AOSOS Planning Budget – PY 2004

America’s One Stop Operating System

Planning Budget PY 2004

Revision Date: 6/17/04

Document Version: V3.1

Table of Contents

Revision History

Introduction

Assumptions

Out of Scope Activities *

AJBSC AOSOS Organization Chart

Job Descriptions

Budget Information

AOSOS Proposed Budget Worksheet PY 2003

AOSOS Planning Budget PY 2003 Staffing Levels

Maintenance and Support Activities **

Hardware Lifecycle Costs

Support and Implementation Activities

Appendix A - Interested State WBS

Appendix B - Policies and Procedures

AOSOS Standard Change Control Process

AOSOS Standard Change Control Process Diagram

AOSOS Fast Track Change Control Process

AOSOS Fast Track Process Diagram

AOSOS Bug Procedure

AOSOS Bug Procedure Diagram

Appendix C - Maintenance and Support Observations

Revision History

Document Version / Revision Date / Author / Revision Comments
V1.0 / 4/07/03 / J. Novak / Initial Draft
V2.0 / 5/02/03 / J. Novak / Final Revision. Removed Draft Watermark.
V3.0 / 5/22/04 / M. Bloss / Initial Draft PY2004
V3.1 / 6/17/04 / M. Bloss / Final Draft PY2004

Introduction

America’s Job Bank Service Center (AJBSC) is pleased to present this planning budget/work plan to the AOSOS Consortium. This proposal represents our best effort at estimating operational costs for PY years 2004 and 2005 and projected revenue based on information provided by the Consortium. The actual planning budget may vary from this version as we have the opportunity to meet with the AOSOS Consortium and determine the desired services to be provided by AJBSC.

Our basic planning assumptions for this document focus on identifying baseline Maintenance and Support Costs required to make certain that the AOSOS software continues to be operational. Funds are also identified for administrative costs to allow the consortium to function effectively. Any major enhancement or new functionality will be treated as a new development project. As a separate project it will be scoped, estimated, and supported by a new Statement of Work.

After the AOSOS Consortium approves a planning budget/work plan, the AJBSC will work with the Consortium to execute the plan effectively.

The definition of the mix of maintenance and support activities and code enhancements to be included in an individual code build will follow the procedures developed by AJBSC and approved by the AOSOS Consortium.

Assumptions

  • Resolution of critical customer support issues will have priority over new functionality.
  • Functionality will be integrated into the application as resources permit. This is very vague, but was used last year. If the code builds and patches include the functionality prioritized by the Consortium, it might be better to remove this statement and reference functionality in the statement below.
  • Effective July 1, 2003, staff resources will be leveled and held constant through June 2005
  • A cadre of critical core staff will be maintained to ensure continued support for the application
  • Not all staff will be dedicated full time to the AOSOS project, and there will be times when fractional staff will be unavailable while they are working on other projects.
  • Carry-In from PY 2002 was $1,042,000.
  • Carry-In from PY 2003 is estimated to be $2,600,000.
  • $300,000 will be set aside beginning PY 2002 for hardware replacement and will be held in reserve until needed.
  • $300,000 will be set aside beginning PY 2002 for contingency and will be held in reserve until needed.
  • Based on costs associated with the PY 2003 operation, $2,000,000 is being set as the baseline cost for maintenance and support activities to keep AOSOS operational in the initial seven member states.
  • AJBSC will participate in all Steering and Scope Committee conference calls.
  • Signed subscription agreements from all States to be received by AJBSC by July 1, 2004.
  • States will continue to become more self-sufficient and use their own (and pooled state) resources for the resolution of state specific system administration and database issues.
  • Code builds will be limited to no more than two releases per program year and will incorporate the functionality prioritized and accepted by the Consortium. The number of patches will be determined by the Scope and Steering Committee.
  • Consortium States to receive build support for no more than two hardware environments.
  • Desk level user training materials to be the responsibility of Consortium States.
  • Legacy to Current Version conversion routines will not be done with each new build, but will only be created when there is a specific need.
  • AOSOS Consortium State representatives will be active and available as necessary. This includes, but is not limited to:
  • Providing members and leadership in workgroups and committees
  • Identifying proposed or passed legislation and assessing the impact on the application
  • Identifying business and subject matter experts and supporting documentation for enhancements
  • Resolving issues as necessary
  • Developing testing and acceptance criteria
  • Providing project approvals

