Attachment A_Project Charter_Final.docx

Project Charter Driver License and Identification System Replacement Project

DISR Project Charter

VERSION 1.4

PATRICK MARCINKO

Attachment A to OregonBuys Bid #S-73000-00007868

The purpose of this project is to evaluate vendor(s) products and services, procure products and services then implement a new DPL solution/system to replace the existing system and provide “end to end” continuity for this mission critical process of taking customer photos, performing biometric identity checks, and applying data to an American Association of Motor Vehicle Administrators (AAMVA) compliant Driver Licenses/Identification (DL/ID) cards. Services will also include the production and distribution of DL/ID cards from a centralized location to the DMV customer(s).

The contract with the current vendor (Veridos) is set to expire on December 30, 2027. There is an option in the current contract to extend this mission critical service for up to three years to December 30, 2030; however, beyond this date there is no guarantee service will be provided by the vendor. Without contracted services the DMV will not be able to fulfil the legislative mandate for issuing driver licenses or ID cards.

Project Scope:

The scope of this project is to ensure continuity of services for the DPL system by:

· Engage effective business project stakeholders for the following:

· Develop “As-Is” and “To-Be” Business Process Maps

· Develop Use Case Diagrams – functional requirements of the system from a user’s perspective

· Develop Detailed List of Requirements

· Identifying a vendor/vendors solution(s) to provide basic critical end-to-end functionality for capturing information and photographic images of a customer required to produce a driver license or Identification card and its delivery to Oregonians applying for a driver license or ID card. Any vendor(s) selected will need to meet or exceed the current standards used by the existing DPL system as well as provide the service levels customers experience today. Any system chosen to replace the current DPL system must also meet the AAMVA standards.

· Prepare facial recognition data to be migrated from the current platform to the new platform (if needed)

· Configure the Commercial Off The Shelf (COTS) solution hosted in the “Vendor(s) Cloud” to align with current policy and business processes or modify existing policy or processes if needed

· Develop test scripts for testing end-to-end integration and User Acceptance Testing

· Develop training for end users in how to operate a new DPL system

· Develop training for technical users in how to trouble shoot any production issues that may occur after the DPL system has been transitioned to production

· Develop data security positions for the new DPL system

· Integration of the new DPL Solution with the existing “Core System” (OLIVR)

Project Scope To Be Determined:

· Any office modifications needed to accommodate new photo capture equipment.

Out of scope items include:

· Computer hardware, software or processes developed that are not directly associated with the process to capture information/data/images required for creating an Oregon driver license or Identification card

· Any use of information/data/images, captured by the DPL system, to be used outside the DMV driver license or Identification card process

Project Objectives

· Evaluate and implement system capabilities that would provide operational efficiencies and improved performance for issuing a driver license of Identification card.

This table represents the projected costs for this project’s implementation. There is no upfront cost for DMV to procure hardware or software, in the current contract, it is the vendor’s responsibility, and they get paid per card produced. The costs for ongoing support (maintenance, upgrades) and operations are also covered by the cost of each card produced. Currently, each card costs $2.88 to produce. Oregon DMV issued approximately 900,000 driver licenses and identification cards for approximately $2,592,000 in 2024. The intent is to continue using this type of model for this project.

Estimated cost summary for acquiring a new DPL solution:

IQMS

Total

Total Project Estimates

$2,292,548

*Note State Data Center (SDC) consulting external connectivity costs are based on the current hosting model and may change

Estimated 5-year operational costs

· Submit required Stage Gate project deliverables to Enterprise Information Services (EIS).

· Provides an IS-level of review of drafts of EIS-required Stage Gate project deliverables.

Provides direction to the project team to ensure project management processes, procedures, and best practices are being followed to ensure the project is successful.

· Coordinate with the ODOT Enterprise Technology (ET) Security Team and ODOT ET Network Team to review and approve the COTS vendor’s cloud-based asset management application environment architecture, ensuring it’s in conformance with ODOT ET’s architectural and security standards.

· Coordinate with IS and the COTS vendor on the development and execution of plans to migrate from existing legacy data sources to the COT vendor’s system.

Provide general technical oversight of the implementation of the COTS vendor’s system.

· Responsible for assigning development resources for:

· Technical Analysis

· Technical Design & Architecture

· Technical Development & Support

· Technical Testing

· Technical Documentation

Work with the project team to develop the System Security Plan and with the vendor(s) to develop the Cloud Work Book for the COTS solution in the “Vendor(s) Cloud” .

· 1st & 2nd Level support services for IT Devices (Print Servers, Desktop, Laptop, Smartphone, etc).

· Resolves most server-to-PC or Laptop connectivity issues.

