LIMS
(Land Information Management System)
PCC Change Request For Certification –Planning
Phase
01/22/2014
Presenting: Kami Gupta
Martin Davis
1

Agency Mission
• Generate optimum revenues and exercise sound financial management for the benefit of the beneficiaries while helping to create jobs for New Mexicans and maintaining and enhancing the health of State Trust Lands.
• The SLO is a leader in the development of renewable energy resources.
• The SLO is recognized as the nation’s model for state land management balance with sustainable economic growth.
• Manage our natural and cultural resources for the long-term benefit of our future generations.
The SLO manages 13 million subsurface and 8 million surface acres held in Trust for the beneficiaries of New Mexico.
2

• Oil and Natural Gas Administration and Revenue Database
(ONGARD) was initially developed 20 years ago by the Tri-
Agencies to manage sub-surface resources such as oil & gas.
• The State Land Office uses ONGARD to manage both subsurface and surface land.
• ONGARD cannot fully accommodate surface leasing due to limitations in the data model and system design.
• Land grid information is incomplete and based on a nominal
40 acres.
• Split estates ownership and beneficiaries cannot be handled
• Critical surface land management functions are absent.
• Land is currently represented in text-based format rather than
GIS.
• User interface is cumbersome and inefficient.
• Changes in ONGARD are costly and risky.
3

4

• Migrate current surface and minerals land management, leasing and related financial functionality to a multi-tier web environment
• Integrate with ESRI GIS and IBM FileNet Enterprise
Content Management System
• Provide Bi-directional interfaces with ONGARD for shared data
• Replace 100-year old Agency paper Tract Books with the Digital Tract Book component of LIMS
• Perform back-file conversion of Agency Tract Books
• 244,800 pages representing 32,500 active leases and 80,850 subdivisions
5

• FY11-13 o “Buy vs. Build” analysis o State Trust Land ownership verified o Three initiatives completed for data collection, data cleansing, and scanning and indexing of documents for ownership, conveyance and ROW o Developed, documented and prioritized requirements o Designed preliminary LIMS enterprise data model o Prepared LIMS RFP and obtained approvals
• FY14 o IV&V Vendor engaged for Initial Assessment and Report o IV&V Vendor Services contract for Implementation Phase in progress o Reinstated Executive Steering Committee meetings o Issued LIMS RFP August 2013 o Intent to Award – November 2013 o Completed RFP Evaluation Committee Report – December 2013 o RFP Contract Award – January 2014 o Project Kick-off – March 2014
6

11/6/2014 - 11/3/2015
Segment 4
8/5/2014 - 7/16/2015
Segment 3
2/3/2014 - 3/18/2014
Complete Project
Planning Phase
6/3/2014 - 3/30/2015
Segment 2
3/26/2014 - 12/1/2014
Segment 1
11/15 - 1/16
Project Closing Phase
4/14 7/14
1/1/2014
PCC Certification
Implementation Phase
LIMS Contract Award
And TARC
and Initiation
3/14
Environments
Installation
6/14
1/14
10/14 1/15 4/15
Begin Backfile Conversion
1/15
7/15 10/15 1/16
1/31/2016
PCC Certification
Closing Phase
12/15
7

Segment 1
•Land Grid
•Beneficiary
•Land Ownership
Segment 2
•Lessee (STID)
•Land Description to GIS
Feature Conversion
•Digital Tract Book
Segment 3
•ROW Permits and Billing
•Commercial Leasing and
Billing
•Agricultural/Grazing
Leasing and Billing
•Minerals Leasing and
Billing
Segment 4
•Other Financial
Components
•Workflow
•Notification
8

Project Management
Planning and Kick-Off
Segment 1 Gap Analysis
Configuration and Testing
Data Conversion
Acceptance Testing
Training and Deployment
Segment 2 Gap Analysis
Configuration and Testing
Data Conversion
Acceptance Testing
Training and Deployment
Segment 3 Gap Analysis
Configuration and Testing
Data Conversion
Acceptance Testing
Training and Deployment
Segment 4 Gap Analysis
Configuration and Testing
Data Conversion
Acceptance Testing
Training and Deployment
Warranty
M14 A M
1 2 3
J
4
J
5
A
6
S O
7 8
N D J15 F M A M J J A S O N D J16 F M A M J J A S O N
9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33
Warranty for 12 Months
9

Appropriations
As of FY14
(1)
FY15
Reauthorization
Request to extend through
FY 15
(2)
FY15
Reauthorization
Request to extend through
FY 16
(3)
FY15
Current
Request
(4)
Total
(1) + (4)
State Land Office Land
Maintenance Fund $ 4,000.0
1,668.0* 2,332.0
RFP Contract
Award in
Progress
RFP Contract
Award in
Progress
Total $ 4,000.0
Funding source: SLO Land Maintenance Fund (offsets General Fund)
Future recurring costs will be funded through agency base budget
RFP
Contract
Award in
Progress
RFP
Contract
Award in
Progress
10

Amount Requested this Certification to Complete Planning
Phase
Amount Previously Certified for Initiation and Planning Phase
Remaining Appropriation not Certified
Total Appropriated Amount (include any new funds)
M A J O R D E L I V E R A B L E S C H E D U L E
Major Project Deliverable
Deliverable 1 - Detailed Project Plan
Deliverable 2 – Project Kick-off
Budget
RFP Award in
Progress
RFP Award in
Progress
$ 115,143
$ 642,800
$ 3,242,057
$ 4,000,000
Due Date
2/18/2014
3/18/2014
Project Phase
Planning
Planning
11

• LIMS will provide: o Needed functionality for surface and minerals land management and leasing unobtainable in ONGARD o Intuitive and content-rich GIS integration o Improved data integrity and increased staff efficiency resulting in more timely and improved services o Conversion of critical paper records into electronic format o Land management services and data for other State agencies including TRD and EMNRD/OCD.
o A foundation for adding on-line constituent services in the future as needed
12

Approval of the change request for additional funds will facilitate the successful completion of the LIMS
Project Planning Phase and position the project to move into the Implementation Phase.
13