EPICSEPICS MASTERMASTER PROJECTPROJECT

PPROJECT CCHARTER FFOR CCERTIFICATION EXECUTIVE SPONSOR – YOLANDA BERUMEN-DEINES

EXECUTIVE SPONSOR (ITD) – DAMIEN ARAGON

PROJECT MANAGER (ITD) – VICKI GALLEGOS

ORIGINAL PLAN DATE: JUNE 23, 2010

REVISION DATE: JUNE 26, 2013

REVISION: 3.0

I

II ABOUT THIS PROJECT CHARTER DOCUMENT

PERMISSION TO PLAN THE PROJECT AND SETTING THE GOVERNANCE STRUCTURE The Project Charter provides the project manager and project team with permission to proceed with the work of the project, within the scope delineated in this document. The Project Charter should be the outcome of a number of documents that went into the pre-planning for the project, and in many cases the agency IT Plan, Business Case for appropriations, Federal funding requests and the like. Project sponsors sign the Project Charter signifying that they have agreed to the governance structure for guiding the direction for the further planning of the project, discovery and defining the requirements, acquiring necessary resources, and within that context the statement of work for any related contracts including a contract for the Independent Validation and Verification. The Project Charter is also the foundation for the creation of the project management plan, and much of the thinking and writing for this charter will be immediately usable for that project management plan.

PROJECT CERTIFICATION INITIAL PHASE DOCUMENTATION The Project Charter is also used within the State of New Mexico IT Project Certification process as evidence of the project’s worthiness for the Initial Phase certification. The Initial Phase certification is especially critical to many state and agency projects because of its related release of the initial funds required for the project.

Initiation Phase funding is requested by an agency for use in developing project phases, developing Independent Verification and Validation (“IV&V”) plan and contract; address project review issues and/or to develop an overall project management plan. Note: Waiver of the IV&V requirement requires specific written approval by the Secretary of the DoIT. DoIT “Project Certification” Memorandum July 2, 2007

The Project Charter and the Request for Certification Form are meant to provide a comprehensive picture of the project’s intention and initial planning, that includes the project’s place in the context of the State of New Mexico’s IT Strategic Plan, Enterprise Architecture, and DoIT project oversight process. See “IT Project Oversight Process” Memorandum July 5th 2007 on the OCIO-DoIT web site.

III TABLE OF CONTENTS ABOUT THIS PROJECT CHARTER DOCUMENT...... II

TABLE OF CONTENTS...... III

1. PROJECT BACKGROUND...... 1

1.1 EXECUTIVE SUMMARY – RATIONALE FOR THE PROJECT 1 1.2 SUMMARY OF THE FOUNDATION PLANNING AND DOCUMENTATION FOR THE PROJECT 1 1.3 PROJECT CERTIFICATION REQUIREMENTS 2 2.0 JUSTIFICATION, OBJECTIVES AND IMPACTS...... 3

2.1 AGENCY JUSTIFICATION 3 2.2 BUSINESS OBJECTIVES 5 2.3 TECHNICAL OBJECTIVES 5 2.4 IMPACT ON ORGANIZATION 5 2.5 TRANSITION TO OPERATIONS 6 3.0 PROJECT/PRODUCT SCOPE OF WORK...... 7

3.1 DELIVERABLES7 3.1.1 Project Deliverables...... 7 3.1.2 Product Deliverables...... 8 3.2 SUCCESS AND QUALITY METRICS 8 4.0 SCHEDULE ESTIMATE...... 10

5.0 BUDGET ESTIMATE...... 11

5.1 FUNDING SOURCE(S) 11 5.2. BUDGET BY MAJOR DELIVERABLE OR TYPE OF EXPENSE 11 5.3 BUDGET BY PROJECT PHASE OR CERTIFICATION PHASE 12 6.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE...... 12 6.1 STAKEHOLDERS 13 6.2 PROJECT GOVERNANCE PLAN 14 6.3 PROJECT MANAGER16 6.3.1 PROJECT MANAGER CONTACT INFORMATION...... 16 6.3.2 PROJECT MANAGER BACKGROUND...... 16 6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES 16 6.5 PROJECT MANAGEMENT METHODOLOGY 17 7.0 CONSTRAINTS...... 17

