Regulation and Licensing Department RLD Permitting and Inspection Software Modernization Change (Planning) Request Agency CIO/IT Lead - Michelle Langehennig, Chief Information Officer Presenter – Joshua Gonzales, Project Manager September 26,2019

Regulation and Licensing Department Mission: To ensure qualified professionals provide quality care and services to all people of New Mexico.

Change Request Name Change Regulation and Licensing Department (RLD) is requesting to change the project name “Accela Replacement Project” to “RLD Permitting and Inspection Software Modernization.” Funding Request RLD is requesting one hundred ninety-five thousand dollars ($195,000.00).

Project Abstract The State of New Mexico Regulation and Licensing Department (RLD) - Construction Industries Division (CID) and Manufactured Housing Division (MHD) seeks to replace its current permitting and inspection software, Accela. The Accela suite (Citizen Portal, Automation, and Mobile Inspection) supports the functionality of all permitting related to CID and MHD which includes LP Gas. CID permitting collects an estimated $4,000,000 in revenue for New Mexico’s State General Fund.   The current Accela system poses continual problems for both CID and MHD staff and the Information Technology Division. Mobile Inspection, used by field staff, loses its settings and has to be reinstalled nearly 50% of the time and it recently experienced a two-month outage. Also posing a problem is Accela’s claim that they are Payment Card Industry (PCI) compliant. They are assessing their own compliance and have not completed a third party approval process.

Project Abstract Since June 30, 2018, Accela no longer supports the current installation requiring that customers purchase their new cloud-based version. The RLD Information Technology (IT) team is currently using Accela’s most stable version. Accela has not been able to fix any other issues with the software, but documented work arounds have been put in place to keep the application working and to train RLD users. Accela has an agreement with RLD Superintendent, Marguerite Salazar, to continue to help RLD should any stabilization issues arise.   In order to find a suitable system, RLD obtained quotes for a customized permitting and inspection  software solution. RLD contracted a project manager from CloverLeaf Solutions to complete a best in breed analysis for the replacement of the Accela software. This best in breed was completed in May 2019.  

Project Abstract The contract scope of work is for requirements gathering and documentation for MHD and CID. The initiated contract with the vendor FusionSto for requirement gathering and documentation was amended in August 2019 due to a late start in getting the contract finalized with the State. With the delayed start to the requirement gathering process, the deliverables in the initial contract would not be met timely. RLD and FusionSto met and discussed to push back deliverables while remaining within the contract terms. The MHD deep dive requirements deliverables are due October 15, 2019. The CID deep dive requirements deliverables are due by December 15, 2019. Once the requirements are complete, then the pilot will be constructed so that MHD can start testing the workflows in a test environment.

Additional Funding Request RLD is requesting funds to hire an Independent Verification & Validation contractor for the RLD Permitting and Inspection Software Modernization to guarantee the project stays on track and meets deliverable goals. RLD is requesting one hundred twenty-five thousand dollars ($125,000.00) from the PCC to fulfill this need.   RLD is also requesting funds to hire a certified Project Manager (PM) to oversee the RLD Permitting and Inspection Software Modernization and continue with project management. Having an expert in Project Management plays a vital role in keeping this highly complex project on focus and ensuring a successful outcome in the project. RLD is requesting seventy thousand dollars ($70,000.00) from the PCC to fulfill this need. These funds will be used in the Planning Phase and additional funding will be requested for these services at Implementation.

Appropriation History Certification History (Include This Request.) Funding Appropriation History Include All Funding Sources, e.g. Federal, State, County, Municipal Laws or Grants. Funding Source Amount 2019 Laws of 2018, Chapter 73, Section 7, Item 16 $967,000.00 2020 Laws of 2019, Chapter 271, Section 7, Item 14 $500,000.00 Laws of 2019, Chapter 271, Section 7, Item 15-4 Total Appropriation: $1,467,000.00 Total Appropriation Minus Certified Funds: $456,888.59 Certification History (Include This Request.) Date Certification Phase Amount Funding Source (Use specific citations matching preceding table.) May 23, 2019 Initiation $0.00 NA June 27, 2019 Planning $250,000.00 Laws of 2018, Chapter 73, Section 7, Item 16. $565,111.41 September 12, 2019 $195,000.00 Total Certified: $1,010,111.41  

Fiscal Year Budget FY19 FY20 FY21 FY22 Total Project Management   FY19 FY20 FY21 FY22 Total Project Management Services $44,310 $150,000 $0 $194,310 Business Analysis Services $205,690 Implementation Services $264,389 Other Services IV&V $305,000 Hardware Software $497,611 Internal Staff (Only include staff charged to project funds.) Total: $250,000 $1,217,000 $1,467,000

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