Project Investment Justification
Licensing System Implementation
HS20003
Department of Health Services
Contents
1. General Information 2
2. Meeting Pre-Work 2
3. Pre-PIJ/Assessment 4
4. Project 4
5. Schedule 6
6. Impact 7
7. Budget 7
8. Technology 8
9. Security 11
10. Areas of Impact 12
11. Financials 13
12. Project Success 20
13. Conditions 20
14. Oversight Summary 20
15. PIJ Review Checklist 22
1
2
1. GENERAL INFORMATION
PIJ ID: HS20003
PIJ Name: Licensing System Implementation
Account: Department of Health Services
Business Unit Requesting: Division of Licensing
Sponsor: Colby Bower
Sponsor Title: Assistant Director, Division of Licensing
Sponsor Email: [email protected]
Sponsor Phone: (602) 542-6383
2. MEETING PRE-WORK
2.1 What is the operational issue or business need that the Agency is trying to solve? (i.e....current process is
manual, which increases resource time/costs to the State/Agency, and leads to errors…):
In 2011, the Arizona Department of Health Services (ADHS) was tasked with implementing the Arizona Medical
Marijuana Act. The voter initiative gave ADHS 120 days to develop a comprehensive Medical Marijuana (MM)
system to support the program implementation. During the program planning and implementation period minimal
historical data was available to forecast the number of customers, the system’s load characteristics, usability
requirements (e.g. user stories, business requirements) and other critical factors that would traditionally be
available in advance when architecting a system of this magnitude, criticality, and visibility. ADHS developed a
web-based MM System being completed concurrently with the generation of the rules and characteristics that
defined the requirements of the MM System. For licensed individuals, the current system leverages an online
application process that results in a printed card being issued to all cardholders. For licensed facilities, all initial
and renewal applications for medical marijuana facilities (dispensaries, cultivation sites, kitchens, and laboratories)
must be submitted through a paper process. While there is no electronic application for licensed facilities, the
program does have to rely on approximately 19 separate applications to conduct our various regulatory
responsibilities.
This project seeks to leverage newer technology and replace all paper and printing processes associated with the
current system. The current printing procedures to create cards are incredibly labor-intensive and costly.
Currently, the program processes approximately 1,250 applications a day resulting in printing and mailing the cards
the following day. To produce the cards, there are 4 computers with card printers and specialized software. Six
staff members work collectively all day to print the cards, print the approval letter associated with the card and
then place them in envelopes for mailing. Due to the size of printing operation ADHS has dedicated a room that
stores the equipment and supplies. Each month the MM program uses approximately 25,000 blank cards, 25,000
envelopes, 25,000 pieces of copy paper, 62 rolls of laminate and 62 rolls of print ribbon. The program must order
supplies 6 months in advance and store them to meet the demands of the printing operation.
In addition to the agency's burden with printing cards for individual licensees, the user community continually
requests the implementation of a digital card. The digital card will allow cardholders to have their license instantly
eliminating an approximate week time delay caused by physical mailing the card. Thus, allowing patients to have
access to their medicine more quickly. The intention of ADHS is to implement a user portal allowing the licensee
access to their digital card. Additional functionality will be contained in the user portal such as, current application
status, allowing for submittal of renewal applications, MM purchase history and card history.
3
2.2 How will solving this issue or addressing this need benefit the State or the Agency?
The intention of this project is to deliver a Medical Marijuana System that will replace the current Licensing
Division Application processes related to the Medical Marijuana Program that will technically, operationally, and
financially improve the Program. A new System will provide the user community with the key functionalities of a
modern web-based system. This new System will be inclusive of current business tasks that are manual,
postponed, and or managed in auxiliary Systems. A new System will provide a user interface and application
workflows that will mirror the business processes and procedures that will eventually increase overall functionality
and customer and agency satisfaction. Providing a digital card solution will alleviate the cost and burden of
printing, support digital government services by not sending the cards and paper, and provide the citizens with the
requested functionality.
A digital card will eliminate the need for individuals to apply for lost or stolen cards. Providing cardholders with a
portal to view their allotments and transaction history will provide a self-service solution that immediately meets
their needs. By leveraging available technology to implement a new fully electronic MM system, including the
digital card, the licensees will receive their license more quickly. In addition to the cardholder benefit, ADHS will
experience a decrease in operations associated with printing and mailing the physical cards. By implementing a
user portal the licensee will have access to additional information that currently requires the individual to call the
program or visit a dispensary. This will enable the licensee to view additional information themselves and reduce
the number of calls received by the program. Surveyors will have an electronic survey tool, which will allow them
to complete and send Statements of Deficiencies to licensees more quickly, lowering the time it will take the
facilities to correct the deficiencies, thus improving health and safety. Having one comprehensive and intuitive
system will also help the agency train new employees more quickly, consistently, and efficiently.
2.3 Describe the proposed solution to this business need.
The ADHS mission is to work with the agency stakeholders and external partners to identify emerging technologies
and best practices and to apply them to departmental business and program needs. This project will align with the
agency’s goals to provide services to the public utilizing standardized and industry-proven technology. The ADHS
vision is to provide the Licensing Department with a secure, highly available, agile, and mobile Information
Technology services stack. ADHS is aware that a new design and updated technical infrastructure will be the
culmination of various technologies and architectures. This MM system project will use an application service
provider model that will create a separation of duties relating to the application’s functions allowing for
application scalability, increased security, better performance, and reliability. The primary goal of the MM system
is to ensure a ten-year life span. This will enable the department to continue meeting the increasing demands of
the program's services in a more timely and efficient manner.
2.4 Has the existing technology environment, into which the proposed solution will be implemented, been
documented?
Yes
2.4a Please describe the existing technology environment into which the proposed solution will be implemented.
2.5 Have the business requirements been gathered, along with any technology requirements that have been
identified?
Yes
2.5a Please explain below why the requirements are not available.
3. PRE-PIJ/ASSESSMENT
4
3.1 Are you submitting this as a Pre-PIJ in order to issue a Request for Proposal (RFP) to evaluate options and select
a solution that meets the project requirements?
No
3.1a Is the final Statement of Work (SOW) for the RFP available for review?
3.2 Will you be completing an assessment/Pilot/RFP phase, i.e. an evaluation by a vendor, 3rd party or your
agency, of the current state, needs, & desired future state, in order to determine the cost, effort, approach and/or
feasibility of a project?
Yes
3.2a Describe the reason for completing the assessment/pilot/RFP and the expected deliverables.
The scope of this assessment is the discovery process to determine the scope, business and system requirements,
architecture, data sources, and further planning around the first two releases for the implementation (Release 1a:
estimated Nov 2019) of Cardholder Registry and Facility licensing (in accordance with the December statutory
requirements of SB1494) as well as the overall implementation of all Medical Marijuana related features and
functionality (Release 1b: estimated March 2020).
The deliverables of the assessment are: Product Backlog, Roadmap, Release Plan, Build-Ready User Stories (Sprint
1), Solution Architecture, Solution Architecture (Salesforce Object Data Model), Interface Inventory, Delivery Phase
Estimate, Stakeholder Assessment, Data Conversion Strategy, Data Profiling Assessment, and RAID Log.
3.2b Provide the estimated cost, if any, to conduct the assessment phase and/or Pilot and/or RFP/solicitation
process.
207900
3.2e Based on research to date, provide a high-level cost estimate to implement the final solution.
4849983.84
4. PROJECT
4.1 Does your agency have a formal project methodology in place?
Yes
5
4.2 Describe the high level makeup and roles/responsibilities of the Agency, Vendor(s) and other third parties (i.e.
agency will do...vendor will do...third party will do).
Sponsor, Colby Bower
Steering - Colby Bower, Paula Mattingly, Thomas Salow, Don Herrington, Kathy McCanna
SME - Colburn, Montez, Whitby
Architect - Pekin
UI/UX - Gledhill
Solution Owner - Thomas Salow, Paula Mattingly
Stakeholders - Thomas Salow, Kathy Mccanna, Medical Marijuana Dispensaries, Card Holders, and Labs
IT Stakeholder - Paula Mattingly, Ryan Sadler, David Gilbert
IT Project Manager - Radhakrishnan
Programmatic PM - Claudia Montes (Megan Whitby and Krystal
Training and Comms Team Darryl McCray, Kim Crawford, Nicole Heath, and Travis Connors
Testers-McCray, Crawford, Heath, Connors, Daniels,
QA - Karthik Rapala
Data - Karthik Dodda
Vendor Management. - Ryan Sadler
IT SME - Avinash Veerlapati
Salesforce - Provide Licensing and Support
Slalom - Implementation Services and Support
Christopher Richardson - Project Manager
Adam Canova - Tech Architect
Clint Helling - Solutions Architect
BA - Farah Naweed
UI/UX - TBD
Dev Team
4.3 Will a PM be assigned to manage the project, regardless of whether internal or vendor provided?
Yes
4.3a If the PM is credentialed, e.g., PMP, CPM, State certification etc., please provide certification information.
4.4 Is the proposed procurement the result of an RFP solicitation process?
Yes
6
4.5 Is this project referenced in your agency's Strategic IT Plan?
Yes
5. SCHEDULE
5.1 Is a project plan available that reflects the estimated Start Date and End Date of the project, and the
supporting Milestones of the project?
No
5.2 Provide an estimated start and finish date for implementing the proposed solution.
Est. Implementation Start Date
Est. Implementation End Date
8/5/2019 12:00:00 AM
4/30/2020 12:00:00 AM
5.3 How were the start and end dates determined?
Dates provided
5.3a List the expected high level project tasks/milestones of the project, e.g., acquire new web server, develop
software interfaces, deploy new application, production go live, and estimate start/finish dates for each, if known.
