Outdoor Advertising Control System (OACS)
PROJECT MANAGEMENT PLAN
(PMP)
Executive Sponsor – Ernest Archuleta-Operations Support Division Director
Business Owner - Rick Padilla, State Maintenance Bureau Chief
Project Manager – MICHAEL A. OTERO, NMDOT OUTDOOR ADVERTISING PROGRAM / GENEVIEVE GRANT, INFORMATION TECHNOLOGY
Original Plan Date: November 3, 2014
Revision Date: November 22, 2014
Revision: 1.0
Project Management Plan - Outdoor Advertising Control System (OACS)
Revision History iii
About This Document iv
1.0 Project Overview 1
1.1 Executive Summary- rationale for the Project 2
1.2 funding and sources 3
1.3 constraints 3
1.4 dependencies 3
1.5 ASSUMPTIONS 4
1.6 Initial Project Risks Identified 4
2.0 Project Authority and Organizational Structure 6
2.1 Stakeholders 6
2.2 Project Governance Structure 7
2.2.1 Describe the organizational structure – Org Chart 7
2.2.2 Describe the role and members of the project steering committee 7
2.2.3 Organizational Boundaries, interfaces and responsibilities 8
2.3 Executive Reporting 8
3.0 Scope 9
3.1 Project Objectives 9
3.1.1 Business Objectives 9
3.1.2 Technical Objectives 10
3.2 Project exclusions 10
3.3 Critical Success Factors 10
4.0 Project Deliverables and methodology 12
4.1 Project Management Life Cycle 12
4.1.1 Project Management Deliverables 14
4.1.2 Deliverable Approval Authority Designations 19
4.1.3 Deliverable Acceptance Procedure 20
4.2 PRODUCT LIFE CYCLE 20
4.2.1 Technical Strategy 21
4.2.2 Product and Product Development Deliverables 22
4.2.3 Deliverable Approval Authority Designations 22
4.2.4 Deliverable Acceptance Procedure 23
5.0 Project Work 24
5.1 Work Breakdown Structure (WBS) 24
5.2 Schedule allocation -Project Timeline 24
5.3 Project Budget 25
5.4 Project Team 26
5.4.1 Project Team Organizational Structure 26
5.4.2 Project Team Roles and Responsibilities 26
5.5 STAFF PLANNING AND Resource ACQUISITION 28
5.5.1 Project Staff 28
5.6 PROJECT LOGISTICS 29
5.6.1 Project Team Training 30
6.0 Project Management and Controls 31
6.1 Risk and issue Management 31
6.1.1 Risk Management Strategy 31
6.1.2 Project Risk Identification 31
6.1.3 Project Risk Mitigation Approach 31
6.1.4 Risk Reporting and Escalation Strategy 31
6.1.5 Project Risk Tracking Approach 31
6.1.6 ISSUE MANAGEMENT 32
6.2 INDEPENDENT Verification And Validation - Iv&V 33
6.3 Scope Management Plan 33
6.3.1 Change Control 33
6.4 Project Budget Management 33
6.5 Communication Plan 33
6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS) 34
6.7 QUALITY OBJECTIVES AND CONTROL 34
6.7.1 Quality Standards 35
6.7.2 Project and Product Review AND ASSESSMENTS 35
6.7.3 Agency/Customer Satisfaction 35
6.7.4 PRODUCT DELIVERABLE ACCEPTANCE PROCESS 36
6.8 CONFIGURATION MANAGEMENT 36
6.8.2 Project Repository (Project Library) 36
6.9 PROCUREMENT MANAGEMENT PLAN 36
7.0 Project Close 37
7.1 Administrative Close 37
7.2 Contract Close 37
Revision History
Revision Number / Date / Comment0.1 / November 3, 2014 / Original Draft
0.2 / November 6, 2014 / Review and revised
0.3 / November 12, 2014 / Review and revised
0.4 / November 20, 2014 / Reviewed and modified per DoIT e-review
1.0 / November 22, 2014 / Final version
About This Document
This document is developed based on the State of New Mexico Department of Information Technology (DoIT) template for a Project Management Plan (PMP) - Revision: 1.0, July 27, 2007; a careful review of the template ensured all intended components are included. The document includes all of the industry-accepted guidelines to plan, execute, control, and close a project.
