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Virginia e-WIC. Kick-off Meeting June 14, 2011. Agenda – Day 1 – AM . Agenda – Day 1 – PM . Opening Comments. ACS Senior Vice President and Managing Director ACS, a Xerox Company State Enterprise Solutions (SES). Introductions. ACS Corporate Oversight. Senior VP and

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virginia e wic


Kick-off Meeting June 14, 2011

Opening Comments

ACS Senior Vice President and Managing Director

ACS, a Xerox Company

State Enterprise Solutions (SES)


ACS Corporate Oversight

Senior VP and

Executive Director

Electronic Payment

Services Delivery


Payment Services

Group Delivery


Vice President

Government Solutions


Card Services



Retail Manager

System Test Mgr



Product Manager





Deputy Program



System Lead

Electronic Payment Group Delivery Center – Technical and Operations Team

solution overview

Solution Overview

ACS Technical Coordinator

project overview

Project Overview

ACS Program/Project Manager

summary of project objectives
Summary of Project Objectives
  • In parallel with the implementation of the new Crossroads MIS system, replace the current paper-based method of issuance and redemption with a leading edge online e-WIC system that allows participants more flexibility with their shopping experience while reducing the stigma typically associated with paper checks.
    • Coordinated development of e-WIC system and the Crossroads MIS system
    • Develop the proper interfaces and provide technical services to support Virginia e-WIC
    • Integrated testing and implementation with the Crossroads MIS system
    • Retailer enablement, integration and certification
    • Compliance with the Technical Implementation Guide, Operating Rules and Universal Interface Specification
summary of project scope
Summary of Project Scope
  • Virginia e-WIC
      • In scope
        • System Requirements, Business Requirement Document, Interface Control Document and Functional Specification Document
        • Development of real-time interfaces with the Crossroads MIS system
        • User Acceptance Testing (UAT) training and support
        • Train the Trainer training and support
          • Coordinated training with Crossroads team
          • Commonwealth staff training for reports and administrative terminal
          • Automated Response Unit (ARU) training and participant training materials
        • Retailer enablement
          • Stand beside POS installation and training
          • Retailer integration support
          • Third Party Processor (TPP) retailer support for Kentucky shared retailers
        • Pilot implementation and full e-WIC project rollout support
        • Ongoing operation of the e-WIC system
project success criteria and benefits
Project Success Criteria and Benefits
  • Success Criteria:
    • Successful requirements and design documents approval
    • Successful completion of UAT approved by Virginia Department of Health (VDH) and USDA Food and Nutrition Services (FNS)
    • Successful pilot
    • Successful full e-WIC project rollout
  • Expected benefits:
    • Seamless integration with Crossroads MIS system
    • Flexibility in benefit redemption for participants
    • Reduced stigma for participants
    • Improved transaction processing for retailers
    • Stronger reporting capabilities
    • Improved agency and clinic efficiency allowing a greater focus on nutrition education
communication structure
Communication Structure


Technical Coordinator


Program/Project Manager

  • Requirements Validation Facilitator
  • Technical resource
  • Solution expert

Virginia Department of Health

VDH Project Manager

Sylvia Mitchem

  • Primary communicator with VDH:
  • Deliverable delivery
  • VDH review communications
  • Project status
  • Risk, Issue, Action tracking
  • All VDH/ACS meeting content, agendas, minutes

ACS Implementation Mgr

VDH EBT Coordinator

Natasha Miller

  • Status
  • Risks, Issues, Actions

ACS Business Analyst

  • Requirements Validation, Requirement Deliverables, and clarifications / questions
retailer enablement
Retailer Enablement
  • ACS works with retailers to provide a solution that best meets their needs
      • Coordinated efforts by ACS with retail service providers and third party processors provide many retailers with the option of integrating with their existing system
      • Direct connect POS devices and an integrated direct connect option provides savings to retailers that choose those options
      • Retail Manager, Ed Yorkavich coordinates enablement efforts and provides strong support for retailers
      • The Retailer Portal provides instant access to transaction and settlement reports
      • 24/7 retailer helpline is provided to answer questions and/or troubleshoot issues
      • Integration support for testing and certification.
      • Currently certified with several TPPs and Electronic Cash Register (ECR) systems.
  • Retailer Benefits
      • Faster settlement, usually within 24 hours
      • System approves only prescribed WIC items (fewer errors)
      • Fewer administrative tasks i.e., no batching paper, no retailer stamps, no rejected checks
      • Reduced risk of non-compliance and/or program violations
      • Reduced training for personnel, less time to train cashiers
project timeline

Project Timeline

ACS Implementation Manager

VA WIC Wall Walk




Approval of Final Design



Kickoff Meeting

Approval of Final

Test Plans





Commonwealth Approvals

Project Toll Gates

va wic wall walk cont
VA WIC Wall Walk (cont.)








