doit – epmo fy13 q1 performance report hsd isd2 ... qtr 2 oct-dec 2012... · pos for all dmw...

Project Status: Development activities completed and final deliverable in review and acceptance. Quality Assurance Testing (QAT) is 55% completed. UAT training is currently in progress and will be conducted through June, 2013. Budget Status : Project is tracking within budget. Schedule Status: Development has been completed, response to review comments

awaited. QAT is underway with preliminary testing of file layouts and data, and is scheduled for completion in February 2013. UAT Training is underway for the Trainers and field staff with 14 additional staff on board for this training. Electronic Document Management and Integrated Voice Response solutions have been finalized and development and testing are underway.

Project Description: Replace and consolidate the current Income Support Division (ISD), Integrated Service Delivery (ISD2) Systems into one integrated system. Overall Analysis/Trend: Project tracked within scope, budget and schedule. QAT is 55% complete and Training & Implementation planning is in progress. DoIT management works closely with the agency and continues to monitor key project indicators on a regular basis.

DOIT – EPMO FY13 Q2 Performance Report

HSD ISD2 Replacement System (ASPEN)

Risks/Issues

Project is managing and tracking risks actively. Current risks include • Impact of HIX project on ASPEN project. Key ASPEN staff to work with

HIX consultants to identify interface requirements. • Impact on the ASPEN schedule when making changes to different

interfacing systems. Monitoring developments efforts via frequent status meetings with key interface developers (JP Morgan, Omnicaid, NGC).

• TANF/SNAP Reauthorization. If changes identified later in development, changes will be delayed until after deployment.

$0

$50,000,000

$100,000,000

$150,000,000

Spent Budget

Amount $30,708,790 $105,060,012

ASPEN Project Financials

Project Milestone Title %

Complete Total Costs

1 Planning Phase 100 $930,588

2 Implementation Planning 100 $1,770,339

3 Requirements 100 $3,962,405

4 Design 100 $8,408,275

5 Development 81 $21,404,046

6 Build and Test 0 $17,921,679

7 User Acceptance Test 0 $18,618,349

8 Pilot 0 $6,643,434

9 Wave 1 0 $6,112,292

10 Wave 2 0 $6,112,292

11 Wave 3 0 $6,112,292

12 Close Out 0 $7,064,021

$105,060,012

Project Status: EA conditional FONSI issued. DMW contractors have 98% of DMW site surveys complete, and are working on path analyses, and civil designs. Contract POs for all DMW tasking for Aviat, Crestino, and TowerCom are issued or in process. $50K service contract prepared for Televate, through legal review and ready for final processing. First meeting of the DOIT 700 MHz LTE Broadband Executive Steering Committee to meet on 1/12/12. Budget Status : Project has expended over $37.8M (including $11.6M in kind

match), over $5M was expended during the last quarter (mainly on construction).

Schedule Status: Permitting process continues in conjunction with construction activities. The $4M remaining in LTE has been suspended. The DoIT is working with fed partners to ensure grant award on the use of these funds. NTIA approved a two year extension on the project.

Project Description: Two Part Project: 1) Complete Analog to Digital Microwave conversion statewide to provide Middle Mile Broadband service, and 2) Design and Build a Public Safety 700Mhz LTE Last Mile Service in the Albuquerque and Santa Fe areas. Overall Analysis/Trend: Project tracked within scope, budget and schedule. Construction activities completed at 18 sites, 8 additional sites are in progress.


DOIT SIRCITS

Risks/Issues Lease issues have been minimized, however the DoIT staff continues to work with outside Counsel to review all leases and prepare needed changes. Weather was identified as an issue and has been/will continue to be an issue (three sites cannot be completed at this time due to snow). New leases for Bernal, Hi Lonesome, and South Mesa were approved. Project is working with GSD to get the insurance coverage required by USFS SF.

