Project Initiation: Request for Certification and Release of Funds Form

All Certified Projects Must Follow NM State Policies and Procurement Code

Project Name

/ YES New Mexico / Project Number
Agency CIO / Eluid Martinez, Acting HSD CIO / Date / 11/28/07
Lead Agency / Agency Code / Human Services Department / 630 / Other Agencies / CYFD, ALTS, DDPC, CDHH, DOH, DWS

Executive Sponsor(s)

/ Pamela S. Hyde, JD Cabinet Secretary / Project Manager / Daniel Donoghue, Project Manager
Project Description (Provide a brief description and purpose for this project)
The State of New Mexico isplanning to implement anEnterprise Eligibility system (EES), known as YES New Mexico,that will serve as a web portal to allow citizenssecure access to multiple state HHS agency programs via the internet.
The Enterprise Eligibility system will automate screening, intake and application processes that are now manual, and serve as the front-end (public-facing) portal that will integrate with the new ISD2 replacement system. The current Integrated Service Delivery 2 (ISD2) is a legacy application system has been in operation for 20 years. It is housed on an IBM mainframe and comprised of COBOL, VSAM and CICS technologies. The ISD2 system will be replaced by the ISD2 replacement project that is closely tied to the YES New Mexico project and will run in parallel to it.
A benefit of the project for the affiliated agencies is a common eligibility process, 24/7 self service screening options for citizens and reduced time and effort for the application and enrollment process.
The new system will include the following programs:
  • Human Services Department (HSD)(8 programs) - Food Stamps (FS), Temporary Assistance for Needy Families (TANF), Education Work Program (EWP), Refugee Assistance, New Mexico Works (NMW) General Assistance (GA), Low Income Home Energy Assistance Program (LIHEAP) and 32 categories of Medicaid eligibility programs.
  • Department of Health (DOH) (7 programs) – Families, Infants and Toddlers (FIT), Children’s Medical Services (CMS), Women, Infants and Children (WIC), HIV/AIDS, Immunizations, and Developmental Disability (DD) Medicaid waiver, Family Planning
  • Aging & Long Term Services Department (ALTSD)(6 programs) – Disabled & Elderly (D&E) Medicaid Waiver, Mi Via Waiver, Traumatic Brain Injury (TBI), Program of All-Inclusive Care for the Elderly(PACE), Personal Care Option (PCO), GAP
  • Children, Youth & Families Department(CYFD) – Childcare
  • Department of Workforce Solutions(DWS)– Workforce Transition Services
  • Commission on Deaf & Hard of Hearing(CDHH)– Communications Access Program
  • Developmental Disability Planning Council(DDPC)– Guardian and Treatment Guardian Programs
HSD will be the lead agency for development of the Enterprise Eligibility system.
Planned Start Date / 11/30/2007 / Phase Planned End Date / 5/1/2008
Requested amount this Certification / $275,000 / Remaining Appropriation not Certified / $1,725,000
Proposed Certification Schedule
Phases / Planned Certification Date / Amount to be requested /

Major Deliverable(s)

Initiation:
/ 11/28/07 / $275,000 /
  • Feasibility Study
  • Procurements
  • EES RFP
  • Implementation Advanced Planning Document
  • Strategy & Plans
  • IV&V Strategy
  • QA Plan
  • Disaster Recovery Plan
  • Project implementation and deployment strategy
  • Evaluation of other state eligibility systems
  • Conceptual Design
  • Security Plan
  • Cost Benefit Analysis
  • Assist HSD staff with detailed requirements
  • Preparation for Planning Phase Certification

Appropriation History(Include all Funding sources,e.g. Federal, State, County, Municipal laws or grants)

Fiscal Year
/ Amount / Funding Source(s)(use specific citations to laws, grants, etc.)
2008 / $2,000,000 / Laws 2007, Chapter 28, Section 7, Subsection 19
2008 / $50,000 / Commission on Deaf and Hard of Hearing, Joint Powers Agreement (JPA), base budget
2008 / $38,000 / Department of Health, (JPA), base budget
2008 / $5,000 / Developmental Disability Planning Council, (JPA), base budget
2008 / $3,000 / Aging & Long Term Services Department, (JPA), federal grant
2008 / $2,600 / Department of Workforce Solutions, (JPA), federal budget
2008 / $2,000 / Children, Youth & Families Department, (JPA), base budget

Significant Risks and Mitigation Strategy

  • Lack of definition for user requirements. Mitigation: Right from the start of the project, ensure that the customers and their business processes are well-defined and the technology team understands the business needs. A project team with representatives from all participating agencies has been assembled. This team is tasked with utilizing Subject Matter Experts for requirements gathering.
  • Scope creep. Mitigation: Customer expectations must be carefully managed by the Project Manager. The Joint Agency Team will be major component of the Change Control Management Plan.
  • EES has 26 programs. There could be scheduling challenges in requirements gathering:this could take longer than estimated. Mitigation: Utilize the Joint Agency Team to direct the Joint Project Management team to keep on schedule.
  • The project will have multiple vendors. Mitigation: RFP’s must be written with clear deliverables and milestones. Vendors must be managed to a deliverables-based approach.

POCD Recommendation
PCC Recommendation

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Revision: 2 – 11/5/07Page 1