Change Request for Certification and Release of Funds Form
ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE
Scope
CHANGE TYPE:
PROJECT NAME
Budget
Schedule
ISD2R\YES NM
PROJECT NUMBER
DATE
09/10/2008
AGENCY CODE
630
LEAD AGENCY
HUMAN SERVICES DEPARTMENT
OTHER AGENCIES
EXECUTIVE SPONSOR
Department of Health
PROJECT PHASE
Commission on Deaf and Hard of
Hearing
Developmental Disability Planning
Council
Aging & Long Term Services
Department
Department of Workforce Solutions
Children, Youth, and Families
Department
Pamela Hyde, Secretary Human Services Department
PROJECT MANAGER
Jan Christine
AGENCY HEAD
Pamela Hyde, Secretary Human Services Department
AGENCY CIO/IT LEAD
Terri Gomez, CIO Human Services Department
Planning
PROJECT DESCRIPTION (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT)
The ISD2R project must be undertaken because the State of New Mexico’s Income Support
Division (ISD) legacy application, Integrated Service Delivery 2 (ISD2), has been in operation
for 20 years and has now far exceeded its life expectancy. The system is fragile and costly and
expensive to maintain. The YES New Mexico portion of the project is necessary to support the
“no wrong door” strategy for the State of New Mexico by providing a common Web portal for
existing and potential customers of HSD Income Support Division (ISD) and six other
agencies with a total of 26 programs for eligibility screening and application submission. HSD
proposes to combine these two projects, previously reported and appropriated separately.
The Planning Phase was previously certified. The project Planning Phase was restarted May
2008 after project cessation and a review requested by HSD executive management.
Planned Start Date
08/01/08
Planned End Date
06/15/09
JUSTIFICATION FOR CHANGE IN CERTIFICATION (INCLUDE BUDGET ADJUSTMENT REQUEST; BUSINESS VALUE AND/OR
PROGRAM RESULTS)
THE ISD2R AND YES NM PROJECTS HAVE BEEN UNDER HSD EXECUTIVE REVIEW SINCE 2Q08. DURING
THAT REVIEW, THE CORE PROJECT TEAM AND REPRESENTATIVES FROM ALL HSD DIVISIONS VISITED
FOUR (4) STATES WHERE SIMILAR SYSTEMS HAVE BEEN IMPLEMENTED. PREVIOUS TO AND DURING THE
REVIEW, THE PROJECT TEAM ALSO SPOKE WITH APPROXIMATELY TWENTY-FIVE (25) STATES.
This is a controlled document, refer to the document control index for the latest revision
Revision: 2/14/08
Page 11
Change Request for Certification and Release of Funds Form
ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE
THE TEAM LEARNED FROM THE RECENT TELECONFERENCES AND STATE VISITS 1) OTHER STATES
CONSIDER EQUAVALENT PROJECTS TO ISD2R AND YES TO BE ONE PROJECT, 2) SUCCESSFUL PLANNING
PHASES TYPICALLY COST $2,000,000, 3) SUCCESSFUL PLANNING PHASES REQUIRE APPROXIMATELY
EIGHT (8) TO TEN (10) MONTHS TO COMPLETE, 4) DOCUMENTATION DELIVERABLES REQUIRED BY THE
FEDERAL PARTNERS IS CONSIDERABLY MORE EXTENSIVE THAN ANTICIPATED, AND 5) EXAMPLE
DELIVERABLES WERE PROVIDED BY OTHER STATES.
ON THE BASIS OF THE ABOVE LESSONS LEARNED, THE ISD2R\YES NM TEAM 1) CREATED A REVISED
PROJECT SCHEDULE FOR THE PLANNING PHASE, 2) RE-ESTIMATED THE PLANNING PHASE, AND 3) IS
REQUESTING THAT THE ISD2R AND YES NM PROJECTS BE RE-COMBINED.
Amount Requested this Certification
Assumptions:
1) The planning phase requires a total of $2,000,000.
2) For Federal financial reporting purposes, the Planning
Phase will include the ISD2R Phase Zero certification,
the ISD2R\YES Planning Phase, and the YES NM
Initiation Phase.
3) Remaining funding from previously certified phases
will be combined into this project.
See the certification history in the next section.
$ 1,101,000.00 Additional Funds
Amount Previously Certified
$ 90,000.00 ISD2R\YES Phase Zero
$ 634,600.00 ISD2R\YES Planning
$ 275,000.00 YES Initiation Phase
- $100,600.00 (Certified in two Phases)
$
899,000.00 Net amount certified
Remaining Appropriation not Certified
Remaining Appropriation
$ 6,353,115.15 not Certified
Total Appropriated Amount (include any new funds)
$ 4,600,600.00 General Fund
$ 2,651,515.15 Anticipated Federal Match
$ 7,252,115.15
Total GF, JPA and FFP
CERTIFICATION HISTORY (INCLUDE ANY PREVIOUS PROJECT OR PHASE CERTIFICATIONS)
Date
Amount
Funding Source(s) (use specific citations to laws, grants, etc.)
