Project Management Plan

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Project Management Plan


Statewide Interoperable Radio
Communications Internet Transport
System

(SIRCITS)


December 17, 2011



NM Department of Information Technology

Project Management Services

Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

May 31, 2011

i

D
OCUMENT
C
HANGE
I
NFORMATION


Version

Rev #

Date

Description

0001

000

01/14/2011

First draft

0002

000

5/31/2011

Updated for new administration; updated

attachments

0003

000

12/17/2011

Updated for new implementation strategy









Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

May 31, 2011

ii

Table of Contents

1

PROJECT OVERVIEW

................................
................................
...............................

1

1.1

Introduction

................................
................................
................................
..............
1

1.2

Current
State

................................
................................
................................
............
1

1.3

Future State

................................
................................
................................
..............
2

1.4

Needs
................................
................................
................................
........................
2

2

SCOPE

................................
................................
................................
........................

2

2.1

Justification

................................
................................
................................
..............
2

2.2

Business Objectives

................................
................................
................................
.
3

2.3

Technical Objectives

................................
................................
................................
3

2.4

Project Deliverables

................................
................................
................................
.
3

2.5

Product Deliverables

................................
................................
................................
5

2.6

Work Breakdown Structure

................................
................................
.....................
5

3

STRATEGY

................................
................................
................................
.................

7

3.1

Technical Stra
tegy

................................
................................
................................
...
7

3.2

Success Factors

................................
................................
................................
........
8

3.3

Method
s, Tools, and Techniques

................................
................................
.............
8

4

PROJECT ORGANIZATION

................................
................................
.......................

8

4.1

Stakeholders and Sponsors

................................
................................
......................
8

4.2

Project Team

................................
................................
................................
............
8

4.3

Organizational Structure

................................
................................
..........................
9

4.4

Organizational Boundaries, Interfaces, and Responsibilities

................................
..
9

4.5

Schedule

................................
................................
................................
...................
9

4.6

Training

................................
................................
................................
....................
9

4.7

Work Packages
................................
................................
................................
.........
9

4.8

Documentation

................................
................................
................................
.........
9

4.9

Technica
l Processes

................................
................................
................................
.
9

5

MANAGEMENT AND CONTR
OLS

................................
................................
..........

10

5.1

Management Objectives and Priorities

................................
................................
..
10

5.2

Assumptions

................................
................................
................................
...........
10

5.3

Constraints

................................
................................
................................
.............
10

5.4

Dependencies

................................
................................
................................
.........
11

5.5

Project Libraries

................................
................................
................................
.....
11

5.6

Staf
f Planning and Acquisition

................................
................................
..............
11

5.7

Product and Process Quality Assurance

................................
................................
11

5.8

Risk Management

................................
................................
................................
..
12

5.9

Conf
iguration Management

................................
................................
...................
13

5.10

Communications Management

................................
................................
..............
13

5.11

Procurement Management

................................
................................
.....................
13

Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

May 31, 2011

iii

5.12

Budget Management

................................
................................
..............................
13

5.13

B
udget and Resource Allocation

................................
................................
...........
14

5.14

Monitoring and Control Mechanisms

................................
................................
....
14

5.14.1

Project Approval

................................
................................
........................
14

5.14.2

Executive oversight

................................
................................
....................
14

5.
14.3

Federal Reporting
................................
................................
.......................
14

5.14.4

State Reporting
................................
................................
...........................
14

6

CLOSEDOWN

................................
................................
................................
..........

14

6.1

Administrati
ve Close

................................
................................
.............................
15

6.2

Contract Close

................................
................................
................................
........
15

7

ATTACHMENTS

................................
................................
................................
.......

16

Attachment A:
Digital microwave sites to be upgraded

................................
........................
17

Attachment B: 700MHz sites to be built
................................
................................
................
18

Attachment C: Reference Materials

................................
................................
.......................
19

Attachment D: Definitions and Acronyms

................................
................................
............
20

Attachment E: Directory Structure

................................
................................
........................
24



Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

1



Project Management Plan


1

PROJECT OVERVIEW

The
Department of Information Technology (DoIT)

has undertaken this project
to:



complete the Analog to Digital Microwave conversion



increase the backhaul

capacity, and



Implement a
700MHz
public safety
LTE
pilot system

in Albuquerque and Santa Fe.


The support begins with
the
signing of the Project Charter
and is completed
when
all microwave
sites have been upgraded and the 700 MHz system

is operable and li
censed by the FCC
.
The
team
s

assigned to this

project
will follow the documented processes and procedures that have
been established, approved, and are in keeping with the po
licies set forth.


Sources for funding this project include:


Type

Amount

Description

Federal Grant

$38,699,997

BTOP/NTIA award

State


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1.1

Introduction

This Project Management Plan has been established to set forth the guidelines, deliverables and
methods to be used in
up
-
grading 59 State microwave sites to 155 MB/s digital and to implement
the pilot public safety LTE system
.


This plan will be reviewed
periodically

to insure that the
methodologies and procedures are kept current. Version numbering as described later in the
document will be followed.

1.2

Current State

Microwave:

The State of New Mexico maintains
104
-
site

microwave

network

to support State
public safety and other State agencies
.
A portion of the microwave network has been
modernized from narrowband, analog microwave technology to modern digital technology, i.e.,
155MB/s capacity.
Fifty
-
nine

sites
remain

to be
mode
rnized, which will be accomplished under
the BTOP grant
.
The
modernization falls into two categories: 1) all sites will receive modern
digital microwave radio equipment and network equipment (routers) to operate at 155MB/s
throughput, and 2) some of the s
ite (33) will require some civil construction up
-
grades, i.e., new
towers, communications shelters, emerge
ncy power systems, and access road and site
improvements


Backhaul:

Currently the backhaul ca
pability on the state system varies from 1.5Mb to 155Mb
depending on location and is not sufficient, especially for outlying areas.

The modernization will
bring the whole network to 155MB/s data throughput rate, with the future potential to increase
Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

2


throughput to 600MB/s on selected network branches. In addit
ion, the network will be all IP
using MPLS as its network protocol. This modernization will allow the State to offer State
-
wide
broadband data service to a variety of State agencies and other Community Anchor Institutions
(CAI).


700MHz:

700 MHz LTE has b
een adopted by the public safety community as its standard for
broadband data service. The FCC has granted 21
licenses to assorted State, County, and Local
agencies to implement public safety LTE wireless networks, most of which are funded by BTOP
grant f
und. This includes the State of New Mexico. In addition, the FCC sold 700 MHz band
spectrum license to various
commercial
network operators



Verizon, AT&T, etc. Verizon has
recently (October 2011) initiated LTE service along the Rio Grande valley.



1.3

Future State

The goal of this project is to:



Complete the upgrade

of
the
5
9

microwave sites



Create a
state

wide

broadband network with a

capability
of al least

155Mb
/s



Deploy
a pilot,

700 MHz public safety broadband network in Albuquerque and Santa Fe.

1.4

Need
s

The following is a list of requirements for this project:



DoIT is acting as the Program Manager and Systems Integrator for the microwave
upgrade project, and as such, must provide the necessary project management and
technical expertise to implement
and control the effort within the grant period



The project must track and report all financials in accordance with Federal Grant
guidelines.



All contracts and purchases must be in compliance with state and departmental
regulations.



Detailed requirements fo
r each site and/or part of the project will be documented in
individual project folders.


2

SCOPE

This section will outline the justification, objectives, deliverables, and Work Breakdown
Structure (WBS) for the
SIRCITS

project.

2.1

Justification

The following t
able contains the business and technical justifications for this project:


Number

Description

1

Compliance with federal grant conditions pursuant to DoIT’s grant application
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Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

3


4

Ensure Digital technology compatibility with state and federal data, voice, and
fiber networks

5

Analog microwave equipment no longer being manufactured and does not
support new technologies

6

Public safety demand for
applications critical to serving the needs of the public;
applications demand technological upgrades

2.2

Business
Objectives

Number

Description

1

Completes the upgrade of DoIT’s statewide microwave communications system
and concurrently expands the capacity
of statewide backbone to 155 Mb which
will serve anchor institutions throughout the State, and be used by the State and
its partners to serve vulnerable populations, un
-
served and underserved areas, as
well as some tribal lands.

2

The last mile component
will deploy 700 MHz public safety grade broadband
networks in ABQ and SF that will be linked to the DMW backbone and will
become part of the future nationwide 700 MHz public safety interoperable
network.

2.3

Technical Objectives

Number

Description

1

Replace
all analog equipment with new digital equipment

with a data throughput
capacity of at least 155Mb/s
.

2


Replace digital microwave site infrastructure as necessary


radio towers,
communications shelters, emergency power systems
.


3

Increase backhaul
date throughput
capacity

to at least 155Mb/s


4

Deploy
a pilot
700 MHz LTE technology in Albuquerque and Santa Fe

that will
allow some level of public safety agency broadband data interoperability, will be
capable of being integrated into the Nation

wide
public safety LTE network,
and will be licensed for operation by the FCC
.

2.4

Project
Deliverables

The following chart outlines the project deliverables.


Item

Description

Project Charter

Defines project authority, governance and lays the foundation
for
elements to be addressed in the Project Plan.

Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

4


Item

Description

Project Plan

A formal, approved document used to guide both
project
execution

and
project control
. The primary uses of the project
plan are to document planning assumptions and decisions,
facilitate communication among stakeholders, and document
approved scope, cost, and schedule baselines.

