Date of Meeting: November 10, 2015
# 15
BOARD OF SUPERVISORS
FINANCE/GOVERNMENT SERVICES AND OPERATIONS COMMITTEE
INFORMATION ITEM
SUBJECT: Monthly Report/Implementation of the Enterprise Resource
Planning (ERP) Project
ELECTION DISTRICT: Countywide
STAFF CONTACTS: John Sandy, County Administration
Robert Middaugh, County Administration
Wendy Wickens, Information Technology
Penny Newquist, Finance and Procurement
Vince Marchesano, Vivad Technologies, LLC
PURPOSE: To provide an update on the status of the County’s Enterprise Resource Planning
system implementation and request the release of project funds.
BACKGROUND: The Loudoun County Government and Loudoun County Public Schools began
implementation of a new ERP system in January 2012 as part of a larger program to replace three
core financial systems (i.e., ERP, CAMA, and Integrated Tax System). On December 4, 2013, the
Board of Supervisors (Board) appropriated additional funds (7-1-1, Clarke opposed, Delgaudio
absent) to complete implementation of all three phases of the ERP project. Phase 2 appropriations
were placed into an ERP Implementation Fund. The Board requested that staff provide the
Finance/Governance Services and Operations Committee (FGSOC) with monthly status reports
based on cost, schedule, and technical milestones with associated variances. In addition, the Board
required approval by the FGSOC to use the funds placed in the ERP Implementation fund.
ISSUES: This item provides a monthly update from the Department of Finance and Procurement
(DFP) and the Department of Information Technology (DIT) on the implementation of the ERP
system. More detailed information on cost, schedule, and technical milestones is provided in
Attachment 1, and Attachment 2 displays a Gantt Chart for Phase 2 of the project.
The Program Manager (Vince Marchesano) and County staff will be present to discuss details and
answer questions.
AST Contract Information
Loudoun County entered into a firm fixed price contract with AST to implement an ERP solution.
It was determined during contract negotiations that payment would be deliverable-based, and
County interests protected per a performance bond (i.e., for the full value of the solution) and
Item #15, Monthly Report/Implementation of the ERP Resource Planning Project
Finance/Government Services and Operations Committee
November 10, 2015
Page 2
retainage assurance (20%). Unlike construction initiatives, for which completion of work is solely
managed and executed per the discretion of the contractor, software implementations such as this
require a collaborative partnership between customer and vendor—that is, both parties manage
and execute significant and interconnected portions of the project. Due to the inter-dependent
nature of the work, liquidated damages were not included in the contract terms. However, either
party may seek remedy for actual damages, if incurred.
In addition, AST procured a performance bond in the amount of $11,290,720 for this initiative.
Loudoun withholds a 20 percent retainage from each deliverable payment, of which, 15 percent is
released to AST upon Loudoun’s final acceptance of each project phase. The remaining 5 percent
will be released upon Loudoun’s final acceptance of the overall system, which includes settlement
of all outstanding change orders and/or claims.
Phase 2 - Human Resources and Payroll
As reported at the October 13, 2015 FGSOC Meeting, the collective AST and Loudoun project
management group (PMG) has redefined the approach to implementing a fully functioning system,
in the shortest duration, with the least risk. This approach introduced more granular risk
identification and mitigation practices for task planning and scheduling, which enabled the PMG
and overall project team to thoroughly, and collaboratively, assess multiple implementation
scenarios when defining next steps.
Also key to the redefined implementation approach is a more nimble organizational structure that
enables more flexible and proactive engagement across the project team. This change, when
coupled with more comprehensive risk management practices, has proven successful, as teams
have not only taken on accountability and ownership for completing their assigned tasks, but also
are now proactively addressing roadblocks, and seeking out the support to address roadblocks that
would otherwise impede progress. Contrary to original expectations, in order to keep the project
on schedule, the County has had to take a larger role in the project management.
