Kronos request for certification Implementation

							                Implementation
                  Request for Certification and Release of Funds Form
                               ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE



 PROJECT NAME                         KRONOS- A SHARE INTEGRATED TIME COLLECTION SOLUTION

 PROJECT NUMBER                                                                  DATE
 LEAD AGENCY                          DEPARTMENT OF HEALTH                       AGENCY CODE           665

 OTHER AGENCIES                       DEPARTMENT OF FINANCE AND      PROJECT PHASE     Implementation
                                      ADMINISTRATION
 EXECUTIVE SPONSOR                    ANITA WESTBROOK, DIRECTOR OF OFFICE OF FACILITIES MANAGEMENT

 PROJECT MANAGER                      TAMMY JO MONTOYA

 AGENCY HEAD                          DR. ALFREDO VIGIL

 AGENCY CIO/IT LEAD                   ROBERT MAYER



 PROJECT DESCRIPTION (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT)
 Kronos solution SHARE integrated automated time collection solution will support DOH facilities
 in efficiently managing employees’ work schedules and accurately tracking work hours.

 The purpose of the project is to provide DOH 24/7 Healthcare facilities the ability to manage
 workforce staff to provide for adequate staffing that meet necessary ratios as mandated by
 Federal and State Agencies. This will include workforce planning activities to ensure proper
 acuity (Patient to Staff Ratio) rates to maintain patient safety. Office of Facilities Management
 (OFM) will standardize procedures and policy across the facilities for using Kronos time
 keeper software.

 In 1998, the New Mexico Behavioral Health Institute implemented Kronos and then
 successfully integrated Kronos with SHARE in 2006. Sequoyah Adolescent Treatment Center
 is currently using Kronos in a limited capacity without integration with SHARE.

 This project will build upon NMBHI’s successful use of Kronos. Kronos will be upgraded at
 NMBHI and Sequoyah and expanded into the other five facilities. Additional functionality
 will be to fully integrate Kronos into the SHARE system.

 Planned Start Date                   April 2008                        Planned End date          June 2009
 Amount Requested this Certification                                    $ 730,000
 Amount Previously Certified                                            $ 70,000
 Remaining Appropriation not Certified                                  $0
 Total Appropriated Amount (include any new funds)                      $ 800,000




                This is a controlled document, refer to the document control index for the latest revision
Revision: 2/14/08                                   Page 1
                  Implementation
                    Request for Certification and Release of Funds Form
                                  ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE



 CERTIFICATION HISTORY (INCLUDE ANY PREVIOUS PROJECT OR PHASE CERTIFICATIONS)

        Date                   Amount                 Funding Source(s) (use specific citations to laws, grants, etc.)
 April 10, 2008         $800,000                 LAW OF 2008, CHAPTER 3, SECTION 7, SUBSECTION 10




 PROPOSED CERTIFICATION SCHEDULE FOR CURRENT FISCAL YEAR (AGENCY TO COMPLETE FOR ALL PHASES)
 Phases                        Amount               Major Deliverable(s) / Performance Measure(s)                Due
                              Requested                                                                          Dates
 Initiation:             $70,000                 IV & V contract and plan, Project Management plan             March
                                                                                                               2008
 Planning:               $0                      Design Document, OFM Policy and Procedures,                   July 2008
                                                 Application Support Plan, IV & V periodic reports
 Implementation:         $730,000                Kronos contract – software and hardware purchased,            Sept 2008
                                                 installed, tested, user acceptance, transition to OPS
                                                 document, IV &V periodic reports
 Closeout:               $0                      DoIT Closure Report, Project Closure Archive, IV              June 15,
                                                 &V Close out report                                           2009

 APPROPRIATION HISTORY (INCLUDE ALL FUNDING SOURCES, E.G. FEDERAL, STATE, COUNTY, MUNICIPAL LAWS OR GRANTS)

    Fiscal Year                Amount                                        Funding Source(s)
 FY09                   $800,000                 LAW OF 2008, CHAPTER 3, SECTION 7, SUBSECTION 10




 BUDGET

 Comments:

                    Description          FY07 & Prior        FY08             FY09               FY10           FY11
 Staff -
 Internal

 Consulting         SHARE technical                                    $343,000
 Services           resource
                    IVV Consultant
                    Implementation
                    Training
 Hardware                                                              $150,000

 Software           Kronos Licenses                                    $307,000
                    SAS


