1. Executive Sponsor: Tom Church, Cabinet Secretary
NM Department of Transportation (NMDOT) IntelliGrants Electronic grants management System (eGrants)
Executive Sponsor: Tom Church, Cabinet Secretary
Business Owners: Dave Martinez and Kimberly Wildharber, NMDOT Traffic Safety Division
IntelliGrants Electronic Grants Management System
Project Certification for Implementation
June 11, 2015

2. Overview
Project Goals: 1) Replace a paper grant management system with an automated electronic system.
Business Problem:
The Traffic Safety Division manages 400 projects yearly utilizing a paper system.
The amount of paper processing accounts for a large percentage of staff time.
The National Highway Traffic Safety Administration (NHTSA) recommended we procure a electronic grants management system in our 2013 management review.
Desired Outcomes: A Grants Management System that supports the Traffic Safety Division:
Improved service delivery to constituents
Improved productivity and accuracy resulting in significant cost savings.
Improved management and oversight of federal and state funds.

3. IntelliGrants Grant Management System provide opportunities to:
Business Opportunity
IntelliGrants Grant Management System provide opportunities to:
Provide better, faster, expanded services to constituents
Track and manage sub recipients performance and outcomes
Develop future budget needs based on performance targets
Reduce costs, streamline processes, improve productivity
Retain complete, accurate and accessible electronic records
Provide audit and security to meet mandated requirements
Meet NHTSA’s reporting requirements for Traffic Safety Programs
NMDOT is collaborating with NM DoIT to host the eGrants solution in the Cloud

4. NMDOT expects significant savings in:
Cost Savings
NMDOT expects significant savings in:
File maintenance, storage space, printing, paper and file supplies (avoiding thousands of dollars in paper, toner and ink costs).
Labor for data entry, auditing, and reporting information.
Report reproduction and distribution (NMDOT currently contracts with an outside vendor to enter and compile data).
Decreased duplicate entry of data and time grantees spend entering data which can lead to more officers on the streets enforcing traffic safety.

5. Risks of Keeping the Status Quo
NMDOT will not meet the requirements of our management recommendation established with NHTSA.
NMDOT may lose the ability to fund traffic safety programs across the state leading to an increase in traffic crashes and deaths
Manual paper processes continues in order to produce reports for NHTSA and monitor our programs
Duplication of data entry.

6. Major Deliverables by Project Phase
Major Deliverable Schedule and Performance Measures
Major Project Deliverable and Performance Measure
Budget
Due Date
Project Phase
IV&V
$43,350
12/31/15
Initiation - Closeout
IntelliGrants Product Software License
$140,000
12/01/14
Initiation
Initial Business Analysis/JAD Session
$13,600
12/15/14
Planning
Finalize Project Management Plan
$20,400
05/15/15
System Requirement Specification (SRS) Document
$58,400
Product Security Roles Set Up
$7,200
Implementation
Build Document Workflow
$2,000
05/30/15
Form Build
$40,000
06/30/15
Build Workflow Claims/Activity Reports
07/31/15
Form Build Claims/Activity Reports
$24,000
08/31/15
Product Management Query and Management Report Configuration
$8,320
IG Product Domain Branding Design
$4,080
$4,800
12/01/15
User Acceptance Testing (UAT) $-
01/15/16
Training
$16,160
02/01/16
Service Enhancements
$60,500
03/1/2016 
Annual Support FY16
$39,426
Annual Support FY17
DoIT Cloud Hosting FY16
$18,960

7. Certification Request
Approval of Implementation of this project, using $295,729 of NMDOT 164 Alcohol, 164 and 402 Planning and Administration, and State Road Funds
Implementation Certification Request
Date
Amount
Funding Source(s) (use specific citations to laws, grants, etc.)
06/24/2015
$206,656
NMDOT Federal 164 Alcohol
$78,386
NMDOT Federal 402 Planning and Administration
$10,687
State Road Fund
Total
$295,729

8. Total Cost of Ownership
Budget
Description
FY15
FY16
FY17
Consulting Services
Project Management, Project Documentation, IV&V, Software Configuration, UAT, Training
$161,475
$143,336
Software
Purchase Software License Agreement
$140,000
Annual Support
$39,426
DoIT Hosting
$18,960
Total
$301,475
$201,722

9. NMDOT IntelliGrants System
Questions?