New Mexico Department of Public Safety
Computer Aided Dispatch (CAD) /
Records Management System (RMS)
PROJECT MANAGEMENT PLAN
(PMP)
EXECUTIVE SPONSOR – SECRETARY GREGORY J. FOURATT
BUSINESS OWNERS - PETE N KASSETAS, CHIEF DPS, KIMBERLEY CLARK,
COMMUNICATIONS DIRECTOR
PROJECT MANAGER – CESARIO ALVILLAR
ORIGINAL PLAN DATE: FEBRUARY 1, 2012
REVISION DATE: APRIL 16, 2015
REVISION: 2.0
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
REVISION HISTORY................................................................................................................................................ IV
1.0 PROJECT OVERVIEW ......................................................................................................................................... 1
1.1 EXECUTIVE SUMMARY- RATIONALE FOR THE PROJECT ..................................................................................................1
1.2 FUNDING AND SOURCES .............................................................................................................................................1
1.3 CONSTRAINTS ..........................................................................................................................................................2
1.4 DEPENDENCIES.........................................................................................................................................................2
1.5 ASSUMPTIONS.....................................................................................................................................................2
1.6 INITIAL PROJECT RISKS IDENTIFIED..............................................................................................................................3
2.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE .............................................................................. 4
2.1 STAKEHOLDERS ........................................................................................................................................................4
2.2 PROJECT GOVERNANCE STRUCTURE .............................................................................................................................7
2.2.1 Describe the organizational structure – Org Chart .....................................................................................7
2.2.2 Describe the role and members of the project steering committee ............................................................7
2.2.3 Organizational Boundaries, interfaces and responsibilities ........................................................................9
2.3 EXECUTIVE REPORTING..............................................................................................................................................9
3.0 SCOPE ............................................................................................................................................................ 10
3.1 PROJECT OBJECTIVES ..............................................................................................................................................10
3.1.1 Business Objectives ...................................................................................................................................10
3.1.2 Technical Objectives ..................................................................................................................................10
3.2 PROJECT EXCLUSIONS .............................................................................................................................................10
3.3 CRITICAL SUCCESS FACTORS .....................................................................................................................................10
4.0 PROJECT DELIVERABLES AND METHODOLOGY ............................................................................................... 12
4.1 PROJECT MANAGEMENT LIFE CYCLE ..........................................................................................................................12
4.1.1 Project Management Deliverables ............................................................................................................12
4.1.2 Deliverable Approval Authority Designations ...........................................................................................13
4.1.3 Deliverable Acceptance Procedure ............................................................................................................14
4.2 PRODUCT LIFE CYCLE .........................................................................................................................................14
4.2.1 Technical Strategy .....................................................................................................................................14
4.2.2 Product and Product Development Deliverables .......................................................................................15
4.2.3 Deliverable Approval Authority Designations ...........................................................................................30
4.2.4 Deliverable Acceptance Procedure ............................................................................................................30
5.0 PROJECT WORK .............................................................................................................................................. 30
5.1 WORK BREAKDOWN STRUCTURE (WBS) ....................................................................................................................30
5.2 SCHEDULE ALLOCATION -PROJECT TIMELINE ................................................................................................................32
5.3 PROJECT BUDGET ...................................................................................................................................................34
5.4 PROJECT TEAM ......................................................................................................................................................35
5.4.1 Project Team Organizational Structure .....................................................................................................35
5.4.2 Project Team Roles and Responsibilities ...................................................................................................36
5.6 PROJECT LOGISTICS ...........................................................................................................................................40
5.6.1 Project Team Training ...............................................................................................................................40
6.0 PROJECT MANAGEMENT AND CONTROLS ...................................................................................................... 41
6.1 RISK AND ISSUE MANAGEMENT.................................................................................................................................41
6.1.1 Risk Management Strategy .......................................................................................................................41
6.1.2 Project Risk Identification ..........................................................................................................................41
6.1.3 Project Risk Mitigation Approach ..............................................................................................................41
REVISION: 1.0
DOIT-PMO-TEM-020
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PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
6.1.4 Risk Reporting and Escalation Strategy.....................................................................................................41
6.1.5 Project Risk Tracking Approach .................................................................................................................42
6.1.6 ISSUE MANAGEMENT ................................................................................................................................44
6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&V .............................................................................................44
6.3 SCOPE MANAGEMENT PLAN ....................................................................................................................................44
6.4 PROJECT BUDGET MANAGEMENT..............................................................................................................................47
6.4.1 Budget Tracking ........................................................................................................................................47
6.5 COMMUNICATION PLAN ..........................................................................................................................................47
6.5.1 Communication Matrix .............................................................................................................................47
6.5.2 Status Meetings ........................................................................................................................................47
6.5.3 Project Status Reports ...............................................................................................................................47
6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS) ......................................................................................48
6.6.1 Baselines....................................................................................................................................................48
6.7 QUALITY OBJECTIVES AND CONTROL ................................................................................................................49
6.7.1 quality Standards ......................................................................................................................................49
6.7.2 Project and Product Review AND ASSESSMENTS ......................................................................................50
6.7.3 Agency/Customer Satisfaction ..................................................................................................................50
6.7.4 PRODUCT DELIVERABLE ACCEPTANCE PROCESS .....................................................................................51
6.8 CONFIGURATION MANAGEMENT .....................................................................................................................51
6.8.1 Version Control ..........................................................................................................................................51
6.8.2 Project Repository (Project Library) ...........................................................................................................51
6.9 PROCUREMENT MANAGEMENT PLAN ..............................................................................................................51
7. 0 PROJECT CLOSE ............................................................................................................................................. 52
7.1 Administrative Close .....................................................................................................................................52
7.2 Contract Close ..............................................................................................................................................52
ATTACHMENTS .................................................................................................................................................... 52
REVISION: 1.0
DOIT-PMO-TEM-020
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PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
REVISION HISTORY
REVISION NUMBER
DATE
COMMENT
1.0
February 1, 2012
draft
2.0
April 15, 2015
Updated for Change Request, continued
Planning release of funds
REVISION: 1.0
DOIT-PMO-TEM-020
iv OF vi
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
1.0 PROJECT OVERVIEW
1.1 EXECUTIVE SUMMARY- RATIONALE FOR THE PROJECT
The New Mexico Department of Public Safety proposes the replacement of the existing Computer Aided
Dispatch (CAD) system.
CAD is one of the core systems DPS provides to the State Police and other Law Enforcement Agencies
(LEAs). CAD is the system used to dispatch 911 calls out to the officers, map the call location in the
dispatch center, provide Automatic Vehicle Location (AVL) for officers in the field, and provide National
Crime Information Center (NCIC) access within the application. CAD is essential in providing rapid
response from LEAs to crime/incident scenes.
The current CAD has been in place for over 10 years, and is at end of life (vendor support soon to be
discontinued), and DPS is unable to take advantages of newer technology, such as the latest map
generation methods.
One of the primary missions of DPS is to support LEAs throughout the State of New Mexico in
protecting their citizens. DPS fulfills this mission through a variety of means, one of which is to provide
data, systems and networks that allow criminal justice agencies to access information in a timely fashion
that is useful for decision making. The DPS CAD system is currently used by law enforcement agencies
in Sierra, Valencia and Luna Counties. The cost to move these agencies to the new DPS CAD system
will be included in our planning.
DPS currently operates without an integrated RMS. Separate, non-enterprise record systems are utilized
for different disciplines within DPS to create and store records. These disparate systems require an
officer to utilize several applications to retrieve the necessary data to support their activities. DPS is
decades behind most other law enforcement agencies in the country in the deployment of a
comprehensive records management technology.
Implementation of an integrated, effective RMS will assist DPS maintenance of data records through the
entire life-cycle. This includes classifying, storing, securing, and destruction (or in some cases, archival
preservation) of records which are key to DPS’s mission. This is necessary to improve the efficiency of
processing information and people. An integrated RMS will provide Law Enforcement personnel onestop access to the agency’s data records.
DPS currently operates without an integrated RMS. Implementation of an integrated RMS system will be a
separate project.
1.2 FUNDING AND SOURCES
SOURCE
LAWS 2012, 2ND SESSION, CH
19, SEC 7, ITEM 019
Laws 2012, Chapter 227, Sec 7,
Item 019 – Reauthorized Laws
2015, Chapter 101, Sect 7, Item 023
for CAD and RMS through
FY2017.
PAGE | 1
AMOUNT
$300,000
$2,850,000
ASSOCIATED
RESTRICTIONS
EXPENDED
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
SOURCE
AMOUNT
Laws 2013, Chapter 227, Sec 7,
Item 020 – Repurposed in Laws
2015 Chapter 101, sec7, Item 25 for
CAD and RMS
$450,000
Laws 2014, Chapter 63, Sec 7, Item
020 – Repurposed in Laws 2015
Chapter 101, sec7, Item 25 for CAD
and RMS
$550,000
ASSOCIATED
RESTRICTIONS
1.3 CONSTRAINTS
Constraints are factors that restrict the project by scope, resource, or schedule.
NUMBER
DESCRIPTION
C-01
None at this time
1.4 DEPENDENCIES



