FINAL BHDWH Phase II Project Management Plan by dEGCSJ

VIEWS: 15 PAGES: 36

									                              FINAL
 NEW MEXICO INTERAGENCY BEHAVIORAL
  HEALTH PURCHASING COLLABORATIVE
             DATA WAREHOUSE PHASE II

    P R O JE C T M A N A GEM E N T PLA N
                    (PMP)


EXECUTIVE SPONSOR – LINDA ROEBUCK, CEO BEHAVIORAL HEALTH COLLABORATIVE
  BUSINESS OWNER –TERESA GOMEZ, ACTING DEPUTY CEO BEHAVIORAL HEALTH
                            COLLABORATIVE
       TECHNICAL SPONSOR – BRIAN PIETREWICZ, ACTING CIO, HSD ITD
                STATE PROJECT MANAGER – TERESA HENKE
                   PROJECT MANAGER – CHRIS NEITZEY
                   ORIGINAL PLAN DATE: APRIL 14, 2010
                    REVISION DATE: DECMEBER 8, 2010
                             REVISION: 2.6
         PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                                                DATA WAREHOUSE PHASE II



REVISION HISTORY................................................................................................................................................. 3
1.0 PROJECT OVERVIEW ......................................................................................................................................... 4
    1.1 EXECUTIVE SUMMARY- RATIONALE FOR THE PROJECT ......................................................................................................4
    1.2 FUNDING AND SOURCES .............................................................................................................................................4
    1.3 CONSTRAINTS ..........................................................................................................................................................5
    1.4 DEPENDENCIES.........................................................................................................................................................5
    1.5 ASSUMPTIONS.....................................................................................................................................................6
    1.6 INITIAL PROJECT RISKS IDENTIFIED..............................................................................................................................6
2.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE .............................................................................. 9
    2.1 STAKEHOLDERS ........................................................................................................................................................9
    2.2 PROJECT GOVERNANCE STRUCTURE ...........................................................................................................................11
       2.2.1 Organizational Structure ...........................................................................................................................11
       2.2.2 Role and Members of the project steering committee ..............................................................................11
       2.2.3 Organizational Boundaries, interfaces and responsibilities ......................................................................12
    2.3 EXECUTIVE REPORTING............................................................................................................................................12
3.0 SCOPE ............................................................................................................................................................ 13
    3.1 PROJECT OBJECTIVES ..............................................................................................................................................13
       3.1.1 Business Objectives ...................................................................................................................................13
       3.1.2 Technical Objectives ..................................................................................................................................14
    3.2 PROJECT EXCLUSIONS ..............................................................................................................................................14
    3.3 CRITICAL SUCCESS FACTORS .....................................................................................................................................14
4.0 PROJECT DELIVERABLES AND METHODOLOGY ............................................................................................... 15
    4.1 DELIVERABLE APPROVAL AUTHORITY DESIGNATIONS.....................................................................................................15
    4.2 PROJECT MANAGEMENT DELIVERABLES ......................................................................................................................15
    4.3 TECHNICAL DELIVERABLES ........................................................................................................................................18
    4.4 IV&V DELIVERABLES ..............................................................................................................................................22
5.0 PROJECT WORK .............................................................................................................................................. 23
    5.1 WORK BREAKDOWN STRUCTURE (WBS) ....................................................................................................................23
    5.2 SCHEDULE ALLOCATION -PROJECT TIMELINE ................................................................................................................23
    5.3 PROJECT BUDGET ...................................................................................................................................................24
    5.4 PROJECT TEAM ......................................................................................................................................................26
       5.4.1 Project Team Organizational Structure .....................................................................................................26
       5.4.2 Project Team Roles and Responsibilities ...................................................................................................26
    5.5 STAFF PLANNING AND RESOURCE ACQUISITION ...........................................................................................................27
       5.5.1 Project Staff ...............................................................................................................................................28
       5.5.2 Non-Personnel resources ...........................................................................................................................28
    5.6 PROJECT LOGISTICS ...........................................................................................................................................28
       5.6.1 Project Team Training ...............................................................................................................................28
6.0 PROJECT MANAGEMENT AND CONTROLS ...................................................................................................... 29
    6.1 RISK AND ISSUE MANAGEMENT.................................................................................................................................29
       6.1.1 Risk Management Strategy .......................................................................................................................29
       6.1.2 Project Risk Identification – .......................................................................................................................29
       6.1.3 Project Risk Mitigation Approach ..............................................................................................................29
       6.1.4 Risk Reporting and Escalation Strategy.....................................................................................................29
       6.1.5 Project Risk Tracking Approach .................................................................................................................30



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         PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                                               DATA WAREHOUSE PHASE II



       6.1.6 ISSUE MANAGEMENT ................................................................................................................................30
    6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&V .............................................................................................30
    6.3 SCOPE MANAGEMENT PLAN ....................................................................................................................................30
       6.3.1 Change Control ..........................................................................................................................................30
    6.4 PROJECT BUDGET MANAGEMENT..............................................................................................................................31
       6.4.1 Budget Tracking ........................................................................................................................................31
    6.5 COMMUNICATION PLAN ..........................................................................................................................................31
       6.5.1 Communication Matrix .............................................................................................................................32
       6.5.2 Status Meetings ........................................................................................................................................32
       6.5.3 Project Status Reports ...............................................................................................................................32
    6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS) ......................................................................................33
       6.6.1 Baselines....................................................................................................................................................33
       6.6.2 Metrics Library ..........................................................................................................................................33
    6.7 PRODUCT AND PROCESS QUALITY ASSURANCE .............................................................................................................33
    6.8 CONFIGURATION MANAGEMENT .....................................................................................................................34
       6.8.1 Version Control ..........................................................................................................................................34
       6.8.2 Project Repository (Project Library) ...........................................................................................................35
    6.9 PROCUREMENT MANAGEMENT PLAN ..............................................................................................................35
7. 0 PROJECT CLOSE ............................................................................................................................................. 35
        7.1 Administrative Close .....................................................................................................................................35
        7.2 Contract Close ..............................................................................................................................................35




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       PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                     DATA WAREHOUSE PHASE II




REVISION HISTORY

 REVISION NUMBER         DATE                    COMMENT
 1.0                     July 27th, 2007         DoIT Project Management Office Revision
 2.0                     April 14, 2010          First Draft
 2.1                     9/9/2010                Updated for Phase II
 2.2                     9/10/2010
 2.3                     9/17/2010               Updated with corrections based on discussions
                                                 with Teresa
 2.4                     10/12/2010              Updated Logo; updated with revised schedule
                                                 information; updated with revised steering
                                                 committee representation and the org charts.
                                                 Once Amendment is approved, will update
                                                 with revised budget information.
 2.5                     11/5/2010               Updated to incorporate Amendment 1 for
                                                 additional PM support through April,
                                                 additional deliverable for review of POC Data
                                                 Model and potential additional interviews.
                                                 Updated with current timeline view.
 2.6                     12/8/2010               Updated budget/financials to better align
                                                 within the planning/implementation phases;
                                                 updated timeline chart; inserted new schedule
                                                 file




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       PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                        DATA WAREHOUSE PHASE II