Since the CFS Program Steering Committee adopted the revised project schedule on October 2,
2015, the project team has embraced this new approach, and are successfully working towards the
March 22, 20161 go-live for County Government and the March 30, 20162 go-live date for LCPS.
Loudoun requested the assistance of Oracle to assess the overall “health” of the project, and met
with senior Oracle Consulting and Sales staff on October 5, 2015 to initiate this process. Oracle
was onsite the week of October 26, 2015 to continue their assessment of the project. A report from
Oracle is expected on Friday, November 6, 2015. Preliminary feedback has given the County
concern that the system as it is being configured, may be overly complex.
1 County Government: Time entry and HR functionality will be available on March 22,, 2016, and the first payroll
will be run in Oracle April 1, 2016. 2 LCPS: Time entry and HR functionality will be available on March 30, 2016, and the first payroll will be run in
Oracle on April 15, 2016.
Item #15, Monthly Report/Implementation of the ERP Resource Planning Project
Finance/Government Services and Operations Committee
November 10, 2015
Page 3
As of November 3, 2015 and per the revised project schedule, some concurrent tasks have fallen
behind schedule. The PMG is closely monitoring progress and working with the Functional and
Technical teams to mitigate impact.
There are no completed or delayed Milestone or Deliverable items to report. The following items
are scheduled for completion prior to the December 8, 2015 FGSOC meeting:
Item #66: Critical Path Deliverable #49: Data Conversion Programs Developed
Item #56c: Deliverable #53c: Parallel Test Environment Established
Item #72: Deliverable #59: Training Materials Developed
FISCAL IMPACT: No additional funds are requested. All ERP Implementation Funds have been
released.
ATTACHMENTS:
1. Project Plan and Milestones – Phase 2 – Oracle HR/Payroll
2. Gantt Chart for Phase 2
Project Plan and Milestones
Phase 2 - Oracle HR/PayrollATTACHMENT 1
Item #
(Rvd.)
MILESTONE for
ORACLE Phase 2- Human Resources and
Payroll
Base Contract
Costs
Planned
Additional Costs
FGSO Approval
Needed Work Product
Revised Planned
Finish Date
(October 2015)
Actual FinishVariance
(Days)Status
1 FGSO Meeting $ 444,981 25-Nov-2013
2 Build out Co-Location Space $ 100,000 Set up office space for
Project Team30-Apr-2014 10-Feb-2014 -79 COMPLETE. Early.
3 Pre-implementation Training (1/3 of $500K) $ 166,667
HR/Payroll Training
prior to
implementation for
Subject Matter Experts
and Functional Leads
30-Apr-2014 28-Feb-2014 -61 COMPLETE. Early.
4Phase 2 Staff (3.0 FTEs: 2.0 in MFS and 1.0 in
DIT) $ 178,314
3 FTE Hired and In-
place28-Feb-2014 8-May-2014 69
COMPLETE. Late, no impact to
project schedule.
5 FGSO Meeting INFO Only 18-Dec-2013
6 FGSO Meeting $ 80,000 14-Jan-2014
7Critical Path Milestone: Project Charter
Complete
Project Charter
Document27-Jan-2014 27-Jan-2014 0 COMPLETE.
8 Deliverable #35-Approved Project Schedule $ 167,104 Updated Project
Schedule17-Feb-2014 18-Feb-2014 1
COMPLETE. Late, no impact to
project schedule.
9Milestone: Project Management Plan
CompletePMP document 31-Jan-2014 31-Jan-2014 0 COMPLETE.
10Milestone: Conference Room Pilot 1
Scenario Packet
Conference Room
Pilot 1 (application
prototype)
documented scenarios
3-Feb-2014 3-Feb-2014 0 COMPLETE.
11 Laserfiche forms module $ 80,000 Software to develop
forms module28-Mar-2014 28-Mar-2014 0 COMPLETE.
12Milestone: Preliminary Outgoing Interface
Specifications
Interface
Specifications
document
3-Feb-2014 3-Feb-2014 0 COMPLETE.