8.0 DEPENDENCIES...... 17

9.0 ASSUMPTIONS...... 18

10.0 SIGNIFICANT RISKS AND MITIGATION STRATEGY...... 18

11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING...... 20

IV 12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V...... 20

13.0 PROJECT CHARTER AGENCY APPROVAL SIGNATURES...... 21

14.0 PROJECT CHARTER CERTIFICATION APPROVAL SIGNATURE...... 21

Revision History

REVISION NUMBER DATE COMMENT 1.0 June 23, 2010 Original DoIT PMO Document 2.0 June 20, 2012 Updated to reflect EPICS Master Project 3.0 June 26, 2013 Updated for EPICS Phase 3

V PROJECT CHARTER CYFD EPICS MASTER PROJECT 1

1. PROJECT BACKGROUND

1.1 EXECUTIVE SUMMARY – RATIONALE FOR THE PROJECT CYFD's vision for an enterprise web solution is the Enterprise Provider Information Constituent Services (EPICS) project. CYFD is requesting permission to proceed with Phase 3 of a multi- year project to consolidate multiple CYFD systems to a state-of-the-art, enterprise, web-based system. CYFD will follow a multi-year, phased project tracked by software "milestones" on a regular basis throughout the project. Milestones will be defined on a state fiscal year basis within allocated funding. The current budget for EPICS is $10,500.0.

1.2 SUMMARY OF THE FOUNDATION PLANNING AND DOCUMENTATION FOR THE PROJECT EPICS Phase 1 - Provider Management (FY12 - FY13) CYFD received project initiation certification from DoIT for EPICS Phase I - Provider Management. Utilizing $1,152,567 in federal and state general funds, this project will build the foundational component Provider Management for services that support CYFD's business relationship with providers. This project milestone is currently in the implementation phase and is scheduled for completion in June 2013. EPICS Phase 2 - Client Management (FY13 - FY14) CYFD requested $1,700,000 to further build upon this multi-year project for EPICS Phase 2 - Client Management. CYFD received $1,200.0 from the 50th Legislature, 2nd Session, Laws of 2012, Chapter 19, Section 7, Item 17. This appropriation will fund the second EPICS milestone and will be used to build foundational Client components. This project is currently in development and will continue through FY14. EPICS Phase 3 - Service Management (FY14 - FY15) CYFD requested $3,454,200 to further build upon this multi-year project for EPICS Phase 3 - Service Management. CYFD received the full amount from the 51st Legislature, General Appropriation Act of 2013, Section 7, Item 18. This appropriation will fund Phase 3 of EPICS and will be used to include several CYFD standalone solutions. CYFD is requesting approval to proceed with this phase of the project. This project will begin in FY14 and will continue through FY15. EPICS Phase 3 -Race to the Top (FY14 - FY17) The Race to the Top (RTT) Early Learning Challenge Fund grant provides federal funding to the Early Childhood Services Division of CYFD to incorporate early learning programs in EPICS. New Mexico Children, Youth and Families Department share of the RTT EPICS Data Systems Project is $4,700,000. This project/grant will run concurrently over a five period. CYFD is requesting approval to proceed with this phase of the project. This project will begin in FY14 and will continue through FY17.

PAGE 1 PROJECT CHARTER CYFD EPICS MASTER PROJECT 2

CYFD will continue to plan for future project milestones. CYFD will continuously update project documentation and project reporting to reflect new funding as well as the status of funded project milestones.

1.3 PROJECT CERTIFICATION REQUIREMENTS CRITERIA YES/NO EXPLANATION

PAGE 2 PROJECT CHARTER CYFD EPICS MASTER PROJECT 3

Project is mission Yes The EPICS Master Project supports the following critical to the CYFD Agency Goals including but not limited to: agency  Strengthening Families is CYFD's passion

 Reducing the risk for penalties and disallowances allows CYFD to significantly minimize the risk of reductions in direct program funding.

 Data-Driven Practices and Outcomes

 Availability of data will increase with a cohesive, centrally managed system, enhancing the ability of management and other stakeholders to make informed program decisions. This project supports the following Interagency Collaboration Goals including but not limited to:

 Better data for sharing with partners in the Citizens Review Board (CRB) and the departments of Health, Human Services, Public Education, Corrections, District Attorneys, Public Safety, detention centers and Aging and Long-Term Care.