Mandatory dependencies are dependencies that are inherent to the work being done.
D- Discretionary dependencies are dependencies defined by the project management
team. This may also encompass particular approaches because a specific sequence of
activities is preferred, but not mandatory in the project life cycle.
E-External dependencies are dependencies that involve a relationship between project
activities and non-project activities such as purchasing/procurement
NUMBER
DESCRIPTION
TYPE M,D,E
D-01
MAPS AND MAP DATA
M
D-02
DOT GIS DATA
M
D-03
NMROADS DATA
M
1.5 ASSUMPTIONS
NUMBER
PAGE | 2
DESCRIPTION
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
NUMBER
DESCRIPTION
A-01
Funding will be available for Implementation
A-02
Map data will be in final form prior to go live
A-03
The system will utilize a GIS database as the basis for routing
A-04
Map data refresh process in place for implementation
1.6 INITIAL PROJECT RISKS IDENTIFIED
Stakeholders
Description –
Project will be at risk if all
stakeholders are not fully
engaged
Probability
Low
Impact
HIGH
Mitigation Strategy
Emphasize communication to all stakeholders and be sure they
understand the benefits of a successful project. Hold regular
project meetings to keep all parties informed of current status
and accountable for their deliverables.
Contingency Plan
Escalate to sponsors
DPS Resources
Description –
Availability of DPS
resources when the project
timeline requires.
Probability
Low
Impact
HIGH
Mitigation Strategy
DPS will plan for resources availability based on project schedule
Contingency Plan
Hire contractors
Requirements
Description –
Requirements not being
fully met.
PAGE | 3
Probability - Low
Impact - HIGH
Mitigation Strategy - Create, maintain, and enforce Requirements
Traceability Matrix (RTM). Have vendor create a test plan. Monitor
vendor testing.
Contingency Plan – Advise vendor of contract non-compliance.
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
2.0 PROJECT AUTHORITY AND ORGANIZATIONAL
STRUCTURE
2.1 STAKEHOLDERS
Name
Stake in Project
Organization
Subscriber
Agencies
Title
Phone
email
Subscriber Agencies
Glen Condon
SME
DFA / LGD 911
GIS Specialist
505-827-4977
Glenn.Condon@state.nm.
us
Gar Clarke
Central State GIS
DOIT
NM Geospatial and
Broadband Program
Manager
505-827-1663
Gar.Clarke@state.doit.us
Diana Dejarnette
Administrative
DPS
ASD Deputy Director
505-827-9035
Diana.Dejarnette@state.
dps.us
Elizabeth
(Karana) Haring
Contracts
DPS
Purchasing AgentAdvanced
505-827-9626
mailto:Elizabeth.Haring@
state.nm.us
Elizabeth Trickey
General Counsel
DPS
Deputy General Counsel
Fran Dunaway
Procurement
DPS
Chief Procurement Officer
808-827-9018
FrancesA.Dunaway@stat
e.nm.us
Gregory J.
Fouratt
Executive sponsor
DPS
Cabinet Secretary
505-827-3370
Greg.Fouratt@state.nm.us
Regina Chacon
DPS
DPS
Bureau Chief – LERB
505-827-9297
regina.chacon@state.nm
.us
Kimberly Clark
Business Owner
DPS
Communication
s Bureau
DPS Emergency
Communications Director
505-841-9256
Kimberly.Clark@state.nm
.us
Kristian Reveles
SME
DPS
Communication
s Bureau
Communications
Supervisor
575-622-7200
KristianV.Reveles@state.
nm.us
Perry McPhee
SME
DPS
Communication
s Bureau
Communications Specialist
505-841-9256
PerriM.McPhee@state.n
m.us
Cesario Alvillar
Project Manager
DPS IT
Project Manager
505-827-9538
Cesario.alvillar@state.nm
.us
Darrell Graham
DPS Resources,
Technical Lead
DPS IT
ITD/TSB Bureau Chief
505-827-3460
Darrell.Graham@state.dp
s.us
PAGE | 4
Elizabeth.Trickey+E3:J39
@state.nm.us
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Marco Silva
CAD Administrator
DPS IT
IT Systems Manager 3
575-382-2565
mailto:Marco.Silva@state
.nm.us
Ron Burton
Sponsor - DPS
Resources
DPS IT
CIO
505-827-3353
Ronald.Burton@state.dps
.us
Tim Struck
DPS
DPS IT
IT Technical Support
Supervisor
505-827-9292
Tim.Struck@state.nm.us
David Abeita
SME
DPS MTPD
Lieutenant
505-660-6276
Mario Montaño
SME
DPS MTPD
Officer
505-425-6771
Sector Captain
MTPD
DPS MTPD
Sector Captain
Adrian Armijo
DPS SP
DPS NMSP
Deputy Chief
District Captain
NMSP
DPS NMSP
District Captain
District Captain
NMSP Training
DPS NMSP
District Captain
Sean Healy
SME
DPS NMSP
Miguel Aguilar
SME
Pete N Kassetas
david.abeita@state.nm.u
s
Mario.Montano@state.n
m.us
505-827-3321
adrian.armijo@state.nm.
us
Officer
505-841-9241
sean.healy@state.nm.us
DPS SP
Major
505-827-9068
Sponsor
DPS SP
Chief
505-476-2467
Michael Inglis
EDAC UNM
Earth Data
Analysis Center
Associate Director
505-2773622x235
minglis@edac.unm.edu
Zone
Commanders
IB
IB
Zone Commanders
Jack Yates
NMDOT Data
Management
(ARNOLD)
NMDOT
Staff Manager
505-216-8059
Jack.Yates@state.nm.us
Jeff Vigil
NMDOT
NMDOT
Civil Engineer - A
505-827-5457
Jeff.Vigil@state.nm.us
John Di Ruggiero
nmroads.com
NMDOT
ATIS/IT Project Manager
505-490-2561
John.DiRuggiero@state.n
m.us
Joseph Valdez
Bridge
NMDOT
Data Analyst
505-827-5540
joseph.valdez@state.nm.
us
Mel Herrera
NMDOT
NMDOT
IT/Planning GIS Section
505-827-5453
Mel.Herrera@state.nm.u
s
Tamara Haas
NMDOT
NMDOT
Executive Manager
505-795-2126
TamaraP.Haas@state.nm.
us
PAGE | 5
miguel.aguilar@state.nm.
us
pete.kassetas@state.nm.
us
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Director
Shirley V. Baros
PAGE | 6
SID
SID
EDAC UNM
UNM GIS
Clearing House
Earth Data
Analysis Center
runs the
Resource
Geographic
Information
System (RGIS),
New Mexico’s
Geodata
Clearinghouse.
Mgr,Geographic Info Svcs:
Earth Data Analysis Center
505-277-3622
o RGIS: http://rgis.unm.
edu/
sbaros@edac.unm.edu
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
2.2 PROJECT GOVERNANCE STRUCTURE
2.2.1 DESCRIBE THE ORGANIZATIONAL STRUCTURE – ORG CHART
CAD
Project Governance
Mr. Gregory J. Fouratt
Cabinet Secretary
Department of Public Safety
Executive Sponsors
Pete Kassetas
Chief
Department of Public Safety
State Police
Scott Weaver
Deputy Secretary
Department of Public Safety
Business Owners
Ron Burton
CIO
Department of Public Safety IT
Adrian Armijo
Deputy Chief
Department of Public Safety
State Police
Project Management
Cesario Alvillar
ITD Project Management
Bureau Chief
Project Manager
Department of Public Safety IT
Darrell Graham
ITD-TSB Bureau Chief
Technical Lead
Department of Public Safety IT
Kimberly Clark
Department of Public Safety
Communications Director
Operational Support
4/14/2015
2.2.2 DESCRIBE THE ROLE AND MEMBERS OF THE PROJECT STEERING COMMITTEE
NAME
GROUP
ROLE
Executive
Sponsor
Gregory J. Fouratt
Scott Weaver
PAGE | 7
DPS
DPS
Steering
Committee
Member
Deputy
Secretary
RESPONSIBILITY





