business Case workshop with key AOC business and technology thought leaders in order to develop consensus on the business objectives, high level business requirements, expected benefits and measurable outcomes (financial measures, performance outcomes, etc.) for the JIS Project. The output of the Business Case workshop will provide the “criteria” by which the JIS Project will be assessed in later steps.



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Step 3 Best Practices and Technology Trends

During this step Gartner will leverage our research team to review and assess current technology trends and best practices that are relevant to the State’s JIS Project. Areas of focus will include:

Systems integration approaches and critical success factors

Replacement and migration approaches and critical success factors

Service oriented architecture (SOA) capabilities and limitations

Implementation best practices

Gartner will present our findings in a four‑hour Best Practices and Technology Trends workshop with State stakeholders and project team members. The intent of the workshop will be to provide a technology foundation and set of best practices that all parties agree will form the foundation for our technical assessment activities going forward.




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Step 4 Assess Project Management Plans and Deliverables

During this step, our activities will be focused on an assessment of the JIS Project in two key areas: 1) the project’s Project Planning and Management Approach; and 2) a review of Project Deliverables that have been completed to date.

Our Project Planning and Management Approach assessment will focus on the following critical areas:

Project Integration Project Human Resources

Project Scope Project Communication

Project Time Project Risk

Project Cost Project Procurement

Project Quality

The above review process will include 6‑8 interviews with project management

and information technology staff and other key stakeholders as appropriate.



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Step 5 Assess Proposed Technology Environment

Gartner will conduct a high level review of the proposed JIS technology environment and identify other alternatives that also meet business objectives in order to validate the current approach as a viable alternative. The objective of this step is twofold:

First, to validate candidate JIS technology alternatives(s) being considered, and

Secondly, confirm whether the current technology approach is a viable alternative in comparison to other approaches

Gartner will assess the alternatives by performing a high level gap analysis between the AOC business objectives and the alternative approaches in a four‑hour workshop with AOC business and technology stakeholders. Other criteria could include:

Long‑term viability of the support and maintenance impacts of the JIS technologies

Ease of integration with both internal and external systems

Implementation viability and risk

Relative cost of different approaches




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Step 6 Perform Risk and Readiness Assessment

In this Step, Gartner team will analyze the risks, benefits and issues associated with the JIS Project and how this initiative will meet both the business objectives and business requirements of the State.

Based on our research and experience, we will conduct an assessment of the risks associated with the overall JIS Migration Plan and develop strategic recommendations to mitigate these risks.

Gartner will provide recommendations on key performance metrics, which allow tracking of project completion against milestones set by the State. Key risk areas to be addressed include:

Business Benefit

Budget and Schedule Risk

Operational Risk

Organizational Risk

External Risk




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Risk Assessment Format

Gartner will perform an assessment of risk and readiness around five key project areas:

Business Benefit Budget and Schedule Risk Operational Risk Organizational Risk External Risk

For each of the above areas, Gartner describes the approach adopted by the project, provides a rating of that approach and provides recommendations as appropriate.

Gartner uses a “red light/yellow light/green light/blue light” reporting strategy relative to the current phase of the project.“Blue Light” (Exceeding Project Schedule and Quality Standards): The approach exceeds “Best Practices” project standards. The approach has enhanced system delivery success.“Green Light” (Acceptable to Excellent, i.e., “Low Risk”): The approach meets or exceeds solid project management standards. To receive this ranking, the approach must present no significant risks to the project.“Yellow Light” (Caution, i.e., “Medium Risk”): The approach is not clearly defined, and/or presents a risk to the project. Recommendations for risk areas assigned this rating are important to ensure optimal project operation.“Red Light” (Risk Alert, i.e., “High Risk”): The approach presents serious risks to the project and requires immediate attention. Recommendations for risk areas assigned this rating are essential for mitigating project risk.



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System Implementation Readiness Assessment Overall Readiness Assessment is Yellow (Medium Risk)

Critical Implementation ActivitiesCurrent Status

Scheduled/ Actual Overall Rating

Percent Complete

Completion Date

Data Conversion Validation Initial Data Set 100% Feb 5/Mar 24Validation of Full Production Data Set (Cycle 4) 95% April 6th

Green - Data Conversion activities have been completed. The project team needs to ensure the overall process is fully documented and

contingency plans are in place to support go-live activities.

