09/11/081 isd2r\yes nm pcc presentation 09/24/08 planning phase certification change request
TRANSCRIPT
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ISD2R\YES NMISD2R\YES NM
PCC Presentation 09/24/08PCC Presentation 09/24/08
Planning Phase Certification Planning Phase Certification Change RequestChange Request
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AgendaAgenda• Change in Project Approach
• Project Status
• Accomplishments Calendar Year 2008
• Current Budget and Timeline
• Remaining Risks
• Mitigation Strategies
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Project ApproachProject Approach• Leadership Change
• State visits, State teleconferences, conference attendance
• Lessons Learned
• Combination of ISD2R\YES NM
• Accelerated delivery of IT Infrastructure components
• Current Plans
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Leadership ChangeLeadership Change
• Kate Jesberg and Terri Gomez placed the project under review early 2008
• Dan Donoghue accepted a promotion at the Department of Corrections in March 2008
• Jan Christine assumed responsibility for the ISD2R and YES NM project mid April 2008.
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State Visits, Teleconferences, State Visits, Teleconferences, ConferencesConferences
• In the past 1 ½ years, the project team has conducted teleconferences with or viewed demos from 25 states (list at end of presentation). See next slide for the list of states.
• The team has also conducted (4) on-site State visits to Michigan, Wisconsin, Pennsylvania and California C-IV
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States AnalysisStates Analysis
Contacted: Alabama, Arizona, Arkansas, Colorado, Connecticut, California (C-
IV and LA Leader), City of New York, District of Columbia, Florida, Idaho, Indiana, Louisiana, Maine, Massachusetts, Michigan, Montana, New Hampshire, Pennsylvania, Texas, Utah, Washington, West Virginia, Wisconsin, and Wyoming
Viewed full or partial demos:Alabama, Colorado, Connecticut, California (C-IV system and LA
Leader system), City of New York, Florida, Indiana, Massachusetts, Michigan, New Hampshire, Pennsylvania, Texas, Washington, West Virginia, and Wisconsin
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Lessons LearnedLessons Learned• Planning Phases range in cost from 1.5 - 6 Million.• Implementation costs range from Arizona’s estimate of $80
Million to Texas’ actual cost of $300 Million for completion of implementation in four counties.
• Implementation typically requires 4 years from the start of the implementation phase.
• Other states consider the YES-equivalent to be functionality of the main system.
• No state currently provides centralized intake for their own and other agencies.
• Most of the States contacted possessed IT Infrastructure components for business intelligence, imaging, customer eligibility screening, and forms creation that New Mexico currently does not possess.
• Idaho, Oklahoma, Curum, and Oracle are pursuing models different from the current “norm”.
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Idaho ModelIdaho Model
• Completed Planning in-house to replace that previously completed by an external vendor.
• Justified the transfer of the C-IV system from California “as-is” as a result of the Planning Phase.
• Obtained the approval of the business to implement C-IV in Idaho with infinitesimal changes.
• Hired C-IV experts without an RFP• Attempted to retool State COBOL resources, but instead hired local
Java/Oracle developers.• NOTE: The State already has capabilities for business intelligence,
imaging and electronic document management and a rudimentary Master Client Index.
• Idaho’s current estimate is $32 Million to project completion for replacement of an ISD2R look-alike. They are currently reducing the scope to meet the budget.
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Oklahoma ModelOklahoma Model• Approach is 180º from Idaho.• Spent $4.5 Million on the planning phase• Create requirements for intake (and possibly some
interviewing) that are shared across all Health and Human Services (HHS) functions.
• Defined the program-unique modules behind the shared intake.
• Performed a large Business Process Reengineering phase defining how the Departments would collaborate in the future.
• Currently working on the RFP.• Estimate Phase 1 of the project to cost $160 Million.
