Fiscal Year 2015
Information Technology Plan
September 3, 2013
Submitted By: Michael A. Archibeque, CIO
Information Technology Division
505-827-4971
FY15 Public Education Department IT Plan
Contents
Section 1. Executive Summary................................................................................................ 3
Section 2. Agency Information................................................................................................ 4
Section 2.1 Agency Vision ............................................................................................................ 4
Section 2.2 Agency Description .................................................................................................... 4
Section 2.3 IT Mission .................................................................................................................. 5
Section 3. Agency Accomplishments ........................................................................................... 5
Section 3.1 Agency Major IT Accomplishments of FY13 ............................................................... 5
Section 4. IT Description of Services ....................................................................................... 7
Section 4.1 Infrastructure Services ............................................................................................... 8
Section 4.2 Business Application Services ................................................................................... 8
Section 5. Planned Facility Improvements or Upgrades ........................................................ 11
Section 6. Changes in Federal or State of New Mexico Requirements with IT Impact ........... 11
Section 7. IT Strategic Goals ............................................................................................ 12-30
Section 8. Joint Funding Opportunities .................................................................................. 30
Section 9. Information Technology Security Assessment ...................................................... 31
Section 10. IT Human Capital Management .......................................................................... 31
Section 10.1 Agency IT Staff Makeup ................................................................................... 31
Section 10.2 Staffing Gaps and Recruitment .............................................................................. 31
Section 10.3 IT Staff Training Plans............................................................................................ 31
Section 11. IT Fiscal and Budget Management ..................................................................... 32
Section 11.1 C1Form .................................................................................................................. 32
Section 11.2 Projected IT Projects: Capital, Special, Supplemental Form................................... 33
Section 11.3 Request for Reauthorization of General Appropriations Act ................................... 33
FY15 IT Plan Acknowledgement Signatures ...................................................................................... 34
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FY15 Public Education Department IT Plan
Section 1. Executive Summary
The Public Education Department (PED) presents our FY15 Information Technology (IT) Plan. PED’s
goal is to improve on efficiencies provided by our current infrastructure, enhance system/application
performance, and develop user friendly systems and applications that provide decision makers with
accurate, complete, consistent, and timely data. PED is committed to providing effective and efficient
customer service to schools, districts, charter schools, the legislature, education
partners/stakeholders, and the public.
Our Vision
Bold, visionary reform that puts students first in every decision will increase student achievement and
prepare our kids for success in colleges and careers. We call on every educator, student, parent,
community member and public servant to share in the responsibility for the success of our children
and, ultimately, the future of the great state of New Mexico when we put our “Kids First, New Mexico
Wins.”
The projects submitted are in place to address the administration’s strategic levers, focused on
student outcomes and success:
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Expect a smarter return on New Mexico’s investment
Require real accountability for real results
Ensure our students are ready for success
Reward effective educators and leaders
Provide effective options for parents
With improvements to be completed in FY14, the PED IT Division will be well positioned to meet the
challenges of the following strategies for FY15:
 Provide an appropriate infrastructure to sustain current business operations, address new
business initiatives, and advance strategic initiatives.
 Reduce the total cost of ownership for IT resources.
 Implement functional collaboration and standardization among PED divisions and units to
deliver services and collect/report accurate information to internal and external customers.
 Create required data infrastructure to support the Governor’s & Secretary’s education reform
agendas and maximize efficiency of the IT Division to support these agendas.
 Create required data infrastructure to support multi-departmental and other multi-agency
projects and initiatives.
 Coordinate, facilitate and manage Educational Technology programs at the state level, and
build district capacity to maximize the benefits of digital learning for student achievement.
PED’s IT Division is committed to providing an appropriate infrastructure to sustain current business
operations, address new business initiatives, and advance PED’s major initiatives:
Data Quality Program. PED has begun the process of establishing a Data Quality Program to
document data collection processes, bureau program lead(s), data elements collected, purpose/use of
data, and reduce district reporting burden to the PED. Our effort will focus on creating a data
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FY15 Public Education Department IT Plan
infrastructure to support the Governor’s Education Reform Agenda and maximize efficiency of the IT
Division in support of the Secretary’s “Strategic Imperatives.”
Student Teacher Accountability and Reporting System (STARS) & Online Budget Management
System (OBMS). STARS was relocated prior to the start of the 2011 school year, having converted
from Oracle to Structure Query Language (SQL), Cognos reporting platform to Microsoft SQL Server
Reporting Services (SSRS), and utilizing the functionality in SharePoint for the Educational User
Interface (EUI), which provides access to PED’s secure applications for both internal and external
clients. OBMS is currently undergoing enhancements and IT Division plans to evaluate the feasibility
of integrating data with STARS. OBMS is vendor supported and the IT Division is working with our
vendor to transfer the application to PED’s infrastructure. Maintenance and support services,
currently provided by our vendor, are targeted for transfer to the IT Division in FY13.
P20/W Statewide Longitudinal Data System (SLDS). PED has partnered with HED on the “P20/W” SLDS as required by HB70 to report on the 17 data points it poses as requisite information with
which to enact more meaningful education reform. The SLDS will provide tools with which to make
better informed decisions about educational best practices, focus on early childhood education,
students’ success, school personnel/teacher development and workforce outcomes.
Educational Data Dashboard (EDD). PED has partnered with the Michael & Susan Foundation on
the development of the EDD. The EDD will be used to develop an interface so that diverse education
stakeholders can access and analyze aggregated and disaggregated data at the student, teacher,
school, district, state, and policy makers/public levels. academic information, schedules, college
readiness, program status, special services, attendance, discipline, assessments, grades, credits,
dropout prevention, teacher effectiveness, promotion/testing, and post-secondary success.
Education Technology Program. PED has developed systems to help districts build capacity in
Technology Readiness for upcoming online assessments and digital learning. The Technology
Readiness Footprint shows schools their device and bandwidth status and supports gap analysis
planning. The District CIO SharePoint site creates a “one-stop-shop” for school leaders to align their
plans and resources, as well as share existing expertise statewide.
Section 2. Agency Information
Section 2.1 Agency Vision
Bold, visionary reform that puts students first in every decision will increase student achievement and
prepare our kids for success in colleges and careers. We call on every educator, student, parent,
community member and public servant to share in the responsibility for the success of our children
and, ultimately, the future of the great state of New Mexico when we put our “Kids First, New Mexico
Wins.”
Section 2.2 Agency Description
PED operations are primarily located in Santa Fe, New Mexico at 300 Don Gaspar. Ancillary
operations for United States Education Department (USED) funded programs reside at offices on
Federal Place in Santa Fe, NM. PED employs 272.3 individuals and is responsible for an annual
operating budget that is approximately $42.1 Million. New Mexico has 89 public school districts and
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FY15 Public Education Department IT Plan
95 charter schools comprising of 862 schools with a student enrollment of approximately 335,891.
The public schools of New Mexico employ about 46,000 FTE.
Section 2.3 IT Mission
Implement functional collaboration and standardization among PED divisions and units to deliver
services and collect/report accurate, complete, consistent, and timely information to internal and
external customers. NMPED’s Information Technology Division (ITD) has been re-organized to
provide effective and efficient information technology services to students, parents, school staffs,
governing agencies, and PED personnel.
Information Technology Division
Systems/Network
Administration
Data Collection &
Application Support
Network Support
Data Collection &
Application Support
OBMS
Database Mgt
Data Quality &
Analysis
Data Collection &
Application Support
STARS
Hardware/Software
Telecom/Wireless
Federal Programs &
Reporting
System Architecture/
Design
Nutrition Systems
Special Projects
Early Childhood Systems
Assessment &
Accountability
Grants Management
Web Development &
Maintenance
Report Generation &
Change Management
Desktop Support
Project Mgt and
Business Analysis
Educator Quality
Systems
Section 3. Agency Accomplishments
Section 3.1 Agency Major IT Accomplishments of FY13
Accomplishment
Administrative
Review Training
(ART) Project
Actual
Expenditures
1.5M
IT Item Procured,
Built, Developed or
Updated
Nutrition Modules:
eLearning, DST,
MBMS, and Menu
Planning
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FY14 Agency
IT Plan:
Impact of Accomplishment
to the Agency
Nutrition modules and
integration efforts with
STARS, Direct
Certification, and the
Nutrition Claim System
FY13
Initiatives or
Project
FY14 project
FY15 Public Education Department IT Plan
STARS/OBMS
Enhancements
1.2M
STARS: Data Quality
Engine
Enhancements to STARS
and OBMS will enhance
existing functionality
FY14 project
OBMS: Funded
Run/Funding
Formula, Assessed
valuation, and a
capital otlay module
Direct Certification &
Claim Systems
Integration Project
200K
Professional
Services to reengineer the Direct
Certification system,
integrate the claim
system, STARS, and
OBMS
This project will allow for
oversight by providing
central probability
matching and timely,
accurate data to the state,
Local Education Agencies
(LEA), and private or
Bureau of Indian
Education (BIE) schools.
FY14 project
K-3 Formative
Assessment
3.6M
K3 Formative
Assessment
Software,
implementation
services, training,
tracking, and project
management
Provide critical data for
progress monitoring in
reading and will guide an
individual student’s
trajectory towards
achievement.
FY13-FY14
project
Educational Data
Dashboard (EDD)
150K
Educational Data
Dashboard
Toolkit/Software and
Personal Services
FY14 project
Grants Management
Project – WebEPSS
and SCORE
integration
90K
Additional IT
personnel to be
added to existing
support
The EDD will be used to
develop an interface so
that diverse education
stakeholders can access
and analyze aggregated
and disaggregated data at
the student, teacher,
school, district, state, and
policy makers/public
levels.
Integration of the current
Web EPSS and SCORE
applications will enable
PED to develop a Grants
Management Portal to
address application
submittal, monitoring, and
compliance activities.
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FY14 project
FY15 Public Education Department IT Plan
Section 4. IT Description of Services
PED’s IT Division provides application/system infrastructure and IT project management
support to the agency.
Systems/Network Support – PED provides the following infrastructure support: database
management and administration, communication network management, technical application
and database architectures, network security and monitoring, server and systems
management of environments and platforms, Help Desk monitoring, user computer
assistance, hardware/software installations, and web design and development.
Data Collection and Application Support – Major data collection and application system
support for districts and school comes from the Student Teacher Accountability and Reporting
System (STARS), the Operating Budget Management System (OBMS), and Student Online
Application Preparation (SOAP). Districts and schools use these applications/systems for
addressing student-centered data analyses: graduation cohort, dropout tracking, storing &
analyzing all student Assessments, migrant student tracking, school choice, document
libraries, and Request for Proposal (RFP) tracking, the teacher/administrator licensure system.
Data Quality and Analysis - The IT Division provides data quality and analysis support to
PED’s ancillary systems such as the United States Department of Agriculture (USDA) school
meal reimbursement system, administrative review training, direct certification, State’s CareerTechnical Educational Online Resource Environment (SCORE), a comprehensive online
Perkins grant application, management, and reporting system to support State CareerTechnical Education (CTE) Leadership efforts in both high schools and institutions of higher
education (IHE’s), and the Web Educational Plan for Student Success & Monitoring (Web
EPSS).
Project and Business Analysis – PED IT Division provides Project/Business Analysis and
Management services. Our IT Project Managers and Business Analyst study the overall
business and information needs of our bureaus in order to develop appropriate solution
strategies. The IT Division provides the following services, project management methodologies
and processes, business process redesign planning, risk assessments, requirements and
specifications gathering, identify key business processes, report generation, and identify
emerging technologies and critically evaluate new technologies.
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FY15 Public Education Department IT Plan
Section 4.1 Infrastructure Services
Unique
infrastructure
Service
Plans to
develop
as a new
service
Disaster Recovery
Plans to
move
service
into
production
Plans to
expand or
enhance
the
service
FY14
FY15
Annual Security
Assessments
Plans to
replace
the
service
Plans to
sunset or
remove
the
service
No
current
plans to
