Traffic Monitoring System Upgrade

Traffic Monitoring System Upgrade

Project Charter For Certification

Executive Sponsors – Tom Church, Cabinet Secretary and Tamara P. Haas P.E., Asset Management and Planning Division Director

Business Owner – Yolanda Duran, Chief Data Management Bureau

Project Managers – Sean Noonen, Staff Manager Traffic Monitoring Program and Joann Girard, IT Project Manager

Original Plan Date: March 4, 2016

Revision Date: September 12, 2016

Revision: N/A

About This Project Charter DOCUMENT

Permission to plan the project t and setting the governance structure

The Project Charter provides the project manager and project team with permission to proceed with the work of the project, within the scope delineated in this document. The Project Charter should be the outcome of a number of documents that went into the pre-planning for the project, and in many cases the agency IT Plan, Business Case for appropriations, Federal funding requests and the like.

Project sponsors sign the Project Charter signifying that they have agreed to the governance structure for guiding the direction for the further planning of the project, discovery and defining the requirements, acquiring necessary resources, and within that context the statement of work for any related contracts including a contract for the Independent Validation and Verification.

The Project Charter is also the foundation for the creation of the project management plan, and much of the thinking and writing for this charter will be immediately usable for that project management plan.

Project certification Initial phase documentation

The Project Charter is also used within the State of New Mexico IT Project Certification process as evidence of the project’s worthiness for the Initial Phase certification. The Initial Phase certification is especially critical to many state and agency projects because of its related release of the initial funds required for the project.

Initiation Phase funding is requested by an agency for use in developing project phases, developing Independent Verification and Validation (“IV&V”) plan and contract; address project review issues and/or to develop an overall project management plan. Note: Waiver of the IV&V requirement requires specific written approval by the Secretary of the DoIT.

DoIT “Project Certification” Memorandum July 2, 2007

The Project Charter and the Request for Certification Form are meant to provide a comprehensive picture of the project’s intention and initial planning, that includes the project’s place in the context of the State of New Mexico’s IT Strategic Plan, Enterprise Architecture, and DoIT project oversight process. See “IT Project Oversight Process” Memorandum July 5th 2007 on the OCIO-DoIT web site.

table of contents

About This Project Charter DOCUMENT

table of contents

1.project background

1.1Executive Summary -rationale for the project

1.2Summary of the foundation planning and documentation for the project

1.3 Project Certification Requirements

2.0 Justification, Objectives and impacts

2.1 Agency Justification

2.2 Business Objectives

2.3 Technical Objectives

2.4 Impact on Organization

2.5 Transition to Operations

3.0 Project/Product Scope of Work

3.1 Deliverables

3.1.1 Project Deliverables

3.1.2 Product Deliverables

3.2 Success and QUALITY METRICS

4.0 Schedule Estimate

5.0 Budget Estimate

5.1 Funding Source(s)

5.2. Budget By Major Deliverable or Type of expense –

Major Project Deliverable and Performance Measure

Budget

Est. Due Date

Project Phase

5.3 Budget By Project Phase or Certification Phase

6.0 Project Authority and Organizational Structure

6.1 STAKEHOLDERS

6.2 PROJECT GOVERNANCE PLAN

6.3 PROJECT MANAGER

6.3.1 PROJECT MANAGER CONTACT INFORMATION

6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES

6.5 Project management Methodology

7.0 Constraints

8.0 Dependencies

9.0 Assumptions

10.0 Significant Risks and Mitigation Strategy

11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING

12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V

13.0 Project Charter Agency Approval Signatures

14.0 Project Charter Certification Approval Signature

Revision History

1

Project Charter NMDOT Traffic Monitoring System Upgrade 1

1.project background

Traffic monitoring is performed to collect data that describes the use and performance of the roadway system. Traffic data from the State continues to be required to meet the reporting requirements of the Federal Highway Administration (FHWA) under United States Code of Federal Regulations (CFR) title 23, 420.105(b), which requires State to provide data that supports FHWA’s reporting responsibilities to Congress and to the public. Traffic data reported under this Federal regulation is submitted as part of the annual Highway Performance Monitoring System (HPMS) report from each State.

