1. NM DEPARTMENT OF TRANSPORTATION (NMDOT) NMDOT E-CITATION
Executive Sponsor: Tom Church, Cabinet Secretary
Business Owner: Santiago Montoya, Bureau Chief, Traffic Records,
Traffic Safety Division
Project Closeout: November 13, 2018

2. Overview Project Goals: Business Problem: Desired Project Outcomes:
Integrating the Traffic and Criminal Software (TraCS), utilized by Law Enforcement Agency (LEA) personnel for issuing electronic citations, with the Odyssey Court Case Management systems utilized by County Magistrate Courts in New Mexico.
Business Problem:
There was no mechanism in place to transfer data between agencies, nor was there a determined collection point in order to move forward with overall initiatives of moving traffic data electronically.
Desired Project Outcomes:
To provide a seamless integration of the electronic citation data, issued from the TraCS software by LEAs, to the Odyssey Case Management System. The automation was intended to:
Eliminate redundant data entry, currently performed by court personnel
Reduce manual keystroke errors
Improve the timeliness, completeness, uniformity, and integration of driver and vehicle information needed by the courts in New Mexico.

3. Overview – Project Rollouts
Initial Rollout:
Pilot rollout to transfer electronic citation data from the TraCS software to the Odyssey Case Management System occurred between Dona Ana Sherriff’s Office (DASO) and 3 Magistrate Courts (Hatch, Anthony and Las Cruces).
Completed in February, 2015
Allowed project to fully verify system and interfaces prior to larger-scale rollouts
Encompassed project phasing from Initiation through Implementation (Total Cost: $135,465.55)
Maintenance Phase Rollout:
Rollouts to large LEAs - Albuquerque Police Department (APD) and NM State Police/DPS - across all Magistrate Courts
Final production testing completing this month
Allowed project team to confirm even complex rollouts require only minor adjustments to e-forms
Form adjustments supported as part of standard system maintenance & support ($100,000 per year,
beginning in FFY16)
Rollouts to remaining LEAs

4. Business & Technical Objectives
Results
Fully Satisfied
Increase efficiency and productivity
Optimize business processes, decreasing the number of steps saving time
2013 and prior  0% citations efiled
2014/2015 (initial roll-out)  46%
(full roll out) 79%
Note: data is for three pilot mag. courts + DASO LEA
YES
Lower the cost of government, provide more effective Electronic Records Administrative Management
Improve service delivery to constituency
~75,000 citations have been e-filed to date, greatly reducing data entry time as well as risk of typographical errors
Reduce manual, paper-based Court Case Management processes, which contribute to high cost and overhead expenses.
~75,000 citations which were e-filed did not require paper data flow to courts

5. Business & Technical Objectives
Results
Fully Satisfied
Extract electronic citation information from the New Mexico Law Enforcement Agencies’ TraCS-centralized databases for import to corresponding Magistrate Court Odyssey Case Management System.
1 LEA flowing e-citations to 3 magistrate courts; NM State Police LEA on tap to all magistrate courts
YES
(for 3 pilot courts + DASO)
Remaining mag. courts & LEAs in progress as part of maintenance phase
Develop, configure and install network architecture connectivity and security between Law Enforcement Agencies and Magistrate Courts.
LEA 1: DASO – done (live)
LEA 2: DPS – done (Testing Production)
LEA 3: APD – done (Testing Production)
Develop reconciliation facilities in order to determine if all records were transmitted successfully, and to also create a process for retransmitting failed transactions.
A combination of automated + manual processes ensure all data is transmitted and any failures are detected & corrected

6. Federal Funds - Highway Safety Plan
Appropriation History:
FFY 2014
Federal Funds - Highway Safety Plan
14-HE-64-P03
$104,800
FFY 2015
$95,200
Total Appropriation
$200,000
Certification History:
Date
Certification Phase
Amount
January 22, 2014
Initiation and Planning
$104,800.00
November 13, 2018
(This request)
Closeout
$30,665.55*
Total Certified
$135,465.55
Total Funding Expended:
(Under budget)
$64,534.45
*NMDOT & AOC show no record of an Implementation certification occurring in 2014 or 2015,and are therefore addressing this amount as part of this certification.

7. Total Cost of Ownership:
Description
FFY14
FFY15
Total
Develop Integration Strategy
Initiation
$10,254.09
Develop Data Mapping, Network Configuration and Security Methodology strategy
Planning/Consulting
$14,277.50
Write User Acceptance Test Plan
$9,566.25
Configure TraCS Testing Environment
$27,460.37
Configure Network and Security Testing Environment
$25,440.96
Complete all Necessary Hardware and Software Purchases
Purchase
$22,627.07
Conduct User Acceptance Testing
Implementation
19,513.06
$19,513.06
Complete IT Operational Training
$0.00
Transition Finished System to Production
$6,326.25
$109,626.24
$25,839.31
$135,465.55

8. Project Accomplishments
Business Goals Achieved
Software for processing TraCS citation data and sending to courts – completed
Software for combining one or more citations into a “traffic stop” (for one court case) – completed
Software for tracking errors + omissions – completed
Business processes for correcting errors + omissions – completed
One LEA (DASO) live with software end-to-end to three magistrate courts (Hatch, Anthony, Las Cruces)
Additional LEA - NM State Police – targeting ALL magistrate courts; nearing go live (this month)

9. Lessons Learned
Multi-agency projects are very difficult and slow – many moving parts not only technical, but also political, organizational, etc.
Full (i.e. 100%) automation – while a worthy goal – is not necessary; many benefits even if some portion of citations are handled manually
Piloting software with a few courts or LEAs can ensure kinks are worked out before widespread deployment(s)

10. Major Deliverables by Project Phase
Completion Date
Project Phase
Integration Strategy
3/28/2014
Initiation
Data Mapping, Network Configuration and Security Methodology Strategy
4/22/2014
Planning
User Acceptance Test Plan
04/29/2014
Configure TraCS Testing Environment
6/24/2014
Configure Network and Security Testing Environment
8/31/2014
User Acceptance Testing
10/31/2014
Implementation
IT Operational Training
N/A
Transition To Production
1/22/2015
Hardware and Software Purchases
3/30/2014

11. Next Steps DPS + NM State Police flow to all magistrate courts
APD flow to Metro court
Additional LEAs (including DPS-hosted smaller agencies) to magistrate courts
Adding citation image (pdf) file to electronic automated flow
Adding NTC (non-uniform traffic citations) as well as UTC (uniform traffic citations) to flow

12. NMDOT E-Citation Project
Questions?