Oregon Parks & Recreation Department

Heritage Hub Scope Statement

Version 0.6 12/08/2025

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VERSION HISTORY

Version # Implemented

By

Revision

Date

Approved

By

Approval

Date Reason

0.5 Jim Stearman 12/08/2025 J Stearman 12/17/2025 Initial draft

0.6 Jim Stearman 12/17/2025 J Stearman 12/17/2025 Updated CCB decision revision

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TABLE OF CONTENTS

1 INTRODUCTION

1.1 Purpose of the Scope Statement

1.2 Definitions: MVP Scope and Phase 1 Optional Scope

1.3 Project Overview

1.4 Alignment with Governance and Other Management Plans

2 BUSINESS NEED

3 PRODUCT SCOPE

3.1 MVP Product Scope

3.2 Phase 1 Optional Product Scope (Funding Dependent)

3.3 Product Components Summary

4 PROJECT SCOPE

4.1 MVP Project Scope

4.2 Phase 1 Optional Project Scope (Funding Dependent)

4.3 Dependencies and Influencing Factors

5 DETAILED IN-SCOPE ELEMENTS

5.1 External Submission Capabilities (MVP)

5.2 Internal Case Management (MVP)

5.3 Resource Management (MVP)

5.4 GIS Integration and Spatial Analysis (MVP)

5.5 Notifications and Correspondence (MVP)

5.6 Administrative Module (MVP)

5.7 Reporting and Dashboards (MVP)

5.8 Fee Capability (MVP)

5.9 API Capability and Endpoint Development (MVP)

5.10 Data Migration (MVP)

5.11 Testing and Quality Assurance (MVP)

5.12 Training and Organizational Readiness (MVP)

5.13 Deployment and Stabilization (MVP)

5.14 Phase 1 Optional Scope Elements (Funding Dependent)

6 OUT-OF-SCOPE ELEMENTS

6.1 SHPO Program Modules Not Included in MVP or Phase 1 Optional Scope

6.2 Technical and Integration Elements Out-of-Scope for MVP

6.3 Data Migration Elements Out-of-Scope

6.4 Organizational and Operational Areas Out-of-Scope

6.5 Clarification of What is Not Out-of-Scope

7 ASSUMPTIONS

7.1 Program and Operational Assumptions

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7.2 Technical and System Assumptions

7.3 Data and Migration Assumptions

7.4 Procurement, Vendor, and Configuration Assumptions

7.5 Funding and Scope Expansion Assumptions

7.6 Governance and Oversight Assumptions

8 CONSTRAINTS

8.1 Technical and Infrastructure Constraints

8.2 Security and Confidentiality Constraints

8.3 Scope and Funding Constraints

8.4 Time, Resource, and Operational Constraints

8.5 Oversight and Governance Constraints

9 DELIVERABLES

9.1 MVP Deliverables

9.1.1 Submission Portal Deliverables

9.1.2 Internal Case Management Deliverables

9.1.3 Resource Management Deliverables

9.1.4 GIS and Spatial Analysis Tools

9.1.5 Notifications and Correspondence

9.1.6 Administrative Module

9.1.7 Reporting and Dashboards

9.2 Technical Platform Deliverables

9.2.1 API Capability

9.2.2 Hosting and Environment Setup

9.3 Data and Migration Deliverables

9.3.1 Data Migration Planning

9.3.2 Data Migration Execution

9.3.3 Data Validation

9.4 Testing Deliverables

9.4.1 Test Planning

9.4.2 Test Execution

9.4.3 Test Documentation

9.5 Training and Organizational Readiness Deliverables

9.5.1 Training Materials

9.5.2 Training Delivery

9.5.3 Organizational Readiness Activities

9.6 Deployment Deliverables

9.6.1 Deployment Planning

9.6.2 Deployment Execution

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9.6.3 Stabilization and Transition

9.7 Documentation Deliverables

9.8 Future Program Capability Deliverables (Funding Dependent)

10 SUCCESS CRITERIA

10.1 MVP Success Criteria

10.2 Phase 1 Optional Scope Success Considerations (Funding Dependent)

11 SCOPE APPROVAL

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1 INTRODUCTION

1.1 Purpose of the Scope Statement

The purpose of this Scope Statement is to define the boundaries, expectations, and deliverables for the Heritage

Hub Phase 1 effort, which includes the Heritage Hub Minimum Viable Product (MVP) and additional Phase 1

Optional Scope components that may be i ncluded if funding is approved. This document establishes a shared understanding of what the project will deliver, the work required to complete those deliverables, and the criteria used to verify and accept the completed scope .

The Scope Statement supports project governance by providing a foundational reference for requirements development, design, procurement, configuration, testing, schedule planning, change control, and Enterprise

Information Services (EIS) oversight. Once ap proved, this document becomes the authoritative baseline for evaluating proposed changes and ensuring alignment among the Project Sponsor, Product Owner (PO), Project

Owner, Steering Committee, program leadership, and technical teams .

