NEW MEXICO
Broadband Mapping and Planning
Project Charter For Certification
Executive Sponsor – Marlin Mackey
Business Owner - Mike Baca
Project Manager – Gar Clarke
Revision Date: June 23 , 2010
Revision: 1.0
table of contents
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table of contents i
1. project background 1
1.1 Executive Summary -rationale for the project 1
1.2 Summary of the foundation planning and documentation for the project 1
1.3 Project Certification Requirements 1
2.0 Justification, Objectives and impacts 1
2.1 Agency Justification 1
2.2 Business Objectives 1
2.3 Technical Objectives 1
2.4 Impact on Organization 1
2.5 Transition to Operations 1
3.0 Project/Product Scope of Work 1
3.1 Deliverables 1
3.1.1 Project Deliverables 1
3.1.2 Product Deliverables 1
3.2 Success and QUALITY METRICS 1
4.0 Schedule Estimate 1
5.0 Budget Estimate 1
5.1 Funding Source(s) 1
5.2. Budget By Major Deliverable or Type of expense - 1
6.0 Project Authority and Organizational Structure 1
6.1 STAKEHOLDERS 1
6.2 PROJECT GOVERNANCE PLAN 1
6.3 PROJECT MANAGER 1
6.3.1 PROJECT MANAGER CONTACT INFORMATION 1
6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES 1
7.0 Constraints 1
8.0 Dependencies 1
9.0 Assumptions 1
10.0 Significant Risks and Mitigation Strategy 1
11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING 1
12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V 1
13.0 Project Charter Agency Approval Signatures 1
Revision History
Revision Number / Date / Comment1.0 / June 23, 2010 / Original DoIT PMO Document
iii
Project Charter Broadband Mapping and Planning
1. project background
1.1 Executive Summary -rationale for the project
The State of New Mexico Department of Information Technology (NM DoIT), directed by Cabinet Secretary Marlin Mackey, is authorized by Governor Bill Richardson, as the lead agency and applicant to the NTIA State Broadband Data and Development Grant Program. NM DoIT is requesting your consideration through approval of the Mapping and Planning components of this grant.
The NM DoIT budget request for data collection, analysis, updating, verification and other specified Broadband Mapping and Planning effort is: $1,885,382. This grant award requires NM DoIT to provide matching funds of 20%. Funding specifics are presented in the “Budget Estimate” (Section 5.0).
Background: In 2004 during a visit to Albuquerque, the President of the United States called for “Broadband for All, by 2007”. Early in 2007, noting lack of action the FCC Commissioner announced that “The United States is the only developed country in the world without a Broadband Strategy.”
The U.S. continues to fall behind other nations with respect to broadband deployment and access, technology-based innovation and overall economic competitiveness. At this same time, New Mexico is near the bottom of the list of states served by broadband telecommunication infrastructure, access, and services.
The U.S variably ranks 12-20th in the world, and New Mexico households are near the bottom of ranking in the nation, for broadband access. Over 50% of the nations households have broadband service; the percentage of New Mexico households is significantly lower.
While New Mexico is one of the least well-served states in this country, with regard to broadband infrastructure, access and services: the Broadband Mapping and Planning Program will significantly improve that statistic.
1.2 Summary of the foundation planning and documentation for the project
The vision for the Broadband Mapping and Planning Program is to build a sustainable technical and organizational framework that will include a collaborative environment between all levels of government agency, telecommunication industry, and the public. To generally demonstrate how these funds will be applied attention will be provided to the following areas:
· Data: A large data acquisition task will be initiated that includes the development of Non Disclosure Agreements (NDA) with telecommunication providers and acquisition of customer data in a secured environment that will be aggregated into areas of broadband availability.
o Gather comprehensive and accurate state-level broadband mapping data,
o Develop comprehensive local, regional and state-level broadband maps that accurately show and track changes in broadband access,
o Assist NTIA, FCC and the other states in the development and maintenance of a national broadband map through appropriate reporting, data analysis, data sharing
· Project Feasibility: Given the amount of the award and a the itemized task budget proposal; there is adequate funds to complete a Broadband Availability Map and associated Planning functions for New Mexico.
o Project budget includes the NTIA grant funds and in-kind and cash contributions by the State for the match requirements.
o This project integrates well with other activities in State Government within the realms of educations (State Library), transportation (NMDOT), emergency services (DFA/E011 and DPS), and economic development (EEC and DWS).