 Continued, ongoing, coordinated and comprehensive collaboration with DFA, LFC and DoIT, to assure sufficient capacity of New Mexico's children and family-servicing program areas within CYFD. This project supports the following Information Technology Strategic Plan Goals including but not limited to:

 Consolidate Enterprise Information Technology Services to Mitigate and Eliminate Duplication

 The plan to consolidate CYFD disparate systems to one consolidated system (EPICS) eliminates duplication and reduces cost.

 Improve Delivery of Services to the Citizens of New Mexico

 Moving to a web based platform will open the door for CYFD to provide online functionality that will support the children, youth and families of New Mexico. Project cost is equal Yes The current budget for the EPICS Master Project to or in excess of is $10,506,767. $100,000.00

PAGE 3 PROJECT CHARTER CYFD EPICS MASTER PROJECT 4

Project impacts Yes EPICS will improve delivery of services through customer on-line a web-based platform and provides a single point access of entry for CYFD services. CYFD staff will be able to perform duties in the field more effectively, efficiently, accurately and securely by accessing the system via the Internet.

Project is one Yes  EPICS Phase 1 Provider Management was deemed appropriate approved by DoIT in June 2011 by the Secretary of the DoIT  EPICS Master Project including EPICS Phase 2 was approved by DoIT in June 2012.  CYFD is requesting DoIT approval for EPICS Phase 3 - Service Management Phase 3 - Race to the Top in June 2013. Will an IT No The EPICS Master Project, including EPICS Architecture Phase 3 milestones, will use the existing CYFD Review be Web Infrastructure. A TARC review was required? approved for EPICS Phase 1 Provider Management in June 2011 and reviewed in June 2012 for EPICS Phase 2 Client Management

2.0 JUSTIFICATION, OBJECTIVES AND IMPACTS

2.1 AGENCY JUSTIFICATION EPICS will address the deficient areas of service delivery, systems integration and data sharing — deficiencies which currently limit how staff are able to respond to the critical and often time sensitive care of clients. EPICS will provide the platform to consolidate the agency's 25+ standalone systems and streamline development for new requirements. Capitalizing on an enterprise web-based system, ITS will be able to support program efforts to build a rapid response to federal, state and local regulations and requirements. Staff and external agencies will benefit from having a comprehensive view of clients and providers, increasing productivity and direct client care.

2.2 BUSINESS OBJECTIVES USE THE FOLLOWING TABLE TO LIST MEASURABLE BUSINESS OBJECTIVES

PAGE 4 PROJECT CHARTER CYFD EPICS MASTER PROJECT 5

NUMBER DESCRIPTION

EPICS MASTER PROJECT

BUSINESS Improve Program Performance and Efficiency OBJECTIVE 1  Improved response to client needs  Client access  Alignment of services  Increase agency responsiveness to federal and state legislation changes

BUSINESS Enterprise web-based system OBJECTIVE 2  Access anywhere, anytime to critical case management data  Accelerate IT's ability to respond

BUSINESS Reduce Agency Costs OBJECTIVE 3  Improved staff productivity  Reduce IT operational support and maintenance

2.3 TECHNICAL OBJECTIVES NUMBER DESCRIPTION

EPICS MASTER PROJECT TECHNICAL Develop software that is flexible and reusable utilizing web services. OBJECTIVE 1 TECHNICAL Develop software that is portable across hardware/database platforms. OBJECTIVE 2 TECHNICAL Develop software that adheres to CYFD ITS standards, policies and procedures OBJECTIVE 3 TECHNICAL Develop software using existing CYFD ITS software development tools and infrastructure OBJECTIVE 4

2.4 IMPACT ON ORGANIZATION

AREA DESCRIPTION

EPICS MASTER PROJECT

PAGE 5 PROJECT CHARTER CYFD EPICS MASTER PROJECT 6

AREA DESCRIPTION END USERS Identify current CYFD customer support and expectations such as but not limited to printer issues, hardware, database, reports, payment generation. Once known, customer support will be part of the implementation plan. Anticipate any obstacles the external CYFD customers may have related to use of the new system and plan to minimize/reduce/eliminate those obstacles. Communicate clear expectations on behalf of CYFD related to the use of the system. Plan, document and conduct user training in addition to needed follow up training once the system moves to a production environment. BUSINESS Identify significant changes in business processes and plan to PROCESSES minimize those changes when appropriate. In areas where business process changes are necessary to increase efficiency, plan, document and conduct thorough training prior to system implementation. IT OPERATIONS AND Operations and staffing for support will be handled using existing IT STAFFING support staff and existing IT policies/procedures. OTHER N/A

