Project Closure Checklist by QoA2W6h7

VIEWS: 22 PAGES: 8

									                                 Project Closeout Report
 Project Name                GenTax Upgrade –
                                                                                Date                 07/28/2010
                             Collections/Bankruptcy Project
 Executive Sponsor           Phil Salazar                                       Lead Agency          Taxation and Revenue
 Project Manager             Jim Wastvedt                                       Agency Code          333


 PROJECT DESCRIPTION (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT)
 The Taxation and Revenue Department (TRD) has implemented the GenTax system as the tax system of record for New
 Mexico. GenTax is a commercial-off-the-shelf product provided by FAST Enterprises that delivers state of the art integrated
 tax processing. GenTax is currently in production, processing revenue for 28 of the taxes administered by New Mexico’s
 Taxation and Revenue Department.

 The Collections Upgrade includes upgrades to the collections functionality currently implemented at TRD. It eliminates some
 of the manual processes and provides new functionality to allow collectors to be more efficient when pursuing delinquent
 debt. Some of the new functions that were implemented are: (1) redesigned collection stage flows, (2) automated collections
 assignments, (3) collections of linked-accounts, (4) customer-level collections capability, (5) new payment plans
 functionality, (6) elimination of collection processing conflicts, (7) conversion of existing data to accommodate the new
 functionality, and (8) reports.

 The current collection staging flows were poorly designed which results in a small percentage of collection cases being
 assigned. In addition, the current system requires a substantial amount of manual intervention resulting in inefficient use of
 department resources. The requested upgrade provides the following:
       Upgrade the collection functionality to redesign collection stage flows
       Automate the assignment of collection cases
       Allow for a single collection to track debt for multiple linked accounts
       Improved reporting capabilities

 The Bankruptcy-EBN upgrade adds additional functionality to GenTax® to: (1) systematically create bankruptcy cases, (2)
 maintain filing periods, (3) add claims, (4) add custom penalty and interest calculations, (5) display assigned cases, (6) create
 case letters, (7) track bankruptcy activities, (8) close bankruptcy cases, and (9) remove bankruptcy cases from normal
 collections and put in new module.

 The Taxation and Revenue Department (TRD) implemented an upgrade for two separate areas of functionality in GenTax.
 The bankruptcy manager in GenTax currently allows users to create new bankruptcy cases, create proof of claims, monitor
 open cases and dismiss or discharge cases, all of which is done manually upon receipt of paper notifications mailed to TRD.
 Electronic Bankruptcy Notification (EBN) is a system designed to electronically notify all affected debtors and creditors
 about new bankruptcy petitions, confirmed plans, court hearings, dismissals and discharges nationwide. An upgrade to the
 bankruptcy manager to include EBN allows some of these actions to be done systematically upon receipt of electronic
 notification.

 This upgrade also helps ensure that taxpayers who are in bankruptcy are not contacted for collections once they file
 bankruptcy. Currently there is a time lag from when a taxpayer files bankruptcy to when their account if properly noted and
 flagged in the system to stop collection activity, which is required by federal bankruptcy statutes.

 The GenTax Upgrades – Collections/Bankruptcy project is part of TRD’s “Fair Share ROI initiative” - an ongoing initiative
 within TRD to increase the effectiveness of Taxpayer compliance, and to generate additional revenue for the State. By
 improving the Collection and Bankruptcy functionalities within the GenTax application, TRD is further along in pursuing its
 strategic goals of increased taxpayer compliance, improved timeliness and accuracy of reporting, and better quality of service
 to its constituents.

 These upgrades allow for more efficient use of department resources including less waste of paper, time spent processing,

                            This is a controlled document; this version supersedes all other versions.
Revision: 8/20/08                                                                                                       Page 1 of 8
                                  Project Closeout Report
 storing and destroying paper and space needed to store file cabinets; and improved collection functionality requiring less
 manual intervention and increased assurance that all collection cases are being worked. TRD desired outcomes include
 improving productivity and achieving cost savings, which will result in additional time for employees to spend on post-
 petition compliance activity and collections.

                    The cost of not doing these projects can be translated into the following consequences: inaccurate
                     collections that could lead to litigation, audit exceptions, and under/over payment of funds; increased costs
                     and delays would result from reliance on manual processes; failure to comply with statutory or regulatory
                     requirements.
                    In the original quote from the vendor we erroneously assumed GRT was included in the price of
                     $ 1,182,500. After negotiating with the vendor, we had to make an adjustment to our budget ($1,225,130)
                    incorporating GRT.