Review presented documentation
Balance larger picture versus details of project
Review project funding and expenditures
Champion the project
Communicate with the Legislature



Review presented documentation
Balance larger picture versus details of project
Review project funding and expenditures
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Pete Kassetas
DPS Chief
Ron Burton
DPS IT
Steering
Committee
Member
Business
Owner
Kimberley Clark
MTPD
Steering
Committee
Member
SME
DC Adrian Armijo
DPS SP
Steering
Committee
Member





























Project
Manager
Cesario Alvillar
PAGE | 8
DPS
Steering
Committee
Member












Champion the project
Communicate with the Legislature
Review presented documentation
Balance larger picture versus details of project
Review project funding and expenditures
Champion the project
Communicate with the Legislature
Attend and participate in meetings
Review and accept deliverables
Review presented documentation
Balance larger picture versus details of project
Review project funding and expenditures
Champion the project
Attend and participate in meetings
Review and accept deliverables
Review presented documentation
Balance larger picture versus details of project
Review project funding and expenditures
Champion the project
Attend and participate in meetings, review all
documents in the capacity of a technical
representative for his/her respective agency
Participate in the planning process
Provide business process guidance
Review and accept deliverables
Review presented documentation
Balance larger picture versus details of project
Accomplish and provide deliverables
Assist or delegate system testing activities as
required
Attend executive requirements reviews and
resolve requirements problems.
Represent specific area(s) (e.g., technical,
clinical, process, etc.) for the overall project as
assigned
Report progress, issues, etc.
Recommend go/no based on testing results
Champion the project
Contribute to lessons learned
Appoint Committee and Team members
Facilitate meetings
Conduct planning sessions
Attend requirements reviews and resolve
requirements problems
Provide management review for changes to
project plan, contract or deliverables
Vendor and contract management
Conduct risk assessment
Maintain risk/issues/action log
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM


Develop plans with project team for risk,
change and quality
Develop management plan and project plan
Review project funding and expenditures
Report on project status
Assign tasks
Track schedules
Recommend go/no go based on testing results
Manage expectations
Facilitate lessons learned
Contribute to lessons learned
Close-out action items
Provide leadership for a coordinated project
effort
Champion the project







Provide Information Technology guidance
Attend and participate in meetings
Review and accept deliverables
Review presented documentation
Balance larger picture versus details of project
Champion the project
Contribute to lessons learned











