DATE
|Project Governance |
|Project Name |Centralized Electronic Records Repository (CERR) |
|Closeout |9-26-18 |
|Certification Date | |
|Lead Agency |36900 Commission of Public Records |
|Other Agencies |None |
|Executive Sponsor |Melissa Salazar, State Records Administrator |
|Agency Head |Melissa Salazar, State Records Administrator |
|Agency CIO/IT Lead |Pete Chacon, Chief Information Officer |
|Project Manager |Leo Lucero/ Susan Montoya |
|Project Abstract |
|Briefly state the business need, project objective, technical and procurement approach, and work completed vs. project objectives. |
|The State Records Administrator (SRA) is charged with establishing standards and procedures for the effective management of public records.|
|The Public Records Act defines public records as "all books, papers, maps, photographs or other documentary materials; regardless of |
|physical form or characteristics, made or received by any agency in pursuance of law or in connection with the transaction of public |
|business and preserved, or appropriate for preservation, by the agency or its legitimate successor as evidence of the organization, |
|functions, policies, decisions, procedures, operations or other activities of the government or because of the informational and historical|
|value of data contained therein." |
|The SRA has statutory responsibility for carrying out the provisions of the Public Records Act (Sections 14-3-1 through 14-3-25 NMSA 1978) |
|by establishing records management programs that are the foundation for the application of efficient and economical management of public |
|records and by providing facilities and tools necessary for the execution of the powers conferred and duties imposed by the Public Records |
|Act. Currently, the State Records Center and Archives (SRCA) is the central-services facility that provides a record center for the |
|storage, records management and disposition services of “physical” (inactive paper and microfilm records) records to all state executive, |
|judicial and legislative agencies, county government offices, and institutions of higher learning. |
|To meet statutory obligations related to electronic records, the SRA implemented the CERR to manage and store electronic public records, |
|with a specific emphasis on the classification of e-mail records. |
|The primary objectives of the CERR project was to: |
|Provide a standardized method and tools for State agencies to capture, manage, store and provide retrieval of electronic records |
|Implement a standardized method and tools with agencies to effectively and efficiently manage electronic records throughout their |
|lifecycle. |
| |
|Appropriation History |
|Include All Funding Sources, e.g. Federal, State, County, Municipal Laws or Grants. |
|Fiscal Year |Funding Source |Amount |
|2013 |Laws of 2012, Chapter 19, Section 7, Item 9 |$450,000 |
|2015 |Laws of 2014, Chapter 63, Section 7, Item 8 | |
| |(Re-appropriation of funds) | |
|2014 |Laws of 2013, Chapter 227, Sec. 7 (9) |$822,400 |
|2016 |Laws of 2015, Chapter 10, Section 7 | |
| |(Re-appropriation of funds) | |
|Total Appropriation: |$1,272,400 |
|Total Appropriation Minus Certified Funds: |$0.00 |
|Certification History (Include This Request.) |
|Date |Certification Phase |Amount |Funding Source |
| | | |(Use specific citations matching preceding table.) |
|FY 2013 (8/10/2012) |Initiation |$75,000 |Laws 2012, Chapter 19, Section 7 |
|FY 2014 (7/26/2013) |Planning |$160,000 |Laws of 2012, Chapter 19, Sec. 7 –(9) |
|FY 2015 (3/25/2015) |Planning |$968,093 |Laws of 2013, Chapter 227, Sec. 7 (9) |
| | | |Laws of 2014, Chapter 63, Section 7, Item 8 |
|FY 2016 (3/23/2016) |Planning |$69,307 |Laws 2015, Chapter 10, Section 7 |
|FY 2019 (9/26/2018) |Closeout |$0.00 | |
|Total Certified: |$1,272,400 | |
|Project and Product Deliverables |
|If project and product deliverables changed since prior certification, please explain: |
|Deliverable |Completion Date |Project Phase |
|Request for Proposals (RFP) for Support Services (FY14) |6/24/2014 |Planning |
|Request for Proposals (RFP) for Support Services (FY15) |12/31/2014 |Planning |
|Technical Architecture Document(s) |2/1/2016 |Planning |
|Test Plan |6/1/2016 |Planning |
|Training Plan |8/31/2016 |Planning |
|Operations & Support Plan |4/1/2016 |Planning |
|CERR Proof of Concept Deployment Plan |8/31/2016 |Planning |
|Communications and Outreach Plan |4/1/2016 |Planning |
