Edgewater Sim Boston 2016

1. Breaking Through the
Legacy Logjam
September 29, 2016

2. 2
Presenters

3. 3
Agenda
• Introduction
• Harvard Technology Overview
• Aurora Project Overview
• Edgewater Partnership
• 2016 Release

4. 4
• Replace ASPerIN system built in 1998
• Several project starts & stops
• Looking for fresh ideas
• Collaboration not outsourcing
Legacy System Modernization
Introduction

5. 5
Technology Underlies Virtually Everything
We Do at Harvard

6. 6
Administrative Technology Services – Partners
and Portfolio

7. 7
2020: Administrative Technology Services Vision

8. 8
Legacy System - ASPerIN
ASPerIN
Lookup
Transactions
Position Mgmt
Salary Increase
Faculty Affairs
Authorization
Reporting
Harvard Data Warehouse
Manual Re-key
PeopleSoftUpdates
Manual Review of
Reconciliation

9. 9
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

10. 10
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

11. 11
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

12. 12
Aurora Core Development Team
*
*
*
*
*
*

13. 13
ASPerIN Migration to Aurora
ASPerIN
Lookup
Transactions
Position Mgmt
Salary Increase
Faculty Affairs
Authorization
Reporting
Harvard Data Warehouse
Manual Re-key
Aurora
Lookup, Transactions,
Position Management
Authorization Manager
(Alseta)
Salary Increase (ASIP)
Faculty Affairs
Reporting (Aurora Reporting)
PeopleSoftUpdates
Manual Review of
Reconciliation

14. 14
Requirements Backlog
PM & Product
Owner
Begin
Blended
Team
First 6 months
Sprint
StoryPoints

15. 15
Development Productivity
Begin
Blended
Team
PM & Product
Owner
First 6 months
Sprint
StoryPoints

16. 16
• 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

17. 17
Legacy System Workflow
Search for
Position
Update Position
Information
Update
Appointment
Information
Search for
Person
Enter/Update
Person
Information
Add Courses Submit
For Approval
Approval
Workflow
Final Approver Prints
Action and Brings to Payroll
Payroll Manually
Re-keys Action
Into PeopleSoft

18. 18
Aurora System Workflow
Approval
Workflow
Payroll Submits Action
In PeopleSoft
Search for
Person
Select
Appointment
Type
Update Person,
Appt, & Course Info
& Submit for Approval

19. 19
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

20. 20
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

21. 21
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

22. 22
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

23. Breaking Through the
Legacy Logjam
September 29, 2016