2.5 TRANSITION TO OPERATIONS AREA DESCRIPTION

EPICS MASTER PROJECT PRELIMINARY Operations and staffing for support will be handled using existing IT OPERATIONS support staff and existing IT policies/procedures. LOCATION AND STAFFING PLANS All hardware is located in CYFD facility in Albuquerque, New Mexico. DATA SECURITY, All software developed will be supported using the current business BUSINESS continuity plan. CONTINUITY Existing IT security policies/procedure and disaster recovery will be utilized. MAINTENANCE All future modifications will become part of the existing CYFD

PAGE 6 PROJECT CHARTER CYFD EPICS MASTER PROJECT 7

AREA DESCRIPTION

EPICS MASTER PROJECT STRATEGY EPICS software environment. INTEROPERABILITY All software developed will become part of the existing CYFD EPICS software environment. Existing policies/procedures related to interoperability will be utilized. RECORD RETENTION All software developed will become part of the existing CYFD EPICS software infrastructure and will follow CYFD record retention policies. CONSOLIDATION All software developed will become part of the existing CYFD STRATEGY EPICS software infrastructure and will become part of any future consolidation.

3.0 PROJECT/PRODUCT SCOPE OF WORK

3.1 DELIVERABLES

3.1.1 PROJECT DELIVERABLES Project Charter The Project Charter was created and delivered to DoIT. The Project Charter will be maintained in the project library.

Certification Form The appropriate Project Certification Form for the EPICS Master Project will be submitted to the PCC at appropriate points in the life of the EPICS Master Project. All Project Certification Forms will be created and maintained for the project. The Project Certification form will be maintained in the project library. Project Management Plan The Project Management Plan for the EPICS Master Project will be created and maintained for the project. AS appropriate, updates will be submitted to PCC and/or the DoIT. The Project Management Plan will be maintained in the project library. IV&V Contract & Reports IV&V contract(s) will be executed prior to each EPICS Master Project milestone. IV&V reports will be delivered to DoIT as required and maintained in the project library.

PAGE 7 PROJECT CHARTER CYFD EPICS MASTER PROJECT 8

IT Service Contracts An RFP was issued to secure professional services related to this project and will be in effect for the duration of the EPICS Master Project. Risk Assessment and The Risk Assessment and Risk Management plan will be Management created and maintained for the EPICS Master Project in the project library.

Project Schedule The EPICS Master Project Schedule will be included with the Project Management Plan and will be maintained for the project. As appropriate, updates will be submitted to PCC and/or the DoIT. Monthly Project Status Monthly Project Status Reports will be created and Reports to DoIT submitted to DoIT on a monthly basis. Project Status Reports will be maintained in the project library. Project Closeout Report Project Closeout form will be created and submitted to DoIT upon successful implementation of the EPICS Master Project.

3.1.2 PRODUCT DELIVERABLES

3.2 SUCCESS AND QUALITY METRICS NUMBER DESCRIPTION

EPICS MASTER PROJECT

BUSINESS

QUALITY METRICS 1 The EPICS Master Project will meet all federal and state regulations. In addition, streamlining the workflow process will:  Enhance and improve overall system performance by minimizing fraud and errors, which could result in federal sanctions and loss of federal revenue and improving data quality QUALITY METRICS 2 Support the agency’s mission of enhancing the safety, dignity, and well being of children, youth and families in New Mexico by;  Enhancing and improving service delivery to children by serving and supporting children and families in a responsive, community-based system of care that is client-centered and family-focused;

PAGE 8 PROJECT CHARTER CYFD EPICS MASTER PROJECT 9

NUMBER DESCRIPTION

EPICS MASTER PROJECT

BUSINESS  Align CYFD in the direction with the State Social Services Architecture (SSA)/ Constituent Services Architecture (CSA);  Improve CYFD client service delivery by providing a single point of provider entry for CYFD services.

