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Request for Services 18-023

Attachment F1 Technical Proposal Requirements

Table of Contents

SECTION FOUR MANDATORY REQUIREMENTS5SECTION FIVE TECHNICAL RESPONSE REQUIREMENTS65.1PROJECT MANAGEMENT65.1.1OVERVIEW65.1.1.1PROJECT MANAGEMENT OFFICE (PMO)65.1.1.2INDEPENDENT VALIDATION AND VERIFICATION (IV&V)65.1.1.3PROJECT MANAGEMENT APPROACH65.1.1.4TIME MANAGEMENT75.1.1.5HUMAN RESOURCE MANAGEMENT75.1.1.6COMMUNICATION MANAGEMENT95.1.1.7RISK MANAGEMENT105.1.1.8ISSUE MANAGEMENT105.1.1.9SCOPE MANAGEMENT115.1.1.10COST MANAGEMENT115.1.1.11RESPONSIBILITIES115.1.1.12STATE RESPONSIBILITIES115.1.1.13VENDOR RESPONSIBILITIES125.1.1.14KEY PERFORMANCE MEASURES135.2PRIVACY STANDARDS135.2.1STATE RESPONSIBILITIES145.2.2VENDOR RESPONSIBILITIES145.3SECURITY145.3.1STATE RESPONSIBILITIES145.3.2VENDOR RESPONSIBILITIES145.4DOCUMENTATION155.4.1STATE RESPONSIBILITIES155.4.2VENDOR RESPONSIBILITIES155.5BUSINESS PROCESS ANALYSIS AND REDESIGN155.5.1BUSINESS PROCESS ANALYSIS155.5.2BUSINESS PROCESS IMPROVEMENT AND REDESIGN165.5.3BMV/C BUSINESS PROCESS TEAM LEAD175.5.3.1STATE RESPONSIBILITIES175.5.3.2VENDOR RESPONSIBILITIES175.6STARS SYSTEM TECHNICAL ARCHICTECTURE DESIGN185.6.1STARS SYSTEM ARCHITECTURE GAP ANALYSIS245.6.2STARS SYSTEM ARCHITECTURE AND TECHNICAL MODERNIZATION DESIGN PLAN255.6.2.1STATE RESPONSIBILITIES285.6.2.2VENDOR RESPONSIBILITIES28

OVERVIEW

The Technical Requirements are organized into two (2) sections:

· Foundation - present the elements that set the overall standards and methods to be employed throughout the duration of the project

· Functional - present the specific requirements that will be required of the System Tracking and Record Support (STARS) System Modernization vendor throughout the duration of the project

Each section of requirements presents an overall description of the section followed by responsibilities of the State, responsibilities of the vendor, and key performance measures:

RESPONSIBILITIES

· State responsibilities are presented in a separate subsection entitled State Responsibilities

· Responsibilities for the vendor are presented in table format in a separate subsection titled Vendor Responsibilities

KEY PERFORMANCE MEASURES

Key performance measures are presented in a table identifying the service quality the State is requiring, along with the measurement and the anticipated service level threshold.

·

SECTION FOURMANDATORY REQUIREMENTS

The BMV/C requires the services of a qualified vendor to execute this project. The qualified vendor and/or the vendor’s subcontractor must have the following experience:

· Recent experience developing a system/technical architecture design plan for a project of similar size and scope, which was successfully implemented and is still in productive use, within the last three (3) years

· Recent successful completion of engagements of similar size and scope within state government agencies and/or within large complex business environments within the last three (3) years

· Recent successful completion of a Business Process Redesign (BPR) project of similar size and scope within the last three (3) years within a state government agency

ID

Requirement

1

Prime vendor or subcontractor has successfully completed a system/technical architecture design plan for a project of similar size and scope, which was successfully implemented and is still in productive use, within the last three (3) years as specified in requirements 1.1 - 3.1.

1.1

System designed in Requirement 1 managed a minimum of 15 separate data sources

Refer to the STARS systems and interfaces diagram in Section 5.5

1.2

System designed in Requirement 1 supported interfaces with a minimum of 7 external systems


1.3

System designed in Requirement 1 comprised of a minimum of 15 supporting systems


1.4

System designed in Requirement 1 managed a minimum of 200 business processes or transactions

1.5

System designed in Requirement 1 processed a minimum of 10.5 million transactions annually

2

Prime vendor or subcontractor has successfully completed an engagement of similar size and scope within state government agencies and/or within large complex business environments within the last three (3) years

3

Prime vendor or subcontractor has successfully completed a Business Process Redesign project of similar size and scope within the last three (3) years within a state government agency

3.1

Business Process Redesign project mapped a minimum of 200 unique business processes or transactions

SECTION FIVETECHNICAL RESPONSE REQUIREMENTS

PROJECT MANAGEMENT

OVERVIEW

The STARS System Modernization project will be guided by industry best practices. The project will follow the Project Management Institute’s (PMI) program management standards as published in the Project Management Body of Knowledge (PMBOK), as much as practicable.

