Project Planning

Request for Certification and Release of Funds Form

All Certified Projects Must Follow NM State Policies and Procurement Code

Project Name

/ Driver Reengineering
Project Number / Date / 10/21/09
Lead Agency / TRD / Agency Code / 333
Other Agencies / Project Phase / Planning

Executive Sponsor

/ Michael Sandoval
Project Manager / Lee Baca
Agency Head / Rick Homans
Agency CIO/IT LEAD / Joel Matek
Project Description (Provide a brief description and purpose for this project)
MVD is operating a series of hybrid mainframe/Web application systems that are outdated and difficult to maintain as the tools, operating systems, and languages date back to the 1970s and 1980s. A complicated process extracts data from all 90 individual field offices, performs required batch processing in the mainframe environment and relevant data is then replicated back to SQL Server for the next day’s processing. Connectivity issues and other events produce times when the data is out of synch causing errors and delaying customer transactions.
Business rules are often hard coded in the application code for the MVD systems. When business requirements change, it is often difficult to identify the specific code that must be modified because the code is scattered through multiple systems in multiple architectures. Qualified maintenance programmers with this expertise are scarce. Security is inadequate, and there are not appropriate audit trails to track user access.
In the fall of 2005, IBM completed a needs assessment of the business practices and the technical infrastructure utilized by MVD. They characterized the MVD system as among the worst in the country, and recommended (among other things) replacing the drivers’ services application. Also the current system is not in compliance with Federal, State, and AAMVA requirements.
Many states are moving to a customer-centric model for driver license, vehicle titling and registration systems, and financial (POS) systems. In this model, each person (e.g. person, company) has a customer record. Driver license, vehicle title and registration, and payment records all relate to the appropriate customer record. This linking of the various records provides significant benefits to our customers, to our employees, and to users such as the law enforcement community. This model is our vision for the state of New Mexico.
Purchase of a Commercial-off-the-shelf (COTS) driver system will result in a more efficient, productive system that would improve service delivery to MVD customers while increasing reliability, security, and maintainability. This new system would be designed to meet current and future needs, including appropriate audit trails and security features. The COTS system would be something that is already proven to be successful for driver services in other states.
Driver services are not exclusively used by MVD, but data is shared with numerous other agencies. Data sharing helps improve public safety by allowing agencies like the Department of Public Safety (DPS), the Federal Bureau of Investigation (FBI), and the Transportation Security Administration (TSA) to obtain information on a real-time basis. Data is used by Human Services – Child Support Enforcement, by the Federal Motor Carrier Safety Administration (FMCSA), by other States, and by the Courts – just to name some of the current interfaces with MVD systems.
Initiation phase resulted in developing Request for Proposals (RFP) requirements for the Driver/Vehicle MVD System; and then developing and issuing the RFP. Proposals are due from the vendors on October 28, 2009. RFP award and contract negotiations are scheduled for January 2010 completion. Significant data clean-up activities in preparation for data migration to the new system were performed. Data cleanup activities are anticipated to be completed in December 2009, with approximately 90% of driver records and 80% of vehicle records already done, and citation work is in progress.
Planned Start Date / 12/1/2008 / Planned End Date / 4/29/2011
Amount Requested this Certification / $300,000
Amount Previously Certified / $400,000
Remaining Appropriation not Certified / $3,420,000
Total Appropriated Amount (include any new funds) / $4,120,000

Certification History (Include any previous project or phase certifications)

Date
/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
11/10/2008 / $400,000 / Laws of 2008: Chapter 3, Section 7, Item 5
Proposed Certification Schedule for Current Fiscal Year (agency to complete for all phases)
Phases / Amount Requested /

Major Deliverable(s) / Performance Measure(s)

/

Due Dates

Initiation:
/ $400,000 / Develop RFP Requirements for Driver/Vehicle MVD System; Develop RFP; Issue RFP; Award RFP; Data Clean-up Activities in Preparation for Data Migration / 12/31/09
Planning:
/ $300,000 / Hire Project Manager, IV&V and IT Developer contractors / 1/19/10
Implementation: / $3,420,000 / Award MVD Driver COTS contract; Purchase Hardware and Software; Data Migration; Implement MVD Driver System / 4/29/11
Closeout: / $0 / Closeout / 5/31/11

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

Fiscal Year
/ Amount / Funding Source(s)
FY09 / $4.12 M / Laws of 2008; Chapter 3, Section 7, Item 5
Budget
Comments: Budget is estimated only, and will not be determined until after RFP award.
Description
/

