2012 Year in Review Accomplishments Recommendations

1. 2012 Year in ReviewAccomplishmentsRecommendations Board of Trustees June 21, 2012

3. Accomplishments • Security • Refined access controls (semi-annual - badging review) • Successfully completed the FBI Security Audit • Implementing advanced authentication • Encrypted all laptops and desktops • Encrypted IRS audit related data at rest and in transit • Expanding security software (Palo Alto) • Working with AEIT to implement enterprise security monitoring and analysis tools • Completed FBI Audit

4. Accomplishments • Security - Continued • Site Hardening (physical) • Installed additional cameras for monitoring internal doors • Isolated NSRC camera system from shared system • Installing entrance pollards (physical intrusion) • Separating badge system (Grant) • Planning penetration test • Expanding on vulnerability software • Installing two factor authentication

5. Major Accomplishments • Disaster Recovery Test (SunGard) Update ! ! ! • Mainframe applications & related midrange components • Batch Testing included this year • Transported backup data and applications • Loaded data and applications • Incomplete recovery to DR site • Tested most applications – unable to test others • Currently debriefing on lessons learned • Confirmed operational process and areas of deficiency

6. Major Accomplishments • Disaster Recovery Test (SunGard) lessons learned • Mid-range presented the greatest challenges due to its complexities • Network connectivity (addressing issues) • Restoration of large volumes of data were time consuming (may need to add more time next year) • Software inconsistencies between SunGard and NSRC

7. Major Accomplishments - Operations • Completed WIC replacement • Installed and migrating agencies to new DMZ switches • Established NSRC LAN • Continuing migration to NSRC Wireless LAN • Piloted Voice Over IP (VOIP) proof of concept- successful • Installed Discovery Tool – gathering statistics • Completed PDC Assessment Study

8. Major Accomplishments - Operations • DASD On-Demand Installed – migration planning • Installed Virtual Tape Library • Installed Core Switches – migration planning • Configuring Patch Management Software Tool (TEM) • Negotiating SolarWinds software monitoring tool with SSRC to support midrange environment • Reviewing Database monitoring tools (proof of concept) • Reviewing Firmware update process with vendors • Working on 4 consolidation efforts

9. Major Accomplishments – Support Services • Established Customer Relationship Functions (CRM) • Expanded PMO functions • Managing 4 consolidation efforts • Managing internal projects • Developing Strategic Plan and updates to LRPP • Performing strategic review of physical equipment to create a “smart” refresh plan • Streamlining process and procedures for review, management and prioritization of agency work • Finalizing Crisis Management Operational Manual

10. Major Accomplishments – Financial Services • Completed transition to DMS administratively • Completed transition to FLAIR & MYFLORIDA Marketplace • Completed Analysis of consolidation of 4 agency workbooks (HSMV, AHCA, DEP, DOH T&D) • Completed Spend Plan & Recast • Completed three iterations of Rates (April, June & July ‘12) • Leveraged consolidated purchasing with sister PDCs to promote better pricing, standardization and consistency • Leveraged Consolidated Equipment Finance program (CEFP) for major hardware purchases • Analyzing cost allocation & billing program

11. Major Accomplishments – Human Resources • Training • Instituted an On-line self service training program • Significant catalog of courses including: • Professional • Personal development • Technical • Leveraging enterprise contract - training components (MS) • Facilitated in state training by combining training needs of PDCs (i.e. ITIL, Redhat, etc.) • Restructured and organized employee records • Established Agency Records Management Program and completed records inventory • Instituted PIO function (handle public information requests) • Handled significant human resource actions (posting & hiring)

12. Accomplishments • Go Green! • Continued cable reduction project • Continued Air Cooling efficiencies • Instituted semi annual physical site review and remediation program with Northwood Mall • Removed approximately 60 old and obsolete servers • Replaced older routers and switches (DMZ & Core) incorporating into towers of cool technology

13. Process Improvement • Instituted • SLA Education to all staff • Defined Crisis Management protocols • Performed Call Tree Test • Completed ITIL Foundations Training (IT Processes) • Instituted consolidated review and coordination • Service Request • Service Outage • Agency action items • Posting daily status to intranet for customer access • Drafted a review and prioritization process and procedure • Increased training on process and procedure • Streamlined Alert detection and response