PROJECT MANAGEMENT OFFICE (PMO)

The State will establish a Bureau of Motor Vehicles/Commission (BMV/C) Systems Modernization Project Management Office (PMO) responsible for coordinating the BMV/C system projects and programs to improve organizational performance and efficiency.

The BMV/C Systems Modernization PMO will be responsible for management and oversight of the Systems Modernization initiative and will report directly to the BMV/C Commissioner. The STARS System Modernization is defined as a project that will report to the BMV/C Systems Modernization PMO. The vendor awarded the PMO contract is prohibited from bidding on any of the components of this Request for Services (RFS).

INDEPENDENT VALIDATION AND VERIFICATION (IV&V)

An IV&V vendor will be selected through a separate Request for Project Services. This IV&V vendor will work closely with the PMO. The vendor awarded the IV&V contract is prohibited from bidding on any of the components of this RFS. All BMV/C Systems Modernization initiative and project staff are required to cooperate with the IV&V vendor throughout the duration of their project.

PROJECT MANAGEMENT APPROACH

The BMV/C Systems Modernization PMO is responsible for developing, administering, and maintaining the project management approach as recorded in the vendor’s Project Management Plan. The STARS System Modernization vendor must establish an overall project management approach to govern its individual project team. The approach of this vendor must follow the guidelines established by the BMV/C Systems Modernization PMO.

The vendor is expected to manage this project in accordance with all applicable Project Management Institute’s (PMI) Project Management Body of Knowledge (PMBOK) project management knowledge areas. Specifically, for this RFS, the BMV/C is focused on the vendor’s ability to address the following knowledge areas.

TIME MANAGEMENT

Time management includes processes concerning the time constraints of the project. It deals with:

· Activity definition

· Sequencing

· Resource estimation

· Duration estimation

· Schedule development

· Control

Upon contract award, the State will oversee the effort to finalize the STARS System Modernization project schedule (work plan) that identifies key integration points, milestones, and deliverables.

HUMAN RESOURCE MANAGEMENT

Human resource management includes the processes that deal with obtaining and managing the project team and includes:

· Human resource planning and acquiring

· Developing and managing the project team

The vendor must provide qualified and adequate staff to fulfill all their contractual responsibilities as well as the following key staff positions and qualified personnel that meet the minimum qualifications presented for the individual positions listed below:

Title

General Responsibilities

Minimum Qualifications

Project Manager

· Perform contract administration

· Manage project schedule (work plan) and resources

· Communicate with the State through formal correspondence

· Perform QA

· Manage the development of all Phase 1 deliverables

· Resolve issues

Required:

· Five (5) years of successful (on time, within budget) project management experience for government or private sector projects of similar size and complexity

· Bachelor’s degree

Preferred:

· PMP Certification

· Previous experience with management of projects within State government of similar size and complexity

Technical Lead

· Manage the system architecture related portion of the project schedule (work plan) and resources

· Develop and deliver the STARS System Architecture Gap Analysis and the STARS System Architecture and Technical Modernization Design Plan deliverables

Required:

· Experience as a Technical Lead on a project of similar size, scope, and complexity

· Experience developing a Technical Design Plan which was implemented within the last three (3) years

· Ten (10) years of IT experience

Preferred:

· Experience with VB.NET, C#, SQL, Crystal Reports, and web services

· Microsoft Certified

Security Subject Matter Expert*

· Manage security components of the deliverables in collaboration with the BMV/C Security Director

Required:

· Certified Information Systems Security Professional (CISSP)

· Familiar with NIST Security Frameworks

Preferred:

· Previous Payment Card Industry (PCI) and related application security experience

· Previous security audit experience

Database Administrator*

· Manage data related components of the deliverables

Required:

· Five (5) years of experience as a Database Administrator

· Expert level experience with Microsoft SQL Server

Business Process Redesign Lead

· Manage the Business Process Redesign related portion of the project schedule (work plan) and resources

· Develop and deliver all the Business Process Redesign deliverables

Required:

· Five (5) years of successful (on time, within budget) experience leading BPR projects of similar size and complexity for government or private sector

· Bachelor’s degree

Preferred:

· Previous experience managing a BPR project for government projects of similar size and complexity

· Six Sigma Green Belt certification

*These team members may serve on the project part-time.

The team member’s work location may vary depending on the activity. The scope of this project will require some onsite work performed at the BMV/C offices at the Indiana Government Center North. The work location and schedule should be negotiated with the BMV/C at the onset of and throughout the project. The BMV/C reserves the right to require onsite presence, if the BMV/C deems it necessary, to complete the work outlined in this RFS.

PROJECT RESOURCE STAFFING PLAN

The Project Resource Staffing Plan will address the vendor’s resource plans during all phases of implementation as well as the resource plans to support the operations to include:

· Number, type, and categories of staff proposed

· Staff qualifications

· Staff work location to include onsite availability

· Ongoing training requirements

· Plan for new or reassigned staff to include:

1. Recruitment

1. Transition

· Training

The State reserves the right to reduce the staffing plan and replace categories of staff or certain individuals with State staff or other contracted staff. For example, the State may elect to outsource all testing and replace testing staff with other contracted testing staff.

