Project Planning

Request for Certification and Release of Funds Form

All Certified Projects Must Follow NM State Policies and Procurement Code

Project Governance

Project Name

/ Department of Health “Race to the Top – Early Learning Challenge” (RTT-ELC) Data System
Date / October 28, 2015
Lead Agency / Department of Health (DOH)
Other Agencies / Public Education Department (PED), Children Youth and Families Department (CYFD)

Executive Sponsor

/ Cathy Stevenson
Agency Head / Andrew Gomm
Agency CIO/IT Lead / Terry Reusser
Project Manager / Kim Price
Project Abstract (Provide a brief description and purpose for this project)

New Mexico’s Race to the Top - Early Learning Challenge (R2TT-ELC) grant has a goal of ensuring that every child in New Mexico will have an equal opportunity for success in school based upon equitable access to an aligned and high quality early learning system.

The Family Infant Toddler (FIT) Program at the Department of Health provides early intervention services to children birth to age 3 in accordance with the Individuals with Disabilities Education Act (IDEA) Part C. FIT-KIDS (Key Information Data System) is the online data and billing that is used by 33 provider agencies statewide and tracks the early intervention services provided to approximately 13,000 young children with disabilities annually.

As identified in New Mexico’s R2TT-ELC grant proposal, a measure for determining outcomes and future will be to collect and consolidate data from three (3) New Mexico executive agencies child tracking application systems. The three (3) participating agencies are; Department of Health (DOH), Children, Youth & Families (CYFD) and the Public Education Department (PED).

At the enterprise level, the project has established work groups determining and satisfying both business and IT related requirements of the grant.
The IT workgroup, led by the PED, will determine the requirements necessary to receive, normalize and report on the data received by the agency applications that have been identified as containing relevant information on children in New Mexico.
Each individual agency will be responsible for modifying their internal systems to become interoperable and data compliant with the resulting enterprise data warehouse. The enterprise data warehouse will be the source of the consolidated information that will be responsible for providing a holistic interpretation of the individual agency systems which will inform at the state-level early childhood policy and outcomes.
This project certification will be related to the tasks associated with determining and modifying the data collection system used to support the DOH Family, Infant & Toddler application system (FIT*KIDS). FIT*KIDS was a PCC certified project and is currently in operation. The department plans to establish a sole source contract with the vendor in order to perform the tasks associated with becoming interoperable with the enterprise data warehouse.
Planned Start Date / November 1, 2015 / Planned End Date / May 31, 2016
Amount Requested this Certification / $ 169,622
Amount Previously Certified / $ 0.00
Remaining Appropriation not Certified / $ 316,165
Total Appropriated Amount / $ 485,787

Certification History (Include any previous project or phase certifications and this request)

Date
/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
March 10, 2015
(Initiation) / 0.00 / 84.412A Race to the Top – Early Learning Challenge
PR/AWARD NUMBER S412A130025 - 13A
Oct. 28,2015
(Planning- This Request) / $ 169,622 / 84.412A Race to the Top – Early Learning Challenge
PR/AWARD NUMBER S412A130025 - 13A

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

Fiscal Year
/ Amount / Funding Source
2015 / 0.00 / 84.412A Race to the Top – Early Learning Challenge
PR/AWARD NUMBER S412A130025 - 13A
2016 / $ 485,787 / 84.412A Race to the Top – Early Learning Challenge
PR/AWARD NUMBER S412A130025 - 13A
2017 / TBD / 84.412A Race to the Top – Early Learning Challenge
PR/AWARD NUMBER S412A130025 - 13A
Proposed Major Deliverable Schedule and Performance Measure

