ERS IT Portfolio Report

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2 Administratin and Operatins Cmmittee ERS IT Prtfli Reprt April 21st,

3 Agenda Infrmatin Technlgy Prjects Summary Applicatin Stats What s Next IT Prtfli April 21 st

4 Infrmatin Technlgy Prjects Summary MERITS Optimizatin BAA & PAP - Benefit Amunt Adjustment and Payrll Prcessing (In Prgress) FileNet P8 Upgrade - Implementatin (In Prgress) Windws Server 2008 R2 t Windws Server 2012 R2 Upgrades (In Prgress) 2016 Desktp Rtatin and Windws 10 Upgrade (In Prgress) April 21 st

5 Applicatin Stats Categry High Pririty Lw Pririty Ttal Current Inventry PIR CCR Pending/Hld Deplyed(Awaiting Next stage) /Ready fr Prductin Net Current Inventry April 21 st

6 What s Next Cntinue Optimizatin: BAA & PAP - Benefit Amunt Adjustment and Payrll Prcessing Filenet P8 Upgrade GOING LIVE APRIL 29TH!!! Cmplete 2016 Desktp Rtatin and Windws 10 Upgrade Cntinue Windws Server 2008 R2 t Windws Server 2012 R2 Upgrades Start Tape Libraries and Tape Media Upgrade April 21 st

7 Glssary f Terms Applicatins/Acrnyms Definitins: Perfrce: Primary applicatin the develpment team uses t make cde changes t MERITS. It prvides the envirnments fr testing, develpment and CCR/PIR deplyments. AccPac: Accunting sftware that supprts the general ledger Altiris: Asset management sftware the technical team uses t inventry and supprt all IT assets. This applicatin manages updates t cmputers, imaging, and sftware distributin frm a centralized cnsle. Websphere Applicatin Server (WAS): The applicatin server that we use t cnnect Web site users t Member Self Service and ther MERITS related web services. JAVA: The prgramming language that MERITS was develped in and is running. PIR: Prblem Incident Reprt- A persn reprts a bug with the applicatin and requests pririty reslutin CCR: Change Cntrl Request- A persn request a new feature, change r enhancement t MERITS Retirement Applicatin Prcessing (RAP): Functinal mdule in Merits that prcesses retirement applicatins thrugh wrkflw Merits Prgram Lifecycle Management (MPLM): Prcess t upgrade, patch and keep current all f the MERITS related subsystems and ERS business applicatins Strage Area Netwrk (SAN): Primary strage technlgy used t centrally stre all ERS data and manages Disaster Recvery Disaster Recvery Plan (DRP): The technical planning, design and testing f all IT systems and staff t ensure that all technical systems can run at the ff site lcatin in Madisn, WI called Femrite. IT staff des semi annually testing t ensure all applicatins and IT services are up and running within the designated service level bjectives Recvery Time Objective/Recvery Pint Objective (RTO/RPO): These are I.T. service level gals fr the amunt f time it takes t cutver I.T. services t the Femrite lcatin and the pint in time (per the last backup) where we recver at. Currently at 24 hurs recvery time and 8 hurs fr any lss f data. I.T. currently exceeds this expectatin based ff the last 2 tests is t reduce the gal t 8 hurs and 4 hurs lss f data. Business Cntinuity Plan (BCP): The prcess that ensure the ERS can cntinue running its services and daily peratins at the Remte Office in the event that the primary lcatin is nt accessible. We engage ERS business users t physically wrk at the Remte ffice lcatin and dcument the results n a reccurring basis. Remte Office (RO): Backup Remte wrk facility lcated at TPP W. Park Place. It is cnnected t bth the 789 N. Water Street facility and the Femrite Data Center in Madisn, and users can physically wrk there and cnnect t any needed data center. MERITS Optimizatin: Prject apprved in 2012 t g thrugh all 17 applicatin mdules in MERITS and clean up cde, ensure best practices are implemented, SQL stred prcedures fr faster perfrmance, reprting and user experience. It is the clean up f any nn ERS related cde that may have been carried ver frm the riginal jclarety (HP sftware) implementatin. ARIS: Web based sftware used fr mapping legal pinins t MERITS wrkflw prcesses and prcedures April 21 st

