SHARE Special Projects Initiation, Planning and Implementation

SHARE Special Projects Initiation, Planning and Implementation

Request for Certification and Release of Funds to Implement a Project Under SHARE

Project Governance

SHARE Special Project Name

/ CYFD SHARE Receivables
Date / October 31, 2012
Facilitating Agency / SHARE - DoIT
Requesting Agency / CYFD
Other Agencies / N/A

Requesting Agency Executive Sponsor

/ Renada Peery-Galon, ASD Director/CFO
Requesting Agency Head / Yolanda Berumen-Deines, Secretary
Requesting Agency CIO/IT Lead / Damien Aragon, CIO
Requesting Agency Project Manager / TBD
SHARE Special Project Manager / John Prihoda

SHARE Special Projects

A SHARE Special Project (SSP) is a project performed under the auspices of the SHARE organization in the Department of Information Technology (DoIT) at the request of, and in cooperation with, the Requesting Agency(s) or other stakeholders. DoIT is the Facilitating Agency on a SHARE Special Project.

SHARE is the Statewide Human resources, Accounting and management REporting system, a Commercial Of the Shelf (COTS) PeopleSoft Enterprise Resource and Planning (ERP) system the state purchased and implemented. A SHARE Special Project may be deemed lower risk than typical custom developed systems or new systems implementations as the SHARE systems infrastructure, including all hardware and systems and application software, are already implemented, and are maintained and enhanced under DoIT oversight including the Project Certification Committee (PCC) and the Technical Architecture Review Committee (TARC).

SHARE Special Projects enhance an agency’s participation in the SHARE system by extending additional capabilities to the agency(s), or by making necessary configuration and code changes to SHARE, to better meet the agency’s needs. SHARE Special Projects leverage the SHARE infrastructure and do not require additional hardware or system software.

Other factors reducing the risk associated most with SHARE Special Projects include the following provided by the SHARE organization:

Guidance in estimating, budgeting and other processes required to successfully implement a SHARE Special Project
SHARE cooperation and assistance in associated funding and appropriations requests
Assistance in preparing for and obtaining all necessary approvals from DoIT and DFA including any associated PCC and TARC meetings
Guidance in identifying, selecting, negotiating and contracting optimal vendor services, when required, following all state, DoIT, DFA and Procurement policies and codes
Vendor contracts are with SHARE directly and are based on the approved DoIT SHARE contract templates and Terms and Conditions
Project Guidance including Project Management assistance and oversight by SHARE for the full project lifecycle.
Assistance in evaluating the quality and acceptance of vendor deliverables
Assistance with Vendor Relations and Contract Management over the full project lifecycle
Full involvement and support from the SHARE organization to ensure proper integration of project required changes in SHARE
Assistance with all project testing, including appropriate regression testing, to ensure the implementation meets requirements and does not negatively impact the rest of the SHARE systems
SHARE provides change control processes and migration quality gates to ensure the reliability and data integrity of the SHARE systems.
SHARE provides dedicated environments as necessary to ensure an optimal low risk implementation

A SHARE Special Project may warrant an abbreviated process whereby funds for the project may be certified in a two gate PCC process beginning with a combined Initiation & Planning gate, and then the Implementation gate. The outcome of the completed project will of course be presented to the PCC in the standard Closeout gate.

As a SHARE Special Project implemented under the auspices and oversight of the SHARE organization and DoIT, the PCC may consider an exception to the requirement to contract external Independent Verification & Validation (IV&V). The project may require external IV&V should the project deviate from the planned schedule and cost. Exceptions will be evaluated based on budget, schedule, risk and other extenuating factors.

As a SHARE Special Project the status of this project will be presented to the PCC quarterly, included in the regular quarterly SHARE status reporting to the PCC. For larger SHARE Special Projects, or where a project has deviated from the planned schedule and cost, or where significant risks or other circumstances warrant, the PCC may request additional, more frequent and/or different status reporting.

