1. Change Request for Project Planning Centralized Electronics Records Repository (CERR) NM DoIT PCC Presentation
Presented by:
Pete Chacon
Leo Lucero
Prepared by:
Linda Trujillo
Melissa Salazar
Felicia Lujan
Emmanuel Rodriguez
Jane Betterton

2. Executive Overview & Objectives
The State Records Administrator (SRA) is mandated by statute to provide efficient and effective records management programs
The SRA does not have the means of establishing effective management over electronic records, which compromises the ability to perform statutory functions
The SRA has identified the Centralized Electronic Records Repository (CERR) for the management and storage of electronic public records, with a priority on the classification of records
The primary objectives of the CERR project are:
Provide a standardized method and tools for State agencies to capture, manage, store and provide retrieval of electronic records
Implement the standardized method and tools with agencies to effectively and efficiently manage electronic records throughout their lifecycle.

3. CERR Project - Appropriation History
Appropriation Date
Amount
Funding Source
July 2012
$450,000.00
Laws of 2012, Chapter 19, Section 7, Item 9
July 2014
Re-appropriation of Funds
Laws of 2014, Chapter 63, Section 7, Item 8
July 2013
$822,400.00
Laws of 2013, Chapter 227, Section 7
Amount
Funding Source (Original)
Funding Source
July 2008 (FY 09) – For Phase I (for Needs Assessment)
$150,000.00
Laws of 2008: Chapter 3, Section 7, Item 16
NA – Funds spent
July 2012 (FY13) – For Phase II (This project)
$450,000.00
Laws 2012, Chapter 19, Section 7, Item 9
Funds to extend to 6/30/2016
July 2013 (FY14) – for Phase III (This project)
$822,000.00
Laws of 2013, Chapter 227, Sec. 7
Extension submitted. No answer as of
Current Expiration is: 6/30/2015
Total (Excluding Phase I)
$1.272,000.00

4. CERR Project – Schedule Overview
PCC Project Phase
Start Date
End Date
Objectives
Initiation
August
June
2014
Research existing approaches and identify model/ approach for CERR
Planning
July
November
Evaluate approach to provide enterprise SaaS based solution in statewide roll out
Conduct Proof of Concept using CPR as model agency and 2 pilot agencies to develop enterprise solution model
Implementation
December
TBD
Roll out an enterprise solution to provide a standardized method and tools for State agencies to capture, manage, store and provide retrieval of electronic records
Closeout
Support and project close-out

5. Planning Phase – Status Updates
The CERR Project remains in the planning phase. Since last presenting to the PCC, the core team completed the following activities:
Secured the services of a project manager
Secured the services of a RFP developer for SaaS
Researched best practices & and attended digital asset training
Conducted Health Check of current HP TRIM system
Analyzed and identified potential pilot agencies
Conducted collaborative exchange with DoIT Enterprise Services
See next slide for more activities

6. Planning Phase – Status Updates Continued
Selected SaaS model based on utilizing DoIT Enterprise Services for Implementation Phase
Reassigned Records Management Bureau staff to work on functional schedules
Met with HP to evaluate enterprise pricing models
Met with DoIT EPMO Team
Selected Proof of Concept approach posed by DoIT EPMO Team
Developed SOW for Integration Services & IV&V Services for POC work
Created scope of work for IV&V contract
Completed POC System Design and submitted to TARC

7. Planning Phase Change Request Justification to Conduct Proof of Concept
The purpose of this change request is to release additional funds to complete the Planning Phase of the Centralized Electronic Records Repository (CERR) project with the Proof of Concept (POC) work
The justification for the change is based on the following events in the Planning Phase
Opportunity to work with DoIT Enterprise Services arose to provide SaaS Model for Agency deployment and billing
Results from HP TRIM Health check provided an approach to conduct POC activities to define the needed approach for implementation of CERR
Define technical architecture for an enterprise solution as a SaaS model
Upgrade to HP RM 8 takes advantage of providing state with future cost savings avoiding object based pricing for new customers
The change to remain in the planning stage and complete a POC allows us to update and optimize the HP TRIM application, design and develop a CERR “Model Agency” deployment system  and approach, and deploy the CERR solution across the SRCA as the initial “Model Agency”. The deliverables resulting from this project will enable the Administrator to take a major step in meeting statutory obligations to provide efficient and effective records management programs for State agencies with respect to inactive electronic public records, to include .

