Transcript Slide 1

Virginia
e-WIC
Kick-off
Meeting
June 14,
2011
Page 1
Agenda – Day 1 – AM
Time
10:00 – 10:15
Topic
Welcome
Facilitator
Facilitator:
 Opening Comments
10:15 – 10:30
Introductions
10:30 – 11:45
Solution Overview
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EPPIC e-WIC Solution Overview
Network Solution Overview
Account Setup Overview
Retailer Settlement Overview
11:45 – 12:00
Break/Pickup Box Lunches
Working Lunch 12:00 – 1:15
12:00 – 12:45
Project Overview
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Page 2
Facilitator:
Summary of Project Objectives
Summary of Scope
Project Success Criteria and Benefits
Role Definition
Communication Structure
Retailer Enablement
Facilitator:
Agenda – Day 1 – PM
Time
Working Lunch 12:00 – 1:15
12:45 – 1:15
Project Timeline
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1:15 – 3:00
3:45 – 4:15
4:15 – 4:45
Page 3
Facilitator:
Facilitator:
Overview
Wrap up
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Facilitators:
Requirements Process
Requirements Validation Sessions
Requirements Management Methodology
Artifacts
ACS Test Methodology
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Facilitator:
Critical Assumptions, Risks, & Dependencies
Deliverable Submission
Review Cycles
Acceptance Criteria
Milestones and Deliverables
Change Management Process Overview
Break
Requirements Validation and Methodology
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Facilitator
Wall Walk
Project Management
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3:00 – 3:15
3:15 – 3:45
Topic
Upcoming Events
Decision Points
Takeaways
Facilitator:
Opening Comments
ACS Senior Vice President and Managing Director
ACS, a Xerox Company
State Enterprise Solutions (SES)
Page 4
Introductions
ACS Corporate Oversight
Senior VP and
Executive Director
Electronic Payment
Services Delivery
Center
Vice President
Government Solutions
Payment Services
Group Delivery
Center
Director
Card Services
Program/Project
Manager
Implementation Product Manager
Manager
WIC SME
Technical
Coordinator
TBD
Deputy Program
Retail Manager
Manager
Technical
System Lead
Electronic Payment Group Delivery Center – Technical
and Operations Team
Page 5
System Test Mgr
Solution Overview
ACS Technical Coordinator
Page 6
Project Overview
ACS Program/Project Manager
Page 7
Summary of Project Objectives
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In parallel with the implementation of the new Crossroads MIS system,
replace the current paper-based method of issuance and redemption
with a leading edge online e-WIC system that allows participants more
flexibility with their shopping experience while reducing the stigma
typically associated with paper checks.
– Coordinated development of e-WIC system and the Crossroads MIS
system
– Develop the proper interfaces and provide technical services to
support Virginia e-WIC
– Integrated testing and implementation with the Crossroads MIS
system
– Retailer enablement, integration and certification
– Compliance with the Technical Implementation Guide, Operating
Rules and Universal Interface Specification
Page 8
Summary of Project Scope
Virginia e-WIC
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In scope
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Page 9
System Requirements, Business Requirement Document, Interface Control
Document and Functional Specification Document
Development of real-time interfaces with the Crossroads MIS system
User Acceptance Testing (UAT) training and support
Train the Trainer training and support
• Coordinated training with Crossroads team
• Commonwealth staff training for reports and administrative terminal
• Automated Response Unit (ARU) training and participant training materials
Retailer enablement
• Stand beside POS installation and training
• Retailer integration support
• Third Party Processor (TPP) retailer support for Kentucky shared retailers
Pilot implementation and full e-WIC project rollout support
Ongoing operation of the e-WIC system
Project Success Criteria and Benefits
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Success Criteria:
– Successful requirements and design documents approval
– Successful completion of UAT approved by Virginia Department of
Health (VDH) and USDA Food and Nutrition Services (FNS)
– Successful pilot
– Successful full e-WIC project rollout
Expected benefits:
– Seamless integration with Crossroads MIS system
– Flexibility in benefit redemption for participants
– Reduced stigma for participants
– Improved transaction processing for retailers
– Stronger reporting capabilities
– Improved agency and clinic efficiency allowing a greater focus on
nutrition education
Page 10
Project Roles
Role
ACS
Program/Project
Manager
Assigned To
Assignment Specifics
• Single point of contact for VDH
• Customer-facing delivery management role that ensures the contract
obligations are tracked and customer relationships are maintained.
