Project Initiation and Planning
Request for Certification and Release of Funds Form
ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE
PROJECT GOVERNANCE
PROJECT NAME
SHARE FINACIALS 9.X UPGRADE
DATE
June 20, 2012
LEAD AGENCY
DoIT
OTHER AGENCIES
EXECUTIVE SPONSOR
Darryl Ackley, DoIT Secretary
Tom Clifford, DFA Secretary
AGENCY HEAD
Darryl Ackley
AGENCY CIO/IT LEAD
Darryl Ackley
PROJECT MANAGER
TBD
PROJECT ABSTRACT (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT)
In order to reduce maintenance costs, improve support, implement fixes and provide the state
with new and enhanced financials capabilities, SHARE is initiating the SHARE Financials
Upgrade Project. The Statewide Human Resource, Accounting, and Management REporting
System (SHARE) is New Mexico’s implementation of the PeopleSoft enterprise resource
planning (ERP) system that provides for centralized shared integrated accounting,
procurement, and human resource information. The objectives of the SHARE
Implementation Project were to replace the legacy state human resource and financial systems,
which were based on out-of-date technology, with the PeopleSoft public-sector ERP package
that utilizes current, mainstream technology. The SHARE implementation standardizes
business processes and practices across state agencies to conform to state statute, statewide
policies, regulations or procedures, and collective bargaining agreements. Its purpose is to
capture and make available to agency heads, fiscal officers, personnel administrators, and
program managers the information needed to effectively manage programs and measure their
success.
As part of the original business case developed for SHARE in January 2004, the business
model projected the necessity for a major software maintenance upgrade for fiscal year 2009.
The currently installed Financial Management software is release 8.8. The PeopleSoft current
release level is 9.1 for Financials. Support for Financial Management 8.8 by Oracle ended
12/31/08. The state was paying increased maintenance costs for extended service. The
Revision: 9/1/10
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Project Initiation and Planning
Request for Certification and Release of Funds Form
ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE
extended service was only available until December 2011. Since extended service has run out
the state is now paying sustaining support which includes fixes, updates, and critical patches
created during the time we were under extended support. Extended support does not include:
 New updates, fixes, security alerts, data fixes, and critical patch updates
 New tax, legal, and regulatory updates
 New upgrade scripts
 Certification with new third-party products/versions
 Certification with new Oracle products
There are significant enhancements in the current releases of PeopleSoft that would provide
benefit to state agencies and increase the effectiveness of the SHARE implementation. The
new releases also contain necessary federal regulatory enhancements and would increase the
effectiveness of SHARE.
The SHARE Financials Upgrade Project will be the first of multiple phases that will include:


Current Project Certification Request – Planning and implementation of Financial
Management release 9.1 software, performance tuning, and application regression
testing to ensure that existing functionality continues to perform as designed
Upgrade Follow-on Projects – Selection of new functionality to be implemented
statewide, training for support staff, configuration of new functionality, business
process updates, user acceptance training, and end-user training
Planned Start Date
July 1, 2012
Amount Requested this Certification
Amount Previously Certified
Remaining Appropriation not Certified
Total Appropriated Amount
Revision: 9/1/10
Planned End Date
October 31, 2013
$1,300,000.00
$0.00
$500,000.00
$1,800,000.00
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Project Initiation and Planning
Request for Certification and Release of Funds Form
ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE
CERTIFICATION HISTORY (INCLUDE ANY PREVIOUS PROJECT OR PHASE CERTIFICATIONS AND THIS REQUEST)
Date
Amount
Funding Source(s) (use specific citations to laws, grants, etc.)
None
APPROPRIATION HISTORY (INCLUDE ALL FUNDING SOURCES, E.G. FEDERAL, STATE, COUNTY, MUNICIPAL LAWS OR GRANTS)
Fiscal Year
Amount
FY13
$1,000,000.00
FY13
$800,000.00
Funding Source
Department of Transportation - NM Road Fund
(MOU in process)
SHARE Equipment Replacement Fund (Laws of 2012, Ch.
19, Section 4, Department of Information Technology (3)
Equipment Replacement Revolving Funds)
PROPOSED MAJOR DELIVERABLE SCHEDULE AND PERFORMANCE MEASURE
Major Project Deliverable and Performance
Measure
Budget
Define business requirements for changes in
functionality necessitated by the upgrade. Determine
project goals and deliverables. Begin development of
the Project Management Plan, Draft IV&V Contract
and plan. Perform software functionality assessment.
Develop list of procedural and configuration changes
needed to ensure project success.
$100,000.00
Development of Risk Assessment & Mitigation Plan,
completion of Project Management Plan, Project
Schedule, Scope definition and cost estimates for
Implementation Phase. Resource Planning. Contract
for Project Manager, PeopleSoft Functional Manager,
$1,200,000.00
Revision: 9/1/10
Due Date
Project Phase
8/31/12
Initiation
11/30/12
Planning
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Project Initiation and Planning
Request for Certification and Release of Funds Form
ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE
Change Manager, Technical Manager. Finalize and
execute IV&V contract and hire IV&V consultant.
Prepare for TARC review. Draft Scope of Work and
contract for Implementation Phase. Finalize and
execute contract for PeopleSoft Upgrade Lab.
Identified upgrade and configuration design
implemented in development region, UAT and
Integration testing completed, upgrade and
configuration changes implemented in production
$500,000.00
DoIT Closure Report, IV &V Close out report,
Lessons Learned Post Mortem.
Total
10/1/13
Implementation
1/1/14
Closeout
$1,800,000.00
BUDGET
Comments:
Description
FY12 &
Prior
FY13
FY14
FY15
FY16&After
Staff Internal
Consulting
Services
Project Manager
Functional Mgr.
Change Mgmt.
Technical Mgr.
Upgrade Lab
IV&V
$1,5000.00
$300,000.00
Hardware
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Project Initiation and Planning
Request for Certification and Release of Funds Form
ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE
Software
TOTAL
$1,500,000.00
$300,000.00
IT SYSTEM ANALYSIS (ON THIS DOCUMENT, OR AS AN ATTACHMENT, PROVIDE A SUMMARY
DESCRIPTION OF THE TECHNICAL ARCHITECTURE)
 Describe or estimate this project’s impact on the Enterprise/DoIT infrastructure.
o
Hardware

