December 17, 2011

Project Management Plan
December 17, 2011
SIRCITS
Department of Information Technology
D
OCUMENT
C
HANGE
I
NFORMATION
Version Rev #
0001 000
Date
01/14/2011 First draft
0002
0003
000
000
5/31/2011
12/17/2011
Description
Updated for new administration; updated attachments
Updated for new implementation strategy
May 31, 2011 i

Project Management Plan
December 17, 2011
SIRCITS
Department of Information Technology
1 PROJECT OVERVIEW ............................................................................................... 1
1.1
Introduction ..............................................................................................................1
1.2
1.3
1.4
Current State ............................................................................................................1
Future State ..............................................................................................................2
Needs........................................................................................................................2
2 SCOPE ........................................................................................................................ 2
2.1
Justification ..............................................................................................................2
2.2
2.3
Business Objectives .................................................................................................3
Technical Objectives ................................................................................................3
2.4
2.5
2.6
Project Deliverables .................................................................................................3
Product Deliverables ................................................................................................5
Work Breakdown Structure .....................................................................................5
3 STRATEGY ................................................................................................................. 7
3.1
Technical Strategy ...................................................................................................7
3.2
3.3
Success Factors ........................................................................................................8
Methods, Tools, and Techniques .............................................................................8
4 PROJECT ORGANIZATION ....................................................................................... 8
4.1
4.2
Stakeholders and Sponsors ......................................................................................8
Project Team ............................................................................................................8
4.3
4.4
Organizational Structure ..........................................................................................9
Organizational Boundaries, Interfaces, and Responsibilities ..................................9
4.5
4.6
4.7
4.8
4.9
Schedule ...................................................................................................................9
Training ....................................................................................................................9
Work Packages.........................................................................................................9
Documentation .........................................................................................................9
Technical Processes .................................................................................................9
5 MANAGEMENT AND CONTROLS .......................................................................... 10
5.1
5.2
Management Objectives and Priorities ..................................................................10
Assumptions ...........................................................................................................10
5.3
5.4
Constraints .............................................................................................................10
Dependencies .........................................................................................................11
5.5
5.6
5.7
5.8
5.9
5.10
5.11
Project Libraries .....................................................................................................11
Staff Planning and Acquisition ..............................................................................11
Product and Process Quality Assurance ................................................................11
Risk Management ..................................................................................................12
Configuration Management ...................................................................................13
Communications Management ..............................................................................13
Procurement Management .....................................................................................13
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Project Management Plan
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Department of Information Technology
5.12
5.13
5.14
Budget Management ..............................................................................................13
Budget and Resource Allocation ...........................................................................14
Monitoring and Control Mechanisms ....................................................................14
5.14.1
Project Approval ........................................................................................14
5.14.2
5.14.3
5.14.4
Executive oversight ....................................................................................14
Federal Reporting.......................................................................................14
State Reporting...........................................................................................14
6 CLOSEDOWN .......................................................................................................... 14
6.1
Administrative Close .............................................................................................15
6.2
Contract Close ........................................................................................................15
7 ATTACHMENTS ....................................................................................................... 16
Attachment A: Digital microwave sites to be upgraded ........................................................17
Attachment B: 700MHz sites to be built................................................................................18
Attachment C: Reference Materials .......................................................................................19
Attachment D: Definitions and Acronyms ............................................................................20
Attachment E: Directory Structure ........................................................................................24
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Project Management Plan
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SIRCITS
Department of Information Technology
The Department of Information Technology (DoIT) has undertaken this project to:
 complete the Analog to Digital Microwave conversion
 increase the backhaul capacity, and