Phase 2 C.S.T. revised dates Page 1
Project Plan and Milestones
Phase 2 - Oracle HR/PayrollATTACHMENT 1
Item #
(Rvd.)
MILESTONE for
ORACLE Phase 2- Human Resources and
Payroll
Base Contract
Costs
Planned
Additional Costs
FGSO Approval
Needed Work Product
Revised Planned
Finish Date
(October 2015)
Actual FinishVariance
(Days)Status
13Critical Path Milestone: Updated
Requirements Documentation
Updated requirements
document3-Feb-2014 3-Feb-2014 0 COMPLETE.
14 FGSO Meeting INFO Only 11-Feb-2014
15 Preliminary HR Key Flex field Decision
Preliminary Key
Decision Document on
HR KFFs
18-Feb-2014 18-Feb-2014 0 COMPLETE.
16Deliverable #39-Development Environment
Created $ 83,552
The Human Resources
Development
environment will be a
copy of the current
Production
environment, with
additional HR/Payroll
patches applied to it
and accessible by
developers.
20-Feb-2014 20-Feb-2014 0 COMPLETE.
17Milestone/Deliverable #45-Prototype
Environment Created $ 83,552
The Human Resources
Development
environment will be a
copy of the current
Production
environment, with
additional HR/Payroll
patches applied to it
and accessible by
developers and some
Users.
27-Feb-2014 27-Feb-2014 0 COMPLETE.
Phase 2 C.S.T. revised dates Page 2
Project Plan and Milestones
Phase 2 - Oracle HR/PayrollATTACHMENT 1
Item #
(Rvd.)
MILESTONE for
ORACLE Phase 2- Human Resources and
Payroll
Base Contract
Costs
Planned
Additional Costs
FGSO Approval
Needed Work Product
Revised Planned
Finish Date
(October 2015)
Actual FinishVariance
(Days)Status
18 FGSO Meeting $ 672,000 11-Mar-2014
19Critical Path Deliverable #38-Interface
Requirements $ 167,104
Interface
requirements
document
5-Mar-2014 5-Mar-2014 0 COMPLETE. Early.
20Critical Path Deliverable #37-Data
Conversion Requirements $ 167,104
Data conversion
requirements
document
31-Mar-2014 18-Mar-2014 -13 COMPLETE. Early.
21Document Management Implementation
including Software Licenses $ 500,000
Software licenses,
professional services,
and hardware to
support document
management
(Laserfiche)
9-Apr-2014 4-Apr-2014 -5 COMPLETE. Early.
22Development of Winocular interface (LCPS
recruitment software) $ 36,000
Interface design and
development of
Laserfiche.
9-Apr-2014 4-Apr-2014 -5 COMPLETE. Early.
23 Laserfiche development $ 100,000
Develop module
based solutions for
document
management
9-Apr-2014 4-Apr-2014 -5 COMPLETE. Early.
24OneNeck Storage. This vendor provides
secure offsite data storage. $ 36,000
Increased SAN and
Metered Back up
storage space needed
for 6 month extension
of project
implementation.
9-Apr-2014 4-Apr-2014 -5 COMPLETE. Early.
Phase 2 C.S.T. revised dates Page 3
Project Plan and Milestones
Phase 2 - Oracle HR/PayrollATTACHMENT 1
Item #
(Rvd.)
MILESTONE for
ORACLE Phase 2- Human Resources and
Payroll
Base Contract
Costs
Planned
Additional Costs
FGSO Approval
Needed Work Product
Revised Planned
Finish Date
(October 2015)
Actual FinishVariance
(Days)Status
25 FGSO Meeting $ 627,000 8-Apr-2014
26 Extend Technical Resources $ 627,000
Ongoing technical
support for Phase 2
implementation.
Support is provided
through Zillion
Technologies.
1-May-2014 1-May-2014 0 COMPLETE.