o
Network (Include Diagram)

o
This project will utilize the existing SHARE system. The SHARE system is
housed at the Simms Data Center and is maintained and operated by DoIT.
Project Implementation will be an upgrade to the PeopleSoft release level,
restoring application code to its original vanilla state, and configuration changes
and will not require new hardware. There is no impact to the current
infrastructure.
The SHARE system resides in the Simms Data Center and resides on the DoIT
Data Center and Core networks. Project Implementation will not impact the
network. A high level network diagram that was created during the
implementation of the SHARE system is attached for reference.
Where is this system hosted?

If not hosted at DoIT Data Center what is your strategy to host at DoIT Data
Center: (When, Why?)


DoIT Migration Collaboration


The project will utilize the existing SHARE system infrastructure which is
housed at the Simms Data Center
System resides at the Simms Data Center. There will be migration
required for the coding changes that will be made to the application.
Summarize your collaboration with DoIT on moving this project from initialization through close
(full production). Identify points of contact, dates of discussions, and results
o
Once the contractors are on board the project team will meet with the SHARE Technical
Support/George Robinson and the DoIT Technical staff to review the implementation
phase and defined requirements. The team will contact the Project Manager prior to
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Project Initiation and Planning
Request for Certification and Release of Funds Form
ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE
beginning the implementation phase to coordinate activities, define resources required and
timeline. SHARE Project Requests will be completed for all changes to the application
and submitted for review and approval.

Provide Application Architecture Schematic
o The attached schematic is a high level overview of the SHARE system at the time of
implementation
INDEPENDENT VERIFICATION & VALIDATION (INCLUDE STATUS OF IV & V PROCESS)
Independent Verification and Validation (IV&V) agent will evaluate the processes, methods,
deliverables to determine compliance with specified requirements and the process of determining
whether the products of a given development phase fulfill the requirements established during the
previous stage, both of which are performed by an organization independent of the development
organization.
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Project Initiation and Planning
Request for Certification and Release of Funds Form
ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE
SIGNIFICANT RISKS AND MITIGATION STRATEGY
RISK 1: RELIANCE ON OUTSOURCED RESOURCES TO ACCOMPLISH PROJECT GOALS
MITIGATION 1: ALL CRITICAL TASKS ASSIGNED TO STATE PERSONNEL. CLOSELY MONITOR
AND MANAGE OUTSIDE CONTRACTOR TEAMS. MONITOR COSTS CLOSELY.
RISK 2: INSUFFICIENT OR LIMITED FUNDING
MITIGATION 2: NEED TO INSURE THAT PROJECT SCOPE IS DEFINED WITHIN FUNDING LIMITS.
RISK 3: STAFF RESOURCE AVAILABILITY
MITIGATION 3: HIRING OF ADDITIONAL SUPPORT STAFF.
RISK 4: MAINTAINING PROJECT FOCUS AS A PRIORITY
MITIGATION 4: LIMIT CONFIGURATION OF EXPANDED FUNCTIONALITY TO ONLY THOSE
ENHANCEMENTS NEEDED TO REPLACE CUSTOMIZATIONS PREVIOUSLY CREATED.
INTEROPERABILITY (DESCRIBE IF/HOW THIS PROJECT INTERFACES WITH EXISTING SYSTEMS/APPLICATIONS)
SHARE has been designed for interoperability with State agency legacy applications.
TRANSITION TO OPERATIONS: (DESCRIBE AGENCY PLAN TO MIGRATE PROJECT SOLUTION TO PRODUCTION. INCLUDE AGENCY
PLANS TO FUND AND MAINTAIN THIS PROJECT AFTER DEPLOYMENT. )
This project will follow the standard SHARE migration standards (Development to Test to Quality
Assurance to Production). The migration standards require regular reviews and sign-off procedures and have
been used in all upgrades and enhancements to SHARE.
There are no additional funds required to maintain this project once it is in production. Future upgrades will
be funded as needed.
Revision: 9/1/10
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Project Initiation and Planning
Request for Certification and Release of Funds Form
ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE
Revision: 9/1/10
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