Administration and Operations Committee

Administration and Operations Committee

ERS IT Portfolio Report

June 16, 2015

1

2

• Information Technology Projects Summary

• Application Stats

• What’s Next

• IT Portfolio

Agenda

June16th 2015

Information Technology Projects Summary

• MERITS Optimization – E&D – Enrollment and Demographics (In Progress)

• MERITS Optimization – Refunds (On Hold)

• FileNet P8 Upgrade - Analysis (In Progress)

• Automated Patching Solution Research (In Progress)

• SAN Firmware Upgrades (In Progress)

• Veeam Upgrade (In Progress)

• Change Auditor Upgrade (In Progress)

• Domain Controller Upgrades for PDDC1 & PDDC2 (In Progress)

3June16th 2015

Application Stats

4

Category High Priority Low Priority Total

Current Inventory 18 3 21

PIR 5 0 5

CCR 13 3 16

Pending/Hold 2 0 2

Deployed(Awaiting Next stage) /Ready for Production

0 0 0

Net Current Inventory 16 3 19

June16th 2015

What’s Next…• HP Contract Amendment

• Go live for Enrollment and Demographics Optimization

• Closure report for Filenet P8 Upgrade Analysis

• Complete and approve the Project Plan for Filenet P8 Implementation

• Continue Automated Patching Solution Research

• Continue SAN Firmware Upgrades

• Continue Veeam Upgrade

• Continue Change Auditor Upgrade

• Continue Domain Controller Upgrades

5June16th 2015

Glossary of Terms• Applications/Acronyms Definitions:

o Perforce: Primary application the development team uses to make code changes to MERITS. It provides the environments for testing, development and CCR/PIR deployments.

o AccPac: Accounting software that supports the general ledgero Altiris: Asset management software the technical team uses to inventory and support all IT assets. This application

manages updates to computers, imaging, and software distribution from a centralized console.o Websphere Application Server (WAS): The application server that we use to connect Web site users to Member Self

Service and other MERITS related web services.o JAVA: The programming language that MERITS was developed in and is running.o PIR: Problem Incident Report- A person reports a bug with the application and requests priority resolutiono CCR: Change Control Request- A person request a new feature, change or enhancement to MERITSo Retirement Application Processing (RAP): Functional module in Merits that processes retirement applications through

workflowo Merits Program Lifecycle Management (MPLM): Process to upgrade, patch and keep current all of the MERITS related

subsystems and ERS business applicationso Storage Area Network (SAN): Primary storage technology used to centrally store all ERS data and manages Disaster

Recoveryo Disaster Recovery Plan (DRP): The technical planning, design and testing of all IT systems and staff to ensure that all

technical systems can run at the off site location in Madison, WI called Femrite. IT staff does semi annually testing to ensure all applications and IT services are up and running within the designated service level objectives

o Recovery Time Objective/Recovery Point Objective (RTO/RPO): These are I.T. service level goals for the amount of time it 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 off the last 2 tests. 2014-2015 is to reduce the goal to 8 hours and 4 hours loss of data.

o Business Continuity Plan (BCP): The process that ensure the ERS can continue running its services and daily operations at the Remote Office in the event that the primary location is not accessible. We engage ERS business users to physically work at the Remote office location and document the results on a reoccurring basis.

o Remote Office (RO): Backup Remote work facility located at TPP 10850 W. Park Place. It is connected to both the 789 N. Water Street facility and the Femrite Data Center in Madison, and users can physically work there and connect to any needed data center.

o 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.

o ARIS: Web based software used for mapping legal opinions to MERITS workflow processes and procedures

June16th 2015 6

Portfolio as of June 1, 2015Project H

ealth

:

% Com

plete

Project P

riority

Complexity

(S / M

/ L)

Project NameProject Mgr Description St

rategic Goa

l: G1 ‐ G

7

Status:

External Ven

dor R

equired: Y/N

Actual Start Date

Target Com

pletion Date

Estim

ates (H

ours)

