GENERAL SERVICES DEPARTMENT Facilities Management Division PROOF –NM (Process Reengineering & Optimization of O&M Functions for New Mexico) Phase II Project Implementation Phase Release of Appropriation Funding November 21, 2017

Phase II Project Goals & Objectives Streamline, Align and Automate Capital Projects Contract and Internal Purchase Requisition (IPR) Process & Configuration in AiM Replace Paper-Based IPR Process for Capital Projects Provide FMD with one process for processing IPRs Provide Single Interface Agencies Supporting FMD Procurement Processes Provide Real-Time Visibility to IPR Status Make Tracking and Trending of IPR History Available Conduct AiM Location Data Collection Pilot AiM Location Deployed in 2008 as ‘Agency’ AiM Design Intent: Location = Suite or Suites Square Footage Data for Location has not been maintained Identifying Location of Assets is Challenging at Best Precludes Location History Perspective Pilot Confined to Santa Fe based Buildings Provide Ability to Track Locations by Type of Use

Phase II Accomplishments Planning Phase Activities Completed Developed and Updated Risk Assessment Developed Project Budget Developed Project Schedule Developed Project Management Plan Developed Business BluePrint Plan Design Activities Completed Capital Project Internal Purchase Requisition Design Sessions Location Data Design Sessions Developed Location Data Collection Template and Methodology Gathered Floor Plans and Space Standards Documentation Installed AiM Version 9.2 in TEST

Phase II Next Steps Complete Design Phase Activities (now and December 22nd) Finalize Standard Operating Procedures (SOPs) Route SOPs for Approval Develop Responsibility Matrix Finalize Business BluePrint Report & Submit to Steering Committee Execute Build Phase (January – February) Install AiM 9.2 in TRAIN Environment Configure System Collect and Load Location Data Develop Testing Materials Test Phase (February – March) Conduct Unit, End to End and End User QA Testing Deployment Provide End User Training (March 5 – 16) Cutover to Production (March 17) Provide Warranty Support (March 17 – April 6)

Phase II Timeline

PROOF-NM Change Request Risk Management Prob. Impact Rating Contingency Plan Mitigation Plan Business Subject Matter Experts (B-SMEs) and other business resources will not be available to the degree required - Schedule delays with attendant cost increases; business process design may be incomplete due to insufficient effort applied; testing and production usage may suffer, with adverse consequences following production cut-over. Possible High 0.41  Identify scope priorities and schedule slippage opportunities (slack). Monitor the workload closely and adjust personnel assignments as practical. Work pro-actively with GSD, FMD and TSSB Leadership to ensure resource shortfalls are identified as early as possible and mitigated appropriately. In order to mitigate this particular risk, we will employ several strategies to counterbalance and minimize it, including the following: 1. Ensure adequate personnel are enlisted to support the effort up front. Develop a realistic schedule, communicate resource needs and impacts to stakeholders proactively, and identify potential outsource opportunities 2. Schedule Design Sessions as far in advance as practical and work with Leadership to ensure that key subject matter experts are made available  Adoption and use of the AiM Modules may be hindered through resistance, or end users who seek to find work-around methods rather than utilize the system as designed Medium 0.19 Should this risk manifest, options will be considered including retraining of staff, scaling back scope and staging the roll-out across the business to increase adoption Mitigation Strategy: 1. Communication RoadShows will be conducted during the Build and Testing Phases will focus on process work flow aspects, emphasizing benefits 2. RoadShows will focus on core groups of users 3. Identify early adopters and leverage them to enhance user adoption 4. Once the transition has been made to production use, it is recommended that FMD’s Change Board monitor work arounds and data input errors through the use of AiM Personal Queries (PQ’s), and take corrective actions as necessary

PROOF-NM Project – Budget Appropriation   $1,960,200.00 Anticipated Expenditures (Phase I & II) $1,947,133.66 Contingency 3% (Phase II) $ 13,066.34

Phase II – Projected Budget By Phase Proposed Major Deliverable Schedule Budget Due Date Project Phase Professional Services (PM, AssetWorks Consultant, IV&V) $176,153.51   December, 2017 Planning/Design (PM, AssetWorks Consultant) $103,469.31 January, 2018 Build $34,237.74 February, 2018 Test $80,762.48 March, 2018 Deploy $40,921.54 April, 2018 Close Out 3% Contingency $13,066.34 TOTAL $448,610.91

PROOF-NM Phase II - Release of Funding Request Approval to Release $70,000.00 – Implementation Phase Thank you

GENERAL SERVICES DEPARTMENT Questions? GENERAL SERVICES DEPARTMENT