POLARIS - Project Status Report Page 1 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. 2 nd 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
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POLARIS - Project Status Report
Page 1
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
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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.
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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
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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 √
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
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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
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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,
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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
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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:
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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
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ID# Risk Impact of Risk Mitigation/Action Plan Owner Status
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
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ID# Risk Impact of Risk Mitigation/Action Plan Owner Status
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.
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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.
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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.
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DOL Functional Testing Metrics as of June 30, 2019: