State of Vermont Joint Fiscal Office. Independent Review of State Information Technology Projects and Operations (H.492 Sec. 36)

Transcription

1 State of Vermont Joint Fiscal Office Independent Review of State Information Technology Projects and Operations (H.492 Sec. 36) Project: Next Generation Case Management System (Judiciary) Interim Update #1 June 30, 2016 Prepared by: Daniel Smith P&C Software Services, LLC

2 Project Overview: Last full report: January 12, 2016 Next scheduled interim update: September 30, 2016 In 2015 the Vermont Judiciary, recognizing that its legacy Case Management System is no longer able to support current and future organizational objectives and imperatives, began an initiative to select and implement a Next Generation Case Management System (NG-CMS). This project was originally reviewed by the Joint Fiscal Office (JFO) in late 2015 and early 2016, and the resulting analysis was completed on January 12, 2016 and subsequently presented to the Senate and House Institutions Committees. In order to effectively support the intent of the original review the JFO will be conducting interim updates through project completion. These updates will be normally be performed quarterly unless significant changes are apparent or expected in project status, project risk, or project finances. In those cases a complete review and analysis may be performed in lieu of an interim update. Project Status: At the time of the original Project Review the Judiciary s NG-CMS project was still very early in the project lifecycle. While project justification had been completed and some preliminary schedules and cost estimates had been developed, actual Project Management was just beginning. Since that time Project Leadership and the contracted Project Manager (BerryDunn) has accomplished a significant amount of work. As a result the project is now in the Planning phase, which is marked by the development of Project Management artifacts (Project Charter, Project Management Plan, Project Schedule, etc.) and the preparation and execution of the Request for Proposal (RFP) which begins the procurement effort. Once the RFP has been executed, responses have been received and scored, a bidder has been selected, and a contract has been executed, the project will move into the Execution phase. This transition is expected to occur in June of Project Analysis: The Next Generation Case Management System project continues to be Strong overall, which is unchanged from the previous report. While progress has been made in the areas of Clarity of Purpose, and Project Management continues to be strong, this does not justify a change in overall rating at this time. Beyond the development of Project Management artifacts (Project Charter, etc.), the items that have contributed to an improved Clarity of Purpose include the development of the Build-Buy analysis and the NG-CMS Project Final Requirements. Once the Request for Proposal has been executed and responded to, a vendor has been selected, and a contract awarded, the expectation is that the remaining Neutral items will shift to an evaluation of Strong. These changes are not expected prior to June of 2017, the target for contract award. Overall Status: Previous: Strong / Current: Strong / Trend: Steady 1. Project Justification: Previous: Excellent / Current: Excellent / Trend: Steady 2. Clarity of Purpose: Previous: Neutral / Current: Strong / Trend: Improving 3. Organizational Support: Previous: Strong / Current: Strong / Trend: Steady 4. Project Leadership: Previous: Strong / Current: Strong / Trend: Steady 5. Project Management: Previous: Strong / Current: Strong / Trend: Steady 6. Financial Considerations: Previous: Neutral / Current: Neutral / Trend: Steady 7. Technical Approach: Previous: Neutral / Current: Neutral / Trend: Steady JFO IT Project Review Next Generation Case Management System (NG-CMS) Interim Update of 6/30/2016 Page 2

3 Next Steps: Based on the current status and the Project Schedule, the following items are expected to be complete by the end of the next Interim Update scheduled for September 30, 2016: The NG-CMS Request for Proposal will have been finalized and issued (target 6/23/2016); The Project Manager will have completed preparation of Executive Summaries from the various responders, in preparation for vendor evaluation and selection (target 9/21/2016); The Project Manager will have begun development of the artifacts such as the Vendor Evaluation Outline and the Vendor Evaluation Document that will be used in the vendor selection process. Future Updates: Based on the project phase and schedule, no significant changes are expected until the contract is awarded, which is currently targeted for June of As a result, the project will continue to be monitored through the Interim Update process until that time, at which a full project review should be conducted. JFO IT Project Review Next Generation Case Management System (NG-CMS) Interim Update of 6/30/2016 Page 3

4 Overall Status: The Judiciary knows that they need a new Case Management System, they have a general idea of what is in use by other states and what is available (Commercial Off the Shelf, or COTS systems), they have a general idea of how much such a system should cost, and they are effectively proceeding with plans to procure and implement such a system. 1. Project Justification: (Why are we doing this? Is the project necessary and beneficial?) The legacy system from 1990 (VTADS) is overdue for replacement with a modern, more capable system. 2. Clarity of Purpose: (Is there a clear definition of success? Is the scope statement complete?) Poor Weak Previous: Neutral Strong Excellent The Project Charter was signed on 3/31/2016 and contains sufficient details on scope for this phase of the project. This document is also supported by the Functional and Technical Requirements Document that was finalized in May of Organizational Support: (Is the organization ready to undertake this project? Has the potential need for business process change been acknowledged, and is there a Change Management Plan?) Judiciary support and governance for the project has been documented, and has been included in the Project Charter. In addition, a Change Management plan must be developed to ensure business practice adaptation as the NG-CMS is implemented. 4. Project Leadership: (Has a qualified person been designated to lead the project, and has that person been empowered to do so?) Project leadership has been officially assigned to one individual, and this must also be documented in the Project Charter. This leader must be continually empowered by the key stakeholders to drive the project to a successful conclusion. 5. Project Management: (Is the project management staff appropriate, and will project management conform to State of Vermont standards?) A qualified Project Manager (BerryDunn) was selected, and has been producing the required PM artifacts (Charter, Schedule, Project Management Plan, etc.). 6. Financial Considerations: (How much will it cost to complete the project, how much will it cost to maintain and operate the system, and how it will all be paid for?) Initial estimates of development and maintenance costs are adequate for this phase of the project. The Project Leader and PM must ensure that costs and budgets (to include post-deployment maintenance and operations) are updated and tracked through the Planning and Executing phases of the project. 7. Technical Approach: (Is the proposed solution achievable, realistic, and appropriate?) The proposed technical approach (obtain a commercially available system) is sound. Project leadership must ensure that the system selected matches project goals, gaps between system capabilities and current business practices are identified and addressed, and adequate planning is performed for system implementation and operation. JFO IT Project Review Next Generation Case Management System (NG-CMS) Interim Update of 6/30/2016 Page 4

5 Judiciary Comments on the 6/30/2016 Interim Update The following comments were provided by the Judiciary CIO on 06/29/2016: Thank you for the opportunity to review this draft. I believe it accurately reflects the status of the project from the Judiciary perspective. We are excited to get our RFP out to the vendor community and look forward to continuing to work together with the JFO to ensure the success of this important initiative. JFO IT Project Review Next Generation Case Management System (NG-CMS) Interim Update of 6/30/2016 Page 5