Project Closeout Report

Project Name / Adult Protective Services System (APSS) / Date / 6/30/09
Executive Sponsor / Michael Spanier / Lead Agency / ALTSD
Project Manager / Patricia Barton / Agency Code / 624
Project Description (Provide a brief description and purpose for this project)
·  Provide a comprehensive data tracking system for the Adult Protective Services Division.
o  Include accurate statistics reporting capabilities on the incidence of adult abuse, neglect and exploitation.
·  Create tools and system resources to help our agency make informed business decisions that will benefit our clients.
Schedule and Budget
Planned Start Date / 11/30/07 / Actual Start Date / 11/30/07
Planned End Date / 12/31/08 / Actual End Date / 01/02/09
Planned Cost:(Budget) / $670,785 / Actual Cost: (Total) / $670,785
§  Professional Services / $660,785 / §  Professional Services / $660,785
§  Hardware / §  Hardware
§  Software / §  Software
§  Network / §  Network
§  Other / $10,000 / §  Other / $10,000
Appropriation History
(Include all Funding sources, e.g. Federal, State, County, Municipal laws or grants)
Fiscal Year / Amount / Funding Source(s)
$400,000.00 / Laws 2007, Chapter 28, Section 7, Item 17
$17,785.00 / Laws 2007, Chapter 28, Section 4
$253,000.00 / Laws 2008, Chapter 3, Section 4
Scope Verification

Requirements Review

/ Yes / No /

Explanation/Notes

Were the project objectives (expected outcomes) accomplished? / X
Were all Deliverables submitted and accepted? / X
Did the IV&V vendor verify that all deliverables met the requirements? / X
Have all contracts been closed? / X
Have all final payments been made (i.e., invoices paid) / X
Has adequate knowledge transfer been completed? / X
Transition to Operations: (Describe agency plan to migrate project solution to production. Include DoIT impact if different than previous report)
Project was initiated in January of 2008 and accepted in June of 2009. Prior to acceptance, the system was tested and approved for migration to a production environment.
As part of the transition to operations plan, the agency and the vendor completed appropriate and necessary training for approximately 185 employees including daily users, supervisors, management, and reporting users. The training was conducted at various locations around New Mexico including Albuquerque, Santa Fe, Las Cruces and at several regional APS offices. Training sessions were held in December 2008 for the Case Management portion of the system. Follow-up trainings were conducted in March and April 2009. Subsequent training sessions were also held for the Payments module and completed in May 2009.
Business Continuity and Disaster Recovery for the system has been addressed and is described in the project summary section below.
In anticipation of the Governor’s Executive Order for IT Consolidation, the agency requested and received a short-term exception while the system is placed into production at a vendor site while the system is proven to be stable, reliable, and meeting the agency business needs without interruption of business processes. If it is determined that the system cannot feasibly be migrated to the DoIT data center and meets the SaaS criteria defined by DoIT, ALTSD will request annual extensions to the externally hosted exception.
Maintenance/Operations
/ Yes / No /

