NM Department of Homeland Security and Emergency Management EMERGENCY GRANT MANAGEMENT PROGRAM (E-GRAMP) IMPLEMENTATION CERTIFICATION 23 April 2019

Background The New Mexico Department of Homeland Security and Emergency Management (NM-DHSEM) is the federal recipient of emergency management and public disaster grant funding and is the fiduciary agent over all federal funding passed through the agency. NM DHSEM is charged with grant oversight related to sub-recipients, as well as the federal funding expended by NM-DHSEM for its own programs and operations.

Current Environment Currently, NM DHSEM manages and administers its emergency management grant program through processes which entails the use of Excel spreadsheets to track applicants, the project and funding from the project’s beginning to the project’s closeout. The current process is tedious, the amount of paperwork is cumbersome and is highly susceptible to error and yields itself to inadequate data and information. Individual tracking files cannot be used concurrently adding to delay is recordkeeping and increasing risk of data corruption, unsaved data, and file overwriting.

Project Objectives The project objectives for NM-DHSEM’s web-hosted, emergency grant management software program are: To track applicants, grants, projects, and funding and to have the ability to produce ad hoc as well as on-line customized reports. To increase efficiency through improved collaboration and communication requirements for both State, Local, and Federal entities. To assist the agency and the applicants to monitor milestones and meet deadlines. To contract with a vendor through an RFP procurement who can meet specifications of a web-hosted software program and has the ability to monitor grants throughout the entire grant management process (application to closeout). To drastically reduce the processing time to disburse funds. To improve reporting requirements to State, Local and Federal Emergency Management Administration (FEMA). To reduce deficiencies by reducing errors such as duplication errors, financial reporting errors, multi-users on the spreadsheet without knowing who made changes and financial statement errors through development of consistent work processes and procedures and the establishment of an audit trail of work flows.

Project Objectives to be Met from Vendor’s Product The Vendor provides cloud based, commercial-off-the shelf software program that provides a full-service grant management tool that captures: Grant Expense Management- to reduce the processing time to disburse funds. Document Management- to track applicants, grants, projects and funding from application to closeout. Compliance Management - software takes into consideration the FEMA 2CFR200 Requirements for compliance that will assist documentation with our audits. Reports – ability to provide stakeholders information through the existing reports the software provides, as well as having the ability to create ad-hoc reports. Interface with FEMA - to improve reporting requirements, communication and the ability to provide information to State, Local and Non-Profit entities through interface. Time Tracking – to assist the agency and the applicants to monitor milestones and meet deadlines. Software Hosting - web hosted software program through Amazon Web Services.

Project Status (Budget) The budget for this project is $960,000 All monies are derived from Federal Funding: Disaster Management Costs: 2017-2025: Declared 10/2008; Disaster No. 1783 $480,000 2017-2025: Declared 9/2010; Disaster No. 1936 $240,000 2017-2025: Declared 11/2011; Disaster No. 4047

Project Status (Budget Cont.) Description FY 19 (Current) FY20 FY21 FY22 Total Software Licensing Price $306,000 $0 IV & V Services $45,000 Application Support and Maintenance fees $25,000 $68,313 $229,939 Installation Cost $50,000 Interface Cost $40,000 Training Hosting & Infrastructure Support Fees $15,000 $7,200 $36,600 Hosting and Infrastructure Maintenance Fees $4,800 $2,400 $12,000 Contingency Enhancement & Releases (Billed at $175.00/hr) $63,487 $190,461 Total: $599,287 $141,400 $77,913 $960,000

Project Status (Deliverables) Comments Status Project Management-Planning Phase Kick-off; Project Management Plan; Documentation Complete with On-Going Tasks Requirements Analysis Scope of Work; Funding; Testing; Fit-Gap Analysis Completed Design Requirements to Specifications Security and Risk Assessments Development Documentation (Software Development, Software Design, Security, Maintenance) Testing Test Analysis; Problem Reporting; Defect Logs; Readiness Logs) Implementation Configuration; Interoperability (FEMA, SHARE); User Accounts; On-Going Training Workflow analysis; Add Users (Test Environment); Train-the-Trainer Support, Maintenance and Operating License Acquire Software License Certificate; Technical Reports

Project Status (Milestones) Acquired Software License Certificate Significant portion of required documentation developed, and delivered. Project Management Plan Developed and Updated Begun Training of identified Power-users: One Admin Training Complete Assessment of Features and Workflows for Customization Weekly Status Meetings Achieved Technical Architecture Review Committee (TARC) Approval from DoIT – April 11, 2019

Implementation Certification Request THANK YOU! QUESTIONS?