1. NMCRIS Enhancement and Expansion
New Mexico Department of Cultural Affairs
Historic Preservation Division
NMCRIS Enhancement and Expansion

2. New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project Team
Business Owner – Sam Cata, Acting HPD Director Executive Sponsor – Joe Valdez, DCA CIO Project Manager – Scott Geister, ARMS Archaeologist Business Owner – Derek Pierce, ARMS Program Manager

3. Project Goal Change the Workflow to Eliminate Redundant Data Entry
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project Goal
Change the Workflow to Eliminate Redundant Data Entry
Enhancement Goals
Enable much greater data currency by capturing data at the beginning of the workflow
Reduce demands upon ARMS staff
Refocus staff efforts upon large existing backlog
NMCRIS User
Paper Forms
ARMS Staff
The old NMCRIS workflow was redundant and extremely labor intensive. Lengthy paper forms created by users had to be retyped by ARMS staff.

4. Limitations of the Old NMCRIS
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project Goal
Liberate the Data
Enhancement Goals
Increase the number of available queries
Increase the number of available reports
Allow report download in multiple formats
Simplify map service queries
Develop queries for the architectural database
Limitations of the Old NMCRIS
Limited number of predefined database queries
Queries not sequential
Small number of available reports
Reports only available in .pdf format – limited utility to users
Map service queries cumbersome and time-consuming

5. Limitations of the Old NMCRIS
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project Goal
Add Architectural and Registered Property Data to NMCRIS
Enhancement Goals
Broaden the user base
Design and implement a historic structures database
Incorporate stand-alone and paper Registered Property databases
Develop a geospatial presence for these resources
Develop a mechanism for users to add and view attachments
Limitations of the Old NMCRIS
Historic Building data was not part of the database
NMCRIS had no utility for Historic Architects
Registered Property data existed in two separate MS Access databases
The system did not allow the attachment of photos, maps, other documents

6. Project Goal Improve System Reliability
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project Goal
Improve System Reliability
Replace Outdated and Unsupportable Software
ArcSDE & ArcIMS system prone to I/O errors and other problems
Custom Avenue-based program no longer supportable
ARMS staff using ArcView 3.3 (at least 6 generations old
DCA has limited Oracle support
Upgrade/Replace Overloaded Servers
Eliminate Troublesome Java Applets on the User Side

7. Develop Quality Training to Accompany New Application
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project Goal
Develop Quality Training to Accompany New Application
DCA IT staff (system admin)
HPD/ARMS power users
Outside NMCRIS users.

8. Web Based Data Entry Forms
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project COMPONENT
Change the workflow
Web Based Data Entry Forms
Enhancement Features
Capture data at the user end – eliminates redundant data entry
Mirror existing paper forms already familiar to users
Allow attachments up to 4 MB
User can download forms in .rtf or .pdf format
Develop queries for the architectural database

9. Online Feature Editing
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project COMPONENT
Change the workflow
Online Feature Editing
Enhancement Features
Users may digitize their own features onscreen or
Upload shapefiles created on their own desktop GIS
Map features are immediately available to all users
Features are automatically color-coded to reflect QA/QC status

10. Enhanced Database Queries
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project COMPONENT
Liberate the data
Enhanced Database Queries
Enhancement Features
Filter and List queries
Expanded query menu
Filter queries are additive
Listed results can be downloaded in .pdf and .xls formats

11. Project COMPONENT Enhanced Reports Liberate the data
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project COMPONENT
Liberate the data
Enhanced Reports
Enhancement Features
Summary .pdf reports from old system recreated
All necessary paper forms available as populated reports
Reports available in multiple formats (.rtf, .xls, .html, etc.) for easy editing after download

12. Simplified Map Service Queries
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project COMPONENT
Liberate the data
Simplified Map Service Queries
Enhancement Features
Dropdown lists eliminate syntax issues
Wildcard searches
Feature ID info available in the results window
Option to zoom to results

13. NMCRIS Expanded to Include Architectural Resources
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project COMPONENT
Add Architectural Data
NMCRIS Expanded to Include Architectural Resources
New architectural database designed and implemented
Existing Registered Property databases incorporated
Five new feature classes added to the map service to accommodate architectural features
High resolution aerial photography added to map service to facilitate digitization of building footprints

14. Software and Hardware Upgrades
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project COMPONENT
Improve System Reliability
Software and Hardware Upgrades
NMCRIS migrated to SQL Server
Better fits DCA IT knowledge base
Realizes significant savings versus Oracle
Does not require any user downloads
ArcIMS replaced with ArcGIS Server
More powerful and up-to-date technology
Allows users to add content to map service
ARMS staff upgraded to ArcEditor 9.3.1
Two new servers added

15. Project COMPONENT DCA Clear Wiki Quality Training Enhancement Features
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project COMPONENT
Quality Training
DCA Clear Wiki
Enhancement Features
Available to DCA IT HPD Staff
System Admin Manuals
User Documentation
Customized Quickbooks Training
FAQ’s

16. NMCRIS Online Training Videos
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project COMPONENT
Quality Training
NMCRIS Online Training Videos
Enhancement Features
Professionally narrated introduction to NMCRIS
Video screen-captures of most common user workflows
Attachments include more detailed training exercises in .pdf format

17. Project Timeline Timeline as Originally Proposed
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project Timeline
Certification
Planning
Implementation
Closeout
User Testing
Certification
Planning
Implementation
User Testing
Closeout
June 2008
July - Sept 2008
Oct July 2009
Aug May 2010
June 2010
Timeline as Originally Proposed
June 2008
November 2008– ??? 2009
Aug
Oct 2009 – June 2010
Sept 2010
Actual Project Timeline

18. PROJECT TIMELINE Difficulties with proposed timeline
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
PROJECT TIMELINE
Difficulties with proposed timeline
4 month delay in approval for Needs Assessments contracts
Planning phase took more than 3X longer than projected
Implementation and Testing period had to be drastically compressed

19. Project Budget & StATUS
New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Project Budget & StATUS
Project Phase
Budget
Completed
Needs Assessment
$43,455.69
8/31/09
Needs Assessment Project Management $
10/27/09
Needs Assessment IV&V
$19,999.00
12/31/09
Software
$26,562.67
NMCRIS Application Development (paid)
$315,000.00
6/30/10
NMCRIS Application Development (unpaid retainage)
$35,000.00
Unused Funds
$11.65
N/A
Total
$560,000.00
Project Status
All project objectives accomplished
All deliverables submitted and accepted
Application has been launched and is currently in production
Application warranty period continues through 12/31/10
All payments have been made except the 10% retainage for application development

20. New Mexico Department of Cultural Affairs NMCRIS Enhancement and Expansion
Lessons Learned
Not all vendors on the project management vendor list may possess the technical expertise required for a project of this complexity
Project management & needs assessment SOW’s should specify deliverables very precisely– DCA lacked the experience and technical expertise to do this without greater DoIT guidance
An experienced, professional project manager is essential to the success of a project of this scope
A budget line item for long term product support should be a part of the overall project plan, particularly so when agency IT are not fully versed in the technologies implemented