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HomeMy WebLinkAboutFile Local CR316 Onboarding Section 1 - Summary Change Initiator complete section 1 and submit to Change Manager for review Change Control—Project Change Request#: CR316 Onboarding Auburn Requestor Jamie Thomas,Auburn Name: Request Date: 8/25/2021 Reason for Change: (Bold applicable reason,delete other options) New City Launch Priority: High (23) Change Impact: Need by Date: 3/31/22 Approved for Wendy Thomaston, FileLocal PM Analysis: 11/9/21 Requirements 11/29/21 Costing 12/8/21 Finalized: Provided: Section 4 - Cost Filled out by the Change Managers as part of costing and release planning Functional Area 1 New City Launch affected: Schedule 6 weeks not including UAT Impact: _ Cost Impact: CR Title AAA AA' A .�. To"tal Cost.` ,. CR316 Standard Implementation Fee $3,000.00 CR316 Basic web service implementation $5,560.00 CR Title "Ntal CR316 CR316 Onboarding Auburn $8,560.00 Costs are the SIP agreed upon rate plus web services estimated for Auburn.Additional costs for customization and BRD overages are reflected in CR317 Auburn Customization and contingent upon Work Order approval. Release 2022.1 Number: Data Interchange Impact (check all that apply) None x WSDL x UI Download XML SCS Data Name Change PCS Data Name Change FileLocal Payment API SCS Schema Change PCS Schema Change KUBRA API x CSV Files Structure Affects All Cities SIP alternative—ensure web service equivalent for SIP FAQ Impact (check all that apply) None x Edit Existing FAQ(Agency Task) x Create new FAQ(Agency Task) Tool Tip Impact (check all that apply) 2/3/2022 1 CR316 Onboarding Auburn 1 None x Edit Existing tool tip(Final wording TBD x Create new tool tip(Final wording TBD in in spec process.) spec process) Action Log Impact (check all that apply) None x Update existing action log event Create a new action log event Section 6 -Assumptions: To be confirmed/completed by vendor • Auburn will be launched with Premium Implementation (standard with web services and custom features). • There will be customization addressed in a separate CR. No changes or additional work outside the BRD (Standard Implementation Plan (SIP) Guide) and CR317 will be performed. • If it is later determined that additional changes are needed,that work will be handled through a new Change Request. • Requirements are addressed in the BRD (SIP Guide), so no specification is needed. • Auburn will be responsible for the City steps identified in the PCS Web Service setup and SCS Web Service Security setup in the latest Data Interchange Specification,to include: o Purchasing and installing the PCS certificates. o Making the SCS code updates that respond to calls from FileLocal. o Programming the application that makes calls to the PCS web service hosted with FileLocal. o Installing the Avenu provided web service and SQL database, linking it to Auburn's SOR, adding appropriate business rules to the supplied stored procedures. Section 7 - Requirements To be completed by Agency 316.01 Standard Implementation for Auburn LAUB) Size: ❑Small© Med❑ Large j ❑x Must have 1 ❑ Nice to have ❑Subject to scope deferral -j • Implement Auburn on the FileLocal Portal. • Auburn will be launched using Standard Implementation Premium (SIP+web services+custom features) based on requirements gathered in the document Standard Implementation Guide-Auburn • Work will be limited to the following: o Details provided in the Standard Implementation guide o Customization described in CR317 (CR317 Auburn Customization) • The Agency needs two (2)days of UAT prior to Auburn's UAT to validate