Change Request for Certification and Release of Funds Form s1

Change Request for Certification and Release of Funds Form

ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE

CHANGE TYPE: Phase Scope Budget Schedule

PROJECT GOVERNANCE

PROJECT NAME MVD Driver & Vehicle Reengineering

PROJECT PHASE Planning

DATE August 24, 2011

LEAD AGENCY Taxation and Revenue Department

OTHER AGENCIES

EXECUTIVE SPONSOR Keith Perry – Director, Motor Vehicle Division

AGENCY HEAD Demesia Padilla, CPA – Cabinet Secretary, Taxation & Revenue Department

AGENCY CIO/IT LEAD Greg Saunders – CIO/Director, Information Technology Division

PROJECT MANAGER Loretta Silva – IT Project Manager, Contractor

PROJECT ABSTRACT (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT)

Historically, the Motor Vehicle Division (MVD) of the Taxation and Revenue Department (TRD) has taken several steps in its mission to replace legacy Motor Vehicle and Driver applications. TRD contracted with IBM to conduct a needs assessment on the current MVD Driver and Vehicle applications during the Fall of 2005. The resulting report became the impetus for the Driver Reengineering initiative. The purchase of a Commercial-off-the-shelf (COTS) system will result in a more efficient, productive system that would improve service delivery to MVD customers while increasing reliability, security, and maintainability. This new system would be designed to meet current and future needs, including appropriate audit trails and security features.

Initiation phase resulted in developing Request for Proposals (RFP) requirements for the Driver/Vehicle MVD System; and then developing and issuing the RFP. Proposals were received from the vendors and a finalist has been selected. Contract negotiations with selected Offeror have begun and are scheduled for completion by February 2010. Significant data cleanup activities in preparation for data migration to the new system were performed during

Revision: 9/1/10 Page 1 Change Request for Certification and Release of Funds Form

Initiation and Planning phases.  Fixed Approx 30,000 License Records for various incorrect fields.  Fixed Approx 25,000 Non Driver records.  Fixed Approx 20,000 Driver Records.  Fixed 90% of all the Date issues to avoid rejections by AAMVA  Converted 80% of hazardous material and commercial vehicle flags (3 million records; 300k remaining)  Fixed 80,000 records in Address table.

Implementation activities included requirements gathering and review, design review, code drops, and user testing. In addition to HP/Saber, several contractors were also on board: the IT Project Manager (Loretta Silva), IV&V vendor (PDS Inc.), and five IT Developers (Acro Services and Doc Technology). The Development environment hardware and software were purchased and installed, and plans were underway to purchase the hardware and software for the Test and Production environments. Deliverables reviews for Sprints 1 and 2 were completed, with Sprint 3 deliverables 87% complete, Sprint 4 deliverables 75% complete, and Sprint 5 deliverables 0% complete. Data conversion work continued with design review, conversion mapping and testing, and data cleanup.

After exhaustive research and discussion, the implementation phase was halted on May 16, 2011, when HP was notified that the Department intended to cancel their contract. HP vacated the Montoya building by noon on May 17, 2011 and requests were submitted to revoke building and system access for HP personnel. The Department regrouped, evaluated priorities and embarked on a three-pronged interim solution for the reengineered MVD system: 1. Continue MVD Reengineering with an internal project, CDLIS Modernization (C- Mod), in order to comply with the CDLIS 5.2 mandates by January 30, 2012. 2. Identification and prioritization by MVD of issues requiring revision in the current MVD 2.0 system, followed by the repair of those outstanding issues by internal ITD staff. 3. Commence an MVD initiative to issue a second RFI and RFP for a reengineered, cus- tomer-centric, driver and vehicle system.

With the cancellation of the HP contract, it became necessary to immediately embark on an interim project to ensure that MVD is compliant with CDLIS 5.2 mandates by January 30, 2012. C-Mod includes several AAMVA requirements and is broken into six initiatives: 1. Name Expansion 2. Ten-Year History Check/Driver License Number Survey

3. US Patriot Act 4. Medical Certificate 5. Admin Per Se 6. +Passenger 16+ The C-Mod project details are presented in separate certification documents.

A new MVD Driver and Vehicle solution to replace legacy applications is still urgently needed. Toward that end, an RFI was issued on July 22, 2011. Responses are due August 25, 2011, and in-person presentations are planned for the week of September 19, 2011. If there are viable so- lutions available, a revised RFP will be issued in the fall of 2011, with planned initiation of the next iteration of MVD Reengineering set for 2nd quarter 2012.

Start Date 12/1/2008 Planned End Date TBD

JUSTIFICATION FOR CHANGE IN CERTIFICATION (INCLUDE BUDGET ADJUSTMENT REQUEST; BUSINESS VALUE AND/OR PROGRAM RESULTS) The Milagro schedule was impacted by the cancellation of the HP/Saber contract in May 2011. Federal mandates for Driver functionality that would have been included in Milagro had to be addressed immediately in order to meet the federal deadline. The C-Mod changes for Driver and Vehicle functionality directly correlate to MVD Reengineering. The work performed for C-Mod will be used for the next iteration of MVD Reengineering. As such, C2 Driver Reengineering funding is used for the C-Mod project.