1.1Executive Summary -rationale for the project

The Data Management Bureau current traffic monitoring database systems is used to store, validate and report data collected by the NMDOT and local Metropolitan Planning Organizations MPO’s. This program was developed decades ago and is in need of replacement as the program is designed for systems no longer supported by the manufacturer or NMDOT Information Technologies. It also poses significant productivity issues for NMDOT staff as the system is outdated and requires obsolete operational systems and hardware. Staff is unable to process annual data in a timely manner. Additionally, when staff needs to update an incorrect traffic count, they must use DOS coding to remove the incorrect traffic count. The program, at times, does not recognize the DOS commands and does not remove the count. This results in erroneous counts that must be removed during the annual reporting process. Given the obsolescence and on-going productivity impacts, this replacement is required to meet FHWA reporting requirements and NMDOT requirements.

This new program will utilize a centralized relational database of traffic data that will be updated by staff weekly for short duration counts and daily for continuous count stations. Using a centralized database will allow traffic monitoring staff the ability to provide ad-hoc reporting via a web interface and improved reporting cycles as the data will be more accessible to the end user. The new traffic monitoring database system will also generate HPMS-relevant statistics and easily create submittals for the FHWA Travel Monitoring Analysis System (TMAS).

1.2Summary of the foundation planning and documentation for the project

The first phase of this project will be to implement a contract with the software company for the purchase and setup of the software selected.

The second phase of this project will be to migrate the previous TRADAS database into the new database and software that is selected.

The third phase of this project will be to train NMDOT personnel on the use/operation of the new software and procedures.

The fourth phase will be training on the creation of the HPMS report through the new software program.

1.3 Project Certification Requirements

Does the project fit into the criteria for certification? Which and how?

2.0 Justification, Objectives and impacts

The justification and objectives section relates the project to the purpose of the lead agency and describes the high level business and technical objectives for the project. The section also includes a high level review of the impact to the organization, and of the concerns for transition to operations.

2.1 Agency Justification

The NMDOT Data Management Bureau must conform to federal reporting requirements set forth by the FHWA. These requirements dictate that the NMDOT use a current software program to store, validate, error correct, report, and archive traffic data.

2.2 Business Objectives

Use the following table to list measurable business objectives

2.3 Technical Objectives

2.4 Impact on Organization

The impacts on the organization are areas that need to be addressed by the project through its planning process. They may not be internal project risks, but they can impact the success of the project’s implementation.

2.5 Transition to Operations

The transition to operations areas include items that are asked in the certification form to assure that the project has accounted or will account for these matters in its planning and requirements specifications.

3.0 Project/ProductScope of Work

In its efforts to move from the high level business objectives to the desired end product/service the project team will need to deliver specific documents or work products. The State of New Mexico Project Management Methodology distinguishes between the project and the product.

Project Deliverables relate to how we conduct the business of the project. Product Deliverables relate to how we define what the end result or product will be, and trace our stakeholder requirements through to product acceptance, and trace our end product features and attributes back to our initial requirements

3.1 Deliverables

3.1.1 Project Deliverables

This initial list of project deliverables are those called for by the IT Certification Process and Project Oversight memorandum, but does not exhaust the project deliverable documents

3.1.2 Product Deliverables

The product deliverable documents listed here are only used for illustration purposes

3.2Success and QUALITY METRICS

Metric are key to understanding the ability of the project to meet the end goals of the Executive Sponsor and the Business Owner, as well as the ability of the project team to stay within schedule and budget.

4.0 Schedule Estimate

This project will be undertaken over the next 8 months. Implementation of the software and integration of data is a first step of the project. The annual HPMS report is required to be submitted May of 2017 and the system will be wholly operational to create the report and submit on time.

A schedule will be developed with the vendor when the project scope is finalized. The anticipated date to complete all deliverables and move to production is January, 2017. An estimated phase schedule is listed below:

5.0 Budget Estimate

Within the Project Charter budgets for the project can only be estimated. Original budgets requested in appropriations or within agency budgets are probably not the numbers being worked with at project time. Funding sources are asked for to help evaluate the realism of project objectives against funding, and the allocation of budget estimates against project deliverables.

Please remember to include agency staff time including project managers as costs.

5.1 Funding Source(s)

5.2. Budget By Major Deliverable or Type of expense –

Proposed Major Deliverable Schedule and Performance Measure

Major Project Deliverable and Performance Measure

Budget

Est. Due Date

Project Phase

5.3Budget By Project Phase or Certification Phase