Closeout

Request for Project Closeout Certification Form

All Certified Projects Must Follow NM State Policies and Procurement Code

1.  Project Governance /

Project Name

Project Short Name(s)

/ K-3 Formative Assessment
Date / 12/17/14
Lead Agency / Public Education Department
Other Agencies

Executive Sponsor

/ Leighann Lenti, Deputy Secretary of Policy & Programs, PED
Agency Head / Hanna Skandera, Secretary of Education, PED
Agency CIO/IT Lead / Michael A. Archibeque, CIO, PED
Program/Project Manager / Melinda Webster, Program Manager, Early Literacy Bureau
Lisa Hamilton, IT Project Manager, Data Quality & Analysis, PED
2.  Project Abstract
(Provide a brief description and purpose for this project.)
Early Literacy Interventions and Initiatives have been determined to be a priority for the state of New Mexico as evidenced by the inclusion of 8.3 million dollars in HB 2 for these initiatives. The K-3 Formative Assessment provided the critical data for monitoring student achievement in reading and assist teachers in guiding instruction to meet student needs.
3a. Scope Verification

Requirements Review

/ Yes / No /

Explanation/Notes

Were the project objectives (expected outcomes) accomplished? / X
Were all Deliverables submitted and accepted? / X
Did the IV&V vendor verify that all deliverables met the requirements? / X
Have all contracts been closed? / X
Have all final payments been made (i.e., invoices paid) / X
Have all project documents/records been appropriately stored for future reference? / X
Has adequate knowledge transfer been completed? / X
Major Deliverable Schedule and Performance Measures

Major Project Deliverable and Performance Measure

/ Budget /

Due Date

/

Project Phase

Year 1 / 7/1/12
K3 Formative RFP Development, Evaluation, and Contractor Selection / $0 / 8/22/12 / Planning
Initial, Planning, and Implementation Phase Certification / $0 / 8/22/12 / Initial, Planning, and Implementation
K3 Formative Contract / $0 / 10/24/12 / Implementation
Implementation Training - progress monitoring, and access to tools / $616,743 / 6/30/13 / Implementation
Onsite Principal Training, Site Visits, & Train-the-trainer / Included Above / 6/30/13 / Implementation
Implementation of K3 Assessments / $280,000 / 6/30/13 / Implementation
Benchmark data, progress monitoring assessments, and access to tools / Included Above / 6/30/13 / Implementation
Year 1 Completion: Status Reporting / Included Above / 6/30/13 / Implementation
Total / $896,743.00 / 6/30/13
Year 2 / 7/1/13 / Implementation
Implementation Training - progress monitoring, and access to tools / Included Above / 7/1/13
12/1/13
6/30/14 / Implementation
Onsite Principal Training, Site Visits, & Train-the-trainer / Included Above / 7/1/13-9/1/13 / Implementation
Implementation of K3 Assessments / Included Above / 7/1/13
12/1/13
6/30/14 / Implementation
Benchmark data, progress monitoring assessments, and access to tools / Included Above / 7/1/13
12/1/13
6/30/14 / Implementation
Year 2 Completion: Status Reporting / $1,885,976.00 / 6/30/14 / Implementation
Year 1 & Year 2 Total Cost / 2,782,719.00
Project Closeout –Transition to Operations / 7/1/14 / Closeout
4a. Certification History
Cert. Date / Cert. Amount / Funding Source(s) – Funding Total Amount
(Cite the specific laws, grants, etc. and total amount.)
August 14, 2012 / $885,000 / Laws 2012, Chapter 19, Section 4, Public Education Department Special Appropriation: (j) Early Reading Initiative
August 28, 2013 / $1,885,976 / Laws 2012, Chapter 19, Section 4, Public Education Department Special Appropriation: (j) Early Reading Initiative
December 12, 2014 (this request) / 0.00 / Closeout Report
4b. RFP / Contract History
(List all RFP’s and contracts issued for the project.)
List RFP and Contract
(Purpose and/or Description) / Contract
Number / Compensation
Amount or NA / %
Complete
IVV contract / 26,000.00 / 100
RFP – 2 Year Award, 2 Year Option to Renew / 4,800,000.00
Contracts - COTS Solution – Amplify Inc. / 2,782,719.00
5. Schedule and Budget
Planned Start Date / 9/1/2012 / September 1, 2012
Planned End Date / 6/30/2014 / 6/30/2014
Planned Cost: (Budget) / $4,800,000.00 / $2,808,719
§  Professional Services & Software / §  / 2,782,719.00
§  Hardware / 0 / §  Hardware / 0
§  Network / 0 / §  Network / 0
§  Other / 0 / §  IV&V / 26,000.00
§  / Contract Cost Savings / §  / 2,043,281.00
6a. Independent Verification & Validation

(Include summary of the last IVV Report or Risk Management Summary Report.)

Overall Status: Green
(6/30/14) The current status is Green. NM PED has contracted with Amplify (formerly dba, Wireless Generation) and is actively involved in day-to-day project activities. Progress is as follows: 345 schools across 86 Districts are participating in the K3 Formative Assessments. Twenty regional trainings were conducted and Amplify continues to provide training to teachers, principals and other administrative staff. PED has a two year contract with Amplify to provide these services and with the release of these funds, PED can continue this work.
6b. Lessons Learned
• Early stages of the project identified a need for more frequent communication between PED and vendor. Weekly teleconferences and monthly status meetings were established. Written Status reports were being conducted.
• A project steering committee was not identified. Absent a steering committee, project risks, issues, scope and schedule changes had no forum for review and approval.
7. Transition to Operations
Yes / No /

Explanation/Notes

Are there recurring maintenance/operational costs for the product/service? / X / Continued maintenance and support
Are there any recommended enhancements or updates? / X
Summary of agency plan to support project solution in production.
The K-3 Formative Assessment was procured as SaaS. Early Literacy staff will continue to work with the vendor toward implementation and expansion of the software statewide. Once the remaining 2 Year Options have been completed, PED will consider continuance of this service through maintenance and support contracts or RFP for 4 more years.
Summary of agency plans to fund the maintenance and Operations of this project.
The remaining 2 Year Options and being funded by: Laws 2014, Chapter 63, Section 4, Public Education Department, Special Appropriation, Section (i) Early Reading Initiative.

Revision: 6/18/13

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