Released by the Department of Finance under the Freedom of Information Act 1982
FOI 22/104 - Document 01
Steering Committee meeting – 28 April 2022
Parliamentary Expenses Management System
Recommended actions
It is recommended that you:
1.
Accept the Minutes of the previous meeting and the status of actions.
2.
Accept the project update and integrated project schedule:
a. Refer Project Status Report as at 22 April.
b. At 22 April, Phase 2 was 71% complete against planned completion of 73%. The
schedule performance index (SPI) is 0.97.
The PEMS Functional Testing finished on 15 April as per the schedule:
• 96% of testing overal was completed.
o
98% of tests passed for functional modules.
o
89% of IPEA reporting test cases were completed and passed.
Expenditure Reporting 86% complete.
Budget Reporting 77% complete.
Report Security 100% complete.
Ad-Hoc Reporting 100% complete.
• The focus is on defect remediation and retesting and the related
retesting of failed or blocked test cases. There are 65 items
remaining to remediate in the period to 6 May 2022.
IPEA wil continue to test for Expenditure Reporting with 37 tests to
be completed by 6 May 2022.
3.
Note the PEMS Communication Plan approved by Project Board on 27 April 2022.
4.
Note the Readiness Scorecard at 22 April 2022. The first Readiness checkpoint
(Checkpoint 1) meeting was held on 21 April, with the fol owing recommendations
made:
• Continue to progress readiness activities;
• Increase from one to two stand-up meetings per week for tracking Readiness
Activities (to be increased to daily meetings from June through to go-live);
• Readiness Team chair to advise the Decision Team of the Recommendation Team
meeting outcomes (completed).
5.
Note the financial position as at 31 March 2022.
6.
Note the Gateway Mid-Stage Review report and
Accept its Recommendations.
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Action Items
Item
Action
Owner
Status
Comments
Actions from meeting of 21/12/2021
A102
Testing progress report to be provided regularly to
PO
In progress
27/04/22 – testing status as at 15 April to be presented at the
the Steering Committee.
meeting.
7/04/22 – refer attached Testing Dashboard as at 8 Apr.
7/03/22 – refer attached Testing Dashboard as at 4 Mar.
7/02/22 – refer attached Testing Dashboard as at 7 Feb.
21/01/22 – refer attached Testing Dashboard as at 21 Jan.
Actions from meeting of 10/02/2022
A104
If appropriate, circulate the governance paper
PO
In progress
27/04/22 – as per previous update on 7/03/2022 Also refer to
previously circulated to members to review
Gateway Review team’s recommendation.
anticipated activities post Go-Live, as well as provide
7/03/22 – governance paper undergoing update following
an understanding of what is in the backlog and the
feedback from MaPS. An understanding of the backlog and
resources required to deliver.
assessment of resources required to deliver will be covered under
the work to estimate the support cost for 2022-23.
Actions from meeting of 10/03/2022
A105
Provide progress updates to the Steering Committee
PO
In progress
22/04/22 – Daily reporting to Project Executive; Project Executive
about report testing, including any additional
provides regular briefing to SC Chair; weekly meetings between
assistance from Project, SDO and IPEA.
IPEA Executive, SC Chair and Project Executive.
7/04/22 – refer attached Testing Dashboard as at 8 Apr.
A106
IPEA to advise the Steering Committee of its
IPEA
In progress
7/04/22 – IPEA to provide an update at the meeting.
Members’ support of continued quarterly reporting in
the immediate period post Go-Live.