Technical Lead
Darrell Graham
DPS
Steering
Committee
Member
2.2.3 ORGANIZATIONAL BOUNDARIES, INTERFACES AND RESPONSIBILITIES
A Contract will be entered into between DPS and the Vendor defining the project agreements
made and the services being provided. There are two Project Managers (PM) – one for DPS IT
and one from the Vendor. The PM from DPS IT works with the PM from the Vendor for overall
coordination. Each will meet internally to define needs, plan and coordination of project
execution. On a predefined schedule, PMs and project teams from both DPS and the vendor will
meet to communicate and resolve needs regarding requirements, design, implementation, testing,
expectations, timing, budget and issues as they arise.
2.3 EXECUTIVE REPORTING
Current status of this project will be reported to DPS executive management on a monthly basis
or as requested. Weekly status report to project team and a project status report on a monthly
basis to DoIT. A project web site will be created with project status and information accessible to
governance and project teams.
Signatures from the Executive Sponsors are required for some project documents.
PAGE | 9
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
3.0 SCOPE
3.1 PROJECT OBJECTIVES
3.1.1 BUSINESS OBJECTIVES
NUMBER
DESCRIPTION
BO-01
Efficiently receive and document call response information to expedite the
dispatch of calls to officers.
BO-02
BO-03
BO-04
BO-05
Map call location in the dispatch center, facilitating effective
routing of units to calls for service, providing rapid response from
LEAs to crime/incident scenes. Providing routing direction to
responding officers.
Improving officer safety by tracking unit location using Automatic
Vehicle Location (AVL) for officers in the field and providing a
secondary means of communication and access to National Crime
Information Center (NCIC) access within the application.
Gathering call response and officer initiated event information for
data collection and intelligence gathering purposes.
Improved reporting of crime data and performance statistics for
state and federal grant purposes, operational assessment and unit
deployment.
3.1.2 TECHNICAL OBJECTIVES
NUMBER
TO-01
TO-02
TO-03
TO-04
TO-05
TO-06
DESCRIPTION
Replace outdated Computer Aided Dispatch System nearing obsolescence.
This system is fundamental to DPS Operations.
Improve mapping capabilities and enhance ability to capture incident data
based on GIS information.
Implement new technologies not available in current system.
Leverage existing secondary technologies incompatible with current
system.
Enhanced system stability.
Improved interface capabilities.
3.2 PROJECT EXCLUSIONS
N/A
3.3 CRITICAL SUCCESS FACTORS
PAGE | 10
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
NUMBER
DESCRIPTION
QM-01
Formal testing will determine whether the implementation of targeted
requirements have been successful or not.
QM-02
Requirements - Team and Stakeholder review and signed
Accepted
QM-03
QM-04
QM-05
QM-06
QM-07
PAGE | 11
Design - Technical Lead review Requirements Traceability to design
and signed
Accepted
Test Plan - Formal testing will determine whether the implementation
of targeted requirements have been successful or not.- Business owner,
and Stakeholders review Requirements Traceability to test results and
signed
Accepted
Production version - Technical Lead review of configuration and
signed
Accepted
Schedule - Milestone dates, status reports
Accepted
Budget - Budget reports, status
Accepted
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
4.0 PROJECT DELIVERABLES AND METHODOLOGY
4.1 PROJECT MANAGEMENT LIFE CYCLE
4.1.1 PROJECT MANAGEMENT DELIVERABLES
Phase
Summary of Phase
Key Deliverables
Initiation
This phase defines overall
parameters of the project and
established the appropriate
project management and quality
environment required to
complete the project.
Project Charter, Initial Risk
Assessment, High level
schedule, Approval for next
phase
Planning
This phase defines the exact
parameters of the project and
ensures all the pre-requisites for
execution and control are in
place.
RFP, signed vendor contract,
Project Management Plan, Team
members identified, Stakeholder
list, Functional Requirements,
High level WBS, High level
Schedule, Budget and
Communication Plans, Roles
and Responsibilities, Status
reports, approval for next phase
Implementation
The phase configures and
deploys the system.
Certification Form, updated
Project Management Plan,
Project Schedule, Configuration
Documentation, Testing
Documentation, Training
Documentation, Updated
Budget, Risk/Issue Management
Log, Status Report, Acceptance
Closeout
The phase accesses the project
and derives any lessons learned
and best practices.
Post Implementation Review
and Report, Administrative
Close-Out
4.1.1.1 Project Charter
Description – The initial project
deliverable plan will contain the
Project Charter. This deliverable
may be revised during planning
PAGE | 12
Deliverable Acceptance Criteria –
Sign-off by Project Sponsor or Project Director
Standards for Content and Format –
Use of DoIT Project Charter template
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
phase.
Quality Review –
Project team members review
4.1.1.2 Project Management Plan
Description – The Project
Management Plan will be the guide
used throughout the Project. This
plan will contain the following
plans: Scope Management,
Schedule Management, Budget,
Risk Management,
Communications, Change
Management, Lessons Learned and
Roles/Responsibilities of team
members. This plan is an evolving
document as new information will
be added and existing information
will be revised during initiation
and planning phase.
Deliverable Acceptance Criteria –
Approval by Project Team and Steering Committee
Sign-off by Project Sponsor. DoIT
Standards for Content and Format –
Use of DoIT Project Management Plan template
Quality Review –
Project team members review for consensus
Final review by Steering Committee and Sponsor
4.1.2 DELIVERABLE APPROVAL AUTHORITY DESIGNATIONS
DELIVERABLE
NUMBER
DELIVERABLE
APPROVERS (WHO
CAN APPROVE)
PRJ-DEL-001
Project Charter
Governance Team,
DoIT
PRJ-DEL-002
Project Management Plan (PMP)
Governance Team,
DoIT
PRJ-DEL-003
Kickoff Meeting Notes
Project Manager,
Business Owner
PRJ-DEL-004
Vendor Project Plan
Project Manager,
Project Team
PRJ-DEL-005
Vendor Requirements Analysis
Document
Project Manager,
Project Team
PRJ-DEL-006
Phase Launch
Project Manager,
Project Team
PRJ-DEL-007
Phase Completion
Project Manager,
Project Team
PRJ-DEL-008
System Completion
Project Manager,
PAGE | 13
DATE
APPROVED
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
DELIVERABLE
NUMBER
DELIVERABLE
APPROVERS (WHO
CAN APPROVE)
DATE
APPROVED
Governance Team
4.1.3 DELIVERABLE ACCEPTANCE PROCEDURE
The Project Manager, Project Team and the Project Sponsors will review and accept the project
documents.
4.2 PRODUCT LIFE CYCLE
Phase
Summary of Phase
Key Deliverables
I
Milestones 1-N
Requirements Analysis
Document , installed system,
user documentation, training,
phased launch, bug fixes,
acceptance testing
II
Milestones 1-N
System modifications,
Testing, Training, Phased
Launch, Bug fixes and
modifications
III
Maintenance
Vendor system maintenance
and support
4.2.1 TECHNICAL STRATEGY
TBD
PAGE | 14
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
4.2.2 PRODUCT AND PRODUCT DEVELOPMENT DELIVERABLES
To be determined through vendor contract negotiations. The following is a sample.
Deliverable One: Kickoff Meeting
Deliverable Name
Due Date
Compensation
Kickoff Meeting
XX Calendar Days After
Contract Execution
Not to exceed $$$$
Task Item
Kickoff
meeting
Acceptance
criteria
PAGE | 15
Sub
Tasks
Description
Sub 1
The Contractor and the Procuring Agency will hold a kickoff meeting.
The subject of the meeting will be to discuss an overview of the project,
voice any concerns, seek input from all parties, discuss the Project Plans
and identify Procuring Agency data elements and data sources. The
Contractor will work with the Procuring Agency project manager to
produce an agenda for the meeting and the Contractor will take notes of
the meeting and deliver a summary of the meeting.
Sub 2
The Contractor will take notes at the kickoff meeting and share the notes
with the Procuring Agency project manager.
Sub 3
The Procuring Agency will review and approve the kickoff meeting notes.
If the Agency notes any corrections or additions to the notes, the
Contractor will add said note or corrections
Deliverable 1 will be considered complete when the Procuring Agency accepts the
kickoff meeting notes.
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Deliverable 2: Project Plan
Deliverable Name
Due Date
Compensation
Project Plan
XX Days After Contract
Execution
Not to exceed $$ including Gross
Receipts Tax with 100% Retainage
per Article 3, Paragraph D.
Task Item
Sub
Tasks
Description
Project Plan
Sub 1
The Contractor will
Sub 2
The Procuring Agency will
Sub 3
The Contractor will prepare the Project Plan. The Project Plan is the
single comprehensive plan for the project and is managed by the
Contractor’s documentation manager. Changes to any portions, including
the Contractor’s schedule, must be approved via the change control
process. The Project Plan also includes all components identified in the
acceptance criteria below and the project management content referenced
in the contract.
Sub 4
The Procuring Agency will review the Project Plan. The Contractor will
update the Project Plan with all changes and additions provide by the
Procuring Agency and resubmit the Project Plan.
Sub 5
The Contractor will provide weekly status reports including but not
limited to status of activities, issues, risks, dependencies and proposed
resolutions
Sub 6
Deliverables will be reviewed and Accepted by the Procuring Agency
Acceptance
criteria
PAGE | 16
Deliverable 2 will be considered complete when the Procuring Agency accepts the
Project Plan.
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Deliverable 3: Requirements Analysis Document
Deliverable Name
Requirements Analysis
Document
Task Item
Sub
Tasks
Requirements Sub 1
Analysis
Document
Due Date
Compensation
Not to exceed $$ including Gross
XX Days After Contract
Receipts Tax with 100% Retainage
Execution
per Article 3, Paragraph D.
Description
The Contractor will create the Requirements Analysis Document. This
document will have the following components:
Flow diagram for the system– provides a schematic and narrative work flow
description for each major system business process including a description of
business rules and user actions impacting the work flow. Each work flow
description provides reference to the applicable specific requirements in the
RFP that are satisfied by the work flow processes.
