Request for Certification and Release of Funds Form s12

Implementation Request for Certification and Release of Funds Form

ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE

PROJECT GOVERNANCE

PROJECT NAME Motor Vehicle Division Document Management System

DATE 05/23/2012 Document Revised 05/21/2012

LEAD AGENCY Taxation and Revenue Department (TRD)

OTHER AGENCIES None

EXECUTIVE SPONSOR MVD Director (vacant)

AGENCY HEAD Demesia Padilla, TRD Cabinet Secretary

AGENCY CIO/IT LEAD Greg Saunders, CIO

PROJECT MANAGER ITD: Jan Christine MVD: Adam Diamond

PROJECT ABSTRACT (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT) The Motor Vehicle Department scans approximately 12 million pages of data per year. Currently only a percentage of those documents that should be imaged and subjected to the SRCA retention\disposal policy are microfilmed and stored. The current processes include an unidentified percentage of waste and loss. In some cases two copies of a document are created simply to pass data back and forth between data entry or microfilming at Revenue Processing Division (RPD) in the Lujan Building and MVD Central Office in the Montoya Building. Other processes include multiple transfers of paper documents between various TRD Divisions\Offices.

The proposed project will provide scanning capabilities to all Bureaus and Units, including the Field Offices and the current microfilming and data operations performed for MVD at RPD at the Lujan Building. As part of the initial implementation, five major processes will be provided for MVD:  First Time Permit, License or ID  First Time Vehicle Title  Medical Forms  Processing of Inbound Citations  Processing of Citation Payments All of the above processes with have the extraction and bulk scanning performed in the basement of the Montoya Building with MVD personnel using TOOLs transferred from RPD. Payment processing for the Citation Payments will be performed by a combination of the OPEX 7200i scanner with Tangent and EMC software interfacing with that OPEX scanner.

One example of the Process improvement that can be gained by MVD is shown at the end of this document This is a controlled document, refer to the document control index for the latest revision Revision: 9/1/10 Page 1

and included in the PowerPoint Presentation. Start Date March 9, 2012 Planned End Date 07/31/2012 Amount Requested this $ 3,492,005.51 Certification Amount Previously $ 50,000 Certified Remaining $ 0 Appropriation not Certified Total Appropriated $ 3,542,005.51 Amount

CERTIFICATION HISTORY (INCLUDE ANY PREVIOUS PROJECT OR PHASE CERTIFICATIONS)

Date Amount Funding Source(s) (use specific citations to laws, grants, etc.) 03/28/2012 $50,000 Department of Homeland Security, Driver’s License Se- curity Grant (DLSG). : FY09 $734,151.59 # 2009ID- MX0006 due to expire 9/30/12.

APPROPRIATION HISTORY (INCLUDE ALL FUNDING SOURCES, E.G. FEDERAL, STATE, COUNTY, MUNICIPAL LAWS OR GRANTS) Fiscal Year Amount Funding Source and Appropriation language

FY09 $1,463,546.76 Special Appropriation - Laws of 2008, Ch 3, Sec. 7, Item 5

FY09 $734,151.59 Department of Homeland Security, Driver’s License Security Grant (DLSG). CFDA # 97.089 : FY09 $734,151.59 # 2009IDMX0006 due to expire 9/30/12 FY10 $700,677 .00 Department of Homeland Security, Driver’s License Security Grant (DLSG). CFDA # 97.089 : FY10 # 2010DLT00025 due to exp. 5/13 FY11 $643,630.16 Department of Homeland Security, Driver’s License Security Grant (DLSG). CFDA # 97.089 : FY11 # EMW-2011- DL00017 due to expire 8/14

Total $3,542,005.51

This is a controlled document, refer to the document control index for the latest revision Revision: 9/1/10 Page 2

MAJOR DELIVERABLE SCHEDULE AND PERFORMANCE MEASURES Major Project Deliverable and Performance Budget Due Date Project Phase Measure