features and prepare for training. • Agency wilLset up City Admin user accounts for access to KUBRA systems. • Auburn needs three(3)weeks of UAT to verify setup,test forms,and test web services. o Avenu will hold four(4)triage meetings with the Agency during UAT • Agency staff will train Auburn staff prior to Auburn's UAT window. • Where a 3-character code represents the City of Auburn, FileLocal will use AUB. • Auburn will use one (1) merchant ID. KUBRA/Chase will assign the merchant ID, using the reference code below to connect with FileLocal. Merchant ID Requested Display FileLocal Merchant Explanations Text ID Reference Code Auburn Tax Auburn Tax 013 2/3/2022 2 CR316 Onboarding Auburn 316.02 Production Release Activities • Production release will include a smoke test o Agency will perform standard smoke tests for any release o City will participate in smoke test to conduct live bank test o City will conduct a live bank test("penny test")to confirm funds are routing properly • Batch verification will take place the following business day • Funds verification will take place two (2) business days after launch • If needed, live bank test will be repeated until successful • Agency will ensure KUBRA personnel are on hand for immediate triage if needed. • Communication activities h �� �k r. n } 7 I'y.6 l '1 p 1 r 1 'I L .� i7a�`L ��XE}tl•',1.�,,. ., '�'�r.77,r�` `t<l:{iky��;.t �". . �.'•,"�j�llf�,yqq�'io\}1) l .f': r:F:(il fJlt;l'.:• .. ''ra.'•,;,''i, L=11 f;j ll(i 4t)`i . ^d.,. i� S'21 i)�14. �;S,l(;Jh,lo�� .:`ti,,Ofji 1�iji'tft) o Agency will post a notice on the taxpayer homepage announcing new City launch to existing taxpayers (noting tax only) o Agency will update City article FileLocal.org site re new City launch o Avenu will update splash screens on FileLocal.org site o City will prepare content for any needed FAQs to be added to production environment by Agency 316.03 Baseline Project Plan A tentative project plan is included below.The dates may slide based on dependencies.The final agreed dates for Avenu deliverable dates will be defined in the Work Order covering this Change Request. Note:KUBRA setup is the longest duration and should be complete by 3/10/2022 for production (FileLocal production iDoxs secure environments)and 1/31/2022 for testing(FileLocal UAT/iDoxs prep environments). KUBRA is committed to meeting those dates.Auburn cannot release to production until a Merchant ID number is established and communicated to Avenu.Any delays to KUBRA setup will result in delays to the production date. PROPOSED PROJECT PLAN Q1 Project Plan �1]INl •• 15,1i" 1 Q1 Release 144 days Wed 9/1/21 Mon 4/4/22 2 KUBRA milestones 90 days Mon 9/20/21 Thu 2/3/22 3 New City Q1 MILESTONE:Start KUBRA paperwork 0 days Mon 9/20/21 Mon 9/20/21 4FS-4 wks 4 New City Q1 MILESTONE:KUBRA draft paperwork due 0 days Tue 10/19/21 Tue 10/19/21 5FS-2 wks 5 New City Q1 MILESTONE:KUBRA final paperwork due 0 days Tue 11/2/21 Tue 11/2/21 6FS-12 wks 6 KUBRA 01 MILESTONE:KUBRA accounts set up 0 days Thu 2/3/22 Thu 2/3/22 37FS-5 days 7 Agency, Write CRs(guidelines) 71 days Wed 9/1/21 Wed 12/15/21 Cities 8 Agency Gather requirements 15 days Wed 9/1/21 Thu 9/23/21 9SF 2/3/2022 3 CR316 Onboarding Auburn 9 Agency Draft CRs 15 days Thu 9/23/21 Fri 10/15/21 10SF 10 Agency, Vendor design review 15 days Fri 10/15/21 Fri 11/5/21 11SF Avenu 11 Agency, City content review/approval 5 days Fri 11/5/21 Mon 11/15/21 12SF Cities 12 Avenu Vendor costing 4 days Mon 11/15/21 Fri 11/19/21 13SF 13 Agency, City/Agency cost approval 5 days Fri 11/19/21 Tue 11/30/21 28SF Cities 27 Avenu Identify ADA Work 3 