project status fy09-10 year end - UCLAciti.oit.ucla.edu/documents/2010/FY09-10Year-EndUTIPP2Project... · UTIPP2 Initiatives FY09-10 Year End Project Status % Complete Date Complete

UTIPP2 InitiativesFY09-10 Year End Project Status

% Complete Date Complete

Project Budget

Expended To Date

Project Variance Comments

1 Financial System Replacement1.1 Financial System Assessment

1.1.1 Financial System Planning 35% Dec 2012 6,278,336 473,379 -557,834 Documentation of current business processes (General Accounting, Budgeting, Procure-to-Pay, Fixed Assets, Grants Management, Accounts Receivable, Access Approval and Management) are in progress and approximately 40% complete. Documentation of current business process is expected to be complete by January 2011.

2 Educational Technology2.1 Common Collaboration and Learning Environment (CCLE) Unknown Unknown 970,000 Unknown Unknown No Report

3 Student System Enhancements3.1 University Records System Access (URSA)

3.1.1 URSA II Upgrade 100% Aug 2010 3,588,208 2,741,257 0 The URSA II upgrade delivered an entire Java infrastructure for the URSA business service layer. This upgrade eliminated the unsupported Microsoft VB Com components in URSA, reengineered the business service layer using Javaweb services, improved overall system performance, and utilizes the new Student Records (SR2) application. The remaining project budget is for on-going support costs.

3.2 Student Records (SR2 SRDB) 100% Oct 2009 Unknown Unknown Unknown No Report3.3 Student System Integration

3.2.1 Integrated Enrollment 100% Oct 2009 63,156 63,156 0 The Integrated Enrollment project provided seamless integration between MyUCLA and URSA for adding classes from the MyUCLA class planner. This new service has streamlined the enrollment process between the two systems and provided real-time information for students.

3,651,364 2,804,413 04 Disaster Recovery

4.1 Disaster Recovery Planning4.1.1 Essential Systems and DR Infrastructure 90% Aug2010 2,141,418 796,409 179,839 UCLA and UCB have a reciprocal agreement to host backup servers for each

other as a means to substantially reduce recovery site costs. All departments that participated in the Business Impact Analysis (BIA) at UCLA have been able to establish and test their critical applications at UC Berkeley with the exception of the College. The College has been able to locate their servers at UC Berkeley but has not completed testing.

4.1.2 Campus Disaster Recovery Planning 100% Mar 2009 299,865 285,553 14,312 Refinement of the Business Impact Analysis (BIA) that was performed to determine tier 1 and tier 2 critical applications. The evaluation reduced the amount of servers to be recovered from over 800 servers to about 200. The CPO/Tracker documentation tool was evaluated, purchased and implemented in March of 2008. Disaster Recovery plans for the 14 central departments that participated in the BIA are now resident in this tool.

Project

Initiative Total

project status fy09-10 year end 1 9/17/2010



Project Budget

Expended To Date

Project Variance CommentsProject

4.1.3 Data Center Planning 100% Mar 2009 25,440 25,440 0 Join team of MCCS, ATS, and AIS representatives to identify future power and cooling needs for projected server growth and evaluate whether a new data center was needed. With assistance from a data center consulting firm, it was estimated that the build out of a new data center to fulfill initial requirements would be $27M. Expansion after five years would be an additional $15M. The advent of server virtualization provides an alternative for coping with server sprawl, accommodating growth within the existing data center facilities and deferring the expense of building a new data center. These findings were presented to the Executives in March of 2009

2,466,723 1,107,401 194,151 5 Identity and Access Management

5.1 IAMUCLA Phase II5.1.1 Infrastructure Upgrades 88% Oct 2010 1,131,220 235,388 163,723 Enterprise Directory upgrades (hardware and directory software upgrade) is

now 80% complete. New systems are in final testing and rehearsal for production rollout, scheduled for August 2010. Shibboleth software upgrade is 90% complete. New system is now in QA for final integration testing and roduction rollout is scheduled for August 2010.

5.1.2 Shibboleth / Single Sign-On Deployment 100% Jan 2010 289,086 235,699 53,387 Completed the migration of over 300 campus web applications to Shibboleth, UC's standard federated single sign-on system. As of January 2010, well over 70,000 students, employee, and affiliates use UCLA Long ID to sign into campus and UC web applications.

5.1.3 Access Management Services 50% Dec 2010 1,843,920 397,923 -111,648 DACSS Web (formerly Signet) is ready for internal preview. Members of the DACSS workgroup to review software and provide feedback. Production rollout scheduled to begin in November 2010.

3,264,226 869,010 105,4626 Financial System Upgrades

6.1 Budget System Enhancements6.1.1 Budget System Rewrite 90% Sep 2010 55,000 55,000 0 The new Budget System will utilize DB2 tables rather than sequential file

processing. The system rewrite also addresses issues on sub-campus and SAU assignments, uses FS Tables directly for validation, will simplify processing of budget transactions and provide better facilities for maintenance of the system. The estimated completion time is September 2010.

6.1.2 Chancellorial Commitment System 100% Apr 2009 168,892 168,892 0 Enhancements to the Chancellorial Commitment system included Shibboleth conversion, improved reporting (Initial report, Provisoional Control Reports, and Reconciliation Reports), transaction query and maintenance screens. Enhancements were completed June 2009.

6.2 Payroll System Enhancements6.2.1 Web-Based EDB Update 100% Jun 2010 553,950 0 0 The New Hire Application (NHA) is the first in a series of EDB enhancements

designed to assist EDB preparers to process actions more efficiently. The NHA takes advantage of web-based technology to provide an improved user interface, new search features and drop-down boxes or calendars to assist the preparer with field entries. The project was completed with internal resources and the outstanding funding will be applied to the next phases of PPS web enhancements.

Initiative Total

Initiative Total




Project Budget

Expended To Date


6.3 PAC / Bruin Buy Enhancements6.3.1 Maximo (Facilities) and Voyager (Library) Integration 100% Feb 2010 335,061 335,061 0 The Maximo/Voyager integration with BruinBuy has been completed. Project

deliverables include synchronization of BruinBuy and Facilities Maximo at ordering and receiving levels; integrating Voyager with PAC/BruinBuy for invoicing/payment; and uploading shopping carts and receiving data into BruinBuy. The enhancements reduce duplicate data entry and manual processing while supporting business rules and controls already in place.

6.3.2 EDI (Invoice) and EFT (Payment) Expansion 40% Jun 2012 1,635,000 247,222 0 The EDI and EFT expansion is 40% complete with the following components delivered: Vendor Invoice Portal (VIP) – enables suppliers to upload electronic invoices in Excel, web data entry, XML, and PDF format. As of June 2010, twelve suppliers were live with VIP. Eleven suppliers are live using EDI (810 & 110) to upload electronic invoices into PAC. Six suppliers are live with CTX (EDI 820) to receive electronic remittance information.

6.3.3 BruinBuy Purchasing / Accounts Payable Enhancements

25% Jun 2013 2,208,000 255,785 0 The BruinBuy Purchasing/Accounts Payable Enhancements project is 25% completed with the following components delivered: allow electronic documents to be attached to requisitions and PO’s in BruinBuy; Quick Quote – installed and integrated the Perfect Commerce module in Bruinbuy to automate and monitor the contract bidding and awarding process; developed the Accounts Payable website to process electronic invoices submitted by suppliersvia the VIP portal; enable various credit card payment methods: (Declining Balance card, Payment Plus and Ghost card).

6.3.4 BruinBuy Equipment Management Enhancements 20% Dec 2011 50,000 5,027 0 Phase 1 of the project (financial data validation) has been completed. 6.3.5 Pcard Automation and Enhancements 10% Dec 2010 247,000 28,935 0 The programming has started for the Pcard enhancement project.

6.4 Architecture / Platform Upgrades6.4.1 Rewrite Financial Journal, EFT, NonPear and Transfer

of Funds40% Apr 2011 1,246,800 420,421 0 Rewrite for Financial Journal, Electronic Fund Transfer, NonPear, Transfer of

Funds, and Main Menu to operating in a new Java environment. The Main Menu, Financial Journal, and Electronic Fund Transfer have been completed. The NonPear specification and design have been completed and the application is currently in full development. The last rewrite application will be Transfer of Funds and the analysis phase will start in September 2010.

6.4.2 PAC / BruinBuy Web Reporting 0% Jun 2011 120,000 0 120,000 The project was moved to the CDW Team. The reports will be written in the Cognos application and the data source for the reports will be the CDW. The current PAC QDB data will be redesigned in the CDW and Cognos as a dependency to the PAC Web report re-write. This project is slated to begin January 2011 and is projected for six months.

6.4.3 DDF / BAR Reporting 55% Aug 2010 8,225 0 8,225 This project was moved to the CDW Team. The BAR reporting project was completed in CDW and running in Cognos since October 2009. The DDF reports will be re-written in the Cognos application along with the Cashiering CDW project. The Cashiering CDW data will be modeled from the eMarket application that is part of the Consolidated Billing Project.




Project Budget

Expended To Date


6.5 Financial Systems Upgrades to Postpone Replacement6.5.1 Ledger Enhancements / Recharge System Process 20% Dec 2010 120,000 0 0 The Intercampus Recharge application will allow users to recharge other

campuses. The specification is 90% completed. The project is in its analysis and design stage. Application development will start in August 2010 and be complete by December 2010.

6,747,928 1,516,344 128,225Initiative Total


UCLA Project Status as of 06/30/10


Initiative 1. Financial Systems Replacement Executive Sponsor Sue Abeles

Project 1.1.1 Financial Systems Replacement Planning Project Manager Judith Freed

Project Status Scope Schedule Budget Resources

General Ledger SME begins July 6th.

Continuing Project Plan and process documentation updates

Completed 2 more job descriptions to be posted

Working to incorporate Medical Center processes incorporated

Green Yellow Green Yellow

Project Milestones Start Date Finish Date Status % Complete Comments

Project Proposal 9/3/2007 11/9/2009 Green 100% Project proposal is complete and funding has been allocated.

Project Startup 1/5/2009 11/19/2010 Yellow 75%

Project Director, Admin Specialist, 2 Business Analysts, Payroll SME and Marketing/Training/ Comm. Specialist have been hired so far.

Hired General Ledger SME to start July 6th. Two more job descriptions are ready to post.

Central Office Interviews 11/9/2009 8/20/2010 Green 70% Interviews completed with Purchasing, A/P, General Accounting, EQ, EFM, Document Management and Tax. Meeting with Travel will be scheduled.

Stakeholder/Campus Communication 6/18/2009 12/31/2010 Yellow 55%

Will work on communication plan and strategy.

Launched website for FSRP project with Q&A. More articles have been written and are awaiting review by the portal team to publish.

Worked on “Guiding Principles” at meeting, and are now ready for review by Management Committee.

Documentation and Process Review 3/15/2010 12/10/2010 Green 27%

Documentation process continues and many have been reviewed and adjusted based on some central office information. Several documents are ready for workgroup review which will start in July. Some additional process reviews have been added to the overall plan.



1. GA/GL 3/19/2010 8/3/2010 Green 72% Initial process documentation for GL has been completed and is ready for review with General Accounting. Fiscal year end close will cause some delay in the review time.

2. Procure to Pay 3/16/2010 8/24/2010 Green 52%

Procurement process documentation has been completed and reviewed internally with Purchasing. Several documents have been reworked based on new information.

Accounts payable process has begun.

3. Budgeting 5/3/2010 8/11/2010 Green 48% Budgeting documentation began this month. Met with Budgeting office to get overview.

4. Accounts Receivable 3/15/2010 10/7/2010 Green 9% Just starting accounts receivable at this time.

5. Grants Management 8/3/2010 11/26/2010 0% Not started at this time. However, have received some information prepared by ORA and the RAPID project, which may help in the documentation process.

6. Fixed Assets 3/15/2010 8/20/2010 Green 76% Equipment management process documentation has been completed and reviewed internally. May need to add some tasks for capital programs.

7. Access Management 6/11/2010 8/6/2010 Green 53% Documentation of this process has begun this month and will continue next month.

8. Approval Process 6/2/2010 8/26/2010 Green 45% Documentation of this process has begun this month.

9. Payroll 6/15/2010 10/5/2010 Green 2% Payroll SME getting status of current PPS project and beginning documentation.

Final Review and Publish

Documentation 8/17/2010 12/10/2010

0%

Current Policy and Procedure Change Analysis 1/3/2011 5/31/2011 0%

Data Integrity Review/Conversion Issues 2/1/2011 4/2/2012 0%

Technical Evaluation - UCLA Readiness 1/17/2011 6/22/2011 0%



Review of ERP Software Current Status 9/21/2010 5/31/2011 0%

Requirements Document RFI/RFP 1/3/2011 8/1/2011 0%

Alternatives Analysis 8/2/2011 5/31/2012 0%

Benefits Analysis 3/12/2012 8/16/2012 0%

Risk Analysis 2/6/2012 5/25/2012 0%

Recommendation 6/1/2012 12/28/2012 0%

Activities Completed This Period Activities Planned Next Period

Completed interviews with EFM and Document Management

Hired General Ledger SME

Schedule interviews with Travel

Post next positions

Schedule workgroup meetings to begin documentation reviews

Project Dependencies

# Milestone Description Task Dependency Date Logged Status Team Due Date

001 Billing and Receivables Process Review Consolidated billing project - need processes defined

10/30/09 Open Consolidated Billing Team – AIS. Schedule has been extended somewhat.

Fall 2010

002 Payroll Processes Review Systemwide PPS replacement project recommendations

04/01/10 Open PPS replacement project Dec 2010



Issue Log

# Issue Description Date Logged Owner Status Action Plan / Resolution Date

Resolved

001 Project not fully funded 01/01/09 Freed Closed 3 additional years’ budget allocated, with 10% reduction overall

07/30/09

002 Space had damage due to flooding on 7th floor 04/01/09 Freed Closed Work authorization signed 09/2009

003 Lack of internal candidates for jobs 10/15/09 Freed Open Look at wider range of candidates, change job postings, or review strategy of using part-time or consultants. Working with CHR to repost positions.

Resubmitting and posting job positions at higher level for internal UCLA candidates only.

Resubmitted job posting for internal candidates only has yielded viable candidates; currently interviewing

Risk Analysis

# Risk Description Date Logged Owner Prob-

ability Im-

pact Mitigation Strategy

001 Delayed start time could mean extension in project length 07/31/09 Freed 50% H Redistributed funds to add more contractor money; changed schedule to reflect an additional 6 months. Project plan and Project Control Document reflects latest schedule and budget.



Budget Status Funding Source

Project Budget

Expended Prior Years

Expended This Year

Total Expended

Estimate To Complete

Estimate At Completion

Variance

Staff CHN 5,213,632 81,402 302,063 383,466 4,830,166 5,213,632 0Consulting CHN 630,000 0 0 0 630,000 630,000 0Training CHN 0 115 2,428 2,543 0 2,543 -2,543Facilities CHN 207,398 56,363 19,199 75,563 131,835 207,398 0Other CHN 207,306 1,532 10,276 11,808 192,955 204,763 2,543

Total User Costs 6,258,336 139,412 333,967 473,379 5,784,957 6,258,336 0Staff 0 0 0 0 0 0 0Consulting 0 0 0 0 0 0 0Training 0 0 0 0 0 0 0Softw are 0 0 0 0 0 0 0Hardw are CHN 20,000 0 0 0 20,000 20,000 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total IT Costs 20,000 0 0 0 20,000 20,000 0Total Cost 6,278,336 139,412 333,967 473,379 5,804,957 6,278,336 0

Funding Source Funding Source

Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 5,720,502 139,412 333,967 473,379 5,247,123 5,720,502 0

Total Funding 5,720,502 139,412 333,967 473,379 5,247,123 5,720,502 0

Project Variance 557,834 0 0 0 557,834 557,834 0

1. Financial System Replacement1.1.1 Financial System Planning



Initiative 3. Student Systems Enhancements Executive Sponsor

Tom Lifka

Project 3.1.1 URSA II Upgrade Project Manager E Celestine / S Jinnah


Project was successfully deployed and signed off by all the Users.

Few functions are not deployed as part of this project scope. They are scheduled to be deployed on Jan 2010. This scope changes was due to pending testing from Registrar Office team.

Green Green Green Green


URSA2: Critical - Development 07/02/07 06/30/08 Green 100% Completed and signed off

URSA2: Non Critical - Development 08/01/08 06/12/09 Green 100% Completed and signed off

URSA2: Functional Load Testing 01/20/09 05/22/09 Green 100% Completed and signed off

URSA2: Hardware / Software Readiness 03/06/09 06/12/09 Green 100% Completed and signed off

URSA2: User Acceptance Testing 06/01/09 08/28/09 Green 100% Completed and signed off

URSA2: End-to-End Performance Testing 06/01/09 08/28/09 Green 100% Completed and signed off

URSA2: Testing Support / Support Page Enhancements 06/01/09 08/28/09 Green 100% Completed and signed off

Mainframe upgrade and validation 06/01/09 08/28/09 Green 100% Completed and signed off

URSA2: Cut Over Planning and Release 09/15/09 10/24/09 Green 100% Completed and signed off

PHASE 2: SIR/SLR , Transcripts, UID COM, Universal COM, ASR 4104

11/01/09 01/29/10 Yellow 75% Work In Progress


No Activities Completion

1 Test Server Configuration and Validation 100%

No Activities Completion

1 SIR/SLR Integration 80%



Activities Completed This Period Activities Planned Next Period 2 Functional Load Testing 100%

3 User Acceptance Testing Support 100%

4 Production Support Page Enhancements 100%

5 URSA2/SR2 July Production Rehearsal 100%

2 Transcript Integration 80%

3 UID COM 90%

4 ASR 4104 50%


Project Budget


Expended This Year

Total Expended



Variance

Staff 0 0 0 0 0 0 0Consulting CHN 170,550 161,840 0 161,840 0 161,840 8,710Training 0 0 0 0 0 0 0Facilities 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total User Costs 170,550 161,840 0 161,840 0 161,840 8,710Staff AIS 1,067,331 766,299 292,418 1,058,716 8,615 1,067,331 0Staff CHN 451,814 0 0 0 468,000 468,000 -16,187Consulting CHN 1,359,220 1,051,104 366,572 1,417,676 0 1,417,676 -58,456Training 0 0 0 0 0 0 0Softw are CHN 112,701 22,862 23,144 46,006 56,200 102,206 10,495Hardw are CHN 117,018 57,019 0 57,019 53,332 110,351 6,667Netw ork 0 0 0 0 0 0 0Other CHN 309,575 0 0 0 260,804 260,804 48,771

Total IT Costs 3,417,658 1,897,284 682,133 2,579,417 846,951 3,426,368 -8,710Total Cost 3,588,208 2,059,124 682,133 2,741,257 846,951 3,588,208 0

Funding Source Funding Project Expended Expended Total Estimate To Estimate At VarianceChancellor CHN 2,520,877 1,292,825 389,716 1,682,541 838,336 2,520,877 0Administrative Information Systems AIS 1,067,331 766,299 292,418 1,058,716 8,615 1,067,331 0

Total Funding 3,588,208 2,059,124 682,133 2,741,257 846,951 3,588,208 0

Project Variance 0 0 0 0 0 0 0

3.1 Student System Enhancements3.1.1 URSA II Upgrade



Initiative 3. Student Systems Enhancements Executive Sponsor Tom Lifka

Project 3.3.1 Integrated Enrollment Project Manager E Celestine / C Jones


Project completed – 10/26/2009


Project Milestones Start Date

Finish Date Status % Complete Comments

Project Kick-off meeting with College and Registrar’s Office

1/15/09 1/15/09

Green

100% Met with stakeholders to determine project timeline, to identify resources and contacts. (Candace Jones, Sultan Jinnah, Viral Shah, Nick Reddingius, Cathy Lindstrom, Christian Spreitzer, John Hirning)

Identify Resources - interviewing candidates

2/1/09 3/1/09 Green 100% Sathish Madhi started on April 6.

Develop IE Project Plan 3/9/09 4/1/09 Green 100% Project plan completed

Deliver Specs to College 4/6/09 5/01/09 Green 100% Specs sent to College

Web Service Development 4/27/09 5/15/09 Green 100% Development Completed

ASP Development 5/15/09 6/01/09 Green 100% ASP work completed

Integration testing 6/01/09 6/17/09 Green 100% Integration testing completed – launched June 24.

URSA2 re-write 7/01/09 10/24/09 Green 100% College has completed testing and signed off. New services will launch with URSA2


URSA2 launch None



Issue Log


Resolved

1 Having difficulty identifying a resource for the project – 4 month contract to enticing to prospective candidates

2/27/09 Candace Closed Continuing to work with UCLA preferred vendors to identify a resource

4/06/09

2 Identified resource, but start date is April 6 - just a few weeks before project go-live. Email has been sent to stakeholders to address issue and adjust timelines

3/18/09 Candace Closed Work to determine new timeline. Met with stakeholders in April and adjusted timelines one month to accommodate delay.

4/16/09

3 John Hirning – lead developer for myUCLA on vacation for 3 weeks

5/4/09 Candace Closed May impact timeline if new resource is not identified on the myUCLA team

6/02/09

4 User Acceptance Testing for URSA2 – pending MyUCLA transition to Shibboleth. We do not have a date when College will make the transition.

7/15/09 Candace Closed Continue to work with Christian on testing date 9/30/09

Risk Analysis


ability Im-


1 Go-live date in May will be impacted if we are not able to identify resource.

2/27/09 Candace/Edith

High Continue to work with vendors to identify candidates.