27 FGSO Meeting INFO Only 13-May-2014
28Deliverable #46-Conference Room Pilot 1
Testing Complete (1) $ 208,880
Testers complete
scenarios for
Conference Room
Pilot 1 (application
prototype)
27-May-2014 27-May-2014 0 COMPLETE.
29Critical Path Deliverable #36-Detailed
Requirements/Gap Fit Definition $ 417,760
Updated requirements
and Gap fit definition
document
3-Jun-2014 30-May-2014 -4COMPLETE. Early, no impact to
schedule.
30
Critical Path Milestone/Deliverable #43-
Preliminary Functional Design Document
Completed
$ 167,104 Preliminary Functional
Design document3-Jun-2014 5-Jun-2014 2
COMPLETE. Late, no impact to
schedule.
31 FGSO Meeting $ 1,250,000 10-Jun-2014
32Critical Path Milestone: HR Key Flex fields -
Final Decision
Final Key Decision
Document on HR KFFs10-Jun-2014 10-Jun-2014 0 COMPLETE.
33 Customizations due to two Business Groups $ 500,000
Unique
Customizations for
LCPS and LCG across
each business group
18-Jun-2014 10-Jun-2014 -8 COMPLETE. Early.
Phase 2 C.S.T. revised dates Page 4
Project Plan and Milestones
Phase 2 - Oracle HR/PayrollATTACHMENT 1
Item #
(Rvd.)
MILESTONE for
ORACLE Phase 2- Human Resources and
Payroll
Base Contract
Costs
Planned
Additional Costs
FGSO Approval
Needed Work Product
Revised Planned
Finish Date
(October 2015)
Actual FinishVariance
(Days)Status
34 HR/Payroll CEMLI* $ 750,000
CEMLI - tech
development and
customizations
18-Jun-2014 10-Jun-2014 -8 COMPLETE. Early.
35Critical Path Milestone: System Roles &
Responsibilities
Document System
roles and
responsibilities
24-Jun-2014 24-Jun-2014 0 COMPLETE.
36 FGSO Meeting $ 80,000 8-Jul-2014 No FGSO meeting in August
37Milestone: Conference Room Pilot 2
Scenario Packet
Conference Room
Pilot 2 (application
prototype)
documented scenarios
16-Jul-2014 16-Jul-2014 0 COMPLETE.
38 Milestone: To Be Process Documents
Business Process
Review (BPR) "to be"
processes
documented
16-Jul-2014 3-Jun-2014 -43COMPLETE. Early, no impact to
schedule.
39Critical Path Deliverable #40-Data
Conversion Functional Design Completed $ 167,104
Data conversion
design document23-Jul-2014 2-Oct-2014 71
COMPLETE. Late, no impact to
schedule, however, the SIT
approach had to be modified to
accommodate delayed
conversions.
40 Critical Path Milestone: Approved CEMLIsApproved list of
CEMLIs23-Jul-2014 24-Jul-2014 1
COMPLETE. Late, no impact to
schedule.
41Deliverable #44-Reporting Strategy
Complete $ 83,552
Reporting strategy
document23-Jul-2014 23-Jul-2014 0 COMPLETE.
43aCritical Path Deliverable #41a-Interface
Functional Design Completed $ 167,104
Interface design
document1-Aug-2014 1-Aug-2014 0 COMPLETE.
Phase 2 C.S.T. revised dates Page 5
Project Plan and Milestones
Phase 2 - Oracle HR/PayrollATTACHMENT 1
Item #
(Rvd.)
MILESTONE for
ORACLE Phase 2- Human Resources and
Payroll
Base Contract
Costs
Planned
Additional Costs
FGSO Approval
Needed Work Product
Revised Planned
Finish Date
(October 2015)
Actual FinishVariance
(Days)Status
43b
Critical Path Deliverable #41b- Interface
Functional Design Completed - Business
Group Design (CRP1 and CR 07)
Interface design
document27-May-2014 27-May-2014 0 COMPLETE.
