MVD CDLIS Modernization(C-Mod)
Project Charter For Certification
Executive Sponsor – Demesia Padilla, CPA
Business Owner – Keith Perry
technical Owner – Greg Saunders
Project Manager – Loretta Silva
Original Plan Date: June 1, 2011
Revision Date: August 24, 2011
Revision: 2.0
About This Project Charter DOCUMENT
Permission to plan the projec t and setting the governance structure
The Project Charter provides the project manager and project team with permission to proceed with the work of the project, within the scope delineated in this document. The Project Charter should be the outcome of a number of documents that went into the pre-planning for the project, and in many cases the agency IT Plan, Business Case for appropriations, Federal funding requests and the like.
Project sponsors sign the Project Charter signifying that they have agreed to the governance structure for guiding the direction for the further planning of the project, discovery and defining the requirements, acquiring necessary resources, and within that context the statement of work for any related contracts including a contract for the Independent Validation and Verification.
The Project Charter is also the foundation for the creation of the project management plan, and much of the thinking and writing for this charter will be immediately usable for that project management plan.
Project certification Initial phase documentation
The Project Charter is also used within the State of New Mexico IT Project Certification process as evidence of the project’s worthiness for the Initiation Phase certification. The Initiation Phase certification is especially critical to many state and agency projects because of its related release of the initial funds required for the project.
Initiation Phase funding is requested by an agency for use in developing project phases, developing Independent Verification and Validation (“IV&V”) plan and contract; address project review issues and/or to develop an overall project management plan. Note: Waiver of the IV&V requirement requires specific written approval by the Secretary of the DoIT.
DoIT “Project Certification” Memorandum July 2, 2007
The Project Charter and the Request for Certification Form are meant to provide a comprehensive picture of the project’s intention and initial planning, that includes the project’s place in the context of the State of New Mexico’s IT Strategic Plan, Enterprise Architecture, and DoIT project oversight process. See “IT Project Oversight Process” Memorandum July 5th 2007 on the OCIO-DoIT web site.
table of contents
MVD CDLIS Modernization (C-Mod)
About This Project Charter DOCUMENT
table of contents
revision history
1. project background
1.1 Executive Summary -rationale for the project
1.2 Summary 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
Description
FY09 & Prior
Staff - Internal
5.3 Budget By Project Phase or Certification Phase
Initiation/Planning/Implementation:
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
6.5 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 / Comment1.0 / June 1, 2011 / Original
2.0 / August 24, 2011 / Revised for Planning/Implementation Phase certification
1
Project Charter: CDLIS Modernization (C-Mod)
1. project background
1.1 Executive Summary -rationale for the project
The HP/Saber contract for the Motor Vehicle Division (MVD) Reengineering project (Milagro) was canceled in May 2011 making it necessary to modify the legacy driver systems to meet Commercial Driver License Information System (CDLIS) 5.2 mandates by January 30, 2012. Completing the C-Mod project serves two purposes: (a) ensures compliance with federal mandates, and (b) guarantees inclusion in new MVD system because the changes become part of legacy applications and will automatically be in scope for migration to the new MVD system.
The CDLIS Modernization (C-Mod) project is comprised of the following modules:
- Name Expansion – Expand client name to meet federal guidelines
- First Name = 40 characters
- Middle Name = 35 characters
- Last Name = 40 characters
- Suffix = 5 characters
- Ten-Year History Check/Driver License Number Survey – when applying for an initial issuance, renewal or transfer of a CDL, a driver must provide a list of all the States where the driver was licensed to operate any type of motor vehicle during the past ten years. Before issuing, renewing or transferring a CDL, a State must request the driving record from each State listed by the driver.
The Driver License Number (DLN) Survey is used to obtain a DLN and status information from a previous jurisdiction when a Ten-Year History Check is needed and the DLN is not known. Once a DLN is obtained, the history check is performed. - Patriot Act - requires any commercial driver who has or will seek a hazardous material endorsement (HME) to their Commercial Driver's License (CDL) to undergo a background check. C-Mod changes require MVD to capture and store the Transportation Security Administration (TSA) Result Date, TSA Result (Approval, Denial, and Denial with immediate revocation), and expiration date as part of the CDL license.