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Parliamentary Expenses Management System
(PEMS) Project
Steering Committee – Draft Meeting Minutes
Meeting Details
Date:
Thursday, 28 April 2022
Time:
9.30am to 10.30am
Venue:
GovTEAMS video conference
Attendees: Ms. Clare Walsh – Chair
Mr. John Sheridan – Project Executive
Mr. Michael Frost representing Annwyn Godwin – Senior User, Independent
Parliamentary Expenses Authority (IPEA)
Mr. Dean Edwards representing David De Silva – Senior User, Ministerial
and Parliamentary Services (MaPS)
Ms. Michelle Black – Senior Supplier, Service Delivery Office (SDO)
s 22
representing Simon Quarrell – Member, Digital
Transformation Agency (DTA)
Mr. Peter Rush – Member, Prime Minister and Cabinet (PM&C)
Advisers
s 22
– A/g PEMS Branch Director and Senior Supplier, ICTD
s 22
– PEMS Project Manager, ICTD
s 22
– A/g PEMS Director, ICTD
Secretariat
s 22
1. Meeting Opening
Summary
Apologies
Annwyn Godwin – Senior User, IPEA
Mr. Simon Quarrell – Member, DTA
Minutes
The Minutes of the meeting of 10 March 2022 were accepted.
Actions
A102 – Testing progress report to be provided regularly to the Steering
Committee:
• This phase of the Project has now passed, with only 8 tests not
completed by the deadline of COB of 14 April 2022 (last working day
before 15 April 2022).
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• Most of the remaining test cases are in relation to expenditure reporting.
The remaining tests will be progressed 15 April and 06 May 2022 in
parallel with the testing defect remediation period.
• Close.
A104 – If appropriate, circulate the Governance paper previously circulated
to members to review anticipated activities post Go-Live, as well as provide
an understanding of the backlog and the resources required to deliver:
• The Project wil review the Governance paper and consider
Recommendation 6 to:
o
Review the proposed governance model for the post Go-Live and
BAU phase of the Project to provide greater clarity about how the
governance model will operate in practice and reflect SDO
processes and requirements.
• The paper requested by the Chair wil report the Project’s consideration
of this Recommendation and will be delivered at the agreed time.
• Close.
A105 – Provide progress updates to the Steering Commit ee about report
testing, including any additional assistance from Project, SDO and IPEA:
• Daily meetings and subsequent reporting to the Steering Commit ee
Chair has occurred during the testing period, which has been surpassed.
• Close.
A106 – IPEA to advise the Steering Committee of its Members’ support of
continued quarterly reporting in the immediate period post Go-Live:
• The IPEA Senior User advised that IPEA Members are supportive of
transitioning to monthly reporting only when the PEMS reporting solution
is fully implemented and functioning as planned.
• IPEA Members are also supportive of the IPEA Executive making this
decision.
• Close.
Closed Actions
A102, A104, A105 & A106.
Decisions
The Steering Committee
accepted the minutes from the previous meeting
as well as the status of actions raised.
Actions
Nil
2. PEMS Delivery Update
Summary
Phase 2 Status Report The Chair presented the schedule as at 22 April 2022:
• PEMS is currently reporting Green as a consequence of moving to the
post-testing phase.
• The Project is 71% complete against a plan of 73%, with the Schedule
Performance Index (SPI) recorded as 0.97.
• Defect remediation is underway with 17 items transported to the UAT
environment and 5 test cases passed since 15 April 2022.
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• The Project team is confident the remaining work can be managed.
Remediation of the items is required to be resolved by 06 May 2022.
• ICTD provided a review of the Accessibility Testing report that is largely
compliant with no critical issues to address for the 1 July 2022 Go-Live.
• SAC Penetration Testing has concluded and a draft report provided to
the Project for review. Response to testing provider to confirm scenarios
covered prior to accepting the Report.
• The transactional (ECC system) SAP code review saw no critical issues.
• An assessment of the Business Warehouse (BW) code is complete with
similar findings to ECC review (no critical issues).
• An action plan wil be implemented as part of continuous improvement
which wil include remediation steps for the small number of low-risk
items identified in the reports conducted thus far.
• The external agency members congratulated the Project Executive and
the broader team on the tremendous work to improve the current
delivery status.
• The Chair also expressed their appreciation on the massive efforts to
IPEA and the Project team to complete the large scale of testing cases.