Out of Scope Activities *

  • Interested State Support - see appendix A for a Work Breakdown Structure (WBS) of these activities
  • Proposal development for states investigating AOSOS
  • New State Implementation Support for states not yet members of the AOSOS Consortium
  • Marketing activities
  • Trade shows
  • Product demonstrations
  • Participating in Consortium Marketing Conference Calls

*Can be made available on a fee basis

AJBSC AOSOS Organization Chart

QA Manager and QA tester have been reduced from 3.0 to

Job Descriptions

Project Manager:

This position is responsible for and must have a thorough understanding of the overall definition, planning, execution, monitoring and closeout of each AOSOS project/release. This individual must oversee the development, installation and acceptance of AOSOS projects and releases. This individual must coordinate with their subordinate Managers to complete the delivery of each tested application release. This person must ensure customer satisfaction by managing the details of overall project schedules and deliverables. This individual also coordinates all phases of the project life cycle with project staff to ensure the completion of projects on schedule and within budget constraints. The individual in this position must have an understanding of the needs of the project users. While this individual is not expected to be the business knowledge expert for the programs supported by AOSOS, the position requires that the individual become familiar with the legislation and rules and determine who the appropriate business knowledge experts are. This individual must also understand the skills and abilities of the staff reporting to them.

The individual in this position must provide insight into the maintenance needs of the AOSOS project as well as support customer questions and complaints. This individual must assist in the problem resolution of AOSOS application issues, if necessary. The person in this position must also recognize areas of needed improvement and design new processes or procedures to correct or improve those areas.

Quality Assurance Manager:

This position is responsible for and must have a thorough understanding of the AOSOS application and quality control/assurance methodologies.

The individual in this position manages a team of AOSOS testers who are the first line support for application testing, verification and problem reporting/tracking. This position must have a thorough understanding of how the AOSOS application interfaces with other systems. The person in this position must also understand how the application is being utilized by the AOSOS Consortium States.

This position provides insight into the AOSOS application maintenance and conversion needs, and must lead problem resolution of AOSOS application issues.

Quality Assurance Tester:

Under the supervision of the Quality Assurance Manager, the individuals in these positions are the first line of support for application testing, verification and problem reporting/tracking. These positions must have a thorough understanding of how the AOSOS application functions and how it interfaces with other systems. These individuals must also understand how the application is being utilized by the AOSOS Consortium States. These individuals may also field questions that are generated by users calling the 1-800 number or sent to the OSOSCSC e-mail adress.

QA Programmer:

The individuals in these positions debug software products through the use of systematic tests to develop, apply and maintain quality standards for projects. These staff members must develop and execute software test plans, as well as maintain documentation of test results to assist in debugging and modification of software. These individuals must also analyze test results to ensure existing functionality and recommends corrective action. The individuals in these positions must also consult with other project staff in the resolution of problems. These individuals may analyze and write test standards and procedures.

Business Analyst:

Under the general supervision of the Project Manager, the individuals in this position are responsible for coordinating the planning, execution and monitoring of the various sub-projects delivered within each release of the AOSOS application. These individuals provide technical assistance in identifying, evaluating and developing systems and procedures that are cost effective and meet user requirements. This staff also configures system settings and options; plans and executes unit, integration and acceptance testing; and creates specifications for systems to meet business requirements. The individuals in this position must work with the identified business knowledge expert as well as all users supporting the sub-project to understand their needs. Staff in these positions must provide guidance to the user and other project staff to insure work progresses within the limitations of the AOSOS project's schedule and scope and must also maintain a strong bond of communication with users and other project staff. These individuals are also expected to lead cross-functional linked teams to address business or systems issues.

