NMCRIS Enhancement and Expansion New Mexico Department of Cultural Affairs Historic Preservation Division NMCRIS Enhancement and Expansion

New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project Team Business Owner – Sam Cata, Acting HPD Director Executive Sponsor – Joe Valdez, DCA CIO Project Manager – Scott Geister, ARMS Archaeologist Business Owner – Derek Pierce, ARMS Program Manager

Project Goal Change the Workflow to Eliminate Redundant Data Entry New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project Goal Change the Workflow to Eliminate Redundant Data Entry Enhancement Goals Enable much greater data currency by capturing data at the beginning of the workflow Reduce demands upon ARMS staff Refocus staff efforts upon large existing backlog NMCRIS User Paper Forms ARMS Staff The old NMCRIS workflow was redundant and extremely labor intensive. Lengthy paper forms created by users had to be retyped by ARMS staff.

Limitations of the Old NMCRIS New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project Goal Liberate the Data Enhancement Goals Increase the number of available queries Increase the number of available reports Allow report download in multiple formats Simplify map service queries Develop queries for the architectural database Limitations of the Old NMCRIS Limited number of predefined database queries Queries not sequential Small number of available reports Reports only available in .pdf format – limited utility to users Map service queries cumbersome and time-consuming

Limitations of the Old NMCRIS New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project Goal Add Architectural and Registered Property Data to NMCRIS Enhancement Goals Broaden the user base Design and implement a historic structures database Incorporate stand-alone and paper Registered Property databases Develop a geospatial presence for these resources Develop a mechanism for users to add and view attachments Limitations of the Old NMCRIS Historic Building data was not part of the database NMCRIS had no utility for Historic Architects Registered Property data existed in two separate MS Access databases The system did not allow the attachment of photos, maps, other documents

Project Goal Improve System Reliability New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project Goal Improve System Reliability Replace Outdated and Unsupportable Software ArcSDE & ArcIMS system prone to I/O errors and other problems Custom Avenue-based program no longer supportable ARMS staff using ArcView 3.3 (at least 6 generations old DCA has limited Oracle support Upgrade/Replace Overloaded Servers Eliminate Troublesome Java Applets on the User Side

Develop Quality Training to Accompany New Application New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project Goal Develop Quality Training to Accompany New Application DCA IT staff (system admin) HPD/ARMS power users Outside NMCRIS users.

Web Based Data Entry Forms New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project COMPONENT Change the workflow Web Based Data Entry Forms Enhancement Features Capture data at the user end – eliminates redundant data entry Mirror existing paper forms already familiar to users Allow attachments up to 4 MB User can download forms in .rtf or .pdf format Develop queries for the architectural database

Online Feature Editing New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project COMPONENT Change the workflow Online Feature Editing Enhancement Features Users may digitize their own features onscreen or Upload shapefiles created on their own desktop GIS Map features are immediately available to all users Features are automatically color-coded to reflect QA/QC status

Enhanced Database Queries New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project COMPONENT Liberate the data Enhanced Database Queries Enhancement Features Filter and List queries Expanded query menu Filter queries are additive Listed results can be downloaded in .pdf and .xls formats

Project COMPONENT Enhanced Reports Liberate the data New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project COMPONENT Liberate the data Enhanced Reports Enhancement Features Summary .pdf reports from old system recreated All necessary paper forms available as populated reports Reports available in multiple formats (.rtf, .xls, .html, etc.) for easy editing after download

Simplified Map Service Queries New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project COMPONENT Liberate the data Simplified Map Service Queries Enhancement Features Dropdown lists eliminate syntax issues Wildcard searches Feature ID info available in the results window Option to zoom to results

NMCRIS Expanded to Include Architectural Resources New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project COMPONENT Add Architectural Data NMCRIS Expanded to Include Architectural Resources New architectural database designed and implemented Existing Registered Property databases incorporated Five new feature classes added to the map service to accommodate architectural features High resolution aerial photography added to map service to facilitate digitization of building footprints

Software and Hardware Upgrades New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project COMPONENT Improve System Reliability Software and Hardware Upgrades NMCRIS migrated to SQL Server Better fits DCA IT knowledge base Realizes significant savings versus Oracle Does not require any user downloads ArcIMS replaced with ArcGIS Server More powerful and up-to-date technology Allows users to add content to map service ARMS staff upgraded to ArcEditor 9.3.1 Two new servers added

Project COMPONENT DCA Clear Wiki Quality Training Enhancement Features New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project COMPONENT Quality Training DCA Clear Wiki Enhancement Features Available to DCA IT HPD Staff System Admin Manuals User Documentation Customized Quickbooks Training FAQ’s

NMCRIS Online Training Videos New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project COMPONENT Quality Training NMCRIS Online Training Videos Enhancement Features Professionally narrated introduction to NMCRIS Video screen-captures of most common user workflows Attachments include more detailed training exercises in .pdf format

Project Timeline Timeline as Originally Proposed New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project Timeline Certification Planning Implementation Closeout User Testing Certification Planning Implementation User Testing Closeout June 2008 July - Sept 2008 Oct 2008 - July 2009 Aug 2009 - May 2010 June 2010 Timeline as Originally Proposed June 2008 November 2008– ??? 2009 Aug Oct 2009 – June 2010 Sept 2010 Actual Project Timeline

PROJECT TIMELINE Difficulties with proposed timeline New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion PROJECT TIMELINE Difficulties with proposed timeline 4 month delay in approval for Needs Assessments contracts Planning phase took more than 3X longer than projected Implementation and Testing period had to be drastically compressed

Project Budget & StATUS New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Project Budget & StATUS Project Phase Budget Completed Needs Assessment $43,455.69 8/31/09 Needs Assessment Project Management $119970.99 10/27/09 Needs Assessment IV&V $19,999.00 12/31/09 Software $26,562.67 NMCRIS Application Development (paid) $315,000.00 6/30/10 NMCRIS Application Development (unpaid retainage) $35,000.00 Unused Funds $11.65 N/A Total $560,000.00 Project Status All project objectives accomplished All deliverables submitted and accepted Application has been launched and is currently in production Application warranty period continues through 12/31/10 All payments have been made except the 10% retainage for application development

New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion Lessons Learned Not all vendors on the project management vendor list may possess the technical expertise required for a project of this complexity Project management & needs assessment SOW’s should specify deliverables very precisely– DCA lacked the experience and technical expertise to do this without greater DoIT guidance An experienced, professional project manager is essential to the success of a project of this scope A budget line item for long term product support should be a part of the overall project plan, particularly so when agency IT are not fully versed in the technologies implemented