Project Closeout Report
Project Name
Integrated Retirement Information
System (IRIS)
Date
07/23/2008
Executive Sponsor
Jan Goodwin
Lead Agency
NM Educational
Retirement Board
Project Manager
Robert Rivera
Agency Code
352
Schedule and Budget
Planned Start Date
9/2001
Actual Start Date
9/2001
Planned End Date
06/30/2006
Actual End Date
06/30/2008
Planned Cost: (Budget)
$9.8 Million
Actual Cost: (Total)
$9,156,963
 Professional
Services
$7.3 Million
 Professional
Services
$7,141,660
 Hardware
$ 400,000
 Hardware
$376,600
 Software
$ 100,000
 Software
$129,590
 Network
 Network
 Other
$2 Million
Appropriation History (Include all Funding sources, e.g.
Amount
 Other
$1,509,113
Federal, State, County, Municipal laws or grants)
Funding Source(s)
Fiscal Year
FY07
$750,000
Educational Retirement Fund - – Laws of 2006, 2nd Session, Chapter 109,
Section 7, Item 7
FY06
$300,000
Educational Retirement Fund - – Laws of 2005, 2nd Session, Chapter 33,
Section 7, Item 5
FY05
$750,000
Educational Retirement Fund - – Laws of 2004, 2nd Session, Chapter 114,
Section 8, Item 16
FY03
$2,000,000
Educational Retirement Fund - Laws of 2002, 2nd Session, Chapter 4,
Section 7, Item 11
FY02
$3,000,000
Educational Retirement Fund - Laws of 2001, 2nd Session, Chapter 64,
Section 8
FY01
$3,000,000
Educational Retirement Fund - Laws of 2000, 2nd Session, Chapter 5,
Section 8
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Project Closeout Report
Scope Verification
Requirements Review
Yes
Were the project objectives (expected outcomes) accomplished?
No
Explanation/Notes
X
The Training deliverable for
the Enhancement Project was
not performed by the vendor as
promised. ERB performed the
training in house and did not
pay for the deliverable.
X
Were all Deliverables submitted and accepted?
Did the IV&V vendor verify that all deliverables met the requirements?
Have all contracts been closed?
Have all final payments been made (i.e., invoices paid)
Has adequate knowledge transfer been completed?
X
X
X
X
TRANSITION TO OPERATIONS: (DESCRIBE AGENCY PLAN TO MIGRATE PROJECT SOLUTION TO PRODUCTION.
INCLUDE DOIT IMPACT IF DIFFERENT THAN PREVIOUS REPORT)
The Integrated Retirement Information System (IRIS) Enhancement Project consisted of three main deliverables.
They are as follows:
 Call Center Tab - The Call Center Tab is used by ERB’s customer service representatives and benefit
analysts. This tab centralizes the most requested information accessed when members call in and should
greatly improve speed and customer service. This tab has been integrated into the production version of
IRIS.
 Web Interface – Member - this interface will allow members to access the retirement information online
via a secure site. In addition members will be able to use their personal information in order to create
estimates for retirement benefits, refunds and service credit purchases. In addition the site will have the
capability to allow members to update demographic information. This site has a target date of August 1st,
2008 for roll-out.
 Web Interface – Employer – this interface will allow employers to transmit their monthly contribution
reports online via a secure site. In addition employers will be allowed to view the transaction histories for
previously submitted reports as well as account information such as school name, address, and contact
information. This site has a target date of August 1st, 2008 for roll-out.
The IRIS Enhancement Project will have no impact to DoIT.
Maintenance/Operations
Yes
Are there recurring maintenance/operational costs for the product/service?
X
No
Explanation/Notes
$545k per Year
Upgrades to the most recent
versions of Oracle,
Powerbuilder and IRIS are
Are there any recommended enhancements or updates?
X
planned. These upgrades will
be included with the
maintenance agreement.
Funding source for maintenance/operational costs?
The cost of the maintenance agreement has been included in our base
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budget which has been approved in our annual budget request and approved by DFA and LFC.
BUSINESS PERFORMANCE MEASURES (COMPLETE FOR ALL PHASES)
COMMENTS:
PHASES
COMPLETION DATE
Initiation:
09/2001
Closeout:
RESULTS
Begin the IRIS Project.
Successful
Design and customize a system to replace ERB’s
legacy pension application.
