1. New Mexico Environment Department Loan and Grants Tracking System (LGTS) – Web – Closeout Presented to the NM DoIT Project Certification Committee
November 13, 2018

2. Project Governance Lead Agency –New Mexico Environment Department
Agency Head – Butch Tongate, Cabinet Secretary
Executive Sponsor – Bruce Yurdin, NMED Water Protection Division Director
Executive Steering Committee
Judi Kahl, Bureau Project Lead
Linda Smyth, PMP, IT Project Manager
Alysia Leavitt, NMED Finance Manager
Steven Pappa, Office of Information Technology (OIT) representative
Rhonda Holderman, CPB Financial Manager
NMED Project Team:
Heather Wade, Application Administrator
David Bishop, CPB Technical Supervisor
Eric Herrera, IT Server Engineer
John Crain, DBA Supervisor
Bryan Henderson, DBA
Kami Gupta, PMP, OIT Project Oversight and DoIT PCC point of contact
Vendor Project Team- Northbridge Environmental
Deems Buell, Project Manager
Rao Mulpuri, Lead Developer
IV&V Project Team- RESPEC
Joel Matek, IV & V Oversight
Denise Brickley, IV & V Oversight

3. Project Abstract
The Construction Programs Bureau (CPB) Loan and Grant program administers millions of dollars in infrastructure projects. In State Fiscal Year 2017, CPB disbursed over $108 million for 320 projects.
The Loan and Grants Tracking System (LGTS) is a legacy system designed to track loans and grants administered by the Construction Projects Bureau (CPB). LGTS has been in use with CPB since 2009.
The purpose of the project is to port the existing client server (LGTS) Access application and the associated data and documents to a new web-based n-tiered application and associated relational database.

4. Project Milestones Date Completed Milestone/Accomplishment 11/2017
PCC Certification obtained for Initiation/Planning/Implementation
11/30/2017
Request and provision DoIT servers
12/2017
Primary Vendor and IV & V contract executed
Project Team and standing meetings established
Project Kick-off and Requirements Confirmation
5/2018
Configure, Customize and Unit Test
6/2018
Data and Documents Conversion
End User Training and User Acceptance Testing
Promote to Production; Transition to Operations
7/2018
IT Training
8/2018
Lessons Learned Session
9/30/2018
Warranty Period Complete
11/2018
PCC Certification for Project Close-out

5. Scope Verification Scope Verification Yes No Explanation/Notes
Requirements Review
Yes No
Explanation/Notes
Were the project objectives (expected outcomes) accomplished? X
Were all Deliverables submitted and accepted?
Did the IV&V vendor verify that all deliverables met the requirements?
Have all contracts been closed?
Northbridge Environmental professional services contract still active due to maintenance and support hourly work included in the contract.
Have all final payments been made (i.e., invoices paid)?
Yes, for project deliverables only.
Have all project documents/records been appropriately stored for future reference?
Has adequate knowledge transfer been completed?

6. Schedule and Budget Planned Actual Start 12/01/17 End 12/30/18
PCC Budget $240,768
Start 10/17/2017
End 11/13/2018
Actual Cost $240,000.13

7. Independent Verification & Validation
Initial report delivered
Interim project reports delivered
Final close-out report submitted October 12, 2018
The final report summary stated “The Project Management Plan (PMP), Project Charter, and related documents remained in compliance throughout the project with NM DoIT requirements and were consistent with “best practices” with respect to project management and PMI standards. Regular DoIT project reports were submitted throughout the project.“

8. Transition to Operations
Yes No
Explanation/Notes
Are there recurring maintenance/operational costs for the product/service?  X
DoIT server hosting fees: FY19: $ 8,048.96
($ per month)
Northbridge Consulting Services:
FY19 $30,000
FY20 and beyond: $100,000/year
Summary of agency plan to support project solution in production.
On-going support and maintenance will be provided by the vendor. All support calls will be handled through NMED Help Desk with third level support for LGTS application issues provided by the vendor. The vendor will perform routine application maintenance as needed to maintain functionality and maintain proper security controls. All servers and data are backed up per the DoIT virtual system backup capabilities. All users are managed through the Department’s Single Sign on system. User roles are managed through the LGTS Web application by an application administrator.
Summary of agency plans to fund the maintenance and operations of this project.
Agency will fund the maintenance of the system with special revenue funds. The source of the special revenue funds has adequate balances to fund the ongoing costs for the foreseeable future.

9. Lessons Learned PM Process Issue Impact Recommendation/Lesson Learned
(-) Procurement Management
Contract reviews and approval process took more time than anticipated
Schedule Delay
Streamline contract review processes
Deliverables include maintenance and support in the project contract
Created confusion with project budget vs. ongoing maintenance and support costs
Develop separate contracts for project deliverables and ongoing maintenance and support.
Contract written so enhancements can’t start before the end of the warranty period.
This has created a delay in implementation of enhancements to follow the project implementation.
Will not be an issue if maintenance and support deliverables are separate contracts outside of project deliverables.
(+) Vendor Management
Northbridge Environmental staff are responsive to bureau requests
Expeditious resolution of questions and/or issues.
Strong vendor relationship emphasizing frequent communication is valuable to project success. IV & V oversight assists in improved compliance.
(+) Schedule Management
Decision to focus project scope on web replacement only – no enhancements.
Schedule Maintained – no scope creep
Focus efforts on project, rather than trying to multi-task on web port as well as future enhancements.
(+) Communication
Additional meeting frequency needed to keep project on track
Schedule Maintained – swift resolution of issues during UAT, pre- and post Production rollout.
Add calls as needed to facilitate cross project communication.
(+) User Acceptance
Organization of CPB testing and documentation of issues during UAT thorough and very detailed. Very engaged application administrator and bureau users
Swift resolution of issues during the UAT, pre and post Production rollout.
Detailed test cases, tracking of completion and issues facilitates schedule and quality. Assignment of a UAT coordinator from the bureau is helpful.

10. Project Outcomes   
Project delivered within certified scope, budget and schedule
Reduced latency for users accessing LGTS data at all office locations on the NMED statewide network.
Simplified deployment of LGTS application updates.
Vendor supports the web based version of the application.
LGTS Web is hosted at DoIT and maintained by Northbridge Environmental.
Active Directory authentication simplifies application login for users and account maintenance by the application administrator
Users are using a greater percentage of the product functionality in the new version.

11. Questions?
Thank you