Project Budget


Expended This Year

Total Expended



Variance

Staff 0 0 0 0 0 0 0Consulting 0 0 0 0 0 0 0Training 0 0 0 0 0 0 0Facilities 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total User Costs 0 0 0 0 0 0 0Staff AIS 6,306 6,306 0 6,306 0 6,306 0Consulting CHN 56,850 28,000 28,850 56,850 0 56,850 0Training 0 0 0 0 0 0 0Softw are 0 0 0 0 0 0 0Hardw are 0 0 0 0 0 0 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total IT Costs 63,156 34,306 28,850 63,156 0 63,156 0Total Cost 63,156 34,306 28,850 63,156 0 63,156 0


Project Funding


Expended This Year

Total Expended



Variance

Chancellor - Supplemental Funding CHN 56,850 28,000 28,850 56,850 0 56,850 0Administrative Information Systems AIS 6,306 6,306 0 6,306 0 6,306 0

Total Funding 63,156 34,306 28,850 63,156 0 63,156 0


3. Student System Enhancements3.3.1 Integrated Enrollment



Initiative 4. Disaster Recovery Planning Executive Sponsor

Sam Morabito / Jim Davis

Project 4.1.1 - Essential Systems and Core Infrastructure Project Manager Jack Ewart


Hardware/software acquisition costs were more than expected.

Project is currently about 6 months behind schedule. We expect it to be completed by the end of April 2010.

Additional power needed to install D/R equipment has been completed in Late February.

Data Domain hardware/software for the tier 2 applications have been purchased.

Configuration of UC Berkeley has been completed.

Lack of resources in the DP&NS & Middleware groups has caused delays in this effort.

Overall, project is late but not over budget.

Green Yellow Yellow Green


Application DR prioritization 1/14/08 5/12/08 Green 100%

Departmental DR Plan documentation 6/30/08 3/6/09 Yellow 100% All drafts are now resident in the tool. Access will be granted to department representatives for the purpose of refining their plans.

Set up D/R SAN environment (UCLA) 10/20/08 5/28/09 Yellow 100% SAN equipment has been installed and DP&NS is currently configuring the equipment. UCB environment (SAN & Data Domain equipment) should be configured by 1st week in June.

Communication Technology Services (CTS) D/R effort

7/1/08 6/1/09 Yellow 100% Most of CTS effort is completed. Final configuration scheduled to be completed by June 1, 2009

Set up D/R SAN at UC Berkeley 4/22/09 8/4/09 Green 100% Equipment installed.

Develop/Test recovery procedures

Corporate Financial Services 4/20/09 4/30/10 Green

100% Data Domain hardware/software installed.

9/28/09 – Initial documentation completed. Updates will occur outside of this project

10/1/09 – Assumption was that Business Continuity



Analyst would take over this responsibility.

11/15/09 – Determined that AIS most logical department to complete project.

12/15/09 – Still waiting for DP&NS to install new release of Virtual & backup software.

1/20/10 – New release of software has been installed. Testing will commence 2/1/10.

2/22/10 – CFS working with DP&NS . Able to establish their servers at Berkeley. CFS now loading their data on San lactated @ Berkeley.

3/15/10 – CFS was able to establish their servers @ UCB and ran a series of successful tests. This task is complete.

External Affairs 4/20/09 4/30/10 Red 95% Data Domain hardware/software installed


10/1/09 – Assumption was that Business Continuity Analyst would take over this responsibility.


12/15/09 – Still waiting for DP&NS to install new release of Virtual & backup software


2/23/10 – Awaiting results of CFS test. Will commence testing utilizing CFS’ approach.

3/15/10 – Acquired test procedures from CFS. Will begin testing later this month.

4/20/10 – External Affairs e-mail has been completed. Current activity on remaining applications has been halted due other commitments.

5/25/10 – External Affairs were able to establish their servers at UC Berkeley and perform initial testing. They will continue to run more comprehensive tests. They are also in the final stages of completing their documentation.

6/30/10 – Waiting for for a commitment from Application team to test the Online Giving application. They hope to have the test completed



in mid-July.

College 4/20/09 4/30/10 Red








3/15/10 – Acquired test procedures from CFS. Will begin testing in mid-April.

4/20/10 – College initiated the effort to establish their servers at UCB. They hope to accomplish this task by the end of this month. This seems a bit optimistic. The delay was due to the installing of new servers at the College.

5/25/10 – No significant progress to date. They hope to get the testing completed by end of June 2010.

6/30/10 – No significant progress. College was able to connect to Data Domain, but is having problems establishing their VM machines. They will not make the end of June timeframe. Their current completion date is July 23rd.

ASUCLA 10/27/08 4/30/10 Yellow 100% POS equipment purchased. Awaiting configuration of equipment and installation @ UC Berkeley.

12/15/09 – Equipment has been installed @ UCB. Initial config testing completed. Application testing still pending.

2/23/10 – Have not been able to make contact with ASUCLA. We have repeatedly called and sent e-mails. No response. They are no longer attending the bi-weekly meetings. We will continue to try to contact them.

3/15/10 – ASUCLA has implemented their equipment at



UCB. They performed initial testing of transmitting dates from UCB to UCLA. They plan to set up a test POS for final testing in April.

4/20/10 – ASUCLA accomplished testing the connectivity to and from UCB as well as tested some basic transactions. They now need to set up a test POS device to test out processing transaction via a POS unit .

5/25/10 – ASUCLA has successfully tested their configuration at UC B utilizing several POS devices They are also finalizing their documentation and should be completed in June. This task will be complete.

Housing 4/20/09 4/30/10 Yellow








3/15/10 – Housing will meet with AIS on 3/23/10 to discuss details of their testing. They are still planning to complete testing by the end of April.

4/20/10 – Equipment is on place. Data mirroring is in effect. Testing will commence this week. Housing still optimistic in getting this task accomplished on time.

5/25-10 – All servers were established and tested at UC Berkeley. Final Documentation is currently being finalized. This task is complete.

Test Shibboleth (Tier 1) at UCB 4/22/09 4/30/10 Yellow

100% 9/1/09 - SNA equipment installed and configured. Awaiting SRM Mirroring software to be tested.

10/1/09 – Awaiting DP&NS and Middleware resources.

12/1/09 – Shibboleth conversion utilizing all of



Middleware resources. Looking at end of January 2010 for resource availability. SRM mirroring software still needs to be tested.

1/20/10 – Meeting at end of January to resume this effort. We hope to have a solid timeline for Shib testing by February 2010.

2/23/10 –Effort underway to begin testing of Shib. Middleware team working with DP&NS. Looking to complete testing by end of April 2010.

3/15/10 – Shib Enterprise Directory Server (EDS) has been installed. Testing will commence in late March

4/20/10 – Testing of Shibboleth was successful at UCB! This included a stress test. We want to actually support UCLA production applications utilizing the UCB instance of Shib. This goes beyond our original testing scope, but we feel it’s it’s a worthwhile test. We plan to do this in early June.

5/25/10 – Final test utilizing UCB instance of Shib was completed. Task is complete.

Test Replication and tier 2 AIS Apps at UCB

8/5/09 4/30/10 Green

100% Data Domain have been tested. SRM software f or mirroring is in place. Configuration complete except for ASUCLA POS equipment. They will NOT be using the Data Domain architecture.

9/28/09 – The task awaiting DP&NS testing. Configuration is in place. We hope to have this tested by the end of October 2099.

12/1/09 – Lack of DP&NS resources causing delays in this effort.



2/23/10 – Awaiting results of CFS test. Will test utilizing CFS’ approach.

3/15/10 – Testing of Document Direct will commence in late March.

4/20/10 – Testing of Document Direct was successful! This task is complete.

Transfer responsibility of coordinating the ongoing testing

9/1/09 10/15/09 Green 100% 9/28/09 - AIS met with Risk Management group. Intent is to have BC Coordinator take over responsibility for



and associated updates to the documentation to Business Continuity Consultant (Risk Mgmt. Group)

the ongoing coordination of documenting and testing of the various department plans.

10/12/09 – Awaiting testing of replication at UCB before transferring responsibility to Risk management.

11/1/09 – It was determined that AIS would continue to manage this effort. This task can be logged as completed.

Issue Log


Resolved

001 Unsure if we would install External Affairs exchange servers at UCB

10/30/08 Jim Davis Closed Determined that we will not perform this. Jim will talk to EA management. Awaiting “position” (Opt out) document from AIS.

4/28/09 – Sam Talked to EA management. They are looking at migrating to EM

4/28/09

002 A couple of CTS servers sent to UC Berkeley were damaged. Equipment fixed and now in place

11/08 Mark Bower Closed Equipment was repaired and now functional 11/08

003 Implementation of D/R equipment at UCLA dependent on the installation of additional power.

12/08 Jack Ewart

Facilities

closed Continue to work with Facilities. Power scheduled to be available by 2/22/09

2/22/09 Power installed

2/22/09

004 Need to determine size and quantity of Data Domain servers for tier 2 backup. Can this purchase be sole sourced?

12/16/08 Karen Melick

Closed Karen will look into sole sourcing this equipment. Data Domain currently being used at Anderson School and Housing for similar activity.

3/30/09 – Data Domain equipment purchased

3/30/09

005 UC Berkeley moving slowly in installing UCLA equipment 1/5/09 Karen Melick

Closed Karen plans to discuss this issue with UCB management.

2/16/09

006 ASUCLA using existing equipment slated for their D/R effort for other application on campus

1/5/09 Kamran

(ASUCLA)

WIP ASUCLA deferred installing equipment at UC Berkeley until the May timeframe.

12/5/09

007 Delays in getting servers installed @ UCB. 1/22/09 Jack Ewart Closed We will contact UCB to find out what is causing the delay.

2/16/09

008 Need to determine actual size of data domain boxes for disaster 2/17/09 Readius Closed DP&NS are currently reviewing backup needs and 3/30/09




Resolved

recovery. (associated with issue # 004) Hinton costing model. They will also determine best approach regarding size of disk units.

3/30/09 – size of boxes have been determined and purchased.

009 Determine what backup software is currently being use in the various departments that have tier 2 applications

2/17/09 Readius Hinton

Closed We requested that the departments provide us with the names of the backup/recovery software that they use.

Backup software will be supplied by AIS. Concept was reviewed and approved by D/R team.

6/10/09

010 Develop procedure that departments will use to allow them to access the servers at UCB for application recovery.

2/17/09 Readius Hinton

Closed Work on this issue has not yet started.

Procedure has been developed and presented to team. All are in agreement with the approach.

6/1/0/09

011 Need to establish key-edit servers at UC Berkeley. Key for Payroll to input updates.

2/19/09 Jack Ewart Closed We will work with DP&NS to ensure that appropriate key-edit servers get established at UCB. Tier 2 applications.

9/15/09 – Payroll support team Determined that this application is not needed for tier 2 processing.

9/15/09

Risk Analysis


ability Im-


001 Any additional delays in acquiring additional power will further affect the schedule and most likely the budget

1/15/09 Jack Ewart

Facilities

L M None at this point. Significant progress has been made in this area. We expect to have the additional power by

2/22/09.

3/1/09 – No longer an issue. Power installed on 2/28/09.

002 Having to go out to bid on Data Domain equipment may delay project

1/15/09 Karen Melick

M M Sole Sourcing this purchase would be the best alternate. DP&NS working on Sole Source document.

3/30/09 – No longer an issue. Equipment purchased on 3/30/09.