· Expedient Data Delivery: Develop a contact list, data request package, secure upload site, and database design strategy that will import, process, certify for accuracy, and upload to NTIA broadband availability data.
o Provide a high-level timeline showing the periods of reporting to the NTIA
o Identify the categories of information that will be provided in each reporting period.
o Plan to deliver initial data as required by NTIA and “refresh” with providers on a six month schedule.
· Reporting: There is a large reporting and compliance piece attached to these monies. NM DoIT is putting together exhaustive documentation.
o Include a schedule for reporting baseline data and periodic repeated data collecting
o Request training from purchasing and NMORR regarding State and Federal reporting requirements.
o Create a database of information for reports in an approved format as prescribed within the federal technical appendix
o Deliver the reports and data to NTIA as part of New Mexico’s contribution to the “National Broadband Map” that will include:
§ Geographic areas (address level)
· Technologies used in identified service areas
· Broadband wireless service areas and associated spectrum
· Available transmission speeds
§ Service to Community Anchor Institutions
o Develop a web presence that will allow the public to track progress and detail broadband availability within their area.
· Planning: As the New Mexico Broadband Map evolves the “Planning” component will be initiated. This aspect of the Program focuses on identifying problems to availability and “adoption” of users to access broadband (internet).
o Participate in planning and collaboration with statewide and national stakeholders through role as state designee for delivery of the state-wide program
o Lead the project through an established governance structure that represents involvement by key stakeholders
o Foster relationships with and between broadband stakeholders
o Conduct surveys and market availibility
o Include all aspects of participants:
§ Governance: local, state, and federal
§ Public entities: households
§ Private entities: providers, business, and non profits
§ Native American entities: individual tribes/pueblos and Indian Country authorities
1.3 Project Certification Requirements
Does the project fit into the criteria for certification? Which and how?
CRITERIA / YES/NO / EXPLANATIONProject is mission critical to the agency / YES / Assist agency in planning Broadband.
Project cost is equal to or in excess of $100,000.00 / YES / Multi- year Federally funded project.
Project impacts customer on-line access / NO / Limited web activity
Project is one deemed appropriate by the Secretary of the DoIT / YES / Compliments other projects and activities
Will an IT Architecture Review be required? / NO / Simple data a gathering
2.0 Justification, Objectives and impacts
2.1 Agency Justification
Number / Description /1. Agency / The NM DoIT is positioning this project as the Broadband Program for the State. The NTIA Grant Award is an optimum opportunity to accomplish a series of needed requirements by the state where funds were not available. The NM BB Program will create the administrative and organization framework of data, contacts, and project integration that has been lacking within the telecommunications industry. As a result of this integration; the outcome will be improved collaboration, planning and construction of our telecommunications infrastructure.
Specifics to this integrated and collaborative environment will be specific accomplishments that will benefit New Mexico’s requirements under the Broadband Data Improvement Act (BDIA) to include: establish baseline assessments of broadband deployment; identify and track low levels of deployment; identify barriers to adoption of broadband and IT services; identify network communication speeds; establish geographic Planning Teams; collaborate with stakeholders to encourage use and deployment of services; create and establish programs in underserved areas to expand availability of computer ownership and web access; Use data collection and analysis in mapping to represent current and evolving broadband use and demand for services; facilitate broadband service data and information sharing; create geographic inventory maps of broadband services
2.2 Business Objectives
Number / Description /Business Objective 1 / Data Gathering:
The State of New Mexico will collect, analyze and map supply-side data, as well as demand-side data, integrate federal data and mapping requirements with the State’s information needs, phase in planning requirements, and deploy the results in a public web site.
In addition, the program will gather data on infrastructure projects, anchor sites, public computing centers, and sustainable broadband adoption programs. Analytical outcomes will include an assessment of local ‘digital literacy’, online content creation, community networking initiatives and relevant State public policies. Lastly, demographic and economic data, modeling and mapping will reveal likely aggregation strategies, partnering opportunities, financing, and investment impacts and benefits.
Business Objective 2 / Accuracy and Verification:
The data requirements to support the Broadband Program assume all levels of data depth, content, format, and accuracy. Accuracy and verification procedures will be documented and a simple metric will be created to provide some degree of confidence. However, due to the wide variability of these data; an accurate accounting may not be possible without costly field verification. Regardless, since this is long term commitment the intent is to discover opportunities that will provide a measured degree of confidence. Methods to refine accuracy and provide education to service availability will include market research and user surveys. The Project Team will formulate a detailed strategy to identify and monitor, through customer surveys and other publicly available sources, statewide residential and business computer ownership, internet use, adoption of related technology, relevant information related to behaviors, perceptions and trends of technology use and any barriers to adoption.