· Configures client software, i.e., ODBC drivers, e-mail access, protocol adapters, etc.

· Performs initial installs of new software including configuration, testing and troubleshooting.

· Provides customers with information that would lead to efficient solutions for business needs.

· Responsible for ODOT office on-site hardware problem evaluation, analysis of error codes, physical repair, and replacement of PC, Server and network components.

· Work with the Business Guide to define Business Requirements.

· With assistance and support from the COTS vendor, perform business functional configuration of the solution/system to meet business needs.

· Work with the Business Guide and COTS vendor to develop, approve and execute a Test Plan for the implementation of the COTS vendor’s solution/system.

· Upon full implementation of the COTS vendor’s solution/system, work with the Business Guide to implement the previously anticipated and any newly identified business process changes that emerged during implementation.

A designated subset of the SMEs participates in the Train-the-Trainer sessions with the COTS vendor.

· Develop As-Is and To-Be Business Process Maps and Flows

· Define Business Requirements

· Identify and assist Business Staff to implement new business process changes that emerge upon implementation of the COTS vendor’s asset management system

· Coordinate with the vendor(s) to develop, approve and execute a Test Plan for the COTS solution in the “Vendor(s) Cloud”.

· Develops User Acceptance Test (UAT) scripts

· Executes the UAT scripts

· Participates in the resolution of defects found during UAT

Summary Schedule

Project Risks

The risks listed below are perceived risks this project could experience. They include and are not limited to:

· Potential for the contract negations take longer than expected.

· Resources (technical and business) available when needed during project execution.

· The project solution may be a multi-vendor solution vs. a single vendor solution requiring more time during the contract negotiation, implementation & integration, test and rollout phases.

· Technical experience and knowledge leave the agency due to resources retiring or resources moving on to other career positions.

· The solutions provided by vendors today may be very different from what DMV has today.

· Changes in policy, process or procedures resulting from the implementation of legislation and IT projects.

· Key business not available needed as Subject Matter Experts (SMEs)

· The solution may have embedded AI components that require more review prior to implementation.

· IT resource contention with other IT projects.

· May need to have the field offices modified to address any issues adding photo capture at each workstation location

Assumptions

The project team is proceeding under the following assumptions.

· The solicitation and implementation of the new solution will take place prior to the expiration of the legacy DPL contract.

· The new system must integrate with existing DMV OLIVR system.

· Over 21 million photos in the DMV DL/ID Issuance database will need to be migrated to the new solution to create the baseline for the facial recognition processes.

· The selected solution could be Software as a Services (SaaS) or cloud-based solution instead of being hosted in the State Data Center (SDC).

· The workstations may not need to be in the current production network domain.

· The Request for Proposal (RFP) will be drafted so that up to three vendors can be contracted to provide one or more of the three DPL solution aspects: 1) image capture and identity verification biometric checks; 2) biometric checks comparing a new photo against all photos stored in DMV records; and 3) card production and distribution.

· The project will be assigned resources according to the project priority assigned by the DMV User Council.

· The legacy contract has an expiration date of December 31, 2027. If ODOT leverages the full three-year extension option, the DPL solution must still be replaced by March 2028 to ensure continuity of service for issuing driver licenses and identification cards.

Stakeholders

Below is a high-level list of the stakeholders for this project. This list will be reviewed and updated as the project moves forward to ensure appropriate engagement and communication with ODOT Departments and if needed departments external to ODOT.

ODOT/DMV/Customer Services (CSG) - TBD ODOT/DMV/Field Services (FSG) – David McKay, Field Services Manager ODOT/DMV/Innovation and Planning (IAPG) - TBD ODOT/DMV/Program Services (PGSG) -TBD Department of Transportation (ODOT) Central Support Area(s) - TBD Other ODOT Divisions - TBD ODOT/Information Service Branch – Patrick Marcinko, Project Manager

Steering Committee

The Steering Committee for this project will be the DMV User Council and includes the following:

Shamus Hannan – Enterprise Applications Services - ODOT Jason Young – Information Systems Manager/ Information System - ODOT Bala Kothandapani – IT Business Relationship Manager – ODOT Susan Anderson – Business Continuity Manager Field Services – ODOT David McKay – Licensing and Permit Administrator – ODOT Stephanie Zellner – Business Operations Manager – ODOT

Project Sponsor

David Mckay - Driver & Motor Vehicle Services - ODOT

Project Manager

Patrick Marcinko Project Manager – Information Services Branch – ODOT

Sponsor Approval Signature

Name Date

Approved Project Charter Change Requests (Require approval of Steering Committee):

Driver License & Identification System Replacement (DISR) Project image1.jpeg