COMMUNICATION MANAGEMENT

The BMV/C’s approach to communication is open, accurate, direct, and promotes coordination and cooperation among all BMV/C staff and vendors.

The State will establish a BMV/C Systems Modernization electronic project library using Microsoft SharePoint that will be used by the entire project team. All deliverables and documents related to this project must be managed in this electronic library.

The STARS System Modernization vendor must develop a Communication Management Plan for this project to document and guide the approach to project communication throughout the project life cycle that will address the following:

· Project status reporting to include project progress reporting on scope, time, cost and deliverables

· Project status meetings to include:

· Weekly project status meetings

· Monthly executive briefing meetings

· IOT briefing meetings (monthly upon initiation of the project with increased frequency (bi-weekly/weekly) as the project progresses

· Project communication among vendors and project staff identified in the project organization chart

· State stakeholder communication with the BMV/C and other applicable State agencies

· Focused and timed communication to external stakeholders, as applicable

RISK MANAGEMENT

Risk management describes the processes concerning:

· Planning for risk management

· Identifying risks

· Performing qualitative and quantitative risk analysis

· Planning risk responses

The Risk Management Plan is a key tool for managing risks. It must address risk monitoring and control. At the initiation of the project, the vendor will implement a Risk Management Plan that will include:

· Process and timing for risk identification

· Process for tracking and monitoring risks

· Tools and techniques that will be used in risk identification and analysis

· Methods for quantifying and qualifying risks

· Instructions for performing risk response planning

ISSUE MANAGEMENT

Issue identification, tracking, and resolution is a key activity that must be maintained throughout the life cycle of the STARS System Modernization project.

The vendor must develop and maintain an Issue Tracking Log to identify and track all STARS System Modernization project issues.

The Issue Tracking Log must address, at a minimum, the following:

· Description of the issue

· Priority of the issue

· Dependencies and plans for resolution

· Staff responsibility assignments

· Impacts, if appropriate

· Targeted and actual resolution dates

· Resolution action

Issue reporting must be included as part of the Weekly Status Report.

SCOPE MANAGEMENT

Scope Management encompasses the processes that are responsible for verifying and controlling project scope including collecting requirements, scope definition, and creating Work Breakdown Structures (WBS) in accordance with PMBOK.

Throughout this project, the vendor must:

· Demonstrate its understanding of the key components of this engagement

· Develop, administer, and maintain a Scope Management Plan for this engagement

· Demonstrate its ability to manage the scope of this engagement

COST MANAGEMENT

Cost management includes processes related to the cost constraints of the project. Some of the processes included in this knowledge area are:

· Cost estimating

· Budgeting

· Control

QUALITY MANAGEMENT

Quality Management ensures a quality end-product and ensures that all processes involved during the project lifecycle are carried out efficiently.

RESPONSIBILITIES

The BMV/C Systems Modernization PMO and the IV&V vendor will provide management services to the State. For this reason, the subsequent sections describe the project management responsibilities for the following entities:

· State (to include the State and any of its designees including the Systems Modernization PMO and/or IV&V Vendors)

· Vendor (STARS System Modernization vendor)

The following responsibilities apply throughout the RFS.

Additional responsibilities may be presented as they apply to a specific task or subject.

The STARS System Modernization vendor will be accountable for its responsibilities, regardless of the section in which they appear.

STATE RESPONSIBILITIES

ID

Responsibility

100000

Establish BMV/C Systems Modernization PMO

100100

Oversee the Project Management approach that will govern the BMV/C Systems Modernization initiative

100200

Review the Draft and Final plans and deliverables

100300

Comment on the Draft and Final plans and deliverables

100400

Approve the Draft and Final plans and deliverables

100500

Monitor vendor performance

100600

Approve resumes of key staff

100700

Approve any changes to key staff after contract execution

100800

Establish the electronic project library

VENDOR RESPONSIBILITIES

ID

Requirement

100900

Provide a dedicated, experienced project team for the project

101000

Address all applicable PMBOK knowledge areas, including Integration, Scope, Time, Cost, Quality, Human Resources, Communication, Risk, and Procurement, throughout the project

101100

Submit to the BMV/C for approval the project management plans for meeting the goals and objectives of the project

101200

Submit the detailed project schedule (work plan) which addresses all project activities and identifies all resource needs from all vendors, State resources, or other entities

101300

Submit weekly updates to the project schedule (work plan)

101310

Develop and adhere to an approved Project Resource Staffing Plan

101320

Administer and maintain the approved project staffing including, but not limited to, provision of adequate staffing during every phase of the contract

101330

Update the Project Resource Staffing Plan annually for approval by the State

101400

Staff must successfully clear the BMV/C criminal background checks and pay for associated checks

101500

Replace any employee on the project with a background unacceptable to the State

101600

Identify, report, and resolve performance issues for its entire project staff including, but not limited to, employees and subcontractors

101700

Propose a replacement of key positions that meets State approval, within 7 (seven) calendar days of the termination date of employment of any given key staff member

101800

Provide written notification to the State of any vacancies of key positions within five (5) business days of receiving the key staff person's notice to terminate employment or five (5) business days before the vacancy occurs, whichever occurs first

