NMDWS Internship Portal Closeout Sue Anne Athens, CIO January 2017

Agenda Project Purpose Scope Business and Technical Objectives Budget Schedule Current Status Transition to Operations Lessons Learned IV&V Questions

Project Purpose Support NMDWS Mission and Goals by Developing an online Internship Portal utilizing existing Infrastructure; integrating content and promoting helpful information about internships and other career exploration opportunities for students, job seekers, employers and educators. As a part of the New Mexico Department of Workforce Solutions’ (NMDWS) mission, the state agency works to empower and educate its employers and workforce. The Internship Portal will meet business needs and customer expectations by providing useful and well-presented information for alternative audiences. Job shadowing and internships provide real-world experience and exposure to new careers to individuals who may have just graduated or who are exploring their interests and potential career paths. Individuals not only gain skills and work experience via internships, but employers also gain a powerful recruitment tool and a training ground for prospective long-term employees. provi

Project Scope Phase 1: Initiation and Planning- Define and set up development environment; define process with NMDWS for code repository; setup VPN accounts; define complete list of API services. Phase 2. Execution- Develop login and registration, job seeker, employer, and educator features including the finalization of architecture and development, testing, deployment of features, and movement of source code to NMDWS repository. Phase 3. Closeout- Conduct end-to-end testing and deployment which includes integration and regression testing, remediation, deployment, and go live.

Project Approach October target to hit winter internship – tight timeline all around Direct request for PCC certification received Utilization of internship concept leveraging IGA with CNM Learning objectives for interns/new graduates developed and incorporated at each stage NMDWS Technical Team/CNM leads serving as mentors IVV to be completed by NMDWS PMO

Business Objectives All Business Objectives were successfully achieved: Creation of a single online NM Repository containing Advertisements, Internship Opportunities, and Job Postings which is customized for the targeted audience while leveraging existing applications and information. Increase user traffic to updated version of DWS Career Solutions website by guiding students + job seekers to the site for application preparation regarding available internships or career pathway development. Encourage, educate, and facilitate the exploration of new career paths through internships for job seekers, employers, and educators.

Technical Objectives All Technical Objectives were successfully achieved: Complete a Development Phase that will include testing and delivery, address usability standards and testing; and any important technology information and specifications used in the solution. Development Phase will close out and go live with Portal Version 1.0 by October 31, 2016. Customize presentation components in response to user experience. Ensure reuse of existing NMWC functionality by accessing defined web service.

Project Budget Development Environment Setup and User Login Registration- $49,776 Job Seeker Functionality- $46,556 Employer Functionality- $32,705 Content Integration -$21,150 Final Testing, Design QA, Deployment-$12,225 Total: $162,412

Project Schedule Phase 1 - End July 2016 Initiation and Planning – Setup development environment and Services APIs Phase 2 - August 2016 to October 7, 2016 Execution – Develop login and registration, job seeker, and employer features, as well as additional content pages: Phase 3 - October 2016 Closeout – Remediate any final issues, deliver deployment scripts, and unveil and promote new portal:

Current Status The following deliverables/milestones have been completed: Project objectives with expected outcomes Business and Functional Requirements Design documentation & code transition Deliverables submitted and approved Contract final payments have been made IV&V recommendations were incorporated Testing is complete Training has been conducted for staff Go-live on 11/5/16 Press Conference & Public Announcement 11/30/16 Conducted lessons learned on 1/04/17

Transition to Operations Internship Portal Transition and Sustainment Plan: The NMDWS Internship Portal was developed utilizing existing infrastructure and applications, with functionality already in place within our Workforce Connection Online System. The Internship Portal is hosted under the NMDWS public website and is leveraging existing content management system. The site will continue to be managed by a DWS program manager who will work to ensure sustainability through community outreach and content relevancy. The program manager will also work with designated DWS IT staff to maintain the site’s integrity and functionality for the public. Training has been completed with all field offices and any internal staff using the site as a resource.

Lessons Learned Category Lesson Learned Recommendation Testing & Procurement Establish better communication and training around DWS testing procedure and requirements with team during the development of contract deliverables and with the completion of each deliverable. Create an SOP on DWS testing process including a guide on the use of TFS, expectations, requirements and responsibilities. Do an internal training with project business owner and any contractor. Technical Better outline software versions & requirements for each deliverable. Review each deliverable and software requirements with entire team at the start of the project to make preparations and avoid delays. Procurement Ensure special requirements due to budget funding. Add extra oversight during procurement process on budget requirements tied to legislative funding. Project Management & Human Resources Outside vendor, GeoSolutions, require redundancy in communicating project needs, lacking project management methodology and documentation on available services. Work with GeoSolutions through video conference calls and ask them to have a technical PM on projects to clarify questions and service availability more clearly. Agreement process was challenging; Reviews, edits & routing for signatures. Led to lost time on a very tight project timeline. Involve key stakeholders and leadership approval earlier in the process.

IV&V Internship Portal PM incorporated all recommendations from DWS PMO Bureau Chief IV&V Report

Questions Requesting Closeout Certification for NMDWS Internship Portal Project Questions?