1. Executive Sponsor: Tom Church, Cabinet Secretary
NM Department of Transportation (NMDOT) Document Imaging Implementation and Content Migration
Executive Sponsor: Tom Church, Cabinet Secretary
Business Owners: David Coriz, NMDOT Records Management Bruce Oakeley, NMDOT Deputy CIO
IT Records Management Division
Document Conversion – EDMS System
Project Certification for Close-out
December 17, 2014

2. Overview
Project Goals: 1) Replace an obsolete document management solution with modern document imaging technology that NMDOT can expand on for many years. 2) Migrate the current data to a new repository.
Business Problem: The current document imaging system (IBM FileNet) was 13+ years old and NMDOT had been having some major problems with the software. The outdated system had 4+ terabytes of vital records that needed to be preserved for many years to come.
Desired Outcomes: Continue to certify electronic content as official Public Records:
Improve service delivery to constituents
Improve productivity
Achieve cost savings
Reduce risks associated with paper records.
Certification Request: Approval of Close-out Phase for this project.

3. Major Deliverables by Project Phase
Duration
Major Deliverables
Initiate
4 weeks
Communication Plan. Escalation Plan.
Timeline Schedule. Project collaboration
Analyze
5 weeks
Enterprise Foundation Definition document. Functional Requirements Document. Technical Architecture Document. Solution Design Document
Build| Hardware installation
  1 week
Install infrastructure hardware components. Installed storage infrastructure. Install virtualization and Operating System Software components.
Build | Software Installation
2 weeks
Documentum Platform Bundle Install.
Out-of-the-box Documentum software install.
Build | Development
  7 weeks
Configure Documentum environment with taxonomy and library services. Configure retention policies. Migrate content from FileNet Imaging Services to Documentum. Migration of COLD data. Utility to ingest content from Fileshare. Updated Kofax release scripts to export to Documentum.
Build | Test
Completion of System Test Scripts procedure. Defect list tracking reports for User Acceptance Testing (UAT). Execution of User Acceptance Testing (UAT).
Train
3 weeks
Completed Training. Quick Reference Guide. System as-built documentation
Deploy
1 week
System Roll Out, Document and FileNet to run in parallel to monitor data integrity.
Close
Project Review Meeting. Project Archival Activities. Follow-up Activities.

4. Project Budget *** Total Project Savings of $136,037 Description FY14
Description
FY14
FY15
FY16
FY17 & After
Software
Licenses
$747,370
Consulting Services
System Implementation
$301,580
$107,577
Training
On-Site
$25,872
IV&V Review
$17,655
Total
$1,048,950
$151,104
*** Total Project Savings of $136,037

5. Annual Maintenance Budget
Description
FY14
FY15
FY16
FY17 & After
Software
Annual Maintenance
134,220
Total
$134,220 

6. Project Summary Achievements:
1) # of Document Classes converted from FileNet to Documentum: ) # of Documents migrated from FileNet (and COLD) to Documentum: 2,393,072
3) # of Pages migrated from FileNet (and COLD) to Documentum: 23,424,280
4) 2,393,072 metadata records migrated
5) Complete migration process involved handling 51,634,704 document pages and their metadata (export, convert, compose and import)
6) # of FileNet users migrated to Documentum: 475
7) Savings achieved from original projected cost: $136,037 (10%)
8) Legacy document repository estimated to have processed 1 billion records

7. Project Summary – Continued
Lessons Learned:
1) The number of pages in the data migration files should considered in addition to the number of documents being converted or migrated. The number of pages contained in the migration process was not realized until migration was underway which caused significant delays and required migration utility reconfiguration.
2) Internal NMDOT resources demonstrated their ability to perform complex migration tasks which usually are completed by outside contracted services. Internal NMDOT resources made this project happen!
3) Training presentations should have a ‘dry run’ to ensure content correctly addresses the audience.
4) Contractor’s inability to meet deliverables as defined in the contract caused a delay to the project.

8. NMDOT Document Imaging Implementation and Content Migration
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