QA Plan

A formal approved document used to guide required IV&V
activities. The primary uses of the QA Plan are to document
assumptions and decisions, facilitate communications among
stakeholders, and is the b
asis of reporting project oversight and
reporting to the Project Oversight and Compliance Branch
within the Department of Information Technology

Work Break Down Structure
(WBS)

Defines the
components of the projects consistent with federal
grant.


Project Workbook

The Project Workbook (PW) will include the following
components:

Risk Log


documenting the ongoing project risks with
corresponding contingency and mitigation plans;

Issues Log


Documenting the imminent and/or immediate
problems from the
ir occurrence to their resolution;

Action Item Log


All actions that must be accomplished with
their assignments, due dates, and completion dates;

Meeting Log


Documenting the date/time of meetings,
attendees, and any specific comments regarding the meet
ing;

Key Decisions


Documenting any key decisions made;

Change Log


Documenting changes from the original scope of
the project;

Work Breakdown Structure


Documenting at a high level the
tasks to be performed and their estimated times;

Parking Lot


Doc
umenting items that have been identified but
will be discussed at a later date;

Communication Plan


Documenting regularly scheduled
meetings and special planned communications;

Organization Chart


Documenting the governance structure for
the project;

Esc
alation Paths


Documenting the flow for escalating
problems that are encountered during the project.

Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

5


Item

Description

Design
-
Build

Contracts

and
State Pricing Agreements

Contracts including well defined deliverables, terms and
conditions must be
prepared

and
negotiated

by the

federal grant
program
manager, the grant
PI,

any other identified federal
entity, and any internal DoIT processes as directed by the
Secretary
.

These contracts and SPAs must allow the DMW
system to be designed and built in the time allowed under t
he
Federal Grant


three years from August 2010


Mem
orandum(s)

Of
Understanding (MOU)

Any agreements between parties, divisions, departments or other
St
ate entities.


Go/No Go Criteria

Criteria that will be established to drive a
ny

go/no go decision
s
t
hat need to be made
. All criteria must be addressed to the
satisfaction of
the Steering Committee.

Project Certification

Approval from the Project Oversight and Compliance Division,
Certification Committee that authorizes funding for the project.


2.5

Produ
ct Deliverables

The following chart outlines the Product Deliverables:


Number

Item

Description

1

Upgrade
59 microwave
network

sites

All 59 sites will receive modern digital microwave
radios and antennas. Approximately ½ of the sites will
have
substantial infrastructure up
-
grades


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2.6

Work
Breakdown Structure

Following is a high level WBS for the project.


Environment Assessments



Contract awards



Site surveys and reports

Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

6




Submission of Draft Environmental Assessment



Submission of Final Environmental Assessment



Award of Finding of No
Significant Impact (FONSI)

DMW Project Management and Systems Integration Strategy



Divide 59 sites into regions



Develop multi
-
contractor, series
-
parallel, design
-
build tasking strategy that allows all
59 sites to be up
-
graded in the allotted grant period o
f 36 months



Develop a just
-
in
-
time logistics strategy that allows equipment and hardware required
in the up
-
grades (radio kits, towers, shelters, etc.) to be supplied to the contractors
during construction



Define and form a DoIT project team that allows Do
IT to implement and oversee the
strategies defined above



Prepare task statements that become the basis for contractor and hardware vendor
RFPs and State Pricing Agreements



Define RFP/contract terms and conditions that meet design
-
build contract
requirement
s

DMW RFP



Release RFP



Evaluation of vendor quotes



Tentative Awards



Establishment of State Price Agreement



Refine contract deliverables



Issue Contracts

700MHz LTE RFP



Prequalify potential prime contractor/system integrators



Release RFP

for single prime contract



Evaluation of
PC/SI proposals


technical and cost



Select top candidate for negotiations



Finalize statement of work and contract requirements, and award contract

Form DoIT Project Team



Identify internal resources to be assigned t
o project within DoIT (staff matrixed to
project)



Identify external resources needed

o

Executive Approvals

o

Position Announcements

o

Interviews/Offering

o

Hire

DMW Implementation



Develop integrated project schedule and special plans


site survey plan, frequency
acquisition plan, radio kit fabrication plan, site equipment fabrication plan, logistics
plan, civil construction instructions, system test plan, system transition plan



Ensure that all site leases are current and valid so that construction permits can be
o
btained by contractors



Coordinate contractor access to all sites with all Federal, State, Local, and private site
leasors

Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

7




Coordinate multi
-
contract design
-
build activities



Perform all necessary DoIT review and approvals of all contractor deliverables


pla
ns, design, construction, tests, etc.



