Request for Certification and Release of Funds Form s7

Project Initiation / Project Planning

Request for Certification and Release of Funds Form

All Certified Projects Must Follow NM State Policies and Procurement Code

Project Governance

Project Name

/ IntelliGrants Electronic Grants Management System (eGrants)
Date / September 17, 2014
Lead Agency / New Mexico Department of Transportation
Other Agencies / N/A

Executive Sponsor

/ Tom Church
Agency Head / Tom Church
Agency CIO/IT Lead / Eric Roybal/Bruce Oakeley
Project Managers / Dave Martinez, Kimberly Wildharber, and Genevieve Grant
Project Abstract (Provide a brief description and purpose for this project)
The New Mexico Department of Transportation (NMDOT) is committed to preventing injuries and saving lives by eliminating crashes on New Mexico public roadways. NMDOT funds the following traffic safety related enforcement, education and prevention programs: alcohol-impaired and drugged driving; seat belts and child restraints; aggressive driving and speeding; distracted and drowsy driving; motorcycle safety; young drivers; older drivers; pedestrians; bicycles; and underage drinking. NMDOT currently executes multiple grant agreements and our grantees submit paper applications, performance reports and claim reimbursements via the U.S. mail. With an estimated 400 projects each year, the amount of paper processing is quite significant and accounts for a large percentage of staff time to manage. NMDOT currently contracts with an outside vendor to assist us to develop grants, review claims, obtain, and compile data and reports required by our federal oversight agency, the National Highway Traffic Safety Administration (NHTSA).
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. Agate Software has worked with 17 highway safety offices, which has allowed them to develop an understanding of the unique needs and challenges faced by Highway Safety agencies. NMDOT has spoken with and received positive feedback from some of the states who purchased their systems from Agate Software. NMDOT has determined that the IntelliGrants system has the functionality to meet NHTSA requirements for collecting data to include grant applications, 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 and general program monitoring documentation. The scope of this project is to procure and implement 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. Several state highway safety offices, have implemented electronic reporting and electronic grants management systems.
The project scope will include the following: perpetual, non-exclusive license governed by the terms of the IntelliGrants license agreement for use by NMDOT; unlimited number of users; document designer; report builder module and dashboard; one standard product manual; and, document electronic designer module manual.
Staff from the Traffic Safety Division of the Department of Transportation and approximately 98 different law enforcement agencies statewide will utilize the System.
Planned Start Date / September 2014 / Planned End Date / September 2015
Amount Requested this Certification / $ 246,894
Amount Previously Certified / 0
Remaining Appropriation not Certified / $ 253,106
Total Appropriated Amount / $ 500,000

Certification History (Include any previous project or phase certifications and this request)

/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
(this request) / $172,530 / NMDOT Federal 164 Alcohol
(this request) / $65,442 / NMDOT Federal 402 Planning and Administration
(this request) / $8,923 / State Road Fund

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

Fiscal Year
/ Amount / Funding Source
FY15 / $349,400 / NMDOT Federal 164 Alcohol Funding
FY15 / $132,530 / NMDOT Federal 402 Planning and Administration
FY15 / $18,070 / State Road Fund
Proposed Major Deliverable Schedule and Performance Measure

Major Project Deliverable and Performance Measure

/ Budget /

Due Date


Project Phase

Independent Validation & Verification – Initial Assessment / $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
/ FY15 / FY16 / FY17 / FY18 &After
Consulting Services / Project Management, Project Documentation, IV&V, Software Configuration, UAT, Training / $285,088
Hardware / Servers & DR Storage / $20,000 / $20,000 / $20,000 / $20,000
Software / Purchase License Agreement / $140,000
Contingency / $54,912
Annual Support / $39,426 / $39,426 / $39,426
Total / $500,000 / $59,426 / $59,426 / $59,426

IT System Analysis (On this document, or as an attachment, provide a summary description of the technical architecture)

The consultant will provide configuration to conform to NMDOT’s reporting requirements. The Technical Architecture will be presented to the TARC for review and approval prior to requesting Implementation certification from the PCC.

Independent Verification & Validation (Include Status of IV & V Process)

The NMDOT will hire a consultant to perform IV&V.

Significant Risks and Mitigation Strategy

Risk 1: Delay in implementing a new maintenance management system will impact NMDOT’s ability to manage Traffic Safety Programs. NHTSA recommended NMDOT procure an electronic grants management system following our management review conducted in 2013.

Mitigation 1: Communicate project plan to Agate during kickoff meeting.

Interoperability (Describe If/how this project interfaces with existing systems/Applications)

The system will not interface with existing systems/applications however the NMDOT is exploring the possibility of adding a feature to export files encoded as Comma-Separated Values (CSV) for use by SHARE in a future phase.
Transition to Operations: (Describe agency plan to migrate project solution to production. include agency plans to fund and maintain this project after deployment. )
Once User Acceptance Testing (UAT) is completed, the IntelliGrants software will replace our paper system. Routine maintenance of the database will be ongoing and is anticipated to be less than the staff time to maintain our current paper system. The contract provides for annual support to include live help desk support, online web-based issue resolution tool, weekly pushes (if needed) for patches and bug fixes, support service packs/patches by third-party vendors in upgrading the web server or database server hardware/software on which he system is installed, and quarterly global updates.

Revision: 6/18/13 Page 4