1.0 PROJECT OVERVIEW

1.1 EXECUTIVE SUMMARY- RATIONALE FOR THE PROJECT
  The need for behavioral health services in New Mexico is increasing, as is the need to
  effectively manage these services through the use of appropriate metrics. Access to data trends
  and statistics is crucial for not only decisions that affect the health services, but also to establish
  attainable performance measurements for these services. Currently, the data that is used to make
  critical decisions associated with behavioral health services is located in multiple systems.
  Unfortunately, this makes for inefficient management of information and complicates the
  decision-making process. To help solve this problem, a Behavioral Health Data Warehouse has
  been developed. This system will allow for more effective management of behavioral health
  programs, with consideration to the ever-increasing demands for service. A data warehouse
  also provides the capability to make better decisions based upon trends and statistics.
  The Interagency Behavioral Health Purchasing Collaborative (Collaborative) was created during
  the 2004 Legislature to allow most state agencies and entities involved in behavioral health
  treatment and recovery to work as one in an effort to improve mental health and substance abuse
  services in New Mexico. This cabinet-level group represents 15 agencies and the New Mexico
  State Governor’s Office. The Collaborative has built a data warehouse which currently contains
  data from the previous Statewide Entity (SE), ValueOptions New Mexico (VONM) and will
  eventually contain data on behavioral health clients served by many of the Collaborative
  Agencies. This data will ultimately be used for decision support, federal reporting, legislative
  inquiries and the Governor’s Performance and Accountability Contract, as well as ad hoc reports
  and other as yet undefined requests.
  The Behavioral Health Data Warehouse project has been designed to be completed in three
  phases, all treated as separate projects. Phase One, completed in January, 2010, consists of the
  receipt of four (4) years of behavioral health data from ValueOptions New Mexico (VONM).
  VONM was the contracted Statewide Entity (SE) and collected all the Collaborative data from
  7/1/05 through 6/30/09 when their contract ended.
  This document addresses Phase Two which will be the implementation of ongoing data feeds
  from the new SE, OptumHealth New Mexico (OHNM) whose contract runs from 7/1/09 through
  6/30/13. Also in Phase Two we will obtain historical and ongoing data from Medicaid and
  create standard reports for Collaborative Stakeholders.
  Phase Three of the Data Warehouse will be proposed as the implementation of a business
  intelligence tool for Collaborative Stakeholders to create their own queries and reports. Phases
  Two and Three will be treated as separate projects.

1.2 FUNDING AND SOURCES
   SOURCE                            AMOUNT          ASSOCIATED                APPROVERS
                                                     RESTRICTIONS
   State Outcome Measurement &       $200,000        None                      BHSD Financial



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      PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                       DATA WAREHOUSE PHASE II




  SOURCE                            AMOUNT          ASSOCIATED               APPROVERS
                                                    RESTRICTIONS
  Management System (SOMMS)                                                  Officer
  Funds from the Drug and Alcohol
  Services Information System
  (DASIS); Federal dollars
  associated with substance abuse
  reporting




1.3 CONSTRAINTS
 Constraints are factors that restrict the project by scope, resource, or schedule.
 Number     Description
    1.      Timeline: There is no control over the quality of the data received. The
            reconciliation of the data could affect the timeline.
    2.      Infrastructure Support: The project is dependent upon the network support
            resources available from HSD-ITD and other Collaborative member agencies.



1.4 DEPENDENCIES
 Types include the following and should be associated with each dependency listed.
     Mandatory dependencies are dependencies that are inherent to the work being done.
     D- Discretionary dependencies are dependencies defined by the project management
        team. This may also encompass particular approaches because a specific sequence of
        activities is preferred, but not mandatory in the project life cycle.
     E-External dependencies are dependencies that involve a relationship between project
        activities and non-project activities such as purchasing/procurement

 NUMBER DESCRIPTION                                                                    TYPE M,D,E
   1.   Dependent upon federal monetary awards.                                            E
        Dependent upon purchase of appropriate hardware and
   2.   software.                                                                          E
        Dependent upon purchased hardware and software being
   3.   installed and configured properly.                                                 M
   4.   Dependent upon full cooperation of OptumHealth New Mexico                          M
        Dependent upon continued availability of state resources during
   5.   a monetary crisis and hiring freeze                                                M
   6.   Dependent upon Collaborative member agencies defining their                        D



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         PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                       DATA WAREHOUSE PHASE II




 NUMBER DESCRIPTION                                                                   TYPE M,D,E
        priority reporting needs as well as the Collaborative as a whole
        defining its overall priorities.
        Dependent upon specific expertise being available when
   7.   needed.                                                                             D



1.5 ASSUMPTIONS
 NUMBER         DESCRIPTION
                There will be adequate resources for the implementation phase of this project,
    1.
                including the Project Manager, Business Analyst, the ETL developer, a technical
                lead/application developer, and technical staff.
                The project team will have the proper software and hardware tools to accomplish
    2.
                essential and necessary tasks.
                The DoIT will approve the project.
    3.
                The subject matter experts will be ready and available on schedule.
    4.
                OHNM’s and Medicaid’s data will be similar in structure to those anticipated.
    5.
    6.          Assume that the vendors will stay in business and that their key technical staff will
                remain in place.




1.6 INITIAL PROJECT RISKS IDENTIFIED
 Listed below are the initial high risks identified for the project. All project risks will be
 maintained by the Project Manager in the Project Cadence Workbook that is stored in a common
 project repository. This will be updated and maintained on a frequent basis throughout the life of
 the project.


  #      Risk                      Rating     Mitigation Plan               Notes/Comments




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      PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                       DATA WAREHOUSE PHASE II




 #    Risk                          Rating   Mitigation Plan                     Notes/Comments


                                                                                 ~~ The Project has included in the
                                             ~~ Have a consistent contractor
                                                                                 POD contract the services of a
                                             who is handling the
                                                                                 business analyst to assist with the
                                             development of the
                                                                                 development of business
      Data Quality from the                  requirements as well as the
                                                                                 requirements for ETL, data quality
      OHNM and Medicaid                      development of the ETL
                                                                                 and reconciliation for the data
      resources is uncertain and             solution.
                                                                                 received from the SE during this
      data may not be                        ~~ It will be important for the
                                                                                 phase of the Project
      compatible with the                    initial and ongoing data
                                                                                 ~~ POD contract finalized on
  1   requirements as defined       0.5225   downloads from all sources
                                                                                 7/27/2010; kick-off meeting with POD
      for the Data Warehouse                 (e.g. OptumHealth and
                                                                                 held on 8/4/2010.
      Project, negatively                    Medicaid) to assure quality data
                                                                                 ~~ A knowledgeable and experienced
      impacting the Project                  is received that is
                                                                                 business analyst is under contract to
      Schedule and ultimate                  compatible/reconciled with the
                                                                                 assist with development of business
      Project success.                       Data Warehouse requirements.
                                                                                 requirements.
                                             ~~ Data dictionaries should be
                                                                                 9/22: No additional updates; this
                                             crosschecked to be certain all
                                                                                 activity will be more prevelant during
                                             data fields are well matched.
                                                                                 the actual design and develop stages.



                                             Phase II is likely more complex
                                             and requires data decisions and
                                             updated policies and
      Policies and procedures
                                             procedures.
      related to access to and
                                             ~~ The Project should work with
      use of data in the Data
                                             the Steering Committee to
      Warehouse may be
                                             finalize appropriate access to      9/22: This risk should be discussed
      incomplete, unclear and/or
                                             the data and identify tools to      at the first Steering Committee
      not well communicated to
                                             access the Phase I data.            Meeting so that it is on the radar.
  2   all stakeholders, resulting   0.4125
                                             ~~ Data sources from other          9/29: This has been discussed in the
      in misunderstandings
                                             entities should be researched,      9/29 meeting; will be an additional
      among stakeholders,
                                             both historical and current, e.g.   topic at the next meeting.
      negative perceptions about
                                             UNM, DOH, etc.
      the value of the Data
                                             ~~ Clear policies and
      Warehouse and less than
                                             procedures should be
      optimal use of the data.
                                             developed and published
                                             regarding access to the Data
                                             Warehouse data sets.

