1. Children, Youth and Families, Department ENTERPRISE PROVIDER INFORMATION CONSTITUENT SERVICES (EPICS) MASTER PROJECT
Project Closeout
September 26, 2018
Presenters:
Irene Luettgen, CYFD CIO
Melissa Barela, PMO Program Manager
Raymond Vigil, ECS Information Governance, Bureau Chief

2. PROJECT GOAL
Original
Enterprise Provider Information Constituent Services (EPICS), a multi- year project consolidating CYFD systems to a state-of-the-art, enterprise, web-based system.
Revised (Change approved at the April 2016 PCC)
The EPICS project evolved from the original vision of a single comprehensive system to replace Family Automated Client Tracking System (FACTS) and standalone systems to a more modular, service- oriented approach. Over the course of the project, the EPICS scope was reduced to focus primarily on the Early Childhood Services (ECS) program.

3. PROJECT OVERVIEW Phase Deliverables In Production
Phase 1 – Provider Management
Child and Adult Care Food Program (CACFP)
Background Check for ECS
November 2013
Phase 2 – Client Management
Foundational Client and Staff components
Human Resources
August 2014
Phase 3 – Service Management
Background Check for Human Resources and Protective Services
Domestic Violence
Juvenile Community Corrections
Contracts Tracking
November 2015
Phase 3 – Race to the Top
“Am I Eligible?” Survey Phase 1
January 2017
Child Care Phase 1
Pre-K
EPICS Payments through Share
April 2017
Child Care Phase 2
“Am I Eligible?” Online Application and Referral Phase 2
June 2018

4. PROJECT OVERVIEW - Continued
Phase
Deliverables
In Production
Phase 3 – Summer Food
Summer Food Service Program
February 2018
Phase 4 – FACTS Juvenile Justice Service (JJS)
In FY16 partial C2 funding received for the first year development of this two year project.
Development was suspended due to lack of funding. FY17 C-2 funding was not appropriated for year two.
N/A
Digital Services
(Change Request approved remaining C2 funding)
Adoption/Foster Dashboard
Law Enforcement Portal
May 2017
Investigator’s Dashboard
Statewide Central Intake Dashboard
June 2018
Phase 5 – FACTS Protective Services (PS)
This phase was not certified as funding was not available.
A FY18 C2 request for Modernization Planning, needed to support PS and JJS and develop the RFP for a PS Modular system, was not approved.

5. BENEFITS
The EPICS system provides a mechanism through which we can deliver services in more streamlined and efficient ways to improve outcomes for the children and families of New Mexico.
Am I Eligible
“Am I Eligible?”
Food Nutrition Bureau
Pre-Kindergarten
Supports Rural Areas
After Hours Access
103 of 150 Applications Processed
Sponsor Access
100% Share Integration
Weeks Reduced to Days
Improves Child Readiness
Early Detection
Teacher Pre/Post Assessments
Early childhood accountability, integrity, child safety and outcomes
Policy driven outcomes
Child Care Services
Auto-Determination
Background Check Integration
Sex Offender Cross Check
100% Share Integration
Answer the critical questions
Policy Decisions
Understanding the population we serve

6. BUDGET Total Appropriations (FY12 – FY18): $19,827,334
Actual Project Cost: $19,111,731
Total Under Budget: $715,603

7. PROJECT TIMELINE

8. “All deliverables met the requirements.”
IV&V - RESPEC
Performed IV&V on the EPICS Master Project from April 2016 through June 2018.
All reports (10 reports) indicated GREEN for Overall Project status.
“Those objectives were all met, and functionality was moved to production in a series of phases during the last two years. The project team was able to track schedule, scope and budget successfully during that extended period, although there was turnover in staff and contractor resources. This is a major accomplishment in getting these efforts completed.”
“All deliverables met the requirements.”
- Joel Matek, RESPEC

9. LESSONS LEARNED Activity Recommendation for Improvement
Project Planning
Define the full project vision in the planning phase in order to estimate entire project costs and timeline.
Project Management
Establish PMO and an IT Governance framework early on in a project to improve scope, schedule, budget, change, risk and issues management.
Staffing
Create a formal strategy, plan and manage for effective knowledge transfer and staffing supporting transition from contractors to internal staff.
Requirements
Gathering
Include all stakeholders earlier to reduce the need for reengineering later.
Include detailed reporting requirements earlier, ensuring solutions meet minimal viable reporting needs and estimates include reporting development.
IV &V Timing
Initiate IV&V earlier and right-fit IV&V services to improve areas such as quality review.

10. Requesting Approval for EPICS Master Project Closeout Thank You!