change
service
Plans to
replace the
service
Plans to
sunset or
remove the
service
No current
plans to
change
service
FY15
Section 4.2 Business Application Services
Unique Business
Application Service
Plans to
develop as
a new
service
Plans to
move
service into
production
Plans to
expand or
enhance
the service
Student Teacher
Accountability
System (STARS)
FY15
Maintenance &
Support
Operational Support
Enhancements
Online Budget
Management System
(OBMS)
Maintenance &
Support
FY14
FY15
Enhancements
Educator Quality
Applications
OnBase – Content Mgt
VisionLink – Dossier
Mgt
FY15
AS400 – Licensure
Mgt System
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FY15 Public Education Department IT Plan
Educator Quality,
Teacher
Effectiveness
Application
FY14
FY15
Online Evaluation
System (OES) –
Certified
Student Nutrition
Applications
Direct Certification
(DC) -
FY15
Student Nutrition Claim
Integration (SNCS)
Certified
Student Nutrition
Application
Nutrition Accountability
System (NAS) –
formerly Admin. Review
Training -ART
FY14
FY15
(eLearning, DST,
MBMS, Menu
Planning)
Closed Out – M&S
Student Object
Assessment Prep
(SOAP)
Assessment and
Accountability
Reporting
FY15
School Grading (6
systems total)
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FY15 Public Education Department IT Plan
Grants Management
Systems
Web Educational Plan
for Student Success,
Grant Application &
Monitoring
(WebEPSS)
FY14
FY15
Carl Perkins
Monitoring &
Compliance System
(SCORE)
Family & School
Support Application
& Reporting
FY15
Athletic Equity
Dual Credit
Private School
Enrollment
Graduation
Transportation
Tracking System
FY14
FY15
FY14
FY15
Educational
Technology
Application Support
Technical Readiness
Tool
Technical Footprint
(Computer/Student
Ratio & Network
Readiness)
Project 24 – Digital
Learning SelfAssessment
IDEAL-NM
eLearning
Management System
(LMS)
FY15
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FY15 Public Education Department IT Plan
Early Childhood
Systems
K3 Formative
Assessments
Certified
FY14
FY15
FY14
FY15
PreK Assessments,
Database & Website
Management
Educational Data
Dashboard (EDD)
Certified
FY15
EdFacts Federal
Reporting (EDEN)
FY14
P20/W Statewide
Longitudinal Data
System (SLDS)
FY15
Section 5. Planned Facility Improvements or Upgrades
PED has no plans for agency leases, improvements or upgrades to our IT facility within the next five years.
Plans for a new
facility
IT Facility
Plans to move,
expand or
enhance a facility
Server Room – G5,
300 Don Gaspar
Plans to close
down or remove a
facility
No current plans
to change
FY15
Section 6. Changes in Federal or State of New Mexico Requirements
with IT Impact
Federal or State of New Mexico Initiative,
Statutory Mandates or Regulatory Compliance
Change
House Bill 70, P20/W Statewide
Longitudinal Data System (SLDS)
Impact
HB 70 formally establishes the “Data System
Council” chaired by the cabinet secretaries of
PED and HED, and developed a partnership
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FY15 Public Education Department IT Plan
Federal or State of New Mexico Initiative,
Statutory Mandates or Regulatory Compliance
Change
In Progress - In Compliance
Status: Continued Participation and Database Build
Impact
between the two agencies in the creation of
the P20/W data system for New Mexico.
Data Systems: STARS –PED/CYFD/HED/
DWS/DOH/HSD data systems
Senate Bill 327, Sunshine Portal
Transparency Act
Completed - In Compliance
Status: On-going Data Collection and Submittal
House Bill 432, School Athletics Equity Act
Completed – In Compliance
Status: Ongoing Data Collection and Submittal
Requiring that certain Public School
information be available on the Sunshine
Portal, to clarify certain provisions and to
allow access to additional information
Data Systems: STARS, OBMS, Web
Accessibility
Requiring certain data to be reported to the
Public Education Department and the public
regarding the reporting of gender-based
information on girls’ and boys’ teams by
sport and competition level and funding
sources for athletics in the public schools.
Data Systems: STARS, Web Accessibility
U.S. Department of Education – EDFacts
Completed – In Compliance
Status: Ongoing Data Collection and Submittal
Annual mandatory collection of Elementary
and Secondary educational data – aggregated
and disaggregated data by multiple
demographic categories.
Data Systems: STARS, EDFacts, Web
Reporting and Accessibility
Section 7. IT Strategic Goals
Section 7.1 IT Strategic Goal -1
IT Strategic Goal-1
Provide an appropriate infrastructure to sustain current business operations, address new business
initiatives, and advance strategic initiatives.
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FY15 Public Education Department IT Plan
Goal-1 Alignment
Department
Strategic Goal:
Smarter Return on New Mexico’s Investment.
 Technology must drive efficient delivery of high quality education
applications/systems that will benefit students, schools, and staff to support
educational strategies and initiatives.
 Improve the value of the IT investment through application/system models
that improve and streamline PED’s information technology systems.
 Increase the use of internet and intranet technologies by developing webenabled systems and porting legacy applications to the web when
appropriate and resources are available.
Real Accountability. Real Results.
 Reduce the cost of educational operations through effective development,
implementation and management of IT applications/systems, programs
and services.
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Providing accountability and information services to students, school staffs, and
PED personnel.
 Comply with all statewide IT requirements and standards.
State
 Goal 1: Information Technology must drive efficient delivery of high quality
IT Strategic Goal:
government services that will benefit constituents and support economic
development.
 Goal 3: Implement and maintain a high quality technology infrastructure to
serve resident and government clients.
 Goal 5: Improve the value of the IT investment through enterprise models
that improve and streamline the Executive Branch’s information technology
systems.
 Goal 6: Effectively manage IT resources and efficiently control IT assets,
utilization and costs.
 Goal 8: Continuous improvement of information technology and resource
optimization.
 Goal 9: Identify and provide additional information technology services and
functionality to support State of New Mexico public entities.
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IT Performance Measure (PM)
(What) Target Objectives
FY15
PM Target
Enter below the Strategic Target Objective for IT Strategic Goal-1.
(The objective should reflect 1-5 years)
Enter below the IT Performance
Matrix(s) in which the objective is
measured by:
Objective-1 Identify and replace older computer and
communication devices.
PM-1 Identify the number of
computers and communication
devices scheduled for
replacement
6/30/15
PM-2 Procure the number of
identified computers and
communication devices for
replacement and install
PM-1 Decrease the percentage of
data elements and reports
required by the districts and
6/30/15
Objective-2 Increase data flow matrices to decrease
data elements and the burden of reporting.
13
Enter proposed
FY15 target
below:
6/30/15
FY15 Public Education Department IT Plan
schools
Objective-3 Convert legacy systems to web-
based applications and develop PED interactive
website capabilities.
Objective-4 Update IT Standards, Policies, and
Procedures to ensure they correlate with state IT
requirements and standards
PM-2 Increase the number of
Data Flow Analysis Matrices
completed for PED’s business
processes
6/30/15
PM-1 Increase the number of
redesigned web pages and
content reviews conducted
6/30/15
PM-2 Increase the number of
existing web applications
converted to web-based
applications
PM-3 Increase the number of
applications developed into PED’s
SharePoint environment
6/30/15
PM-1 Monitoring and updating of
PED’s Disaster Recovery Plan
6/30/15
PM-2 Complete Annual Security
Assessment
6/30/15
6/30/15
(When)
(Strategic Planning 1-5 years)
(How) Strategies
Construct methods that will be employed to achieve the result of an
Objective.
Enter the Strategic Strategies for Goal-1
Strategy-1: Identify and replace older communication
Prior
Year
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FY
2015
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FY
2016
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FY
2017
Prior
Year
FY
2015
FY
2016
FY
2017
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FY
2018
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FY
2019
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devices.
(Strategic Actions) Initiatives
FY
2018
FY
2019
Initiative-1 Maintain Computer Replacement Plan
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Initiative-2 Maintain hardware/ software Inventories
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Initiative-3 Review all IT hardware/ software
procurements
Strategy-2: Evaluate and provide plan to increase data
flow matrices to decrease data elements and the burden of
reporting.
Prior
Year
(Strategic Actions) Initiatives
Initiative-1 Conduct and maintain Data Quality
Assessment (data elements, state and federal
reporting requirements)
Initiative-2 Create and implement Data Flow
Analysis Matrices (SEA, District SIS, Federal)
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FY
2015
FY
2016
FY
2017
FY
2018
FY
2019
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FY15 Public Education Department IT Plan
Initiative-3 Decrease data elements and the burden
of reporting.
Strategy-3: Convert legacy systems to web-based
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applications and develop PED interactive website capabilities.
Prior
Year
(Strategic Actions) Initiatives
FY
2015
FY
2016
FY
2017
FY
2018
FY
2019
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Initiative-2 Enhance existing web applications and
develop new interactive web applications
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Initiative-3 Develop SharePoint capabilities
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Initiative-1 Redesign PED website and content
Tactical Actions – Equipment and Software
IT equipment and software that will be refreshed to achieve the result of Goal-1
Equipment/Software
Description
(When)
(Tactical Planning 1-3 years)
Prior
FY
FY
FY
Year
2015
2016
2017
Asset Inventory
Software
Software application PED IT equipment tracking
and to support computer and communication
device replacements
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Tactical Actions – IT Projects
IT projects that will be active in FY15 to achieve the result of Objective(n) for Goal-1
Project Name
Project Description
(When)
Include project certification phase if applicable.
Web Design &
Development
Redesign PED website and content, enhance
existing web applications, and develop new
interactive web applications
(Tactical Planning 1-3 years)
Prior
FY
FY
FY
Year
2015
2016
2017
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Section 7.2 IT Strategic Goal -2
IT Strategic Goal-2
Reduce the total cost of ownership for IT resources.
Goal-2 Alignment
Department
Strategic Goal:
Smarter Return on New Mexico’s Investment.
 Technology must drive efficient delivery of high quality education
applications/systems that will benefit students, schools, and staff to support
educational strategies and initiatives.
 Improve the value of the IT investment through application/system models
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FY15 Public Education Department IT Plan
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State
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IT Strategic Goal:
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
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that improve and streamline PED’s information technology systems.
Increase the use of internet and intranet technologies by developing webenabled systems and porting legacy applications to the web when
appropriate and resources are available.
Goal 1: Information Technology must drive efficient delivery of high quality
government services that will benefit constituents and support economic
development.
Goal 4: Reduce the cost of government operations through effective
development, implementation and management of IT technical and
application architectures, programs and services.
Goal 6: Effectively manage IT resources and efficiently control IT assets,
utilization and costs.
Goal 7: Effectively secure IT assets, data, and systems and mitigate
systemic infrastructure risks.
Goal 8: Continuous improvement of information technology and resource
optimization.
Goal 9: Identify and provide additional information technology services and
functionality to support State of New Mexico public entities.
Goal 10: Recruit, sustain and retain the best technology workforce to
effectively deliver excellent IT services.
IT Performance Measure (PM)
(What) Target Objectives
FY15
PM Target
Enter below the Strategic Target Objective for IT Strategic Goal-2.
(The objective should reflect 1-5 years)
Enter below the IT Performance
Matrix(s) in which the objective is
measured by:
Objective-1 Maximize IT services necessary for
internal and external applications/systems to ensure
effective and efficient support
PM-1 Reduce the cost of external
application support, system
accessibility, backup/recovery
services
PM-1 Increase the level of support
necessary for internal and
external applications/
systems
6/30/15
Objective-3 Perform Telecom/Wireless Inventory
(equipment, telecom, wireless) and develop Agency
Replacement Plan.
PM- 1 Reduce the cost of
equipment, telecom and wireless
devices utilized by the department
6/30/15
Objective-4 Perform an evaluation of PED legacy
systems to address integration capabilities with new or
proposed applications and systems
PM-1 Increase the number of
legacy applications/systems to
integrate with existing PED
application/systems
6/30/15
Objective-2 Conduct an IT Staff Assessment to
increase the level of service in support of internal and
external applications/systems
Enter proposed
FY15 target
below:
6/30/15
(When)
(Strategic Planning 1-5 years)
(How) Strategies
Construct methods that will be employed to achieve the result of an
Objective.
Enter the Strategic Strategies for Goal-2
Strategy-1: Conduct Application/Systems Assessment
(Strategic Actions) Initiatives
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Prior
Year
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FY
2015
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FY
2016
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FY
2017
Prior
FY
FY
FY
FY
2018
FY
2019
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FY
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FY
FY15 Public Education Department IT Plan
Year
Initiative-1 Identify internal and external
applications/systems data flows, functionality, and
architecture
Initiative-2 Establish an agency application/system
map to reflect effective and efficient services
Initiative-3 Utilize the application/system map for
project planning and data-sharing initiatives
Strategy-2: Conduct an IT Staff Assessment
Initiative-1 Define leadership roles, responsibilities,
skill sets, experience, and leadership approach
required for success
Initiative-2 Identify additional IT resources and
position reclassifications necessary to support
Initiative-3 Establish communication management
processes
Strategy-3: Perform Telecom/Wireless Inventory and
2016
2017
2018
2019
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
Prior
Year
(Strategic Actions) Initiatives
2015
FY
2015
FY
2016
FY
2017
FY
2018
FY
2019
