EPICS MASTER PROJECT

TECHNICAL QUALITY METRICS 1 Software developed is flexible and reusable utilizing web services. QUALITY METRICS 2 Software developed is portable across hardware/database platforms. QUALITY METRICS 3 Software developed adheres to CYFD IT standards, policies and procedures. QUALITY METRICS 4 Software developed uses existing CYFD IT software development tools and infrastructure.

4.0 SCHEDULE ESTIMATE

PAGE 9 PROJECT CHARTER CYFD EPICS MASTER PROJECT 10

EPICS Master Timeline

Phase 1 – Provider Management $1.1 million Federal & General Funds Funded

Phase 2 – Client Management Unfunded $1.2 million, FY13 C-2 Funds

Phase 3 – Service Management $3.5 million, FY14 C-2 Request

Phase 3 – Race to the Top $4.7 million, Federal Funds 12/31/2016 Phase 4 – FACTS Juvenile Justice FACTS $ TBD, Future C-2 Request Turned Off

Phase 5 – FACTS Protective Services $ TBD, Future C-2 Request

FY12 FY13 FY14 FY15 FY16 FY17

PAGE 10 PROJECT CHARTER CYFD EPICS MASTER PROJECT 11

5.0 BUDGET ESTIMATE

5.1 FUNDING SOURCE(S) SOURCE AMOUNT ASSOCIATED RESTRICTIONS

EPICS MASTER PROJECT - MILESTONE - PROVIDER MANAGEMENT (FY12 - FY13)

Federal United States $450,000.00 Restricted to CACFP Department of related activities and Agriculture (USDA) State administration Administrative Expense (SAE)Re-allocation

Federal Child Care $530,067.00 Restricted to Child Care Development Fund related activities and (CCDF) administration

General Fund $172,500.00 None

EPICS MASTER PROJECT - MILESTONE - CLIENT MANAGEMENT (FY13 - FY14)

50TH LEGISLATURE, $1,200,000.00 None 2ND SESSION, LAWS OF 2012, CHAPTER 19, SECTION 7, ITEM 17

EPICS MASTER PROJECT - MILESTONE - SERVICE MANAGEMENT (FY14 - FY15)

51ST LEGISLATURE, 1ST $3,454,200.00 None SESSION, LAWS OF 2013, CHAPTER 227, SECTION 7, ITEM 18

EPICS MASTER PROJECT - MILESTONE - RACE TO THE TOP (FY14 - FY17) Race to the Top – Early $4,700,000.00 Restricted to Child Care Learning Challenge Grant related activities and CFDA Number: 84.412A administration

Funded by the US Department of Education

Funding Authorized by the American Recovery and Reinvestment Act of 2009

PAGE 11 PROJECT CHARTER CYFD EPICS MASTER PROJECT 12

5.2. BUDGET BY MAJOR DELIVERABLE OR TYPE OF EXPENSE ITEM COST ESTIMATE

EPICS MASTER PROJECT

MILESTONE – $1,152,567.00 PROVIDER MANAGEMENT

MILESTONE – CLIENT $1,200,000.00 MANAGEMENT

MILESTONE – $3,454,200.00 SERVICE MANAGEMENT

MILESTONE – RACE $4,700,000.00 TO THE TOP

5.3 BUDGET BY PROJECT PHASE OR CERTIFICATION PHASE ITEM COST ESTIMATE DELIVERABLES

EPICS MASTER PROJECT -MILESTONE - PROVIDER MANAGEMENT

INITIATION $0.00 Project Initiation Project Charter Initial Project Plan and Schedule Release RFP

PLANNING $85,500.00 Detailed Project Plan IV&V contract negotiation RFP Released/Awarded

IMPLEMENTATION $1,067,067 .00 Software Development Testing, Pilot, Training, Implementation, Contracts in place

EPICS MASTER PROJECT -MILESTONE - CLIENT MANAGEMENT

PLANNING $244,379.00 Detailed Project Plan Contract negotiation (includes IV&V)

IMPLEMENTATION $955,621.00 Software Development Testing, Pilot, Training, Implementation, Contracts in place

EPICS MASTER PROJECT -MILESTONE - SERVICE MANAGEMENT

PAGE 12 PROJECT CHARTER CYFD EPICS MASTER PROJECT 13

ITEM COST ESTIMATE DELIVERABLES

PLANNING $3,454,200.00 Detailed Project Plan Contract negotiation (includes IV&V)

