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Charter EXAMPLE for CRP Check

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					                                      Project Charter
                                    CRP Check Project

                          Project Background and Description
On November 16, 2006, the Contractor Responsibility Program (CRP) Oversight Committee met
and discussed a request to automate DCED‟s grants check against the CRP Oracle table by
creating a new standard web service. This standard web service was envisioned to be used as
an interface with other electronic grants systems. This „automated check‟ against the CRP
Oracle table was envisioned to eliminate a „manual check‟ against this table for thousands of
DCED‟s grants. The committee agreed, on November 16, 2006, to approve DCED‟s request to
create a new standard web service for use by DCED‟ grants system to be interfaced with the
CRP Oracle Table.

Since November 16, 2006, other agencies, such as, but not limited to, DEP, PennDOT, PCCD,
L&I, DGS, and Treasury have expressed interest in automating CRP checking. These efforts
were being planned as separate initiatives within their specific agencies. A joint planning session
was held on April 20, 2007 to discuss the currently approved project charter and documented
requirements. The outcome of the meeting was an agreement that the initial project charter
should be replaced with an „Enterprise‟ level project charter. This revised charter would provide
wider automated CRP checking coverage to a larger range of agencies. In addition, the baseline
technology architecture and process for gathering and storing CRP check data within the CRP
Oracle table would be reviewed for improvement opportunities.

A follow-on joint Technical Architecture options meeting was held on May 23, 2007. OA/OIT
Enterprise Architecture facilitated the design of a high level Technical Architecture which could
support an „enterprise‟ level implementation.




                               Business Need/Opportunity
                                 [Also referred to as “problem statement”]
Currently, Contractor Responsibility Checks are performed by designated agency staff at various
intervals within contracting and/or invoice payment processing. Under Management Directive
215.9, these CRP checks are required to be run for both procurement and non-procurement
contracts and/or invoices.

From a Commonwealth Enterprise perspective, this equates to thousands of manual CRP checks
performed on an annual basis. For instance, as one of several hundred Commonwealth grant
programs, the Community Revitalization Grant Program within DCED currently performs an
average of five thousand manual CRP checks each fiscal year.

The ability to provide "up-to-date" CRP data on a daily basis is an additional area of concern
reusing the existing technical architecture solution. Currently, CRP data changes are provided
by agencies on a weekly basis. As a result, daily agency resolutions are not reflected in the
central CRP Check Oracle table until the next weekly update.




                                                Scope
What the project will do:
  1. Develop a new standard web service
  2. Develop a new technology architecture which will provide the ability to capture and
       update CRP data changes on a daily basis
  3. Migrate the existing CRP Check web based user interface and Oracle table into the new
       technology architecture.

                                            DCED CRP Check
                                             Project Charter 1
                                    Project Charter
                                  CRP Check Project
   4.  Implement two pilot integrations of the standard web service
   5.  Integration with the revised CRP Check web based user interface
   6.  Integration with DCED‟s electronic single application
   7.  Assist the BSCoE team with positioning the new standard web service as a reusable
       component under the BSCoE Framework.
   8. Ensure adequate security is in place.
   9. Streamline or eliminate forms in lieu of technology where feasible.
   10. Work with the CRP Oversight Committee to identify any required Management Directive
       215.9 policy changes.

What the project will not do:
  1. Be responsible for planning and implementing the use of the standard web service, within
       interested agencies, outside the integration pilots.




                                       Assumptions
   1. Management Directive 215.9 is the controlling policy for CRP.

   2. A Commonwealth Contractor Responsibility Program Oversight Committee is in place
      today. The committee responsibilities are documented within Management Directive
      215.9.

   3. A member of the CRP Oversight Committee will be appointed as the committee‟s SME
      spokesperson on the project. It is anticipated the SME will be participating on various
      project activities such as, but not limited to, creation of the consolidated requirements
      document and user acceptance testing/verification.

   4. The general CRP Check Technical Architecture approach will be.
         a. Development of a reusable web service
         b. The ability for the web service to provide access through several user interfaces
                   i. A portlet
                  ii. An application program (DCED‟s single application was an example)
                 iii. A web page (similar to current web page access provided by OA/OIT
                      S&S)
         c. The web service would access a centrally collected database

   5. Specific technology component choices for the CRP Check Technical Architecture will
      need to be made as a part of a follow-on technical design.