      Failure of OHNM to                     ~~ Engage OHNM with the data
      develop and implement an               requirements process
      internal project plan in               ~~ Meet with OHNM and agree
                                                                                 9/29: Will request letter of direction
      support of the HSD Data                on common goals
                                                                                 and also ask for a copy of their plan
  3   Warehouse Project             0.3325   ~~ Obtain input from OHNM
                                                                                 to validate and verify against the
      requirements may result in             during the planning process and
                                                                                 master plan.
      dealys in the Project                  input to the project schedule
      Schedule and/or an                     ~~ Obtain their commitment to
      unsuccessful Project.                  the plan




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          PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                               DATA WAREHOUSE PHASE II




 #        Risk                            Rating     Mitigation Plan                     Notes/Comments

          If there is a change in
                                                     ~~ The RFP process and
          Statewide Entity, the
                                                     readiness will take a minimum       9/22: no additional updates
          current SE's response to
                                                     of a year.                          9/29: changed probability to possible
          our Phase II Requirements
  4                                        0.3325    ~~ Begin working with               - given the change in the schedule
          could be strained if they
                                                     OptumHealth in implementing         pushing their need for support further
          begin to slow down
                                                     regular data feeds as early as      out.
          operations, or let staff go,
                                                     possible in Phase II.
          etc.




Risks will be ranked utilizing a standardized ranking methodology for probability and impact. The table
below shows the values that are used for the computations where the rating is determined by the
Probability * Impact.




                                   Probability                             Impact
                                    Certain (.95)                      Very High (.95)

                                  Expected (.75)                          High (.75)

                                    Likely (.55)                        Medium (.55)

                                   Possible (.35)                         Low (.35)

                                   Unlikely (.15)                      Very Low (.15)



Overall ranking of the risks will be categorized as follows:
      •    Minimum Risk – Acceptable
      •    Some risks – Monitor at PM/Team Level
      •    High Risks – Active monitoring and ongoing Contingency/Mitigation activity
      •    Show Stoppers – Active participation with steering committee to mitigate




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        PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                              DATA WAREHOUSE PHASE II




                                    0.95     0.1425       0.3325   0.5225    0.7125   0.9025




                     Probability
                                    0.75     0.1125       0.2625   0.4125    0.5625   0.7125

                                    0.55     0.0825       0.1925   0.3025    0.4125   0.5225

                                    0.35     0.0525       0.1225   0.1925    0.2625   0.3325

                                    0.15     0.0225       0.0525   0.0825    0.1125   0.1425

                                              0.15         0.35     0.55      0.75      0.95

                                                                   Impact


  Detailed mitigation and contingency strategies will only be developed by the risk owner for all risks with
  a ranking of High or Show Stopper.


2.0 PROJECT AUTHORITY AND ORGANIZATIONAL
STRUCTURE

2.1 STAKEHOLDERS


  NAME                             STAKE IN                   ORGANIZATION            T IT L E
                                   PROJECT
  US Department of                 Federal financial          Substance Abuse and
  Health and Human                 participation.             Mental Health
  Services (HHS)                   Expectations related       Services
                                   to federal reporting       Administration
                                   requirements.              (SAMHSA)
  New Mexico                       Governor’s/legislative
  Legislature/Governor             performance
                                   measures. Funding
                                   allocation.
  New Mexico                       Data driven decision                               Cabinet secretaries
  Behavioral Health                making. Resource                                   from member
  Collaborative                    allocation.                                        agencies.

  Consumers of                     Improved behavioral        Behavioral Health
  Behavioral Health                health data for            Planning Council,
  Services                         advocacy and system        Local Collaboratives
                                   improvement.
  Linda Roebuck                    Executive Sponsor          New Mexico              Chief Executive



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     PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                  DATA WAREHOUSE PHASE II




NAME                   STAKE IN                ORGANIZATION            T IT L E
                       PROJECT
                                               Interagency             Officer
                                               Behavioral
                                               Purchasing Health
                                               Collaborative
Teresa Gomez           Business Owner          New Mexico              Deputy Chief
                                               Behavioral Health       Executive Officer
                                               Collaborative
Brian Pietrewicz       Technical Sponsor       Human Services          Interim Chief
                                               Department-             Information Officer
                                               Information
                                               Technology Division
                                               (HSD-ITD)
Teresa Henke           State Project Manager   HSD-ITD                 State Project Manager

Chris Neitzey          Project Manager         POD, Inc                 Project Manager
Mark Pitcock           Collaborative Data      MAD
Mike Estrada           Warehouse Steering      NMCD
                       Committee
Jeff Tintsman                                  CYFD
Karen Northfield                               BHSD
Teresa Henke                                   HSD – ITD
Carol Thomas-Gravel                            HSD - ITD




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      PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                                  DATA WAREHOUSE PHASE II




2.2 PROJECT GOVERNANCE STRUCTURE
 2.2.1 ORGANIZATIONAL STRUCTURE
                                             Executive Sponsors


                                                   Linda Roebuck,
                                                      BHC CEO




                       Teresa Gomez                                         Brian Pietrewicz,
                      Deputy BHC CEO                                           Interim CIO




                                              Steering Committee


                                                 Teresa Henke
   Mark Pitcock           Mike Estrada,                                Jeff Tintsman             Carol Thomas     Karen Northfield
                                                BHDW Contract
      MAD                    NMCD                                          CYFD                 Gravel, HSD-ITD       BHSD
                                                     Mgr



                                                                        Mary Gerlach
                                                                           IV&V

                                                Project Manager
                                                 Chris Neitzey
                                                POD Contractor

                                                                      Bev Harris, HSD-ITD
                                                                      Gordon, O’Brien, HSD-ITD
                  Bev Harris, HSD-ITD
                                                                      ETL Developers (2) – POD
                  Gordon, O’Brien, HSD-ITD
                                                                      Theta Nyein (MAD)
                  Dale Atkinson, BA – POD
                                                                      SAB Resource (as needed)
                  Jon King, BA – POD
                                                                      NM DoIT Resource
                  Wayne McCashland - POD
                                                                      (as needed)
                                                                           Technical Team
                    Data Modeling Team
                                                     OTHER
                                               Policy Development
                                                 Subcommittee
                                             Requirements Gathering
                                                      Team
                                             Reporting and Analysis
                                                      Team




 2.2.2 ROLE AND MEMBERS OF THE PROJECT STEERING COMMITTEE
 The Steering Committee consists of management grade personnel. It is responsible for
 overseeing the progress of the project and responding to any strategic problems as they arise.
 The committee is involved from project planning and initiation including development of the
 project definition in concurrence with the Project Manager. Once the project is initiated, the



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      PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                    DATA WAREHOUSE PHASE II



 committee actively reviews the project’s progress. In addition, the Committee will negotiate
 through delicate diplomatic areas of the project.
 The Executive Sponsors consists of:
        Executive Sponsors: Linda Roebuck, CEO BH Collaborative; Teresa Gomez, Deputy
        BHC CEO, and Brian Pietrewicz, Acting CIO HSD/ITD.
 The Steering Committee consists of the following members:
        Management Leads: Carol Thomas-Gravel, HSD-ITD; Teresa Henke, HSD-ITD; Mark
        Pitcock, MAD; Mike Estrada, NMCD; and Jeff Tintsman, CYFD
        Project Manager: Chris Neitzey, POD Inc.
 2.2.3 ORGANIZATIONAL BOUNDARIES, INTERFACES AND RESPONSIBILITIES
 The joint state agencies making up the Behavioral Health Collaborative that directly contribute
 funds to the SE and who are key stakeholders for the data warehouse are HSD (MAD, BHSD),
 CYFD, NMCD (Corrections), DOH, and ALTSD. The key participants are at management level,
 program/business representatives and data/technical representatives. In addition to the
 management level participants, the Collaborative has formed subcommittees which enable
 effective communications with member agency management and program staff. The Data
 Warehouse is part of the Administrative Contracts Subcommittee of the Behavioral Health
 Collaborative.

 The roles of the subcommittees are as follows:
     Act as subject matter experts for the participating state agencies under the Collaborative
     Collect business requirements from program staff in order to accurately specify business
        requirements.
     Attend meetings as necessary.

2.3 EXECUTIVE REPORTING
 The Steering Committee of the Collaborative Data Warehouse Project meets monthly for up to
 one and a half hours. Other committees meet on regular intervals based on their project tasks.
 At each meeting the Project Manager informs the Steering Committee of project progress to date,
 including: challenges, accomplishments, updates on the work plan, and action items or tasks
 needed. Meeting minutes are taken and distributed at the next meeting. In between meetings,
 the Project Manager sends pertinent emails to project staff and committee members as needed.
 This process will be summarized on a monthly basis to distribute to the Executive Sponsors,
 Collaborative stakeholders as appropriate, and to the Department of Information Technology.
 For all projects that require Department oversight, the lead agency project manager shall submit
 an agency approved project status report on a monthly basis to the Department.