101900

Develop an approved Communication Management Plan for communication needs and expectations which includes a weekly status meeting

102000

Execute approved Communication Management Plan

102100

Submit status meeting agenda and status report to the State at least one (1) business day prior to the meeting and subsequently prepare the meeting minutes in a format and within a predefined time approved by the State, but no later than within three (3) business days of the meeting

102200

Develop a Risk and Issue Management Plan based on the standard established and approved by the State

102300

Identify and resolve issues in a timely manner as defined in the approved Risk and Issue Management Plan

102400

Employ quality methods and controls to ensure agreed upon deliverables meet requirements

102500

Initiate quality improvement recommendations

102600

Provide a well-researched and clearly-explained root-cause analysis (RCA) for any issue including, but not limited to, a description of the problem, action plan to be taken, and measures that will be taken to prevent such a problem in the future

102700

Monitor quality continually and audit operations to ensure accuracy throughout the life cycle of the project

102710

Administer and develop a cost management plan for the project

102720

Maintain a cost management plan for the project

102730

Manage costs of the project

102740

Administer and develop a scope management plan for the project

102720

Maintain a scope management plan for the project

102730

Manage project scope

KEY PERFORMANCE MEASURES

ID

Key Performance Measure

Threshold

102800

Compliant with all requirements for privacy and security in all activities as defined in Section 5.2 Privacy Standards and Section 5.3 Security

100% compliance with privacy and security regulations

PRIVACY STANDARDS

It is the responsibility of the BMV/C to safeguard its customer’s personal information and to establish procedures for the protection and disclosure of records, particularly, the highly restricted personal information contained in those records. All BMV/C associates, contract workers, and full or partial service provider employees must use extreme caution in the protection, handling, and disclosure of all customer information.

The proper handling of customer information requires all BMV/C associates, contract workers, and full or partial service provider employees to adhere to the BMV/C policies and procedures pertaining to accessibility, protection, containment, and disclosure of personal information and vehicle records, including limiting access through technology.

The BMV/C requires that all vendors provide the functionality needed to protect and track Personally Identifiable Information (PII) and conform to BMV/C privacy standards.


ID

Responsibility

102900

Oversee compliance with privacy standards

103000

Assist the vendor in completing required monitoring and auditing activities


ID

Requirement

103100

Adhere to the Bureau of Motor Vehicles Personal Information Security Standard Operating Procedure (SOP)

103200

Adhere to the Bureau of Motor Vehicles Policy 2008 - 013 Personal Information Security

103300

Adhere to State of Indiana statute relating to Privacy and Disclosure of Bureau Records (IC 9-14-13)

SECURITY

The State has robust and comprehensive security standards that permeate all levels of the organization. IOT has been tasked with establishing and maintaining these security standards. The security standards include assessing security risks, developing and implementing effective security procedures, and monitoring the effectiveness of those procedures.

The following link introduces the IOT Information Security Framework: https://www.in.gov/iot/files/Information_Security_Framework.pdf.

The IOT standards can be accessed in the Bidder’s Library.

The BMV/C maintains an Information Security Program to protect the confidentiality, integrity, and operational availability of PII and other information resources, and to comply with Federal and State regulations and contractual requirements.

In addition to the State standards outlined above, the State requires that each vendor support all current and future State security guidelines.


ID

Responsibility

103400

Oversee Security Compliance

103500

Assist the vendor in completing required monitoring and auditing activities


ID

Requirement

103600

Adhere to the policies and standards defined in the IOT Information Security Framework

103700

Adhere to BMV/C Policy 2014 - 001 Information Security Policy

DOCUMENTATION

The success of the STARS System Modernization project requires that the vendor share as much information as possible with the State. For this reason, the State requires that the vendor provide up-to-date and ongoing project documentation as an integral activity of this project.

All project documentation, including interim project work products and deliverables, must be maintained in the State specified SharePoint site to make documentation accessible and to ensure that audit trails of project activity and decisions are visible to all project participants.


ID

Responsibility

103800

Review all documentation before publication and use

103900

Approve all documentation before publication and use


ID

Requirement

104000

Maintain all project documents, current and archived, electronically on the State's specified SharePoint site

0. BUSINESS PROCESS ANALYSIS AND REDESIGN

The BMV/C requires the STARS System Modernization vendor to conduct Business Process Analysis and Redesign. This Business Process Analysis and Redesign serve as a complementary activity to the STARS System Architecture Gap Analysis and the STARS System Architecture and Technical Modernization Design Plan.

BUSINESS PROCESS ANALYSIS

The scope of business process analysis includes business process mapping and analysis of all current processes necessary for the BMV/C to fulfill its statutory charges as defined in Title IX. Process groups to be mapped include but are not limited to:

· Registrations

· Titles

· Credentials

· Records

· Finance

· Call Center

· General (e.g., customer account creation)

· Other (document scanning)

An illustrative organizational chart of the BMV/C is included in the Bidder’s Library. Each category contains approximately thirty to forty (30 - 40) transactions/processes. While the number is high, each transaction category has one to three (1 - 3) foundation transactions upon which all other transactions are based. Mapping the foundation transactions essentially maps the secondary transactions with minor edits. Each transaction area has two to four (2 - 4) SME's to interview and work with for process mapping.