Coordinate and oversee all transitions from
existing site technology to new site
technology

700MHz LTE System Implementation



Ensure that PC/SI implements system in accordance with contacted schedule and
deliverable
standards and requirements



Define and document an operational concept for the pilot LTE system



Coordinate all activities required of the Grantee to obtain FCC licensing per the PSST
Spectrum Waiver requirements



Implement and coordinate a New Mexico
Broadband Executive Steering Committee
and a Technical User Committee that assist the State in defining governance and
technical requirements for the LTE system



Actively participate in the Waiver Recipient coordination groups which are
establishing the
req
uirements for public safety LTE broadband interoperability for the
near term (i.e., before a nationwide system is in
-
place) and far term


3

STRATEGY

This section will outline the life cycles, strategies, success factors, resources, and tools and
techniques f
or the project.

3.1

Technical Strategy

DMW System



To meet the limited grant timeframe for up
-
grading 59 microwave sites, DoIT
has decided to divided the State into regions and procure multiple design
-
build contractors,
assigned to separate regions to allow u
p
-
grade effort to take place in series
-
parallel. In addition,
to standardize radio and site infrastructure hardware, DoIT has decided to procure each type of
hardware from single vendors and supply the hardware items to the contractors as government
furni
shed equipment (GFE), on a just
-
in
-
time

basis. This strategy is believed to be the most
efficient approach to performing the effort in the time available, but it makes DoIT essentially
the Prime Contractor and Systems Integrator (PC/SI) for the DMW effort
. Thus, DoIT has
formed a project team that will allow us to plan, oversee, and coordinate the activities of three
design
-
build contractors (Aviat, Crestino, and TowerCom), and four primary GFE vendors
(Aviat for radio kits, Sabre for communications tower
s, Modular Connections for
communications/emergency generator shelters, and NGH for battery/rectifier system). The DoIT
Project Team is performing all of the top level project planning, scheduling, and coordination, as
well as, all of the expertise on the

existing systems which are being up
-
graded. The Project
Team is also directing all effort in forming the “broadband network” concept and in transitioning
current users to new
systems, and in introducing new users to the system.


700MHz Public Safety LTE
System



The LTE system will be procured from and implemented
by a single prime contractor/systems integrator (PC/SI). LTE is a relatively new wireless
technology and there are a very few suppliers of infrastructure equipment and a very few PC/SI
contract
ors with experience in implementing system for public safety purposes. Only four or
five public safety LTE systems are under contract at this time (none are yet operational) and a
Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

8


limited number of contractor teams bidding procurements. DoIT is procuring

the services of a
consulting firm with expertise in developing LTE procurement specification
s and will use this
firm to develop our RFP specifications and SOW. A pre
-
RFP qualifications process (TBD) will
be used to ensure that only qualified bidders are
allowed to submit proposals.

3.2

Success Factors

When the following items have been completed, the project will be considered finished and
successful:



Upgrades completed according to contract schedules and within the timelines set by the
grant authority



Upgrade and deployment completed within budget projections.

3.3

Methods, Tools, and Techniques

Members of the
project

team will perform their task
s in accordance with developed plans and
schedules, and

in the manner prescribed by the documented processes and p
rocedures.


4

PROJECT ORGANIZATION

This section shows the relationships among the major functions and activities, the structure,
boundaries, and delineates responsibilities.


4.1

Stakeholders and Sponsors

The following table shows the stakeholders and sponsors

by area and function:


Function/Activity

Position

Individual(s)

Executive Steering Committee

Chair


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4.2

Project Team

The following table shows the
primary
team assignments by
title

and major task:


Title

Management

Financial

Reporting

Technical

Principal Grant
Investigator

Darryl Ackley

Darryl Ackley

Darryl Ackley

Darryl Ackley

Project Manager

Woody Dyche



Woody Dyche

Operations
Manager

Vince Bradley



Vince Bradley

Financial

Mike Romero

Mike Romero


Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

9


Title

Management

Financial

Reporting

Technical

Coordinator

Business Analyst


Chad Lee

Chad Lee


Technical
Architect




Vince Bradley


4.3

Organizational Structure

The
project governance
organizational structure of the
project

can be found at Attachment
B.


4.4

Organizational
Boundaries
,

Interfaces
, and Responsibilities

The key interface between the organizations is between the
Pro
ject

Manager
,
the Principal
Investigator, the Technical Architect, and the area Project Managers
involved with the
project
.

The primary methods utilized will be the Status Report/Briefing, adhoc meetings, electronic
mail, and phone conversations. Interaction may occur

directly between the technical components
of both teams. However, task direction
to the contractors
can only come from the
Project

Manager

and the Operations Manager
. Final decisions will be made at the
Project

Manager
and/or Principal Investigator
leve
l
.