8 Prtfli as f April 1, 2016 Prject Health: % Cmplete Prject Pririty Cmplexity (S / M / L) Strategic Gal: G1 G7 Prject Name Prject Mgr Descriptin G 87% 1 L FileNet P8 Implementatin Manchu/ Upgrade FileNet and de cuple frm G7 IP Y 7/1/15 5/13/16 8,194 4,663 3,531 $667,789 $418,903 $248,886 $248,886 Zaffir Clarety G 35% 2 L Windws 2012 Server Raynal Upgrade a variety f servers t G7 IP N 10/1/14 10/1/16 2, ,977 $8,934 $8,434 $500 $500 Windws 2012 G 50% 3 M Vendr Management Applicatin Siddiqui Update current cmpliance G2 IP N 3/2/16 4/19/ N/A N/A $0 N/A applicatin G 27% 4 L BAA / PAP Optimizatin Manchu Evaluate, assess and implement G7 IP N 8/3/15 9/5/17 4,343 1,240 3,103 N/A N/A $0 N/A MERITS Optimizatin and Clean up G 15% 5 M Desktp Rtatin Rgers Annual rtatin f devices G7 IP N 3/4/16 4/30/ $34,950 $32,267 $0 $2,683 G 90% 6 S Legal Opinins n Zaffir Mve Legal Opinins t cmers, t G1 IP Y 2/22/16 3/31/ $3,480 $3,480 $0 $0 discntinue Legaldcs Green = On Target N Significant Issues NS = Nt Started OH = On = Activity (n charter) Yellw = On Watch List Issues Being Addressed IP = In Prcess C = Cmplete Red = Prject cannt mve frward as planned withut management attentin r apprval. Cmpleted Prjects & Tasks in Last 12 Mnths Finished Hurs / $ Spent Finished Hurs / $ Spent Vulnerability (Reid) 3/31/ hrs /? DR Test: RO t Femrite 4/1/15 31 hrs / N/A Medicare (Siddiqui) 4/24/ hrs / N/A Data Prtectin Sftware Replacement (Remer) 5/4/ hrs / $4,320 exchange Upgrade (Cllins) 5/5/ hrs / $6,655 Desktp Rtatin (Rgers) 5/22/ hrs / $20,688 FileNet P8 Analysis (Manchu / Zaffir) 6/9/ hrs / $103,732 Enrllment & Demgraphics Optimizatin (Manchu) 6/30/ hrs / N/A Autmated Patching Slutin (Jhn) 8/28/15 70 hrs / N/A Status: External Vendr Required: Y/N Actual Start Date Target Cmpletin Date Estimates (Hurs) Actuals (Hurs) Hurs Variance = Estimates Actuals Ttal Hardware/Sftware & Labr Budget ($) Actual Spent t Date n Hardware /Sftware & External Labr ($) Business Cntinuity (Siddiqui) 10/15/ hrs / N/A Pwer Outage (Siddiqui) Netwrk Gear (Remer) 11/4/15 11/10/15 61 hrs / N/A 77.5 hrs / N/A Dmain Cntrller Upgrade (Jhn) 12/11/ hrs / N/A Business Cntinuity (Reid) 12/14/15 40 hrs / $6,800 Refund Optimizatin (Manchu) 2/3/ hrs / N/A Sftware Licensing (Reid) 2/15/16 40 hrs / $6,800 IT General Cntrls (Reid) 2/15/16 80 hrs / $13,600 IT Disaster Recvery Test (Remer / Raynal) 3/22/ hrs / N/A Estimate t Cmpletin (ETC) (f Hardware/ Sftware & External Labr Csts) $ Variance = Ttal Budget (Actual + ETC)

9 Organizatinal/Persnnel Update Administratin and Operatins Cmmittee Thursday, April 21, 2016 ERS Reclasses and Rergs still in prgress ERS is wrking with DER t fill the Recrds Technician II and Pensin Specialist Senir psitins

10 ADDENDUM CONTRACT FOR LEGAL SERVICES PARTIES This agreement is between "Ice Miller LLP," ICE MILLER LLP Mary Beth Braitman One American Square, Fl. 29 Indianaplis, IN and the "City," PURPOSE City f Milwaukee Emplyees' Retirement System The purpse f this addendum is t extend the terminatin date f the riginal cntract frm December 31, 2015 t December 31, The remaining terms and services f the agreement remain unchanged, except fr the fllwing: 1. Pursuant t ur engagement letter dated January 15, 2014, the current hurly fee rate schedule shall be as shwn n Exhibit A (attached), with a 10% discunt applied. 2. Ice Miller acknwledges that the ttal fees under this agreement are nt-t-exceed the amunt f frty thusand dllars ($40,000) fr 2016 and EXECUTION The persn signing this Agreement n behalf f each party is authrized and empwered t enter int this Agreement and further acknwledges that he r she has read this Agreement, understands it and agrees t its cnditins. Dated this day f, ICE MILLER LLP CITY OF MILWAUKEE EMPLOYEES' RETIREMENT SYSTEM Mary Beth Braitman, Partner I\

11 EXHIBIT A Attrney Current 2015 Standard % Discunt Hurly Rate Audra Fergusn-Allen, Partner $ $ Mary Beth Braitman, Partner $ $ Craig Burke, Partner $ $ Sarah Funke, Partner $ $ Rbert Gauss, Partner $ $ Melissa Reese, Partner $ $ Marc Scisce, Partner $ $ Tara Scisce, Partner $ $ Chris Sears, Partner $ $ Eric Dawes, Actuary $ $ Lisa Erb Harrisn, Senir Cunsel $ $ Shalina Schaefer, Of Cunsel $ $ Austin Andersn, Assciate $ $ Malaika Caldwell, Assciate $ $ Jasmin French, Assciate $ $ Raven Merlau, Assciate $ $ Taretta Shine, Paralegal $ $ Greg Wlf, Paralegal $ $ Nte: The standard hurly rates fr these persnnel are subject t change frm time t time. I\

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