• Primary contact and manager of deliverables submitted to VDH as well
as coordinator of all meetings with VDH.
ACS Technical
Coordinator
• Works closely with VDH Project Managers.
• Participates in kickoff meeting as Technical Coordinator representing
ACS as technical Subject Matter Expert and primary technical resource.
• Technical lead and facilitator of the Requirements Validation sessions
(RV).
ACS
Implementation
Manager
• Ongoing primary technical resource and subject matter expert for
project.
• Develops, Maintains and Tracks the overall technical project plan from
project initiation through project implementation completion.
• Major activities include resource management, schedule management,
cost management, critical path management, quality management, risk
management, issue management and action management.
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Project Roles (cont.)
Role
ACS Business
Analyst
Assigned To
Assignment Specifics
• Owner/lead of the Requirements Phase and Processes.
• Ensures RFP Requirements are captured, validated and refined
into Business Requirements and Functional
Specifications/Technical Requirements.
ACS Product
Manager
• Works closely with the Implementation Team Manager to ensure
requirements issues are addressed and resolved timely, and that
review/approval timelines are agreed upon to ensure timely
completion of the requirements phase and start of development.
• Ensures definition of the strategic content of the product.
• WIC Subject Matter Expert, will support project kickoff and
Requirements Validation Sessions with the Commonwealth.
• Will engage in requirements reviews as needed.
ACS Retail
Manager
• Ongoing resource for project.
• Leads retailer enablement efforts.
• Will manage scheduling and installation efforts of e-WIC point of
sale devices.
• Coordinates retailer meetings.
Page 12
Communication Structure
ACS
Technical Coordinator
Requirements Validation
Facilitator
Technical resource
Solution expert
ACS Implementation Mgr
Status
Risks, Issues, Actions
ACS Business Analyst
Requirements Validation,
Requirement Deliverables,
and clarifications /
questions
Page 13
ACS
Program/Project Manager
Primary communicator
with VDH:
•Deliverable delivery
•VDH review
communications
•Project status
•Risk, Issue, Action tracking
•All VDH/ACS meeting
content, agendas, minutes
Virginia Department of Health
VDH Project Manager
Sylvia Mitchem
VDH EBT Coordinator
Natasha Miller
Retailer Enablement
ACS works with retailers to provide a solution that best meets their needs
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Coordinated efforts by ACS with retail service providers and third party processors
provide many retailers with the option of integrating with their existing system
Direct connect POS devices and an integrated direct connect option provides savings to
retailers that choose those options
Retail Manager, Ed Yorkavich coordinates enablement efforts and provides strong
support for retailers
The Retailer Portal provides instant access to transaction and settlement reports
24/7 retailer helpline is provided to answer questions and/or troubleshoot issues
Integration support for testing and certification.
Currently certified with several TPPs and Electronic Cash Register (ECR) systems.
Retailer Benefits
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Faster settlement, usually within 24 hours
System approves only prescribed WIC items (fewer errors)
Fewer administrative tasks i.e., no batching paper, no retailer stamps, no rejected
checks
Reduced risk of non-compliance and/or program violations
Reduced training for personnel, less time to train cashiers
Page 14
Project Timeline
ACS Implementation Manager
Page 15
VA WIC Wall Walk
May
June
July
SEE
Aug
Sept
PPR
Kickoff Meeting
RV
BRD
Oct
Nov
SDR
ICD
Use Cases
DDR
Dec
Jan
Feb
Mar
TRR
Approval of Final Design
Report Specs
Approval of Final
Test Plans
Project Planning
Siebel BRD / ICD / Use Cases
Design
PSG
Development, Unit Test, Integration Test
Test Planning
System Testing
Regression Testing
Networking Hardware & Telecom Installation and Testing
Siebel Design
Siebel Development
Unit Test
Integration Testing
Crossroads / EPPIC Integration Testing
VA WIC (Crossroads) Req. / Design
VA WIC (Crossroads) Development/System Testing
LOB
Retailer/TPP Certification
FNS Cert
IVR Planning
CSI
IVR Call Flow Updates
CSI Call Flow Approvals
IVR Development
Setup
Integration Testing
Retailer Outreach (i.e. survey and pre-cert efforts)
EPS
Page 16
RAPS/AIMS Requirements and Design
Deploy CSI solution
Call Center Training - Install/Train Pilot
Retailer/Client
POS
RAPS/AIMS Testing and Deployment
Retailer Call Center Go Live
Commonwealth
Approvals
Project Toll Gates
VA WIC Wall Walk (cont.)