                  This is a controlled document, refer to the document control index for the latest revision
Revision: 2/14/08                                     Page 2
                Implementation
                  Request for Certification and Release of Funds Form
                               ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE


                                                                          $800,000
    TOTAL




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

 DOH will subscribe to Kronos’ through Software as a Service (SaaS). By subscribing to Kronos’ SaaS,
 DOH will be provided with server and application administration, automatic update and patch
 management along with application upgrade management. Kronos’ SaaS will be reliable and will allow
 DOH to control costs.
 Employees will swipe in and out several times a day using a time clock terminal located at the facility.
 These terminals collect the data and transmit small bits of data to Kronos. It may be real time or batch
 communication and will be determined during the implementation phase. NMBHI has been successful
 with integrating Kronos into SHARE.
 Kronos is a web-enabled solution and will not have an impact on DOH’s infrastructure hardware.
 There will be bandwidth usage over the state’s network as data transfers occur from the facilities to
 Kronos’ site and from Kronos’ site to SHARE.
 Discussion with Maynard Salazar occurred on March 26, 2008. He recommended we have a
 benchmark of traffic generated from DOH over the state’s WAN. More information about the network
 bandwidth utilization will be discovered and discussed with DoIT.


 BUSINESS CONTINUITY STRATEGY

 On this document, or as an attachment, provide a summary response, including changes, of
 your business Continuity Strategy.
 Kronos will provide weekly full and daily incremental backups of the database and kept online for the
 most recent 28 days. Data is stored at the primary data center. In the event Kronos is unavailable,
 employees who use web entry will be required to submit paper timesheets. Kronos timeclocks will
 hold up to 7 days of data. In the event the timeclocks can not communicate with the database,
 employees will be required to go to paper timesheets. HR personnel will be required to enter in
 summary time into SHARE.



 SECURITY STRATEGY (APPLICATION AND DATA SECURITY PROCESS, PLAN, OR STANDARD)
 Application and data security are maintained through standard methods appropriate for different
 components of the implemented system. Interaction with the servers from workstations is
 accomplished using IE 6.0 and SSL (secure socket layer) with all connections authenticated against the
 local set of users and groups on the host servers.




                This is a controlled document, refer to the document control index for the latest revision
Revision: 2/14/08                                   Page 3
                Implementation
                  Request for Certification and Release of Funds Form
                               ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE



 INDEPENDENT VERIFICATION & VALIDATION (INCLUDE SUMMARY OF THE LATEST IV & V REPORT)
 The IV&V contract is in place with Fox Systems and the IVV plan complete. The initial risk
 assessment has been received.


 SIGNIFICANT RISKS AND MITIGATION STRATEGY
 RISK 1: Network performance at NMBHI may not handle the addition of Kronos.

      MITIGATION 1: DOH ITSD is working with DoIT and Qwest to get a DS3 line installed at
      NMBHI to stabilize network operations. NMBHI will be the last of Facilities for the Kronos
      implementation in order that DS3 circuit is operational.
 RISK 2: Network performance at Fort Bayard may not handle the addition of Kronos.

      MITIGATION 2: Monitor network performance once Kronos is implemented. Engage DOH’s PSB
      to address issues.


 RECORD RETENTION POLICY (DESCRIBE THE AGENCY’S RECORDS RETENTION REQUIREMENTS FOR THIS PROJECT)
 Kronos retention decisions would also be based on the New Mexico Administrative Code (NMAC) and
 other governing policies.




 MAINTENANCE STRATEGY (DESCRIBE HOW THE AGENCY PLANS TO MAINTAIN THIS PROJECT AFTER DEPLOYMENT)
 DOH will execute a support and maintenance agreement with Kronos. This agreement will detail the
 maintenance strategy with Kronos having the lead role in maintaining the application since Kronos’
 SaaS will provide all required maintenance. DOH will work closely with Kronos to support and
 maintain the application and hardware. The SHARE team will play a role with maintaining the
 interface between Kronos and SHARE.


 INTEROPERABILITY (DESCRIBE HOW THIS PROJECT INTERFACES WITH EXISTING SYSTEMS/APPLICATIONS WITHIN THE AGENCY)
 Kronos will interface with the SHARE system to provide time and leave balances for Facilities
 employees. The SHARE Project Director and Manager are members of the project team. DFA and
 DOH have signed a JPA. DFA personnel from the SHARE Project are members of the steering
 committee and will be part of the technical team.




                This is a controlled document, refer to the document control index for the latest revision
Revision: 2/14/08                                   Page 4