Transcription
Administration and Operations CommitteeERS IT Portfolio ReportMarch 17th, 20151
Agenda Information Technology Projects Summary Application Stats What’s Next IT Portfolio2
Information Technology ProjectsSummary MERITS Optimization – RAP – Retirement Application Processing (In Progress) MERITS Optimization – E&D – Enrollment and Demographics (In Progress) FileNet P8 Upgrade - Analysis (In Progress) Anti-Virus/Data Protection Replacement (In Progress) MS Exchange Server 2013 Upgrade (In Progress) 2015 IT Vulnerability Assessment (Audit In Progress) Symantec Backup Exec 2014 Upgrade (Completed) 2015 Desktop Replacements (In Progress) Q1 Laptop Maintenance Program (LAMP) In progress3
Application StatsCategoryCurrent InventoryHigh PriorityLow oyed(Awaiting Next stage) /Ready forProduction00014418Net Current Inventory4
What’s Next Femrite Disaster Recovery Test (IT Only) Optimization Closure Report : Retirement Application Processing (RAP) Continue Optimization: Enrollment & Demographics (E&D) Continue FileNet P8 Upgrade: Analysis Continue MS Exchange Server 2013 Upgrade Continue Anti-Virus/Data Protection Replacement Continue 2015 IT Vulnerability Assessment (Audit) Continue LAMP Start JENEsys HVAC Control System Upgrade Automated Patching Solution Security Review5
Glossary of Terms Applications/Acronyms Definitions:ooooooooooooooooPerforce: Primary application the development team uses to make code changes to MERITS. It provides theenvironments for testing, development and CCR/PIR deployments.AccPac: Accounting software that supports the general ledgerAltiris: Asset management software the technical team uses to inventory and support all IT assets. This applicationmanages updates to computers, imaging, and software distribution from a centralized console.Websphere Application Server (WAS): The application server that we use to connect Web site users to Member SelfService and other MERITS related web services.JAVA: The programming language that MERITS was developed in and is running.PIR: Problem Incident Report- A person reports a bug with the application and requests priority resolutionCCR: Change Control Request- A person request a new feature, change or enhancement to MERITSRetirement Application Processing (RAP): Functional module in Merits that processes retirement applications throughworkflowMerits Program Lifecycle Management (MPLM): Process to upgrade, patch and keep current all of the MERITS relatedsubsystems and ERS business applicationsStorage Area Network (SAN): Primary storage technology used to centrally store all ERS data and manages DisasterRecoveryDisaster Recovery Plan (DRP): The technical planning, design and testing of all IT systems and staff to ensure that alltechnical systems can run at the off site location in Madison, WI called Femrite. IT staff does semi annually testing toensure all applications and IT services are up and running within the designated service level objectivesRecovery Time Objective/Recovery Point Objective (RTO/RPO): These are I.T. service level goals for the amount of timeit takes to cutover I.T. services to the Femrite location and the point in time (per the last backup) where we recover at.Currently at 24 hours recovery time and 8 hours for any loss of data. I.T. currently exceeds this expectation based offthe last 2 tests. 2014-2015 is to reduce the goal to 8 hours and 4 hours loss of data.Business Continuity Plan (BCP): The process that ensure the ERS can continue running its services and daily operationsat the Remote Office in the event that the primary location is not accessible. We engage ERS business users tophysically work at the Remote office location and document the results on a reoccurring basis.Remote Office (RO): Backup Remote work facility located at TPP 10850 W. Park Place. It is connected to both the 789N. Water Street facility and the Femrite Data Center in Madison, and users can physically work there and connect toany needed data center.MERITS Optimization: Project approved in 2012 to go through all 17 application modules in MERITS and clean up code,ensure best practices are implemented, SQL stored procedures for faster performance, reporting and user experience.It is the clean up of any non ERS related code that may have been carried over from the original jClarety (HP software)implementation.ARIS: Web based software used for mapping legal opinions to MERITS workflow processes and proceduresJuly 15th 20146