2012
Mar
April
May
June
July
PRR
Aug
Sept
Oct
ORR
Nov
Dec
PCR
PSG
User Acceptance Testing and Report Validation
Pilot Operations
LOB
Statewide Operations
UAT / Pilot Support
CSI
Install/Train State POS (Stand-Beside)
EPS
Page 17
Client Outreach
Client Call Center Go-Live
Retailer Outreach
Project Management
ACS Program/Project Manager
ACS Implementation Manager
Page 18
Critical Assumptions
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VDH will ensure coordination with Crossroads team for support of
design, development and test phases (Crossroads integration)
VDH will ensure coordination with Crossroads team to review ICD
documents as applicable
VDH will provide UAT test data
Deliverables will be approved according to agreed upon review cycles
Approvers will be named, available, and participating as needed
Assigned VDH Staff will be available and coordinate with the
Crossroads team when required by the work plan
VDH is responsible for gathering and providing feedback on
requirements from FNS to ACS.
The timeline must include any review by FNS if content is expected to
be included in the baselined requirements.
Page 19
Dependencies on VDH
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Infrastructure Review
PC for Administrative Terminal
FTP Server
Firewall Setup/Configuration
VDH Data Center for circuit installation
Router (ACS will assist with setup)
IT Telecom Questionnaire (ACS to provide)
Outreach to clinics, cardholders, government offices and officials
Timely review and approval of deliverables as outlined in the work plan
User Acceptance Testing support
Page 20
Risks
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Inherent schedule flaws due to unknowns prior to entering each phase
Increase in requirements during Plan and Design
Change in project assumptions and/or requirements
Extended review and approval of deliverables
Concurrent development cycle with Crossroads
Additional Modifications to Universal Interface Specifications, WIC
Operating Rules and Technical Implementation Guide
Page 21
Deliverable Submission
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Document Submission:
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Document will be delivered by the BA to the ACS Program/Project Manager
for submission to the VDH e-WIC Project Manager
Document will be delivered via email
Document will include the name of the document followed by v.0x DRAFT to
indicate that it is a draft document under review
Document revision history will reflect the date, author and relevant notes
when submitted
Document will be submitted by end of the day ’12-midnight’ according to the
deliverable milestone ‘day’ agreed to that triggers the review cycle
Midpoint through a review cycle, the ACS project team or VDH may request
or agree to a review to discuss any questions or critical feedback as to not
delay any initial understanding of the document or impact the remaining
assumptions during the review
Page 22
Proposed Review and Approval Cycles
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Requirement Deliverables
– 10/5/2
• Initial 10 day Commonwealth review (BRD, ICD’s and larger
documents)
• 5 business day ACS BA review/doc update
• 2 days of final review and Commonwealth approval/sign off
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5/2/2 (Functional Specs, Screen Mock-Ups, Report Specs etc)
• Initial 5 day Commonwealth review
• 2 business day ACS BA review/doc update
• 2 days of final review and Commonwealth approval/sign off
Page 23
Acceptance Criteria
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Acceptance suggestions:
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Approved ‘as is’ (no updates required)
Approved with minor modifications (no major issues, open items)
Not Approved – Scope or major issues identified, update and re-review
required
Acceptance/Approval is requested to be via email approval from the
approvers identified during Requirements Validation.
The above assumes all comments from both Commonwealth and FNS are
obtained in the acceptance. Commonwealth is responsible for gathering and
providing FNS’ comments, or acting as the ‘proxy’ approver in their
acceptance
Acceptance/Approval should be focused on material requirements content
and questions related to completeness, validation and accuracy related to
system functionality as discussed/agreed to during Requirements Validation
etc. Grammatical or other minor corrections/agreed upon updates should not
prevent a document from being accepted/approved.
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Sample Review Form
Review Details
Document Name: [Specify Document Name]
Page #
Section
Review Comment
Document Name: [Specify Document Name]
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Action (to be
completed by BA)
Document Updated/Resolution?
