Request for Certification and Release of Funds Form

Change in Scope

All Certified Projects Must Follow NM State Policies and Procurement Code

Initiation / Planning / Implementation / Closeout

Project Name

/ MVD – Infrastructure Improvements and Central Issuance
Project Number / MVD-2006-02 / Date / 12/05/07
Lead Agency / Taxation and Revenue Department / Agency Code / 333
Other Agencies

Executive Sponsor

/ Ken Ortiz
Project Manager / Esteban Hidalgo
Agency Head / Jan Goodwin
Agency CIO/IT LEAD / Marlin Mackey
Project Description (Provide a brief description and purpose for this project)
Comments: The Motor Vehicle Division (MVD) of the New Mexico Taxation & Revenue Department’s (TRD) goal for this effort is to correct serious network and security issues that have been identified in the department’s legacy Motor Vehicle Systems during the MVD Needs Assessment project.
The scope and current status of this project is to:
1) Establish Central Issuance Services to provide driver licenses and non-driver ID cards from a Shared Service Center: contract awarded camera station purchases completed and received, public relations campaign initiated, project planning ongoing. This effort requires a project manager to develop, update and maintain a master plan for the selection of an implementation vendor, contract development, technical planning, process development, license design, testing, field office training, and project rollout. The appropriation was not sufficient to incorporate all the desired security features and accommodate project management expenses.
2) Make necessary network and storage improvements: SAN upgrade and server migration completed, old SAN data erasure and decommission completed November 2007.
3) MVD Private Agent network migration (improve security and reduce costs): notifications completed, planning in progress, implementation scheduled to begin in July 2007.
4) Point of Sale analysis: currently reviewing options and alternatives.
5) Network Segmentation and Obsolete Equipment Replacement: 76 of 76 sites completed for Phase I, Planning for Phase II (Santa Fe campus) is underway, and estimate completion in April 2008.
6) MS Active Directory Implementation: working on contracts to provide security and data network analysis, design, and implementation services, target completion is May 2008.
7) Minimize MVD record errors that can impact customers: initial error analysis has been completed, errors were categorized and root causes are being investigated and corrected, as applicable. Errors are being reprocessed, reclassified, or archived, as appropriate.
The MVD infrastructure upgrade sub-project requires a project manager to develop, update and maintain plans for each area of the initiative. The MVD Infrastructure Upgrade project appropriation did not include sufficient funds to accommodate all project management expenses.
This certification request is for the modification of funding sources. The scope and total certification amount is not changed.
Planned Start Date / September 2006 / Planned End Date / June 2008

Justification for Change in Scope Certification (Include budget adjustment request; Business Value and/or program Results)

Comments: TRD has received approval to use $106,154 of federal grant funds from the commercial driver license fund (CDL) for the project. As such, we are requesting the addition of these funds to the certified project and a reduction of $106, 154 from the MVD operating budget as certified.
TRD has available funds from the Enhanced Driver License fund (EDL). As such, we are requesting the addition of $94,236 from EDL (total EDL $281,236) and a reduction of $94,236 from the certified MVD operating budget.
Total Appropriated Amount (include any new funds) / $6,587,390 / Amount Previously Certified / $6,587,390
Requested Amount this Certification / $0 / Remaining Appropriation not Certified / $0

Certification History (Include any previous project or phase certifications)

Date
/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
06/01/2006 / $205,000 / NM: Laws of 2006, Ch 109, Section 7, Item 4
09/06/2006 / $1,795,000
$ 789,000
$ 711,000 / NM: Laws of 2006, Ch 109, Section 7, Item 4
NM: SB 415, Laws of 2006, Ch 110, Section 2
TRD Operating Budget
07/03/2007 / $1,500,000
$1,200,000
$200,390
$187,000 / NM: Laws of 2006, Ch 109, Section 5, Item 13
NM: Laws of 2007, Ch 28, Section 5, Item 12
NM: Laws of 2007, Ch 28, Section 4, Subsection C (Op budget)
NM: Laws of 2007, Ch 28, Section 4, Subsection C (EDL)

Appropriation History (Include all Funding sources, e.g. Federal, State, County, Municipal laws or grants)

Fiscal Year
/ Amount / Funding Source(s)
2006
/ $750,000 / NM: Laws of 2005, Ch 33, Section 7, Subsection 3
Reauthorized in Laws of 2006, Ch 109, Section 7, Subsection 4
Reauthorized in Laws of 2007, Ch 28, Section 7, Subsection 6 [1]
2006
/ $1,500,000 / NM: Laws of 2006, Ch 109, Section 5, Item 13
2007 / $2,000,000 / NM: Laws of 2006, Ch 109, Section 7, Item 4
Reauthorized in Laws of 2007, Ch 28, Section 7, Subsection 6
2007 / $789,000 / NM: SB 415, Laws of 2006, Ch 110, Section 2
Reauthorized in Laws of 2007, Ch 28, Section 5, Subsection 12
2007 / $711,000 / NM: Laws of 2006, Ch 109, Section 4, Subsection C: TRD operating budget (actual was 408,000)
2008 / $1,200,000 / NM: Laws of 2007, Ch 28, Section 5, Item 12: TRD MVD Operating Budget – CI
2008 / $200,390
$0 / NM: Laws of 2007, Ch 28, Section 4, Subsection C: TRD MVD Operating Budget
2008 / $187,000
$281,236 / NM: Laws of 2007, Ch 28, Section 4, Subsection C : TRD MVD EDL fund
2008 / $106,154 / Laws of 2007, Chapter 28, Section 3, Item I; Section 6-3-23 (D) NMSA 1978; Section 9-1-5 (C) NMSA 1978 and the Federal Motor Carrier Safety Administration CDL Project No: CD04 (351) [Federal Grant]
Budget
Comments:
Description
/

FY07 & prior

/ FY08 / FY09 / FY010 / FY11
Staff - Internal
Consulting Services / Vendor Prof. Services / $400,000 / $4,955,390
Hardware / $970,000 / $262,000
Software
Total / $1,370,000 / $5,217,390

Independent Verification & Validation Approach (Include summary of the latest IV V report)

Comments: Independent Verification and Validation (IV&V) is a risk mitigation strategy designed to provide management with project oversight through an independent evaluation of a project’s product and process quality.
IV&V functionality will be incorporated throughout the project life cycle. TRD has an IV&V contract in place with a vendor from the Statewide Price Agreement (Productive Data Solutions, Inc.). TRD plans to either amend the current contract or execute a new contract with the same vendor before the current contract term ends to ensure IV&V will continue through the end of the project.

Impact of Scope Change (Include Significant Risks & Mitigation Strategy; Security, Consolidation & Maintenance Strategies; Records Retention; & Business Performance Measures)

Comments: No impact, other than use of different funding sources for project.
DOIT Certification Committee Recommendation
Comments:
State Chief Information Officer Approval

This is a controlled document, refer to the document control index for the latest revision

Revision: 1 Page 1

[1] This was certified under separate projects (MVD Needs Assessment and MVD Data Modeling), and TRD received DFA approval to use the $306,000 balance for this project.