1. CYFD Enterprise Content Management (ECM) for Early Childhood Services (ECS)
Planning Certification – Change Request
April 26, 2017
Jeffrey Creecy, Information Technology, Application Development Supervisor
Ray Vigil, Early Childhood Services, Data Manager
Melissa Barela, Information technology, Enterprise Content Management Project Manager

2. Enterprise Content Management
Overview
ECM for ECS Project
ECM - Enterprise Content Management
Enterprise software solution(s) including image-processing (capture), workflow and records management features and the integration framework
Enterprise Content Management
Collaboration
Document Management
Search / Retrieval
Records
Management
Taxonomy
Capture
Workflow
Change Request for CYFD ECM for ECS Project Planning Phase
Amount of $97, – 04/01/ /30/ months Project Management + IV&V Initiation
Finalize and Process ECM RFP: Evaluation and contracting process
Engage Additional Vendors: IV&V, server, device, and data migration
Continue Pre-Implementation Tasks: Update use case process documentation, records retention policies, document inventory, and resource, communication, training/education and hardware planning
Project Documentation & Reporting: IT Management/Steering, Program and DoIT status reporting and certification preparation
Project Management: Timeline, Scope, Budget and Quality management
Estimate for initiating IV&V vendor included

3. Timeline
ECM for ECS Project

4. Certification and Appropriation History
ECM for ECS - Initiation & Planning
Certification
Date
Amount
Funding Source(s)
Project Timeframe
10/22/2014
Initiation/ Planning
$193,780.00
Race to the Top – Early Learning Challenge Grant
CFDA Number: A
Funded by the US Department of Education
Funding Authorized by the American Recovery and Reinvestment Act of 2009
General Fund: State Fiscal Year 2015 General Fund
05/01/14 –
06/30/15
05/27/2015
Change Request
$69,900.00
Federal Fund: State Fiscal Year 2016 Grant: Child Care Development G-1501NMCCDF
07/01/15 –
11/30/15
10/28/2015
$55,920.00
Federal Fund: State Fiscal Year 2016 Grant: Child Care Development G-1501NMCCDF (not yet certified)
12/01/15 –
03/31/16
3/23/ Change Request
$190,000.00
Federal Fund: State Fiscal Year 2016, 2017 Grant: Child Care Development G-1501NMCCDF
04/01/16 –
03/31/17
04/26/ Change Request (pending)
$97,933.00
Federal Fund: State Fiscal Year 2017 Grant: Child Care Development G-1501NMCCDF ($42,066.50)
Federal Fund: State Fiscal Year 2018 Grant: Child Care Development G-1501NMCCDF ($55,866.50)
04/01/ /30/17
Total
$607,533.00

5. Summary and Deliverables
ECM for ECS - Planning
RFP Evaluation near complete – Contract draft target May
Pre-Implementation tasks continuing, including but not limited to updated/created:
Use Case Documentation
Records Retention Policies
Document Count and Type Inventory
Resource, Communication, Training/Education and Hardware Planning
Deliverables
Finalize ECM RFP Evaluation, Award and Contract
Project Documentation and Reporting
Project and Vendor Management: Timeline, Scope, Budget and Quality
Engage Additional Vendors: IV&V, server, device and data migration
Pre-Implementation Tasks: Program Preparation
Pre-Implementation Tasks: IT Preparation

6. Questions?
ECM for ECS Project
Additional
???’s
Thank You!