Actuals (Hou

rs)

Hou

rs V

ariance = Estim

ates ‐ Ac

tuals

Total H

ardw

are/Software & Lab

or

Budget ($

)

Actual Spe

nt‐to‐Date on

Hardw

are

/Softw

are & Externa

l Lab

or ($

)

Estim

ate to Com

pletion (ETC

) (of

Hardw

are/ Softw

are & Externa

l Labo

r Costs)

$ Va

riance = To

tal B

udget ‐ (A

ctua

l +

ETC)

Y 97% 1 L FileNet P8 Analysis Manchu/ Zaffiro

Determine how to upgrade FileNet and de‐couple from Clarety

G7 IP Y 1/26/15 5/29/15 1,980 1,379 601 $164,000 $91,231 $0 $72,769

G 79% 2 L Application Optimization (Enrollment & Demographics)

Manchu Evaluate, assess and implement MERITS Optimization and Clean‐up

G7 IP N 6/9/14 6/30/15 1,620 966 654 N/A N/A $0 N/A

G 30% 3 L Application Optimization (Refunds)

Manchu Evaluate, assess and implement MERITS Optimization and Clean‐up

G7 OH N 3/16/15 2/3/16 951 249 702 N/A N/A $0 N/A

G 50% 4 S Automated Patching Solution @ John Research options for automating server patches

G2 IP N 3/16/15 12/31/15 180 42 138 N/A N/A $0 N/A

M Domain Controller Upgrade Collins G7 NS N 6/1/15 9/3/15 300 300 N/A N/A $0 N/AL FileNet P8 Implementation Manchu/

ZaffiroUpgrade FileNet and de‐couple from Clarety

G7 NS Y 5/13/16 8,010 8010 $647,088 $0 $0 $647,088

NS = Not Started OH = On HoldIP = In Process C = Complete

Completed Projects & Tasks 2015 Finished Hours / $ Spent Hours / $ SpentWebsphere 8 Upgrade/ SQL ‐ (Manchu) 1/9/15 3,535 hrs / ~ $300,000 (some bills outstanding) Medicare Reimbursement @ (Siddiqui) 453 hrs / N/A

2/3/15 119 hrs / N/A Data Protection Software Replacement (Roemer) 209 hrs / $4,3203/16/15 1,076 hrs / N/A eXchange Upgrade (Collins) 165 hrs / $6,655

94.75 hrs / ?4/1/15 31 hrs / N/A

184 hrs / $20,688Vulnerability Assessment @ (Reid)

5/4/155/5/15

DR Test: RO to Femrite

On Target ‐ No Significant Issues

Project cannot move forward as planned without management attention or approval.

Green =Yellow =

Red =

Finished

Firewall Analysis @ ‐ (Roemer)Application Optimization (RAP) ‐ (Manchu)

4/24/15

On Watch List – Issues Being Addressed

Desktop Rotation (Rogers) 5/22/15

Organizational/Personnel Update Administration and Operations Committee

Tuesday, June 16, 2015

• ERS Reclasses and Reorgs still in progress.• Request to fill the Network Administrator position

was approved by the Finance & Personnel Committee.

• Both Records Techs were promoted to Records Tech II from Office Assistant I following completion of their probationary periods.

Third Amendment to the Agreement Between

The Employes’ Retirement System of the City of Milwaukee And

Hewlett-Packard State and Local Enterprise Services, Inc.

This Third Amendment to the Agreement made January 1, 2010 by and between the Employes’ Retirement System of the City of Milwaukee (“ERS”) and Hewlett-Packard State & Local Enterprise Services, Inc. (“Contractor”) for the MERITS Application and Support (the “Agreement”).