43c
Critical Path Deliverable #41c-Interface
Functional Design Completed - Design of
Additional Interfaces (CR 40)
Interface design
document1-Aug-2014 15-Sep-2014 45
COMPLETE. Late, no impact to
schedule.
43d
Critical Path Deliverable #41d-Interface
Functional Design Completed - Design of
Additional Custom Items (CR 41)
Interface design
document per15-Dec-2014 15-Dec-2014 0 COMPLETE.
44Critical Path Milestone: Finalize HR Key Flex
Fields
Final configuration of
HR KFFs5-Aug-2014 1-Aug-2014 -4
COMPLETE. Early, no impact to
schedule.
45a Deliverable #47a - Testing Strategy $ 50,131 Test Strategy
documented6-Aug-2014 6-Aug-2014 0 COMPLETE.
45bDeliverable #47b - System Integration Test
Plan $ 8,355 SIT Plan documented 9-Sep-2014 17-Nov-2014 69
COMPLETE. Late, no impact to
schedule.
45cDeliverable #47c - User Acceptance Test
Plan $ 8,355 UAT Plan documented 9-Jan-2015 9-Jan-2015 0 COMPLETE.
45d Deliverable #47d - Parallel Test Plan $ 8,355 Parallel Test Plan
documented9-Jan-2015 6-Feb-2015 28
COMPLETE. Late, no impact to
schedule.
45e Deliverable #47e - Regression Test Plan $ 8,355 Regression Test Plan
documented31-Oct-2014 19-Nov-2014 19
COMPLETE. Late, no impact to
schedule.
46a
Critical Path Deliverable #42a-
Customizations Functional Design
Completed
Customizations
functional design
document
13-Aug-2014 31-Aug-2014 18COMPLETE. Late, no impact to
schedule.
46b
Critical Path Deliverable #42b-
Customizations Functional Design
Completed - Design of Additional CEMLIs
(CR 40)
Customizations
functional design
document
13-Aug-2014 15-Oct-2014 63COMPLETE. Late, no impact to
schedule.
Phase 2 C.S.T. revised dates Page 6
Project Plan and Milestones
Phase 2 - Oracle HR/PayrollATTACHMENT 1
Item #
(Rvd.)
MILESTONE for
ORACLE Phase 2- Human Resources and
Payroll
Base Contract
Costs
Planned
Additional Costs
FGSO Approval
Needed Work Product
Revised Planned
Finish Date
(October 2015)
Actual FinishVariance
(Days)Status
46cCritical Path Deliverable #42c-Build of
Additional Custom Items (CR 41)
Custom Items run in
TEST27-Jan-2015 27-Jan-2015 0 COMPLETE.
46dCritical Path Deliverable #42d-Build of
Modified ETL for BI (CR41)
Custom Items run in
TEST13-Feb-2015 27-Feb-2015 14
COMPLETE. Late, no impact to
schedule.
47Critical Path Deliverable #52-Conference
Room Pilot 2 Complete $ 208,880
Testers complete
scenarios for
Conference Room
Pilot 2 [application
prototype]
28-Aug-2014 21-Aug-2014 -7COMPLETE. Early, no impact to
schedule.
48 Technical Training $ 80,000 Technical Training for
DIT Staff30-Jun-2015
Training is ongoing and
scheduled to conclude in June
2015.
49 FGSO Meeting $ 250,000 9-Sep-2014
50Critical Path Deliverable #51-Custom
Objects Programs Developed $ 125,328
Custom Objects
programs run in TEST3-Feb-2015 3-Feb-2015 0 COMPLETE.
51 CEMLIs $ 250,000
Additional Technical
development or
customizations
resulting from CRP 2
20-Sep-2014 10-Oct-2014 20COMPLETE. Late, no impact to
schedule.
