ISD2R\YES NM

1
ISD2R\YES NM

• PCC Presentation 09/24/08
• Implementation Phase I Request

2
Request for Implementation

• Start selected ISD2R\YES NM implementation
  activities that provide immediate benefit to the
  ISD and Joint Agency organizations.
• Perform adequate Planning Phase tasks to ensure
  that these implementations can be seamlessly
  integrated with system components implemented
  Phase II.

3
Budget
PROGRAM BUDGET
Imaging 2,500,000
YES NM 1,163,190
Business Intelligence 618,000
TOTAL 4,281,190
4
Scope of Phase 1

• 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.

5
Imaging/ECM/EDMS ISD2R

• Scope Provide imaging, indexing, image retrieval
  infrastructure for ISD2R\YES NM, interoperable
  with CSED ECMEDMS, and potential ISD2R\YES NM
  architectures.
• Estimated Budget 2,500,000
• Procurement Strategy RFP

6
Imaging Benefits

• The Imaging/Electronic Document Management
  subproject will allow ISD to start the transition
  to an electronic case file. Currently ISD has
  2.5 million pages of incoming paper documents
  per month.
• Manual management of these incoming documents is
  time consuming, inefficient and error-prone.
• ISD2R\YES NM will require imaging and document
  management.
• Implementing this functionality now allows ISD to
  reap benefits for an additional 2-4 years before
  full system implementation.
• All the subprojects will be designed to minimize
  revisions in order to integrate with the full
  ISD2R/YES NM system.

7
Limited YES NM Functions

• Scope Eligibility screening for 5 programs, 3
  from HSD (TANF, Medicaid, and Food Stamps), 1
  from DOH (WIC), 1 from CYFD (Child Care).
  Creation and transmission of an application .pdf
  from on-line public entry.
• Estimated Budget 1,163,190
• Procurement Strategy Transfer from Wisconsin and
  GSA professional services contract.

8
On-line Screening Benefits

• The limited functionality proposed for
  eligibility screening and application submission
  provide immediate benefits for ISD and their
  Joint Agency partners.
• One common eligibility screening site will be
  presented to the users for the selected programs
  from HSD, DOH and CYFD, providing a single door
  to potential clients.
• The incoming electronic images of applications
  and verification documents can be incorporated
  into recently redesigned processes at the metro
  ISD offices.
• Reduction in the number of pages of paper
  received each month.
• Workflow software, available with the electronic
  document management software can be used to
  replace a the current cumbersome tracking process
  with an ACCESS database.

9
Business Intelligence

• Scope Existing (400) ISD2 reports. Drilldown
  business intelligence functionality. Adhoc
  capability for ISD2 users.
• Estimated Budget 618,000
• Procurement Strategy Separate State Price
  Agreements for services, software and hardware.

10
Business Intelligence Benefits

• HSD ISD currently has approximately (400)
  reports.
• Significant overlap in content and functionality
  exists between reports
• BI can offer data cubes with pre-defined
  selection criteria whereby a single report with
  multiple criteria can replace 10 -15 existing
  paper reports.
• All reports are available on-line.
• New tools are now available that streamline the
  creation of ad hoc reports.
• Product functionality provides drill down from
  a high-level dashboard of performance
  measurements to individual cases for analysis and
  corrective action.
• The reporting subsystem of ISD2 will require
  complete replacement for the ISD2R\YES NM
  implementation.

11
Governance Structure

• Each of these implementations will have their own
  separate project teams.
• The HSD ITD portfolio management tool will be
  used to simultaneously manage the various
  projects.
• External experts will be obtained for each
  project.
• HSD ITD will provide project management for each
  subproject.

12
Implementation Phase I Risks

• Risk 1 Interoperability with final full
  implementation of ISD2R\YES NM.
• Mitigation 1 Complete adequate Planning Phase
  tasks in order to specify technical requirements
  necessary for interoperability.
• Risk 2 Application support after
  implementation.
• Mitigation 2 Consider short-term (six month)
  maintenance contracts until the support can be
  assumed by internal staff.
• Risk 3 Expansion of network and communications
  infrastructure to support the three initiatives.
• Mitigation 3 Incorporate network capacity and
  architecture design and specification in each
  sub-project
• Risk 4 Potential negative impact on other
  ISD2R\YES NM tasks.
• Mitigation 4 Use separate small teams to
  implement this functionality, that answer to the
  ISD2R\YES NM project manager for effective
  coordination of all project activities. Also use
  a portfolio management tool to manage all
  subprojects.