SHARE Special ProjectsInitiation, Planning and Implementation

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

Project Governance

SHARE Special Project Name

/ DoIT SHARE Receivables
Date / August 17, 2012
Facilitating Agency / SHARE - DoIT
Requesting Agency / DoIT
Other Agencies

Requesting Agency Executive Sponsor

/ Charles Martinez, DoIT CFO
Requesting Agency Head / Darryl Ackley, DoIT Secretary
Requesting Agency CIO/IT Lead / Darryl Ackley, 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

ASHARE Special Projectmay 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)
SHARE Accounts Receivable functionality will be implemented for DoIT in the SHARE environment and provide system generated reports for the financial management and tracking of the Department’s Receivables. This will enable DoIT to move away from the GEAC
System, which is currently being used to manage AR. Cash receipts will be posted directly in AR; eliminating suspense processing. The project will define an interface that will created from Tivoli, the future DoIT Billing System, to SHARE Accounts Receivable.
The project objectives are to take advantage of available SHARE AR functionality, eliminate limited functionality of legacy software, eliminate manual processing and potential inaccuracies the result in broken audit trails. SHARE AR will provide improved reporting and analysis.
Planned Start Date / September 1, 2012 / Planned End Date / Dec. 7, 2012
Requested amount this Certification / $165,000.00 / Remaining Appropriation not Certified, if any / $0.00

Certification History (Include any previous project or phase certifications)

Date
/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
Aug. 22, 2012 / $165,000.00 / Doit (Laws 2012, HB 2, Chapter 19, Section 4, pg. 52)
P-code 784 Equipment Replacement Fund

Appropriation History

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

Fiscal Year
/ Amount / Funding Source
FY13 / $165,000.00 / Doit (Laws 2012, HB 2, Chapter 19, Section 4, pg. 52)
P-code 784 Equipment Replacement Fund
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. / $30,000.00 / Sept, 15, 2012 / Initiation
Completion of Project Management Plan and Project Schedule. Define requirements, fit-gap, and business processes. Functional and technical design. / $65,000.00 / Oct. 5, 2012 / Planning
Configuration/reports. Develop & test interface program. Unit and integration testing. Training. Convert GEAC. UAT and regression testing. / $60,000.00 / Nov 30, 2012 / Implementation
DoIT Closure Report andLessons Learned Post Mortem. / $10,000.00 / Dec 7, 2012 / Closeout
Total / $165,000.00
Budget
Comments:
Description
/

FY12 & Prior

/ FY13 / FY14 / FY15
Staff - Internal
Consulting Services / Deloitte Project Management and AR Consultant / $165,000.00
Hardware
Software
Total / $165,000.00

Independent Verification & Validation Option

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

Independent Verification & Validation DetailsStatus

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

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