NM Department of Transportation (NMDOT) Electronic Statewide Transportation Improvement Program (eSTIP) Executive Sponsor: Anthony Lujan, Deputy Secretary Business Owner: Rebecca Maes, STIP Project Certification for Closeout January 24, 2018

Project Overview Objective/Business Goal 1) Replace an existing, obsolete STIP management program, and the existing paper and spreadsheet based systems which address functionality it does not support, with a functional interactive web-based system that meets the NMDOT and FHWA requirements. 2) Migrate current data to the new system. Outcome: The system has fully met the goals Improves service delivery to constituents Automates compliance with statutory funding requirements Improves productivity Achieves cost savings Reduces time in producing reports and planning amendments Current ROI projection yields a $229K-$253K per year average cost to use the new system, which includes yearly maintenance & hosting, licensing, and all direct and indirect costs associated with use. Cost to use existing, obsolete system is ~$220K per year, average. Current projections estimate a 50-70% reduction in business process overhead Further reduces Agency Oracle footprint Several MPO stakeholders have confirmed they will be retiring their internal TIP management systems to fully utilize the new eSTIP system. Cost savings for this improvement is not yet measured, but is projected to yield a net cost savings for this implementation across NMDOT plus partner agencies.

Project Overview Desired outcomes Description Results Improves service delivery to constituents Increased efficiency and productivity through a well- managed planning, programming and tracking system System has streamlined a number of business processes and allows the business team to analyze trends for improvement. Automates compliance with statutory funding requirements Optimize business process, decreasing number of steps, saving time System is fully compliant with Federal Highway Administration (FHWA) Improves productivity Lower the cost of government by having a more efficient work activity process tracking System has streamlined a number of business processes, and allowed the business team/users to eliminate some altogether. Reports, including the fiscal constraint reports are generated at the click of a button Achieves cost savings Improve reporting capability to executive management and to FHWA/FTA The system is available now via the web, which allows executive management, FHWA/FTA to view projects at anytime with real-time status. Reduces time in producing reports and planning amendments Substantial NMDOT business process improvements are achievable through a new planning and programming system available to sub-recipients of FHWA funds and FHWA approvers for tracking of projects to ensure that current data is utilized in the decision-making process for the Agency’s Long-Term Plan to ensure a State of Good Repair. The ability to process amendments in the system and post to the web for public comment with the click of a button. No separate word document is needed any longer.

Funding Source(s) (use specific citations to laws, grants, etc.) Appropriation/Certification History Date Amount Funding Source(s) (use specific citations to laws, grants, etc.) March 29, 2017 (Initiation) $30,000  $7,500  Total: $37,500 NMDOT/FHWA State Planning & Research (SP&R) Funds NMDOT State Road Fund  June 28, 2017 (Planning)  $30,000  $7,500 August 23, 2017 (Implementation)  $503,999.20  $157,137.28 Total: $661,136.48 TOTAL $736,136.48

Total Budget (Projected/Actual, by Deliverable) Projected Cost Actual Cost Project Phase Independent Validation & Verification $26,543 $24,145 Initiation - Close Business Analysis & Kickoff* $0 Planning Project Management* Initiation – Close System Requirements & Design* System Configuration* Implementation Development & System Deployment* Training* Maintenance & Technical Support $86,728 Maintenance & Technical Support (Year 1 Remainder) Fixed fee through remainder of year 1 FY18 Maintenance and Technical Support $176,058 FY18 FY19 Maintenance and Technical Support $178,699 FY19 FY20 Maintenance and Technical Support $181,380 FY20 TOTAL $736,136 $733,738 Under Budget ($2,398) *6-month project implementation (Initiation through Close) included in first 6-month maintenance & technical support.

Total Cost of Ownership (Actual) Budget   Description FY17 FY18 FY19 FY20 & After Total Consulting Services IV&V $24,145.31 -- Hardware N/A $0 Software All inclusive $173,456.28 $176,058.12 $178,698.84 $181,379.52 $709,592.76 Annual Support  Included in software --  $197,601.59 $733,738.07

Project Schedule # Task Name Due Date % Complete Status Eco1 Eco2 Eco3 Initial Business Analysis & Kickoff 5/20/2017 100 Complete Eco2 Project Management 11/4/2017 Eco3 System Requirement & Design Documentation 9/4/2017 Eco4 System Configuration Eco5 System Development & Deployment 10/4/2017 Eco6 Training Eco7 Ongoing SaaS – Maintenance & Technical Support (Year 1) On-going 75 Eco8 Ongoing SaaS – Hosting (Year 1) Resp1 Initial IV&V Report 6/5/2017 Resp2 Interim Report 1 Interim Report 2 7/5/2017, 9/5/2017 Resp3 Final Report 10/15/2017

Project Accomplishments System is Live Submitted the 1st amendment through the system Users have been trained on the secure system and the public website Mapping is fully functional All users now see real-time data, including users of public website Adoption and amendment approval processes now fully electronic, including FHWA/FTA review and approvals System utilizes current approved LRS MPOs are able to directly enter their TIP data into the system, eliminating previous need for multiple data extracts and management within 2 systems for these partners Supports agency strategic initiative to reduce Oracle footprint. System Tracks all changes Significant reduction in review and process time Process is now about 80-90% paperless No longer have an application Licensing cost 50-70% reduction in business process overhead, including travel and per diem STIP/TIP Generation: Projected savings of $52K-$69K per year STIP/TIP Amendment Generation: Projected savings of $18K-$22K per year Public Advertisement Generation: Projected savings of $34K-$38K per year Ad-hoc Data Request Generation: Projected savings of $6K per year

Lessons Learned Communication, flexibility & expertise within the project team contributed to accepting business processes and testing the system. Review and testing of the system after agency data was imported allowed easier identification of problems Involving external stakeholders as part of the team review meetings, to review needs and usage identified several potential issues that were able to be addressed prior to GoLive, and allowed the team to standardize some features and obtain buy-in. The vendor’s agile development process did not mesh well with NMDOT internal processes, making it difficult early in the project to gauge project completion %. In the latter third of the project, a more formalized and detailed accounting of remaining work was instituted, which allowed better prioritization and scheduling of changes. Aggressiveness of schedule Contract negotiations took 1 month longer than expected, while project end date needed to remain fixed to allow alignment with the new STIP adoption and amendment timeframes. This added complexity to the business process cutover, and required deferring some less critical issues to post-GoLive. The STIP data was more complex than anticipated by the vendor, which contributed to their initial estimation of a 6-month timeline. Additional time should have been allocated during initial evaluation to reduce later rework caused by misunderstandings of data use. Shortened time available to refine and adapt business processes and identification of expected system usage over time required additional changes to further refine the system. The aggressive schedule and agile development process required the team to adapt and test while changes were in progress. This occasionally caused rework. A less aggressive schedule would have eased this issue.

Next Steps Continue to work with the consultant to create reports Resolve remaining non-critical issues deferred to post-GoLive

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