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IEEE BMS / BES Status Update

IEEE BMS / BES Status Update. IEEE IT Department 25-Sep-2004 FinComm meeting. Business Management System (BMS) Project. Intent of the project is to “leverage the infrastructure” per the recommendation from the BDO Seidman report

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IEEE BMS / BES Status Update

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  1. IEEE BMS / BES Status Update IEEE IT Department 25-Sep-2004 FinComm meeting

  2. Business Management System (BMS) Project • Intent of the project is to “leverage the infrastructure” per the recommendation from the BDO Seidman report • Final recommendation will be based on the trade offs between efficiencies using an integrated solution vs. the unique requirements of each business supported • A key design principle is to ensure that we support all integration points with other systems within our architecture • The BMS solution will help define key components of our Enterprise Architecture

  3. Business Entity System (BES) Project Status • Phase 1 implementation – On schedule - Oct 2004 • included purchase of Oracle modules (Customer On-line, Contracts & Data Librarian) and necessary system hardware & support software • Subset of IEL customers (275) will be processed using new software beginning in September • Full back end integration with Oracle Financial Modules and limited front end integration with Maximizer CRM software • Phase 2 - 1st quarter 2005 • Add Non US IEL customers • Expand the functionality to include additional electronic only package - ASPP & POP customers

  4. BES Project Investment Phase 1 and 2 • 2003 / 2004 – Invested ~$350K on capital for Oracle modules and $165K on consulting cost • On target for cost and on schedule for project delivery dates!

  5. Business Entity System Status Phase 3 & 4 • Phase 3 continues software integration with purchase of additional Oracle modules (Advance Pricing, Bill of Materials & Sales Reporting) – 3rd Quarter 2005 • Functional integration to be expanded to include new electronic offerings (eg. Enterprise) and print subscription ordering & fulfillment • Will provide enhanced service integration, sales reporting, service and operational efficiencies • Possible Phase 4 to include customer facing self-service applications and integration into content delivery platform (Xplore) – Capture requirements – 3rd Quarter 2005

  6. BES Financials Phase 3 and 4($ Thousands) Includes Phase III implementation and Phase IV requirements gathering for 2005 Revised upward from $135K to $161 as a result of Oracle software maintenance cost estimates

  7. BES Sales/Customer/Other Service Efficiency and Avoidance Savings($ Thousands) Committed in 2005 budget cycle Total Savings over 4 years is 2.7 MM

  8. BES Net Present Value (NPV) Summary • Investment $1.07m • Savings $3.65m • NPV $1.89m Software, Consulting, Infrastructure Headcount Reduction/Hiring Avoidance Using 5.5% Interest Rate

  9. Business Management System Project • Driving force is the need to replace the current Oracle ICSS system that supports membership processing (1995) • The desire is to implement a fully integrated business system that supports all customer facing business applications – membership, non-member subscription, conferences, etc. • Methodology being used to develop business requirements is “use cases” – provides a base to evaluate purchased applications or develop in house

  10. Business need for the BMS system • The current system is obsolete and antiquated • The business needs have outpaced the system changes to a point it needs a fresh start • It will cost more to maintain and enhance the old system than implementing a new system • Not doing anything is no longer an option • Inability to support new business drivers and technology drivers may hurt us grow revenue and stay competitive

  11. BMS Status Update Since ITSC 11-Aug-2004 meeting • FINCOM, at their August meeting, set-up a placeholder of 1MM in the 2005 budget towards IT initiatives (BES/BMS and Security) in anticipation that the ITSC would make the recommendation to support these projects at the November Board Series • Distributed RFPs to 10 Vendors • Aptify, Avectra, Accenture, TMA, ACGI, Oracle, JL Systems, Systems Evolution, Global Turnkey, Data Systems Solution • Anticipate ~6 vendors will respond • Distributed IEEE BMS Business Requirements to Mary Ward-Callan and Cecelia Jankowski for further distribution to volunteers • Art Winston, Cleon Anderson, ITSC Committee • TAB – Gene Hoffnagle, John Vig, Sent to TAB alias – 14 responses thus far • RAB – Marc Apter, Maurice Papo, Regional Directors • Standards – Jim Carlo, Don Heirman, Paul Nikolich • BMS requirements being reviewed with ITSC members and soliciting feedback

  12. Vendor Status update • Held initial phone discussions with several vendors • Received preliminary software licenses and integration costs from vendors • Varying costs received from vendors based on preliminary responses received • Through our RFP evaluation process, we will continue to refine the costs since we will be: • Confirming software solutions (buy vs. build) • Confirming interface impacts driven by software solutions • The above variables/unknowns could potentially impact the project costs we review/recommend in November by +50 – 100%

  13. BMS Preliminary Capital estimates($ Thousands)

  14. BMS Preliminary Expense estimated($ Thousands)

  15. Highlights of our Vendor Selection Process • Establish Vendor Selection criteria 16-Sep-2004 • Evaluate Initial Vendor Responses, First Cut 30-Sep-2004 • Complete Initial Vendor Presentations Second Cut 8-Nov-2004 • Review Vendors Prelim. Proofs of Concept (POC) Jan-2005 • Refine costs and incremental staff requirements Continuous • Align scope based on features and capabilities supported by vendor solutions Jan-2005 • Define integration points between BMS and applications outside BMS Scope Jan/Feb-2005 • Conduct detailed POC with Selected vendor finalists. Feb-2005 • Define phased deliverables Feb-2005

  16. BMS Project Next Steps • Update to FinCom – Ben Johnson 25-Sep-04 • Receive Vendor response to RFP 29-Sep-04 • Receive Volunteer feedback on requirements 16-Oct-04 • Finalize requirements and Define Scope for BMS Phase I Oct 2004 • Complete Preliminary Vendor Presentations Nov 2004 • Confirm Preliminary Vendor Cost projections Nov 2004 • Obtain Preliminary Board Approval on Budget Nov-2004 • Confirm Scope and budget information based on POC Feb-2005

  17. Electronic Services Security Project • Conduct an assessment of the IEEE’s electronic infrastructure and services in order to identify opportunities to improve security capabilities • Implement measures to remediate exposure • Enhance the ongoing operations of our electronic security infrastructure

  18. 2005 IT Expense Budget • Base $20.50m • Additional Headcount $ .351m • BMS/BES/Security $ 1.0m Total $21.851m 2005 budget cycle 1 Email Analyst, 1 Security Analyst, 1 Internet Infrastructure Specialist BMS $.655m*, BES $.165m, Security $.180m *- Please note that until solution/vendor selection is complete, the BMS costs could be +50-100%

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