14. Consolidation Efforts DEP 307 Servers 7 SANS 403 network ports 13 routr/switches 22 Racks Legal Affairs TBD AHCA 192 Servers 11 SANS 20 routr/switches Email System Agriculture & Consumer Services TBD 7/2012 8/2012 10/2012 12/2012 7/2013 ------ 12/2013 3/2014 DOH Test and Development 35 Servers Veterans Affairs TBD HSMV 364 Servers 450 network ports 4 Sans 69 routr/switches

15. Consolidation Status – Agency Milestones • AHCA – on schedule • One of the large segments (Storage Area Network) was successfully moved into the NSRC on 6 /16 - 17 • Contracts and payments are being taken-over by the NSRC effective 7/1/12 • Documentation and knowledge transfer are continuing • Service Level Agreement is near finalized and currently under review at the General Counsel level of the NSRC and AHCA • HSMV – on schedule • Some switching gear moved to NSRC • Contracts and payments are being taken-over by the NSRC effective 7/1/012 • Documentation and knowledge transfer substantially complete • DEP – on schedule • DOH – on schedule

16. Consolidation Status – Agency Milestones – Wave 4 • Legal Affairs – waiting on workbooks due 7/1/2012 • Veterans Affairs – waiting on workbooks due 7/1/2012 • Agriculture and Consumer Services – waiting on workbooks due 7/1/2012 • Held transition planning session with Legal Affairs, and Agriculture and Consumer Services and distributed NSRC transition planning document.

17. Statistical Perspective

18. Software Management Tools

19. Statistics – driving refresh Rough Statistical Data Derived from TEM & Flair

20. Operational Imperatives • Build an operational plan – possible components • Physical facility – power redundancy • Hardware Refresh (Smart) • Virtualization • High availability platforms • Network upgrades • Enterprise Backup • Enterprise Databases (SQL & Oracle) • Operating Systems software release levels • Continue software management tool initiatives (DB & Network) • Self Service information dashboards • Process Improvement (response, PMO, CRM, ITIL)

21. Goals 2013 • Cost Efficiencies • Continue Consolidation efforts, maximize resources, lower costs, contract efficiencies • Smart Refresh – not replace in kind - Leverage virtualization in server and storage environments & pursue enterprise offerings • Continue to explore and leverage Grant opportunities • Expand Customer Base – (i.e. Hillsborough County, City of Jacksonville) – Market our services to reduce costs • Enhance Data Center Process Efficiency & Performance Levels • Enhance physical facility to meet higher performance level requests from customers • Leverage best practice approaches to delivery of services (utilize vendor resources) • Define measurement and related process of up-time reporting (monthly performance report) • Define process and identify resources (staff and/or automated) needed to provide metric feedback as per customer SLAs • Develop an operational plan for the next 12 months • Software Management Tools (DB & Network)

22. Goals 2013 • Security • Continue to refine vulnerability assessment tools keeping pace with best practice • Refine policies & procedures • Refine internal audit program for compliance • Customer Focus • Enhance cross Customer Communication (i.e. quarterly Customer CIO roundtables) • Automate information sharing with customers through intranet tools • Increase customer involvement throughout the process, continue monthly customer meetings etc. • Disaster Recovery • Develop an enterprise DR strategy (cooperative effort) that identifies • Customer needs • Fiscal capabilities • Defines best practice options • Defines “action plan” for PDC DR offerings • Cloud Computing • Foster cloud computing, where appropriate, as a cost effective alternative

23. 5099 Bill Changes Specific changes affecting the PDC’s • AEIT central organization has been defunded. • Leaves gap in enterprise IT leadership • Will likely require PDCs to pick up functionality • Consolidation schedules established: • Legal Affairs 7/2013 • Veterans Affairs 12/2013 • Agriculture & Consumer Services 3/2014

24. Sunset Review of Committees NSRC Board of Trustees Administrative Committee Technical Committee Finance & Audit Committee

25. NSRC Committee Structures • Structure • Three committees work through the issues of the NSRC and bring the options and solutions to the full Board for a decision. • Rarely will an issue go to the full Board without first going through committees as appropriate. • Process allows for excellent research on issues, while bringing the optimum solutions to the Board. • Chaired by a Trustee, members by appointment of Board Chair from Agency resources as well as outside parties.

