Closeout Certification Request May 23, 2019 New Mexico Crime VICTIMS Reparation Commission Executive Sponsor: Frank Zubia, Director New Mexico Crime Victims Reparation Commission Project Managers: MaryEllen Garcia, Grants Bureau Chief Moises Valdez, Compensation bureau chief Victim Compensation and Grants management Replacement Closeout Certification Request May 23, 2019

Project Overview Agency: CVRC was formed in 1981 under the Crime Victims Reparation Act with the primary responsibility of providing financial assistance to victims of violent crime related to expenses incurred as a result of being victimized, in addition to providing federal funding for governmental and non-profit victims services. CVRC is committed to serving victims of crime, through victim compensation and funding assistance to non-profit and governmental victim services organizations. Project Goals: Replace the Victim Compensation Database with a web-based COTS system. Replace the Grants Management Database with a web-based COTS system. CVRC has outgrown the capabilities of the current data management system. These vendor solutions will allow the agency to better meet the evolving needs of victims of crime and increasing federal grant administrative requirements.

Certification History Initial Certification Request: Approval of Initiation and Planning for this project using $87,160.00 of Federal Funds from the Department of Justice, Office for Victims of Crime: Approved August 26, 2016 Implementation Certification Request: Approval of Implementation of this project using $256,954.74 of Federal Funds from the Department of Justice, Office for Victims of Crime: Approved December 19, 2017 Closeout Certification Request: Approval of Closeout of the Compensation and Grants Management Systems: Request May 22, 2019

Objectives Number Description Business Objective 1 Increase access to victim compensation for victims of crime, including decreasing barriers to individuals with limited English proficiency, through enhancing CVRCs application process in other languages identified during the planning stages. Business Objective 2 Streamline and improve administration of grants management systems to improve oversight, decrease administrative burden on subgrantees and improve overall grants management from solicitation to close out.

Project History Awarded Federal Discretionary funds from the US Department of Justice, Office for Victims of Crime Vision 21 Building State Technology Capacity Grants. Researched solutions used for victim compensation and grants management systems within other states and territories. Completed needs assessment with victim services agencies and providers of services to victims of crime. Completed demonstrations by vendors who work within other states and territories.

Project History Issued a Request for Proposal for a single vendor for a commercial of the shelf (COTS) victim compensation and a COTS grants management system. Due to delays during contract negotiations the vendor withdrew their application. Issued second Request for Proposal for either a single vendor or two vendor solutions for a COTS victim compensation and/or COTS grants management system. Two vendors – one for Victims Compensation department and one for Grants Management department– and negotiated contracts to implement each system. Systems deployed for both departments.

Project BUDGET Phase / Activity Associated Deliverables Estimated Budget Phase 1 Plan/Design Initiation and Planning Plan and Schedule Time Tasked Plan Blueprint Gathering $87,160.00 Phase 2 Build/Test   Implementation Configuration: Build User Acceptance Testing $256,954.74 Annual Fees Grant Management & Victims Compensation software components $59,440.00 Victim Compensation $25,200.00 Grants Management TOTALS  (Does not include Annual Fees) $344,114.74

Project Timeline Victim Compensation Management System Plan- Initial Meeting Data Gathering 2/20/2018 Design and Build 03/05/2018-05/15/2018 Testing 05/15/2018-06/30/2018 Training and Final Modifications 06/13/2018-06/30/2018 Ongoing Maintenance and Support 07/01/2018

Project Timeline Grants Management System Plan- Initial Meeting Data Gathering 04/05/2018 Design and Build 04/05/2018-07/09/2018 Training, Modifications, and Testing 07/09/2018 -11/30/2018 Ongoing Maintenance and Support 12/01/2018

Victim Compensation System: Details Accept Victim Compensation Applications/Claims Web portal and internal entry of applications Tracks Claim Information and Management Manages the Payment of Compensation Manages Restitution Payments  Creates Audit Trail for Internal Controls Manages Compensation Data for Performance Measure Reporting

Grants Management System: Details Track Federal Awards Received Solicit, Review, Award Federal Funds to Subgrantees Accept Monthly Financial Reports for Reimbursement Accept Statistical Performance Measure Reports Audit and Monitor Subgrantee Compliance Closeout Subgrantee Awards Closeout Federal Awards Received

System Benefits Victim Compensation Increased Access to Victims Through Online Portal Document Management Federal Reporting Statistics Less Paper Grants Management Increased Access to Subgrantees Through Online Portal Increased Oversight of Funding Document Management Less Paper

New Mexico Crime Victims Reparation Commission Compensation Management System Replacement Grants Management System Replacement Questions?