8. Proof of Concept - Objectives
The CERR Proof of Concept includes the work to upgrade the current HP TRIM infrastructure, develop and deploy CPR as a model agency and test the model on 2 pilot agencies. All Proof of Concept (POC) work will be conducted in the PCC’s Planning Phase to determine the design of the enterprise solution
The objectives of the POC work are as follows:
Simplify and consolidate the existing HP TRIM environment
Optimize the HP TRIM environment by upgrading to HP Records Manager 8.1
Develop a CERR Model solution which includes a simplified classification approach
Deploy the CERR Model solution using CPR as a Proof of Concept and make subsequent refinements
Deploy the CERR Model solution using two pilot agencies (still as part of this overall POC initiative)

9. CERR POC– Key Outcomes to Move Project into Implementation Phase
Functional schedules that support standardization across agencies and ease of use in filing of electronic records especially
Standardized agency model (standard configuration, process, business rules and change management activities)
Analyzed data to show potential cost savings of implementing an enterprise solution for state agencies
Roles of CPR, DoIT and agencies defined for the implementation and operational management of enterprise solution

10. CERR POC – Schedule Overview
Month 1 2 3 4 5 6 7 8 9 10 11 12 13 15 16
Normalize and Prepare
Design & Test Tasks
Deploy and Refine (CPR-Model Agency)
Deploy & Refine (Pilot Agencies)
POC Close Out & Prep for Implementation

11. CERR POC- Project Stakeholders
Stake in Project
name, Title
Executive Sponsor
Linda Trujillo, CPR State Records Administrator
Deputy Executive Sponsor
Melissa Salazar, CPR Deputy State Records Administrator
CERR Project Lead
Leo Lucero, CPR Records Management Division Director
Project Financial Oversight
Ruben Rivera, CPR Chief Financial Officer
IT Business Process Owner
Pete Chacon, IT Division Director
Business Process Owners
Felicia Lujan, CPR Acting State Archives Director, Emmanuel Rodriguez, CPR Records Center Bureau Chief, Pilot Agency Directors
Service Providers
PM Services - Jane Betterton, PMP (Contracted through ABBA), Integrator – Information First, IV&V Services – TBD
DoIT - Enterprise Project Management Office (EPMO)/ Project Oversight and Compliance
Mike Baca, Director
Darshana Kanabar, Deputy Director
Bernadette Jaramillo, IT Oversight Consultant
DoIT - Enterprise Services Office
John Padilla, Enterprise Services Director

12. CERR POC - Project Governance
Executive Sponsor
Linda Trujillo
CERR Project Lead*
Leo Lucero
Project Manager*
Jane Betterton
Business Process Owners*
Felicia Lujan
Emmanuel Rodriguez
POC Integrator
Information First
IV&V Provider
TBD
Deputy Executive Sponsor*
Melissa Salazar
IT Division Director*
Pete Chacon
Provide group guidance and support to resolve issues & approve changes impacting scope, schedule & budget
Day to Day Coordination & Resolution of issues that do not impact overall scope, schedule, & budget
* CERR Core Team Members

13. CERR POC – Planning Phase Funding Change Request
Planning Phase Item
Funding Request
Integrator Services*
$659,373
Hardware
$25,000
Software (HP RM Modules
(Auto-classification, Advanced Disposal, OCR)
$115,154
Software (100 HP RM Licenses for Pilot Agencies)
$38,566
Project Management Services
$80,000
IV&V Services
$50,000
Total
$968,093
*See next slide for Integrator Services Deliverable and Cost Detail

14. Integrator Services - Deliverables & Cost Detail Budget
Normalize and Prepare
$130,322
Upgraded (HP RM 8)/ Consolidated HPTRIM Data Set Completed
Technical Architecture Report Completed
HP RM IT/Sys Administrator Training Completed
Design & Test Tasks
$114,504
System Testing & New Features Testing Completed
Management Solution Design Completed
Administrator & Power RM User Training Completed
Deploy and Refine (CPR-Model Agency)
$179,933
CPR Deployment Plan Completed
CERR Deployment to CPR Completed
User Acceptance Testing Completed
Deploy & Refine (Pilot Agencies)
$158,036
Pilot Agency #1 & 2 Completed
Integrator Community Outreach Activities
$3,647
Project Management Reporting
$72,931
Total
$659,373
Total appropriated = $6,230,000
Fast contract ,800,000
IV& V contract ,188
PM contract ,812

15. CERR Project Funding Balance
Item
Amount
Amount Appropriated
$1,272,400
Funds Spent & Encumbered During Initiation & Planning Phases
$205,273
Remaining Funding
$1,067,127
Current Request
$968, 093
Balance Remaining
$99,034

16. Questions?