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CIVLS Project Kickoff
February 11, 2010
DMV Modernization Program CT Integrated Vehicle and Licensing System (CIVLS)
February 11, 2010 2
Agenda
1. Welcome and Introductions
2. Opening Remarks
3. Governance
4. Modernization Program Overview
5. Roles, Assignments, Process
6. Next Steps
7. Q & A
February 11, 2010 3
Initial Approach: ReROD/RTOL ReROD: Custom Build (in-house)
RTOL: Custom Build (vendor to develop)
Got firm handle on AS-IS and TO-BE Environment –
Strategic Operational Assessment and Future State Design (BCP2) Driven by DMV Strategic Plan
Assessed Current State
Incorporated DMV Best Practices
Developed Future State Business Processes Design workshops with DMV Staff
Developed Future State Technology Architecture
Stepped back: New Approach: A COTS/MOTS Enterprise Solution
What’s COTS/MOTS?
Confirmed availability of COTS/MOTS solutions in marketplace
Took “Deep dive” on key DMV business processes Documented “core” business requirements to DMV “Repository”
“Signed off” by DMV Business Owners
Documented “supporting” DMV business processes and requirements Audit, Records Management, etc.
Completed RFP & Contracting Process “Re-signed off” by DMV Business Owners
Issued RFP
Conducted 2-Day, On-Site Hands-On Demos for all vendors
Negotiated Contract
Documented Business Rules On-going
Let’s CELEBRATE!! How We Got Here
February 11, 2010 4
Introducing the Team DMV + DoIT + SAIC/3M
Teamwork at its best!
February 11, 2010 5
Contractor Team
George Voelker
SAIC
Mike Ristau
3M
Tom Dickie
SAIC
Bill Griffenberg
SAIC
Sandy Hinzman
SAIC
Frank Denson
3M
Steve Rigdon
SAIC
Howie Cronauer
SAIC
Ned Herbert
SAIC
Stefano Esposito
3M
Steve Edwards
3M
Executive Management
Delivery
Contract and Account Management
Program Management
Mark Treat
SAIC
Rick Biben
SAIC
Kellam White
SAIC
Allison McNally
SAIC
Angela Estes
3M
February 11, 2010 6
Commissioner Ward
February 11, 2010 7
DMV Mission
To promote and advance public
Safety, Security, and Service
through the regulation of drivers,
their motor vehicles and certain
motor vehicle-related businesses
February 11, 2010 8
DMV Vision
To always evolve as an organization
to employ new and innovative measures and
strategies that improve services to the public
to enhance the security of credentials
to foster staff development and satisfaction
to streamline agency procedures
to promote clear and timely communication
February 11, 2010 9
Commissioner Wallace
February 11, 2010 10
Contractor Team
Mike Ristau
Business Manager 3M
Tom Dickie
Sr. Project Manager SAIC
February 11, 2010 11 11
Fulfilling the DMV Vision
February 11, 2010 12
Governance
February 11, 2010 13
Objectives Set Program Goals/Objectives
Review and approve major changes
Provide executive level issue resolution
Members DMV Commissioner, Robert Ward
State CIO, Diane Wallace
DMV Chief Administrative Officer, Richard Cosgrove
State PMO Director, Tricia Johnson
SAIC Operations Director, Rick Biben
SAIC Division Manager, Steve Rigdon
SAIC MVIS Practice Manager, Howie Cronauer
3M Vehicle Systems Business Unit Mgr., Mike Ristau
Meetings - Quarterly May 5, 2010 (first meeting)
(distribution of all meeting dates and locations via email)
Governance Steering Committee
February 11, 2010 14 14
Objectives Update on Project Status
Ensure resources are committed and confirmed for following month’s planned activities
Members DMV Deputy Cmmr. Willie Ramirez
State IT Business Development, Suzanne Niedzielska
DMV Chief Administrative Officer, Richard Cosgrove
DMV Bureau Chiefs: William Callahan, Ken Nappi, Tom Ruby
DMV Organizational Development, Robert McGarry
DMV Division Chief, George White
SAIC Division Manager, Steve Rigdon
SAIC Technical Program Manager, Mark Treat
SAIC Program Manager, Ned Herbert
3M/MVS Technical Development Lead, Stefano Esposito
Briefings provided by CIVLS Project Management, Tom Dickie/Nancy Dumais
Meetings - Monthly April 7, 2010 (First Meeting)
(full distribution of meeting dates and locations via email)
Governance Project Update Board
February 11, 2010 15
Monthly Update Reporting
Project status: (Red, Yellow, Green)
Prior project status (Red, Yellow, Green)
Propose corrective actions
Propose preventive Actions
Activities performed during this reporting period
Scheduled activities not completed
Activities planned for next reporting period
Issues/Resolutions/ Impact analysis/ Resolution
strategy
Resource allocations
Governance Project Update Board
February 11, 2010 16
Governance Project Teams
Core Project Team
Role: Day-to-Day Management of all work and resources
Nancy Dumais, State Project Administrator
Tom Dickie, SAIC Project Manager
David Lee, Technical Manager
Bill Griffenberg, SAIC Ass’t Project Mgr.
