Project Closeout Report
Central Electronic Records
Repository (CERR)/TRIM
Implementation (change of scope)
Date
August 19, 2010
Executive Sponsor
Sandra Jaramillo
Lead Agency
SRCA
Project Manager
Marla Gabaldón/Peter Chacon
Agency Code
369
Project Name
PROJECT DESCRIPTION (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT)
The purpose of the project was to provide the State Records Center and Archives (SRCA) with a needs assessment analysis
of the SRCA’s ability to implement and manage a Central Electronic Records Repository CERR) along with a thorough
analysis of the IT infrastructure requirements to support such a system. The CERR is an enterprise content management
(ECM) solution that will enhance the SRCA's ability to provide agencies with a state-of-the-art tool for capturing, managing,
storing and providing access to electronic public records. This is a multi-phase, multi-year project which supports managing
electronic records in a systematic and economical manner that complies with State recordkeeping laws and regulations. The
needs assessment was completed in June 2009 by Vincent and Associate and included: an as-is analysis of current SRCA
business processes; a to-be-analysis of SRCA business processes; an IT infrastructure analysis; a report on current enterprise
content management solutions available; an ECM implementation strategy; an SRCA staffing analysis; and CERR needs
analysis recommendations.
Funding for phase I of this project was appropriated during the 2008 legislative session (Laws 2008, Chapter 3, Section 7,
Item 16). The agency received a multi-year appropriation of $150.0 for expenditure in FYs 2008 through 2010 to conduct an
assessment of the SRCA operations. As only $87.0 of the original $150.0 was expended for the assessment, DoIT approved a
project Change-of-Scope on June 24, 2009 to allow for the purchase of a COTS application as a replacement for the SRCA
warehouse records inventory application used to manage the location and retention of inactive paper and microform records.
The COTS application, a records location and retention tracking module, is one module within an ECM system that will
serve as the first step towards implementation of the CERR.
During FY 2010 the SRCA purchased hp TRIM, through a State Purchasing Division statewide price agreement with ABBA
technologies. Implementation of the application began in January 2010; however, due to problems with validation of the data
from the old system and its migration to the new, the SRCA requested reauthorization of the appropriation. The appropriation
was reauthorized for expenditure through FY 2012 (Laws 2010, 2nd Special Session, Chapter 6, Section 7, Item 8). Full
implementation of hp TRIM was completed by July 14, 2010.
Schedule and Budget
Planned Start Date
9/1/2008
Actual Start Date
9/15/2008
Planned End Date
6/30/2010
Actual End Date
7/14/10
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Project Closeout Report
Planned Cost: (Budget)
$150,000
 Professional
Services
$150,000
Actual Cost: (Total)
 Professional
Services
$149,912.06
Needs Assessment:
$68,677.14
Project Management:
$18,254.25
Integration (Change of
Scope): $42,586.47
 Hardware
N/A
 Hardware
$4,846.20
(scanners)
 Software
$20,000
 Software
$15,548.00
 Network
N/A
 Network
N/A
 Other
N/A
 Other
N/A
Appropriation History (Include all Funding sources, e.g.
Federal, State, County, Municipal laws or grants)
Amount
Funding Source(s)
Fiscal Year
2009
$150,000
Subsection 16 of Section 7 of Chapter 3 of Laws 2008
2010
$150,000
Extension to Subsection 16 of Section 7 of Chapter 3 of Laws 2008
2012
$150,000
Extension - Laws 2010, 2nd Special Session, Chapter 6, Section 7, Item 8.
Scope Verification
Requirements Review
Yes
Were the project objectives (expected outcomes) accomplished?
x
Were all Deliverables submitted and accepted?
x
Did the IV&V vendor verify that all deliverables met the requirements?
Have all contracts been closed?
Have all final payments been made (i.e., invoices paid)
Has adequate knowledge transfer been completed?
No
Explanation/Notes
N/A
IV&V waived
x
x
x
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Project Closeout Report
TRANSITION TO OPERATIONS: (DESCRIBE AGENCY PLAN TO MIGRATE PROJECT SOLUTION TO PRODUCTION.
INCLUDE DOIT IMPACT IF DIFFERENT THAN PREVIOUS REPORT)
The final Image 2000 (I2K) database file was delivered via FTP to UrsaNav the integration vendor. UrsaNav working
at their home office migrated the I2K data into the hp Trim database. SRCA retrieved the migrated data file via FTP
and working with UrsaNav installed onto a local server at the SRCA. UrsaNav staff was on site at SRCA the week of
July 5, 2010 to complete the data migration, address outstanding issues, and install data entry web forms.