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff CHN 544,000 0 0 0 473,916.67 473,917 70,083Consulting CHN 318,711 254,891 46,083 300,974 0.00 300,974 17,737Training 0 0 0 0 0.00 0 0Softw are CHN 458,563 262,562 2,952 265,514 102,122.39 367,636 90,926Hardw are AIS 39,621 39,621 0 39,621 0.00 39,621 0Hardw are CHN 777,199 186,976 0 186,976 589,131.48 776,108 1,091Netw ork 0 0 0 0 0 0 0Other - Travel CHN 3,324 204 3,119 3,323 0 3,323 1

Total IT Costs 2,141,418 744,254 52,155 796,409 1,165,171 1,961,579 179,839Total Cost 2,141,418 744,254 52,155 796,409 1,165,171 1,961,579 179,839


Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 2,101,797 704,633 52,155 756,788 1,345,009 2,101,797 0Administrative Information Systems AIS 39,621 39,621 0 39,621 0 39,621 0

Total Funding 2,141,418 744,254 52,155 796,409 1,345,009 2,141,418 0

Project Variance 0 0 0 0 -179,839 -179,839 179,839

4. Disaster Recovery Planning4.1.1. Essential Systems and Core Infrastructure



Initiative 4. Disaster Recovery Planning Executive Sponsor Sam Morabito / Jim Davis

Project 4.1.2. Campus Disaster Recovery Planning Project Manager Jack Ewart


Re-prioritization of all applications has been completed. Disaster recovery documentation tool has been purchased and implemented. Draft copies of the departmental D/R

plans have been implemented into the tool Draft copy of the D/R policy document has been developed. Technical architecture and Service Level Agreement in

final stages of development.

Green Yellow Green Green


Complete re-prioritization of applications 1/14/08 5/12/08 Green 100% Task completed on schedule.

Purchase D/R documentation tool – CPO/Tracker

6/30/08 10/17/08 Green 100% Tool reviewed by all department representatives before acquisition. Team agreed upon tool selection.

Populate Departmental plans into CPO/Tracker

10/20/08 3/6/09 Green 100% Initial drafts implemented into tool. Revisions will soon commence once access is granted to department representatives. There were some technical issues that made the tool unavailable to the team. These problems have been corrected.

2/09

Training sessions have been established to train the department representatives on the use of this tool.

3/09

Poor participation in training session necessitated the need to schedule additional classes. We expect to have training completed by the end of April 09.

4/09

Training expected to be completed by May 09. Formal plans will not be completed until all recovery design work for the departments are accomplished. The documentation is scheduled to be completed in mid August 09.

8/09 – infrastructure in place. Campus Business Continuity coordinator will tak eon role of ensuring that



proper plans are in place and periodically tested.

Develop policy related to the participation of campus departments in the campus disaster recovery process.

11/18/08 12/31/08 Green 100% Draft policy is in place. Technical architecture finalized 12/17/08.

2/09

Final draft of technical architecture is completed. Awaiting presentation to MOG.

3/09

MOG meeting scheduled for end of April 09.

4/09

MOG meeting schedule for May 09.


Re-prioritization of all applications has been completed.

Disaster recovery documentation tool has been purchased and implemented. Draft copies of the departmental D/R plans have been implemented into the tool

Populate Departmental plans into CPO/Tracker

Develop policy related to the participation of campus departments in the campus disaster recovery process.

Issue Log


Resolved

001 Need to determine technical architecture for tier 2 applications with technical team before we can finalize technical infrastructure

12/08 Karen Melick

closed Technical architecture finalized. 12/17/08

002 Problems occurred with CPO/Tracker tool, inhibiting the department representatives form accessing the tool

12/08 Jeff Barnes

closed DP&NS worked with vendor to correct configuration. 12/23/08




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff 0 0 0 0 0 0 0Consultant - IBM AIS 46,000 46,000 0 46,000 0 46,000 0Training 0 0 0 0 0 0 0Softw are - CPO/Tracker CHN 45,850 31,538 0 31,538 14,312 45,850 0Hardw are CHN 208,015 208,015 0 208,015 0 208,015 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total IT Costs 299,865 285,553 0 285,553 14,312 299,865 0Total Cost 299,865 285,553 0 285,553 14,312 299,865 0


Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 253,865 239,553 0 239,553 14,312 253,865 0Administrative Information Systems AIS 46,000 46,000 0 46,000 0 46,000 0

Total Funding 299,865 285,553 0 285,553 14,312 299,865 0


4. Disaster Recovery Planning4.1.2 Campus Disaster Recovery Planning



Initiative 4. Disaster Recovery Executive Sponsor Sam Morabito / Jim Davis

Project 4.1.3 Data Center Planning Project Manager Jack Ewart


Completed the development of the Consolidated Data Center Findings document.

Real estate department working with MCCS in generating a financial assessment of lease vs. buy for Oppenheimer floor space.



Establish Team 2/08 2/08 Green 100% Complete

Identify Issues/Requirements 2/08 5/08 Green

100% Complete – Team determined that it would be best to bring in professional data center planning consultants.

Acquire funding for consulting firm 5/08 6/08 Green

100% Funding came from planning budget for D/R planning effort

Meet with Consulting firm (Syska/Hennessy) to define detail requirements

7/08 10/08 Green

100% Provided detailed requirements to Syska/ Hennessy

Review finding with Syska/Hennessy. 11/29/08 11/29/08 Green

100% Initial cost of data center build out is @27M. Expansion after 5 years an additional $15M

Real Estate department working with MCCS to determine lease or buy

1/15/09 2/26/09 Green

100% Currently gathering input for financial assessment.

Real Estate/MCCS presents findings to team 3/9/09 3/9/09 Green

100% MCCS and Real Estate department finalizing MCCS requirements.

2/09

MCCS decided not to pursue a new data center. Real Estate department will work with MCCS in re-structuring their lease.

Develop document for Executives 2/3/09 3/15/09 Green

100% Draft will be completed by 2/10. Awaiting financial assessment will need to be added. Final review of the document will be performed by AIS AVC.

2/09



Final draft completed

Present direction document to Executives 3/1/09 3/15/09 Green 100% 3/09 – Results of study has been presented to executives.


Acquired funding

Completed definition of detail requirements

Syska/Hennessey completed study and reviewed findings with team.

Complete financial assessment for MCCS data center

Complete financial assessment

Complete draft of strategic direction document.

Issue Log


Resolved

001 Gathering departmental data is very difficult. Prior IT Repositioning effort did not accomplish this.

12/15/09 OIT Closed The resolution of this issue will be accomplished in a separate project driven OIT.

3/1/09




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff 0 0 0 0 0 0 0Consultant - Syska Hennessey CHN 25,440 25,440 0 25,440 0 25,440 0Training 0 0 0 0 0 0 0Softw are 0 0 0 0 0 0 0Hardw are 0 0 0 0 0 0 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total IT Costs 25,440 25,440 0 25,440 0 25,440 0Total Cost 25,440 25,440 0 25,440 0 25,440 0


Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 25,440 25,440 0 25,440 0 25,440 0

Total Funding 25,440 25,440 0 25,440 0 25,440 0


4. Disaster Recovery Planning4.1.3 Data Center Planning



Initiative 5. IAMUCLA Phase II Executive Sponsor Jim Davis

Project 5.1.1 Infrastructure Upgrades Project Manager Albert Wu


Deployed Shibboleth IDP 2.2 software into QA

Shibboleth DR failover test complete

Replication tests for DSEE 6.3 complete



Acquire new Sun DSEE license 7/1/2008 3/1/2009 Green 100% done

Update Directory to Sun DSEE 6.3 3/1/2009 8/2010 Green 80% Project reset for Q2 2010 due to HR resource constraints

ED Server Replacement 11/1/2009 8/2010 Green 80% All servers configured; running validation tests in June/July; final implementation on 8/15/2010

Replace Shibboleth Servers with Linux VM’s

3/1/2009 9/2009 Green 100% Deployed new Shibboleth servers on Linux / VMWare;

Upgrade Shibboleth IDP to 2.2 8/2010 Green 90% Test servers configured; announced summer upgrade schedule; rollout on 8/8/2010

Database Migration - Move off aging hardware; transition to AIS SQL Cluster

7/1/2008 10/2010 Green 80% Holding till AIS’s new production SQL cluster readies; retiring the lasts of old SQL database servers fall 2010.


Perform DR failover test;

Perform stress and security tests on Shibboleth IDP 2.2 environments

Perform replication tests on new directory servers

Finalize Shibboleth IDP rollout plans

complete production ED and Shibboleth servers configuration

final stress tests: ED and Shibboleth 2.2





ED Server Replacement Set up new ED Hardware 10/31/09 WIP DPNS 1/4/2010

Update Directory to Sun DSEE 6.3 Install Sun DSEE 6.3 10/31/09 Closed DPNS 1/4/2010

Shibboleth Server Replacement Set up Shib 1.3 IDP VM 10/31/09 Closed DPNS 9/24/09

Shibboleth Server Replacement Set up Shib 2.1 IDP VM 10/31/09 Closed DPNS 8/09

Issue Log


Resolved

001 Middleware team is missing key staff (medical leave/AWOL) 10/31/09 AWU Closed Hired replacement, starting June 15; 5/31/2010




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff 0 0 0 0 0 0 0Consulting 0 0 0 0 0 0 0Training 0 0 0 0 0 0 0Softw are CHN 470,000 0 262 262 376,000 376,262 93,738Softw are AIS 131,200 235,126 0 235,126 0 235,126 -103,926Hardw are CHN 150,000 0 0 0 146,829 146,829 3,171Hardw are AIS 109,700 0 0 0 0 0 109,700Netw ork 0 0 0 0 0 0 0Other CHN 270,320 0 0 0 209,280 209,280 61,040

Total IT Costs 1,131,220 235,126 262 235,388 732,109 967,497 163,723Total Cost 1,131,220 235,126 262 235,388 732,109 967,497 163,723


Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 890,320 0 262 262 890,058 890,320 0Administrative Information Systems AIS 240,900 235,126 0 235,126 5,774 240,900 0

Total Funding 0 1,131,220 235,126 262 235,388 895,832 1,131,220 0


5. Identity and Access Management5.1.1 Infrastructure Upgrades




Project 5.1.2 Shibboleth / Single Sign-On Deployment Project Manager Albert Wu


Project completed Green Green Green Green


Voluntary ISIS to Shibboleth Migration 2/1/2008 12/31/2008 Green 100%

Mandatory ISIS to Shibboleth Migration 1/1/2009 12/31/2009 Green 100% Campus migration complete;

Design/Develop replacement authentication engine 2/1/2009 11/6/09 Green 100% Design completed;

Replacement authentication engine private beta testing 7/1/2009 7/31/2009 Green 100% Successful handshake and tests with CTS components

Replacement authentication page public beta testing 8/1/2009 11/24/09 Green 100%

UCLA Logon Rollout 2/2008 1/31/2010 Green 100% New sign-in page rolled out on 1/31/10


Finalized SAR migration

Hand off BruinPost; shut down ISIS hardware;



Mandatory ISIS to Shibboleth Migration Task depends on 300+ applications from all over campus to complete migration.

