1. DEPARTMENT OF PUBLIC SAFETY – Forensic Laboratory
August 22, 2018
Katharina Babcock – Business Owner
Mike Neitzey – LIMS Project Manager
Laboratory Information Management System (LIMS) Upgrade
Planning Certification

2. NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade
OVERVIEW
Current LIMS
20 Years Old, Limited Capabilities, needs customization to move paper centric system to paperless system.
LIMS Upgrade
LIMS Upgrade, includes customization of case analyst notes, instrumental data, laboratory reports, a content management system, and a secure web client portal for case requests
Paperless System
Improved Functionality, Client Portal, Reduced Staff Time and Errors by removing duplicate data entry

3. NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade
STAKEHOLDERS
Executive Sponsor
Secretary Scott Weaver
Business Owner
Katharina Babcock, Forensic Laboratory Bureau Chief
Technology Owner
Melvin Lee, DPS CIO
Project Manager
Mike Neitzey
Stakeholders
NM Law Enforcement and Criminal Justice Agencies
Katharina is Noreen’s replacement as the Lab Director / Business Owner

4. NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade
The IV&V reports directly to the DoIT EPMO office for all reports, but will coordinate activities thru the LIMS Project Manager.

5. NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade
Status
CONTRACTS:
RESPEC
The contract for a Project Manager was signed and executed (03/16). Mike Neitzey has assumed the PM responsibilities. A new contract is in process effective October 1, 2019 since the current contract terminates in September.
Cognosante
The contract for IV&V has been signed and executed (05/19). It is expected that the Initial Assessment, by agreement with DPS, will be completed by mid-August. A contract amendment is being processed to add one additional report.
The current RESPEC contracts terminates September 30, The new one is to be effective starting October 1, We are requesting funds to cover only the first 3 months of the 11 month contract.
Cognosante – the contract amendment is in the signature process. Since the added report will be done during the Implementation Phase, no additional funds are being requested at this time.

6. NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade
Status
CONTRACTS:
Software vendor
A new Sole Source was posted on 06/11. The contract for Porter Lee is ready for signature.
Documents:
Charter was signed
Project Management Plan completed
Project Workbook established
The new Sole Source request was posted in early June and a new version of the contract was forwarded in late June for review. The contract is currently going thru the review process (as of 07/30).
The PMP was submitted as one of the deliverables for the Planning PCC.

7. 08/31 – Porter Lee Contract awarded and PO issued
NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade
Timetable:
08/22 – PCC for Planning
08/31 – Porter Lee Contract awarded and PO issued
09/10 – Kickoff meeting and security administration
09/17 – Start requirements identification/validation
09/17 – Migrate initial system code to new servers
09/25 – All PL software and licenses installed; Radio Frequency ID (RFID) equipment delivered; installation begins
10/11 – TARC
10/24 – PCC for Implementation
08/30 – the contract and PO will be completed with Porter Lee starting no later than September 10th. The first week will include the Project Kickoff Meeting as well as getting administrative tasks (background checks, security badges, fingerprints) completed
09/17 – two tasks will begin in parallel. First, PL will download/install the basic system and Second, PL will begin a series of meetings with Lab and IT staff to identify, document and validate requirements.

8. 10/29 – Begin system configuration 11/26 – Begin System Testing
NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade
Timetable:
10/29 – Begin system configuration
11/26 – Begin System Testing
04/22 – Begin Training
06/14 – Configured System Delivered
06/17 – Final User Acceptance Test
06/24 – Business Owner Review
06/27 – Business Owner Acceptance
06/28 – Go Live
07/30 – IV&V Closeout Review
08/28 – PCC Closeout
10/29 – PL will begin working with DPS lab staff to configure the system to meet documented requirements.
11/26 – Depending on the configuration/implementation plan, system testing will begin. This will include the development/documentation of test cases, performing those test, and documenting all results.
04/22 – Training for Lab staff and end users (Law Enforcement and Attorneys) will be conducted.
06/17 – The Business Team will perform a final User Acceptance Test on the delivered system.
06/24 – the Business Owner will do a final review of all tests with the expectation of a final acceptance on 06/27.
06/28 – Go live, with Porter Lee providing on-site support for up to a week.

9. Issues affecting the project:
NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade
Issues affecting the project:
Contract with the software vendor not signed delaying the start date
Re-evaluation of the level of effort by the software vendor extended the timeline
DPS identified and allocated an additional $119,221 to cover the increased cost
Porter Lee Contract
The Section A Statement of Work has been revamped.
All Ts & Cs changes have been approved
A new Sole Source request has been posted
The revamped contract with the above changes has been forwarded to DoIT for e-Review
New quotes were received from Porter Lee (old ones expired). This included a new timeline for installation, configuration, testing, and implementation. The new timeline is approximately 4 months longer
The $119K covers the increased amounts to configure and implement the system, taxes for services, and the RFID equipment to be provided by PL; the addition of one (1) IV&V report, and an extension of the RESPEC contract for Project Management Services. Neither the Taxes nor the RFID equipment were included in previous calculations.

10. NMDPS-Forensic Laboratory Laboratory Information Management System Upgrade
Appropriation History (Include all Funding sources, e.g. Federal, State, County, Municipal laws or grants)
Fiscal Year
Amount
Funding Source 
SFY18
$150,000.00
DOJ Sexual Assault Kit Initiative (SAKI) Grant
Awarded October 1, 2016 – Expires September 30, 2019
2016-AK-BX-K007
$177,000.00
State Chemistry Revenue Fees
$80,000.00
DPS General Fund
-$80,000.00
$119,221.00
Total
$561,221.00
Change in funding source:
State chem was 177K – went to 257K…. Eliminated 80K from general fund
The Certification History table assumes that the amount requested will be certified.
Originally the project was planning to purchase a new server to be used. However, DPS has installed the Simplivity servers and which will be used to host the PL system.
Certification History
Date Requested
Amount Requested
Amount Certified
Purpose
10/25/17
$77,372.00
Project Management and IV&V Contracts
08/22/18
$196,996.00
Covers first three months of PM services, PL software, licenses, and Radio Frequency ID hardware and supplies.
Total
$274,368.00

11. NMDPS-Forensic Laboratory Laboratory Information Management System (LIMS) Upgrade
Questions?
Thank you