1. LIMS (Land Information Management System)
PCC Change Request For Certification –Planning Phase
01/22/2014
Presenting: Kami Gupta
Martin Davis

2. Agency Mission Agency Mission
Generate optimum revenues and exercise sound financial management for the benefit of the beneficiaries while helping to create jobs for New Mexicans and maintaining and enhancing the health of State Trust Lands.
The SLO is a leader in the development of renewable energy resources.
The SLO is recognized as the nation’s model for state land management balance with sustainable economic growth.
Manage our natural and cultural resources for the long-term benefit of our future generations.
The SLO manages 13 million subsurface and 8 million surface acres held in Trust for the beneficiaries of New Mexico.

3. Business Problem
Oil and Natural Gas Administration and Revenue Database (ONGARD) was initially developed 20 years ago by the Tri-Agencies to manage sub-surface resources such as oil & gas.
The State Land Office uses ONGARD to manage both subsurface and surface land.
ONGARD cannot fully accommodate surface leasing due to limitations in the data model and system design.
Land grid information is incomplete and based on a nominal 40 acres.
Split estates ownership and beneficiaries cannot be handled
Critical surface land management functions are absent.
Land is currently represented in text-based format rather than GIS.
User interface is cumbersome and inefficient.
Changes in ONGARD are costly and risky.

4. Example User Interface Component

5. LIMS Scope
Migrate current surface and minerals land management, leasing and related financial functionality to a multi-tier web environment
Integrate with ESRI GIS and IBM FileNet Enterprise Content Management System
Provide Bi-directional interfaces with ONGARD for shared data
Replace 100-year old Agency paper Tract Books with the Digital Tract Book component of LIMS
Perform back-file conversion of Agency Tract Books
244,800 pages representing 32,500 active leases and 80,850 subdivisions

6. Accomplishments FY11-13 “Buy vs. Build” analysis
State Trust Land ownership verified
Three initiatives completed for data collection, data cleansing, and scanning and indexing of documents for ownership, conveyance and ROW
Developed, documented and prioritized requirements
Designed preliminary LIMS enterprise data model
Prepared LIMS RFP and obtained approvals
FY14
IV&V Vendor engaged for Initial Assessment and Report
IV&V Vendor Services contract for Implementation Phase in progress
Reinstated Executive Steering Committee meetings
Issued LIMS RFP August 2013
Intent to Award – November 2013
Completed RFP Evaluation Committee Report – December 2013
RFP Contract Award – January 2014
Project Kick-off – March 2014

7. Preliminary Schedule

8. Iterative Phased Approach
Segment 1
Land Grid
Beneficiary
Land Ownership
Segment 2
Lessee (STID)
Land Description to GIS Feature Conversion
Digital Tract Book
Segment 3
ROW Permits and Billing
Commercial Leasing and Billing
Agricultural/Grazing Leasing and Billing
Minerals Leasing and Billing
Segment 4
Other Financial Components
Workflow
Notification

9. Iterative Phased Approach

10. Appropriation History
Appropriations As of FY14
(1)
FY15
Reauthorization Request to extend through FY 15
(2)
Reauthorization Request to extend through FY 16
(3)
Current Request
(4)
Total
(1) + (4)
State Land Office Land Maintenance Fund
$ 4,000.0 
1,668.0* 
2,332.0  
RFP Contract Award in Progress
$ 4,000.0  
Funding source: SLO Land Maintenance Fund (offsets General Fund) Future recurring costs will be funded through agency base budget

11. Certification Change Request

12. Summary LIMS will provide:
Needed functionality for surface and minerals land management and leasing unobtainable in ONGARD
Intuitive and content-rich GIS integration
Improved data integrity and increased staff efficiency resulting in more timely and improved services
Conversion of critical paper records into electronic format
Land management services and data for other State agencies including TRD and EMNRD/OCD.
A foundation for adding on-line constituent services in the future as needed

13. Conclusion
Approval of the change request for additional funds will facilitate the successful completion of the LIMS Project Planning Phase and position the project to move into the Implementation Phase.