Milestone / Task
Estimated Start Date
Estimated Finish Date
AMMA Discovery
09/05/19
09/30/19
Release 1a - Development and
Configuration
10/01/19
10/31/19
Release 1a - Data Loads & Testing
10/16/19
11/08/19
Release 1a - Deployment, Training &
Support
11/01/19
11/22/19
Release 1a Go-Live + Hyper Care
11/23/19
11/30/19
Release 1b - Development &
Configuration
12/01/19
12/31/19
Release 1b - Data Loads & Testing
12/09/19
02/07/20
Release 1b - Deployment, Training &
Support
01/20/20
02/29/20
Release 1b - Go Live + HyperCare
02/28/20
03/20/20
Post-Go-Live Support
03/23/20
04/30/20
5.4 Have steps needed to roll-out to all impacted parties been incorporated, e.g. communications, planned
outages, deployment plan?
No
7
5.5 Will any physical infrastructure improvements be required prior to the implementation of the proposed
solution. e.g., building reconstruction, cabling, etc.?
No
5.5a Does the PIJ include the facilities costs associated with construction?
5.5b Does the project plan reflect the timeline associated with completing the construction?
6. IMPACT
6.1 Are there any known resource availability conflicts that could impact the project?
No
6.1a Have the identified conflicts been taken into account in the project plan?
6.2 Does your schedule have dependencies on any other projects or procurements?
No
6.2a Please identify the projects or procurements.
6.3 Will the implementation involve major end user view or functionality changes?
Yes
6.4 Will the proposed solution result in a change to a public-facing application or system?
Yes
7. BUDGET
7.1 Is a detailed project budget reflecting all of the up-front/startup costs to implement the project available, e.g,
hardware, initial software licenses, training, taxes, P&OS, etc.?
Yes
7.2 Have the ongoing support costs for sustaining the proposed solution over a 5-year lifecycle, once the project is
complete, been determined, e.g., ongoing vendor hosting costs, annual maintenance and support not acquired
upfront, etc.?
Yes
7.3 Have all required funding sources for the project and ongoing support costs been identified?
Yes
7.4 Will the funding for this project expire on a specific date, regardless of project timelines?
No
8
7.5 Will the funding allocated for this project include any contingency, in the event of cost over-runs or potential
changes in scope?
Yes
8. TECHNOLOGY
8.1 Please indicate whether a statewide enterprise solution will be used or select the primary reason for not
choosing an enterprise solution.
The project is using a statewide enterprise solution
8.2 Will the technology and all required services be acquired off existing State contract(s)?
Yes
8.3 Will any software be acquired through the current State value-added reseller contract?
Yes
8.3a Describe how the software was selected below:
ADOA ASET - Statewide Enterprise Licesning Solution
8.4 Does the project involve technology that is new and/or unfamiliar to your agency, e.g., software tool never
used before, virtualized server environment?
Yes
8.5 Does your agency have experience with the vendor (if known)?
No
8.6 Does the vendor (if known) have professional experience with similar projects?
Yes
8.7 Does the project involve any coordination across multiple vendors?
Yes
8.8 Does this project require multiple system interfaces, e.g., APIs, data exchange with other external application
systems/agencies or other internal systems/divisions?
Yes
8.9 Have any compatibility issues been identified between the proposed solution and the existing environment,
e.g., upgrade to server needed before new COTS solution can be installed?
No
9
8.9a Describe below the issues that were identified and how they have been/will be resolved, or whether an
ADOA-ASET representative should contact you.
8.10 Will a migration/conversion step be required, i.e., data extract, transformation and load?
Yes
8.11 Is this replacing an existing solution?
Yes
8.11a Indicate below when the solution being replaced was originally acquired.
Developed by ADHS in 2011
8.11b Describe the planned disposition of the existing technology below, e.g., surplused, retired, used as backup,
used for another purpose:
Utilizing subscription services that will be discontinued.
8.12 Describe how the agency determined the quantities reflected in the PIJ, e.g., number of hours of P&OS, disk
capacity required, number of licenses, etc. for the proposed solution?
Based on current and projected users, transactions, and technology needs and provided by - Slalom and Carasooft
8.13 Does the proposed solution and associated costs reflect any assumptions regarding projected growth, e.g.,
more users over time, increases in the amount of data to be stored over 5 years?
Yes
8.14 Does the proposed solution and associated costs include failover and disaster recovery contingencies?
No
8.14a Please select why failover and disaster recovery is not included in the proposed solution.
Other
8.15 Will the vendor need to configure the proposed solution for use by your agency?
Yes
8.15a Are the costs associated with that configuration included in the PIJ financials?
Yes
8.16 Will any app dev or customization of the proposed solution be required for the agency to use the project in
the current/planned tech environment, e.g. a COTS app that will req custom programming, an agency app that will
be entirely custom developed?
Yes
10
8.16a Will the customizations inhibit the ability to implement regular product updates, or to move to future
versions?
Yes
8.16b Describe who will be customizing the solution below:
ADHS will work with Slalom for any required customization.
8.16c Do the resources that will be customizing the application have experience with the technology platform
being used, e.g., .NET, Java, Drupal?
Yes
8.16d Please select the application development methodology that will be used:
Other
8.16e Provide an estimate of the amount of customized development required, e.g., 25% for a COTS application,
100% for pure custom development, and describe how that estimate was determined below:
The amount of customization is unknown at this time. Slalom is conducting an analysis with a deliverable to
provide this information. The goal is to have an 80/20 approach with 20% customization or less. The SalesForce
platform is configurable in a way that it will be configured to match ADHS needs.
