New Mexico Department of Public Safety Computer Aided Dispatch (CAD) / Records Management System (RMS) Planning Project
Project Charter For Certification
Executive Sponsor – Secretary Gorden Eden
Business Owner – Ron Burton, CIO
Original Plan Date: September 17, 2012
Revision Date:
Revision: 1
About This Project Charter DOCUMENT
Permission to plan the projec t and setting the governance structure
The Project Charter provides the project manager and project team with permission to proceed with the work of the project, within the scope delineated in this document. The Project Charter should be the outcome of a number of documents that went into the pre-planning for the project, and in many cases the agency IT Plan, Business Case for appropriations, Federal funding requests and the like.
Project sponsors sign the Project Charter signifying that they have agreed to the governance structure for guiding the direction for the further planning of the project, discovery and defining the requirements, acquiring necessary resources, and within that context the statement of work for any related contracts including a contract for the Independent Validation and Verification.
The Project Charter is also the foundation for the creation of the project management plan, and much of the thinking and writing for this charter will be immediately usable for that project management plan.
Project certification Initial phase documentation
The Project Charter is also used within the State of New Mexico IT Project Certification process as evidence of the project’s worthiness for the Initial Phase certification. The Initial Phase certification is especially critical to many state and agency projects because of its related release of the initial funds required for the project.
Initiation Phase funding is requested by an agency for use in developing project phases, developing Independent Verification and Validation (“IV&V”) plan and contract; address project review issues and/or to develop an overall project management plan. Note: Waiver of the IV&V requirement requires specific written approval by the Secretary of the DoIT.
DoIT “Project Certification” Memorandum July 2, 2007
The Project Charter and the Request for Certification Form are meant to provide a comprehensive picture of the project’s intention and initial planning, that includes the project’s place in the context of the State of New Mexico’s IT Strategic Plan, Enterprise Architecture, and DoIT project oversight process. See “IT Project Oversight Process” Memorandum July 5th 2007 on the OCIO-DoIT web site.
table of contents
About This Project Charter DOCUMENT i
table of contents ii
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 2
2.0 Justification, Objectives and impacts 4
2.1 Agency Justification 4
2.2 Business Objectives 4
2.3 Technical Objectives 5
2.4 Impact on Organization 5
2.5 Transition to Operations 8
3.0 Project/Product Scope of Work 11
3.1 Deliverables 12
3.1.1 Project Deliverables 12
3.1.2 Product Deliverables 13
3.2 Success and QUALITY METRICS 15
4.0 Schedule Estimate 16
5.0 Budget Estimate 16
5.1 Funding Source(s) 17
5.2. Budget By Major Deliverable or Type of expense - 17
5.3 Budget By Project Phase or Certification Phase 18
6.0 Project Authority and Organizational Structure 19
6.1 STAKEHOLDERS 19
6.2 PROJECT GOVERNANCE PLAN 20
6.3 PROJECT MANAGER 21
6.3.1 PROJECT MANAGER CONTACT INFORMATION 21
6.3.2 PROJECT MANAGER BACKGROUND 21
6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES 21
6.5 Project management Methodology 21
7.0 Constraints 22
8.0 Dependencies 22
9.0 Assumptions 22
10.0 Significant Risks and Mitigation Strategy 22
11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING 23
12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V 23
13.0 Project Charter Agency Approval Signatures 25
14.0 Project Charter Certification Approval Signature 25
Revision History
Revision Number / Date / Comment1 / 9/1712 / CAD/RMS initial charter
iv
Project Charter [Project name] 13
1. project background
The project background section is meant to provide the reviewer with a picture of the development of the project from inception to its being submitted for certification.
1.1 Executive Summary -rationale for the project
The New Mexico Department of Public Safety proposes the replacement of the existing Computer Aided Dispatch (CAD) system with an integrated CAD and Records Management System (RMS).
CAD is one of the core systems DPS provides to the State Police and other Law Enforcement Agencies (LEAs). CAD is the system used to dispatch 911 calls out to the officers, map the call location in the dispatch center, provide Automatic Vehicle Location (AVL) for officers in the field, and provide National Crime Information Center (NCIC) access within the application. CAD is essential in providing rapid response from State Police and LEAs to crime/incident scenes.
The current CAD has been in place for over 10 years, and is at end of life (vendor support soon to be discontinued), and DPS is unable to take advantages of newer technology, such as the latest map generation methods.
DPS currently operates without an integrated RMS. Separate, non-enterprise record systems are utilized for different disciplines within DPS to create and store records. These disparate systems require an officer to utilize several applications to retrieve the necessary data to support their activities. DPS is decades behind most other law enforcement agencies in the country in the deployment of a comprehensive records management technology.
Implementation of an integrated, effective RMS will assist DPS maintenance of data records through the entire life-cycle. This includes classifying, storing, securing, and destruction (or in some cases, archival preservation) of records which are key to DPS’s mission. This is necessary to improve the efficiency of processing information and people. An integrated RMS will provide Law Enforcement personnel one-stop access to the agency’s data records.
