CYFD Enterprise Content Management (ECM) for Early Childhood Services (ECS) Planning Certification – Change Request April 26, 2017 Jeffrey Creecy, Information Technology, Application Development Supervisor Ray Vigil, Early Childhood Services, Data Manager Melissa Barela, Information technology, Enterprise Content Management Project Manager

Enterprise Content Management Overview ECM for ECS Project ECM - Enterprise Content Management Enterprise software solution(s) including image-processing (capture), workflow and records management features and the integration framework Enterprise Content Management Collaboration Document Management Search / Retrieval Records Management Taxonomy Capture Workflow Change Request for CYFD ECM for ECS Project Planning Phase Amount of $97,933.00 – 04/01/17 - 09/30/17 - 6 months Project Management + IV&V Initiation Finalize and Process ECM RFP: Evaluation and contracting process Engage Additional Vendors: IV&V, server, device, and data migration Continue Pre-Implementation Tasks: Update use case process documentation, records retention policies, document inventory, and resource, communication, training/education and hardware planning Project Documentation & Reporting: IT Management/Steering, Program and DoIT status reporting and certification preparation Project Management: Timeline, Scope, Budget and Quality management Estimate for initiating IV&V vendor included

Timeline ECM for ECS Project

Certification and Appropriation History ECM for ECS - Initiation & Planning Certification Date Amount Funding Source(s) Project Timeframe 10/22/2014 Initiation/ Planning $193,780.00 Race to the Top – Early Learning Challenge Grant CFDA Number: 84.412A Funded by the US Department of Education Funding Authorized by the American Recovery and Reinvestment Act of 2009 General Fund: 06700 State Fiscal Year 2015 General Fund 05/01/14 – 06/30/15 05/27/2015 Change Request $69,900.00 Federal Fund: State Fiscal Year 2016 Grant: Child Care Development G-1501NMCCDF 07/01/15 – 11/30/15 10/28/2015 $55,920.00 Federal Fund: State Fiscal Year 2016 Grant: Child Care Development G-1501NMCCDF (not yet certified) 12/01/15 – 03/31/16 3/23/2016 Change Request $190,000.00 Federal Fund: State Fiscal Year 2016, 2017 Grant: Child Care Development G-1501NMCCDF 04/01/16 – 03/31/17 04/26/2017 Change Request (pending) $97,933.00 Federal Fund: State Fiscal Year 2017 Grant: Child Care Development G-1501NMCCDF ($42,066.50) Federal Fund: State Fiscal Year 2018 Grant: Child Care Development G-1501NMCCDF ($55,866.50) 04/01/17 - 09/30/17 Total $607,533.00  

Summary and Deliverables ECM for ECS - Planning RFP Evaluation near complete – Contract draft target May Pre-Implementation tasks continuing, including but not limited to updated/created: Use Case Documentation Records Retention Policies Document Count and Type Inventory Resource, Communication, Training/Education and Hardware Planning Deliverables Finalize ECM RFP Evaluation, Award and Contract Project Documentation and Reporting Project and Vendor Management: Timeline, Scope, Budget and Quality Engage Additional Vendors: IV&V, server, device and data migration Pre-Implementation Tasks: Program Preparation Pre-Implementation Tasks: IT Preparation

Questions? ECM for ECS Project Additional ???’s Thank You!