1.2 Definitions: MVP Scope and Phase 1 Optional Scope

To ensure clarity and consistency throughout this document and across related project materials, the following terms are used:

MVP Scope

The MVP includes the capabilities, configurations, and deliverables that are required to support two core Oregon SHPO functions:

• The Review and Compliance (R & C) workflow.

• The Independent Survey submission and review process .

These elements constitute the minimum functional system required to replace legacy processes and modernize SHPO’s foundational compliance and survey operations .

Phase 1 Optional Scope

Phase 1 includes the MVP Scope plus two additional program areas that may be implemented only if agency leadership approves funding and authorizes work:

• The Oregon Archaeological Excavation Program

• The Oregon Qualified Archaeologist Program

These components are in scope for Phase 1 planning, but not in scope for MVP delivery .

Their implementation requires separate budget authorization and approval through change control.

1.3 Project Overview

The Heritage Hub Phase 1 effort will modernize key SHPO workflows by implementing a unified platform that supports project submissions, internal review, spatial analysis, resource management, notifications, correspondence, and administrative configuration. The MVP will establish the core system architecture, user interfaces, data structures, GIS tools, and administrative capabilities needed to support future expansion of additional SHPO program areas .

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Phase 1 Optional Scope components build upon this architecture but are not included in the initial configuration effort unless funded. The system will be deployed in an OPRD managed on premises environment and will utilize vendor tools and configuration ca pabilities proven in other states. The project will minimize custom development by aligning Oregon business processes with existing vendor solution features wherever feasible.

1.4 Alignment with Governance and Other Management Plans

This Scope Statement aligns with the Project Charter, Business Case, and Heritage Hub management plans, including:

• Schedule Management Plan

• Procurement Management Plan

• Vendor Management Plan

• Resource Management Plan

• Risk Management Plan

• Communications Management Plan

• Change Management Plan

• Organizational Change Management Plan

These documents collectively define project governance, constraints, decision -making processes, risk mitigation strategies, reporting expectations, change control procedures, and roles and responsibilities.

This Scope Statement also aligns with:

• EIS oversight requirements

• Independent Quality Management Services (IQMS) guidance

• Approved Change Requests and documented CCB decisions

Any adjustments to the scope defined in this document must be evaluated and approved through the formal change control process.

2 BUSINESS NEED

The Heritage Hub Phase 1 effort addresses long standing operational, regulatory, and technological challenges within the R & C and survey workflows of the Oregon State Historic Preservation Office (SHPO) . Current processes depend on aging databases, manual GIS reviews, email-based submissions, and fragmented file storage systems. These limitations reduce staff efficiency, increase the likelihood of inconsistent documentation, and make it difficult to maintain a complete and defensible audit trail for Sectio n 106 consultation, state archaeology laws, and internal quality expectations .

Demand for modern digital services continues to grow as federal agencies, local governments, consultants, tribes, and researchers increasingly expect online submission capabilities, transparent review status tracking, and consistent communication. Internal workloads have increased over time without a corresponding improvement in system support, resulting in workflow bottlenecks and additional administrative effort.

Modernization is also necessary to strengthen the protection of sensitive archaeological info rmation, ensure that data is handled securely, and enforce access requirements defined in OARRA and other confidentiality regulations.

The Heritage Hub MVP directly responds to these needs by replacing outdated processes with a unified system that integrates project submissions, internal review tools, GIS analysis, resource record management, notifications, and reporting. This modernizati on supports statewide technology goals by reducing technical debt, consolidating workflows, improving data governance, and implementing a scalable and maintainable platform aligned with state enterprise standards. The MVP provides essential capabilities ne eded to stabilize current operations and establishes the technical foundation required for future program expansion .

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Phase 1 Optional Scope components, such as the Oregon Archaeological Excavation Program and the Oregon Qualified Archaeologist Program, will benefit from the same platform once implemented. While these programs are not part of the MVP, including them as co nditional future components within Phase 1 ensures that the broader system vision remains cohesive and that SHPO can expand system functionality in an organized and cost-efficient manner when funding becomes available .

3 PRODUCT SCOPE

3.1 MVP Product Scope

The Heritage Hub MVP will deliver a modern, integrated software platform that supports the core functions of Oregon SHPO’s R & C workflow and Independent Survey process. The system will include a secure, web-based submission portal, internal case management tools, GIS integrated review features, resource management capabilities, automated notifications, customizable correspondence templates, reporting dashboards, and administrative tools that allow SHPO staff to co nfigure and maintain system settings .

External users will be able to submit R & C projects and standalone surveys, map project areas using GIS tools, upload required documentation and track the status of their submissions. Internal reviewers will use workflow tools to assign cases, conduct eva luations, perform GIS spatial analysis, draft determinations and findings, request additional information, and complete close out activities. Resource management tools will allow SHPO specialists to create, update, and maintain records for both built envir onment and archaeological resources and link them directly to relevant projects and surveys .

All MVP functionalities will rely primarily on configuration of the vendor’s established SHPO solution used in other states. Custom development will be minimized and pursued only when essential for regulatory compliance or critical program operations. The MVP serves as the found ation upon which future modules can be added while ensuring consistency, maintainability, and adherence to statewide technology standards .

