1. Executive Sponsor: Rick Padilla, NMDOT State Maintenance Bureau Chief
NM Department of Transportation (NMDOT) Outdoor Advertising Control System (OACS)
Executive Sponsor: Rick Padilla, NMDOT State Maintenance Bureau Chief
Business Owner: Michael A. Otero, NMDOT Outdoor Advertising Program
Project Certification for Closeout
January 25, 2016

2. Project Overview Objective/Business Goal Outcome:
Replace a spreadsheet-based outdoor advertising database with an efficient, comprehensive outdoor advertising permit & sign inventory database control system for NMDOT.
Ensure compliance with the FHWA recommendations & requirements for the Outdoor Advertising Control Program
Outcome:
The system has fully met these goals

3. Project Overview Desired Outcomes Desired Outcome Results
Ensure a consistent process for managing OA permits & sign structures
System fully supports inventory management, workflow management, permit inspections, violations, GIS mapping, standard & ad-hoc reporting and generation of Memo of Charge documents related to annual permit renewal billing
System further provides the same support for Junkyard Licensing
Flexible architecture, allowing for ongoing improvements & enhancements
System is modular and many requirement changes are able to be addressed by the agency via the administrative configuration functions provided as standard
Allow for integration of mobile technology
System provides a mobile application that can be run in the field on smartphones or tablets, streamlining inspection process for permits & violations
Ensure compliance with FHWA recommendations and requirements imposed on NMDOT through the NMDOT ODA Program.
System fully meets all FHWA recommendations and requirements imposed on NMDOT through the NMDOT ODA Program, including MAP-21 requirements.

4. Funding Appropriation History Certification History Fiscal Year Amount
Funding Sources
FFY 2015
$584,582.70
NMDOT Contract Maintenance Funds
FFY 2017
$7,874.31
TOTAL
$592,457.01
Date
Amount
Phase
11/2014
$200,000.00
Initiation & Planning
2/2016
$384,582.70
Implementation
9/2016
$7,874.31
Change Request
TOTAL
$592,457.01

5. Total Cost of Ownership
Description
FY15
FY16
FY17
FY18 & After
Consulting Services & Software License Agreement
Delasoft, Inc. Outdoor Advertising Control System (OACS) Software
(Including project management deliverables, configuration, implementation, testing, training, deployment and closeout)
$208,623.09
$7,874.31
Consulting Services & Inventory Data Collection Project
Delasoft, Inc. - Outdoor Advertising Sign Inventory and Data Collection Service
$341,645.35
IV&V
Independent Verification & Validation Services
$34,314.26
Maintenance
$38,000.00
Post-Close
Total
$584,582.70
$-0- 
$45,  
$38,  

6. Total Budget (Projected/Actual, by Deliverable)
Projected Cost
Actual Cost
Project Phase
IV&V
$ 34,314.26
$ 34,306.68
Initiation – Close
Software: Project Planning
$ 3,955.22
Planning
Software: Software Acquisition
$ 161,162.84
Software: System & Design Documentation
$ 3,461.08
Implementation
Software: Configuration & Customization
$ 16,440.28
Software: Multi-permit change request
$ 12,800.24
Software: System Test Prep & Testing
$ 9,265.36
Software: Test & Training Prep
$ 2,280.39
Software: UAT $
Software: QA/Staging Instance $
Software: Production Deployment Plan
$ 1,399.36
Software: Training
$ 2,111.91 $
Post-GoLive
Software: Inventory Data in QA Instance
$1,000.15
Software: Deployment of Production Instance
$ 1,131.07
Inventory Collection: Kickoff $
Initiation
Inventory Collection: Pilot
$ 3,719.41
Inventory Collection: Full Collection
$ 333,607.44
Inventory Collection: Acceptance in QA Instance
$ 3,680.82
Inventory Collection: Project Closure
$ 0.00
Close
FY17 Annual Maintenance
$38,000
$19,000*
*Post-Close (reduced to align to FY)
FY18 Annual Maintenance
$38,000*
*Post-Close
TOTAL
$668,457.01
$666,949.20
Under Budget ($20,507.81)

7. Project Schedule Project Phase Date Deliverable Planning November 2015
Project Plan, Collection Plan, Timeline Schedules, Pilot Collection Data & Process Approval
Requirements
May 2016
SRS & TAD
Build
July 2016
August 2016
Inventory Collection Complete
Progress demos & interim implementation reviews
Test
October 2016
System Test Plan & Report, UAT Plan, Staging Plan
Inventory data QA complete & corrections implemented
October - November 2016
Completion of System User Acceptance Testing (UAT)
Approval of QA’d inventory data in Staging Instance
Train
September 2016
December 2016
Complete training manual & deliver training to end-users and admins
Training & on-boarding of additional users
Deploy
System GoLive
Close
November – December 2016
Project Review meeting, project archival activities, follow-up activities.

8. Project Accomplishments
The System is live.
All end-users have been trained.
FHWA Outdoor Advertising requirements fully satisfied, and exceeded in some areas.
System can be used to track & manage Junkyard Licensing in addition to Outdoor Advertising Permitting across ~12,200 lane miles statewide
Report generation time and rework to address manual data entry errors have been cut significantly
Inspection process can now be transitioned to a fully paperless process, with mobile application
Reduction in data transfer errors, post-processing time
Have exact GPS location data for all inventory
Improved communication with owners, who often use GPS coordinates to identify signs/structures
Streamlined inspection & research
Streamlined re-collection of inventory, as all current sign locations are known
Faster validation of potential violations
Project came in well ahead of schedule & slightly under budget:
Inventory collection finished ~10 weeks ahead of schedule
System implementation finished ~4 weeks ahead of schedule

9. Lessons Learned
Communication, flexibility, responsiveness & expertise was high across sub-teams, which greatly contributed to schedule performance
Formalized processes & documentation were adhered to across the project, ensuring earlier identification of issues, streamlined development, training & testing, consistent collection results and smooth incorporation of the one change request identified
NMDOT training of collection teams in safety and best practices ensured smoother collection effort.
Recording of JAD sessions allowed teams to re-reference background of decisions for specific data items as project progressed
Staged validation of inventory data and use of a pilot collection eliminated majority of collection errors early in cycle, and limited need for re-collection

10. Lessons Learned
Earlier and more frequent progress demos would have eliminated bug density in a few areas (generated forms, for example). In areas where demos concentrated, there were significantly fewer issues found during test
A higher than desired number of errors were identified in final regression in the auto-generated forms created by the application, resulting in an ~2 week slip versus projected GoLive date. Though the project still came in 4 weeks ahead of schedule, the project team believes a more focused team review earlier in cycle of the form samples would have caught the majority of these issues.
Team should have allocated more time for finalization of SRS/TAD and UAT, due to number & complexity of requirements
Team identified that sign structure configuration for double-sided configurations should be collected explicitly during future collections. It is able to be reconstructed from initial collection, but this will speed future data reconciliation efforts.

11. Next Steps Transition to maintenance & support framework
Reconcile existing legacy permit data with collected inventory
Utilize system for annual permit renewal Memo of Charge generation & tracking

12. NMDOT Outdoor Advertising Control System
Questions?