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State of Florida Southwood Shared Resource Center (SSRC) ______________________________

State of Florida Southwood Shared Resource Center (SSRC) ______________________________. Board of Trustees Meeting November 08, 2010. Agenda. Call to Order Roll Call Review & Approve Previous Meeting Minutes Chairman’s Remarks Old Business Review of Action Items

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State of Florida Southwood Shared Resource Center (SSRC) ______________________________

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  1. State of FloridaSouthwood Shared Resource Center (SSRC)______________________________ Board of Trustees Meeting November 08, 2010

  2. Agenda • Call to Order • Roll Call • Review & Approve Previous Meeting Minutes • Chairman’s Remarks • Old Business • Review of Action Items • Standing Committee Reports • New Business • Project/Activity Status (7) • Activities Requiring Board Approval (4) • Review / Discussion / Adjournment

  3. I. Call to Order • Roll Call • Review & Approve Previous Meeting Minutes • Chairman’s Remarks • Board member alternates and voting rights

  4. II. Old Business • Review of Board Action Items

  5. Standing Board Committee Reports • Customers and Services Committee • Operations and Finance Committee • Technology Committee

  6. III. New Business • Status Updates • Shared Transitional Service (STS) Status • Mainframe Software Standards • Office Space ITN and Lease • New SSRC staffing • HR and CJIS Security Requirements • On-Demand Computing ITN • SSRC Strategic / Annual Work Plan

  7. STS Project – 2010 Implementation Schedule JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC WAVE 1 Department of Health Remediation Remediation WAVE 2 Department of Revenue Remediation GAL* APD DOE VA, DJJ, DOL Comm. on Human WAVE 3 Remediation AHCA PERC DOT FWC DOC JAC PSC WAVE 4 • GAL behind project schedule and non-responsive. • APD transitioned to fully managed services AWI, DCA, DEOA HSMV, Div EM EOG WAVE 5 Misc. DMS, DCF WAVE 6 W:\Special Projects\Shared Transitional Service (STS)\Book\SSRC STS\PROG STS Wave Status November 5, 2010

  8. Status – Shared Transitional Services (STS) • Achievements since last month • Wave 1 – Department of Health – Operational • 3071 hours billed to date (5843 budget) • 16% of hourly full year budget billed • October hourly burn rate is 51% of plan • Transition planning and turnover under way for additional areas • Remediation activities continuing • Wave 2 – Department of Revenue – Operational • 1565 hours billed to date (3387 budget) • 15% of hourly full year budget billed • October hourly burn rate is 95% of plan • Remediation areas being documented and plans developed • Wave 3 – GAL, APD, DOE, DJJ, FDVA, DOL, FCHR • 85% of agencies transitioned • GAL behind transition schedule. New transition date TBD • Wave 4 – AHCA, PERC, DOT, FWC, DOC, JAC, PSC • DOT completely transitioned ahead of schedule • PERC, DOT, JAC, PSC transitioned For complete project status updates please visit: http://SSRC.MyFlorida.com

  9. 4 4 74 74 74 74

  10. Status – Mainframe Software Consolidation(HB5001) • Software inventory complete • Product suite (phase I) recommended • Migration plan submitted • Solicitation for first product suite under development

  11. Status – Office Space ITN and Lease • Accomplishments • Cubicle specifications complete • Voice/data design in progress • Building permits under review • Target move is March 1 • Functions relocated • Admin & Production Services • Spaces provided (103 total) • 72 Cubicles • 22 Regular offices • 9 Temporary cubes • 3 Conference rooms

  12. Status – New SSRC Staffing • New positions from STS project + elimination of DMS MOU • Budget Analyst ………………………….. Advertisement re-opens 11/08/10 • Administrative Support ……………………… Jan Colbert as OPS, 10/18/10 • Recruiting four STS positions with these skills • SQL Server Administrator ....………………. Lin Yue, 10/22/10 • Windows Administrator …….……………… Garry Durden, 11/15/10 • Storage (SAN/VM-Ware) …………………….. #1 candidate declined … in-source • Linux/AIX/HP-UX/Solaris …………………….. Viswa Madhavarapu, 10/27/10 • Recruiting Bureau Chief - Production Services (new position) • Advertisement opened October 25 and closes 11/10/10 • Replacement for mainframe retirement • Systems Programmer I ………………… Bradley Waldron,11/05/10

  13. Status – HR and CJIS Compliance • CJIS Security Compliance • 88 people processed for CJIS Certification • 9 background results are outstanding • Signature acknowledgement to report arrests • 13 major policy and procedure needs identified • HSMV CJIS network gear secured • SSRC ORI granted by FBI – FDLE processing • GOAL: SSRC 100% compliant before March 2010

  14. Status – On-Demand Computing • Business Objective:To establish a Utility Based Computing environment that will allow for easy provisioning of computing hardware and associated base software, and achieve a level of standardization for both hardware and software for all associated distributed platforms. • Initial Project Schedule:The project schedule estimate below is dependent on the response to our resource solicitation and their availability. • Process:SSRC will lead the work processes and request the Board to “advise and consent”

  15. Status – SSRC Strategic / Work Plan • Board requested strategic & annual work plan • SSRC will follow an annual process

  16. Status – SSRC Strategic / Work Plan • SSRC’s request for input received one response • Department of Corrections submitted the following strategies with related goals • Data Center IT infrastructure - Build and refine a dynamic and robust infrastructure. • Data Center security plan - Develop an enterprise-wide IT Security Plan consistent with established best practices. • Network Architecture - Develop a data center network architecture plan that addresses security requirements (CJIS, HIPAA, Financial, etc), reduces duplication and redundancy, and accommodates scalability for future needs. • Customer Agency engagement strategy - Develop a strategy to ensure that IT investments are designed to promote customer service with the aim of increasing operational transparency and access. • Enhanced procurement processes - Coordinate IT procurement efforts for customer agencies to leverage purchasing power for best price and optimal services.