3.2 Phase 1 Optional Product Scope (Funding Dependent)

In addition to the MVP, Phase 1 may include two optional program areas if agency leadership approves funding:

Oregon Archaeological Excavation Program

The system will include the capacity to support future workflows for archaeological excavation permitting, including application submission, review processes, documentation requirements, and record updates. These capabilities will not be configured or impl emented as part of the MVP and will be incorporated only if funding is made available.

Oregon Qualified Archaeologist Program

The system will include the capacity to support application intake, credential review, approval, renewal, and permission assignment associated with the Qualified Archaeologist Program. This program will not be delivered in the MVP and will be implemented o nly if adequate funding is provided.

Phase 1 Optional Scope elements are included to maintain architectural continuity and prepare SHPO for strategic expansion, but they are not included in the MVP deliverables unless formally approved through change control and accompanied by funding authori zation.

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3.3 Product Components Summary

Component Description

Submission Portal:

Supports external submission of Review and Compliance projects and standalone historic resource surveys. Users can map project areas, upload documents, provide resource data, and track submissions.

Case Management:

Provides internal reviewers with tools for workflow routing, assignment, commenting, documentation, effect findings, determinations of eligibility, agreements, and project close out.

Resource Management:

Allows creation, editing, and maintenance of built environment and archaeological resource records, including determinations of eligibility and links to case files.

GIS Tools:

Enables A cceptable Positional Error (APE) drawing of project boundaries, visualization of known resources, spatial analysis, buffering, and map-based review directly within the system.

Notifications and Correspondence:

Generates automated messages, reminders, letters, and communication prompts based on workflow activity and program requirements.

Agreements and Findings: Supports documentation and storage of effect findings, MOAs, PAs, stipulations, and related materials.

Reporting and Dashboards: Provides workload dashboards, performance metrics, summary reporting, and export options to support internal oversight and federal reporting needs .

Administration Module: Allow staff to manage user roles, permissions, OARRA based access controls, templates, form values, workflow settings, and system configuration .

API Capability (Platform Level) Allows controlled programmatic access to system data for future integrations. API integration work is not included in the MVP.

Fee Engine: Enables subscription -based fee capabilities and supports flexible fee configurations needed for project submission or system access.

Phase 1 Optional Program Capacity

High level capacity within the architecture to support future implementation of the Oregon Archaeological Excavation Program and Qualified Archaeologist Program if funding is approved

4 PROJECT SCOPE

The project scope defines the work required to deliver the Heritage Hub MVP and the potential Phase 1 Optional Scope components. It describes the activities that the project team, vendor, OPRD technical resources, and SHPO program staff will perform to con figure, deploy, and validate the system. This section also clarifies that the project will rely primarily on configuration of the vendor’s existing SHPO platform and will pursue custom development only when required for regulatory compliance or essential b usiness needs.

4.1 MVP Project Scope

The MVP project scope includes all activities required to implement the R & C workflow and the Independent Survey process on the selected Heritage Hub platform. These activities will be performed under the direction of the Project Sponsor, PO, Project Owner, Steering Committee, project team, and vendor implementation staff .

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Requirements Refinement and Validation

The project team will refine system requirements based on the Project Charter, Business Case, Review and Compliance MVP documentation, workflow analysis, gap analysis, and program input. Requirements will emphasize alignment with the vendor’s standard SHPO solution to reduce risk, cost, and maintenance burden .

System Configuration and Design

The vendor and project team will configure system components to support MVP functionality, including submission portals, internal case management tools, GIS functions, resource management features, notifications, correspondence templates, reporting dashboa rds, fee capabilities, and administrative settings.

Configuration will be prioritized over custom development to maintain consistency with the vendor’s proven architecture.

GIS Integration and Spatial Configuration

Data migration activities will involve identifying legacy data sources, performing profiling and cleaning, defining the project will configure spatial tools that allow users to map Areas of Potential Effect, visualize known resources, perform intersection and buffer analysis, and apply OARRA based controls for restricted archaeological layers. GIS services will be integ rated with the on-premises hosting environment .

Data Migration and Preparation

Legacy data needed to support Review and Compliance and Independent Survey operations will be identified, profiled, cleaned, transformed, migrated, and validated. The project team will collaborate with SHPO staff to review migrated records and ensure readi ness for operational use.

Testing and Quality Assurance

The project will conduct unit testing, system testing, integration testing, GIS validation, accessibility testing, security testing, and user acceptance testing. Testing will ensure that all workflows, data interactions, permissions, and functional behavio rs meet program expectations and statewide standards .

Training and Organization Readiness

Training materials, user guides, and external communication resources will be developed to support a smooth transition to the MVP. Training will be delivered to SHPO staff, and guidance will be provided to external users.

Updated standard operating procedu res will accompany the rollout .

Deployment and Stabilization

The project will prepare the on-premises environment, perform cutover tasks, validate system readiness, and support SHPO staff through an initial stabilization period. Post go live support activities will focus on resolving issues, monitoring performance, and transitioning the system to long term maintenance.