Project Management
  • ACS Program/Project Manager

ACS Implementation Manager

critical assumptions
Critical Assumptions
  • VDH will ensure coordination with Crossroads team for support of design, development and test phases (Crossroads integration)
  • VDH will ensure coordination with Crossroads team to review ICD documents as applicable
  • VDH will provide UAT test data
  • Deliverables will be approved according to agreed upon review cycles
  • Approvers will be named, available, and participating as needed
  • Assigned VDH Staff will be available and coordinate with the Crossroads team when required by the work plan
  • VDH is responsible for gathering and providing feedback on requirements from FNS to ACS.
  • The timeline must include any review by FNS if content is expected to be included in the baselined requirements.
dependencies on vdh
Dependencies on VDH
  • Infrastructure Review
  • PC for Administrative Terminal
  • FTP Server
  • Firewall Setup/Configuration
  • VDH Data Center for circuit installation
  • Router (ACS will assist with setup)
  • IT Telecom Questionnaire (ACS to provide)
  • Outreach to clinics, cardholders, government offices and officials
  • Timely review and approval of deliverables as outlined in the work plan
  • User Acceptance Testing support
  • Inherent schedule flaws due to unknowns prior to entering each phase
  • Increase in requirements during Plan and Design
  • Change in project assumptions and/or requirements
  • Extended review and approval of deliverables
  • Concurrent development cycle with Crossroads
  • Additional Modifications to Universal Interface Specifications, WIC Operating Rules and Technical Implementation Guide
deliverable submission
Deliverable Submission
  • Document Submission:
    • Document will be delivered by the BA to the ACS Program/Project Manager for submission to the VDH e-WIC Project Manager
    • Document will be delivered via email
    • Document will include the name of the document followed by v.0x DRAFT to indicate that it is a draft document under review
    • Document revision history will reflect the date, author and relevant notes when submitted
    • Document will be submitted by end of the day ’12-midnight’ according to the deliverable milestone ‘day’ agreed to that triggers the review cycle
    • Midpoint through a review cycle, the ACS project team or VDH may request or agree to a review to discuss any questions or critical feedback as to not delay any initial understanding of the document or impact the remaining assumptions during the review
proposed review and approval cycles
Proposed Review and Approval Cycles
  • Requirement Deliverables
    • 10/5/2
      • Initial 10 day Commonwealth review (BRD, ICD’s and larger documents)
      • 5 business day ACS BA review/doc update
      • 2 days of final review and Commonwealth approval/sign off
    • 5/2/2 (Functional Specs, Screen Mock-Ups, Report Specs etc)
      • Initial 5 day Commonwealth review
      • 2 business day ACS BA review/doc update
      • 2 days of final review and Commonwealth approval/sign off
acceptance criteria
Acceptance Criteria
  • Acceptance suggestions:
    • Approved ‘as is’ (no updates required)
    • Approved with minor modifications (no major issues, open items)
    • Not Approved – Scope or major issues identified, update and re-review required
    • Acceptance/Approval is requested to be via email approval from the approvers identified during Requirements Validation.
    • The above assumes all comments from both Commonwealth and FNS are obtained in the acceptance. Commonwealth is responsible for gathering and providing FNS’ comments, or acting as the ‘proxy’ approver in their acceptance
    • Acceptance/Approval should be focused on material requirements content and questions related to completeness, validation and accuracy related to system functionality as discussed/agreed to during Requirements Validation etc. Grammatical or other minor corrections/agreed upon updates should not prevent a document from being accepted/approved.
change management overview
Change Management Overview
  • The Change Management Process is a systematic approach to managing impact to cost, scope, schedule, and quality during a project
      • Requests for changes to any approved item will be managed via the Change Management process

