Change Request for Certification and Release of Funds Form

All Certified Projects Must Follow NM State Policies and Procurement Code

Change Type:

/ Scope / Budget / Schedule
Project Governance

Project Name

/ Development Disabilities Supports Division (DDSD) – Client Data Management System Implementation
Project Phase / Planning
Date / October 26, 2016
Lead Agency / Department of Health
Other Agencies / Human Services Department

Executive Sponsor

/ Marc Kolman, DDSD Deputy Director
Agency Head / Lynn Gallagher, Secretary Designate
Agency CIO/IT Lead / Terry Reusser, CIO
Project Manager / Kim Price
Project Abstract (Provide a brief description and purpose for this project)
The Developmental Disabilities Supports Division (DDSD) oversees the DD Medicaid Waiver Programs supporting individuals with intellectual and developmental disabilities to live independently in their communities. The DD Waiver Programs are administered through the NM Human Services Department (HSD) and authorized through the federal Centers for Medicare and Medicaid Services (CMS). DDSD also maintains a Central Registry (Waiting List) of individuals waiting for waiver services. DDSD uses several distinct and non-integrated software applications to track information used to manage and track client services and provider information. Production applications include both those developed, hosted and maintained in-house and by contracted vendors. DOH is working to develop a comprehensive, integrated Client Data Management System (CDMS) to track and manage client services, improve policy and program management, and improve reporting capabilities.
DDSD’s current systems are disparate, non-modular, and non-integrated. DDSD has several systems developed in-house and three key commercially-provided systems (see diagram on page 6).
None of these systems are integrated. The disparate nature of tracking systems challenges DDSD to maintain consistent business continuity. Redundant data entry and storage and the absence of logical system integration present technical challenges that prevent DDSD from providing an effective approach to client care management. Several critical business functions continue to be done manually. DOH sees this as an opportunity to consolidate systems and build interfaces to other applications where consolidation is not an option.
While functionality will be determined in the Business Development phase (FY16), a CDMS would provide:
·  Client Registration (i.e., Central Registry)
·  Individual Service Plans
·  Individual Assessments
·  Electronic Data Interface with other systems (e.g., HSD/MMISR, other provider systems)
·  Provider Enrollment Data
·  Reporting and Dashboards
DOH is collaborating with HSD in their Medical Information Technology Architecture (MITA) framework; a national initiative to support improved systems development and health care management with the goal of better serving consumers. MITA has a number of goals, including development of seamless and integrated systems that communicate effectively through interoperability and common standards. MITA standards provide for 90% federal matching funds.
This request is related to an initial meeting between the department and Gartner Public Sector Health & Human Services Consulting representatives to assist with Client Data Management System development planning and procurement. A decision was made to contract with Gartner to perform and prepare 1) business case and imperatives validation, 2) functional and non-functional requirements, 3) feasibility study, 4) procurement strategy; and 5) develop procurement vehicles.
DOH requests the end date of the project be changed from 6/30/17 to 6/30/21 because of the dependency on the progressive elaboration of the MMIS-R project management plan and requirements. DOH will use rolling wave planning to incorporate information as it become available from HSD MMIS-R Project Team.
On 6/30/2016, POD, Inc. completed an initial discovery assessment to document “as-is” business processes, pain points and system/applications needs and wants by the DDSD staff. $44,375 was expended for this contract using program state general funds. The remaining business analysis is expected to be completed through a state price agreement contract with Gartner Public Sector Health & Human Services Consulting.
10/17/2016 – DOH requests $150,000 be added to the CDMS project increasing the total to $594,375. The funding was approved through HSD MMIS-R (90/10 FFP) to fund the Gartner contract listed above.
Start Date / June 1, 2016 / Planned End Date / June 30, 2021

Justification for Change in Certification (Include budget adjustment request; Business Value and/or program Results)

DOH ITSD received an additional $150,000 (90/10 FFP) from HSD to assist in funding the Gartner contract.
Amount Requested this Certification / $150,000
Amount Previously Certified / $444,375
Remaining Appropriation not Certified / $0
Total Appropriated Amount (include any new funds) / $594,375

Certification History (Include any previous project or phase certifications)

Date
/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
October 26, 2016 / $135,000 (90%)
$15,000 (10%) / Laws 2017, Chapter 11, Section 7, Item (17) and Federal Fund 90/10% match; Laws 2015, Chapter 101, Section 3, Item (5); Federal Funds – JPA 03371601 (DOH/HSD)
September 28, 2016 / $264,937.50(90%)
$29,437.50 (10%) / Laws 2016, Chapter 11, Section 7, Item (17) and Federal Fund 90/10% match; Laws 2015, Chapter 101, Section 3, Item (5); Federal Funds – JPA 03371601 (DOH/HSD)
May 25, 2016 / $135,000 (90%)
$15,000 (10%) / Laws 2016, Chapter 11, Section 7, Item(17), Page 191 including Federal Fund 90/10% match
Total / $594,375

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

Fiscal Year
/ Amount / Funding Source
2017 / 150,000 / Laws 2017, Chapter 11, Section 7, Item (17) and Federal Fund 90/10% match; Laws 2015, Chapter 101, Section 3, Item (5); Federal Funds – JPA 03371601 (DOH/HSD)
2016 / $4,437 / Laws 2015, Chapter 101, Section 3, Item (5)
2016 / $39,938 / Federal Fund 90/10% match; Laws 2015, Chapter 101, Section 3, Item (5); Federal Funds – JPA 03371601 (DOH/HSD)
2016 / $400,000 / C2 Funds - Laws 2016, Chapter 11, Section 7, Item (17)
Federal Fund 90/10% match; Laws 2015, Chapter 101, Section 3, Item (5); Federal Funds – JPA 03371601 (DOH/HSD)
Total / $594,375
Major Deliverable Schedule and Performance Measures

Major Project Deliverable and Performance Measure

/ Budget
(90% Federal/
10% State Match) /

Due Date

/

Project Phase

Business Analysis
·  Discovery Phase - Assessment of ‘As-Is’ business processes, pain points, current systems, DDSD system/applications needs and wants / $300,000 / 6/30/2016 / Initiation
Business Analysis
·  Business case and imperatives validation
·  Detailed functional and non-functional requirements
·  Feasibility Study
·  Procurement strategy
·  Develop procurement vehicles / $294,375 / 4/1/2017 / Early Planning
System Design / Development - FY 17 / TBD / 9/28/2017 / Implementation
System Implementation - FY18
FY19
FY20 / TBD / 6/30/2021 / Implementation
Total: / $594,375
Budget
Comments: The Phase I business development activities will insure detailed functional and non-functional requirements are collected/documented and mapped to requirements for MMIS-R integration. Market analysis will provide a list of possible vendor and potential costs to assist in identify procurement methods and vehicles.
Description
/

FY16 & Prior

/ FY17 / FY18 / FY19 / FY20 & After / Total
Staff - Internal
Professional Services / $44,375 / $550,000 / TBD / TBD / $594,375
Hardware & Software / IT Equip, HW & SW / TBD / TBD
IT Maint / TBD / TBD / TBD
Total / $44,375 / $550,000 / TBD / TBD / TBD / $594,375

Independent Verification & Validation (Include summary of the latest IV & V report)

DOH is requesting an IV&V waiver. The project is integrated with the Medicaid Management Information System Replacement (MMIS-R) Project and will receive IV&V services under the MMIS-R Enterprise IV&V umbrella. DOH is planning for IV&V under the HSD IV&V umbrella.

Impact of Change (May Include Significant Risks & Mitigation Strategy; SECURITY, Consolidation & Maintenance Strategies; Records Retention; & Business Performance Measures)

The requested change impacts the certification request and appropriated funds amount. DOH made an error in not including the $44,375 that was used for a professional services contract with POD, Inc. in May/June 2016 to discover and document ‘As-Is’ business flows; current systems and applications; pain points; and program needs and wants.

Revision: 6/18/13 Page 6