Project Charter Template

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Project Charter Template

  1. 1. TEXAS PROJECT DELIVERY FRAMEWORK Project Charter Texas Department of Insurance DWC_07 Rewrite Legacy Applications VERSION: 1.0 REVISION DATE: 4/20/09 Approval of the Project Charter indicates an understanding of the purpose and content described in this document. By signing this document, each individual agrees work should be initiated on this project and necessary resources should be committed as described herein. Approver Name Title Signature Date Executive Deputy Patricia Gilbert Commissioner, DWC Director, Information Ann Woody Technology Services
  2. 2. TDI PROJECT CHARTER DWC_07, Rewrite Legacy Applications Version 1, 4/20/09 Contents Section 1. Project Overview .................................................................................1 1.1 Problem Statement .............................................................................1 1.2 Project Description ..............................................................................1 1.3 Project Goals and Objectives..............................................................1 1.4 Project Scope......................................................................................2 1.5 Critical Success Factors .....................................................................3 1.6 Assumptions........................................................................................3 1.7 Constraints ..........................................................................................4 Section 2. Project Authority and Milestones ........................................................6 2.1 Funding Authority ................................................................................6 2.2 Project Oversight Authority .................................................................6 2.3 Major Project Milestones.....................................................................6 Section 3. Project Organization ...........................................................................7 3.1 Project Structure .................................................................................7 3.2 Roles and Responsibilities..................................................................8 3.4 Project Facilities and Resources.........................................................9 Section 4. Points of Contact...............................................................................10 Section 5. Glossary ............................................................................................11 Section 6. Revision History ................................................................................12 Based on DIR Document 10PC-T1-3 Page i
  3. 3. Section 1. Project Overview 1.1 Problem Statement As part of the Business Process Improvement (BPI) project initiated by Texas Workers’ Compensation Commission’s (TWCC) in 2000, TWCC planned to re-engineer all workers’ compensation automation. This project resulted in a web application, referred to as TXCOMP, which includes Provider and eClaims applications – two major applications which manage a significant portion of the overall automation process. However, several applications have not been re-engineered or upgraded to a web environment. This project addresses the need to upgrade a collection of applications, referred to as COMPASS, which remain in a legacy format, as described further below. In fiscal year 2007, after TWCC merged with TDI and became the Division of Workers’ Compensation , agency and contract staff successfully completed the necessary step to migrate TDI-DWC's legacy application (COMPASS) from a mainframe to a server-based environment. Due to scope, time and financial constraints during the project, all modules were migrated “as-is” in their existing SoftwareAG, Adabas, and Natural product sets. Modifications to the code are difficult and expertise in Software AG’s Natural language and Adabas database is limited. The applications continue to reside outside the Agency’s existing web-based application, TXCOMP. As a result, DWC program areas must navigate between these two main internal information management systems to perform their regulatory duties. Because of the vision to re-engineer all workers’ compensation automation, as initiated in the Texas Workers’ Compensation Commission’s Business Process Improvement (BPI) project, only minimal functional updates have been performed on the mainframe modules since the inception phase of the BPI project in 2000. As a result, DWC programs rely on supplemental tools developed to augment the outdated modules. Over 50 Microsoft Access databases and Excel spreadsheets have been developed by the program areas to address business needs not met by current Agency applications. This leads to duplicate data collection, reduced data sharing and a higher risk of data quality degradation. COMPASS does not provide adequate audit trails and reporting is limited. Staff often must find workarounds to the system limitations