                                                     Schedule and Budget
 Planned Start Date                          04/01/2009                    Actual Start Date                      04/01/2009
 Planned End Date                            06/25/2010                    Actual End Date                        07/10/2010
 Planned Cost: (Budget)                      $1,182,500                    Actual Cost: (Total)                   $ 1,225,130
      Professional                                                             Professional
       Services                                                                  Services
      Hardware                                                                 Hardware
      Software                                                                 Software
      Network                                                                  Network
      Other                                                                    Other




 Appropriation History (Include all Funding sources, e.g.     Federal, State, County, Municipal laws or grants)

                              Amount                                             Funding Source(s)
    Fiscal Year
 2009                   $1,182,500              Laws of 2009, Chapter 124, Section 7, Item 2




                                                      Scope Verification
 Requirements Review                                                                Yes       No            Explanation/Notes
 Were the project objectives (expected outcomes) accomplished?                       X
 Were all Deliverables submitted and accepted?                                       X
 Did the IV&V vendor verify that all deliverables met the requirements?              X
 Have all contracts been closed?                                                     X
 Have all final payments been made (i.e., invoices paid)                             X
 Has adequate knowledge transfer been completed?                                     X
                             This is a controlled document; this version supersedes all other versions.
Revision: 8/20/08                                                                                                          Page 2 of 8
                                Project Closeout Report


 TRANSITION TO OPERATIONS: (DESCRIBE AGENCY PLAN TO MIGRATE PROJECT SOLUTION TO PRODUCTION.
 INCLUDE DOIT IMPACT IF DIFFERENT THAN PREVIOUS REPORT)
 The installation of GenTax – Collections/Bankruptcy upgraded software on the GenTax production servers was
 handled by TRD staff as all other GenTax production moves are handled. All servers were already housed at the DoIT
 data center which had no additional impact on DoIT.




                                               Maintenance/Operations
                                                                               Yes      No              Explanation/Notes
                                                                                               Included in annual software
 Are there recurring maintenance/operational costs for the product/service?     X
                                                                                               maintenance contract
                                                                                               Addressed in the enhanced
 Are there any recommended enhancements or updates?                             X              maintenance proposal being
                                                                                               submitted to DoIT and DFA.
 Funding source for maintenance/operational costs?    IT operating budget



 BUSINESS PERFORMANCE MEASURES (COMPLETE FOR ALL PHASES)
 COMMENTS:




 PHASES              COMPLETION DATE                   GOALS/OBJECTIVES                         AMOUNT              RESULTS


 Initiation:                                                                              $

 Planning:                                                                                $

                                               •     Redesign Collection Stage                                   Project
                                                     Flows and Add Customer-level                                successfully
                     06/25/2010                      Collections                          $1,225,130             completed for
                                               •     Automate Collections                                        all three
 Implementation:                                     Assignments and Create New                                  phases.
                           This is a controlled document; this version supersedes all other versions.
Revision: 8/20/08                                                                                                    Page 3 of 8
                               Project Closeout Report
                                                   Payment Plans Functionality
                                              •    Conversion of Existing
                                                   Collection Data
                                              •    Create Bankruptcy Cases and
                                                   Maintain Filing Periods
                                              •    Add Bankruptcy Claims and
                                                   Custom Penalty and Interest
                                                   Calculations
                                              •    Create Bankruptcy Case Letters
                                              •    Track Bankruptcy Activities,
                                                   Display Assigned Cases, Close
                                                   Bankruptcy Cases, Support
                                                   Electronic Bankruptcy
                                                   Notification (EBN)
                                              •    Knowledge Transfer to TRD
                                                   staff



 Closeout:                                                                               $



 LESSONS LEARNED
  Having the contractor staff interacting with TRD business unit subject matter experts and TRD developers on a
     daily basis increased the effectiveness of the development effort while ensuring business issues were identified and
     corrected more rapidly by the contractor. It also enhanced the ability to cross-train with the TRD developers
     assigned to the project.
    Spending a significant amount of time in the initial phase to thoroughly delineate the design specifications with the
     appropriate business stakeholders ensured stakeholder participation and acceptance.
    Weekly status meetings involving the participation of all stakeholders ensured the project deliverables met the
     business stakeholders’ requirements.
    Rigorous testing by business unit users throughout the appropriate phases of the project life cycle assured product
     quality expectations were met.
    Implementing a documented user acceptance and sign-off process at each completion stage of the deliverables was
     instrumental in ensuring acceptance of the final product.
    Validate that we have GRT included in Cost Estimates.

