1. TRD\MVD Document Management System
Close Phase Certification Request
07/24/2013

2. Agenda Need Goals of the Project Scope vs. Delivered Scope
Budget vs. Actual
Enhancements – Post Implementation
Questions
07/24/2013

3. Need
The New Mexico Taxation and Revenue Department (TRD) processes approximately 12,000,000 Motor Vehicle Division (MVD)-related documents per year.
All documents that are required to be preserved and available for later reference are currently photocopied and microfilmed.
Retrieval of the current images is probably about 10X more time consuming than would be possible with a DMS. Retrieval currently requires a partial *.xls log of document to microfilm reel, entries in “green screens”, all with no indexing except the date and sometimes the MVD office.
07/24/2013

4. Project Goals
Completely eliminate microfilm process for MVD Field Office documents.
Eliminate the need to print multiple copies of documents simply in order to exchange the data between Revenue Processing Division at Lujan with Motor Vehicle Division at Montoya.
Comply with the current retention policy on various MVD documents.
Streamline all processes that involve document capture and relation of those documents to MVD transactions.
Gradually move all centralized scanning of MVD Citation documents to the Montoya building, utilizing MVD personnel.
07/24/2013

5. Project Metrics
Field Office Driver transaction time decreased by 1 minute per transaction.
Field Office Vehicle transaction time decreased by 1.5 minutes per transaction.
Time to sort non-payment paper citations reduced from .144 min per page to .04 min per page.
End-to-end time to process citation payment reduced by 10%.
07/24/2013

6. Scope
Provide DMS capabilities to all MVD Field Offices, “Munis”, and any MVD unit that is currently involved with document capture and retention for selected driver and vehicle transactions performed within MVD 2.0.
Move MVD scanning, and payment processing to the Montoya Building.
07/24/2013

7. Business Scope - Original
Three processes completed by the Systems Integrator
First Time License or ID. Sprint 1 will be the new FN office in Albuquerque.
First Time Title
Citation Payment and Processing of incoming Citations
One process will be installed by TRD ITD and MVD coached by Systems Integrator
Medical Forms
For Licensing
Application for Handicap Placard
07/24/2013

8. Business Scope - Revised
Scanning provided for all vehicle and driver processes supported by MVD 2.0.
Citation payments scanned on the OPEX and processed, including electronic deposit, within DMS.
Training exercise used the beginning of Registration Renewal instead of Medical Forms.
07/24/2013

9. Post Production Enhancements
Additional Level 2 Support
USPS cards and envelope archive
SAVE rejection
Additional reporting and reconciliation processes for Citation Payments
Landscape version of TRACS
07/24/2013

10. Technical Scope
OCR and OMR of selected documents and regions within documents.
No ICR planned.
Creation of “bridge” software between existing transaction programs (MVD 2.0, and other web-base. apps for capturing data) and the DMS. Integration will be performed in the most flexible technology possible, to enable transfer to the reengineered system at a later date.
Payment processing for the citation payments via COTS software and revision of current interface with existing MVD systems.
07/24/2013

11. 5. IMPLEMENTATION Schedule and Budget
Budget & Actual
5. IMPLEMENTATION Schedule and Budget
Planned Start Date
July 1, 2013
Actual Start Date
August 15, 2013
Planned End Date
February 27, 2013
Actual End Date
March 30, 2013
Planned Cost: (Budget)
$3,542,005.51
Actual Cost: (Total)
$3,507,311.00
200s
App Dev 3 (1) FTE
ITD PM
MVD PM
SMEs as req’d
App Dev 3 (0) FTE
(1)MVD PM
SMEs as needed
300s
$2,078,473.75
$2,186,797.00
400s
$1,463,546.76
$1,320,514.00
$3,542,020.51
07/24/2013