8.16f Are any/all Professional & Outside Services costs associated with the customized development included in
the PIJ financials?
Yes
8.17 Have you determined that this project is in compliance with all applicable statutes, regulations, policies,
standards & procedures, incl. those for network, security, platform, software/application &/or data/info found at
aset.az.gov/resources/psp?
Yes
8.17a Describe below the compliance issues that were identified and how they have been/will be resolved, or
whether an ADOA-ASET representative should contact you:
8.18 Are there other high risk project issues that have not been identified as part of this PIJ?
Yes
8.18a Please explain all unidentified high risk project issues below:
Competing priorities with existing projects and daily work.
HS19009 Implementation of SB 1494 - Medical Marijuana licensing processes changes
9. SECURITY
11
9.1 Will the proposed solution be vendor-hosted?
Yes
9.1a Please select from the following vendor-hosted options:
Vendor's data center environment
9.1b Describe the rationale for selecting the vendor-hosted option below:
It is salesforce preferred architecture
9.1c Has the agency been able to confirm the long-term viability of the vendor hosted environment?
Yes
9.1d Has the agency addressed contract termination contingencies, e.g., solution ownership, data ownership,
application portability, migration plans upon contract/support termination?
Yes
9.1e Has a Conceptual Design/Network Diagram been provided and reviewed by ASET-SPR?
No
9.1f Has the spreadsheet located at https://aset.az.gov/arizona-baseline-security-controls-excel already been
completed by the vendor and approved by ASET-SPR?
Yes
9.2 Will the proposed solution be hosted on-premise in a state agency?
No
9.2a Where will the on-premise solution be located:
9.2b Were vendor-hosted options available and reviewed?
9.2c Describe the rationale for selecting an on-premise option below:
9.2d Will any data be transmitted into or out of the agency's on-premise environment or the State Data Center?
9.3 Will any PII, PHI, CGIS, or other Protected Information as defined in the 8110 Statewide Data Classification
Policy be transmitted, stored, or processed with this project?
Yes
9.3a Describe below what security infrastructure/controls are/will be put in place to safeguard this data:
Utilizing current ADHS policies, procedures, and tools and protections within the Salesforce Government Cloud,
and the Salesforce Shield data security product.
12
10. AREAS OF IMPACT
Application Systems
Internal Use Web Application;Mobile Application Development;New Application Development;az.gov Web Portal
Application
Database Systems
Database Consolidation/Migration/Extract Transform and Load Data;Oracle;Other
Salesforce Database
Software
COTS Application Customization;COTS Application Acquisition
Hardware
Hosted Solution (Cloud Implementation)
Vendor Hosted
Security
Other
Salesforce Govt. Cloud and Shield Solution
Telecommunications
Enterprise Solutions
Business Intelligence System;E-Signatures;Geographic Information Systems;Other Imaging - Photos, Fingerprints,
etc.;Document Management/Imaging;eLicensing;Disaster Recovery/Business Continuity
Contract Services/Procurements
13
11. FINANCIALS
Description
PIJ
Category
Cost Type
Fiscal Year
Spend
Quantity
Extended Cost
Tax Rate
Tax
Total Cost
Salesforce -
Service Cloud
Unlimited
License &
Maintena
nce Fees
Develop
ment
1
100
$159,504
860.00 %
$13,717
$173,221
Conga Premium
Support
License &
Maintena
nce Fees
Develop
ment
1
1
$31,346
860.00 %
$2,696
$34,041
Service Events
for Conga
Batch/Conga
Trigger
Software
Develop
ment
1
300000
$138,000
860.00 %
$11,868
$149,868
Conga Sign
Salesforce -
Transactions
Software
Develop
ment
1
1000
$460
860.00 %
$40
$500
Conga Sign - Site
License
Software
Develop
ment
1
1
$10,806
860.00 %
$929
$11,736
Address
Validation Tool
Software
Develop
ment
1
1
$40,000
860.00 %
$3,440
$43,440
Data
Integration/Mig
ration Tool
Software
Develop
ment
1
1
$100,000
860.00 %
$8,600
$108,600
Salesforce -
Customer
Community Plus
Members
License &
Maintena
nce Fees
Develop
ment
1
40001
$388,810
860.00 %
$33,438
$422,247
Salesforce
Shield
License &
Maintena
nce Fees
Develop
ment
1
1
$342,254
860.00 %
$29,434
$371,688
Salesforce -
Unlimited
Edition
