Insert Project Name s1

MMIDDLE RRIO GGRANDE DDEPLETION SSTUDY::

HISTORICAL LAND/WATER COMPILATION APPLICATION SUITE

PPROJECT CCHARTER FFOR CCERTIFICATION

EXECUTIVE SPONSOR – ROLF SCHMIDT-PETERSEN, RIO GRANDE BASIN MANAGER, INTERSTATE STREAM COMMISSION

BUSINESS OWNER – NABIL SHAFIKE, PHD, MIDDLE RIO GRANDE BASIN MANAGER, INTERSTATE STREAM COMMISSION

PROJECT MANAGER – GAR CLARKE, GIS COORDINATOR, OFFICE OF THE STATE ENGINEER

ORIGINAL PLAN DATE: 16 APRIL 2008

REVISION DATE:

REVISION: ABOUT THIS PROJECT CHARTER DOCUMENT

PERMISSION TO PLAN THE PROJEC T AND SETTING THE GOVERNANCE STRUCTURE

PROJECT CERTIFICATION INITIAL PHASE DOCUMENTATION The Project Charter is also used within the State of New Mexico IT Project Certification process as evidence of the project’s worthiness for the Initial Phase certification. The Initial Phase certification is especially critical to many state and agency projects because of its related release of the initial funds required for the project.

Initiation Phase funding is requested by an agency for use in developing project phases, developing Independent Verification and Validation (“IV&V”) plan and contract; address project review issues and/or to develop an overall project management plan. Note: Waiver of the IV&V requirement requires specific written approval by the Secretary of the DoIT. DoIT “Project Certification” Memorandum July 2, 2007

The Project Charter and the Request for Certification Form are meant to provide a comprehensive picture of the project’s intention and initial planning, that includes the project’s place in the context of the State of New Mexico’s IT Strategic Plan, Enterprise Architecture, and DoIT project oversight process. See “IT Project Oversight Process” Memorandum July 5th 2007 on the OCIO-DoIT web site.

I TABLE OF CONTENTS

ABOUT THIS PROJECT CHARTER DOCUMENT...... I

TABLE OF CONTENTS...... II

1. PROJECT BACKGROUND...... 1

1.1 EXECUTIVE SUMMARY -RATIONALE FOR THE PROJECT...... 1 1.2 SUMMARY OF THE FOUNDATION PLANNING AND DOCUMENTATION FOR THE PROJECT...... 1 1.3 PROJECT CERTIFICATION REQUIREMENTS...... 1 2.0 JUSTIFICATION, OBJECTIVES AND IMPACTS...... 2

2.1 AGENCY JUSTIFICATION...... 2 2.2 BUSINESS OBJECTIVES...... 3 2.3 TECHNICAL OBJECTIVES...... 3 2.4 IMPACT ON ORGANIZATION...... 4 2.5 TRANSITION TO OPERATIONS...... 4 3.0 PROJECT/PRODUCT SCOPE OF WORK...... 5

3.1 DELIVERABLES...... 5 3.1.1 Project Deliverables...... 5 3.1.2 Product Deliverables...... 6 3.2 SUCCESS AND QUALITY METRICS...... 7 4.0 SCHEDULE ESTIMATE...... 7

5.0 BUDGET ESTIMATE...... 7

5.1 FUNDING SOURCE(S)...... 8 5.2. BUDGET BY MAJOR DELIVERABLE OR TYPE OF EXPENSE -...... 8 5.3 BUDGET BY PROJECT PHASE OR CERTIFICATION PHASE...... 8 6.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE...... 8 6.1 STAKEHOLDERS...... 8 6.2 PROJECT GOVERNANCE PLAN...... 9 6.3 PROJECT MANAGER...... 9 6.3.1 PROJECT MANAGER CONTACT INFORMATION...... 9 6.3.2 PROJECT MANAGER BACKGROUND ...... 10 6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES...... 10 6.5 PROJECT MANAGEMENT METHODOLOGY ...... 10 7.0 CONSTRAINTS...... 10