Dean Hammel, 3M Implementation Mgr.
Leo Morris, Development Lead
Scott Finch, Business Lead
Ted Diesenhaus, Project Consultant
Stewards
Cynthia Ellison
Nikkia Grant
Betty McCue
Dorothy Niebrzydowski
Inder Singh
Ted Diesenhaus
Role
Ensures MOTS product
functionality meets
Executive-approved
DMV Business Domain
requirements
Follows up on any
issues/assigned tasks
with SMEs
February 11, 2010 17
Governance Project Boards
Contract Change Control Board
Role: Review and implement all contract changes (as needed)
State Contract Officer, Andy Munson
State Project Administrator, Nancy Dumais
DoIT Procurement, Jacqueline Shirley
SAIC Contracts, Kellam White and Ned Herbert
SAIC Program/Technical, Mark Treat
3M Technical Development Lead, Stefano Esposito
Configuration Management Board
Role: Assessment of proposed system changes (as needed)
Nancy Dumais, State Project Administrator
David Lee, Technical Manager
Melissa Connery, State IT Architect
SAIC Project Manager, Tom Dickie
SAIC Technical Bill Griffenberg
3M Implementation Mgr., Dean Hammel
February 11, 2010 18 July 16, 2009
Modernization Program Overview Program Objectives
Becoming a “21st Century DMV”
To re-engineer agency-wide business processes and supporting technology infrastructure – it’s more than just a technology refresh
Improve timeliness and responsiveness to Connecticut’s citizens and DMV Stakeholders and Business Partners
Streamline business processes
Standardize and integrate business and systems processes
Improve DMV operational efficiency in performing key business processes and transactions
Modernize (all) agency-wide systems and supporting technologies
When implemented, the DMV will result in:
Real-time vehicle and licensing systems
Customer-centric view of DMV information
Simplified and integrated DMV interdepartmental processes via automation and “lead-through” processing
New Service Delivery Channels to lower agency costs and improve customer service – e.g. Internet-based DMV transactions, self-service models for Customers, Stakeholders, and Business Partners
Improved fiscal management through “point-of-sale” cashiering and fiscal management systems
Improved information exchange and integration with DMV stakeholders and Business Partners
Improved DMV business information management – higher quality data, improved reporting, improved compliance monitoring capabilities
Improved DMV security through auditable and role-based security for all DMV systems
