Request for Certification and Release of Funds Form s5

Request for Certification and Release of Funds Form

ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE

INITIATION PLANNING IMPLEMENTATION CLOSEOUT

PROJECT NAME Innovative Digital Education and Learning in New Mexico (IDEAL-NM)

PROJECT NUMBER DATE 09/10/2007

LEAD AGENCY NM HIGHER EDUCATION DEPT AGENCY CODE 950

OTHER AGENCIES NMPED Secretary Reed Dasenbrock, HED, and Secretary Veronica Garcia, PED, EXECUTIVE SPONSOR Secretary Roy Soto, DoIT

PROJECT MANAGER Rocky Lira

AGENCY HEAD Dr. Reed Dasenbrock

AGENCY CIO/IT LEAD Veronica Chavez Neuman

PROJECT DESCRIPTION (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT) The IDEAL-NM project, an initiative announced by Governor Bill Richardson, and the Cyber Academy Act that was passed in the 2007 legislative session, creates a framework for a statewide eLearning program. The three main goals of these initiatives are to implement a statewide eLearning delivery system for K-12, higher education, and state agencies (the technology portion); create a state-led Cyber Academy; and create a statewide eLearning Service Center for the administration of the shared eLearning services. Planned Start Date 10/01/2007 Planned End Date 06/30/2008

JUSTIFICATION FOR CERTIFICATION (INCLUDE BUDGET ADJUSTMENT REQUEST; BUSINESS VALUE AND/OR PROGRAM RESULTS) Comments: To begin the implementation of the IDEAL-NM project as delineated within the New Mexico Laws of 2007, Section 7, Subsection 34. The first phase includes the start-up of the statewide cyber academy and the start-up of the eLearning service center. Other costs include the contractual services for IV&V services and the purchase of the initial hardware for the hosting center(s). The second phase includes procurement and implementation of a statewide Learning Management System (LMS) and Web Conferencing Solution for the state. Total Appropriated Amount $7,570,000 Amount Previously $2,370,000 (include any new funds) Certified Requested Amount this $5,200,000 Remaining Appropriation $0.0 Certification not Certified

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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.) 9/26/2007 Laws of 2007, Section 7, Subsection 34, Section I. Other Education, and Section J. Higher Education (1)

PROPOSED CERTIFICATION SCHEDULE FOR CURRENT FISCAL YEAR (AGENCY TO COMPLETE FOR ALL PHASES) Phases Amount Major Deliverable(s) Due Dates Requested Initiation: 2006 Planning: Project Management Plan, including Cyber 9/14/07 Academy Plan, Distance Learning Plan

Project Schedule 9/14/07 Project Certification 9/26/07 IV&V Plan 9/26/07 Software Delivery & Implementation Plan 12/1/07

Implementation: Project Phase(s) 1. Establish a statewide online course delivery Phase I service (Cyber Academy) for New Mexico middle schools and high schools to offer their 10/1/2007 students eLearning courses. Includes personnel. 2. Establish a physical Service Center from which to manage cyber academy online 10/1/07 $2,370,000 activities and Help Desk and other eServices. Includes personnel. 3. Initial data center prep to establish a statewide, standard Learning Management System (LMS) from which all courses will be 11/1/07 developed.

Project Phase(s) 1. Procure Learning Management System (LMS) 12/30/07 Phase II 2. Implement the LMS as either a state-hosted or 06/30/08 vendor-hosted solution.

$5,200,000 3. Procure Web-conferencing system 02/30/08 4. Implement Web-conferencing system as either a state-hosted or vendor-hosted 06/30/08 solution.

Closeout: Project Closeout Report

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

Fiscal Year Amount Funding Source(s) Laws of 2007, Section 7, Subsection 34, Section I. Other Education, 2008 $7,570,000 and Section J. Higher Education (1)

BUDGET The budget reflects the eLearning program startup: Cyber Academy startup, Service Center startup, Data Center hardware/software requirements, and procurement of shared eLearning technology.

Description FY07 FY08 FY09 FY10 FY11 Staff - Mgmt staff, $409.0 Int Project Mgr, er Admin. Asst. nal Program Professional/ $250.0 Ot Curriculum he development r Contractual IV&V, IT Services $526.0 Services Hardware, LMS, Web- $6,208.0 Software, conferencing, Data Materials Center setup Other RRCA lease, REC $177.0 support

TOTAL $7,570.0

INDEPENDENT VERIFICATION & VALIDATION APPROACH (INCLUDE SUMMARY OF THE LATEST IV & V REPORT) An IV&V contract will be established in December 2007 to evaluate installation and implementation for the technical components of this project only. Technical components are the LMS, Web Conferencing software, and Data Center configurations.

SIGNIFICANT RISKS AND MITIGATION STRATEGY Risks will be identified through the Core Project Team. The Project Manager will have the responsibility for identifying potential risks envisioned in the project. The Core Project Team will have the responsibility to develop mitigation strategies and contingency plans for reducing the impact on the project. The Project Manager will be responsible for incorporating the identified risk(s), mitigation strategy, and contingency plans into the PMP tracking. There will be a focus on risk issues during the week, project-to-date, and future tasks during weekly status meetings between the Project Manager and the Core Team. Any ‘risk’ issues that cannot be resolved in the core team will be escalated to the Oversight and Issue Escalation Committee. All escalation issues will be logged and tracked throughout the project life cycle.

SECURITY STRATEGY (SUMMARIZE PLAN FOR SECURITY, BACKUP AND DISASTER RECOVERY) Security for the implementation of the LMS and Web-conferencing software will be built in to the implementation plan for each product. The selected vendors will develop this strategy as part of the RFP criteria.