|Procuring Agency Deployment Plan |8/1/2016 |Planning |
|Deployment of Model Agency Solution to Procuring Agency |2/28/2017 |Planning |
|IV&V Project Management Plan |2/23/2016 |Planning |
|Initial Risk Assessment |3/29/2016 |Planning |
|Abba Technologies Professional Service contract for Network and trusted |6/29/2017 |Planning |
|domain work for pilot agencies | | |
|Actual Project Cost (do not include maintenance and operations.) |
|Comments: |
| |Description |FY13/14 |FY15 |FY16 |FY17 |Total |
|Business Analysis |Information First – | |$10,700 | | |$10,700 |
|Services |System needs assessment | | | | | |
|Implementation Services |ABBA Technologies |$9,472 |$2,300 |$201,403 |$318,481 |$531,656 |
| |(Information First) | | | | | |
| |Implementation services | | | | | |
|Other Services |Request for Proposal |$4,246 |$1,122 | | |$5,368 |
| |Support Services, | | | | | |
|Other Services |Network Connectivity | | | |$6,712 |$6,712 |
| |Services | | | | | |
|IV&V |Cognosante | | |$8,450 |$71,400 |$79,850 |
| | | | | | | |
|Hardware |Servers, Storage, UPS, | | | |$81,280 |$81,280 |
| |Portable Electronic | | | | | |
| |Classroom (Laptops, | | | | | |
| |Projector, Hub) | | | | | |
| | | | | | | |
|Software |HPE Records Manager |$15,622 |$159,309 |$41,387 |$97,681 |$313,999 |
| |Licenses, HPE Workflow | | | | | |
| |Module, HPE Rendering | | | | | |
| |Module , HPE OCR Module,| | | | | |
| |HPE Auto-Classification | | | | | |
| |Module, HPE Advance | | | | | |
| |Disposal Module | | | | | |
|Internal Staff | | | | | | |
|(Only include staff | | | | | | |
|charged to project | | | | | | |
|funds.) | | | | | | |
|Total: | |$106,045 |$233,726 |$321,582 |$605,353 |$1,266,706 |
* NOTE: This column should show funding for current year, when Initiation certification requested, and any prior year funding that was used for the project.
|RFPs and Contracts |
|Comments: |
|RFP/ |Status |Vendor |Description |Total Value |
|Contract # | | | | |
|000000000014AA |Closed |Hewlett Packard Enterprise |HPE Rendering Module |$4,178 |
|14-369-P641-00001 |Closed |ABBA Technologies |Project Management Services |$24,677 |
|15-369-P641-00001 |Closed |ABBA Technologies |Implementation Services |$8,124 |
|A1 | | | | |
|15-369-P641-0001 |Closed |ABBA Technologies |Project Management Services |$112,324 |
|16-369-P641-00002 |Closed |ABBA Technologies |Implementation Services |$417,991 |
|16-369-P641-CPR04 |Closed |Cognosante |IV&V Services |$73,900 |
|16-369-P641-CPR04 |Closed |Cognosante |IV&V Services |$5,950 |
|01 | | | | |
|17-369-P641-00001 |Closed |ABBA Technologies |Network Configuration Services |$6,712 |
|200000000003 |Closed |Hewlett Packard Enterprise |HPE Workflow Module and |$18,189 |
| | | |Maintenance | |
|20-000-00-00003 |Closed |Hewlett Packard Enterprise |HPE User Licenses |$4,396 |
|300001300060 |Closed |Hewlett Packard Enterprise |HPE User Licenses, OCR Module, |$189,555 |
| | | |Auto-Classification Module, and| |
| | | |Advance Disposal Module | |
|500001500061 |Closed |Dell |System Hardware |$10,487 |
|600001500020AA |Closed |Hewlett Packard Enterprise |HPE User Licenses Maintenance |$97,681 |
|Total Value: |$974,164 |
|Independent Verification & Validation |
|(Include summary of the last IV&V Report.) |
|The intent of the project was to be a proof of concept showing that the CERR deployed at the model agency (CPR) could be replicated at |
|other state agencies. At least two to three pilot agencies were to be selected for the replication portion of the project (the proof of |
|concept). The first pilot installation of CERR has not yet occurred. CPR intends to move forward with implementing CERR at additional state|
|agencies but Cognosante has not seen a transition plan as to how the project will move forward. |
|Project management duties are being transferred from the contracted project manager to a member of the CPR project management team. CPR |
|will continue to work with Abba to resolve the connectivity and security issues in order to move forward. As of this date the proof of |
|concept has not been fully demonstrated. |
|CERR was successfully implemented at CPR. This success is largely the product of strong project management and Agency staff support. The |
|project was challenged by many issues that have been resolved for the most part. The inability to meet the schedule to roll out CERR to |
|pilot agencies is the primary deficiency and the basis for our finding that the overall effort remains at risk and the project status |