Functional design specification provides a detailed description of how the
system will function and will provide detail of the user interface. This
document will describe how the user interacts with each screen and will
provide guidance on the layout of the screens. The emphasis is on
functionality of the screens. Final details of the screens including color and
branding will be developed during prototyping and implementation.
The Prototype will be used to aid the development of this document.
PAGE | 17
Sub 2
The Procuring Agency will review the Requirements Analysis Document.
The Procuring Agency will note and changes or additions which the
Contractor will add to the document.
Sub 3
The Contractor will revise the Requirements Analysis Document based on
input from the Procuring Agency and resubmit the document.
Sub 4
The Procuring Agency will review and approve the Requirements Analysis
Document.
Sub 5
The Contractor will provide weekly status reports including but not limited
to status of activities, issues, risks, dependencies and proposed resolutions
Sub 6
Deliverables will be reviewed and Accepted by the Procuring Agency
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Acceptance
criteria
PAGE | 18
Deliverable 4 will be considered complete when the Procuring Agency accepts the
Requirements Analysis Document.
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Deliverable 4: Phase X Launch
Deliverable Name
Phase X Launch
Task Item
Sub
Tasks
Phase Launch Sub 1
Acceptance
criteria
PAGE | 19
Due Date
Compensation
Not to exceed $$ including Gross
XX Days After Contract
Receipts Tax with 100% Retainage
Execution
per Article 3, Paragraph D.
Description
The Contractor will implement all Phase I functionality as defined in the
RFP, selected by the Procuring Agency, and refined in the Requirements
Analysis Document.
Sub 2
The Contractor will create test scripts for all Phase I functionality and
perform testing on all Phase I functionality using these test scripts. The
Contractor will correct errors when identified and retest.
Sub 3
The Contractor will re-import updated company and permit data. This is
the data that will be used for the Phase I launch and will reflect all new
accounts and permits since the initial import. This import will have any
corrections identified in the testing of the initial data.
Sub 4
The Contractor will
Sub 5
The Contractor will create user documentation for all Phase I
functionality. The Contractor will implement online help for all Phase I
functionality.
Sub 6
The Contractor will perform Phase I training for all Procuring Agency
personnel. Training will be performed XX
Sub 7
The Contractor and the Procuring Agency will launch the Phase I
functionality on the production environment.
Sub 8
The Contractor will provide weekly status reports including but not
limited to status of activities, issues, risks, dependencies and proposed
resolutions
Sub 9
Deliverables will be reviewed and Accepted by the Procuring Agency
Deliverable 5 will be considered complete when the Contractor successfully
launches Phase I functionality.
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Deliverable 5: Phase I Completion
Deliverable Name
Phase Completion
Task Item
Phase
Completion
PAGE | 20
Sub
Tasks
Due Date
Compensation
All Retainage for Deliverable #1
through Deliverable #X shall be paid
XX Days After Contract
upon Acceptance of this Deliverable,
Execution
not to exceed $$ including Gross
Receipts Tax
Description
Sub 1
The Procuring Agency will perform a phased rollout of Phase I
functionality at locations and with users of its choosing.
Sub 2
The Contractor will correct errors and implement user-specified
modifications in the system. All fixes and modifications will be
developed on the development environment, tested on the test
environment, and if Accepted by the Procuring Agency, implemented in
the production environment using a schedule of the Procurement
Agency’s choosing.
Sub 3
The Contractor will create a complete suite of Phase I acceptance test
scripts that fully test Phase I functionality. Each item in the test scripts
will refer to a project requirement and will have a description of how to
perform the test, expected correct results, and possible failure methods to
look for. The Procuring Agency will be free to add or change tests in its
acceptance scripts. The Contractor will insure that the system passes all
tests on all Phase I acceptance test scripts before declaring the system
ready for the Procuring Agency’s acceptance testing.
Sub 4
The Procuring Agency will perform acceptance testing.
Sub 5
The Procuring Agency and the Contractor will perform all Phase I close
out tasks and complete all Phase I closeout documentation.
Sub 6
The Contractor will provide weekly status reports including but not
limited to status of activities, issues, risks, dependencies and proposed
resolutions
Sub 7
Deliverables will be reviewed and Accepted by the Procuring Agency
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Acceptance
criteria
PAGE | 21
Deliverable 6 will be considered complete with the Phase I closeout.
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Deliverable 6: Phase X Launch
Deliverable Name
Phase X Launch
Task Item
Phase X
Launch
Acceptance
criteria
PAGE | 22
Sub
Tasks
Due Date
Compensation
Not to exceed $$ including Gross
XX Days After Contract
Receipts Tax with 100% Retainage
Execution
per Article 3, Paragraph D.
Description
Sub 1
The Contractor will implement all Phase II functionality as defined in the
RFP, selected by the Procuring Agency, and refined in the Requirements
Analysis Document.
Sub 2
The Contractor will create test scripts for all Phase II functionality and
perform testing on all Phase II functionality using these test scripts. The
Contractor will correct errors when identified and retest.
Sub 3
The Contractor will create user documentation for all Phase II
functionality. The Contractor will implement online help for all Phase II
functionality.
Sub 4
The Contractor will perform Phase II training for all Procuring Agency
personnel. Training will be performed in accordance with the training
plan in the Project Plan.
Sub 5
The Contractor and the Procuring Agency will launch the Phase II
functionality on the production environment.
Sub 6
The Contractor will provide weekly status reports including but not
limited to status of activities, issues, risks, dependencies and proposed
resolutions
Sub 7
Deliverables will be reviewed and Accepted by the Procuring Agency
Deliverable 7 will be considered complete when the Contractor successfully
launches Phase II functionality.
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Deliverable 7: Phase X Completion
Deliverable Name
Phase X Completion
Task Item
Phase X
Completion
Sub
Tasks
Due Date
Compensation
All Retainage for Deliverable #X
XX Days After Contract shall be paid upon Acceptance of this
Execution
Deliverable, not to exceed $$
including Gross Receipts Tax.
Description
Sub 1
The Procuring Agency will perform a phased rollout of Phase II
functionality at locations and with users of its choosing.
Sub 2
The Contractor will correct errors and implement user-specified
modifications in the system. All fixes and modifications will be
developed on the development environment, tested on the test
environment, and if Accepted by the Procuring Agency, implemented in
the production environment using a schedule of the Procuring Agency’s
choosing.
Sub 3
The Contractor will create a complete suite of Phase II acceptance test
scripts that fully test Phase II functionality. Each item in the test scripts
will refer to a project requirement and will have a description of how to
perform the test, expected correct results, and possible failure methods to
look for. The Procuring Agency will be free to add or change tests in its
acceptance scripts. The Contractor will insure that the system passes all
tests on all Phase II acceptance test scripts before declaring the system
ready for the Procuring Agency’s acceptance testing.
Sub 4
The Contractor will complete all system documentation and deliver to the
Procuring Agency.
Sub 5
The Procuring Agency will perform, but not limited to,
performance and user acceptance testing.
PAGE | 23
Sub 6
The Procuring Agency and the Contractor will perform all Phase II close
out tasks and complete all Phase II closeout documentation.
Sub 7
The Contractor will provide weekly status reports including but not
limited to status of activities, issues, risks, dependencies and proposed
resolutions
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Sub 8
Acceptance
criteria
PAGE | 24
Deliverables will be reviewed and Accepted by the Procuring Agency
Deliverable 8 will be considered complete with the Phase II closeout.
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Deliverable 8: Support Maintenance
Deliverable Name
Due Date
Support, Maintenance
Year 1 Support and
Maintenance Begins upon
Acceptance of Deliverable
#X and Ends 12 Months
Later.
Task Item
Problem
Support
Sub
Tasks
Compensation
Not to exceed $$ including Gross
Receipts Tax.
Description
Sub 1
The Contractor shall make technical support personnel available by phone
and email on the following schedule: Monday through Friday, 8:00A.M.
To 5:00P.M., excluding state holidays.
Sub 2
The Contractor will log requests and provide to the Procuring Agency
technical support services for the Software based on the priority levels
and problem resolution processes described in the Performance Measures,
above.
Sub 3
The Contractor will update documentation (Systems Administration
Guide, User Guide, and Product Manual) to reflect changes made to the
system as a result of problem resolution.
Sub 4
The Contractor will respond to technical and functional questions about
the CAD system. Such requests will be assigned a default Priority of
Priority 3 unless the Procuring Agency requests a higher priority be
assigned to the request.
Monthly
Report
Sub 1
The Contractor shall provide or make available online a monthly report on
the activity and status of all logged requests received from the Procuring
Agency.
Activities
Tracking
Sub 1
Contractor shall maintain a log of requests in a Procuring Agency
approved tracking system with a unique number assigned to each
Procuring Agency request. The unique number shall be provided by the
contractor to Procuring Agency for reference and communication.
Sub 2
The Procuring Agency will assign one of four levels of priority to each
request:
 Priority 1 is the most severe program error and represents a situation
where mission critical features and functions of the CAD System are
unavailable and no practical alternate mode of operation is available.
PAGE | 25
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM



PAGE | 26
Priority 1 problems will be corrected or a solution will be provided by
Contractor for corrective action within two (2) hours.
Priority 2 indicates a problem in which certain features and
functionality are not available and no practical alternate mode of
operation is available. Priority 2 problems will be corrected or a plan
will be provided by the Contractor for corrective action within one
(1) Business Day.
Priority 3 is the normal “next-in-line” problem priority assignment.
At this level, requests are worked on in the order in which they are
received. Priority 3 problems will be corrected or a plan will be
provided by Contractor for corrective action within ten (10) Business
Days.
Priority 4 is the Release assignment. At this level, requests are
worked on as deemed appropriate by Procuring Agency. Priority 4
issues will be incorporated into specific releases, documented in an
Application Deployment Package, which will be scheduled for
delivery at the discretion of the Procuring Agency after time and cost
estimates are provided by the Contractor and approved by the
Agency, if applicable. As such, priority 4 issues will be due at the
time the specific Release is delivered.
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Deliverable 9: No Cost Warranty Period
Deliverable Name
Due Date
No Cost Warranty
Period
Begins upon Acceptance of
Deliverable #X and Ends
12 Months Later.
Task Item
Problem
Support
Sub
Tasks
Compensation
No Compensation.
Description
Sub 1
The Contractor shall make technical support personnel available by phone
and email on the following schedule: Monday through Friday, 8:00A.M.
To 5:00P.M., excluding state holidays.
Sub 2
The Contractor will log requests and provide to the Procuring Agency
technical support services for the Software based on the priority levels and
problem resolution processes described in the Performance Measures,
above.
Sub 3
The Contractor will update documentation (Systems Administration
Guide, User Guide, and Product Manual) to reflect changes made to the
system as a result of problem resolution.
Sub 4
The Contractor will respond to technical and functional questions about
the CAD System. Such requests will be assigned a default Priority of
Priority 3 unless the Procuring Agency requests a higher priority be
assigned to the request.
Monthly
Report
Sub 1
The Contractor shall provide or make available online a monthly report on
the activity and status of all logged requests received from the Procuring
Agency.
Activities
Tracking
Sub 1
Contractor shall maintain a log of requests in a Procuring Agency
approved tracking system with a unique number assigned to each
Procuring Agency request. The unique number shall be provided by the
contractor to Procuring Agency for reference and communication.
Sub 2
The Procuring Agency will assign one of four levels of priority to each
request:
 Priority 1 is the most severe program error and represents a situation
where mission critical features and functions of the CAD System are
unavailable and no practical alternate mode of operation is available.
Priority 1 problems will be corrected or a solution will be provided by
Contractor for corrective action within two (2) hours.
PAGE | 27
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM



PAGE | 28
Priority 2 indicates a problem in which certain features and
functionality are not available and no practical alternate mode of
operation is available. Priority 2 problems will be corrected or a plan
will be provided by the Contractor for corrective action within one (1)
Business Day.
Priority 3 is the normal “next-in-line” problem priority assignment.
At this level, requests are worked on in the order in which they are
received. Priority 3 problems will be corrected or a plan will be
provided by Contractor for corrective action within ten (10) Business
Days.
Priority 4 is the Release assignment. At this level, requests are
worked on as deemed appropriate by Procuring Agency. Priority 4
issues will be incorporated into specific releases, documented in an
Application Deployment Package, which will be scheduled for
delivery at the discretion of the Procuring Agency after time and cost
estimates are provided by the Contractor and approved by the
Agency, if applicable. As such, priority 4 issues will be due at the
time the specific Release is delivered.
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Deliverable 10: Year 3 Support and Maintenance
Deliverable Name
Year 3 Support and
Maintenance
Task Item
Problem
Support
Sub
Tasks
Due Date
Begins 36 Months after
Acceptance of Deliverable
#X Months and Ends 48
Months after Acceptance
of Deliverable #X.
Compensation
Not to exceed $$
including Gross Receipts Tax.
Description
Sub 1
The Contractor shall make technical support personnel available by phone
and email on the following schedule: Monday through Friday, 8:00A.M.
To 5:00P.M., excluding state holidays.
Sub 2
The Contractor will log requests and provide to the Procuring Agency
technical support services for the Software based on the priority levels
and problem resolution processes described in the Performance Measures,
above.
Sub 3
The Contractor will update documentation (Systems Administration
Guide, User Guide, and Product Manual) to reflect changes made to the
system as a result of problem resolution.
Sub 4
The Contractor will respond to technical and functional questions about
the CAD System. Such requests will be assigned a default Priority of
Priority 3 unless the Procuring Agency requests a higher priority be
assigned to the request.
Monthly
Report
Sub 1
The Contractor shall provide or make available online a monthly report on
the activity and status of all logged requests received from the Procuring
Agency.
Activities
Tracking
Sub 1
Contractor shall maintain a log of requests in a Procuring Agency
approved tracking system with a unique number assigned to each
Procuring Agency request. The unique number shall be provided by the
contractor to Procuring Agency for reference and communication.
Sub 2
The Procuring Agency will assign one of four levels of priority to each
request:
 Priority 1 is the most severe program error and represents a situation
where mission critical features and functions of the CAD System are
PAGE | 29
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM



unavailable and no practical alternate mode of operation is available.
Priority 1 problems will be corrected or a solution will be provided by
Contractor for corrective action within two (2) hours.
Priority 2 indicates a problem in which certain features and
functionality are not available and no practical alternate mode of
operation is available. Priority 2 problems will be corrected or a plan
will be provided by the Contractor for corrective action within one
(1) Business Day.
Priority 3 is the normal “next-in-line” problem priority assignment.
At this level, requests are worked on in the order in which they are
received. Priority 3 problems will be corrected or a plan will be
provided by Contractor for corrective action within ten (10) Business
Days.
Priority 4 is the Release assignment. At this level, requests are
worked on as deemed appropriate by Procuring Agency. Priority 4
issues will be incorporated into specific releases, documented in an
Application Deployment Package, which will be scheduled for
delivery at the discretion of the Procuring Agency after time and cost
estimates are provided by the Contractor and approved by the
Agency, if applicable. As such, priority 4 issues will be due at the
time the specific Release is delivered.
4.2.3 DELIVERABLE APPROVAL AUTHORITY DESIGNATIONS
Complete the following table to identify the deliverables this project is to produce, and to name
the person or persons who have authority to approve each deliverable.
See 4.1.2
4.2.4 DELIVERABLE ACCEPTANCE PROCEDURE
Signed document stating formal acceptance.
5.0 PROJECT WORK
5.1 WORK BREAKDOWN STRUCTURE (WBS)
PAGE | 30
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
A WBS is a deliverable-oriented grouping of project elements that organizes and defines the total
work scope of the project. Describe the work activities that comprise the work breakdown
structure (WBS) or the work packages within the WBS. Identify the WBS element or other work
package identifier and provide a general description of the tasks or activities, the definition or
objectives, and the milestones and deliverables of each work package.
Use the chart below for highest level presentation, and provide a more detailed WBS as an
attachment to this project plan.
Identifier
Work Package Description
Detailed tasks will be defined
with the vendor.
PAGE | 31
Definition/Objective
Milestone/Deliverable
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
5.2 SCHEDULE ALLOCATION -PROJECT TIMELINE
ESTIMATE
Computer Aided Dispatch Schedule Estimated
No.
Task Name
Duration Start Days
after
NTP
End Days
after
NTP
Pred
Resource
1
Project start date
1 day
1
1
2
Kickoff meeting
2 days
2
3
1
STATE,VENDOR
3
Kickoff meeting
notes
5 days
4
10
2
VENDOR
4
State
reviews/approves
kickoff meeting
notes
5 days
11
17
3
STATE
5
Milestone 1
17
17
4
8
VENDOR prepares
Project Plan
5 days
11
17
3
VENDOR
9
State
reviews/approves
Project Plan
5 days
18
24
8
STATE
10
Milestone 2
24
24
9
11
Project
Requirements
meetings
25
30
10
17
Milestone 3
59
59
15,16
18
VENDOR creates
Requirements
Analysis Document
10 days
31
44
11
VENDOR
19
State reviews
Requirements
Analysis Document
pass 1
10 days
45
58
18
STATE
20
VENDOR revises
Requirements
Analysis Document
5 days
59
65
19
VENDOR
PAGE | 32
5 days
STATE,
VENDOR
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Computer Aided Dispatch Schedule Estimated
No.
Task Name
Duration Start Days
after
NTP
End Days
after
NTP
Pred
Resource
21
State
reviews/approves
Requirements
Analysis Document
5 days
66
72
20
STATE
22
Milestone 4
72
72
21
24
Phase testing
15 days
66
86
23
VENDOR
26
VENDOR stands up
Production
Environment
10 days
73
86
24FF
VENDOR
27
VENDOR creates
Phase user
documentation and
help
30 days
45
86
24FF
28
Phase Training
10 days
87
100
24
STATE,
VENDOR
29
Phase phased launch
1 day
101
101
28
STATE,PSDC
30
Milestone 5
101
101
29
32
Phase bug fixes and
modifications
15 days
193
213
31
VENDOR
33
Phase acceptance
testing
5 days
214
220
32
STATE
34
Phase closeout
16 days
221
242
33
STATE,
VENDOR
35
Milestone 6
242
242
34
PAGE | 33
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
5.3 PROJECT BUDGET
TBD
Identifier
PB-01
PB-02
PB-03
PB-04
PB-05
PAGE | 34
PSDC Permitting and Routing System
Cost
All Phase Functionality
TBD
Year 1 Support and Maint. No Cost/Warranty
TBD
Year 2 Host, Support, Maint.
TBD
Year 3 Host, Support, Maint.
TBD
Total fees for development and four years of maintenance and
hosting
TBD
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
5.4 PROJECT TEAM
5.4.1 PROJECT TEAM ORGANIZATIONAL STRUCTURE
CAD
Project Team
Mr. Gregory J. Fouratt
Cabinet Secretary
Department of Public Safety
Executive Sponsors
Scott Weaver
Deputy Secretary
Department of Public Safety
Business Owners
Ron Burton
CIO
Department of Public Safety IT
Adrian Armijo
Deputy Chief
Department of Public Safety
State Police
Project Management
Cesario Alvillar
ITD Project Management
Bureau Chief
Project Manager
Department of Public Safety IT
Darrell Graham
ITD-TSB Bureau Chief
Technical Lead
Department of Public Safety IT
Pete Kassetas
Chief
Department of Public Safety
State Police
Kimberly Clark
Department of Public Safety
Communications Director
Operational Support
Marco Silva
CAD / GIS Systems
Administrator
Subject Matter Expert
Department of Public Safety IT
4/14/2015
PAGE | 35
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
5.4.2 PROJECT TEAM ROLES AND RESPONSIBILITIES
Project Artifacts
(with Roles and Responsibilities)
Sponsor
QA
Lead
Architecture
†
Procurement
Lead
C
C
C
I
I
I
I
A, R
C
C
C
C
I
C
I
Planning
Certification
Request
Project
Management Plan
A,R
C
C
C
I
I
C
A,R
C
C
C
I
C
C
Risk & Issues Log
A, R
C
C
C
C
I
C
I
Stakeholder list
Business
Requirements
Business
Requirements
Review
Communications
Plan
A
R
C
C
I
C
I
I
C
A
R
C
C
C
I
C
I
C
A
R
I
C
C
I
C
I
C
A, R
C
C
C
C
C
C
I
Process Models
A
R
I
C
C
I
C
I
I
C
*
Request for X (Info,
Proposal, Quote)
A
R
C
C
C
I
C
C
I
*
Requirements
Fit/Gap Analysis
A
R
I
C
C
I
C
I
C
Artifact
Business
Analyst
A,R
Tech
Leads
Business
Lead
Project Phase
Project
Manager
Vendor
Initiation
Initiation
Certification
Request
Initiation Project
Charter
Planning
*
*
PAGE | 36
C
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
*
*
*
IV&V Contract
A
R
I
C
C
C
C
C
C
Project Schedule
Budget (Spend
Plan)
A,R
C
C
C
C
C
C
C
C
A,R
C
C
C
C
I
C
C
Project Test Plan
A
C
C
C
R
C
C
I
Training Strategy
Implementation
Certification
Request
Architectural
Solution Package
Architecture
Technical Review
Presentation
Architecture
Technical
Architecture
Review Request
Form
Architecture
Business
Continuity
Architecture
Operations and
Support Plan
Architecture
System Design
Document
Architecture
Hosting Exception
Request Form
A
C
C
R
I
I
C
I
A,R
C
I
I
I
C
C
C
A
C
I
C
I
C
R
C
A
R
C
C
C
C
C
C
A
R
I
I
I
I
I
A
R
I
C
I
C
C
C
A
R
I
C
I
C
C
C
A
C
I
C
I
C
R
C
A
C
C
C
I
C
R
C
A
C
I
C
C
R
C
Architecture NM
DoIT Security
Questionnaire
PAGE | 37
C
C
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Implementation
& Closeout
*
*
*
Change
Management
Request
A
C
C
C
C
C
R
C
C
Contracts
A
R
C
C
I
C
C
R
C
Status Reports
Invoice Processing
& Accruals
A
R
I
C
C
I
C
I
C
A
C
I
C
I
I
I
R
I
Lessons Learned
A, R
C
C
C
C
C
C
C
Project Acceptance
Project Change
Control
A, R
R
C
C
C
C
C
C
A, R
C
C
C
C
C
C
C
C
Project Closure
Purchase
Requisitions and/or
Orders
QA User
Acceptance Test
Sign-off
Sponsor Status
Reports
Team Meetings &
Reports
Test Coverage
Matrix
A, R
C
I
I
C
C
C
C
C
A, R
C
I
I
I
I
I
R
C
A,R
I
C
C
R
I
C
C
C
A, R
C
I
C
C
A, R
C
C
C
C
C
C
I
C
A
C
C
C
R
C
C
C
A
C
I
C
R
C
A, R
C
I
R
C
C
C
Test Results and
Defect Reports
*
Training Plan
R = Responsible A = Accountable C = Consulted I = Informed
* If applicable to the project scope
PAGE | 38
I
C
C
C
† Includes Integration,
Application, Infrastructure,
and Info Security Leads
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
ROLE
RESPONSIBILITY
NAME
FUNCTIONAL
AREA
Project
Manager/Business
Analyst
See RACI Above
Cesario Alvillar
DPS IT
Sponsor
See RACI Above
Gregory J. Fouratt
DPS
Business Lead/QA Lead
See RACI Above
Kimberly Clark
DPS
Communications
Architecture
See RACI Above
DoIT
DoIT
Technical Lead
See RACI Above
Darrell Graham
DPS IT
Procurement lead
See RACI Above
Elizabeth (Karana)
Haring
DPS
Vendor
See RACI Above
Tim Pilcher
Vendor
PAGE | 39
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
5.6 PROJECT LOGISTICS
Logistics describes how the project manager, project team, the business owner/customer and any
vendor resources will physically work together. Include anything to do with moving or starting
resources. Training specifically related to project team members should be included here.
5.6.1 PROJECT TEAM TRAINING
Describe training if any needed by project team members. This is not to include training for end
users, system administrators or business owners; those should be handled within a training
document or part of the transition to operations planning.
N/A
Resource
Marco Silva
PAGE | 40
Cost
Estimate
Estimated
Hours
Availability
Skill Set
Work Product/Deliverable
SQL Server
Reporting
SQL Server Reporting
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
6.0 PROJECT MANAGEMENT AND CONTROLS
6.1 RISK AND ISSUE MANAGEMENT
6.1.1 RISK MANAGEMENT STRATEGY
Maintain a Project Risk Log.
6.1.2 PROJECT RISK IDENTIFICATION
At the beginning of each project team meeting, the risk log will be reviewed/updated and any
new risks identified.
6.1.3 PROJECT RISK MITIGATION APPROACH
Each identified risk will be assigned to someone to mitigate and a due date assigned. See matrix
below.
6.1.4 RISK REPORTING AND ESCALATION STRATEGY
Steering Member