so that they can process their work. 1.2 Project Description In order to develop Web-enabled applications for use by staff and external system participants, the modules in COMPASS will need to be rewritten in programming languages compatible with web-development tools and existing data base architectures. This project charter establishes an ‘umbrella’ project that will oversee multiple ‘sub-projects’ to address the items listed in the project scope. A project team will be assigned to each sub-project, including a Business Project Manager, an Information Technology Services Project Manager, a Business Analyst, a Systems Analyst, and programmers. The agency’s Data Analyst will oversee the data model for all projects from an enterprise perspective. Further details will be provided in the Project Plan document. Based on DIR Document 10PC-T1-3 Page 1
  4. 4. During the FY2008-2009 Business Planning process, Division program areas identified 37 automation-related projects or initiatives needed to update systems to current business standards. Functionality that is currently performed by supplemental tools or reflected in the requested automation projects needs to be evaluated for integration during this project. 1.3 Project Goals and Objectives In order to develop web-enabled applications for use by staff and external system participants, the existing modules must be rewritten in programming languages compatible with web- development tools and existing database architectures. This allows TDI-DWC to centralize their workers' compensation information technology systems from two to one, allowing for greater efficiencies: • Reduced staff time navigating between multiple systems to perform their job functions; • Increased data integrity through the use of electronic data capture and expanded edits; • Better data storage and more reliable reporting as a result of one integrated system; • Elimination of the need to maintain two systems; • Elimination of the reliance on programming skills for an outdated language; • Maximum flexibility to ensure easy adaptation to changes in business needs. Moving to an already existing TDI platform capable of supporting web-enabled applications will provide a stable, reliable technical environment with flexibility for internal and external users. 1.4 Project Scope Project Includes The following sub-systems are in-scope for full conversion and data migration, including all legacy functionality required for claim and coverage linking, letters and correspondence, security and any CLIP modifications required for phased migration: • Dispute Resolution • A49 • Attorney Fee Processing (DWC_08) • Regulation and Claim Activity • Designated Doctor Request/Scheduling Note: Regulation and Claim Activity includes Non-Subscriber Coverage and Non- Covered Employer’s Reports of Occupational Injury, Official Actions Processing and Supplemental Income Benefits. The project will also include analysis and a solution to address the need for an enterprise-wide notes system to replace the DRCD function in Compass. Based on DIR Document 10PC-T1-3 Page 2
  5. 5. Additionally, the project will include a rewrite of the Provider system to ensure the system is stable and fully compatible with the enterprise system architecture. The following sub-systems are in scope for limited conversion and/or data migration, and include minimal, if any, claim/coverage linking: • Account Receivables and Billing (ARBS) • Old Law (DWC_09) Project Excludes The following functions fall outside the scope of the Rewrite DWC Legacy Applications project: • TXCOMP eCoverage Enhancements • Claims EDI Release 3 edits and rules • Medical billing (EDI 837) data collection, update or maintenance • Expanded access for externals above what is currently available in either the legacy applications and/or TXCOMP, with the exception of online data entry for a minimal number of Division forms • Conversion, migration or archival of Compass sub-systems: o Reprographics (REPRO) o Spinal Surgery o Violations Tracking (VTRA) 1.5 Critical Success Factors The assistance of affected TDI-DWC program areas and ITS in providing appropriate resources to the project to assure that the project remains on schedule. Functionality residing in Compass modules and/or partially deployed in TXCOMP will be created and/or expanded in TXCOMP to accommodate the functional requirements. Executive support for the project as defined in this charter. 1.6 Assumptions TDI staff will document business and functional requirements. In-house resources are familiar with the program areas and their business needs and will be able to complete the Based on DIR Document 10PC-T1-3 Page 3