54 FGSO Meeting INFO Only 14-Oct-2014
56aDeliverable #53a - SIT Environment
Established $ 41,776
Oracle SIT
environment
accessible by Testers
2-Sep-2014 2-Sep-2014 0 COMPLETE.
56bDeliverable #53b - UAT Environment
Established $ 20,888
Oracle UAT
environment
accessible by Testers
20-Feb-2015 20-Feb-2015 0 COMPLETE.
57 FGSO Meeting $ 916,000
Phase 2 C.S.T. revised dates Page 7
Project Plan and Milestones
Phase 2 - Oracle HR/PayrollATTACHMENT 1
Item #
(Rvd.)
MILESTONE for
ORACLE Phase 2- Human Resources and
Payroll
Base Contract
Costs
Planned
Additional Costs
FGSO Approval
Needed Work Product
Revised Planned
Finish Date
(October 2015)
Actual FinishVariance
(Days)Status
58 Oracle Analytics Development $ 125,000
Define and develop
reports for various
users
14-Nov-2014 19-Nov-2014 5
COMPLETE. Late, no impact to
the project schedule. Per the
11/19/14 FGSOC approval to
release these funds, project
management has initiated
efforts to identify and solicit for
an experienced Oracle Analytics
vendor.
61 FGSO Meeting INFO Only 9-Dec-2014
63Extend or add AST and/or other third party
vendor resources to Support Loudoun Staff $ 500,000
Additional resources
to support data
conversion and
interface testing
19-Dec-2014 19-Nov-2014 -30COMPLETE. Early, no impact to
schedule.
64 Extend Vivad Tech [PMO] $ 291,000
Retain Program and
Project Managers to
complete the
implementation
1-Jan-2015 19-Nov-2014 -43COMPLETE. Early, no impact to
schedule.
65 FGSO Meeting INFO Only 13-Jan-2015
68 FGSO Meeting INFO Only 10-Feb-2015
53 Deliverable #48 - Testing Scripts Developed $ 41,776 Test scripts
documented6-Mar-2015 2-Apr-2015 27
COMPLETE. This delay
impacted the project schedule,
including the completion of SIT
and the start of, and overall
UAT and Parallel Test events.
Impact to the go-live date is
currently being assessed.
52Critical Path Deliverable #50-Interface
Programs Developed $ 208,880
Interface programs
run in TEST9-Mar-2015 9-Mar-2015 0 COMPLETE.
71 FGSO Meeting INFO Only 10-Mar-2015
Phase 2 C.S.T. revised dates Page 8
Project Plan and Milestones
Phase 2 - Oracle HR/PayrollATTACHMENT 1
Item #
(Rvd.)
MILESTONE for
ORACLE Phase 2- Human Resources and
Payroll
Base Contract
Costs
Planned
Additional Costs
FGSO Approval
Needed Work Product
Revised Planned
Finish Date
(October 2015)
Actual FinishVariance
(Days)Status
59Critical Path Deliverable #54-System
Integration Test Complete $ 208,880
Testers complete
system/integration
testing
16-Mar-2015 3-Apr-2015 18
COMPLETE. This delay impacted
the project schedule, including
the start of, and overall UAT
and Parallel Test events.
Impact to the go-live date is
currently being assessed.
62Deliverable #55-System Stress Test
Complete $ 83,552
Testers complete
system stress testing24-Mar-2015 17-Dec-2014 -97
COMPLETE. Late, no impact to
the project schdule. Loudoun
chose not to execute a second
System Stress Test in March.
84 FGSO Meeting INFO Only 14-Apr-2015
46eCritical Path Deliverable #42e – Build
Additional Custom Items (CR#044)
Additional Custom
Items13-Mar-2015 13-Mar-2015 0 COMPLETE.
FGSO Meeting $ 166,667 12-May-2015
73 Augmented User Training (1/3 of $500K) $ 166,667
Additional training for
users to learn how to
configure Oracle for
their specific needs
1-Jun-2015 1-Jun-2015 0 COMPLETE.
