NM DoIT



Department of Information TechnologyVINE3 ImplementationPROJECT CHARTERPROJECT DESCRIPTIONThe New Mexico Department of Information Technology (DoIT) under agreement with the Governor’s office is charged with administration of the State’s Victim Information and Notification Everyday (VINE) system. DoIT is responsible for management of the annual license agreement for maintenance and operations, addressing performance issues, coordinating response to user issues/requests, recommend system enhancements, and recovering cost through annual billing of the following agencies: Children Youth and Families Department (CYFD), New Mexico Corrections Department (NMCD),Department of Public Safety (DPS), andDepartment of Homeland Security and Emergency Management (DHSEM).The VINE system provides automated notifications to registered parties related to the release and/or transfer status of incarcerated offenders who are located at the State Penitentiary, CYFD facilities, Albuquerque’s Metro Detention Center or any one of the county jails located in New Mexico. The system’s primary objective is to promote the safety and peace of mind of New Mexico crime victims. VINE was implemented in 2013 as an integral part of Governor Martinez’s victim advocacy program. VINE currently serves 20,000 individuals who register to track incarcerated individuals, providing email, telephone and/or text notifications whenever an individual is transferred from one facility to another or is released. Every 15 minutes VINE receives inmate status data from each facility and transmits notifications to affected registrants throughout the State of New Mexico. The system also provides information on victim services, assistance, and advocacy programs to aid in recovery. Appriss hosts, maintains and operates the VINE system, requiring minimal system support from the participating state and local entities. The Appriss VINE system is currently deployed and used in 48 of 50 states nationwide. The current VINE system has some constraints that limit services provided to crime victims:Notifications only occur for offenders housed within the State of New Mexico. If an inmate is transferred out of state, the victim no longer receives notifications; Victim support services are only available by searching in a scrollable page within VINE. Victims are not able to search by service type, location, or other criteria;VINE does not offer offender search and registration via Interactive Voice Response (IVR). Victims who do not have access to a computer, network, and/or may otherwise be computer illiterate are unable to perform automated offender registration; andThe current version of VINE is scheduled to reach end of life by June, 2020.Appriss is replacing VINE with VINE3, which will provide some important new features, including: Expanded capability for victims and other stakeholders to track offenders regardless of location within the United States;Enhanced ability to locate appropriate victim services and support;Improved registration and notification process for crime victims and other stakeholders with the addition of IVR capabilities; andImproved data analytics and reporting capabilities that will provide improved insight regarding system effectiveness and track geographic areas that are maximizing the use of VINE3 while providing the ability to identify geographic areas where more education and outreach is needed to increase utilization.Appriss requires all customers to migrate from the current technology to VINE3 no later than June 2020. As this is a hosted (off premises) solution, the vendor will perform all required programmatic and equipment changes at their site. However, given the new VINE3 capabilities, victim advocates state-wide must be retrained and the state must perform outreach to victim service organizations who wish to include their information in the system’s new service locator. The migration from VINE to VINE3 will require planning and coordination involving DoIT VINE project managers, victim advocates, state and local agencies that upload data to the VINE system, Appriss technical and training personnel, and victim service providers.The VINE3 upgrade project supports Goal 1 identified in State of New Mexico Information Technology Strategic Plan FY17 – FY19; Deliver of High Quality Government Services that Will Benefit Constituents and Support Economic Development. With this upgrade the State of New Mexico will provide the following constituent benefits:Increase nation-wide tracking and notification for incarcerated offenders within the first year of deployment to better serve and support crime victims,Increase number of victims using the VINE3 system through use of the IVR registration system,Increase incidence of victims successfully using the VINE3 system to search and locate victim service providers, andSustain the VINE solution as a tool to effectively serve New Mexico crime victims and mitigate re-victimization.A significant portion of the VINE to VINE3 occurs off site as this is an off-premise solution that is hosted by Appriss at their facilities in Louisville, Kentucky.PROJECT SCOPEThe scope of this project is replacement of the present VINE system with the new VINE3 system that will: Inform victims of crime of the offender’s status regardless of location of victim and offender. This includes tracking of out-of-state convicts, inmate transfers, or change of offender location. Provide victims the means to find services and support, by type and location that can best serve their circumstances. Ensure all victims regardless of access to, or ability to use, technology have a means to receive vital offender status updates. Increased system availability and extends the useful life beyond June, 2020. The upgrade also will include enhanced data reporting metrics for increased transparency. The system implemented through this project does not require any data upload modifications from state or local Jail Management Systems (JMS) used in the State of New Mexico. This project does not