Implement a 700MHz public safety LTE pilot system in Albuquerque and Santa Fe.
The support begins with the signing of the Project Charter and is completed when all microwave sites have been upgraded and the 700 MHz system is operable and licensed by the FCC. The teams assigned to this project will follow the documented processes and procedures that have been established, approved, and are in keeping with the policies set forth.
Sources for funding this project include:
Type
Federal Grant
State – Cash match
State – In-kind match
Amount Description
$38,699,997 BTOP/NTIA award
$5,399,999 Laws 2009, Ch 125, Sect 27(6),
Laws 2009, Ch 125, Sect 27(4),
Laws 2006, Ch 109, Sect 7(6) as amended by
Laws 2010, Ch 6, Sect 7(7)
$11,6000,004 In-kind match
1.1
Introduction
This Project Management Plan has been established to set forth the guidelines, deliverables and methods to be used in up-grading 59 State microwave sites to 155 MB/s digital and to implement the pilot public safety LTE system. This plan will be reviewed periodically to insure that the methodologies and procedures are kept current. Version numbering as described later in the document will be followed.
1.2
Current State
Microwave: The State of New Mexico maintains 104-site microwave network to support State public safety and other State agencies. A portion of the microwave network has been modernized from narrowband, analog microwave technology to modern digital technology, i.e.,
155MB/s capacity. Fifty-nine sites remain to be modernized, which will be accomplished under the BTOP grant. The modernization falls into two categories: 1) all sites will receive modern digital microwave radio equipment and network equipment (routers) to operate at 155MB/s throughput, and 2) some of the site (33) will require some civil construction up-grades, i.e., new towers, communications shelters, emergency power systems, and access road and site improvements
Backhaul: Currently the backhaul capability on the state system varies from 1.5Mb to 155Mb depending on location and is not sufficient, especially for outlying areas. The modernization will bring the whole network to 155MB/s data throughput rate, with the future potential to increase
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Department of Information Technology throughput to 600MB/s on selected network branches. In addition, the network will be all IP using MPLS as its network protocol. This modernization will allow the State to offer State-wide broadband data service to a variety of State agencies and other Community Anchor Institutions
(CAI).
700MHz: 700 MHz LTE has been adopted by the public safety community as its standard for broadband data service. The FCC has granted 21 licenses to assorted State, County, and Local agencies to implement public safety LTE wireless networks, most of which are funded by BTOP grant fund. This includes the State of New Mexico. In addition, the FCC sold 700 MHz band spectrum license to various commercial network operators – Verizon, AT&T, etc. Verizon has recently (October 2011) initiated LTE service along the Rio Grande valley.
1.3
Future State
The goal of this project is to:

Complete the upgrade of the 59 microwave sites

Create a state wide broadband network with a capability of al least 155Mb/s

Deploy a pilot, 700 MHz public safety broadband network in Albuquerque and Santa Fe.
1.4
Needs
The following is a list of requirements for this project:

DoIT is acting as the Program Manager and Systems Integrator for the microwave upgrade project, and as such, must provide the necessary project management and technical expertise to implement and control the effort within the grant period

The project must track and report all financials in accordance with Federal Grant guidelines.

All contracts and purchases must be in compliance with state and departmental regulations.

