Intelligrants Electronic Grants Management System (Egrants)

IntelliGrants Electronic Grants Management System (eGrants)

Project Charter For Certification

Executive Sponsor – Tom Church, Cabinet Secretary

Business Owner –Robert Archuleta, Traffic Safety Division

Project Manager – Dave Martinez and Kimberly Wildharber, Traffic Safety / Genevieve Grant, Information Technology

Original Plan Date: September 17, 2014

Revision Date: September 17, 2014

Revision: 0.0

table of contents

table of contents

Revision History

1. project background

1.1Executive Summary -rationale for the project

1.2Summary of the foundation planning and documentation for the project

1.3 Project Certification Requirements

2.0 Justification, Objectives and impacts

2.1 Agency Justification

2.2 Business Objectives

2.3 Technical Objectives

2.4 Impact on Organization

2.5 Transition to Operations

3.0 Project/Product Scope of Work

3.1 Deliverables

3.1.1 Project Deliverables

3.1.2 Product Deliverables

3.2 Success and QUALITY METRICS

4.0 Schedule Estimate

5.0 Budget Estimate

5.1 Funding Source(s)

5.2. Budget By Major Deliverable or Type of expense -

Major Project Deliverable and Performance Measure

Budget

Due Date

Project Phase

5.3 Budget By Project Phase or Certification Phase

6.0 Project Authority and Organizational Structure

6.1 STAKEHOLDERS

6.2 PROJECT GOVERNANCE PLAN

6.3 PROJECT MANAGER

6.3.1 PROJECT MANAGER CONTACT INFORMATION

6.3.2 PROJECT MANAGER BACKGROUND

6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES

6.5 Project management Methodology

7.0 Constraints

8.0 Dependencies

9.0 Assumptions

10.0 Significant Risks and Mitigation Strategy

11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING

12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V

13.0 Project Charter Agency Approval Signatures

14.0 Project Charter Certification Approval Signature

Revision History

Revision Number / Date / Comment
v1.0 / September 8, 2014 / Initial version
v1.2 / September 11, 2014 / DoIT eReview
v1.3 / September 12, 2014 / DoIT eReview Accepted Changes

1

Project Charter IntelliGrants System1

1. project background

The New Mexico Department of Transportation (NMDOT) funds an estimated 400 projects each year with the purpose of preventing injuries and saving lives by eliminating crashes on New Mexico public roadways. NMDOT administers federal and state funding and issues grant agreements to local Law Enforcement, Municipalities and Counties, contractors and non-profit entities across the state. With an estimated 400 projects each year, the amount of paper processing to meet our federal requirements is quite significant and accounts for a large percentage of staff time to manage. We have identified an electronic grant management system (IntelliGrants) which is a commercial-off-the-shelf (COTS), web-based, grants management solution that can be configured to allow NMDOT and our grantees to automate our application, agreement, claim, and reporting processes and retain electronic records for complete, accurate and accessible files.

1.1Executive Summary -rationale for the project

NMDOT currently collects grant applications, executes grant agreements, claims for reimbursement, and issues monitoring reports utilizing a manual paper based system. The federal “Moving Ahead for Progress in the 21st Century” (MAP-21) act requires that we collect and analyze data to ensure activities are data-driven and performance based. Due to the large amount of paper collected, multiple files and binders are needed for each project. NMDOT currently pays a contractor to assist us in the development of agreements, review of claims, collection of data and the development of reports.

The National Highway Traffic Safety Administration (NHTSA) who is the federal oversight agency for traffic safety funding recommended NMDOT procure an electronic grants management system in our management review conducted in 2013.

1.2Summary of the foundation planning and documentation for the project

NMDOT researched vendors and spoke with Traffic Safety Offices in other states who had implemented an e-grant system to identify a contractor with the knowledge and understanding of traffic safety related activities. The company we have selected has worked with 16 State Highway Safety Organizations over the last decade to implement grant managementsystems. The vendor provided a demo of the system to traffic safety staff and we feel the grants management solution will meet NMDOT’s needs.