VA e-WIC Deliverables Milestone Schedule
Deliverable
Due Date
based on
RFP
Status
Initiation Meeting Agenda
6/12/2011 Complete
Initiation Meeting Materials
6/12/2011
On Track
Requirements Validation Meeting Materials
6/23/2011
On Track
Requirements Validation Meeting Agenda
6/25/2011
On Track
Initiation Meeting Report
6/21/2011
On Track
Requirements Validation Meeting Report
7/4/2011
On Track
Project Work Plan
6/28/2011
On Track
Project Management Plan
e-WIC / MIS Interface Specification Document
(ICD)
Integrated Retailer Interface Specification
Document
7/14/2011
On Track
Requirements Specification (BRD)
8/15/2011 Not Started
New WIC Card Design
8/15/2011 Not Started
Functional Design Document
8/29/2011 Not Started
Retailer Enablement Plan
8/29/2011 Not Started
Retailer Enablement Assessment Report
8/29/2011 Not Started
Integrated Retailer Certification Test Scripts
8/29/2011 Not Started
Detailed Design Document
9/28/2011 Not Started
Settlement and Reconciliation Manual
9/28/2011 Not Started
Page 26
7/30/2011 Not Started
7/30/2011 Not Started
June
July
August SeptemberOctoberNovemberDecember January February March
April
May
June
VA e-WIC Deliverables Milestone Schedule (cont)
Deliverable
Due Date
based on
RFP
Status
Interface Test Scripts
10/15/2011 Not Started
Implementation Plan
10/28/2011 Not Started
Comprehensive Training Plan
10/28/2011 Not Started
e-WIC Security Assessment
11/27/2011 Not Started
Capacity/Scalability Plan
11/27/2011 Not Started
Test Plan
11/27/2011 Not Started
Security Plan
11/27/2011 Not Started
Continuation of Business Plan
11/27/2011 Not Started
Operations Manual
11/27/2011 Not Started
Contract Transition / System Conversion Plan
11/27/2011 Not Started
Clinic Enablement Plan
12/15/2011 Not Started
User Acceptance Test (UAT) Scripts
1/15/2012 Not Started
Reports Manual
1/16/2012 Not Started
Administrative Terminal Manual
1/16/2012 Not Started
Training Materials
1/16/2012 Not Started
Cardholder Training Pamphlet
Cardholder Training Automated Response Unit
(ARU) Script
1/16/2012 Not Started
1/16/2012 Not Started
Retailer POS User’s Manual
1/16/2012 Not Started
Retailer Tips Card
1/16/2012 Not Started
e-WIC Train-the-Trainer Manual
1/16/2012 Not Started
Virginia WIC State Agency Staff e-WIC Manual
1/16/2012 Not Started
Page 27
June
July
August SeptemberOctoberNovemberDecember January February March
April
May
June
VA e-WIC Deliverables Milestone Schedule (cont)
Deliverable
Due Date
based on
RFP
Status
Demonstration Report
2/15/2012 Not Started
VA Sign-off on Functional Demonstration Report
3/1/2012 Not Started
VA Approved Functional Demonstration Report
3/5/2012 Not Started
VA with Certification of Readiness for UAT
3/10/2012 Not Started
Final System Testing Report
3/15/2012 Not Started
Consortium Review and Signoff of UAT Report
3/15/2012 Not Started
Retailer Enablement Acceptance Report
3/31/2012 Not Started
VA Certification of Readiness for Pilot Report
VA Acceptance of Pilot Readiness Assessment
Report
Final Go / No-Go Decision to Proceed to Pilot
Operations
5/15/2012 Not Started
Interim System Testing Reports
6/15/2012 Not Started
7/15/2012 Not Started
ongoing
Not Started
TBD
Not Started
Bi-weekly Status Calls / Agendas / Notes
varies
ongoing
Bi-weekly Status Reports
varies
ongoing
Clinic Enablement Assessment Report
varies
Not Started
Clinic Enablement Acceptance Report
varies
Not Started
Training Acceptance Report
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June
July
August SeptemberOctoberNovemberDecember January February March
April
May
June
July
Change Management Overview
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The Change Management Process is a systematic approach to managing impact to cost,
scope, schedule, and quality during a project
– Requests for changes to any approved item will be managed via the Change
Management process
VDH submits
Change Request
to ACS Project
Manager
May be
submitted by
VA e-WIC
Project
Manager or
other preset
arrangement
Page 29
ACS performs
Impact
Assessment on
Change Request
Standardized
process
utilized to
determine
cost,
schedule,
and other
impacts to
the project
ACS submits
and reviews
Impact
Assessment
with VDH
Results of
Impact
Assessment
provided to
facilitate
VDH decision
on Change
Request
VDH either
approves or
rejects the
Change Order
If approved,
the project
baseline is
revised – if
rejected,
the Change
Request is
closed
Requirements Validation Sessions &
Requirements Methodology Overview
ACS Implementation Manager
Page 30
Requirements Process – A Closer Look
• Value & Goals of the Requirements Workshop & Requirements
Phase
• The BA role & SME expectations
• Requirements Methodology & Management Process
• Artifacts, Reviews/Inspections & Approvals
Page 31
Methodology Value Points
1. Represents Industry Best Practices/Standards and CMMI
Advancement Goals
2. Methodology has been proven through reduction of missed/invalid
requirements by approx. 50% in the last 1.5 years in various EPS
Client Implementations
3. Supports Upfront Quality and Ongoing Requirements Validation
throughout the Requirements Phase
4. Supports Incremental Development and Testing more seamlessly
5. Allows for more contained and shorter client stakeholder
review/approval timeframes
Page 32
Requirements Validation Sessions & Requirements
Phase Goals
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To define ‘the what?’