The budget figures provide a summary of project spending as well as remove C-Mod projected expenditures from the Driver Reengineering budget so that they can be included in the C-Mod certification request. Amount Requested this Certification $0 Amount Previously Certified $22,869,794 Amount Spent-to-date $5,400,266 Amount Transferred from Driver Reengineering for C-Mod $1,473,430 Remaining Appropriation to be Recertified $15,996,098 Total Appropriated Amount (include any new funds) $22,869,794

CERTIFICATION HISTORY (INCLUDE ANY PREVIOUS PROJECT OR PHASE CERTIFICATIONS)

Date Amount Funding Source(s) (use specific citations to laws, grants, etc.) 11/20/2008 $400,000 Laws of 2008: Chapter 3, Section 7, Item 5 10/21/2009 $300,000 Laws of 2008: Chapter 3, Section 7, Item 5 2/24/2010 $13,169,117 Laws of 2008: Chapter 3, Section 7, Item 5 ($3,420,000) Laws of 2009: Chapter 124, Section 7, Item 3 ($8,042,500) FMCSA CDL Program, CD-09-35-1 ($372,900) DHS 2008-IDX-MX-0001 ($500,000) DHS 2008-IDX-MX-0006 ($833,717) 3/30/2010 $8,300,000 Laws of 2010, 2ndSS, Chapter 6, Section 7, Item 3 12/15/2010 $700,677 Department of Homeland Security 2010-DL-TO-0025 $22,869,794 TOTAL

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

Fiscal Year Amount Funding Source FY09 $4,120,000 Laws of 2008; Chapter 3, Section 7, Item 5 FY10 $8,042,500 Laws of 2009; Chapter 124, Section 7, Item 3 FY10 $8,300,000 Laws of 2010, 2nd SS; Chapter 6, Section 7, Item 3 FY09 (Fed) $372,900 Federal Motor Carrier Safety Administration CDL Program, CD-09-35-1 FY08-11 (Fed) $500,000 Department of Homeland Security 2008-ID-MX-0001 FY09-12 (Fed) $833,717 Department of Homeland Security 2009-ID-MX-0006 FY11-13 (Fed) $700,677 Department of Homeland Security 2010-DL-TO-0025 $22,869,794 TOTAL

MAJOR DELIVERABLE SCHEDULE AND PERFORMANCE MEASURES Major Project Deliverable and Performance Budget Due Date Project Phase Measure RFI issued TBD TBD Planning Pending results of RFI, reissuance of RFP and TBD TBD Planning other deliverables Contract for Project Management services TBD TBD Planning Contract for IV&V services TBD TBD Planning Performance Measures: Each deliverable will be reviewed by MVD and ITD personnel, with iterative feedback to selected vendor and responses resubmitted to TRD until the deliverable is accepted. Before payment is authorized, a Deliverable Acceptance Form (DAF) is signed by the following: 1. MVD Project Manager 2. IT Project Manager 3. MVD Business Manager (for federal grants) 4. ITD MVD Development Manager 5. MVD Director 6. ITD CIO

BUDGET Comments: The cancellation of the HP/Saber contract resulted in the following budget adjustments: 1. Left FY09 & Prior unchanged 2. Updated FY10 and FY11 to reflect actual Milagro expenditures 3. Removed Milagro costs for FY12 and after as they will be determined by the RFI/RFP 4. Transferred $1,473,430 from the MVD Reengineering budget to fund the C-Mod project

Description FY09 & Prior FY10 FY11 FY12 FY13&After

Staff – IT/MVD staff $150,000 $150,000 TBD TBD Internal time Consulting RFP vendor, Services PM, IV&V; COTS vendor, $1,421,654 $319,325 $2,538,432 TBD TBD IT/MVD support Hardware Application & $72,457 Database TBD TBD Servers, etc. Software COMET lic. $650,000 Other SW $98,398 TBD TBD

TOTAL $5,400,266 $1,421,654 $469,325 $3,509,287 TBD TBD

INDEPENDENT VERIFICATION & VALIDATION (INCLUDE SUMMARY OF THE LATEST IV & V REPORT)

IV&V is on hold and will be reengaged once the disposition of the RFI (and RFP) is known. The Department will hire a vendor from the Statewide Price Agreement.

IMPACT OF CHANGE (MAY INCLUDE SIGNIFICANT RISKS & MITIGATION STRATEGY; SECURITY, CONSOLIDATION & MAINTENANCE STRATEGIES; RECORDS RETENTION; & BUSINESS PERFORMANCE MEASURES)

The HP/Saber contract was canceled, which required immediate attention to legacy driver applications to ensure compliance with federal CDLIS 5.2 modernization mandates. The request removes a portion of the C2 Driver Reengineering funding from the MVD Reengineering project. In anticipation of approval, C2 Driver Reengineering funding is included in the certification request for the C-Mod project.

Revision: 9/1/10 Page 7