  6. 6. tasks more quickly than contractors. This will save time and funding by restricting the need for contract staff for programming only. *Note: If funding is not available to hire contract programmers, the programming will be completed by in-house staff. This will affect the time line for the overall project, but the time line for each sub-project will be planned in accordance with the staff available at its inception. TDI will make training available to IT staff for any new skill set needed for the new system. If any special new technologies are incorporated into the project, TDI will ensure that in-house staff are adequately trained for future enhancements or maintenance. Resources will be available to train TDI-DWC staff to effectively use the new system. TDI- DWC will ensure that staff are adequately trained on the new system. Program area staff will be available to assist in requirements gathering and testing. TDI- DWC will ensure that key program area staff are assigned to assist as needed throughout the systems development life cycle. The project will use an already existing TDI platform and will leverage the Data Center Services outsourcing to IBM and their partners referred to as Team for Texas. Information Technology Services (ITS) Staff will ensure the solution fits within the outsourced environment. TDI-DWC processes can be streamlined because of the consolidation of modules into one system. Data management and business area processes will be streamlined by migrating to one system. 1.7 Constraints Since TDI has limited resources to devote full-time to a project of this size, the agency is seeking to hire contract programmers and/or purchase workers’ compensation regulatory software. Contracted vendors often reassign resources to other projects, which could impact the project’s timeline. Further, if TDI is unable to secure funding to hire contract programmers, the project will be constrained by the number of in-house programming staff with the appropriate skill set. With competing information technology and program area projects, key staff may need to be reassigned to other priorities as needed. There are limited off-the-shelf software packages available for workers’ compensation regulatory systems; this limits the options of buy vs. build. Since TDI staff will be documenting business requirements in-house, the timing of completion could delay the start of programming. Based on DIR Document 10PC-T1-3 Page 4
  7. 7. If additional resources are not made available, in-house staff will be required to do programming and maintain the current legacy system. This could lengthen the duration of the project, which significantly increases the risk of completion in that knowledgeable staff could leave employment or retire. This project requires object oriented development experience to create and maintain proposed solutions. These skills are limited within TDI. Based on DIR Document 10PC-T1-3 Page 5
  8. 8. Section 2. Project Authority and Milestones 2.1 Funding Authority This project is resourced from Texas Department of Insurance budget. 2.2 Project Oversight Authority The TDI ITS Project Management Office (PMO) is responsible for direct management of the project. The ITS Project Manager will monitor project activities and deliverables to ensure the project stays on schedule, within budget, and does not exceed the scope of work authorized in the Project Charter. If it becomes necessary to change the authorized scope, the PMO Project Manager will execute a formal Change Request ensuring that all required approvals (signatures) are received from the appropriate management. The ITS PMO Project Manager will publish weekly status reports indicating the progress of deliverables against project milestones as established in this Charter. 2.3 Major Project Milestones Rewrite Legacy Applications includes the following projects. Individual project charters and project schedules will be created for each project. • Notes System • Attorney Fees Old Law Dispute Resolution • A49 (Subsequent Reports of Injury) • Regulation and Claim Activity • Designated Doctor Request/Scheduling • Account Receivables and Billing (ARBS) • Provider Based on DIR Document 10PC-T1-3 Page 6
  9. 9. Section 3. Project Organization 3.1 Project Structure Executive Sponsor Patricia Gilbert Executive Deputy Commissioner, DWC Ann Woody Joe McElrath Director Business Process Improvement Information Technology Service and Information Resource Manager Carol Landry Genice Mancini ITS Project Manager Program Area Project Manager Based on DIR Document 10PC-T1-3 Page 7
  10. 10. 3.2 Responsibilities Summarize roles and responsibilities for the project team and stakeholders identified in the project structure above. Role Responsibility Represents the Executive Sponsors’ interests in the project. Oversees project delivery from a business perspective. Signs off on results during Executive Sponsor project delivery, project planning, and quality assurance reporting. Presents current status on prioritized projects to management. Leads and coordinates Patricia Gilbert the project within the program area; applies program area resources to project activities. May conducts focus groups with industry and consumer representatives to gather ideas for website redesign. Is jointly accountable with the IRM for the success of the project. Oversees project delivery from a technology perspective. Provides technical oversight to ensure that the system will