Lessons Learned

We implemented the $2.5 million dollar L&I Risk Automation Project and lived to tell about it! It was done on time, under budget, didn’t disturb the main workflow and all customer requirements were met. How did this happen?

This was a two-year project that generated over 300 Natural and COBOL programs. The basic functions included retrospective accounting with complex adjustments; generation of refund warrants; integration with complex agency systems; workload management and tickler features; actuarial and management reporting; and, for fun, business targeting and marketing.

Managing long term projects can prove challenging. Careful planning and attention to detail pays off. We found the following approaches helped contribute to the success of our project:

• The scope was clearly defined and managed throughout the duration of the project. Any time the user wanted additional features, they wee asked what should be eliminated to make room for them. The impact of any requested change was communicated clearly and objectively to them.
• Considerable effort was extended early in the project to identify the skills needed for both the client and the technical staff. Very energetic negotiations were conducted to obtain the people who were known to have these skills; three-way trades were made, favors exchanged, etc.
• The team synergy was enhanced through preliminary team building exercises and through early clarification of roles and responsibilities, which aided in team cohesiveness and focus. Further negotiations resulted in their workstations being located close together.
• The project tasks were grouped by functional areas and the project team broken into functional sub-teams; this proved quite beneficial. An expertise was developed within each sub-team that could be applied to multiple tasks, keeping the learning curve to a minimum for each new task.
• Each team member’s progress was monitored on a weekly basis using a detailed project work plan, allowing redistribution of workload at the earliest warning signs of time lag.
• In working with non-technical users, early use of prototypes helped the users fully comprehend and see the new features being developed. Having the technicians interact directly with the users allowed the technicians to clarify requirements.
• Effective system verification was able to occur through the use of structured, in-depth verification criteria. All the possible data paths were tested by using a wide range of test data. Clear processes were put in place to identify and correct deficiencies.
• Training went exceptionally well, as resources were committed and dedicated early, allowing a detailed plan to be in place long before implementation. As a result, quality training materials and scripts were developed and applied.
• To mitigate the risk in implementing a system, especially a financial one that generates warrants, the final product was tested in the production environment to decrease the element of surprise. The production environment was first backed up and then restored after the testing was complete.
• A three-month stabilization period proved beneficial in allowing users to become familiar with the system while technical staff were still available for support; it also allowed the technicians to add some final polish to the system.

This was an extremely satisfying project in that not only was it a success internally, but it also benefited the external employer community. This system supports the L&I Retrospective Rating and Loss Control programs. They have successfully assisted employers in reducing their Industrial Insurance premiums by providing incentive programs and promoting workplace safety, resulting in fewer injuries and lower claim costs. Since 1981, L&I has refunded over $200 million dollars in premiums to employers participating in these programs. L&I’s plan is to expand these services to include a larger number of employers.

IPMA Scholarship

Each year the IPMA awards a scholarship to a student graduating from high school who enters a computer programming field of instruction at a state of Washington university, college, community college or vocational-technical institute.

This year’s scholarship winner is Jaime Arthur of Lacey, WA. Jaime graduated from New Market Vocational Skills Center in June. She had maintained a 3.4 cumulative OPA for her four years of high school.

Jaime became interested in computer programming at the beginning of her senior year and now plans to pursue further education specifically in the field of programming. Jaime received the Student of the Month award for computer programming. She also was a class officer. Even though this was the first year of computer experience for her, she was so successful that she was able to conduct a class lesson on programming by herself. Her instructor, Ronald W. Shea, stated, "Her knowledge in the programming field has surpasses that of most of her classmates."

Jaime is planning to work and then finance her college with scholarships, grants, loans and money from full or part time jobs.

-Mary Ellen Bradley

Members Present: Phil Grigg, Dennis Laine, Joe Coogan, Bob Marlatt, Mary Ellen Bradley, Shelagh Taylor, Jim Andersen, and Phil Coates. Members absent: Darrel Riffe, George Lindamood and Alvin Bloomberg.

The Board Meeting was opened by Joe Coogan at 7:30 AM July 13, 1995.

The minutes for the May Board meeting were approved.

Phil Coates presented the Treasurer’s report and had the report approved. He reported that he has received one registration for the Executive Seminar.

The following committee reports were made:

Budget / Finance — Bob Marlatt reported that he would be trying to have an audit completed on the books within the month. He also reported that a $500 scholarship was given to Jaime Arthur at the New Market Skills Center. Another $2,000 was donated to the Computer Center at the New Market Skills Center.

Business / Planning — Bob Marlatt gave a report on the Justice Conference. It will be held on November I and 2 at the SeaTac Holiday Inn. Criminal Law and Justice Council executives will be invited. They have decided to provide a solution provider room. If there are any questions, they should be directed to Bob Marlatt at 753-6926.

Executive Seminar — Phil Grigg and Jim Andersen presented an update on the Executive Seminar in Darrel Riffe’s absence. The registration letter has been sent out. The Board thought that we might wish to include a topic on Washington Management Service. The seminar will be held at Ocean Shores on September 20, 21 and 22.

Fall Forum — Jim Andersen stated that the agenda has been almost finalized and letters will be sent to speakers to confirm their engagements. An executive breakfast will be held on October 26. The Forum will be held October 24 and 25.

Membership — Shelagh Taylor had nothing to report.

Newsletter — Mary Ellen Bradley will be doing a profile on IPMA’s scholarship recipient along with an article from Carol lsley of L&I. Mary Ellen is interested in any articles that she could publish. Please call her if you have any ideas at 902-2303,

Professional Development — Dennis Laine reported that he has IBM, Oracle and Sybase representatives committed to the September 7 seminar on relational databases. This event will follow the same format as the June seminar on Windows 95. Dennis is working to arrange other speakers for the event.

The meeting was adjourned at 9:00 a.m.

The correct date for the next IPMA seminar is September 7, 1995. Incorrect dates were reported in last month’s newsletter.

The seminar will feature several relational database vendors. Each vendor will have a half hour to discuss the topic and then a round table discussion will occur.

Look for details of the September seminar in the next IPMA News.

-Dennis Laine

IPMA News is the official newsletter of Information Processing Management Associates, Inc. Send your articles to: Mary Ellen Bradley, Editor IPMA News, P.O. Box 915, Olympia, WA 98507-0915. Newsletter layout and production by SMI.

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