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         PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                       DATA WAREHOUSE PHASE II




   Group                          Frequency                    Method of Communication
   OCIO                           Monthly report               Through HSD CIO to NM DoIT

   Executive Sponsors             As needed                    Written and Face to Face

   Steering Committee             Monthly                      Written and Face to Face

   Data Modeling Group            Weekly                       Written and Face to Face

   Technical Group                Weekly                       Written and Face to Face



3.0 SCOPE

3.1 PROJECT OBJECTIVES
  3.1.1 BUSINESS OBJECTIVES


  DESCRIPTION:              The business objective of the Data Warehousing Project Phase II,
                            will be to receive ongoing Collaborative data feeds from
         Business
                            OptumHealth, New Mexico, the recently contracted Statewide Entity
          Objective One
                            (SE), and historic and ongoing data from Medicaid.

  RATIONALE                 The Behavioral Health Collaborative contracts with the SE whose
                            contract is finite. It is important for the state to have a copy of the
                            data the SE collects, and to ensure that the reports are accurate.

  ACCEPTANCE/FIT            Data requirements agreed upon; incremental monthly data feeds from
  CRITERIA                  OHNM, and one data feed of historic data from Medicaid;
                            Reconciliation of OHNM data reports and the reports from the state.


  DESCRIPTION:              Begin developing a Proof of Concept for data quality and sample
                            reporting.
         Business
          Requirement
          Two

  RATIONALE                 Demonstrate potential analytical tools and reporting capabilities




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      PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                       DATA WAREHOUSE PHASE II




 ACCEPTANCE/FIT              A tool to facilitate collection of user reporting needs and analytical
 CRITERIA                   tools for Stakeholders.




 3.1.2 TECHNICAL OBJECTIVES
   Parent             N/A
   Requirement #
   Description        Build an ETL process to utilize SSIS packages and stored procedures. Design
                      a reporting database to support analytic and reporting needs.


   Rationale          Using the standard MS SQL server suite of tools, import and incrementally
                      load data into a SQL server database.
   Source             n/a                               Source                N/A
                                                        Document
   Acceptance/Fit     Develop POC analytic cubes and reports utilizing SSIS and SSRS; present
   Criteria           tools to end user for evaluation and critique.
                      Validate data feeds received and processed in a timely fashion.



3.2 PROJECT EXCLUSIONS
 The initial vision of this project included the implementation of an Information System for the
 BH Collaborative. That system was to include, not only a Data Warehouse, but also the
 implementation of SharePoint to create a mechanism for secure file sharing across the
 Collaborative, a reporting module within SharePoint to make available standard reports to the
 Collaborative, and to provide a mechanism to collect the Governor’s BH Performance Measures.
 In FY2008, as part of the HSD IT Plan, a request was made for funding the BH Collaborative IT
 system; and although the OCIO supported the request, the legislature didn’t approve funding for
 the project. Therefore, given the limited funds, and the unexpected transition of Statewide
 Entities (VONM to OptumHealth), it is critical that the BH Collaborative implement the Data
 Warehouse to house the last four years of BH Collaborative data VONM collected and to collect
 the SE and Medicaid data going forward.

3.3 CRITICAL SUCCESS FACTORS


 NUMBER             DESCRIPTION
 QUALITY            By June, 2011, receive an initial and two regular monthly data feeds from


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  NUMBER               DESCRIPTION
  METRICS 1            OptumHealth New Mexico
  QUALITY              Comparison of a minimum of three reports to verify data is reconciled with
  METRICS 2            the reports delivered from OptumHealth New Mexico to the Behavioral
                       Health Purchasing Collaborative.
  QUALITY              Import of full historic data from Medicaid and verify data is reconciled
  METRICS 3            with reports currently produced by Medicaid.




4.0 PROJECT DELIVERABLES AND METHODOLOGY

4.1 DELIVERABLE APPROVAL AUTHORITY DESIGNATIONS
  The project deliverables will be approved by the Agency’s Chief Information Officer or Designee.
  Typically, drafts will be distributed for Agency review with feedback provided within 5 business days.
  The contractor team will incorporate the feedback and submit the final deliverable for approval and
  invoicing. The Agency will have 5 business days for their final approvals. Final approvals will be
  provided via email to the Project Manager.


  Deliverable          Deliverable Method
  Type
  Document             Copy of the Deliverable will be created and delivered electronically via email to the
                       Agency’s Chief Information Officer or Designee. A copy will also be posted in the
                       SharePoint Project Repository.
  Application          Source code will be provided to the Agency on server designated. An email will be
                       distributed to the Agency’s Chief Information Officer or Designee indicating where
                       the source code resides and how to access.




4.2 PROJECT MANAGEMENT DELIVERABLES
  Listed below are the key deliverables identified by type along with the acceptance criteria. The wording
  below has been captured from the actual SOW for convenience of incorporating into this document. The
  SOW is the binding document as to what work needs to be performed. The target dates for the
  deliverables are referenced in Section 5.1, Work Breakdown Structure.




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  #       Deliverables             Type       Acceptance Criteria
                                                 Follows the DoIT Template for Project Management
                                                  Plan
                                                 Update the existing project management plan and
                                                  maintain monthly, and/or as conditions change.
          Updated Project                        Monthly updates will include but not be limited to
   1.                              Document
          Management Plan
                                                  updates in project budget, work schedule and scope.
                                                 Updated Project Management Plan will be presented
                                                  monthly to the Agency designee for review and
                                                  approval.
                                                 Reports are distributed on a bi-weekly basis in a
                                                  format approved by the agency
   2.     Project Status Reports   Document      Reports are submitted to the Agency’s Chief
                                                  Information Officer or Designee for review and
                                                  approval before distributing
                                                 A process has been defined and communicated for
                                                  handling of issues associated with the project (defined
                                                  as any instance, event, or potential event which may
                                                  affect the project scope, budget, or schedule in a
                                                  positive or negative manner).
                                                 A project issues tracking mechanism (issues list) has
          Project Issue Tracking                  been established and used which documents issues as
   3.                              Document
          Documentation                           they arise, enables communication of issues to proper
                                                  state agency individuals/entities, documents a
                                                  mitigation strategy as appropriate and tracks issues to
                                                  closure.
                                                 Issues list is updated as conditions change and
                                                  reviewed as part of the Project Meetings.
                                                 Provide written recommendations on potential
                                                  problems with the existing Project Certification
                                                  Committee project documentation.
          Project Assessment                     Provide written documentation on IT technical
   4.     and Recommendations      Document       infrastructure needs and resources, all stakeholder
          Report                                  resources, and other staffing and other resources
                                                  needed.
                                                 Submitted to the Agency’s Chief Information Officer
                                                  or designee for review and approval.
                                                 Bi-weekly Project Status Meetings are scheduled and
                                                  conducted
                                                 Monthly Steering Committee Meetings are scheduled
                                                  and conducted.
          Project Meeting                        Project activities are summarized and presented to the
   5.                              Document       agency on a bi-weekly basis.
          Documentation
                                                 Status on the Project Certification Documentation is
                                                  presented on a bi-weekly basis.
                                                 Meeting Agendas are distributed prior to the meeting.
                                                 Minutes are documented from the meeting and



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  #       Deliverables           Type        Acceptance Criteria
                                                 distributed.
                                                Meeting Materials are stored in the Project
                                                 Repository.