1.3 Project Certification Requirements

CRITERIA / YES/NO / EXPLANATION
Project is mission critical to the agency / Yes / Vital records and information
Project cost is equal to or in excess of $100,000.00 / Yes / Estimated cost of ownership is $500,000
Project impacts customer on-line access / Yes / Web based system will be used by NMDOT and grantees
Project is one deemed appropriate by the Secretary of the DoIT / Yes / Meets NM IT Strategic Plan objectives sponsored by DoIT
Will an IT Architecture Review be required? / Yes / Architecture review will be conducted prior to implementation.

2.0 Justification, Objectives and impacts

2.1 Agency Justification

The project will implement a new solution for project management and data collection to include type of law enforcement activity conducted, location of activity, dates worked, start time, end time, total hours worked, names of officers, overtime rate, number of officers participating, total amount paid, public information and education activities, type of citation issued. This will enable NMDOT to achieve the following strategic goals:

Number / Description
NMDOT 1 / Streamline the grant application and operational planning process to collect data to ensure selected projects are data-driven and performance based to meet federal MAP-21 requirements.
nmdot 2 / Initiate and obtain electronic signature on grant agreements that will be stored electronically in the system eliminating the need for hard copy files, postage, paper, copying, toner and reducing staff time to prepare agreement packages. The system will also track status at each phase in the signature process.
nmdot 3 / Streamline the claim process to collect data, provide audit function to ensure claims are calculated correctly, reduce postage, paper, copying, toner and staff time to file documents.
nmdot 4 / Eliminate the need for our contractor to duplicate data entry to collect data on enforcement activities and provide real time reporting.
nmdot 5 / Provide document storage to ensure complete and accessible files.
nmdot 6 / Improve the NMDOT reporting of performance to NHTSA, LFC and DFA related to performance measures.

2.2 Business Objectives

Number / Description
Business Objective 1 / Increased efficiency and productivity through a well-managed data entry process
business objective 2 / Optimize business process, decreasing number of steps, saving time
business objective 3 / Lower the cost of government by having a more efficient work activity process tracking
business objective 4 / Improve reporting capability to executive management
business objective 5 / Substantial NMDOT business process improvements are achievable through anelectronic grants management system that is paperless
business objective 6 / Provide a documentation and reporting system, for real time reporting and long-term document management to ensure that current data is utilized in the decision making process in the traffic safety grant funding program

2.3 Technical Objectives

Number / Description
Technical Objective 1 / Web-based system will be designed to allow NMDOT and grantee staff remote access
tehcnical objective 2 / Data will be assessable and stored electronically
technical objective 3 / Security/user roles – system will support a secure front end user system log in and security role level authentication
technical objective 4 / Extensibility – ensure system is designed to easily allow the addition of new features later, using an application programming interface or plug-ins.
technical objective 5 / Redundancy – system will be configured to support system fail over
technical objective 6 / System will integrate with a centralized Linear Referencing System (LRS)
technical objective 7 / System will integrate with automated data collection database if needed.

2.4 Impact on Organization

Area / Description
End user / Training will be defined and system administrators will receive training and will train all end-users. Tests will be conducted with random end-users to ensure performance and ease of use.
Business Processes / General procedures for entering and handling documents and data will change with the implementation of the forms, duplicate data entry for developing reports will be eliminated
It Operations and staffing / Training will be defined and all grantee and TSD staff will be thoroughly trained. Tests will be conducted with each key staff member to ensure performance and ease of use.

2.5 Transition to Operations

Area / Description
Preliminary Operations location and staffing plans / Project management, scope of work adjustments and testing will ensure the new system is ready to go live. Status reports will be delivered bi-weekly.
Data Security, Business Continuity / Security parameters for data will be built into system to include any information that is deemed confidential by law.
Maintenance Strategy / Annual software/hardware maintenance agreement from vendor. Specific deliverables will be in a binding contract agreement.
Interoperability / All hardware/software components are industry standard and compatible with NMDOT’s platform and security requirements.
Record retention / Retention policies will be built into new system.
Consolidation strategy / The system will consolidate paper filing system into an electronic grant management system and will and replace manual processes for completing federal reporting.

