Request for Certification and Release of Funds Form s6

Request for Certification and Release of Funds Form

ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE

INITIATION PLANNING IMPLEMENTATION CLOSEOUT

PROJECT NAME eLicensing for Real Estate Commission

PROJECT NUMBER DATE 01/23/08

LEAD AGENCY RLD AGENCY CODE 420

OTHER AGENCIES None Kelly O’Donnell, Superintendent, Dana Tidwell, CIO EXECUTIVE SPONSOR

PROJECT MANAGER Edward Brooks

AGENCY HEAD Kelly O’Donnell

AGENCY CIO/IT LEAD Dana Tidwell

PROJECT DESCRIPTION (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT) Comments: The purpose of this project is to analyze the existing system and implement the necessary functionality in License2000 and MyLicense to allow the Real Estate Commission to offer online services, specifically online license renewals. The changes we implement in the system will also allow other groups to take advantage of the investment. These groups include Alcohol and Gaming, Financial Industries, Pharmacy, Barbers and Cosmetology, and possibly others. The RLD IT team will manage the project and conduct the necessary system analysis to determine the best approach to implementing the desired functionality. The IT team will then collaborate with the software vendor, System Automation, to implement the changes. (This project simply serves to upgrade a software package that is already in use at RLD. Therefore, this project will not be put out to bid for any other vendors as they will not and cannot have access to change the commercial off-the-shelf software owned by System Automation.) The IT team and the Real Estate Commission will be responsible for system testing and project closeout.

Planned Start Date Dec 1, 2007 Planned End Date June 30, 2008

JUSTIFICATION FOR CERTIFICATION (INCLUDE BUDGET ADJUSTMENT REQUEST; BUSINESS VALUE AND/OR PROGRAM RESULTS)

Comments: The implementation phase will be executed in two parts. The vendor, System Automation, will revise the COTS software to meet certain requirements of the Real Estate Commission and consult with the RLD IT team on configuration changes in the software. The IT team will be responsible for creating and executing the test plans and implementing online renewals for the Real Estate Commission. In addition, an IV&V contractor will provide oversight and analysis on key project activities. The implementation phase will use the bulk of the project budget, with almost 100% of the budget expected to be spent by project closeout. The certification on this project will be important to allow work to continue and keep the project on schedule. Otherwise, the project may need to extend into the next fiscal year.

This is a controlled document, refer to the document control index for the latest revision Revision: 1 Page 1 Request for Certification and Release of Funds Form

Total Appropriated Amount 117.4 Amount Previously 40.0 (include any new funds) Certified Requested Amount this 77.4 Remaining Appropriation 0.0 Certification not Certified

CERTIFICATION HISTORY (INCLUDE ANY PREVIOUS PROJECT OR PHASE CERTIFICATIONS)

Date Amount Funding Source(s) (use specific citations to laws, grants, etc.) 11/28/2007 10.0 Laws 2007, Chapter 28, Section 7, Subsection (15) Regulation and Licensing Department, Page 252, Line 9 12/19/2007 30.0 Laws 2007, Chapter 28, Section 7, Subsection (15) Regulation and Licensing Department, Page 252, Line 9 01/23/2008 77.4 Laws 2007, Chapter 28, Section 7, Subsection (15) Regulation and Licensing Department, Page 252, Line 9

PROPOSED CERTIFICATION SCHEDULE FOR CURRENT FISCAL YEAR (AGENCY TO COMPLETE FOR ALL PHASES) Phases Amount Major Deliverable(s) Due Dates Requested Initiation: 10.0 Project Charter, Project Plan, IV&V Plan 12/19/07 Planning: 30.0 IV&V Contract, Requirements Document, System 01/23/08 Automation RFQ and Contract, Initial IV&V Report Implementation: 77.4 Project Phase 1 Test Plans 03/19/08 Project Phase 2 Test Results, End User and Developer 05/21/08 Documentation, Second IV&V Report Closeout: 0.0 Lessons Learned, Final IV&V Report 06/30/08

APPROPRIATION HISTORY (INCLUDE ALL FUNDING SOURCES, E.G. FEDERAL, STATE, COUNTY, MUNICIPAL LAWS OR GRANTS)

Fiscal Year Amount Funding Source(s) 2008 117.4 Laws 2007, Chapter 28, Section 7, Subsection (15) Regulation and Licensing Department, Page 252, Line 9

BUDGET Comments: The budget projections are estimated at this point as we will not have a finalized scope of work until the requirements document is signed and the contract with System Automation has been negotiated. The budget projections should be more accurate at the end of the planning phase.

Description FY07 FY08 FY09 FY10 FY11 Staff - Project lead, N/A 60.0 N/A N/A N/A Int two er nal application developers, web designer, CIO Consulting IV&V, System N/A 27.4 N/A N/A N/A Services Automation Hardware No hardware N/A 0.0 N/A N/A N/A needed Software System N/A 30.0 N/A N/A N/A Automation Upgrade

TOTAL N/A 117.4 N/A N/A N/A

INDEPENDENT VERIFICATION & VALIDATION APPROACH (INCLUDE SUMMARY OF THE LATEST IV & V REPORT) Comments: The IV&V Vendor will provide two reports throughout the project. The first report will analyze the requirements document and the System Automation contract to make sure the requirements are complete and accurate and the contract reflects the defined scope of work. The second report will analyze the test plans and test results to verify the system has been fully tested before it is implemented in production. The contract is currently being approved.