A sampling of business process maps has been developed as part of previous assessments. Business Process maps were also developed to evaluate the Electronic Document Management System. The assessment documents and process maps are available in the Bidder’s Library. In addition, Bidders may refer to the copy of all current BMV operations policies and procedures included in the Bidder’s Library to improve their understanding of the scope of the BMV operations.

Although the selected vendor may reference this information, the goal of this Business Process Analysis activity is to have the STARS System Architecture and Technical Modernization vendor design, develop and analyze a common/standardized set of all business processes, practices, and requirements supporting the statutory charges of the BMV/C. As part of the business process mapping, the vendor will also be required to capture any manual processes or workarounds that are used when a STARS ancillary system, service or data source is unavailable. The selected vendor will provide an inventory the volume of transactions associated with each business process during the Business Process Analysis. The results of business process analysis are intended to provide the BMV/C and the vendor with an understanding of the current transactional opportunities. The vendor is expected to incorporate this knowledge into the STARS System Architecture Gap Analysis and the STARS System Architecture and Technical Modernization Design Plan.

The business process analysis deliverables include:

· An approved list of all transactions and processes included in the scope of this activity

· As-is business process maps for all transactions and processes defined in the scope document defined above. Business Process maps will be documented in Business Process Modeling Notation (BPMN) using MS Office Visio 2016.

· Inventory list of all as-is business process maps with corresponding transaction volumes for each map

BUSINESS PROCESS IMPROVEMENT AND REDESIGN

In addition to addressing the improvement of current processes in the STARS Architecture Gap Analysis and the STARS System Architecture and Technical Modernization Design Plan, the BMV/C is interested in addressing recommendations for business process improvement and redesign that introduce interim, and possibly immediate efficiencies prior to the redesign of STARS. The vendor is expected to incorporate the business process transaction information in their prioritization of recommendations. Upon approval of the recommendations, the STARS Modernization vendor will develop to-be business processes based on the approved recommendations.

The Business Process Improvement and Redesign deliverables include:

· Business Process Improvement and Redesign Recommendations and Finding Report

· To-be business process maps for all approved recommendations

The BPR deliverables will be input into Phase 2 - Business and Technical Requirements.

The BMV/C is placing a high priority on completing the STARS System Architecture Gap Analysis and the STARS System Architecture and Technical Modernization Design Plan. Therefore, the vendor may stage the completion of business process analysis to ensure that the Gap Analysis and Design Plan is completed first, to be followed by the completion of the Business Process Redesign deliverables for this project.

BMV/C BUSINESS PROCESS TEAM LEAD

The BMV/C recognizes the need for the BMV/C to work with the vendor to facilitate the business process activities. For this reason, the BMV/C will appoint a Business Process Team Lead from the PMMO to work with the vendor to ensure BMV/C resource availability, track assigned tasks and deliverables, and serve as the focal point for vendor communications with respect to the business process analysis and redesign effort.

The Business Process Team Lead will serve as the liaison between the vendor project team and the BMV/C departments participating in business process activities. The BMV/C personnel who will be assigned will have the skills necessary to participate in the Business Process Improvement and Redesign activity. These skills include knowledge of the business processes being reviewed and knowledge of the existing administrative systems.


ID

Responsibility

104600

Assign a Business Process Team Lead to serve as the interface between the vendor project team and the BMV/C departments participating in Business Process Analysis and Redesign

104700

Ensure that all required BMV resources are available to the Business Process Analysis and Redesign


ID

Requirement

104800

Document as-is business processes using Business Process Modeling Notation (BPMN)

105000

Complete Business Process Analysis deliverables as defined in Attachment F1 - Section 5.5.1 Business Process Analysis

105100

Complete all required components of Business Process Improvement and Redesign

105200

Complete Business Process Improvement and Redesign deliverables as defined in Attachment F1 - Section 5.5.2 Business Process Improvement and Redesign

0. STARS SYSTEM TECHNICAL ARCHICTECTURE DESIGN

The STARS System Modernization Technical Architecture Design will be comprised of two (2) major deliverables:

· STARS System Architecture Gap Analysis

· STARS System Architecture and Technical Modernization Plan

The scope of this design will include the STARS system and STARS interfaces as described in the following diagram:

The systems and services in the aforementioned diagram are summarized in the table below:

System/ Service Name

Acronym

Vendor

Contract Start

Contract End

Description

Automated

Reporting

Information

Exchange System

ARIES

Appriss, Inc.