Government
Cloud
License &
Maintena
nce Fees
Develop
ment
1
1
$152,599
860.00 %
$13,124
$165,723
Salesforce -
Customer
Community
Members
License &
Maintena
nce Fees
Develop
ment
1
500001
$975,002
860.00 %
$83,850
$1,058,852
Salesforce -
Einstein
Analytics
Growth
License &
Maintena
nce Fees
Develop
ment
1
5
$4,863
860.00 %
$418
$5,281
Integrator -
Digital Discovery
Professio
nal &
Outside
Services
Develop
ment
1
1
$178,790
0.00 %
$0
$178,790
Integrator -
Organizational
Change
Management
Assessment
Professio
nal &
Outside
Services
Develop
ment
1
1
$29,106
0.00 %
$0
$29,106
14
Integrator -
Release 1a
Compliance
Build Sprints
Professio
nal &
Outside
Services
Develop
ment
1
1
$115,192
0.00 %
$0
$115,192
Integrator -
Release 1b Build
Sprints
Professio
nal &
Outside
Services
Develop
ment
1
1
$1,736,996
0.00 %
$0
$1,736,996
Integrator -
Discovery
(Non-AMMA)
Professio
nal &
Outside
Services
Develop
ment
1
1
$56,826
0.00 %
$0
$56,826
Integrator -
Post-Go-Live
Support
Professio
nal &
Outside
Services
Develop
ment
1
6
$43,000
0.00 %
$0
$43,000
Conga
Composer
Software
Develop
ment
1
1
$2,594
860.00 %
$223
$2,817
IV&V (Oversight
for 5 Million $
Project)
Professio
nal &
Outside
Services
Develop
ment
1
6
$150,000
0.00 %
$0
$150,000
ADHS IT PM
(Contractor)
Professio
nal &
Outside
Services
Develop
ment
1
1408
$140,096
0.00 %
$0
$140,096
ADHS IT QA
(Contractor)
Professio
nal &
Outside
Services
Develop
ment
1
1408
$106,445
0.00 %
$0
$106,445
ADHS IT DBA
(Contractor)
Professio
nal &
Outside
Services
Develop
ment
1
630
$63,504
0.00 %
$0
$63,504
ADHS UI/UX
(Contractor)
Professio
nal &
Outside
Services
Develop
ment
1
630
$42,103
0.00 %
$0
$42,103
ADHS BA
(Contractor)
Professio
nal &
Outside
Services
Develop
ment
1
1040
$80,080
0.00 %
$0
$80,080
ADHS IT QA
(Contractor)
Professio
nal &
Outside
Services
Develop
ment
1
640
$48,384
0.00 %
$0
$48,384
ADHS Developer
SME
(Contractor)
Professio
nal &
Outside
Services
Develop
ment
1
1000
$85,100
0.00 %
$0
$85,100
Salesforce -
Service Cloud
Unlimited
Edition
License &
Maintena
nce Fees
Operatio
nal
2
100
$159,504
860.00 %
$13,717
$173,221
15
Data
Integration/Mig
ration Tool
License &
Maintena
nce Fees
Operatio
nal
2
1
$100,000
860.00 %
$8,600
$108,600
Address
Validation Tool
License &
Maintena
nce Fees
Operatio
nal
2
1
$40,000
860.00 %
$3,440
$43,440
Service Events
for Conga
Batch/Conga
Trigger
License &
Maintena
nce Fees
Operatio
nal
2
300000
$138,000
860.00 %
$11,868
$149,868
Conga Premium
Support
License &
Maintena
nce Fees
Operatio
nal
2
1
$31,346
860.00 %
$2,696
$34,041
Conga Sign for
Salesforce -
Transactions
License &
Maintena
nce Fees
Operatio
nal
2
1000
$460
860.00 %
$40
$500
Conga Sign - Site
License
License &
Maintena
nce Fees
Operatio
nal
2
1
$10,806
860.00 %
$929
$11,736
BA (Contractor)
Professio
nal &
Outside
Services
Operatio
nal
2
2080
$160,160
0.00 %
$0
$160,160
Salesforce -
Customer
Community Plus
Members
License &
Maintena
nce Fees
Operatio
nal
2
40001
$388,810
860.00 %
$33,438
$422,247
Salesforce -
Shield
License &
Maintena
nce Fees
Operatio
nal
2
1
$342,254
860.00 %
$29,434
$371,688
Salesforce -
Unlimited
Edition
Government
Cloud
License &
Maintena
nce Fees
Operatio
nal
2
1
$152,599
860.00 %
$13,124
$165,723
Salesforce -
Customer
Community
Members
License &
Maintena
nce Fees
Operatio
nal
2
500001
$975,002
860.00 %
$83,850
$1,058,852
Salesforce -
Einstein
Analytics
Growth
License &
Maintena
nce Fees
Operatio
nal
2
5
$4,863
860.00 %
$418
$5,281
Conga
Composer
License &
Maintena
nce Fees
Operatio
nal
2
1
$2,594
860.00 %
$223
$2,817
System
Administration -
Dev
Professio
nal &
Outside
Services
Operatio
nal
2
2080
$208,000
0.00 %
$0
$208,000
System
Administrator -
Dev
Professio
nal &
Outside
Services
Operatio
nal
2
2080
$208,000
0.00 %
$0
$208,000
16
System
Administrator -
Dev
Professio
nal &
Outside
Services
Operatio
nal
2
2080
$208,000
0.00 %
$0
$208,000
QA
Professio
nal &
Outside
Services
Operatio
nal
2
640
$49,280
0.00 %
$0
$49,280
Salesforce -
Service Cloud
Unlimited
Edition
License &
Maintena
nce Fees
Operatio
nal
3
100
$159,504
860.00 %
$13,717
$173,221
Conga Premium
Support
License &
Maintena
nce Fees
Operatio
nal
3
1
$31,346
860.00 %
$2,696
$34,041
Conga - Service
Events for
Batch/Conga
Trigger
License &
Maintena
nce Fees
Operatio
nal
3
300000
$138,000