develop Agency Replacement Plan.
Prior
Year
(Strategic Actions) Initiatives
Initiative-1 Inventory the telecom/wireless devices
within the department
Initiative-2 Utilize Inventory to identify excess
telecom/wireless devices and evaluate the need for
new, up-to-date devices
Initiative-3 Develop Device Replacement Plan
Strategy-4: Perform an evaluation of PED legacy systems
Initiative-1 Identify legacy internal and external
applications/systems data flows, functionality, and
architecture
Initiative-2 Establish an legacy application/system
map to address integration capabilities with new or
proposed applications and systems
FY
2016
FY
2017
FY
2018
FY
2019
























Prior
Year
(Strategic Actions) Initiatives
FY
2015
FY
2015
FY
2016
FY
2017
FY
2018
FY
2019












Tactical Actions – Equipment and Software
IT equipment and software that will be refreshed to achieve the result of Goal-2
Equipment/Software
Description
(When)
(Tactical Planning 1-3 years)
17
FY15 Public Education Department IT Plan
Prior
Year
FY
2015
FY
2016
FY
2017
NA
Tactical Actions – IT Projects
IT projects that will be active in FY15 to achieve the result of Objective(n) for Goal-2
Project Name
Project Description
(When)
Include project certification phase if applicable.
(Tactical Planning 1-3 years)
Prior
FY
FY
FY
Year
2015
2016
2017
NA
Section 7.3 IT Strategic Goal -3
IT Strategic Goal-3
Implement functional collaboration and standardization among PED divisions and units to deliver
services and collect/report accurate information to internal and external customers.
Goal-3 Alignment
Department
Strategic Goal:
Smarter Return on New Mexico’s Investment.
 Technology must drive efficient delivery of high quality education
applications/systems that will benefit students, schools, and staff to support
educational strategies and initiatives.
 Improve the value of the IT investment through application/system models
that improve and streamline PED’s information technology systems.
 Increase the use of internet and intranet technologies by developing webenabled systems and porting legacy applications to the web when
appropriate and resources are available.
Real Accountability. Real Results.
 Reduce the cost of educational operations through effective development,
implementation and management of IT applications/systems, programs
and services.

Providing accountability and information services to students, school staffs, and
PED personnel.
 Comply with all statewide IT requirements and standards.
State
 Goal 1: Information Technology must drive efficient delivery of high quality
IT Strategic Goal:
government services that will benefit constituents and support economic
development.
 Goal 3: Implement and maintain a high quality technology infrastructure to
serve resident and government clients.
 Goal 4: Reduce the cost of government operations through effective
development, implementation and management of IT technical and
application architectures, programs and services.
 Goal 6: Effectively manage IT resources and efficiently control IT assets,
utilization and costs.
18
FY15 Public Education Department IT Plan
 Goal 7: Effectively secure IT assets, data, and systems and mitigate
systemic infrastructure risks.
 Goal 8: Continuous improvement of information technology and resource
optimization.
 Goal 9: Identify and provide additional information technology services and
functionality to support State of New Mexico public entities.
 Goal 10: Recruit, sustain and retain the best technology workforce to
effectively deliver excellent IT services.
IT Performance Measure (PM)
(What) Target Objectives
FY15
PM Target
Enter below the Strategic Target Objective for IT Strategic Goal-3.
(The objective should reflect 1-5 years)
Enter below the IT Performance
Matrix(s) in which the objective is
measured by:
Objective-1 Convert functional documents to
electronic documents to increase work flow efficiencies
PM-1 Increase the number of
Objective-2 Conduct an IT Staff Assessment to
increase the level of service in support of internal and
external applications/systems
PM-1 Increase the level of support
necessary for internal and
external applications/
systems
6/30/15
Objective-3 Perform Telecom/Wireless Inventory
(equipment, telecom, wireless) and develop Agency
Replacement Plan.
PM- 1 Reduce the cost of
equipment, telecom and wireless
devices utilized by the department
6/30/15
Objective-4 Perform an evaluation of PED legacy
systems to address integration capabilities with new or
proposed applications and systems
PM-1 Increase the number of
legacy applications/systems to
integrate with existing PED
application/systems
6/30/15
Enter proposed
FY15 target
below:
6/30/15
documents (bulletins, manuals,
etc.) that are converted to
electronic documents
(When)
(Strategic Planning 1-5 years)
(How) Strategies
Construct methods that will be employed to achieve the result of an
Objective.
Enter the Strategic Strategies for Goal-3
Strategy-1: Conduct Application/Systems Assessment
(Strategic Actions) Initiatives
Initiative-1 Identify internal and external
applications/systems data flows, functionality, and
architecture
Initiative-2 Establish an agency application/system
map to reflect effective and efficient services
Initiative-3 Utilize the application/system map for
project planning and data-sharing initiatives
Strategy-2: Conduct an IT Staff Assessment
19
Prior
Year