 .




 IT System Analysis
 On this document, or as an attachment, provide a summary response, including changes, to
 the following IT infrastructure topics relating to this project:

                          This is a controlled document; this version supersedes all other versions.
Revision: 8/20/08                                                                                                Page 4 of 8
                               Project Closeout Report
      Describe or estimate this project’s impact on the Enterprise/DoIT infrastructure.
              o Where is this system hosted?
                       GenTax Collections/Bankruptcy Upgrade application enhancement was
                        implemented into the existing GenTax configuration and hardware which is
                        hosted at the DoIT Data Center.
                       Implementation into the production environment was handled completely by
                        TRD and FAST staff. It was not necessary to access the DoIT Data Center for the
                        implementation
              o Hardware – This software enhancement runs on the existing GenTax configuration and
                 hardware that is hosted at the DoIT Data Center.
              o Network (Include Diagram) – Please see Attachment A. There is be no additional network
                impact as it is configured into existing code and will not cause any additional processing.
              o Software / Applications – This enhancement to the GenTax application to enhancements
                 to the Collections and Bankruptcy modules of GenTax runs on the current GenTax
                 configuration and hardware that is hosted at the DoIT Data Center.
      Provide Application Architecture Schematic. Please see Attachment B. No architectural
       changes were required for this project.



 Business Continuity Strategy
 On this document, or as an attachment, provide a summary response, including changes, of
 your business Continuity Strategy.
      Full database backups twice a week,
      Differential backups taken other five days
      Full backups stored on tape once a week
      This project will also follow these practices and be added to TRD’s disaster recovery plan. All
       production GenTax® components are housed at the DoIT data center.




                          This is a controlled document; this version supersedes all other versions.
Revision: 8/20/08                                                                                             Page 5 of 8
                               Project Closeout Report
 Security Strategy (Application and Data Security Process, Plan, or Standard)
 The components implemented in this project employ the same network security structure as the rest of GenTax®. TRD
 employs a firewall in addition to the firewall in place at the GSD/ISD data center. All client machines must have the
 GenTax® client application installed in order to connect to the GenTax® database. All transmitted data is encrypted.
 In addition, this project will utilize the same data security strategy as the rest of GenTax® which utilizes three main
 elements: 1) groups; 2) functions; and, 3) users. This project will also follow these practices and be added to our
 disaster recovery plan.
 A function can exist without a component and a component can exist without a function. However, to place access
 rights on a component it must be associated with a function. This is done in reference tables. These reference tables
 contain a number column that can be used to associate a component with a function. The column contains the ID of the
 function to associate the component with. If the column value is zero then there are no security restrictions on that
 component.
 A group can have any number of functions associated with it. The security access given by a group is the sum of its
 functions; therefore any user that belongs to the group has all the access rights provided by the group’s functions.
 Managers and TRD Help desk staff (through management input) set user permissions based upon user role.
 Also, TRD currently runs full database backups nightly, and creates incremental backups every fifteen minutes. Once
 each week, full backups are stored to tape for one month. This project will also follow these practices and be added to
 TRD’s disaster recovery plan. All production GenTax® components are housed at the GSD/ISD data center.




 Project Sign Off
 The signatures below certify that this project has been completed in accordance to the specified budget, schedule,
 scope, and achieved the intended outcome.
 STAKEHOLDERS                                                   NAME: SIGNATURE                                 DATE

 Executive Sponsor
                                   Phil Salazar
 (or Designee)
 Lead Agency Head
                                   Duffy Rodriguez
 (or Designee)

 CIO IT Lead                       Joel Matek

 Project Manager                   Jim Wastvedt




                          This is a controlled document; this version supersedes all other versions.
Revision: 8/20/08                                                                                              Page 6 of 8
                         Project Closeout Report
                                                Attachment A




                                                Attachment B



                    This is a controlled document; this version supersedes all other versions.
Revision: 8/20/08                                                                                Page 7 of 8
                         Project Closeout Report




                    This is a controlled document; this version supersedes all other versions.
Revision: 8/20/08                                                                                Page 8 of 8

								
To top