PED-Professional Licensure Modernization Bureau Planning ...



|3Project Governance |

|Project Name |Professional Licensure Bureau Modernization |

|Planning/Implementation Certification|December 19, 2019 |

|Date | |

|Project Start Date |September 1, 2019 |

|Planned End Date |June 12, 2020 |

|Lead Agency |New Mexico Public Education Department (NMPED) |

|Other Agencies | |

|Executive Sponsor |Seana Flanagan, Director Educator Quality and Professional Licensure |

|Agency Head |Ryan Stewart, Ed.L.D. Secretary-Designate |

|Agency CIO/IT Lead |Richard Trujillo, Acting Chief Information Officer |

|Project Manager |Mark DeCamp and Laura Eaton, IT Project Managers |

|Project Abstract |

|Briefly state the business need, project objective, planned technical and procurement approach, work performed to date, and work to be |

|performed during phase being certified. |

|The capabilities required to support Professional Licensure Bureau (Licensure) business processes are spread across a University of New |

|Mexico maintained external facing web site TEACHNM, internal SharePoint reports, and a Hyland’s OnBase application for document management. |

|The Licensure Bureau’s key application for many years has resided on an AS400. The entire new teacher license application process begins |

|with the submission of a paper application and paper supportive documentation, followed by a manually managed review and approval process. |

|This project will replace the AS400 and will ensure business continuity for Licensure business processes and support automation for: |

|Self-registration of applicants |

|Collection and management of instructor licenses |

|Ability to collect fees through, Payment Card Industry (PCI) approved, credit card payment application services |

|Ability to manage process flows and background checks |

|Support for issuing licenses |

|Support collection of teacher exams |

|Automated collection of required documents and applicable online storage |

|For Initiation phase, NMPED contracted with BVM Technologies Associates Inc. to provide Information Technology professional services (PS) to|

|document the necessary deliverables to finalize planning for the implementation of the AS400 replacement. Deliverables include creating |

|solution design documentation, developing the project management plan and documenting user requirements for software development. |

|To deliver the system, the project team will use Agile methodology and will implement the system in 3 major releases. The project life-cycle|

|will be an iterative one, using agile sprints and enabling NMPED to push releases to production when the minimal viable product is created |

|and making functionality available to users. To achieve this, the project’s Planning and Implementation phases will be combined. NMPED |

|submitted a DoIT Project Certification Exception to combine those phases and was approved on December 25, 2019. |

|This system will have a PCI component. NMPED will seek Payment Card Industry-Data Security Standard (PCI-DSS) compliance. NMPED will submit |

|a request to certify for compliance will be made to the New Mexico Department of Finance and Administration’s State Board of Finance (SBOF) |

|no later than January 2020. |

|Following system deployment, NMPED expects the resulting improvements: |

|Retirement of the AS400, thereby, eliminating the risk of maintaining a system past the vendor’s end of support and the associated |

|maintenance costs. |

|Replacement of paper licenses with digital, downloadable licenses, saving the State of New Mexico over $21,000.00 per year in costs to print|

|and mail paper licenses. |

|Reach a broader audience of instructors through a responsive designed web site |

|Integration of Licensure Bureau applications, including Professional Development Dossier (PDD), Online Portfolio for Alternative License |

|(OPAL), Educator Licensing, License lookup capabilities for districts, background check verification. |

|Appropriation History |

|(Include all Funding sources, e.g. Federal, State, County, Municipal laws or grants) |

|Fiscal Year |Funding Source |Amount |

|FY20 |Laws of 2019, Chapter 271, Section 7(32) |$258,100 |

| | | |

|Total Appropriation: |$258,100 |

|Appropriation Minus Certified Funds: |$258,100 |

|Certification History (Include This Request.) |

|Date |Certification Phase |Amount |Funding Source |

| | | |(Use specific citations matching preceding table.) |

|8/22/2019 |Initiation |$83,000 |Laws of 2019, Chapter 271, Section 7(32) |

|12/19/2019 |Planning / Implementation |$175,100 |Laws of 2019, Chapter 271, Section 7(32) |

|(This request) | | | |

| | | | |

|Total Certified: |$258,100 | |

|Project and Product Deliverables |

|If project and product deliverables changed since prior certification, please explain: |

|Deliverable |Due Date |Project Phase |

|IV&V Waiver Approved |09/10/2019 |Initiation |

|Solution Design and Project Management Plan documentation |12/05/2019 |Initiation |

|Project Charter and Project Management Plan |12/05/2019 |Initiation |

|Exception Request to Combine Planning and Implementation Approved |12/06/2019 |Initiation |

|Simplified TARC Approved |12/18/2019 |Initiation |

|Wireframes from User Requirements |01/01/2020 |Initiation |

|Final Project Charter and Project Management Plan Approved |12/19/2019 |Planning/Implementation |

