OUTDOOR ADVERTISING CONTROL SYSTEM
(OACS)
P R O JE C T M A N A GEM E N T PLA N
(PMP)
EXECUTIVE SPONSOR – ERNEST ARCHULETA-OPERATIONS SUPPORT DIVISION
DIRECTOR
BUSINESS OWNER - RICK PADILLA, STATE MAINTENANCE BUREAU CHIEF
PROJECT MANAGER – MICHAEL A. OTERO, NMDOT OUTDOOR ADVERTISING
PROGRAM / GENEVIEVE GRANT, INFORMATION TECHNOLOGY
ORIGINAL PLAN DATE: NOVEMBER 3, 2014
REVISION DATE: NOVEMBER 22, 2014
REVISION: 1.0
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
REVISION HISTORY................................................................................................................................................ III
ABOUT THIS DOCUMENT ...................................................................................................................................... IV
1.0 PROJECT OVERVIEW ......................................................................................................................................... 1
1.1 EXECUTIVE SUMMARY- RATIONALE FOR THE PROJECT ..................................................................................................2
1.2 FUNDING AND SOURCES .............................................................................................................................................3
1.3 CONSTRAINTS ..........................................................................................................................................................3
1.4 DEPENDENCIES.........................................................................................................................................................3
1.5 ASSUMPTIONS.....................................................................................................................................................4
1.6 INITIAL PROJECT RISKS IDENTIFIED..............................................................................................................................4
2.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE .............................................................................. 6
2.1 STAKEHOLDERS ........................................................................................................................................................6
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 ........................................................................8
2.3 EXECUTIVE REPORTING..............................................................................................................................................8
3.0 SCOPE .............................................................................................................................................................. 9
3.1 PROJECT OBJECTIVES ................................................................................................................................................9
3.1.1 Business Objectives .....................................................................................................................................9
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 ............................................................................................................14
4.1.2 Deliverable Approval Authority Designations ...........................................................................................19
4.1.3 Deliverable Acceptance Procedure ............................................................................................................20
4.2 PRODUCT LIFE CYCLE .........................................................................................................................................20
4.2.1 Technical Strategy .....................................................................................................................................21
4.2.2 Product and Product Development Deliverables .......................................................................................22
4.2.3 Deliverable Approval Authority Designations ...........................................................................................22
4.2.4 Deliverable Acceptance Procedure ............................................................................................................23
5.0 PROJECT WORK .............................................................................................................................................. 24
5.1 WORK BREAKDOWN STRUCTURE (WBS) ....................................................................................................................24
5.2 SCHEDULE ALLOCATION -PROJECT TIMELINE ................................................................................................................24
5.3 PROJECT BUDGET ...................................................................................................................................................25
5.4 PROJECT TEAM ......................................................................................................................................................26
5.4.1 Project Team Organizational Structure .....................................................................................................26
5.4.2 Project Team Roles and Responsibilities ...................................................................................................26
5.5 STAFF PLANNING AND RESOURCE ACQUISITION..................................................................................................28
5.5.1 Project Staff ...............................................................................................................................................28
5.6 PROJECT LOGISTICS ...........................................................................................................................................29
5.6.1 Project Team Training ...............................................................................................................................30
6.0 PROJECT MANAGEMENT AND CONTROLS ...................................................................................................... 31
6.1 RISK AND ISSUE MANAGEMENT.................................................................................................................................31
6.1.1 Risk Management Strategy .......................................................................................................................31
6.1.2 Project Risk Identification ..........................................................................................................................31
REVISION: 0.0
DOIT-PMO-TEM-020
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
6.1.3 Project Risk Mitigation Approach ..............................................................................................................31
6.1.4 Risk Reporting and Escalation Strategy.....................................................................................................31
6.1.5 Project Risk Tracking Approach .................................................................................................................31
6.1.6 ISSUE MANAGEMENT ................................................................................................................................32
6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&V .............................................................................................33
6.3 SCOPE MANAGEMENT PLAN ....................................................................................................................................33
6.3.1 Change Control ..........................................................................................................................................33
6.4 PROJECT BUDGET MANAGEMENT..............................................................................................................................33
6.5 COMMUNICATION PLAN ..........................................................................................................................................33
6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS) ......................................................................................34
6.7 QUALITY OBJECTIVES AND CONTROL ................................................................................................................34
6.7.1 Quality Standards ......................................................................................................................................35
6.7.2 Project and Product Review AND ASSESSMENTS ......................................................................................35
6.7.3 Agency/Customer Satisfaction ..................................................................................................................35
6.7.4 PRODUCT DELIVERABLE ACCEPTANCE PROCESS .......................................................................................36
6.8 CONFIGURATION MANAGEMENT .....................................................................................................................36
6.8.2 Project Repository (Project Library) ...........................................................................................................36
6.9 PROCUREMENT MANAGEMENT PLAN ..............................................................................................................36
7.0 PROJECT CLOSE .............................................................................................................................................. 37
7.1 Administrative Close .....................................................................................................................................37
7.2 Contract Close ..............................................................................................................................................37
REVISION: 0.0
DOIT-PMO-TEM-020
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
REVISION HISTORY
REVISION NUMBER
DATE
COMMENT
0.1
November 3, 2014
Original Draft
0.2
November 6, 2014
Review and revised
0.3
November 12, 2014
Review and revised
0.4
November 20, 2014
Reviewed and modified per DoIT e-review
1.0
November 22, 2014
Final version
REVISION: 0.0
DOIT-PMO-TEM-020
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
ABOUT THIS DOCUMENT
This document is developed based on the State of New Mexico Department of Information
Technology (DoIT) template for a Project Management Plan (PMP) - Revision: 1.0,
July 27, 2007; a careful review of the template ensured all intended components are included.
The document includes all of the industry-accepted guidelines to plan, execute, control, and close
a project.
The PMP is set up so that the body of the document continues to serve the needs of any future
NMDOT Outdoor Advertising Database project with minimal modification, while the
Appendices contain the dynamic components of the project plan that must be continually
updated and managed, for example the project schedule and the budget. The document is being
referred to as the “Outdoor Advertising Control System (OACS) Software - Database System
Integrated with the Outdoor Advertising Sign Inventory and Data Collection Service” Project
Management Plan.
The Delasoft, Inc. Outdoor Advertising Control System (OACS) Software is a comprehensive
web based modular system that will provide a consistent process to NMDOT for: managing
Permits for Outdoor Advertising signs, including Inventory Management, Work flow
management, Permit Inspections, Violations, GIS Mapping, standard and ad-hoc reporting, and
generation of Memo of Charge documents related to annual permit renewal billing. The OACS
has a flexible architecture, allowing for continuing improvements and enhancements. The OACS
supports smartphones and tablets for mobility usage in the field. The final version of the OACS
system will constitute a comprehensive outdoor advertising permit and sign inventory database
for NMDOT. Moving Ahead for Progress in the 21st Century (MAP-21) is the current federal
transportation legislation. MAP-21 added additional highway routes/roadways that currently are
required to come under Highway Beautification Act jurisdiction for control of outdoor
advertising, which previous to MAP-21 were not subject to control of outdoor advertising. In
New Mexico, MAP-21 added approximately 884 additional lane miles that currently have
become subject to control of outdoor advertising. NMDOT is required to conduct initial and
then subsequent regular inspections and sign inventories along the referenced additional highway
routes/roadways in order to ensure compliance with the requirement to maintain effective control
of outdoor advertising. The Delasoft, Inc. Outdoor Advertising Control System (OACS)
Software - Database System integrated with the Outdoor Advertising Sign Inventory and Data
Collection Service is considered vital to the New Mexico Department of Transportation meeting
the referenced specific MAP-21 requirements, in addition to meeting the FHWA
recommendation that NMDOT update its database system and conduct regular inspections and
sign inventories of the highway routes/roadways subject to Highway Beautification Act control.
REVISION: 0.0
DOIT-PMO-TEM-020
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
1.0 PROJECT OVERVIEW
The New Mexico Department of Transportation (NMDOT) is the agency required to enforce the
N.M. Highway Beautification Act (NMSA 1978, §§ 67-12-1 to 67-12-15) and the NMDOT
Outdoor Advertising Requirements (NMAC 18.21.5) along Highway Beautification Act
controlled highways in New Mexico. Pursuant to an Agreement entered into on 11-18-1971
with the Federal government, NMDOT is required to provide and maintain effective control of
outdoor advertising along the Highway Beautification Act controlled highways in New Mexico.
NMDOT enforces control of outdoor advertising along approximately 11,500 highway lane
miles of Highway Beautification Act controlled highways in New Mexico. Additionally,
NMDOT manages approximately 5,590 NMDOT Outdoor Advertising Permits and
approximately 3,850 corresponding outdoor advertising sign structures.
NMDOT currently utilizes an inadequate/inefficient outdoor advertising database system in
Excel spreadsheet format, which has impacted the NMDOT ability to provide and maintain
effective control of outdoor advertising. NMDOT has identified a modern web-based modular
outdoor advertising specific database system (Delasoft, Inc. - Outdoor Advertising Control
System (OACS) Software - Database System) that will provide to NMDOT a consistent
database process for managing permits for outdoor advertising signs, including inventory
management, work flow management, permit inspections, violation management, GIS mapping,
standard and ad-hoc reporting, and generation of NMDOT Memo of Charge documents related
to annual permit renewal billing. The referenced database system will assist NMDOT to provide
and maintain effective control of outdoor advertising, and therefore meet Federal and State
outdoor advertising control requirements.
Additionally, integrated with the database system solution project is the Delasoft, Inc. Outdoor
Advertising Sign Inventory and Data Collection Service project. FHWA recommended that
NMDOT must conduct regular inspections and sign inventories of the highway routes/roadways
subject to Highway Beautification Act control, whereby such inspections and sign inventories
should be conducted in intervals of sufficient regularity in order to ensure compliance with the
requirement to maintain effective control of outdoor advertising. Additionally, MAP-21 added
additional highway routes/roadways that currently are required to come under Highway
Beautification Act jurisdiction for control of outdoor advertising, which previous to MAP-21
were not subject to control of outdoor advertising. In New Mexico, MAP-21 added
approximately 884 additional lane miles that currently have become subject to control of outdoor
advertising. NMDOT is required to conduct initial and then subsequent regular inspections and
sign inventories along the referenced additional highway routes/roadways in order to ensure
compliance with the requirement to maintain effective control of outdoor advertising. The
NMDOT Outdoor Advertising Program currently does not have the required FTE positions
necessary to conduct the recommended inspections and sign inventories on an annual basis, or to
conduct initial and then subsequent regular inspections and sign inventories along the referenced
additional MAP-21 highway routes/roadways now subject to control of outdoor advertising.
NMDOT will be able to meet the FHWA recommendation and the MAP-21 requirement by
utilizing the Delasoft, Inc. Outdoor Advertising Sign Inventory and Data Collection Service.
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
1.1 EXECUTIVE SUMMARY- RATIONALE FOR THE PROJECT
Pursuant to a formal Program Review of the New Mexico Department of Transportation
(NMDOT) Outdoor Advertising Program (ODA) conducted by the Federal Highway
Administration (FHWA) during November 2011 and finalized in April 2014, the FHWA
observed that NMDOT currently utilizes an inadequate/inefficient Outdoor Advertising
Database system. FHWA recommended that NMDOT must update its Outdoor Advertising
Database system in order to ensure compliance with the requirement to maintain effective
control of outdoor advertising per 23 U.S.C. 131 (federal Highway Beautification Act). FHWA
recommended that NMDOT could integrate current GPS/GIS technologies in addition to a new,
current statewide inventory of all outdoor advertising signs into the updated Outdoor
Advertising Database system. Additionally pursuant to the referenced formal Program Review,
FHWA recommended that NMDOT must conduct regular inspections and sign inventories of the
highway routes/roadways subject to Highway Beautification Act control, whereby such
inspections and sign inventories should be conducted in intervals of sufficient regularity to
adequately determine effective control of outdoor advertising, in order to ensure compliance
with the requirement to maintain effective control of outdoor advertising per 23 CFR 750.705
(Highway Beautification–Outdoor Advertising Control-Effective Control).
FHWA
recommended that NMDOT conduct such inspections and sign inventories on an annual basis.
Additionally, MAP-21 added additional highway routes/roadways that currently are required to
come under Highway Beautification Act jurisdiction for control of outdoor advertising, which
previous to MAP-21 were not subject to control of outdoor advertising. In New Mexico, MAP21 added approximately 884 additional lane miles that currently have become subject to control
of outdoor advertising. NMDOT is required to conduct initial and then subsequent regular
inspections and sign inventories along the referenced additional highway routes/roadways in
order to ensure compliance with the requirement to maintain effective control of outdoor
advertising. The NMDOT Outdoor Advertising Program currently does not have the required
FTE positions necessary to conduct the recommended inspections and sign inventories on an
annual basis, or to conduct initial and then subsequent regular inspections and sign inventories
along the referenced additional MAP-21 highway routes/roadways now subject to control of
outdoor advertising.
The above referenced Delasoft, Inc. - Outdoor Advertising Control System (OACS) Software Database System and the referenced Delasoft, Inc. Outdoor Advertising Sign Inventory and Data
Collection Service will assist NMDOT to provide and maintain effective control of outdoor
advertising, and therefore meet Federal and State outdoor advertising control requirements.
The failure of NMDOT to provide and maintain effective control of outdoor advertising, as
determined by FHWA, which oversees outdoor advertising control oversight over NMDOT,
could result in a substantial penalty, pursuant to 23 U.S.C 131 (b). The penalty for not providing
and maintaining effective control of outdoor advertising, or for noncompliance, is a 10 percent
reduction of the State's annual Federal-aid highway apportionment. That 10 percent penalty
would equate to a loss of approximately $35 million in federal highway funds for the State of
New Mexico.
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
1.2 FUNDING AND SOURCES
SOURCE
AMOUNT
ASSOCIATED
RESTRICTIONS
APPROVERS
CONTRACT
MAINTENANCE
FUNDS
$190,000.00
N/A
RICK PADILLA
CONTRACT
MAINTENANCE
FUNDS
$319,881.00
N/A
RICK PADILLA
CONTRACT
MAINTENANCE
FUNDS
$40,660.00
N/A
RICK PADILLA
OUTDOOOR
ADVERTISING
CONTROL
SYSTEM (OACS)
OUTDOOR
ADVERTISING
SIGN INVENTORY
& DATA
COLLECTION
INDEPENDENT
VERIFICATION &
VALIDATION
(IV&V)
TOTAL:
$550,541.00
1.3 CONSTRAINTS
NUMBER
DESCRIPTION
1.
FHWA Recommendations/Requirements and MAP-21 Requirements
1.4 DEPENDENCIES
Types include the following and should be associated with each dependency listed.



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 nonproject activities such as purchasing/procurement
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
NUMBER DESCRIPTION
TYPE M,D,E
1
Vendor on-going software support
M
2
NMDOT business process
M
3
System sized to scale to meet NMDOT demands
M
4
Department of information technology project oversight
committee approval of project certification phases to support
on-going effort
M
5
Infrastructure scalability
M
6
Contract approval and purchase of software and maintenance
E
7
Funding for software maintenance, implementation and
ongoing support of system
M
8
Data conversion and integration
D
9
Maintain operating standards maintenance standards manual
M
1.5 ASSUMPTIONS
NUMBER
DESCRIPTION
1
Vendor will honor contractual obligations
2
Adequate budget is available
3
Adequate staffing levels with proper skill sets necessary to ensure the
system will perform at level expected.
4
Staff is trained properly on the operation of the system to ensure continued
success of the program.
5
Vendor will continue to support software and release upgrades/patches on a
regular basis.
6
Business requirements will have minimal change over the life cycle of the
project.
1.6 INITIAL PROJECT RISKS IDENTIFIED
Staff Turnover
Probability Very Low
Impact LOW
Mitigation Strategy: Hire and train new NMDOT employees
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
Contingency Plan: Hire a third party contractor to complete the
work
Contractor has Limited
Number of Software
Implementations
Probability High
Impact MEDIUM
Mitigation Strategy: Negotiation of DoIT project management
Contingency Plan: Hire new contractor to complete the project
Contractor Resources
Probability Low
Impact MEDIUM
Mitigation Strategy: Contractor to add additional resources to
the project
Contingency Plan: Contractor to hire additional staff to
complete the project
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
2.0 PROJECT AUTHORITY AND ORGANIZATIONAL
STRUCTURE
2.1 STAKEHOLDERS
NAME
STAKE IN PROJECT
ORGANIZATION
TITLE
Tom Church
Cabinet Secretary
NMDOT
Cabinet Secretary
Ernest Archuleta
Executive Sponsor
NMDOT
Operations Support
Division Director
Rick Padilla
Budget
NMDOT
State Maintenance
Bureau Chief
Michael A. Otero
Business Owner (BO)
Project Manager
NMDOT
NMDOT Outdoor
Advertising Program
Manager
Eric Roybal
IT CIO
NMDOT
Chief Information
Officer
Genevieve Grant
Information
Technology (IT)
Project Manager
NMDOT
IT Project Manager
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
2.2 PROJECT GOVERNANCE STRUCTURE
2.2.1 DESCRIBE THE ORGANIZATIONAL STRUCTURE – ORG CHART
Executive Steering
Committee
Ernest Archuleta
Project Director
Rick Padilla
Project Manager
BO Michael Otero /
IT Genevieve Grant
Project team members
2 NMDOT Outdoor
Advertising Program staff
members
Business Operations Review
Team:


NMDOT Outdoor Advertising
Program Management and Staff
NMDOT Traffic Operations
Engineer
Technical Review
DoIT / NMDOT Tech
Staff
2.2.2 DESCRIBE THE ROLE AND MEMBERS OF THE PROJECT STEERING COMMITTEE
ROLE
RESPONSIBILITY
NAME
FUNCTIONAL AREA
BUREAU CHIEF
OVERSIGHT OF
PROJECT
RICK PADILLA
STATE
MAINTENANCE
BUREAU
CIO
PROJECT
ERIC ROYBAL
INFORMATION
PAGE | 7
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
ROLE
RESPONSIBILITY
NAME
CERTIFICATON
FUNCTIONAL AREA
TECHNOLOGY (IT)
BO PROJECT
MANAGER
OVERSIGHT OF
PROJECT
DELIVERABLES
MICHAEL
OTERO
OUTDOOR
ADVERTISING
PROGRAM
IT PROJECT
MANAGER
OVERSIGHT OF IT
PROJECT
DELIVERABLES
GENEVIEVE
GRANT
INFORMATION
TECHNOLOGY
USER TESTING
DEVELOP USER
ACCEPTANCE
TESTING
MICHAEL
OTERO SUBJECT
MATTER
EXPERT (SME)
AND ODA
PROGRAM
STAFF
OUTDOOR
ADVERTISING
PROGRAM
2.2.3 ORGANIZATIONAL BOUNDARIES, INTERFACES AND RESPONSIBILITIES
The Outdoor Advertising Control System (OACS) Software - Database System component and
the Outdoor Advertising Sign Inventory and Data Collection Service component will be used
solely by NMDOT Outdoor Advertising Program staff.
2.3 EXECUTIVE REPORTING
Meetings will be conducted with NMDOT Management and project teams on a regularly
scheduled basis. Whiteboard sessions outlining project task and resource assignment schedules
and agendas are conducted throughout the process and transferred to Microsoft project. Project
team meetings are scheduled to coincide with the Vendor Implementation/Design teams for onsite implementation sessions with frequency and length of those meetings to be defined. Project
status updates reports will be verbally communicated to Business Owners conducted at weekly
staff meetings. NMDOT management will be kept informed on progress of the project
periodically throughout the project life cycle. Special oral and written Project Management and
IV&V reports will be given on project progress to the Maintenance Management System
Steering Committee.
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
3.0 SCOPE
3.1 PROJECT OBJECTIVES
3.1.1 BUSINESS OBJECTIVES
NUMBER
DESCRIPTION
Bus. Objective 1
Will meet the FHWA recommendation that NMDOT must update
its outdoor advertising database system in order to ensure
compliance with the requirement to maintain effective control of
outdoor advertising per 23 U.S.C. 131 (Federal Highway
Beautification Act).
Bus. Objective 2
Will meet the FHWA recommendation that NMDOT integrate
current GPS/GIS technologies, in addition to a new, current
statewide inventory of all outdoor advertising signs, into the
updated outdoor advertising database system.
Bus. Objective 3
Will meet the FHWA recommendation that NMDOT must conduct
regular inspections and sign inventories of the highway
routes/roadways subject to Highway Beautification Act control,
whereby such inspections and sign inventories should be conducted
in intervals of sufficient regularity to adequately determine
effective control of outdoor advertising, in order to ensure
compliance with the requirement to maintain effective control of
outdoor advertising per 23 CFR 750.705 (Highway Beautification–
Outdoor Advertising Control-Effective Control). FHWA
recommended that NMDOT conduct such inspections and sign
inventories on an annual basis.
Bus. Objective 4
Will meet the federal MAP-21 requirement to provide effective
control along the additional highway routes/roadways added by
MAP-21 that currently are required to come under Highway
Beautification Act jurisdiction for control of outdoor advertising,
which previous to MAP-21 were not subject to control of outdoor
advertising, whereby NMDOT is required to conduct initial and
then subsequent regular inspections and sign inventories along the
referenced additional highway routes/roadways added by MAP-21,
in order to ensure compliance with the requirement to maintain
effective control of outdoor advertising.
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
3.1.2 TECHNICAL OBJECTIVES
NUMBER
DESCRIPTION
Tech. Objective 1
Provide adequacy and efficiency in a consistent database process.
Tech. Objective 2
Web based modular system designed with a flexible architecture to
allow for future changes, enhancements, and continuing
improvements.
Tech. Objective 3
Data will be assessable and stored electronically
Tech. Objective 4
Tech. Objective 5

System will be set-up to agency specific specifications with
common look/feel through comprehensive administration screens,
but will be customizable whereby administrative users can
configure different permit types, cycles, fees, business rules, sign
statuses etc.
System will be designed to record and document administrative
user actions and changes to data residing in the database, and to
system configurations.
3.2 PROJECT EXCLUSIONS
In particular, the following items are out of scope for the Contractor for this Project:

Network sizing, capacity analysis and performance considerations

Disaster Recovery and Daily Backups. Already in place

Installation of Windows Operating System service packs or patches. NMDOT will
perform.

