TRD\MVD Document Management System

Report
Close Phase Certification Request
07/24/2013
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Need
Goals of the Project
Scope vs. Delivered Scope
Budget vs. Actual
Enhancements – Post Implementation
Questions
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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.
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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.
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Comply with the current retention policy on various MVD
documents.
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Streamline all processes that involve document capture and
relation of those documents to MVD transactions.
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Gradually move all centralized scanning of MVD Citation
documents to the Montoya building, utilizing MVD personnel.
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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%.
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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.
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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
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One process will be installed by TRD ITD and
MVD coached by Systems Integrator
◦ Medical Forms
 For Licensing
 Application for Handicap Placard
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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.
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Additional Level 2 Support
USPS cards and envelope archive
SAVE rejection
Additional reporting and reconciliation
processes for Citation Payments
Landscape version of TRACS
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OCR and OMR of selected documents and regions within
documents.
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No ICR planned.
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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.
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Planned Start
Date
Planned End Date
Planned Cost:
(Budget)
200s
5. IMPLEMENTATION Schedule and Budget
July 1, 2013 Actual Start
August 15, 2013
Date
February 27, 2013 Actual End Date
March 30, 2013
$3,542,005.51 Actual Cost:
$3,507,311.00
(Total)
App Dev 3 (1) FTE
App Dev 3 (0) FTE
(1)
(2)
300s
400s
ITD PM
(1)
ITD PM
MVD PM
(1)MVD PM
SMEs as
req’d
$2,078,473.75
$1,463,546.76
SMEs as needed
$3,542,020.51
$3,507,311.00
$2,186,797.00
$1,320,514.00
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APPROPRIATION HISTORY (INCLUDE ALL FUNDING SOURCES,
Fiscal Year
Amount
E.G.
FEDERAL, STATE, COUNTY, MUNICIPAL LAWS OR GRANTS)
Funding Source and Appropriation language
FY09
$1,463,546.76 Special Appropriation - Laws of 2008, Ch 3, Sec. 7, Item
5
FY09
$734,151.59 Department of Homeland Security, Driver’s License Security
Grant (DLSG). CFDA # 97.089 : FY09 $734,151.59 #
2009IDMX0006 due to expire 9/30/12
$700,677 .00 Department of Homeland Security, Driver’s License Security
Grant (DLSG). CFDA # 97.089 : FY10 # 2010DLT00025 due
to exp. 5/13
$643,630.16 Department of Homeland Security, Driver’s License Security
Grant (DLSG). CFDA # 97.089 : FY11 # EMW-2011DL00017 due to expire 8/14
$3,542,005.51
FY10
FY11
Total
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TRD attempted to reuse an existing KFI web application that had been placed into
production around 2001 or 2002. 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.
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MAINTENANCE & SUPPORT
BUDGET
Mandatory Annual Licensing EMC
Mandatory Tangent Licensing
Other software licensing
Purchased (3) years support postproduction.
OPTIONAL in RFP
Maintenance, Support and 600 hours per
year of Enhancements
FY14
$105,981
$9,482
60,000
FY15
$105,981
$9,482
60,000
FY16
$105,981
$9,482
60,000
FY17
$105,981
$9,482
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
1)
Participate full-time from Day 1 of the project
2)
Receive basic EMC admin and development training at ITD’s expense, if they did not already possess that training
3)
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.
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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.
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POST PRODUCTION - ACTUAL
MAINTENANCE, SUPPORT AND ENHANCEMENTS
Contract
Number
List RFP and Contract
(Purpose and/or Description)
RFP: 20-333-00-11076
Contract for eight weeks for two persons of Level 2 and 3
support, and MVD-requested additional enhancements to
the base contract.
Compensation
Amount or NA
TR13-12
100
Amendment #2&3
State Price Agreement:
FY14 External Level 2 Support and Enhancements. Total
of 2,080 hours.
TR14-19,16395
FY14 Four months – Offshore, after hours Support, and
assigned development work.
In e-review
MAINTENANCE & SUPPORT
BUDGET
Mandatory Annual Licensing EMC
Mandatory Tangent Licensing
%
Complete
$95,672.00
$178,048.00
0
0
$25,200.00
FY14
FY15
FY16
FY17
$105,981
$105,981
$105,981
$105,981
$9,482
$9,482
$9,482
$9,482
07/24/2013
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