FY
2015

FY
2016

FY
2017
Prior
Year
FY
2015
FY
2016
FY
2017

FY
2018

FY
2018
FY
2019

FY
2019
























FY15 Public Education Department IT Plan
Prior
Year
(Strategic Actions) Initiatives
Initiative-1 Define leadership roles, responsibilities,
skill sets, experience, and leadership approach
required for success
Initiative-2 Identify additional IT resources and
position reclassifications necessary to support
Initiative-3 Establish communication management
processes
Strategy-3: Perform Telecom/Wireless Inventory and
FY
2015
FY
2016
FY
2017
FY
2018
FY
2019
























develop Agency Replacement Plan.
Prior
Year
(Strategic Actions) Initiatives
Initiative-1 Inventory the telecom/wireless devices
within the department
Initiative-2 Utilize Inventory to identify excess
telecom/wireless devices and evaluate the need for
new, up-to-date devices
Initiative-3 Develop Device Replacement Plan
Strategy-4: Perform an evaluation of PED legacy systems
Initiative-1 Identify legacy internal and external
applications/systems data flows, functionality, and
architecture
Initiative-2 Establish an legacy application/system
map to address integration capabilities with new or
proposed applications and systems
FY
2016
FY
2017
FY
2018
FY
2019
























Prior
Year
(Strategic Actions) Initiatives
FY
2015
FY
2015
FY
2016
FY
2017
FY
2018
FY
2019












Tactical Actions – Equipment and Software
IT equipment and software that will be refreshed to achieve the result of Goal-3
Equipment/Software
Description
(When)
(Tactical Planning 1-3 years)
Prior
FY
FY
FY
Year
2015
2016
2017
NA
Tactical Actions – IT Projects
IT projects that will be active in FY15 to achieve the result of Objective(n) for Goal-3
Project Name
Project Description
(When)
Include project certification phase if applicable.
NA
20
(Tactical Planning 1-3 years)
Prior
FY
FY
FY
Year
2015
2016
2017
FY15 Public Education Department IT Plan
Section 7.4 IT Strategic Goal -4
IT Strategic Goal-4
Create required data infrastructure to support the Governor’s & Secretary’s Education Reform
Agendas and Maximize Efficiency of the IT Division in support these agendas.
Goal-3 Alignment
Department
Strategic Goal:
Smarter Return on New Mexico’s Investment.
 Technology must drive efficient delivery of high quality education
applications/systems that will benefit students, schools, and staff to support
educational strategies and initiatives.
 Improve the value of the IT investment through application/system models
that improve and streamline PED’s information technology systems.
 Increase the use of internet and intranet technologies by developing webenabled systems and porting legacy applications to the web when
appropriate and resources are available.
Real Accountability. Real Results.
 Reduce the cost of educational operations through effective development,
implementation and management of IT applications/systems, programs
and services.

Providing accountability and information services to students, school staffs, and
PED personnel.
 Comply with all statewide IT requirements and standards.
Rewarding Effective Educators and Leaders. Options for Parents.
 Facilitate data sharing and collaboration, focusing on new developed or
acquired applications support Teacher Effectiveness and collecting
information to be communicated with districts, schools, teachers,
principals, administrators, legislators, and the public.

Providing collection and information services to students, school staffs, and PED
personnel.
State
 Goal 1: Information Technology must drive efficient delivery of high quality
IT Strategic Goal:
government services that will benefit constituents and support economic
development.
 Goal 3: Implement and maintain a high quality technology infrastructure to
serve resident and government clients.
 Goal 4: Reduce the cost of government operations through effective
development, implementation and management of IT technical and
application architectures, programs and services.
 Goal 5: Improve the value of the IT investment through enterprise models
that improve and streamline the Executive Branch’s information technology
systems.
 Goal 6: Effectively manage IT resources and efficiently control IT assets,
utilization and costs.
 Goal 7: Effectively secure IT assets, data, and systems and mitigate
systemic infrastructure risks.
 Goal 8: Continuous improvement of information technology and resource
21
FY15 Public Education Department IT Plan
optimization.
 Goal 9: Identify and provide additional information technology services and
functionality to support State of New Mexico public entities.
 Goal 10: Recruit, sustain and retain the best technology workforce to
effectively deliver excellent IT services.
IT Performance Measure (PM)
(What) Target Objectives
FY15
PM Target
Enter below the Strategic Target Objective for IT Strategic Goal-4.
(The objective should reflect 1-5 years)
Enter below the IT Performance
Matrix(s) in which the objective is
measured by:
Objective-1 Develop application/system models that
improve and streamline PED’s information technology
systems to support State and PED programs.
PM-1 Increase the number of
applications/systems support
State and PED initiatives
6/30/15
Objective-2 Maximize efficiency of the IT Division to
support State and PED programs.
PM-1 Increase the level of support
necessary for internal and
external applications/
systems
PM-1 Increase the number of
information and feedback reports
6/30/15
Objective-3 Create reliable information resources for
the schools, districts, administrators, and legislators.
Enter proposed
FY15 target
below:
6/30/15
(When)
(Strategic Planning 1-5 years)
(How) Strategies
Construct methods that will be employed to achieve the result of an
Objective.
Enter the Strategic Strategies for Goal-4
Prior
Year
Strategy-1: Develop application/system models to support
State and PED initiatives

Prior
Year
(Strategic Actions) Initiatives
Initiative-1 Define and implement metrics
FY
2015

FY
2015
FY
2016

FY
2016
FY
2017

FY
2017
FY
2018

FY
2018
FY
2019

FY
2019




































required for school grading
Initiative-2 Define and implement metrics
(including any new data sources) in support of
teacher effectiveness
Initiative-3 Link financial data (OBMS) with STARS
and SCORE in support of return on investment; define
and implement key metrics using these linked data
Initiative-4 Develop set of reports tailored to key
stakeholder groups in support of ending social
promotion of students with a focus on proficiency in
reading and mathematics
Initiative-5 Utilize the application/system map for
project planning and data-sharing initiatives
Strategy-2: Maximize efficiency of the IT Division to support
State and PED programs.
Prior
Year
(Strategic Actions) Initiatives
22
FY
2015
FY
2016
FY
2017
FY
2018
FY
2019
FY15 Public Education Department IT Plan
Initiative-1 Define leadership roles, responsibilities,
technical IT skill sets, experience, and leadership
approaches required for success
Initiative-2 Define individual and collective roles and
responsibilities of IT staff; begin cross-training for
more effective availability of staff members’ expertise
across personnel
Initiative-3 Identify additional IT resources and
position reclassifications necessary to support PED
initiatives
Initiative-4 Identify additional IT resources and
position reclassifications necessary to support PED
initiatives
Strategy-3: Create reliable information resources for the
schools, districts, administrators, and legislators






























Prior
Year
(Strategic Actions) Initiatives
Initiative-1 Establish STARS and OBMS as a reliable
information resource for the schools, districts,
administrators, and legislators.
Initiative-2 Create process for legislators and
legislative staffers to request new reports
Initiative-3 Create process for refining reports based
on legislator and staff feedback
FY
2015
FY
2016
FY
2017
FY
2018
FY
2019


















Tactical Actions – Equipment and Software
IT equipment and software that will be refreshed to achieve the result of Goal-4
Equipment/Software
Description
(When)
(Tactical Planning 1-3 years)
Prior
FY
FY
FY
Year
2015
2016
2017
Online Evaluation
System (OES) Teachscape
Online Budget
Management System
(OBMS) – POD, Inc.
Student Teacher
Accountability Reporting
System (STARS) -
The OES software is to support the
transformation of the evaluation process, including
the indicators, rubrics, and the evaluation process
into a digital format
OBMS software is the budget management
application utilized to manage public and charter
school budgets
STARS software is the accountability reporting
system utilized to report student-level data to the
PED.












The K3 FAS software/tool is used to conduct K3
reading assessments at various districts and
schools throughout NM.




The PreK Assessment Tool is utilized to measure
a student’s readiness for Kindergarten.




eScholar
K3 Formative
Assessment System (K3
FAS) – Amplify (formerly
Wireless Generation)
PreK Assessment Tool
– UNM Continuing Education
Tactical Actions – IT Projects
IT projects that will be active in FY15 to achieve the result of Objective(n) for Goal-4
Project Name
Project Description
(When)
Include project certification phase if applicable.
23
(Tactical Planning 1-3 years)
FY15 Public Education Department IT Plan
Prior
Year
Teacher Effective
Program, Online
Evaluation System
(OES)
Early Childhood
Reading Project, K3
Formative Assessment
System (K3 FAS)
The OES project supports the transformation of
the evaluation process, including the indicators,
rubrics, and the evaluation process into a digital
format – Implementation Phase
The K3 FAS project is used to conduct K3 reading
assessments at various districts and schools
throughout NM – Implementation Phase

FY
2015

FY
2016

FY
2017





Section 7.5 IT Strategic Goal -5
IT Strategic Goal-5
Create required data infrastructure to support muilti-departmental and other multi-agency projects
and initiatives
Goal-3 Alignment
Department
Strategic Goal:
Smarter Return on New Mexico’s Investment.
 Technology must drive efficient delivery of high quality education
applications/systems that will benefit students, schools, and staff to support
educational strategies and initiatives.
 Improve the value of the IT investment through application/system models
that improve and streamline PED’s information technology systems.
 Increase the use of internet and intranet technologies by developing webenabled systems and porting legacy applications to the web when
appropriate and resources are available.
Real Accountability. Real Results.
 Reduce the cost of educational operations through effective development,
implementation and management of IT applications/systems, programs
and services.