System Interface DevelopmentInterface 1 100% March 24thInterface 2 100% March 24thInterface 3 100% March 24th

GREEN - Interfaces Code was delivered on schedule the three sytems interfaces

System ValidationComponent Testing 99% April 9thInterface/Integration Testing 83% April 9thBack Up/Recovery Testing 39% April 12thMock System Operation and Pilot 41% April 20thStress Testing 12% July 8th

Yellow - Testing activities have slipped. Full and robust testing prior to Pilot activities could be at risk. Continued aggressive management of the testing schedule and depth of testing w ill be required to ensure project

success.

A h e a d o f S c h e d u le A le r tB e h in d S c h e d u l eO n S c h e du l e

A head o f Sch edule A ler tB ehind Sch eduleOn Sche dule

A head o f Sch edule A ler tB ehind Sch eduleOn Sche dule



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Key Challenge Findings/Observations

Recommended Action

5. Ongoing Cost Management• Specific plans in place to ensure that costs

are managed

• Management resource identified to managesupport issues post-go live

• Support team identified to manage supportpost go-live

• Support team trained and involved early inthe project

• Mechanics of transition to support definedand communicated

• Although an overall project budget has been developed there is nomechanism in place to provide updates on budget status. Nor isthe budget linked to the overall Project Schedule. This makestracking task accomplishments to budget difficult and does notprovide the rapid identification of budget performance in terms ofsuch traditional measures as EAC, etc.

• These observations should also be interpreted in combination withKey Challenge 4 “Ongoing Cost Planning”.

• Develop and employ a process to track budget expenditures that is linked to the accomplishment of tasks (laborhour expenditures, percent complete, procurement of software, etc.) in the Project Schedule.

Medium



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Step 7 Validate Business Case and Strategy

As a result of the analysis conducted during the preceding steps, Gartner will validate whether the JIS Project’s overall strategic implementation approach will provide the expected benefits and meet the AOC’s business objectives.

Gartner will document findings in the final report and provide AOC with our expert opinion based on the State’s business criteria and the facts revealed during the discovery process.




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Step 8 Develop Final Report and Conduct Presentation

Based on the analysis conducted in the preceding steps, we will assess the overall performance of the State with regard to the JIS Project. This deliverable will comprise an assessment of the key areas defined in the above tasks.

Gartner will present our findings and recommendations to JIS Committee on September 29th.

Based on any additional information obtained during the review and feedback process, we will make modifications to our draft findings and develop final report for submission on October 30th.

Gartner understands that AOC plans to conduct site visits to other states involved in or having recently completed a development cycle similar to the JIS. Gartner will prepare a separate deliverable that provides AOC with an agenda, schedule, discussion topics and other planning support for these visits.




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Final Report Draft High Level Table of Contents

Executive Summary

Section 1 - Engagement Overview

Section 2 - Current System Environment and Rationale for Replacement

Section 3 - Strategy and Proposed Solution

Section 4 - Assessment of the Proposed Solution

Section 5 - Implementation Readiness and Risk Assessment

Section 6 - Recommended Implementation Strategy

Section 7 - Summary and Recommended Next Steps



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High Level Project Schedule

Table 1. High Level Project Schedule

Task Timing

1 — Project Planning and Initiation Week 1

2 — Document Business Case and Strategy Weeks 1-2

3 — Best Practices and Technology Trends Weeks 1-2

4 — Assess Project Management Plans and Deliverables Weeks 2-4

5 — Assess Proposed Technology Environment Weeks 2-4

6 — Perform Risk and Readiness Assessment Week 5

7 — Validate Business Case and Strategy Week 5

8 — Develop Final Report and Conduct Presentation Weeks 5-9



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Near Term Next Steps

Schedule Interviews for the Week of 08/22

Collect Requested Documentation for Review

Define Focus Groups and Schedule Interviews

Define Workshop Participants and Schedule Workshops

x



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Questions or Comments?



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Gartner

Engagement Manager

Richard FlowerreeOffice: 619 - 542 - 4815 Mobile: 619 - 517- 1500email: [email protected] ManagerSteven ShumOffice: 909-396-5838Mobile: 951-201-4764email: [email protected]