WHEREAS, the ERS and Contractor have agreed to extend the termination date of the Agreement to June 30, 2016; and

NOW, THEREFORE, in consideration of the mutual covenants hereinafter stated, the parties do hereby agree to amend the Agreement, as follows:

1. After “TIME OF PERFOMANCE:” delete “December 31, 2015” and replace it with “June 30, 2016.”

2. After “TOTAL AMOUNT OF CONTRACT:” delete “$3,280,896.00.00 “Three million, two hundred eighty thousand, eight hundred ninety six and 00/100 dollars)” and replace it with “$3,737,916.00”

3. At the last page of the Statement of Work Appended to the Agreement, effect the following changes:

To the extent the table immediately below addresses rates for periods after December 2015, the table immediately below and its associated title are added to the Statement of Work (i.e., Statement of Work for the P8 Upgrade Implementation) of the Agreement as part of Exhibit B.

HPSL Price Rate Proposal – Exhibit B

Role Rate 2016

Account Manager $156.50

Applications Architect $148.50

Developer/Analyst (on-shore) $128.50

Senior Developer/Analyst (off-shore) $57.50

Developer/Analyst (off-shore) $53.00

FileNet Admin $128.50

WebSphere Admin $128.50

Infrastructure Architect $148.50

These changes constitute the entire amendment to the Agreement between the parties dated January 1, 2010, as amended. All other covenants, provisions, terms and conditions of the Agreement shall remain in force until amended by mutual agreement of the parties.

IN WITNESS WHEREOF, the parties hereto have caused this Third Amendment to the Agreement, as amended to be executed by their respective duly authorized representatives.

EMPLOYES’ RETIREMENT SYSTEM HEWLETT-PACKARD STATE & LOCAL

OF THE CITY OF MILWAUKEE ENTERPRISE SERVICES, INC.

By: ____________________________ By: ________________________________

JOHN BARMORE, President Annuity and Pension Board Date:____________________________ Date:_______________________________

By:______________________________ By:_________________________________

BERNARD J. ALLEN, Executive Driector Employes’ Retirement System Date:_____________________________ Date:_______________________________

Examined and approved as to form and execution This ____ day of _______________, 201_ __________________________________ Office of the City Attorney

Statement of Work to Employes’ Retirement System of the City of Milwaukee for Implementation of FileNet P8 Analysis from Hewlett-Packard State & Local Enterprise Services, Inc.

June 08, 2015 Supplement to MERITS Application Maintenance and Support Contract, as amended

HPSL SOW to ERS of City of Milwaukee June 08, 2015

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Supplement to MERITS Application Maintenance and Support Contract, as amended

HPSL SOW to ERS of City of Milwaukee June 08, 2015

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Table of Contents 1. Statement of Work Information ................................................................................... 4

1.1. Introduction ........................................................................................................ 4 1.2. Solution Overview .............................................................................................. 4

2. Services Description ................................................................................................... 5

2.1. Scope Definition ................................................................................................. 5 2.2. Out of Scope ...................................................................................................... 5

3. Services Responsibilities ............................................................................................ 6

3.1. ERS Responsibilities .......................................................................................... 6 3.2. HPSL Account Manager Responsibilities ........................................................... 7

4. Limitations, Exclusions, and Assumptions .................................................................. 8

5. Other Considerations ................................................................................................ 10

5.1. Change Process ............................................................................................... 10 5.2. Escalation Process ........................................................................................... 12

6. Order and Payment Information ................................................................................ 13

6.1. Price ................................................................................................................. 13

7. Authorization ............................................................................................................. 15

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1. Statement of Work Information 1.1. Introduction

This Statement of Work (“SOW”) will be performed as a part of the MERITS Application Maintenance and Support Contract made January 1, 2010, as amended (“Contract”) by and between Hewlett-Packard State & Local Enterprise Services, Inc. (“HPSL”) and Employes’ Retirement System of the City of Milwaukee (“ERS”). The total contract value and maximum amount of compensation of the Contract not to exceed $3,280,896.00 will increase as reflected in the 3rd Amendment to the Contract. In the instance of conflict, this SOW supersedes any and all other agreements, either oral or written, between ERS and HPSL related to this subject matter. Except as expressly amended herein, all terms, covenants and conditions of the Contract remain in full force and effect. This SOW will terminate on June 30, 2016 or upon the expenditure of the total contract value $3,737,916.32 whichever ever occurs first.