- Medical Certificate – requires the electronic capture of medical certificate information and storage of same for all Commercial Driver License holders who are required to provide a medical certificate. After fifteen days of CDL issuance or renewal, drivers will no longer be required to carry the physical medical certificate with them while they are driving. NOTE: Until electronic Medical Certificate availability is coordinated with law enforcement agencies, drivers may have to continue carrying the physical medical certificate. The medical certificate information is stored in the state database and must update the driver record on AAMVA’s CDLIS central site within ten days of CDL issuance or renewal. If a driver fails to renew their medical certificate, the CDL will be downgraded to the base license and the CDLIS driver record must be updated within ten days.
- Admin Per Se – requires MVD to notify other states when CDL drivers are served with certain ACD actions (A61, A94, and A98):
- A61 – Underage Convicted of Drinking and Driving at .02 or higher BAC
- A94 – Administrative Per Se for .04 BAC
- A98 – Administrative Per Se for .08 BAC
A report is sent to other states only after final adjudication is made.
- Passenger 16+ – Commercial vehicles designed to transport sixteen or more passengers (including the driver) are impacted by Motor Carrier Safety Information Act (MCSIA) disqualification rules. When a CDL driver has an out of service order in effect and is found driving a commercial vehicle with sixteen or more passengers, the driver can be disqualified. Disqualification revokes commercial driving privileges,and the driver’s license is downgraded to a base license. In order to comply with this mandate, the legacy driver applications must store a data element for Passenger 16+. The changes will impact database table definitions and program logic.
1.2 Summary of the foundation planning and documentation for the project
This project is based on TRD FY009 IT Plan business case and C-2 form. It is also following the roadmap laid out in the 2005 IBM Needs Assessment of MVD.
1.3 Project Certification Requirements
Does the project fit into the criteria for certification? Which and how?
CRITERIA / YES/NO / EXPLANATIONProject is mission critical to the agency / Yes / This project is mission critical to the agency in order to be compliant with federal mandates.
Project cost is equal to or in excess of $100,000.00 / Yes / Total estimated cost for the MVD C-Mod project is projected at $1,473,430 at this time.
Project impacts customer on-line access / No / Changes are being made to legacy applications.
Project is one deemed appropriate by the Secretary of the DoIT / Yes / Recommended for funding by DoIT, using MVD Reengineering C2 appropriation.
Will an IT Architecture Review be required? / No / Changes are being made to legacy applications. Existing infrastructure will be used. Requested TARC waiver.
2.0 Justification, Objectives and impacts
The justification and objectives section relates the project to the purpose of the lead agency and describes the high level business and technical objectives for the project. The section also includes a high level review of the impact to the organization, and of the concerns for transition to operations.
2.1 Agency Justification
Number / DescriptionAgency 001 / HP/Saber contract was canceled in May 2011, requiring changes to existing systems in order to meet federal mandates.
Agency 002 / Modify legacy MVD2.0 and mainframe applications to implement C-Mod components in order to be compliant with CDLIS Modernization 5.2 requirements.
2.2 Business Objectives
Number / DescriptionBus. Objective 1 / Procure a more modular solution with current technologies that can be managed, updated, and replaced without requiring wholesale replacement..
Bus. Objective 2 / Manage the risks of implementing and operating the new motor vehicle environment while improving system and data integrity.
Bus. Objective 3 / Provide higher levels of MVD service with the ability to meet new, evolving requirements and operational needs.
Bus. Objective 4 / Develop and manage a program that enables disaster recovery operations and improves on return-to-service time lines.
2.3 Technical Objectives
Number / DescriptionTech. Objective 1 / Provide open-systems-based architecture that is more reliable, flexible, and maintainable.
Tech. Objective 2 / Adhere to national standards for data exchange, security, and interfaces.
Tech. Objective 3 / Improve the quality and accessibility of information for users with toolset standards, such as Structured Query Language (SQL) and Open Database Connectivity (ODBC), and do so without the involvement of operators or specialists.
Tech. Objective 4 / Retain the necessary level of system security to protect users and information from unauthorized access.
Tech. Objective 5 / Provide client agencies with increased MVD access and functions.
Tech. Objective 6 / Use best in class components and commercial off-the-shelf (COTS) solutions to improve system supportability and cost.
