Department of Licensing HP 3000 Replatforming Project Closeout Report Presentation to the Information Services Board March 6, 2008 Bill Kehoe, Chief Information Officer

Background Hewlett-Packard had announced a December 2006 (extended to December 2008) end-of-life for the HP3000 line of computers. Goal: Move the statewide vehicle and vessel title and registration system from the HP3000 platform onto a server based environment – Completed June 2007. Goal: Remove the over-night delay in transfer title and registration field transaction data to the host database – Completed September 2007.

Project Metrics Lines of Code To Convert 2,628,700 Number of Program Files 2,070 Data Migrated 3 Gb Electronic Interfaces Replaces 75 Test Scripts Created 4,076 Bugs Reported and Fixed 2,267

HP 3000 Re-Platforming Over View Startup Activities 2003 2004 2005 HP 3000 Re-Platforming Over View J F M A S O N D Feasibility Study   Request for Information (RFI) Develop Budget / Policy Package Obtain ISB Approval Request for Proposal RFP Vendor Response Vendor Selection Contract Finalization Vendor Pilot Project Begins

Project Components and Costs Decision Package Replatform Vehicle Field System $ 5.1 million Network Capacity Upgrade in 185 Field Offices $ 1.5 Replace VFS Interfaces / Immediate Update $ 0.7 Contingency to Incorporate Legislative Changes $ 0.5 Field Training $ 0.3 Total Funded $ 8.1 Total Expenditures $ 7,814,815 Difference $ 285,185

Project Management Executive sponsors that have commitment to the success in the project. Experienced and skilled Project Manager utilizing a proven methodology. Establish a project core team consisting of the project manager, business liaison, external quality assurance, a technical lead, and work group leads. Establish a steering committee with agency executives, DIS / ISB, and key project staff. Every contracted project deliverable was a milestone on the project schedule. Close coordination with the vendor project manager and staff.

Testing Proven testing methodology, and testing resources that have hands on experience of the applications and the business processes. Establish a solid process for tracking scripts throughout the testing cycle. Testing environments need to be defined and built in advance for all phases of testing. Batch testing was complex due to the setup of all the environments, the number of the interfaces, and the preparation of data. Stress testing needs to have quantitative goals related to success factors to ensure performance during peak times. Plan for post deployment testing activities.

Training User Training: Innovative user training via an instruction booklet illustrated with copies of computer screen plus a PowerPoint-based presentation with voice-over. Technical Training: Staff participated in code reviews of the vendor replatformed code. Additional hands on experience working in the .NET environment to refine VB.NET, troubleshooting, and debugging skills.

Contract Management Spend the appropriate time to write a good RFP. Deliverable based contract with a 20% holdback. Quality standards for all deliverables should be specific and measurable. Include detailed performance metrics in the RFP for vendor compliance. Vendor Project Manager and all key members of the vendor’s team should be on-site. Change management process needs to be well defined.

Change Management The vendor contract allowed for 500 hours for change requests that were of a small to medium effort at no additional charge. All change requests required sign-offs by DOL and the vendor provided a not-to-exceed bid for the work described in each change request. 2006 and 2007 legislative requests, required business modifications, and emergency production fixes to the VFS (over 3,000 DOL hours), presented a resource and schedule challenge to the project and impacted the overall schedule. Testing and project environments were a challenge adding risk to the project due to the number of legislative and business modifications.

Project Benefits Decommissioned the HP3000 and associated costs. The Vehicle Field System is running on a standard server platform. Real-time update provides the most current data for law enforcement, business, and government agencies. Agency business workload reduction in exception processing. Reduce potential for fraud. Increase source code control. Faster, more flexible data access and improved data integrity. Improved security. Reduced risk of key staff retirement. Improved foundation for sharing data and services.