                                                The following documents have been updated and
                                                 ready for presentation to the DoIT Project
                                                 Certification Committee (PCC):
                                                     o Project Implementation Certification form
                                                     o Updated Project Management Plan
                                                     o Updated Project Schedule (contained in PMP)
                                                     o Project Risk Management Plan (contained in
                                                          PMP)
                                                The following documents have been updated and
                                                 ready for presentation to the Technical Architecture
                                                 Review Committee (TARC):
                                                     o Technical Architecture Review Form
                                                     o Agency Chief Information Office (CIO) EA
                                                          compliance Form
          Updated Project                            o Business Continuity, Backup and Recovery
          Certification                                   Implementation Design
   6.                            Document            o System Design Document to include: the
          Committee
          Documentation                                   network Architecture Design and the System
                                                          Hardware and Software Architecture Design
                                                     o Operations and Support Plan
                                                     o Security Questionnaire
                                                Templates and instructions provided by the
                                                 PCC/TARC for this documentation are followed.
                                                BHDW Phase I Documents are used as a baseline,
                                                 updating them as necessary for Phase II.
                                                All documents will be submitted to the Agency’s
                                                 Chief Information Officer or Designee for review and
                                                 approval before distributing.
                                                In coordination with Agency/Project Team, the PM
                                                 shall present to the PCC on behalf of the agency for
                                                 the TARC and PCC Implementation Presentation
                                                 Sessions.
                                                A document library structure has been defined and
                                                 approved by the agency that organizes the project
                                                 documentation such that Project or Agency staff can
                                                 search and obtain all documentation with a reasonable
                                 Project         level of effort.
   7.     Document Library
                                 Repository     A project repository has been established that can be
                                                 assessed by all key project personnel.
                                                All project documentation is stored in the project
                                                 repository on a regular basis.
                                                The project artifacts are updated to the Agency file



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   #       Deliverables           Type        Acceptance Criteria
                                                  server by the end of the project.




4.3 TECHNICAL DELIVERABLES


   #       Deliverables           Type        Acceptance Criteria
                                                 Technical requirements gathering sessions will have
                                                  been conducted with OptumHealth New Mexico
                                                  (OHNM) and Medicaid.
                                                 Detailed requirements from OHNM include:
                                                      o Source data types
                                                      o Source to target mapping
                                                      o Source file definition
                                                      o Incremental file frequency
                                                      o Process definition for handling invalid source
                                                           data including documenting feedback and
           Technical                                       facilitating feedback to OHNM
           Requirements for                       Detailed requirements from Medicaid will include:
    1.                            Document            o Source data types
           sourcing OHNM data
           and Medicaid data                          o Source to target mapping
                                                      o Source file definition
                                                      o Incremental data processing definitions
                                                 Data lists have been verified with State stakeholders
                                                  for completeness.
                                                 Draft document will be delivered to the Agency’s
                                                  Chief Information Officer or Designee for review and
                                                  feedback.
                                                 Final document will be delivered to the Agency’s
                                                  Chief Information Officer or Designee for review and
                                                  approval.
                                                 ETL Business Rule gathering sessions will have been
                                                  conducted with the project stakeholders.
                                                 The ETL documentation should include:
                                                      o Data cleansing and transformation rules
                                                      o Load frequency
           Technical Extract,                         o Audit strategy
           Transform and Load                         o Rules for handling changing dimension data,
    2.                            Document
           (ETL) Business Rules                            error handling strategy
           Documentation                              o Data persistence rules
                                                      o Data lists have been verified with the state
                                                           stakeholders for completeness.
                                                 Draft document will be delivered to the Agency’s
                                                  Chief Information Officer or Designee for review and



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  #       Deliverables            Type          Acceptance Criteria
                                                    feedback.
                                                   Final document will be delivered to the Agency’s
                                                    Chief Information Officer or Designee for review and
                                                    approval.
                                                   BI data requirements sessions will have been
                                                    conducted with project stakeholders.
                                                   The BI Requirements documentation will include:
                                                         o Prioritized list of standard reports with
                                                             detailed template definition
                                                         o Report mock ups
                                                         o User input definitions
                                                         o Advanced report features (drilldown, charts,
          Business Intelligence                              export rules etc),
          Requirements for the                           o Refresh rate
   3.                             Document               o User access rules
          BI Proof of Concept
          (POC)                                          o Performance metrics
                                                   Data lists have been verified with the state
                                                    stakeholders for completeness.
                                                   Draft document will be delivered to the Agency’s
                                                    Chief Information Officer or Designee for review and
                                                    feedback.
                                                   Final document will be delivered to the Agency’s
                                                    Chief Information Officer or Designee for review and
                                                    approval.
                                                   A System Design Document for the ETL solution for
                                                    OHNM and Medicaid Data Load has been created
                                                    following the NM DoIT documentation template.
          System Design                            Draft document will be delivered to the Agency’s
   4.     Documentation for       Document          Chief Information Officer or Designee for review and
          ETL Solution                              feedback
                                                   Final version will be submitted to the Agency’s Chief
                                                    Information Officer or Designee for review and
                                                    approval.
                                                   Have developed an ETL solution to process OHNM
                                                    full and incremental data loads per the System Design
                                                    Documentation.
                                                   Developed and finalized the SSIS packages for the
                                                    ETL solution.
                                                   Will complete two draft versions (V1 and V2) and a
          Development of ETL                        final SSIS package of the solution for review and
   5.                             Application
          Solution for OHNM                         approval by the Agency’s Chief Information Officer
                                                    or Designee.
                                                   The solution will be developed using the Microsoft
                                                    SQL Server 2008 suite of tools, primarily Integration
                                                    Services.
                                                   An ETL process which satisfies all business



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  #       Deliverables            Type          Acceptance Criteria
                                                    requirements is submitted and fully tested and
                                                    verified by state employees.
                                                   Audit reports have been included in the ETL solution
                                                    to verify the success of the ETL process which can be
                                                    accessed by state system administrators.
                                                   Included in the ETL solution is a feedback method
                                                    for reporting invalid or incomplete data back to
                                                    OHNM.
                                                   A detailed test plan has been included using the NM
                                                    DoIT documentation template.
                                                   Documentation will be submitted to the Agency’s
                                                    Chief Information Officer or Designee for review and
                                                    approval.
                                                   Developed an ETL solution to process full and
                                                    incremental data loads from Medicaid.
                                                   Developed and finalized the SSIS p[packages for the
                                                    ETL solution.
                                                   Completed one draft version (V1) and a final SSIS
                                                    package of the solution for review and approval by
                                                    Agency Management.
                                                   The solution will be developed using the Microsoft
                                                    SQL Server 2008 suite of tools, primarily Integration
                                                    Services.
                                                   An ETL process which satisfies all business
          Development of ETL                        requirements is submitted and fully tested and
   6.                             Application       verified by state employees.
          Solution for Medicaid
                                                   Audit reports have been included in the ETL solution
                                                    to verify the success of the ETL process which can be
                                                    accessed by state system administrators.
                                                   Included in the ETL solution is a feedback method
                                                    for reporting invalid or incomplete data back to
                                                    OHNM.
                                                   A detailed test plan has been included using the NM
                                                    DoIT documentation template.
                                                   Documentation will be submitted to the Agency’s
                                                    Chief Information Officer or Designee for review and
                                                    approval.
                                                   A Dimensional data model is designed that will
                                                    support the reporting and analysis requirements
                                                    identified in the BI requirements document.
          Development of Proof                     The database is developed in Microsoft SQL Server
   7.     of Concept Data         Application       2008.
          Model                                    A Systems Design Document is created using the NM
                                                    DoIT templates detailing the dimensional model with
                                                    ERD, data dictionary, etc.
                                                   The ETL process developed by POD contractor is



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  #       Deliverables           Type          Acceptance Criteria
                                                   tested and verified.
                                                  A Dimensional data model is designed that will
                                                   support the reporting and analysis requirements
                                                   identified in the BI requirements document.
                                                  The database is developed in Microsoft SQL Server
                                                   2008.
          Development of Proof
                                                  A Systems Design Document is created using the NM
   8.     of Concept Cubes and   Application
                                                   DoIT templates detailing the dimensional model with
          Reports
                                                   ERD, data dictionary, etc.
                                                  The ETL process developed by POD contractor is
                                                   tested and verified


                                               The Contractor will review the Proof of Concept Data
                                               Model and provide feedback on the following items:
                                                Does the data model meet the requirements as stated
                                                  in the BI Requirements Documentation?
                                                Does the data model adhere to Industry Standards and
                                                  Best Practices for Dimensional Modeling?
                                                Does the data model provide adequate flexibility and
                                                  scalability to handle adjusting business needs and
                                                  data volume increases?
          Review of Proof of
   9.                            Document       Does the data model provide a solid foundation for
          Concept Data Model
                                                  future cube and Business Intelligence document?
                                                  Feedback will be provided in the form of a
                                                  recommendations report.