Risks and Issues
The Project Executive discussed the following PEMS Risks and Issues:
• (New) Issue #35 – Travel provider change with CTM wil not be
implemented by Go-Live as the PEMS defect remediation period closes
on 06 May:
o The front-end changes are mainly labelling and have been
completed. However the file format that the provider provides to
IPEA wil change in the back-end from 01 July 2022.
o This approach was discussed at the Project Board, with IPEA to
engage with the provider and communicate the urgency of what
is required as well as continue investigating the most suitable
solution (either a technical or CTM adjustment to the file format).
• (New)
Risk #68 – Product verification testing (PVT) cannot be
undertaken by the external users at Go-Live:
o MaPS to confirm URG test users for the weekend of Go-Live to
verify the system is functioning – this list wil be available after the
Federal election proceedings.
o MaPS wil also advise on a cohort who may not be affected by
the election.
o MaPS and IPEA will also undertake their respective PVT as
required.
o The Project can accept the risk given functionality has been well
tested in the lower environments; MaPS and IPEA staff to
validate tiles in the same way as previous production CDR/code
release weekends and Project team to determine how PVT can
be managed for external client applications and functions.
Testing and Defect Remediation
• Of the 65 items that remain to be completed, 31 items are currently in
development for remediation, of which:
o 16 are Defects
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o 3 are Gap Defects, and
o 12 are Change Variations.
• 34 items are currently being tested by the Business and the Test Team –
the breakdown is as follows:
o 8 x Common Items
o 5 x Budgets
o 3 x Domestic Travel
o 2 x Office Expenses
o 4 x International Travel
o 11 x Reporting (of which 8 relate to Expenditure Reporting), and
o 1 x EMS - Entitlements Management System.
• There are 95 self-service reports listed to be delivered. The Project is
confirming their priority for Go-Live and the status of their build with
IPEA. Work to date to produce the priority reports is progressing well.
• The Project Board agreed to two remaining Changes be included:
o Change Request
#5602: Domestic Travel – the comments should
be optional and not mandatory, and
o Change Request
#5858: Reporting (Budget Reports) – adding a
footer to the budget summary page and each of the budget
consumption reports.
• A third Change Request to resolve an issue with International Travel
relating to users that incur international travel expenses but do not incur
travel allowance is being assessed to decide if it can be deferred until
the first release post Go-Live or fixed by 6 May.
o The risk of undertaking this work by 06 May 2022 is that it may
not be completed given other priorities.
Production Phase 1 Support Update
• As at 22 April 2022, PEMS remains a healthy system with no significant
underlying themes.
• Of the 5 open tickets, two have been open for more than 28 days:
o
#1650501 – SAP Creation of customer records for active MoPS
Act HR records. This ticket is waiting for IPEA to provide
populated file to the SDO to upload bulk customer in lower
environments, and
o
#1653219 – Create an ESA adjustment code in SAP. It can
progress to Production on the next available CAB release when
UAT has been completed by Business.
• The planned Alemba (vFire) upgrade has been postponed until the loss
of key ‘drag and drop’ feature for attachments is resolved.
• The Project Executive has given guidance to the Assistant Secretary
responsible for managing this tool to engage with the service provider to
express Finance’s dissatisfaction and seek the appropriate resolution.
• User registrations remain consistent at 85%, despite a recent Senator
change that has resulted in an additional unregistered member.
Decisions
The Steering Committee
accepted the Project update and integrated Project
schedule.
Actions
A107 – MaPS to advise a cohort of URG members to be involved in PVT.
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3. PEMS Communications Plan Summary
• The PEMS Communications Plan (the Plan) was approved by the
Project Board on 27 April 2022.
• The Chair confirmed that the Steering Committee also approve the Plan
by COB 03 May 2022.
• In summary the Plan:
o is routine and includes the initial external message published on
the MaPS’ website which will direct users to the PEMS landing
page for further go live updates
o discusses targeted user cutover information, such as completing
their claims by the relevant date to avoid unnecessary
complaints, as the functionality wil not be transferred and will
lapse
o MaPS and IPEA wil be provided with the function of viewing in-
flight transactions to verify if users have incomplete transactions
in the system.