8.0 DEPENDENCIES...... 10

9.0 ASSUMPTIONS...... 11

10.0 SIGNIFICANT RISKS AND MITIGATION STRATEGY...... 11

11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING...... 11

12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V...... 11

II 13.0 PROJECT CHARTER AGENCY APPROVAL SIGNATURES...... 13

14.0 PROJECT CHARTER CERTIFICATION APPROVAL SIGNATURE...... 13

Revision History

REVISION NUMBER DATE COMMENT

IV PROJECT CHARTER [PROJECT NAME] 1

1. PROJECT BACKGROUND

1.1 EXECUTIVE SUMMARY -RATIONALE FOR THE PROJECT The major goal is to create evaluation tools for the Middle Rio Grande (MRG – Otowi to Elephant Butte) to compile water and land use statistics through time. The evaluation tools will consist of four integrated components that will support many aspects of the Agency Strategic Plan. A partial list includes determining water rights, monitoring interstate compact agreement obligations, and staging adjudication requirements. The assessment and documentation criteria will utilize current land ownership parcels integrated with historical information to include maps and aerial photography. The assessment procedure will be documented and the proposed “Application Suite” will be built and tested to automate the process for evaluating historical changes in land and water use within the MRG. The Application Suite will increase productivity and accuracy for the MRG.

1.2 SUMMARY OF THE FOUNDATION PLANNING AND DOCUMENTATION FOR THE PROJECT

This project is one component of a larger project that was approved by the Interstate Stream Commission (ISC) to ensure compliance with the Rio Grande Compact, evaluate water consumption and use and automate the water right application evaluation process.

The application part of the project will use the developed data to automate the process of evaluating land/water use and water right applications.

1.3 PROJECT CERTIFICATION REQUIREMENTS Does the project fit into the criteria for certification? Which and how? CRITERIA YES/NO EXPLANATION The project is mission critical to the NO The applications component of agency the MRG Depletion Study project is highly desirable and has clear benefits, however, it is not considered mission critical. Project cost is equal to or in excess of YES Total cost $138,835.98 $100,000.00 Project impacts customer on-line NO The applications will only be access used by internal agency staff and some data will be

PROJECT CHARTER [PROJECT NAME] 2

confidential. Project is one deemed appropriate by ? the Secretary of the DoIT Will an IT Architecture Review be NO Impacts considered low. required?

2.0 JUSTIFICATION, OBJECTIVES AND IMPACTS

The justification and objectives section relates the project to the purpose of the lead agency and describes the high level business and technical objectives for the project. The section also includes a high level review of the impact to the organization, and of the concerns for transition to operations.

2.1 AGENCY JUSTIFICATION IDENTIFY AGENCY MISSION, PERFORMANCE MEASURE OR STRATEGIC GOALS TO BE ADDRESSED THROUGH THIS PROJECT NUMBER DESCRIPTION

AGENCY Agency Mission: The Office of the State Engineer and the Interstate Stream Commission is the preeminent water management agency, which is trusted by the public to effectively, and transparently manage, allocate and protect New Mexico's water resources Performance Measures: Office of the State Engineer/Interstate Stream Commission Strategic Plan (September 2006, p. 9-15) as set forth below. Goal 1:Complete adjudication of water rights throughout the state (Litigation and Adjudication Program) Objective D: Determine water rights ownership and priorities in the Middle Rio Grande Stream System and related underground basins. Strategy: Develop and implement action plan for water rights adjudications for Middle Rio Grande main stem and all other Middle Rio Grande tributary stream systems and related underground basins. Goal 3: Develop, improve, or maintain systems of management and administration of water uses, beneficial and otherwise, in river basins where New Mexico must manage and administer its uses of water in order to comply with its compact obligations to deliver water downstream (Interstate Compact Compliance Program). 3.2 Rio Grande Program Goals: Provide active management of the water resources of the Rio Grande in New Mexico to distribute

