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

/ K-3 Formative Assessment
Project Phase / Implementation
Date / February 12, 2014
Lead Agency / New Mexico Public Education Department (PED)
Other Agencies

Executive Sponsor

/ Hanna Skandera, Secretary of Education, PED
Business Owner / Leighann Lente, Deputy Secretary, Policy & Programs, PED
Agency CIO/IT Lead / Michael Archibeque, Chief Information Officer, PED
Program Project Manager / Melinda Webster, Director of Early Childhood, PED
IT Project Manager / Lisa Hamilton, Manager, Data Quality & Analysis, PED
Project Abstract (Provide a brief description and purpose for this project)
Early Literacy Interventions and Initiatives have been determined to be a priority for the state of New Mexico as evidenced by the inclusion of $8.5 million dollars in HB 2 for these initiatives. The K-3 Formative Assessment will provide critical data for monitoring student achievement in reading and assist teachers in guiding instruction to meet student needs.
We are requesting certification of an additional $350,000 for additional Onsite Training, Site Visits, and adding a “Train-the-Trainer” initiative to this project.
Start Date / September 1, 2012 / Planned End Date / June 30, 2014

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

The project Implementation Phase was originally planned to be certified in two phases, Year 1 and Year 2 activities. This request is to amend the scope of work and add related compensation. Approval of this request will enable the Early Childhood Bureau to continue providing the K-3 Formative Assessment to NM’s schools, necessary to capture critical data for monitoring student achievement in reading and assist teachers in guiding instruction to meet student needs.
Amount Requested this Certification / $350,000 (Year 2)
Amount Previously Certified / $ 2,782,719 (Year 1 & 2)
Remaining Appropriation not Certified / $ 0
Total Appropriated Amount (include any new funds) / $ 3,132,719

Certification History (Include any previous project or phase certifications)

Date
/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
August 22, 2012 / $885,000 / Laws 2012, Chapter 19, Section 4, Public Education Department Special Appropriation: (j) Early Reading Initiative
August 28, 2013 / $1,885,976 / Laws 2013, Chapter 227, Section I, Other Education; Public Education Department Special Appropriation: (j) Early Reading Initiative
February 12, 2014
(This Request) / $350,000 / Laws 2013, Chapter 227, Section I, Other Education; Public Education Department Special Appropriation: (j) Early Reading Initiative

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

Fiscal Year
/ Amount / Funding Source
FY13-14 / $3,132,718.71 / Laws 2012, Chapter 19, Section 4, Public Education Department Special Appropriation: (j) Early Reading Initiative.
Contract 13 924 P257 00205 Amendment 2, increases total appropriation amount, project amount to $3,132,718.71.
Major Deliverable Schedule and Performance Measures

Major Project Deliverable and Performance Measure

/ Budget /

Due Date

/

Project Phase

K3 Formative RFP Development, Evaluation, and Contractor Selection / $0 / 8/22/13 / Planning
Initial, Planning, and Implementation Phase Certification / $0 / 8/22/13 / Initial, Planning, and Implementation
K3 Formative Contract / $0 / 10/24/13 / Implementation
Implementation Training - progress monitoring, and access to tools / $616,743 / 6/30/13 / Implementation
Onsite Principal Training, Site Visits, & Train-the-trainer / Included Above / 6/30/13 / Implementation
Implementation of K3 Assessments / $280,000 / 6/30/13 / Implementation
Benchmark data, progress monitoring assessments, and access to tools / Included Above / 6/30/13 / Implementation
Year 1 Completion: Status Reporting / Included Above / 6/30/13 / Implementation
Sub Total Year 1 / $896,743
Year 2 Begin Date
Implementation Training - progress monitoring, and access to tools / $1,607,594 / 7/1/13
6/30/14 / Implementation
Onsite Training, Site Visits, & Train-the-trainer / $350,000
Request Addition / 7/1/13-9/1/13 / Implementation
Implementation of K3 Assessments / Included Above / 7/1/13
12/1/13
6/30/14 / Implementation
Benchmark data, progress monitoring assessments, and access to tools / $278,382 / Implementation
Year 2 Completion: Status Reporting / Included Above / 6/30/14 / Implementation
Sub Total Year 2 / 2,235,976
Project Closeout –Transition to Operations / Included Above / 6/30/14 / Closeout
Project Total (Years 1 & 2) / 3,132,719
Budget
Comments: The total budget for Year 2 of the project, as amended, was increased to $3,132,718.71. Based on detailed planning and activities of Year 2 it was determined that the budget was to be increased to complete deliverables for Year 2.
Description
/

FY13 & Prior

/ FY14 / FY15 / FY16 / FY17&After
Staff - Internal
Consulting Services / K3 Assessment Implementation – application access, training, reporting / $896,743 / $2,235,976 / TBD / TBD / TBD
Hardware
Software
Total / $896,743 / $2,235,976

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

IV&V is conducted by Cognosante: The current status is Green. NM PED has contracted with Amplify (formerly known as Wireless Generation) and is actively involved in day-to-day project activities. Progress is as follows: 229 schools across 86 Districts are participating in the K3 Formative Assessments. Regional trainings are being conducted and Amplify continues to provide training to teachers, principals and other administrative staff. PED has a two year contract with Amplify to provide these services and with the release of these funds, PED can continue this work.

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

Business Risk: Loss of Funding – Non-release of allocated funds for Year 2 of this project will not allow the Districts and schools to continue conducting K3 Formative Assessments, per Laws 2012, Chapter 19, Section 4, Public Education Department Special Appropriation: (j) Early Reading Initiative.

Revision: 6/18/13 Page PAGE 1