Project Sponsor

Project Manager





PAGE | 41
Review and accept the initial risk assessment, management
plan, project plan and budget
Review and accept the initial risk assessment, management
plan, project plan and budget
Conduct initial risk assessment
Develop plans with project team for risk
Keep an issue and risk tracking log and will work with the
Project Team for corrective action
Hold reviews of the issue and risk log with the Project
Director as required
Provide an issue and risk log review at meetings
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
6.1.5 PROJECT RISK TRACKING APPROACH
Category
Sequence
Risk/Issue/Action
Planning
P-A15
Provide network
spec/Description pg. 31
Planning
Planning
Planning
Planning
P-A22
P-A23
P-A24
P-A25
P-I01
PAGE | 42
Impact
Meet with Karana,
does word "shall"
eliminate a
vendor?
Ask Karana if
column Priority
(H,M,L)can be
deleted for RFP to
vendor and keep
for internal
scoring? Coralate
to 1,2,3? Delete if
Priority column
deleted?
Can funds be used
for an RFP for the
RMF system?
What is contract
approval process?
There are
questions about
the funding of the
project and the
rules/law
governing use and
expenditures.
Spending deadlines
missed, project
jeopardized due to
lack of funds
Owner
Mitigation
Start Date
Due Date
Darrel
2/14/2014
2/20/2014
Cesario
2/20/2014
2/21/2014
Kim
2/20/2014
2/272014
Kim
2/21/2014
3/3/2014
Kim, Cesario
Ask Karana
2/24/2014
3/3/2014
Kim
Cesario and Kim will
meet with Steve Riggs
for process review
2/26/2014
2/26/14
Date Completed
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Planning
P-R07
Planning
P-R11
Planning
P-A29
P - Planning
A - Action
R - Risk
I- Issue
IM Implementation
Risks are
mitigated mitigated by
reducing its
probability of
happening to
zero
Risk - an
uncertain event
that may or may
not happen, that
will impact your
project adversely
(positive or
negative) affecting
the outcome of the
project
PAGE | 43
Maps
Moving the
contract through
the approval
process could take
longer than
wanted.
Data
Requirements
assessment - meet
and provide DPS
with a template
and help with a
survey
Issues are resolved
- taking action
Issue - an issue is a
matter in question or
dispute that is
disruptive to the
smooth execution of
a project as planned.
There is no
probability attached,
it is a certitude. An
Issue will happen, is
happening now, or
has already
happened.
No maps for
dispatchers, a must
for CAD
Project delays, loss
of funds
Darrel/Marco
Work with Gar on his
consolidated mapping
project
2/4/2014
2/27/2014
Kim, Cesario
Kim and Karana will
move the contracts
through the process
2/25/2014
2/25/2014
EDAC,Marco,
Perri
Meet and provide DPS
with a template and
help with a survey
3/6/2014
3/24/2014
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
6.1.6 ISSUE MANAGEMENT
6.1.6.1 Internal Issue Escalation and Resolution Process
Issues will be entered into the Issue Tracking Log. The Project Team will be responsible for
tracking issues through to resolution. The project team will review the issues list at each project
meeting. Issues that require resolution by executive sponsors will be brought to their attention.
6.1.6.2 External Issue Escalation and Resolution Process
External issues will be entered into the Issue Tracking Log and tracked the same as internal
issues. The Project Manager will escalate to executive sponsors as required.
6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&V
Independent Verification and Validation will be contracted to MTG to perform for the duration
of the project.
Weekly status meetings will be held with the contractor to review contracted deliverables.
6.3 SCOPE MANAGEMENT PLAN
6.3.1 CHANGE CONTROL
6.3.1.1 Change Control Process
Changes to the project will use the following process:
PAGE | 44
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
Project Manager
Technical Lead
Permitting & Routing Change Control Process
Change Order
Update
Design, Specs,
Requirements
Baseline New
versions
Log and Review
Change Requests
Change Request
impacts scope, time,
Budget?
No
Create Change
Order
Update
Change
Request
Log
Update Charter,
Scope,Requirements
Schedule, Budget
Create Change
Order
Yes
Steering
Committee
Business
Owner
No
Yes
Raise to Steering
Committee?
No
Approve?
Yes
3/25/2014
PAGE | 45
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
6.3.1.2 Change Control Board (CCB)
The Steering Committee will act as the CCB. See change control process above.
CAD
Project Governance
Mr. Gregory J. Fouratt
Cabinet Secretary
Department of Public Safety
Executive Sponsors
Scott Weaver
Deputy Secretary
Department of Public Safety
Business Owners
Ron Burton
CIO
Department of Public Safety IT
Adrian Armijo
Deputy Chief
Department of Public Safety
State Police
Project Management
Cesario Alvillar
ITD Project Management
Bureau Chief
Project Manager
Department of Public Safety IT
Darrell Graham
ITD-TSB Bureau Chief
Technical Lead
Department of Public Safety IT
Pete Kassetas
Chief
Department of Public Safety
State Police
Kimberly Clark
Department of Public Safety
Communications Director
Operational Support
4/15/2015
PAGE | 46
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
6.4 PROJECT BUDGET MANAGEMENT
6.4.1 BUDGET TRACKING
The Project Manager will work with Contracts, Business Owner and the Executive Sponsor to
verify cost estimates with the actual billed amounts and ensure that Project reporting is accurate.
6.5 COMMUNICATION PLAN
6.5.1 COMMUNICATION MATRIX
Audience
Steering Committee
Method
SharePoint project website
progress update and/or email
Status Meeting delivering
status report documents
Timing
Participants
Weekly*
Project Manager, Vendor**
Weekly
VENDOR, Project Manager,
Project Team, Optional
Stakeholders
Weekly
Project Manager, Project
Team, Optional Stakeholders
Project Team meetings
Project Team
SharePoint project website
progress update and/or email
Key Topic discussions
Vendor
Email progress update;
Meeting
* or as requested
** others as requested
Status report documents include Project schedule update, Deliverables update, Issues update
6.5.2 STATUS MEETINGS
Project team meetings will be weekly, with other meetings as required.
6.5.3 PROJECT STATUS REPORTS
In addition to the status listed above, the monthly DoIT Status Report will be completed by the
Project Manager and submitted to DoIT.
PAGE | 47
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS)
6.6.1 BASELINES
Project Area
Category
Measure
Requirements
Quality
Team and Stakeholder review
and signed
Functional Baseline
Design
Quality
Allocated Baseline
Test Plan
Quality
Testing
Production version
Quality
Production Baseline
Technical Lead review
Requirements Traceability to
design and signed
Business owner, and
Stakeholders review
Requirements Traceability to
test results and signed
Technical Lead review of
configuration and signed
Schedule
Project Time Milestones
Milestone dates, status
reports
Budget
Project Budget Milestones
Budget reports, status
PAGE | 48
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
6.7 QUALITY OBJECTIVES AND CONTROL
6.7.1 QUALITY STANDARDS
No.
Quality Standard
Tracking Tool or Measure
Certification to proceed to next phase by DoIT
• Approval from DoIT
Project Certification
Committee and release of
funds
2
Project issues/risks documented, tracked, and worked to
resolution
• Issues/risks Log
3
Project budget
• Weekly budget review
4
Project Schedule
• Weekly Schedule update
and review
5
Verification and Validation
• Scheduled reviews
• Issue tracking and
resolution
• Reports
6
Project completed within budget, schedule, and scope
• Project Management Plan
• Project Change Control
Process
• Scope Management
• Steering Committee
Meeting Decisions
1
PAGE | 49
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
6.7.2 PROJECT AND PRODUCT REVIEW AND ASSESSMENTS
Review Type
Quality Standard
Tools
Reviewer
Reports
Requirements
Approved and signed
Requirements
document
Meetings, MS Word,
MS Excel, Visio, other
tools as needed
Project Team, Project
Stakeholders, Steering
Committee
Status
Plans
Input from team,
Stakeholders, SMEs,
vendors
Meetings, MS Project,
Visio, other tools as
needed
Project Team, Sponsor(s)
Status
Milestones
Scheduled dates
MS Project
Project Team, Project
Sponsor
Status
Testing
Test results in
alignment with
Requirements
Test scripts, user input, SMEs, Project Team,
test tracking
Project Manager
Test plan, User
acceptance
Training
All training delivered
to at planned time and
users
Vendor dependent
Training Plan
Business owner, SMEs
6.7.3 AGENCY/CUSTOMER SATISFACTION
Areas of feedback
When
How Often
DPS
Anytime
Anytime
Project quality of
communications
Meetings
Project Team meetings
Manages project tasks
Meetings
Monthly
Productive Meetings
Anytime
Anytime
PAGE | 50
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
6.7.4 PRODUCT DELIVERABLE ACCEPTANCE PROCESS
Deliverable
Final Approval Process
Customer Acceptance Criteria
Kickoff meeting notes
Project Manager and Business Owner
review
Notes are complete
Project Plan
Project Manager and Team review
Plan includes all in contract
Preliminary permitting and routing system
– prototype
Team review
As stated in contract
Requirements Analysis Document
Project Manager, Business Owner and
Technical Lead review
Review of requirements document
Test Environment
Technical Lead will approve
Review of system specs
Production Environment
Technical Lead will approve
Review of system specs
User Documentation
Business Owner will approve
Business Owner review
Training
Business Owner, SMEs
SMEs review and feedback
Phase X Acceptance Test
Business Owner, Technical Lead
Project Team review of test results
Phase XX Acceptance Test
Phase X Acceptance Test
Project Team review of test results
6.8 CONFIGURATION MANAGEMENT
6.8.1 VERSION CONTROL
All documents will receive a version number and stored in the project folder(s).
6.8.2 PROJECT REPOSITORY (PROJECT LIBRARY)
All project documents will be stored in the following folder:
Z:\Communications Director\CAD RFP
6.9 PROCUREMENT MANAGEMENT PLAN
All procurements will be tracked by the Project Manager and Business Owner.
PAGE | 51
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM
7. 0 PROJECT CLOSE
7.1 ADMINISTRATIVE CLOSE
The closeout activities for the CAD Project will be by milestones defined in the project. The
final closeout will include the completion of CAD Project documentation, the DoIT closeout
report and a presentation to the DoIT Project Certification Committee for approval to formally
close the project.
7.2 CONTRACT CLOSE
Review of contract deliverables for completeness by the Project Manager and the Business
Owner.
ATTACHMENTS
Attachments are included for additional information, but are not formally considered part of the
Project Plan for approvals and change management purposes. Examples

Acronyms, abbreviations and definitions
o CAD, Computer Aided Dispatch
o DPS, Department of Public Safety
o DOT, Department of Transportation
o EDAC, Earth Data Analysis Center
o
PAGE | 52
PROJECT MANAGEMENT PLAN FOR COMPUTER AIDED DISPATCHING SYSTEM

Project timeline
CAD Timeline
Jun 2015 - Jan 2017
Development / Testing / Training / Cutover
Today
Feb 2013 - Jun 2015
Planning Phase
Sep 2012
Initiation Cert
Apr 2015
Planning Cert
Release of Funds
Feb 2013 Apr 2013 - Jun 2013
Planning Cert Processes Written
Sep 2012 - Feb 2013
Initiation Phase
1/1/2013
Jun 2015 - Jan 2017
Implementation Phase
Apr 2013 - Dec 2013
Recommendations
Jun 2015
Implementation Cert
Jan 2014 - Feb 2015
RFP
1/1/2014
1/1/2015
1/1/2016
9/1/2012
Assessment
Sep 2012 - Dec 2012
Page 1
PAGE | 53
Mar 2017
Close Out Cert
Project Mgr starts
Nov 2013
1/1/2017
3/31/2017
Finish
April 14, 2015