Planning/Implementation Request for Certification and Release of Funds Form ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE PROJECT GOVERNANCE PROJECT NAME Parent Resources DATE 3/28/2018 LEAD AGENCY New Mexico Public Education Department (NMPED) OTHER AGENCIES None EXECUTIVE SPONSOR Ashley Eden, Director of Strategic Initiatives AGENCY HEAD Christopher Ruszkowski, Secretary of Education AGENCY CIO/IT LEAD Matt Goodlaw, NMPED Acting CIO PROJECT MANAGER Mark DeCamp PROJECT ABSTRACT (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT) The New Mexico Public Education Department (NMPED) is required by federal law, The Every Student Succeeds Act (ESSA), to report on the state-wide school accountability system (School Grades) in a way that is parent-friendly and widely accessible As New Mexico adapts and updates current School Grade Resources to comply with Federal law, NMPED is implementing an online school report and a personalized school grade video report, both to describe school grades to New Mexico parents This project is taking a two phased approach Phase focuses on publicly available information about school grading, with a planned go-live date of 6/30/2018 Phase 2, which will be certified at a later date, will further enhance the solution to include Personally Identifiable Information (PII) at the individual student level coming from the Partnership for Assessment of Readiness for College and Careers (PARCC) testing The NMPED has contracted (approved 3/13) with RESPEC, to subcontract with vendors: Spotlight and Tembo for the delivery of video-based reporting and interactive dashboard After parent demonstrations of the dashboard and videos, we have received Parent Report’s, feedback, and is already being compiled and shared The project is underway, meeting weekly, mitigating risks, and working toward our first deliverables Start Date Planned End Date 3/13/2018 6/30/2019 $234,768.25 Amount Requested this Certification Page Planning/Implementation Request for Certification and Release of Funds Form ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE Amount Previously Certified $177,453.75 Remaining Appropriation not Certified $0.00 Total Appropriated Amount $412,222.00 CERTIFICATION HISTORY (INCLUDE ANY PREVIOUS PROJECT OR PHASE CERTIFICATIONS) Date 2/28/2018 Amount $177,453.75 Funding Source(s) (use specific citations to laws, grants, etc.) PED Strategic Initiative Fund – Fund #84400 APPROPRIATION HISTORY (INCLUDE ALL FUNDING SOURCES, Fiscal Year FY18 Amount E G FEDERAL, STATE, COUNTY, MUNICIPAL LAWS OR GRANTS) Funding Source and Appropriation language $412,222.00 PED Strategic Initiative Fund – Fund #84400 PROPOSED MAJOR DELIVERABLE SCHEDULE AND PERFORMANCE MEASURES Major Project Deliverable and Performance Measure Project Management Configure Online Parent Reports (school Finder & School Reports) - ($65,037.50 + $75,000 annual license 2016-2017 School Grades Field Tests and Production of English Language Final 2016-17 School Grade Videos in English, Spanish and Navajo Budget Due Date 25,000.00 6/30/2018 140,000.00 6/15/2018 Project Phase All Phases Initiation Implementation Initiation Implementation 100,000.00 4/16//2018 Implementation 147,222.00 6/15/2018 Page Planning/Implementation Request for Certification and Release of Funds Form ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE BUDGET Comments: See details above IV&V is not included as there is an IV&V waiver Descriptio FY17& Prior FY18 FY19 FY20 FY21&After n Staff - Internal Project Management & Professional Services Hardware $412,222.00 Software TOTAL $412,222.00 IT SYSTEM ANALYSIS (ON THIS DOCUMENT, OR AS AN ATTACHMENT, PROVIDE A SUMMARY DESCRIPTION OF THE TECHNICAL ARCHITECTURE) A NMPED Generated, CSV, school performance file will be provided to the vendors via SFTP, annually Spotlight deploys stacks at AWS on demand through their automated Cloud Formation service and are maintaining approximately six independent stacks Each stack is multi-tenant with firewalls between tenants, which is the least expensive method to deploy infrastructure For the New Mexico project they are standing up a dedicated stack with its own AWS account for maximum security Spotlight’s Software as a Service (SaaS) is a Java-based platform, with a services-based architecture loosely coupled with RESTful APIs The topology of each stack is split such that each service can operate on its own machine, with auto-scaling clusters for each machine/service See below for details on the hardware requirements Page Planning/Implementation Request for Certification and Release of Funds Form ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE Tembo, Inc., Is hosted using a micro-service architecture powered by Docker using virtual resources on cloud-based hosting providers Tempo leverages Google’s Cloud Platform for simple control of all resources and services Using cloud-based resources allows for simple scaling and control and the most granular levels INTEROPERABILITY (DESCRIBE IF/HOW THIS PROJECT INTERFACES WITH EXISTING SYSTEMS/APPLICATIONS) PED school performance data files are shared with the vendors using an SFTP landing pad Tembo will produce school grade reports for each of New Mexico’s public schools from the NMPED Files These will be hosted in Tembo’s cloud-based hosting solution Spotlight will produce school grading videos, from that data, in English, Spanish, and Navajo for each of New Mexico’s public schools Spotlight will generate a unique link to each of the videos and supply the link to NMPED and Tembo for placement on their websites The Tembo dashboard will stream these videos for viewing with a browser on a pc or mobile device INDEPENDENT VERIFICATION & VALIDATION (INCLUDE SUMMARY OF THE LATEST IV & V REPORT) An IV & V Waiver was granted on 2/22/2018 Page Planning/Implementation Request for Certification and Release of Funds Form ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE SIGNIFICANT RISKS AND MITIGATION STRATEGY RISK 1: If NMPED data is not available or representative for Field Testing Prototype then the final video may be delayed MITIGATION 1: Contractor to provide data requirements immediately upon start of contract TRANSITION TO OPERATIONS: (DESCRIBE AGENCY PLAN TO MIGRATE PROJECT SOLUTION TO PRODUCTION INCLUDE AGENCY PLANS TO FUND AND MAINTAIN THIS PROJECT AFTER DEPLOYMENT ) Preliminary Operations location and staffing plans: Infrastructure support for the Parent Resource application will be provided by the Contractor systems and network administration teams, including the use of Software as a Service (SaaS) Data Security, Business Continuity: During Phase I, only publicly available information will be used Both vendors are providing business continuity with their solution via redundant servers on Amazon Web Services and Google Cloud Platform and scalability via elastic computing Data backup is provided Maintenance Strategy: This is a SaaS solution We will have maintenance and support contracts with vendors covering technical support, cloud based hosting and hosting maintenance Page ... Docker using virtual resources on cloud-based hosting providers Tempo leverages Google’s Cloud Platform for simple control of all resources and services Using cloud-based resources allows for... Appropriation not Certified $0.00 Total Appropriated Amount $412,222.00 CERTIFICATION HISTORY (INCLUDE ANY PREVIOUS PROJECT OR PHASE CERTIFICATIONS) Date 2/28/2018 Amount $177,453.75 Funding Source(s)... Implementation 100,000.00 4/16//2018 Implementation 147,222.00 6/15/2018 Page Planning/Implementation Request for Certification and Release of Funds Form ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES