Website Content Management System Public education department CLOSEOUT May 23, 2018 Rebekka Burt – Director of Community Engagement Jeff Creecy – Project Manager

Outline Project Overview Before After Budget IV&V Lessons Learned Conclusion / Questions

Project Overview The primary goal was to replace the existing static website with a content management system. The New Mexico Public Education Department (NMPED) website is an important communication tool used by students, educators, parents, constituents, and the general public. Key objectives and status are listed below: The website will be Americans with Disabilities Act (ADA) and Section 508 compliant – Goal met Tested and optimized for multiple platforms – Goal met Include workflow for approving and publishing content by trained program staff – Goal met Enable future integration with other critical components of the NMPED IT – Goal met Options for Parents (Charter School applications) – Goal removed from scope per contract amendment

Project Overview Cont. Original budget for this project was $532K. PED Reduced the scope, resulting in only $213,520 being spent. The objective to address specific technical and administrative needs for a small number of pilot bureaus across three divisions (starting with Options for Parents) was removed from the scope of the project at the onset of planning and implementation. The PED did not have a clear grasp of the needs for the Options for Parents deliverable. When this was realized it was clear the scope did not align with available funds.

Before

Before Not compliant with Americans with Disabilities Act (ADA) or Section 508 compliant Static content High maintenance by IT department Not a true content management system Not a mobile friendly website (responsive design) No workflow capability

After

After Compliant with the Americans with Disabilities Act (ADA) and Section 508 True content management system (Wordpress Platform) Nominal IT involvement to support system Workflow enabled – Departments can assist in managing and submitting content; Approval process in place to validate content before publishing online Mobile friendly with responsive design

Project Budget by Major Deliverables Major Project Deliverable Actual Date Budget Plan Date Requirements – Complete $ 17,738 9/15/17 $    37,410 Design – Complete $ 44,075 10/27/17 $ 98,040 Build – Complete $ 63,156 12/4/17 $ 212,716 12/1/17 Testing – Complete $ 26,338 12/27/17 $    67,591 1/12/18 Deploy – Complete $ 31,712 12/31/17 $    63,291 3/2/18 Close - Complete $ 12,900 2/16/18 $ 15,453 3/16/18 IV & V - Complete $ 17,601 3/30/18 $ 37,909   Project Total $ 213, 520 $ 532,409

IV&V Burger and Carroll summary from final IV&V Report. As of March 30, 2018, IV&V finds the New Mexico Public Education Department Website Content Management System (CMS) Project Closeout to be in a Green status. Documents related to Project deliverables have been submitted and have been approved by NMPED. The project is on track to meet most project goals and objectives, including meeting the ADA and Section 508(a) compliance deadline of being operational by December 31, 2017.

Lessons Learned The system vendor contract was not effectively managed. PED should consider engaging a late-stage contract manager to assist in finalizing any contract amendments that represent material changes to scope, schedule and/or cost. Document all changes, according to the Project Management Plan and contract, which affect the scope, budget or schedule as required in the contract. Formally approve and document the use of subcontractors, and their role, that are involved in a project. Secure funding for the contract before pursuing required deliverables. The PED should perform due diligence matching scope to available funding before proceeding with contract negotiations. Document meetings and key decisions as they are made per project, and do not combine notes and documentation with other work being done by the same vendor.  

Conclusion / Questions The website is now live and all requirements have been met with the exception of the Options for Parents objectives that were removed from the scope of the project. The PED received an official letter indicating we were now in compliance with the ADA and Section 508. Content is now being managed using workflows where individual departments utilize templates to create their updates. After the reduction in scope, the project came in under budget with most of the benefits achieved. We are requesting that the project be closed at this time. Questions?