Their progress are tracked at: https://spaces.ais.ucla.edu/display/mwidocs/

10/31/09 closed Various campus IT units 12/31/2009



MigrationProgressStats

Design/Develop replacement authentication engine

Build CTS logon page 10/31/09 Closed CTS 11/6/09

Closed

Issue Log


Resolved

001 Budget freeze prevents us from hiring the last FTE 11/2008 RESOLVED

Seek CITI funding during March review 4/15/09

002 Not all ISIS app owners have replied to request to schedule migration

12/31/08 RESOLVED

Organizing department by department meetings to jump start migration;

6/30/09

003 Determine credentialing agent for UCLA Logons 9/2008 Resolved Working with HRAG and BOL members to determine credentialing process

7/31/09

004 ISIS to Shibboleth migration progress slow 5/2009 Resolved We have now caught up to our schedule. Over 50% of the ISIS applications have either completed migration; the remaining are on track to complete migration by end of year.

005 Family emergencies with key project member (Warren) + losing lead designer (Carl) + last minute Shibboleth 2.1 IDP bugs are causing us to reshuffle project assignments and to adjust implementation plans

8/2009 Resolved Halting non-critical projects; reassign authentication interface work to Datta; pulling resource from portal team + contract replacement to help finish web design for authentication pages

10/1/09

Risk Analysis


ability Im-


001 Budget freeze/cut prevents us from filling the necessary migration consulting support FTE

11/2008 H H 1. Reduce support resource; cut back committed support hours

2. Shift resources from other parts of IAMUCLA Phase II, slowing progress elsewhere.




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff CHN 245,769 143,020 62,219 205,239 0 205,239 40,530Consulting CHN 43,317 0 0 0 0 0 43,317Consulting AIS 0 30,460 0 30,460 0 30,460 -30,460Training 0 0 0 0 0 0 0Softw are 0 0 0 0 0 0 0Hardw are 0 0 0 0 0 0 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total IT Costs 289,086 173,480 62,219 235,699 0 235,699 53,387Total Cost 289,086 173,480 62,219 235,699 0 235,699 53,387


Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 289,086 143,020 62,219 205,239 83,847 289,086 0Administrative Information Systems AIS 0 30,460 0 30,460 0 0 0

Total Funding 289,086 173,480 62,219 235,699 83,847 289,086 0


5. Identity and Access Management5.1.2 Shibboleth / Single Sign-On Deployment




Project 5.1.3 Access Management Services Project Manager Albert Wu


Renamed the Access Management Tool from Signet to DACSS Web

Updated underlying engine to use OASIS standard Access Control Specification (XACML)

DACSS Web ready for stakeholder/auditor preview

Green Green Yellow

Green


Analyze and Design UCLA groups and roles 9/1/2008 6/30/2009 Yellow 50% Registrar’s office unable to participate in student group design due to SR2 commitments

Set up test Grouper instance; load basic data into ED 8/1/2008 11/15/2008 Green 100% Demo at Fall IAMUCLA conference; identified several Grouper product issues to be worked out in engineering

Test group/role loading process via Grouper 2/1/2009 5/31/2009 Green 100%

Design/Develop Group Management UI R1 1/1/2009 4/30/2009 Green 100%

Group Management UI R1 private alpha testing 6/1/2009 6/30/2009 Green 100%

Group Management UI R1 public beta testing 9/2010 - 0% Resource hired 4/15/10; Group project to resume in Fall 2010

Analyze/Design Signet Subsystem for DACSS 1/1/2009 5/31/2009 Green 100%

Develop DACSS Web user interface and UCLA enhancements (UI design, Database design, ETL design, Integration with Shibboleth SSO, Development tools set up, Server set up)

1/2010 6/30/2010 Green 80% Project put on hold due to staff loss in Winter 2009; Restarted in Jan. 2010;

Limited review for key stakeholders/auditors 7/2010 7/2010 0% Preview development build to key stakeholders; collect feedback to finalize production rollout feature set;

Implement changes from stakeholder review sessions 7/2010 8/31/2010 0%

Perform integration, stress, and security tests 8/1/2010 8/31/2010 0%



Public Beta; user acceptance tests, integration tests with other apps

9/1/2010 10/14/2010 0%

Finalize rollout schedule; begin phased rollouts 10/2010 11/1/2010 0%

Phased rollout to campus DSA’s 11/1/2010 12/1/2010 0%


DACSS Web ready for stakeholder preview

Review feedback from stakeholders; prioritize and implement changes

Issue Log


Resolved

001 Internet is ending funding support for Signet project 11/2008 resolved We are digging deeper into Signet to better understand its internals.

We are forking from the Signet project; will continue to maintain/develop the application as a UCLA project

5/31/2009

002 Signet work depends on continued funding through the 3 year development cycle of the project. We have thus not secured the remaining 18 months funding. Without continued funding we can only take Signet to pilot, not production.

11/2008 resolved

003 Registrar’s Office cannot participate in student-related group/role design work due to SR2 project commitments

5/2009 WIP Met with Sue Hsieh to understand SR2 data model

Will continue basic student groups design based on information from Sue

Defer RO involvement/sign-off till after SR2 launch



Risk Analysis


ability Im-


001 Internet is ending funding support for Signet project 11/2008 H L Stanford, the developer of Signet, is continuing to work with Signet. Product remains supported.

We are also developing in house expertise in the software to continue its development at UCLA.




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff CHN 1,603,869 115,230 159,533 274,763 1,287,645 1,562,408 41,461Consulting AIS 83,160 83,160 0 83,160 0 83,160 0Consulting CHN 0 0 0 0 270,000 270,000 -270,000Training 0 0 0 0 0 0 0Softw are AIS 33,600 0 0 0 0 0 33,600Hardw are AIS 78,000 0 0 0 0 0 78,000Hardw are CHN 40,000 40,000 0 40,000 0 40,000 0Netw ork 0 0 0 0 0 0 0Other CHN 5,291 0 0 0 0 0 5,291

Total IT Costs 1,843,920 238,390 159,533 397,923 1,557,645 1,955,568 -111,648Total Cost 1,843,920 238,390 159,533 397,923 1,557,645 1,955,568 -111,648


Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 1,649,160 155,230 159,533 314,763 1,334,397 1,649,160 0Administrative Information Systems AIS 194,760 83,160 0 83,160 0 194,760 0

Total Funding 1,843,920 238,390 159,533 397,923 1,334,397 1,843,920 0

Project Variance 0 0 0 0 223,248 111,648 -111,648

5. Identity and Access Management5.1.3 Access Management Services



Initiative 6. Financial System Upgrades Executive Sponsor Andrew Wissmiller

Project 6.1.1 Budget System Rewrite Project Manager K Khairzad


Task on track for completion late Sept 2010.

Parallel run of monthly cycle through April and May 2010 – successful

Parallel run during FYE closing cycle planned

Green Green Green Yellow


Analysis of current system. Identification of unnecessary processes and inconsistent data elements

9/1/08 Green 90% Work is slow due to other priorities

Identify needed enhancements 12/1/08 6/1/09 Green 100% No enhancement needed

Define technology 5/1/09 8/20/09 Green 100% Database will be DB2. Program language -- it would be faster to do it in Cobol

Design new database 9/1/09 Green 98% Major changes not expected

Programming 9/30/09 Green 98%

Testing 3/10/10 Green 95%

Parallel Testing & APB Approval – Monthly Process 4/1/10 Green 80% APB satisfied with results

Parallel Testing & APB Approval 6/1/10 Green 40% Run parallel during FYE closing

Interface with Staffing 8/16/10 Green 0% Work with Payroll team after FYE closing

Deployment Green 0% Planned for Sept 2010




Re write Input format programs

Begin design of BSLEDIT

Monthly status meeting with APB, all ok

Complete specification for new Edit program.

Design Error correction process

Issue Log


Resolved

004 Problems with the Application during Fiscal Close 08/09 underline the need to re-write and simplify.

07/30/09 Kathy Closed Proceed with re-write 07/30/09

003 Users are unsure as to what they want to be included in the new system.

02/28/09 Kathy Closed No enhancement needed 04/11/09

002 Analysis slowed down due to other application responsibilities 06/30/09

05/31/09

02/28/09

Kathy Closed Task planned for this period not completed due to preparation for Fiscal Year End processing.

Continues to be a problem.

Re plan approach with team

Re planned time line

8/26/09

001 The Budget ‘master file’ is not used by the Budget system. Who is using it? Can we eliminate it?

01/29/09 Kathy Wip Staffing still used the old sequential master file. Once the data model is updated work with them to see if they can extract from the database.

Will begin to work with Payroll in the fall of 2009.

xx/xx/xx

Risk Analysis


ability Im-pact Mitigation Strategy

001 All analysis is being conducted by existing staff and there is danger that responsibilities toward existing systems may impact the analysis June 30 deadline.

02/28/09 Kathy M M Re defined time line. Allowed for flexability.




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff AIS 55,000 0 55,000 55,000 0 55,000 0Consulting 0 0 0 0 0 0 0Training 0 0 0 0 0 0 0Softw are 0 0 0 0 0 0 0Hardw are 0 0 0 0 0 0 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total IT Costs 55,000 0 55,000 55,000 0 55,000 0Total Cost 55,000 0 55,000 55,000 0 55,000 0


Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 0 0 0 0 0 0 0Adminstrative Information Systems AIS 55,000 0 55,000 55,000 0 55,000 0

Total Funding 55,000 0 55,000 55,000 0 55,000 0


6. Financial System Upgrades6.1.1 Budget System Rewrite



Initiative 6. Financial System Upgrades Executive Sponsor Glyn Davies

Project 6.1.2 Chancellorial Commitment System Project Manager K Khairzad


Project Completed

Billing for FY0809 completed

Change to Shibboleth completed



Base System 2/15/07 08/08/08 Green 100% Complete

Initial reports 05/1/07 08/12/08 Green 100% Complete

Provisional Control Report 12/1/08 2/12/09 Green 100% Complete

Expanded Transaction query 2/15/08 3/13/09 Green 100% Complete

Reconciliation Reports 2/4/08 4/1/09 Green 100% Complete

Report parameter maintenance screens n/a n/a n/a Cancelled. Parameters maintained via batch.

Production Turnover 4/6/09 4/15/09 Green 100% Complete


Production turnover None

Issue Log


Resolved

001 No maintenance funding allocated 05/09 J Freed Open Will need to fix production problems and convert to Shibboleth before year end

Maintenance funding estimate reduced – need to meet with Glyn Davies




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff APB 77,180 77,180 0 77,180 0 77,180 0Staff AIS 74,288 74,288 0 74,288 0 74,288 0Staff - Sever Administration Units APB 8,712 8,712 0 8,712 0 8,712 0Staff - Sever Administration Units AIS 8,712 8,712 0 8,712 0 8,712 0Consulting 0 0 0 0 0 0 0Training 0 0 0 0 0 0 0Softw are APB 0 0 0 0 0 0 0Hardw are 0 0 0 0 0 0 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total IT Costs 168,892 168,892 0 168,892 0 168,892 0Total Cost 168,892 168,892 0 168,892 0 168,892 0


Project Funding


Expended This Year

Total Expended



Variance

Academic Planning & Budget APB 84,279 84,279 0 84,279 0 84,279 0Administrative Information Systems AIS 84,613 84,613 0 84,613 0 84,613 0

Total Funding 168,892 168,892 0 168,892 0 168,892 0


6. Financial System Upgrades6.1.2 Chancellorial Commitment



Initiative 6. Financial System Upgrades Executive Sponsor Sue Abeles

Project 6.2.1 Web EDB Update Project Manager Wen Tang


UCOP coding and testing

UCOP establishing technical architecture requirements

Release available on 11/13/09

Few problems left and ready to rollout soon

Project completed on 6/17/10. Production and Training regions are up.

