Administration and Operations Committee

ERS IT Portfolio Report

January 21st, 2014

1

2

• Information Technology Projects Summary

• 2013 End of Year Metrics

• Project Management Office • CMERS Website • Applications • Infrastructure • Service Level Agreement Performance

• What’s Next • IT Portfolio

Agenda

3

Completed in 2013

53% 41%

6%

17 Significant Activities At/Under Budgeted Hours (9)No Bugeted Hours (7)Exceeded Budgeted Hours (1)

83%

17%

6 Chartered Projects At/Under Budgeted Hours (5)Exceeded Budgeted Hours (1)

9,343.25 hours of work spent on completing these 23 projects and activities.

4

Projects and Activities: Estimated Hours vs. Actual Hours

Projects Estimated Hours

Actual Hours

Hours Variance = Estimates - Actuals

Upgrade Workflow, Imaging, Scanning and Indexing Systems 3746 2147.20 1598.80 Evaluate, assess and implement MERITS Software Optimization and Clean-up 2026 1647.75 378.25 Implement Member SS 2.0 1859 1123.45 735.55 Administering the Council's Changes to Chapter 36 659 800.00 -141.00 External Vendors for Insurance 575 485.75 89.25 Upgrade Virtual Servers to Windows 2008 532 456.35 75.65

Activities Estimated Hours

Actual Hours

Hours Variance = Estimates - Actuals

Remote Office to Femrite test 320 155.00 165.00 Internal & External Vulnerability Audit 240 150.00 90.00 Upgrade McAfee ePo server from 4.x to 5.x 180 170.50 9.50 Clean up of old entries on firewall 174 173.10 .90 Firmware/IOS upgrade on all network gear and related software 160 319.00 -159.00 Website Vulnerability Audit 130 20.30 109.70 Increase bandwith with new circuit at RO. Re-establish VPN connection with new provider

80 42.00 38.00

Investigate E-mail Retention Software 25 5.00 20.00 Communications regarding changes to Group Life Insurance 20 16.50 3.50 Upgrade What's Up Gold monitoring software from 16.1.1 to 16.1.4 5 2.50 2.50

IT Team Effort for 2013

CMERS.com Increased in

2013

0

500

1000

1500

2000

2500

3000

3500

4000

Dec

.'12

Jan.

Feb.

Mar

.

Apr

.

May

June

July

Aug

.

Sep.

Oct

.

Nov

.

Dec

.

Visits

While there were seasonal fluctuations, a comparison of the December data shows an increase of visitors and visits of over 40%.

2163

1590

2266

3093

Application Tickets Activity in 2013

A total of 167 tickets were opened for enhancements/fixes;

• Closed - 159 • Canceled - 07

0

2

4

6

8

10

12

14

16

18

Jan Feb Mar April May June July Aug Sep Oct Nov Dec

12

1

5 5

3

8

4

2 2

5

7

4 5 5

6 6

9

18

7

9

14

11 11

8 PIR's Opened(58)

CCR's Opened(109)

Infrastructure Tickets Activity in 2013

8

A total of 103 tickets were opened for enhancements/fixes;

• Closed - 84 • Canceled - 02

0

2

4

6

8

10

12

14

Jan Feb Mar April May June July Aug Sep Oct Nov Dec

1

0

1 1

2

5

3

0

2

3 3

2

13

5 5

1

7

5

14

3

7 7

10

3

PIR's Opened(23)

CCR's Opened(80)

Veeam Replication 2012 vs 2013

2012 Month PDFN PDFS PDDB1

Success Failure Success Failure Success Failure May-12 185 0 184 0 181 1 Jun-12 174 13 176 6 171 8 Jul-12 181 0 172 18 168 2

Aug-12 186 0 186 2 119 6 Sep-12 174 8 177 6 178 8 Oct-12 151 3 185 0 184 0 Nov-12 180 1 172 19 180 0 Dec-12 56 0 58 2 58 1

2013 Month PDFN PDFS PDDB1

Success Failure Success Failure Success Failure Jan-13 50 0 50 0 50 0 Feb-13 33 0 34 0 34 0 Mar-13 35 0 34 0 34 0 Apr-13 27 1 26 0 26 0 May-13 30 0 29 0 29 0 Jun-13 35 0 36 0 36 0 Jul-13 36 1 37 0 36 0

Aug-13 36 0 35 0 35 0 Sep-13 35 0 35 0 36 2 Oct-13 35 0 35 0 35 0 Nov-13 36 0 36 0 37 0 Dec-13 36 0 35 0 35 0

