SOS IRIS NM & PROJECT MANAGEMENT PLAN (PMP) Executive Sponsor – Dianna J. Duran, Secretary of state Project sponsor – Kari Fresquez, Elections Director Project Director – Kari Fresquez, Chief Information Officer Project Manager – Gregory Rockstroh, Technical Lead Original Plan Date: September 24, 2013 Revision Date: Revision: 1.5 SECRETARY OF STATE ELECTION SYSTEM SYSTEM
STEERING COMMITTEE KARI FRESQUEZ PROJECT SPONSOR SECRETARY OF STATE’S OFFICE ELECTIONS DIRECTOR KARI FRESQUEZ CIO IT DIVISION CHIEF INFORMA- TION OFFICER BERNADINE LUCERO CLERK LIAISON SECRETARY OF STATE’S OFFICE ELECTIONS STAFF GREGORY ROCKSTROH PROJECT MANAGER IT DIVISION SOFTWARE DEVELOPER PARTICIPANTS SOS ADMINISTRATION STAFF SUBJECT MATTER EXPERTS SECRETARY OF STATE’S OFFICE ELECTION STAFF COUNTY CLERKS AND STAFF, STATEWIDE SUBJECT MATTER EXPERTS; PRIMARY USER COUNTY CLERK’S OFFICES COUNTY CLERK; ELECTION ADMINISTRATORS MEDIA & PUBLIC EASIER & MORE TIMELY ACCESS TO ELECTION RESULTS BALLOT\TABULATOR PROGRAMMGERS; VR SYSTEMS; IRIS VENDOR MORE SEAMLESS INTEGRATION; MORE TIMELY ACCESS TO DATA DOMINION & BPRO BALLOT PRINTING SYSTEM VENDORS MORE SEAMLESS SYSTEM INTEGRATION; MORE TIMELY ACCESS TO DATA AES & ROBIS 2.2 2.2.1 – 2.2.2 Executive Sponsor(s) Ensure appropriate resources and priority is set for the project. Project Sponsor Maintains ultimate authority over, and responsibility for, the project. Secures executive commitment, approvals, and funding. Ensures clear requirements and direction are provided for the project. Approves plans, schedules, and budgets, and ensures timely availability of resources.
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 custom, agile system that meets the requirements of the SOS and the county clerks. 3.1.2 Technical objective 1 Utilize IT to automate, standardize, and streamline election processes statewide. Technical Objective 2 Reduce IT system complexity. Technical Objective 3 Ensure business continuity requirements of mission critical applications are addressed. Technical Objective 4 Replace and consolidate legacy equipment and applications. Technical Objective 5 Implement modern, custom election management system that integrates critical processes and systems while ensuring federal and state requirements are met. technical Objective 6 Reduce IT maintenance costs. 3.2 This project will include replacing many election management systems and processes and developing key system interfaces. However, it does not include replacing the Campaign Finance Information System or e-pollbook systems, however, interfacing with these systems is planned to reduce duplicate key entry.
3.3 Identify the critical success factors for achieving success in this project. 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. See also section 6.7 Quality Objectives and Controls. Quality Metrics 1 Ability to export and import data seamlessly across voting systems including tabulation software, ballot printing systems, Democracy Live, and election night reporting. Quality Metrics 2 Regular executive steering committee meetings must be held for the duration of the project to facilitate: Requirements management Financial oversight Change\Issue management Deliverables acceptance Quality Metrics 3 Project development methodology must be followed – all documents and plans must clearly reflect the project deliverables, tasks, and decisions made during this project. quality metrics 4 Project stays on time, on scope, and within budget. quality metrics 5 Measure enhanced service delivery and user satisfaction via positive feedback received in regards to the project. 4.0 4.1 Project Phase Deliverable INITIATION PHASE: DEFINE Define software requirements and implementation strategy Define major milestones and set project critical path PLANNING PHASE: DESIGN Gap Analysis between current systems and proposed systems Project Management Plan Map Business Requirements to Functional Design LIFE CYCLE MANAGEMENT
Define Technical and Application Specifications & Architecture to include security IV&V Contract Award PM Contract Award Testing Contract Award IMPLEMENTATION PHASE: DEVELOP\ IMPLEMENT Development and Implementation Contract Award – BPro System Design & Development Plan – Finalize system design requirements, customizations, reporting, and security profiles Data Conversion Plan User Acceptance and Test Plans – Mock election setup End User Training Documentation Implementation Strategy –production cutover strategy CLOSEOUT PHASE: MAINTENANCE IT Administration standards and business continuity model implemented Production monitoring and administration Software maintenance terms documented Lessons Learned 4.1.1 Project Deliverables are work products or artifacts that are driven by the project management methodology requirements and standard project management practices regardless of the product requirements of the project.
DEL-1 Project Charter The Project Charter for Certification sets the overall scope for the project, the governance structure, and when signed is considered permission to proceed with the project. The Project Charter for Certification is used to provide the Project Certification Committee with adequate knowledge of the project and related planning to certify the initiation phase of the project. 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-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.
DEL-10 Monthly Project Status Reports to DoIT Project status reports. For all projects that require Department oversight, the lead agency project manager shall submit an agency approved project status report on a monthly basis to the Department. Deliverable Acceptance Criteria Project Manager provides SOS with updated Monthly Report in DoIT format by the 9th of each month. Monthly Status Report submitted to DoIT by the 10th of each month. Standards for Content and Format DoIT Monthly Report template. Quality Review Review by DoIT Project Oversight and clarification provided as needed by SOS DEL-11 Project Closeout Report This is the Template used to request that the project be officially closed. Note that project closure is the last phase of the certification process. Deliverable Acceptance Criteria According to DoIT requirements and templates and State of NM policies and procedures. Standards for Content and Format DoIT and State of NM.
“During the project management lifecycle, agencies shall select and implement a phase product development lifecycle methodology approved by the Department.” PROJECT Memorandum Phase Summary of Phase Key Deliverables Initiation Project scope of work and deliverables identified Project Charter Planning & Design Definition of system requirements, work breakdown schedule Gap Analysis Project Management Plan Work Breakdown Structure Software Development Contract IV&V Contract PM Contract Testing Contract Implementation Implementation and configuration of project software, hardware, databases, and customizations including reports Data Conversion Design, configure, build, test, and deploy software solution. Testing User acceptance testing (UAT) UAT Test Plans Mock Election Plan Delivery Sign Off Documents Deployment Transition to operations in production environment Production Cutover Plan End user training System Documentation Maintenance Maintenance of new systems; decommissioning old systems; project closeout and lessons learned Maintenance and support plan for internal IT operations Annual maintenance agreements with vendor
PRJ-1 Design Documents Software Design Document/Vendor Proposal Gap Analysis Deliverable Acceptance Criteria As defined in contract scope of work and approved by project steering committee and IT operations staff Standards for Content and Format As defined in contract scope of work Quality Review Weekly status meeting with project steering committee
IV & V for Planning, Implementation and Closeout Phases Initial assessment Monthly status reports Close out reports $110.0 PM for Planning, Implementation and Closeout Phases PMP WBS TARC Project Dashboard Weekly and Biweekly Coordination Meetings $315.0 Testing for Planning, Implementation and Closeout Phases Testing plan Testing oversight $90.0 Software Development for Planning, Implementation and Closeout Phases IRIS Voter Registration Module IRIS Election Management Module Import and cleanup of Voter data Import and cleanup of street file data $860.0 Security Assessment near end of Implementation Phase Conduct security assessment and provide findings Conduct reassessment following correction by the software’s vendor $25.0 TOTALS $1, 5.4