Plan to hire a part time programmer to support the system.



Analysis, planning and design and coding (UCOP) 9/9/08 4/6/09 Green 100%

Coding, testing and installation (UCOP) 04/01/09 09/09 Green 100%

UCLA (DPNS) establishes server, software setup 06//0109 08/09 Green 100% The application will be installed in the EDB Inquiry server.

UCOP releases the application to campus 11/13/09 11/13/09 Green 100% Release is available on 11/13/09

Local modifications – Shibboleth, UID and PAN 11/16/09 03/28/10 Green 100% Modification is done.

Testing and installation 01/21/10 6/17/10 Green 100% Production region is up on 6/17/10

Training and Rollout 5/31/10 6/17/10 Green 100% Training region is up on 6/17/10



1 Testing and installation Successful implementation of Web EDB Inquiry; Including CICS Web services and production server setup

09/15/09 closed Payroll team, System programming, Production Support and Access Services and DPNS

11/16/09



2 New Hire UID programs modification Successful modification of UID selection programs

10/01/09 Closed Payroll Personnel Team 02/21/10


Complete Modification of UID selection programs

Setup EDB Updates Development region

Setup EDB Updates QA region for users to test

Completed local modifications based on users request.

Completed enhancements per user’s requests.

Plan to hire a part time programmer to support the system.

Issue Log


Resolved

1 IE 6 is not working on EDB New Hire updates 01/15/10 UCOP Open Report to UCOP N/A

2 Student employees won’t be able to log on EDB New Hire 04/15/10 Albert Open Submit an RSR for the Web New Hire application. 5/1/10

3 License field update fail or successfully depending on IE 7 and 8 6/7/10 PPS Open Report the problem to UCOP, and fixed the problem by PPS team.

6/17/10

Risk Analysis


ability Im-


1 Web EDB Inquiry not ready on 11/13/09 11/01/09 Tang L H Work with DPNS closely to have server ready

2 Users may not all have Shibboleth IDs 11/01/09 Tang L H Payroll Services to communicate to user base




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff CHN 451,150 0 0 0 451,150 451,150 0Staff - Server Administration CFS 36,000 0 0 0 36,000 36,000 0Consulting CFS 26,800 0 0 0 26,800 26,800 0Training 0 0 0 0 0 0 0Softw are 0 0 0 0 0 0 0Hardw are CFS 40,000 0 0 0 40,000 40,000 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total IT Costs 553,950 0 0 0 553,950 553,950 0Total Cost 553,950 0 0 0 553,950 553,950 0


Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 378,950 0 0 0 378,950 378,950 0Corporate Financial Services CFS 175,000 0 0 0 175,000 175,000 0

Total Funding 553,950 0 0 0 553,950 553,950 0


6. Financial System Upgrade6.2.1 Web-based EDB Update




Project 6.3.1 Maximo (H&HS) and Voyager (Library) Integration Project Manager S Huang


Support on-going production maintenance tasks. Yellow Yellow Yellow Green


Design functionality 12/01/07 12/31/09 Green 100%

Build and component testing 02/01/08 12/31/09 Green 99%

XML – Maximo Pre-cart 08/01/08 03/31/09 Green 100%

XML – PAC Purchasing Contracts 02/08/09 09/30/09 Green 100%

XML – PAC Purchase Orders and Change Orders 02/08/09 09/30/09 Green 100%

XML – BruinBuy Orders and Change Orders 02/08/09 09/30/09 Green 100%

XML – Maximo Receiving 06/15/09 09/30/09 Green 100%

XML – PAC Receiving Yellow 0% To be determined.

XML – PAC Invoices Yellow 0% To be determined.

XML – PAC Payments Yellow 0% To be determined.

Integration testing- Maximo 11/01/08 02/22/2010 Green 100%

Go Live- Maximo 02/22/2010 Green 100% Went live on Feb. 22nd. 2010

Integration testing- Voyager 03/24/08 06/30/09 Green 100% Completed

Go Live- Voyager 07/01/09 07/13/09 Green 100% Production on July 13th, 2009




Support production maintenance activities.

Issue Log


Resolved

1 Additional requirements will add project time/costs 05/01/09 Andrew Wissmiller

Set up meeting with J. Powaczek to discuss scope creep and costs for next fiscal year




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff AIS 35,404 30,799 23,639 54,438 0 54,438 -19,034Staff GS 0 23,099 0 23,099 0 23,099 -23,099Staff - Voyager LIB 0 3,373 0 3,373 0 3,373 -3,373Consulting GS 206,211 166,181 39,865 206,046 0 206,046 165Consulting AIS 41,148 34,593 13,513 48,105.00 0 48,105 -6,958Training 0 0 0 0 0 0 0Softw are 0 0 0 0 0 0 0Hardw are 0 0 0 0 0 0 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total IT Costs 282,762 258,044 77,017 335,061 0 335,061 -52,299Total Cost 282,762 258,044 77,017 335,061 0 335,061 -52,299


Project Funding


Expended This Year

Total Expended



Variance

Administrative Information Systems AIS 76,551 65,391 60,086 125,477 0 128,850 -52,299General Services GS 206,211 189,280 16,931 206,211 0 206,211 0Library LIB 0 3,373 0 3,373.18 0 0 0Total Funding 282,762 258,044 77,017 335,061 0 335,061 -52,299


6. Financial System Upgrade6.3.1 Maximo (H&HS) and Voyager (Library) Integration




Project 6.3.2 EDI (Invoice) and EFT (Payment) Expansion Project Manager S Huang


Vendor Invoice Portal ‘live’ with: AppleOne, Arrowhead, ASUCLA, CPM, Castle Press, Integrated DNA Technologies, ISC BioExpress, Spherion, Standard Register, Quintana Pest Control, and Adecco.

EDI ‘live’ with: Biorad, CDW, FedEx, Fisher Scientific, Office Depot, OfficeMax, Owens&Minor, Sigma, VWR, Waxie, and KST Data.

EFT/CTX ‘live’ with: AT&T, FedEX, Grainger, Sigma, US Bank, Verizon Wireless, and Grainger.

Testing EDI/CTX with MSC Industrial Supply, Qiagen, Xerox, Gas Company, Applied Bio Systems, and Own&Minor.

Vendor Portal enables electronic invoice upload with: Excel, web data entry, XML, and PDF.

Green Green Green Yellow


EDI/EFT – Supplier adoption 07/01/09 06/30/14 Green 20%

EDI (810 & 110) 02/01/08 06/30/14 Green 20%

Sigma Aldrich 11/01/08 08/31/09 Green 100% Live: 08/05/09

Owens & Minor 01/01/09 08/31/09 Green 100% Live: 08/28/09

Waxie 09/30/09 09/30/09 Green 100% Live: 09/30/09

Bio-Rad 07/01/09 12/16/09 Green 100% Live 12/16/09

CDW 07/01/09 04/12/10 Green 100% Live: 04/12/10

KST Data 07/01/09 05/11/10 Green 100% Live: 05/11/10

Xerox 07/01/09 Green 50% Waiting for vendor test data.

MSC Industrial 07/01/09 Green 50% Waiting for vendor test data.

EFT/CTX 07/01/09 06/30/14 Green 15%

Sigma Aldrich 07/01/08 01/08/09 Green 100% Live: 01/08/09



Verizon Wireless 07/01/09 12/07/09 Green 100% Live: 12/07/09

AT&T 07/01/09 12/16/09 Green 100% Live: 12/16/09

Grainger 07/01/09 04/05/10 Green 100% Live: 04/05/10

Gas Company 07/01/09 Green Waiting for vendor test data.

MSC Industrial Supply 07/01/09 Green Waiting for vendor test data.

Qiagen 07/01/09 Green Waiting for vendor test data.

Owens & Minor 07/01/09 Green Waiting for vendor test data.

Supplier Website – Vendor invoice Portal (VIP) 07/01/08 06/30/14 Green 30%

Phase 1 – data entry screen and Excel Upload 07/21/08 04/30/09 Green 100% 03/26/09: Went live with The Castle Press, AppleOne, and ASUCLA.

Phase 2 – XML upload, discount, credit, freight 07/21/08 11/30/09 Green 100%

Supplier adoption 03/01/09

Green

Live: AppleOne, Arrowhead, ASUCLA, CPM, Castle Press, Integrated DNA Technologies, ISC BioExpress, Spherion, Standard Register, Quintana Pest Control, and Adecco.

Testing: Unisources, American textile Maintenance Co.

Allow suppliers to upload PDF invoices. 04/01/10 05/10/10 Green 100%

3rd-party invoice upload 01/04/10 10/31/10 Yellow 5% Design has not been finalized.

Supplier information update/Self-Service 09/01/09 06/30/12 2%

W9 and California Seller’s Permit 02/08/10 02/28/11 Yellow 10% The design was changed to include additional data and validation for vendor information.

Business Information – Insurance, BIF, etc. 04/08/10 02/28/11 Yellow 0% Waiting for specifications.

Small Business management 11/01/10 06/30/12 0%

Settlement tracking – checks, EFT, CTX, Payment Plus 10/01/10 05/01/11 0%

Account maintenance – contact, address, etc. 10/01/10 05/01/11 0%



Dispute resolution/queries 03/14/11 07/31/12 0%

Alternatives for vendor payment/settlement 01/01/10 06/30/14 5%

Payment Plus 01/01/10 Green 80% Completed programming for ACH and Payment Instructions.

The payment reconciliation process has not been finalized.

Ghost Card 01/01/10 Green 5% Design has not been finalized.

Gift Card TBD 0% RFP returned for 2010 – under review with Purchasing


KST Data went live on EDI 810. Adecco and Quintana Pest Control went live with Vendor Invoice Portal. ‘PDF Invoices upload’ went live for Vendor Invoice Portal.

Continue testing EDI/EFT/CTX with suppliers.

Continue programming for Vendor Portal enhancements and maintenance.

The design phase of the Supplier Self-Service website is in progress.

Issue Log


Resolved

1 Staffing problems

Hired 2 contractor-to-hire: average salaries are higher than UCLA/AIS pay.

1 programmer is out on disability.

2 open positions.

10/31/09 Suzanne Huang

Open Continue the hiring process.

Work on essential system maintenance and enhancement projects only.

Risk Analysis


ability Im-


1 Projects will be delayed because of the staffing problems – It takes at least 6 months to hire and train a programmer before the person could work independently on a PAC/BruinBuy assignment.


H H Increase workload for the current staff.





Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff CHN 735,000 13,190 24,248 37,438 697,562 735,000 0Staff - Server Administration CHN 30,000 0 0 0 30,000 30,000 0Consulting CHN 720,000 172,834 10,125 182,959 537,041 720,000 0Training CHN 30,000 0 0 0 30,000 30,000 0Softw are CHN 30,000 11,825 0 11,825 18,175 30,000 0Hardw are CHN 30,000 0 0 0 30,000 30,000 0Netw ork 0 0 0 0 0 0 0Other - Wilshire Center CHN 60,000 15,000 0 15,000 45,000 60,000 0

Total IT Costs 1,635,000 212,849 34,373 247,222 1,387,778 1,635,000 0Total Cost 1,635,000 212,849 34,373 247,222 1,387,778 1,635,000 0


Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 1,635,000 212,849 34,373 247,222 1,387,778 1,635,000 0

Total Funding 1,635,000 212,849 34,373 247,222 1,387,778 1,635,000 0


6. Financial System Upgrade6.3.2 EDI (Invoice) and EFT (Payment) Expansion




Project 6.3.3 BruinBuy Purchasing/Accounts Payable Enhancements Project Manager S Huang


Quick Quote is in production.

Recycle icon enhancement is in production.

AP Portal is in production to process electronic invoice upload (Excel, web screen, xml, and PDF) from supplier.

Green Yellow Green Yellow


Purchasing Website 07/01/09 06/30/14 Yellow 15% The start and end dates for several projects have been delayed.

BruinBuy Buyer functionality 01/01/08 03/31/10 Green 99% Waiting for buyer sign-off.

Attachments for requisitions and PO’s 05/01/09 07/01/09 Green 100% Went live: July 1st , 2009

Quick Quote 06/15/09 06/30/10 Green 98% Migrated to the Lab on 4/27 for final testing.

Add SKU level icons; e.g., recycle, etc. 01/01/10 06/30/10 Green 90% Specifications for enhancements to be determined.

PO PDF for email and printing 02/01/10 08/31/10 Green 50% Programming started.

Purchase Order Change Request tracking 03/01/10 10/29/10 Green 20% Programming started in May.

Purchasing workflow – requisition-to-PO 12/14/09 06/30/11 Green 1%

Small Business portal TBD 0%

Strategic Souring enhancements TBD 0%

Accounts Payable Website 01/07/08 06/30/14 Green 10%

Phase 1 – Excel/web invoice processing 01/07/08 03/26/09 Green 100% Went live: March 26th, 2009

Phase 2 – Discount, credits, XML 04/10/09 10/31/09 Green 100% Went live: Nov. 24th, 2009

Allow PDF invoice as an attachment 04/01/10 05/31/10 Green 100% Went live: May 5th, 2010



Generate PDF document for invoice data 05/01/10 09/30/10 Green 10% Design phase started.

Display data for EDI invoices. 03/01/10 TBD Green 1% Design is not finalized.

Phase 4 – Web-enable PAC data entry screens for AP 04/03/11 06/30/13 0%

Purchasing and Accounts Payable shared website 03/01/10 06/30/14 Green 0%

Vendor maintenance 04/01/10 Yellow 2% Design phase started.

Vendor compliance/debarment validation 05/01/10 12/31/10 Yellow 0% Resource issue

Work/Message Queue 01/03/11 12/31/11 0%


PDF invoice as attachment for VIP/AP went live.

Recycle icon went live.

Continue the design discussion for Purchasing Website.

Work on the Quick Quote enhancements.

Issue Log


Resolved

1 Staffing problems



2 open positions.




Risk Analysis


ability Im-


1 Projects will be delayed because of the staffing problems – It takes at least 6 months to hire and train a programmer before the person could work independently on a PAC/BruinBuy






assignment.


Project Budget


Expended This Year

Total Expended



Variance

Staff CFS 55,000 0 0 0 55,000 55,000 0Consulting 0 0 0 0 0 0 0Training 0 0 0 0 0 0 0Facilities 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total User Costs 55,000 0 0 0 55,000 55,000 0Staff CHN 860,000 0 28,202 28,202 831,798 860,000 0Staff - Server Administration CHN 18,000 0 0 0 18,000 18,000 0Consulting CHN 1,090,000 10,400 117,544 127,944 962,057 1,090,000 0Training 0 0 0 0 0 0 0Softw are CHN 90,000 0 84,640 84,640 5,360 90,000 0Hardw are CHN 35,000 0 0 0 35,000 35,000 0Netw ork 0 0 0 0 0 0 0Other - Wilshire Center CHN 60,000 15,000 0 15,000 45,000 60,000 0

Total IT Costs 2,153,000 25,400 230,385 255,785 1,897,215 2,153,000 0Total Cost 2,208,000 25,400 230,385 255,785 1,952,215 2,208,000 0


Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 2,028,000 25,400 230,385 255,785 1,772,215 2,028,000 0Corporate Financial Services CFS 180,000 0 0 0 180,000 180,000 0

Total Funding 2,208,000 25,400 230,385 255,785 1,952,215 2,208,000 0


6. Financial System Upgrade6.3.3 BruinBuy Purchasing / Accounts Payable Enhancements




Project 6.3.4 BruinBuy Equipment Management Enhancements Project Manager S Huang


N/A Green Yellow Green Yellow


Design functionality Green 10%

Build and Test

Phase 1 – Classify non-inventorial items properly 01/01/09 Green 100% Go Live—03/18/2009

Phase 2 – Collect and validate data for EQM 06/01/09 0% On hold


Monitor the production data.




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff 0 0 0 0 0 0 0Consulting CFS 50,000 5,027 0 5,027 44,973 50,000 0Training 0 0 0 0 0 0 0Softw are 0 0 0 0 0 0 0Hardw are 0 0 0 0 0 0 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total IT Costs 50,000 5,027 0 5,027 44,973 50,000 0Total Cost 50,000 5,027 0 5,027 44,973 50,000 0


Project Funding


Expended This Year

Total Expended



Variance

Corporate Financial Services CFS 50,000 5,027 0 5,027 44,973 50,000 0

Total Funding 50,000 5,027 0 5,027 44,973 50,000 0


6. Financial System Upgrade6.3.4 BruinBuy Equipment Management Enhancements




Project 6.3.5 Pcard Automation and Enhancements Project Manager S Huang


Started programming on Pcard.

Migrated components for Declining Balance setup to production. Green Yellow Green Yellow


Pcard

Download bank data to Pcard shopping carts 05/01/10 10/31/10 Green 15%

Sales tax and attachment processing 05/03/10 10/31/10 Green 15%

Queue processing 05/03/10 10/31/10 Green 10%

Queries and reports 05/03/10 10/31/10 Green 0%

Declining Balance card 10/19/09 12/31/10 Green 45%

Analysis and design 10/19/09 12/31/10 Green 40%

Programming and testing 10/19/09 06/30/10 Green 40%

Go live – Phase 1 with 1 pilot 02/01/10 02/01/10 Green 100% Card setup & manual payment settlement

Phase 2 – automation (to be determined) 07/01/10 12/31/10 0% Waiting for specifications


Continue programming for Pcard.



Issue Log


Resolved

1 Staffing problems



2 open positions.




Risk Analysis

# Risk Description Date Logged

Owner Prob-ability

Im-pact

Mitigation Strategy

1 Projects will be delayed because of the staffing problems – It takes at least 6 months to hire and train a programmer before the person could work independently on a PAC/BruinBuy assignment.







Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff 0 0 0 0 0 0 0Consulting CHN 247,000 0 28,935 28,935 218,065 247,000 0Training 0 0 0 0 0 0 0Softw are 0 0 0 0 0 0 0Hardw are 0 0 0 0 0 0 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total IT Costs 247,000 0 28,935 28,935 218,065 247,000 0Total Cost 247,000 0 28,935 28,935 218,065 247,000 0


Project Funding


Expended This Year

Total Expended



Variance

Corporate Financial Services CFS 147,000 0 28,935 28,935 118,065 147,000 0Chancellor CHN 100,000 0 0 0 100,000 100,000 0

Total Funding 247,000 0 28,935 28,935 218,065 247,000 0


6. Financial System Upgrade6.3.5 Pcard Automation and Enhancements




Project 6.4.1 Java Rewrite Financial Journal, EFT, NonPear, Transfer of Funds Project Manager K Khairzad


Sequence object in production

NonPear Specification 1, business rules, complete & signed.

NonPear Specification 2, Sponsored Funds Approval process, near completion

NonPearCentral Office (EFM) & PAN added to NonPear

Loss of key personnel will cause delays. Paper work on contract Java developer in process

CASH application removed from conversion list. Application will be replaced by Consolidated Billing

Green

Red

Green

Red

Project Milestones Start Date Finish Date Status % Complete Comments Design Enhancements Defined and Agreed to. 1/23/07 Green 98% New screen standards 100% complete

New functionality that can be included 95% determined.

Java Hardware Setup 01/08/09 3/19/08

Development Server 01/08/09 2/12/09 Green 100% Development Server working. Performance is excellent.

QA Server 03/05/09 10/6/09 Green 100% Shibboleth setup on the QA server setup made the server unavailable until early October.

---

Switched connection for JDBC to JNDI. This effectively bypassed the problem. Server made available to FS team 6/18/09. The problem with the installation of Websphere was not resolved. Which means the setup on the QA server is not the same as the setup on the QA server.

Training & Production 05/28/09 Green 100% Training Server available. Server and Shibboleth tested ok.

Production Server / Shibboleth , still waiting

---

No change since last month.

Training and Prod Servers nearly ready. FS team needs read access to verify servers.



KeyEntry Base Framework (6wks) 11/24/08 1/23/08 Green 95% Work essentially completed. Left 5% as incomplete to allow for adjustment

Phase 1

Financial Journal development (3m) 01/7/09 4/24/09 Green

100% App Scan run 6/22 & 6/23 – Excellent results.

Since the QA server is now working users agreed to test as much as the can during fiscal year end closing.

Re-doing timeline to overlap QA of EFT and release Financial Journal and EFT to production at the same time.

EFT development (8wks) 4/20/09 09/04/09 Green 100% Development 100% complete

Functional Requirements 100% complete.

Menu for all applications, development 09/16/09

7/24/09

09/04/09

Green 100% Shibboleth mods in process

Programmer assigned out on sick leave. Assigned to another.

CC module for all application, development 7/10/09 08/11/09 Green 100%

Requirement for Shibboleth for Java applications while other apps still use ISIS requires two menus that talk to each other.

9/14/09 12/12/09 Green 100%

Move Phase 1 to QA 8/26/09 10/08/09 Green 100% Moved all to QA. First test results, minor fixes. Mods complete in in QA.

As of 9/30/09 QA server not available.

Phase 1 includes Financial Journal, EFT, CC module and new Menu.

User QA and Approval for Production 10/20/09 Red Waiting for User QA

Move Phase 1 to production TBD

NonPear (4m) 5/20/09 Yellow 20%

NonPear Specification – Spec 1 (Main Process) 5/20/09 Green

100% Unable to meet with EFM to get their input. Seperated the spec into two specs – one for the main process , the other



for the EFM approval process. Spec 1 90% complete

Development has been slow due to users’ availablity during FYE closing

Business Rules walkthrough with users (8/7/09). Additions identified.