5 MG40%6G60%7Y75%8 M eXchange Upgrade9 M Automated Patching Solution Variance Total Budget - (Actual ETC)99%Estimate to Completion (ETC) (ofHardware/ Software & ExternalLabor Costs)GLActual Spent-to-Date on Hardware/Software & External Labor ( )4Total Hardware/Software & LaborBudget ( )25%Hours Variance Estimates - ActualsGActuals (Hours)3 MEstimates (Hours)20%Target Completion DateGActual Start Date1 M2 MExternal Vendor Required: Y/NProject PriorityComplexity (S / M / L)60%80%Status:% CompleteGRG2 IPG7 IPYN2/9/158/26/143/13/152/28/15100360173100187N/A 0N/A 0 0 0N/AG2 IPN2/9/153/27/1524019221 4,000 4,320 0- 320G7 IPY1/26/155/29/151,9803471,634 164,000 0 0 164,000G7 IPN9/19/132/20/151,355 1,079276N/AN/A 0N/AG7 IPN6/9/146/30/151,620693927N/AN/A 0N/AG7 IPN2/23/154/30/1518431153 26,298 20,688 0 5,610to Exchange 2013G7 IP NResearch options for automating server G2 NS Npatches11/4/142/19/156/15/15138901271290 6,700? 6,655 0 0 0 45 0ProjectProject NameMgrDescriptionVulnerability AssessmentReidAudit of IT vulnerabilityMedicare Reimbursement @Siddiqui Adding functionality to MERITS tohandle reimbursements of Medicarecosts to certain personsData Protection SoftwareRoemer Identify and install a replacement forReplacementMcAfeeFileNet P8 AnalysisManchu/ Determine how to upgrade FileNet andZaffirode-couple from ClaretyApplication OptimizationManchu Evaluate, assess and implement(Retirement Application Process)MERITS Optimization and Clean-upL Application OptimizationManchu(Enrollment & Demographics)L Desktop Rotation / Surface Pro 3 RogersCollinsJohnEvaluate, assess and implementMERITS Optimization and Clean-up15 desktops and 5 Surface ProsGreen On Target to Meet Completion Date / BudgetYellow On Watch List - May Not Meet Completion Date or May Exceed BudgetRed Requires Management Attention and/or Over BudgetCompleted Projects & Tasks 2015Websphere 8 Upgrade/ SQL - (Manchu)Firewall Analysis @ - (Roemer)Finished1/9/152/3/15Hours / Spent3,535 hrs / 300,000 (some bills outstanding)119 hrs / N/AStrategic Goal: G1 - G7Project Health:Portfolio as of March 1, 2015NSIP Not Started In ProcessOHC On Hold CompleteFinishedHours / Spent
Organizational/Personnel UpdateAdministration and Operations CommitteeTuesday, March 17, 2015 ERS Reclasses and Reorgs still in progress Current Member Service Vacancy: Administrative Service Specialist—the position has beenposted for recruitment.
ADDENDUMCONTRACT FOR LEGAL SERVICESPARTIESThis agreement is between "Ice Miller LLP,"ICE MILLER LLPMary Beth BraitmanOne American Square, Fl. 29Indianapolis, IN 46282-0002and the "City,"City of Milwaukee Employes' Retirement SystemPURPOSEThe purpose of this addendum is to extend the termination date of the original contract fromDecember 31, 2014 to December 31, 2015. The remaining terms and services of the agreementremain unchanged, except for the following:1.Pursuant to our engagement letter dated January 15, 2014, the current hourly feerate schedule shall be as shown on Exhibit A (attached), with a 10% discount applied.2.Ice Miller acknowledges that the total fees under this agreement are not-to-exceedthe amount of forty thousand dollars ( 40,000) for 2015.EXECUTIONThe person signing this Agreement on behalf of each party is authorized and empowered to enterinto this Agreement and further acknowledges that he or she has read this Agreement,understands it and agrees to its conditions.Dated this day of , 2015.ICE MILLER LLPMary Beth Braitman, PartnerI\4836538.1CITY OF MILWAUKEE EMPLOYES'RETIREMENT SYSTEM
EXHIBIT AAttorneyMary Beth Braitman, PartnerCraig Burke, PartnerSarah Funke, PartnerRobert Gauss, PartnerMelissa Reese, PartnerMarc Sciscoe, PartnerTara Sciscoe, PartnerChris Sears, PartnerTiffany A. Sharpley, PartnerEric Dawes, ActuaryLisa Erb Harrison, Of CounselMalaika Caldwell, AssociateJasmin French, AssociateRaven Merlau, AssociateShalina Schaefer, AssociateJohn Zollo, AssociateNancy Germano, ParalegalTaretta Shine, ParalegalGreg Wolf, ParalegalRussell Haver, ParalegalCurrent 2014 StandardHourly Rate 575.00 465.00 360.00 450.00 540.00 540.00 465.00 450.00 450.00 480.00 420.00 230.00 295.00 230.00 320.00 360.00 300.00 300.00 280.00 220.002014 10% Discount 517.50 418.50 324.00 405.00 486.00 486.00 418.50 405.00 405.00 432.00 378.00 207.00 265.50 207.00 288.00 324.00 270.00 270.00 252.00 198.00Note: The standard hourly rates for these personnel are subject to change from time to time.I\4836538.1
Symantec Backup Exec 2014 Upgrade (Completed) 2015 Desktop Replacements (In Progress) Q1 Laptop Maintenance Program (LAMP) In progress 3. Application Stats 4 Category High Priority Low Priority Total Current Inventory 14 7 21 PIR 7 0 7 CCR 7 7 14 Pe