One of the primary missions of DPS is to support LEAs throughout the State of New Mexico in protecting their citizens. DPS fulfills this mission through a variety of means, one of which is to provide data, systems and networks that allow criminal justice agencies to access information in a timely fashion that is useful for decision making. The DPS CAD system is currently used by law enforcement agencies in Sierra, Valencia and Luna Counties. The cost to move these agencies to the new DPS CAD system will be included in our planning.
1.2 Summary of the foundation planning and documentation for the project
The New Mexico Department of Public Safety has created the full business case for CAD/RMS and presented to the Legislative Finance Committee a request for funding. Funding was awarded in the amount of $300,000 for planning in FY13.
Project Documentation:
6/2012 – Charter and Initiation request
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 / One of four major DPS systems, providing 911 Dispatch of calls for the State Police and several other Law Enforcement Agencies (LEAs)
Project cost is equal to or in excess of $100,000.00 / YES / $300,000.00
Project impacts customer on-line access / YES / Follow-on project to implement new system will replace existing system and processes.
Project is one deemed appropriate by the Secretary of the DoIT / Unknown
Will an IT Architecture Review be required? / Yes / Project initiation will review current environment with recommendations for upgrade and replacement
2.0 Justification, Objectives and impacts
The justification and objectives section relates the project to the purpose of the lead agency and describes the high level business and technical objectives for the project. The section also includes a high level review of the impact to the organization, and of the concerns for transition to operations.
2.1 Agency Justification
IDENTIFY AGENCY MISSION, PERFORMANCE MEASURE OR STRATEGIC GOALS TO BE ADDRESSED THROUGH THIS PROJECT
Number / Description /Agency / Provide accurate, complete and timely information to New Mexico law enforcement and criminal justice agencies to assist them in providing justice services to the citizens of New Mexico. Provide information to staff at all levels of the criminal justice system in order to allow them to make more informed decisions regarding their business operations and clients.
2.2 Business Objectives
Use the following table to list measurable business objectives
Number / Description /Business Objective 1 / Uniform record entry, update, and retrieval increasing efficiency of response throughout life cycle of case.
Business Objective 2 / Integrated automatic flow of records from initial CAD request through disposition of case.
Business Objective 3 / Improved reporting of performance statistics for operational assessment.
2.3 Technical Objectives
Number / Description /Technical Objective 1 / Replace aging system.
Technical Objective 2 / Implement new technologies not available in current system.
2.4 Impact on Organization
The impacts on the organization are areas that need to be addressed by the project through its planning process. They may not be internal project risks, but they can impact the success of the project’s implementation.
Area / Description /End user / (1) State Police and Motor Transportation officers, other LEA officers
(2) Dispatchers
(3) Records Clerks
Business Processes / Dispatch, Mobile NCIC and NLETS access, incident tracking and reporting, Investigations.
It Operations and staffing / Mobile and desktop deployments, access security and connections, system administration.
Other / Public information access.
2.5 Transition to Operations
The transition to operations areas include items that are asked in the certification form to assure that the project has accounted or will account for these matters in its planning and requirements specifications.
Area / Description /Preliminary Operations location and staffing plans / The NM DPS will continue business as usual in our offices located in the Santa Fe. Staffing will not change. Locations of the current CAD will remain the same for the new system initially.
Data Security, Business Continuity / CJIS Security Policy 5.0 will be required to be met. Vendor solution will need to work within NMDPS VPN and encryption approaches.
Maintenance Strategy / NMDPS has previously pursued extended warranties as part of the initial project to ensure the system is covered while planning for continuing maintenance is conducted.
Interoperability / TBD – based on implementation project vendor solution.
Record retention / 99 Years
Consolidation strategy / N/A
3.0 Project/Product Scope of Work
In its efforts to move from the high level business objectives to the desired end product/service the project team will need to deliver specific documents or work products. The State of New Mexico Project Management Methodology distinguishes between the project and the product.
Project Deliverables relate to how we conduct the business of the project. Product Deliverables relate to how we define what the end result or product will be, and trace our stakeholder requirements through to product acceptance, and trace our end product features and attributes back to our initial requirements
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
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
Consultant to assist with analysis / NMDPSConsultant contract / NMDPS
Current Environment Assessment / Consultant vendor
Future Environment Assessment / Consultant vendor
Needs Assessment / Consultant vendor
Requirements Specification (including Requirements Traceability Matrix – RTM) / Consultant vendor
3.2 Success and QUALITY METRICS
Metric are key to understanding the ability of the project to meet the end goals of the Executive Sponsor and the Business Owner, as well as the ability of the project team to stay within schedule and budget.
Number / Description /Quality Metrics / To produce an assessment of current environment and future needs.
4.0 Schedule Estimate
Major Project Deliverable and Performance Measure
/Due Date
Consultant to assist with analysis / 10/15/12Consultant contract / 10/15/12
Current Environment Assessment / 1/31/13
Future Environment Assessment / 1/31/13
Needs Assessment / 1/31/13
Requirements Specification (including Requirements Traceability Matrix – RTM) / 1/31/13
5.0 Budget Estimate
Within the Project Charter budgets for the project can only be estimated. Original budgets requested in appropriations or within agency budgets are probably not the numbers being worked with at project time. Funding sources are asked for to help evaluate the realism of project objectives against funding, and the allocation of budget estimates against project deliverables.