FGSO Meeting $ 191,667 9-Jun-2015
81 User and Reports Training (1/3 of $500K) $ 166,667
Additional training for
users to learn how to
configure Oracle for
their specific needs
1-Jul-2015 1-Jul-2015 0 COMPLETE.
82 Oracle Analytics Training $ 25,000
Additional training to
configure Reports and
Dashboards
1-Jul-2015 1-Jul-2015 0 COMPLETE.
Phase 2 C.S.T. revised dates Page 9
Project Plan and Milestones
Phase 2 - Oracle HR/PayrollATTACHMENT 1
Item #
(Rvd.)
MILESTONE for
ORACLE Phase 2- Human Resources and
Payroll
Base Contract
Costs
Planned
Additional Costs
FGSO Approval
Needed Work Product
Revised Planned
Finish Date
(October 2015)
Actual FinishVariance
(Days)Status
FGSO Meeting $ 2,538,000 14-Jul-2015
75 2 HR Consultants $ 540,000 Consultants to assist
Loudoun Staff1-Aug-2015 1-Aug-2015 0
COMPLETE. Funds were
released and will be spent,
starting in February 2016.
76 2 Payroll Consultants $ 540,000 Consultants to assist
Loudoun Staff1-Aug-2015 1-Aug-2015 0
COMPLETE. Funds were
released and will be spent,
starting in February 2016.
77 1 iRecruitment Consultant $ 84,000 Consultants to assist
Loudoun Staff1-Aug-2015 1-Aug-2015 0
COMPLETE. Funds were
released and will be spent,
starting in February 2016.
78 2 Benefits Consultants $ 540,000 Consultants to assist
Loudoun Staff1-Aug-2015 1-Aug-2015 0
COMPLETE. Funds were
released and will be spent,
starting in February 2016.
79 1 OTL Consultant $ 84,000 Consultants to assist
Loudoun Staff1-Aug-2015 1-Aug-2015 0
COMPLETE. Funds were
released and will be spent,
starting in February 2016.
80 Managed Services $ 750,000 Post PROD support to
assist Loudoun Staff1-Aug-2015 1-Aug-2015 0
COMPLETE. Funds were
released and will be spent,
starting in February 2016.
FGSO Meeting INFO Only 8-Sep-2015 No FGSO Meeting in August
87 FGSO Meeting INFO Only 13-Oct-2015
88 Oracle Annual Maintenance $ 200,000
Due to extending
beyond 12/30/2014,
must pay half of
Oracle Maintenance
out of the project
budget.
30-Nov-2014 30-Nov-2014 0
COMPLETE. Funds were
approved for release at the
November 2014 meeting.
89 Vertex $ 35,000 Tax Tables 30-Nov-2014 30-Nov-2014 0
COMPLETE. Funds were
approved for release at the
November 2014 meeting.
90 Windstar $ 30,000 Tax Tables 30-Nov-2014 30-Nov-2014 0
COMPLETE. Funds were
approved for release at the
November 2014 meeting.
Phase 2 C.S.T. revised dates Page 10
Project Plan and Milestones
Phase 2 - Oracle HR/PayrollATTACHMENT 1
Item #
(Rvd.)
MILESTONE for
ORACLE Phase 2- Human Resources and
Payroll
Base Contract
Costs
Planned
Additional Costs
FGSO Approval
Needed Work Product
Revised Planned
Finish Date
(October 2015)
Actual FinishVariance
(Days)Status
FGSO Meeting INFO Only 10-Nov-2015
66Critical Path Deliverable #49-Data
Conversion Programs Developed $ 208,880
Data conversion
programs run in TEST24-Nov-2015
DELAYED. The revised planned
finish date is 11/24/15.
56cDeliverable #53c - Parallel Test Environment
Established $ 20,888
Oracle Parallel Test
environment
accessible by Testers
24-Nov-2015DELAYED. The revised planned
finish date is 11/24/15.