  17. Status – SSRC Strategic / Work Plan • SSRC recommends additional strategies • Technology Strategy • Standardize “utility services” (Computing, Storage, Network, Security) • Consolidate agencies by converging to standards • Expand virtualization to multiple platforms • Embrace “On Demand ” provisioning • Administrative Strategy • Enhance customer & project management service options • Expand internal and external communication • Improve administrative, security, & quality assurance • Focus on risk mitigation & production support • Manage agency work and related costs • Monitor complexity, diversity, & compliance to agency needs

  18. III. New Business B. Activities Requiring Board Approval • Item 1 – Rename “committees” to “work groups” • Item 2 – Request statute change for Board Alternates • Item 3 – Re-approve prior board decisions • Item 4 – FY 11-12 budget, rates, and customer impact

  19. Decision #1 - “Committees” to “Work Groups” • Statute’s use of “committee” is special • Section 20.03(8) defines  "Committee" or "task force" as “an advisory body created without specific statutory enactment for a time not to exceed 1 year or created by specific statutory enactment for a time not to exceed 3 years and appointed to study a specific problem and recommend a solution or policy alternative with respect to that problem. Its existence terminates upon the completion of its assignment.” • Recommend renaming “Committees” to “Work Groups” (documents provided) • Customers and Services Work Group • Operations and Finance Work Group • Technology Work Group • Board of Trustees’ Charter • Board of Trustees’ Operating Procedures • Request Board approve redlined documents

  20. Decision # 2 - Change Statute for Alternate Voting • Statute does not allow board alternates to vote • Section 282.201(2)(a), Florida Statutes, states: “The members of the board shall be appointed by the agency head or chief executive officer of the representative customer entities and shall serve at the pleasure of the appointing customer entity.” • Alternates can attend, but cannot be counted for a quorum, and cannot vote • SSRC recommends submitting a “glitz bill” correction to allow for voting alternates (glitz bill text provided) • Request Board approve submission of glitz bill request

  21. Decision # 3 – Re-Approve Prior Decisions • Because Board Alternates are unable to vote, the following votes occurred without a quorum • Energy Grant (02-08-2010) • FY 09-10 True-Up (10-11-2010) • Consolidation Project Approach (10-11-2010) • Request Board Re-Approve each of the items listed

  22. Decision # 4 – Operating Budget Change • SSRC changes FY11 to FY12 • ReducedFY 10-11 cost of operations • Continued STS program next year • Infrastructure improvements requested • Staff increase requested for Administration • Consolidation included for data centers • Department of Corrections • Department of Transportation (2 of 3 data centers)

  23. Decision # 4 – Operating Budget Change • Infrastructure LBRs requested for FY 11-12

  24. Decision # 4 – Operating Budget Change • Department of Corrections FY11 to SSRC • Transition resources are still being considered

  25. Decision # 4 – Operating Budget Change • Department of Transportation FY11 to SSRC • Transition resources still being considered

  26. Decision # 4 – Operating Budget Change The Summary

  27. FY 11-12

  28. Decision # 4 – Recon Forecast to Rate Model

  29. Decision # 4 – FY 11-12 Rate Summary • Following this page is the (cycle 1) rate report

  30. Decision # 4 – FY 11-12 Rate Summary - (1 of 6)

  31. Decision # 4 – Fy 11-12 Rate Summary - (2 of 6)

  32. Decision # 4 – Fy 11-12 Rate Summary - (3 of 6)

  33. Decision # 4 – Fy 11-12 Rate Summary - (4 of 6)

  34. Decision # 4 – Fy 11-12 Rate Summary - (5 of 6)

  35. Decision # 4 – Fy 11-12 Rate Summary - (6 of 6)

  36. Decision # 4 - Customer Impact • Total customer operating cost (for SSRC) up 35% • Complexity of operation increasing significantly • Administrative & production functions competing • Additional enterprise services under consideration • Remote access • Remote administration • SharePoint • Enterprise E-mail • Active Directory • GIS • Disaster Recovery

  37. Decision # 4 – Agency/Customer Impact Credits = cost reduction Debits = cost increase 17 agency costs decreased 17 agency costs increased 34 line items Detail reports by agency by service included in handout

  38. Decision # 4 Operating Budget, Rates, and Customer Impact • This item reflects “place holder” amounts • SSRC expects to present “Cycle 2” during the 2011 Legislative Session • Request Board approve the Operating Budget, Customer Service Rates, and Customer Impacts for the SSRC LBR submission

  39. Upcoming Calendar • Summarize Action Items from this meeting • Identify agenda items for next meeting • Next meeting • December 13, 2010, 1:30 to 4:00, same location

  40. Reminder

  41. Open Board/Public Discussion • Open Board / Public Discussion • Adjournment

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