3.0 Project/ProductScope of Work

3.1 Deliverables

3.1.1 Project Deliverables

Project Charter / The Project Charter for Certification sets the overall scope for the project, the governance structure, and when signed is considered permission to proceed with the project. The Project Charter for Certification is used to provide the Project Certification Committee with adequate knowledge of the project and its planning to certify the initiation phase of the project
Certification Form / The Request for Certification and Release of Funds form is submitted when a project goes for any of the certification phases. It deals with the financial aspects of the project, as well as other topics that indicate the level of planning that has gone into the project. Many of the questions have been incorporated into the preparation of the project charter
Project Management Plan / “Project Management Plan” is a formal document approved by the executive sponsor and the Department and developed in the plan phase used to manage project execution, control, and project close. The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among stakeholders, and documents approved scope, cost and schedule baselines. A project plan includes at least other plans for issue escalation, change control, communications, deliverable review and acceptance, staff acquisition, and risk management.
IV&V Contract & Reports / “Independent Verification and Validation (IV&V)” means the process of evaluating a project to determine compliance with specified requirements and the process of determining whether the products of a given development phase fulfill the requirements established during the previous stage, both of which are performed by an organization independent of the lead agency. Independent verification and validation assessment reporting. The Department requires all projects subject to oversight to engage an independent verification and validation contractor unless waived by the Department.
IT Service Contracts / The Department of Information Technology and the State Purchasing Division of General Services have established a template for all IT related contracts.
Risk Assessment and Management / Prepare a written risk assessment report at the inception of a project and at end of each product development lifecycle phase or more frequently for large high-risk projects. Each risk assessment shall be included as a project activity in project schedule.
Project Schedule / A tool used to indicate the planned dates, dependencies, and assigned resources for performing activities and for meeting milestones. The defacto standard is Microsoft Project.
Monthly Project Status Reports to DoIT / For all projects that require Department oversight, the lead agency project manager shall submit an agency approved project status report on a monthly basis to the Department.
Project Closeout Report / This is the document used to request that the project be officially closed. Note that project closure is the last phase of the certification process

3.1.2 Product Deliverables

Process Scoping Document / An initial Business Process Scoping documents will be developed that defines the Traffic SafetyDivision (TSD)Business Processes. A baseline for processing capabilities as compared to business requirements in the current environment is in draft and will be delivered by September 30, 2014.
System Requirement Specification (SRS) / The SRS defines the business, functional, and technical requirements and design of the system. It includes screen mockups, system security level, and network architecture requirements.
System and Acceptance Testing / The Test Plan defines the use cases to test the system. The use cases are drawn from the SRS requirements. The Grants Management Program users will test system functionality, performance, reporting accuracy and responses times. NMDOT IT Technical Support Staff will test system operational performance.
Operations and Support Plan / The Operation and Support Plan defines the tier level support of the system.

3.2Success and Quality Metrics

Number / Description
Quality Metric 1 / Project does not exceed budget
quality metric 2 / The project schedule, assigned tasks and milestones are met within project plan
quality metric 3 / System can provide reports
quality metric 4 / System is secure and stable
quality metric 5 / Staff is trained to maintain and system is operable
quality metric 6 / Data integrity is maintained.

4.0 Schedule Estimate

A schedule will be developed with Agate Software when the project scope is negotiated. The anticipated date to complete all deliverables in the contract and move to production is October 30, 2015. A proposed schedule is listed below:

phases / eSTIMATED SCHEDULE DATE
Initiation / September 2014
Planning / September - November 2014
Technical Architecture Review (TARC) / December 2014
Implementation / January 2015 – October 2015
Closing / October 2015

5.0 Budget Estimate

5.1 Funding Source(s)

Source / Amount / Associated restrictions
NMDOT Federal 164 Alcohol FUnds / $172,530
NMDOT FEDERAL 402 PLANNING AND ADMINISTRATION Funds / $65,442
State Road Funds / $8,923

