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TRDMVD Document Management System. Close Phase Certification Request. Agenda. Need Goals of the Project Scope vs. Delivered Scope Budget vs. Actual Enhancements – Post Implementation Questions. Need.
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TRD\MVD Document Management System Close Phase Certification Request
Agenda • Need • Goals of the Project • Scope vs. Delivered Scope • Budget vs. Actual • Enhancements– Post Implementation • Questions
Need • The New Mexico Taxation and Revenue Department (TRD) processes approximately 12,000,000 Motor Vehicle Division (MVD)-related documents per year. • All documents that are required to be preserved and available for later reference are currently photocopied and microfilmed. • Retrieval of the current images is probably about 10X more time consuming than would be possible with a DMS. Retrieval currently requires a partial *.xls log of document to microfilm reel, entries in “green screens”, all with no indexing except the date and sometimes the MVD office.
Project Goals • Completely eliminate microfilm process for MVD Field Office documents. • Eliminate the need to print multiple copies of documents simply in order to exchange the data between Revenue Processing Division at Lujan with Motor Vehicle Division at Montoya. • Comply with the current retention policy on various MVD documents. • Streamline all processes that involve document capture and relation of those documents to MVD transactions. • Gradually move all centralized scanning of MVD Citation documents to the Montoya building, utilizing MVD personnel.
Project Metrics • Field Office Driver transaction time decreased by 1 minute per transaction. • Field Office Vehicle transaction time decreased by 1.5 minutes per transaction. • Time to sort non-payment paper citations reduced from .144 min per page to .04 min per page. • End-to-end time to process citation payment reduced by 10%.
Scope • Provide DMS capabilities to all MVD Field Offices, “Munis”, and any MVD unit that is currently involved with document capture and retention for selected driver and vehicle transactions performed within MVD 2.0. • Move MVD scanning, and payment processing to the Montoya Building.
Business Scope - Original • Three processes completed by the Systems Integrator • First Time License or ID. Sprint 1 will be the new FN office in Albuquerque. • First Time Title • Citation Payment and Processing of incoming Citations • One process will be installed by TRD ITD and MVD coached by Systems Integrator • Medical Forms • For Licensing • Application for Handicap Placard
Business Scope - Revised • Scanning provided for all vehicle and driver processes supported by MVD 2.0. • Citation payments scanned on the OPEX and processed, including electronic deposit, within DMS. • Training exercise used the beginning of Registration Renewal instead of Medical Forms.
Post ProductionEnhancements • Additional Level 2 Support • USPS cards and envelope archive • SAVE rejection • Additional reporting and reconciliation processes for Citation Payments • Landscape version of TRACS
Technical Scope • OCR and OMR of selected documents and regions within documents. • No ICR planned. • Creation of “bridge” software between existing transaction programs (MVD 2.0, and other web-base. apps for capturing data) and the DMS. Integration will be performed in the most flexible technology possible, to enable transfer to the reengineered system at a later date. • Payment processing for the citation payments via COTS software and revision of current interface with existing MVD systems.
Lessons Learned • TRD attempted to reuse an existing KFI web application that had been placed into production around 2001 or 2002. Going into the project, the concept was to make no changes to that existing, old application. The reasoning was that this would be replaced with the Modernization project and was already mandatory in those requirements. Reuse of this tool created a disproportional amount of extra development and testing resources. • If anything, the Contractor was too accommodating to MVD changes to requirements, design, and development. Wholesale accommodation of changes led to strains on the remainder of the project schedule. The project started with some slack in the schedule, and ended with none, including a considerable amount of OT on the part of the Contractor, at no additional cost to TRD. • TRD thought that the risk that the OPEX was not going to perform all of the necessary OCR was mitigated by performance testing prior to acceptance of the equipment. A workable solution was developed using both the OPEX and EMC Captiva capabilities, but the solution was not ideal. In the month following implementation, unauthorized changes were made to the OPEX job and untested changes were made to the UTC format. Both created a “snowball” effect through this portion of the system. The lesson learned here, what the technical team needs to continue their involvement in the Change Control process after production implementation.
Maintenance Decisions • MVD made the decision not to exercise the full optional amount of the Maintenance, support and Enhancements from the RFP. Instead MVD opted to purchase a limited number of hours post-production for Level 2 support, and selected enhancements. • TRD\ITD was unable to provide (1) FTE with the Deloitte-specified technical expertise to work on the project and receive the Knowledge transfer. Therefore, the maintenance and support has increased to include an State Price Agreement contractor with the necessary skills and expertise. TRD\ITD will be requesting the necessary position for FY15.