days Thu 12/16/21 Mon 12/20/21 7 28 Avenu Work Order Prep 3 days Tue 11/30/21 Fri 12/3/21 29SF 29 Agency Work Order Approval 5 days Fri 12/3/21 Thu 12/9/21 3OFF-2 days 30 Avenu Milestone:Q4 Release Day 0 days Tue 12/14/21 Tue 12/14/21 31 Avenu Vendor Development/QA window 39 days Wed 12/15/21 Mon 2/14/22 32 Avenu Milestone:Dev begins 0 days Wed 12/15/21 Wed 12/15/21 3055+2 days 33 Avenu Milestone:New City Dev/QA Complete 0 days Thu 2/10/22 Thu 2/10/22 43SF-5 days 34 Avenu Milestone:Dev/QA Complete 0 days Mon 2/14/22 Mon 2/14/22 36FF 35 Milestone:Quarterly Tax Deadline 0 days Mon 1/31/22 Mon 1/31/22 36 Blackout Dates 3 wks Tue 1/25/22 Mon 2/14/22 35FS-4 days 37 Avenu DI Spec Published 0 days Wed 2/9/22 Wed 2/9/22 43FF-5 days 38 Avenu Milestone:Update UAT environment(Agency 0 days Fri 2/11/22 Fri 2/11/22 43SF-4 days Access) 39 Agency Agency Review of New City Content 2 days Fri 2/11/22 Mon 2/14/22 38 40 Agency, Training for New City 1 day Mon 2/14/22 Mon 2/14/22 39FF New City 41 Agency, Release Kickoff Meeting 1 day Tue 2/15/22 Tue 2/15/22 42SF+1 day Cities 42 Agency, UAT Go/No-Go Meeting 0 days Mon 2/14/22 Mon 2/14/22 36 Avenu 43 Avenu Milestone:Update UAT environment 0 days Wed 2/16/22 Wed 2/16/22 36FF+2 days 44 Avenu Milestone:Open Supported UAT for all Cities 0 days Wed 2/16/22 Wed 2/16/22 43,41' 2/3/2022 4 CR316 Onboarding Auburn 45 Cities Text Execution Window(small) 15 days Thu 2/17/22 Thu 3/10/22 44,43,42 46 Cities Test Cases 15 days Thu 2/17/22 Thu 3/10/22 47 Agency, 1st Triage Meeting 0 days Thu 2/17/22 Thu 2/17/22 Avenu 48 Agency, FINAL City Readiness Checklist for new Cities 0 days Tue 3/8/22 Tue 3/8/22 54FF-10 days New City 49 Avenu Triage window 5 days Fri 3/11/22 Thu 3/17/22 45 50 Agency, Last triage meeting 1 day Thu 3/17/22 Thu 3/17/22 47FF+20 days Avenu 51 Avenu Milestone:Close UAT 0 days Thu 3/17/22 Thu 3/17/22 49 52 Avenu Regression Test/Release Prep 3 days Fri 3/18/22 Tue 3/22/22 51 53 Avenu Milestone:Regression Ends 0 days Tue 3/22/22 Tue 3/22/22 52FF 54 Agency, PROD Go/No-Go Decision 0 days Tue 3/22/22 Tue 3/22/22 53 Avenu, New City 55 Agency, Release Day 7 days Wed 3/23/22 Thu 3/31/22 54FF+1 day Avenu 56 Agency, Verify New City Live Bank Test-BATCH 7 days Thu 3/24/22 Fri 4/1/22 5555+1 day New City 57 Agency, Verify New City Live Bank Test-DEPOSIT 7 days Fri 3/25/22 Mon 4/4/22 56SS+1 day New City 58 Avenu Reopen UAT Sandbox 7 days ' Fri 3/25/22 Mon 4/4/22 55SS+2 days 2/3/2022 5 CR316 Onboarding Auburn Section 2 - Final Approval Completed by Change Manager once the RFC is complete and accurate enough for assessment and evaluation. Review RFC Approval: (Change Manager, Process Owner) Role Approved by Name Signature Date Agency Change Manager Wendy Thomaston Wendy Thomaston 11/17/21 Vendor Change Manager Christy Cato Christy Cato 1/6/22 Agency Program Manager Kevin Fitzpatrick Section 3 - Assessment Completed by Change Manager The Change Manager will ensure that risk, security, and impact assessments,are completed by those stakeholders required to assess the Change. Risk Assessment (Priority) Changes are prioritized to establish the order in which they should be put forward for consideration.The Priority of RFCs will be decided in collaboration with the Change Initiator. Risk Assessment:Change Levels(choose one) - Criteria ZCAB nvolvemnt Response :4;,1 l* ,5. Level 1 A. Is the change defined as a Standard Change? CAB review is not No -- required B. Is it on the pre-approved list? A. Normal Change Level 2 _. - CAB review is Yes B. Change follows normal timelines and is not escalated needed Level 3 A. Management CAB needed to approve a violation