4.5

Schedule

The Project Schedules will be stored in the
IT Shared/Project Files/
SIRCITS
/Schedules
directory.
A Master Project Schedule will be developed and maintained by the Project Business
Analyst.
Individual
contractor
schedules will be updated by th
eir respective owners on an as
required basis.

4.6

Training

Specialized training for specific equipment must be obtained for the DoIT technical staff to
ensure operational readiness upon implementation. The specific training will be identified
during the desi
gn phase of the project.



4.7

Work Packages

The
basis of the work is

the requirements

found in
each Project Folder.

Each

task

will describe a
specific piece or

item of work to be performed.

4.8

Documentation

Project documentation falls into one of the following
categories:



Project Documentation



Transmittal information (memos, letters, receipts, etc.)



Project guidance (processes, procedures, etc.)


All of these will be under some level of identified CM control as identified in the next section.

4.9

Technical Process
es

Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

10


A variety of technical processes will be used throughout the life of this project and will be
contingent on what work/task is being performed.
The processes are defined in the various plans
and schedules developed for each of the design
-
build task areas,

e.g.,



DMW sites surveys



DMW RF design



DMW site civil construction



DMW RF system installation and test



DMW network integration and test



DMW system transition and cutover

In all cases, the work will be performed using industry standards and best practices.


5

MANAGEMENT AND CONTR
OLS

This section identifies the
G
oals
, Assumptions, Constraints, Dependencies
, and Controls

for the
SIRCITS

project.


5.1

Management Objectives and Priorities

The overall goal for
DoIT

is to provide

the requisite

Project Management
,
Systems Integration,

and Technical Support

services to
the
SIRCITS

project.



5.2

Assumptions

The following table is a list of assumptions for the project:


Number

Assumption

1

Allowable cash and in
-
kind match from r
emaining
appropriations as
identified in
the Project Initiation form

2

There will be a minimum number of restrictions and/or closures
encountered during construction


5.3

Constraints

The following table is a list of constraints for the project:


Number

Constrain
t

1

BTOP Grant award period


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Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

11


5.4

Dependencies

The following table is a list of dependencies for the
Broadband Mapping
project:


Number

Dependent on

1

Final annual
budget must be established

2

Grant Staffing must be hired and identified consultants must be engaged
(with qualified personnel); contractors hired following procurement;
FCC guidance regarding LTE and interoperability standards

3

MOUs and/or sharing
agreements among partners


5.5

Project
L
ibraries

The project libraries are stored in the IT Shared/Project Files directory.

5.6

Staff Planning and Acquisition

The
Project
Manager will be assigned from
the Department of Information Technology
. The
majority of the

technical staff assigned will be from the Department of Information Technology
Enterprise
Radio supplemented with a
dditional technical staff
which
will be contracted for
depending on the needed support.


Four

term positions have been approved and
have b
een assigned
. Th
ese are the

Project Manager
,
Woody Dyche
,
the Operations Manager, Vince Bradley, the

Business Analyst,

Chad Lee, and the

Financial Coordinator
, Mike Romero
.


Funds have also been allocated in the budget to contract for a Radio Frequency En
gineer to assist
with the development of the 700MHz RFP and to do the design of the 700MHz LTE system.


State Pricing Agreements are in
-
place for the three DMW design
-
build contractors, and four
DMW hardware vendors. A RFP is to be developed for the 700MH
z LTE prime contractor.

5.7

Product and Process Quality
Assurance

Product and Process Quality Assurance falls into two categories. The first is Quality Control
(QC)
which encompasses the physical quality of the products. This is provided by a series of
produ
ct checks done by various levels of reviews

and test. The l
evel of review will be
determined by the level of risk of errors. The second category is Quality Assurance
(QA)
which
is monitored and measured by an independent validation that work is being per
formed according
to documented processes and procedures.

The QA will be
performed by

an external vendor.


Reviews:

Reviews will be performed on a variety of levels
.

The following describe the major reviews
performed.


Requirements

All requirements will be reviewed by the
SIRCITS project

team
in

accordance with the
processes and procedures set forth for the project.


Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

12


Plans

There
are

several

major plans for the
SIRCITS

project as

follows:




Project Management Plan



DMW Master Project
Schedule



DMW Installation and Test Plan



DMW Transition and Cutover Plan



700MHz Public Safety LTE Operations Concept



Quality Assurance Plan


These plans will be review
ed

by the
Executive Steering Committee
and place
d

under CM
Control in accordance with the
documented processes and procedures set forth for the
project.


Go/NoGo Decisions

Go/No Go decisions will be reviewed by the Executive Steering Committee, documented
in the minutes, and tracked with the project schedule.


Milestones

Milestone reviews will be conducted
weekly at the PI Weekly Status Meeting
.


Senior Management

Senior management reviews are performed
on a
weekly

basis
as indicated above.


