1. NMDPS Law Enforcement Academy Training Management and Learning Management System Project
September 27, 2017
Initiation Request
Presenters: Melvin Lee, IT Owner, CIO
Brian Coss, Business Owner, Deputy Director
Cesario Alvillar, Project Manager

2. Outline Law Enforcement Academy Mission Business Need Project Overview
Project Stakeholders
Project Governance
Budget
Timeline
Risks
Request for Certification of Initiation

3. New Mexico Law Enforcement Academy Mission
The New Mexico Department of Public Safety (NMDPS) Law Enforcement Academy (LEA) exists to ensure all New Mexico (NM) law enforcement officers and telecommunicators (emergency dispatchers) are trained and misconduct cases are adjudicated in compliance with state law and the rules developed by the LEA Board.
The primary mission of the LEA is to ensure officers and telecommunicators are provided well-coordinated, consistent, effective and dynamic training to support successful execution their duties and responsibilities in a safe and effective manner.

4. Business Needs
The LEA staff maintain tens of thousands of records using manual, paper document-based processes. The current operation requires the manual creation and entry of certifications, applications, accreditations, training, misconduct reporting, and business operations in several different systems.
The LEA processes approximately 9,200 documents annually with an estimated total paper volume of 125,000+ pages. This massive onslaught of paper into the LEA every year must be:
Manually reviewed, tracked, acted upon;
Manually entered into and retrieved from two different applications and various MS Office tools;
Frequently mailed to the initiating agency/party;
Filed into paper storage files/systems housed in three storage rooms at the LEA and at NM State Records and Archives.

5. Business Solution
The New Mexico Law Enforcement Academy (NMLEA) is implementing a Software as a Service (SaaS) solution called Acadis by Envisage. Replacing the existing business approach with Acadis will:
Reduce operational workloads.
Improve the quality and timeliness of services.
Data entry and records maintenance will be a shared responsibility for all involved.
Allow for secure storage of records.
The solution includes:
Employment record maintenance;
Training record maintenance by individual, class, instructor and organization;
Test administration, automated scoring and test analysis capability;
Integration of all LEA and LEA Board records pertaining to any individual officer or telecommunicator, instructor, or agency;

6. Business Solution (cont.)
The solution includes:
Automated identification of records that exceed retention schedules and electronic elimination of records;
Provision of end-user notifications of certification expiration and upcoming critical process deadlines;
Electronic submission of scanned documents;
On-line information submission and record updating, eliminating the need for paper applications and record updates;
Strong administrative tools for security profile administration to limit information access as required;
Allow for scheduling of multiple facilities and publishing of schedules;
Substantial or complete elimination of paper document processing and maintenance.

7. Project Stakeholders Name Stake in Project Organization Title
Scott Weaver
Executive Sponsor
DPS
Cabinet Secretary
Melvin Lee
Technical Lead/Steering Committee
DPS IT
Chief Information Officer
Stephan Marshall
Business Owner/Steering Committee
DPS LEA
LEA Director
Brian Coss
LEA Deputy Director
Dianna Dejarnette
Steering Committee
DPS ASD
DPS Director of Special Projects
Cesario Alvillar
Project Manager
DPS Project Management Bureau Chief
Joaquin Nielsen
Business Process Owner
LEA Operations Manager
Layla Reyes
LEA Administrative Assistant, Department of Public Safety
Vendor
System Contractor
Selected Vendor
IV&V
Contractor
Jacob Martinez
DPS IT Support
Network Administrator III
Sal Sena
IT System Administrator II
New Mexico Law Enforcement Agencies
Users
State Wide Law Enforcement
Various
State-wide Emergency Dispatch Centers
State Wide Dispatch Centers
Law Enforcement Officers and Telecommunicators
State Wide Public Safety
Satellite Law Enforcement Academies
State Law Enforcement

8. Project Governance

9. Budget Identifier LEA Cost 1
1-year Envisage Acadis SaaS subscription (Procured)
$168,888 2
Envisage professional services
$117,474 3
Cognosante for IV&V services
$16,500
Total
$286,364

10. Timeline

11. Risks
Data Migration
Mitigation - Perform data quality reviews to determine root cause of any issues.
Ineffective training
Mitigation – configure the content of the training to mirror the particular specifications used in configuration of the system.
LEA end user adoption
Mitigation – Communicate with end users through , project status updates, project schedule, presentations to the affected agencies, allow access to the test environment for anyone authorized to access the system for getting acquainted with the system.

12. Request for Certification of Initiation Phase
NMDPS is formally requesting certification of our Initiation Phase for the Law Enforcement Academy Training Management and Learning Management System project.
DPS requests the release of funds in the amount of $168,888 (the initial subscription). There are no other funds required for the Initiation Phase.

13. Thank you!
Questions?