9

Physical\Virtual Machines 2013

2013 - 789 Data Center Total Physical Total VMware Total VM Avg Host Avg Host

Month Servers Host Servers Images Utilization - CPU Utilization - Mem Jan-13 6 5 41 8% 60% Feb-13 6 5 42 6% 60% Mar-13 6 5 40 5% 62% Apr-13 6 5 40 12% 63% May-13 6 5 38 14% 62% Jun-13 5 4 39 12% 62% Jul-13 5 4 39 8% 64%

Aug-13 5 4 39 10% 65% Sep-13 5 4 39 8% 59% Oct-13 5 4 39 3% 32% Nov-13 5 4 39 2% 33% Dec-13 5 4 37 7% 36%

10

SAN Utilization 2013

11

2013 Uptime

99.9821286%

12

Information Technology Projects Summary

• Research into 3rd party anti-spam subscription (in progress)

• Cost/Benefit analysis for Change Auditor software (in progress)

• Cost/Benefit analysis of changing Anti Virus Software (In progress)

• Electronic Document submission • IT Audit (In Progress) • Backup Infrastructure Upgrades (In Progress) • WAS Upgrade (In Progress) • Cisco/network upgrades (completed)

13

Application Stats

14

Category High Priority Low Priority Total

Current Inventory 24 6 30

PIR 8 0 8

CCR 16 6 22

Pending/Hold 0 0 0

Deployed(Awaiting Next stage) /Ready for Production

3 0 3

Net Current Inventory 21 6 27

What’s Next… • Continue WAS Upgrade • Windows 8 upgrades • Desktop Rotation • Complete IT Audit • Complete Veeam Replication Software 6.0 to 7.0

Upgrade • Continue MERITS Optimization (Generate Benefit

Estimates (GBE) and Retirement Application Processing (RAP)

• Complete Backup Infrastructure Upgrades

15

Portfolio as of January 15th Pr

ojec

t Hea

lth:

% C

ompl

ete

Proj

ect P

riorit

y Co

mpl

exity

(S /

M /

L)

Project NameProject

Mgr Description Stra

tegi

c G

oal:

G1

- G7

Stat

us:

Exte

rnal

Ven

dor R

equi

red:

Y/N

Actu

al S

tart

Dat

e

Targ

et C

ompl

etio

n Da

te

Actu

al C

ompl

etio

n Da

te

Estim

ates

(Hou

rs)

Actu

als (

Hour

s)

Hour

s Va

rianc

e =

Estim

ates

- Ac

tual

s

Tota

l Har

dwar

e/So

ftw

are

& L

abor

Bud

get

($)

Actu

al S

pent

-to-

Date

on

Hard

war

e/So

ftw

are

& E

xter

nal L

abor

($)

Estim

ate

to C

ompl

etio

n (E

TC) (

of

Hard

war

e/So

ftw

are

& E

xter

nal L

abor

Cos

ts)

$ Va

rianc

e =

Tota

l Bud

get -

(Act

ual +

ETC

)

G 9% 1 L Websphere 8 Upgrade/ SQL Manchu SQL2012/Websphere8.5/Win2008 upgrade G7 IP Y 10/16/13 12/31/14 5,446 315 5,138 $313,022 $35,180 $277,842 $0

Y 87% 2 M Backup Server Upgrade @ Raynal Upgrade/replace PDBK1 and PDBK2 servers and supporting sw/hw

G7 OH N 8/9/13 1/31/14 100 36 65 $13,802 $13,802

G 16% 3 M Application Optimization (Retirement Application Process)

Manchu Evaluate, assess and implement MERITS Software Optimization and Clean-up

G7 IP N 9/19/13 10/15/14 1,355 206 1,176 N/A N/A

G 88% 4 M Website Enhancements @ Zaffiro Focusing information by group membership G4 IP N 3/28/12 4/1/14 180 152 28 N/A N/A

G 71% 5 M Application Optimization (Retirement Application Process)

Manchu Evaluate, assess and implement MERITS Software Optimization and Clean-up

G7 IP N 2/14/13 4/30/14 1,706 1,191 595 N/A N/A

On Target NS = Not StartedOn Watch List IP = In ProcessNeeds Management Attention OH = On Hold

C = Complete

Green =Yellow =

Red =

Organizational/Personnel Update Administration and Operations Committee

Tuesday, January 21, 2014

• ERS Reclasses and Reorgs still in progress

• The Pension Investment Analyst-Associate position has been filled. The new employee will begin January 21, 2014.

• ERS anticipates filling its Administrative

Assistant II position in the very near future