Hardware ( including three years of support) $566,210.04 June 30, 2012 Implementation Software June 30, 2012 Implementation (including support services that must be paid with purchase) $897,336.72 IV&V $54,093.75 Final Implementation February 27, 2013 Implementation Services $2,024,380.00 Final Implementation (Includes Tangent Implementation Services) February 27, 2013 TOTAL $3,542,005.51 MAINTENANCE COSTS NOT INCLUDED IN THIS CERTIFICATION Year 1 Contracted Maintenance Support, $ 175,463.00 June 30 2014 Maintenance including 600 hours that can be banked for enhancements and annual licensing fees for EMC software. Year 2 Contracted Maintenance Support, $ 175,463.00 June 30 2015 Maintenance including 600 hours that can be banked for enhancement and annual licensing fees for EMC software. Year 3 Contracted Maintenance Support, $ 175,463.00 June 30 2016 Maintenance including 600 hours that can be banked for enhancements and annual licensing fees for EMC software. Year 4 Contracted Maintenance Support, $ 175,463.00 June 30 2017 Maintenance including 600 hours that can be banked for enhancements and annual licensing fees for EMC software.

BUDGET Comments:

Descriptio FY12 FY13 FY14 FY15 FY16 n Staff - Int er na l Consulting IV&V & $2,078,458.75 Services Impleme ntation Services Hardware $566,210.04

Software $897,336.72

Contingency 0 0 Mtnc Mtnc Mtnc N/A N/A N/A

TOTAL $1,463,546.76 $2,078,458.75

IT SYSTEM ANALYSIS (ON THIS DOCUMENT, OR AS AN ATTACHMENT, PROVIDE A SUMMARY DESCRIPTION OF THE TECHNICAL ARCHITECTURE) N tier architecture employing both virtual and physical machines in three environments: development, User Acceptance Testing, and Production. All virtual and physical machines will be in the current TRD infrastructure at Simms. Software for the Document Management System is COTS, but TRD does expect to have to create or modify existing EMC web services to connect with existing applications.

INTEROPERABILITY (DESCRIBE IF/HOW THIS PROJECT INTERFACES WITH EXISTING SYSTEMS/APPLICATIONS) The Solution includes interoperability with MVD 2.0 and 3-4 separate web applications currently in production, and provides for an open architecture such that it is feasible to simply connect with whatever the replacement MVD system is, and with future implementations of Records This is a controlled document, refer to the document control index for the latest revision Revision: 9/1/10 Page 4

Management at SRCA.

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

Since PDS has made the decision to exit the IV&V marketplace, and TRD was extremely dissatisfied with NM Abilities subcontractor Harris Technologies; the Department is currently obtaining a third quote from a third firm with a local office and extensive experience performing IV&V for multimillion dollar projects. TRD expects to execute the IV&V contract near the end of May 2012.

SIGNIFICANT RISKS AND MITIGATION STRATEGY Risk 1: Budget is very tight. Mitigation 1: Careful control of expenditures and Change Requests Risk 2: Loss of grant and other project funds, due to their expiration. Mitigation 2: Use of the contract language that allows the Department to cease project activities should the financial support evaporate. Also, TRD is expediting all purchases with a low Risk for reuse in a subsequent project.

TRANSITION TO OPERATIONS: (DESCRIBE AGENCY PLAN TO MIGRATE PROJECT SOLUTION TO PRODUCTION. INCLUDE AGENCY PLANS TO FUND AND MAINTAIN THIS PROJECT AFTER DEPLOYMENT. ) There are several strategies for the transition to operations: 1) Hardware and System software used for this project is currently supported by TRD ITD. 2) Hardware with which we are unfamiliar will be covered for four years by a 24 replacement policy. This includes the 260 Fujitsu magazine feed scanners, and the 15 Fujitsu flat bed scanners. 3) The fourth process, Medical forms and Handicap Placards, that will be completed under the terms of the contract; will be performed as a training exercise with TRD ITD and TRD MVD completing the forms, connections, and all other necessary activity under the direction and instruction of the vendor. TRD’s opinion is that this is the most effective way to ensure that work necessary for incorporating new processes can be performed using internal resources.

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