Close Phase Certification Request
07/24/2013 1

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Need
Goals of the Project
Scope vs. Delivered Scope
Budget vs. Actual
Enhancements – Post Implementation
Questions
07/24/2013 2

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The New Mexico Taxation and Revenue Department
(TRD) processes approximately 12,000,000 Motor
Vehicle Division (MVD)-related documents per year.
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All documents that are required to be preserved and available for later reference are currently photocopied and microfilmed.
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Retrieval of the current images is probably about 10X more time consuming than would be possible with a
DMS. Retrieval currently requires a partial *.xls log of document to microfilm reel, entries in “green screens”, all with no indexing except the date and sometimes the MVD office.
07/24/2013 3

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Completely eliminate microfilm process for MVD Field Office documents.
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Eliminate the need to print multiple copies of documents simply in order to exchange the data between Revenue Processing
Division at Lujan with Motor Vehicle Division at Montoya.
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Comply with the current retention policy on various MVD documents.
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Streamline all processes that involve document capture and relation of those documents to MVD transactions.
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Gradually move all centralized scanning of MVD Citation documents to the Montoya building, utilizing MVD personnel.
07/24/2013
4

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Field Office Driver transaction time decreased by 1 minute per transaction.
Field Office Vehicle transaction time decreased by 1.5 minutes per transaction.
Time to sort non-payment paper citations reduced from .144 min per page to .04 min per page.
End-to-end time to process citation payment reduced by 10%.
07/24/2013
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Provide DMS capabilities to all MVD Field
Offices, “Munis”, and any MVD unit that is currently involved with document capture and retention for selected driver and vehicle transactions performed within MVD 2.0.
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Move MVD scanning, and payment processing to the Montoya Building.
07/24/2013
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Three processes completed by the Systems
Integrator
◦ First Time License or ID. Sprint 1 will be the new FN office in Albuquerque.
◦ First Time Title
◦ Citation Payment and Processing of incoming Citations
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One process will be installed by TRD ITD and
MVD coached by Systems Integrator
◦ Medical Forms
 For Licensing
 Application for Handicap Placard
07/24/2013
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Scanning provided for all vehicle and driver processes supported by MVD 2.0.
Citation payments scanned on the OPEX and processed, including electronic deposit, within DMS.
Training exercise used the beginning of
Registration Renewal instead of Medical
Forms.
07/24/2013
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Additional Level 2 Support
USPS cards and envelope archive
SAVE rejection
Additional reporting and reconciliation processes for Citation Payments
Landscape version of TRACS
07/24/2013
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OCR and OMR of selected documents and regions within documents.
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No ICR planned.
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Creation of “bridge” software between existing transaction programs (MVD 2.0, and other web-base. apps for capturing data) and the DMS. Integration will be performed in the most flexible technology possible, to enable transfer to the reengineered system at a later date.
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Payment processing for the citation payments via COTS software and revision of current interface with existing
MVD systems.
07/24/2013
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Planned Start
Date
Planned End Date
5. IMPLEMENTATION Schedule and Budget
July 1, 2013 Actual Start
Date
February 27, 2013 Actual End Date
Planned Cost:
(Budget)
200s
$3,542,005.51
App Dev 3 (1) FTE
Actual Cost:
(Total)
August 15, 2013
March 30, 2013
$3,507,311.00
App Dev 3 (0) FTE
(1) ITD PM (1) ITD PM
300s
400s
(2) MVD PM
SMEs as req’d
$2,078,473.75
$1,463,546.76
(1)MVD PM
SMEs as needed
$2,186,797.00
$1,320,514.00
$3,542,020.51
$3,507,311.00
07/24/2013
11