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Curum and OracleCurum and Oracle(the 600 pound gorillas in the room)(the 600 pound gorillas in the room)• At the ISM conference August 2008 in San
Francisco, both of these organizations touted COTS systems that would offer a solution similar to Oklahoma’s vision.
• Oracle has pursued a very aggressive acquisition strategy during the past four years.
• Oracle promised a major announcement in regards to HHS COTS systems within the next 60 days, but shared nothing about the nature of that announcement.
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Current ISD2R\YES NM ApproachCurrent ISD2R\YES NM Approach• Combine ISD2R\YES NM.• Complete Planning Phase by late spring 2009.• Perform RFI December through January SFY 2009• Invite Oracle and Curum to RFI and continue to determine
how much functionality is in production.• Pursue candidate system for Idaho approach using criteria
agreed upon by New Mexico.• Plan and budget for an approach similar to Arizona’s ($80
Million estimate), but include enough funds for business intelligence and imaging\electronic document management that New Mexico does not possess.
• Stay in continual contact with Oklahoma and a group of states exploring in Enterprise solutions.
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Planning Phase BudgetPlanning Phase Budget
Cost Category Planning Phase Estimate
State Personnel $656,850
Contract Personnel $ 1,113,150
Hardware, Software and Travel
$230,000
TOTAL $2,000,000
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Planning Phase SchedulePlanning Phase SchedulePlanning Phase Thursday July 17, 2008
ID Task Name Start Finish Duration2008 2009 2010 2011 2012
Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3
1
2
3
4
5
6
7
8
9
10d7/23/20087/10/2008Gain Steering Committee and JAT approval of Revised Plan
5d7/30/20087/24/2008Change Planning APD, increasing amount sought from Feds
5d8/6/20087/31/2008Obtain State approval of revised APD
34d9/23/20088/7/2008Obtain Federal approval of new planning budget
20d9/17/20088/21/2008PCC Re-certification of Combined ISD2R and YES Planning Phase
10d10/7/20089/24/2008BAR Revised for Planning Phase
45d9/24/20087/24/2008Create Contracts and get all pre-approvals
10d10/21/200810/8/2008Signature Approvals Planning Contracts
238d6/30/20098/1/2008Complete Planning Phase for ISD2R and YES
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Governance StructureGovernance Structure
HSD Steering Committee
YES NMMulti-Agency JAT
ISD Program Lead
(3) Business Analysts
(2) Data Modeling/conversion Experts
(5-7) Planning Consultants
(1) System Engineer
Part-time Multi-agency Participants
Executive SponsorPamela S. Hyde, J.D.
Secretary, Human Services Department
Department of Information
Techonology
Program AdvisoryBoard
Program Work Teams
ISD2R\YES NMProject Manager
ISD2R\YES NM Planning Phase Organization Chart
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Planning Phase Risks\ MitigationPlanning Phase Risks\ Mitigation
Risk #1: Inexperience of Internal Team with Planning Phase
Mitigation #1: Obtain 2-3 external resources with depth of experience in Planning Phase for similar systems in successful projects
Risk #2: Lack of internal resources for adequate technical review including architecture and security
Mitigation #2: Obtain full-time external resource for Systems Engineer, experienced in Java, Oracle, SOA architecture used in systems similar to ISD2R\YES NM
Risk #3: Flexibility and timeliness of procurement processes
Mitigation #3: Discuss and agree upon procurement strategies early in project. Place all procurement partners within a portfolio management workflow that will allow continual monitoring of the process.
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Global RisksGlobal RisksRisk #4: Changing Competitive vendor
environment, especially in regards to COTS vendorsMitigation #4: Invite the appropriate vendors to
the project RFI and continually track with industry trends.
Risk #5: Legislative funding approval at adequate levels for SFY 2010 and beyond.Mitigation #5: Budget request has been made
for SFY10 funds adequate to continue to completion
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Request SummaryRequest Summary
• Increase planning phase funding to $2 Million, with revised schedule.
• Recombine ISD2R and YES NM for the complete project life cycle.