New Mexico Department of Public Safety

New Mexico Department of Public Safety

TraCS Software Version 10.XX Rollout FY 14-16

Project Charter For Certification

Executive Sponsors

Gregory Fouratt, Cabinet Secretary

Pete Kassetas, Chief – State Police

Joseph Daniel Lovato, Major - State Police

Chris Mayrant, Major – Motor Transportation Police

Ronald Burton, Chief Information Officer

Project Manager – TBD

Original Plan Date: May 30, 2014

Revision Date: May 30, 2014

Revision: 1.0

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 Initial Phase certification. The Initial 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

About This Project Charter DOCUMENT

table of contents

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 –

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

1.3.2PROJECT 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

1

Project Charter: NMDPS TraCS Software Version 10.XX Rollout Project FY 14-161

1. project background

The project background section is meant to provide the reviewer with a picture of the development of the project from inception to its being submitted for certification.

1.1 Executive Summary -rationale for the project

Background and History

Since 2002, the New Mexico Department of Public Safety has been extensively involved in developing and administering a state-wide program for the delivery of a centralized electronic citation program referred to as the TraCS (Traffic and Criminal Software) project to serve Law Enforcement Agency (LEA) personnel in the 90-some agencies scattered throughout New Mexico. The TraCS software is utilized by LEA personnel in their normal duties associated with:

• the issuance of traffic citations,
• the issuance of DWI citations and associated documentation,
• the development of Incident/Offense reports and Crash reports.

New Mexico Department of Public Safety through this project will take the leading role in the development of TraCS in New Mexico by setting the statewide standards and protocols for TraCS. Other law enforcement agencies utilizing TraCS: the Albuquerque Police Department, the Rio Rancho Department of Public Safety, and the Dona Ana Sheriff's Department. These agencies have rolled out version 10.xx of the TraCS software.

Since 2002, the Statewide Traffic Records Executive Oversight Committee (STREOC) has provided oversight and policy direction to the Statewide Traffic Records Coordinating Committee (STRCC), and facilitated the establishment of a long-range strategic plan for traffic record system improvements. The STREOC Members and the STRCC Members represent many New Mexico agencies that create, share, and report on traffic records data. The STRCC Strategic Plan, which includes the concept behind the TraCS Project, was developed and adopted by the STREOC and the STRCC in December 2002, with the latest update approved in December 2012.

2005 – Original Project Rationale:

In January 2002, the New Mexico Department of Transportation’s Traffic Safety Bureau hosted a strategic planning session aimed at gathering support for the creation of a statewide, comprehensive traffic records system and the development of data sharing strategies.

As a result, the Statewide Traffic Records Executive Oversight Committee (STREOC) and the

Statewide Traffic Records Coordinating Committee (STRCC) was formed. The STREOC Members and the STRCC Members represent a cross-section of New Mexico agencies that create, share, and report on traffic records data.

The STREOC was established to provide policy direction to the STRCC and facilitate the

establishment of a long-range strategic plan for traffic record system improvements. The STRCC

Strategic Plan, the Statewide Traffic Records System Model (STRS), and the TraCS Software

Evaluation Pilot Project were developed and adopted by the STREOC and the STRCC in December 2002. An STREOC Charter and By-Laws were adopted in June 2003.

The STRCC coordinates efforts of agencies who are involved in the initiation, storage, and delivery of traffic records information. The coordination of these agencies is essential to the State's ability to provide efficient and secure delivery of accurate, timely, uniform and complete information, about traffic activity, to all who need such information.

The STREOC and STRCC are grant funded by the New Mexico Department of Transportation,

Traffic Safety Bureau. Grant administration is provided by the New Mexico Department of Transportation, Traffic Safety Bureau. The Statewide Traffic Record System is a multi-phase, multi-year program. The first project of the STRS program was the TraCS Software Evaluation Pilot Project which was approved by the STRCC and the STREOC at a joint committee meeting on December 12, 2002. The pilot utilized the Iowa Traffic and Criminal Software (TraCS) developed by the Iowa Department of Transportation. TraCS is a PC based electronic tool for preparing and distributing citations that will be used by Law Enforcement Agency (LEA) Pilot participants.

Project State as of December 2013:

In December 2013, the New Mexico Department of Public Safety entered into a grant project agreement with the New Mexico Department of Transportation’s Planning and Safety Division to secure funding for equipment and services necessary for the rollout of a new version of TraCS software. The agreement allows for a phased approach starting with initial testing of software and equipment in NM State Police District 4, which includes the Dona Ana County area.

1.2 Summary of the foundation planning and documentation for the project

Alignment with the National Highway Traffic Safety Administration (NHTSA) Goals

The TraCS Rollout project is in direct support of Section 2006 of the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy For Users (SAFETEA-LU) which establishes the state traffic safety information system improvement grant program, administered by NHTSA. Specifically, the TraCS Rollout project will contribute to New Mexico meeting all four goals of this Federal grant program which are (1) Improve the timeliness, accuracy, completeness, uniformity, integration, and accessibility of the safety data that States need to identify priorities for national, State and local highway and traffic safety programs; (2) evaluate the effectiveness of efforts to make such improvements; (3) link the State data systems, including traffic records, with other data systems within the State, such as systems that contain medical, roadway, and economic data; and (4) improve the compatibility and interoperability of the States' data systems with national traffic safety data systems and data systems of other States and enhance NHTSA's ability to observe and analyze national trends in crash occurrences, rates, outcomes, and circumstances.

Alignment with New Mexico DWI Strategic Goals

The TraCS Rollout Project will also implement statewide the electronic data entry of DWI-related forms by law enforcement officers which is part of the comprehensive DWI Data System, the #1 strategic initiative which is detailed in the DWI Strategic Plan developed by the Statewide Multi-Agency DWI Strategic Planning Committee, formed at the direction of Governor Bill Richardson in 2003 includes the following system[1] components:

• Electronic data entry in the field of DWI-related paperwork by law enforcement agencies (e-citation).
• Electronic transfer of DWI-related paperwork among law enforcement agencies, courts (District, Metropolitan, Magistrate and Municipal), District Attorneys and the Motor Vehicle Division. Improved data transfer between law enforcement agencies and the Scientific Laboratory Division of the Department of Health (DOH).
• Sentence compliance tracking with electronic data transfer between the courts and the compliance tracking system, including probation and corrections and eventually evaluation and central data repository.

In addition, this project is aligned with the following Strategic plans and assessments:

• Department of Transportation Highway Safety Performance Plan
• Department of Transportation Comprehensive Transportation Safety Plan
• NM Statewide Traffic Records Strategic Plan
• NM Traffic Records Assessment

1.3 Project Certification Requirements

Does the project fit into the criteria for certification? Which and how?

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

IDENTIFY AGENCY MISSION, PERFORMANCE MEASURE OR STRATEGIC GOALS TO BE ADDRESSED THROUGH THIS PROJECT

• to capture crash and citation data electronically;
• to improve the quality, accuracy, integrity, timeliness, completeness, consistency and accessibility for DPS, DOT, AOC and other stakeholders.

2.2 Business Objectives

Use the following table to list measurable business objectives

2.3 Technical Objectives

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.

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.

3.0 Project/Product Scope of Work

In its efforts to move from the high level business objectives to the desired end product/service the project team will need to deliver specific documents or work products. The State of New Mexico Project Management Methodology distinguishes between the project and the product.