Major Project Deliverable and Performance Measure

/ Budget /

Due Date

/

Project Phase

Initiate the project with the PCC not asking for release of any funding for FY15. DOH is the last of the three (3) Departments to initiate with PCC and want to introduce the project from DOH’s perspective. / $0.00 / 3/25/15 / Initiation
Contract with IV&V vendor in coordination with the IV & V conducted for the Race To the Top Integrated data system under PED and CYFD. / $23,133 / 11/1/15 / Planning
Project Management Kickoff and Project Management Plan Initial Release / $15,784 / 11/1/15 / Planning
Ongoing Project Management / $41,391 / 5/31/16 / Planning
Early Childhood Integrated Data System (ECIDS) Enhancements Functional Requirements - CEDS Mapping, Address Verification, Data Uploads to ECIDS, TQRIS / $9,924 / 12/1/16 / Planning
Early Childhood Integrated Data System (ECIDS) Enhancements Design, Development and Testing in UAT Environment – ECIDS Design Document, System Test Report, UAT Test Plan and Support / $79,390 / 1/1/16 / Planning
Early Childhood Integrated Data System (ECIDS) Enhancements and Final Implementation in Production Environment – Implementation Schedule & Report, Disaster Recovery Back-up and Restore / $9,924 / 1/15/16 / Implementation
Phase I Enhancement Functional Requirements Document - Electronic Remittance Advice, TTA Consultation Method, Indicator 8A, Revised IFSP, Medicaid Billing Parameters, Report Enhancements / $10,065 / 1/1/16 / Planning
Phase I Enhancements Design, Development and Testing in UAT Environment - Design Document, System Test Report, UAT Test Plan and Support / $80,517 / 2/1/16 / Planning
Phase I Enhancements Implementation in Production Environment - Implementation Schedule & Report, Disaster Recovery Back-up and Restore / $10,065 / 2/15/16 / Implementation
Phase II Enhancement Functional Requirements Document – CME, Provider Filter, Service Coordinator, ECO Page, Third Professional Discipline, New DS Alert, Inactivate Record at Age 3, Reports, Transfers / $9,189 / 2/1/16 / Planning
Phase II Enhancements Design, Development and Testing in UAT Environment - Design Document, System Test Report, UAT Test Plan and Support / $73,508 / 3/1/16 / Planning
Phase II Enhancements Implementation in Production Environment - Implementation Schedule & Report, Disaster Recovery Back-up and Restore / $9,189 / 3/15/16 / Implementation
FIT KIDS Browser Compatibility Functional Requirements Document (RFD) Completion / $8,174 / 3/1/16 / Planning
FIT KIDS Browser Compatibility Enhancements Design, Development and Testing in UAT Environment - Design Document, System Test Report, UAT Test Plan and Support / $65,388 / 3/15/16 / Planning
FIT KIDS Browser Compatibility Enhancements Implementation in Production Environment - Implementation Schedule & Report, Disaster Recovery Back-up and Restore / $8,174 / 4/15/16 / Implementation
Training Modules and Webinars – Revise online FIT-KIDS training modules and user manual to reflect all of the above revisions, 2 FIT Provider training webinars / $31,972 / 5/31/16 / Implementation
Budget
Comments: IT budget allotted to DOH – Developmental Disabilities Supports Division, Family Infant Toddler (FIT) program for this project is $ 485,787.
Description
/

FY2015 & Prior

/ FY2016 / FY2017
Staff - Internal
/ TBD
Consulting Services / Contract a statewide price agreement vendor for IV&V / N/A / $ 23,133 / TBD
Contract with Maximus, Inc. (the FIT*KIDS) development and maintenance company / N/A / $ 462,654 / TBD
Hardware / N/A
Software / N/A
Total / $ 485,787

IT System Analysis (On this document, or as an attachment, provide a summary description of the technical architecture)

The PED, CYFD, and DOH have been working collaboratively in developing an aligned data dictionary and use of common data standards in order to transmit certain fields to a data warehouse
See attachment EcidsArchitectureFull.jpeg for proposed architecture.

Independent Verification & Validation (Include Status of IV V Process)

DOH is in the process of engaging the IV&V contractor to review the design and progress of the FIT-KIDS enhancements.

Significant Risks and Mitigation Strategy

Risk 1: Failure or delay in performance by contractors developing the ECIDS central database. Mitigation 1: Work closely with PED and CYFD on data mapping to develop “placeholder” data sets to test systems for data exchange and reporting

Risk 2: Failure or delay in performance by contractor designing the FIT-KIDS enhancements.

Mitigation 2: Work closely with program staff and contractor to monitor SOW per the project management plan to ensure scope, budget and schedule are met.

Interoperability (Describe If/how this project interfaces with existing systems/Applications)

Interoperability for exchange of data between DOH FIT KIDS with the RTT ECL central database is a critical design factor. FIT KIDS enhancements are required to meet the ECIDS data and interface requirements.
Transition to Operations: (Describe agency plan to migrate project solution to production. include agency plans to fund and maintain this project after deployment. )
Upon implementation of the final phase of enhancements to the FIT KIDS, the contractor will work with the FIT program to provide online training to system users.

Revision: 6/18/13 Page 5