NUMBER DESCRIPTION

available water to those who have the rights to the water. Objective A: Maintain Long-Term Rio Grande Compact Compliance. Strategy: Develop and implement plans to manage water uses to ensure compact compliance while protecting New Mexico’s historic beneficial uses. Strategy: Improve measurement of water resources and water uses. Strategy: Effectively participate in Rio Grande basin water accounting activities. Strategy: Continue Rio Grande technical investigations to serve as the scientific basis of groundwater and surface water conjunctive use administration. Goal 4: Develop, improve, and maintain systems of water development programs, customer services, water use management and administration in surface and ground water basins within the state to provide consistent, timely, competent and accurate water information and services to the public (Water Resource Allocation Program). Objective A: Process water rights applications in a consistent, timely, accurate and a competent manner. Strategy: Support and promote expeditious processing of contested water rights applications through administrative hearings. Strategy: Support and promote expeditious processing of contested water right applications through administrative hearings.

2.2 BUSINESS OBJECTIVES USE THE FOLLOWING TABLE TO LIST MEASURABLE BUSINESS OBJECTIVES NUMBER DESCRIPTION BUSINESS REDUCE THE AMOUNT OF RESOURCES REQUIRED TO OBJECTIVE 1 PROVIDE PUBLIC SERVICES (I.E WATER RIGHT CLAIMS) AND INCREASE ACCURACY

2.3 TECHNICAL OBJECTIVES

NUMBER DESCRIPTION TECHNICAL AUTOMATE WATER RIGHT LAND AND WATER USE OBJECTIVE 1 COMPILATION PROCESS THAT PRODUCES ACCURATE STATISTICS

2.4 IMPACT ON ORGANIZATION

The impacts on the organization are areas that need to be addressed by the project through its planning process. They may not be internal project risks, but they can impact the success of the project’s implementation. AREA DESCRIPTION END USER INVOLVED THROUGHT THE PROJECT LIFECYCLE (REQUIREMENTS, DESIGN, CONSTRUCTION, TESTING, TRAINING) BUSINESS A SOLID COMMITTEE STRUCTURE IS IN PLACE TO PROCESSES ADDRESS PROBLEMS AND MANAGE PROJECT IT OPERATIONS AND IT STAFF ARE ACTIVELY INVOLVED WITH ASSESSING STAFFING HARDWARE, SOFTWARE, AND NETWORK NEEDS OTHER PROJECT IS LOW RISK AND PLANNING IS SOLID

2.5 TRANSITION TO OPERATIONS

The transition to operations areas include items that are asked in the certification form to assure that the project has accounted or will account for these matters in its planning and requirements specifications. AREA DESCRIPTION PRELIMINARY APPLICATION HOSTING LOCATION IS IDENTIFIED AND OPERATIONS INCLUDES A CONTINGENCY. STAFFING IS ADEQUATE LOCATION AND AND RISKS ARE LOW. STAFFING PLANS DATA SECURITY, CURRENT DATA SECURITY AND BUSINESS CONTINUITY BUSINESS MEASURES ARE ADEQUATE TO ACCOMMODATE THE CONTINUITY APPLICATION SUITE MAINTENANCE CURRENT AGENCY STAFF RESOURCES ARE ADEQUATE TO STRATEGY MAINTAIN AND ENHANCE THE APPLICATION SUITE INTEROPERABILITY DEVELOPMENT TECHNOLOGIES WILL INTEGRATE WITH

AREA DESCRIPTION CURRENT AGENCY ENTERPRISE SYSTEM RECORD RETENTION CURRENT SYSTEMS ARE ADEQUATE AND WILL BE USED CONSOLIDATION APLICATION WILL BE INTEGRATED INTO EXISTING STRATEGY AGENCY APPLICATION ARCHITECTURE