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To validate critical requirements/system functionality and any ‘gaps –
enhancements/detailed rules etc’ to existing functionality
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To clearly identify Open Issues/Follow Up items with accountable
owners and due dates that impact resolution of requirements
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To ensure completeness, accuracy and agreement of business ‘system’
requirements gathered across key ACS and VDH stakeholders and
SMEs that will be designed, developed and delivered in the final
solution that meets The Commonwealth’s business needs and
objectives
Page 33
Artifacts
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Gap Analysis : Documentation of gaps and further details refined from the RFP
and based on WIC core product solution from the Requirements Sessions Note:
This is not an approved document, but captures Validated Req’s, Actions, and Open
Items that may require further discussion.
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Interface Inventory – Teams identify all ICDs, systems, and frequency. This is an
inventory only that goes in the BRD.
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BRD – Business Requirements Document, Represents High Level Functional
and Non-Functional System Requirements and Interfaces. (NOTE: it does not
include operational requirements)
 VALUE: the BRD is the document that locks down the ‘system scope’ of the
project.
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BRD Inspection: Review and approval/sign off from key
Commonwealth and ACS stakeholders. Once approved by the
Commonwealth and ACS Technical team, it is base-lined as
Version 1.0.
Artifacts
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Detailed Requirements: ICD’s, Report Specifications and Functional
Specifications including: Use Cases, Business Rules, Screen Mock-Ups,
Data Fields, Error/Dialog Message, Report Specifications (traced to higher
level business requirements in the BRD)
 VALUE: These are the artifacts that Development, Quality Assurance
(QA), and UAT teams design, develop and write test and UAT scenarios
from, thus it is critical these are correct, to ensure quality delivery and what
is expected of the client.
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Detailed Requirements Inspection: Review and approval/sign off
from key Commonwealth and ACS stakeholders; Identified
documents are baselined as Version1.0 once approved by
Commonwealth and ACS Technical teams.
Artifacts
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Requirements Traceability Matrix (RTM):
– Traces Requirements from RFP to BRD, Detailed Specifications,
Design Documents and Test Cases.
• RTM: Updated as each deliverable artifact is completed, reviewed,
and baselined by ACS, This document can be provided to the
Commonwealth as a tool to reference requirements from the BRD
to their locations in other documents. Note: This is not a formal
deliverable and thus is not subject to formal review/approval.
Page 36
Commonwealth SMEs Availability & Time Allocation
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Requirements sessions and the requirements phase of the project require a high
concentration of time and attention by all critical subject matter experts and
reviewer/approver stakeholders
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WIC Policy/Operations SME: provide subject matter knowledge, documentation and
validation of the Commonwealth’s operational process and the related functional
requirements and/or gap details and rules to ensure requirements gathered are
accurate
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Technical SME: provide information to ACS technical team for technical functionality,
such as file transfer management, non-functional requirements, and other technical
requirements to fulfill the project
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Assumptions:
– Assigned VDH Staff will be available when required by the work plan.
– Approvers will be named, available, and participating.
– Time allocation historically has shown that reviews and collection of feedback may
take anywhere between approx. 4 – 10 hours a week during the critical review cycle
depending on the size of the document;
• i.e. a BRD review over 2 weeks may take 16 hours for review and approval.
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Wrap Up
Page 38