NEW MEXICO State Personnel Office (SPO)

1. NEW MEXICOState Personnel Office (SPO) SPO Digitization and Modernization Project Project Certification – Initiation Phase Presented June 25, 2014

2. NEW MEXICOState Personnel OfficeSPO Digitization Project Introduction – Stakeholders Lead Agency • State Personnel Office (SPO) Other Agencies • State Records Center and Archives (SRCA) • Department of Information Technology (DoIT) Executive Sponsors • Justin Najaka, Interim Director • Nivia Thames, Deputy Director • Eve Banner, Chief Financial Officer Contract Project Manager • Jane Hamlet, CSW Enterprises, LLC

3. NEW MEXICOState Personnel OfficeSPO Digitization Project Background The State Personnel Office is responsible for the administration and oversight of the classified service personnel system which consists of approximately 18,000 state employees from approximately 68 executive state agencies, boards and commissions. A comprehensive system of human resource management is achieved through the integration of seven functional areas which are administered by the State Personnel Director with oversight by a five-member State Personnel Board. • Agency HR Services • Career Services • Shared HR Service • Compensation and Classification • Training and Development • Labor Relations • Adjudication

4. NEW MEXICOState Personnel OfficeSPO Digitization Project Business Problem • SPO must ensure personnel files are maintained for a period of fifty-five years. • Personnel files are at risk of being misplaced, destroyed or both before the disposition date because often the files do not follow employee’s transfer or are not properly retained after an employee separates. • High volume: In FY13 for example… • Over 17,500 classified employees • Average of 200 pages in each employees personnel record • Approximately 3,000 new hires/separations annually. • 5,728 job postings • Need to replace current manual processes which are costly and timely with automated processes.

5. NEW MEXICOState Personnel OfficeSPO Digitization Project Goals • The goals for this project are to digitize the personnel records across State of New Mexico executive branch agencies, to modernize the business processes within the State Personnel Office (SPO); and to provide oversight and uniformity in business practices with HR bureaus doing business with SPO. • Digitization is the process of converting information into a digital format. • Modernization is the practice of implementing best practices in business processes, while strategically aligning business and information systems.

6. NEW MEXICOState Personnel OfficeSPO Digitization Project Initiation Phase Objectives • Ensure compliance with the New Mexico Public Records Act; • Identify and report on best practices utilized by personnel offices from other states and digitization projects successfully implemented in other industries; • Initiate re-engineering for SPO business processes to include the creation of business process maps and descriptions, and business requirements; • Recommendations to improve workflow management; • Define success factors for SPO Digitization Project; • Draft Request for Proposals (RFP); • Facilitate the RFP process through vendor selection, Statement of Work (SOW) and contract development; • Support management of electronic records, per statutory requirements, codified as rules in records retention and disposition schedules administered by State Records Center and Archives (SCRA). Support management of electronic records in accordance with state and federal requirements; and • Adhere to State of New Mexico Application Architecture Standards that support executive management, IT functions and legal requirements.

7. NEW MEXICOState Personnel OfficeSPO Digitization Project Business and Technical Objectives • Implement an Electronic Content Management (ECM) to improve business workflow by digitizing personnel records. • Integrate Human Resource solutions such as PeopleSoft systems to: • Automate compensation and classification processes; • Eliminate number of manual paper-passes and errors for routine hiring, retention, transfers, training, and termination actions. • Implement automated solution for SPO Adjudication files such as a Legal Case Management system. • Ensure controlled security access to records from authenticated sources. • Centralize storage of Employee personnel files and ensure consistent organization/mapping of stored data within and across agencies. • Establish a disaster recovery plan.

8. NEW MEXICOState Personnel OfficeSPO Digitization Project Benefits • Reduced number of paper-passes for routine actions. • Uniformity of centralized personnel records. • Uniformity of business practices with HR bureaus across agencies. • Improved traceability and visibility for HR actions and decisions. • Ensure federal and state statutory requirements. • Modernized business practices with training. • Increase ability to evolving future business practices. • Increased ability to centrally manage personnel data and employee records. • Increased allowance for expansion.

9. NEW MEXICOState Personnel OfficeSPO Digitization Project Project Progress as 6/25/2014 • Contract Project Manager started 5/22/2014 • SPO Records Series Survey in progress • Business Process Mapping in progress • Project Charter completed

10. NEW MEXICOState Personnel OfficeSPO Digitization Project Proposed Major Deliverable Schedule and Performance Measures

11. NEW MEXICOState Personnel OfficeSPO Digitization Project Total Cost of Ownership

12. NEW MEXICOState Personnel OfficeSPO Digitization Project Appropriation History • Fiscal Year 2014 • Amount: $450,000 • Funding Source, Laws of 2014, Section 7

13. NEW MEXICOState Personnel OfficeSPO Digitization Project • Requesting Approval for Project Initiation Phase Certification and Release of Funds in the Amount of $220,000. THANK YOU!