26. Administrative Committee Accomplishments • NSRC Bylaws were amended to include a new delegate process for the At-Large Trustee. This will allow Trustees to designate an alternate At-Large Trustee from the At-Large candidate pool. • Developed and made significant progress in finalizing the ED Performance Agreement, ED Evaluation and 360 Questionnaire. • LRPP Completed. • Created a Process for Posting to the NSRC Website. • Began development of ED Performance Key Objectives. • Began development of Performance Indicators for NSRC staff. • Reviewed and update the NSRC Communication Plan. • 16 SOP’s amended and approved.

27. Technical Committee Accomplishments • Reviewed and approved • NSRC WIC Application CPU Replacement • DMZ replacement • DASD and Virtual Tape initiatives • Core Switch Replacement • Software Management Tools • Defined Oracle DBA Roles & Responsibilities under a workgroup (SQL continuing) • Various efficiencies • Reviewed Service Catalog • Project Plans with Overlays & Write-ups for Efficiencies • 4 SOP's approved (i.e. change mgmt.)

28. Finance Committee Accomplishments • Completed first Consolidated Equipment Financing Purchase (CEFP) for Core Network, virtual tape & DASD Storage On-Demand. • Created FLAIR & MFMP Environments due to the new OLO. • Pitney Bowes contract executed. • 2011/2012 Spend Plan was approved. • FY 2011/2012 True-Up completed. • 2012/2013 Rates defined. • 2012/2013 NSRC Budget approved. • Developed list of Efficiencies for the NSRC. • Approved funding for various initiatives • Virtual Tape approved. • WIC CPU Replacement approved. • NSRC Midrange Storage Replacement DASD-On-Demand approved. • Tivoli Endpoint Manager approved. • Funding Options outlined to cover NSRC Deficit. • 5 SOP’s amended and approved.

29. Sunset Review- NSRC Committees • Designed to: • Assist NSRC in establishing fiscal controls, operating policies, administrative processes and procedures. • Providing research & recommendations on technical solutions. • Teams of knowledgeable staff providing (SME’s) • input • insight • perspective

30. Committee Challenges • Difficulty in getting participation • Sometimes too much in the “weeds” • Incorrect mix of members depending on the issues • Heavy overhead in explaining technical initiatives • Sometimes insufficient time to fully vet the issues • Sometimes delays decisions – causes operational complications

31. Sunset Review- NSRC Committees • Recommendations for consideration • Consider workgroups rather than formal committees (similar to SSRC model) • More “Collaboration” verses “Presentation” and rework • Reduces administrative overhead following rules of order and related documentation • Reduce number of meetings to ensure a full agenda and reduce strain on participants (maybe monthly) • Leverage subject matter workgroups and involve earlier in process (technical) – promotes greater understanding and decision making – bring right mix to table

32. Thank you • To the various committees and their members who contributed time and effort to working with the NSRC to further its organization and operation • Administration Committee (John Boynton, Chair) • Finance Committee (Fred Schuknecht, Chair) • Technical Committee (Grant Sellars, Chair) • Primary Data Center Committee (Tony Powell, Chair) • Various work groups that were formed (All)

33. Special Thanks NSRC Board for their investment in time, guidance, insight and leadership that they have provided this past year. Ann Coffin – DOR - Chair John Boyton – DOS – Vice Chair Fred Schuknecht – DJJ - Treasurer Don Sherman/Dan Johnson – DCF Grant Sellars – HSMV James Deadman - DOH

34. FY 2012-13 Budget Spending Plan Rates Board Decisions Required Agency Participation

35. % of Budget by Category FY 2012-13 FY 2011-12

36. Budget by the numbers… FY 2011-12 FY 2012-13 Note: Does not include the DCF- FL Rewrite $1,133,985

37. Spending Plan and Projected Billing for FY 2012-13

38. Proposed Rates for FY 2012-13…

39. Agency Voting Distribution

40. FY 2012-13 EXPENSE PLAN DETAILS

41. Salaries/Benefits, OPS, Leases and Contracts

42. EXPENSES

43. COMPUTER RELATED EXPENSES