5.2. Budget By Major Deliverable or Type of expense -

Major Project Deliverable and Performance Measure

/

Budget

/

Due Date

/

Project Phase

Independent Validation & Verification / $10,000 / 10/30/2014 / Initiation
Initial Business Analysis/JAD Session / $18,094 / 10/30/2014 / Initiation
Finalize Project Management Plan / $20,400 / 11/28/2014 / Planning
System Requirement Specification (SRS) Document / $58,400 / 11/28/2014 / Planning
IntelliGrants Product Software License / $140,000 / 11/28/2014 / Planning

5.3Budget By Project Phase or Certification Phase

phases / Planned Certification
Initiation / September 2014
Planning / October 2014
Implementation / January 2015
Closing / October 2015

6.0 Project Authority and Organizational Structure

6.1 STAKEHOLDERS

name / Stake in Project / Organization / Title
Tom Church / Overall Program / nmdot / Secretary
Robert Archuleta / Program Administrative Responsibility / nmdot / Director, Traffic Safety Division
Dave Martinez & Kimberly Wildharber / Project Manager / nmdot / Traffic Safety Division
Genevieve Grant / It Project Manager / NMDOT / Information Technology

6.2 PROJECT GOVERNANCE PLAN

6.3 PROJECT MANAGER

6.3.1 PROJECT MANAGER CONTACT INFORMATION

name / Organization / Phone #(s) / Email
Dave Martinez / nmdot / 505-629-3499 /
Kimberly Wildharber / NMDOT / 505-490-1121 /
Genevieve Grant / NMDOT, IT / 505-629-2778 /

6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES

Role / Responsibility
Executive Project Sponsor / The point person will be at the highest level of NMDOT.
Responsibilities include:

• Champion Project

• Consider changes facing the organization and its impacts
• Responsible for finding budget to complete project
• Participate in planning sessions
• Ultimate project responsibility

Steering Committee / Tasked with overall direction and support of the project

• Participate in meetings
• Review and accept deliverables
• Review and provide comment on documentation provided by project team.
• Review project funding and its sources

Business Owners / Person responsible to the participating entities, and who will make decisions related to the operation of the project.

• Problem Solving
• Reviews work of Consultants
• Participate in changes to project
• Diagnose potential problems on project
• Determine roles of IT personnel
• Ultimate project success
• Budget Planning
• Project Schedule
• Training Plans
• Contract Management
• Ensure communications between vendor and project owner.

Project Team Members / Staff assigned to Project.

• Define Business needs
• Scheduling of meetings
• System Administration
• Testing
• Purchasing and processing
• Data integrity
• Data input

Technical Staff / Staff assigned to defining infrastructure requirements and providing ongoing project support.
Duties Include:

• System infrastructure Specifications
• Integration of other NMDOT systems
• Data backups
• Storage requirements
• Security
• Systems install and updates
• Network connectivity
• Provide test/development environments
• System maintenance
• System reporting
• Database tools (reporting)
• Disaster recovery
• Anti-virus protection

6.5 Project management Methodology

The Project will be structured using a mixture of process-based and agile approaches. In addition, project reporting structures will be adjusted to meet timelines and phase gates defined by the PCC.

7.0 Constraints

Number / Description
1. / Adequate resources
2. / State requirements for oversight and project delays
3. / Delays in processing contracts and purchasing.

8.0 Dependencies

• Mandatory dependencies are dependencies that are inherent to the work being done.
• D- Discretionary dependencies are dependencies defined by the project management team. This may also encompass particular approaches because a specific sequence of activities is preferred, but not mandatory in the project life cycle.
• E-External dependencies are dependencies that involve a relationship between project activities and non-project activities such as purchasing/procurement

Number / Description / Type M,D,E
1. / Project Certification Committee approval / m
2. / Contract approvals and purchases / e
3. / Funding for software maintenance / m
4. / Design and infrastructure dependencies / m
5. / Application and server installs / m
6. / Software management. / m

9.0 Assumptions