10/1/2014

9/30/2018

Portal to the State of Indiana's repository for traffic collision and surveillance reports

Used by Indiana law enforcement, related to credentials

IDOA Contract

Auto Test (Elo)

Elo hardware is the property of the BMV/C

Testing software is currently provided by MorphoTrust USA, LLC

7/1/2010

6/30/2018

Knowledge testing (Commercial Driver’s License (CDL) /Operator's License) hardware and software used within the branches

Business

Intelligence/

Decision Support

Portal

BI/DSP

BMV/C Data Warehouse solution built and currently maintained by the BMV/C’s Information Technology Department (ITD)

Court Abstract

Transmission

System

CATS

The system used by the Indiana courts to report driver information to the BMV/C. Different Indiana counties use unique interfaces to connect to CATS. There are currently five (5) different systems interfacing to CATS

Commercial Driver's

License Information

System

CDLIS

American Association of Motor Vehicle Administrators (AAMVA)

1989

N/A

Nationwide computer system managed by AAMVA that enables state driver licensing agencies (SDLAs) to ensure that each commercial driver has only one driver’s license and one complete driver record

Credential Production and Distribution Service

IDEMIA

1/1/2018

11/14/2023

The Credential Issuance Solution services are currently being developed. The scope of the work includes:

· Stationary branch-based image and signature capture solution

· Mobile image and signature capture solution

· Centralized image storage and access system with redundancy for disaster recovery

· Facial Recognition System (FRS)

· Record gating system

· Confidential credential issuance system

· Credential production and mailing system in a secure centralized location within the State of Indiana

· Dedicated ongoing project management and embedded support staff

Credit Card

Servicing

Indiana

Interactive, LLC

Through IOT. Service that provides Point of Sale (POS) acceptance of both swipe and key entry, pay by phone, and online entry methods for completing credit card transactions

Crystal Reports

SAP Public

Services, Inc.

6/30/2013

6/29/2017

Software used for report and form generation. Crystal Reports is currently not used for BI reporting

IDOA Contract

Commercial Skills Test Information Management System

CSTIMS

AAMVA

1989

N/A

Internet-based tool that provides a consistent way to track the scheduling and entry of test results for commercial skills tests by jurisdiction and third-party examiners

Department of Child Services

DCS

7/1/2013

6/30/2019

DCS transmits child support license suspension information to the BMV/C via STARS’ shared business and data access layer

Department of Revenue

DOR

The DOR transmits tax liens information to the BMV/C via STARS’ shared business and data access layer

Enterprise Learning

Management

ELM

PeopleSoft*

*

*

The ELM is used for BMV/C staff training. The ELM does not interact with STARS; however, is populated with de-identified data from STARS.

Electronic Vehicle

Registration system

EVR

DealerTrack/

CVR

10/1/2011

12/31/2016

Allows vendors’ host system to interface with STARS. Partial Service Providers (PSPs), including authorized dealerships, may contract with vendors so PSPs may enter title and registration into the vendor’s host system which transfers the data into STARS.

Fortis

Ricoh (Provides support services)

9/10/2015

2/28/2018

Currently being re-procured

Indiana State Department of Health

ISDH

8/26/2015

6/30/2017

ISDH transmits birth certificate data and death records to STARS

Indiana Data and

Communications

System

IDACS

Computer

Projects of

Illinois

7/1/2013

6/30/2021

IDACS interfaces with STARS to provide law enforcement with vehicle and credential data

Interfaces with the National Crime Information Center and the International Justice and Public Safety Network to track and communicate crime related data

Indiana Donation Alliance Foundation

The BMV/C transmits organ donation information

Interactive Voice

Response

IVR

IOT Service Catalogue

*

*

Computerized telephone voice response system

Kofax

Ricoh (Provides support services)

9/10/2015

2/28/2018


License Plate Production and Distribution

Intellectual Technology, Inc.

1/23/2015

1/22/2020

ITI interfaces with STARS in two (2) ways:

1. Interfaces into STARS after scanning a driver’s license to identify the car being re-tagged

2. STARS sends a daily file to ITI, to facilitate license plate generation and distribution

The Indiana Secretary of State (SOS) and Department of Revenue (DOR) leverage this contract to generate dealer and commercial vehicle plates

myBMV mobile Application

N/A

Apple App Store/ Google Play Store

BMV mobile application allowing Indiana residents to renew plates and registrations, renew driver’s licenses or ID cards, and update contact information.

myBMV.com

BMV web application allowing Indiana residents to renew plates and registrations, renew driver’s licenses or ID cards, and update contact information.

National Motor

Vehicle Title

Information System

NMVTIS

AAMVA

1989

N/A

AAMVA’s titling application solution. The State of Indiana provides titling information and inquiries into the system before issuing titles.

Printing

Post Masters

6/13/2016

**

6/13/2020

**

Bulk printing and mail distribution service

Problem Driver

Pointer System

PDPS

AAMVA

1989

N/A

System that allows jurisdictions and other organizations to search the National Driver Register (NDR) data. The NDR is a repository of information on problem drivers provided by all 51 U.S. jurisdictions

Penton

Penton Business Media, Inc.

