SOS IRIS – NM & PROJECT MANAGEMENT PLAN (PMP) Executive Sponsor – Dianna J. Duran, Secretary of state Project sponsor – Bobbi Shearer, Election Director Project Manager – Kari Fresquez, Chief Information Officer Original Plan Date: September 24, 2013 Revision Date: October 9, 2013 Revision: 1.2 SECRETARY OF STATE
Risk 1 Description - Loss\Illness of core project team members Probability: Low Impact : High – could cause missed deadlines Mitigation Strategy: Determine "key" personnel and develop plans if that person left. Keep detailed requirements documents so new staff can step in more readily. Contingency Plan: Monitor workload and personnel assignments closely. Risk 2 Description - Reliance on contracted resources to accomplish project goals Probability : High Impact : high - Ability to complete work by deadline; increase Mitigation Strategy: Closely monitor contract resources and associated costs. Contingency Plan: Make sure internal staff is trained and capable of completing long term support and administration. Risk 3 Description - Current vacancies in IT Division are impacting staff availability to assist with project implementation Probability : High Impact : High – increased and reliance on outside contract staff Mitigation Strategy: Higher reliance on contract staff to complete certain tasks by deadline. Internal project staff must commit to working extra hours. Attempt to fill vacancies as soon as possible. Contingency Plan: Closely monitor contract and workloads and ensure clear priorities are communicated. Risk 4 Description - Competing demands on staff resources - Same IT staff are involved in maintaining status quo while also working on multiple new project initiatives Probability : High Impact : high - More reliance on contract staff; effect on project deadlines Mitigation Strategy: Executive management is strongly committed to the success of this project; resource contention is addressed regularly in weekly project meetings to facilitate resolving issues quickly and managing expectations of stakeholders. Contingency Plan: implementation of other projects that do not have hard deadline (ie Election Day) and dedicate additional external resources as needed to accomplish project goals. Risk 5 Description - Probability: MEDIUM Impact: MEDIUM up
External Solution Providers deliverables such as participating in requirements gathering or user acceptance testing. IV&V provider During implementation, IV&V will be utilized to ensure requirements are being implemented as defined in the planning phase of the project. 2.2.3 Organizational Boundaries, interfaces and responsibilities The Project Manager is expected to coordinate meetings and product delivery. The Liaison will work with subject matter experts, focus groups, and statewide county clerk offices to communicate status, articulate and resolve issues, and manage logistical tasks with County Clerk Offices such as coordinating testing, training, and formal communication preparation. 2.3 Executive Reporting Executive sponsor(s) are included in the weekly project status meetings and are included on weekly status report correspondence. Project sponsor is responsible for communicating project status to executive sponsors when they are unable to attend status meetings. The Agency CIO is responsible for reporting to the DoIT and the Project Certification Committee members. 3.0 3.1 3.1.1 Business Objective 1 Improve efficiency – automate time consuming and error prone manual processes and improve integration between election systems. Business Objective 2 Reduce costs – reduce reliance on costly software systems that do not adequately meet NM election requirements. Business Objective 3 Establish standardization and uniformity in critical election administration areas. Business Objective 4 Improve customer satisfaction – Reduce reliance on commercial products that are not prone to integration by implementing a more OBJECTIVES
DEL-2 Certification Form The Request for Certification and Release of Funds form is submitted when a project goes for any of the certification phases. It deals with the financial aspects of the project, as well as other topics that indicate the level of planning that has gone into the project. Many of the questions have been incorporated into the preparation of the project charter. Deliverable Acceptance Criteria According to DoIT requirements and State of policies and procedures. Standards for Content and Format According to DoIT requirements, standards and templates. Quality Review Monthly by business owners and project team. Presentation as required and certification by DoIT and PCC. DEL-3 Project Management Plan “Project management plan” is a formal document approved by the executive and the Office of the Secretary of State developed in the plan phase used to project execution, control, and project The primary uses of the project plan are document planning assumptions and facilitate communication among and document approved scope, cost and schedule baselines. A project plan least other plans for issue escalation, control, communications, deliverable and acceptance, staff acquisition, and risk management. Deliverable Acceptance Criteria According to DoIT requirements, standards and templates. Standards for Content and Format According to DoIT requirements, standards and templates.
DEL-5 IT Service Contracts The Department of Information Technology and the State Purchasing Division of General Services have established a template for all IT related contracts. Deliverable Acceptance Criteria be reviewed and approved by the SOS project steering committee of all tasks being completed and tested. Standards for Content and Format Will be according to DoIT requirements for IT Professional Services Contract terms and conditions and shall be determined by the approval of the Project Steering Committee and project team. Quality Review Will be according to DoIT requirements for IT Professional Services Contract scope, terms and conditions and shall be determined by the approval of the Project Steering Committee and project team.
DEL-7 Project Schedule A tool used to indicate the planned dependencies, and assigned resources for performing activities and for meeting milestones. The de-facto standard is Microsoft Project. Deliverable Acceptance Criteria Weekly: Project Manager and project team monitor tasks and document progress and issues. Weekly: updated project schedule included with Project Status Report to Executive Sponsors and Steering Committee. Updated schedule provided as required with DoIT and PCC certification documents. Standards for Content and Format MS Project or MS Excel Format. Quality Review Weekly review by Project Team and Project Sponsors. Presentation as required and certification by DoIT and PCC.
Clerk Focus Group Subject matter experts; As needed project support for defining business requirements; determining project goals and deliverables; user acceptance testing Roman Montoya – Bernalillo Rebecca Martinez – Bernalillo Dave – Chaves Elisa Bro – Cibola Aleta Tittle – Curry Marisa Castrillo – Grant Whitney Whittaker – Lincoln Rick Palochak – McKinley Frances – Mora Kim Chavez – Denise Guerra - Otero Paul Maez – San Miguel Theresa Atencio – Santa Fe Francella Montoya – Rio Arriba Deun – Roosevelt Jiminez – Dona Ana Carlotta Ulibarri - Union Statewide County Clerk Offices SOS IT Systems System architecture, implementation and operational requirements; business analysis Kari Fresquez App Dev – TBD SOS IT Division Software Development/ Implementation Development & implementation deliverables Brandon Campea Kim Brakke TBD BPro, Inc.