SIGNIFICANT RISKS AND MITIGATION STRATEGY Comments: 1. Risk: The vendor does not deliver the product on-time. Our mitigation strategy for this risk is to withhold payment pending delivery of the module and have the vendor commit to a delivery date in the RFQ. In addition, we have submitted a request for reauthorization; however, we will not know whether or not we will need this until the contract is signed with System Automation. 2. Risk: Loss of key stakeholders or technical staff. Our mitigation strategy is to document all requirements and test plans for the new software before the contract with the vendor is placed. Cross training will be required for all technical staff. The project will have a team of 3 people, all of whom can cover different project functions if a person leaves the team. (Note: The project lead for the project has changed due to the project lead leaving the agency as of 1/10/08.)

SECURITY STRATEGY (SUMMARIZE PLAN FOR SECURITY, BACKUP AND DISASTER RECOVERY) Comments: This project will be modifying COTS software already in use at the agency, and the security, backup, and disaster recovery strategy for this software will not change as a result of this project.

CONSOLIDATION STRATEGY (SUMMARIZE COLLABORATION EFFORTS AND PLANS WITH OTHER AGENCIES) Comments: The Medical Board already uses this product and the Board of Nursing is implementing this software in FY08. In addition, Emergency Medical Services and the Public Regulation Commission are also looking into using this software package. While we are not partnering with any of them for this project, the enhancements to the software and the knowledge gained by our team during this process could benefit the other groups in the near future.

RECORD RETENTION POLICY (DESCRIBE THE AGENCY’S RECORDS RETENTION REQUIREMENTS FOR THIS PROJECT) Comments: Project documentation must be kept 1 year after close of fiscal year in which project was completed or cancelled. System documentation must be kept until system is taken out of use or newer version of documentation is released.

MAINTENANCE STRATEGY (DESCRIBE HOW THE AGENCY PLANS TO MAINTAIN THIS PROJECT AFTER DEPLOYMENT) Comments: This project is modifying COTS software that is already in use at the agency. The maintenance strategy will not change once this project is completed; it will roll into our current maintenance activities for the system. Hopefully (through configuration changes and enhancements), this project will simplify the maintenance activities that already exist.

INTEROPERABILITY (DESCRIBE HOW THIS PROJECT INTERFACES WITH EXISTING SYSTEMS/APPLICATIONS WITHIN THE AGENCY) Comments: As mentioned above, this project is modifying COTS software that is already in use at the agency. Current interoperability of this system with other systems will not change as a result of this project; however, new links to external systems may be established by way of automated data transfer scripts in order to automate manual data entry processes.

COST BENEFIT ANALYSIS (FORECAST THE TANGIBLE AND INTANGIBLE LIFE-CYCLE COSTS FOR FIVE YEARS, QUANTIFY THE RETURN ON INVESTMENT (ROI) AND PROVIDE ASSUMPTIONS USED IN CALCULATIONS) Comments: The true ROI for this project is mostly intangible; one area of immediate improvement will be an easier, faster service for Real Estate Professionals. One of the goals of the project is to reduce wait time for license renewal by 25%. This is a metric that will have many benefits to the Real Estate community, but cannot be summed up by the numbers below. However, this project will reduce the amount of hands-on time it takes for Real Estate Commission staff to issue a license renewal, and it will also save money in the area of office supplies, printing, and postage. The calculations are summed up below: 1. Currently, one full time staff and one temp staff spend 50% of their time processing renewals. The online process should reduce their touch time by 15%. I estimated one staff at $50,000/yr salary and the other staff at $30,000/yr salary. I estimate a 5% raise in pay every year. 2. Currently, 60% of the postage and office supplies budget is used for license renewal processes. The online process should reduce this expense by 40%. The current budget is

$24,000 and I estimated 4% inflation.

Benefits Cost ROI (Y1) ROI (Y2) ROI (Y3) ROI (Y4) ROI (Y5) Time savings – manua 50% of time l costs $40,000. 12,000 12,600 13,230 13,892 14,586 license Will be reduced renewa to 35% of time l 60% of current Supplies savings – budget costs postage, paper, $14,400. Will 9,600 9,984 10,383 10,798 11,230 printing be reduced to 20%

TOTAL $64,400 21,600 22,584 23,613 24,960 25,816

BUSINESS PERFORMANCE MEASURES FOR PROJECT LIFE-CYCLE (COMPLETE FOR ALL PHASES)

PHASES DATE GOALS/OBJECTIVES/OUTCOMES Initiation 12/18 PMP complete, IV&V negotiated Planning 1/24 Requirements complete, IV&V contract created, RFQ received from vendor Implementation 6/30 Contract with vendor negotiated, System upgraded, tested, and signed-off for production. Documentation complete. Contracts closed out. Closeout 7/30 Lessons Learned complete. Final project metrics documented and reported.

DOIT CERTIFICATION COMMITTEE RECOMMENDATION Comments:

STATE CHIEF INFORMATION OFFICER APPROVAL

This is a controlled document, refer to the document control index for the latest revision Revision: 1 Page 5