Request for Certification and Release of Funds Form s13
Project Initiation
Request for Certification and Release of Funds Form
All Certified Projects Must Follow NM State Policies and Procurement Code
Project GovernanceProject Name
/ AiM CPPM and ANA Project(Capital Planning and Project Management and Assessment Needs Analysis)
Date / June 25, 2014
Lead Agency / General Services Department/Facilities Management Division
Other Agencies
Executive Sponsor
/ Ed Burckle, GSD Cabinet SecretaryBusiness Owner, George Morgan Facilities Management Division Director
Agency Head / Ed Burckle, GSD Cabinet Secretary
Agency CIO/IT Lead / Karen Baltzley
Project Manager / Marcus Gee, FMD
Mike Keelin, AssetWorks, Inc.
Project Abstract (Provide a brief description and purpose for this project)
The General Services Department (GSD) Facilities Management Division (FMD) has utilized the AiM Facilities Management Software for the past several years in various programs. One of the primary modules that AiM has to offer is the unified Capital Planning and Project Management (CPPM) solution that helps organizations increase fiscal controls and improve financial accountability for capital projects, reduce their risk profile through improved regulatory compliance, and streamline capital planning and management processes to reduce CAPEX (capital spending or expense ( Money spent to acquire or upgrade physical assets such as buildings)) and improve rates of return from capital investments. The Facilities Management Division owns 750 buildings equating to approximately 6.8 million square footage and leases 294 buildings @ 2.74million square footage throughout the State of New Mexico. The AiM CPPM and ANA modules will enable FMD to balance capital priorities with fiscal constraints and track projects to the minutest detail, including:
· Detailed information on appropriations and allocations from multiple funding sources
· Potential and actual issues—from identification to proposed change order to change order—and associating issues with RFIs and meeting minutes
· Consultant contracts and contract amendments and tying them to budget components, including invoicing against contracts
· Construction contract tracking by budget line item
· Complete visibility to all issues, submittals, RFIs, commission plans, change proposals, change directives, architect’s supplemental instructions, change orders, applications for payment and punch lists
New construction projects and capital improvements to existing facilities is a complex process and the increasing complexity can no longer be sufficiently supported by tracking projects thru spreadsheets, trying to manage paper records or through the use of multiple project management software tools. FMD and their stakeholders (DFA Capital Budget, LFC Capital Planning and customer Agencies) need visibility into the complete pipeline of capital projects to keep all interested parties informed of building project progress and future/current strategically focused planning efforts. The properties and buildings that FMD has the responsibility to manage are geographically-dispersed facilities which demands a much higher level of cooperation between building owners and facility managers in order to streamline capital and operating expenditures, reduce operational complexity, and manage regulatory and policy-driven risk. FMD is committed to providing their stakeholders up-to-date information, shared data that is accurate and on a near to real time basis, minimizing risk and operational inefficiencies and providing transparency for all projects to ensure successful project management and capital planning across the multiple interest groups. The ANA (Assessment Needs Analysis) feeds into the Capital Planning and Project module to provide a complete view and management capability for facility condition assessment that will improve FMD’s abilities to more accurately and realistically plan for and track capital projects. Together, these two modules will provide the data analytics and management capabilities needed for accurate budget projections and scheduling. Tightly aligning capital planning and facilities maintenance will assist FMD in circumventing current inefficiencies by improving access to shared data, reducing costs, and promoting greater transparency across the State Agencies.
Planned Start Date / July 1, 2014 / Planned End Date / February 28, 2016
Requested amount this Certification / $100,000.00 / Remaining Appropriation not Certified / $1, 042,092.00
Appropriation History (Include all Funding sources, e.g. Federal, State, County, Municipal laws or grants)
Fiscal Year
/ Amount / Funding SourceFY2015 / $1,042,092.00 / 15-3B-10 NMSA 1978, Fund A140005
FY2016 / $ 73,966.00 / 15-3B-10 NMSA 1978, Fund A140005
Proposed Major Deliverable Schedule and Performance Measures
Major Project Deliverable and Performance Measure
/ Budget /Due Date
/Project Phase
Preliminary Internal Staff Project Kick-offCommunication Plan draft
Resource Allocation
PMP draft include schedule and budget
Draft Business Process Workflows
AssetWorks Contract Finalized
IV&V Deliverables Defined
Governance Structure Finalized
SharePoint Document Repository, Folder Hierarchy and News Page Designed and Setup
AssetWorks Planning Contract Executed
/ $100,000.00
(Prof Svcs) / August 2014 / Initiation
Finalize PMP
Business and Tech Requirements defined
Communication Plan finalized
Finalize Business Process Workflows
IV&V Request for Pricing released
Schedule defined
Budget finalized
Risk Plan completed
Support and Operations Plan
Technical Architecture finalized
Project Team Finalized
System Prepardness and deployment plan
Roles and Responsibilities defined
Change Management Plan
Impact Analysis Performed
IV&V Contract Executed
ASSET Works Implementation Contract Executed
/ $ 76,918.00
(Prof Svcs)
$291,600.00
(Software) / October 2014 / Planning
Official Project Kickoff
Software installed
Test and Train environment refreshed
System configuration
Training Requirements
Use Case
Test Plan
Training Plan
System Admin Plan
User Acceptance Test Plan
Agency Pilot Plan
Marketing Plan
Security Policy and Plan
User documentation
System Admin Documentation
Business Admin Documentation
Architecture Diagram
/ $541,068.00
(Prof Svcs) / December 2015 / Implementation
Final Documentation
Transition to Operations
Final IV&V Report
Lessons Learned
/ $ 73,966.00 / February 2015 / Close Out
3% Contingency / $ 32,506.00
TOTAL / $1,116,058.00
Budget
Comments: Budget considerations are: 3% contingency of total project cost, IV&V is calculated @7% of total Project Cost, Professional services based on 19 month project duration excluding applicable tax but includes travel/per diem costs. Software costs includes 1st year maintenance for 180 licenses, recurring maintenance costs will be paid out of operating budget and is calculated at 20% of software initial costs.
Description
/FY14 &
Prior
/ FY15 / FY16 / FY17 / FY18&AfterStaff - Internal
/ $0.00 / $0.00 / $0.00 / $0.00 / $0.00Consulting Services / AssetWorks, PM, IV&V / $0.00 / $717,986.00 / $73,966.00 / $0.00 / $0.00
Hardware / $0.00 / $0.00 / $0.00 / $0.00 / $0.00
Software / 180 lics + 1st year maintenance / $0.00 / $291,600.00 / $0.00 / $0.00 / $0.00
Contingency / 3% of total costs / $32,506.00
Total / $1,042,092.00 / $73,966.00 / $0.00 / $0.00
Ongoing Maintenance / $48,000.00 / $48,000.00 / $48,000.00
Revision: 6/18/13
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