February 11, 2010 19
CIVLS Core Components Core DMV Mission
Core DMV Business Components 5.1 Enterprise Level - Common to all Components
5.2 Customer
5.3 Compliance
5.4 Vehicle Services: 5.4.2 Title
5.4.11 Registration
5.5 Driver Services: 5.5.1 Credentialing
5.5.6 Sanctioning
5.6 Permits
5.7 Fiscal Management
5.8 License and Manage Regulated Businesses
5.9 Business Partner Services
February 11, 2010 20
CIVLS Supporting Components Agency-wide Functions
DMV Business Support Components
6.1 Records Management
6.2 Inventory Control
6.3 Audits
6.4 Hearing and Appeals
6.5 Inspections and Enforcements
Business Administration Functions
7.1 Business Rules
7.2 Reporting Capabilities
7.4 Training
Enterprise Electronic Capabilities
8.1 Document Management
8.2 Workflow and Case Management
8.3 Forms and Correspondence
8.4 Appointment / Scheduling
February 11, 2010 21
CIVLS Technology Components
Service Delivery Channels
9.1 Internet Self-Service
9.2 Web Portals
Interfaces
11.1 General
11.2 External Interfaces: Dealers, etc.
11.3 Internal State Interfaces: DPS, DOC, etc.
11.4 Service Channel Interfaces: IVR, Internet, etc.
Hardware, Software, and Network
13.1 Hardware/Software
13.2 Network
Data
10.1 Customer-Centric Database
10.2 Data Cleansing
10.3 Data conversion and migration
February 11, 2010 22
Modernization Program Overview Releases
Project Close/
Warranty
2014 Solution Validation Phase (SVP)
Feb. 2010 – June 2010
Release 1 (1Q ’11): • Infrastructure
• Customer DB
• License/Manage
Regulated Businesses
• Back Office Fiscal
• Portal
Release 2 (3Q ’11): Vehicle/Dealers
Release 3 (2Q ’12): Drivers
Release 4 (4Q ’12): Final Integration & all
other functionality
Releases
1 – 4
February 11, 2010 23
No Surprises
February 11, 2010 24
Design/Solution Validation Phase
Steps to ensure “No Surprises”
Requirements Validation
Objective: To validate that Requirements are MUTUALLY understood
Solution Overview (“out of the box”)
Objective: To orient SVP participants with “End-to-End,” “Out-of-the-Box”
functionality
Solution Validation (Vendor Discovery)
Objective: To discover specifically how Vendor functionality addresses State
requirements
SVP RECONFIRMS that 87% of our requirements are met by the SAIC/3M Solution “out of the box”
SVP identifies the remaining 13% that require modification
Gives us an opportunity to
Modify our business processes and/or
Amend existing legislation
Organizational Change Management
Objective: To identify organizational implications of DMV business process
changes and to develop an appropriate Change Management Plan
February 11, 2010 25
Requirements Validation
Objective
To validate that Requirements are MUTUALLY understood
Activity
Consensus
Both State and SAIC have a common understanding of the meaning and intent of the requirement
Confusion
Neither the State nor SAIC have a clear understanding of the meaning or intent of the requirement
Action item is taken for clarification, which may include an update of the requirement definition
Disagreement
The State and SAIC have different understandings of the meaning and intent of the requirement
Action item is taken for resolution of the difference, which may include escalation and/or an update to the requirement definition
At the conclusion of the requirements validation sessions, SAIC provides an interim SVP findings report identifying the total number of requirements by status along with a summary of action items beings taken.
February 11, 2010 26
Participants
Elaine McDougal
Lynn Blackwell
Allyson Bruce
Peter Leibovitz
Marcella Muhammad
Debbie Wright
Betty McCue
Ted Diesenhaus
Nikkia Grant
Cynthia Ellison
Dorothy Niebrzydowski
Components
Enterprise
Customer
Compliance
Inventory Control
Registration
Title
Permits
Fiscal
Requirements Validation Sessions/Bus February 16th
* Based on DMV Executive Owner-Approved Requirements
February 11, 2010 27