$0

$20,000,000

$40,000,000

$60,000,000

Spent Budget

Amount $37,883,470 $55,700,000

SIRCITS Project Financials

Project Status: The application was launched on Sunday Jan 6th and has remained up and active since then. The UI program allowed 3 days of data conversion where no UI interactions we allowed. After the system was brought up, a large volume of calls temporarily stained resources at the call center. On Day 1 the toll free line received approximately 94,000 calls by 4500 unique callers. Also on Day 1, the call center staff took approximately 4800 calls. The large volume was anticipated, but the problem was compounded with the Federal announcement of extended benefits. Additionally a problem was introduced by Wells Fargo changed the bank account number, resulting in issues with benefits cards. As of 1/25/13 the department reports that the system is a success. The DoIT gives the project an overall rating of yellow pending a 30 day cycle of no new data or system issues.

Budget Status : Project is within budget. Tax - $26,960,000 Claims - $12,401,000 Extension - $2,792,700 Program Integrity - $3,742,350 Infrastructure - $1,521,568.97 DWS Contractor Support - $1,295,107 IVR - $172,085 Future SBR - $5,000,000 The agency is researching ways to alleviate resource problems including staffing issues including call center issues, funding issues for toll free calls, and constituent confusion regarding field offices (employment services) and UI issues. Temporary staffing resources were put in place for the systems roll out in Santa Fe, Farmington, Rio Rancho, Albuquerque, Las Cruces, and Deming offices.

Schedule Status: Project met the Go Live date per revised schedule baseline. DWS reports that the system roll out is good and next phase are on schedule. DWS plans to leverage new features over the next 8 months to decrease fraud and increase the collections of overpayments

Project Description: Implementation of a new Unemployment Insurance System that will replace the Tax, Claims, and Program Integrity applications. Overall Analysis/Trend: Project was able to meet the Go Live date in accordance with the re-baselined schedule. The Agency Executive Leadership has been in communication with external stakeholders to ensure issues are appropriately addressed and facilitate a smooth transition to operations. Agency leadership and DoIT continue to monitor project progress closely. As of 1/25/13 the department reports that the system is a success. The DoIT gives the project an overall rating of yellow pending a 30 day cycle of no new data or system issues.

DOIT – EPMO FY13 Q2 Performance Report DWS – UI System Modernization - uFACTS

Risks/Issues

Resources: Extended Benefits announced at the end of Dec. 2012 – claimants misunderstanding of the extended benefits results in additional staff resources necessary to identify if benefits were truly exhausted or if the claimant was eligible. As school begins in January, the workload for adjudication increases. The department continues to work through risks identified subsequent to Go Live.

$0

$20,000,000

$40,000,000

$60,000,000

Spent Budget

Amount $39,995,951 $48,884,811

UI System Modernizaiton Project Financials

Project Status: Project was transitioned out of HSD to the Health Insurance Alliance. Plans are in process to close out the project at PCC. Budget Status : $23,950,000 available from Level one Grant award. Schedule Status: No schedule issues. Project plans to closeout in March PCC.

Project Description: To procure and implement a consumer-oriented New Mexico Health Insurance Exchange, eligibility, enrollment, shop and compare information technology system. Overall Analysis/Trend: Project was transitioned to NMHIA. HSD is working on closeout documents for PCC


HSD – NM Health Insurance Exchange (NMHIX)

Risks/Issues

No major risks or issues. Project was transitioned to the Alliance.

-500000

500000

1500000

2500000

Spent Budget

Amount 0 $23,950,000

NMHIX Project Financials

Project Status: Requirements from visioning session were finalized and RFP to procure a new customer centric Driver and Vehicle system was developed and released. Budget Status Final budget estimates will be firmed

up based on RFP contract award. Funding comprises of Federal grants, non-recurring fund balances, revenue from record sales, cost recovery and C2 funding. Schedule Status: Schedule will be determined as

planning activities progress subsequent to RFP contract award.

Project Description: The project objective is to replace the current MVD Driver and Vehicle Systems with an integrated system. After an RFI was issued in July, 2011 and responses were evaluated. Agency plans do issue an RFP and project implementation activities are estimated to start early FY13. Overall Analysis/Trend: Project made notable progress in the last quarter. Based on visioning sessions, RFI and research on other states RFP was developed and released. Agency leadership is closely involved in project governance. DoIT continues to work closely with the agency through procurement reviews and approvals.