3.0 PROJECT/PRODUCT SCOPE OF WORK

3.1 DELIVERABLES

3.1.1 PROJECT DELIVERABLES This initial list of project deliverables are those called for by the IT Certification Process and Project Oversight memorandum, but does not exhaust the project deliverable documents Project Charter The Project Charter for Certification sets the overall scope for the project, the governance structure, and when signed is considered  Submitted permission to proceed with the project. The Project Charter for Certification is used to provide the Project Certification Committee with adequate knowledge of the project and its planning to certify the initiation phase of the project Certification Form The Request for Certification and Release of Funds form is submitted when a project goes for any of the certification phases. It deals with the  Submitted financial aspects of the project, as well as other topics that indicate the level of planning that has gone into the project. Many of the questions have been incorporated into the preparation of the project charter Project Management Plan . “Project management plan” is a formal document approved by the executive sponsor and the Department and developed in the plan phase  Submitted used to manage project execution, control, and project close. The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among stakeholders, and documents approved scope, cost and schedule baselines. A project plan includes at least other plans for issue escalation, change control, communications, deliverable review and acceptance, staff acquisition, and risk management. plan.”

“Independent verification and validation (IV&V)” means the process of IV&V Contract & Reports evaluating a project to determine compliance with specified requirements and the process of determining whether the products of a  Exemption Submitted given development phase fulfill the requirements established during the previous stage, both of which are performed by an organization independent of the lead agency. Independent verification and validation assessment reporting. The Department requires all projects subject to oversight to engage an independent verification and validation contractor unless waived by the Department.

IT Service Contracts The Department of Information Technology and the State Purchasing Division of General Services have established a template for all IT  IT Professional Services related contracts. Agreement (IT PSA) using standard template submitted for Pre Approval The DoIT Initial PROJECT RISK ASSESSMENT template which is Risk Assessment and meant to fulfill the following requirement: management “Prepare a written risk assessment report at the inception of a project  See PMP and IT PSA and at end of each product development lifecycle phase or more frequently for large high-risk projects. Each risk assessment shall be included as a project activity in project schedule.” Project Oversight Process memorandum

Project Schedule A tool used to indicate the planned dates, dependencies, and assigned resources for performing activities and for meeting milestones. The  In place, will be revised defacto standard is Microsoft Project after kickoff meeting with the contractor Monthly Project Status Project status reports. For all projects that require Department oversight, Reports to DoIT the lead agency project manager shall submit an agency approved project status report on a monthly basis to the Department.  In place using standard Agency IT Project Status Report Project Closeout Report This is the Template used to request that the project be officially closed. Note that project closure is the last phase of the certification process

3.1.2 PRODUCT DELIVERABLES The product deliverable documents listed here are only used for illustration purposes

PLEASE REFER TO DELIVERABLES IN TABLE IN PMP 4.2 PRODUCT LIFE CYCLE

3.2 SUCCESS AND QUALITY METRICS

Metric are key to understanding the ability of the project to meet the end goals of the Executive Sponsor and the Business Owner, as well as the ability of the project team to stay within schedule and budget. NUMBER DESCRIPTION QUALITY METRICS PROJECT WILL USE AN INTERATIVE DELIVERABLE REVIEW 1 PROCESS THAT ALLOWS QUALITY REVIEW AND DELIVERABLE REFINEMENT OPPORTUNITIES THROUGHOUT THE PROJECT. THESE REVIEWS INCLUDE THE PRIMARY TECHNICAL AND MANAGEMENT LEADS WITHIN THE AGENCY.

4.0 SCHEDULE ESTIMATE

The schedule estimate is requested to provide the reviewers with a sense of the magnitude of the project and an order of magnitude of the time required to complete the project. In developing the schedule estimate, certification timelines and state purchasing contracts and procurement lead times are as critical as vendor lead times for staffing and equipment delivery. Project metrics include comparisons of actual vs. target date. At the Project Charter initial phase, these times can only be estimated. Total Estimated Project Time Line: 8 weeks Planned Start Date: 1 May 2008 Planned End Date: 30 June 2008

5.0 BUDGET ESTIMATE

Within the Project Charter budgets for the project can only be estimated. Original budgets requested in appropriations or within agency budgets are probably not the numbers being worked with at project time. Funding sources are asked for to help evaluate the realism of project objectives against funding, and the allocation of budget estimates against project deliverables.

Please remember to include agency staff time including project managers as costs.