1.2. Solution Overview Under the direction of ERS, HPSL will provide resources to assist ERS with the recommended tasks for the implementation of ERS FileNet P8 Upgrade project (“Services”).

Current FileNet software’s end of life was September 2014, thus requiring an upgrade to supported levels. Current FileNet software levels cannot be upgraded without modifications to Clarety code.

As part of the Services, HPSL, under the direction of ERS, will assist ERS with the activities recommended to implement the following as identified in the Statement of Work to Employes’ Retirement System of the City of Milwaukee for the Analysis of FileNet P8 Installation from Hewlett-Packard State & Local Enterprise Services, Inc. executed January 12, 2015:

Enhance Clarety to utilize IBM Case Foundation (IBM/FileNet P8 CM/BPM); Decouple Clarety from IBM FileNet Image Services and eProcess Services; Utilize HP Workflow Imaging and Indexing Services Client (WIISC) as the

integration component for IBM FileNet Imaging and Workflow; Upgrade IBM FileNet Image Services application to IBM Case Foundation 5.2; Implement changes to image services and electronic process workflows, including

workflow maps and Imaging data migration; Replace the custom VB scanning and indexing applications with an enhanced

VB.NET application; and Replace the custom Java indexing application with a web browser based solution. Provide source code written for scanning & indexing executable created during this

project.

NOTE: the pricing of this SOW, per section 6.1, will also reflect 2016 (through 6/30/16) continuation of general maintenance and support services, per the Contract made January 1, 2010, as amended.

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2. Services Description 2.1. Scope Definition

Under the direction from ERS, HPSL will provide technical resources to provide Services, including the completion of forms and/or templates directly related to the scope of this SOW as assigned by ERS Project Manager.

HPSL resources will work remotely in HPSL approved locations. HPSL’s effort is provided on a time and expense (T&E) basis.

2.2. Out of Scope The following items are out of scope for this SOW.

Changes associated with business rules; Changes to the approved FileNet P8 Upgrade and Clarety Upgrade Functional

Requirements Document (FRD) V2.0; Any development or modification of documentation relating to the MERITS

application outside of FileNet P8 Upgrade; Changes which may be identified to support application or infrastructure

performance and availability enhancements; Analysis of the infrastructure; and Warranty for any work provided under this SOW.

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3. Services Responsibilities 3.1. ERS Responsibilities

Assign a Project Manager who:

o Is available to HPSL resources throughout the life of the engagement

o Directs work efforts for HPSL resources

o Is authorized to approve HPSL hours

o Is authorized to approve engagement changes

o Is authorized to make all decisions for ERS including identification and assignment of ERS resources

o Is responsible for assigning tasks for the completion of all project work products and all project processes and documentation.

o Will provide HPSL personnel access to ERS’s building facilities, computer room facilities, systems, passwords, remote access, as needed during normal business hours or after hours.

o Will provide a suitable work area commensurate with the number of on-site HPSL consultants. The work area will include desks, chairs, and telephones, and internet/HPSL network access through a VPN, if needed.

o Is responsible for the accuracy, completeness, and the timely provision of all information provided by ERS. If information is incomplete or incorrect, any delay and anything required to correct problems created by the use of such incomplete or inaccurate information will be treated as an ERS requested Change Request to the Statement of Work and subject to the Change Process in Section 5.1.

o Will provide system access including one environment for project access, access to scanning and indexing workstations.

o Will be responsible for completion of all ERS tasks and ensure all HPSL tasks are completed.

o Will evaluate application and infrastructure architecture to meet requirements developed during the Requirements Determination phase and the Functional Requirements Document

o Coordinate the scheduling of all engagement tasks, tracking and reporting project hours and progression through the term of the SOW

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3.2. HPSL Account Manager Responsibilities Evaluate changes to scope requiring a Change Request. All changes will follow the

Change Process in Section 5.1.