meet agency security standards. Information Resources Assures IT staff is responsive. Assures that an IT Project Manager is Manager (IRM) appointed and carries out all project duties. Presents information to management regarding communications requiring changes of originally Ann Woody approved scope. Is jointly accountable with the Executive Sponsor for the success of the project. Project Managers Responsible for coordinating and reporting status for all sub-projects. ITS Project Manager Responsible for ensuring Texas Project Delivery Framework deliverables are Carol Landry completed. Program Area Project Oversees project delivery from a customer business process service Managers perspective. Works with program area and ITS to ensure project Joe McElrath requirements are being met. Responsible for business planning and Genice Mancini administration of the overall project. Responsible for coordinating, Melody May monitoring and reporting status of the project and deliverables to appropriate parties. *Note: An ITS Project Manager will be assigned to each sub-project. Technical Project Managers *Note: A Systems Analyst Leads and coordinates the project within the ITS area; applies ITS resources will be assigned to each to project activities. sub-project. The Systems Analyst serves as the Technical Lead. Based on DIR Document 10PC-T1-3 Page 8
  11. 11. 3.3 Project Facilities and Resources Describe the project's requirements for facilities and resources, such as office space, special facilities, computer equipment, office equipment, and support tools. Identify responsibilities for provisioning the specific items needed to support the project development environment. Resource Requirement Responsibility All funding is specified in the project charter and no additional funds are Funding identified. Staff resources are identified in Section 3.2 of the project charter and no Resources additional resource requirements are identified. Customer support and time Customer support and time are identified in the project plan. No special equipment outside of what is necessary to meet the project scope Equipment has been identified for this project. Based on DIR Document 10PC-T1-3 Page 9
  12. 12. Section 4. Points of Contact Identify and provide contact information for the primary and secondary contacts for the project. Role Name/Title/Organization Phone Email Patricia Gilbert Executive Sponsor Executive Deputy 512-804-4302 Patricia.Gilbert@tdi.state.tx.us Commissioner, DWC Information Technology Services Director, Ann Woody, Director Information Technology 512-305-7397 Ann.Woody@tdi.state.tx.us Information Resources Manager (IRM) Services Carol Landry, Manager Project Manager, Project Information Technology 512-305-8186 Carol.Landry@tdi.state.tx.us Management Office Services BPI Project Manager Genice Mancini 512-804-4406 Genice.Mancini@tdi.state.tx.us DWC Operations Joe McElrath BPI Project Manager Business Project 512-804-5010 Joseph.McElrath@tdi.state.tx.us Improvement Office Melody May BPI Project Manager 512-804-4312 Melody.May@tdi.state.tx.us DWC Operations Based on DIR Document 10PC-T1-3 Page 10
  13. 13. Section 5. Glossary Define all terms and acronyms required to interpret the Project Charter properly. ARBS - Account Receivables and Billing BPI – Business Process Improvement COMPASS – TDI-DWC’s legacy server-based internal workers' compensation system DWC – Division of Workers’ Compensation EDI – Electronic Data Interchange - computer-to-computer exchange of routine business data between trading partners in standard data formats IRM – Information Resource Manager A49 - standard data format for Subsequent Reports of Injury designed to exchange data related to payments and events regarding workers' compensation claims EDI Release 3 - most recent standard data format for First Report of Injury and Subsequent Report of Injury claims information published by the International Association of Industrial Accident Boards and Commissions ITS - TDI's Information Technology Services Division Official Actions - Administrative practices of TDI-DWC used to regulate and measure key procedures in workers' compensation claims such as benefit delivery, medical care and hearings OIEC - Office of Injured Employee Counsel TDI – Texas Department of Insurance TXCOMP – TDI-DWC's in house developed, web-based, integrated worker's compensation claims and coverage system Based on DIR Document 10PC-T1-3 Page 11
  14. 14. Section 6. Revision History Identify document changes. Version Date Name Description Original Draft of Charter 0.03 03/18/09 Brad Baron Modifications to establish this document as a 0.04 3/20/09 Carol Landry charter for the ‘umbrella’ project. Suggested edits/questions 0.05 3/23/09 Genice Mancini Responses to questions from GM 0.06 3/24/09 Carol Landry Included ‘notes system’ as in-scope. 0.07 4/14/09 Carol Landry Removed appendices because these are in Framework’s Project Plan. Based on DIR Document 10PC-T1-3 Page 12
  15. 15. Based on DIR Document 10PC-T1-3 Page 13

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