TRD MVD Driver Reengineering

• Risks/Issues MVD processes continue to run on legacy applications. Staffing continue to remain a high risk.

Project Status: Project was approved for remainder of the funds

through Implementation Phase at the Dec. 2012 PCC. Amendment 1 to Xerox contract was executed in December. Deliverables completed include: EDMS Workflow, HIPAA 270/271, HIPAA 276/277, and HIPAA 820. Deliverables in progress: HOpR Phase 1, New PBMS, New FADS, HIPAA 834, New Web Portal, ICD-10, EBOC, and NCPDP 3.0 Subrogation (optional per Amendment 1). The OmniCaid development team reports detailed progress metrics on ASPEN-related work to ITD weekly. Budget Status Project is within budget. The total CMS budget for

the 2012 MMIS contract plus IV&V services through 2016 is baselined at $109.6 M, but most of those costs are for operations and maintenance of the existing MMIS. This project focuses on a subset of those total costs: transition to the new contract terms; DDI of 14 MMIS enhancements; and IV&V services during the 24 months of DDI work. The total cost of this DDI project is baselined at $13,477,225.63 with additional cost expected for Centennial Care. The PCC certified all the baseline budget funds at the December 2012 hearing. Schedule Status: Project progresses per schedule. Status reports

are delivered to HSD weekly and project review meetings are held with HSD bi-weekly. The IV&V contract was finalized 9/13/2012 with Cognosante LLC and they have worked aggressively to produce five major deliverables on schedule (IV&V Project Plan; Initial Report; Report on SFA Policies, Standards & Change Management, and 1st of 15 Monthly Reports).

Project Description: The purpose of this project is to design, develop and implement 11 subsystem enhancements to the NM Medicaid Management Information System (MMIS). The MMIS (a.k.a. "OmniCaid") is owned by HSD and hosted by the State Fiscal Agent, Xerox. Overall Analysis/Trend: Project activities progress per plan. PCC approval of remainder funds for enhancements identified through the Implementation Phase. IV&V vendor engaged. Project is working on addressing IV&V recommendations on risk monitoring.


HSD MMIS Enhancements Project

Risks/Issues Developments/priorities related to ASPEN, Centennial Care and HIPAA Operating Rules could force changes in the due dates for MMIS enhancements 2012-2014. Xerox and HSD are collaborating to improve formal, proactive risk management.

$0

$5,000,000

$10,000,000

$15,000,000

Spent Budget

Amount $1,410,300 $13,477,226

MMIS Project Financials

Project Status: A Mountain was deleted from the list of PSIC sites. Most activities at the EOC, Buck Mountain and Gibson Peak were

completed prior to 6/30/12. The purchase and installation of DMW antennas at Gibson was not done. Both Buck and the EOC should be completed under the SIRCITS project. DMW changes at Gibson will be done using other funds. Executive leadership has approved these risk mitigation strategies and project is working on closeout activities. Budget Status: Project is within budget. Schedule Status: Construction and installation at designated sites were completed except Buck, EOC, Gibson. Executive leadership has

accepted the change and the project is finishing closeout activities.

Project Description: Install multiple interconnected radio repeaters at the locations (towers and facilities) already in place as part of New Mexico’s statewide microwave communications backbone. Improve interoperable communications governance, establish operating procedures for local, regional, and statewide interoperable communications capability and disciplined use. Overall Analysis/Trend: Project implemented contingency options to mitigate outstanding risks. DoIT allocated additional resources to ensure successful completion of the project. Closeout activities planned for next quarter.


DHSEM Public Safety Interoperable Communications (PSIC)

Risks/Issues

Project is ready for closeout. All risks/issues have been mitigated.

Project Status: Phase I of implementation activities was completed. Phase II commenced on 11/01/12 and continue to make progress per schedule. Budget Status: Project tracks within budget Schedule Status: Project on schedule. Phase 1 activities completed. Implementation Phase 2 is on track.

