1. Department of Information Technology VINE3 UPGRADE Project Planning Request David Dikitolia, Sr. Project Manager Bernadette Garcia, IT Business Analyst/Public Safety Communications
December 19, 2017

2. Project Stakeholders and Governance
name
Stake in Project
Organization
Title
Estevan Lujan
Executive Sponsor
DoIT
Deputy Cabinet Secretary
Frank Zubia
Steering Committee Member
CVRC
Director
Donna Sandoval
Chief Financial Officer
Susan Pentecost
Managing Director, Office of the CIO

3. Project Stakeholders and Governance Cont’d
David Dikitolia
Project Manager
DoIT
Sr. Project Manager
Bernadette Garcia
VINE Program Manager
Business Analyst
Francine Garcia
Project Team Member
New Mexico Corrections Department
Victim Co-ordinator
Donna Richmond
Department of Public Safety
SAKI Co-ordinator
Deborah Gallegos
Children, Youth, and Families Department (CYFD)
IT Operations Bureau Chief
Greg Nelson
CYFD
Performance and Policy Bureau Chief

4. Project Stakeholders and Governance Cont’d

5. Business Requirement: Business Need
Mission:
Ensure timely, reliable interstate notification to victims of crime regarding offender’s custody status
Provide victims with resources and information that may be instrumental to their recovery
Ensure all victims, regardless of access to technology, are able to receive information regarding offender's custody status
Business Need:
Inform victims of crime of the offender’s status regardless of location of victim and offender as a result of out-of-state convictions, inmate transfers, or change of victim location
Provide victims the means to find specific services, by type and location, that can best serve their circumstances
Ensure all victims regardless of access to, or ability to use, technology have a means to receive vital offender status updates
Extend victim notification capability to a greater segment of the population

6. Business Requirement: Problem Description
Current Environment:
Notifications only occur for offenders housed within the State of New Mexico – if an inmate is transferred out of state, the victim no longer receives notifications
Victim support services are only available by searching in a scrollable page within VINE, and victims cannot search by service type, location, or other criteria
VINE does not offer offender search and registration via Interactive Voice Response (IVR), which would help victims who do not have access to a computer
Current version of VINE reaches end of life in June 2020; vendor requires all customers to migrate to the VINE3 platform prior to this time

7. Project Timeline

8. Project Budget, Phases, and Deliverables
Proposed Major Deliverable Schedule and Performance Measures
Major Project Deliverable and Performance Measure
Budget
Due Date
Project Phase
Review and acceptance of documented Vendor Work Plan including development of Project Requirements Document
$27,600.00
2/26/2018
Implementation
Conversion of first agency into pre-production environment
$82,800.00
4/4/2018
Review and acceptance of documented pre-production migration plan to move all agency and county Offender Management and Jail Management Systems (OMS/JMS) data into a test Pre-Production environment
5/11/2018
Collection of state-wide victim service provider information by service category and geographic region served
$24,000.00
5/17/2018
Review and acceptance of Service Provider Directory in Pre-Production Environment
5/31/2018
State-wide Victim Advocate training and awareness
6/8/2018
VINE3 Go-Live
$276,000.00
6/18/2018
Total
$600,000

9. Funding Sources
$580, sourced from a federal Victims of Crime Act (VOCA) grant though sub-recipient agreement with the Crime Victims Reparation Commission (CVRC). All deliverables must be completed and funds expended prior to the September 30, 2018, deadline.
$19,710 will be sourced from DoIT Enterprise and/or Program Support funds for Victim Service Data Collection, Education and Outreach.

10. Goals & Measures
Increase nation-wide tracking and notification for incarcerated offenders within the first year of deployment to better serve and support crime victims
Able to consistently implement out of state offender notification
100+% increase in victim notification for out of state offender transfer/release activity
Increase incidence of victims using the VINE3 system to search for service providers within the first year of deployment
Ensure victims are able to find appropriate services by type and location
50+% increase in the successful victim/service provider pairings
Sustain the VINE solution as a tool to effectively serve New Mexico crime victims and mitigate re-victimization
Realize increase in the number of registrants tracking incarcerated offenders
25+% increase in successful VINE3 registrations to track incarcerated offenders

11. Project Description: Risks
MITIGATION
If the project fails to obtain the target number of victim service providers to register support information into the VINE3 system, then crime victims may not find the support services needed to help them recover.
Begin research to identify victim service providers early in the transition.
Leverage contacts available through existing service providers to reach new providers.
If the project fails to obtain the target number of new registrations against incarcerated individuals, then any number of crime victims may be subject to re-victimization.
Identify all victim advocates (police, district attorneys, victim advocates, etc.) and increase awareness of system capability through targeted awareness and training on the use of the system. Work towards press release through the Governor’s office to state- wide awareness of VINE3 system.

12. Accomplishments To Date
To date, the following have been accomplished:
Initiation Certification obtained 11/21/2017
Established High-Level Requirements and Deliverables
Established Project Governance
Established Project Team Members
Obtained IV&V Waiver
Established Funding Source and Budget by Phase
Completed Project Charter
Developed Draft Project Management Plan
Identified High-Level Project Schedule

13. Request Planning Certification
DoIT is requesting Zero Dollar Planning Certification for the VINE3 upgrade
Questions?