NM DEPARTMENT OF TRANSPORTATION (NMDOT) NMDOT E-CITATION Executive Sponsor: Tom Church, Cabinet Secretary Business Owner: Santiago Montoya, Bureau Chief, Traffic Records, Traffic Safety Division Project Closeout: November 13, 2018

Overview Project Goals: Business Problem: Desired Project Outcomes: Integrating the Traffic and Criminal Software (TraCS), utilized by Law Enforcement Agency (LEA) personnel for issuing electronic citations, with the Odyssey Court Case Management systems utilized by County Magistrate Courts in New Mexico. Business Problem: There was no mechanism in place to transfer data between agencies, nor was there a determined collection point in order to move forward with overall initiatives of moving traffic data electronically. Desired Project Outcomes: To provide a seamless integration of the electronic citation data, issued from the TraCS software by LEAs, to the Odyssey Case Management System. The automation was intended to: Eliminate redundant data entry, currently performed by court personnel Reduce manual keystroke errors Improve the timeliness, completeness, uniformity, and integration of driver and vehicle information needed by the courts in New Mexico.

Overview – Project Rollouts Initial Rollout: Pilot rollout to transfer electronic citation data from the TraCS software to the Odyssey Case Management System occurred between Dona Ana Sherriff’s Office (DASO) and 3 Magistrate Courts (Hatch, Anthony and Las Cruces). Completed in February, 2015 Allowed project to fully verify system and interfaces prior to larger-scale rollouts Encompassed project phasing from Initiation through Implementation (Total Cost: $135,465.55) Maintenance Phase Rollout: Rollouts to large LEAs - Albuquerque Police Department (APD) and NM State Police/DPS - across all Magistrate Courts Final production testing completing this month Allowed project team to confirm even complex rollouts require only minor adjustments to e-forms Form adjustments supported as part of standard system maintenance & support ($100,000 per year, beginning in FFY16) Rollouts to remaining LEAs

Business & Technical Objectives Results Fully Satisfied Increase efficiency and productivity Optimize business processes, decreasing the number of steps saving time 2013 and prior  0% citations efiled 2014/2015 (initial roll-out)  46% 2015-2018 (full roll out) 79% Note: data is for three pilot mag. courts + DASO LEA YES Lower the cost of government, provide more effective Electronic Records Administrative Management Improve service delivery to constituency ~75,000 citations have been e-filed to date, greatly reducing data entry time as well as risk of typographical errors Reduce manual, paper-based Court Case Management processes, which contribute to high cost and overhead expenses. ~75,000 citations which were e-filed did not require paper data flow to courts

Business & Technical Objectives Results Fully Satisfied Extract electronic citation information from the New Mexico Law Enforcement Agencies’ TraCS-centralized databases for import to corresponding Magistrate Court Odyssey Case Management System. 1 LEA flowing e-citations to 3 magistrate courts; NM State Police LEA on tap to all magistrate courts YES (for 3 pilot courts + DASO) Remaining mag. courts & LEAs in progress as part of maintenance phase Develop, configure and install network architecture connectivity and security between Law Enforcement Agencies and Magistrate Courts. LEA 1: DASO – done (live) LEA 2: DPS – done (Testing Production) LEA 3: APD – done (Testing Production) Develop reconciliation facilities in order to determine if all records were transmitted successfully, and to also create a process for retransmitting failed transactions. A combination of automated + manual processes ensure all data is transmitted and any failures are detected & corrected

Federal Funds - Highway Safety Plan Appropriation History: FFY 2014 Federal Funds - Highway Safety Plan 14-HE-64-P03 $104,800 FFY 2015 $95,200 Total Appropriation $200,000 Certification History: Date Certification Phase Amount January 22, 2014 Initiation and Planning $104,800.00 November 13, 2018 (This request) Closeout $30,665.55* Total Certified $135,465.55 Total Funding Expended: (Under budget) $64,534.45 *NMDOT & AOC show no record of an Implementation certification occurring in 2014 or 2015,and are therefore addressing this amount as part of this certification.

Total Cost of Ownership: Description FFY14 FFY15 Total Develop Integration Strategy Initiation $10,254.09 Develop Data Mapping, Network Configuration and Security Methodology strategy Planning/Consulting $14,277.50 Write User Acceptance Test Plan $9,566.25 Configure TraCS Testing Environment $27,460.37 Configure Network and Security Testing Environment $25,440.96 Complete all Necessary Hardware and Software Purchases Purchase $22,627.07 Conduct User Acceptance Testing Implementation 19,513.06 $19,513.06 Complete IT Operational Training $0.00 Transition Finished System to Production $6,326.25 $109,626.24 $25,839.31 $135,465.55

Project Accomplishments Business Goals Achieved Software for processing TraCS citation data and sending to courts – completed Software for combining one or more citations into a “traffic stop” (for one court case) – completed Software for tracking errors + omissions – completed Business processes for correcting errors + omissions – completed One LEA (DASO) live with software end-to-end to three magistrate courts (Hatch, Anthony, Las Cruces) Additional LEA - NM State Police – targeting ALL magistrate courts; nearing go live (this month)

Lessons Learned Multi-agency projects are very difficult and slow – many moving parts not only technical, but also political, organizational, etc. Full (i.e. 100%) automation – while a worthy goal – is not necessary; many benefits even if some portion of citations are handled manually Piloting software with a few courts or LEAs can ensure kinks are worked out before widespread deployment(s)

Major Deliverables by Project Phase Completion Date Project Phase Integration Strategy 3/28/2014 Initiation Data Mapping, Network Configuration and Security Methodology Strategy 4/22/2014 Planning User Acceptance Test Plan 04/29/2014 Configure TraCS Testing Environment 6/24/2014 Configure Network and Security Testing Environment 8/31/2014 User Acceptance Testing 10/31/2014 Implementation IT Operational Training N/A Transition To Production 1/22/2015 Hardware and Software Purchases 3/30/2014

Next Steps DPS + NM State Police flow to all magistrate courts APD flow to Metro court Additional LEAs (including DPS-hosted smaller agencies) to magistrate courts Adding citation image (pdf) file to electronic automated flow Adding NTC (non-uniform traffic citations) as well as UTC (uniform traffic citations) to flow

NMDOT E-Citation Project Questions?