New screen flow persented to users. (8/26/09) They liked the idea.

NonPear Specification – Spec 2 (EFM Approval) 10/28/09 Yellow 90% Met with EFM folks,.Workflow document complete.

Spec 2 begun.

NonPear Programming 7/01/2010 10% NonPear Main Menu has been created

NonPear Internal Testing

NonPear move to QA

FS0Edit (1m) Yellow 75% Modifications needed for NonPear

Error message documentation 90% complete.

Enhancing FS cross application edit module (FS0Edit) for standard rules. Design in process. Users must QA already existing changes before new code changes can be made.

NonPear move to Production

TOF (4m) 0% Not started

0% Not started





Phase 1 Production Turnover FS Java Production Server available 8/27/09 WIP DPNS 11/16/09

Phase 1 Production Turnover Shib logon avaiable to UCM & UCOP users 8/27/09 WIP Security 10/16/09


NonPear Spec 2, 90% complete

Ready NonPear Spec 2 user signoff

Issue Log


Resolved

001 Need someone to create CSS code for screens 02/27/09 Kathy Closed Carl Ubelhart helped out. Thank you Carl 03/31/09

002 Problems with Websphere 7 on the dev server with current technology stack

03/31/09 Kathy Closed Problem found 04/15/09

003 DPNS problems in setting up QA server 03/26/09

5/29/09

6/30/29

Kathy Closed Setup Training Server from scratch. Test performance. If ok, wipe QA server and start over.

Continue to meet with Karen and Dave and assist with the setup in any way possible.

Use of JNDI instead of JDBC by passed the problem. Issue resolved. But FS would like to have the answer to the original problem.

6/18/09

004 Shibboleth for UCOP and UCM users - FS applications have users from both UCM and UCOP. They will need to have a ‘ucla’ logon before we go to production

8/27/09 Kathy Closed E-mailed Albert

Talked to Albert. He is working on it.

005 Menu Navigation – Phase 1 Apps use Shib, Current Apps still use ISIS

8/27/09 Kathy Closed Use two menus each with a link to the other. Work with DPNS on software setup

006 Production Server still not set up 8/27/09 Kathy Closed Meet with DPNS



007 Key Personnel leaving 10/22/09 Kathy IP Begin interviewing Contractors immediately

Risk Analysis


ability Im-


001 Staff health. One key java developer is out on disability and another is injured.

01/29/09 Kathy Hurd

H H 05/29/09 – Arranged for key developer on disability to work 8 hours/week to consult on specification development. Dr’s note says that he may not use a computer in any way, meetings only.

05/29/09 - Extended contractors to end of January 2010.

03/26/09- Proposed new project development timeline that accommodates the reduction in staff. Sent to Judith Freed for review and comment.

002 Billing from CoreStaff has been delayed – expenditures have not been posted to ledger

06/30/09 Judith Freed

Will contact CoreStaff re billing, so that project expenditures can be updated

003 Staff leaving for better opportunities 10/22/09 Kathy Hurd

H HH Employ contractors to fill the gap until perm staff can be found.




Project Budget


Expended This Year

Total Expended



Variance

Staff CFS 139,000 0 0 0 139,000 139,000 0Consulting 0 0 0 0 0 0 0Training 0 0 0 0 0 0 0Facilities 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0

Total User Costs 139,000 0 0 0 139,000 139,000 0Staff CHN 605,000 0 0 0 430,000 430,000 175,000Consulting CHN 456,200 247,321 173,100 420,421 210,779 631,200 -175,000Consulting AIS 0 0 0 0 0 0 0Training AIS 0 0 0 0 0 0 0Softw are 0 0 0 0 0 0 0Hardw are CHN 20,000 0 0 0 20,000 20,000 0Netw ork 0 0 0 0 0 0 0Other CHN 26,600 0 0 0 26,600 26,600 0

Total IT Costs 1,107,800 247,321 173,100 420,421 687,379 1,107,800 0Total Cost 1,246,800 247,321 173,100 420,421 826,379 1,246,800 0


Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 1,074,800 247,321 173,100 420,421 654,379 1,074,800 0Corporate Financial Services CFS 172,000 0 0 0 172,000 172,000 0AIS AIS 0 0 0 0 0 0 0Total Funding 1,246,800 247,321 173,100 420,421 826,379 1,246,800 0


6 Financial System Upgrades6.4.1 JAVA Rewrite Financial Journal, EFT, NonPear, Transfer of Funds




Project 6.4.2 PAC / BruinBuy Web Reporting (CDW) Project Manager Donna Capraro


This Project was moved to the CDW Team. The reports will be written in the Cognos application and the data source for the reports will be the CDW.

The current PAC QDB data needs to be redesigned in the CDW and Cognos prior to the re-writing of the Web reports.

The Project is slated to begin January 2011 and is projected for 4-6 months.



Analysis and Design (Data) 1/10/11 Not started

Development ( ETL)

Development (Cognos)

Unit Testing and Test Data Load

Data Testing

Cognos Report Testing

User Signoff

Production Turnover

User Migration


None None




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff 0 0 0 0 0 0 0Consulting CHN 120,000 0 0 0 120,000 120,000 0Training 0 0 0 0 0 0 0Softw are 0 0 0 0 0 0 0Hardw are 0 0 0 0 0 0 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0


Funding Source Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 120,000 0 0 0 120,000 120,000 0

Total Funding 120,000 0 0 0 120,000 120,000 0


6. Financial System Upgrades6.4.2 PAC / BruinBuy Web Reporting (CDW)




Project 6.4.3 DDF/BAR Reporting (CDW) Project Manager Donna Capraro


This Project was moved to the CDW Team. The reports will be written in the Cognos application and the data source for the reports will be the CDW.

The BAR reports were completed and have been in the Production CDW and Cognos since October 2009 The DDF/Cashiering CDW project began in March 2010 with basic analysis The DDF reports will be rewritten in the Cognos application. The data source will be the CDW once the

Consolidated Billing project eMarket solution goes live. The data must be modeled from the eMarket application to CDW before the DDF reports can be written in Cognos. The project requirements and specifications are still changing so the data design cannot be finalized. This impacts

the remaining milestones. We can make up the time and still meet the deadline.

Green Yellow Green Green


Analysis and Design (data) 03/17/10 05/26/10 Yellow 95% Based on new set of requirements, specifications are being modified.

Development ( ETL) 05/24/10 06/18/10 Yellow 80% Programs are under development. The first file has been received and some discrepancies were uncovered. Currently waiting for the CashNet to fix and resent the file. At the same time, new set of data requirements are being explored and evaluated by users which ultimately will impact the model and ETL programs.

Development (Cognos model) 06/03/10 06/09/10 Yellow 60% The Erwin model has not been %100 stabilized. A new set of requirement are currently being examined which will impact the model the Cognos design.

Development Cognos Reports 08/02/10 08/27/10 Not started

Unit Testing and Test Data Load 06/07/10 06/18/10 Yellow 0 The programs are not completed. Data Samples have not been approved and not loaded, yet. This is dependent on the ETL milestone.

Data Testing 06/28/10 07/23/10 Yellow 0 This milestone is dependent on the Unit Testing and Data Load.

Cognos Report Testing 08/23/10 08/27/10

User Signoff 08/23/10 08/27/10



Production Turnover 07/26/10 07/26/10

Production Turnover Cognos Reports 08/30/10 08/30/10

User Migration 07/30/10 08/31/10


The Analysis and Design is 95% completed.

The FTP processing has been defined and established; by not tested.

Based on the current design the ETL programs are completed.

Based on the current design the Cognos Model for ad-hoc query is designed.

Finalizing the model. New set of requirement is impacting the Design. Examine different requirements.

Loading CashNet data file and testing the ETL programs

Unit testing.

Testing the data and examining the content of each field in the data file.

Finalizing the Cognos Model for the ad-hoc query.

Issue Log


Resolved

001 The sample data from CashNet needs to be available to review suggested CDW model and write ETL specifications.

05/25/10 CDW Open Waiting for CashNet to send us a sample of data xx/xx/xx

002 Based on the analysis of the extractable fields, few issues need to be addressed with CashNet and few more with Business partners.

05/25/10 CDW WIP Meeting scheduled on 05/26/10 to discuss the issues with Business Partners and CashNet Team.

003 The sample data from CashNet received. Upon examination, some discrepancies were discovered. The file needs to be corrected by CashNet and resent for load testing.

06/24/10 CDW WIP Waiting for CashNet to correct the discrepancies and send us a new sample data file.

004 New requirements are being evaluated and revision to CDW model is being assessed.

06/24/10 CDW WIP Some reference tables need to be provided by Student Accounting to determine whether the CDW model should be revised or not. Additional reporting requirements may result in having different Hierarchy



organization in model.



001 Analysis and Design Completion Some new requirements are being examined which could impact the model design.

Waiting for the data file to be fixed and resent for testing.

06/21/10 WIP CB / CashNet / Student Accountings 05/26/10

002 Data and Report Testing Need Users’ support in testing and verifying data as well as Cognos reports

06/21/10 OPEN Student Accounting Team 08/27/10




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff 0 0 0 0 0 0 0Consulting CHN 8,225 0 0 0 8,225 8,225 0Training 0 0 0 0 0 0 0Softw are 0 0 0 0 0 0 0Hardw are 0 0 0 0 0 0 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0


Funding Source Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 8,225 8,225 8,225 0

Total Funding 8,225 0 0 0 8,225 8,225 0


6. Financial System Upgrades6.4.3 DDF / BAR Reporting (CDW)




Project 6.5.1 Ledger Enhancements / Recharge System Process Project Manager K Khairzad


Preliminary analysis in process Green Yellow Green Red

Project Milestones Start Date Finish Date Status %

Complete Comments

Enhancement specification 10/21/09 Green 40% Received initial planning document from Gen. Acct’g

Created Workflow diagram

Project Development Timeline TBD TBD 0% Not started

Database modifications TBD TBD 0% Not started

Project development TBD TBD 0% Not started


Began Discussion of Requirements Review workflow diagram

Get more details from Gen Acct’g




Project Budget


Expended This Year

Total Expended



Variance


Total User Costs 0 0 0 0 0 0 0Staff CHN 120,000 0 0 0 120,000 120,000 0Consulting 0 0 0 0 0 0 0Training 0 0 0 0 0 0 0Softw are 0 0 0 0 0 0 0Hardw are 0 0 0 0 0 0 0Netw ork 0 0 0 0 0 0 0Other 0 0 0 0 0 0 0



Project Funding


Expended This Year

Total Expended



Variance

Chancellor CHN 120,000 0 0 0 120,000 120,000 0

Total Funding 120,000 0 0 0 120,000 120,000 0


6. Financial System Upgrades 6.5.1 Ledger Enhancements / Recharge System Process

project status fy09-10 year end - UCLAciti.oit.ucla.edu/documents/2010/FY09-10Year-EndUTIPP2Project... · UTIPP2 Initiatives FY09-10 Year End Project Status % Complete Date Complete

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