Tech. Objective 7 / Provide enhanced audit trail and functional capability to view complete history of transactional changes over time, including who, what, and when.
2.4 Impact on Organization
The impacts on the organization are areas that need to be addressed by the project through its planning process. They may not be internal project risks, but they can impact the success of the project’s implementation.
Area / DescriptionEnd user / Stay current with CDLIS mandates and facilitate conversion to new MVD Reengineering solution pending RFI/RFP disposition.
Business Processes / Ensure compliance with federal mandates and preserve funding source.
It Operations and staffing / No significant difference expected in Network traffic, compared to the existing system.
Other / None
2.5 Transition to Operations
The transition to operations areas include items that are asked in the certification form to assure that the project has accounted or will account for these matters in its planning and requirements specifications.
Area / DescriptionPreliminary Operations location and staffing plans / Because the C-Mod changes are being made to legacy applications, TRD’s existing infrastructure will continue to support the MVD systems. Both the mainframe and servers for the C-Mod project are located within the DoIT Data center in TRD racks, and are administered by TRD staff.
Data Security, Business Continuity / Because the C-Mod changes are being made to legacy applications, TRD’s existing infrastructure will continue to support the MVD systems.
Maintenance Strategy / Because the C-Mod changes are being made to legacy applications, there is no impact on current operations, maintenance and expenditures.
Interoperability / Because the C-Mod changes are being made to legacy applications, there is no impact on current operations, maintenance and expenditures.
Record retention / Must follow all state record retention requirements for MVD records.
Consolidation strategy / Because the C-Mod changes are being made to legacy applications, there is no impact on current operations, maintenance and expenditures.
3.0 Project/ProductScope of Work
3.1 Deliverables
3.1.1 Project Deliverables
This initial list of project deliverables are those called for by the IT Certification Process and Project Oversight memorandum, but does not exhaust the project deliverable documents
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 projectCertification 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 managementplan.
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 / The DoIT Initial PROJECT RISK ASSESSMENT template which is meant to fulfill the following requirement:
“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 Oversight Process memorandum
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 / Project status reports. 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 Template 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
3.1.2.1 – Develop C-Mod Requirements
Description –Develop C-Mod Requirements Specifications / Deliverable Acceptance Criteria – Requirements specifications reviewed and accepted by TRD/ITD and MVD Project Managers.Standards for Content and Format – TRD ITD standards and methodology.
Quality Review – Deliverable Acceptance Form signed by MVD Director and ITD CIO. IV&V validation.
3.1.2.2 C-Mod System Modifications
Description – Designing, coding, and unit testing of C-Mod changes to legacy applications. / Deliverable Acceptance Criteria – Design, code and unit testing results reviewed and accepted by TRD/ITD and MVD Project Managers.Standards for Content and Format – TRD ITD standards and methodology.
Quality Review – Deliverable Acceptance Form signed by MVD Director and ITD CIO. IV&V validation
3.1.2.3 Conduct User Acceptance Testing
Description – Perform UAT for C-Mod changes to legacy applications. / Deliverable Acceptance Criteria – UAT results reviewed and accepted by TRD/ITD and MVD Project Managers.Standards for Content and Format – TRD ITD standards and methodology.
Quality Review – Deliverable Acceptance Form signed by MVD Director and ITD CIO. IV&V validation.
3.1.2.4 Conduct AAMVA Casual and Structured Testing
Description – Coordinate with AAMVA to conduct Casual and Structured testing of C-Mod changes. / Deliverable Acceptance Criteria – Casual and Structured test results reviewed and accepted by TRD/ITD and MVD Project Managers. Obtain AAMVA certification.Standards for Content and Format – AAMVA and TRD ITD standards and methodology.
Quality Review – Deliverable Acceptance Form signed by MVD Director and ITD CIO. IV&V validation
3.1.2.5 Deliver User Training
Description – Conduct User Training for C-Mod changes to legacy applications. / Deliverable Acceptance Criteria – Lessons developed and delivered to MVD personnel and accepted by TRD/ITD and MVD Project Managers.Standards for Content and Format – TRD ITD standards and methodology.
Quality Review – Deliverable Acceptance Form signed by MVD Director and ITD CIO. IV&V validation.
3.1.2.6Implement C-Mod Changes