include implementation of the Appriss Courts module.This project will require certification with initiation certification scheduled for November, 2017.PROJECT GOVERNANCEFigure 1 presents the governance structure for this project.9144066040FIGURE 1: VINE3 project governanceExecutive SponsorThe Executive Sponsor –for this project is Estevan Lujan, DoIT Deputy Cabinet Secretary Responsibilities:Chair the Executive Steering CommitteeChampion the project to DoIT staff and managementUltimate authority and responsibility for project planning and successful executionWork with members of the Executive Steering Committee to address issues, scope changes or other matters that might affect project progress or successExecutive Steering CommitteeAdditional members are:Frank Zubia, Director, Crime Victims Reparation Commission (CVRC)Donna Sandoval, Chief Financial Officer, DoITSusan Pentecost, Managing Director, Office of the Chief Information Officer (OCIO), DoITResponsibilities:Work with Executive Sponsor to resolve escalated issuesMaintain oversight of project plans, progress, risks and decisionsReview and make decisions regarding requested changes to project scopeWork with Executive Sponsor to ensure adequate resources are available to the projectProject ManagerThe manager for this project is Dave Dikitolia, a member of the Project Management Center of Excellence within the DoIT OCIOResponsibilities:Lead project planning and execution to deliver the chosen technology solution on time and on budgetEstablish and manage a project team with the appropriate skills to complete the projectReport to the Executive Steering Committee on project progress, risks, issues and matters requiring Executive Steering Committee actionPrepare and deliver any presentations and documentation required for a certified project, if applicableManage any procurements required to execute the projectProject TeamThe core project team comprises staff currently responsible for billing and for cost allocation and recovery functions.Responsibilities:Draw upon subject matter expertise to execute project tasks, including defining requirements, evaluating and recommending a technology solution, developing necessary procurement(s), and managing project execution to successfully deliver the desired solutionWork with the project manager to identify and mitigate risks, to identify and resolve issues, and to complete discrete project tasks as assignedRESOURCESStaffProject team members must, collectively, have expertise in technology project planning and management (including project certification requirements); current and target victim notification processes; current VINE technology; requirements, functionality and limitations of systems providing notification and victim service information – including the relationship between local Jail Management Systems (JMS) and the VINE system; requirements related to victim services; federal grant sub-recipient requirements; and procurement. Team members also must have strong written and oral communication skills, including the ability to effectively facilitate meetings and to resolve issues or conflicts. All staff assigned to this project will work part time.FinancialThe projected cost of this project – including professional services for planning and migration from VINE to VINE3, training services, and independent verification and validation (IV&V) – is $600,000 or under. Funding will be sourced from a federal Victims of Crime Act (VOCA) grant though CVRC.Tools or TechnologyNo special tools or technologies are required to plan or execute the project. Contracts/ProcurementsThe project will require up to three contracts or procurements:Establishment of a federal grant sub-recipient grant through CVRC; Professional services to support system implementation, maintenance and operations; andProfessional services to deliver IV&V. Note that the project manager plans to seek a waiver of IV&V requirements for this project.DoIT will utilize a sole source agreement for system implementation, maintenance and operations. Existing State-wide Price Agreements (SPAs) will be utilized for IV&V services, as appropriate. -2603501720850WORK PLANFIGURE 2: High-Level Milestone ChartRISKSRISKPROBABILITY& IMPACTMITIGATION PLANIf the project fails to obtain the target number of victim service providers to register information support information into the VINE3 system, then crime victims may not find the support services needed to help them recover.M/HBegin research to identify victim service providers early in the transition. Leverage contacts available through existing service providers to reach new providers.If the project fails to obtain the target number of new registrations against incarcerated individuals, then any number of crime victims may be subject to re-victimization.M/HIdentify all victim advocates (police, district attorneys, victim advocates, etc.) and increase awareness of system capability through targeted awareness and training on the use of the system. Work towards press release through the Governor’s office to state-wide awareness of VINE3 system.PERFORMANCE MEASURESNO.OBJECTIVEPERFORMANCE METRIC(S)1Increase nation-wide tracking and notification for incarcerated offenders within the first year of deployment to better serve and support crime victims.100+% increase in victim notification for out of state offender transfer/release activity. 2Increase incidence of victims using the VINE3 system to search for service providers within the first year of deployment.50+% increase in the use of the service provider search engine.3Sustain the VINE solution as a tool to effectively serve New Mexico crime victims and mitigate re-victimization.25+% increase in VINE3 registration to track incarcerated offenders.APPROVAL____________________________________________________________Estevan Lujan, DoIT Deputy Cabinet SecretaryDate____________________________________________________________David Dikitolia, Sr. Project ManagerDate ................
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