4.2 Phase 1 Optional Project Scope (Funding Dependent)

Phase 1 includes planning for the Oregon Archaeological Excavation Program and the Oregon Qualified Archaeologist Program, which may be implemented if agency leadership approves funding and authorizes work.

These components are part of the Phase 1 Optional Scope and will not be implemented as part of the MVP.

If funded, project activities may include:

Oregon Archaeological Excavation Program

• Requirements refinement for excavation permitting workflows

• Mapping of submission, review, approval, and documentation steps

• Data model updates, if needed

• Configuration of forms, review tools, routing rules, and reporting

• Integration with existing resource and GIS components

Oregon Qualified Archaeologist Program

• Requirements refinement for credential application and renewal workflows

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• Configuration of submission portals, reviewer tools, and administrative views

• Alignment of permission assignment with OARRA access controls

• Creation of reporting and tracking capabilities

No work on these programs will proceed unless a formal change request is approved and funding is authorized.

4.3 Dependencies and Influencing Factors

Successful delivery of the MVP and any Phase 1 Optional Scope components depends on several key factors:

• Vendor Configuration Capabilities

The project depends on the vendor’s ability to configure its standard SHPO platform to meet Oregon program needs with minimal customization. Oregon’s workflows may be adjusted where feasible to align with preexisting solution features.

• OARRA Permission Requirements

Access to archaeological data is governed by strict confidentiality rules. Implementation must incorporate OARRA based access controls during configuration, testing, and deployment.

• On Premises Hosting Environment

System installation, performance, security, and GIS capabilities depend on the readiness and capacity of OPRD’s on premises hosting environment .

• Program and SME Availability

Timely participation from program subject matter experts is required for requirements refinement, workflow validation, data preparation, testing, and organizational readiness activities.

• Funding for Phase 1 Optional Scope Components

Implementation of the Archaeological Excavation and Qualified Archaeologist programs is contingent on separate funding and approval. These components cannot be scheduled or executed without formal authorization.

5 DETAILED IN-SCOPE ELEMENTS

The following elements are included within the scope of the Heritage Hub Phase 1 effort. MVP components represent mandatory deliverables required to support the Review and Compliance workflow and the Independent Survey process. Phase 1 Optional Scope compo nents are included for planning purposes but will be implemented only if agency leadership approves funding through the formal change control process .

5.1 External Submission Capabilities (MVP)

Review and Compliance Project Submission

The system will support a fully digital submission process for Review and Compliance projects. This includes:

• Online project submission through a secure portal

• GIS based mapping of the Area of Potential Effect (APE)

• Upload capabilities for documentation, photos, and reports

• Entry of structured project data and required fields

• Ability for submitters to track project status

• Notifications for key workflow events

• Responding to internal reviewer requests for additional information

Independent Survey Submission

The system will support standalone survey submissions that are not attached to R & C cases. This includes :

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• Submission of surveys not associated with a R & C case

• GIS based mapping of survey areas and resource locations

• Uploading of survey forms, photos, and supporting documents

• Capturing resource information needed to create or update resource records

• Routing to internal SHPO reviewers

• Status tracking for external submitters

• Communication between submitters and internal reviewers

All external submission tools will follow the vendor’s configurable model to reduce implementation complexity.

5.2 Internal Case Management (MVP)

The system will include tools for SHPO staff to manage R & C and survey submissions end to end.

Functionality includes :

• Dashboards showing assigned work, pending tasks, and case load

• Workflow routing rules for assignment and escalation

• Internal commenting and documentation tools

• Request for Information (RFI ) creation and communication to submitters

• Determination drafting and approval tools

• Effect findings and agreement development

• Case close out workflows

• Secure storage of internal notes and review artifacts

Case management will be configured using the vendor’s established SHPO workflow framework .

5.3 Resource Management (MVP)

The system will contain tools for managing resource records associated with Review and Compliance and Independent Survey workflows, including:

• Creation and editing of built environment and archaeological resource records

• DOE (Determination of Eligibility) documentation

• Linking resources to related projects and surveys

• Updating records based on new survey or R & C findings

• Maintaining historical versions of resource data where supported

Archaeological resource data will be protected by OARRA based permissions.

5.4 GIS Integration and Spatial Analysis (MVP)

GIS integration is a core requirement of the MVP and will include :

• APE drawing and editing

• Visualization of known resources, surveys, and environmental layers

• Intersection and buffer analysis for project review

• Mapping tools available to both submitters and internal reviewers

• Secure display of restricted archaeological layers only to authorized users

• Exportable map products for documentation and consultation

All GIS capabilities must operate within OPRD’s on premises environment and comply with confidentiality rules.

