Request for Certification and Release of Funds Form s9

Project Planning Request for Certification and Release of Funds Form

ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE

PROJECT NAME KRONOS- A SHARE INTEGRATED TIME COLLECTION SOLUTION

PROJECT NUMBER Date 7/23/2008

LEAD AGENCY DEPARTMENT OF HEALTH Agency Code 665

OTHER AGENCIES DEPARTMENT OF FINANCE AND PROJECT PHASE Planning ADMINISTRATION ANITA WESTBROOK, DIRECTOR OF OFFICE OF FACILITIES MANAGEMENT EXECUTIVE SPONSOR

PROJECT MANAGER TAMMY JO MONTOYA

AGENCY HEAD DR. ALFREDO VIGIL

AGENCY CIO/IT LEAD ROBERT MAYER

PROJECT DESCRIPTION (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT) Kronos solution SHARE integrated automated time collection will support DOH facilities in efficiently managing employees’ work schedules and accurately tracking work hours.

The purpose of the project is to provide DOH 24/7 Healthcare facilities the ability to manage workforce staff to provide for adequate staffing that meet necessary ratios as required by Federal and State Agencies. This will include workforce planning activities to ensure proper acuity (Patient to Staff Ratio) rates to maintain patient safety. Office of Facilities Management (OFM) will standardize procedures and policy across the facilities for using Kronos time keeper software.

In 1998, the New Mexico Behavioral Health Institute implemented Kronos and then successfully integrated Kronos with SHARE in 2006. Sequoyah Adolescent Treatment Center is currently using Kronos in a limited capacity without integration with SHARE.

This project will build upon NMBHI’s successful use of Kronos. Kronos will be upgraded at NMBHI and Sequoyah and expanded into the other five facilities. Additional functionality will be to fully integrate Kronos into the SHARE system.

Planned Start Date April 2008 Planned End Date June 2009 Amount Requested this Certification $0 Amount Previously Certified $70,000 Remaining Appropriation not Certified $730,000 Total Appropriated Amount (include any new funds) $800,000

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CERTIFICATION HISTORY (INCLUDE ANY PREVIOUS PROJECT OR PHASE CERTIFICATIONS)

Date Amount Funding Source(s) (use specific citations to laws, grants, etc.)

April 10, 2008 $70,000 LAW OF 2008, CHAPTER 3, SECTION 7, SUBSECTION 10

PROPOSED CERTIFICATION SCHEDULE FOR CURRENT FISCAL YEAR (AGENCY TO COMPLETE FOR ALL PHASES) Phases Amount Major Deliverable(s) / Performance Measure(s) Due Dates Requested Initiation: $70,000 Hire Project Manager, IV & V contract and plan, March Project Management plan 2008 Planning: $0 Design Document, OFM Policy and Procedures, July 2008 Application Support Plan, IV & V periodic reports Implementation: $730,000 Kronos contract – software and hardware purchased, Sept 2009 installed, tested, user acceptance, transition to OPS document, IV &V periodic reports Closeout: $0 DoIT Closure Report, Project Closure Archive, IV June 15, &V Close out report 2009

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

Fiscal Year Amount Funding Source(s)

FY09 $800,000 LAW OF 2008, CHAPTER 3, SECTION 7, SUBSECTION 10

BUDGET Comments:

Description FY07 & Prior FY08 FY09 FY10 FY11 Staff - Int er nal Consulting IV&V, $268,750 Services PM contract, Kronos Implement Services, Setup Fee for Hosting, Training

Hardware Terminals $182,000

Software Licenses $323,000

TOTAL $773,750

IT SYSTEM ANALYSIS On this document, or as an attachment, provide a summary response, including changes, to the following IT infrastructure topics relating to this project:

DOH will subscribe to Kronos’ through Software as a Service (SaaS). By subscribing to Kronos’ SaaS, DOH will be provided with server and application administration, automatic update and patch management along with application upgrade management. Kronos’ SaaS will be reliable and will allow DOH to control costs. Employees will swipe in and out several times a day using a time clock terminal located at the facility. These terminals collect the data and transmit small bits of data to Kronos. It may be real time or batch communication and will be determined in the planning phase. NMBHI has been successful with integrating Kronos into SHARE. Kronos is a web-enabled solution and will not have an impact on DOH’s infrastructure hardware. There will be bandwidth usage over the state’s network as data transfers occur from the facilities to Kronos’ site and from Kronos’ site to SHARE. The Kronos service site is located in Minneapolis, MN. Discussion with Maynard Salazar occurred on March 26, 2008. He recommended we have a benchmark of traffic generated from DOH over the state’s WAN. More information about the network bandwidth utilization will be discovered and discussed with DoIT.  Application schematic will be determined during the planning phase.

BUSINESS CONTINUITY STRATEGY On this document, or as an attachment, provide a summary response, including changes, of your business Continuity Strategy. During the planning phase, Emergency and Disaster Management, Business continuity and operational recovery plan will be addressed and documented. Kronos will be responsible for documenting the Emergency and Disaster Management. DOH, DFA SHARE and Kronos will work together to determine business resumption and operational recovery plan strategy.

SECURITY STRATEGY (APPLICATION AND DATA SECURITY PROCESS, PLAN, OR STANDARD) During the planning phase, these items will be addressed and documented.

INDEPENDENT VERIFICATION & VALIDATION (INCLUDE STATUS OF IV & V PROCESS) DOH has chosen Fox Systems to provide IV&V for the Kronos project. The contract is at DFA awaiting execution.

SIGNIFICANT RISKS AND MITIGATION STRATEGY

RISK 1: The creation of standard policies and procedures is important for the successful implementation of Kronos. MITIGATION 1: Create Business Process team to create, document and communicate new policies and procedures. Involve Kronos experts to assist with new business process. Gain support from Director of OFM. Allow time in project schedule to address policies and procedures. RISK 2: Network performance at NMBHI may not handle the addition of Kronos.

MITIGATION 2: DOH ITSD is working with DoIT and Qwest to get a DS3 line installed at NMBHI to stabilize network operations. NMBHI will be the last of Facilities for the Kronos implementation in order that DS3 circuit is operational. A LAN Assessment is in progress. RISK 3: Network performance at Fort Bayard may not handle the addition of Kronos. MITIGATION 3: Discuss with the DOH ITSD Production Services Bureau.

RECORD RETENTION POLICY (DESCRIBE THE AGENCY’S RECORDS RETENTION REQUIREMENTS FOR THIS PROJECT) Record retention requirements and constraints will be identified at the time of planning. Overall, Kronos retention decisions would also be based on the New Mexico Administrative Code (NMAC) and other governing policies.

MAINTENANCE STRATEGY (DESCRIBE HOW THE AGENCY PLANS TO MAINTAIN THIS PROJECT AFTER DEPLOYMENT) DOH will execute a support and maintenance agreement with Kronos. This agreement will detail the maintenance strategy with Kronos having the lead role in maintaining the application since Kronos’ SaaS will provide all required maintenance. DOH will work closely with Kronos to support and maintain the application and hardware. The SHARE team will play a role with maintaining the interface between Kronos and SHARE.

INTEROPERABILITY (DESCRIBE HOW THIS PROJECT INTERFACES WITH EXISTING SYSTEMS/APPLICATIONS WITHIN THE AGENCY) Kronos will interface with the SHARE system to provide time and leave balances for Facilities employees. The SHARE Project Director and Manager are members of the project team. DFA and DOH have signed a JPA. DFA personnel from the SHARE Project are members of the steering committee and will be part of the technical team.

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