1. Closeout Certification Request May 23, 2019
New Mexico Crime VICTIMS Reparation Commission Executive Sponsor: Frank Zubia, Director New Mexico Crime Victims Reparation Commission Project Managers: MaryEllen Garcia, Grants Bureau Chief Moises Valdez, Compensation bureau chief Victim Compensation and Grants management Replacement
Closeout Certification Request
May 23, 2019

2. Project Overview Agency:
CVRC was formed in 1981 under the Crime Victims Reparation Act with the primary responsibility of providing financial assistance to victims of violent crime related to expenses incurred as a result of being victimized, in addition to providing federal funding for governmental and non-profit victims services. CVRC is committed to serving victims of crime, through victim compensation and funding assistance to non-profit and governmental victim services organizations.
Project Goals:
Replace the Victim Compensation Database with a web-based COTS system.
Replace the Grants Management Database with a web-based COTS system.
CVRC has outgrown the capabilities of the current data management system. These vendor solutions will allow the agency to better meet the evolving needs of victims of crime and increasing federal grant administrative requirements.

3. Certification History
Initial Certification Request: Approval of Initiation and Planning for this project using $87, of Federal Funds from the Department of Justice, Office for Victims of Crime: Approved August 26, 2016
Implementation Certification Request: Approval of Implementation of this project using $256, of Federal Funds from the Department of Justice, Office for Victims of Crime: Approved December 19, 2017
Closeout Certification Request: Approval of Closeout of the Compensation and Grants Management Systems: Request May 22, 2019

4. Objectives Number Description
Business Objective 1
Increase access to victim compensation for victims of crime, including decreasing barriers to individuals with limited English proficiency, through enhancing CVRCs application process in other languages identified during the planning stages.
Business Objective 2
Streamline and improve administration of grants management systems to improve oversight, decrease administrative burden on subgrantees and improve overall grants management from solicitation to close out.

5. Project History
Awarded Federal Discretionary funds from the US Department of Justice, Office for Victims of Crime Vision 21 Building State Technology Capacity Grants.
Researched solutions used for victim compensation and grants management systems within other states and territories.
Completed needs assessment with victim services agencies and providers of services to victims of crime.
Completed demonstrations by vendors who work within other states and territories.

6. Project History
Issued a Request for Proposal for a single vendor for a commercial of the shelf (COTS) victim compensation and a COTS grants management system.
Due to delays during contract negotiations the vendor withdrew their application.
Issued second Request for Proposal for either a single vendor or two vendor solutions for a COTS victim compensation and/or COTS grants management system.
Two vendors – one for Victims Compensation department and one for Grants Management department– and negotiated contracts to implement each system.
Systems deployed for both departments.

7. Project BUDGET Phase / Activity Associated Deliverables
Estimated Budget
Phase 1
Plan/Design
Initiation and Planning
Plan and Schedule Time Tasked Plan
Blueprint Gathering
$87,160.00
Phase 2
Build/Test  
Implementation
Configuration: Build
User Acceptance Testing
$256,954.74
Annual Fees
Grant Management & Victims Compensation software components
$59, Victim Compensation
$25, Grants Management
TOTALS
 (Does not include Annual Fees)
$344,114.74

8. Project Timeline Victim Compensation Management System
Plan- Initial Meeting Data Gathering
2/20/2018
Design and Build
03/05/ /15/2018
Testing
05/15/ /30/2018
Training and Final Modifications
06/13/ /30/2018
Ongoing Maintenance and Support
07/01/2018

9. Project Timeline Grants Management System
Plan- Initial Meeting Data Gathering
04/05/2018
Design and Build
04/05/ /09/2018
Training, Modifications, and Testing
07/09/ /30/2018
Ongoing Maintenance and Support
12/01/2018

10. Victim Compensation System: Details
Accept Victim Compensation Applications/Claims
Web portal and internal entry of applications
Tracks Claim Information and Management
Manages the Payment of Compensation
Manages Restitution Payments 
Creates Audit Trail for Internal Controls
Manages Compensation Data for Performance Measure Reporting

11. Grants Management System: Details
Track Federal Awards Received
Solicit, Review, Award Federal Funds to Subgrantees
Accept Monthly Financial Reports for Reimbursement
Accept Statistical Performance Measure Reports
Audit and Monitor Subgrantee Compliance
Closeout Subgrantee Awards
Closeout Federal Awards Received

12. System Benefits Victim Compensation
Increased Access to Victims Through Online Portal
Document Management
Federal Reporting Statistics
Less Paper
Grants Management
Increased Access to Subgrantees Through Online Portal
Increased Oversight of Funding
Document Management
Less Paper

13. New Mexico Crime Victims Reparation Commission
Compensation Management System Replacement
Grants Management System Replacement
Questions?