                                               The report will answer in detail each of the separate
                                               questions identified above.

                                               There will be no specific report format required for this
                                               deliverable.

                                                  The Contractor will facilitate and document in detail
                                                   the BI requirements sessions to support the Business
          Additional Interview                     Intelligence (BI) Proof of Concept.
          Sessions –                              It is anticipated that each of the sessions will last up
                                                   to two hours.
       1) Secretaries /
                                                  The BI documentation should include
   10. Directors;                Document
                                                        o a prioritized list of standard reports with
          2) State Data                                      detailed template definition,
          Warehouse Council                             o report mock ups,
          Workgroup                                     o user input definition,
                                                        o advanced report features (drill down, charts,
                                                             export rules etc.),
                                                        o refresh rate,




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   #       Deliverables           Type        Acceptance Criteria
                                                       o   user access rules and
                                                       o   performance metrics.


4.4 IV&V DELIVERABLES


   #       Deliverables           Type        Acceptance Criteria
                                              Six periodic reports are submitted based on the status of
                                              each activity shown in the PMP and the progress toward
                                              accomplishment of that activity since the prior report.
                                              Each report includes:
                                              o A summary of the findings associated with the
                                                  evaluation, including an evaluation of how the Project
                                                  is implementing previously recommended risk
                                                  mitigation activity(ies), and the status of the
                                                  requirements traceability activity and the effectiveness
                                                  of requirements management;
                                              o An evaluation of the current status of the Project,
                                                  including any pertinent historical background
                                                  information which may explain any problems or
                                                  movement forward otherwise undisclosed;
                                              o For each activity area evaluated, the following
                                                  questions are answered;
                                                   What is the Project's current activity/tasks in this
    1.     IV&V Reports           Document             area?
                                                   How effective is the project in meeting best
                                                       practices in this activity area?
                                                   Is the Project making measurable progress in this
                                                       area?
                                                   Is the Project within budget and on schedule?
                                                   What best practices or standards are applicable
                                                       and or are being followed (State, industry (IEEE,
                                                       SEI, ISO, etc.), internal?
                                                   Is the documentation for this activity area accurate
                                                       and up-to-date?
                                                   Ensure a clear line of sight between the project
                                                       requirements management and the actual project
                                                       requirements.
                                              o        If possible, aspects of each report are quantified;
                                              o        Detailed recommendations are included for each
                                                  identified area specifying what can be done
                                                  immediately and in the long term to improve the
                                                  agency and/or State's management of IT Projects.




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5.0 PROJECT WORK

5.1 WORK BREAKDOWN STRUCTURE (WBS)




5.2 SCHEDULE ALLOCATION -PROJECT TIMELINE

  Attached below is the Microsoft Project Schedule which will be maintained in the Project Repository. An
  instance of the project file is attached in this document as a starting point for the project and has been
  baselined on 9/2/2010.


                                                Project Schedule
                                                12-02-2010.mpp




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                      Behavioral Health Data Warehouse Phase II Timeline
                                                                                                                                                5/16
                                                      8/20                            Today                         2/25                 Incremental OHNM
                                           Collect Data Requirements                                        Begin developing                  data feed
                                              OHNM and Medicaid                                            ETL Process OHNM
                                                                                                             (full data load)
                                                                                        Cert                                         4/6
                                                                                                          2/20                First full OHNM
                                                                                         12/15       Test Data from               data feed
             4/28                                                                        PCC          OHNM/MAD
      Project Startup/                                                                  12/8                                                                  6/30
  Initiation and Planning                                                              TARC                                                             Project Closeout




          May 10      Jun 10      Jul 10       Aug 10   Sep 10   Oct 10    Nov 10    Dec 10     Jan 11   Feb 11      Mar 11     Apr 11   May 11   Jun 11

       28 Apr, 2010                                                                                                                                        30 Jun, 2011
                   5/25
                                                                                                                                                         6/20
             Contract with IV&V
                  Vendor                                                                               1/18                                       Incremental OHNM
                                                                                               Begin System Design                                     data feed
                                        7/26                                                       ETL Solution
                           Contract with Project Manager,                                                               3/11
                        Business Analyst, and ETL Developer                                                       Begin developing
                                                      8/20                                                          ETL Process
                                            Work with Stakeholders                                                   Medicaid
                                              To collect reporting                                          2/1
                                           And analysis requirements                                 Begin developing
                                                                                                     Proof of Concept
                                                                                                    Cubes and Reports
                                                                       10/18
                                                                  Begin developing
                                                                  Proof of Concept                                             3/31
                                                                    Data Model                                           Begin developing
                                                                                                                        ETL Process OHNM
                                                                                                                           (incremental
                                                                                                                               data)

                                                                                                                                          5/2
            Updated 12/08/2010
                                                                                                                                   Medicaid Data Feed




5.3 PROJECT BUDGET

  Phase                     /                                                                                          Estimated
  Activity                        Associated Deliverables                                                              Budget
  Project                                                                                                              -0-
  Initiation                               o Project Charter
  Phase                                    o Project Plan
                                           o Project Schedule
  Project                                  o Contract with Project                                                     $63,127
  Planning Phase                             Manager/Business Analyst/ETL
                                             Developer and IV&V;
                                           o Collect Business Requirements for
                                             OHNM and Medicaid
                                           o Work with Stakeholders to collect
                                             reporting and analysis requirements


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Phase          /                                                Estimated
Activity       Associated Deliverables                          Budget
                  o Technical Architecture Review
                  o Implementation Certification
                  o Project Management and Oversight
                  o Project Meeting Documentation
                  o IV&V Reports
Project           o Development of Proof of Concept             $136,873
Implementation        Data ModelSystem Design
Phase                 Documentation for ETL Solution
                  o Development of ETL Solution for
                      OHNM
                  o Development of ETL Solution for
                      Medicaid
                  o Development of Proof of Concept
                      Cubes and Reports
                  o Receive first full OHNM data feed
                  o Receive first incremental OHNM data
                      feed
                  o Receive full Medicaid data fed
                  o Project Management and Oversight
                  o Project Meeting Documentation
                  o IV&V Reports
                  o Acquisition of Hardware

Project              o Project Closeout Report                  -0-
Closeout Phase       o Lessons Learned
Total Project
Cost                                                            $200,000.00




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5.4 PROJECT TEAM
5.4.1 PROJECT TEAM ORGANIZATIONAL STRUCTURE


                                   Teresa Henke
                                  BHDW Contract
                                       Mgr



                                                          Mary Gerlach
                                                             IV&V

                                  Project Manager
                                   Chris Neitzey
                                  POD Contractor

                                                        Bev Harris, HSD-ITD
    Bev Harris, HSD-ITD                                 Gordon, O’Brien, HSD-ITD
    Gordon, O’Brien, HSD-ITD                            ETL Developers (2) – POD
    Dale Atkinson, BA – POD                             Theta Nyein (MAD)
    Jon King, BA – POD                                  SAB Resource (as needed)
    Wayne McCashland - POD                              NM DoIT Resource
                                                        (as needed)
                                                              Technical Team
       Data Modeling Team
                                       OTHER
                                 Policy Development
                                   Subcommittee
                               Requirements Gathering
                                        Team
                               Reporting and Analysis
                                        Team




5.4.2 PROJECT TEAM ROLES AND RESPONSIBILITIES
ROLE                           RESPONSIBILITY

Project Manager                This person is responsible for developing, in concurrence with the
                               Project Steering Committee, a project definition. The Project
                               Manager takes the lead on the planning and development of all
                               project deliverables. The Project Manager ensures that the project is
                               delivered on time, to budget and to the required quality standards
                               within agreement specifications. The Project Manager ensures the
                               project is efficiently resourced and manages relationships with a wide
                               range of groups. The Project Manager is also responsible for
                               managing the work of consultants, allocating and utilizing resources
                               in an efficient manner and maintaining supportive and motivated
                               successful teams, and developing and maintaining project
                               documentation.