IMPLEMENTATION Software Development Testing, Pilot, Training, Implementation, Contracts in place

EPICS MASTER PROJECT -MILESTONE - RACE TO THE TOP

PLANNING $4,700,000.00 Detailed Project Plan Contract negotiation (includes IV&V)

IMPLEMENTATION Software Development Testing, Pilot, Training, Implementation, Contracts in place

6.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE

6.1 STAKEHOLDERS Stakeholders should be a mix of agency management and end users who are impacted positively or negatively by the project. NAME STAKE IN PROJECT ORGANIZATION TITLE

YOLANDA BERUMEN- CYFD compliance with CYFD CABINET DEINES federal and state mandates S E C R E T A R Y

JENNIFER PADGETT CYFD compliance with CYFD DEPUTY federal and state mandates C A B I N E T S

PAGE 13 PROJECT CHARTER CYFD EPICS MASTER PROJECT 14

NAME STAKE IN PROJECT ORGANIZATION TITLE

E C R E T A R Y

DAMIEN ARAGON CYFD compliance with DoIT CYFD CIO and CYFD ITD standards

DIANA GONZALEZ CYFD compliance with Early CYFD DIRECTOR Childhood Services (ECS) ECS Program area policy and federal and state mandates

JARED ROUNSVILLE CYFD compliance with CYFD DIRECTOR Protective Services (PS) PS Program area policy and federal and state mandates

SANDRA STEWART CYFD compliance with CYFD DIRECTOR Juvenile Justice (JJS) JJS Program area policy and federal and state mandates

DAPHNE ROOD-HOPKINS CYFD compliance with CYFD DIRECTOR Office of Community OCBHD Outreach and Behavioral Health (OCOBH) Program area policy and federal and state mandates

SUBJECT MATTER EXPERTS CYFD compliance with CYFD SME (SME) - ALL PROGRAM Program area policy and AREAS (TBD) federal and state mandates

6.2 PROJECT GOVERNANCE PLAN A diagram of the organization structure including steering committee members, project manager and technical/business teams would be helpful. Early Childhood Services (ECS) Early Childhood Services (ECS) plans, directs, coordinates and provides comprehensive and integrated services to children 0 – 12 years of age by providing quality child care, nutrition, Pre- K and home visiting services to maximize the overall health and stability of children and their families. ECS services encourage optimal growth and development and provide for the health, safety and well being of all children. ECS also supports the professional development of early

PAGE 14 PROJECT CHARTER CYFD EPICS MASTER PROJECT 15

childhood service providers. ECS operates through programs of child care, food and nutrition, Pre-K, home visiting and professional development. Protective Services (PS) Protective Services (PS) provides child protective and child welfare services to children and families in the state through 33 county offices. As the federally designated state child welfare entity, PS is responsible for receiving and investigating reports of child maltreatment, providing voluntary services to families whose children are at risk of coming into foster care, administering the State’s public foster care and adoptive services systems, licensing private child placement agencies, securing transitional living services for youth in foster care, providing support services to youth who have transitioned out of foster care, monitoring all public and private adoptions, administering two interstate compacts, administering Title IV-E agreements with New Mexico’s tribes and providing adult adoptee services. PS works to improve safety, permanency and well-being outcomes for children and families. Thus, CYFD is obligated for current and future federal AFCARS, NCANDS, and NYTD database functionality and reporting. Key federal projects include federal Implementation Center Project, Round 3 Child and Family Services Review (CFSR) and Program Improvement Plan (PIP), Diligent Recruitment Grant, Fostering Connections and NM Children’s Code compliance including IV-E enhancements, Title IV-E maintenance and administrative audits, and AFCARS modifications pending final federal rule upgrades. Juvenile Justice Services (JJS) The Children, Youth and Families Department operates several secure care juvenile facilities including the Youth Diagnostic and Development Center in Albuquerque, Camino Nuevo Youth Center (CNYC) in Albuquerque and the J. Paul Taylor Center in Las Cruces. Another secure facility is operated under contract by JJS with San Juan County Juvenile Detention Center. JJS also operates several community-based residential facilities in Carlsbad, Eagle Nest, and Albuquerque. The Facilities Financial Operations (FFO) performs procurement and financial processing as the business office for JJS facilities and programs. Specifically, the Education Bureau; Medical; Facility Behavioral Health; Psychiatry; secure facilities (YDDC, JPTC & Camino Nuevo); juvenile reintegration centers (Eagle Nest Reintegration Center, Carlsbad Community Residential Center, Albuquerque Reintegration Center, Albuquerque Boys Center); and FFO. The FFO Business Manager and staff report to the JJS Budget Director.

