1. Executive Sponsor: Tom Church, Cabinet Secretary
NM Department of Transportation (NMDOT) Document Imaging Implementation and Content Migration
Executive Sponsor: Tom Church, Cabinet Secretary
Business Owners: David Coriz, NMDOT Records Management Bruce Oakeley, NMDOT Deputy CIO
IT Records Management Division
Document Conversion – EDMS System
Project Certification for Implementation
August 27, 2014

2. Overview
Project Goals: 1) Replace an obsolete document management solution with modern document imaging technology that NMDOT can expand on for many years. 2) Migrate the current data to a new repository.
Business Problem: The current document imaging system (IBM FileNet) is 13+ years old and NMDOT has been having some major problems with the software. The current, outdated system has 4+ terabytes of vital records that need to be preserved for many years to come.
Desired Outcomes: Continue to certify electronic content as official Public Records:
Improve service delivery to constituents
Improve productivity
Achieve cost savings
Reduce risks associated with paper records.
Certification Request: Approval of Implementation Phase for this project, and certification of the remaining $491,758 of funding required.

3. Electronic Data Management Solutions (EDMS) provide opportunities to:
Business Opportunity
Electronic Data Management Solutions (EDMS) provide opportunities to:
Provide better, faster, expanded services to constituents
Deploy e-Government and “paperless” solutions
Reduce costs, streamline processes, improve productivity
Automatically control compliance and risk factors
Provide audit and security to meet mandated requirements
Assess and improve records retention programs
Collaborate with the State’s Multi-Agency initiative.

4. NMDOT expects significant savings in:
Cost Savings
NMDOT expects significant savings in:
COM systems hardware and maintenance expenses
Microfilm media expenses
Microfilm hardware maintenance expenses
Distribution expenses for COM and microfiche output
Microfiche/microfilm reproduction expenses
Storage space
Labor for key entry, filing, and manual retrieval
Report reproduction and distribution (avoiding millions of dollars in paper, toner and ink costs).

5. Risks of Keeping the Status Quo
Costs of printing documents that originate in electronic format
Costs of maintaining NMDOT Official Public Records in paper
Cost of locating records
Physical storage costs
Legal costs
File maintenance labor costs
Vital data loss for maintaining on outdated hardware/software
Security risks
Poor environmental conditions at current, off-site storage facility.

6. Major Deliverables by Project Phase
Duration
Major Deliverables
Initiate
4 weeks
Communication Plan. Escalation Plan.
Timeline Schedule. Project collaboration
Analyze
5 weeks
Enterprise Foundation Definition document. Functional Requirements Document. Technical Architecture Document. Solution Design Document
Build| Hardware installation
  1 week
Install infrastructure hardware components. Installed storage infrastructure. Install virtualization and Operating System Software components.
Build | Software Installation
2 weeks
Documentum Platform Bundle Install.
Out-of-the-box Documentum software install.
Build | Development
  7 weeks
Configure Documentum environment with taxonomy and library services. Configure retention policies. Migrate content from FileNet Imaging Services to Documentum. Migration of COLD data. Utility to ingest content from Fileshare. Updated Kofax release scripts to export to Documentum.
Build | Test
Completion of System Test Scripts procedure. Defect list tracking reports for User Acceptance Testing (UAT). Execution of User Acceptance Testing (UAT).
Train
1 week
Completed Training. Quick Reference Guide. System as-built documentation
Deploy
System Roll Out, Document and FileNet to run in parallel to monitor data integrity.
Close
Project Review Meeting. Project Archival Activities. Follow-up Activities.

7. Project Budget Description FY14 FY15 FY16 FY17 & After Software
Description
FY14
FY15
FY16
FY17 & After
Software
Licenses
$747,370
Consulting Services
System Implementation
$301,580
$146,936
Training
On-Site
$25,872
Total
$1,048,950
$172,808

8. Annual Maintenance Budget
Description
FY14
FY15
FY16
FY17 & After
Hardware
Servers
20,000
Software
Annual Maintenance
134,220
Total
$154,220 

9. NMDOT Document Imaging Implementation and Content Migration
Questions?