Coordinating availability of all HPSL resources, upon approval of the project schedule, with the requisite skills necessary to properly execute the Services.

Enter HPSL resource hours in the ERS Tracker Application within two weeks after the previous months’ end and prior to submission of the monthly invoice.

Attend ERS Project Management team meetings identified in the project schedule agreed between ERS and HPSL to address escalated issues related to resources or invoices.

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4. Limitations, Exclusions, and Assumptions This engagement is anticipated to commence on July 1, 2015, after receipt of written

approval from ERS. For planning purposes, it is assumed this will occur by June 22, 2015. Any delay in approval may affect the availability of key engagement resources and, therefore, the engagement duration, completion date, and price.

Upon written approval of this SOW, the ERS Project Manager will be identified and contact information provided to HPSL.

Work on this Statement of Work will be performed only remotely in HPSL approved locations between the hours of 8:00 AM and 5:00 PM Central Time Monday through Friday, excluding HPSL holidays, unless approved, per ERS request, by HPSL Account Manager.:

2015

New Year's Day Thursday, January 1, 2015

Martin Luther King, Jr. Day Monday, January 1, 2015

Memorial Day Monday, May 25, 2015

Independence Day Friday, July 3, 2015

Labor Day Monday, September 7, 2015

Veterans' Day Wednesday, November 11, 2015

Thanksgiving Thursday, November 26, 2015 and Friday, November 27, 2015

Christmas Thursday, December 24, 2015 and Friday, December 25, 2015

2016 New Year's Day Friday, January 1, 2016 Martin Luther King, Jr. Day Monday, January 18, 2016 Memorial Day Monday, May 30, 2016

HPSL Account Manager must approve in advance any requests by ERS for HPSL resources to work outside of normal business hours listed above. All hours outside of normal business hours are subject to availability of HPSL personnel.

HPSL and ERS acknowledge that successful completion of this engagement will require full and mutual good faith cooperation. Where agreement, approval, acceptance, consent or similar action by either party is required by any provision of this statement of work, such action will not be unreasonably delayed or withheld. ERS agrees that to the extent its failure to meet its responsibilities results in a failure or delay by HPSL in performing its obligations under this statement of work, HPSL will not be liable for such failure or delay.

Services are deemed accepted upon performance.

HPSL resource participation is subject to prior availability, and must be determined by advance mutual agreement between ERS and HPSL.

HPSL is not liable for completion of any tasks following the termination of this SOW.

HPSL hereby grants a non-exclusive, worldwide, royalty-free, perpetual license to WIISC, Scanning, and Indexing to use, copy, execute, display, and modify for

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internal use, related to this SOW, provided that, ERS may permit third-parties to exercise the above rights on its behalf.

ERS hereby grants to HPSL a non-exclusive, worldwide, royalty-free, perpetual license to WIISC, Scanning, and Indexing modifications to use, copy, execute, display, and modify as related to this SOW.

Unless otherwise specified, any license granted is perpetual, provided ERS does not materially breach and terminate the Contract, in which case HPSL may terminate any license upon written notice.

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5. Other Considerations

5.1. Change Process The general change process will be implemented as illustrated in the Figure below. Either HPSL or ERS may initiate a change, in writing, to the SOW. The change will be evaluated and any impact will be identified. The evaluation of a change is billable to ERS based on the rates in Section 6.1 and resource required to evaluate the change. Any schedule slippage as a result of performing the evaluation will be documented as a formal change to the schedule. The price, scope, and schedule impact, if any, will be analyzed and documented. The change impact will then be processed for ERS authorization or closure.