860.00 %
$11,868
$149,868
Conga Sign for
Salesforce -
Transactions
License &
Maintena
nce Fees
Operatio
nal
3
1000
$460
860.00 %
$40
$500
Conga Sign - Site
License
License &
Maintena
nce Fees
Operatio
nal
3
1
$10,806
860.00 %
$929
$11,736
Data
Integration/Mig
ration Tool
License &
Maintena
nce Fees
Operatio
nal
3
1
$100,000
860.00 %
$8,600
$108,600
Address
Validation Tool
License &
Maintena
nce Fees
Operatio
nal
3
1
$40,000
860.00 %
$3,440
$43,440
BA (Contractor)
Professio
nal &
Outside
Services
Operatio
nal
3
2080
$160,160
0.00 %
$0
$160,160
Salesforce -
Customer
Community Plus
Members
License &
Maintena
nce Fees
Operatio
nal
3
40001
$388,810
860.00 %
$33,438
$422,247
Salesforce
Shield
License &
Maintena
nce Fees
Operatio
nal
3
1
$342,254
860.00 %
$29,434
$371,688
Salesforce -
Unlimited
Edition
Government
Cloud
License &
Maintena
nce Fees
Operatio
nal
3
1
$152,599
860.00 %
$13,124
$165,723
Salesforce -
Einstein
Analytics
Growth
License &
Maintena
nce Fees
Operatio
nal
3
5
$4,863
860.00 %
$418
$5,281
Salesforce -
Customer
Community
Members
License &
Maintena
nce Fees
Operatio
nal
3
500001
$975,002
860.00 %
$83,850
$1,058,852
17
Conga
Composer
License &
Maintena
nce Fees
Operatio
nal
3
1
$2,594
860.00 %
$223
$2,817
System
Administrator -
Dev
Professio
nal &
Outside
Services
Operatio
nal
3
2080
$208,000
0.00 %
$0
$208,000
System
Administrator
Professio
nal &
Outside
Services
Operatio
nal
3
2080
$208,000
0.00 %
$0
$208,000
System
Administrator
-Dev
Professio
nal &
Outside
Services
Operatio
nal
3
2080
$208,000
0.00 %
$0
$208,000
QA
Professio
nal &
Outside
Services
Operatio
nal
3
2080
$160,160
0.00 %
$0
$160,160
Salesforce -
Service Cloud
Unlimited
Edition
License &
Maintena
nce Fees
Operatio
nal
4
100
$159,504
860.00 %
$13,717
$173,221
Conga Premium
Support
License &
Maintena
nce Fees
Operatio
nal
4
1
$31,346
860.00 %
$2,696
$34,041
Conga - Service
Events for
Batch/Conga
Trigger
License &
Maintena
nce Fees
Operatio
nal
4
300000
$138,000
860.00 %
$11,868
$149,868
Conga Sign for
Salesforce -
Transactions
License &
Maintena
nce Fees
Operatio
nal
4
1000
$460
860.00 %
$40
$500
Conga Sign - Site
License
License &
Maintena
nce Fees
Operatio
nal
4
1
$10,806
860.00 %
$929
$11,736
Data
Integration/Mig
ration Tool
License &
Maintena
nce Fees
Operatio
nal
4
1
$100,000
860.00 %
$8,600
$108,600
Address
Validation Tool
License &
Maintena
nce Fees
Operatio
nal
4
1
$40,000
860.00 %
$3,440
$43,440
BA (Contractor)
Professio
nal &
Outside
Services
Operatio
nal
4
2080
$160,160
0.00 %
$0
$160,160
Salesforce -
Customer
Community Plus
Members
License &
Maintena
nce Fees
Operatio
nal
4
40001
$388,810
860.00 %
$33,438
$422,247
Salesforce
Shield
License &
Maintena
nce Fees
Operatio
nal
4
1
$342,254
860.00 %
$29,434
$371,688
18
Salesforce -
Unlimited
Edition
Government
Cloud
License &
Maintena
nce Fees
Operatio
nal
4
1
$152,599
860.00 %
$13,124
$165,723
Salesforce -
Einstein
Analytics
Growth
License &
Maintena
nce Fees
Operatio
nal
4
5
$4,863
860.00 %
$418
$5,281
Salesforce -
Customer
Community
Members
License &
Maintena
nce Fees
Operatio
nal
4
500001
$975,002
860.00 %
$83,850
$1,058,852
Conga
Composer
License &
Maintena
nce Fees
Operatio
nal
4
1
$2,594
860.00 %
$223
$2,817
System
Administrator
Professio
nal &
Outside
Services
Operatio
nal
4
2080
$208,000
0.00 %
$0
$208,000
System
Administrator
Professio
nal &
Outside
Services
Operatio
nal
4
2080
$208,000
0.00 %
$0
$208,000
System
Administrator
Professio
nal &
Outside
Services
Operatio
nal
4
2080
$208,000
0.00 %
$0
$208,000
QA
Professio
nal &
Outside
Services
Operatio
nal
4
2080
$160,160
0.00 %
$0
$160,160
Salesforce -
Service Cloud
Unlimited
Edition
License &
Maintena
nce Fees
Operatio
nal
5
100
$159,504
860.00 %
$13,717
$173,221
Salesforce -
Customer
Community Plus
Members
License &
Maintena
nce Fees
Operatio
nal
5
40001
$388,810
860.00 %
$33,438
$422,247
Salesforce
Shield
License &
Maintena
nce Fees
Operatio
nal
5
1
$342,254
860.00 %
$29,434
$371,688
Salesforce -
Unlimited
Edition
Government
Cloud
License &
Maintena
nce Fees
Operatio
nal
5
1
$152,599
860.00 %
$13,124
$165,723
Salesforce -
Einstein
Analytics
Growth
License &
Maintena
nce Fees
Operatio
nal
5
5
$4,863
860.00 %
$418
$5,281
Salesforce -
Customer
Community
Members
License &
Maintena
nce Fees
Operatio
nal
5
500001