Successful
03/2006 (Phase II)
06/13/2008
(Enhancement
Project)
Phase II – implement customized system
Enhancement Project – implement online
capability for members and add additional
functionality to current system.
Successful
06/30/2008
Officially accept the IRIS project and pay all
remaining deliverables and retainage.
Successful
Planning:
Implementation:
GOALS/OBJECTIVES
LESSONS LEARNED
Many lessons were learned through the duration of this project however ERB feels three had the largest impact on
this project. They are as follows:
 Creation of a Dedicated Project Team and Additional Resources – while ERB did create a project
team of subject matter experts for this project none were every truly dedicated. The members of this team
did an exceptional job in developing this system however they were forced to pull double duty and had to
work their regular jobs as well. This project would have been done much quicker had the team had the
opportunity to be truly dedicated.
 Data Conversion – ERB spent a great deal of time to ensure the accuracy of the data being converted.
While the data in the system is accurate, time could have been saved by possibly hiring a separate vendor
to handle the data conversion. Tier, who was the main contractor, was tasked with the conversion but also
had many other areas of the project that they were responsible for. The conversion may have been done
quicker had a vendor specializing in data conversion been brought in.
IT System Analysis
On this document, or as an attachment, provide a summary response, including changes, to the
following IT infrastructure topics relating to this project:
This document is attached.
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Business Continuity Strategy
On this document, or as an attachment, provide a summary response, including changes, of your
business Continuity Strategy.
The ERB has a business continuity plan in place and is constantly in the process of improving
and updating the plan. The from an IT standpoint the plan currently consists of the following:








A list of ERB’s mission critical and secondary applications.
A list of necessary network hardware.
ERB’s current backup strategy for weekly, monthly, and yearly backups.
Configuration and setup of server rooms at both ERB locations.
Three possible disaster scenarios and proposed resolutions.
Diagram of ERB’s current WAN environment.
Contact information for key personnel as well as vendors needed in the case of an
emergency.
Backup tapes and necessary copies of software and software license information are
stored off-site at State Records Centers and Archives (SRCA).
Issues currently being explored by ERB are ways to create a backup system for mission critical
applications. Identifying ways to provide real time replication of data over a WAN environment
and a more comprehensive backup system.
Security Strategy (Application and Data Security Process, Plan, or Standard)
ERB has deployed a layered approach to network security and taken numerous steps to improve
network security within the agency. These products are as follows:




Watchguard firewalls – deployed at both our Albuquerque and Santa Fe locations all
incoming and outgoing traffic is controlled through these firewalls. In addition remote access
for both employees and vendors are controlled by both the domain controller and firewall.
Norton Antivirus Enterprise Edition 10.2 – this has been deployed to all desktops, laptops,
and servers. This provides up-to-date antivirus protection for the entire network.
Cisco Security Agent (CSA) – The CSA has been deployed on all desktops, laptops and
servers. CSA goes beyond conventional endpoint security solutions and offers proactive
protection and defense of targeted attacks, spyware, root kits, and day-zero attacks.
Remote Infrastructure Management Systems (RIMS) – working with Integrity
Networking Systems RIMS provides ERB with an additional layer of network security to
detect security breaches, reduce the risk of data loss, desktop and server monitoring,
automated windows software update services (WSUS), in-depth network audit capabilities,
and enhanced security and reporting for the incoming IRIS Enhancement Project.
ERB is currently using the State of New Mexico’s published standards on internet/email usage. In
addition ERB has implemented policies concerning ERB hardware, software, anti-virus, and the access
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of sensitive member information such as social security numbers and account numbers. ERB believes
this process will be ongoing and will be looking to continually improve these policies.
Project Sign Off
The signatures below certify that this project has been completed in accordance to the specified budget, schedule,
scope, and achieved the intended outcome.
STAKEHOLDERS
Executive Sponsor
(or Designee)
Lead Agency Head
(or Designee)
CIO IT Lead
Project Manager
NAME: SIGNATURE
DATE
___________________________________________
Jeff Riggs, Deputy Director
___________________________________________
Jan Goodwin, Executive Director
___________________________________________
Greg Trujillo, IT Manager
___________________________________________
J. Robert Rivera, Project Manager
This is a controlled document; this version supersedes all other versions.
Revision: 2/14/08
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