systems assessment - review
DESCRIPTION
Post-Workshop ReviewTRANSCRIPT
Slide 1
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
FMCSA Medical Program (MP)Information Architecture
Post-Workshop ReviewMarch 19, 2008
Slide 2
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Agenda– Introduction
• FMCSA MP Information Architecture (IA) project deliverable
– Recap workshop• Goal• Planned vs. actual workshop flow• Attendance• Workshop observations
– Review selected deliverables with associated questions– IA observations– IA recommendations/roadmap– Next steps
Slide 3
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
FMCSA MP Information Architecture Project Deliverable
– Cover page & TOC– Introduction– FMCSA MP Information Architecture Workshop Presentation– FMCSA MP Information Architecture Post-Workshop Presentation– Stakeholders & Projects/Activities
• Stakeholders matrix• Projects & activities matrix
– Requirements Sources• Intra-Program dependencies matrix• Inter-Program dependencies matrix• Related system matrix• MRB process progress matrix• Requirement sources & resulting drivers matrix
– High Level Processes• Key system related MP process list• “ME application for listing in National Registry” process diagram• “Driver obtains medical certificate” process diagram
Slide 4
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
FMCSA MP Information Architecture Project Deliverable (cont.)– High level system diagram
• High level diagram
• Sample lower level diagrams
– Functional hierarchy w/ attributes– High level entity relationship diagrams
• NRCME
• Exemptions– Vision– Diabetes– SPE
– Information Architecture observations– Information Architecture recommendations/roadmap– Appendix A – Workshop parking lot list
Slide 5
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Workshop Goal– Clear objective
– Useful deliverables &purposeful result
Slide 8Final 2/26/2008
FMCSA MP WorkshopWorkshop Deliverables &
Results
• Workshop Notes– Summary of session activity
• Stakeholders & Activities– Summary of who has a vested interest in the roadmap
• Requirements Sources– Summary of drivers influencing the content,
timing/sequencing, and process controls of future systems designs
• Functional Hierarchy w/ Attributes– Summary of capabilities necessary to conduct Medical
Program business• High Level Entity Diagram
– Identification of key information and data entities with relationships and dependencies
• High Level Systems Design– Summary of systems (process and technology) enabling
automation of Medical Program business• Roadmap Considerations & Alternatives
– Systems implementation diagram with considerations for alternative sequencing
Deliverables
Stakeholders& Activities
Requirement Sources
FunctionalHierarchy w/
Attributes
HL EntityDiagram
RoadmapConsiderations& Alternatives
WorkshopNotes
HL SystemDesign
How Sessions Drive Deliverables & Results
Interrelationship Between Primary Information Drives Coordinated Design & Roadmap
RequirementSources(Drivers)
Stakeholders
Capabilitiesfrom
FunctionalHierarchy
Projects &Activities
ImplicationsFor Design &
RoadmapInterdependencies
Influence
Key
Slide 2Final 2/26/2008
FMCSA MP WorkshopIntroduction & Overview
Overall Workshop Objective– Facilitate collaborative exchange
– Surface dependencies, redundancies, conflicts, gaps
– Develop common understanding of the big picture Information Architecture
Information Architecture– Method of expressing models and concepts for information
– The structural design of shared information environments
– Analysis and design of the data stored by information systems, concentrating on entities, their attributes and their interrelationships
– Provides a broad view identifying dependencies, redundancies, gaps, and opportunities to construct integrated systems
Slide 6
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Planned Session Flow & Supporting Content– Organized to facilitate structured but collaborative data gathering– Planned covered analysis from various perspectives
• People, process, and technology
• Internal / external
• Relationships and dependencies
– Aimed to collect a set of data from which a rationalized Information Architecture could be developed
FMCSA Medical Program WorkshopSession 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
FMCSA Medical Program WorkshopSession 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
Introduction & OverviewFMCSA Medical Program Workshop
Session 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
S1: Projects & Activities S2: Requirements SourcesFMCSA Medical Program Workshop
Session 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
S3: Functional HierarchyFMCSA Medical Program Workshop
Session 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
S4: HL Process & Info Requirements
FMCSA Medical Program WorkshopSession 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