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ROLE                     RESPONSIBILITY

Project Steering          The Steering Committee consists of management grade personnel. It
Committee                 is responsible for overseeing the progress of the project and
                          responding to any strategic problems as they arise. The committee is
                          involved from project planning and initiation including development
                          of the project definition in concurrence with the Project Manager.
                          Once the project is initiated, the committee actively reviews the
                          project’s progress. In addition, the Committee will negotiate through
                          delicate diplomatic areas of the project.

Data Modeling Team        This team prepares data models for the source system based on
                          information provided by the business analyst and a data expert. In
                          addition, the data modeling team assists in the development of the
                          data model(s) for the Enterprise Data Warehouse (EDW) or a data
                          mart. This team may also assist in the development of the business
                          process models.

Technical                 The role of this group is to implement and manage the infrastructure
Implementation Group      that is the foundation of the data warehouse. Group members are
                          familiar with the hardware and software likely to be used,
                          experienced in administration of these and are able to direct fine-
                          tuning and optimizing efforts as the data warehouse develops. The
                          technical implementation group helps ensure that the needed
                          technical resources are available.



5.5 STAFF PLANNING AND RESOURCE ACQUISITION
Listed below are the anticipated resources needed to support the certification funding requests
for this project. This includes the contractor resources that are in addition to the HSD staff, as
well as the hardware/software requirements that are needed to satisfy the goals/objectives of this
project.




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 5.5.1 PROJECT STAFF


                         Cost
  Resource               Estimate Work Product/Deliverable
  Project Manager –      $ 73,079      Updated PMP/Schedule
  contractor (1)                       Bi-Weekly Status Reports
                                       Updated Project Tracking Documentation (Project
                                        Cadence Workbook)
                                       Project Initiation and Assessment Report
                                       Conduct and Document Project Meetings (Project
                                        Status and Executive Steering Committee)
                                       Project Certification Committee Documents and
                                        Presentation
                                       Document Library

  Business Analyst (2)   $ 22,893      Technical Requirements Documentation (OHNM /
                                        Medicaid)
                                       Technical Extract, Transform, and Load (ETL Business
                                        Rules Documentation
                                       Business Intelligence Requirements Documentation for
                                        the BI Proof of Concept.
                                       Additional interviews for Secretaries/Directors and
                                        State Data Warehouse Council Workgroup

  ETL Developer –        $ 38,948      Systems Design Document for ETL Solution
  contractor (2)                       Develop ETL Solution to process OHNM data loads
                                       Develop ETL solution to process Medicaid data loads
  IV&V Contractor (1)    $ 15,172      Six IV&V Reports
  Total                  $150,092


 5.5.2 NON-PERSONNEL RESOURCES
                              Estimated                       Work
  Resource      Cost Estimate units/hours Availability Source Product/Deliverable
  Hardware and $ 49,908                                               Implementation Phase
  Software;
  possible virtual
  environment



5.6 PROJECT LOGISTICS

  5.6.1 PROJECT TEAM TRAINING
 Not Applicable to Phase Two



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                                       DATA WAREHOUSE PHASE II




6.0 PROJECT MANAGEMENT AND CONTROLS

6.1 RISK AND ISSUE MANAGEMENT

  6.1.1 RISK MANAGEMENT STRATEGY
  Both Risks and Issues can significantly impact a project’s success, and both should be handled in
  similar ways.

  The strategy to manage risk includes but is not limited to:

     1. Identify, characterize, and assess the risk
     2. Identify ways to reduce those risks
     3. Prioritize risk reduction measures based on a strategy

  Managing risk is a most important element of any successful project. Risks need to be clearly
  identified and effectively mitigated. Risk will be identified in a risk management matrix and
  tracked throughout the project.


  6.1.2 PROJECT RISK IDENTIFICATION –
  Risk identification happens throughout the project. The project manager, the project team and
  stakeholders are involved in the process. For this project, risks will be identified using the
  Qualitative/Quantitative Analysis Method. This method lists the risk in a matrix based upon
  impact and probability. This is the same method used by NM DoIT.


  6.1.3 PROJECT RISK MITIGATION APPROACH
  The response method used for the risk will be mitigation. Effort is made to reduce the
  probability, impact or both of an identified risk in the project before the risk event occurs.


  6.1.4 RISK REPORTING AND ESCALATION STRATEGY
  The risk reporting and escalating strategy are communicated through a monthly status reporting
  process.
  Risk will be assigned to the responsible working group. An effort will be made by that group to
  resolve the risk at that level. Depending on the priority of the risk, it may be escalated to the
  Project Manager. If the Project Manager is unable to mitigate the risk, it will then be escalated to
  the Steering Committee for mitigation.




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      PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                     DATA WAREHOUSE PHASE II




 6.1.5 PROJECT RISK TRACKING APPROACH
 This project does not have a risk manager. The project team keeps the top risks highly visible
 and tracks the effectiveness of the mitigation regularly. When the risks have been mitigated to
 an acceptable level, the new risen risks will be kept track of. This project will use the NM DoIT
 Risk Management Process.


 6.1.6 ISSUE MANAGEMENT

        6.1.6.1 Internal Issue Escalation and Resolution Process and

         6.1.6.2 External Issue Escalation and Resolution Process

 This project does not have an issues manager, and the project team oversees the issues and action
 items. The Project Manager monitors due dates and raises issues and action items to the Project
 Functional Manager as appropriate.
 Issues can be identified by any party involved with the project and communicated to the Project
 Manager. Issues will be assigned to the responsible individual or group for resolution. An effort
 will be made by that individual or group to resolve the issue at that level. Depending on the
 priority of the issue, it may be escalated to the Project Manager. If the Project Manager is unable
 to resolve the issue, it will then be escalated to the Steering Committee for resolution.

6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&V
 Fox Systems have been identified as the IV&V Contractor which was approved on May 25,
 2010. Six IV&V reports are scheduled for Phase II of this project, but additional reports may be
 requested if needed. Reports will be submitted to the Agency’s Chief Information Officer or
 Designee. Once approved, these reports will be posted in the Projects Repository.

6.3 SCOPE MANAGEMENT PLAN
  Project Scope Management includes the processes required to ensure that the project includes all
 the work required, and only the work required, and to complete the project successfully. For this
 project the primary tool to manage the scope is to follow the work breakdown structure and by
 defining and controlling what is or is not included in the project.
 6.3.1 CHANGE CONTROL

        6.3.1.1 Change Control Process
  This project will use HSD’s Change Control Process to manage any changes related to the
 development and test infrastructure.
        6.3.1.2 Change Control Board (CCB)



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       PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                          DATA WAREHOUSE PHASE II



  This project will utilize HSD’s Change Control Board to manage any changes related to the
 development and test infrastructure.

