Executive Sponsor: Tom Church, Cabinet Secretary NM Department of Transportation (NMDOT) IntelliGrants Electronic grants management System (eGrants) Executive Sponsor: Tom Church, Cabinet Secretary Business Owners: Dave Martinez and Kimberly Wildharber, NMDOT Traffic Safety Division IntelliGrants Electronic Grants Management System Project Certification for Implementation June 11, 2015

Overview Project Goals: 1) Replace a paper grant management system with an automated electronic system. Business Problem: The Traffic Safety Division manages 400 projects yearly utilizing a paper system. The amount of paper processing accounts for a large percentage of staff time. The National Highway Traffic Safety Administration (NHTSA) recommended we procure a electronic grants management system in our 2013 management review. Desired Outcomes: A Grants Management System that supports the Traffic Safety Division: Improved service delivery to constituents Improved productivity and accuracy resulting in significant cost savings. Improved management and oversight of federal and state funds.

IntelliGrants Grant Management System provide opportunities to: Business Opportunity IntelliGrants Grant Management System provide opportunities to: Provide better, faster, expanded services to constituents Track and manage sub recipients performance and outcomes Develop future budget needs based on performance targets Reduce costs, streamline processes, improve productivity Retain complete, accurate and accessible electronic records Provide audit and security to meet mandated requirements Meet NHTSA’s reporting requirements for Traffic Safety Programs NMDOT is collaborating with NM DoIT to host the eGrants solution in the Cloud

NMDOT expects significant savings in: Cost Savings NMDOT expects significant savings in: File maintenance, storage space, printing, paper and file supplies (avoiding thousands of dollars in paper, toner and ink costs). Labor for data entry, auditing, and reporting information. Report reproduction and distribution (NMDOT currently contracts with an outside vendor to enter and compile data). Decreased duplicate entry of data and time grantees spend entering data which can lead to more officers on the streets enforcing traffic safety.

Risks of Keeping the Status Quo NMDOT will not meet the requirements of our management recommendation established with NHTSA. NMDOT may lose the ability to fund traffic safety programs across the state leading to an increase in traffic crashes and deaths Manual paper processes continues in order to produce reports for NHTSA and monitor our programs Duplication of data entry.

Major Deliverables by Project Phase Major Deliverable Schedule and Performance Measures Major Project Deliverable and Performance Measure Budget Due Date Project Phase IV&V $43,350 12/31/15 Initiation - Closeout IntelliGrants Product Software License $140,000 12/01/14 Initiation Initial Business Analysis/JAD Session $13,600 12/15/14 Planning Finalize Project Management Plan $20,400 05/15/15 System Requirement Specification (SRS) Document $58,400 Product Security Roles Set Up $7,200 Implementation Build Document Workflow $2,000 05/30/15 Form Build $40,000 06/30/15 Build Workflow Claims/Activity Reports 07/31/15 Form Build Claims/Activity Reports $24,000 08/31/15 Product Management Query and Management Report Configuration $8,320 IG Product Domain Branding Design $4,080   $4,800 12/01/15 User Acceptance Testing (UAT) $- 01/15/16 Training $16,160 02/01/16 Service Enhancements $60,500 03/1/2016  Annual Support FY16 $39,426 Annual Support FY17 DoIT Cloud Hosting FY16 $18,960

Certification Request Approval of Implementation of this project, using $295,729 of NMDOT 164 Alcohol, 164 and 402 Planning and Administration, and State Road Funds Implementation Certification Request Date Amount Funding Source(s) (use specific citations to laws, grants, etc.) 06/24/2015 $206,656 NMDOT Federal 164 Alcohol $78,386 NMDOT Federal 402 Planning and Administration $10,687 State Road Fund Total $295,729

Total Cost of Ownership Budget   Description FY15 FY16 FY17 Consulting Services Project Management, Project Documentation, IV&V, Software Configuration, UAT, Training $161,475 $143,336 Software Purchase Software License Agreement $140,000 Annual Support $39,426 DoIT Hosting $18,960 Total $301,475 $201,722

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