1. General Services Department (GSD) Asset Management (AM) Project Project Certification Committee Implementation Phase Request
October 24, 2019
Duffy Rodriguez, GSD Deputy Cabinet Secretary
Michael Lujan, GSD Administrative Services Division Director
Karen Baltzley, GSD Chief Information Officer John Salazar, PMP

2. ASD Project Abstract
Administration Services Division (ASD) is initiating the Asset Management Module Project to replace the legacy software with a proven enterprise software module that has been successfully implemented in other state agencies in order to improve efficiencies and to provide better services to the GSD constituents.

3. GSD Business Need
The New Mexico General Service Department (GSD) is currently utilizing SunSystems, a web based, commercial off- the-shelf software (COTS), to manage approximately $820M of capital assets.
SunSystems does not provide GSD with the needed tools to manage its assets throughout the procure to pay; record to report; and acquire to retire life cycles.
Specific challenges include limited reporting capabilities; lack of an automated audit trail; time consuming manual reconciliation between SunSystems and other systems; and excessive manual data entry. Combined, these challenges result in fixed asset business processes that are error prone, inefficient and not cost effective.

4. GSD AM Project Objectives
Implement the SHARE Asset Management (AM) module that will enable ASD to more effectively manage assets throughout their lifecycle and simplify related maintenance and administrative tasks.
Eliminate duplicate manual processes and legacy systems, leading to improvements and eliminating potential data integrity threats caused by human error.
Improve business processes for reporting and analysis related to agency balance sheet and net financial position.
Satisfy Audit Rule requirement for Financial Statement Generation.

5. Planned Approach
This project will utilize the existing PeopleSoft software modules utilized by the State of New Mexico and under the direction of the SHARE Enterprise Resource Planning (ERP) Management Team.
GSD has entered into a Professional Service Contract with Deloitte Consulting LLP for the implementation of the SHARE AM module.
GSD intends to leverage the existing SHARE enterprise platform and existing computing infrastructure currently operated and maintained by DoIT.

6. Work Performed to Date
Deloitte Project Planning Activities - Initiated
CSW Project Management Services - Initiated
Data Conversion Planning Activities - Initiated
Legacy Data Cleansing - In Process
Project Kickoff Meeting - Completed
Project Teams – Have Been Defined
Business Process Flow and Functional Meetings – In Process

7. Activities Planned During the Implementation Phase
Project Management Services
Continuation of Business Requirements Gathering
Configuration and Software Prototypes #1 and #2
Legacy System Data Conversion
Testing
Develop Test Plan & Scripts
Integration and User Acceptance Testing (UAT)
Deployment
Configuration Workbook & Deployment Plan
Training Materials & Knowledge Transfer
Go-Live Support

8. GSD AM Certification History
Approved
Certification Date
Certification Amount
Funding Source:
5/31/2019
$40,000.00
Laws 2019, Chapter 271, Section 7, Item 11
*Emergency Certification
6/27/2019
$82,350.00
Total Certified
$122,350.00
This Request
Certification Date
Certification Amount
Funding Source:
10/24/2019
$427,650.00
Laws 2019, Chapter 271, Section 7, Item 11
Total this Request

9. GSD AM Professional Contracts
Contract Number
Status
(Released, Awarded or In Process
Vendor
Description
Total Value
Awarded
CSW Enterprises, LLC
Project Management Services
$39,037.50
Deloitte Consulting, LLP
Implementation Vendor
$482,000.00
$521,037.50

10. GSD AM Proposed Schedule
October
November
December
January
February
March
Mobilize
Architect
Process Design & Requirements
Configure & Prototype
Software Prototypes 1 & 2
Test
2 SIT Cycles, UAT, Conversion Dry Runs
Deploy
Training and Cutover
Go-live
Support
GSD Data Conversion

11. Status of IV&V
GSD submitted a waiver request to DoIT for the IV&V project requirements.
The waiver was approved on 7/10/19.

12. GSD Requests PCC Approval
Approval to proceed to the Implementation Phase of the Project
Certification funding approval in the amount of $427,650.00

13. GSD Asset Management Project
Questions?
Thank You!