Providing accountability and information services to students, school staffs, and
PED personnel.
 Comply with all statewide IT requirements and standards.
State
 Goal 1: Information Technology must drive efficient delivery of high quality
IT Strategic Goal:
government services that will benefit constituents and support economic
development.
 Goal 3: Implement and maintain a high quality technology infrastructure to
serve resident and government clients.
 Goal 4: Reduce the cost of government operations through effective
development, implementation and management of IT technical and
application architectures, programs and services.
 Goal 5: Improve the value of the IT investment through enterprise models
that improve and streamline the Executive Branch’s information technology
systems.
 Goal 6: Effectively manage IT resources and efficiently control IT assets,
utilization and costs.
24
FY15 Public Education Department IT Plan
 Goal 7: Effectively secure IT assets, data, and systems and mitigate
systemic infrastructure risks.
 Goal 8: Continuous improvement of information technology and resource
optimization.
 Goal 9: Identify and provide additional information technology services and
functionality to support State of New Mexico public entities.
 Goal 10: Recruit, sustain and retain the best technology workforce to
effectively deliver excellent IT services.
IT Performance Measure (PM)
(What) Target Objectives
Enter below the Strategic Target Objective for IT Strategic Goal-5.
(The objective should reflect 1-5 years)
Enter below the IT Performance
Matrix(s) in which the objective is
measured by:
Objective-1 Develop application/system models that
improve and streamline multi-departmental, multiple
agency projects and initiatives
PM-1 Increase the number of
applications/systems support
multi-departmental, multiple
agency projects and initiatives
PM-1 Increase the level of support
necessary to support multidepartmental, multiple agency
projects and initiatives
PM-1 Increase the number of
information and feedback reports
Objective-2 Maximize efficiency of required personnel
and resources necessary to support multidepartmental, multiple agency projects and initiatives
Objective-3 Create reliable information resources for
the dissemination of information
FY15
PM Target
Enter proposed
FY15 target
below:
6/30/15
6/30/15
6/30/15
(When)
(Strategic Planning 1-5 years)
(How) Strategies
Construct methods that will be employed to achieve the result of an
Objective.
Enter the Strategic Strategies for Goal-5
Prior
Year
Strategy-1: Develop application/system models to support
multi-departmental, multiple agency projects and initiatives.

Prior
Year
(Strategic Actions) Initiatives
Initiative-1 Define and implement data
FY
2015

FY
2015
FY
2016

FY
2016
FY
2017

FY
2017
FY
2018

FY
2018
FY
2019

FY
2019
























requirements, database structures, data
governance, data matching, data security, and
data dissemination for longitudinal student data
systems
Initiative-2 Define and implement data
requirements, database structures, data
governance, data matching, data security, and
data dissemination for applications/systems
related to Teacher Licensure & Effectiveness
Initiative-3 Define and implement data requirements,
database structures, data governance, data matching,
data security, and data dissemination for
applications/systems related to Teacher Licensure &
Effectiveness
Initiative-4 Define and implement data requirements,
database structures, data governance, data matching,
25
FY15 Public Education Department IT Plan
data security, and data dissemination for
applications/systems related to Student Nutrition
Initiative-5 Create a application/system map for
project planning and data-sharing initiatives
Strategy-2: Maximize efficiency of personnel and resources
supporting multi-departmental, multiple agency projects and
initiatives.












Prior
Year
(Strategic Actions) Initiatives
Initiative-1 Define leadership roles, responsibilities,
technical IT skill sets, experience, and leadership
approaches required for success
Initiative-2 Define individual and collective roles and
responsibilities of IT staff assigned to multidepartmental, multiple agency projects and initiatives.
Initiative-3 Identify additional IT resources and
position reclassifications necessary to support multidepartmental, multiple agency projects and initiatives.
Strategy-3: Create reliable information resources to support
multi-departmental, multiple agency projects and initiatives.
Initiative-1 Create a reporting mechanism for each
application/system and provide the ability to query
developed databases
Initiative-3 Create process for developing reports
based on identified application and system data
elements
FY
2016
FY
2017
FY
2018
FY
2019
























Prior
Year
(Strategic Actions) Initiatives
FY
2015
FY
2015
FY
2016
FY
2017
FY
2018
FY
2019












Tactical Actions – Equipment and Software
IT equipment and software that will be refreshed to achieve the result of Goal-5
Equipment/Software
Description
(When)
(Tactical Planning 1-3 years)
Prior
FY
FY
FY
Year
2015
2016
2017
Education Data
Dashboard (EDD)
Toolkit
Licensure Dossier
System (VisionLink)
Licensure Content
Management System –
OnBase
Licensure Tracking
System – AS400
Direct Certification
System
The EDD Toolkit software is used to capture
student level data to measure a student’s
academic growth, at risk factors, and college and
career readiness.
The VisionLink software is used by Teachers and
Administrators, statewide, to submit Dossier
information to the PED Licensure Bureau.
The OnBase software is used to manage all
documents submitted to the Licensure Bureau
related to the Teacher/Administrator licensing
process
The Licensure Tracking System is a web-based
application where licensure data can be accessed,
reflecting licensure approval, denials, and status.
The Direct Certification software gathers
information from HSD and CYFD to create a free
26



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















FY15 Public Education Department IT Plan
and reduced lunch eligibility list
Nutrition Claim System
(NCS)
The NCS software allows the Districts & Schools
to submit reimbursements for meals being served