S5: Use Case ExampleFMCSA Medical Program Workshop
Session 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
S6: (HL)Design & RoadmapFMCSA Medical Program Workshop
Session 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
Wrap-Up & Next Steps
StakeholdersProjects & Activities
Intra-Program
Dependencies
FunctionalHierarchy
Use CaseTable
Use CaseDiagrams
Design &RoadmapDiagram
WorkshopDeliverables
SessionsOverview
Inter-Program
Dependencies
Inter-System
Dependencies
Req Sources & Drivers
FunctionalHierarchy
Parking Lot
Day
1D
ay 2
Slide 7
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Actual Session Flow & Supporting Content– Initial sessions fostered highly valuable discussion & discovery
• Encouraged the exchange to obtain deeper understanding of issues and promote teambuilding
• Resulted in highly valuable insight
– Re-organized to build on the team’s high level of engagement• Switched to highly collaborative approach to covering the remaining topics
• Resulted in greater than expected levels of detail and insight
FMCSA Medical Program WorkshopSession 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
FMCSA Medical Program WorkshopSession 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
Introduction & OverviewFMCSA Medical Program Workshop
Session 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
S1: Projects & Activities S2: Requirements Sources
FMCSA Medical Program WorkshopSession 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
S3: Functional HierarchyFMCSA Medical Program Workshop
Session 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
S4: HL Process & Info ReqsFMCSA Medical Program Workshop
Session 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
S5: Use Case ExampleFMCSA Medical Program Workshop
Session 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
S6: (HL)Design & RoadmapFMCSA Medical Program Workshop
Session 1: Project and Activity Overview
• Identify– Projects, applications, sites, infrastructure
– The groups doing the work (Volpe, Axiom, ?) (this gets covered by the stakeholders table)
• Create matrix– Who is doing what
– Where is there overlap
– Where are there gaps (need to revisit this as we learn more of what needed to be done)
– Add in considerations for evolving rule making legislation
Working Session ActivityReview and test for correctness and completenessOther activity underway?
Wrap-Up & Next Steps
StakeholdersProjects & Activities
Intra-Program
Dependencies
FunctionalHierarchy
Use CaseTable
Use CaseDiagrams
Design &RoadmapDiagram
WorkshopDeliverables
SessionsOverview
Inter-Program
Dependencies
Inter-System
Dependencies
Req Sources & Drivers
FunctionalHierarchy Parking Lot
Day
1D
ay 2 Highly collaborative
functional process, information, and data analysis
(whiteboard)
Highly collaborativefunctional process, information,
and data analysis(whiteboard)
Slide 8
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Workshop Attendance15 Participants attendedParticipant Day 1 Day 2 Org Phone Email Focus / Topics Reprented
Bob Berk 100% 100% Volpe 617.494.2347 [email protected] workshop facilitator
Bob Redmond 100% 100% FMCSA 202.366.5014 [email protected] CDL integration
Chris Caputo 100% 100% FMCSA 202.554.4183 xt. 243
[email protected] COMPASS
Christine Hydock 100% 100% FMCSA MP 202.366.1220 [email protected] MP Division Staff
Courtney Stevenson
75% Volpe 202.366.5797 [email protected] Volpe work- NRCME oversight, Surveillance
Edward Howerter 100% 100% Volpe 617.494.2619 [email protected] workshop facilitator
Glenna Tinney 100% 100% Axiom 703.998.0189 xt. 226
[email protected] Axiom work- NRCME, SPE, MRB
H.F. (Buck) Baley 100% 100% Volpe 617.494.2173 [email protected] FMCSA IT Applications
Jeff Granger 100% 75% Volpe 617.494.4833 [email protected] workshop facilitator
Linda Phillips 100% 100% FMCSA-PSP 202.366.6921 [email protected] MP Division Staff
Maggi Gunnels 10% FMCSA MP 202.366.0754 [email protected] MP Divison Manager
Mark Johnson 100% 100% FMCSA-RRA 202.366.4752 [email protected] Research and Analysis
Monica Lanos 100% 100% FMCSA 601.965.4219 xt. 34
[email protected] CSA2010
Robert Neil 100% Volpe 617.494.3634 [email protected] IT Security
Thanigai Ranganathan
100% 100% Wyle Labs 202.554.4183 xt. 222
[email protected] Enterprise Architecture
Slide 9
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Workshop Observations– Selection of participants was a key to the success– Level of collaboration was high– All participants were completely engaged– Participants learned significant amounts– Clearly influenced the design of applications– Facilitators were flexible and sensitive to the need to change the approach to
the second day based on the first day– Facility support was outstanding– Facility configuration was sub-optimal– Participants were unanimous in saying that “it was time well spent” and that “we
should do this more often”
Slide 10
