Project Title

Acquisition and
implementation of the
core insurance
applications including
fixed asset, inventory and
shareholder account
management
Name of the applications
 The core insurance application is

“ Genisys Configurator “ a product of an

Indian company called CMC Ltd.,

 An ERP solution for fixed asset, inventory and shareholder account called
“ EBIZFRAME “
which is a third party product which is integrated
with Genisys Configurator.
Scope of Genisys configurator implementation
(1) All products
(2) All covers
(3) All branches
(4) All business rules of the following components/Modules
 Underwriting
 Claims
 Enterprise accounting
 Insurance accounting
 Reinsurance
 Channel management
 MIS
 SMS and E-mail processing
 Offline processing
 Application access management
 Common master data management
 Insurance document management system
 Fixed asset, inventory and shareholder account
 Workflow management
Major milestones of the project
 Phase 1 – Project kick-off ( By both parties)
 Officially launching of the project
 Introducing the project staffs
 Present the project plan, staff schedule, responsibility matrix, risk plan, project governance
structure, performance monitoring format, etc.,

 Phase 2 – Computing and Storage infrastructure

implementation ( Data center ) –( Only by NIC)
 Phase 3 - Requirement Specification Document (RSD)
preparation and approval ( By both parties )
 Functional ( Existing and new/future business rules/
 Per product rules – Eg Premium computation rules, loading and discount rules,
etc,
 Common rules ( eg. Reinsurance, agent commission, finance )
 Product structure ( Cover, risk, peril, event. Etc., )
 Authorization limit
 Non-functional / Software qualities /
 Reporting ( Corporate level, and each functional unit level)
 Data migration ( Identifying the type of data to be migrated – operational data, ledger
balance, master data, etc., )
Major milestones of the
project (cont.)

 Phase 4 – GAP analysis, System setup, configuration,

customization, and internal testing
 Phase 5 – Acceptance test criteria and test data
preparation
 Phase 6 – Deployment of the test version
 Phase 7 – Business users training
 Phase 8 - UAT testing
 Phase 9 - Production version deployment
 Phase 10 – Operational and performance
 testing
 Phase 11 – End users training
 Phase 12 – Data migration
 Phase 13 - Go live with parallel run
Project Organization
Board of Directors

Steering Committee

Project Management
Office

Users Group
 Project organization ( Cont. )_
(1) Board of Directors
 Get monthly project progress report from the Steering Committee

(2) Steering Committee

 Consists of seven members ( from top mang. group )
 Responsible of
 Reviewing and approving the following project mang. Documents

Detailed project plan

Risk plan
Communication protocol and format
Change management procedure
Project governance structure
Quality assurance procedure
Responsibility matrix
Staff schedule
Project organization ( Cont. )_
Steering Committee (Cont.)
Review and approve completion of the
milestones including
RSD Preparation
Users Acceptance test plan and test
data preparation
Users Acceptance Testing (UAT)
Operational and performance testing
Data migration
End users training
Go live and parallel run
Project organization ( Cont. )
 Steering Committee ( Cont)
Responsible for
Review the progress of the project
Allocation of the required resource
Review and approve change request
issues ( if any )
Resolve project conflicts, disputes,
and reconciling of differences of
opinion
Project organization ( Cont. )

Steering Committee ( Cont. )

 Steering Committee meeting shall be conducted on every two
weeks on Wednesday
 Receive project status report every week on Monday from PMO
 For the Steering Committee meeting, the following documents shall
be circulated atleast two days befor the meeting
 Agenda for the meeting
 Minutes of the last meeting
 Project progress report
 Activity plan and any other relevant documents
Project organization ( Cont.)
 Steering Committee ( Cont.)
 Discussion carried out on
 Accomplishment against last meeting plans

Completed

Delayed

Not yet started

 Upcoming weekly activity plan
 New issues
 Milestones review
 Outstanding issues, open points, and project conflicts
 Any other business
Project organization ( Cont.
 Steering Committee
 The minutes of the meeting shall be circulate in less than 3 days

 Summary of the decision and action plan shall be circulated in

less than 2 days

 Submit project progress report to Board of Directors within five

days after end of every month

 Obtain company experts opinion on each milestones

Project Organization (Cont. )
(3) Project Management Office (PMO)
 Accountable to the Steering Committee

 Consists of five members of both IT, and business experts

 Members are full time assigned to the project

 Responsible of
 Act as single point of contact for communication with the
vendor
 Coordinate the preparation of project management documents
 Coordinate and assist the users group in the preparation of the
RSD and confirm its completeness
Project Organization (Cont.)
PMO ( Cont.)
 Assist the users group in the preparation of the test case and
review its completeness

 Follow up the acquisition, installation and readiness of the

network, servers and storage infrastructure before UAT

 Coordinate the business users and IT staffs training

 Coordinate the user acceptance testing

 Coordinate the data migration activities

Project Organization (Cont.)
PMO ( Cont. )
 Undertake operational and performance testing on the basis of the
non-functional requirements

 Coordinate the parallel run

 Propose the policy, procedure and job descriptions that need to be

modified due to the IT implementations

 Follow-up the project progress and report weekly to the Steering

Committee

 Request the required resources

Project Organization (Cont.)
PMO ( Cont. )
 Provide orientation to the users groups on each milestones

 Compile the up coming week activity plan of each users group

on every Friday and discuss on it on every Saturday

 Communicate the up coming weekly activity plan to each

users group on every Monday

 Compile weekly project progress report of each users group

on every Friday
Project Organization (Cont. )
PMO ( Cont. )
 Conduct weekly project meeting with the vendor representative on
every Saturday
 In the project meeting, discuss on the status of each project tasks
 Completed tasks
 On schedule tasks
 Behind schedule tasks
 Cancelled tasks
 In the meeting the following document shall be discussed
 Minutes of the last meeting
 Previous week activity plan
 Progress report
 Upcoming week activity plan, and any other documents
Project Organization (Cont. )
PMO (Cont. )
 Leader of each users group shall attend the weekly PMO project
meeting

 Submit the weekly progress report along with the PMO minutes
to the Steering Committee on every Monday

 Sign a protocol with the vendor for the delayed activity

Project Organization (Cont. )
 Functional Users Group
 Functional and non-functional users groups
 Each users groups are accountable to the PMO
 Each users group shall have a group leader
 Each members of the users group shall have a job
assigned from the group leader
 Assigned on half day basis
 The following user groups have been formed
 Underwriting and intermediary users groups (8 )
 Claim and Engineering Users Groups (8)
 Reinsurance users groups (4)
 Finance and shareholder account users groups ( 5)
 MIS users group (4)
 Fixed asset and inventory users group (3)
 Non-functional/software quality /users group(3)
Project Organization
Users Groups ( Cont. )
 Audit Users Group (5)
 Logistics Team ( 3)
 Duties and responsibilities
 Explain the business rules of each product and
functionalities
 Compiling the requested documents
 Capturing the functional requirements as per given
template
 Reviewing the completeness of the requirement
specification by the peer and the group leader before
forwarded to the PMO
 Each members of the users group shall be assigned to
prepare the test case and test data for the specific
product or functionalities
 The test case and test data prepared by each
members shall be review by its peers and also by the
group leader
Project Organization
Duties and responsibilities ( Cont. )
 Each members of the users group shall conduct
UAT ( validation 1, and validation 2) on the
specific product or functionalities
 The PMO office shall assist each users groups
during the UAT
 Submitting the user acceptance test result and
follow-up clearing of any defects if any
 Signing a protocol at completion of each
milestone ( including RSD, Acceptance test plan
and test data, UAT, Data migration, etc., )
 Providing training to end users
Thank You