Requirements Validation Sessions/Bus February 17th
Components
Driver/Credentialing
Driver/Sanctioning
Permit (Privilege)
License/Manage Regulated Businesses
Business Partner Services
Audit
Inspection and Enforcement
Hearing and Appeals
Records Management
Training
Participants
Joe Ciotto
Lynn Blackwell
Ann Howroyd
Rudy Supina
Bob Weber
Kathy Flanagan-Beal
Brian Clarke
Donald Bridge
Lynne Payne
Gayle Murphy
Bob McGarry
Betty McCue
Ted Diesenhaus
Cynthia Ellison
February 11, 2010 28
Requirements Validation Sessions/Bus February 18th
Components
Workflow/Case Management
Document Management
Forms and Correspondence
Business Rules
Appointments/Scheduling
Reports
Web/Portal
Interfaces
Participants
Core Team
February 11, 2010 29
CIVLS Technical Requirements Validation
Objective: Validate documented technical requirements
Date: February 19 8:30am – 12pm
Attendees: DoIT Staff –
Architecture, Computer Operations, Database Support, Directory & Messaging, DR/Business Continuity, Portal, Security, Storage Management, System Services, WAN-MAN, Wintel Support, Firewalls/Infrastructure
Date: February 19 12:30pm – 4:00pm
Attendees: DMV IST –
Application, Infrastructure
February 11, 2010 30
Objective: Validate documented technical requirements
Date: February 19 8:30am – 12pm
Attendees: DoIT Staff –
Andrew Vincens, Angela Taetz, Dan Riedinger, Dawn Percoski, Donald Heft, Eric Lindquist, Gary Clauss, Grace Nunes, Jacque Cassella, James Grochowski, Jeanne Lee, Joseph Wacht, Keith McHugh, Kirby Lewis, Marc D’Aloisio, Melissa Connery, Paul Denno, Paul Stevenson,
Salvatore Efici, Stephen Lynch
CIVLS Core Team –
David Lee, Leo Morris, Nancy Dumais
Technical Requirements Validation
February 11, 2010 31
Objective: Validate documented technical requirements
Date: February 19 8:30am – 12pm
DMV IST Session: Focus on infrastructure topics
Attendees: IST staff –
Anthony Franceschi, Dan Yoreo, Dick Poirier, Joe Servidone, Naveen Prathikantam,
Nick Demetriades
CIVLS Core Team –
David Lee, Leo Morris, Nancy Dumais
Technical Requirements Validation
February 11, 2010 32
Solution Overview and Validation
Objective of Solution Overview Review the solution “out of the box” which will:
Identify necessary legislative, regulatory and procedural
changes
Objective of Solution Validation
Review sessions to validate SAIC’S solution
approach to satisfying each business and technical
requirement
February 11, 2010 33
Organizational Change Management (OCM)
August 5, 2009 – USA Today
February 11, 2010 34
Definition of Organizational Change Management (OCM)
OCM is the organized, systematic application of
knowledge, tools, and resources of organizational
change that provide organizations with a key
process to achieve their business strategy.
It is a proactive methodology of addressing the
requirements of an organization and its key
stakeholders in the adoption of change.
February 11, 2010 35
Awareness communications inform stakeholders that change is going to happen and the underlying reasons for the change.
Desire focuses on stakeholder motivation to support and embrace change by addressing individual and group stakeholder benefits.
Knowledge provides the information necessary for stakeholders to understand how change will happen.
Ability focuses on communications that ensure stakeholders will have the necessary abilities and skills to be successful after the change has occurred.
Reinforcement communications are designed to support and reinforce change for sustainability.
ADKAR™ Model
Customized Communications Based on the ADKAR™ Model
February 11, 2010 36
Objective: List hardware/software/network configurations
Date: February 22 8:30am – 12pm
Attendees: DoIT Staff –
Andrew Vincens, Dan Riedinger, Dawn Percoski, Eric Lindquist, Jacque Cassella, Joseph Wacht, Keith McHugh, Kirby Lewis, Marc D’Aloisio, Melissa Connery, Paul Denno, Paul Stevenson,