$975,002
860.00 %
$83,850
$1,058,852
19
Conga
Composer
License &
Maintena
nce Fees
Operatio
nal
5
1
$2,594
860.00 %
$223
$2,817
QA
Professio
nal &
Outside
Services
Operatio
nal
5
2080
$160,160
0.00 %
$0
$160,160
System
Administrator -
Dev
Professio
nal &
Outside
Services
Operatio
nal
5
2080
$208,000
0.00 %
$0
$208,000
System
Administrator -
Dev
Professio
nal &
Outside
Services
Operatio
nal
5
2080
$208,000
0.00 %
$0
$208,000
System
Administrator -
Dev
Professio
nal &
Outside
Services
Operatio
nal
5
2080
$208,000
0.00 %
$0
$208,000
Address
Validation Tool
License &
Maintena
nce Fees
Operatio
nal
5
1
$40,000
860.00 %
$3,440
$43,440
Data
Integration/Mig
ration Tool
License &
Maintena
nce Fees
Operatio
nal
5
1
$100,000
860.00 %
$8,600
$108,600
Conga Sign Site
License
License &
Maintena
nce Fees
Operatio
nal
5
1
$10,806
860.00 %
$929
$11,736
Conga Sign for
Salesforce -
Transactions
License &
Maintena
nce Fees
Operatio
nal
5
1000
$460
860.00 %
$40
$500
Conga Service
Events for
Batch/Conga
Trigger
License &
Maintena
nce Fees
Operatio
nal
5
300000
$138,000
860.00 %
$11,868
$149,868
Conga Premium
Support
License &
Maintena
nce Fees
Operatio
nal
5
1
$31,346
860.00 %
$2,696
$34,041
Base Budget (Available)
Base Budget (To Be Req)
Base Budget % of Project
$19,121,929
$0
100%
APF (Available)
APF (To Be Req)
APF % of Project
$0
$0
0%
Other Appropriated (Available)
Other Appropriated (To Be Req)
Other Appropriated % of Project
$0
$0
0%
Federal (Available)
Federal (To Be Req)
Federal % of Project
$0
$0
0%
Other Non-Appropriated (Available)
Other Non-Appropriated (To Be Req)
Other Non-Appropriated % of Project
$0
$0
0%
Total Budget Available
Total Development Cost
$19,121,929
$5,423,635
Total Budget To Be Req
Total Operational Cost
$0
$13,698,293
Total Budget
Total Cost
20
$19,121,929
$19,121,929
12. PROJECT SUCCESS
Please specify what performance indicator(s) will be referenced in determining the success of the proposed project
(e.g. increased productivity, improved customer service, etc.)? (A minimum of one performance indicator must be
specified)
Please provide the performance objective as a quantifiable metric for each performance indicator specified.
Note: The performance objective should provide the current performance level, the performance goal, and the
time period within which that performance goal is intended to be achieved. You should have an auditable means
to measure and take corrective action to address any deviations.
Example: Within 6 months of project completion, the agency would hope to increase "Neighborhood
Beautification" program registration by 20% (3,986 registrants) from the current registration count of 19,930 active
participants.
Performance Indicators
Upon implementation of the project, ADHS would hope to immediately cease the manual process of printing and
mailing the individuals cards and facility licenses. ADHS expects that 100% of all licenses issued will be done so
digitally. The number of lost or stolen applications received by the department will be limited to existing card
holders who were licensed prior to implementation. Post-implementation, no new licensees will need to submit a
lost or stolen application. As a result, the program expects to experience a reduction in the number of phone calls
received by the program from customers seeking information on their application status or to replace lost/stolen
calls. The programs estimate a reduction of approximately 200 calls a month from customers seeking this
information that will now be available for them to view in the applicant portal. Overall, the new system will lead to
decreased licensing timeframes, decreased time between inspection and SOD submission to the licensee,
decreased phone calls, eliminate paper application processes, decrease in mail received, sent, and return mail
received, increase data/reports available to management to make decisions
13. CONDITIONS
Conditions for Approval
Should development costs exceed the approved estimates by 10% or more, or should there be significant changes
to the proposed technology scope of work or implementation schedule, the Agency must amend the PIJ to reflect
the changes and submit it to ADOA-ASET, and ITAC if required, for review and approval prior to further
expenditure of funds.