6.4 PROJECT BUDGET MANAGEMENT

 6.4.1 BUDGET TRACKING
 Currently all project expenditures for material resources are tracked in the Project as well as the
 State of New Mexico Financial System. Budget reports are made monthly at the Steering
 Committee Meetings. Below is how the rolled up expenses are reported:
                                        Vendor      Allocated     Amount
 Activity Description                                                            Remaining            Status
                                       Selected      Budget       Invoiced
                                                                                              Interna l l y s upported;
 Project Initiation Phase               Internal    $       -     $          -   $      -     no a ddi tiona l fundi ng
                                                                                                    reques ted


 Project Planning Phase
   IV&V Contract (4 rpts)             Fox Systems   $    10,115 $     10,115 $            0
   PM Oversight (Del 1,2,3,4)            POD        $    33,971 $     24,234 $        9,737
   Requirements (Del 6,7,8)              POD        $    19,041 $     15,579 $        3,462

 Project Planning Totals                            $    63,127 $     49,928 $       13,199

 Project Implementation Phase
   IV&V Contract (2 rpts)             Fox Systems   $     5,057   $          -   $    5,057
   PM Oversight (Del 5 + one month
                                         POD        $     4,868   $          -   $    4,868
   of PM Oversight)
   ETL Development (Del 9,10,11)         POD        $    38,948   $          -   $   38,948
   PM Oversight - Amendment 1            POD        $    38,092   $          -   $   38,092
   Hardware / SW / Other Contract
                                         TBD        $    49,908   $          -   $   49,908
   Support
 Project Implementation Phase Total                 $   136,873   $          -   $ 136,873

                                                                                              Interna l l y s upported;
 Project Closeout Phase                 Internal    $       -     $          -   $      -     no a ddi tiona l fundi ng
                                                                                                    reques ted

 Total Project                                      $   200,000   $   49,928 $ 150,072




6.5 COMMUNICATION PLAN
 The Steering Committee of the Collaborative Data Warehouse Project meets monthly on the
 third Wednesday of the month for up to one and a half hours. Other committees meet on regular
 intervals based on their project tasks. At each meeting the Project Manager informs the Steering
 Committee of project progress to date, including: challenges, accomplishments, updates on the



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     PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                   DATA WAREHOUSE PHASE II



work plan, and action items or tasks needed. Meeting minutes are taken and distributed at the
next meeting. In between meetings, the Project Manager sends pertinent emails to project staff
and committee members as needed. This process will be summarized on a monthly basis to
distribute to the Executive Sponsors, Collaborative stakeholders as appropriate, and to the
Department of Information Technology.
6.5.1 COMMUNICATION MATRIX
Listed below is the communication plan for the overall project to include planned meetings and
communications. More detailed information regarding the actual scheduling of these activities is
maintained in the Project Cadence Workbook which is stored in the Project Repository
maintained by the Project Manager. In addition, refer to Section 2.3, Executive Reporting above:
                                 Est              Content
            Meeting Title              Minutes                    Attendees        Frequency
                                Time              Owner




      Internal Project Team
                                1 hr             Project PM     Internal Team       Weekly
      Meetings

      Project Status Meetings   2 hr      y      Project PM     Project Team       Bi-Weekly

      Steering Committee
                                2 hr      y      Project PM   Steering Committee    Monthly
      Meetings

      Updated Project Cadence                                      Agency
                                                 Project PM                        Bi-Weekly
      Worksheet                                                  Management

                                                                   Agency
                                                 Project PM                        Bi-Weekly
      Status Reports                                             Management

6.5.2 STATUS MEETINGS
Project Status Meetings are conducted as planned in the detailed communication plan maintained
in the Project Cadence Workbook. Agendas will be distributed at least one day prior to the
meeting, and minutes generated and distributed within 48 hours of the meeting. All meeting
materials are maintained in the Project Repository.
6.5.3 PROJECT STATUS REPORTS
The New Mexico DoIT Templates will be used.
http://www.doit.state.nm.us/projmgmt_templ.html
In addition, at each Steering Committee meeting, an updated Project Progress Report is
distributed.




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      PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                      DATA WAREHOUSE PHASE II




6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS)

 6.6.1 BASELINES
 Project Area                      Category                       Measure
 Project Management                Task performance               On Schedule
 Quality                           Errors in Data Modeling        Errors by functional area
 Testing (Data Warehouse)          Performance and Quality        Accepted/Not Accepted
 Implementation                    Quality Data                   A final data feed from the SE
                                                                  that is accurate and complete.


 6.6.2 METRICS LIBRARY
 A metrics library will not be used for Phase II.

6.7 PRODUCT AND PROCESS QUALITY ASSURANCE
  Product and Process Quality Assurance falls into two categories. The first is Quality Control
 which encompasses the physical quality of the products. This is provided by a series of product
 checks done by various levels of reviews and test. The level of review will be determined by the
 level of risk of errors. The second category is Quality Assurance which is monitored and
 measured by an independent validation that work is being performed according to documented
 processes and procedures. The Quality Assurance Branch will perform the IV&V required by
 the Certification Committee.


 Reviews:
 Reviews will be performed on a variety of levels. The following describe the major reviews
 performed.
        Plans
        There are two major plans for the project as follows:
            Project Management Plan
            The IV&V Plan
        These plans will be reviewed by the project management team and the Executive Steering
        Committee, and placed under CM Control in accordance with the documented processes
        and procedures set forth for the project.



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      PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                     DATA WAREHOUSE PHASE II



        Schedules
        There is one master schedule that has been developed for the project. This schedule will
        be under CM Control in accordance with the documented processes. The schedule will
        be reviewed with the Agency’s Chief Information Officer or designee for review and
        approval.
        Milestones
        Milestone reviews will be conducted as identified and annotated on the schedules.
        Senior Management
        Senior management reviews will be performed as scheduled in the form of an Executive
        Steering Committee briefing. Items reviewed will include
             Scheduled performance and milestones
             Budget
             Contracts
             Risks & Issues
             Escalated Incidents
 Testing:
 Testing of equipment will be performed by the technical staff assigned to the Technical Team in
 accordance with industry best practices.
 Quality Assurance:
 Prabakhar Reddy is the Quality Assurance Manager. This project will follow NM DoIT project
 performance standards. The specific activities that will be reviewed in Phase Two of this project
 are Project Management, Systems Design and Business Continuity. The quality standards are
 assessed by NM DoIT Project Certification Committee (PCC) and the Technical Architecture
 Review Committee (TARC).

6.8 CONFIGURATION MANAGEMENT

 6.8.1 VERSION CONTROL
 All project documentation and data will be versioned and kept in the Project Repository. The
 naming conventions for documents will adhere to the following structure:
 DocumentName mmddyyyy v# authorinitials.doc
 Example: BiWeekly Status Report 07152010 v1 CDN.doc




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       PROJECT CHARTER: NEW MEXICO INTERAGENCY BEHAVIORAL HEALTH PURCHASING COLLABORATIVE

                                      DATA WAREHOUSE PHASE II



  6.8.2 PROJECT REPOSITORY (PROJECT LIBRARY)
  The Project deliverables will be stored in a variety of media and available for updating as
  necessary. The Project Manager will be the primary controller of the project repository and will
  provide guidance on requirements and access controls.
  The initial storage location has been set up on a SharePoint site that all HSD-ITD authorized
  staff have access to.
  The high level structure for the repository
     00. Project Standards/Templates
     01. Organizational Information (contact lists, org charts)
     02. Plans and Actuals (PMP, Schedule, Project Cadence Workbook)
     03. Communications (minutes)
     04. Scope (change requests)
     05. Deliverables (working materials, final deliverables, approvals)
     06. Sponsor Information (Contracts, Agreements)
     07. Requirements
     08. Project Background Data
     09. State Data Background Information

6.9 PROCUREMENT MANAGEMENT PLAN
  Procurement of all professional services will follow standard processes for State Price
  Agreement or General Services Agreement contracts.
  All software and hardware procurement will follow standard procedures for obtaining the
  requisition, purchase order and accompanying approval processes.

7. 0 PROJECT CLOSE

  7.1 ADMINISTRATIVE CLOSE

  The Project will follow the NM DoIT Project Closure requirements.

  7.2 CONTRACT CLOSE
  The close will consist of verification that the objectives and deliverables of Phase Two were met.
  Acceptance is formalized and Project Management activities are administratively closed out. A
  Project Closeout Report will be developed as well as Lessons Learned.




  PAGE | 35

								
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