• The Chair also requested information about PEMS is included in the new
starter induction process.
Decisions
The Steering Committee
did not note the PEMS Communications Plan
already approved by the Project Board.
Actions
A108 – Distribute the PEMS Communications Plan out-of-session for the
Steering Committee’s response by COB 03 May 2022.
4. Readiness Scorecard
Summary
• The first Delivery Checkpoint meeting was held with the
Recommendation Team on 21 April 2022 with the following
recommendations agreed:
o Continue to progress readiness activities,
o Increase from one to two stand-up meetings per week for
tracking Readiness Activities (to be increased to daily meetings
from June 2022 through to Go-Live), and
o The Decision Team be advised of the Recommendation Team’s
meeting outcomes as well as receiving the updated Scorecard to
review the high level of detail.
• The second Checkpoint Meeting is scheduled for 04 May 2022.
Decisions
The Steering Committee
noted the Readiness Scorecard as at 22 April
2022.
Actions
Nil
5. Financial Position
Summary
• The Steering Committee reviewed the financial position as at 31 March
2022, noting no major changes have occurred and the Project is stil
tracking against budget.
• The actuals were previously recorded to including the recovery (revenue)
from IPEA, the way this was recorded has been changed to show the
actuals exclusive of the revenue from IPEA.
• The funding has been updated to include the funding from IPEA and
upon realising the $600k funding assistance from IPEA.
• This minor complication of addressing the additional funding as an
increase to the Project’s budget wil be discussed in detail with CFOB
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and IPEA to ensure it is explained correctly should this be raised in
Estimates.
Decisions
The Steering Committee
accepted the 31 March 2022 financial position.
Actions
Nil
6. Other Business Summary
Gateway Review Report
• The Project’s proposed response is to accept all Recommendations and
track the associated actions, in addition to the paper requested by the
Chair on a number of matters including post Go-Live governance.
• The Project Executive suggested maintaining existing Project
governance mechanisms until December 2022, to allow for continual
management post Go-Live, such as the ongoing expenditure report work
to be delivered by October 2022 as well as the backlog items.
• Extension of the governance mechanism wil not be at any additional
cost as the APS resources are funded by the ICT Division.
• The estimated $4m funding allocated for sustainment of BAU (once
achieved) wil also assist with several other gateway Recommendations.
• The benefits realisation (Recommendation 8) wil be better understood in
December 2022, with the Project stil in effect.
• The anticipated paper requested by the Chair wil include more detail of
these suggestions for consideration by the Steering Committee, following
consideration by the Project Board.
• Close consultation with IPEA and MaPS will occur in preparing the paper
noting decisions scheduling backlog implementation is the responsibility
of the business areas.
• The Chair requested a continuation of the actions taken by the Project as
wel as changes to the Steering Committee’s roles and responsibilities
be reported clearly in the paper, as well as monthly action updates.
Final comments
• The Chair once again expressed her gratitude to the Project Executive
and all stakeholders and Project team members involved in succeeding
in the remarkable volume of work delivered thus far in the Project.
Decisions
The Steering Committee
accepted the Gateway Mid-Stage Review Report
and
agreed its recommendations and the Project’s proposed actions.
Actions
Nil
The meeting closed at 10:15am.
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Refer Attachment 2 - Project Risks
• Risks are reviewed and updated regularly.
Risks
• The next Risk Workshop is scheduled for Wednesday 1 June 2022.
• 68 risks have been raised; of the 17 open risks, 1 is high, 6 are medium and 10 are
low. Two Low rated risks have been transferred to a BAU Risk Register.
Penetration Testing of SAC
Quality
• SAC penetration testing concluded with three (2) low risk and (1) informational
issues identified. The findings will be captured in the security action plan.
• Draft design documentation has been provided to the SDO. With the build and
Design
testing finalised, updating/creation of system documentation can now progress.