5.5 Notifications and Correspondence (MVP)

The system will provide :

• Automated email notifications for submission, routing, review milestones, RFIs, and final determinations

• Template driven correspondence for findings, determinations, agreements, and general communication

• Logs of outgoing messages and interactions

• Configurable notification settings to meet program needs

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Templates will be maintained by SHPO administrative staff within the system

5.6 Administrative Module (MVP)

The administrative console will allow SHPO staff to manage :

• User account management

• Role and permission configuration

• OARRA -based access controls

• Workflow configuration settings

• Form fields, dropdowns, and validation rules

• Correspondence templates and rule management

• Fee configuration rules

• Reporting configuration

• System metadata

Administrative access will be restricted to authorized personnel .

5.7 Reporting and Dashboards (MVP)

The system will include reporting tools that provide :

• Case load dashboards for managers and reviewers

• Metrics on review timelines and workflow throughput

• Summary statistics for internal program monitoring

• Exportable datasets to support state and federal reporting

• Resource distribution and review patterns via GIS enabled reporting

• Performance metrics for management oversight

Reports must be configurable within the vendor’s standard reporting framework.

5.8 Fee Capability (MVP)

The system will include :

• Subscription based fee capability

• System configuration to support fee calculation rules

• Ability for the system to require payment prior to submission or access

The specific fee model and structure will be defined with program leadership and may evolve separately from core system development.

5.9 API Capability and Endpoint Development (MVP)

The MVP includes both the platform -level API capability and the development of required API endpoints needed to support core business functions. These endpoints will allow OPRD and vendor technical staff to connect the system to external processes in futur e phases.

During MVP delivery, the project will implement:

• API endpoints necessary to support OPRD fee processing workflows , enabling coordination with existing revenue systems used for monetary transactions

• API endpoints that establish foundational data exchange pathways with partner agencies such as the Bureau of Land Management and the U.S. Forest Service

• Authentication, logging, and security controls required for future integrations

• Documentation of available endpoints for future implementation work

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The MVP does not include development of full system -to-system integrations with external payment systems or external federal/state systems. Such integrations require separate funding, data agreements, and governance review. The MVP will ensure that all necessary endpoints exist so these integrations can be added efficiently in later phases.

5.10 Data Migration (MVP)

Data migration activities include :

• Inventory of legacy data sources

• Data profiling and cleansing

• Mapping data fields to the new system

• Transforming and loading R & C and survey data

• Migrating resource records where appropriate

• Validation and correction of migrated data

• Signoff by SHPO subject matter experts

• Data profiling and quality assessment

Only data needed to support MVP functionality will be migrated .

5.11 Testing and Quality Assurance (MVP)

Testing activities will include:

• Unit testing

• System testing

• Integration testing

• GIS functionality testing

• User Acceptance Testing (UAT) with SHPO staff and external representatives .

• Accessibility testing

• Security testing

Testing must confirm that workflows, data interactions, permissions, and performance meet program expectations .

5.12 Training and Organizational Readiness (MVP)

The project team will prepare :

• Training materials and user guides

• Administrative training for SHPO staff

• External user support resources

• Updated standard operating procedures

• Readiness assessments prior to go live

• Delivery of training sessions

• External user guidance

• Go live communications

Training must occur before deployment to ensure a smooth transition

5.13 Deployment and Stabilization (MVP)

Deployment activities include :

• Preparing the OPRD on premises technical environment

• Cutover planning and e xecuting the plan

• Migrating final data

• Validating system readiness

• Supporting SHPO staff through a stabilization period

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• Transitioning the system into operations and maintenance

• Installation and configuration of the system

• Go live validation

• Post implementation support

Post go live support will be coordinated with SHPO leadership.

5.14 Phase 1 Optional Scope Elements (Funding Dependent)

Phase 1 Optional Scope includes functionality beyond the MVP that may be implemented through formal change control and funding authorization.

Oregon Archaeological Excavation Program

If funded, the system may include support for:

• Excavation permit application submission

• Internal review and decision workflows

• Documentation, permit conditions, and monitoring requirements

• Integration with resource and GIS components

Oregon Qualified Archaeologist Program

If funded, the system may include support fo r:

• Application submission and credential review

• Approval and renewal workflows

• Documentation of qualifications

• Integration with OARRA based permission assignment

These components will not be implemented without funding and leadership approval .

6 OUT-OF-SCOPE ELEMENTS

The items in this section are not included in the Heritage Hub MVP and are not planned for implementation in Phase 1, unless explicitly identified as Phase 1 Optional Scope. Out -of-scope items are excluded from MVP delivery, configuration effort, testing cycles, data migration, schedule commitments, and deployment activities.

Their exclusion prevents scope creep and ens ures that project resources remain focused on delivering the required MVP functionality.

These items may be considered in future phases of the Heritage Hub program following separate scoping, planning, funding, and governance review.

6.1 SHPO Program Modules Not Included in MVP or Phase 1 Optional Scope

The following program areas are not part of the MVP and are not included in Phase 1 Optional Scope. They will require additional funding, planning, and authorization in later phases:

• Grants Program

• National Register Program

• Tax Incentives Program

• Certified Local Governments (CLG)

• Historic Cemeteries Program

• Historic Markers Program

• Standalone mobile surveyor tools not connected to R and C or Independent Survey

• Public facing search or discovery portals

• Full integration of public historic resource datasets beyond the MVP resource management needs

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These modules require dedicated workflows, data structures, review processes, and policy decisions that fall outside the current project’s approved scope .