These individuals must monitor the delivery of many sub-project deliverables to insure they meet the expected quality and must also coordinate the validation and acceptance of many other sub-project deliverables to insure that our user community's expectations have been met.

The individuals in this position must assist in problem resolution of AOSOS application issues, if necessary and must also recognize areas of needed improvement and suggest new or improved processes or procedures. These individuals may, based on level of need, perform work in areas such as customer support, quality assurance, batch processing maintenance, and the care and maintenance of the application.

Technical Support Liaison:

The individual in this position acts as liaison between the Consortium States and AJBSC to identify, manage, schedule and track installation of new code and code patches to both test and production sties. This person will respond to and resolve all field problems regarding hardware and software.

The individual in this position must have an extensive understanding of the technical aspects of the OSOS application and infrastructure. This employee must work with project technical staff to provide answers and advice on a large range of topics brought up by the technical representatives from each of the OSOS Consortium States.

The individual in this position also assists with customer questions, concerns and complaints concerning the OSOS application. This individual must work with the available resources appropriate to resolve the OSOS customer concerns.

The individual in this position must cover some areas of responsibility for the following positions in the event of the incumbent's absence;, OSOS Project Manager, AJBSC Quality Assurance Manager, and subordinates.

Programmer:

Using experience with a variety of network technologies, individuals in this position develop applications, using but not limited to C, C++ Java, XML, HTML, CGI, ASP, SQL, Perl, and Python, incorporating database interactions and data modeling tools. Individuals in this position build applications using Internet and Linux or Windows Development tools and must provide written design documents, test plans and test results. These individuals must manage, develop, integrate and implement related applications components, including front-end development, server-side development and database integration. These individuals play a direct role in programming, maintenance, technical support, documentation and administration of the applications. These individuals may research, track and gain understanding of new web technologies to provide technical leadership in developing service applications and analyzing business requirements as they pertain to Internet-related systems. Staff in this position may also, based on level of expertise, function as a lead programmer, and coordinate the activities of other less senior programmers.

Database Administrator:

The individuals in this position plan computerized databases, including base definition, structure, documentation, long-range requirements, operational guidelines and security. These individuals ensure accuracy and completeness of data in master files and various support tools, such as base dictionaries, and establish and maintain security and integrity controls. These staff members formulate and monitor policies, procedures and standards relating to database management. These individuals are also expected to propose and implement enhancements that will improve the performance and reliability of the system.

Data Architect:

The individuals in this position establish database management systems, standards, guidelines and quality assurance for database deliverables, such as conceptual design, logical database, capacity planning, external data interface specification, data loading plan, data maintenance plan and security policy. These individuals will also document and communicate database design, and evaluate and install database management systems. These staff members code complex programs and derive logical processes on technical platforms as well as build windows, screens and reports and assist in the design of user interface and business application prototypes. These individuals are expected to provide expertise in devising, negotiating and defending the tables and fields provided in the database. These individuals adapt business requirements, developed by modeling/development staff and systems engineers, and develop the data, database specifications, and table and element attributes for an application. At more experienced levels, the individuals in this position may help to develop an understanding of client's original data and storage mechanisms. These individuals are required to determine appropriateness of data for storage and optimum storage organization as well as determine how tables relate to each other and how fields interact within the tables for a relational model.

