Change Request for Certification and Release of Funds Form

ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE

CHANGE TYPE: Scope Budget Schedule

PROJECT GOVERNANCE

PROJECT NAME K-3 Formative Assessment

PROJECT PHASE Planning

DATE August 28, 2013

LEAD AGENCY New Mexico Public Education Department (PED)

OTHER AGENCIES

EXECUTIVE SPONSOR Hanna Skandera, Secretary of Education, PED

BUSINESS OWNER Leighann Lente, Deputy Secretary, Policy & Programs, PED

AGENCY CIO/IT LEAD Michael Archibeque, Chief Information Officer, PED

PROGRAM PROJECT MANAGER Melinda Webster, Director of Early Childhood, PED

IT PROJECT MANAGER Lisa Hamilton, Manager, Data Quality & Analysis, PED

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

Early Literacy Interventions and Initiatives have been determined to be a priority for the state of New Mexico as evidenced by the inclusion of 8.3 million dollars in HB 2 for these initiatives. The K-3 Formative Assessment will provide critical data for monitoring student achievement in reading and assist teachers in guiding instruction to meet student needs.

Start Date September 1, 2012 Planned End Date June 30, 2014

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

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

The project Implementation Phase was originally planned to be certified in two phases, Year 1 and Year 2 activities. This request is for the remainder of the funds to complete Implementation activities for Year 2. Release of the remaining funds will enable the Early Childhood Bureau to continue providing the K-3 Formative Assessment to NM’s schools, necessary to capture critical data for monitoring student achievement in reading and assist teachers in guiding instruction to meet student needs.

Contract 13 924 P257 00205 Amendment 1, finalized 5/21/13, reduces the total project budget to $2,782,718.71. Amount Requested this Certification $1,885,976.00 (Year 2) Amount Previously Certified $ 885,000.00 (Year 1) Remaining Appropriation not Certified $0 Total Appropriated Amount (include any new funds) $2,782,718.71

CERTIFICATION HISTORY (INCLUDE ANY PREVIOUS PROJECT OR PHASE CERTIFICATIONS)

Date Amount Funding Source(s) (use specific citations to laws, grants, etc.) August 22, 2012 $885,000 Laws 2012, Chapter 19, Section 4, Public Education Department Special Appropriation: (j) Early Reading Initiative August $1,885,976.00 Laws 2012, Chapter 19, Section 4, Public Education Department 28,2013 Special Appropriation: (j) Early Reading Initiative (This Request)

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

Fiscal Year Amount Funding Source FY13 $2,782,718.71 Laws 2012, Chapter 19, Section 4, Public Education Department Special Appropriation: (j) Early Reading Initiative.

MAJOR DELIVERABLE SCHEDULE AND PERFORMANCE MEASURES Major Project Deliverable and Performance Budget Due Date Project Phase Measure K3 Formative RFP Development, Evaluation, and $0 8/22/13 Planning Contractor Selection

Initial, Planning, and Implementation Phase $0 8/22/13 Initial, Plan- Certification ning, and Imple- mentation K3 Formative Contract $0 10/24/13 Implementation Implementation Training - progress monitoring, $616,743 6/30/13 Implementation and access to tools

Onsite Principal Training, Site Visits, & Train- Included 6/30/13 Implementation the-trainer Above Implementation of K3 Assessments $280,000 6/30/13 Implementation Benchmark data, progress monitoring Included 6/30/13 Implementation assessments, and access to tools Above Year 1 Completion: Status Reporting Included 6/30/13 Implementation Above Total $896,743 6/30/13

Year 2 Begin Date $1,885,976 7/1/13 Implementation Implementation Training - progress monitoring, Included 7/1/13 Implementation and access to tools Above 12/1/13 6/30/14 Onsite Principal Training, Site Visits, & Train- Included 7/1/13- Implementation the-trainer Above 9/1/13 Implementation of K3 Assessments Included 7/1/13 Implementation Above 12/1/13 6/30/14 Benchmark data, progress monitoring Included 7/1/13 Implementation assessments, and access to tools Above 12/1/13 6/30/14 Year 2 Completion: Status Reporting Included 6/30/14 Implementation Above Project Closeout –Transition to Operations Included 6/30/14 Closeout Above

BUDGET Comments: The total budget for Year 1 and Year 2 of the project, as adjusted by 5/21/13, was reduced to $2,782,718.71. Based on detailed planning and activities of Year 1 it was determined that the budget was to be reduced to complete deliverables for Year 2.

Description FY13 & FY14 FY15 FY16 FY17&After Prior Consulting K3 Assessment $896,743 $1,885,976 TBD TBD TBD Services Implementation – application access, training, reporting

TOTAL $896,743 $1,885,976

INDEPENDENT VERIFICATION & VALIDATION (INCLUDE SUMMARY OF THE LATEST IV & V REPORT) IV&V is conducted by Cognosante: The current status is Green. NM PED has contracted with

Amplify (formerly dba, Wireless Generation) and is actively involved in day-to-day project activities. Progress is as follows: 229 schools across 86 Districts are participating in the K3 Formative Assessments. Twenty regional trainings were conducted and Amplify continues to provide training to teachers, principals and other administrative staff. PED has a two year contract with Amplify to provide these services and with the release of these funds, PED can continue this work.

IMPACT OF CHANGE (MAY INCLUDE SIGNIFICANT RISKS & MITIGATION STRATEGY; SECURITY, CONSOLIDATION & MAINTENANCE STRATEGIES; RECORDS RETENTION; & BUSINESS PERFORMANCE MEASURES) Business Risk: Loss of Funding – Non-release of allocated funds for Year 2 of this project will not al- low the Districts and schools to continue conducting K3 Formative Assessments, per Laws 2012, Chap- ter 19, Section 4, Public Education Department Special Appropriation: (j) Early Reading Initiative.

Revision: 6/18/13 Page PAGE 1