Breaking Through the Legacy Logjam September 29, 2016

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Presenters

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Agenda

• Introduction• Harvard Technology Overview• Aurora Project Overview• Edgewater Partnership • 2016 Release

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• Replace ASPerIN system built in 1998 • Several project starts & stops• Looking for fresh ideas• Collaboration not outsourcing

Legacy System Modernization

Introduction

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Technology Underlies Virtually Everything We Do at Harvard

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Administrative Technology Services – Partners and Portfolio

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2020: Administrative Technology Services Vision

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Legacy System - ASPerIN

ASPerIN

Lookup

Transactions

Position Mgmt

Salary Increase

Faculty Affairs

Authorization

Reporting

Harvard Data Warehouse

Manual Re-key

PeopleS

oft Updates

Manual Review ofReconciliation

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Two Steps Forward...

• Contractors left the team when contracts expired• Team members required to play many project roles• Difficult to get consensus from diverse user group

One Step Back

• Contractors hired to augment Harvard staff• Project plan and schedule created• Recurring user group meetings scheduled• System architecture and design underway • Authorization module deployed to production

• Small Edgewater technical team augments full-time staff• Development processes stabilized• Contract Scrum Master added to team• Lookup module deployed to production

• Requirements gathering stalled• T-shirt sizing estimate projected an 8 year timeline

2010

2012

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Aurora Vision

Objectives Guiding Principles Key Performance Indicators

Replace the FAS Personnel Information Network, ASPerIN, with a new system that facilitates staff and academic appointment processes while ensuring: • Existing staff and academic processes continue to be supported after the ASPerIN decommission.• The new system is user-friendly and supports staff and academic processes in a streamlined way.• Modern software development technologies and infrastructure are used to produce a sustainable system.

1. Upgrade the system to use streamlined processes, updated business rules, PeopleSoft-focused data model, and an easier and more logical user interface within the allocated budget.

2. Decommission the ASPerIN application and database, including migrating historical data and remediation of data dependencies on ASPerIN data across FAS applications.

3. Create a governance model to ensure adequate resource allocation and continued oversight aligned with the strategic priorities of FAS and HUIT leadership and business owners.

4. Migrate infrastructure to an off-premise cloud solution. (HUIT Strategic Goal)

5. Establish a change management program. Create training materials and online help tools. Roll out communication and ongoing training and support to enable a smooth transition of FAS and SEAS staff to Aurora.

1. Stable cloud-hosted system(s) in place that successfully manage staff and academic transactions for FAS and SEAS with streamlined processes, updated business rules, accurate PeopleSoft-focused data, etc.

2. Successful decommission of the ASPerIN application and database without affecting the ongoing performance of other FAS applications.

3. Governance committees in place and making decisions about resource allocation, application lifecycle planning, changes to the system, and new functionality.

4. Fewer customer support tickets and production bugs as compared to ASPerIN.

5. Increased user satisfaction, fewer data errors and decreased action throughput time.

6. Project is completed within the allocated budget.

1. The primary goal is to replace ASPerIN. Implementation of new functionality will occur in subsequent releases, assuming prioritization from governance committees.

2. Direct system integration will be maximized/optimized across Harvard systems, such as PeopleSoft, Campus Solutions, etc. Deliberate decisions will be made regarding functionality that is in PeopleSoft vs. Aurora.

3. System architecture will promote the use of modules to ensure flexibility in managing the lifecycle of different types of functionality, ex. Annual Salary Increase Process (ASIP) module.

4. Agile principles will be used to develop the application(s). Business users and HUIT will partner to complete requirements definition, prioritization, and testing. Functionality will be delivered in iterative releases.

5. HUIT will use modern technologies and best practices in software development, with a focus on building a sustainable system for FAS, SEAS, and HUIT.

6. The project will be managed to stay within the allocated budget.

Use streamlined processes, updated business rules… and an easier and more logical user interface

Direct system integration will be maximized/optimized across Harvard systems, such as PeopleSoft, Campus Solutions, etc.

