NMDPS Law Enforcement Academy Training Management and Learning Management System Project September 27, 2017 Initiation Request Presenters: Melvin Lee, IT Owner, CIO Brian Coss, Business Owner, Deputy Director Cesario Alvillar, Project Manager

Outline Law Enforcement Academy Mission Business Need Project Overview Project Stakeholders Project Governance Budget Timeline Risks Request for Certification of Initiation

New Mexico Law Enforcement Academy Mission The New Mexico Department of Public Safety (NMDPS) Law Enforcement Academy (LEA) exists to ensure all New Mexico (NM) law enforcement officers and telecommunicators (emergency dispatchers) are trained and misconduct cases are adjudicated in compliance with state law and the rules developed by the LEA Board. The primary mission of the LEA is to ensure officers and telecommunicators are provided well-coordinated, consistent, effective and dynamic training to support successful execution their duties and responsibilities in a safe and effective manner.

Business Needs The LEA staff maintain tens of thousands of records using manual, paper document-based processes. The current operation requires the manual creation and entry of certifications, applications, accreditations, training, misconduct reporting, and business operations in several different systems. The LEA processes approximately 9,200 documents annually with an estimated total paper volume of 125,000+ pages. This massive onslaught of paper into the LEA every year must be: Manually reviewed, tracked, acted upon; Manually entered into and retrieved from two different applications and various MS Office tools; Frequently mailed to the initiating agency/party; Filed into paper storage files/systems housed in three storage rooms at the LEA and at NM State Records and Archives.

Business Solution The New Mexico Law Enforcement Academy (NMLEA) is implementing a Software as a Service (SaaS) solution called Acadis by Envisage. Replacing the existing business approach with Acadis will: Reduce operational workloads. Improve the quality and timeliness of services. Data entry and records maintenance will be a shared responsibility for all involved. Allow for secure storage of records. The solution includes: Employment record maintenance; Training record maintenance by individual, class, instructor and organization; Test administration, automated scoring and test analysis capability; Integration of all LEA and LEA Board records pertaining to any individual officer or telecommunicator, instructor, or agency;  

Business Solution (cont.) The solution includes: Automated identification of records that exceed retention schedules and electronic elimination of records; Provision of end-user notifications of certification expiration and upcoming critical process deadlines; Electronic submission of scanned documents; On-line information submission and record updating, eliminating the need for paper applications and record updates; Strong administrative tools for security profile administration to limit information access as required; Allow for scheduling of multiple facilities and publishing of schedules; Substantial or complete elimination of paper document processing and maintenance.  

Project Stakeholders Name Stake in Project Organization Title Scott Weaver Executive Sponsor DPS Cabinet Secretary Melvin Lee Technical Lead/Steering Committee DPS IT Chief Information Officer Stephan Marshall Business Owner/Steering Committee DPS LEA LEA Director Brian Coss LEA Deputy Director Dianna Dejarnette Steering Committee DPS ASD DPS Director of Special Projects Cesario Alvillar Project Manager DPS Project Management Bureau Chief Joaquin Nielsen Business Process Owner LEA Operations Manager Layla Reyes LEA Administrative Assistant, Department of Public Safety Vendor System Contractor Selected Vendor IV&V Contractor Jacob Martinez DPS IT Support Network Administrator III Sal Sena IT System Administrator II New Mexico Law Enforcement Agencies Users State Wide Law Enforcement Various State-wide Emergency Dispatch Centers State Wide Dispatch Centers Law Enforcement Officers and Telecommunicators State Wide Public Safety Satellite Law Enforcement Academies State Law Enforcement

Project Governance

Budget Identifier LEA Cost 1 1-year Envisage Acadis SaaS subscription (Procured)   $168,888 2 Envisage professional services $117,474 3 Cognosante for IV&V services $16,500 Total $286,364

Timeline

Risks Data Migration Mitigation - Perform data quality reviews to determine root cause of any issues. Ineffective training Mitigation – configure the content of the training to mirror the particular specifications used in configuration of the system. LEA end user adoption Mitigation – Communicate with end users through email, project status updates, project schedule, presentations to the affected agencies, allow access to the test environment for anyone authorized to access the system for getting acquainted with the system.

Request for Certification of Initiation Phase NMDPS is formally requesting certification of our Initiation Phase for the Law Enforcement Academy Training Management and Learning Management System project. DPS requests the release of funds in the amount of $168,888 (the initial subscription). There are no other funds required for the Initiation Phase.

Thank you! Questions?