State POST organizations in the country in the deployment of a comprehensive automated readiness system technology. NMDPS has selected a modern, integrated system that will reduce workloads, improve the quality and timeliness of services, and make data entry, records maintenance and legacy information a shared responsibility for all involved. The solution purchased is a Software as a Service subscription from Envisage called Acadis. The solution provides: Employment record maintenance; Training record maintenance by individual, class, instructor and organization; Test administration, automated scoring and test analysis capability; Integration of all LEA and LEA Board records pertaining to any individual officer or telecommunicator, instructor, or agency; Automated identification of records that exceed retention schedules and electronic elimination of records; Provision of end-user notifications of certification expiration and upcoming critical process deadlines; Data migration from existing systems; Provide validation capability (data edits); Electronic submission of scanned documents; On-line information submission and record updating, eliminating the need for paper applications and record updates; Capacity for a large number of end-users who can access system; Strong administrative tools for security profile administration to limit information access as required; Strong data security environment; Allow for scheduling of multiple facilities and publishing of schedules; Substantial or complete elimination of paper document processing and maintenance; Ideally, provide for on-line delivery of law enforcement and dispatch training to the communities to reduce the cost burden relating to travel. As a separate project, NMDPS will hire contractors to scan in historical documents to the Acadis system. NMDPS will have the internal funding for this approximately $60,000 project in SFY19. 1.2 IT project funding was previously requested by submitting a full business case for 2016 (as priority 1) and 2017 (as priority 2). The NM LEA researched various systems and vendors over a 2-1/2-year period. This research included hands on sessions at various tradeshows, reading articles in industry journals, internet research and conversations with other agencies using similar systems. In fall 2015, LEA requested Envisage to conduct a webinar to demonstrate capabilities to the NMDPS executive and IT leadership team. The webinar revealed:
End user training for LEA 4/6/18 Implementation End user training for external agencies 4/20/18 Implementation User Acceptance Testing 5/4/18 Implementation System Implementation – Production Go Live 5/7/18 Implementation 5.0 The following is an estimate of the budget based on current information. Identifier LEA Cost 1 1-year Envisage Acadis SaaS subscription $168,888 2 Envisage professional services $117,476 8 Cognosante for IV&V services $16,500 Total $286,364 5.1 Appropriation History (Include all Funding sources, e.g. Federal, County, Municipal laws or grants) Fiscal Year Amount Funding source FY17 $168,888 General Fund FY18 $117,476 General Fund/LEA Training Revenue 5.2. Expense Amount Consulting Services - Envisage will install the Acadis Software $19,064 Consulting Services – Envisage will hold an onsite workshop at LEA for workflow and business rules $7,670 Consulting Services - Envisage Acadis Software set-up and Configuration $10,513
Scott Weaver Executive Sponsor DPS Cabinet Secretary Melvin Lee Technical Owner, Steering Committee Member DPS IT Chief Information Officer Stephan Marshall Business Owner, Steering Committee Member DPS LEA LEA Director Brian Coss Business Owner, Steering Committee Member DPS LEA LEA Deputy Director Dianna DeJarnette Steering Committee Member DPS Office of the Secretary Director of Special Projects Cesario Alvillar Project Manager DPS IT DPS Project Management Bureau Chief Joaquin Nielsen Business Process Owner DPS LEA LEA Operations Manager Reyes Business Process DPS LEA LEA Executive Admin. Assistant George Mankowski Envisage Contractor Envisage Project Manager Matt Bailey IV&V Contractor Cognosante Project Manager Martinez DPS IT Support DPS IT Network Administrator III Sal Sena DPS IT Support DPS IT IT System Administrator II New Mexico Law Enforcement Agencies Users State-wide Law Enforcement Various State-wide Emergency Dispatch Centers Users Dispatch Centers Various Law Enforcement Officers and Telecommunicators Users State-wide Public Safety Various Satellite Law Enforcement Academies Users State Law Enforcement Various 6.2
End user adoption Probability Low Impact HIGH Mitigation Strategy – Mitigation Strategy – Communicate with end through email, project status updates, project schedule, presentations to the affected Agencies, allow access to the test environment for anyone authorized to access the system for getting acquainted with the system. Contingency Plan – Schedule mandatory user project status meetings Schedule Project not completed by end of SFY18 Probability Low Impact HIGH Mitigation Strategy – Meet biweekly weekly with Envisage for deliverable status for schedule and cost Contingency Plan – Extend the schedule into SFY19 Data Migration Data Migration Issues Probability Low Impact HIGH Mitigation Strategy – Perform data quality reviews to determine root cause of any issues. Contingency Plan – If the data error logs show issues, then the SMEs will work with Envisage to resolve them. 11.0 COMMUNICATION REPORTING Current status of this project will be reported to executive management on a weekly basis or as requested. Audience Method Timing Information Participants Executive Sponsor Email progress reports update Status Meeting delivering status report documents Weekly Status update of: project schedule, issues, budget Project Manager, CIO, Business Steering Committee progress reports update , Status Meeting delivering status report documents Weekly Status update of: project schedule, deliverables, issues, budget LEA Director, Deputy Director, Special Projects Director, CIO, Project Manager
CIO Meeting Key topic discussions Weekly Status update of: project schedule, deliverables, issues, budget Project Manager Business Owner Meeting Key topic discussions Weekly Status update of: project schedule, deliverables, issues, budget Project Manager, CIO 12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V IV&V will be contracted for the following: IV&V Project Management Task Item Task # Task Description IV&V Management Plan IM-1 As the first Deliverable the IV&V provider shall develop an IV&V Management Plan. This plan shall describe the activities, personnel, schedule, standards, and methodology for conducting the IV&V reviews. (see Deliverables for more details) Conduct Initial Risk Assessment IM-2 Prepare and deliver an Initial Risk Assessment report on the required activities. Report on status of each activity and on the effectiveness of Project management and whether the Project activities are meeting the objectives set forth by the Project. (see Deliverables for more details) Conduct Initial Review IM-3 Prepare and deliver an Initial IV&V report on the required activities. Report on status of each activity. (see Deliverables for more details) Conduct Periodic Review(s) IM-4 Prepare and deliver a Follow-up IV&V report on the required activities. Report on status of each activity and progress since the previous report. (see Deliverables for more details) Management Briefing IM-5 Prepare and deliver a formal presentation(s) on the status of the IV&V Project. Presented as required, with at least ten (10) business days’ notice. No more than once a month. (see Deliverables for more details) Planning Oversight Task Item Task # Task Description Applicable (X)