|“yellow”. We understand that the CERR effort is moving forward under its own steam without the benefit of Information First or Abba PM |
|contract support and hopes to add another State Agency to attain the broader POC intent. |
|The inability to meet the schedule to roll out CERR to pilot agencies is the main point of concern and why Cognosante finds the overall |
|status remains yellow. |
|Scope Verification |
|Requirements Review |Yes |No |Explanation/Notes |
|Were the project objectives (expected outcomes) accomplished? |X | |A centralized electronic records management tool was |
| | | |successfully implemented. |
|Were all Deliverables submitted and accepted? | |X |We terminated our contract with our integrator prior |
| | | |to completion of all deliverables. The remaining |
| | | |funds were going to expire prior to the estimated |
| | | |completion date for the remaining deliverables |
|Did the IV&V vendor verify that all deliverables met the | |X |IV&V verification was provided for deliverables that |
|requirements? | | |were completed. |
|Have all contracts been closed? |X | | |
|Have all final payments been made (i.e., invoices paid)? |X | | |
|Have all project documents/records been appropriately stored |X | |All project records are retained by the project lead.|
|for future reference? | | | |
|Has adequate knowledge transfer been completed? |X | | |
|Schedule and Cost |
|Planned Start Date |8/1/2013 |Actual Start Date |8/1/2013 |
|Planned End Date |5/16/2016 |Actual End Date |9/6/2018 |
|Planned Cost (Budget) |$1,272,400 |Actual Cost |$1,266,706 |
|Transition to Operations |
| |Yes |No |Notes |
|Are there recurring maintenance and/or operational costs for the |X | |$97,681 for entire period of FY18-FY21 to |
|product/service? | | |include license and multiple module |
| | | |support. |
|Do you plan to implement any updates (e.g., software version, | |X | |
|hardware)? | | | |
|Do you plan to implement any enhancements (i.e., new | |X | |
|functionality)? | | | |
|Summary of agency plan for on-going support, including funding. |
|Operational budget will be used for maintenance and support |
| |
|Lessons Learned |
|(Identify elements that worked particularly well or that did not work well, and then state lesson learned for future projects for each |
|identified element.) |
|Accomplishments: |
|• The establishment of a Functional Records Retention and Disposition Schedule (FFRDS) that eliminated redundant records series. |
|• A repository for electronic records was created that addresses the need to preserve records for their legal retention while alleviating |
|agencies from retaining those records beyond their operational need. |
|• A framework for the governance of electronic records (e-mails) was created to give guidance to public entities. |
| |
| |
|Opportunities: |
|• The establishment of pilot agencies needs to happen early in the project. |
|• The launching of proactive change management trainings or activities was needed due to the large paradigm shift from Outlook to HPE |
|Records Manager as a repository. |
|• The estimate of contingency and management reserves was greatly under estimated. Both the known and unknown events impacted the project |
|schedule significantly. |
................
................
In order to avoid copyright disputes, this page is only a partial summary.
To fulfill the demand for quickly locating and searching documents.
It is intelligent file search solution for home and business.
Related download
- state of california department of corrections
- records management document identification
- vendor certification for electronic records management
- health information technology standards implementation
- vendor certification for sin 51 600 electronic records
- deliverable certification check list wgarm
- electronic signature certification application
- public key infrastructure administrative
- florida department of economic opportunity
Related searches
- stock price by date lookup
- year to date market performance 2019
- maturity date calculator
- calculate maturity date of loan
- cd maturity date calculator
- date to date time calculator
- subtract today s date from another date excel
- date to date duration calculator
- date from a date calculator
- calendar date to date calculator
- from date to date calculator
- character date to numeric date sas