Detailed requirements for each site and/or part of the project will be documented in individual project folders.
This section will outline the justification, objectives, deliverables, and Work Breakdown
Structure (WBS) for the SIRCITS project.
2.1
Justification
The following table contains the business and technical justifications for this project:
Number Description
1
Compliance with federal grant conditions pursuant to DoIT’s grant application requesting funds to complete upgrade and deploy 700 MHz.
2
3
Compliance with FCC orders regarding deployment of interoperable public safety broadband networks in the 700 MHz public safety broadband spectrum.
Large geographic areas, including tribal lands, are un-served or underserved, in part due to lack of middle mile architecture.
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4
5
6
Ensure Digital technology compatibility with state and federal data, voice, and fiber networks
Analog microwave equipment no longer being manufactured and does not support new technologies
Public safety demand for applications critical to serving the needs of the public; applications demand technological upgrades
2.2
Business Objectives
Number Description
1
Completes the upgrade of DoIT’s statewide microwave communications system and concurrently expands the capacity of statewide backbone to 155 Mb which will serve anchor institutions throughout the State, and be used by the State and its partners to serve vulnerable populations, un-served and underserved areas, as well as some tribal lands.
2 The last mile component will deploy 700 MHz public safety grade broadband networks in ABQ and SF that will be linked to the DMW backbone and will become part of the future nationwide 700 MHz public safety interoperable network.
2.3
Technical Objectives
Number Description
1 Replace all analog equipment with new digital equipment with a data throughput capacity of at least 155Mb/s.
2
3
Replace digital microwave site infrastructure as necessary – radio towers, communications shelters, emergency power systems.
Increase backhaul date throughput capacity to at least 155Mb/s
4 Deploy a pilot 700 MHz LTE technology in Albuquerque and Santa Fe that will allow some level of public safety agency broadband data interoperability, will be capable of being integrated into the Nation–wide public safety LTE network, and will be licensed for operation by the FCC.
2.4
Project Deliverables
The following chart outlines the project deliverables.
Item Description
Project Charter Defines project authority, governance and lays the foundation for elements to be addressed in the Project Plan.
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Item
Project Plan
QA Plan
Work Break Down Structure
(WBS)
SIRCITS
Department of Information Technology
Description
A formal, approved document used to guide both project execution and project control. The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among stakeholders, and document approved scope, cost, and schedule baselines.
A formal approved document used to guide required IV&V activities. The primary uses of the QA Plan are to document assumptions and decisions, facilitate communications among stakeholders, and is the basis of reporting project oversight and reporting to the Project Oversight and Compliance Branch within the Department of Information Technology
Defines the components of the projects consistent with federal grant.
Project Workbook The Project Workbook (PW) will include the following components:
Risk Log – documenting the ongoing project risks with corresponding contingency and mitigation plans;
Issues Log – Documenting the imminent and/or immediate problems from their occurrence to their resolution;
Action Item Log – All actions that must be accomplished with their assignments, due dates, and completion dates;
Meeting Log – Documenting the date/time of meetings, attendees, and any specific comments regarding the meeting;
Key Decisions – Documenting any key decisions made;
Change Log – Documenting changes from the original scope of the project;
Work Breakdown Structure – Documenting at a high level the tasks to be performed and their estimated times;
Parking Lot – Documenting items that have been identified but will be discussed at a later date;
Communication Plan – Documenting regularly scheduled meetings and special planned communications;
Organization Chart – Documenting the governance structure for the project;
Escalation Paths – Documenting the flow for escalating problems that are encountered during the project.
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Item
Design-Build Contracts and
State Pricing Agreements
SIRCITS
Department of Information Technology
Description
Contracts including well defined deliverables, terms and conditions must be prepared and negotiated by the federal grant program manager, the grant PI, any other identified federal entity, and any internal DoIT processes as directed by the
Secretary. These contracts and SPAs must allow the DMW system to be designed and built in the time allowed under the
Federal Grant – three years from August 2010
Any agreements between parties, divisions, departments or other
State entities.
Memorandum(s) Of
Understanding (MOU)
Go/No Go Criteria
Project Certification
Criteria that will be established to drive any go/no go decisions that need to be made. All criteria must be addressed to the satisfaction of the Steering Committee.
Approval from the Project Oversight and Compliance Division,
Certification Committee that authorizes funding for the project.
2.5
Product Deliverables
The following chart outlines the Product Deliverables:
Number Item Description
1
2
3
Upgrade 59 microwave network sites
Increased network capacity as outlined in the federal grant award
Implement 700 MHz
2.6
Work Breakdown Structure
Following is a high level WBS for the project.
Environment Assessments

Contract awards

Site surveys and reports
All 59 sites will receive modern digital microwave radios and antennas. Approximately ½ of the sites will have substantial infrastructure up-grades – new towers, shelters, and emergency power
The 59 up-graded sites will be integrated with the remaining microwave sites previously up-graded to create a Statewide, broadband data network, with appropriate access points and network control
Install and implement 700 MHz systems in Albuquerque and Santa Fe that meets Federal Grants and FCC public safety requirements.
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
Submission of Draft Environmental Assessment

Submission of Final Environmental Assessment

Award of Finding of No Significant Impact (FONSI)
DMW Project Management and Systems Integration Strategy

Divide 59 sites into regions

Develop multi-contractor, series-parallel, design-build tasking strategy that allows all
59 sites to be up-graded in the allotted grant period of 36 months

Develop a just-in-time logistics strategy that allows equipment and hardware required in the up-grades (radio kits, towers, shelters, etc.) to be supplied to the contractors during construction

Define and form a DoIT project team that allows DoIT to implement and oversee the strategies defined above

Prepare task statements that become the basis for contractor and hardware vendor
RFPs and State Pricing Agreements

Define RFP/contract terms and conditions that meet design-build contract requirements
DMW RFP

Release RFP

Evaluation of vendor quotes

Tentative Awards

Establishment of State Price Agreement

Refine contract deliverables

Issue Contracts
700MHz LTE RFP

Prequalify potential prime contractor/system integrators

Release RFP for single prime contract

Evaluation of PC/SI proposals – technical and cost

Select top candidate for negotiations

Finalize statement of work and contract requirements, and award contract
Form DoIT Project Team

Identify internal resources to be assigned to project within DoIT (staff matrixed to project)

Identify external resources needed o Executive Approvals o Position Announcements o Interviews/Offering o Hire
DMW Implementation

Develop integrated project schedule and special plans – site survey plan, frequency acquisition plan, radio kit fabrication plan, site equipment fabrication plan, logistics plan, civil construction instructions, system test plan, system transition plan

Ensure that all site leases are current and valid so that construction permits can be obtained by contractors

Coordinate contractor access to all sites with all Federal, State, Local, and private site leasors
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
Coordinate multi-contract design-build activities

Perform all necessary DoIT review and approvals of all contractor deliverables – plans, design, construction, tests, etc.