Testing:


The technical team will be responsible for developing
the DMW installati
on and
test plan for
each site.

Since all microwave radio kits are essentially the same, a single RF kit installation and
test will be suitable

A separate network integration and test plan will be developed and
executed to assess network integrity., an
d will as a separate system transition and cutover plan.
These latter plans are still in the development stages. T
est conditions
, as appropriate,

will be
executed until all tests pass prior to final signoff on the site for the
contractors
.


Quality Assuran
ce:

A contract
has

issued
a contract to POD Inc. for contract

IV&V State. Deliverables include the
development of a QA PMP, and initial assessment report and a series of interim reports due on a
bi
-
monthly basis. A final report on the project will be due

within 30 days of the end of the
project. These reports will be developed and submitted in keeping the guidelines established by
Project Oversight and Compliance.
Quality Assurance audits of processes and procedures will be
scheduled with the
Project Man
ager
. All discrepancies found will be brought to the attention of
Pro
ject

Manager
. Deviation Resolution and
Escalation

will be performed in accordance with
established procedures.

5.8

Risk Management

The
DoIT Executive

Steering Committee
and
SIRCITS

team
will
review project risk on a regular
basis. Any member of the team or the stakeholder can identify potential risks to the
Pro
ject
Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

13


Manager.

Risks are prioritized based on the potential likelihood of occurrence and/or severity of
the impact on the project
. These
risks

are entered into, and/or updated, in
Risk Log
.

When the
probability of a risk warrants, or in the event becomes real, a specific issue is entered into the
Issues Log

and is included as part of the discussions during the
SIRCITS

team meeting
s and
Executive Steering Committee meetings.

Effective communications and adherence to guidelines
will be essential elements in mitigating identified risks.

5.9

Configuration Management

Configuration Management (CM) is the process of organizing and managing c
hanges to
components. Effective CM helps members of a team retrieve and build versions in a consistent
and repeatable manner. Version control is the process of managing and maintaining multiple
revisions of the same file.
All discrepancies found will be
brought to the attention of the
Pro
ject

Manager.


For the DMW project, all hardware items have been “standardized.” These include the RF Kits,
radio towers, communications/emergency generator shelters, battery/rectifier systems, and
network routers. All
of these items will be entered into TBD


The following work products are designated as Configuration Items:


Category

Configuration Item

CM Mgr.

Plans

Project Management Plan

Project Manager

Quality Assurance Plan

QA Manager

Schedules

Upgrade

Project
Manager
(s)

QA

QA Manager

Memos

Various

Owner

Documentation

Meeting Minutes

Owner


5.10

Communications Management

The primary communication methods that will be used to control the project are the Status
Report and periodic team meetings.


SIRCITS

staff
team meeti
ngs will be conducted
as required, but at least
weekly
to review

project
schedule
,
action items, status of deliverables, and contingency plans.
.

5.11

Procurement Management

The Pro
ject

Manager and SIRCITS team members
will follow the documented
processes and
procedures for all procurement activities as outlined by DoIT
, State Purchasing,

and DFA.

5.12

Budget Management

The

DoIT BTOP

Program Manager and Financial
Coordinator

will have
primary responsibility
for budget oversight and reporting.
Budget s
tatus will be routinely reported to the Grant PI
during weekly status meetings
.
Grant reporting will be done in accordance with Federal Grant
Reporting requirements as well as those required by the New Mexico Office of Recovery and
Reinvestment. The PI w
ill also be responsible for tracking budget information that needs to be
reported to the Executive Steering Committee
.

Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

14



The Financial Coordinator
and Business Analyst
will be responsible for the developing the
Internal Purchase Request
s

(IPR
s
)
, Purchase Or
ders (POs), and for the initial processing of
Invoices. They will coordinate their activities with other DoIT staff responsible for the
processing of those items.

5.13

Budget and Resource Allocation

State personnel will report their time in accordance with the
ir organizations standard policies.

5.14

Monitoring and Control Mechanisms

There are several layers for monitoring and controlling the project.

5.14.1

Project Approval

The State of New Mexico has set forth requirements for what projects need to have special
approvals
and oversight. The project must present to the Project Certification Committee (PCC)
for the following phases of the project lifecycle: a) Initiation, b) Planning, c) Implementation,
and d) Closeout. Approval letters are furnished by the PCC to the proje
ct and to the Department
of Finance and Administration authorizing the release of funds to be used. Depending on the
length of the project, the project may also be required to provide periodic updates to the
committee.


5.14.2

Executive oversight

Each project has an Executive Steering Committee (ESC). This committee is comprised of
senior level staff selected from the major stakeholders group. The Esc will normally be briefed
on a monthly
basis;

however, a meeting may be called at any time to deal with major problems.