CONSOLIDATION STRATEGY (SUMMARIZE COLLABORATION EFFORTS AND PLANS WITH OTHER AGENCIES) The ultimate goal of this project is to have one statewide solution for enterprise eLearning services. This includes the consolidation of data center services for the statewide products within 2-3 institutions of higher education.

The LMS and Web Conference consolidation strategy complies with the DoIT Service Delivery Model in that a separate project to enhance the Cyber Academy Web Portal will streamline one-stop-shopping for online learning tools accessible to all state agencies for professional development. The LMS and Web Conferencing software systems will be managed from public Institutions where state funding will not be required for system administration of such applications. The Institutions themselves will be able to reduce the number of current licenses by migrating over to one statewide LMS license, in exchange for providing the system administration resources required to support a statewide service. The LMS and Web Conferencing strategy compliments the Applications Domain of the IT Service Delivery Model.

RECORD RETENTION POLICY (DESCRIBE THE AGENCY’S RECORDS RETENTION REQUIREMENTS FOR THIS PROJECT) The agency will not maintain records for the project products. Student records generated will be maintained at each local education agency. As for the project, the agency has no automated version control software, so the project will be set up with a 4 library concept for course development:  Development libraries will be under control of the Project Manager and Development Team Manager. This library will serve as a holding place while courses are being developed or migrated from legacy LMSs to the statewide LMS.  Integration testing library will be under control of the Project Manager, and the Development Team Manager. This library will be used for system level testing by the primary and secondary development team members.  Acceptance testing library will be under control of the Project Manager and the Development Team Manager. This library will be used for system level client testing and insurance that the course meets state requirements and is compatible with the core Production Environment.  Production library will be under control of the Project Manager and the Development Team Manager. This library will be used for production courses passing integration and acceptance testing.

Data Centers hosting the LMS and Web Conferencing software instance will be responsible for version control using a Dependence Model where a separate library will be maintained for the correct and previously tested versions of System Operating System, LMS, Web Conferencing, Development languages, etc., are considered dependent on one another for production environment.

MAINTENANCE STRATEGY (DESCRIBE HOW THE AGENCY PLANS TO MAINTAIN THIS PROJECT AFTER DEPLOYMENT) The New Mexico Cyber Academy will be established to offer online courses to K12 students statewide, and administered by the Service Center staff.

Software licensing will be turned over to the Agency (HED) and a software maintenance agreement is established with the Agency. Hardware purchases to support the infrastructure will be inventory belonging to the Agency but administered by the Institution.

The statewide eLearning Service Center, leased by the Public Education Department in a central location, will be fully staffed with a NMLN Executive Director, NMCA Director, eLearning Services Director, Administrative Assistant, and Help desk personnel. The Service Center is expected to receive subsequent fiscal year funding to operate as a state appropriated program. The Service Center will provide help desk services for K-12 and higher education students as well as state agencies. The Service Center will operate through one toll-free phone number and help desk software solution for electronic communication of Cyber Academy questions and technical issues. The hosting sites (Institutions) will serve on a tiered layer of technical support for higher education course issues.

INTEROPERABILITY (DESCRIBE HOW THIS PROJECT INTERFACES WITH EXISTING SYSTEMS/APPLICATIONS WITHIN THE AGENCY) Interoperability for the implementation of the LMS and Web-conferencing software will be built in to the implementation plan for each product. The RFP criterion requires the selected vendors to demonstrate interoperability with other education systems such as student information systems and administrative systems.

COST BENEFIT ANALYSIS (FORECAST THE TANGIBLE AND INTANGIBLE LIFE-CYCLE COSTS FOR FIVE YEARS, QUANTIFY THE RETURN ON INVESTMENT (ROI) AND PROVIDE ASSUMPTIONS USED IN CALCULATIONS) The ultimate goal of this project is to have one statewide solution for enterprise eLearning services. Estimated Benefits (5-year) ROI (Y1) ROI (Y2) ROI (Y3) ROI (Y4) ROI (Y5) Cost Enterprise licensi ng, 24,700.0 655,000 655,000 655,000 655,000 shared resour ces Increase level of education attainment eLearning access Decrease Drop- opportunities to out rates rural students Highly qualified teachers statewide Online training Reduced training opportunities & professional development costs Minimizes to State Agencies distance and schedule barriers Consistent approach to eLearning Standardized Shared resources eLearning Delivery & infrastructure System Collaboration opportunities

Facilitates technology literacy of NM learners

BUSINESS PERFORMANCE MEASURES FOR PROJECT LIFE-CYCLE (COMPLETE FOR ALL PHASES)

PHASES DATE GOALS/OBJECTIVES/OUTCOMES Initiation

Planning 9/17/07  Based on the discovery process and resultant project work plan, budget estimates can be plotted against the deliverables in the plan.  Assuming that staff time can be gathered and entered into the project plan, and based on the discovery process and resultant project work plan, resource estimates can be plotted against the deliverables in the plan. Implementation Ongoing  Performance of Data Centers: Based on the resultant project work plan, vendor(s) implementation plan(s), and results/recommendations reported by the IV&V contractor, definable points can be identified that will help resolve inefficiencies in performance measures required of the Data Center’(s) ability to host a statewide implementation of LMS and Web Conferencing. Ongoing  Quality of Course Delivery: Based on the resultant project work plan and lessons learned resulting from contracted services to provide courses in Fall 2007 and the provisioning of courses in Spring 2008, definable points can be identified to evaluate the quality of course delivery.

Closeout Customer Satisfaction

DOIT CERTIFICATION COMMITTEE RECOMMENDATION Comments:

STATE CHIEF INFORMATION OFFICER APPROVAL

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