6.2 Technical and Integration Elements Out-of-Scope for MVP

The following technical components will not be developed during MVP delivery:

• External system integrations using the API capability (The platform API is in scope, but no additional integrations will be configured or developed in MVP.)

• Integration with federal, tribal, or state partner systems such as external GIS platforms, permitting systems, or SHPO data repositories in other states.

• Custom-developed GIS tools beyond those supported by the vendor’s existing SHPO solution

(GIS configuration is in scope; custom GIS development is not.)

• Public web publishing or anonymous access to archaeological or built resource data (Prohibited by confidentiality requirements.)

• Automated data ingestion pipelines for consultants, agencies, or external partners.

6.3 Data Migration Elements Out-of-Scope

Only data required to support R & C and Independent Survey workflows will be migrated. Out -of-scope data includes:

• Data for future SHPO programs listed above

• Historical program archives not needed for operational continuity

• Non digital records not identified as essential for MVP processes

• Migration of legacy business processes that have been retired or replaced

Any additional data migration requests will require evaluation through formal change control.

6.4 Organizational and Operational Areas Out-of-Scope

The following activities or responsibilities are outside the scope of the MVP and Phase 1 Optional Scope:

• Development of new statewide policies, procedures, or administrative rules related to SHPO programs

• Operational staffing changes or reorganization within SHPO or OPRD

• Post implementation enhancements beyond the stabilization period

• Long term maintenance agreements outside the project’s implementation window

• Changes to federal or state regulatory frameworks

While the system may help support future operational improvements, the project does not include implementing policy or structural changes outside of project execution.

6.5 Clarification of What is Not Out-of-Scope

To maintain alignment with the CCB Scope Decision and prevent misinterpretation:

The following programs are not out of scope but are not included in the MVP .

• Oregon Archaeological Excavation Program

• Oregon Qualified Archaeologist Program

These are formally categorized as Phase 1 Optional Scope elements and may be implemented later only if funding is approved. Their capabilities will not be configured or delivered as part of the MVP.

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7 ASSUMPTIONS

The following assumptions form the basis for planning, executing, and governing the Heritage Hub MVP and Phase 1 Optional Scope. These assumptions represent conditions that must hold true for the project to succeed.

If any assumption becomes invalid, the p roject team will assess impacts and initiate change control as required .

7.1 Program and Operational Assumptions

• Program subject matter experts (SMEs) will be available throughout the project for requirements refinement, workflow validation, testing, training, and organizational readiness activities .

• R & C and Independent Survey business processes may be adjusted, where feasible, to fit the vendor’s existing SHPO solution to reduce custom development .

• External users will adapt to changes in submission processes associated with the new system, supported by communications and training materials .

• SHPO staff will use the new workflows and system capabilities as designed, ensuring that legacy processes are retired where appropriate

• Organizational readiness activities, including training and procedure updates, will be completed prior to deployment.

7.2 Technical and System Assumptions

• The vendor’s existing SHPO solution provides the functional capabilities required to meet Oregon’s MVP needs through configuration rather than custom development .

• The system will operate within OPRD’s on premises hosting environment and that environment will meet the vendor’s infrastructure, security, and performance requirements .

• GIS tools and spatial analysis capabilities will be fully supported within OPRD’s environment and integrated with the system’s internal workflows .

• The system will enforce OARRA based permissions to restrict archaeological data access and comply with state and federal confidentiality requirements.

• The MVP assumes that the vendor and/or OPRD technical teams will develop the necessary API endpoints required to support fee processing workflows and foundational data exchange with external agencies such as the Bureau of Land Management and the U.S. Fores t Service. These endpoints are required to prepare for interagency coordination and financial processing, even though full integrations will not be implemented during the MVP .

7.3 Data and Migration Assumptions

• Legacy data sources required for operational continuity will be accessible, exportable, and sufficiently complete for migration into the new system .

• Program staff will support data profiling, cleanup, and validation to ensure accuracy and usability of migrated data.

• Resource records, project submissions, and survey data needed for MVP workflows will exist in a condition that allows transformation and loading into the new system.

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• No additional data migration requests will be added without formal change control .

7.4 Procurement, Vendor, and Configuration Assumptions

• The vendor’s base SHPO solution contains core capabilities proven in other states, and Oregon’s implementation will primarily involve configuration rather than custom development .

• Any modifications determined to be essential for regulatory compliance will be evaluated through change control and incorporated only if they cannot be addressed through configuration or procedural adjustments.

• Vendor staff will be available for design sessions, configuration activities, data migration support, testing cycles, and go live preparation according to the project schedule.

• Procurement activities for Phase 1 Optional Scope components will occur only if funding is approved .

7.5 Funding and Scope Expansion Assumptions

• The Oregon Archaeological Excavation Program and the Oregon Qualified Archaeologist Program are included in scope only as conditional program expansion options. Implementation of these programs will occur only if adequate funding is approved by agency lead ership.

