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Fit/Gap Work Session Orientation Video Transcript

Slide 1

Welcome to the ProjectONE Fit/Gap sessions. This overview will outline the Fit/Gap process and let you know what to expect when you attend a Fit/Gap work session. Today's presentation is intended to help you prepare for and participate in the sessions. This will help us maximize the time spent in the sessions. Most of you have already participated in at least one requirements gathering workshop session. This orientation has been provided as a result of your feedback on how to improve the process. Let’s take a look at the agenda.

Slide 2

During the course of this presentation, we will be going over the following items. We will be reviewing the Fit/Gap Overview, Process, Schedule, as well as defining the expectations of participants. First, let’s talk about, What is a Fit? What is a Gap? And how are they resolved?

Slide 3

Fit/Gap Overview


Slide 4

What is a Fit? A fit occurs when the requirement is met by using delivered Release 9.1 PeopleSoft functionality and does not require a customization. Customization refers to the development of a new feature in the PeopleSoft system. Examples of customizations include new reports, interfaces, data conversions, enhancements and workflow designs. Requirements identified as a Fit are met through the configuration of PeopleSoft, delivered processes, delivered reports and delivered fields on pages.

Slide 5

What is a Gap? A gap occurs when the requirement is not met by using delivered PeopleSoft 9.1 functionality. A gap is resolved by one of four ways:

  • A business process change
  • A policy change
  • A manual workaround
  • A customization to the system

Slide 6

Fit/Gap Process


Slide 7

How is a Fit or a Gap determined? Initial analysis is performed by CPA staff and Deloitte consultants, also known as the "Core Team." The analysis identifies if a requirement is a Fit or a Gap. Subject Matter Experts will be consulted if more information is needed. Requirements are then evaluated against the delivered Release 9.1 PeopleSoft functionality. PeopleSoft, PeopleBooks, IndustryPrint and other tools are utilized to determine whether a requirement is a Fit met by PeopleSoft functionality, or is a Gap and therefore requires identifying alternative resolutions. Results of the analysis are documented on the Fit/Gap matrix and Gap Resolution matrix. Gap Analysis documents are created to identify Gaps.

Slide 8

How is a gap resolved? After a gap has been identified, all alternative recommendations are taken into consideration. Each alternative is reviewed, and ultimately one recommendation is selected. This table illustrates examples of requirements that were not met with PeopleSoft functionality, and the resolution type that was recommended to make the requirement fit.

Slide 9

What can you expect during the work sessions?


Slide 10

Your active participation is imperative to the success of ProjectONE. The Fit/Gap matrix will be distributed for your review prior to the work session. The Fit/Gap work session is an interactive discussion to

  • Identify any exceptions or questions that the participants have related to Fits
  • Review and validate Gaps in software functionality
  • Review and define alternatives to meeting the Gaps
  • Determine recommendations to meeting the Gap
  • Identify any issues, risks or concerns
  • Define areas that require further review and follow-up meetings

Slide 11

What can you expect during Fit/Gap work session? Each work session will follow a standard agenda. First, you will review the business process, noting the requirements that are linked to that business process. Second, you will discuss Gaps. This will include reviewing, confirming and brainstorming alternative solutions. You will ultimately select a recommendation by collaborative discussion among the participants. Third, you will discuss Fits that have been identified as requiring agency review. Finally, any unanswered or open questions will be discussed.

Slide 12

Work session time management is critical; therefore discussions will need to be prioritized. Priority One includes discussion of Gaps, including significant gaps. A significant gap is defined as a Gap not already addressed by an ISAS or HHSAS customization and exceeds 160 hours for development. Significant gaps should be identified early in the process to provide enough lead time for discussion. The second priority is the discussion of areas where the requirement may be logically interpreted in a variety of ways, which makes the Fit or Gap difficult to determine. Finally, the third priority is the discussion of areas where the Fit is clear.

Slide 13

The documenting of Fits and Gaps in the work sessions produce two deliverables. Fits are documented in the Requirements Traceability matrix, and Gaps are documented in the Gap Analysis document. If consensus cannot be reached, then the disagreement is noted and the Fit or Gap is escalated. Issues and action items are also collected, documented and assigned.

Slide 14

Your time is valuable, so time management is very important. In order to stay on schedule, Fits and Gaps will be allocated a maximum discussion period depending on the scope of the module and time allocated. If a recommendation cannot be determined within the time allocated, the item will be escalated for resolution. The Project Management Office (PMO) is the first level of resolution, followed by the Change Control Board and finally, the Steering Committee.

Slide 15

After the work session is complete, a weekly status update email will be sent to all participants with the latest information from the work session. This email will include:

  • An action item list
  • A current open issues list
  • A list of attendees from that week’s work sessions
  • An updated version of the Requirements Traceability Matrix documenting Fits
  • The latest version of the draft Gap Analysis Documents

Escalated items will be reviewed by the PMO and CCB Chairs every Tuesday and Thursday. PMO Leads and CCB Chairs will review the DRAFT Gap Analysis documents, address questions and resolve issues on Fridays. Documents ready for CCB review will be sent to CCB on an ongoing basis. Once approved, documents will be forwarded to the Steering Committee for review and approval.

Slide 16

Fit/Gap Schedule


Slide 17

Fit/Gap begins on April 5th, and is expected to wrap up in late June.

Slide 18

HR Fit/Gap work sessions begin on April 5th and are expected to last through the 30th. The Gap resolutions are finalized throughout the work sessions, ending on May 14th. The Process Design Work sessions begin on May 3rd, and last through May 28th. The Process Design is finalized from May 10th through June 4th, with the remaining review and approval period lasting through June 18th.

Slide 19

The Finance Fit/Gap work sessions begin on April 5th and last through May 7th. The Gap resolutions are finalized throughout the work sessions, ending on May 26th. The Process Design work sessions begin on May 9th, and last through June 4th. The Process Design is finalized concurrently from May 10th through June 11th, with the remaining review and approval period lasting through June 25th.

Slide 20

What can you do to help?


Slide 21

While attending work sessions over the next few weeks, what can you do to help? Be prepared to roll up your sleeves and actively participate during the work sessions. Follow up on your action items as quickly as possible. Remember that this is a statewide system. Be open to alternatives to meet the requirements.

Slide 22

In conclusion, please remember that your active participation is imperative to the success of ProjectONE. We invite you to send questions to our email address at TXProjectONE@cpa.state.tx.us. Thank you for attending and participating in the Fit/Gap work sessions.