Create a governance model to ensure adequate resource allocation and continued oversight

System architecture will promote the use of modules to ensure flexibility in managing the lifecycle of different types of functionality

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Harvard / Edgewater Partnership

• Assessment• Solid design and technical approach • Lack of requirements causing severe impact• Risk-adjusted estimates likely overstated• Project team understaffed • Adoption of Scrum methodology inconsistent

• Recommendations• Fill key PM and Product Owner roles• Right-size the team based on project scope• Blended Harvard/Edgewater team• Build requirements backlog equal to 2 Sprints• Solidify use of Scrum methodology

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Aurora Core Development Team

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ASPerIN Migration to Aurora

ASPerIN

Lookup

Transactions

Position Mgmt

Salary Increase

Faculty Affairs

Authorization

Reporting

Harvard Data Warehouse

Manual Re-key

AuroraLookup, Transactions, Position Management

Authorization Manager (Alseta)

Salary Increase (ASIP)

Faculty Affairs

Reporting (Aurora Reporting)

PeopleS

oft Updates

Manual Review ofReconciliation

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Requirements Backlog

PM & Product Owner

BeginBlended

Team

First 6 months

Sprint

Stor

y Po

ints

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Development Productivity

BeginBlended

Team

PM & Product Owner

First 6 months

Sprint

Stor

y Po

ints

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• Transactions for Teaching Fellows & Teaching Assistants– New Hire– Transfer– Reappoint– Data Change– Terminate

• Additional Pay• Edit Person• Action Workflow, Notifications & Reconciliation• Knowledge Center• Reporting • Annual Salary Increase Process (ASIP)

2016 Release Functionality

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Legacy System Workflow

Search forPosition

Update PositionInformation

UpdateAppointmentInformation

Search forPerson

Enter/UpdatePerson

InformationAdd Courses Submit

For Approval

ApprovalWorkflow

Final Approver PrintsAction and Brings to Payroll

Payroll ManuallyRe-keys ActionInto PeopleSoft

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Aurora System Workflow

ApprovalWorkflow

Payroll Submits ActionIn PeopleSoft

Search forPerson

SelectAppointment

Type

Update Person,Appt, & Course Info

& Submit for Approval

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Keys to Success

• Senior Management commitment• Clear project vision & governance• Strong PM and Product Owner• Realistic project schedule• Exceptional user engagement• Healthy requirements backlog• Adherence to Scrum methodology• Collaborative project approach

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What’s Next?

• FY17 Scope– Staff Transactions– Position Management– Faculty Affairs– Reporting for FY17 scope

• FY18 Scope– Temp & LHT Transactions– Faculty/House/Other Academic Appointment Transactions– Reporting for FY18 scope

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What the users are saying…

Aurora is the best new system that has come around in a very long time. It is intuitive, easy, clear, and the interface is nice and clean.”- Graduate Coordinator, Department of History of Art and Architecture

“With ASIP, changes made in PeopleSoft are reflected in Aurora the next day eliminating manual reconciliations! It was a night and day difference and the users love it as much as I do.” - HRIS and Compensation Analyst, FAS Human Resources

“Aurora provides functionality, flexibility, and reporting options which are vastly improved from our prior system. We can now process appointments more efficiently and accurately because we can finally see the whole picture!” - Instructional Support Coordinator, Office of Undergraduate Education

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What the users are saying…

“I don't think I will need to go to a training session because Aurora is so easy to use!” - Program Administrator, The Committee on the Study of Religion

“Each Aurora release surpasses our expectations for functionality and ease of use. The Aurora team has found just the right balance of business input, guidance and technical know-how to develop an application that more than meets the needs of the business.”  - Director of Analytics and Compensation, FAS Human Resources

“One of the best run projects in the organization” – Aurora Executive Steering Committee

Breaking Through the Legacy Logjam September 29, 2016