The change request form will include a description of the change, reason for the change, and initiator of the change as well as impact to scope, price, quality, schedule, resources, and risks. Once approved, changes to the initial engagement will be implemented as described.

If HPSL and ERS are unable to resolve disposition of change request, the Services will remain as defined in this SOW.

Figure 1. Change Process

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________________________________________________________________________

Figure 2. ERS Change Control Form

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5.2. Escalation Process Timely resolution of issues is critical to maintaining engagement control and ERS satisfaction. The purpose of the escalation process is to help ensure that issues are identified and resolved quickly. The escalation process provides a mechanism to alert management personnel to issues not being resolved. Either HPSL or ERS may escalate an engagement issue as follows:

1. Raise the issue initially to the ERS Project Manager.

2. If not resolved at this level, an issue report will be generated and the issue will be escalated to the HPSL Account Manager and the ERS CTO.

3. If the issue cannot be resolved within five business days or falls outside the authority of the HPSL Account Manager and the ERS CTO, it will be escalated to the HPSL Account Executive and the ERS Deputy Director.

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6. Order and Payment Information 6.1. Price

HPSL will provide the below resource to perform the Services on a time and expenses basis.

Role Rate 2015 Estimated Hours 2015

Estimated Labor Charge 2015

Account Manager $148.53 253.00 $37,578.09

Application Architect $142.31 500.00 $71,155.00

FileNet Admin $123.06 1,489.00 $183,236.34

WebSphere Admin $123.06 117.00 $14,398.02

Developer (on‐shore) $123.06 336.50 $41,409.69

Senior Developer (off‐shore) $49.64 721.00 $35,790.44

2015 Estimated Labor Hours 3,416.50

2015 Estimated Labor Expenses $383,567.58

Role Rate 2016 Estimated Hours 2016

Estimated Labor Charge 2016

Account Manager $156.50 175 $27,387.50

Application Architect $148.50 165.5 $24,576.75

FileNet Admin $128.50 816 $104,856.00

WebSphere Admin $128.50 109 $14,006.50

Developer (on‐shore) $128.50 135.25 $17,379.63

Senior Developer (off‐shore) $57.50 286.75 $16,488.13

2016 Estimated Labor Hours 1,687.50

2016 Estimated Labor Expenses $204,694.50

This SOW has an estimated labor price of $ 588,262.08 (“Spending Authority”).

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These estimates are for ERS’s budget purposes and are not a guarantee that HPSL can complete all Services necessary to achieve ERS’s goals within the price currently estimated. ERS authorizes HPSL to invoice for the Services under this SOW. Only actual utilization will be invoiced; unused time will not be invoiced. HPSL will invoice ERS on a monthly basis following the end of each calendar month for the actual hours worked under this SOW. When HPSL has exhausted 80% of the Spending Authority, HPSL and ERS will review the status and HPSL Account Manager will provide an estimate of additional time or resources, if any, required to complete the Services. If HPSL Account Manager estimates that more time or resources are needed to complete the engagement, the parties will negotiate a mutually acceptable change order or HPSL will stop work when the Spending Authority is exhausted. HPSL will not provide services beyond the Spending Authority unless HPSL receives additional authorization from ERS.

HPSL provides Time and Expenses Services as a flexible means of providing assistance to ERS. Time and Expenses services do not have defined deliverables other than the use of the HPSL resource’s time. HPSL resources will work on mutually agreed activities as listed in this SOW, as may be amended from time to time, as agreed by the parties. On Time and Expenses services, the HPSL resource efforts are managed and directed by ERS. Therefore, it is the responsibility of ERS to direct the HPSL resource efforts in the most effective manner.

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7. Authorization Effective Date: This Statement of Work is effective upon receiving the last signature necessary to make it binding on the parties.

Hewlett-Packard State & Local Employes’ Retirement System of the Enterprise Services, Inc. City of Milwaukee Authorized Signature Authorized Signature Printed Name Printed Name Title Title Date Date

Documents

Administration and Operations Committee