Mobile feature - mobile technology (smartphones and tablets) usage in the field.
3.3 CRITICAL SUCCESS FACTORS
NUMBER
DESCRIPTION
QUALITY METRICS 1
PROJECT DOES NOT EXCEED BUDGET
QUALITY METRICS 2
THE PROJECT SCHEDULE, ASSIGNED TASKS AND
MILESTONES ARE MET WITHIN PROJECT PLAN
QUALITY METRICS 3
SYSTEM CAN PROVIDE REPORTS
QUALITY METRICS 4
SYSTEM IS SECURE AND STABLE
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
NUMBER
DESCRIPTION
QUALITY METRICS 5
STAFF IS TRAINED TO MAINTAIN AND SYSTEM IS
OPERABLE
QUALITY METRICS 6
DATA INTEGRITY IS MAINTAINED
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
4.0 PROJECT DELIVERABLES AND METHODOLOGY
NMDOT will use our vendor’s knowledge in implementing similar projects within other DOT’s.
The NMDOT will develop a schedule of deliverables with the vendor in order to determine
milestone dates on completion of the customization of the maintenance management module.
The project will be subdivided in smaller, manageable phases with completion of one phase
before commencing the next. The NMDOT has used a similar model on an annual basis in order
to update the existing system for the subsequent fiscal year.
4.1 PROJECT MANAGEMENT LIFE CYCLE
Initiate
• Kickoff
Meeting
• Project Plan
• Communications Plan
• Risk/Issues
Plan
• Status
Reporting
Analyze
/Design
• Software
Reconciliation
Session
• Initial Business
Process Scoping
Document
• Technical
Architecture
Definition
Deploy
Train
Build
• Train the
• Install
Trainers or
Infrastructure
Users
• Configuration
•
Hands-on
• Data Migration
Training
• Create
•
Complete
Validation Plan
Training
• Test/Validate/
Documentation
User Acceptance
• Admin Training
• Roll-out Plan
• Deploy
Solution
Components
• Run Migration
• Validate
System and
Data
• Post
Production
Support
(technical
support,
helpdesk,
maintenance
Phase
Summary of Phase
Key Deliverables
Initiate
During initiate, the project
manager of the delivery team
will kick-off the project,
validate the scope, facilitate
the logistics and initiate the
project plan.

Project Management Plan

Communication Plan

Escalation Plan

Project Schedule
The delivery team will
conduct the analysis of DOT’s
requirements and define the
architecture and design of the

Joint Application Design
(JAD) Session

Systems Requirement
Analyze/Planning
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
solution. The requirements
include business requirements,
functional requirements and
technical requirements.
Specification Document.

Technical Architecture
Definition for DoIT
Technical Architecture
Review Committee
(TARC)
In Implementation, the
delivery team will actually
configure the proposed
system. It includes the
installation, development and
configuration and testing of
components and sub-systems
comprising the proposed
solution.

Outdoor Advertising
Control System (OACS)
Software installed

Configuration

Definition of User
Acceptance Test (UAT)
Cases

Execution of User
Acceptance Testing
In this phase, the delivery
team will train the subject
matter experts of each group
for the end user training. The
delivery team will also train
admin staff to prepare them
for the system maintenance
and the application support

Completed Training

Training Document

Quick Reference Guide

System Admin Guide as
configured
Deploy
In this phase, the delivery
team ports the system from a
Test environment to
Production environment and
conduct the system roll out for
successfully “Go-Live”

System Go-Live
Close
In this phase, the delivery
team ensures that every detail
of the project has been
addressed and proper closure
is attained.

Project Closure
Implementation
Train
PAGE | 13

Project Review
Meeting

Project Archival
Activities

Follow-up Activities
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
4.1.1 PROJECT MANAGEMENT DELIVERABLES
4.1.1.1 Communication Plan
Description
Defines the messages, communication
channels, frequency and target audience of
project communications
Deliverable Acceptance Criteria
Agreed Communication Plan in the meeting
Standards for Content and Format
NMDOT Communication Plan Template or
Meeting Minutes
Quality Review
Reviewed in meeting between Delasoft, Inc.
and NMDOT project management
4.1.1.2 Escalation Plan
Description
Method, procedure and process to follow
should issues arise that requires escalation
Deliverable Acceptance Criteria
Agreed Escalation Plan in the meeting will be
documented
Standards for Content and Format
Meeting Minutes
Quality Review
Reviewed in meeting between Delasoft, Inc.
and NMDOT project management
4.1.1.3 Timeline Schedule
Description
A Timeline Schedule with specific dates for
each deliverable within a NMDOT provided
template or as agreed upon between the
Delasoft, Inc. and NMDOT project managers.
Deliverable Acceptance Criteria
Agreed Timeline schedule in the meeting will
be distributed
Standards for Content and Format
NMDOT Project Plan template
Quality Review
NMDOT staff reviewing the draft deliverable
and providing comments and suggested
revisions on the timeline. NMDOT comments
will be synthesized and compiled into one
document by the NM DOT and provided to
Delasoft, Inc. and will update the document
and provide the updated draft.
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
4.1.1.4 JAD & Systems Requirement Specifications (SRS) Document
Description
A business, functional, and technical session to
define the functional requirements as collected
from business users within the scope of the
project will be used for the customization
required of the Outdoor Advertising Control
System (OACS) Software - Database System
Deliverable Acceptance Criteria
Signed off document
Standards for Content and Format
NMDOT SRS Template
Quality Review
NMDOT staff reviewing the draft deliverable
and providing comments and suggested
revisions. NMDOT comments will be
synthesized and compiled into one document
by the NMDOT and provided to Delasoft, Inc.
who will update the document and provide the
updated draft.
4.1.1.5 Technical Architecture Definition (TAD)
Description
Technical Architecture Document (TAD)
describes the specification and configuration of
the system on infrastructure level for the NM
DoIT Technical Architecture Review
Committee (TARC)
Deliverable Acceptance Criteria
Signed off document
Standards for Content and Format
NM DoIT Template
Quality Review
NMDOT staff reviewing the draft deliverable
and providing comments and suggested
revisions. NMDOT comments will be
synthesized and compiled into one document
by the NMDOT and provided to Delasoft, Inc.
who will update the document and provide the
updated draft.
4.1.1.6 Outdoor Advertising Control System (OACS) Software Installed
Description
Install Delasoft, Inc. Outdoor Advertising
Control System (OACS) Software as per bill of
materials.
Deliverable Acceptance Criteria
Confirm that all the installed services
configuration and software functionality are
PAGE | 15
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
running as defined in the SRS
Standards for Content and Format
Installations as per NMDOT best practices
Quality Review
NMDOT Staff verifying the installed
components
4.1.1.7 Configured Delasoft, Inc. Outdoor Advertising Control System (OACS) Software
Description
Configure and customize the Outdoor
Advertising Control System (OACS) Software
- Database System to reflect NMDOT business
workflow activities as defined in the SRS
Deliverable Acceptance Criteria
Unit Tested Components, reported in Status
Report
Standards for Content and Format
Delasoft, Inc. Status Report
Quality Review
NMDOT staff will do the sanity check
User Acceptance Testing will be performed
during Testing Phase
4.1.1.8 Define User Acceptance Testing (UAT)
Description
Maintains a list of the material defects, issues
and changes identified during the Testing –
Will also require UAT plan to include test
scripts
Deliverable Acceptance Criteria
Reported in Status Report
Standards for Content and Format
Mantis tracking system
Quality Review
Reviewed in meeting between Delasoft, Inc.
and NMDOT project management
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
4.1.1.9 Execution of User Acceptance Testing (UAT)
Description
Provide support to NMDOT to execute the
Test scripts for User Acceptance Testing
Deliverable Acceptance Criteria
Signed off completion of UAT, reported in
Status Report
Standards for Content and Format
Outdoor Advertising Control System (OACS)
Software - Database System Status Report
Quality Review
Delasoft, Inc. will provide support in running
the test scripts. The test scripts will be
reviewed before the execution of UAT.
4.1.1.10 Completed Training
Description
Provide the end-user training that will include
the basic operational procedures for:

Navigating within the Delasoft, Inc.
Outdoor Advertising Control System
(OACS)

Search for data

Develop reports
Provide the training for system administration
(IT and Application administrators) that will
include

Maintenance, operations, and
troubleshooting aspects of the new solution
Deliverable Acceptance Criteria
Completed training of end users and IT,
reported in Status Report.
Standards for Content and Format
Training will be held in Classroom at an
NMDOT location.
Quality Review
The training material will be provided to assist
the trainees in retaining the information.
4.1.1.11 Quick Reference Guide
Description
PAGE | 17
Quick Reference Guide is a training material
provided to the end users for reference on how
to run their common use cases in the new
system
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
Deliverable Acceptance Criteria
PDF version of Quick Reference Guide,
reported in Status Report
Standards for Content and Format
Delasoft, Inc. Reference Guide Template
Quality Review
Reviewed in meeting between Delasoft, Inc.
and NMDOT project management
4.1.1.12 System Admin Guide (As-Configured) Documentation
Description
The documentation of the system as built. It
has the configuration information of the
system.
Deliverable Acceptance Criteria
Configuration guide provided to NMDOT in
format for access, reported in Status Report
Standards for Content and Format
Delasoft, Inc. template
Quality Review
Reviewed in meeting between Delasoft, Inc.
and NMDOT project management
4.1.1.13 System Go-Live
Description
Ports the system from a Test environment to
Production environment and conduct the
system roll out for successful “Go-Live”.
Deliverable Acceptance Criteria
Signed off ‘Completion of Deployment’
Standards for Content and Format
NA
Quality Review
Validation of the system by NMDOT Staff
4.1.1.14 Project Closure
Description
To ensure that every detail of the project has
been addressed and proper closure is attained.
It consists of:

Project Closure Plan

Project Review Meeting

Project Archival Activities

Follow-up activities
Deliverable Acceptance Criteria
Execution of Project Review Meeting
Standards for Content and Format
Meetings between Delasoft, Inc. and NMDOT
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
project management and Status Reports
Quality Review
Meetings between Delasoft, Inc. and NMDOT
project management
4.1.2 DELIVERABLE APPROVAL AUTHORITY DESIGNATIONS
DELIVERABLE
NUMBER
DELIVERABLE
APPROVERS (WHO
CAN APPROVE)
PRJ-DEL-001
Software License Agreement
Rick Padilla
PRJ-DEL-002
Inventory Data Collection and
Submission
Rick Padilla
PRJ-DEL-003
Project Management Plan (PMP)
Rick Padilla
PRJ-DEL-004
Project Schedule
Rick Padilla
PRJ-DEL-005
Software System Install (Test)
Rick Padilla
PRJ-DEL-006
Joint Application Design Session
(JAD)
Rick Padilla
PRJ-DEL-007
System Requirement Specification
Document (SRS)
Rick Padilla
PRJ-DEL-008
Technical Architecture Document
(TAD)
Rick Padilla
PRJ-DEL-009
Software Configuration /
Customization in Test Instance
Rick Padilla
PRJ-DEL-0010
Initial Test Plan
Rick Padilla
Initial UAT per
Configuration/Customization
PRJ-DEL-0011
Inventory Data Submission
imported into Test & QA
Rick Padilla
a. Monthly Testing per Inventory
Data collected, cleansed &
important
PRJ-DEL-0012
Final Test Plan
Final UAT in Test
PAGE | 19
Rick Padilla
DATE
APPROVED
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
DELIVERABLE
NUMBER
DELIVERABLE
APPROVERS (WHO
CAN APPROVE)
PRJ-DEL-0013
Final Training Plan
Rick Padilla
DATE
APPROVED
Final Training in Test
PRJ-DEL-0014
Deployment Plan
Rick Padilla
Production Cutover
a. Acceptance of complete set of
inventory data and the final system
b. Move QA to Prod instance
PRJ-DEL-0015
Closeout Plan
Rick Padilla
4.1.3 DELIVERABLE ACCEPTANCE PROCEDURE
The NMDOT will use a project milestone document and the deliverables described in the
executed contract. The NMDOT project manager will sign off on all completed deliverables in
the contract.
4.2 PRODUCT LIFE CYCLE
Phase
Summary of Phase
Key Deliverables
I- Delasoft, Inc. Outdoor
Advertising Control System
(OACS)
Implement a comprehensive
Outdoor Advertising Control
System (OACS) database

Communication Plan

Escalation Plan

Project Management Plan

Project Schedule

JAD

SRS

Technical Architecture
Definition (Infrastructure)

Outdoor Advertising
Control System (OACS)
Software

Configured Outdoor
Advertising Control
PAGE | 20
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
System (OACS) Software