ACS submits and reviews Impact Assessment with VDH

VDH submits Change Request to ACS Project Manager

ACS performs Impact Assessment on Change Request

VDH either approves or rejects the Change Order

May be submitted by VA e-WIC Project Manager or other preset arrangement

Results of Impact Assessment provided to facilitate VDH decision on Change Request

If approved, the project baseline is revised – if rejected, the Change Request is closed

Standardized process utilized to determine cost, schedule, and other impacts to the project

requirements process a closer look
Requirements Process – A Closer Look
  • Value & Goals of the Requirements Workshop & Requirements Phase
  • The BA role & SME expectations
  • Requirements Methodology & Management Process
  • Artifacts, Reviews/Inspections & Approvals
methodology value points
Methodology Value Points
  • Represents Industry Best Practices/Standards and CMMI Advancement Goals
  • Methodology has been proven through reduction of missed/invalid requirements by approx. 50% in the last 1.5 years in various EPS Client Implementations
  • Supports Upfront Quality and Ongoing Requirements Validation throughout the Requirements Phase
  • Supports Incremental Development and Testing more seamlessly
  • Allows for more contained and shorter client stakeholder review/approval timeframes
requirements validation sessions requirements phase goals
Requirements Validation Sessions & Requirements Phase Goals
  • To define ‘the what?’
  • To validate critical requirements/system functionality and any ‘gaps – enhancements/detailed rules etc’ to existing functionality
  • To clearly identify Open Issues/Follow Up items with accountable owners and due dates that impact resolution of requirements
  • To ensure completeness, accuracy and agreement of business ‘system’ requirements gathered across key ACS and VDH stakeholders and SMEs that will be designed, developed and delivered in the final solution that meets The Commonwealth’s business needs and objectives
  • Gap Analysis : Documentation of gaps and further details refined from the RFP and based on WIC core product solution from the Requirements Sessions Note: This is not an approved document, but captures Validated Req’s, Actions, and Open Items that may require further discussion.
  • Interface Inventory – Teams identify all ICDs, systems, and frequency. This is an inventory only that goes in the BRD.
  • BRD – Business Requirements Document, Represents High Level Functional and Non-Functional System Requirements and Interfaces. (NOTE: it does not include operational requirements)
    • VALUE:the BRD is the document that locks down the ‘system scope’ of the project.
    • BRD Inspection: Review and approval/sign off from key Commonwealth and ACS stakeholders. Once approved by the Commonwealth and ACS Technical team, it is base-lined as Version 1.0.
  • Detailed Requirements: ICD’s, Report Specifications and Functional Specifications including: Use Cases, Business Rules, Screen Mock-Ups, Data Fields, Error/Dialog Message, Report Specifications (traced to higher level business requirements in the BRD)
    • VALUE: These are the artifacts that Development, Quality Assurance (QA), and UAT teams design, develop and write test and UAT scenarios from, thus it is critical these are correct, to ensure quality delivery and what is expected of the client.
    • Detailed Requirements Inspection: Review and approval/sign off from key Commonwealth and ACS stakeholders; Identified documents are baselined as Version1.0 once approved by Commonwealth and ACS Technical teams.
  • Requirements Traceability Matrix (RTM):
    • Traces Requirements from RFP to BRD, Detailed Specifications, Design Documents and Test Cases.
      • RTM: Updated as each deliverable artifact is completed, reviewed, and baselined by ACS, This document can be provided to the Commonwealth as a tool to reference requirements from the BRD to their locations in other documents. Note: This is not a formal deliverable and thus is not subject to formal review/approval.
commonwealth smes availability time allocation
Commonwealth SMEs Availability & Time Allocation
  • Requirements sessions and the requirements phase of the project require a high concentration of time and attention by all critical subject matter experts and reviewer/approver stakeholders
  • WIC Policy/Operations SME: provide subject matter knowledge, documentation and validation of the Commonwealth’s operational process and the related functional requirements and/or gap details and rules to ensure requirements gathered are accurate
  • Technical SME: provide information to ACS technical team for technical functionality, such as file transfer management, non-functional requirements, and other technical requirements to fulfill the project
  • Assumptions:
    • Assigned VDH Staff will be available when required by the work plan.
    • Approvers will be named, available, and participating.
    • Time allocation historically has shown that reviews and collection of feedback may take anywhere between approx. 4 – 10 hours a week during the critical review cycle depending on the size of the document;
      • i.e. a BRD review over 2 weeks may take 16 hours for review and approval.