DEPARTMENT OF PUBLIC SAFETY – Forensic Laboratory August 22, 2018 Katharina Babcock – Business Owner Mike Neitzey – LIMS Project Manager Laboratory Information Management System (LIMS) Upgrade Planning Certification

NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade OVERVIEW Current LIMS 20 Years Old, Limited Capabilities, needs customization to move paper centric system to paperless system. LIMS Upgrade LIMS Upgrade, includes customization of case analyst notes, instrumental data, laboratory reports, a content management system, and a secure web client portal for case requests Paperless System Improved Functionality, Client Portal, Reduced Staff Time and Errors by removing duplicate data entry

NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade STAKEHOLDERS Executive Sponsor Secretary Scott Weaver Business Owner Katharina Babcock, Forensic Laboratory Bureau Chief Technology Owner Melvin Lee, DPS CIO Project Manager Mike Neitzey Stakeholders NM Law Enforcement and Criminal Justice Agencies Katharina is Noreen’s replacement as the Lab Director / Business Owner

NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade The IV&V reports directly to the DoIT EPMO office for all reports, but will coordinate activities thru the LIMS Project Manager.

NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade Status CONTRACTS: RESPEC The contract for a Project Manager was signed and executed (03/16). Mike Neitzey has assumed the PM responsibilities. A new contract is in process effective October 1, 2019 since the current contract terminates in September. Cognosante The contract for IV&V has been signed and executed (05/19). It is expected that the Initial Assessment, by agreement with DPS, will be completed by mid-August. A contract amendment is being processed to add one additional report. The current RESPEC contracts terminates September 30, 2018. The new one is to be effective starting October 1, 2018. We are requesting funds to cover only the first 3 months of the 11 month contract. Cognosante – the contract amendment is in the signature process. Since the added report will be done during the Implementation Phase, no additional funds are being requested at this time.

NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade Status CONTRACTS: Software vendor A new Sole Source was posted on 06/11. The contract for Porter Lee is ready for signature. Documents: Charter was signed Project Management Plan completed Project Workbook established The new Sole Source request was posted in early June and a new version of the contract was forwarded in late June for review. The contract is currently going thru the review process (as of 07/30). The PMP was submitted as one of the deliverables for the Planning PCC.

08/31 – Porter Lee Contract awarded and PO issued NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade Timetable: 08/22 – PCC for Planning 08/31 – Porter Lee Contract awarded and PO issued 09/10 – Kickoff meeting and security administration 09/17 – Start requirements identification/validation 09/17 – Migrate initial system code to new servers 09/25 – All PL software and licenses installed; Radio Frequency ID (RFID) equipment delivered; installation begins 10/11 – TARC 10/24 – PCC for Implementation 08/30 – the contract and PO will be completed with Porter Lee starting no later than September 10th. The first week will include the Project Kickoff Meeting as well as getting administrative tasks (background checks, security badges, fingerprints) completed 09/17 – two tasks will begin in parallel. First, PL will download/install the basic system and Second, PL will begin a series of meetings with Lab and IT staff to identify, document and validate requirements.

10/29 – Begin system configuration 11/26 – Begin System Testing NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade Timetable: 10/29 – Begin system configuration 11/26 – Begin System Testing 04/22 – Begin Training 06/14 – Configured System Delivered 06/17 – Final User Acceptance Test 06/24 – Business Owner Review 06/27 – Business Owner Acceptance 06/28 – Go Live 07/30 – IV&V Closeout Review 08/28 – PCC Closeout 10/29 – PL will begin working with DPS lab staff to configure the system to meet documented requirements. 11/26 – Depending on the configuration/implementation plan, system testing will begin. This will include the development/documentation of test cases, performing those test, and documenting all results. 04/22 – Training for Lab staff and end users (Law Enforcement and Attorneys) will be conducted. 06/17 – The Business Team will perform a final User Acceptance Test on the delivered system. 06/24 – the Business Owner will do a final review of all tests with the expectation of a final acceptance on 06/27. 06/28 – Go live, with Porter Lee providing on-site support for up to a week.

Issues affecting the project: NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade Issues affecting the project: Contract with the software vendor not signed delaying the start date Re-evaluation of the level of effort by the software vendor extended the timeline DPS identified and allocated an additional $119,221 to cover the increased cost Porter Lee Contract The Section A Statement of Work has been revamped. All Ts & Cs changes have been approved A new Sole Source request has been posted The revamped contract with the above changes has been forwarded to DoIT for e-Review New quotes were received from Porter Lee (old ones expired). This included a new timeline for installation, configuration, testing, and implementation. The new timeline is approximately 4 months longer The $119K covers the increased amounts to configure and implement the system, taxes for services, and the RFID equipment to be provided by PL; the addition of one (1) IV&V report, and an extension of the RESPEC contract for Project Management Services. Neither the Taxes nor the RFID equipment were included in previous calculations.

NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade Appropriation History (Include all Funding sources, e.g. Federal, State, County, Municipal laws or grants) Fiscal Year Amount Funding Source  SFY18 $150,000.00 DOJ Sexual Assault Kit Initiative (SAKI) Grant Awarded October 1, 2016 – Expires September 30, 2019 2016-AK-BX-K007 $177,000.00 State Chemistry Revenue Fees $80,000.00 DPS General Fund -$80,000.00 $119,221.00 Total $561,221.00 Change in funding source: State chem was 177K – went to 257K…. Eliminated 80K from general fund The Certification History table assumes that the amount requested will be certified. Originally the project was planning to purchase a new server to be used. However, DPS has installed the Simplivity servers and which will be used to host the PL system. Certification History Date Requested Amount Requested Amount Certified Purpose 10/25/17 $77,372.00 Project Management and IV&V Contracts 08/22/18 $196,996.00 Covers first three months of PM services, PL software, licenses, and Radio Frequency ID hardware and supplies. Total $274,368.00

NMDPS-Forensic Laboratory Laboratory Information Management System (LIMS) Upgrade Questions? Thank you