Explanation/Notes

Are there recurring maintenance/operational costs for the product/service? / X / $200,000 – this includes licensing, hosting and maintenance
Are there any recommended enhancements or updates? / X / (Attach comments)
Funding source for maintenance/operational costs? Maintenance/operational costs will be funded through ALTSD APS base budget.
Business Performance Measures (Complete for all phases)
Comments:
Phases / Completion Date / Goals/Objectives / Amount / Results
Initiation:
/ 1/30/2008 / Contract with project manager and travel expenses / $50,000
Planning:
/ 10/31/2008 / Contract for IV&V, Set-up and configuration of system / $370,000
Implementation: / 4/30/2009 / Payments, Training, Deployment and knowledge transfer / $253,000
Closeout: / 7/22/2009 / Completion of lessons learned, feedback surveys and other closeout tasks / $0
Lessons Learned
Executive Summary
The Adult Protective Services Solution (APSS) successfully deployed state-wide on January 2, 2009, on time and within budget. APS processes were implemented within the new APSS, with guidance from APS management, the CIO, IT staff, and overall APS stakeholder subject matter expertise. The project effort was characterized by high levels of team communication and commitment with excellent support and involvement of senior management. The project team supported the project process to help meet the project goals. APS’s constituent clients will benefit from the implementation of APSS through more accurate accounting and reporting of abuse, neglect and exploitation of adults. More accurate statistics will lead to increased funding for APS. In addition, clients’ cases are better documented and APSS has led to the streamlining of business processes so that reports are screened and assigned faster and more efficiently. This leads to shorter time intervals between the time the report was received and when a case worker meets with the client.
The APSS Project’s Biggest Successes:
1.  On time, statewide, deployment of the functional APSS
·  Project stakeholder commitment to review of process, data inputs and design document iterations
2.  Focused re-definition of business processes for APS specific IT solution
·  Critical need to implement an APS specific solution
IT System Analysis
On this document, or as an attachment, provide a summary response, including changes, to the following IT infrastructure topics relating to this project:
·  Describe or estimate this project’s impact on the Enterprise/DoIT infrastructure.
o  Hardware – No Impact
o  Network (Include Diagram) – No Impact – replacing one application for another
o  Software / Applications – No Impact – compatible with existing web browser
o  Where is this system hosted?
§  If not hosted at DoIT Data Center what is your strategy to host at DoIT Data Center: (When, Why?)
·  This is a vendor built, vendor hosted solution.
·  Pending the completion of a period of stabilization, the Department will reevaluate hosting arrangements at that time.
§  DoIT Migration Collaboration
·  This is not currently applicable.
·  Summarize your collaboration with DoIT on moving this project from initialization through close (full production). Identify points of contact, dates of discussions, and results
o  In December 2005, The Office of the Chief Information Officer (OCIO), prior to the creation of DoIT, completed an IT assessment for ALTSD. One part of that assessment was the recommendation that ALTSD move forward with migrating all databases to achieve integration with Synergy Software Systems, now Harmony Information Systems. The Department has been proceeding in that manner for the last three years.
·  Provide Application Architecture Schematic
o  This is not applicable because this is a remotely hosted COTS solution.
Business Continuity Strategy
On this document, or as an attachment, provide a summary response, including changes, of your business Continuity Strategy.
·  Emergency and Disaster Management
·  Business Resumption
·  Operational Recovery Planning
Business Continuity and Disaster Recover: Backups to the application and its associated database are conducted according to ALTSD’s and Harmony’s existing procedures, guidelines, and policies.
·  ALTSD’s Disaster Recovery and Business Continuity Plan will be updated to include the APSS project.
·  Review of Harmony’s emergency and disaster management plan found that it meets or exceeds all applicable points of the departmental disaster management plan.
Security Strategy (Application and Data Security Process, Plan, or Standard)
·  The system uses SSL encryption for login and transfer of data between server and client machines
·  The Harmony solution is fully HIPAA compliant
·  Security for Harmony is role based – users will have access only to portions of the system that are relevant for their job duties
Data security for the APSS includes documentation of the project’s installation validation tests and a stripped down operational version for verifying proper restoration of processes from backups. Testing and knowledge transfer included:
·  Application walkthrough – Identified omissions and difficult-to-understand processes. Verification of data integrity, data transference from Harmony and testing of a secure infrastructure were also analyzed during the application walkthrough.
·  Tabletop exercises – Involved both tie IT support team and APS staff. An operational scenario was observed to ensure requirements were met. Full operations were simulated prior to going live. Data was validated and analyzed for accuracy in computations, data retrieval, and data intake.
Project Sign Off
The signatures below certify that this project has been completed in accordance to the specified budget, schedule, scope, and achieved the intended outcome.
Stakeholders / Name: Signature / Date
Executive Sponsor
(or Designee)
Lead Agency Head
(or Designee)
CIO IT Lead
Project Manager

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Revision: 8/20/08 Page 3 of 4