9/1/2007

8/31/2018


Contractor operated system with vehicle information on all motor vehicles, motor cycles, RVs, trucks, and watercraft - used to identify vehicle age

Information on all types of vehicles is received monthly with the exception of motor vehicle information which is received weekly

PeopleSoft Financials

PeopleSoft

*

*

BMV/C uses PeopleSoft to manage accounting functions

PlanetPress

Ricoh (Provides Support Services)

5/21/2013

2/28/2018

Hardware to support printing, scanning and copying. Includes Saturday IT help desk support

SharePoint

Microsoft

*

*

Content management system

SharePoint only interfaces with STARS to transfer data on Personalized License Plates (PLPs). PLPs information from STARS is used to develop a SharePoint table to allow BMV/C employees to review and approve PLP requests

Secretary of State

SOS

The BMV/C transmits voter registration information to the SOS

Social Security Online Verification

SSOLV

AAMVA

1989

N/A

Verifies social security numbers with the Social Security Administration

State-to-State Verification Service

S2S

AAMVA

2/2016

N/A

Provides a means for states to electronically check with all other participating states to determine if the applicant currently holds a driver license or identification card in another state

Self-Service

Terminals

SST

1/22/2020

SST allowing Indiana residents to renew plates and registrations and renew driver’s licenses or ID cards

SSTs are BMV/C property

US Passport Verification Services

USPVS

AAMVA

1989

N/A

Verifies US passport document data against the Department of Homeland Security’s system

(Formerly known as USPASS)

VINtelligence

R.L. Polk & Co -

Vina Software

3/27/2009

7/31/2018


Data file used to validate VINs

Verification of Lawful Status

VLS

AAMVA

1989

N/A

Verifies that proof of identity and proof of lawful status in the U.S. documents match the electronic record of the document held by the Department of Homeland Security (DHS) in the Systematic Alien Verification for Entitlements (SAVE) program

*State of Indiana, Indiana Office of Technology Contract

**State of Indiana, Indiana Department of Administration Contract or Quantity Purchase Agreement

STARS SYSTEM ARCHITECTURE GAP ANALYSIS

The STARS System Architecture Gap Analysis will assess the current STARS System Architecture, define the technical architecture needed to achieve the BMV/C’s modernization vision for STARS and provide a detailed explanation of the gaps. In addition, the gap analysis will develop recommendations to resolve each gap. At a minimum, the Gap Analysis will address the following:

· STARS configuration (hardware, software, work stations)

· Mechanisms, internal or external to the BMV/C, for system-to-system communication

· Data standards

· Security and privacy mechanisms and standards

· Standards, policies, and procedures governing STARS/Galaxy throughout the entire System Development Life Cycle (SDLC) to include:

· Configuration management

· Environments (Development, UAT, Staging, Training, Production)

· Testing

· Training

· Code promotion

· Release management and maintenance

· Technical components to support the entire SDLC including:

· Security

· System administration



· Testing

· Training

· Code promotion


· Technology stack and network infrastructure

· BMV/C staff levels and skills

STARS SYSTEM ARCHITECTURE AND TECHNICAL MODERNIZATION DESIGN PLAN

The STARS System Architecture and Technical Modernization Design Plan will document the design and implementation plan for the modernized STARS architecture with a cost benefit analysis to justify the design recommendations. The vendor is expected to work with the BMV/C to develop an approach to build the cost benefit analysis, define the information needed for the evaluation, and incorporate evaluation results into the Design Plan.

The Design Plan should be aligned to the STARS Design guidelines presented in the table below:

Galaxy Principles

STARS Design Principles

Ongoing maintenance primarily through configuration rather than customization

Full compliance with all business and technical requirements

Flexible Enterprise Technology Platform

Implement flexible, rule-based, configurable components and services to enhance decision-making, increase management efficiency, and promotes agile adaptability for new and evolving regulations, programs, and initiatives

Accurate and secure data

Real to near real-time (within 0.1 seconds) reporting

Centralized Data Repository

Provide dashboards and reports to enable real-time or near-time (within 0.1 seconds) access to transactional data to assist in operations and management decision making

Incorporation of private and public industry best practices

Full compliance with all business and technical requirements

Business-driven Enterprise transformation

Business functions must drive technical solutions and must be flexible to meet future needs including new regulations, legislation, and innovations

Consistent and Accurate Processing

Limit adverse impact to internal and external customers

Process Automation

Automate manual processes and eliminate human intervention wherever possible and utilize workflow tools to standardize business processes that guide internal and external users through process steps, activities, and tasks


Data Integration and Interoperability

Promote reusable components by using open architecture and adopting industry and national standards for interoperability, integration, and data exchange



Data Consistency Across the Enterprise

Utilize a comprehensive data governance process to ensure consistent data management processes and policies across the BMV/C enterprise. Provide data that is timely, accurate, usable, and easily accessible in order to support analysis and decision making for management and program administration


Progressive Technology

Implement services that will allow the BMV/C to take advantage of progressive technology (access via mobile devices, mobile apps, instant messenger, etc.) to improve how it interacts and communicates with customers


Customer Centric Focus

Implement solutions that provide an easy to access and comprehensive portal for customers and other stakeholders that promotes self-service functionality. The solution would leverage role-based security to make sure stakeholders have access to only the information required for their needs.

