IT Transformation: Strategic Plan & Pilot Public Education Department Project Certification Committee (PCC) September 28, 2016 John Kraman, PED CIO Lisa Hamilton, PED Data Quality and Analysis

Outline Agency mission Project stakeholders and governance The high level project overview including objectives, budget and timeline Project approach and management strategy Details on the solution Identify risks, issues, and mitigation strategies Hanna Skandera Secretary of Education

Agency mission To make New Mexico the fastest growing state in the nation when it comes to student outcomes – measured by NAEP, PARCC, graduation rate, and postsecondary remediation. Hanna Skandera Secretary of Education

Project Stakeholders and Governance Secretary of Education PED Program Offices PED IT Division Local Education Agencies across the state Governance: PED Management Team PED Data Governance Program LEA Advisory Committee Hanna Skandera Secretary of Education

Phases of Work: FY2017-2021 P1: FY17 P2: FY18 P3: FY19+ Phase 1 is analysis, exploratory and pilot Organizational Assessment and Performance Metrics Real-Time Data Pilot P2: FY18 Scale up from pilot, adding IV&V and Architectural oversight Longitudinal Warehouse Vertical Reporting System P3: FY19+ Full implementation All Districts All Reports Hanna Skandera Secretary of Education

Project Overview: Organizational Assessment A comprehensive assessment of the PED IT Division’s organizational structure and key processes A data diagnostic, performance metrics, and recommended fixes required to institutionalize process transformations Cost of ownership for “current”/“as-is” and “future”/“to-be” Enterprise management, including data governance, project management and enterprise architecture Prioritization and decision making within the PED IT Division that reflects state/PED priorities and strategic plan Requirements to develop data validation tools based on the recommended enterprise architecture requirements Hanna Skandera Secretary of Education

Project Overview: Real-Time Data Pilot Needs Analysis, Solution Design and Data Transformation Design Data Transformation Services (import from source systems, export to reporting systems) Integrated Operational Data Warehouse Flexible Data Reporting Single Sign-On Services for Dashboard Operational Monitoring and Service Health Solution Deployment, End-User Training and Professional Development Hanna Skandera Secretary of Education

Project Overview: Implementation Budget Cost Organizational Assessment and Performance Metrics $1,199,882 Real-Time Data Pilot $992,478 TOTAL $2,192,360 Hanna Skandera Secretary of Education

Project Overview: Deliverable Deadlines Phases of Work Oct -16 to Nov-16 Dec-16 to Feb-17 Mar-17 Apr-17 to Jun-17 Gap Analysis , Metric Alignment, Organizational Assessment & Design Data Diagnostic, Data Mapping, Customization Plan, Data Governance & Project Management Plan Implement. Strategic Plan, Data Transformation, Custom Reporting Plan & Deployment Process Re-Engineering, Extraction Protocols & Custom Report Delivery System Testing, Validation, Training, Security Review, Documentation & Close Out Hanna Skandera Secretary of Education

Project Approach and Management Strategy PED CIO/ Program Director PED Project Manager Real-Time Data Pilot Project Manager Real-Time Data Pilot Technical Lead Organizational Assessment Project Manager Organizational Assessment Technical Lead Close Coordination between PED PM and Project PMs Close Coordination between Project PMs and Technical Leads Hanna Skandera Secretary of Education

Solution Overview Organizational Assessment Real-Time Data Pilot Assessing data, systems, infrastructure, process and people Producing recommended structures, process re-engineering, detailed business rules for development Establishing performance management metrics and processes Real-Time Data Pilot Establishing open-source solution to move live data from districts to state levels reports Solution will reflect state and local business needs and rules from organizational assessment Hanna Skandera Secretary of Education

Risks, Issues, and Mitigation Strategies Risk 1: Lack of district willingness to participate in the real-time data pilot Mitigation: based on an initial assessment of districts data/reporting issues, ensure the alignment of local pain points to solution, as well as providing resources and partnership to offset local costs Risk 2: Current inefficiencies will scale with real-time data solution Mitigation: organizational assessment will mirror development of real-time data pilot, aligning sustainable solutions and re-engineered processes with state and local priorities/pain points Risk 3: Internal PED resources/capacity to support solution Mitigation: organizational assessment will assess costs, track savings and create professional develop pathways to restructure and improve the human capacity in PED IT to support solution Hanna Skandera Secretary of Education