5.14.3

Federal Reporting

Reports are due to the NTIA Program Manager within thirty days of the end of the quarter. This
includes the
:



Federal Financial Report (FFR),



Federal Report 151
2, and



Progressive Progress Report
(PPR)
quarterly and annually.

Input for these reports will be coordinated between the Project Manager, Business Analyst, and
the Financial Coordinator

and the reports will be approved by the Principal Investigator prior
to
submission through Grants On
-
Line.

5.14.4

State Reporting

There are two primary reports produced for the State. The first is a financial report that must be
submitted to the Department of Finance and Administration, and the second is a project report
submitte
d to the Project Oversight and Compliance Division (within the Department of
Information Technology). Both reports are due by the 10
th

of each month.


6

CLOSEDOWN


Project Management Plan

SIRCITS

December 17, 2011

Department of Information Technology

15


The SIRCITS p
roject
will include both
administrative

and contractual closure.

Completing bo
th
sets of activities is a mandatory step in the project life cycle. Administrative activities complete
the internal needs for the Agency/Unit that is responsible for managing the project, such as
final
acceptance sig
n
-
off,
lessons learned, recording the
last hours against the pr
oject, and
transitioning project staff
to other assignments. Contractual
closeout activities include:

executing a procurement audit and formal accepta
nce of the product deliverables, ensuring
accurate invoices are received and pai
d on behalf of the vendor(s)
.


6.1

Administrative Close

This closure consists of verification that objectives and deliverables were met. Acceptance is
formalized and phase activities are administratively closed out.
Closure processes and
documentation will include: lessons learned, final project plan, updated product and document
reports, final product specifications, release of technical team resources, execution of quality
survey,
presentation

of a formal project ac
ceptance letter to the Project Sponsor for signature
,

and final presentation to the Project Certification Committee.


6.2


Contract Close

Contract closure will include verification that all deliverables have been accepted, collect any
buyer provided equipment
and materials, reconciliation of final billing invoice
s
, final vendor
payment(s) and formal closure of any existing contract
s
.



16


7

ATTACHMENTS


A.

DMW Site List


B.

700MHz Site List


C.

Reference Materials


D.

Definitions and
Acronyms


E.

Project Organization Chart


F.

Directory Structure




17


Attachment A:
Digital microwave sites to be upgraded


Site No.

Site Name

Site No.

Site Name

1

Alamagordo SP

31

Las Vegas Air

2

Albuquerque NOAA

32

Las Vegas RCB

3

Albuquerque RCB

33

Las Vegas SP 2 (New site)

4

Albuquerque SP

34

Little Florida

5

Apache Springs

35

Maljamar

6

Benson Ridge

36

Miami Mesa

7

Bernal (aka Starvation Peak)

37

Milan HD

8

Blanco Trading Post

38

Moon Ranch

9

Buck Mountain

39

Palomas

10

Capilla Peak

40

Rabbit

11

Carlsbad East

41

Raton SP

12

Carlsbad Living Desert

42

Rio Puerco

13

Cathey Ridge

43

Roswell HD

14

Cedar Point

44

Roy

15

Cedro Peak

45

San Antonio Mountain

16

Cerro Pelon

46

Sandia Crest

17

Claud

47

Santa Fe RCB

18

Clayton HD Yard

48

Sierra Grande

19

Comanche Hill

49

Socorro Forestry

20

Coyote West

50

Socorro Mtn.

21

Elida

51

Socorro SP

22

Espanola SP

52

South Mesa

23

Eureka

53

Taos SP

24

Farmington SP

54

Taos Sub

25

Gallinas

55

Tesuque Peak

26

Gila Regional Med. Center

56

Touch Me Not

27

High Lonesome

57

Tucumcari SP

28

Huerfano Mesa

58

Turkey Mountain

29

La Mosca

59

West Mesa

30

Las Cruces SP (New)










18


Attachment B:
700MHz sites to be built


Site No.

City

Site Name

1

Albuquerque

Crown Castle Site #807388

2

Albuquerque

Fire Academy

3

Albuquerque

7400 I
-
25 E. Frontage RD, ALBQ Radio Control Bureau

4

Albuquerque

NOAA 2341

Clark Carr LP Airport

6

Albuquerque

KNME Ch. 5 Albq.NM

7

Albuquerque

Crown Castle Site #807403

8

Albuquerque

American Tower Site #83153

9

Albuquerque

Bank of the West

10

Albuquerque

American Tower Site #83153 Juan Tabo / I
-
40

11

Santa Fe

PNM Dump
Site

12

Santa Fe

NM

Department Of Corrections

13

Santa Fe

Santa Fe Radio Control Bureau

14

Santa Fe

Bataan Bldg






19



Attachment C:
Reference Materials


D
ocuments that may be applicable include:




Federal guide
-
financial reporting



Federal guide
-

changes






20


Attachment D:
D
efinitions and Acronyms


Term/Acronym

Definition

Activity

A major unit of work to be completed in achieving the objectives of a
project. An activity has precise starting and ending dates, incorporates a
set of tasks to be
completed, consumes resources, and results in work
products. An activity may contain other activities in a hierarchical manner.