The PMP is set up so that the body of the document continues to serve the needs of any future NMDOT Outdoor Advertising Database project with minimal modification, while the Appendices contain the dynamic components of the project plan that must be continually updated and managed, for example the project schedule and the budget. The document is being referred to as the “Outdoor Advertising Control System (OACS) Software - Database System Integrated with the Outdoor Advertising Sign Inventory and Data Collection Service” Project Management Plan.
The Delasoft, Inc. Outdoor Advertising Control System (OACS) Software is a comprehensive web based modular system that will provide a consistent process to NMDOT for: managing Permits for Outdoor Advertising signs, including Inventory Management, Work flow management, Permit Inspections, Violations, GIS Mapping, standard and ad-hoc reporting, and generation of Memo of Charge documents related to annual permit renewal billing. The OACS has a flexible architecture, allowing for continuing improvements and enhancements. The OACS supports smartphones and tablets for mobility usage in the field. The final version of the OACS system will constitute a comprehensive outdoor advertising permit and sign inventory database for NMDOT. Moving Ahead for Progress in the 21st Century (MAP-21) is the current federal transportation legislation. MAP-21 added additional highway routes/roadways that currently are required to come under Highway Beautification Act jurisdiction for control of outdoor advertising, which previous to MAP-21 were not subject to control of outdoor advertising. In New Mexico, MAP-21 added approximately 884 additional lane miles that currently have become subject to control of outdoor advertising. NMDOT is required to conduct initial and then subsequent regular inspections and sign inventories along the referenced additional highway routes/roadways in order to ensure compliance with the requirement to maintain effective control of outdoor advertising. The Delasoft, Inc. Outdoor Advertising Control System (OACS) Software - Database System integrated with the Outdoor Advertising Sign Inventory and Data Collection Service is considered vital to the New Mexico Department of Transportation meeting the referenced specific MAP-21 requirements, in addition to meeting the FHWA recommendation that NMDOT update its database system and conduct regular inspections and sign inventories of the highway routes/roadways subject to Highway Beautification Act control.
Revision: 0.0 DoIT-PMO-TEM-020 i of vi
Project Management Plan - Outdoor Advertising Control System (OACS)
1.0 Project Overview
The New Mexico Department of Transportation (NMDOT) is the agency required to enforce the N.M. Highway Beautification Act (NMSA 1978, §§ 67-12-1 to 67-12-15) and the NMDOT Outdoor Advertising Requirements (NMAC 18.21.5) along Highway Beautification Act controlled highways in New Mexico. Pursuant to an Agreement entered into on 11-18-1971 with the Federal government, NMDOT is required to provide and maintain effective control of outdoor advertising along the Highway Beautification Act controlled highways in New Mexico.
NMDOT enforces control of outdoor advertising along approximately 11,500 highway lane miles of Highway Beautification Act controlled highways in New Mexico. Additionally, NMDOT manages approximately 5,590 NMDOT Outdoor Advertising Permits and approximately 3,850 corresponding outdoor advertising sign structures.
NMDOT currently utilizes an inadequate/inefficient outdoor advertising database system in Excel spreadsheet format, which has impacted the NMDOT ability to provide and maintain effective control of outdoor advertising. NMDOT has identified a modern web-based modular outdoor advertising specific database system (Delasoft, Inc. - Outdoor Advertising Control System (OACS) Software - Database System) that will provide to NMDOT a consistent database process for managing permits for outdoor advertising signs, including inventory management, work flow management, permit inspections, violation management, GIS mapping, standard and ad-hoc reporting, and generation of NMDOT Memo of Charge documents related to annual permit renewal billing. The referenced database system will assist NMDOT to provide and maintain effective control of outdoor advertising, and therefore meet Federal and State outdoor advertising control requirements.
