1. 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

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

3. 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.

4. 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.

5. 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.

6. 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 .

7. 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

8. 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

9. 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

10. 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

11. 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