Tactical Actions – IT Projects
IT projects that will be active in FY15 to achieve the result of Objective(n) for Goal-5
Project Name
Project Description
(When)
Include project certification phase if applicable.
P20W SLDS – Data
Systems Council
Education Data
Dashboard (EDD)
Project
Online Evaluation
System (OES) Project
Direct Certification (DC)
& Nutrition Claim
System
(NCS Integration
Nutrition Accountability
System (NAS)
(Tactical Planning 1-3 years)
Prior
FY
FY
FY
Year
2015
2016
2017
The P20W SLDS is a collaborative effort between
PED, HED, CYFD, HSD, DOH, and DWS to create
a statewide longitudinal data system which will
centralize student data from PreK to Higher
Education to the workforce.
The EDD is a web-based application used to
capture student level data to measure a student’s
academic growth, at risk factors, and college and
career readiness – Planning Phase
The OES project supports the transformation of
the evaluation process, including the indicators,
rubrics, and the evaluation process into a digital
format – Implementation Phase
The DC & NCS integration project is an effort to
replace the existing DC and NCS listed above.
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The NAS is an integration of existing nutrition
systems, STARS and OBMS with the ART Project
systems (eLearning, MBMS, DST, and Menu
Planning)
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Section 7.6 IT Strategic Goal -6
IT Strategic Goal-6
Coordinate, facilitate and manage Educational Technology programs at the state level, and build
district capacity to maximize the benefits of digital learning for student achievement.
Goal-3 Alignment
Department
Strategic Goal:
Smarter Return on New Mexico’s Investment.
 Technology must drive efficient delivery of high quality education
applications/systems that will benefit students, schools, and staff to support
educational strategies and initiatives.
 Improve the value of the IT investment through application/system models
that improve and streamline PED’s information technology systems.
 Increase district use of internet and intranet technologies by developing
and providing access to web-enabled systems and porting legacy
applications to the web when appropriate and resources are available.
27
FY15 Public Education Department IT Plan
Real Accountability. Real Results.
 Reduce the cost of educational operations through effective development,
implementation and management of IT applications/systems, programs
and services.
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Providing accountability and information services to students, school staffs, and
PED personnel.
 Comply with all statewide IT requirements and standards.
State
 Goal 1: Information Technology must drive efficient delivery of high quality
IT Strategic Goal:
government services that will benefit constituents and support economic
development.
 Goal 3: Implement and maintain a high quality technology infrastructure to
serve resident and government clients.
 Goal 4: Reduce the cost of government operations through effective
development, implementation and management of IT technical and
application architectures, programs and services.
 Goal 5: Improve the value of the IT investment through enterprise models
that improve and streamline the Executive Branch’s information technology
systems.
 Goal 6: Effectively manage IT resources and efficiently control IT assets,
utilization and costs.
 Goal 7: Effectively secure IT assets, data, and systems and mitigate
systemic infrastructure risks.
 Goal 8: Continuous improvement of information technology and resource
optimization.
 Goal 9: Identify and provide additional information technology services and
functionality to support State of New Mexico public entities.
 Goal 10: Recruit, sustain and retain the best technology workforce to
effectively deliver excellent IT services.
IT Performance Measure (PM)
(What) Target Objectives
Enter below the Strategic Target Objective for IT Strategic Goal-1.
(The objective should reflect 1-5 years)
Enter below the IT Performance
Matrix(s) in which the objective is
measured by:
Objective-1 Develop application/system models that
improve and streamline planning of educational
technology programs at state and district levels
PM-1 Increase the number of
applications/systems supporting
multiple state and district projects
and initiatives
PM-1 Increase the level of support
necessary to support multiple
state and district projects and
initiatives
PM-1 Increase the number of
information and feedback reports
(See Appendix A for details)
Objective-2 Maximize efficiency of required personnel
and systems necessary to support continuous
improvement of human and technical resources.
Objective-3 Create reliable information resources for
data-driven decision-making and strategic planning
(See Appendix A for details)
FY15
PM Target
Enter proposed
FY15 target
below:
6/30/15
6/30/15
6/30/15
(When)
(Strategic Planning 1-5 years)
(How) Strategies
Construct methods that will be employed to achieve the result of an
Objective.
Enter the Strategic Strategies for Goal-1
Prior
Year
Strategy-1: Develop application/system models that improve
and streamline planning of educational technology programs
at state and district levels
28
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FY
2015
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FY
2016
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FY
2017
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FY
2018
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FY
2019
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FY15 Public Education Department IT Plan
Prior
Year
(Strategic Actions) Initiatives
Initiative-1 Align State Strategic IT Plan and State
EdTech Plan with district Ed Tech plans
Initiative-2 Define and implement data requirements,
database structures, data governance, data matching,
data security, and data dissemination for
applications/systems related to educational
technology planning and Technology Readiness
Initiative-3 Streamline eRate data and technology
plan reporting
Initiative-4 Develop set of reports tailored to key
stakeholder groups in support of College & Career
Readiness
Strategy-2: Maximize efficiency of required personnel and
systems necessary to support continuous improvement of
human and technical resources.
Initiative-1 Define leadership roles, responsibilities,
technical IT skill sets, experience, and leadership
approaches required for success at the District CIO
level
Initiative-2 Coordinate individual and collective roles
and responsibilities of district IT professionals
collaborating to support continuous improvement of
human and technical resources.
Initiative-3 Identify additional resources and
strategies necessary to support continuous
improvement of human and technical resources
statewide.
Strategy-3: Create reliable information resources for datadriven decision-making and strategic planning
Initiative-1 Establish the Technology Readiness
Footprint as a reliable information resource for the
schools, districts, administrators, and legislators.
Initiative-2 Establish the District CIO SharePoint site
as an effective collaborative resource for district
technology leaders to develop and share effective
practices
FY
2017
FY
2018
FY
2019
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FY
2015
FY
2016
FY
2017
FY
2018
FY
2019
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Prior
Year
(Strategic Actions) Initiatives
FY
2016
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Prior
Year
(Strategic Actions) Initiatives
FY
2015
FY
2015
FY
2016
FY
2017
FY
2018
FY
2019
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Tactical Actions – Equipment and Software
IT equipment and software that will be refreshed to achieve the result of Goal-6
Equipment/Software
Description
(When)
(Tactical Planning 1-3 years)
Prior
FY
FY
FY
Year
2015
2016
2017
29
FY15 Public Education Department IT Plan
Education Data
Dashboard (EDD)
Toolkit
ESRI ArcGIS
SketchUp Pro
The EDD Toolkit software is used to capture
student level data used to measure a student’s
academic growth, at risk factors, and college and
career readiness.
Geographic Information System used to map data
at state, district and school levels (free license for
K12 teachers and students)
Used to create 3-D models for simulations,
planning and design (free license for K12 teachers
and students)
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Tactical Actions – IT Projects
IT projects that will be active in FY15 to achieve the result of Objective(n) for Goal-6
Project Name
Project Description
(When)
Include project certification phase if applicable.
Technology Readiness
Footprint
Education Data
Dashboard (EDD)
Interactive online database showing device and
bandwidth readiness of all districts and schools for
online computer based assessment s and digital
learning
Correlates impact of use of digital learning
strategies on student achievement and
engagement
(Tactical Planning 1-3 years)
Prior
FY
FY
FY
Year
2015
2016
2017
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Section 8. Joint Funding Opportunities
List below any possible joint funding opportunities that the agency might be or wish to be planning with other agencies
or other funding sources that could be working on a more enterprise level:
Potential Application, Services or Process
Potential partners
Race to the Top (RTT) – Early Learning
Childhood Programs
CYFD, DOH
P20W Statewide Longitudinal Data System
(SLDS)
HED, CYFD, DOH, DWS, HSD
Direct Certification
HSD, CYFD
Children’s Court Improvement Project
AOC, CYFD
Governor’s Employability Partnership
Workforce Development
Education Technology Program
DoIT, Economic Development, PSFA
30
FY15 Public Education Department IT Plan
Section 9. Information Technology Security Assessment
Next FY15 Security Assessment Date
Third party assessment or self-assessment
January 2015
Third party assessment
Section 10. IT Human Capital Management
Section 10.1 Agency IT Staff Makeup
Complete the embedded HR Inventory spreadsheet, and re-embed the completed spreadsheet under this
Section 10.1 Please DO NOT alter the formulas of the spreadsheet.
HR Inventory.xls
Section 10.2 Staffing Gaps and Recruitment
Identify specific skill sets that represent staffing gaps and recruitment issues.
Specific Skill Set
IT Project Management
Gap Impacts
Inability to monitor projects,
schedules, and compliance
Mitigation Steps if any
Delay projects, schedules, and
compliance or hire a contractor
Section 10.3 IT Staff Training Plans
Typical IT Training
Provider
Number of Staff to be
Trained
Typical Individual
Cost of Training
Applications, Systems
and Network
Skills Set Subscription
Stormwinds Trainer
Software Training Kits
20
$2,000
Project Management,
Operations, IT
Personnel, Policies,
Procedures
Norex Documents
8
$1,000
IT Training Area
Off-site Training
Providers
31
FY15 Public Education Department IT Plan
Section 11. IT Fiscal and Budget Management
Section 11.1 C1Form
Information Technology
Base Operating Budget
Informational Purposes Only
Agency Name:
Appropriation Funding Type:
General Fund
Public Education Department
Base Request Operational Support of IT
Please check one of the options below:
Flat Budget
or
924
Agency Code:
Expansion from previous year
Revenue IT Base Budget (dollars in thousands)
FY12
FY13
FY14
Actual
Actual
OpBud
3,449.0
2,982.0
2,982.0
FY15
Request
3,249.6
FY16 Estimate
3,249.6
600.0
3,849.6
600.0
3,849.6
Other State Funds
ISF/IAT
Federal Funds
Total
600.0
3,449.0
2,982.0
3,582.0
Expenditure Categories (dollars in thousands)
FY12
FY13
FY14
Actual
Actual
OpBud
Category or Account
Description
Personal Services & Employee
1,382.0
Benefits
Contractual & Professional
Services
89.0
IT Other Services
Other Financing Uses
Total
1,471.0
Agency Cabinet
Secretary/Director (mandatory)
Hanna Skandera
Print Name
Signature
Original Signed
Phone
505-827-6688
September 3, 2012
Date
Hanna.Skandera@state.nm.us
Email address
FY15
Request
FY16 Estimate
1,382.0
1,489.0
1,813.2
1,813.2
107.0
107.0
107.0
107.0
1,489.0
1,596.0
CIO or IT Lead
(mandatory)
Michael Archibeque
Original Signed
505-231-6530
September 3, 2012
Michael.Archibeque@state.nm.us
32
1,920.2
1,920.2
Budget Director
(mandatory)
Marian Rael
Original Signed
505-827-6611
September 3, 2012
Marian.Rael@state.nm.us
FY15 Public Education Department IT Plan
Section 11.2 Projected IT Projects: Capital, Special, Supplemental Form
Capital Improvement Project funding
None
Special Funding
None
Supplemental Funding
Agency Name
Public Education Department
Project Name
Funding Type
(Capital,
Special, or
Supplemental)
Anticipated
Start Date
Anticipated
End Date
Funding
Source
OBMSSTARS
Enhancements
Special
FY14-FY15
FY15
Legislative
Appropriation
Print Name
Signature
Date
Phone
Agency Cabinet
Secretary/Director (mandatory)
Hanna Skandera
Original Signed
505-827-6688
September 3, 2012
Hanna.Skandera@state.nm.us
CIO or IT Lead
(mandatory)
Michael Archibeque
Original Signed
505-231-6530
September 3, 2012
Michael.Archibeque@state.nm.us
Agency 3
digit
Code
FY14
924
FY15
Project
Total
$0
$650K
$650K
Budget Director
(mandatory
Marian Rael
Original Signed
505-827-6611
September 3, 2012
Marian.Rael@state.nm.us
Email
Section 11.3 Request for Reauthorization of General Appropriations Act
None
33
FY15 Public Education Department IT Plan
FY15 IT Plan Acknowledgement Signatures
I agree that this document represents the history and planned information technology-related activities
for our agency. The elements of this plan, delivered through information technology services, support
the agency strategic plan and the State IT Strategic Plan.
NEW MEXICO PUBLIC EDUCATION DEPARTMENT
Agency Code: 924
ORIGINAL SIGNED
Agency Head:
____________________________
Date: 8.29.13
Hanna Skandera,
Secretary of Education
ORIGINAL SIGNED
Agency Business Lead:
____________________________
Date: 8.29.13
Hipolito J. Aguilar
Deputy Secretary, Finance & Operations
ORIGINAL SIGNED
Agency IT Lead:
____________________________
Date: 8.28.13
Michael A. Archibeque
Chief Information Officer
ORIGINAL SIGNED
Agency Financial Lead:
____________________________
Marian Rael
Chief Financial Officer
34
Date: 8.30.13
FY15 Public Education Department IT Plan
APPENDIX A
New Mexico’s State Educational Technology Plan
“We are at an important time where we ask ourselves, ‘What will it take to
dramatically improve public education in New Mexico?’ As the Secretary of
Education, I call on every educator, student, parent, community member and public
servant to share in the responsibility for the success of our children and, ultimately,
the future of the great state of New Mexico.” - Hanna Skandera, NM Secretary of
Education
1. Overview
The future of New Mexico depends on robust systems for learning. The essential question facing us
as we transform our education system is this: What should learning in the information age look like?
The short answer is it should look like it does in every other part of society outside of school:
anywhere, anytime, focused on meeting needs that matter to the learner. The goal of New Mexico’s
State Educational Technology Plan is to create an environment where the best learning experienced
by students anywhere in New Mexico becomes available to all students everywhere in New Mexico.
“The goal of education in the 21st century is not simply the mastery of knowledge. It is the mastery of learning.
Education should help turn novice learners into expert learners—individuals who know how to learn, who want
to learn, and who, in their own highly individual ways, are well prepared for a lifetime of learning.” With this
concise statement, the Center for Applied Special Technologies (CAST) sets out a challenge that is particularly
relevant to our task. Harnessing the power of digital age learning can allow us to simultaneously create expert
learners while constructing environments that support growth of College & Career Readiness in all of our
students. Our policies and practice "must be guided by the world we live in, which demands that we
think differently about education than we have in the past. Technology and the Internet have fostered
an increasingly competitive and interdependent global economy and transformed nearly every aspect
of our daily lives—how we work; play; interact with family, friends, and communities; and learn new
thingsi."
Our six guiding principles:
1. The appropriate application of educational technology results in positive student learning
outcomes resulting in college and/or career readiness.
2. Effective educators are fluent in the use of educational technologies that will help their
students reach learning goals and objectives.
3. All students should be provided with opportunities to gain the competencies and attitudes
required for success in a technology-rich society.
4. Learning styles and learning rates vary among children, requiring teachers to apply Universal
Design for Learning principles to provide educational experiences appropriate to the diverse
needs of individual children, and our educational systems must support such differentiation.
35
FY15 Public Education Department IT Plan
5. The effective use of educational technology should remove barriers to academic achievement
that have traditionally plagued students of color, in poverty, or English Language Learners.
6. It is the responsibility of educators, community leaders, and state leaders to provide all
learners with reliable and robust technology infrastructure that increases access to and use of
digital learning resources.
Providing a viable infrastructure for learning in the 21st century demands a systems approach,
bridging the many silos that impede alignment of efforts and reduce efficiency/effectiveness. This
requires that each of us does our part to remove any and all barriers that stand between students and
the best possible learning available today. Our challenge is to provide the conditions and support that
can make best practice become common practice.
Our plan is based on New Mexico’s State IT Strategic Plan, adapted for
learning. It presents goals, recommendations, and actions for a model of
learning informed by the learning sciences and powered by technology.
Advances in the learning sciences give us valuable insights into how
people learn. Technology innovations give us the ability to act on these
insights as never before. At the same time, New Mexico's deep and rich
cultural history and diversity demand that we honor the roots from which
our future will thrive. Our discussions in building this plan reveal that these
goals are actually in harmony: any future not based upon the wisdom of
those who've gone before is likely to be sterile. Any vibrant future draws its energy from the will to act
upon our core beliefs.
The four Business Objectives shared among all state agencies have been linked to the work of the
NMPED:
1. Reduce District and School Operational Costs Through IT
2. Reduce IT Costs Through Enterprise Models
3. Enhance Delivery of Services to Clients (Students, Parents, Teachers, Communities)
4. Support Economic Development Through College & Career Readiness
New Mexico's plan aligns these four objectives with the Alliance for Excellent Education's Project 24 Planning
for Progress initiative. Project 24 is an urgent call to action for systemic planning around the effective
use of technology and digital learning to achieve the goal of "career and college readiness" for all
students.
The "24" in Project 24 represents the next twenty-four
months, during which the nation's education
landscape will change greatly as states and districts
implement college- and career-ready standards for all
students; utilize online assessments to gauge
comprehension and learning; push for greater system
classroom innovation; deal with shrinking budgets;
contend with demands of states' waivers from key
provisions of the No Child Left Behind Act.
New Mexico joins a group of innovative states who've
already used the Project 24 self-assessment to help
36
and
and
FY15 Public Education Department IT Plan
districts craft viable strategies for maximizing the impact of technology. The process includes forming
a team of district/school leaders and completing an online survey. "These are the best and most
powerful 2 hours we've ever spent" are the most frequent feedback from participants.
National Educational Technology Plan 2010 http://www.ed.gov/technology/netp-2010
NM State EdTech
Plan 8 13 13.docx
See Full Plan
37
FY15 Public Education Department IT Plan
APPENDIX B – C2 FORM AND BUSINESS CASE
C2 Form
Information Technology
Data Processing - Computer Systems Enhancement Fund or Capital Outlay
Agency Name:
Project Name:
Multi-Agency Project
Project Type and Specifics:
Category or Account
Description
General Fund
Other State Funds
InterAgency Transfers/
Internal Service Funds
Federal Funds
Total
924
Public Education Department
Agency Code:
OBMS Enhancements
Projected Start/End Date:
7/1/14
Yes
No
List agencies participating:
Computer Systems Enhancement Fund
Please check one of the options below:
New System Development
or
Existing System
(Upgrade, Enhancement, Expansion)
Revenue Project Cost (dollars in thousands)
FY13 & Prev
FY14
FY15
FY16
Total
Actual
OpBud
Request
Estimate
650.0
0.0
0.0
650.0
0.0
Expenditure Categories (dollars in thousands)
FY13 & Prev
FY14
FY15
FY16
Actual
OpBud
Request
Estimate
Personal Services &
Employee Benefits
Professional Services
Travel/lodging
IT Maintenance
IT Supplies/Inv. Exempt
IT Equip (HW & SW)
Other Financing Uses
Total
Print
Name
Signature
Date
Phone
Email
650.0
650.0
0.0
Cabinet Secretary/Director
(mandatory)
Hanna Skandera
Original Signed
505-827-6688
September 3, 2012
Hanna.Skandera@state.nm.us
0.0
650.0
CIO or IT Lead
(mandatory)
Michael Archibeque
Original Signed
505-231-6530
September 3, 2012
Michael.Archibeque@state.nm.us
38
650.0
Total
650.0
0.0
650.0
Budget Director
(mandatory)
Marian Rael
Original Signed
505-827-6611
September 3, 2012
Marian.Rael@state.nm.us
FY15 Public Education Department IT Plan
Department of Public Education Department
Information Technology Division
Business Case – Operating Budget Management System (OBMS)
Enhancements
1. Executive Summary
The Operating Budget Management System (OBMS) is the budget, reimbursement and fiscal tracking
system for the over $4 billion New Mexico Public School funding for which the Public Education
Department (PED) is given statutory oversight and responsibility. The OBMS system serves 89
school districts which include more than 862 schools and 95 charter schools. The DFA SHARE
system tracks these funds only at the General Appropriation Act Level and contains no information at
the individual school district level. The OBMS system contains information at the New Mexico School
District level by School District specific Chart of Account codes which is used for approval and
oversight of School District budgets and for tracking of School district allocation and reimbursement of
the approximately $4 billion of School District general, federal and other funds.
The PED is requesting six hundred fifty thousand dollars ($650,000.00) to enhance the OBMS system
which will allow the Department to better serve the 89 school districts, the PED staff, the Legislature
and Legislative Committees and other State Agencies. The funds requested will be used to develop
modules to upload tax rates and assessed valuation data from the New Mexico Taxation and
Revenue Department, calculate taxes for New Mexico Public School Districts, calculate school
districts funding formula allocations and budget and track school districts capital outlay projects. PED
receives numerous requests from both Executive Departments and Legislative Committees and staff
requesting funding formula, tax rate and capital data at the school district and project level. These
enhancements will allow data to be easily shared within PED and allow staff to process information
faster and more accurately. It will also provide PED with the ability to respond to requests from
schools, districts, charter schools, legislative members and staffs and executive agencies faster and
more accurately.
2. Business Problem and Opportunity
The PED is requesting $650,000.00 as a nonrecurring special appropriation for Fiscal Year 2015 to
support the enhancement of the OBMS. This request will provide funding to develop an interface to
upload tax rate and assessed valuation data from the New Mexico Taxation and Revenue Department
into OBMS, create a module to calculate taxes for public school districts, develop a module to
calculate individual school district allocations (in accordance with the public school funding formula)
and create a capital outlay module. Currently, these processes are conducted outside of the OBMS
system using spreadsheets. These enhancements will allow the system to be more efficient and
automatically populate revenues into school district budgets during the development of school district
budgets. It will also allow the PED to track capital projects and their status in more detail.
The PED serves approximately 89 school districts, 95 charter schools, and over 335,800 students
across more than 800 schools. The ability to provide enhancements, upgrades, and improvements to
39
FY15 Public Education Department IT Plan
OBMS would enable PED in conjunction with our stakeholders to improve the budgeting process,
administer the public school funding formula as prescribed in the Public School Finance Act (Section
22-8-1 et seq). PED is requesting this special appropriation to create a more efficient and effective
mechanism which will further assist PED in its succession planning. Currently, the PED has recurring
capital outlay funds that are tracked manually through excel spreadsheets which act as a subsidiary
ledgers. The spreadsheets are used to track all approved expenditures before they are paid through
SHARE. This spreadsheet is also used in creating the financial schedules for the Department’s
annual audit. All capital projects are budgeted and approved through OBMS. However, they are not
tracked at the detail level. Thus, excel spreadsheets must be maintained in order to properly track
each project at the detail level.
The implementation of OBMS has been funded in previous years and requires enhancements,
upgrades, and improvements to support the following legislative mandates:
 Section 22-25-1 et seq.NMSA 1978, Section 22-26-1 et seq.NMSA 1978 and Section 22-81 et seq. NMSA 1978 – The Public School Capital Improvements Act, the Public School
Building Act and the Public School Finance Act. The PED calculates tax rates for the first two
acts and allocates over $2.3 billion dollars annually through the public school funding formula
as prescribed by the Public School Finance Act.
 Senate Bill 327, Sunshine Portal Transparency Act - requiring that certain Public School
information be available on the Sunshine Portal, to clarify certain provisions and to allow
access to additional information.
The request submitted is in place to address the new administration’s education strategies. PED’s
initiatives to improve educational outcomes for the children of our state center around the agency’s
“Strategic Levers”:




A smarter return on New Mexico’s investment – more dollars to the classroom.
Requiring real accountability for real results – dollars focused on proven strategies.
Ensuring our students are ready for success – dollars focused on proven strategies.
Rewarding effective educators and leaders – identify effective programs.
With the requested enhancements, upgrades, and improvements to be completed in FY13, the PED
will be well positioned to meet the challenges of the following strategies:
 Provide an appropriate infrastructure to sustain current business operations, address new
business initiatives, and advance the PED strategic issues.
 Implement functional collaboration and standardization among PED divisions and units to
deliver services and collect/report accurate, complete, and timely information to internal and
external customers.
 Create a more seamless interface between allocation of revenues and budget implementation.
 Create required data infrastructure to support the Governor’s Education Reform Agenda.
 Establish Operating Budget Management System (OBMS) as a more efficient and effective
information resource for the schools, districts, administrators, and legislators.
 Establish a Data Quality Program to document data collection processes, engage bureau
program lead(s), track data elements collected, document the purpose/use of data, and reduce
the district and charter school reporting burden to PED.
 Assist in succession planning for the future regarding public school funding and allocations.
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FY15 Public Education Department IT Plan
PED is committed to providing an appropriate infrastructure to sustain current business operations,
address new business initiatives, and advance PED’s major initiatives:
Data Quality Program. PED has begun the process of establishing a Data Quality Program to
document data collection processes, bureau program lead(s), data elements collected, purpose/use of
data, and reduce district reporting burden to the PED. Our effort will focus on creating a data
infrastructure to support the Governor’s Education Reform Agenda and maximize efficiency of the IT
Division in support of the Secretary’s “Strategic Levers.”
Student Teacher Accountability and Reporting System (STARS) & Online Budget Management
System (OBMS). STARS was relocated prior to the start of the 2011 school year, having converted
from Oracle to Structure Query Language (SQL), Cognos reporting platform to Microsoft SQL Server
Reporting Services (SSRS), and utilizing the functionality in SharePoint for the Educational User
Interface (EUI), which provides access to PED’s secure applications for both internal and external
clients. OBMS is currently undergoing enhancements and IT Division plans to evaluate the feasibility
of integrating data with STARS. OBMS is vendor supported and the IT Division is working with our
vendor to transfer the application to PED’s infrastructure. Maintenance and support services,
currently provided by our vendor, are targeted for transfer to the IT Division in FY13.
3. Proposed Project Objectives/Performance Metrics
Business Objectives
To work with a third party vendor to develop and implement OBMS system enhancements to provide
improved fiscal services to the New Mexico School Districts and allow improved oversight of New
Mexico educational dollars for a smarter return on New Mexico’s investment.
Technical Objectives
 Provide an appropriate infrastructure to sustain current business operations, address new
business initiatives, and advance the PED strategic issues.
 Providing accountability and information services to students, school staffs, and PED
personnel.
 Provide a high degree of integration, standardization, and interoperability across the
infrastructure to maintain quality and maximize benefits over the long term.
 Reduce the number of database platforms standardizing with MS SQL and exploit the
functionality in SharePoint as the platform for new IT application developments,
enhancements, upgrades, and improvements for end-users.
Performance Metrics
 Capital Projects Budget Allocation and Request for Reimbursement (RfR) Functions
o Define business rules and workflow with PED projects and capital project carryovers.
o Modify Grant Maintenance to allow project entry/editing (capital):
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FY15 Public Education Department IT Plan