2.3 Technical Objectives
Number / Description /Technical Objective 1 / Online Map and Resources
The State will provision for an interactive Web site that contains the broadband mapping data. Web site visitors will be able to work interactively with the data online and in real time. Residents, businesses, and institutions will be able to visually map their location or community having a variety of content to include:
• Broadband provider
• Broadband usage
• Internet usage
• Average speed and bandwidth availability
• Speed testing utility
• Socio and economic data
• Base map features as roads, government facilities, public safety and rescue locations, healthcare provider locations, schools, libraries, business parks, commercial areas, and major employers.
• Links to collaborative sites as the National Broadband Mapping site, the FCC, the National Broadband Plan and Strategy, USDA Rural Utility Service (RUS), and NTIA BTOP pages, and other key broadband related resources
2.4 Impact on Organization
Area / Description /End user / Improved access and availability of Broadband.
Business Processes / Acquisition of broadband data from providers to develop a state wide availability map.
It Operations and staffing / Framework for improved infrastructure planning and delivery of services to state facilities.
Other / Over arching benefits to public and private industry towards future infrastructure planning and implementation.
2.5 Transition to Operations
Area / Description /Preliminary Operations location and staffing plans / Program manger acquired and is operating out of DoIT office and administrative support engaged from existing staff.
Data Security, Business Continuity / The NM DoIT has existing relationships with all statewide incumbent telcos, and understands the issues that determine needs for confidentiality, security and competitive proprietary information. The state will realize a more enhanced and trusting relationship with telcos and is expected to sustain these relationships.
Data sets will be obtained under Non Disclosure Agreements (NDA), obtained in a secured environment with pass codes specific to the provider. These data will be aggregated to the specifications required by the NTIA, and made available in an unsecured web environment for public access. The access security and aggregation processing will be according to the explicit directions presented in the Program NoFA and its Technical Appendix, and in accordance with NM DoIT guidelines and procedures for confidential data. A security report will be developed and available for review. Any contractor(s) selected to implement the five year broadband mapping and planning efforts will be required, via the work contract, to enter into an NDA with the State. Data and information collected under an NDA will not be commingled with public data, unless the owner of the data provides written permission to do so.
Maintenance Strategy / Part of this effort is to develop six month feedback maintenance loops with providers to sustain data content. In addition, the State has selected a state entity to conduct the data acquisition and processing that will assure the long term investment and maintenance intent of the state.
Interoperability / Developing script code to import diverse data from providers into a standardized federal data model.
Record retention / Essentially proper back up, scanning of hardcopy files, and storing of these in both digital and organized cabinets.
Consolidation strategy / The consolidation opportunity is by using the New Mexico Geospatial Clearinghouse to acquire, process, and store the Broadband Geofiles, the state is utilizing an existing and recognized facility that has been consolidating data of this type for the last 15 years. Hence, no redundancy and using existing resources that reside in New Mexico.
3.0 Project/Product Scope of Work
3.1 Deliverables
3.1.1 Project Deliverables
This initial list of project deliverables are those called for by the IT Certification Process and Project Oversight memorandum, but does not exhaust the project deliverable documents
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 its planning to certify the initiation phase of the projectCertification 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
Project Management Plan / . “Project management plan” is a formal document approved by the executive sponsor and the Department and developed in the plan phase used to manage project execution, control, and project close. The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among stakeholders, and documents approved scope, cost and schedule baselines. A project plan includes at least other plans for issue escalation, change control, communications, deliverable review and acceptance, staff acquisition, and risk management. plan.”
IT Service Contracts / The Department of Information Technology and the State Purchasing Division of General Services have established a template for all IT related contracts.
Risk Assessment and management / The DoIT Initial PROJECT RISK ASSESSMENT template which is meant to fulfill the following requirement:
“Prepare a written risk assessment report at the inception of a project and at end of each product development lifecycle phase or more frequently for large high-risk projects. Each risk assessment shall be included as a project activity in project schedule.” Project Oversight Process memorandum
Project Schedule / A tool used to indicate the planned dates, dependencies, and assigned resources for performing activities and for meeting milestones. The defacto standard is Microsoft Project
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.
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
3.1.2 Product Deliverables
The product deliverable documents listed here are only used for illustration purposes