Sal Efici
IST staff – Anthony Franceschi, Dan Yoreo, Dick Poirier,
Nick Demetriades
CIVLS Core Team –
David Lee, Leo Morris
Technical SVP: Hardware/Software Feb. 22 8:30 am – 12 pm
February 11, 2010 37
Objective: Review deployment activities
Date: February 22 12:30pm – 4pm
Attendees: DoIT Staff –
Dan Riedinger, Dawn Percoski, Eric Lindquist,
Jacque Cassella, James Grochowski, Keith McHugh, Kirby Lewis, Melissa Connery, Paul Denno,
Stephen Lynch
IST staff – Anthony Franceschi, Dan Yoreo, Dick Poirier,
Nick Demetriades
CIVLS Core Team –
David Lee, Leo Morris
Technical SVP: Application Deployment Feb. 22 12:30pm – 4pm
February 11, 2010 38
Objective: Review CIVLS enterprise-wide technical requirements
Date: February 23 8:30am – 12pm
Attendees: IST staff –
Anthony Franceschi, Dan Yoreo, Dick Poirier, Joe Servidone, Naveen Prathikantam,
Nick Demetriades
CIVLS Core Team –
David Lee, Leo Morris
Technical SVP: Enterprise Requirements Feb. 23 8:30am – 12pm
February 11, 2010 39
Objective: Review network/system/application level security; computer operations
Date: February 23 12:30pm – 4pm
Attendees: DoIT Staff –
Andrew Vincens, Dan Riedinger, Dawn Percoski, Eric Lindquist, Keith McHugh, Kirby Lewis, Marc D’Aloisio, Melissa Connery, Paul Denno,
Paul Stevenson
IST staff – Anthony Franceschi, Dan Yoreo, Dick Poirier, Nick Demetriades
CIVLS Core Team –
David Lee, Leo Morris
Technical SVP: Security & Operations Feb. 23 12:30pm – 4pm
February 11, 2010 40
Objective: Review channel requirements – Internet, Portal and others
Date: February 24 8:30am – 12pm
Attendees: DoIT Staff –
Angela Taetz, Jeanne Lee, Marc D’Aloisio, Melissa Connery, Paul Stevenson
IST staff – Anthony Franceschi, Dan Yoreo, Dick Poirier,
Nick Demetriades
CIVLS Core Team –
David Lee, Leo Morris
Technical SVP: Service Delivery Channels Feb. 24 8:30am – 12pm
February 11, 2010 41
Objective: Review products, data models and data migration requirements
Date: February 24 8:30am – 12pm
Attendees: DoIT Staff –
Donald Heft, Gary Clauss, Grace Nunes,
Melissa Connery, Stephen Lynch
IST staff – Dan Yoreo, Naveen Prathikantam, Nick Demetriades
CIVLS Core Team –
David Lee, Leo Morris, Nancy Dumais
Technical SVP: Data Requirements Feb. 24 12:30pm – 4pm
February 11, 2010 42
Objective: Review forms product and configuration requirements
Date: February 25 8:30am – 12pm
Attendees: DoIT Staff –
Angela Taetz, Jeanne Lee, Melissa Connery
IST staff – Nick Demetriades
CIVLS Core Team –
David Lee, Leo Morris
Technical SVP: Forms and Document Imaging Feb. 25 8:30am – 12pm
February 11, 2010 43
Objective: Review internal/external interfaces
Date: February 25 12:30pm – 4pm
Attendees: DoIT Staff –
Andrew Vincens, Jacque Cassella, Marc D’Aloisio, Melissa Connery, Paul Stevenson
IST staff – Anthony Franceschi, Dan Yoreo, Dick Poirier, Joe Servidone, Naveen Prathikantam,
Nick Demetriades
CIVLS Core Team –
David Lee, Leo Morris, Nancy Dumais
Technical SVP: Interface Requirements Feb. 25 12:30pm – 4pm
February 11, 2010 44
Objective: Wrap up outstanding issues
Date: February 26 8:30am – 12pm
Attendees: DoIT Staff –
Andrew Vincens, Angela Taetz, Dan Riedinger, Dawn Percoski, Donald Heft, Eric Lindquist, Gary Clauss, Grace Nunes, Jacque Cassella, James Grochowski, Jeanne Lee, Joseph Wacht, Keith McHugh, Kirby Lewis, Marc D’Aloisio, Melissa Connery, Paul Denno,
Paul Stevenson, Salvatore Efici, Stephen Lynch
IST staff – Anthony Franceschi, Dan Yoreo, Dick Poirier,
Joe Servidone, Naveen Prathikantam, Nick Demetriades
CIVLS Core Team –
David Lee, Leo Morris, Nancy Dumais
Technical SVP: IT Follow Up Feb. 26 8:30am – 12pm
February 11, 2010 45
SVP (Bus/IT): Data Cleansing & Conversion March 3rd
Objective: To develop a mutual understanding of Data Cleansing and Conversion, and to develop a first-cut data migration strategy/plan based on vendor experience and best practices from other states.
