1. STATE OF NEW MEXICO STATE PERSONNEL OFFICE (SPO)
SPO Digitization and Modernization Implementation Request
Presented to the DoIT Project Certification Committee
11/8/2018
SPO Digitization and Modernization Project

2. SPO Digitization and Modernization Project
Project Governance
Project Name – State Personnel Office Digitization and Modernization Project
Project Phase - Implementation
Lead Agency –State Personnel Office (SPO)
Executive Sponsor – Justin Najaka, SPO Director
Agency Head – Nivia Thames, SPO Deputy Director
Agency CFO – Stuart R. Hamilton, SPO Chief Financial Officer
Project Manager – John Salazar, CSW Enterprises LLC
11/8/2018
SPO Digitization and Modernization Project

3. SPO Digitization and Modernization Project
Project Abstract
SPO Human Resource, Leadership, Direction, Guidance and Services:
68 Executive State Agencies
18,000 State Employees
Seven Functional Areas:
Agency HR Services
Career Services
Compensation and Classification
Training and Development
Labor Relations
SPO’s Enterprise Content Management (ECM) Project:
Digitize personnel records across State of New Mexico executive branch agencies;
Modernize by implementing best practices while strategically aligning business and information systems; and
Provide HR oversight and uniformity in business practices statewide.
11/8/2018
SPO Digitization and Modernization Project

4. Certification History
Date
Amount
Funding Source
June 25, 2014
Initiation
$ 220.0
Laws 2014, Chapter 63, Sec. 7, Item 9
August 18, 2015
Planning
$ 230.0
June 22, 2016
Change
$ 243.0
Laws of 2015, Chapter 101, Sec. 7, Item 13
September 28, 2016
(This request)
$ 557.0
Total
$ 1,250.0
Note: Dollars in thousands
11/8/2018
SPO Digitization and Modernization Project

5. Appropriation History
Fiscal Year
Amount
Funding Source
2015
$ 450.0
Laws 2014, Chapter 63, Sec. 7, Item 9
2016
$ 800.0
Laws of 2015, Chapter 101, Sec. 7, Item 13
Total
$ 1,250.0
Note: Dollars in thousands
11/8/2018
SPO Digitization and Modernization Project

6. Major Project Deliverable and Performance Measure
Major Deliverables
Major Project Deliverable and Performance Measure
Note: Dollars in thousands.
Budget
Due Date
Project Phase
Implementation Vendor – Planning Documentation
$63.9
10/30/16
Implementation
Implementation Vendor – Design Documentation
12/23/16
Implementation Vendor – Software Build
2/17/17
Implementation Vendor – Software Delivery
4/21/17
Implementation Vendor – Solution Support and Transition
5/19/17
Implementation Vendor – Contract Deliverables Summary Report
5/26/17
IV&V Services
$63.5
7/1/16 – 6/30/17
Project Management Services
$180.0
DoIT Hosting and Utilization Fees
$40.0
1/1/17 – 6/30/17
Total
$666.9
11/8/2018
SPO Digitization and Modernization Project

7. Budget Staff Internal Hardware Software Operations Other Total
Description
FY16 & Prior
FY17
FY18
FY19
FY20
FY21 & After
Staff Internal
$0.00
Professional Services
Project Management
$305.07
$180.00
IV&V
$63.50
$65.00
Integration Vendor
$383.47
$300.00
Document Conversion
$200.00
Hardware
Servers
$160.00
Software
Enterprise Content Management
$127.75
Operations
Hardware and Software Maintenance
$51.10
Other
Contingency
$134.11
DOIT Utilization
$40.00
$60.00
Total
$432.82
$666.97
$1,150.21
Total Project
Note: Dollars in thousands.
$2,250.00
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SPO Digitization and Modernization Project

8. Project Accomplishments
ECM Request for Information (RFI)
Oral Presentations
Professional Services Contracts
Professional Project Manager – CSW Enterprises, LLC.
Project Management Plan
“As-Is” and “To-Be Business Process Workflows
ECM Vender – Lexmark
installation configuration, testing, training and deployment
Independent Verification and Validation (IV& V) - Burger, Carroll & Associates
Monthly Steering Committee Meetings
Purchased ECM Software Licenses - Lexmark Perceptive
Purchased Hardware - Scanners
Requirements for Image, Repository and ECM Workflow
DoIT PCC Presentations & Informal TARC Review of Software
DoIT Hardware and Infrastructure Hosting Discussions (ongoing)
TARC approval on September 14, 2016
11/8/2018
SPO Digitization and Modernization Project

9. Technical Architecture
Public Facing Network;
Web-Based Platform;
Front-End Remote Access;
Image and Migrate Documents - Tagged Metadata – Standard Imaging/Search;
Indexing and Archiving;
Interface with SHARE (and other defined systems);
Open Architecture;
Scalable for Growth;
Authentication – Supports Microsoft Active Directory;
Secure User Roles - Log in and security Role Authentication;
Extensibility - Add Features in the Future; and
User Friendly Workflow – View, Search and Print.
11/8/2018
SPO Digitization and Modernization Project

10. Technical Architecture Diagram
11/8/2018
SPO Digitization and Modernization Project

11. IV&V Status
Burger Carroll and Associates is the IV&V vendor on contract for this project. They are actively engaged in the project.

12. IV&V Summary Report Overall Status: “Green”
Despite delays in establishing a viable implementation contract with Lexmark, a negotiated Statement of work, and a change in project managers from CSW Enterprises, LLC, are two factors contributing to a “Green” status rating for this project as IV&V reports on the initial assessment of the SPO Digitization and Modernization Project.
Experienced IT project management is especially important in this project as the State Personnel Office does not have its own information technology staff, relying on the Department of Information Technology for desktop and other IT support functionality.
Although not critical at the outset, there is a question regarding on-going post implementation application support which is above and beyond what DoIT is to provide by way of server and network access support.

13. Questions/Comments
Thank you