This design and implementation plan should address all gaps identified in the STARS System and Architecture Gap Analysis, including:

· STARS configuration (hardware, software, work stations)

· Mechanisms, internal and external to the BMV/C, for system-to-system communication

· Data standards

· Security and privacy mechanisms and standards

· Standards, policies, and procedures governing STARS/Galaxy throughout the entire SDLC to include:



· Testing

· Training

· Code promotion


· Technical components to support the entire SDLC including:

· Security

· System administration



· Testing

· Training

· Code promotion


· Technology stack and network infrastructure

· Evaluation of existing staff levels and skills, number and type of staff, and knowledge and skill required for staff based on the maintenance and operations needs of the future system architecture

As the STARS System Modernization vendor embarks on the System Architecture Design Phase of this project, the BMV/C acknowledges that there are other BMV/C Modernization activities that are in progress. Namely, the Data Management Architecture Assessment and procurements for a replacement EDMS and Vehicle Valuation and VIN Validation solutions. The BMV/C expects the STARS System Modernization vendor to incorporate these ongoing activities into their STARS Architecture Gap Analysis and Architecture Plan, as applicable. The BMV/C will work with the STARS System Modernization vendor and any other entities to ensure necessary cooperation and collaboration with the STARS Systems Modernization vendor.

Specifically, while the independent Data Management Architecture Assessment is being provided in a separate scope of work, the BMV/C requests that the System Architecture Design vendor detail any data management observations or concerns identified during this STARS System Architecture Design Project. The BMV/C requires that the System Architecture Design vendor collaborate with the Data Management Architecture Assessment vendor to share data management observations and concerns and to capture data management related architecture requirements for inclusion in the STARS System and Technical Architecture Modernization Design Plan.


ID

Responsibility

104100

Coordinate activities among BMV/C staff, vendors and other State agencies


ID

Requirement

104200

Complete all required components of the Technical Gap Analysis

104300

Update the Gap Analysis, as required by the State

104400

Complete all required components of the Technical Design Plan

104500

Update the Technical Design Plan, as required by the State

Request For Services 18-023 Page 12 of 29

Data SourcesSupporting SystemsExternal System InterfacesCourt Abstract Transmission System (CATS)ELO Autotest - Knowledge TestingProblem Driver Point System (PDPS)Electronic Vehicle Registration (EVR)Commercial Drivers License Information System (CDLIS)VIN ValidationVehicle ValuationDocument ManagementImaging and ScanningPeopleSoft FinancialsMicrosoft SharePointInteractive Voice Response (IVR)MyBMVPrint VendorForms GenerationBusiness Intelligence/ Decision Support PortalCopy/ Scanning Hardware and SupportmyBMV Mobile AppLicense Plate Production and DistributionCredential Production and DistributionNational Motor Vehicle Title Information System (NMVTIS)Self-Service Terminals (SST)Automated Reporting Information Exchange System (ARIES)Credit Card ServicingCommercial Skills Test Information Management System (CSTIMS)Enterprise Learning ManagementState-to-State Verification Service (S2S)Planet PressIndiana Organ Procurement Organization (IOPO)Indiana Secretary of State (SOS)Indiana Data and Communications System (IDACS)Indiana Family and Social Services Administration (FSSA)Indiana Department of Revenue (DOR)Indiana Department of HealthProblem Driver Point System (PDPS)Commercial Drivers License Information System (CDLIS)National Motor Vehicle Title Information System (NMVTIS)Commercial Skills Test Information Management System (CSTIMS)State-to-State Verification Service (S2S)US Passport Verification Services (USPVS)Social Security Online Verification (SSOLV)Verification of Lawful Status (VLS)

Data SourcesSupporting SystemsExternal System InterfacesCourt Abstract Transmission System (CATS)ELO Autotest - Knowledge TestingProblem Driver Point System (PDPS)Electronic Vehicle Registration (EVR)Commercial Drivers License Information System (CDLIS)VIN ValidationVehicle ValuationDocument ManagementImaging and ScanningPeopleSoft FinancialsMicrosoft SharePointInteractive Voice Response (IVR)MyBMV Print VendorForms GenerationBusiness Intelligence/ Decision Support PortalCopy/ Scanning Hardware and SupportmyBMV Mobile AppLicense Plate Production and DistributionCredential Production and DistributionNational Motor Vehicle Title Information System (NMVTIS)Self-Service Terminals (SST)Automated Reporting Information Exchange System (ARIES)Credit Card ServicingCommercial Skills Test Information Management System (CSTIMS)Enterprise Learning ManagementState-to-State Verification Service (S2S)Planet PressIndiana Organ Procurement Organization (IOPO)Indiana Secretary of State (SOS)Indiana Data and Communications System (IDACS)Indiana Family and Social Services Administration (FSSA)Indiana Department of Revenue (DOR)Indiana Department of HealthProblem Driver Point System (PDPS)Commercial Drivers License Information System (CDLIS)National Motor Vehicle Title Information System (NMVTIS)Commercial Skills Test Information Management System (CSTIMS)State-to-State Verification Service (S2S)US Passport Verification Services (USPVS)Social Security Online Verification (SSOLV)Verification of Lawful Status (VLS)

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