CalACES JPA Board Meeting Overview
The document provides insights into the CalACES JPA Board of Directors meeting held on February 22, 2018. It includes the meeting agenda, action items discussed, updates on CalSAWS leadership, extended planning details, and workflow tasks. Key discussions revolve around approving meeting minutes, RGS Amendment, and rental agreement with Sacramento Public Library Authority. Additionally, it outlines tasks related to alternatives analysis, cost benefit analysis, technical assessment, and acquisition strategy within the CalACES framework.
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CalACES JPA Board of Directors Meeting February 22, 2018
CalACES JPA Agenda 1) Call Meeting to Order 2) Public opportunity to speak on items not on the Agenda 2
CalACES JPA Board Action Items 3) Approve the Minutes of the January 26, 2018, CalACES JPA Member Representatives & Board of Directors Meeting and update of Action Items 4) Approve CalACES RGS Amendment No. 19 5) Approve contract with the Sacramento Public Library Authority to rent the Library Galleria in the amount of $2,230.00 for the joint meeting of the CalACES JPA Member Representatives and Board of Directors on June 22, 2018. 4
CalACES JPA Agenda 1) 2) 3) Task Overview Workflow 2 Progress Questions & Answers 7
Workflow 2: Conduct CalACES Alternatives Analysis and Cost Benefit Analysis CalACES JPA WORKFLOW 2 KEY TASKS T E C H N I C A L A S S E S S M E N T 01 Alternatives Analysis & Cost Benefit Analysis Scope Workflow 2 Conduct CalACES Alternatives Analysis and Cost Benefit Analysis Workflow 1 Continue Migration Planning and Joint Development Activities Workflow 3 Conduct CalSAWS Planning and Analysis I M P L E M E N T A T I O N A D V A N C E P L A N N I N G D O C U M E N T 02 Re-baselined costs & funding request R E Q U I R E M E N T S U P D A T E S 03 Additions & revisions to technical requirements A C Q U I S I T I O N S T R A T E G Y 04 Determine procurement methods for implementation of the selected alternative
CalACES JPA Task 1 Technical Assessment Acquisition Strategy IAPDU Requirements Identify Current, Proposed & New Options Identify & Frame Option Tradeoff Factors (e.g., risks, cost, timing, federal approval) Derive & Document Viable Options Develop Feasible Alternatives Define Evaluation & Scoring Criteria Conduct Analysis Identify Recurring & Non-recurring Costs Identify Quantitative & Qualitative Benefits Assess Risks Assess Timeline & Sequencing Assess Procurement Options Assess Impact on Existing Contracts Assess Impact on CalWIN Migration & CalSAWS Roadmap Identify Leading Alternative Lay Out Implications & Next Steps 9
CalACES JPA Tasks 2-4 Technical Assessment Acquisition Strategy IAPDU Requirements Prepare IAPDU Framework Incorporate Alternatives Analysis Incorporate Cost Benefit Analysis Update Budget Prepare IAPDU Package (Narrative & Appendices) Facilitate Review & Approval Assess Impact on Requirements Based on technical assessment results, requirements will be reviewed & updated as necessary Update Statement of Requirements Develop Acquisition Plan Document Initiate Acquisition Plan 10
CalACES JPA Workflow 2 Progress COMPLETED TASKS Facilitated project kick-off meeting held on January 18th Completed project initiation including email and SharePoint set up Expanded project team to include WCDS/CalWIN Consortium resource for full time involvement Facilitated daily and weekly meetings with project team and stakeholders Gathered Current Environment information Identified current, proposed and new options Identified option tradeoff factors (e.g., risks, cost, timing, federal approval) Derived viable options 11
CalACES JPA Questions & Answers
CalACES JPA Migration Agenda Topics 1) Update: Integrated Change Control Process 2) Policy 14
Update: Integrated Change Control Process CalACES JPA Open Date Close Date PROGRESS # TASK/ACTION ITEMS Committees will Prioritize SCRs no less than twice a year. 1/9/2017 1/9/2017 Completed 1 Guiding Principles were agreed upon. 9/18/2017 10/11/2017 Completed 2 CalACES Enhancement Request (CER) form was developed. 10/3/2017 11/29/2017 Completed 3 CalACES (LRS) Defect/Triage Meeting to include C-IV/LRS Project staff. Work on test management in JIRA - replacement of HPQC. 10/3/2017 1/8/2018 Completed 4 10/3/2017 In Progress 5 Add Guiding Principles to CalACES Handbook. 10/11/2017 In Progress 6 Define what constitutes an Expedited SCR and develop CalACES process flow. Need a CalACES form for Ad Hoc Report requests. 10/11/2017 11/29/2017 Completed 7 10/11/2017 2/6/2018 County Process 8 CER Process Flow was developed. 11/1/2017 11/29/2017 Completed 9 Develop CalACES Committee Escalation process flow. 11/1/2017 11/29/2017 Completed 10 SCR Process Flow for CalACES was reviewed and defined. 11/1/2017 11/29/2017 Completed 11 15
CalACES JPA Update: Integrated Change Control Process Contd # TASK/ACTION ITEMS Open Date Close Date PROGRESS CalACES Design Template was developed and will be used by CalACES Project, North & South. 11/29/2017 1/9/2018 Completed 12 Project Roles and Responsibilities - consortium. 11/29/2017 In Progress 13 Review and comment on the single SCR tool for CalACES, JIRA. The new SCR Planning Group (SPG) replaced the LRS Release Planning Group (RPG), which will include members from CalACES North and South. 11/29/2017 1/22/2018 Completed 14 11/29/2017 2/6/2018 Completed 15 Discuss when to freeze creation of CCRs. 12/12/2017 2/6/2018 County Process 16 In Progress Note: Alignment of release notes enacted for 18.03 across both projects. Remainder In progress In Progress Communication Process, CalACES Informational Transmittal (CIT), release notes, etc 01/9/2018 17 Finalize Handbook Joint SCRB/CCB processes 02/6/2018 18 04/11/2016 09/13/2016 Completed 19 LRS contract changes - unified approach to change control process 11/01/2017 In Progress 20 Migration design differences review process 09/18/2017 10/17/2018 Completed 21 CalACES domain services and tools deployments Review and consolidation of joint project meetings and attendees 10/11/2017 In Progress 22 01/09/2018 In Progress 23 16
CalACES JPA Policy Please turn to the following handout: 8-1 JPA-PSC Policy Update 022218.pptx 17
