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

/ OBMS Module Development & Enhancements
Date / January 22, 2014
Lead Agency / Public Education Department
Other Agencies / n/a

Executive Sponsor

/ Hanna Skandera, Secretary of Education, PED
Agency Head / Hipolito J. Aguilar, Deputy Secretary of Finance & Operations, PED
Agency CIO/IT Lead / Michael A. Archibeque, CIO, PED
Program Manager / Eileen Marrujo-Gallegos, Director, School Budget Division
Project Abstract (Provide a brief description and purpose for this project)
The purpose of this project is to create new modules and enhance the current functionality for the Capital Outlay and Funding Formula module in the OBMS system which will allow the Department to better serve the 89 school districts, the PED staff, the Legislature and Legislative Committees and other State Agencies. The project will be conducted to develop modules to track school districts capital outlay projects and calculate school districts funding formula allocations and budget.
Planned Start Date / January 1, 2014 / Planned End Date / June 30, 2015
Amount Requested this Certification / $450, 000.00
Amount Previously Certified / $ 200,000.00
Remaining Appropriation not Certified / $ 450,000.00
Total Appropriated Amount / $1,100,000.00

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

Date
/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
December 18, 2013 / $ 200,000 / Laws 2012, Chapter 19, Section 7 (20)
January 22, 2014 (this request) / $450,000 / Laws 2012, Chapter 19, Section 7 (20)

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

Fiscal Year
/ Amount / Funding Source
FY14 / $450,000.00 / State Operating Fund
FY13 / $650,000.00 / Laws 2012, Chapter 19, Section 7 (20) and (21)
Proposed Major Deliverable Schedule and Performance Measure

Major Project Deliverable and Performance Measure

/ Budget /

Due Date

/

Project Phase

Project Management
·  develop specifications and requirements for OBMS software and work processes. Assist in facilitating a kickoff meeting to address such specifications and requirements.
·  provide assistance with the development of a detailed Project Management Plans and schedules, with the requisite features essential to implementing and managing all aspects of the project.
·  review, prepare and complete action plans; implementing the Capital Outlay and Funding Formula modules and enhancements.
·  identify trends, system improvements, changes to scheduling, and work with the PED project managers to implement such occurrences. / Incorporated into the implementation and integration Deliverable amount / 6/30/14 / Planning
Testing, Training & Documentation
·  facilitate work sessions at a location selected by the Procuring Agency for the purpose of discussing, defining, prioritizing and scheduling enhancements. A detailed report shall be created to document such activity.
·  assist the PED IT team with the development of test and acceptance plans, identifying all testing phases to be conducted and passed. Modifications will have been made based on iterative development and testing during the development of the modules and enhancements. / $286,600
Implementation and Integration
Provide the following additions and integrations to the Capital Outlay Module:
Ø  Add maintenance module to handle capital outlay project entry, dollar totals, timelines, districts, and status (similar to grant allocation module),
Ø  Add workflow for new Capital Outlay-specific RfRs,
Ø  Add new Capital Outlay-specific RfR module and logic (similar to existing RfR module),
Ø  Add workflow to support Capital Outlay-integrated Budget,
Ø  Modify Budget entry to support Capital Outlay,
Ø  Add workflow to support Capital Outlay-integrated BARs,
Ø  Modify BAR entry to support Capital Outlay,
Ø  Add workflow to support Capital Outlay-integrated Actuals,
Ø  Modify Budget entry to support Capital Actuals, and
Ø  Add roles to support Capital Outlay-specific RfRs, Budgets, and BARs.
Provide the following additions and integrations to the Funding Formula Module:
Ø  provide the functionality to support the datasets needed to generate the Funded Run scenarios, the system functions to implement and maintain the Funding Formula, and the various outputs and audits to support the Funded Run process.
Ø  requirements definition sessions to define and validate the requirements
Ø  design and development using a modified SCRUM approach for rapid application development to view, test and deploy components as they are completed in the defined sprints.
Ø  administration/maintenance – management of the funding formula and its parameters and supporting dataset sources.
Ø  Imports/Edits – Importing and/or entry of supporting datasets, and associated edits.
Ø  Imports/Edits – Importing and/or entry of supporting datasets, and associated edits
Ø  Funded Runs – User interface and supporting business logic for implementing the funding formula and running the Funded Runs based on user-provided parameters
Ø  Audits – Auditing data and interface to maintain history of all data edits and Funded Runs
Ø  Reports – Outputs of Funded Runs, Funding Formula, and associated data
Ø  Documentation of the system administration and user functions / $813,400 / 6/30/14 / Planning
Monthly Reports & Acceptance
Provide a Monthly Report, by the 10th of each month, in a standard format which remains consistent throughout the term of this Agreement, agreed upon between Contractor and PED, specific to these tasks.
Monthly invoices and reports will be reviewed and approved by the Program Manager and the CIO prior to release of payment. / Incorporated into the implementation and integration Deliverable amount / 6/30/15 / Planning
Budget
Comments: Estimated budget for completion of the OBMS Module Development & Enhancements is $1,100,000.00 - We will use Sole Source Contractual staff support for FY14 and FY15. PED will be utilizing 2 internal staff to transition OBMS to operations in FY16 and thereafter.
Description
/

FY14

/ FY15 / FY16 / FY17 / FY18
Staff - Internal
/ Internal Assigned Staff Support / 2 FTE / 2 FTE
Consulting Services / Professional Services / $650,000 / $450,000
Hardware
Software
Totals / $650,000 / $450,000 / $1,100,000

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

The OBMS Database is administered by the PED IT staff and hosted by DoIT at the SIMMS Building. The OBMS resides on a SQL Server utilizing .Net as a frontend. The OBMS application is supported by a third party vendor through an annual maintenance and support agreement. The software was developed by POD, Inc. and PED owns the Source Code.

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

A quote request for an IV&V services has been submitted to various service providers. PED awaits the return of these quotes.

Significant Risks and Mitigation Strategy

Risk 1: change in administration

Mitigation 1: properly document project progress to ensure system continuity.

Risk 2: loss of funding

Mitigation 2: explore other avenues of funding, grants, legislative allocations, etc.

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

The OBMS modules and enhancements will be added to the existing OBMS software. The PED IT staff will be exploring data interfaces with a variety of systems maintained here at PED, specifically with STARS and various Federal Program systems.
Transition to Operations: (Describe agency plan to migrate project solution to production. include agency plans to fund and maintain this project after deployment. )
PED will use contractual staff support, in collaboration with PED program and IT staff, in FY14 and FY15 for the implementation and deployment of the OBMS Modules and Enhancements. PED has assigned a Database Administrator and an Applications Analyst to work with the vendor to transition OBMS Modules and Enhancements to PED operations. An M&S agreement will be needed in FY15 for the vendor to provide help desk and minor software/database support. PED is considering hiring additional personnel to take on these activities for FY16. Funding will be provided through State and PED general funds.

Revision: 9/1/10 Page 4