System testing was performed by the SRCA. In order to certify data integrity, a two percent subset of the total number
of records in the TRIM system was verified using the I2K legacy system. Additionally, web form testing was
completed by creating records and verifying the record data in TRIM. All errors were reported to UrsaNav until the
SRCA could certify that all issues had been resolved.
The TRIM Context software application has been fully deployed in production since July 14, 2010.
Maintenance/Operations
Yes
Are there recurring maintenance/operational costs for the product/service?
Are there any recommended enhancements or updates?
Funding source for maintenance/operational costs?
FY 12 appropriation request.
No
x
Explanation/Notes
$5,220.00 annually
x
(Describe) Maintenance and operating costs are included in the SRCA
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BUSINESS PERFORMANCE MEASURES (COMPLETE FOR ALL PHASES)
COMMENTS:
PHASES
Initiation:
Planning:
COMPLETION DATE
May 2008
GOALS/OBJECTIVES
Develop Project Charter and Project
Management Plan.
December 2009
Develop functional specifications for
the Needs Assessment.
June 24, 2009
Change of Scope: Purchase COTS
AMOUNT
$ 0.0
$ 86,931
RESULTS
Project certifications were
approved.
Functional and technical
specifications were
identified by RMD and IT
staff. Vendors were
selected to complete the
Needs Assessment and
Project Management of
the CERR.
Software products were
evaluated and the hp
TRIM Context software
application was selected
by RMD staff. Purchase
made through a statewide
price agreement.
application as a replacement for the
warehouse records inventory
application used to manage the
location and retention of paper and
microform records. The COTS
application is one module within an
ECM system that will serve as the first
step towards implementation of the
CERR.
Implementation:
July 2010
Fully deployed hp TRIM Context
application software.
$62,981
Worked closely with
integration vendor to
ensure that deliverables
were met.
Production cut-over and
transition to operations
July 12, 2010.
System and web form
testing.
Closeout:
October 2010
Closeout CERR project per DoIT
requirements.
$149,912
All contracts complete.
All invoices paid. Product
acceptance document.
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Project Closeout Report
Lessons learned. Closeout
documents for PCC.
LESSONS LEARNED



Due to the funding expiring at the end of FY 10, an aggressive but unrealistic timeline was established in order
to complete the project. Deliverable deadlines were not met by the integration vendor consequently requiring
an amendment to the contract resulting in a project delay. The funding extension should have been applied for
the previous year.
Establishing functionality requirements for the web form development were not as clear as they should have
been and created unintended ambiguity. Much more thought in every aspect of the requirements should have
been studied and assumptions not made.
Involvement by the contracted vendor should have been made much sooner. The SRCA allowed the contract
vendor to have minimal involvement in assisting with the project. Their eventual participation as intermediary
between SRCA and integration vendor assisted with clarifying expectations and meeting deadlines and taking
responsibility for project deliverables.
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:
 Describe or estimate this project’s impact on the State Datacenter infrastructure.
o
Hardware (List type of hardware anticipated. Keep in mind the State Datacenter may have pre-built hardware stacks
available): None – all hardware resides in the SRCA server room.
o
Network (Include Diagram): There is no impact to the DoIT network. A VPN was created so that the Records
Center in Albuquerque could submit the web forms. The network traffic on the SRCA LAN is unaffected as the
previous Image 2000 was a web-based system.
o
Software / Applications (Provide application schematic if available): hp TRIM Context will have no affect on the
DoIT datacenter infrastructure
Hosting Considerations (If not hosted at the State Datacenter describe your strategy to host at the State Datacenter): The
SRCA has received exemptions from the requirement to move production servers to the DoIT datacenter.
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Project Closeout Report
Business Continuity Strategy
On this document, or as an attachment, provide a summary response, including changes, of
your business Continuity Strategy.
 Emergency and Disaster Management - Nightly tape backups are performed and stored offsite.
 Business Resumption – Restore server and software.
 Operational Recovery Planning - Recover system software from original software disks and
tape backup.
Security Strategy (Application and Data Security Process, Plan, or Standard)
Physical Access Control: Server hardware and HP Trim Software are housed in a secure data center with keycard
access control implemented.
Software Access Control: All HP Trim users require a software username and password assigned by the system
administrator.
Network Access Control: Outside user access is controlled by a firewall hardware appliance with rules to control
VPN connections from remote Albuquerque Records Center Site.
Project Sign Off
The signatures below certify that this project has been completed in accordance to the specified budget, schedule,
scope, and achieved the intended outcome.
STAKEHOLDERS
NAME: SIGNATURE
DATE
Executive Sponsor
(or Designee)
Lead Agency Head
(or Designee)
CIO IT Lead
Project Manager
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