Document Version 3.1

Page 1 of 296/17/04

AOSOS Planning Budget 2004 v3.1.doc

AOSOS Planning Budget – PY 2004

Budget Information

Document Version 3.1

Page 1 of 296/17/04

AOSOS Planning Budget 2004 v3.1.doc

AOSOS Planning Budget – PY 2004

AOSOS Proposed Budget Worksheet PY 2003

PY 2002 Dollars / PY 2003 Dollars / PY 2004 Dollars / PY 2005
Dollars
Revenue
Estimated Revenue / 3,500,000 / 1,800,000 / 2,100,000
Carry-In / 1,055,000 / 2,639,187 / 2,497,187
Total Estimated Revenue / 4,555,000 / 4,452,187 / 4,610,187
Planning Budget
Administration / 75,000 / 75,000 / 75,000
M&S (including NYSDOL staff) / 1,384,000 / 1,694,000 / 1,694,000
New Development / 293,813 / 0 / 0
HW/SW Maint / VPN / Trvl / 150,000 / 173,000 / 173,000
Marketing / 0 / 0 / 0
Capital Expenditures / 0 / 0 / 0
Total Planned Expenses / 1,902,813 / 1,942,000 / 1,942,000
Carry Out / 1,042,000 / 2,639,187 / 2,497,187 / 2,655,187
Reserves
Subscription Fee paid in advance / 300,000
Hardware Replacement / 300,000 / 300,000 / 300,000 / 300,000
Contingency / 300,000 / 300,000 / 300,000 / 300,000
Total Reserves / 600,000 / 600,000 / 900,000 / 600,000

AOSOS Planning Budget PY 2004 Staffing Levels

Project Manager(s) (NYSDOL) / 1.05 / 140,000
Technical Laison / 0.50 / 98,000
QA Manager (NYSDOL) / 0.30 / 40,000
QA Programmer / 1.00 / 150,000
Lead Programmer / 0.50 / 95,000
Business Analyst / 1.00 / 190,000
Programmers / 4.00 / 680,000
Quality Assurance (NYSDOL) / 1.65 / 75,000
Data Architect / 0.50 / 95,000
Data Base Administrator / 0.25 / 46,000
System Admin / 0.50 / 85,000
11.25 / 1,694,000

Maintenance and Support Activities **

Customer/Technical Support

  1. Provide Customer support for issues that cannot be resolved by a States’ helpdesk. Provide 1-800 number support in the event of a catastrophic code failure. Support will be provided Monday - Friday from 8:00 am to 5:00 PM (eastern time).
  2. Provide Hardware/Operating System support for issues that cannot be resolved by a State’s helpdesk.
  3. Answer questions beyond the customer’s knowledge on requirements, batch processes, application, API process, reports, implementation, error logs, etc.
  4. Requirements
  5. Research documentation for specific requests on requirements.
  6. Write up potential problems that are discovered through questions or verify that a problem is not an issue by referencing the requirements.
  7. Clarification on misunderstandings of requirements.
  8. Batch Processes
  9. Application Support
  10. Clarify misunderstandings in how the application should work.
  11. Maintain appropriate documentation.
  12. API Process
  13. Address specific questions about API functionality.
  14. Reports
  15. Review potential bugs in a report identified by member states.
  16. Implementation
  17. Review and respond to build questions including: sequence of events or missed steps.
  18. Documentation clarification on implementation documents.
  19. Running reports questions.
  20. Hardware configuration problems.
  21. Provide just-in-time conference call, with supporting documentation to explain the details each release and the conversion requirements.
  22. Plan, manage and test the procedures for the OSOS application releases, patches and 3rd party upgrades on internal test platforms.
  23. Documents, distributes and reviews step-by-step procedures for application releases, patches and 3rd party upgrades.
  24. Create and distribute/post source code deliverables.
  1. Error Logs
  1. Help users maintain data integrity
  2. Scripts may sometimes be written to correct state specific problems, which includes:
  3. Documentation how to run.
  4. Answering questions.
  5. Conference calls.

Maintaining Batch Processes and overall consistency with other systems:

  1. Review each major and patch release for potential changes in the following batch processes based on changes within a bug or Change Control Request. The impact to each of the following systems is reviewed and estimated. Documentation updates are made to reflect the changes.
  2. Data Exchange (Inbound/Outbound)
  3. IVR
  4. Wage Data Interface
  5. API Process
  6. Fiscal Interface
  7. DART Extract Process
  8. TAPR Extract Process
  9. Mandated Domain updates
  10. 21/28 Month batch process

Implementation Support (for States in production) - Support will be provided in accordance to the consortium agreed upon schedule on a first request first served basis with priority going to production sites first followed by consortium state test sites.