12/12/2005
$90,000
04/20/2007
$634,600
ISD2R/YES NM Planning
12/14/2007
$275,000
YES Initiation (includes $100,600 transfer from 4/20/07 Planning
certification to YES Initiation).
ISD2R Phase Zero
This is a controlled document, refer to the document control index for the latest revision
Revision: 2/14/08
Page 21
Change Request for Certification and Release of Funds Form
ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE
APPROPRIATION HISTORY (INCLUDE ALL FUNDING SOURCES, E.G. FEDERAL, STATE, COUNTY, MUNICIPAL LAWS OR GRANTS)
Fiscal Year
Amount
Funding Source(s)
FY 09-10
$1,000,000
Estimated (86%)
FFP Laws of 2005
$6,200,000
ISD2R
Laws 2008, Chapter 3, Section 7, Subsection 27
Extended the appropriation from Laws of 2005 through the end of
FY10.
FY 2008
$1,500,000
Estimated (75%)
FFP Laws of 2007
$4,500,000
ISD2R
Laws 2008, Chapter 3, Section 7 , Subsection 27
Extended the appropriation from Laws of 2007 through the end of
FY10.
FY 2008
$2,000,000
FY08
100,600
YES NM
Chapter 3 , Section 7, Subsection 26
JPA approved 04-17-2007
Commission on Deaf and Hard of Hearing, $50,000
Department of Health $38,000
Developmental Disability Planning Council $5,000
Aging & Long Term Services Department $3,000
Department of Workforce Solutions, JPA $2,600
Children, Youth & Families Department, JPA $2,000
Note:
Expected overall Federal match for the funds appropriated to ISD2R for the Planning Phase is 45%
This is a controlled document, refer to the document control index for the latest revision
Revision: 2/14/08
Page 31
Change Request for Certification and Release of Funds Form
ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE
BUDGET
Comments:
Planning estimated to complete June 2009
Description
FY07 & prior
Phase Zero
Staff Internal
IT PM,
Documentation
Consulting
Services
IT PM, Data
Modeling &
Conversion/
Planning
Experts
Portfolio
Management
Tool, Travel
(400s)
Hardware/
Software/
Travel
Planning
&
YES NM
Initiation
FY09
FY10
FY11
Planning
$656.8
$90.0
$90.0
TOTAL
FY08
$75.0
$1,113.2
$64.0
$230.0
$139.0
$2,000.0
INDEPENDENT VERIFICATION & VALIDATION (INCLUDE SUMMARY OF THE LATEST IV & V REPORT)
IV&V was waived for the ISD2R\YES NM Planning Phase.
IMPACT OF CHANGE (MAY INCLUDE SIGNIFICANT RISKS & MITIGATION STRATEGY; SECURITY, CONSOLIDATION & MAINTENANCE
STRATEGIES; RECORDS RETENTION; & BUSINESS PERFORMANCE MEASURES)
The only impacts of the planning phase are 1) to reduce risk for the overall project implementation,
and 2) to meet the requirements of the Federal Partners FNS and CMS for documentation that will
be incorporated into the Implementation Advanced Planning Document (IAPD).
This is a controlled document, refer to the document control index for the latest revision
Revision: 2/14/08
Page 41
Change Request for Certification and Release of Funds Form
ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE
SECURITY STRATEGY (APPLICATION AND DATA SECURITY PROCESS, PLAN, OR STANDARD)
Not Applicable for the Planning Phase. The final documents for the phase will identify a security plan and
the standards.
IT SYSTEM ANALYSIS
On this document, or as an attachment, provide a summary response, including changes, to
the following IT infrastructure topics relating to this project:
During the planning phase, the impact to hardware, network, and software will be minimal.
Some laptops will be added for team members. Four servers that are already available and
configured will be placed in development/test and production areas of the existing HSD
architecture. These servers will be used for the Portfolio Management tool used throughout the
project life cycle for ISD2R\YES.
The architecture for the portfolio management tool is three (3) tiers with presentation (web),
application, and database components. For the planning phase, two environments will be
implemented: development\test, and production. When the project moves to implementation,
development and test environments may be separated. During the planning phase only a total
of approximately (10) people will be using the Portfolio Management software.
BUSINESS CONTINUITY STRATEGY
On this document, or as an attachment, provide a summary response, including changes, of
your business Continuity Strategy.
There will be no changes to the business Continuity Strategy as a result of the Planning Phase of
ISD2R\YES NM.
This is a controlled document, refer to the document control index for the latest revision
Revision: 2/14/08
Page 51