72Deliverable #59-Training Materials
Developed $ 125,328 Training documents 4-Dec-2015
DELAYED. The revised planned
finish date is 12/4/15.
FGSO Meeting INFO Only 8-Dec-2015
FGSO Meeting INFO Only 12-Jan-2016
70 Deliverable #57-Parallel Testing Complete $ 125,328
Side by side Payroll
testing with CYBORG
and Oracle
27-Jan-2016 DELAYED. The revised planned
finish date is 1/27/16.
60Deliverable #58-Training Environment
Established $ 41,776
Trainers can access
the Training
environment
27-Jan-2016DELAYED. The revised planned
finish date is 1/27/16.
FGSO Meeting INFO Only 9-Feb-2016
69Critical Path Deliverable #60-Train-The-
Trainer Training Deliverable $ 83,552 Trainers are trained 22-Feb-2016
DELAYED. The revised planned
finish date is 2/22/16.
67
Critical Path Deliverable #56-User
Acceptance Testing Complete (Conditional
Acceptance)
$ 208,880 26-Feb-2015DELAYED. The revised planned
finish date is 2/26/16.
55Critical Path Milestone: Freeze
Configuration
Configuration
complete and locked26-Feb-2015
DELAYED. The revised planned
finish date is 12/29/16.
Phase 2 C.S.T. revised dates Page 11
Project Plan and Milestones
Phase 2 - Oracle HR/PayrollATTACHMENT 1
Item #
(Rvd.)
MILESTONE for
ORACLE Phase 2- Human Resources and
Payroll
Base Contract
Costs
Planned
Additional Costs
FGSO Approval
Needed Work Product
Revised Planned
Finish Date
(October 2015)
Actual FinishVariance
(Days)Status
FGSO Meeting INFO Only 8-Mar-2016
74Critical Path Deliverable #61-Production
Environment Established $ 83,552
Production
environment is
accessible
7-Apr-2016DELAYED. The revised planned
finish date is 4/7/16.
83Critical Path Deliverable #62-Phase 2 Go-
Live $ 125,328
Users can use Oracle
HCM in PROD7-Apr-2016
DELAYED. The revised planned
finish date is 4/7/16.
FGSO Meeting INFO Only 12-Apr-2016
FGSO Meeting INFO Only 10-May-2016
86Deliverable #63-Phase 2 Post Production
Support Complete $ 83,552
Knowledge transfer is
complete and
Loudoun staff can
support the system
7-Jun-2016DELAYED. The revised planned
finish date is 6/7/16.
85Deliverable #64-Phase 2 Complete -
Retention Released $ 626,640
All major open issues
are resolved and
system is accepted as
complete
7-Jun-2016DELAYED. The revised planned
finish date is 6/7/16.
FGSO Meeting INFO Only 14-Jun-2016
FGSO Meeting INFO Only 12-Jul-2016
93Deliverable #98-Go Live Updated Hyperion
Configuration
Reconfigure Hyperion
Per HCM Changes5-Aug-2016
DELAYED. The revised planned
finish date is 8/5/16.
91 Project Travel for Phase 2 only $ 948,764
Travel expenses
incurred, actual
amount is billed
Total $ 5,753,004 $ 7,481,314
Entire Implementation
Note:
1) The dates reflected above were aligned based on FGSO meetings dates and may be out of chronological order.
2) The completion dates above are current best estimates based on the project schedule. Typical project dynamics may require some
dates to change without affecting critical path milestones or the final project completion date.
*CEMLI - Configurations, Extensions, Modifications, Localizations, and Integrations
Phase 2 C.S.T. revised dates Page 12
Attachment #2Oracle Phase 2 HR/Payroll Gantt Chart
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Attachment #2Oracle Phase 2 HR/Payroll Gantt Chart –
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Attachment #2Oracle Phase 2 HR/Payroll Gantt Chart –
continued