ALB700

Albuquerque 700 MHz

Baseline

A work product that has been formally reviewed and agreed upon, and that
can be changed o
nly through formal change control procedures. A base
line work product may form the basis for further work activity(s).

CBA

Cost Benefit Analysis

CCB

Configuration Control Board

CCI

Configuration Control Item

CM

Configuration Management

Customer

The
individual or organization that specifies and accepts the project
deliverables. The customer may be internal or external to the parent
organization of the project, and may or may not be the end user of the
software product. A financial transaction betwee
n customer and developer
is not necessarily implied.

EA

Environmental Assessment

ESC

Executive Steering Committee

FONSI

Findings of no substantial impact

IV&V

Independent Validation and Verification

IV&V

Independent Verification and Validation

LTE

Long Term Evolution

Middle Mile

A
broadband infrastructure project that does not predominantly provide
broadband service to end users or to end
-
user devices, and may include
interoffice transport, backhaul, Internet connectivity, or special access.
These
terms refer to infrastructure needed to connect COs, POP, hubs or
data centers to each other. Middle Mile can also refer to mobile base
station backhaul infrastructure and connectivity to the Internet backbone.



21


Term/Acronym

Definition

NMDMW

New Mexico Digital MicroWave

NMORR

New Mexico Office of Recovery and Reinvestment

O&M

Operations and Maintenance

PCC

Project Certification Committee

PI

Principal Investigator

PM

Project Manager

POCD

Project Oversight and Compliance Division

Project

The set of all project functions,
activities, and tasks both technical and
managerial, required to satisfy the terms and conditions of the project
agreement. A software project may be self
-
contained or may be part of a
larger project. A software project may span only a portion of the sof
tware
product lifecycle.

Project deliverable

The work product(s) to be delivered to the customer. The quantities,
delivery dates, and delivery locations are specified in the project
agreement.

Project function

An activity that spans the entire duration
of a software project. Examples
of project functions include project management, configuration
management, quality assurance, and verification and validation.

Project
management

The process of planning, organizing, staffing, monitoring, controlling, and
leading a software project.

Project
management plan

The controlling document for managing a project. A project management
plan defines the technical and managerial project functions, activities, and
tasks necessary to satisfy the requirements of a projec
t, as defined in the
project agreement.

QA

Quality Assurance

Review

A meeting at which a work product or a set of work products is presented
to project personnel, managers, users, customers, or other interested parties
for comment or approval.

RM

Requirements Management

RTS

Requirements Tracking System



22


Term/Acronym

Definition

SF700

Santa Fe 700 MHz

SIRCITS

Statewide Interoperable Radio Communications Internet Transport System

SOW

Statement of Work

Task

The smallest unit of work subject to management accountability.
A task is
a well
-
defined work assignment for one or more project members. The
specification of work to be accomplished in completing a task is
documented in a work package. Related tasks are usually grouped to form
activities.

TL

Team Leader

WBS

Work B
reakdown Structure

Work package

A specification for the work to be accomplished in completing an activity
or task. A work package defines the work product(s), the staffing
requirements, the expected duration, the resources to be used, the
acceptance crit
eria for the work products, the name of the responsible
individual, and any special considerations for the work.

Work product

any tangible item that results from a project function, activity, or task.
Examples of work products include customer requiremen
ts, project plan,
functions specifications, design documents, source and object code, users
manuals, installation instructions, test plans, maintenance procedures,
meeting minutes, scheduled, budgets, and problem reports. Some subset of
the work products
will for the set of project deliverables.




23



Attachment E:
Project Organization Structure
Principal Investigator
Darryl Ackley
Cabinet Secretary
,
Department of Information
Technology
Lance Johnson
NTIA
Program Manager
DoIT Counsel

Executive Steering
Committee

Business Analyst

Financial Coordinator

Program Manager

Radio Freq
Engineer
Contract Vendors

Project Counsel

IV
&
V

Project Oversight
&
Compliance

A
/
O II
Budgets
Stephanie
Gallegos
Reporting
Radio Group

Procurement
Support

Term Positions

Contract Positions

Legend
DoIT Positions

Works For
Works With


24


Attachment
E
:
Directory Structure


While directories can be added as needed, the following basic directory structure
will be utilized for regular
project documents:


The following directory will be established with the P
ro
ject

M
anager

as the primary user due to the
confidentiality of the documents.


Directory Levels


Security
Level

IT Shared





Project
Files






SIRCITS