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 ISM Bureau Chief
IT Records Management Division
Document Conversion – EDMS System
Project Certification for Initiation and Planning
January 22, 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) is 13+ years old and NMDOT has been having some major problems with the software. The current, outdated system has 4+ terabytes of vital records that need to be preserved for many years to come.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 Initiation and Planning of this project, using $730,000 of NMDOT Road Funds.

3. Electronic Data Management Solutions (EDMS) provide opportunities to:
Business Opportunity
Electronic Data Management Solutions (EDMS) provide opportunities to:
Provide better, faster, expanded services to constituents
Deploy e-Government and “paperless” solutions
Reduce costs, streamline processes, improve productivity
Automatically control compliance and risk factors
Provide audit and security to meet mandated requirements
Assess and improve records retention programs
Collaborate with the State’s Multi-Agency initiative.

4. NMDOT expects significant savings in:
Cost Savings
NMDOT expects significant savings in:
COM systems hardware and maintenance expenses
Microfilm media expenses
Microfilm hardware maintenance expenses
Distribution expenses for COM and microfiche output
Microfiche/microfilm reproduction expenses
Storage space
Labor for key entry, filing, and manual retrieval
Report reproduction and distribution (avoiding millions of dollars in paper, toner and ink costs).

5. Risks of Keeping the Status Quo
Costs of printing documents that originate in electronic format
Costs of maintaining NMDOT Official Public Records in paper
Cost of locating records
Physical storage costs
Legal costs
File maintenance labor costs
Vital data loss for maintaining on outdated hardware/software
Security risks
Poor environmental conditions at current, off-site storage facility.

6. Major Deliverables by Project Phase
Due Date
Major Deliverables
Initiate
1 week
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
  4 weeks
Install infrastructure hardware components. Installed storage infrastructure. Install virtualization and Operating System Software components.
Build | Software Installation
3 weeks
Documentum Platform Bundle Install.
Out-of-the-box Documentum software install.
Build | Development
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
4 weeks
Completion of System Test Scripts procedure. Defect list tracking reports for User Acceptance Testing (UAT). Execution of User Acceptance Testing (UAT).
Train
2 weeks
Completed Training. Quick Reference Guide. System as-built documentation
Deploy
System go live
Close
Project Review Meeting. Project Archival Activities. Follow-up Activities.

7. Total Cost of Ownership
Description
FY14
FY15
FY16
FY17 & After
Training
 On Site
17,325 
Consulting Services
System Implementation
525,099
Hardware
Servers
20,000
Software
Licenses
595,824
Annual Maintenance
134,220
Contingency
5 % Reserved
63,623
Total
$1,336,091
$154,220 

8. NMDOT Document Imaging Implementation and Content Migration
Questions?