1. GENERAL SERVICES DEPARTMENT Facilities Management Division PROOF –NM (Process Reengineering & Optimization of O&M Functions for New Mexico) Phase II Project
Implementation Phase
Release of Appropriation Funding November 21, 2017

2. Phase II Project Goals & Objectives
Streamline, Align and Automate Capital Projects Contract and Internal Purchase Requisition (IPR) Process & Configuration in AiM
Replace Paper-Based IPR Process for Capital Projects
Provide FMD with one process for processing IPRs
Provide Single Interface Agencies Supporting FMD Procurement Processes
Provide Real-Time Visibility to IPR Status
Make Tracking and Trending of IPR History Available
Conduct AiM Location Data Collection Pilot
AiM Location Deployed in 2008 as ‘Agency’
AiM Design Intent: Location = Suite or Suites
Square Footage Data for Location has not been maintained
Identifying Location of Assets is Challenging at Best
Precludes Location History Perspective
Pilot Confined to Santa Fe based Buildings
Provide Ability to Track Locations by Type of Use

3. Phase II Accomplishments
Planning Phase Activities Completed
Developed and Updated Risk Assessment
Developed Project Budget
Developed Project Schedule
Developed Project Management Plan
Developed Business BluePrint Plan
Design Activities Completed
Capital Project Internal Purchase Requisition Design Sessions
Location Data Design Sessions
Developed Location Data Collection Template and Methodology
Gathered Floor Plans and Space Standards Documentation
Installed AiM Version 9.2 in TEST

4. Phase II Next Steps
Complete Design Phase Activities (now and December 22nd)
Finalize Standard Operating Procedures (SOPs)
Route SOPs for Approval
Develop Responsibility Matrix
Finalize Business BluePrint Report & Submit to Steering Committee
Execute Build Phase (January – February)
Install AiM 9.2 in TRAIN Environment
Configure System
Collect and Load Location Data
Develop Testing Materials
Test Phase (February – March)
Conduct Unit, End to End and End User QA Testing
Deployment
Provide End User Training (March 5 – 16)
Cutover to Production (March 17)
Provide Warranty Support (March 17 – April 6)

5. Phase II Timeline

6. PROOF-NM Change Request Risk Management
Prob.
Impact
Rating
Contingency Plan
Mitigation Plan
Business Subject Matter Experts (B-SMEs) and other business resources will not be available to the degree required - Schedule delays with attendant cost increases; business process design may be incomplete due to insufficient effort applied; testing and production usage may suffer, with adverse consequences following production cut-over.
Possible
High
0.41 
Identify scope priorities and schedule slippage opportunities (slack). Monitor the workload closely and adjust personnel assignments as practical. Work pro-actively with GSD, FMD and TSSB Leadership to ensure resource shortfalls are identified as early as possible and mitigated appropriately.
In order to mitigate this particular risk, we will employ several strategies to counterbalance and minimize it, including the following:
1. Ensure adequate personnel are enlisted to support the effort up front. Develop a realistic schedule, communicate resource needs and impacts to stakeholders proactively, and identify potential outsource opportunities
2. Schedule Design Sessions as far in advance as practical and work with Leadership to ensure that key subject matter experts are made available 
Adoption and use of the AiM Modules may be hindered through resistance, or end users who seek to find work-around methods rather than utilize the system as designed
Medium
0.19
Should this risk manifest, options will be considered including retraining of staff, scaling back scope and staging the roll-out across the business to increase adoption
Mitigation Strategy:
1. Communication RoadShows will be conducted during the Build and Testing Phases will focus on process work flow aspects, emphasizing benefits
2. RoadShows will focus on core groups of users
3. Identify early adopters and leverage them to enhance user adoption
4. Once the transition has been made to production use, it is recommended that FMD’s Change Board monitor work arounds and data input errors through the use of AiM Personal Queries (PQ’s), and take corrective actions as necessary

7. PROOF-NM Project – Budget
Appropriation
$1,960,200.00
Anticipated Expenditures (Phase I & II)
$1,947,133.66
Contingency 3% (Phase II)
$ ,066.34

8. Phase II – Projected Budget By Phase
Proposed Major Deliverable Schedule
Budget
Due Date
Project Phase
Professional Services
(PM, AssetWorks Consultant, IV&V)
$176,153.51
December, 2017
Planning/Design
(PM, AssetWorks Consultant)
$103,469.31
January, 2018
Build
$34,237.74
February, 2018
Test
$80,762.48
March, 2018
Deploy
$40,921.54
April, 2018
Close Out
3% Contingency
$13,066.34
TOTAL
$448,610.91

9. PROOF-NM Phase II - Release of Funding
Request Approval to Release $70, –
Implementation Phase
Thank you

10. GENERAL SERVICES DEPARTMENT
Questions?
GENERAL SERVICES DEPARTMENT