A
PPROPRIATION
H
ISTORY (I NCLUDE ALL F UNDING SOURCES , E .
G . F EDERAL , S TATE , C OUNTY , M UNICIPAL LAWS OR GRANTS )
Fiscal Year Amount Funding Source and Appropriation language
FY09
FY09
FY10
FY11
Total
$1,463,546.76
Special Appropriation - Laws of 2008, Ch 3, Sec. 7, Item
5
$734,151.59
Department of Homeland Security, Driver’s License Security
Grant (DLSG).
CFDA # 97.089
: FY09 $734,151.59
2009IDMX0006 due to expire 9/30/12
$700,677 .00
Department of Homeland Security, Driver’s License Security
#
Grant (DLSG).
CFDA # 97.089
: FY10 # 2010DLT00025 due to exp. 5/13
$643,630.16
Department of Homeland Security, Driver’s License Security
Grant (DLSG).
CFDA # 97.089
: FY11 # EMW-2011-
DL00017 due to expire 8/14
$3,542,005.51
07/24/2013
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07/24/2013
13

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TRD attempted to reuse an existing KFI web application that had been placed into production around 2001 or 2002. Going into the project, the concept was to make no changes to that existing, old application. The reasoning was that this would be replaced with the Modernization project and was already mandatory in those requirements. Reuse of this tool created a disproportional amount of extra development and testing resources.
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If anything, the Contractor was too accommodating to MVD changes to requirements, design, and development. Wholesale accommodation of changes led to strains on the remainder of the project schedule. The project started with some slack in the schedule, and ended with none, including a considerable amount of OT on the part of the Contractor, at no additional cost to TRD.
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TRD thought that the risk that the OPEX was not going to perform all of the necessary OCR was mitigated by performance testing prior to acceptance of the equipment. A workable solution was developed using both the OPEX and EMC
Captiva capabilities, but the solution was not ideal. In the month following implementation, unauthorized changes were made to the OPEX job and untested changes were made to the UTC format. Both created a “snowball” effect through this portion of the system. The lesson learned here, what the technical team needs to continue their involvement in the Change Control process after production implementation.
07/24/2013
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07/24/2013
15

MAINTENANCE & SUPPORT
BUDGET
Mandatory Annual Licensing EMC
Mandatory Tangent Licensing
Other software licensing
Purchased (3) years support postproduction.
OPTIONAL in RFP
Maintenance, Support and 600 hours per year of Enhancements
FY14
$105,981
$9,482
60,000
FY15
$105,981
$9,482
60,000
FY16
$105,981
$9,482
60,000
FY17
$105,981
$9,482
60,000
Assumption: TRD\ITD would provide one (1) technical resource to the project with the skills\ knowledge identified by
Deloitte pre-contract approval, who would
1) Participate full-time from Day 1 of the project
2) Receive basic EMC admin and development training at ITD’s expense, if they did not already possess that training
3) Receive additional knowledge transfer via the selected process, which was changed from Medical Forms to
Registration Renewal, such that this person was able to handle 90% of the Level 2, Level 3 support and enhancements without external assistance.
07/24/2013
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MVD made the decision not to exercise the full optional amount of the Maintenance, support and Enhancements from the RFP. Instead MVD opted to purchase a limited number of hours post-production for Level 2 support, and selected enhancements.
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TRD\ITD was unable to provide (1) FTE with the
Deloitte-specified technical expertise to work on the project and receive the Knowledge transfer. Therefore, the maintenance and support has increased to include an State Price Agreement contractor with the necessary skills and expertise. TRD\ITD will be requesting the necessary position for FY15.
07/24/2013
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POST PRODUCTION - A CTUAL
M AINTENANCE , S UPPORT AND E NHANCEMENTS
List RFP and Contract
(Purpose and/or Description)
RFP: 20-333-00-11076
Contract for eight weeks for two persons of Level 2 and 3 support, and MVD-requested additional enhancements to the base contract.
Contract
Number
TR13-12
Amendment #2&3
State Price Agreement:
FY14 External Level 2 Support and Enhancements. Total of 2,080 hours.
TR14-19,16395
FY14 Four months – Offshore, after hours Support, and assigned development work.
In e-review
MAINTENANCE & SUPPORT
BUDGET
Mandatory Annual Licensing EMC
FY14 FY15
Mandatory Tangent Licensing
$105,981
$9,482
$105,981
$9,482
Compensation
Amount or NA
$95,672.00
$178,048.00
$25,200.00
FY16
$105,981
$9,482
%
Complete
100
0
0
FY17
$105,981
$9,482
07/24/2013
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