Project Planning

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Project Planning Implementation Lessons Learned

• Alva Owens Milwaukee ERS
• Jon Granger Milwaukee ERS /
  Sagitec Solutions

2
Session Overview

• Project Planning
• Solicitation Proposal Evaluation
• Execution
• Post-implementation Support

3
Employes Retirement System

• 27,000 Active, Retired or Deferred Members
• 5 Billion in Assets
• Fully Funded
• 60 Full Time Staff

4
MERITS Project

• Big Bang Implementation
• 39 Months
• June 2003 August 2006
• Prime Contractor
• Covansys / Saber Corporation
• Product
• jClarety

5
MERITS Project

• In Scope
• PPA Line of Business
• Workflow
• Imaging
• Member Self-service
• Configuration Maintenance
• Data Conversion
• Post-implementation Support

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MERITS Project

• Out of Scope
• Investments
• Health Insurance Direct Billing
• Life Insurance
• Data Remediation
• Backfile Conversion

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MERITS Project

• Technologies
• Hardware
• MS Windows Servers (Dell)
• Direct Attached Storage (DAS) Arrays
• Cisco Routers / Switches (Cisco)
• Printers (H-P)
• Scanners (Fujitsu)
• Software
• Windows Server 2000 / 2003
• Websphere
• FileNet
• MS SQL Server

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Lessons Learned Project Planning

• Big Bang or Phased?
• Custom or Package?
• Contingency Budget
• Project Staffing
• Project Management Office
• Quality Assurance Team
• Dedicated Subject Matter Experts

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Lessons Learned Project Planning

• Product Life-cycle Management

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Lessons Learned Project Planning

• Post-implementation Support Expectations
• Operating Facility Plans
• Disaster Prevention / Recovery Plans
• Procurement Services
• Purchasing
• Contracts / Legal Services

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Lessons Learned Solicitation

• Review RFPs issued by others
• Keep the core RFP Simple
• Disclose your rules laws
• Document your requirements
• Performance Bond
• Retention
• Change Management
• Post-implementation Support
• Get Proposal schedules in Excel

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Lessons Learned Proposal Evaluation

• Whats In the Box?

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Lessons Learned Proposal Evaluation

• PPA Software Evaluation
• Do standards exist and are they followed?
• Is the product modifiable?
• Is the product maintainable?
• Is the product scalable?

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Lessons Learned Proposal Evaluation

• Technology Stack

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Lessons Learned Proposal Evaluation

• The Business Proposition
• Costs
• Time of Performance
• Licenses Ownership
• Warranty
• Staffing Plans
• Vendor Staff
• Agency Staff
• References
• Disclosed
• Undisclosed
• Market / Vendor Analysis

16
Lessons Learned Execution

• Issue Tracking Tool
• Plan rule clarifications get them early and
  stick to what you tell the vendor, or be prepared
  for change orders
• Third Party Software Licenses
• Technical Playbook

17
Lessons Learned Execution

• User Training Standard Practice Instructions
• User training and SPIs should be oriented to the
  business functions to be accomplished

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Lessons Learned Execution

• Executive Sponsor Involvement
• Make Decisions and Move On
• Contract Administration
• Terms
• Acceptance
• Amendments
• Invoices
• Milestone / Deliverable Tracking
• Management Reporting
• Status
• Financial

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Lessons Learned Execution

• Communicate, Communicate, Communicate
• Early and Often
• Board
• Management Team
• User Community
• Agencies
• Vendors and Contractors
• Unlike fine wine, bad news does not improve with
  age !

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Lessons Learned Execution

• Key Go-live Criteria

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Lessons Learned Execution

• Team Communication Skills
• Vendors and Users
• Strong oral and written communication skills
• Understand PPA business practices and terms

22
Lessons Learned Post-implementation Support

• Need the support solution in place before
  roll-out
• Arrange to retain key staff as long as possible
• Hand-off to operating teams who know their roles
  and responsibilities
• Be prepared to staff more people than you had
  expected

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Lessons Learned General Guidelines

• Celebrate small victories as you go along
• Turnover will happen, so plan for contingency
  staffing
• Enforce internal controls, NO EXCEPTIONS
• Ethics Practices
• Set and follow the example
• Do not depend upon vendors to catch
  irregularities

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Project Planning Implementation Lessons Learned

• Questions ?