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Review Selected Deliverables with Associated Questions– Stakeholders & projects/activities
• Stakeholders matrix
• Projects and Activities matrix
– Requirements sources• Inter-Program dependencies matrix
• Requirement sources & resulting drivers matrix
– High level processes• Key system related MP process list
• ME application for listing in National Registry diagram
• Driver obtains medical certificate diagram
– High level system design • Based on current approach
• Potential considerations based on viewing the “big picture”
• High level systems diagrams
• Supporting lower level diagrams
Slide 11
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Information Architecture Observations
– On the positive side
• Business processes, while mostly manual, are well understood by the
practitioners
• There is a lot of IT work going on and planned within the MP
• IT work is early enough in the life cycle so that significant positive impact
can be achieved in developing an integrated and well structured
automation program
• IT security and privacy are being considered and will continue to impact
how systems will be built
Slide 12
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Information Architecture Observations (cont.)
– However
• Process and application design are occurring in silos within the MP
• Well structured and detailed application requirements do not appear to be
driving design and development
• Integrated set of systems requirements and associated documentation does
not exist
• Opportunity to leverage common functionality and sharable data are not being
exploited across applications
– Audit capability to track changes to the data after it is received
– Reference tables
– Medical professional
Slide 13
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Information Architecture Observations (cont.)
– However (cont.)
• Medical Program was largely unaware of opportunities to leverage FMCSA
Enterprise Architecture and Modernization efforts
– COMPASS portal using single sign-on, working against an integration plan &
timeline
– CSA 2010 business process modernization
• Unique identifiers for key entities not completely defined
• The uncertainty in the timing and content of key legislation will likely result
in significant system development challenges
• Additional data fields may be required which are not reflected in legislation
– Driver data from medical examinations
– Data to feed to other FMCSA programs
Slide 14
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Information Architecture Recommendations/Roadmap– Continue with collaboration initiated by this workshop
• With additional workshops as appropriate within MP and other FMCSA organizations
– Seek opportunities to influence details in pending legislation early in the process
– Use a business analyst to formalize work on process evaluation• Capture the details of the business processes
• Prepare system use cases
– Use a system architect to continue work on developing rationalized system design• Data dictionary
• Entity relationship diagrams
• Systems diagrams
• Systems integration points
Slide 15
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Information Architecture Recommendations/Roadmap (cont.)– Adapt a common system development lifecycle approach and governance
procedures for all applications• Requirements
• Design
• Development
• Testing
• Deployment/Roll-out
• Operations
– Ensure system requirements specifications contain the following (as a minimum)• Functional requirements
• Data requirements
• Physical/Hosting requirements
• Operational requirements
Slide 16
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Information Architecture Recommendations/Roadmap (cont.)
– Continue work on developing rationalized system design
• Data dictionary
• Entity relationship diagrams
• Systems diagrams
• Systems integration points
• Interface requirements specifications
– COMPASS portal interface
– CDL merger
– Apply a common software development approach
• Integrated development environment
• Shared document and code repository
• Common naming and coding conventions
• Configuration management
Slide 17
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Information Architecture Recommendations/Roadmap (cont.)
– Plan & document a well structured testing strategy including
• User acceptance testing
• Load/stress testing
• Business process fraud analysis
– Evaluate & plan options for deployment/roll-out
• Organizational change management including communication and training
• Provisions for Continuity Of Operations (COOP) and Disaster Recovery (DR)
– Design operations to optimize support to the user community
• Knowledge transfer and helpdesk support
• Data center operations
• Software maintenance & enhancements approach
Slide 18
3/19/2008
FMCSA MPInformation ArchitectureWorkshop Deliverables
Next Steps– Incorporate feedback from this session– Complete deliverable