• Build and remediation of Phase 2 essential items and prioritised backlog is
Build
complete.
Key activities and progress as at 6 May:
• The agreed functional / user acceptance testing cycle, and the extended defect
remediation periods have ended.
• The project team will prepare a UAT Exit Report for the Project Board
Testing
consideration.
Remaining Test Cases
• No test cases remain for execution in Phase 2.
Remaining Work Items:
• All agreed items have been completed.
Phase 1
• A weekly dashboard is distributed to Senior Users. There are no issues of concern.
Phase 2
Support
• Comments have been received on the draft transition plan and is now being
Organisation
finalised.
• Knowledge transfer sessions to the SDO support team have commenced.
• Draft Service Catalogue has been provided to SDO and will be updated during
support discussions over the next few weeks.
• External communications to Parliamentarians and MoP(S) staff has commenced.
Change
• System Instructions and How to Guides have been drafted and are under review by
Management
Business.
and
• MaPS internal training commenced on 2 May.
Communications
• IPEA is preparing a separate training plan, feedback has been provided by the
project and the plan is expected to be finalised by the end of May.
• The project team and MaPS are progressing updates to the Operational Governance
arrangements for post Phase 2 go-live.
Readiness
• Readiness activity tracking meetings are held bi-weekly, the second Checkpoint
meeting was held on 4 May 2022 and agreed to proceed with readiness
• At 6 May, of the 131 Total Activities, 92 are on track and 39 are completed.
Legend: On Target
Alert
Escalate
Overall
Green Light Criterion =
All green, or only one amber with no red
Amber Light Criterion =
Identified issues being managed and Issues are likely to affect the
Issues will have a significant effect More than one amber but no red
updated regularly
implementation effort if action is
on the implementation effort if
Red Light Criterion =
not taken and managed
action is not taken and managed One or more red
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ATTACHMENT 3. HIGH LEVEL SCHEDULE FOR PHASE 2
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PEMS financial position summary as at 30 April 2022
Summary of the total funds al ocated and funds estimated to complete
the project in 2021-22.
2017-18
2018-19
2019-20 2020-21 2021-22 Totals
Approved 2020-21 2021-22 Totals
($m)
($m)
($m)
($m)
($m)
($m)
to date
($m)
($m)
($m)
($m)
Funding
2.7
19.4
21.9
8.7
6.7
59.4
2017-18 MYEFO
34.1
34.1
Actual
2.7
19.4
21.9
8.7
5.6
58.3
MYEFO 2017-18 Ongoing
4.0
4.0
8.0
Development
Committed
0.0
0.0
0.0
0.0
0.3
0.3
IPEA
5.0
0.0
0.6
5.6
Uncommitted
0.0
0.0
0.0
0.0
0.8
0.8
Finance
4.9
7.8
5.4
18.1
Surplus(+)/ Deficit(-)
0.0
0.0
0.0
0.0
0.0
0.0
Total
44.0
11.8
10.0
65.8
Funding
0.0
0.0
0.0
2.9
3.5
6.4
SDO SaaS
2.9
3.5
6.4
SDO Support & Actual
0.0
0.0
0.0
2.9
2.9
5.8
Total excluding SaaS
44.0
8.9
6.5
59.4
Maintenance Committed
0.0
0.0
0.0
0.0
0.6
0.6
(SaaS)
Uncommitted
0.0
0.0
0.0
0.0
0.0
0.0
Surplus(+)/ Deficit(-)
0.0
0.0
0.0
0.0
0.0
0.0
Funding
2.7
19.4
21.9
11.6
10.2
65.8
Actual
2.7
19.4
21.9
11.6
8.5
64.1
Total
Committed
0.0
0.0
0.0
0.0
0.9
0.9
Uncommitted
0.0
0.0
0.0
0.0
0.8
0.8
Surplus(+)/ Deficit(-)
0.0
0.0
0.0
0.0
0.0
0.0
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