IT Manager: David Lee
Participants: Betty McCue
Nikkia Grant
Naveen Prathikantam
Dan Yoreo
Richard Landers
Adeel Anwar
February 11, 2010 46
Release 1 Scope Description
Release 1 Scope
Core Business Components
Core production application infrastructure
Enterprise level components
Customer components
Compliance components
Licensed/Managed Regulated Businesses
& Business Partner Services
Business Stakeholder/Interfaces
Fiscal management components
Hearings and appeals
Inventory
Internet self-service components
Internet web portal components
Supporting Components
Audit
Records management
Reporting
Business rules
Document management (pilot)
Case management
Forms and Correspondence
Appointments & Scheduling
Training
February 11, 2010 47
Release 1: Customer, License and Manage Regulated Businesses, and Fiscal
Feb. 23 - March 9
Participants: Ann Howroyd
Allyson Bruce
Rudy Supina
Lynn Blackwell
Kathy Flanagan-Beal
Brian Clarke
Elaine McDougal
Lauren Hangland
Kelly Manning
Gayle Murphy
Executive Owners: Ken Nappi, Richard Cosgrove, William Seymour,
Bill Callahan
Business Owners: Ann Howroyd, Allyson Bruce, Rudy Supina,
Lynn Blackwell, Kathy Flanagan-Beal
Bob Weber
Nikkia Grant
Inder Singh
Ted Diesenhaus
Betty McCue
Peter Leibovitz
Dan Yoreo
Naveen Prathikantam
Joe Ciotto
Lynne Payne
February 11, 2010 48
Release 1: Customer, License and Manage Regulated Businesses, and Fiscal
Feb. 23 - March 9
February 11, 2010 49
Release 1: Customer, License and Manage Regulated Businesses, and Fiscal
Feb. 23 - March 9
February 11, 2010 50
Release 2 Scope
Vehicle/Registration
Vehicle/Title
Permits
Inspections and Enforcement
Components introduced in prior releases
Release 2 Scope Description
February 11, 2010 51
Participants: Elaine McDougal
Donald Bridge
Debbie Wright
Bob Weber
Nancy Klemonski
Greg Kelly
Lynne Payne
Marcella Muhammad
Executive Owner: Ken Nappi
Business Owner: Elaine McDougal
Nikkia Grant
Betty McCue
Peter Leibovitz
Gayle Murphy
Ted Diesenhaus
Dorothy Niebrzydowski
Release 2: Vehicle March 16 – April 6
February 11, 2010 52
Release 2: Vehicle
March 16 – April 6
February 11, 2010 53
Release 2: Vehicle
March 16 – April 6
February 11, 2010 54
Release 3 Scope
Driver components
Sanctioning components
Components introduced in prior releases
Release 3 Scope Description
February 11, 2010 55
Participants: Kathy Flanagan-Beal
Lynn Blackwell
Toni Cole
Brian Clarke
Cynthia Ellison
Joe Ciotto
Cindy Zuerblis
Bob Weber
Lynne Payne
Executive Owner: Tom Ruby
Business Owner: Kathy Flanagan Beal (Sanctioning)
Lynn Blackwell (Credentialing)
Nikkia Grant
Betty McCue
Peter Leibovitz
Gayle Murphy
Naveen Prathikantam
55
Release 3: Drivers (Credentialing & Sanctioning)
April 13 – April 26
February 11, 2010 56
Release 3: Drivers (Credentialing & Sanctioning)
April 13 – April 26
February 11, 2010 57
Release 3: Drivers (Credentialing & Sanctioning)
April 13 – April 26
February 11, 2010 58
Solution Review Business: May 4 – May 6
Technical: May 18 – May 20
“Everybody thought Anybody could do it, but
Nobody realized that Everybody wouldn’t do it.
It ended up that Everybody blamed Somebody
when actually Nobody asked Anybody”
Time to Level Set!
February 11, 2010 59
Participants: Ted Diesenhaus
Betty McCue
Executive Owner: Bob McGarry
Business Owner: Bob McGarry
SVP: Training May 11
February 11, 2010 60
SVP: Internet Portal May 12
Now that we know what the new world looks like,
what can we push to the Web?
All business participants called back in
February 11, 2010 61
Next Steps
Refresh on DMV Requirements
Executives
Business Owners
Stewards
Documentation will be distributed via email
Communications
Steering Committee dates, times and locations, etc.
Project Update Board dates, times and locations, etc.
Business and Technical Session dates, times and locations, etc.
Questions: Contact Nancy Dumais
February 11, 2010 62
Questions?
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