Project Description: The GenTax Upgrade Project is comprised of the following: 1. Upgrading GenTax V6 to V9 2.Replacing Refunds/TOP V5 module with core Refunds/TOP V9 module 3. Providing TRD with a Business Credit Module 4. Piloting a standalone version of the data warehouse programs into the GenTax Data Warehouse 5. Improving reporting efficiency & accuracy 6. Provide a modern technology platform for the GenTax integrated tax solution 7. Maintain the current functionality of TRD's version of Fast Taxpayer Access Point (TAP). Overall Analysis/trend: Project activities are within scope, budget and schedule. Phase 1 Implementation activities completed- System Design, Development, Validation and Production Implementation of V6 Refunds/TOP and V9 TAP & Data Warehouse Pilot. Phase II activities initiated.


TRD GenTax Upgrade

Risks/Issues

Risks related to resource constraints and system functionality

are being tracked and managed. $(2,000,000)

$8,000,000

Spent Budget

Amount $1,078,345 $6,230,000

GenTax Upgrade Project Financials

Project Status: Contract deliverables are being completed per schedule. The mapping upload activities resulted in improvements to the web map, better data reporting with propagation modeling in full force, feedback mapping to the providers with some sophisticated improvements, speed testing and other tools added to the online services, and new county/statewide static maps added to the Broadband Portal. The Train the Trainer Digital Literacy Program is moving well and swiftly with all equipment ordered, the instructional booklets quote for publication, and the first of three areas selected. The Community Broadband Master Plan Guidebook was completed. Budget Status: The project is almost three years into a five year award and is tracking within budget. A Budget Assessment was

initiated in October. This assessment will analyze work yet to be completed and provide a path for the remaining two years. Of particular interest is the funding of the remaining milestones Mini Strategic Plans, Regional Implementation Plans, larger Strategic Plan, and a final Conference. Schedule Status: Project is on schedule. Bi-weekly meeting with contractors continue to track deliverables. Five new contracts are

being staged to address strategic planning, coordination, and implementation processes.

Project Description: Map broadband availability within the State of New Mexico. Project also includes planning, capacity building, and technical assistance elements. Project will implement strategic planning initiatives to discover the underserved and facilitate adoption. Overall Analysis/trend: Contracts for mini strategic plans for Health, Education and Economic Development are in development. POCD continues to provide oversight via participation in meetings and special events.


DOIT NM State Broadband Initiative

Risks/Issues

Award Action Request to change grant match source from a complicated metric to a single source is in process. This could impact plans to hire additional resource.

$0

$1,000,000

$2,000,000

$3,000,000

$4,000,000

$5,000,000

Spent Budget

Amount $1,577,318 $4,762,287

Broadband Initiative Project Financials

http://www.doit.state.nm.us/broadband/index.shtml

Link to New Mexico Broadband Program



Project Status: Contract for Project Management has been executed. Procurement of equipment has commenced. Agency UE (User

Equipment) inventory has been completed. Implementation Plan has been completed. Waiver from FCC has been granted for extension to 01/01/2014 for compliance. Budget Status: Project is within budget. Schedule Status: Project activities progress per schedule. All funding has been appropriated and has been certified by PCC. All Base

Stations have been received. In process of being inventoried. Agency UE (User Equipment) has been completed and verified. FCC approved a waiver for Jan 1, 2013 mandate and granted a one year extension, for all public and business land mobile radio (LMR) systems in 150-512 MHz radio bands to switch from 25KHz to 12.5 KHz.

Project Description: Migration from Wide Band to Narrow Band of statewide 2-way radio communications per FCC mandate Overall Analysis/Trend: Project is within scope, schedule and budget. POCD monitors key indicators through periodic quality assurance review and reporting.


DoIT Narrow Banding

Risks/Issues Constraints include weather and availability of internal or external resources with expertise on DoIT specific business

$0

$2,000,000

$4,000,000

Spent Budget

Amount $621,193 $4,000,000

Narrow Banding Financials

doit – epmo fy13 q1 performance report hsd isd2 ... qtr 2 oct-dec 2012... · pos for all dmw...

Documents