12. Funding Source and Appropriation language
Appropriation History (Include all Funding sources, e.g. Federal, State, County, Municipal laws or grants)
Fiscal Year
Amount
Funding Source and Appropriation language
FY09
$1,463,546.76
Special Appropriation - Laws of 2008, Ch 3, Sec. 7, Item 5     
$734,151.59
Department of Homeland Security, Driver’s License Security Grant (DLSG). CFDA # : FY09 $734,  # 2009IDMX0006 due to expire 9/30/12
FY10
$700,  
Department of Homeland Security, Driver’s License Security Grant (DLSG). CFDA # :  FY10 # 2010DLT00025 due to exp. 5/13
FY11
$643,630.16
Department of Homeland Security, Driver’s License Security Grant (DLSG). CFDA # : FY11 # EMW DL00017  due to expire 8/14
Total
$3,542,005.51
07/24/2013

13. High-Level Architecture
07/24/2013

14. Lessons Learned
TRD attempted to reuse an existing KFI web application that had been placed into production around 2001 or Going into the project, the concept was to make no changes to that existing, old application. The reasoning was that this would be replaced with the Modernization project and was already mandatory in those requirements. Reuse of this tool created a disproportional amount of extra development and testing resources.
If anything, the Contractor was too accommodating to MVD changes to requirements, design, and development. Wholesale accommodation of changes led to strains on the remainder of the project schedule. The project started with some slack in the schedule, and ended with none, including a considerable amount of OT on the part of the Contractor, at no additional cost to TRD.
TRD thought that the risk that the OPEX was not going to perform all of the necessary OCR was mitigated by performance testing prior to acceptance of the equipment. A workable solution was developed using both the OPEX and EMC Captiva capabilities, but the solution was not ideal. In the month following implementation, unauthorized changes were made to the OPEX job and untested changes were made to the UTC format. Both created a “snowball” effect through this portion of the system. The lesson learned here, what the technical team needs to continue their involvement in the Change Control process after production implementation.
07/24/2013

15. Questions
07/24/2013

16. Maintenance & Enhancements
MAINTENANCE & SUPPORT
BUDGET
FY14
FY15
FY16
FY17
Mandatory Annual Licensing EMC
$105,981
Mandatory Tangent Licensing
$9,482
Other software licensing
Purchased (3) years support post- production.
OPTIONAL in RFP
Maintenance, Support and 600 hours per year of Enhancements
60,000
Assumption: TRD\ITD would provide one (1) technical resource to the project with the skills\ knowledge identified by Deloitte pre-contract approval, who would
Participate full-time from Day 1 of the project
Receive basic EMC admin and development training at ITD’s expense, if they did not already possess that training
Receive additional knowledge transfer via the selected process, which was changed from Medical Forms to Registration Renewal, such that this person was able to handle 90% of the Level 2, Level 3 support and enhancements without external assistance.
07/24/2013

17. Maintenance Decisions
MVD made the decision not to exercise the full optional amount of the Maintenance, support and Enhancements from the RFP. Instead MVD opted to purchase a limited number of hours post-production for Level 2 support, and selected enhancements.
TRD\ITD was unable to provide (1) FTE with the Deloitte-specified technical expertise to work on the project and receive the Knowledge transfer. Therefore, the maintenance and support has increased to include an State Price Agreement contractor with the necessary skills and expertise. TRD\ITD will be requesting the necessary position for FY15.
07/24/2013

18. Actual Maintenance Budget
POST PRODUCTION - Actual
Maintenance, Support and Enhancements
List RFP and Contract
(Purpose and/or Description)
Contract
Number
Compensation
Amount or NA %
Complete
RFP:
Contract for eight weeks for two persons of Level 2 and 3 support, and MVD-requested additional enhancements to the base contract.
TR13-12
Amendment #2&3
$95,672.00
100
State Price Agreement:
FY14 External Level 2 Support and Enhancements. Total of 2,080 hours.
TR14-19,16395
$178,048.00
FY14 Four months – Offshore, after hours Support, and assigned development work.
In e-review
$25,200.00
MAINTENANCE & SUPPORT
BUDGET
FY14
FY15
FY16
FY17
Mandatory Annual Licensing EMC
$105,981
Mandatory Tangent Licensing
$9,482
07/24/2013