Additionally, integrated with the database system solution project is the Delasoft, Inc. Outdoor Advertising Sign Inventory and Data Collection Service project. FHWA recommended that NMDOT must conduct regular inspections and sign inventories of the highway routes/roadways subject to Highway Beautification Act control, whereby such inspections and sign inventories should be conducted in intervals of sufficient regularity in order to ensure compliance with the requirement to maintain effective control of outdoor advertising. Additionally, MAP-21 added additional highway routes/roadways that currently are required to come under Highway Beautification Act jurisdiction for control of outdoor advertising, which previous to MAP-21 were not subject to control of outdoor advertising. In New Mexico, MAP-21 added approximately 884 additional lane miles that currently have become subject to control of outdoor advertising. NMDOT is required to conduct initial and then subsequent regular inspections and sign inventories along the referenced additional highway routes/roadways in order to ensure compliance with the requirement to maintain effective control of outdoor advertising. The NMDOT Outdoor Advertising Program currently does not have the required FTE positions necessary to conduct the recommended inspections and sign inventories on an annual basis, or to conduct initial and then subsequent regular inspections and sign inventories along the referenced additional MAP-21 highway routes/roadways now subject to control of outdoor advertising. NMDOT will be able to meet the FHWA recommendation and the MAP-21 requirement by utilizing the Delasoft, Inc. Outdoor Advertising Sign Inventory and Data Collection Service.
1.1 Executive Summary- rationale for the Project
Pursuant to a formal Program Review of the New Mexico Department of Transportation (NMDOT) Outdoor Advertising Program (ODA) conducted by the Federal Highway Administration (FHWA) during November 2011 and finalized in April 2014, the FHWA observed that NMDOT currently utilizes an inadequate/inefficient Outdoor Advertising Database system. FHWA recommended that NMDOT must update its Outdoor Advertising Database system in order to ensure compliance with the requirement to maintain effective control of outdoor advertising per 23 U.S.C. 131 (federal Highway Beautification Act). FHWA recommended that NMDOT could integrate current GPS/GIS technologies in addition to a new, current statewide inventory of all outdoor advertising signs into the updated Outdoor Advertising Database system. Additionally pursuant to the referenced formal Program Review, FHWA recommended that NMDOT must conduct regular inspections and sign inventories of the highway routes/roadways subject to Highway Beautification Act control, whereby such inspections and sign inventories should be conducted in intervals of sufficient regularity to adequately determine effective control of outdoor advertising, in order to ensure compliance with the requirement to maintain effective control of outdoor advertising per 23 CFR 750.705 (Highway Beautification–Outdoor Advertising Control-Effective Control). FHWA recommended that NMDOT conduct such inspections and sign inventories on an annual basis. Additionally, MAP-21 added additional highway routes/roadways that currently are required to come under Highway Beautification Act jurisdiction for control of outdoor advertising, which previous to MAP-21 were not subject to control of outdoor advertising. In New Mexico, MAP-21 added approximately 884 additional lane miles that currently have become subject to control of outdoor advertising. NMDOT is required to conduct initial and then subsequent regular inspections and sign inventories along the referenced additional highway routes/roadways in order to ensure compliance with the requirement to maintain effective control of outdoor advertising. The NMDOT Outdoor Advertising Program currently does not have the required FTE positions necessary to conduct the recommended inspections and sign inventories on an annual basis, or to conduct initial and then subsequent regular inspections and sign inventories along the referenced additional MAP-21 highway routes/roadways now subject to control of outdoor advertising.
The above referenced Delasoft, Inc. - Outdoor Advertising Control System (OACS) Software - Database System and the referenced Delasoft, Inc. Outdoor Advertising Sign Inventory and Data Collection Service will assist NMDOT to provide and maintain effective control of outdoor advertising, and therefore meet Federal and State outdoor advertising control requirements.