Coordinate and oversee all transitions from existing site technology to new site technology
700MHz LTE System Implementation

Ensure that PC/SI implements system in accordance with contacted schedule and deliverable standards and requirements

Define and document an operational concept for the pilot LTE system

Coordinate all activities required of the Grantee to obtain FCC licensing per the PSST
Spectrum Waiver requirements

Implement and coordinate a New Mexico Broadband Executive Steering Committee and a Technical User Committee that assist the State in defining governance and technical requirements for the LTE system

Actively participate in the Waiver Recipient coordination groups which are establishing the requirements for public safety LTE broadband interoperability for the near term (i.e., before a nationwide system is in-place) and far term
This section will outline the life cycles, strategies, success factors, resources, and tools and techniques for the project.
3.1
Technical Strategy
DMW System – To meet the limited grant timeframe for up-grading 59 microwave sites, DoIT has decided to divided the State into regions and procure multiple design-build contractors, assigned to separate regions to allow up-grade effort to take place in series-parallel. In addition, to standardize radio and site infrastructure hardware, DoIT has decided to procure each type of hardware from single vendors and supply the hardware items to the contractors as government furnished equipment (GFE), on a just-in-time basis. This strategy is believed to be the most efficient approach to performing the effort in the time available, but it makes DoIT essentially the Prime Contractor and Systems Integrator (PC/SI) for the DMW effort. Thus, DoIT has formed a project team that will allow us to plan, oversee, and coordinate the activities of three design-build contractors (Aviat, Crestino, and TowerCom), and four primary GFE vendors
(Aviat for radio kits, Sabre for communications towers, Modular Connections for communications/emergency generator shelters, and NGH for battery/rectifier system). The DoIT
Project Team is performing all of the top level project planning, scheduling, and coordination, as well as, all of the expertise on the existing systems which are being up-graded. The Project
Team is also directing all effort in forming the “broadband network” concept and in transitioning current users to new systems, and in introducing new users to the system.
700MHz Public Safety LTE System – The LTE system will be procured from and implemented by a single prime contractor/systems integrator (PC/SI). LTE is a relatively new wireless technology and there are a very few suppliers of infrastructure equipment and a very few PC/SI contractors with experience in implementing system for public safety purposes. Only four or five public safety LTE systems are under contract at this time (none are yet operational) and a
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Department of Information Technology limited number of contractor teams bidding procurements. DoIT is procuring the services of a consulting firm with expertise in developing LTE procurement specifications and will use this firm to develop our RFP specifications and SOW. A pre-RFP qualifications process (TBD) will be used to ensure that only qualified bidders are allowed to submit proposals.
3.2
Success Factors
When the following items have been completed, the project will be considered finished and successful:

Upgrades completed according to contract schedules and within the timelines set by the grant authority

Upgrade and deployment completed within budget projections.
3.3
Methods, Tools, and Techniques
Members of the project team will perform their tasks in accordance with developed plans and schedules, and in the manner prescribed by the documented processes and procedures.
This section shows the relationships among the major functions and activities, the structure, boundaries, and delineates responsibilities.
4.1
Stakeholders and Sponsors
The following table shows the stakeholders and sponsors by area and function:
Function/Activity Position
Executive Steering Committee Chair – Secretary DoIT
Executive Steering Committee Member – IT Commission
Individual(s)
Darryl Ackley
Charles Ferrell
Executive Steering Committee Member – PRC
Executive Steering Committee Member – Department of Homeland
Security
Executive Steering Committee Member – Department of Public Safety
Michael Ripperger
Jacque Miller
Stephen Tapke
Executive Steering Committee Member – Navajo Nation Brian Tagaban
Executive Steering Committee Member - Albuquerque Clint Hubbard
4.2
Project Team
The following table shows the primary team assignments by title and major task:
Title Management Financial Reporting Technical
Principal Grant
Investigator
Darryl Ackley Darryl Ackley Darryl Ackley Darryl Ackley
Project Manager
Operations
Manager
Financial
Woody Dyche
Vince Bradley
Mike Romero Mike Romero
Woody Dyche
Vince Bradley
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Title
Coordinator
Business Analyst
Technical
Architect
Management Financial
Chad Lee
Reporting
Chad Lee
Technical
Vince Bradley
4.3
Organizational Structure
The project governance organizational structure of the project can be found at Attachment B.
4.4
Organizational Boundaries, Interfaces, and Responsibilities
The key interface between the organizations is between the Project Manager, the Principal
Investigator, the Technical Architect, and the area Project Managers involved with the project.
The primary methods utilized will be the Status Report/Briefing, adhoc meetings, electronic mail, and phone conversations. Interaction may occur directly between the technical components of both teams. However, task direction to the contractors can only come from the Project
Manager and the Operations Manager. Final decisions will be made at the Project Manager and/or Principal Investigator level.
4.5
Schedule
The Project Schedules will be stored in the IT Shared/Project Files/SIRCITS/Schedules directory. A Master Project Schedule will be developed and maintained by the Project Business
Analyst. Individual contractor schedules will be updated by their respective owners on an as required basis.
4.6
Training
Specialized training for specific equipment must be obtained for the DoIT technical staff to ensure operational readiness upon implementation. The specific training will be identified during the design phase of the project.
4.7
Work Packages
The basis of the work is the requirements found in each Project Folder. Each task will describe a specific piece or item of work to be performed.
4.8
Documentation
Project documentation falls into one of the following categories:

Project Documentation

Transmittal information (memos, letters, receipts, etc.)

Project guidance (processes, procedures, etc.)
All of these will be under some level of identified CM control as identified in the next section.
4.9
Technical Processes
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A variety of technical processes will be used throughout the life of this project and will be contingent on what work/task is being performed. The processes are defined in the various plans and schedules developed for each of the design-build task areas, e.g.,

DMW sites surveys

DMW RF design

DMW site civil construction

DMW RF system installation and test

DMW network integration and test

DMW system transition and cutover
In all cases, the work will be performed using industry standards and best practices.
This section identifies the Goals, Assumptions, Constraints, Dependencies, and Controls for the
SIRCITS project.
5.1
Management Objectives and Priorities
The overall goal for DoIT is to provide the requisite Project Management, Systems Integration, and Technical Support services to the SIRCITS project.
5.2
Assumptions
The following table is a list of assumptions for the project:
Number
1
Assumption
Allowable cash and in-kind match from remaining appropriations as identified in the Project Initiation form
2
There will be a minimum number of restrictions and/or closures encountered during construction
5.3
Constraints
The following table is a list of constraints for the project:
Number
1
Constraint
BTOP Grant award period – 8/2010 to 8/2013
2
3
Deliverables, terms and conditions as described in the negotiated contracts.
Administrative schedules (i.e., end of fiscal year shutdown)
4
5
6
Client support during critical periods (i.e., public safety threats, fire season, hunting seasons, hazardous road conditions, etc.)
State procurement regulations, FCC regulations, Federal grant regulations
Budget
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5.4
Dependencies
The following table is a list of dependencies for the Broadband Mapping project:
Number
1
Dependent on
Final annual budget must be established
2
Grant Staffing must be hired and identified consultants must be engaged
(with qualified personnel); contractors hired following procurement;
FCC guidance regarding LTE and interoperability standards
3
MOUs and/or sharing agreements among partners
5.5
Project Libraries
The project libraries are stored in the IT Shared/Project Files directory.
5.6
Staff Planning and Acquisition
The Project Manager will be assigned from the Department of Information Technology. The majority of the technical staff assigned will be from the Department of Information Technology
Enterprise Radio supplemented with additional technical staff which will be contracted for depending on the needed support.
Four term positions have been approved and have been assigned. These are the Project Manager,
Woody Dyche, the Operations Manager, Vince Bradley, the Business Analyst, Chad Lee, and the
Financial Coordinator, Mike Romero.
Funds have also been allocated in the budget to contract for a Radio Frequency Engineer to assist with the development of the 700MHz RFP and to do the design of the 700MHz LTE system.
State Pricing Agreements are in-place for the three DMW design-build contractors, and four
DMW hardware vendors. A RFP is to be developed for the 700MHz LTE prime contractor.
5.7
Product and Process Quality Assurance
Product and Process Quality Assurance falls into two categories. The first is Quality Control
(QC) which encompasses the physical quality of the products. This is provided by a series of product checks done by various levels of reviews and test. The level of review will be determined by the level of risk of errors. The second category is Quality Assurance (QA) which is monitored and measured by an independent validation that work is being performed according to documented processes and procedures. The QA will be performed by an external vendor.
Reviews:
Reviews will be performed on a variety of levels. The following describe the major reviews performed.
Requirements
All requirements will be reviewed by the SIRCITS project team in accordance with the processes and procedures set forth for the project.
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Plans
There are several major plans for the SIRCITS project as follows:

Project Management Plan

DMW Master Project Schedule

DMW Installation and Test Plan

DMW Transition and Cutover Plan

700MHz Public Safety LTE Operations Concept

Quality Assurance Plan
These plans will be reviewed by the Executive Steering Committee and placed under CM
Control in accordance with the documented processes and procedures set forth for the project.
Go/NoGo Decisions
Go/No Go decisions will be reviewed by the Executive Steering Committee, documented in the minutes, and tracked with the project schedule.
Milestones
Milestone reviews will be conducted weekly at the PI Weekly Status Meeting.
Senior Management
Senior management reviews are performed on a weekly basis as indicated above.
Testing:
The technical team will be responsible for developing the DMW installation and test plan for each site. Since all microwave radio kits are essentially the same, a single RF kit installation and test will be suitable A separate network integration and test plan will be developed and executed to assess network integrity., and will as a separate system transition and cutover plan.
These latter plans are still in the development stages. Test conditions, as appropriate, will be executed until all tests pass prior to final signoff on the site for the contractors.
Quality Assurance:
A contract has issued a contract to POD Inc. for contract IV&V State. Deliverables include the development of a QA PMP, and initial assessment report and a series of interim reports due on a bi-monthly basis. A final report on the project will be due within 30 days of the end of the project. These reports will be developed and submitted in keeping the guidelines established by
Project Oversight and Compliance. Quality Assurance audits of processes and procedures will be scheduled with the Project Manager. All discrepancies found will be brought to the attention of
Project Manager. Deviation Resolution and Escalation will be performed in accordance with established procedures.
5.8
Risk Management
The DoIT Executive Steering Committee and SIRCITS team will review project risk on a regular basis. Any member of the team or the stakeholder can identify potential risks to the Project
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Manager. Risks are prioritized based on the potential likelihood of occurrence and/or severity of the impact on the project. These risks are entered into, and/or updated, in Risk Log. When the probability of a risk warrants, or in the event becomes real, a specific issue is entered into the
Issues Log and is included as part of the discussions during the SIRCITS team meetings and
Executive Steering Committee meetings. Effective communications and adherence to guidelines will be essential elements in mitigating identified risks.
5.9
Configuration Management
Configuration Management (CM) is the process of organizing and managing changes to components. Effective CM helps members of a team retrieve and build versions in a consistent and repeatable manner. Version control is the process of managing and maintaining multiple revisions of the same file. All discrepancies found will be brought to the attention of the Project
Manager.
For the DMW project, all hardware items have been “standardized.” These include the RF Kits, radio towers, communications/emergency generator shelters, battery/rectifier systems, and network routers. All of these items will be entered into TBD
The following work products are designated as Configuration Items:
Category
Plans
Configuration Item
Project Management Plan
Quality Assurance Plan
Schedules
Memos
Documentation
Upgrade
QA
Various
Meeting Minutes
CM Mgr.
Project Manager
QA Manager
Project Manager(s)
QA Manager
Owner
Owner
5.10
Communications Management
The primary communication methods that will be used to control the project are the Status
Report and periodic team meetings.
SIRCITS staff team meetings will be conducted as required, but at least weekly to review project schedule, action items, status of deliverables, and contingency plans..
5.11
Procurement Management
The Project Manager and SIRCITS team members will follow the documented processes and procedures for all procurement activities as outlined by DoIT, State Purchasing, and DFA.
5.12
Budget Management
The DoIT BTOP Program Manager and Financial Coordinator will have primary responsibility for budget oversight and reporting. Budget status will be routinely reported to the Grant PI during weekly status meetings. Grant reporting will be done in accordance with Federal Grant
Reporting requirements as well as those required by the New Mexico Office of Recovery and
Reinvestment. The PI will also be responsible for tracking budget information that needs to be reported to the Executive Steering Committee.
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The Financial Coordinator and Business Analyst will be responsible for the developing the
Internal Purchase Requests (IPRs), Purchase Orders (POs), and for the initial processing of
Invoices. They will coordinate their activities with other DoIT staff responsible for the processing of those items.
5.13
Budget and Resource Allocation
State personnel will report their time in accordance with their organizations standard policies.
5.14
Monitoring and Control Mechanisms
There are several layers for monitoring and controlling the project.
5.14.1 Project Approval
The State of New Mexico has set forth requirements for what projects need to have special approvals and oversight. The project must present to the Project Certification Committee (PCC) for the following phases of the project lifecycle: a) Initiation, b) Planning, c) Implementation, and d) Closeout. Approval letters are furnished by the PCC to the project and to the Department of Finance and Administration authorizing the release of funds to be used. Depending on the length of the project, the project may also be required to provide periodic updates to the committee.
5.14.2 Executive oversight
Each project has an Executive Steering Committee (ESC). This committee is comprised of senior level staff selected from the major stakeholders group. The Esc will normally be briefed on a monthly basis; however, a meeting may be called at any time to deal with major problems.
5.14.3 Federal Reporting
Reports are due to the NTIA Program Manager within thirty days of the end of the quarter. This includes the:

Federal Financial Report (FFR),

Federal Report 1512, and

Progressive Progress Report (PPR) quarterly and annually.
Input for these reports will be coordinated between the Project Manager, Business Analyst, and the Financial Coordinator and the reports will be approved by the Principal Investigator prior to submission through Grants On-Line.
5.14.4 State Reporting
There are two primary reports produced for the State. The first is a financial report that must be submitted to the Department of Finance and Administration, and the second is a project report submitted to the Project Oversight and Compliance Division (within the Department of
Information Technology). Both reports are due by the 10 th
of each month.
14

Project Management Plan
December 17, 2011
SIRCITS
Department of Information Technology
The SIRCITS project will include both administrative and contractual closure. Completing both sets of activities is a mandatory step in the project life cycle. Administrative activities complete the internal needs for the Agency/Unit that is responsible for managing the project, such as final acceptance sign-off, lessons learned, recording the last hours against the project, and transitioning project staff to other assignments. Contractual closeout activities include: executing a procurement audit and formal acceptance of the product deliverables, ensuring accurate invoices are received and paid on behalf of the vendor(s).
6.1
Administrative Close
This closure consists of verification that objectives and deliverables were met. Acceptance is formalized and phase activities are administratively closed out. Closure processes and documentation will include: lessons learned, final project plan, updated product and document reports, final product specifications, release of technical team resources, execution of quality survey, presentation of a formal project acceptance letter to the Project Sponsor for signature, and final presentation to the Project Certification Committee.
6.2
Contract Close
Contract closure will include verification that all deliverables have been accepted, collect any buyer provided equipment and materials, reconciliation of final billing invoices, final vendor payment(s) and formal closure of any existing contracts.
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16

Attachment A: Digital microwave sites to be upgraded
Site No. Site Name
1 Alamagordo SP
25
26
27
28
29
30
22
23
24
17
18
19
20
21
14
15
16
10
11
12
13
7
8
5
6
9
2
3
4
Albuquerque NOAA
Albuquerque RCB
Albuquerque SP
Apache Springs
Benson Ridge
Bernal (aka Starvation Peak)
Blanco Trading Post
Buck Mountain
Capilla Peak
Carlsbad East
Carlsbad Living Desert
Cathey Ridge
Cedar Point
Cedro Peak
Cerro Pelon
Claud
Clayton HD Yard
Comanche Hill
Coyote West
Elida
Espanola SP
Eureka
Farmington SP
Gallinas
Gila Regional Med. Center
High Lonesome
Huerfano Mesa
La Mosca
Las Cruces SP (New)
Site No. Site Name
31 Las Vegas Air
55
56
57
58
59
47
48
49
50
51
52
53
54
40
41
42
43
44
45
46
32
33
34
35
36
37
38
39
Las Vegas RCB
Las Vegas SP 2 (New site)
Little Florida
Maljamar
Miami Mesa
Milan HD
Moon Ranch
Palomas
Rabbit
Raton SP
Rio Puerco
Roswell HD
Roy
San Antonio Mountain
Sandia Crest
Santa Fe RCB
Sierra Grande
Socorro Forestry
Socorro Mtn.
Socorro SP
South Mesa
Taos SP
Taos Sub
Tesuque Peak
Touch Me Not
Tucumcari SP
Turkey Mountain
West Mesa
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Attachment B: 700MHz sites to be built
Site No. City
1 Albuquerque
2
3
Albuquerque
Albuquerque
4
6
7
8
Albuquerque
Albuquerque
Albuquerque
Albuquerque
9
10
11
12
13
Albuquerque
Albuquerque
Santa Fe
Santa Fe
Santa Fe
14 Santa Fe
Site Name
Crown Castle Site #807388
Fire Academy
7400 I-25 E. Frontage RD, ALBQ Radio Control Bureau
NOAA 2341 Clark Carr LP Airport
KNME Ch. 5 Albq.NM
Crown Castle Site #807403
American Tower Site #83153
Bank of the West
American Tower Site #83153 Juan Tabo / I-40
PNM Dump Site
NM Department Of Corrections
Santa Fe Radio Control Bureau
Bataan Bldg
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Attachment C: Reference Materials
Documents that may be applicable include:

Federal guide -financial reporting

Federal guide - changes
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Attachment D: Definitions and Acronyms
Activity A major unit of work to be completed in achieving the objectives of a project. An activity has precise starting and ending dates, incorporates a set of tasks to be completed, consumes resources, and results in work products. An activity may contain other activities in a hierarchical manner.
ALB700 Albuquerque 700 MHz
Baseline
CBA
CCB
CCI
CM
Customer
EA
ESC
FONSI
IV&V
IV&V
LTE
Middle Mile
A work product that has been formally reviewed and agreed upon, and that can be changed only through formal change control procedures. A base line work product may form the basis for further work activity(s).
Cost Benefit Analysis
Configuration Control Board
Configuration Control Item
Configuration Management
The individual or organization that specifies and accepts the project deliverables. The customer may be internal or external to the parent organization of the project, and may or may not be the end user of the software product. A financial transaction between customer and developer is not necessarily implied.
Environmental Assessment
Executive Steering Committee
Findings of no substantial impact
Independent Validation and Verification
Independent Verification and Validation
Long Term Evolution
A broadband infrastructure project that does not predominantly provide broadband service to end users or to end-user devices, and may include interoffice transport, backhaul, Internet connectivity, or special access.
These terms refer to infrastructure needed to connect COs, POP, hubs or data centers to each other. Middle Mile can also refer to mobile base station backhaul infrastructure and connectivity to the Internet backbone.
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NMDMW New Mexico Digital MicroWave
NMORR
O&M
PCC
PI
New Mexico Office of Recovery and Reinvestment
Operations and Maintenance
Project Certification Committee
Principal Investigator
PM
POCD
Project The set of all project functions, activities, and tasks both technical and managerial, required to satisfy the terms and conditions of the project agreement. A software project may be self-contained or may be part of a larger project. A software project may span only a portion of the software product lifecycle.
Project deliverable The work product(s) to be delivered to the customer. The quantities, delivery dates, and delivery locations are specified in the project agreement.
Project function
Project Manager
Project Oversight and Compliance Division
Project management
Project management plan
An activity that spans the entire duration of a software project. Examples of project functions include project management, configuration management, quality assurance, and verification and validation.
The process of planning, organizing, staffing, monitoring, controlling, and leading a software project.
The controlling document for managing a project. A project management plan defines the technical and managerial project functions, activities, and tasks necessary to satisfy the requirements of a project, as defined in the project agreement.
Quality Assurance QA
Review
RM
RTS
A meeting at which a work product or a set of work products is presented to project personnel, managers, users, customers, or other interested parties for comment or approval.
Requirements Management
Requirements Tracking System
21

SF700 Santa Fe 700 MHz
SIRCITS
SOW
Task
TL
WBS
Work package
Work product
Statewide Interoperable Radio Communications Internet Transport System
Statement of Work
The smallest unit of work subject to management accountability. A task is a well-defined work assignment for one or more project members. The specification of work to be accomplished in completing a task is documented in a work package. Related tasks are usually grouped to form activities.
Team Leader
Work Breakdown Structure
A specification for the work to be accomplished in completing an activity or task. A work package defines the work product(s), the staffing requirements, the expected duration, the resources to be used, the acceptance criteria for the work products, the name of the responsible individual, and any special considerations for the work. any tangible item that results from a project function, activity, or task.
Examples of work products include customer requirements, project plan, functions specifications, design documents, source and object code, users manuals, installation instructions, test plans, maintenance procedures, meeting minutes, scheduled, budgets, and problem reports. Some subset of the work products will for the set of project deliverables.
22

Attachment E: Project Organization Structure
Lance Johnson
NTIA
Program Manager
DoIT Counsel
Principal Investigator
Darryl Ackley
Cabinet Secretary,
Department of Information
Technology
Financial Coordinator
A/O II
Budgets
Stephanie
Gallegos
Reporting
Term Positions
Legend
Works For
Contract Positions
Works With
DoIT Positions
Executive Steering
Committee
Business Analyst
Project Oversight
& Compliance
Program Manager
IV&V
Radio Freq
Engineer
Contract Vendors
Project Counsel
Radio Group
Procurement
Support
23

Attachment E: Directory Structure
While directories can be added as needed, the following basic directory structure will be utilized for regular project documents:
The following directory will be established with the Project Manager as the primary user due to the confidentiality of the documents.
Directory Levels
Security
Level
IT Shared
Project Files
SIRCITS
24