GENERAL SERVICES DEPARTMENT Facilities Management Division PROOF –NM (Process Reengineering & Optimization of O&M Functions for New Mexico) Project Change Request August 23, 2017

PROOF-NM Change Request Scope / Business Case In order to provide best value services and management oversight of the Facility Management Divisions’ (FMD) Facility Operations and Management (FO&M) line of business, and in fulfillment of the FMD 2017 Strategic Plan, FMD is in need of a fully implemented, fully integrated asset management system. The PROOF-NM Project Change Request will provide for the full deployment of Account Payables and Location Code modules which are currently licensed. The full implementation of these modules was identified as a gap at the outset of the original CAMPS-NM Project in December, 2014.

PROOF-NM Change Request Scope / Business Case Streamline, Align and Automate Capital Projects Contract and Internal Purchase Requisition (IPR) Process & Configuration in AiM Replaces Paper-Based IPR Process for Capital Projects Provides FMD with One Process for IPR Transactions for all Business Units Provides Single Interface for Business Units Supporting FMD Procurement Processes Provides Real-Time Visibility to IPR Status Makes Tracking and Trending of IPR History Available

PROOF-NM Change Request Scope / Business Case Conduct AiM Location Pilot effort AiM Location Deployed in 2008 as ‘Agency’ AiM Design Intent: Location = Suite or Suites Square Footage Data for Location has not been maintained Location of Assets Challenging at best Precludes Location History Perspective Pilot Confined to Santa Fe based Buildings Provides Ability to Track Locations by Type of Use

Change Request Timeline

PROOF-NM Change Request Risk Management Prob. Impact Rating Contingency Plan Mitigation Plan Business Subject Matter Experts (B-SMEs) and other business resources will not be available to the degree required - Schedule delays with attendant cost increases; business process design may be incomplete due to insufficient effort applied; testing and production usage may suffer, with adverse consequences following production cut-over.  Likely High 0.41  Identify scope priorities and schedule slippage opportunities (slack). Monitor the workload closely and adjust personnel assignments as practical. Work pro-actively with GSD, FMD and TSSB Leadership to ensure resource shortfalls are identified as early as possible and mitigated appropriately. In order to mitigate this particular risk, we will employ several strategies to counterbalance and minimize it, including the following: 1. Ensure adequate personnel are enlisted to support the effort up front. Develop a realistic schedule, communicate resource needs and impacts to stakeholders proactively, and identify potential outsource opportunities 2. Schedule Design Sessions as far in advance as practical and work with Leadership to ensure that key subject matter experts are made available  Adoption and use of the AiM Modules may be hindered through resistance, or end users who seek to find work-around methods rather than utilize the system as designed Possible Medium 0.19 Should this risk manifest, options will be considered including retraining of staff, scaling back scope and staging the roll-out across the business to increase adoption Mitigation Strategy: 1. Communication RoadShows will be conducted during the Build and Testing Phases will focus on process work flow aspects, emphasizing benefits 2. RoadShows will focus on core groups of users 3. Identify early adopters and leverage them to enhance user adoption 4. Once the transition has been made to production use, it is recommended that FMD’s Change Board monitor work arounds and data input errors through the use of AiM Personal Queries (PQ’s), and take corrective actions as necessary

PROOF-NM Project – Budget Appropriation   $1,960,200.00 Forecast Expenditures as of September 30, 2017 $1,498,489.78 Remaining Forecast Balance $461,710.22 Change Request Forecast (incl 3% Contingency) $448,610.91 Appropriation Balance Forecast $13,099.31

Change Request – Projected Budget By Phase Proposed Major Deliverable Schedule Budget Due Date Project Phase Professional Services (PM, AssetWorks Consultant, IV&V) $176,153.51   December, 2017 Planning/Design (PM, AssetWorks Consultant) $103,469.31 January, 2018 Build $34,237.74 February, 2018 Test $80,762.48 March, 2018 Deploy $40,921.54 April, 2018 Close Out 3% Contingency $13,066.34 TOTAL $448,610.91

PROOF-NM Change Request Certification Approval Requesting Approval to Proceed with Change Request

GENERAL SERVICES DEPARTMENT Questions? GENERAL SERVICES DEPARTMENT