Office of Community Outreach and Behavioral Health (OCOBH) Office of Community Outreach and Behavioral Health (COBH) plans, directs, coordinates and provides comprehensive and integrated services to children and youth 0 – 21 years of age. COBH contracts for the provision of child abuse and neglect prevention services, and intervention services for at-risk children to prevent further problems and maximize the overall health and stability of children and their families. COBH services encourage optimal growth, development, health, safety and well being of all youth and families. COBH operates programs for children’s behavioral health, domestic violence, child abuse and neglect prevention services, and community volunteerism programs. Information Technology (ITD):

PAGE 15 PROJECT CHARTER CYFD EPICS MASTER PROJECT 16

Within the Children Youth and Families Department (CYFD), the high level governance body is the Senior Staff - directors of the Program Areas and Program Support areas, deputy secretaries and the Cabinet Secretary. This body approves the overall direction and mission of the Agency. The Information Technology Change Control Committee (ITCCC) implements the specified policies. The Information Technology Change Control Committee (ITCCC) meets on a monthly basis to discuss the various on-going IT projects and their statuses. All Change Requests and Incident Reports are evaluated, prioritized, and coordinated by the ITCCC.

Executive Staff CIO

ADS Manager I T C C C

Deputy Director - Applications Development

A

Protective Juvenile Early Behavioral Other Services Justice Childhood Health Program Services Services Areas

6.3 PROJECT MANAGER 6.3.1 PROJECT MANAGER CONTACT INFORMATION

NAME ORGANIZATION PHONE #(S) EMAIL

VICKI.GALLEGOS VICKI GALLEGOS CYFD – ITD 505-841-2931 @STATE.NM.US

6.3.2 PROJECT MANAGER BACKGROUND Vicki Gallegos (ITS)  26 years software development experience in private and public sector  18 years with Children, Youth and Families Information Technology 13 years leading the Applications Development Section. Responsible for managing all software development projects: EPICS, FACTS and all CYFD software development  Project manager for 2 DoIT certified projects both implemented on time and within budget

PAGE 16 PROJECT CHARTER CYFD EPICS MASTER PROJECT 17

 Instrumental in developing the plan responsible for moving FACTS to SACWIS Tier One Federal Compliance Status

6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES

ROLE RESPONSIBILITY

Web Software Responsible for all web software developers and all web software development Development Supervisor

Web Software Developers Responsible for developing web software

Business Analysts Responsible for business support of software development. Responsible for all phases of quality assurance testing

CYFD Program Area Data Responsible for all business requirements and support of all software development Unit(s) from their specific program area perspective. Responsible for all phases of user acceptance testing and certification of final software product.

6.5 PROJECT MANAGEMENT METHODOLOGY Web Software development follows an iterative, agile software development methodology.

EPICS Agile Development Methodology

Iteration N Iteration N+ 1

Feedback from each iteration Requirements Requirements leads to refinement of requirements and design Until Final Version Design Design

Implementation Implementation Test Test More Requirements More Requirements More Design More Design

System

Final Version Integration Testing Sign Off Production Impementation

7.0 CONSTRAINTS

EPICS MASTER PROJECT NUMBER DESCRIPTION CONSTRAINT #1 Funding Availability CONSTRAINT #2 Priorities and existing support staff availability

PAGE 17 PROJECT CHARTER CYFD EPICS MASTER PROJECT 18

EPICS MASTER PROJECT NUMBER DESCRIPTION CONSTRAINT #3 Support required by external federal and state agency entities is provided timely

8.0 DEPENDENCIES Types include the following and should be associated with each dependency listed.  Mandatory dependencies are dependencies that are inherent to the work being done.  D- Discretionary dependencies are dependencies defined by the project management team. This may also encompass particular approaches because a specific sequence of activities is preferred, but not mandatory in the project life cycle.  E-External dependencies are dependencies that involve a relationship between project activities and non-project activities such as purchasing/procurement

