July 22, 2015 Sally Trigg, DoIT, Project Manager Department of Information Technology One-Stop Business Portal Project: Initiation and Planning Phases Project Certification Committee Presentation July 22, 2015 Sally Trigg, DoIT, Project Manager 1

Project Background Problem Solution: Currently, a business in the state of New Mexico must interact with numerous state agencies over the course of its incorporation. Where agencies provide services online, each has its own entry point and web-presence. The statutes, rules, and policies governing the processes and required reporting associated with creating or maintaining a business frequently change. For existing businesses: keeping track of these requirements and their respective online systems can become burdensome For emerging business, simply knowing where to start and the steps required can be prohibitive These effects can be particularly limiting for small businesses Solution: Under the 2014 One-Stop Business Portal Act, the state will create a website where businesses can file all the forms and pay the fees required by various state agencies to do business in New Mexico. 2

2014 One-Stop Business Portal Act: Project Objectives and Deliverables DoIT shall: Develop, operate and maintain centralized website that is free , user-friendly, searchable , accessible to the public Provide authorized representatives of businesses with access or the ability to electronically conduct certain business transactions with state agencies Provide the framework and define the information exchange process necessary for the one-stop business portal. Promulgate rules necessary to support the framework, information exchange process and maintenance of the one-stop business portal Rules to carry out the provisions of the One-Stop Business Portal Act may be promulgated by: Secretary of State Taxation and Revenue Department Workforce Solutions Department Regulation and Licensing Department Workers' Compensation Administration Deadline (provide the framework and define the information exchange process necessary) : January 1, 2017 3

One-Stop Business Portal Act Website Requirements: Information Access and Functionality One-Stop Business Portal shall allow authorized representatives to: Access information on: Taxation, including filing and renewal deadlines Workers' compensation, including requirements and deadlines Business licensing requirements and associated filing and renewal deadlines Complete business functions: Make taxation filings and payments Make workers' compensation payments that must be paid to state agencies Complete and submit applications for licenses, registrations and permits Pay application fees, license fees, registration fees, permit fees, filing fees. Provide electronic communications with customer service representatives regarding the use of the one-stop business portal and the services offered through it Access the sunshine portal Deadline (Portal available for public use with listed capabilities): July 1, 2017 4

Project Stakeholders Governor’s Office State CIO DoIT Public Information Officer Project Manager Secondary sponsors from 6 agencies: SOS, TRD, WFS, RLD, WCA, EDD Agency business owners and team members Consultants on process analysis/improvement, web design Business Advisory Group All current and potential business people in New Mexico 5

Project Work Phase 1 (July– Sept 2015): Establish Project Governance, identify team, do project planning, do initial requirements gathering, make budget request for portal setup (Phase 4) and ongoing operations (Phase 5), kick off project Phase 2 (Oct-Dec 2015): Set up interim website (links to all stakeholder agencies and info about upcoming portal), perform in-depth requirements gathering, do gap analysis of agency websites. Phase 3 (Jan-May 2016): Analyze and align processes in agency websites, plan portal setup, and plan portal marketing. Consultants used for process analysis/improvement and web design. Cost: $400,000 Phase 4 (June 2016-March 2017): Implement Portal and Marketing Plan Phase 5 (April-May 2017): Close Project, shift to Operations

Project Risks Poor engagement of stakeholder agencies results in active and passive resistance Project sponsors and business owners not as strong as needed and/or not sufficiently available to remove obstacles and to champion project, resulting in delays, problems not resolved, insufficient team commitment, etc. Time pressure results in incomplete / inadequate process redesign and rule promulgation Resulting portal does not adequately fulfill needs of business users because based on perceptions of state employees, not of actual users Portal does not fulfill regulatory and agency requirements concerning security, records retention, system operation, etc. Inter-agency communication breaks down after project is complete 8

Benefits of Project Successful project completion will assist new and existing businesses across New Mexico in fulfilling regulatory requirements Involved agencies will receive practice in improving processes and developing policies/ procedures that align with those of other departments Inter-agency communication networks will be set up, resulting in improved communication and working relationships among agencies Using Agile Project Management will result in frequent functionality enhancement during the course of the project rather than all saved for end. This will help keep core agencies and leaders motivated and engaged Communication of successful implementation of project through Marketing Plan will improve reputation of State of New Mexico Agencies 9

Project Management Strategy PMI Project Management Structures will be used throughout project: Initiation to include: Charter Stakeholder List Governance Structure Planning to include: Execution to include: Phase 2 (Sept 2015-Dec 2015): Gather requirements, get interim website up (limited to links to already established websites and info) Phase 3 (Jan 2016-May 2016): Analyze and align processes used in agency websites, plan portal setup and marketing Phase 4 (June 2016-March 2017): Implement portal using Agile Project Management, implement Marketing Plan Monitor and Control to include: Steering Committee Oversight Status Reporting for major stakeholders PCC Presentations Closeout to include: Lessons Learned Document Archiving Deliverable signoff Shift to Operations Communication Plan Risk/Issue Log Project Schedule Change Control Plan Team formation Kick off

Project IV & V IV & V contracting is in process and will be complete by the end of Phase 1. It will include independent verification and validation of the following as a minimum: Project Management Plan Status Reporting Risk Management Strategy Project Management Project / Product Deliverables

Project Funding Appropriation: Laws 2015, Ch. 101, Sec. 7(8). $400,000 Budget: Consultants: $400,000 Project Management: TBD Portal Implementation: TBD, Budget Proposal being prepared Operations Staffing: TBD, Budget Proposal being prepared