Definition of User
Acceptance Testing

Execution of User
Acceptance Testing

Completed Training

Training Document

Quick Reference Guide

System Admin Guide as
configured

System Go-Live

Deployment Plan

Project Closure
4.2.1 TECHNICAL STRATEGY
This project will be subdivided into small, more manageable phases, at the end of which
Delasoft, Inc. and NMDOT will review the deliverables from one phase before commencing the
next. This allows the Project Team to closely monitor the progress of a project and to ensure the
needs and expectations of our customers are met.
More specifically, during the technical implementation of the project, it will be identified in the
phases of Analysis, Configure, and Test.
The Analyze phase will help ensure that the design put in place for NMDOT that will scale
appropriately to meet their long term maintenance management needs. A thorough analysis of
infrastructure, business requirements, and functional requirements is done. Based on the analysis,
Delasoft, Inc. defines the Technical Architecture Specifications and Solution Design
Specifications of the system.
The Configure phase constitutes the installation of software and the development and
configuration of the components. The build starts with out of the box Delasoft, Inc. software and
not from scratch. The emphasis is to achieve maximum results with configuration. This
procedure provides greater scalability, reduced time of development, easy maintenance, and
reduced cost. During build, every component is unit tested and iterative prototyping checkpoints
are scheduled with the customer to ensure that requirements are correctly translated into the
design.
Testing phase is also divided into different areas that include component testing, integration
testing, and user acceptance testing. Component testing validates each component of the system
is functioning. Integration testing validates that various subsystems and external systems
interface with the Outdoor Advertising Control System (OACS) software as defined in the
PAGE | 21
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
requirements. The User Acceptance Testing validates all the use cases and business functional
and technical requirements of the system.
4.2.2 PRODUCT AND PRODUCT DEVELOPMENT DELIVERABLES
4.2.2.1 Delasoft, Inc. Outdoor Advertising Control System (OACS) Software
Description –
The product deliverable will be
an Outdoor Advertising Control
System (OACS) database.
Deliverable Acceptance Criteria – Successful UAT will
determine acceptance criteria
Standards for Content and Format – The Outdoor
Advertising Control System (OACS) database.
Quality Review – NMDOT will develop a random
sampling plan and implement the plan to verify
accuracy.
4.2.2.2 Performance Reports
Description – The Outdoor
Advertising Control System
(OACS) database will contain a
set of reports on performance
indicators
Deliverable Acceptance Criteria – Report updates
correctly for the time period specified
Standards for Content and Format – NMDOT will
determine parameters for report
Quality Review – Audits will be conducted of data from
reports.
4.2.3 DELIVERABLE APPROVAL AUTHORITY DESIGNATIONS
DELIVERABLE
NUMBER
DELIVERABLE
APPROVERS (WHO
CAN APPROVE)
PRJ-DEL-001
Software License Agreement
Rick Padilla
PRJ-DEL-002
Inventory Data Collection and
Submission
Rick Padilla
PRJ-DEL-003
Project Management Plan (PMP)
Rick Padilla
PRJ-DEL-004
Project Schedule
Rick Padilla
PRJ-DEL-005
Software System Install (Test)
Rick Padilla
PAGE | 22
DATE
APPROVED
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
DELIVERABLE
NUMBER
DELIVERABLE
APPROVERS (WHO
CAN APPROVE)
PRJ-DEL-006
Joint Application Design Session
(JAD)
Rick Padilla
PRJ-DEL-007
System Requirement Specification
Document (SRS)
Rick Padilla
PRJ-DEL-008
Technical Architecture Document
(TAD)
Rick Padilla
PRJ-DEL-009
Software Configuration /
Customization in Test Instance
Rick Padilla
PRJ-DEL-0010
Initial Test Plan
Rick Padilla
DATE
APPROVED
Initial UAT per
Configuration/Customization
PRJ-DEL-0011
Inventory Data Submission
imported into Test & QA
Rick Padilla
a. Monthly Testing per Inventory
Data collected, cleansed &
important
PRJ-DEL-0012
Final Test Plan
Rick Padilla
Final UAT in Test
PRJ-DEL-0013
Final Training Plan
Rick Padilla
Final Training in Test
PRJ-DEL-0014
Deployment Plan
Rick Padilla
Production Cutover
PRJ-DEL-0015
Closeout Plan
Rick Padilla
4.2.4 DELIVERABLE ACCEPTANCE PROCEDURE
The NMDOT Outdoor Advertising Program will be provided with a UAT protocol to test the
system. UAT will identify issues with using the system and will be utilized to address issues
with the Delasoft, Inc. Outdoor Advertising Control System (OACS) Software - Database
System. When the UAT is completed, the NMDOT Outdoor Advertising Program will make a
recommendation to the Executive Steering Committee for acceptance.
PAGE | 23
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
5.0 PROJECT WORK
5.1 WORK BREAKDOWN STRUCTURE (WBS)
5.2 SCHEDULE ALLOCATION -PROJECT TIMELINE
Project Phase
Due Date
Milestone/Deliverable
Initiation
6-8 weeks Software License Agreement (Agreement (Including project
management & planning deliverables,
configuration/customization & initial testing)
Initiation
6-8 weeks Project Management Plan (PMP)
Initiation
6-8 weeks Project Schedule
Initiation
6-8 weeks Software System Install (Test)
Planning
6-8 weeks Joint Application Design Session (JAD)
Planning
6-8 weeks System Requirement Specification Document (SRS)
Planning
6-8 weeks Technical Architecture Document (TAD)
Implementation 6-8 weeks Software Configuration / Customization in Test Instance
Implementation 6-8 weeks Initial Test Plan
Initial UAT per Configuration/Customization
Implementation 52 weeks
Inventory Data Submission collected and imported into Test &
QA
Implementation 2 weeks
Final Test Plan
Final UAT in Test
Implementation 1 week
Final Training Plan
Final Training in Test
Implementation 2 days
Deployment Plan
Production Cutover
PAGE | 24
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
Closeout
Closeout Plan
5.3 PROJECT BUDGET
Phase / Activity
Associated Deliverables
Estimated
Budget/Cost
Initiation
Software License Agreement
Paid quarterly
$190,000
Initiation
Project management activities:
 Project Management Plan
 Project Schedule
 Communication Plan
 Software Install (Test)
Project Planning activities:
 Joint Application Design (JAD) session
 System Requirement Specification (SRS)
 Technical Architecture Design (TAD)
$0
Implementation
Configure software, user acceptance testing, end user
training and production cutover for:
 System development
 System testing
 Training
 Productions
Cost Breakdown:
$0
Closeout
Customer Acceptance, transition to operations
$0
New Sign
Inventory and
Data Collection
Project
Consulting Services for statewide Inventory Data
Collection Project total $319,881.00
Paid monthly
$319,881.00
IV&V
Independent Verification and Validation
$40,660.00
Planning
TOTALS
PAGE | 25
$0
$550,541.00
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
5.4 PROJECT TEAM
5.4.1 PROJECT TEAM ORGANIZATIONAL STRUCTURE
Executive Steering
Committee
Ernest Archuleta
Project Director
Rick Padilla
Project Manager
BO Michael Otero /
IT Genevieve Grant
Project team members
2 NMDOT Outdoor
Advertising Program staff
members
Business Operations Review
Team:


NMDOT Outdoor Advertising
Program Management and Staff
NMDOT Traffic Operations
Engineer
Technical Review
DoIT / NMDOT Tech
Staff
5.4.2 PROJECT TEAM ROLES AND RESPONSIBILITIES
ROLE
RESPONSIBILITY
NAME
FUNCTIONAL AREA
Program Manager
Oversight of Project
and Work with
Vendor - SME
Michael Otero
Outdoor Advertising
Program
PAGE | 26
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
ROLE
RESPONSIBILITY
NAME
FUNCTIONAL AREA
Team Member
Work with Program
Manager
Eric Mascarenas
Outdoor Advertising
Program
Team Member
Work with Program
Manager
Robbie Quintana
Outdoor Advertising
Program
IT Project
Manager
IT Project Process
Genevieve Grant
IT PMO
IT Application
Developer
Work with
Contractor and
Business Owner
Ken Pino
IT Application Support
IT Application
Developer
Work with
Contractor and
Business Owner
Eric-Lee Lovato
IT Application Support
PAGE | 27
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
5.5 STAFF PLANNING AND RESOURCE ACQUISITION
5.5.1 PROJECT STAFF
Role
Executive Steering
Committee (ESC)
NM DOIT
Project Sponsor
PAGE | 28
Responsibilities
 Meet at least once monthly
 Provide strategic direction and promote the vision for Enterprise
Content Management
 Advise project on policy issues
 Review, evaluate, and provide direction to the Project Director and
Project Team Members on implementation and deployment strategies
 Monitor the project progress
 Provide recommendations on issues escalated to the committee
 Assist in mitigating strategic project risks
 Direct the Project Director on issues and risks
 Address, review, and approve all deliverables, such as project
structure and team activities
 Monitor the project activities, assuring adherence to the project plan
 Ensure involvement of participants in order to meet deadlines
 Review and approve expenditures of funds
 Represent the point of view of key stakeholders including
technology-enabled customers and state government executives
 Provide project implementation oversight
 Ensure proper project management and cost reporting
 Certify and approve funding prior to each phase of the project
 Report to ESC on project status, issues, budget, and activities
 Address, review, and submit deliverables to vendor from the
NMDOT Project Team members
 Prepare Steering Committee meeting agenda and meeting materials
 Establish and maintain a coordinated project manual that includes all
IT and non-IT tasks and activities necessary to fully execute the
project and to achieve project goals
 Monitor and report the activities of the NMDOT Project Team,
assuring adherence to the project plan, budget and schedule.
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
Role
Project Sponsor
IT Specialists
(Programmers,
NMDOT System
Experts and
Developers)
Contractor
Responsibilities
 Ensure involvement of participants in order to meet deadlines
 Ensure mitigation of project issues and risks
 Maintain a current copy of the project budget
 Prepare the contract for professional services from Vendor
 Procure hardware and software for NMDOT
 Comply with approved IT Infrastructure policies & procedures
 Lead Business Process Reengineering efforts
 Facilitate defining document metadata and setting up document
taxonomy
 Plan system interfaces and document migration processes
 Manage testing and validating NMDOT Outdoor Advertising Control
System (OACS) database solution
 Provide contract and Vendor oversight
 Assure Vendor deliverables meet the business & system requirements
 Monitor the project and contract to ensure delivery of complete,
accepted deliverables on schedule
 Serve as a contact for the Vendor Team Manager, review and accept
weekly status reports, project milestones, deliverables, and issues
logs
 Advise the Vendor Team(s) on issues and risks
 Review and approve all Vendor documentation
 Provide IT subject matter expertise
 Work with Project Manager to determine hardware, software,
network and technical requirements.
 Work with Project Director to define technical system interface
requirements.
 Provide IT perspective and guidance for technology issues
 Ensure compliance with the Contract and the approved work plan.
 Develop and submit all deliverables as required by the Contract.
 Meet the Project schedule and milestones as defined in the Work Plan
and the Contract.
5.6 PROJECT LOGISTICS
Phase
Initiation
Deliverables




Analyze/Planning



PAGE | 29
Project Management Plan
Communication Plan.
Escalation Plan.
Project Schedule
JAD
SRS
Technical Architecture Document (TAD).
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
Implementation