|Release I - Registration, Security and Application modules (Design, Code,|03/01/2020 |Planning / Implementation |

|Implementation, Test, Deploy) | | |

|Release II – Application Processing, Business Rules, Work Queue |05/01/2020 |Planning / Implementation |

|Management (Design, Code, Implementation, Test, Deploy) | | |

|Release III – AS400/VisionLink Data Migration, Teacher Search and |06/01/2020 |Planning / Implementation |

|Reporting (Design, Code, Implementation, Test, Deploy) | | |

|Knowledge Transfer |06/25/2020 |Closeout |

|Estimated Project Budget (do not include maintenance and operations.) |

|Comments: |

| |Description |FY19 |FY20 |FY21 |FY22 |Total |

|Hardware |One (1) Network Access Storage (NAS) | |$5,900 | | |$5,900 |

|Software |One (1) Microsoft Windows Standard | |$5,600 | | |$5,600 |

| |license; | | | | | |

| |one (1) SQL Server 2016 Enterprise | | | | | |

| |license | | | | | |

|Total: | | |$241,017 | | |$241,017 |

* NOTE: This column should show funding for current year, when Initiation certification request, and any prior year funding that was used for the project.

|RFPs and Contracts |

|Comments: |

|RFP/ |Status |Vendor |Description |Total Value |

|Contract # |(Released, Awarded or In Process) | | | |

|20-924-P527-00181 |Awarded |BVM Technology Associates |Phase II Initiation |$46,598 |

|Contract |In Process |TBD |AS400 Replacement, and Document|$182,919 |

| | | |Management | |

|Total Value: |$229,517 |

|Independent Verification & Validation |

|(State status of IV&V Contract or Waiver Status, and provide summary of most recent IV&V assessment, if IV&V underway.) |

|An IV&V waiver was requested and approved by DoIT on September 10, 2019. |

|Interoperability |

|(Describe If/how this project interfaces with existing systems/Applications.) |

|This project adds Educator Licensing, license lookup capabilities for districts, background check verification, and document and artifact |

|collection and storage to the Professional Development Dossier (PDD) and On-Line Portfolio for Alternative Licenses (OPAL) platform already|

|in production, and replaces the AS400 application. |

|Transition to Operations |

|(Describe agency plan to migrate project solution to production. include agency plans to fund and maintain this project after deployment.)|

|NMPED plans to have PS vendor support for 30 days post go-live to conduct knowledge transfer and on-site support troubleshooting. The PS |

|vendor will teach the client how to maximize the value of the system. After 30 day post go live support, any on-going maintenance support |

|will be funded by NMPED Professional Licensure Bureau’s budget. |

|IT System Analysis |

|(In space below or as an attachment, provide a summary description and diagram of the technical architecture.) |

|TARC was successfully completed on Wednesday, December 18, 2019. |

| |

|This project will migrate the existing Licensure system from the current set of technologies (AS400 and OnBase) to the unified target |

|technologies (Microsoft .NET/C# and SQL). At high level, the approach consists of three parallel transformations; data, code and screens. |

| |

|Data will be migrated in a one-to-one approach from AS400 to SQL Server. That means that all structures contained in the AS400 database are|

|migrated to SQL Server wherever possible. And the application is developed from scratch using .NET/C# and SQL. The project team will use |

|automated tools to assess the code quality and the new Application Lifecycle Management (ALM) build processes to coordinate delivery of |

|functionality for testing and deployment. Screens are migrated similarly to render using HTML5 in a web browser. |

|Principal Technical or Security Risks |

|(Briefly state significant technical or security risks that could affect project success – e.g., technology being implemented first time in|

|state; technology new to market; ability to meet specific compliance requirements, such as payment card industry data security standards; |

|other data and/or process security concerns; interagency implementation; custom developed solution. For each significant risk, identify |

|current mitigation approach.) |

|This system has a PCI component. A security risk that could affect the project success is if agency does not obtain Payment Card |

|Industry-Data Security Standard (PCI-DSS) compliance, the Licensure System will not be able to accept online credit card payments from |

|applicants. Although the probability of not obtaining compliance is low, its impact would eliminate a key component from the system – |

|ability to receive online payments from applicants. To mitigate, NMPED will submit a request to certify for compliance will be made to the|

|New Mexico Department of Finance and Administration’s State Board of Finance (SBOF) no later than January 2020. And will obtain and |

|maintain PCI-DSS compliance so as to not negatively impact the Licensure System online payment capability and/or availability. Should |

|compliance be delayed, manual payments will continue to be accepted by NMPED. |

| |

|There are no foreseeable technical risks within the system or architecture. |

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