to the normal CAB approval is No timelines required Security Assessment (Risk and Mitigation) This document has been reviewed to assess security risks and provide mitigation, as follows: Risk Mitigation No risk to data integrity or data security N/A Unforeseen issues delay launch Work is tracked under a separate work order. Effective dates can be changed to make City forms invisible to the public. © Risk Assessment Performed by Wendy Thomaston Date 11/9/21 Ap•roved b N/A Date N/A 2/3/2022 6 CR316 Onboarding Auburn Impact Assessment (Categorization) All members of the CAB should evaluate the change based on impact, urgency, risk, benefits and costs. In order to prepare for authorization decisions,change planning,scheduling, and remediation are also assessed. Impact Assessment(choose one per category and total score at bottom) Score A. High—Impacts multiple Cities,system owners A. High—5 3 U B.?•Med,-Impacts at least one City;some disruption 1. Impact to Cities B. Med—3 to services C. Low—No impacts to Cities technology or C. Low-0 processes A. High—Large project(>$10K) A. High—5 3 2. Cost of implementation B. Med—Estimate for costs is low(<$10K) B. Med—3 C. Low—Included as part of base contracted C. Low-0 services($0) A. High—Key functionality will be unavailable A. High—5 5 3. Impact of not implementing B. Med—Some functions may not be available B. Med—3 the Change C. Low—No or minor impacts to system C. Low 0 functionality A. High—Addresses major compliance or regulatory concerns A. High—5 5 4. Compliance/Regulatory considerations B. Med—Minor compliance or regulatory impacts B. Med—3 C. Low—No compliance impacts C. Low—0 A. High—3 or more teams will need to be involved A. High—5 5 5. Technology teams required to implement Change B. Med—2 teams will need to be involved B. Med—3 C. Low—1 team will need to be involved C. Low-0 A. High—outside normal maintenance window A. High—4 2 6. Scheduling requirements B. Med—during normal maintenance window B. Med—2 C. Low—no outage required C. Low-0 Totals A. Low:0—5 B. Medium:6—10 C. High:>10 2/3/2022 7 CR316 Onboarding Auburn Section 5 - City Approvals The Change Advisory Board reviewed the RFC and authorizes and prioritizes the change. Authorize RFC Approval: Change Advisory Board approval is required after costing, and only applies to the payor(s). Role Approved by e-Signature(Via) Date Cost Agency Program Manager Kevin Fitzpatrick $0.00 Auburn ri,Ql„,,,;;io �,. t'I:\ `a, $8,560.00 CAB Priorit Rankin• Cities Who Ranked Item Final Ranking Date Agency 1 Auburn 1 Average 1 City Acceptance of Contents This approval is required prior to costing, and only applies to affected Cities. Role Accepted By e-Signature (Via) Date Auburn ,klii `IhQIn�n rallri ll1L111 , Decisions Notes Date Decision/Notes Originated by Agreed/Approved by 11/29/21 Web services —will the City use the provided Wendy Thomaston, Jamie Thomas web service or develop their own? Auburn's Karin Deering web service will be handled by their SOR vendor, Track-IT. The City will use the web service provided by Avenu 11/29/21 Filing Frequencies—will there be taxpayers Wendy Thomaston, Jamie Thomas who owe taxes on different Filing Frequencies, Karin Deering e.g., B&O due annually but utility due monthly or quarterly? No. There may be some overlap currently in taxpayer records, but there would be very few instances of this, if any. The City will ensure that each taxpayer (business location) has only one Filing Frequency assigned so that there is no conflict between Filing Frequencies and no need to develop separate tax forms. 2/3/2022 8 CR316 Onboarding Auburn