14. OVERSIGHT SUMMARY
Project Background
The ADHS Division of Licensing Services licenses and monitors health and child care facilities and providers
throughout Arizona. Licensing inspections, on-site surveys, and complaint investigations are conducted to promote
quality care and safety and ensure that performance standards are met for facility operation and maintenance. In
2011, the Arizona Department of Health Services (ADHS) was tasked with implementing the Arizona Medical
Marijuana Act. ADHS developed a web-based MM (Medical Marijuana) System being concurrently with the
generation of the rules and characteristics that defined the requirements of the MM System. With this project,
ADHS seeks to implement a Medical Marijuana System to replace the current licensing system that will leverage
newer technology and replace all paper and printing processes associated with the current system, including a
digital card solution.
21
Business Justification
Currently, the program processes approximately 1,250 applications a day. To produce the cards, there are 4
computers with card printers and specialized software. Six staff members work collectively all day to print the
cards, print the approval letter associated with the card and then place them in envelopes for mailing. Due to the
size of printing operation ADHS has dedicated a room that stores the equipment and supplies. Each month the MM
program uses approximately 25,000 blank cards, 25,000 envelopes, 25,000 pieces of copy paper, 62 rolls of
laminate and 62 rolls of print ribbon. Upon implementation of the project, ADHS plans to immediately cease the
manual process of printing and mailing the individuals cards and facility licenses. ADHS expects that 100% of all
licenses issued will be done so digitally. The number of lost or stolen applications received by the department will
be limited to existing card holders who were licensed prior to implementation. Post-implementation, no new
licensees will need to submit a lost or stolen application. As a result, the program expects to experience a
reduction in the number of phone calls received by the program from customers seeking information on their
application status or to replace lost/stolen calls. The programs estimate a reduction of approximately 200 calls a
month from customers seeking this information that will now be available for them to view in the applicant portal.
Overall, the new system will lead to decreased licensing timeframes, decreased time between inspection and SOD
submission to the licensee, decreased phone calls, eliminate paper application processes, decrease in mail
received, sent, and return mail received, increase data/reports available to management to make decisions
Implementation Plan
The solution will be vendor hosted in the Salesforce Government Cloud.
Vendor Roles and Responsibilities:
Project Manager
- Owns overall accountability for the successful delivery of the project
- Provide sample data for integration components adhering to data model
Solution Owner
- Work with ADHS IT, Business and Architect stakeholders to ensure alignment of the solution vision
- Owns the definition of the MVP design
Solution Architect
- Application architect for the team, defining the technical direction for development solutions
- Work with ADHS IT and Architect stakeholders to align technical integrations (enterprise integration,
environments, development)
UI/UX Designer
- Conduct visualization sessions and offer process and UX design best practices
- Provide guidance and standards to drive consistency in UI
Business Analyst
- Configure Salesforce to address business requirements; produce requirements document and design
Sr. Developers
- Develop core Salesforce solution (Apex development, workflow, validations, triggers, security, sharing rules,
custom objects)
Data Analyst
- Data Field Mapping and Profiling
Data Developer
- Responsible for the development of Integrations required to move data from application to application
Data Architect
- Implement the data model and data schedule; implement the integration security requirements around the
integration points
- Provide sample data for integration components adhering to data model
Technical Architect
- Responsible for overall technical architecture assessment
- Performs review and provides recommendations on integrations and approach
- Identifies key dependencies, risk and identifies remediation recommendations
22
- Aligns solution to ADHS technical standards, security requirements and data policies
OCM Lead
- Define and Execute Change Management Plan and artifacts (sponsor coaching, talking points, executive
presentations, change network structure)
- Prepare for Go-live Readiness
OCM Consultant
- Develop Communication Plan and Messages
OCM Trainer
- Develop Training Plan
QA Lead
- QA resources will create integration tests for end-to-end testing
Vendor Selection
A statement of work was distributed to a group of authorized salesforce integrators. As a result, three proposals
were reviewed and the vendor was selected based on the following criteria:
- Ability to meet all business requirements
- Ability to adapt to future technology and industry changes
- Ability to integrate and automate processes
- AZ Enterprise Solution
- Approach
- Timeline
- Cost
Budget or Funding Considerations
No budget or funding considerations.
15. PIJ REVIEW CHECKLIST
Agency Project Sponsor
Colby Bower - Assistant Director
Agency CIO (or Designee)
Paula Mattingly
Agency ISO (or designee)
John Stark
OSPB Representative
ASET Engagement Manager
Brandon Kent
ASET SPR Representative
Thomas Considine
Agency SPO Representative
Christine Ruth
Agency CFO
Justin Lepley
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