SOS IRIS – NM & PROJECT MANAGEMENT PLAN (PMP) Executive Sponsor – Dianna J. Secretary of state Project sponsor – Bobbi Shearer, Election Director Project Manager – Kari Fresquez, Chief Information Officer Original Plan Date: September 24, 2013 Revision Date: December 8, 2014 Revision: 2.0 SECRETARY OF STATE
In this section identify and describe how each risk will be managed. Include the that will be taken to maximize activity that will result in minimizing probability and impact of each risk. 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; costs 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 costs 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 staff 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 up
2.1 List all of the major stakeholders in this project, and state why they have a stake. . Stakeholders are individuals and organizations that are actively involved in the project, or whose interests may be positively or negatively affected as a result of project execution or project completion. They may also exert influence over the project and its results. DIANNA J. DURAN Executive sponsor secretary of office mary quintana executive sponsor secretary of state’s office deputy secretary of state Bobbi Shearer project sponsor secretary of state’s office Elections Director KARI FRESQUEZ IT Project Manager IT Division Chief Informa- tion Officer SOS Election Administration subject matter experts secretary of office election staff county clerks and staff, statewide subject matter experts; primary system user county clerk’s offices county clerk; election administra-tors general Public easier access to voting information and election data easier & more timely access to election results Ballot\Tabulator Programmgers More seamless system Integration; more timely access to data Dominion Ballot Printing System Vendors More seamless system Integration; more timely access to data AES; Robis Data Exhange Partners more timely and automated access to data DOH, JID, DOC, MVD 2.2
Project Management Provide project management and implementation oversight Kari Fresquez IT CIO Clerk Liaison SOS elections and oversight expertise; liaison to clerks; training and user support; logistics management; prepare formal status reports and communication for distributions Bobbi Shearer Bernadine Lucero SOS Elections
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 Muniz – Mora Kim Chavez – Otero Denise Guerra - Otero Paul Maez – San Miguel Theresa Atencio – Santa Fe Francella Montoya – Rio Arriba Deun Searl – Roosevelt 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 BPro, Inc. IV&V IV&V project validation deliverables TBD POD, Inc.