• Implementation of these optional programs will follow the same governance and oversight requirements as the MVP, including formal change control .

• The MVP shall remain limited to R & C and Independent Survey workflows unless modified by approved change requests .

7.6 Governance and Oversight Assumptions

• EIS oversight, Independent Quality Management Services involvement, and Steering Committee guidance will continue throughout the project.

• Change requests related to scope, schedule, or cost will follow the formal change management process and require approval from the Project Sponsor, PO, Project Owner, and Steering Committee.

• The project will continue to align with statewide technology standards, security requirements, and records management policies.

8 CONSTRAINTS

The Heritage Hub project must operate within several constraints that limit design choices, scheduling flexibility, implementation decisions, and expansion options. These constraints define boundaries that the project cannot change without formal governanc e approval and, in some cases, statutory or regulatory modification.

8.1 Technical and Infrastructure Constraints

While the MVP includes development of essential API endpoints, it does not include implementation of full integrations with external systems used for fee processing or interagency data exchange. Any such integration require separate scoping, data-sharing agreements, security review, funding authorization, and formal approval through the project’s change control process.

Additionally, these infrastructure constraints exists:

• On Premises Hosting Requirement The system must be deployed in OPRD’s on premises hosting environment. Cloud hosting is not permitted for this implementation, and all design decisions must align with internal infrastructure, Error! Unknown document property name.6 Page 19 of 25 security models, and operational support capabilities .

• Vendor Platform Architecture The selected vendor’s SHPO platform defines the functional framework for the system. Oregon must rely primarily on configuration rather than custom development, which limits the degree to which workflows can diverge from existing vendor capabilities .

• GIS Integration Limitations All GIS components must function within OPRD’s environment and integrate with the vendor’s supported spatial analysis tools. Any advanced GIS capabilities not provided by the vendor’s standard solution cannot be added without separate funding and approval .

• API Integration Boundaries While API capability must be provided by the platform, no integrations with external systems will be developed during the MVP unless separately funded. This constrains automation opportunities until future phases.

8.2 Security and Confidentiality Constraints

• OARRA Compliance Access to archaeological data must comply with the Oregon Archaeological Records Remote Access (OARRA) requirements and all federal and state confidentiality statutes. This restricts system design, user roles, GIS rendering, and reporting capabilities .

• Restricted Data Handling The system must prevent unauthorized access to sensitive archaeological information, which limits how data can be displayed, exported, or integrated with other systems .

• Auditability Requirements All actions related to Review and Compliance and Independent Survey workflows must be traceable through system level logging, restricting opportunities for anonymous or untracked operations .

8.3 Scope and Funding Constraints

• MVP Scope Boundaries The MVP is limited to R & C and Independent Survey workflows. No additional program areas may be added without approval through change control.

• Phase 1 Optional Scope Funding Requirement The Oregon Archaeological Excavation Program and Oregon Qualified Archaeologist Program may be considered for implementation only if additional funding is authorized by agency leadership. Their inclusion is constrained by both resource availability and pro ject governance.

• Limitation on Custom Development Custom development will be performed only when essential for compliance or critical operations. This constraint reduces the ability to modify system behavior for program preferences not supported by the vendor’s standard platform.

8.4 Time, Resource, and Operational Constraints

• Availability of Program Subject Matter Experts (SMEs) MVP implementation requires sustained SME involvement for requirements refinement, testing, validation, data migration, and training. Limited SME availability may impact workflow decision making and system readiness .

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• Operational Workload SHPO must continue regular Review and Compliance operations during project implementation, limiting staff availability and requiring careful scheduling of project activities .

• Project Schedule Milestones The project schedule is subject to statewide oversight checkpoints, vendor timelines, procurement processes, and EIS Stage Gate requirements, which constrain flexibility in scheduling and sequencing .

8.5 Oversight and Governance Constraints

• EIS Stage Gate Requirements Deliverables must meet EIS expectations for architecture, security, testing, data management, and project governance. These requirements may impose additional documentation or review cycles that affect timing and design decisions .

• IQMS Recommendations IQMS findings and recommendations must be considered and addressed, which may influence scope, sequencing, or approach .

• Formal Change Control Any modification to scope, schedule, cost, or solution design must follow the Change Management Plan.

This constrains the ability to make rapid or informal adjustments during implementation .

9 DELIVERABLES

This section defines the tangible products, configurations, documentation, and capabilities that will be produced as part of the Heritage Hub Phase 1 effort. Deliverables are divided into MVP Deliverables and Phase 1 Optional Deliverables , reflecting approved CCB decisions and funding dependencies .

All deliverables must be verified through acceptance processes and governed by the Change Management Plan .

9.1 MVP Deliverables

The MVP deliverables below represent all required outputs needed to support the Review and Compliance and Independent Survey workflows.

