Adult Protective Services System
(APSS)
Project Progress Report
Prepared by: APSS Project Team
Date: September 16, 2008
Adult Protective Services System
Project Description
• The APSS will be a comprehensive case management
and data tracking system.
• It will provide valid and reliable data reporting on the incidence of
adult abuse, neglect and exploitation.
• Data reporting
• Will enhance ALTSD capacity to identify and justify improved
business management opportunities for our clients.
2
Project Accomplishments
• Project Initiation & Planning Tasks
– Charter, PMP, Risks, etc.
• Project Kickoff Items
– APS Field Office Presentations, Project
Kickoff Meetings
• Synergy System Sandbox,
SharePoint & SupportForce Sites
• System Administration Training
• Joint Application Mapping (JAM)
Sessions
– JAM Workbook
• Thorough Business Analysis (BA)
– “As Is” & “To Be” Requirements
– BA Sessions
– BA Document
• Demonstration of the System
Sandbox for APS Field Offices
• Initiation of Payments Module
Development
– Contract Approval
– Business and Technical Requirements
Analysis
– Integration with SHARE
– Financial Requirements
• Investigation of Data Migration
Options
– Business and Technical Requirements
Analysis
– Decision: No Data Migration
3
Project Status
•
•
•
•
Implementation Phase (Synergy’s Set Up & Configuration Phase)
Planning tasks complete : including business analysis, are
Next deliverable: configured of system by 10/31/08 to beginning testing
Team Tasks: currently working on testing and training plans,
documentation and schedules.
• Plans: Transitioning Payments from FACTS to APSS are underway. Team
members are working with DFA/SHARE and CYFD to insure a smooth
transition
• Upcoming Task: Project IT staff will complete the remaining essential
System Administration (Reports Creation) training in October
4
Funding Budget Status
• Planning Phase expenditures
– Contractors = $256,626.91
• Synergy Software
• Fox Systems (IV&V)
• POD (Project Manager)
– ALTSD travel for meetings, trainings and presentations = $9,952.30
• Implementation Phase – no expenditures to date
5
Project Timeline
6
Synergy Implementation Process
Project Implementation Dates: April 2008 – January 2009
4/15 – 5/1
4/16 – 7/15
7/16 – 10/31
11/1 – 11/30
12/1 – 12/31
1/2/09
Planning
Configuration
Documentation
Set up &
Configuration
Validation
Training
Deployment
Assign PM
Project Plan
Assign Team
Kick Off Meeting
Customer PM
Assigned
Customer Teams
Formed & Trained
System Installation
Team Meetings
Scheduled
Steering Committee
and Meeting Dates
Identified
Status Reports
Open Air and Invoices
AS IS/TO BE
Complete
Templates
Define Business
Rules
Identify and
Document Report
Requirements
Document
Interface
Requirements
Map Data
Conversion Files
Document HIPAA
Transactions
Configuration:
Groups
Roles
Users
Look ups
Screen Designs
Reports
Workflows
Load:
Providers
Workers
Service Codes
Budgets
Walk through of
configuration
Conference
Room Pilot
Validation of
Data Conversion
Validation of
Roles and
Workflow
Testing of
HIPAA
Transactions
Testing of
interfaces
Training Plan
Training Guides
Dry Run
Train the Trainer
Training
Pilot Training
System Admin
Training
End User
Training
Web based
Training
Live Data
Conversion
Go Live Support
Help Desk
Provider Support
Ongoing Training
Updates
Rollout
Transition
Future Projects
Test environment
7
Project Risks and Mitigation
Risk
Contingency Plan
Mitigation
The Payments Module was not
originally part of the scope and
was added later in the project.
Continue to process invoices through
FACTS/temp. mechanism until Payments is ready.
The likelihood that this would cause a complete
cessation of payment processing is very low.
Continue to use FACTS or other temporary system for payment
processing through 3/31/09.
Reinforce education and revise procedures for
dual operation (APSS for case related
information; FACTS/other system for payments).
Use dual systems (APSS and FACTS/other) from 1/2/09-3/31/09.
Therefore, Payments will not be
part of deployment on 1/2/09
but will be ready 3/31/09.
Impact: This will result in
continued use of FACTS for
certain provider/cases.
System Testing : Software
testing which is inadequate or
incomplete can result in unstable
software in production.
Develop a solid project schedule to implement
the payments module by 3/31/09.
Identify problem source back to requirements
and software engineering processes.
Work with Synergy for correction of defects.
Communicate to the user community the status
of progress on defects.
Work with Synergy for remediation of problems,
including more cycles of testing.
System Acceptance: Lack of
documented software
acceptance criteria, including
minimum performance metrics,
could result in rejection of the
software.
Execute the problem resolution procedure for
application problems.
Determine the source of the problems and
remediate.
Revisit requirements definition and traceability
for root cause analysis of the problem.
Develop a solid procedure for processing payments until the
Payments module is ready.
Work closely with SHARE and CYFD to develop procedures and to
insure a smooth transition during this time period.
Develop a master test plan that lists, at minimum, the type of
testing to be conducted and responsible party. Establish a test
plan and schedule within the 2nd Synergy contract. Ensure that
requirements traceability is established, so that all requirements
have a matching user test case or scenario. Conduct subject
matter expert (SME) validation of user acceptance testing.
Review Synergy processes for unit testing, system testing,
integration testing, stress testing and regression testing. Request
work product inspection (WPI) of select Synergy testing activities.
Identify acceptance criteria for each requirement traceability
item, from definition through user acceptance testing and
software remediation of defects. Categorize criteria as
appropriate and determine (Y/N) if criteria is relevant,
measurable, specific. Include system performance metrics.
Establish procedure to evaluate and act on potential symptoms of
rejection of the application, including a communication to project
principals (CIO's office, Steering Committee, PMs, IT). Include
problem reporting in training and operational documentation.
8
IV&V Report Summary
•The ALTSD APSS Project is underway with solid executive management
commitment, excellent Project direction, and experienced and capable
project management in place.
•ALTSD is working closely with the selected software vendor, Synergy, to
finalize the Business Analysis documentation.
•APS managers, supervisors and social workers are involved in Project
activities and decisions.
•The Project Director and Project Manager continue to respond rapidly and
openly to FOX inquiries and requests for information.
•Current Project activities fully involve appropriate stakeholders and are
leading toward meeting all the Project objectives.
• FOX believes the ALTSD APSS Project has an excellent outlook for success.
9
Remaining Project Tasks
• Completion of System Set Up and Configuration
• User Acceptance Testing
• System Administration Training
– Reports Creation & Administrator Training
• Train the Trainer & End User Training Sessions
• APSS Deployment
• Payments Module
• Configuration
• Testing
• Training
• Deployment
• Project Closeout Tasks
10
Project Completion Outcome
• The APSS Project is on schedule for a successful
deployment on 1/2/09.
• Based on the current project status, project accomplishments to date, the budget status, the
latest IV&V report, and the project schedule
• The APSS Payments Module is also on track for
deployment on 3/31/09.
• The APSS Project outlook shows project completion
within scheduled timeframes and existing budget.
11