The failure of NMDOT to provide and maintain effective control of outdoor advertising, as determined by FHWA, which oversees outdoor advertising control oversight over NMDOT, could result in a substantial penalty, pursuant to 23 U.S.C 131 (b). The penalty for not providing and maintaining effective control of outdoor advertising, or for noncompliance, is a 10 percent reduction of the State's annual Federal-aid highway apportionment. That 10 percent penalty would equate to a loss of approximately $35 million in federal highway funds for the State of New Mexico.
1.2 funding and sources
Source / Amount / Associated restrictions / Approvers /Contract Maintenance Funds / $190,000.00
Outdooor Advertising Control System (OACS) / N/A / Rick Padilla
Contract Maintenance Funds / $319,881.00
Outdoor Advertising Sign Inventory & Data Collection / N/A / Rick Padilla
Contract Maintenance Funds / $40,660.00
Independent Verification & Validation (IV&V) / N/A / Rick Padilla
total: $550,541.00
1.3 constraints
Number / Description /1. / FHWA Recommendations/Requirements and MAP-21 Requirements
1.4 dependencies
Types include the following and should be associated with each dependency listed.
· 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 / Vendor on-going software support / m
2 / NMDOT business process / m
3 / System sized to scale to meet NMDOT demands / m
4 / Department of information technology project oversight committee approval of project certification phases to support on-going effort / m
5 / Infrastructure scalability / m
6 / Contract approval and purchase of software and maintenance / e
7 / Funding for software maintenance, implementation and ongoing support of system / m
8 / Data conversion and integration / D
9 / Maintain operating standards maintenance standards manual / m
1.5 ASSUMPTIONS
Number / Description /1 / Vendor will honor contractual obligations
2 / Adequate budget is available
3 / Adequate staffing levels with proper skill sets necessary to ensure the system will perform at level expected.
4 / Staff is trained properly on the operation of the system to ensure continued success of the program.
5 / Vendor will continue to support software and release upgrades/patches on a regular basis.
6 / Business requirements will have minimal change over the life cycle of the project.
1.6 Initial Project Risks Identified
Staff Turnover / Probability Very Low / Impact LowMitigation Strategy: Hire and train new NMDOT employees
Contingency Plan: Hire a third party contractor to complete the work
Contractor has Limited Number of Software Implementations / Probability High / Impact Medium
Mitigation Strategy: Negotiation of DoIT project management
Contingency Plan: Hire new contractor to complete the project
Contractor Resources / Probability Low / Impact Medium
Mitigation Strategy: Contractor to add additional resources to the project
Contingency Plan: Contractor to hire additional staff to complete the project
2.0 Project Authority and Organizational Structure
2.1 Stakeholders
name / Stake in Project / Organization / Title /Tom Church / Cabinet Secretary / NMDOT / Cabinet Secretary
Ernest Archuleta / Executive Sponsor / NMDOT / Operations Support Division Director
Rick Padilla / Budget / NMDOT / State Maintenance Bureau Chief
Michael A. Otero / Business Owner (BO) Project Manager / NMDOT / NMDOT Outdoor Advertising Program Manager
Eric Roybal / IT CIO / NMDOT / Chief Information Officer
Genevieve Grant / Information Technology (IT) Project Manager / NMDOT / IT Project Manager
2.2 Project Governance Structure
2.2.1 Describe the organizational structure – Org Chart
2.2.2 Describe the role and members of the project steering committee
ROLE / RESPONSIBILITY / NAME / FUNCTIONAL AREA /Bureau Chief / Oversight of project / Rick Padilla / state maintenance bureau
CIO / project certificaton / eric roybal / Information Technology (it)
BO project manager / oversight of project deliverables / Michael Otero / Outdoor Advertising PRogram
IT Project Manager / oversight of IT project deliverables / Genevieve Grant / Information Technology
user testing / develop user acceptance testing / Michael Otero Subject Matter Expert (SME) anD oda pROGRAM STAFF / Outdoor Advertising PRogram
2.2.3 Organizational Boundaries, interfaces and responsibilities
The Outdoor Advertising Control System (OACS) Software - Database System component and the Outdoor Advertising Sign Inventory and Data Collection Service component will be used solely by NMDOT Outdoor Advertising Program staff.