PERA RIO System Upgrade Project Closeout Presentation M. Tasker 2/8/07 Notes PERA RIO System Upgrade Project Closeout Presentation Prepared by: Greg Portillos June 24, 2015

M. Tasker 2/8/07 Notes Presenters: Greg Portillos, PERA CIO Public Employees Retirement Association Gabriel Baca, Records Manager Public Employees Retirement Association

Project Business Case The RIO pension administration system hardware was five years old and Dell would no longer provide support and maintenance on this hardware. The RIO system is the mission critical system for PERA and twenty-four by seven support is critical in the event of a hardware failure. Some third party software versions that are used for the RIO system were no longer supported since new versions had been released. Again third party software needs to be supported. The response time of the RIO system had declined. This would impact PERA staff productivity. Drives in the storage arrays were starting to fail and the storage arrays were near end of life and would not be covered for replacement drives.

Project Description Replace servers, storage arrays, backup systems and network switches for all three environments that consist of the Production, Test, and Disaster Recovery. Upgrade third party software versions and server operating systems to versions that are supported. Implement software maintenance support and software assurance on all third party software to save support costs and upgrade costs in the future. Size the new hardware to meet the requirements for the RIO system for the next five years. Implement storage that is adequate to meet the requirements for the RIO system for the next five years and implement storage that has faster performance.

Project Implementation Replaced forty four servers, two storage arrays and two backup systems for all three environments that consist of the Production, Test, and Disaster Recovery. Upgraded third party software versions and server operating systems to versions that are supported. Upgraded PC software to function with the new third party software upgrades. Purchased software maintenance support and software assurance on all third party software to save support costs and upgrade costs in the future. Implemented new hardware to meet the requirements for the RIO system for the next five years. Implemented fiber channel intelligent storage that exceeds the requirements for the RIO system for the next five years and that provides increased performance to enhance RIO.

Project Accomplishments New supported hardware with increased performance and storage. New switches were implemented to take advantage of fiber channel attached storage. Implementation of the newest version of supported third party software used by the RIO system. Technical training was provided to the PERA IT group. User and technical acceptance was gained. The Disaster Recovery/Business Continuity site was also upgraded which is a warm site of the production RIO system .

Project Implementation Schedule M. Tasker 2/8/07 Notes Project Implementation Schedule Stage Scheduled Start Date Actual Start Date Scheduled Finish Date Actual Finish Date Third Party Procurment 09/01/2013 10/14/2013 09/30/2013 Hardware Procurement 11/01/2013 12/01/2013 01/30/2014 02/15/2014 Hyperian, Microsoft Office 01/01/2014 02/12/2014 IBM Websphere 02/01/2014 03/15/2014 03/19/2014 Microsoft SQL 04/05/2014 05/07/2014 05/21/2014 Filenet P8 05/03/2014 05/10/2014 06/19/2014 06/30/2014

Schedule/Budget Reporting M. Tasker 2/8/07 Notes M. Tasker 2/8/07 Notes Schedule/Budget Reporting Schedule and Budget Planned Start Date 7/01/2013 Actual Start Date 09/01/2013 Planned End Date 06/30/2014 Actual End Date 07/30/2014 Planned Cost: (Budget) $2,800,000 Actual Cost: (Total) $2,709,883 Professional Services $725,000 $868,683 Hardware $1,300,000 $1,060,000 Software $700,000 $706,200 Network $75,000 Other 8

M. Tasker 2/8/07 Notes M. Tasker 2/8/07 Notes Project Summary The Project was successful and has met all the requirements. All hardware, network switches and third party software were upgraded with little or no disruption and PERA staff have seen a noticeable increase in system performance. 9

M. Tasker 2/8/07 Notes M. Tasker 2/8/07 Notes Lessons Learned Develop detailed deliverables in the contract. There were requirements that the vendor didn’t believe were in scope but they were listed in the contract. Have weekly status meetings to confirm progress. This also ensures that communication is taking place and expectations are being met. Develop strong project governance. If escalation is needed there is path through governance when needed. Include business staff as much as possible to allow them to take ownership and acceptance of the project 10

Future Enhancements For RIO M. Tasker 2/8/07 Notes M. Tasker 2/8/07 Notes Future Enhancements For RIO New functionality has been implemented in jClarety which is the framework that RIO is based on. Since RIO is ten years old and major functionality has not been implemented, PERA will review and implement this new functionality. The business processes that are in place have not had any major improvements since implementation. PERA will consult with a pension administration system consultant that has extensive experience and knowledge with business process improvement and design a plan to modernize and improve required processes. Some data issues exist from the original conversion and as a result of edits not being enforced for employers reporting member contributions. PERA will work with a data consulting firm that has extensive experience in pension administration systems data to assess and systematically fix data based on business rules. 11