Request for Project Planning:Centralized Electronics Records Repository

(CERR)

NM DoIT PCC Presentation

July 2013

Presented by: John Hyrum Martinez and Pete ChaconPrepared by: SRCA CERR Core Team – Pete Chacon, Leo Lucero, Melissa

Salazar, Jane Betterton

The purpose of this project is to fully implement a Centralized Electronic Records Repository (CERR) for the State of New Mexico. The CERR will provide the Commission of Public Records - State Records Center and Archives (SRCA) the means to manage inactive electronic public records for specified, predetermined periods of time commensurate with their value, and subsequent disposal as determined by state laws and records retention and disposition schedules.

The Public Records Act (14-3-1 through 14-3-23, NMSA 1978) provides for the establishment of records management programs by the State Records Administrator to ensure the efficient and economical management of public records by state agencies.

Appropriation Date Amount Funding SourceJuly 2012 – CERR Planning and Integration

$450,000.00 Laws of 2012, Chapter 19, Section 7, Item 9

July 2013 – CERR Planning and Integration

$822,400.00 Laws of 2013, Chapter 227, Section 7

Planning Phase Item Funding Request

IV&V Services (Planning through Implementation Phase)

$65K

Project Management Services (Planning & Implementation Phases through June 2014)

$50K

Training & Travel $15KCurrent State Assessment , Analysis of Models, and Architecture design document

$20K

HP Trim License Maintenance $10K

Total $160K

August, 2012: Request for Project Initiation release of $75.0/$50.0 spent to date.

November, 2012 - Project manager contract negotiated with ABBA Technologies, Jane Betterton PMP selected.

November 2012 - Present: CERR Project Team meeting regularly to discuss path to implementation.

Feb-April 2013 – SRCA E-mail and electronic document lifecycle testing using HP TRIM.

May-July 2013 – Conduct IV&V Vendor Interviews. July 2013 – PCC request to transition into Planning Phase and release

of funds. Agency Implementation Approach – A Model agency (SRCA) and a

Pilot agency will be the first to implement the CERR in FY14. Additional agencies will be deployed in FY15.

July 2013: Request for Project Planning Release of $160.0 August- September 2013 – IV&V Vendor selected and

contract negotiated. Project Manager contract negotiated. August - September 2013 – HP TRIM Vendor selected and

contract negotiated to perform Current State Assessment, Analysis of Models, and Technical Architecture document (model dependent)

September- October 2013 – Integrator work on Current State Assessment & Analysis of Models.

October – November 2013 – Implementation Model for CERR selected. Technical Architecture document work begins.

December 2013 – Target for PCC review and request for funds to move into Implementation Phase.

January – June 2014 – Integration of SRCA Model Agency and Pilot agency into CERR.

#1 New Mexico Model: SRCA provides all services.#2 Oregon Model: Vendor provides Software as a Service (SaaS), data is stored in a private government cloud located in Oregon. Vendor purchases all hardware and software and charges a per user fee. #3 Wyoming/Vendor Model: Vendor provides integration, training, user support, and bills agencies per user. Wyoming hosts data, purchases all software and hardware.#4 New Mexico/Vendor Model: Same as Model #3 or some variation of this model where ownership of the hardware and software is determined during Planning Phase.

Thank You!

Q & A