   6. DOR‟s web service is available to access DOR‟s clearance system

   7. DOR‟s web service currently accesses their mainframe database at DOR. DOR‟s web
      service does not access the CRP check table at the CTC.

   8. L&I can provide the required data on a daily basis.

   9. DCED would be responsible for creating the additional technical components for
      integration of a standard CRP web service with their grant application.

   10. OA/OIT Services & Solutions would be responsible for migrating the existing CRP Check
       web based user interface and Oracle table into the new technology architecture.



                                        DCED CRP Check
                                         Project Charter 2
                                Project Charter
                              CRP Check Project
11. Other agencies will be able to reuse the standard CRP check web service. A formal
    request for reuse will be submitted by the agency to the CRP Oversight Committee for
    review and approval.

12. The determination where the application components reside will be decided after
    completion and review of the consolidated requirements document.

13. As an enterprise level shared service component, a strategy for cataloging and promoting
    the solution to other agencies will be provided by the BSCoE team.




                                    Constraints
1. Scope has increased from the initial DCED CRP Check Project
      a. High level work estimates are currently being prepared in relationship to the
          increased scope identified during the April 20, 2007 High-Level Requirements
          Review meeting and May 23, 2007 Technical Architecture Options meeting.
      b. Funding for the additional scope of work will need to be addressed
      c. A revised schedule will be prepared based on the revised high-level work
          estimates

2. The project will be required to be submitted through the IT COP process.

3. The attendees would like, at a minimum 22x7 system availability. DOR will need to do
   further research regarding the 22x7 availability requirement. Mainframe systems and
   databases come into play – programming changes may need to occur for the Revenue
   Integrated Clearance System (RICS).

4. In the future, agencies would send updates on a daily basis directly to OA/OIT S&S for
   refresh of the central database
        a. The impact of daily updates needs to be researched by the agency areas
            providing data. DOR: In order for DOR to research their current system
            capabilities, they will need someone to provide them with a daily volume. Since
            their CCRP checks occur weekly (averaging 171,000) – how many will DOR
            receive going to a daily update cycle?

5. Detailed requirements have not been formally documented to-date. Once project
   approval is received, activities to produce a consolidated requirements document will
   commence.

6. Potential impact of the new Service Engagement Request Process (SERP) on planning
   and execution of this project.


                                    Deliverables
1. Technical Components to be delivered:
      a. A new standard web service
      b. A new technology architecture which will provide the ability to capture and update
          CRP data changes on a daily basis
      c. The existing CRP Check web based user interface and Oracle table migrated
          into the new technology architecture.
      d. Two pilot integrations of the standard web service
                i. Pilot #1:
                        1. Integration with the revised CRP Check web based user

                                     DCED CRP Check
                                      Project Charter 3
                                     Project Charter
                                   CRP Check Project
                                   interface
                              2. Integration with the existing CRP automated exit used by IES
                                   „MIRO‟ and „FB60‟ invoice posting transactions
                              3. Integration with the Non-Procurement Invoices submitted
                                   through the MQ Series Interface
                     ii. Pilot #2:
                              1. Integration with DCED‟s electronic single application

    2. Documentation Components to be delivered:
          a. Project Plan
          b. ESF Support Documentation
          c. ECSA Security Assessment Documentation
          d. BSCoE Documentation (as determined during the project planning activities)
          e. Any required Management Directive 215.9 policy changes




                                  Affected Organizations
This is the initial list of affected organizations:
    1. CRP Oversight Committee
    2. Office of Budget – Bureau of Financial Management, Comptrollers
    3. DCED - IT Staff, Grant Program Staff
    4. OA/OIT - GGO, Services & Solutions, IES, Infrastructure & Operations
    5. DOR – Tax Compliance
    6. L&I – UC and SWIF

Other organizations may be affected; based on their level of interest reusing the web service.




                      Affected Business Processes or Systems
Affected systems will vary based on the implementation approach option. In general, these are
the impacted business processes or systems regardless of approach.

