1. Regulation and Licensing Department Accela Replacement Project Planning Request Agency CIO/IT Lead - Michelle Langehennig, Chief Information Officer Presenter – Eric Scott, Network Administrator Supervisor Presenter – Rick Martinez, Budget Director
June 27, 2018

2. Regulation and Licensing Department
Mission:
To ensure New Mexicans receive quality care and services from qualified professionals.

3. Project Description
The State of New Mexico Regulation and Licensing Department (RLD) - Construction Industries Division (CID) seeks to replace its current permitting and inspection software, Accela.
The Accela suite (Citizen Portal, Automation, and Mobile Inspection) supports the functionality of all permitting related to Construction Industries, Manufactured Housing, LP Gas and field inspections.
CID permitting collects an estimated $4,000,000 in revenue for New Mexico’s State General Fund.

4. Current Issues
Mobile Inspection, used by field staff, loses its settings and has to be reinstalled nearly 50% of the time and it recently experienced a two-month outage.
The Accela suite, is not PCI compliant in its current form.
After June 30, 2018, Accela will no longer support the current installation requiring that customers purchase their new cloud-based version.

5. Current Status Current Environment:
Currently RLD relies on the Accela Automation System to issue permits and track contractors licenses.
RLD has many outstanding issues with Accela’s performance and support:
Accela will not support RLD on premise implementation after June 2018
Accela Mobile Office (AMO) used by inspectors is down 20% of the time
Accela’s business support model has changed drastically; it now takes months to close problem tickets if at all
RLD is currently pursuing legal options to resolve current issues

6. Funding $967,000 in Laws of 2018, Chapter 73, Section 7(16)
General Funds - $617,000.00
RLD Funds - $350,000.00

7. Fiscal Year Budget FY19 FY20 FY21 Funding Source Consulting Services
FY19
FY20
FY21
Funding Source
Consulting Services
$485,000 $0
C-2 Appropriation
Hardware
Software
$482,000
Maintenance & Support
$492,000
Operating Budget General Fund
Total
$967,000

8. Vendor Selection Approach
RLD is utilizing vendors on Statewide Pricing Agreements.
The vendor will do onsite interviews with all the stake holders to make sure all needs are qualified and met.
They will develop AS-IS Documents, Design Documents and an Implementation Plan.
The selected vendors will develop the software incorporating industry standards ensuring all federal and state compliance requirements are met or exceeded.

9. External Risks RISK PROBABILITY / IMPACT MITIGATION PLAN
Vendor abandonment (software development): If the contracted vendor were to abandon the project then the project would be halted or seriously delayed.
L/H
The vendors RLD selects will be required to follow industry standards. If any vendor were to abandon the project early in the process, before funds were used then state contract will be used to bring in required developer skill sets to complete the project. If any vendor were to abandon the project late in the development process it would be possible for existing RLD IT staff, along with another vendor, to finish the required software development work to finish the project due to the project having followed industry standards.
Vendor abandonment (payment page provider): If Wells Fargo/CyberSource, our payment page provider, were to remove or significantly alter their hosted payment page service then additional development work may be required to adapt to new provider or to the page changes.
L/M
Payment gateway providers are numerous and our financial service provider would likely have a new recommended payment page host. RLD IT would be able to make the small required changes to the application to accommodate a different payment page host given that most of the initial integration has been completed.
PCI compliance standard changes: Security standards are, by their very nature, subject to ongoing change. If the PCI compliance requirements were to change in a significant way then additional work and\or funding would be needed to adapt to the change.
M/M
RLD IT staff will need to manage PCI compliance performance standards and measures. Estimated time is built into our maintenance hours.

10. Internal Risks RISK PROBABILITY & IMPACT MITIGATION PLAN
Inadequate or incomplete requirements gathering: If project requirements are not fully understood or updated early in the process the final product may not address the true needs of the project or additional time or funding would be required to remedy the situation.
L/H
Project management is required for both inside the contracted organization and from RLD IT with cross-checking occurring between each organization throughout the requirements gathering and design phases.
Loss of key staff: Application and business process knowledge exists in only one or two individuals, depending on knowledge type. If one of the key individuals were to leave during key points in the project the finished product might not be adequate to the task and resulting in delayed project implementation.
M/H
Inclusion of multiple RLD IT, CID and MHD personnel during requirements gathering and design phases along with good written documentation of requirements and split project management between external and internal entities will ensure that there are multiple sources for all key project knowledge.
Critical bug or flaw discovered: If a critical bug or flaw is discovered in the existing Permitting and Licensing portal application or in the new development the application could be rendered unusable or deemed unreliable.
Our proposed service contract will cover bugs and issues discovered. If the vendor should fail to honor this service contract and/or fail to fix the discovered bugs or issues then RLD IT may be able to remediate on its own or an additional external developer would need to be engaged. The contractor will be using industry standards.

11. Project Phases and Deliverables
Proposed Major Deliverable Schedule  and Performance Measures
Major Project Deliverable and Performance Measure
Due Date
Project Phase
Deliverables:
Project Charter
Project Plan
Project Kickoff
7/15/18 
Phase 1: Planning: Set up the project framework for a successful delivery
To-Be Analysis documentation
7/15/2018
Phase 2: Analysis: Provide best practice consulting to define to-be configuration for Agency
Configuration Report
10/30/2018
Phase 3: Solution Foundation: Create the specifications and deliver technical components built to support the approved specifications.
Business Automation Script specifications
Interface specifications
Report specifications
Configured Business Automation Scripts
Configured Interfaces
the selected vendor Mobile Office specifications
2/1/2019
Phase 4: Build: Create the specifications and deliver technical components built to support the approved specifications.
User Acceptance Testing
Training
2/7/2019
Phase 5: Readiness: Supporting Agency’s User Acceptance Test period and providing requisite training
Move to Production Checklist
Move to Production
Post Deployment Support
Handover to the CRC
3/1/2019
Phase 6: Deploy: Move to Production and Transition to the Customer Resource Center (“CRC”)

12. Budget and Schedule for Planning Phase
Proposed Major Deliverable Schedule and Performance Measures
Major Project Deliverable and Performance Measure
Budget
Due Date
Project Phase 
Acquire  the software and licensing to implement the permitting and inspection software for construction industries.
$412,743.90
7/15/18
Planning
IV&V Estimated Funds
$37,000.00
7/15/2018
Gather requirements and design workflows for 10 permit types.
Select one permit type as a pilot for Go-Live.
Design integration interfaces and data migration strategy for the selected permit from Accela SQL Database to new application.
$195,000.00
10/30/2018

13. Certification Request
Description
Amount
Amount Requesting
$644,743.90
Previous requested amount
$0.00
Remaining Appropriation not Certified
$322,256.10

14. Questions?
New Mexico Regulation and Licensing