FY07 & Prior

/ FY08 / FY09 / FY10 / FY11
Staff - Internal
/ IT/MVD overtime / $60,000 / $250,000
Consulting Services / RFP Vendor, PM, IV&V, COTS Vendor / $400,000 / $705,333 / $1,410,667
Hardware / Application & Database Servers / $25,000 / $125,000
Software / Driver COTS Software & SQL Server 2008 licenses / $1,024,000 / $120,000
Total / $400,000 / $1,814,333 / $1,905,667

IT System Analysis

Until the RFP is awarded, we will not know for certain what the specific hardware requirements for this project will be. There will probably be minimal new hardware required for MVD Field Offices, since the Point of Sale project calls for the replacement of PCs and monitors at MVD field office locations; and it will be rolled out before Driver.
Any required servers for MVD Driver System will be located within the DoIT Data center in TRD racks, and will be administered by TRD staff. At this time an exact hardware configuration is not known.
Network demand is expected to be consistent with the current MVD load since all MVD transactions are already using the web-based MVD 2.0 application already.
Mainframe processing will be decreased as the new Driver system is expected to be a client-server-based system. Once the entire MVD system is off of the mainframe, then TRD’s mainframe processing requirements will be limited to ONGARD processing only.
Any impact will be coordinated with appropriate DoIT staff as decisions are completed. Secretary Mackey (previous TRD CIO who led all preliminary MVD Driver planning) and Mike Baca are currently aware of our plans for MVD Driver.

business Continuity Strategy

TRD currently runs full database backups nightly. Once each week, full backups are stored to tape for one month. This project will also follow these practices and be added to TRD’s disaster recovery plan. All production MVD components are housed at the DoIT data center.
Additional plans for disaster recovery and business continuity are based on our FY10 funding request to setup a business continuity center offsite outside Santa Fe.

Security Strategy (Application and Data Security Process, Plan, or Standard)

TRD security strategy involves continuing our recent security and network improvements in separating our network into a series of subnets; hardening servers, desktop and laptop computers; removal of Private MVD agents outside our internal TRD network; and numerous other improvements. Purchase of a MVD Driver COTS system is expected to have additional information and features available that will improve security beyond current capabilities.

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

IV&V functionality will be incorporated throughout the implementation of this project. TRD will execute a contract with a vendor from the Statewide Price Agreement prior to implementation.

Significant Risks and Mitigation Strategy

Risk 1: TRD inexperience with MVD Driver solutions; specifically lack of existing business knowledge of methodology and standards of Motor Vehicle Driver solutions

Mitigation 1: TRD staff has been and will continue to research MVD Driver solutions, in order to understand, translate and integrate field/front office business requirements.

Risk 2: TRD resource availability

Mitigation 2: Ensure senior management and stakeholders are involved and support the project. Evaluate use of contract staff to help ensure MVD activities continue at high level especially during project implementation phase.

Record Retention Policy (Describe the Agency’s records retention requirements for this project)

The TRD records retention plan is based on 1.18.333 NMAC, effective October 1, 2007. This plan details records retention and disposition schedules for the various record types used within TRD.

Maintenance Strategy (Describe how the agency plans to maintain this project after deployment)

Maintenance strategy will not be determined until a vendor is selected from RFP award. TRD anticipates relying heavily on the selected vendor for maintenance activities.

Interoperability (Describe how this project interfaces with existing systems/Applications within the agency)

The Driver Reengineering project includes the integration of a COTS Driver solution, which is proven and incorporates industry best practices, with the existing Central Issuance (CI), Point-Of-Sale (POS), and SHARE applications. The Driver Reengineering solution also includes a Distribution module and replaces the MVD 2.0 field office application to improve the efficiencies of the MVD clerks and to improve on the accuracy of the financial transactions.
The Driver Reengineering solution will replace the following systems:
1.  MVD 2.0 – legacy system utilized by MVD field office personnel to process transactions for MVD services and/or products;
2.  Financial Distribution system – legacy mainframe financial system, MVRO, that tracks MVD revenue and feeds a series of spreadsheets used by the Financial Distributions Bureau to track and distribute MVD revenue.
The Driver Reengineering solution will integrate with the following systems:
1.  Central Issuance (CI) – recently-implemented central issuance of driver licenses and identification cards at MVD field offices;
2.  Point-Of-Sale (POS) – project is currently underway to implement a cashiering system at the MVD field offices to streamline payment processing, introduce debit/credit card processing, improve efficiency of MVD personnel, increase accuracy of revenue distribution, and enhance security with improved audit trails and data integrity.
3.  SHARE – the state’s accounting system utilized to track bank deposits made at each MVD field office, and also to generate the revenue distribution transactions for beneficiaries of MVD fees.
4.  TRD Active Directory - the existing TRD Active Directory services to provide authentication for Driver users logging into the system.

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Revision: 2/14/08 Page 1