Total for all projects by funding source per grant year per grant.
Entry of individual project number, name, amount, funding sources per entry per
project per grant year per grant.
 Total of projects cannot exceed total of all projects per funding source per grant year
per grant
o Modify Grant Maintenance to support Project entry/editing for Capital carryovers:
 Provide for annual renewal, reallocation, and reauthorization functions
o Modify RfR module to implement defined business validation rules for projects:
 Entity can only select projects associated with that entity for RfRs.
 Sum of entity RfRs for project cannot exceed total allocations or budget authority for
project for entity.
 FIFO use of allocated funds for project for entity per grant year.
o Implement linkage validations and workflow across modules to ensure synchronization:
 Allocation must exist before budget and purchase order
 If Capital, project and associated allocation must exist before budget and purchase
order.
 Budget and/or BARs generated from allocation changes (initial allocation, carryovers,
GAARs) and must match total available allocations for entity per grant (and per project,
if capital)
 Purchase order must match allocation and budget
 RfR YTD must tie out to Actuals reported by entity prior to approval of final RfR and
approval of final Actuals (End of Year – 925F and carryovers).
 Tax Rate Uploads
o Define business rules and workflow with PED.
o Implement uploaders with validations and editing screens for tax rate files.
o Implement uploaders with validations and editing screens for membership data.
 Assessed Valuation Uploads
o Define business rules and workflow with PED.
o Implement uploaders with validations for assessed valuation files.
 Funded Run Funding Formula Module
o Define business rules and workflow with PED.
o Implement new module to enter and maintain funding formula
o Implement new module to generate funded run variations, with workflow for validation and
approval, and generation of budget revenues and linkage to BARs (as applicable).
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FY15 Public Education Department IT Plan
4. Business Risks
External Risk Factors
State Government Re-organization
Description – Changes in
state government (executive,
legislative) requires reeducation of enhancement,
upgrade, and improvement
activities.
Probability - Med
Impact – Med
Mitigation Strategy – PED will work with executive, legislative leadership
addressing requirements and specifications of enhancements, upgrades,
and improvements.
Contingency Plan - PED will schedule appointments or prepare
presentations to re-acquaint the new administrators on the goals, scopes,
and previous agreements involved with enhancement, upgrade, and
improvement initiatives.
Changes in state and federal mandates
Description – Changes in
state and federal mandates
will change the timelines and
scope of work of
enhancement, upgrade, and
improvement activities.
Probability - Med
Impact – High
Mitigation Strategy – PED will work with executive, legislative leadership
addressing any changes in state and federal mandates affecting
enhancement, upgrade, and improvement activities in progress or to be
developed.
Contingency Plan - PED will schedule appointments or prepare
presentations to re-evaluate timelines and scopes involved with
enhancement, upgrade, and improvement initiatives.
Internal Risk Factors
Loss of a Stakeholders
Description - Support from
internal stakeholders (schools,
districts, PED) impacts future
completion of the
enhancements, upgrades,
improvements.
Probability – Med
Impact – High
Mitigation Strategy - Engage stakeholders with the progress of the project,
as appropriate.
Contingency Plan - The enhancements, upgrades, or improvements may not
occur without support from key stakeholders, or non-approval of special
appropriation.
Change of Administration
Description – Changes of
Administration require
education of new administration
on enhancement, upgrade, and
improvement activities.
Probability - Low
Impact – Med
Mitigation Strategy - Each PED division administrator appoints point of
contact(s) to work with IT addressing requirements and specifications of
enhancements, upgrades, and improvements.
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FY15 Public Education Department IT Plan
Contingency Plan - The CIO and IT staff will schedule appointments to reacquaint the new administrators on the goal, scope, and previous
agreements involved with the project.
Vendor’s inability to complete deliverables and non-compliance
Description – Inability or non
compliance in completing
deliverables in a timely manner
to cause reporting to be
incomplete and inaccurate.
Probability - Med
Impact – High
Mitigation Strategy – Publish and agree to all vendor requirements and
specifications for enhancement, upgrade, and improvement activities. CIO
and assigned IT staff will monitor vendor compliance.
Contingency Plan - CIO will monitor vendor compliance and work with
vendors in the event of non-compliance
Inadequate staff resources
Description – FTE positions or
contractual avenues must be
available in order to hire
personnel.
Probability - High
Impact - High
Mitigation Strategy - CIO will coordinate with HR, SPO, and DoIT to
determine available FTE positions to hire, and assist with the recruitment
and contracting of personnel as soon as possible.
Contingency Plan - The timeline and possibly the scope of the project will be
adjusted based on the available resources.
5. Alternative Solutions
Alternative One - “Maintaining the Status Quo”
If not funded, the current OBMS system will remain status quo. PED's level of service will continue to
be provided by the current staffing level and enhancements, upgrades, and improvements, which are
resource intensive, would have to be rescheduled and provided by the current staff when time
permits. Many of the enhancements would need to be conducted by vendor support, therefore, if
funding is awarded, the staff can work with the vendor concurrently, providing subject matter expertise
for any indentified enhancement, upgrade, or improvement.
The consequence of not funding this request would result in PED continuing to calculate school
district taxes; funding formula; and monitoring of capital outlay projects manually outside of an
automated system.
Agency performance would be affected if PED was not able to implement any enhancements,
upgrades, or improvements.
 Inability to streamline the data submittal processes and/or lesson the reporting burden for
schools and districts.
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FY15 Public Education Department IT Plan
 Additional resources/IT personnel will be needed to provide the same level of support,
functionality, and information processing.
6. Cost Benefit Analysis
The requested nonrecurring funds of $650,000 will be utilized to provide enhancements,
upgrades, and improvements for data sharing initiatives with other government agencies and
within PED. These enhancements will provide a more efficient and effective system.
FIVE YEAR LIFE CYCLE COSTS
Comments: Based on estimated requirements
FY15
FY16
FY17
FY18
FY19
Staff - Internal
Consulting
Services
$650,000
Nonrecurring
IV&V
Hardware
Software
$650, 000
TOTAL
Nonrecurring
One-time
Total Cost of ownership – The total cost of ownership to implement the proposed enhancements for
a five year life cycle is $650,000. Maintenance and support for the system will be supported within
the PED’s budget.
Benefits - The enhancements, upgrades, and improvements to OBMS are critical and necessary for
providing an automated module to calculate the school district tax liabilities and school district
allocations through the public school funding formula. Currently, it takes 2 individuals approximately 4
weeks to calculate school districts tax rates. With the automated module the tax rates calculation rate
would be reduced by half. The automated modules would further expedite the school district process
by linking revenues in OBMS and allowing districts to focus on their expenditure budget. This will
assist districts in targeting more dollars to the classroom and spending more funds on proven
education strategies. These upgrades will also assist and support the PED in developing a succession
plan for the future.
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FY15 Public Education Department IT Plan
Providing an advance capital outlay module in OBMS will provide a detailed and secure accounting
system of all capital outlay projects. The new module will give both PED and school districts a tool to
track all current allocations, expenditures, balances and reversion dates for active projects. This will
assist both entities in tracking and administering projects to ensure all funds are expended within the
allowable timeframes as indicated in law. The implementation of this new module will also streamline
processes and workflows to make them as transparent as possible. The system will also have the
ability to generate accurate reports to assist both entities in the budget process in subsequent years
for all carry forward funds. The system will also assist the Department in updating the Capital
Projects Monitoring System at DFA which is updated quarterly to provide expenditure report to the
LFC.
7. Recommendation
Recommend that the enhancements are funded at the $650,000.00 level for the reasons stated above
in the benefits section of this plan.
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