Closeout

Request for Project Closeout Certification Form

All Certified Projects Must Follow NM State Policies and Procurement Code

Project Governance

Project Name

/ UI Claims Modernization Project
Date / 7-6-2011
Lead Agency / New Mexico Department of Workforce Solutions
Other Agencies

Executive Sponsor

/ Carrie Moritomo
Agency Head / Celina Bussey
Agency CIO/IT Lead / Aaron Hinds
Administrative Project Manager / Ron Martinez
Project Abstract (Provide a brief description and purpose for this project)
This project addressed technical infrastructure performance limitations related to unemployment insurance (UI) service delivery on a legacy platform. This project focused on multiple subprojects for the UI Call Center improvements and UI Claims application and system enhancements.
Schedule and Budget
Planned Start Date / 5/12/2009 / Actual Start Date / 5/12/2009
Planned End Date / 12/21/2010 / Actual End Date / 2/23/2011
Planned Cost: (Budget) / $ 3,500,000 / Actual Cost: (Total) / $ 3,500,000
§  Professional Services / $1,805,768 / §  Professional Services / $1,931,432
§  Hardware / $423,029 / §  Hardware / $303,233
§  Software / $114,464 / §  Software / $551,007
§  Network / $506,064 / §  Network / $506,064
§  Other / $525,469.23 / §  Other / $208,265

Certification History

Date
/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
8/5/09
Initiation & Planning / $805,000 / American Reinvestment and Recovery Act (ARRA)
8/26/09
Implementation / $2,695,000 / American Reinvestment and Recovery Act (ARRA)
4/28/10
Change of Scope / $ 0 / American Reinvestment and Recovery Act (ARRA)
7/27/2011
Close - pending / $ 0 / American Reinvestment and Recovery Act (ARRA)
Scope Verification /

Requirements Review

/ Yes / No /

Explanation/Notes

/
Were the project objectives (expected outcomes) accomplished? / X
Were all Deliverables submitted and accepted? / X
Did the IV&V vendor verify that all deliverables met the requirements? / X
Have all contracts been closed? / X
Have all final payments been made (i.e., invoices paid) / X / Yes
Has adequate knowledge transfer been completed? / X / Yes
Major Project Deliverables and Performance Measures Met
(Include explanation if a Deliverable or Performance Measure was not met.)

Major Project Deliverable and Performance Measure (Include explanation if Deliverable or Performance Measure was not met.)

/ Budget /

Date

/

Project Phase

Upgrade Z890 IBM Mainframe v1.7 – v1.10 / $368,848 / 7/6/11 / Implementation
DB2 Upgrade from v7 to v9 / $182,159 / 7/6/11 / Implementation
UPS & PDU Upgrade / $53,121 / 7/6/11 / Implementation
Project Administration / $188,460 / 7/6/11 / Implementation
IV&V / $22,520.00 / 7/6/11 / Implementation
UI Claims Backfill / $595,696 / 7/6/11 / Implementation
Toll Free 800 / $925,075 / 7/6/11 / Implementation
Tech Training UI Support / $11,407.00 / 7/6/11 / Implementation
Data Capture Pilot Project / $376,734 / 7/6/11 / Implementation
Out-dated PC replacement / $250,112 / 7/6/11 / Implementation
Upgrade TIWA network / $506,064 / 7/6/11 / Implementation
CIO Salary / $11,237 / 7/6/11 / Implementation
Staff Indirect/Overhead Costs / $8,568 / 7/6/11 / Implementation

** Initial, Updated, and Final project budget provided below as Exhibit A

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

Report Summary
The following is the Independent Verification and Validation (IV&V) fourth (4th) and final report for the Unemployment Insurance Claims Modernization (UICM) Project.
·  All scope, budget, and schedule issues were well tracked and manageable by the Project. Risks are/were managed. There are no issues requiring Senior Management special review and/or action.
·  The Project completed its required tasks; meeting its objectives and goals with DB2 upgrade completed and operational 1/29/2011.
·  The contract Project Manager, Mr. Juan Blea, completed his project management duties by 12/17/2010. Mr. John Jolley, DWS’ Administrative Project Manager, is preparing the PCC Close Certification documentation for the Agency.
·  Formal sign-off for IVR Extensions occurred in 12/2011. No formal sign-off for DB2 Upgrade or RTAA. However, these have achieved completion and acceptance.
·  Project Documentation
o  Project reports available were well-written and reflected Project activities and status, and supported Project goals and objectives.
o  IVR Extensions had the full range of Project documentation, ranging from architecture, design, requirements, test protocol, etc. QWest/Gold Systems provided a ZIP file containing final technical architecture document containing full descriptions as part of the IVR Extensions closeout. This document will enable NMDWS to support the product without vendor support.
·  Security
o  Early on, PDS met with Mr. Phillip Zamora and Mr. Hardin Brothers to discuss the NMDWS infrastructure and application security as related to the UICM Project. Based upon the detailed presentation and review of Project documentation, PDS found that system, user, and data security was well addressed. PDS reviewed system security components regularly with the Department to ensure the Project adhered to and operated within its security specifications. All subprojects operate within the existing Agency security environment.
Transition to Operations: (Describe agency plan to support project solution in production. include agency plans to fund and maintain this project. )
/ Yes / No /

Explanation/Notes

Are there recurring maintenance/operational costs for the product/service? / X / $ 147,540 per Year – IVR Maintenance Budget.
There is flat-fee maintenance cost and an associated operational cost per call based on the unemployment rate and call volume.
Are there any recommended enhancements or updates? / X / (Attach comments)
Funding source for maintenance/operational costs? (Describe) Funding for maintenance will come from existing budget previously identified for the legacy solution that was replaced with this solution.
Summary:
1.  This investment provided critical improvements to continue to deliver constituent services. Except for hardware, these items will be retired with the retirement of the legacy system in 2012 and will not require maintenance.
2.  The IVR/Call Center has been in production for 9+ months. It is being maintained with funding previously budgeted for the legacy IVR it replaced.
3.  Additional project components such as professional services for system maintenance and enhancements as well as PC purchases will not require a maintenance component. Hardware component items are being supported through the planned IT Operations budget.


Exhibit A: Budget

Original Budget:

Updated Budget:

Final Budget:

Revision: 9/1/10 Page 6