Initiation, Planning and Implementation

Request for Certification and Release of Funds Form

All Certified Projects Must Follow NM State Policies and Procurement Code

Project Governance

Project Name

/ Loan and Grants Tracking System (LGTS) -Web
Date / 11/7/17
Lead Agency / New Mexico Environment Department
Other Agencies

Executive Sponsor

/ Judith L. Kahl
Agency Head / Butch Tongate
Agency CIO/IT Lead / Mary Montoya
Project Manager / Mary Montoya
Project Abstract(Provide a brief description and purpose for this project)
The purpose of the project is to port the existing client server Loan and Grants Tracking System (LGTS) Access application and the associated data and documents to a new web-based n-tiered application and associated relational database.
Start Date / 12/1/2017 / Planned End Date / 12/30/2018
Amount Requested this Certification / $240,768
Amount Previously Certified / $0.00
Remaining Appropriation not Certified / $0.00
Total Appropriated Amount / $240,768

Certification History(Include any previous project or phasecertifications)

Date
/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
11/21/2017
(This request) / $240,768 / CPB32700, CPB33700, CPB12100
Appropriation History (Include all Funding SOURCES, E.G. Federal, State, County, Municipal laws or grants)
Fiscal Year
/ Amount / Funding Source and Appropriation language
18 / $16,898 / CPB32700 Other State Funds
18 / $65,993 / CPB33700 Other State Funds
18 / $114,279 / CPB12100 Other State Funds
19 / $8949 / CPB32700 Other State Funds
19 / $12,500 / CPB33700 Other State Funds
19 / $22,149 / CPB12100 Other State Funds
Total / $240,768
Major Deliverable Schedule and Performance Measures

Major Project Deliverable and Performance Measure

/ Budget /

Due Date

/

Project Phase

Project Charter -Draft / 10/27/17 / Initiation
Vendor Contract development / 10/27/17 / Initiation
IV & V Contract development / 10/27/17 / Initiation
Project Management Plan -version 0.7 / 10/27/17 / Planning
Project Charter - Final / 11/7/17 / Planning
Project Management Plan – version 1.0 / 11/7/17 / Implementation
Vendor and IV&V contracts awarded / 12/1/17 / Implementation
Kick off, scope and schedule / $ 5,000 / 12/15/17 / Implementation
Request and Provision DoIT virtual servers / $833.00 /month / 11/30/17 / Implementation
Confirm functional requirements / 12/29/17 / Implementation
Configure, Customize and Unit Test LGTS Web / $130,000 / 6/30/18 / Implementation
Data and Documents Conversion for LGTS Web / $ 25,000 / Ongoing through 6/30/18 / Implementation
User Acceptance Testing / $ 15,000 / 6/30/18 / Implementation
IT and End User Training / $ 15,000 / 9/30/18 / Implementation
Production Roll-out and Transition to Operations / $ 10,000 / 9/30/18 / Implementation
Lessons Learned / 12/30/18 after warranty period / Closeout
Budget
Description
/

FY18 & Prior

/ FY19
Staff - Internal
/ PM, CPB staff, NMED DBA
Consulting Services / Implementation of new system / $170,000 / $30,000
Consulting Services / IV&V services / $16,125 / $8,600
Hosting / 1 VM at DoIT for web, application and database / $5831 / $4998
Software / MS Server OS, SQL Server, MS Office (perpetual licenses) / $5214
Total / $197,170 / $43,598

IT System Analysis(On this document, or as an attachment, provide a summarydescription of the technical architecture)

LGTS Web application runs on IIS Web server / Windows server with .Net and MVC framework. It connects to Microsoft SQL Server for data operations and utilizes Microsoft Office interoperability for Mail merge and Back office operations. The production web server and the SQL Server database will be hosted on a NM Department of Information Technology virtual server. The application will be a department intranet application serving the New Mexico Environment Department Construction Programs Bureau which consists of approximately 20 staff. The database will store data from 2008 when the current client server application was deployed to the department. The current size of the database is 288 MB. The growth of the database would be characterized as low.
Users access the Web application using an Internet Browser (Google Chrome).
LGTS Web application is developed using Microsoft Visual Studio, Microsoft C# .Net for Server Side code, Sencha Ext JS (Java scripting framework) for Microsoft .NET, NHibernate ORM (object-relational mapping) for Microsoft .NET, Microsoft SQL Server Views/Stored Procedures for Bulk Operations, Microsoft Reporting Services for Reports. All reports are run by bureau staff. The application will not be accessible outside the department firewall. The security will be handled via secure port 443 and a department purchased secure socket layer certificate.

Interoperability (Describe If/how this project interfaces with existing systems/Applications)

The system will be integrated with the Department’s single sign on system called Secure Extranet Portal (SEP).

Independent Verification & Validation (Include summary of the latestIV Vreport)

The contract with RESPEC for IV&V services for this project is currently awaiting approval at DoIT.

Significant Risks and Mitigation Strategy

Risk 1: delays due to server provisioning

Mitigation 1: Work with DoIT and Vendor two months before needed

Risk 2:Lack of Executive Support

Mitigation 2:Establish and engage a project Steering Committee

Risk 3: Lack of User Support

Mitigation 3: seek early involvement in user testing

Risk 4: Legacy data migration issues

Mitigation 4: Vendor and NMED business owners will work together to identify and address DATA ISSUES early on

Risk 5: Testing results identify many failed items

Mitigation 5: Begin testing early and verify results against the production system

Risk 6: testing issues are not resolved within project timeline

Mitigation 6: include testing iterations IN THE project schedule

Risk 7: Lack of Schedule Commitment

Mitigation 7: Meet frequently with the project team to maintain engagement

Risk 8: Poor Project Management

Mitigation 8: maintain steering committee engagement

Transition to Operations: (Describe agency plan to migrate project solution to production. include agency plans to fund and maintain this project after deployment. )
The target production environment will be requested and provisioned on DoIT virtual servers at least two months prior to the estimated production deployment date. After successful end-to-end UAT testing, the vendor will submit a request to the NMED Office of Information Technology Change Management Team along with a completed application security review form for approval. If approved the deployment will be scheduled for the next application maintenance window. The full transition to operations plan will be provided as a deliverable for the vendor contract. On-going support and maintenance will be provided by the vendor. All support calls will be handled through the NMED helpdesk with third level support for LGTS application issues provided by the vendor. The vendor will perform routine application maintenance as needed to maintain functionality and maintain proper security controls. All servers and data will be backed up per the DoIT virtual system backup capabilities. All users will be managed through the Department’s Single Sign on system. User roles will be managed through the LGTS Web application by an application administrator. Agency will fund the maintenance of the system with special revenue funds. The source of the special revenue funds has adequate balances to fund the ongoing costs for the foreseeable future.

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Revision: 9/1/10Page 1