CID PERMITTING AND INSPECTIONS REPLACEMENTRegulation and Licensing DepartmentInitiation Certification MeetingApril 23, 2014

DAVID MARTINEZ, CIODAVID MARTINEZ, PROJECT MANAGER

Project Abstract

The State of New Mexico Regulation and Licensing Department/Construction Industries Division (CID) seeks to upgrade its current CID permitting and inspection software KIVA to the latest permitting and inspection technologies. The current KIVA permitting and inspection system is failing and in dire need of replacement. This failing KIVA system is a continual maintenance problem for both the CID staff as well as the Information Technology Bureau.

The completed project will enable RLD to streamline and implement all 29 permit types into a checklist based purchasing system with business rules and fees directly related to the permit types and funds and revenue codes of the division.

Project Approach

RLD plans to acquire the software upgrade and licensing in fiscal year 2014. The agency will then install, configure, test, train and deploy the upgraded permitting system in fiscal year 2015.

Professional Services will be acquired through the software vendor to implement the project and ensure that it is configured to meet the needs of the Construction Industries Division, Securities Division and the agency as a whole.

A full time project manager will be hired for the duration of the project and a team of RLD IT and CID staff will work on the project.

Why are we doing this?

The existing permitting and inspection system - KIVA - is failing and difficult to maintain as it is an Oracle based system

Many processes in the existing system are manual Re-inspection and failed inspections are difficult to track- directly

impacting revenues to the General Fund Revenue reconciliation has to be done manually Create more efficiencies - reduce inspectors driving time, processing

time, and filing time Provide a more professional and efficient service to licensees Compatible with Senate Bill 9 One-Stop Business Portal Act Vendor has experience with One-Stop Portal in other states

Accela Implementation Cost

FY 14 COST - LICENSE PURCHASE.

FY 15 COST - IMPLEMENTATION, PROJECT MANAGEMENT, AND IV & V.

Purchase Description FY 14 Cost

FY 15 Cost Total Cost

Software License $ 692,806

$ 0 $ 692,806

Professional Services

Implementation

$ 0 $ 590,890 $ 590,890

Professional Services

Project Manager

$ 0 $ 260,000 $ 260,000

Professional Services

IV & V $ 0 $ 30,000 $ 30,000

Total FY Cost

$ 692,806

$ 880,890 $ 1,573,696

Budget Description FY 14 FY 15 CommentsLaws 2013, Chapter 227, Section 7, item (12), Regulation & Licensing Department

$0 $186,200 A Data Processing Appropriation received in FY 13 which is good through FY 2015 (To implement and upgrade the construction tracking system)

General Appropriation Act of 2014, Laws 2013, Chapter 227, Section 4

$692,806

$0 Budget Adjustment Request submitted to DFA.

General Appropriation Act of 2015, Laws 2014, Chapter 63, Section 4

$0 $694,690 Budget Adjustments to FY 2015 Operating Budget – agency will maintain vacancy rate and monitor purchases to generate sufficient funding( $102,690 – 400 (Other, $592,000 – 200 Personal)

Total $692,806

$880,890 $1,573,696

Savings in FY 2015 are going to be realized in the following categories $102,690 in (400) Other are already realized for FY 2015 $592,000 in (200) Personal Services and Benefits - Vacancy Savings of 8% = $592,000

CID’s has an average vacancy rate of 18% the last 2 Fiscal Years

Project Governance

Project Director

David Martinez

Project Manager

TBD

Executive Steering Committee

Robert UnthankPat McMurrayAlexis Lotero

Patrick SandovalDavid Manager

IT Project Team

Apps Dev IIIIT Business Analyst

IT Support Staff

CID Project Team.

Chris Anaya CID Bureau Chief

CID Business Ops SpecialistPermitting Clerks

Technical Review

DoIT / RLD Tech Staff

Business Operations Review Team

Financials Deposits Contracts Records Management Reporting CID Workflow