1. Office of the New Mexico Secretary of State Business Filing System – Project Closeout Presented to the DoIT Project Certification Committee
November 30, 2016

2. Project Governance
Project Name – New Mexico Business Filing System Replacement (NMBFS)
Project Phase - Closeout
Lead Agency – Office of the New Mexico Secretary of State
Executive Sponsor – Brad Winter, Secretary of State
Agency Head– Brad Winter, Secretary of State
Agency CIO – Kari Fresquez
Project Manager – John Salazar, CSW Enterprises

3. Project Abstract
Replace six (6) disparate and/or legacy systems with a single modernized software solution.
Implement a consistent revenue collection and receipting process.
Utilize a consistent user interface theme for processing filing requests for both internal and external users (web based).
Deploy a single customer access point methodology for constituent self-service.
Implement a modern and supportable software platform utilizing the latest Microsoft .Net framework.
Implement a proven COTS solution.
Utilize parameter driven software architecture to provide for future modification/enhancements of business logic.
Utilize existing SOS computing architecture.

4. Project Status
Vendor completed Phase 1 software modules in December 2014
Phase 1 Project Close Out in February 2015
Processed Invoices for payment
Conducted Lessons Learned
Vendor completed Phase 2 software modules in June 2016
Phase 2 Project Close Out in November 2016

5. Phase 1 – Software modules in Production
Phase 1 (completed December 2014)
Notary Public Commissions (In-house & Online modules)
Apostille Certificates (In-house module)
Service of Process Summons and Complaints (In-house & Online modules)
Facsimile Signature Filings (In-house module)
Agriculture Lien Filings (In-house module)
Uniform Commercial Code Filings (In-house & Online modules)
Trademarks and Service Marks Registrations (In-house module)
Miscellaneous Receipting (In-house module)
Elections Apostilles (In-house module)
Uniform Commercial Code XML Bulk Filing (Online module)

6. Phase 2 – Software modules in Production
Phase 2 (completed June 2016)
Partnerships (In-house & Online modules)
Corporations (In-house & Online modules)
Miscellaneous Receipting (In-house module)

7. Project Benefits Save time Improve data quality
Improve quality of documents
Improve customer services
Improve accountability
Improve tracking
Consolidated financial reports

8. Lessons Learned Improve documenting the requirements
Requirements was documented in word and later changed to Excel to improve tracking and better document requirements and validations for each filing.
Traceability matrix was introduced in the later stage of the project as it was getting difficult to track 1,250 filing requirements.
Better use case testing environment
Original filings were used for most of the filings but used fake data filings that did not have real filing documents.
Improve Production Rollout and communication with staff
Vendor implemented a release bulletin board for sending updates to staff on fixes released to production.

9. Budget Total Project Appropriation - $1,286,000
Funding Source – Laws 2013, Chapter 227, Section 7 (10)
Amount - $1,215,000
Funding Source – Laws 2014, Chapter 63, Section 4
Amount - $11,000
Funding Source – Laws 2015, Chapter 101, Section 4
Amount - $60,000

10. Budget Project Initiation & Planning – May 23, 2013
Amount - $215,000
Project Implementation Phase 1 – December 2013
Amount - $861,000
Project Implementation Phase 2 – June 2014
Amount - $150,000
Project Implementation Phase 2 – May 2015
Amount - $60,000
Total Spent– June 2016
Amount - $1,278,758

11. IV&V Report Latest report shows overall status in the Green Zone
Summary of the report:
The SOS Business Filing System is and will be a significant contribution to the effectiveness of the agency and its customers in managing the business filings and processes required by New Mexico State statues and procedures.
The complexity of the project
The filings with their variations, certificates and other outputs lead to the extended development and testing time frames
The requirements matrix co-developed by SOS and vendor
The positive relationship between the SOS staff and PCC, the software vendor
The contractual post production on-going support agreement between SOS and PCC, the software vendor

12. Questions?
Thank you