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ECM/EDMS ProjectECM/EDMS Project

HSD, TRD, SRCA HSD, TRD, SRCA

September 26, 2007September 26, 2007

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AgendaAgenda• Project Status• Actions Taken

– Scope– Governance– Implementation Services Procurement

• Current Budget and Timeline• Remaining Risks• Mitigation Strategies

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Project StatusProject Status• Letter sent by Secretary of the Department of

Information Technology August 29, 2007 stating that the ECM-EDMS project has been “flagged” as a potential “at risk” project.

• Documents were requested and sent to the IT oversight analyst by September 7, 2007

• A request was also made for a joint team from HSD and TRD to present the status of the project at this PCC meeting September 26, 2007.

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ActionsActions

The three cooperating departments have taken a series of actions designed to ensure timely delivery of the project by June 8, 2008.

The actions are concerned with project– Scope– Governance Structure– Implementation Services Procurement

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ScopeScope

• The scope of the CSED portion of the project has been changed, eliminating the Remittance Processing.

• Removing the Remittance Processing requirement reduces the complexity of the CSED portion of the ECM/EDMS project

• Remittance Processing has been replaced with the scanning of at least two standard CSED forms and auto-population of that data in the existing Child Support Enforcement System on-line screens.

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Governance StructureGovernance Structure

ECM/EDMS Executive Steering Committee

Project SponsorConny Maki

NM DoIT

Project SponsorEluid Martinez

HSD

Project SponsorMarlin Mackey

TRD

Project SponsorSandra Jaramillo

SRCA

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ECM/EDMS PROJECT ORGANIZATION

Other State Agencies

Representatives

IV&V ServicesPDS, Inc.

Project Director(Independent

External Contractor)

TRD Information Technology Project

Manager (Independent

External Contractor)

HSD Information Technology Project

Manager(Independent

External Contractor)

TRD ECM Vendor Implementation

Team

HSD Stakeholder Steering Committee

(meets monthly)- Charissa Saavedra- Kathleen B. Valdes

TRD Stakeholder Steering Committee

(meets monthly)- Ken Ortiz

- Libby Gonzales-Marlin Mackey

SRCA BPR Team- Angela Lucero

-Leo Lucero- Sandra Jaramillo

TRD/MVD/RPD Team- Raul Alvarez/Connie Torres

- Lee Baca, Chris Hollis, Diane Martinez, Miriam Pino- Ron Cruz, Phyllis Martinez, Esther Bartels, Lisa Trujillo,

Lilia Urrutia

HSD ECM Vendor Implementation

Team

HSD Team-Phil Herndon

- Jason Romero- Jan Christine

- Mario Gonzalez- Robert Preissler

Hosting Agency Team

(As Required)

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Governance ChangesGovernance Changes

• Project Director will be provided from external, independent resources

• TRD and HSD will have their own project managers

• Vendor implementation teams will report to a specific Department Project Manager.

• When necessary, implementation team members will be shared

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Implementation Services Implementation Services ProcurementProcurement

• An implementation vendor has been selected • Services have been obtained within the project

budget• Both TRD and HSD/CSED are currently

reviewing and revising the implementation contract

• Both TRD and HSD/CSED are ensuring that the required functionality for their organization is tightly specified

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Budget UnchangedBudget Unchanged

• Unchanged for Phase II

• $1,734,073 ($800,000 FFP)

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Current TimelineCurrent Timeline

6/1/2007 6/30/2008

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Enterprise Content Management (ECM) ProjectAlso Known As Electronic Document Management System (EDMS)

Project Timeline FY08

6/2 - 6/30

ProjectCloseout4/28 - 5/20

Transition

3/17 - 4/14User Acceptance Testing

1/28 - 3/14

Integration& Workflow

Set up

1/14 - 1/25

Install & ConfigureHardware & Software

12/17 - 1/11

Procurement:- Hardware- Software

10/1 - 11/30

Solution Design & Component Integration

Analysis

4/17/2008Go/No-Go Decision

9/07 - 5/08IV&V

10/1/2007 - 5/30/2008Integration and Implementation

11/05 - 10/07

SRCA Process ReengineeringEDMS Application Standards

12/6/2007Technical Specifications

1/08Receive Hardware Software

3/25 - 4/25Training

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Remaining RisksRemaining RisksProcurement

– Start of software design is contingent on contract signing and currently scheduled the first week in October. Currently the contract signature process requires two months

– Hardware is to be procured by 1/11/08 contingent upon technical specification completion. Hardware and software procurement is now requiring 4-6 weeks.

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Risks RemainingRisks Remaining

Technical Risk– Design and implementation of “green screen”

auto-population function in the six week design phase currently scheduled

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Risk MitigationRisk Mitigation

• Senior Management support for fast-track procurement and contract execution

• If necessary, fast-track design of the “green screen” auto-population function on a separate, parallel design and development track