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ECM/EDMS ProjectECM/EDMS Project
HSD, TRD, SRCA HSD, TRD, SRCA
September 26, 2007September 26, 2007
22
AgendaAgenda• Project Status• Actions Taken
– Scope– Governance– Implementation Services Procurement
• Current Budget and Timeline• Remaining Risks• Mitigation Strategies
33
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.
44
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
55
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.
66
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
Page 1
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)
77
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
88
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
99
Budget UnchangedBudget Unchanged
• Unchanged for Phase II
• $1,734,073 ($800,000 FFP)
1010
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
1111
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.
1212
Risks RemainingRisks Remaining
Technical Risk– Design and implementation of “green screen”
auto-population function in the six week design phase currently scheduled
1313
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