Project Abstract
(Provide a brief description and purpose for this project)
The PeopleSoft Accounts Receivable Module was installed as part of the original SHARE implementation. However, it is only being utilized by a small group of state agencies. This project will expand the use of Accounts Receivable for the Children, Youth, and Families Department. Currently, CYFD uses the Joint Accounting System (JAS) instead of the SHARE Accounts Receivable Module to account for overpayments made to foster care and childcare providers. JAS is a legacy system that is no longer supported and there are concerns regarding how long the system can remain functional. The current SHARE Accounts Receivable Module does not allow CYFD to set-up the foster care and child care providers. CYFD is unable to enter providers as customers in SHARE. These foster and childcare providers are paid to provide care for CYFD clients (children). SHARE is not currently set up to account for multiple clients (children) that are often attached to one provider.
The objective of this implementation effort of the Accounts Receivable Module for CYFD will be to focus on implementing basic functionality needed to the receivables process regarding recording and maintaining payments, managing open receivables with customers through statements, dunning letters and invoices. It is anticipated that the implementation will be a “vanilla” implementation. CYFD’s objectives for the Accounts Receivable implementation will focus on:

Creating integration with the CYFD FACTS System
Creating Accounts Receivable Reports
Providing knowledge transfer to the State’s functional and technical support teams on Accounts Receivable configuration and functionality
Training of CYFD staff
Validation and updating the Accounts Receivable Cookbook

Planned Start Date / Nov. 15, 2012 / Planned End Date / Dec. 31, 2013
Requested amount this Certification / $150,000.00 / Remaining Appropriation not Certified, if any / $155,000.00

Certification History (Include any previous project or phase certifications)

Date

/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
10/31/12 / $150,000.00 / Laws of 2012, Chapter 19, Section 4 (House Bill 2 General Appropriations Act)

Appropriation History

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

Fiscal Year

/ Amount / Funding Source
FY13 / $150,000.00 / Laws of 2012, Chapter 19, Section 4 (House Bill 2 General Appropriations Act)
Proposed Major Deliverable Schedule &
Performance Measure

Major Project Deliverable and Performance Measure

/ Budget /

Due Date

Project Phase

Define Business Requirements. Determine project goals and deliverables, Begin development of Project Management Plan. Perform software functionality assessment. Prepare and conduct workshops. / $0.00 / Jan. 31, 2013 / Initiation
Completion of Project Management Plan and Project Schedule. Define requirements, fit-gap, and business processes. Functional and technical design. / $82,852.76 / Jan. 31, 2013 / Planning
Configuration/reports. Develop & test interface programs. Unit testing. / $64,441.04 / Mar.31, 2013 / Implementation
Training. Convert JAS. UAT and regression testing. DoIT Closure Report and Lessons Learned Post Mortem. / $153,905.11 / TBD / Implementation and Closeout
Total / $301,198.91
Budget
Comments:

Description

FY12 & Prior

/ FY13 / FY14 / FY15

Staff - Internal

Consulting Services / Deloitte Project Management and AR Consultant / $301,198.91
Hardware
Software
Contingency / $3,801.09
Total / $305,000.00

Independent Verification & Validation Option

X This SHARE Special Project requests an exception to use DoIT and SHARE oversight in lieu of expending funds on an external IV&V vendor.
This SHARE Special Project will contract for external IV&V.

Independent Verification & Validation Details & Status

Significant Risks and Mitigation Strategy

Risk 1: Reliance on outsourced resources to accomplish project goals

Mitigation 1: All critical tasks assigned to state personnel. Closely monitor and manage outside contractor teams. Monitor costs closely.

Risk 2: Staff resource availability

Mitigation 2: Hiring of additional support staff

Risk 3: Maintaining project focus as a priority

Mitigation 3: Limit configuration of expanded functionality to only those enhancements

Risk 4: Additional Funding Requested for FY14 to complete project is not approved

Mitigation 4: Agency will need to utilize other general fund money

Interoperability

(If applicable, describe how this project interfaces with existing systems/Applications Outside of standard SHARE interoperability)

SHARE has been designed for interoperability with State agency legacy applications
Transition to Operations
(IF the project involves operations not covered by SHARE, describe agency plans to migrate Non-SHARE Special Project solutions to production. include plans to fund and maintain Non-SHARE portions of the project after deployment. )
This project will follow the standard SHARE migration standards (Development to Test to Quality Assurance to Production). The migration standards require regular reviews and sign-off procedures and have been used in all upgrades and enhancements to SHARE.
There are no additional funds required to maintain this project once it is in production.

Required Supporting Project Documentation

X The SHARE Special Project Charter
X The SHARE Special Project Management Plan

Revision: 2012-08-17 All Certified Projects Must Follow NM State Policies and Procurement CodePage 1