Request for Certification and Release of Funds Form s13

Project Initiation Request for Certification and Release of Funds Form

ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE

PROJECT GGOVERNANCE

PROJECT NNAME AiM CPPM and ANA Project (Capital Planning and Project Management and Assessment Needs Analy- sis)

DATE June 25, 2014

LEAD AAGENCY General Services Department/Facilities Management Division

OTHER AAGENCIES

EXECUTIVE SSPONSOR Ed Burckle, GSD Cabinet Secretary Business Owner, George Morgan Facilities Management Division Director

AGENCY HHEAD Ed Burckle, GSD Cabinet Secretary

AGENCY CIO/ITCIO/IT LLEAD Karen Baltzley

PROJECT MMANAGER Marcus Gee, FMD Mike Keelin, AssetWorks, Inc.

Revision: 6/18/13 Page 1 Project Initiation Request for Certification and Release of Funds Form

PROJECT AABSTRACT (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT) The General Services Department (GSD) Facilities Management Division (FMD) has utilized the AiM Facilities Management Software for the past several years in various programs. One of the primary modules that AiM has to offer is the unified Capital Planning and Project Management (CPPM) solution that helps organizations increase fiscal controls and improve financial accountability for capital projects, reduce their risk profile through improved regulatory compliance, and streamline capital planning and management processes to reduce CAPEX (capital spending or expense ( Money spent to acquire or upgrade physical assets such as buildings)) and improve rates of return from capital investments. The Facilities Management Division owns 750 buildings equating to approximately 6.8 million square footage and leases 294 buildings @ 2.74million square footage throughout the State of New Mexico. The AiM CPPM and ANA modules will enable FMD to balance capital priorities with fiscal constraints and track projects to the minutest detail, including:  Detailed information on appropriations and allocations from multiple funding sources  Potential and actual issues—from identification to proposed change order to change order—and associating issues with RFIs and meeting minutes  Consultant contracts and contract amendments and tying them to budget components, including invoicing against contracts  Construction contract tracking by budget line item  Complete visibility to all issues, submittals, RFIs, commission plans, change proposals, change directives, architect’s supplemental instructions, change orders, applications for payment and punch lists New construction projects and capital improvements to existing facilities is a complex process and the increasing complexity can no longer be sufficiently supported by tracking projects thru spreadsheets, trying to manage paper records or through the use of multiple project management software tools. FMD and their stakeholders (DFA Capital Budget, LFC Capital Planning and customer Agencies) need visibility into the complete pipeline of capital projects to keep all interested parties informed of building project progress and future/current strategically focused planning efforts. The properties and buildings that FMD has the responsibility to manage are geographically-dispersed facilities which demands a much higher level of cooperation between building owners and facility managers in order to streamline capital and operating expenditures, reduce operational complexity, and manage regulatory and policy-driven risk. FMD is committed to providing their stakeholders up-to-date information, shared data that is accurate and on a near to real time basis, minimizing risk and operational inefficiencies and providing transparency for all projects to ensure successful project management and capital planning across the multiple interest groups. The ANA (Assessment Needs Analysis) feeds into the Capital Planning and Project module to provide a complete view and management capability for facility condition assessment that will improve FMD’s abilities to more accurately and realistically plan for and track capital projects. Together, these two modules will provide the data analytics and management capabilities needed for accurate budget projections and scheduling. Tightly aligning capital planning and facilities maintenance will assist FMD in circumventing current inefficiencies by improving access to shared data, reducing costs, and promoting greater transparency across the State Agencies. Planned Start Date July 1, 2014 Planned End Date February 28, 2016 Revision: 6/18/13 Requested amount this $100,000.00 Remaining $1, 042,092.00 Page 2 Certification Appropriation not Certified Project Initiation Request for Certification and Release of Funds Form

APPROPRIATION HHISTORY (INCLUDE ALL FFUNDING SOURCES,, E.G. FEDERAL,, SSTATE,, CCOUNTY,, MMUNICIPAL LAWS OR GRANTS)

Fiscal Year Amount Funding Source FY2015 $1,042,092.00 15-3B-10 NMSA 1978, Fund A140005

FY2016 $ 73,966.00 15-3B-10 NMSA 1978, Fund A140005

PROPOSED MMAJOR DDELIVERABLE SSCHEDULE AND PPERFORMANCE MMEASURES Major Project Deliverable and Performance Measure Budget Due Date Project Phase Preliminary Internal Staff Project Kick-off $100,000.00 August 2014 Initiation Communication Plan draft (Prof Svcs) Resource Allocation PMP draft include schedule and budget Draft Business Process Workflows AssetWorks Contract Finalized IV&V Deliverables Defined Governance Structure Finalized SharePoint Document Repository, Folder Hierarchy and News Page Designed and Setup AssetWorks Planning Contract Executed

Finalize PMP $ 76,918.00 October Planning Business and Tech Requirements defined (Prof Svcs) 2014 Communication Plan finalized $291,600.00 Finalize Business Process Workflows (Software) IV&V Request for Pricing released Schedule defined Budget finalized Risk Plan completed Support and Operations Plan Technical Architecture finalized Project Team Finalized System Prepardness and deployment plan Roles and Responsibilities defined Change Management Plan Impact Analysis Performed IV&V Contract Executed ASSET Works Implementation Contract Executed Official Project Kickoff $541,068.00 December Implementation Software installed (Prof Svcs) 2015 Test and Train environment refreshed System configuration Training Requirements Use Case Test Plan Training Plan System Admin Plan User Acceptance Test Plan Agency Pilot Plan Marketing Plan Security Policy and Plan User documentation System Admin Documentation Business Admin Documentation Architecture Diagram

Final Documentation $ 73,966.00 February Close Out Transition to Operations 2015 Final IV&V Report Lessons Learned 3% Contingency $ 32,506.00 TOTAL $1,116,058.00

BUDGET Comments: Budget considerations are: 3% contingency of total project cost, IV&V is calculated @7% of total Project Cost, Professional services based on 19 month project duration excluding applicable tax but includes travel/per diem costs. Software costs includes 1st year maintenance for 180 licenses, recurring maintenance costs will be paid out of operating budget and is calculated at 20% of software initial costs.

Description FY14 & FY15 FY16 FY17 FY18&After Prior Staff - $0.00 $0.00 $0.00 $0.00 $0.00 Int er nal Consulting AssetWorks, PM, $0.00 $717,986.00 $73,966.00 $0.00 $0.00 Services IV&V Hardware $0.00 $0.00 $0.00 $0.00 $0.00

Software 180 lics + 1st year $0.00 $291,600.00 $0.00 $0.00 $0.00 maintenance 3% of total costs $32,506.00 Contingency

$1,042,092.00 $73,966.00 $0.00 $0.00 TOTAL

Ongoing $48,000.00 $48,000.00 $48,000.00 Maintenance

Revision: 6/18/13 Page 6