5.1 FUNDING SOURCE(S) SOURCE AMOUNT ASSOCIATED RESTRICTIONS OSE/ISC MRG $140,000 EXPENDITURE DEPLETION CAPITOL TIME LIMIT: 30 APPROPRIATION JUNE 2008 (A031772)

5.2. BUDGET BY MAJOR DELIVERABLE OR TYPE OF EXPENSE - ITEM COST ESTIMATE REQUIREMENTS $27,328 DESIGN $22,246 CONSTRUCTION $71,846 ACCEPTANCE TESTING AND TRAINING $14,345 DEPLOYMENT $3,070

TOTAL $138,835

5.3 BUDGET BY PROJECT PHASE OR CERTIFICATION PHASE

6.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE

6.1 STAKEHOLDERS

Stakeholders should be a mix of agency management and end users who are impacted positively or negatively by the project.

NAME STAKE IN PROJECT ORGANIZATION TITLE

ISC-Rio Grande Basin Primary Users of MRG Depletion Analysis OSE/ISC Lead Division Data, specifically the Land Use and Trend Analysis Data

NAME STAKE IN PROJECT ORGANIZATION TITLE

OSE-Water Right Primary Users of MRG Water Right OSE N/A Administration Program Validation and Compliance Assessment Data.

Litigation & Users of MRG Depletion Analysis Data to OSE N/A Adjudication Program support Adjudication activities

6.2 PROJECT GOVERNANCE PLAN A diagram of the organization structure including steering committee members, project manager and technical/business teams would be helpful.

6.3 PROJECT MANAGER 6.3.1 PROJECT MANAGER CONTACT INFORMATION NAME ORGANIZATION PHONE #(S) EMAIL

GAR CLARKE OSE/ITSB 827-6192 [email protected]

6.3.2 PROJECT MANAGER BACKGROUND

6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES

ROLE RESPONSIBILITY Project Manager Manage Project Contract Contractual Issues and Tracking Administrator Water Rights Water Rights Expertise/User Specialist Land Use Specialist Land User and GIS Expertise/User Aerial Photography Hydrographic Survey Expertise/User and Hydrographic Survey Specialist Water Right Transfer Water Right Transfer Expertise/User Database Administrator Agency Enterprise Database Administration GIS Database Administrator

6.5 PROJECT MANAGEMENT METHODOLOGY

7.0 CONSTRAINTS

NUMBER DESCRIPTION 1 PROJECT DELIVERABLES ARE STRUCTURED INTO A FRAMEWORK OF REQUIREMENS, DESIGN, CONSTRUCTION, USER ACCEPTANCE, USER TRAINING, DEPLOYMENT, AND CLOSEOUT. ONLY CONSTRAINT IS TIME AS THE FUNDS REVERT AFTERN 30 JUNE 2008.

8.0 DEPENDENCIES

NUMBER DESCRIPTION TYPE M,D,E 1 DELIVERABLE REVIEW AND APPROVAL PROCESS D

9.0 ASSUMPTIONS

NUMBER DESCRIPTION 1 HISTORICAL DATA SETS ARE AVAILABLE AND CORRECT 2 AGENCY ENTERPRISE GIS SCHEMA ARE CORRECT

10.0 SIGNIFICANT RISKS AND MITIGATION STRATEGY

There are no signification risks.

11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING

12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V

Due to small scope and risk to the project, the Agency has requested an exemption from the IV&V requirement.

Project/Product Area Include – Yes/No Project Management No Quality Management No Training No Requirements Management No Operating Environment No Development Environment No Software Development No

Project/Product Area Include – Yes/No System and Acceptance Testing No Data Management No Operations Oversight No Business Process Impact No

13.0 PROJECT CHARTER AGENCY APPROVAL SIGNATURES

SIGNATURE DATE

EXECUTIVE SPONSOR

BUSINESS OWNER

PROJECT MANAGER

14.0 PROJECT CHARTER CERTIFICATION APPROVAL SIGNATURE

SIGNATURE DATE

DOIT / PCC APPROVAL