NUMBER DESCRIPTION TYPE M,D,E 1 SOFTWARE FRAMEWORKS SELECTED AND IN PLACE M 2 CYFD PROGRAM STAFF AVAILABLE TO TECHNICAL M TEAM 3 FEDERAL OVERSIGHT E 4 EXTERNAL FEDERAL AND STATE ENTITIES SUPPORT E

9.0 ASSUMPTIONS

NUMBER DESCRIPTION 1.0 No delays or issues with funding 2.0 Executive management will not change priorities 3.0 Assigned staff will not leave during the project 4.0 External federal and state agency support required by project is provided timely

10.0 SIGNIFICANT RISKS AND MITIGATION STRATEGY Risk 1 – Organizational

PAGE 18 PROJECT CHARTER CYFD EPICS MASTER PROJECT 19

Probability Medium Impact 7.5 (MED HIGH) Description – Completion of deliverables within time Mitigation Strategy – All project activities will be carefully managed period by Project Manager(s) and project team using industry standard project management processes. Project scope will be clearly defined and requirements will be prioritized. Change Control will be monitored and managed by the project team using industry standard change control processes. All issues will be addressed immediately to minimize impact to project schedule. Contingency Plan - Non-critical components of deliverables would be removed from critical path and implemented at a future date. Risk 2 – Organizational Probability Medium Impact 7.5 (MED HIGH) Description – Resources redirected or agency Mitigation Strategy - Executive management and project management priorities changed will need to have a clear understanding of the project deliverables and commit to the project and the resources required. Contingency Plan - Any change to resources or project priority will directly impact deliverables and timelines. Both of these would need to be renegotiated if either changed. Risk 3 – External Probability Medium Impact 7.5 (MED HIGH) Description – Funding for the project may not be Mitigation Strategy – CYFD will work closely with their federal received timely partners to ensure project funds are made available to ITS in a timely manner. Contingency Plan - Any change to funding availability will directly impact deliverables and timelines. Both of these would need to be renegotiated if either changed. Risk 4 – Technical Probability Medium Impact 7.5 (MED HIGH) Description – Requirements may not be Mitigation Strategy – Project teams will work closely with business in fully defined impacting certifying existing requirements during the project planning phase. The project schedule and project team, which includes business partners, will remain intact project deliverables during the entire project. Change control will make sure that any changes to the requirements are managed and tracked correctly. Contingency Plan - Non-critical requirements added would be removed from the critical path and implemented at a future date. Risk 5 – Planning Probability Medium Impact 7.5 (MED HIGH) Description – CYFD field staff and Mitigation Strategy –Program Area Data Unit(s) will partner in the training responsibilities of field staff and any external provider External Providers not training.

PAGE 19 PROJECT CHARTER CYFD EPICS MASTER PROJECT 20

Contingency Plan - Program Area Data Unit(s) would employ trained to correctly utilize additional resources for training if necessary. the system Risk 6 – External Probability Medium Impact 7.5 (MED HIGH) Description – CYFD does not receive Mitigation Strategy – CYFD will work closely with their federal and state partners to ensure support is available to ITD in a timely manner. critical technical Project team will escalate issues to CYFD Executive Staff. specifications required for Contingency Plan - Any change to technical requirements/support EPICS development from required by an external entity will directly impact deliverables and federal and/or state timelines. Both of these would need to be renegotiated if either external agency in a timely changed. manner

11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING

The project manager reports to the CYFD CIO. The CYFD CIO reports to Executive sponsors of the project. All project reporting, including monthly DoIT project status reporting, will be shared electronically with Executive sponsors and project teams.

12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V

CYFD will secure the necessary professional services IV&V contract for all project milestones in the EPICS Master Project.

PAGE 20 PROJECT CHARTER CYFD EPICS MASTER PROJECT 21

13.0 PROJECT CHARTER AGENCY APPROVAL SIGNATURES

SIGNATURE DATE

EXECUTIVE SPONSOR

EXECUTIVE SPONSOR (ITD)

PROJECT MANAGER

14.0 PROJECT CHARTER CERTIFICATION APPROVAL SIGNATURE

SIGNATURE DATE

DOIT / PCC APPROVAL

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