1. Executive Sponsor: Marcos Trujillo, Acting Division Director
NM Department of Transportation (NMDOT) Electronic Statewide Transportation Improvement Program (eSTIP)
Executive Sponsor: Marcos Trujillo, Acting Division Director
Business Owner: Rebecca Maes, Project Oversight Division
Project Certification for Initiation
March 29, 2017

2. Overview
Project Goals: 1) Replace an existing, obsolete STIP management program, and the existing paper and spreadsheet based systems which address functionality it does not support, with a functional interactive web-based system that meets the NMDOT and FHWA requirements. 2) Migrate current data to the new system.
Business Problem: The current STIP system is obsolete. As a result, NMDOT and recipient agencies are forced to use spreadsheets and hard copies to plan and program ~$350 million per year to work around existing limitations of the system. The current system does not allow access by external users, requiring additional manual export, transfer, import and QA of data to create and amend projects.
Desired Outcomes: A web-based eSTIP System that supports NMDOT’s planning and programming functions and:
Improves service delivery to constituents
Automates compliance with statutory funding requirements
Improves productivity
Achieves cost savings
Reduces time in producing reports and planning amendments
Certification Request: Approval of Initiation of this project, using $37,500 of Federal Highway Administration SP&R funds through NMDOT

3. Business Opportunity The eSTIP System will:
Provide a web-based application and database customizable to meet additional state-wide requirements
Provide better, faster, and expanded services to constituents
Provide a web-based application and database which shall include all aspects of project information, reporting, and obligations for Federal Highway Administration (FHWA), and other funded programs
Reduce NMDOT staff costs by streamlining processes and improving productivity
Automatically control compliance and risk factors
Provide audit and security to meet mandated requirements
Meet MAP-21/FAST ACT requirements for Transportation Asset Management

4. NMDOT expects significant savings in:
Cost Savings
NMDOT expects significant savings in:
Labor for data entry, auditing, and reporting information
Workflow management
Report reproduction and distribution

5. Risks of Keeping the Status Quo
Increasing maintenance costs
Maintenance of vital data using outdated technologies
Potential delays in providing information in response to FHWA requirements
Delays caused by manual data entry processes
Duplication of data entry
Susceptibility to trivial human errors

6. Major Deliverables by Project Phase
Due Date
Deliverable
Initiation – Close
On-going
IV&V
Initiation
4/2017
Initial business analysis
Planning
5/2017
Project Management
6/2017
System Requirements and Design Documentation development
Implementation
8/2017
System Configuration
System Development & Deployment
9/2017
Training
Ongoing SaaS Maintenance & Technical Support
Closeout
10/2017
Ongoing monthly subscription for Maintenance, Technical Support and Hosting

7. Total Cost of Ownership
Budget
Description
FY17
FY18
FY19
FY20 & After
Total
Consulting Services
IV&V
$26,500.00 --
Hardware
N/A $0
Software
All inclusive
$173,456.28
$176,058.12
$178,698.84
$181,379.52
$709,592.76
Annual Support
 Included in software
-- 
$199,956.28
$736,092.76

8. NMDOT electronic Statewide Transportation Improvement Program
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