    1. Business Processes:
          a. DCED:
                  i. Grants Management Process CRP Check sub-process
          b. OA/OIT:
                  i. Existing CRP data collection & update process
          c. DOR:
                  i. Tax Compliance - CRP Check sub-process
          d. L&I:
                  i. UC and SWIF – CRP Check sub-process

    2. Systems:
          a. DCED:
                 i. Electronic Single Application – Integration Pilot #2
          b. OA/OIT:
                 i. S&S - Existing CRP Check Technical Architecture Framework
                    components (includes current web based user interface – Integration
                    Pilot #1)
                ii. IES – CRP Check Data Collection and Consolidation technical
                    components.
          c. DOR:

                                         DCED CRP Check
                                          Project Charter 4
                                    Project Charter
                                   CRP Check Project
                      i. Tax Compliance System - CRP Check data collection technical
                         components
            d. L&I:
                       i. UC System - CRP Check data collection technical components
                      ii. SWIF System - CRP Check data collection technical components


                                Implementation Approach
Under this approach DCED, or any follow-on agency utilizing this web service, would be
executing tax status check against the CTC CRP Check table. A pilot program area would be
selected for implementation. After successful deployment for the pilot program area, additional
program areas will be added at DCED‟s discretion.

    1. General staff responsibilities:
          a. DOR, OA/OIT(S&S and, IES), L&I (UC and SWIF) IT Staff
                    i. Participate in joint technical requirements gathering sessions
                   ii. Participate in joint technical design sessions
                  iii. Participate in joint technical component testing sessions
                  iv. Identify scope of DOR system component work required to support new
                       CRP Check data collection technical components
                   v. Work with project manager to plan and align required work efforts
                  vi. Continue current process of sending their CRP data to IES until new
                       technical architecture implementation cutover.
          b. DOR, OA/OIT(S&S and, IES), L&I (UC and SWIF) Business Staff
                    i. Participate in joint business requirements gathering sessions
                   ii. Work with project manager to plan and align required work efforts
                       including, but not limited to, creation of the consolidated requirements
                       document and user acceptance testing/verification.

    2. Specific Subject Matter Expert (SME) staff responsibilities:
          a. CRP Oversight Committee:
                    i. Appoint a SME to participate on various project activities such as, but not
                       limited to, creation of the consolidated requirements document and user
                       acceptance testing/verification.
                   ii. Review and approve agency requests for reuse of the web service
          b. GGO COP:
                    i. Provide project management oversight
          c. GGO S&S:
                    i. Provide Technical Architect role to project
                            1. Overall responsibility for new CRP Technical Architecture design
                   ii. Migrate the existing CRP Check web based user interface and Oracle
                       table into the new technology architecture – Pilot 1.
                  iii. Provide CRP check web service access to the CTC CRP check table.
                  iv. Production Implementation
          d. GGO IES:
                    i. Identify business requirements specific to Pilot #1
                   ii. Migrate the existing automated CRP Check exit, being used for invoice
                       processing, to access the new CRP Check web service and CRP
                       database.
          e. DCED IT Staff:
                    i. Design integration of CRP Check web service with DCED‟s Electronic
                       Single Application.
                   ii. Code and Unit Test Integration components (CR grant program as pilot
                       area).


                                         DCED CRP Check
                                          Project Charter 5
                                        Project Charter
                                       CRP Check Project
                      iii. Assist with User Acceptance Testing of pilot area.
                      iv. Implement in Production
               f.   DCED Grant Program Staff
                        i. Identify business requirements specific to Pilot #2 (integration of web
                           service with DCED Single Application)
                       ii. Provide user acceptance testing of CRP Check web service integration.




                                 High Level Timeline/Schedule
   A high-level TimeLine/Schedule will be provided by the OA/OIT Project Manager after completion
   of the high-level requirements review by OA/OIT Services & Solutions. A Rough Order of
   Magnitude estimate (4 man months) was provided by OA Enterprise Architecture as the
   conclusion of the May 23, 2007 Technical Architecture Options meeting.

   For pilot #1 and #2 implementations, a late fourth quarter 2007/ first quarter 2008 is probable at
   this time.


                              Initial Approval and Authority to Proceed
We approve the project component as described above, and authorize the team to proceed
Name                Title                          Signature              Date                  Version
Harvey Eckert       Chairman, CRP Oversight        Provided on            Nov 16, 2006          Version 1
                    Committee                      hardcopy
Harvey Eckert       Chairman, CRP Oversight                                                     Version 2
                    Committee




                                               Version Control
Name                 Title                  Date               Version Description
Ed Wetmore           Sr. Project Manager    May 15, 2007       1 (Initial Document Version)
Ed Wetmore           Sr. Project Manager    June 19, 2007      2 (Revised to an Enterprise Level Project)




                                             DCED CRP Check
                                              Project Charter 6

				
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