Train



Deploy


Close




Outdoor Advertising Control System (OACS) Software
installed.
Configured Outdoor Advertising Control System (OACS)
Definition of User Acceptance Testing (UAT)
Execution of User Acceptance Testing
Completed Training & Training Document.
Quick Reference Guide.
System Admin Guide as Configured document
Deployment Plan
System Go-Live
Project Closure Plan
Project Review Meeting
Project Archival Activities
Follow-up Activities
5.6.1 PROJECT TEAM TRAINING
Resource
Delasoft, Inc.
PAGE | 30
Cost
Estimated
Estimate Hours
Availability
Skill Set
Work Product/Deliverable
Upon request Technical Training will be part of contract
experts
deliverables and cost is included.
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
6.0 PROJECT MANAGEMENT AND CONTROLS
6.1 RISK AND ISSUE MANAGEMENT
6.1.1 RISK MANAGEMENT STRATEGY
Risks will be identified, monitored and tracked on an ongoing basis for the project. Risks will be
logged and scored based on the probability of occurrence and impact (severity) on the project if
the risk occurs.
6.1.2 PROJECT RISK IDENTIFICATION
A risk evaluation tool has been built within an Excel spreadsheet. This is the primary tool to be
used to list and categorize project risks. The sequence of activity is as follows; Risk
Identification – The process of identifying potential risks and commenting the specific
characteristics of each.
6.1.3 PROJECT RISK MITIGATION APPROACH
All identified risks will have appropriate mitigation strategies/plans. For those risks that are
highly probable and have significant impact to the project will develop contingency plans.
6.1.4 RISK REPORTING AND ESCALATION STRATEGY
Risk monitoring and control will be part of every project status meeting and reports. Risk
identification will be the responsibility of all members of the project team. The Project Director
and Project Managers will be responsible for tracking risks and for developing mitigation
strategies and contingency plans that address the risks identified by the team.
This project will follow a continuous risk management strategy. Risk will be assessed routinely
to ensure that identified risks are being dealt with appropriately and that new risks are identified
and dealt with as early as possible.
6.1.5 PROJECT RISK TRACKING APPROACH
Risk
Level
Mitigation
Comment
Insufficient
funding
Low
Prioritize each agency’s
funding request and
develop contingency
plans to allocate funds
Insufficient funding allocation means that
either some agencies requesting funds will
receive $0 or agencies will not have enough
to purchase software, hardware and
implementation services.
Agency
Resource
High
Ensure stakeholders are
involved and support the
Lack of resources to complete project
activities can lead to delays in project
PAGE | 31
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
availability
Extended
timeline
caused by
state
approval
process
High
project team members
schedule.
Plan for
State requirements for oversight as well as
the procurement process provide numerous
opportunities for project delays.
6.1.6 ISSUE MANAGEMENT
6.1.6.1 Internal Issue Escalation and Resolution Process
NMDOT Project team will work together to address and provide a resolution to any issues that
may come up during the project.
6.1.6.2 External Issue Escalation and Resolution Process
NMDOT Project team will work with vendor to address and provide a resolution to any issues
that may come up during the project. With any project, no matter how comprehensive the
planning process, issues arise that need to be addressed.
When the project team identifies an issue, it will be added to the project issues tracking tool
(Mantis). An issue can also be identified by anyone affiliated with the project although the
project team will be primarily responsible for tracking issues through to resolution. The project
team will review the issues list twice a month. Issues, which could negatively affect the project,
will be brought to the project ESC attention according to the change control process in section
The process of tracking an issue is outlined here:
1. An issue is identified.
2. It is added to the issue document, assigned an issue number with a brief explanation of
the issue and date entered.
3. The issue is assigned to someone and potential action to be taken.
4. As action is taken, it is noted with the issue.
5. If possible, an estimated completion date is entered.
6. Upon completion of an issue, the actual completion date is noted with the resolution.
Listed below are examples of how an issue can be resolved:
 An issue can become a task added to the project plan with proper approval, if new, or
within scope of the project.
 It could be resolved by an action taken.
 A document can be created which addresses the issue.
 A resolution could create new issues that need to be addressed.
 A new policy could be created which addresses the issue.
PAGE | 32
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
The project team is primarily responsible to resolve issues or follow-up to be sure action is being
taken to resolve an issue.
6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&V
A Competitive Vendor Request (CVR) will be submitted to the NMDOT Executive Steering
Committee for approval. Once the CVR has been approved, the project team will initiate contact
with approved IV&V vendors. The IV&V vendor will develop a complete IV&V plan in
conjunction with the project team.
6.3 SCOPE MANAGEMENT PLAN
The scope of the project as negotiated with Delasoft, Inc. included in the professional services
contract will be the responsibility of the Project Manager to ensure that all deliverables are being
completed. The Project Manager and Project Sponsor will meet weekly to discuss project scope
and determine if any changes will be necessary and require an amendment to the contract. Any
change to the approved project scope will follow change control process describe below. This
will also address managing stakeholder expectations.
6.3.1 Change Control
6.3.1.1 Change Control Process
Any significant changes in the project will likely cause changes to others tasks. Project control
establishes the mechanism to routinely track and report on these parameters. If issues arise that
result in significant variances in these parameters, the project team will prepare and submit a
Project Change Request form through the Project Change Control process.
6.3.1.2 Change Control Board (CCB)
The CCB for this project will be the Project Sponsor who is responsible for project delivery
within budget and is authorized to approve changes to the project plan.
6.4 PROJECT BUDGET MANAGEMENT
6.4.1 Budget Tracking
The budget will be tracked by the Project Manager and updates provided to the Project Sponsor
utilizing excel spreadsheets and the SHARE financial system.
6.5 COMMUNICATION PLAN
The Executive Steering Committee will meet at a minimum on a monthly basis in order to
review project progress, deliverables/milestones, provide direction to the Project Manager, and
team. The Project Manager is required to provide formal status reports to the ESC and will
present the report during the ESC meetings. The Project Manager is also required to report on the
overall status of the project on a monthly basis, per standard DoIT procedures.
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
Specific requests for expenditure authorization should be forwarded to the ESC representatives
for the agencies. If funding approval is an agenda item on the regular ESC meeting, the request
and associated justification for spending should be circulated to committee members at least
seven (7) days in advance of the ESC meeting. If funding approval is required in a timeframe
that does not coincide with the ESC meeting schedule, it is the responsibility of the Project
Manager to send a request and justification directly to the ESC committee members. A reminder
notice should be sent out after seven (7) days if there has been no response from ESC committee
members. A final attempt to contact ESC members should be made at fourteen (14) days if there
has been no response. Summary of any such action should be documented in team status reports
and reported to the ESC at the next meeting.
6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS)
NUMBER
DESCRIPTION
QUALITY METRICS 1
PROJECT DOES NOT EXCEED BUDGET
QUALITY METRICS 2
THE PROJECT SCHEDULE, ASSIGNED TASKS AND
MILESTONES ARE MET WITHIN PROJECT PLAN
QUALITY METRICS 3
SYSTEM CAN PROVIDE REPORTS
QUALITY METRICS 4
SYSTEM IS SECURE AND STABLE
QUALITY METRICS 5
STAFF IS TRAINED TO MAINTAIN AND SYSTEM IS
OPERABLE
QUALITY METRICS 6
DATA INTEGRITY IS MAINTAINED
6.7 QUALITY OBJECTIVES AND CONTROL
Quality Management is an important aspect of any project to ensure that the product delivered is
accepted and works as designed. Each functional organization is responsible for the quality of its
contribution to the project and will apply its internal quality standards to project products and
services. The project team will assess the projects products and services based on the standards
established by the functional organizations represented on the project.
There are number of ways that quality has been built into this project. The first is IV&V, which
will make sure the project meets its expected requirements through a third party evaluation of the
project. The second is the integrated project control process and change control process, which
assure that any changes that are made to the project are executed in a structured manner. The
most important of these is the change control process to minimize the change of scope to the
project and if scope does change, it is done knowing the impact to the project. The third process
for quality management is the risk management plan, which measures, mitigates and includes
contingency plans for each risk.
The project team will also create lessons learned at the end of each phase of the project. These
lessons learned will be incorporated into the next phase of the project and be part of the project
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
library that will be available for future projects to use. All of these processes combined will
create a product that has quality that is built in not tested in after the fact. This will provide an
environment that maximizes opportunities to control quality.
6.7.1 QUALITY STANDARDS
No. Quality Standard
Tracking Tool or Measure
1
Project phase is completed by the established finish date.
Project Schedule
Project Status
2
Project is completed within budget.
Project Charter
Project Status
3
Quarterly project reviews show contractors deliver
requirements specified in the contract by due dates or pay
penalties.
Contract
Final Customer Acceptance
4
Project issues are resolved and documented within 10
calendar days of identification or extensions are justified.
Issues Tracking
5
Project will be completed based on the original project
scope and approved scope changes.
Project Charter
Project Plan
Control Change Request
6.7.2 PROJECT AND PRODUCT REVIEW AND ASSESSMENTS
Review Type
Quality Standard
Tools
Reviewer
Reports
Requirements
All business, functional,
and technical
requirements are met.
Contract
deliverables
Project
Manager
Produce by
Contractor
Plans
All plans must meet
contract deliverables
Scope of work by Project
vendor
Manager
Produce by
Contractor
Milestones
Project phase is
completed by the
established finish date.
Contract
Deliverables
Milestone
checklist from
Contractor
Testing
Execution of User
Acceptance Testing
(UAT).
System Test
Project
Scripts procedure Manager
for User
Acceptance
Testing (UAT).
Project
Manager
6.7.3 AGENCY/CUSTOMER SATISFACTION
Areas of feedback
Agency awareness
Quality of communications
Manages project tasks
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When
Project Team Meetings
ESC Steering committee
meetings
ESC Steering committee
How Often
Weekly
Monthly
Monthly
Produced by
Contractor
PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
meetings
Productive Meetings
Quarterly
6.7.4 PRODUCT DELIVERABLE ACCEPTANCE PROCESS
The NMDOT Chief Information Officer will take delivery of media; manuals; contracts;
licenses; services agreements; configuration settings; status of patches to COTS products; inhouse or vendor developed code; test cases, routines, and scripts; and other items required for the
project. The NMDOT CIO will take delivery of such products only after the product
deliverables have been accepted by the NMDOT Outdoor Advertising Control System (OACS)
Executive Steering Committee.
6.8 CONFIGURATION MANAGEMENT
6.8.2 PROJECT REPOSITORY (PROJECT LIBRARY)
A project repository, consisting of a shared server with multiple folders will be developed by
NMDOT staff members as a means to provide a central repository for all project documentation
and deliverables.
6.9 PROCUREMENT MANAGEMENT PLAN
All procurement for project goods and services must be performed under the guidance and
direction of New Mexico State Procurement Statues.
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PROJECT MANAGEMENT PLAN - OUTDOOR ADVERTISING CONTROL SYSTEM (OACS)
7.0 PROJECT CLOSE
7.1 ADMINISTRATIVE CLOSE
Administrative Close occurs at both the end of each phase and at the end of project. This
closeout activity consists of verification that deliverables were met. Acceptance is formalized
and phase activities are administratively closed out. The identification of closeout activities for
the Outdoor Advertising Control System (OACS) will be the final deployment and the transition
to production. The final closeout will include the completion of the Outdoor Advertising Control
System (OACS) Software - Database System 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
Contract close is similar to administrative close in that it involves product and process
verification for contract close.
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