9.1.1 Submission Portal Deliverables

• Digital portal for Review and Compliance submissions with document upload and GIS APE mapping

• Standalone Independent Survey submission interface with GIS mapping tools

• Submission status tracking for external users

• Tools for external users to respond to Requests for Information (RFIs)

9.1.2 Internal Case Management Deliverables

• Configured workflows for routing, assignment, reviewer tasks, and case progression

• Tools for drafting determinations, effect findings, and agreements

• Case close -out workflows for Review and Compliance and Independent Survey processes

• Internal commenting, documentation, and annotation capabilities for SHPO reviewers

9.1.3 Resource Management Deliverables

• Interfaces for creating, editing, and maintaining resource records (built and archaeological

• Determination of Eligibility (DOE) documentation tools

• Linking resource records to Review and Compliance projects and surveys

• Mechanisms to update resources based on new survey or R&C findings

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9.1.4 GIS and Spatial Analysis Tools

• GIS tools for drawing and editing APE boundaries

• Spatial analysis functions include buffer, intersect, and resource visualization

• OARRA -compliant secure rendering of restricted archaeological layers

• Documentation describing GIS configuration, layer usage, and security controls

9.1.5 Notifications and Correspondence

• Automated notifications for submission confirmations, RFIs, review milestones, and case decisions

• Configurable correspondence templates for determinations, findings, agreements, and communications

• Logging of outbound messages for tracking and audit compliance

9.1.6 Administrative Module

• Role and permission structure, including OARRA -based access controls

• Configurable workflow and form settings for administrative staff

• Management of templates, lookup values, dropdowns, and standard text fields

• Fee configuration interface supporting SHPO fee rules and structures

9.1.7 Reporting and Dashboards

• Reviewer and manager dashboards displaying workload and case status

• Reporting tools for program metrics, throughput, and timeline monitoring

• Exportable datasets required for federal and state reporting

• GIS -enabled reporting views where applicable

9.2 Technical Platform Deliverables

9.2.1 API Capability

• API endpoints required to support OPRD fee processing workflows within OPRD’s revenue systems

• API endpoints enabling foundational data exchange with partner agencies (e.g., BLM, U.S. Forest

Service)

• Security, authentication, and logging configurations for API use

• Technical documentation of endpoints to support future integration work

9.2.2 Hosting and Environment Setup

• Installation and configuration of the system in OPRD’s on premises environment

• Security configuration including access controls, encryption settings, and logging

• Performance tuning and environment validation

9.3 Data and Migration Deliverables

9.3.1 Data Migration Planning

• Legacy data inventory

• Data profiling and quality assessment

• Data mapping between legacy systems and the new database

9.3.2 Data Migration Execution

• Transformation rules and scripts

• Migration of required Review and Compliance data

• Migration of Independent Survey data

• Resource record migration and validation

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9.3.3 Data Validation

• Staff review of migrated data

• Correction and remediation processes

• Final migration signoff

9.4 Testing Deliverables

9.4.1 Test Planning

• Test strategy and plan

• Testing schedule aligned with project milestones

9.4.2 Test Execution

• Unit testing

• System testing

• Integration testing

• GIS functionality testing

• User acceptance testing

• Accessibility testing

• Security testing

9.4.3 Test Documentation

• Test cases

• Defect reports

• Test summary reports including findings and resolutions

9.5 Training and Organizational Readiness Deliverables

9.5.1 Training Materials

• Internal staff training guides

• User manuals for Review and Compliance workflows

• User manuals for Independent Survey workflows

• External user guidance for online submissions

9.5.2 Training Delivery

• Instructor led training sessions for SHPO staff

• Recorded walk throughs or tutorials if required

• External user onboarding materials

9.5.3 Organizational Readiness Activities

• Updated standard operating procedures

• Communications to external stakeholders following Organizational Change Management

• Go live readiness assessments

9.6 Deployment Deliverables

9.6.1 Deployment Planning

• Cutover plan

• Deployment runbook

• Go live checklists

9.6.2 Deployment Execution

• Production environment configuration

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• Data migration execution

• System validation

• Launch of external submission portal and internal case management modules

9.6.3 Stabilization and Transition

• Hypercare support period

• Issue tracking and resolution

• Transition to operations and maintenance

9.7 Documentation Deliverables

• Requirements documentation including refined MVP requirements

• System configuration documentation

• Data migration documentation

• Security and permissions documentation

• API capability documentation

• Updated business workflows and process maps where viable

• Change control records and approved change requests

• Governance approvals and project decision logs

9.8 Future Program Capability Deliverables (Funding Dependent)

These deliverables are not included in the MVP , but the system will be architected to support them if funding is provided.

Oregon Archaeological Excavation Program

• Conceptual workflow mapping

• Data model alignment

• Preliminary configuration design

Oregon Qualified Archaeologist Program

• Conceptual credential workflow

• Preliminary data structure planning

• High level integration considerations with OARRA permissions

No development or configuration for these programs will occur without separate agency funding and formal approval.

10 SUCCESS CRITERIA

The Heritage Hub MVP will be considered successful when the system, processes, data, and organizational readiness outcomes meet the criteria established in this section. These criteria are used to evaluate solution quality, operational readiness, adoption, and alignment with the project’s business objectives.