Meeting 4/10/24 reviewed the latest “white paper” attachment of programmatic needs across all systems:

A next meeting to review options for modelling on the Pesticide approach ( ) is set for 4/30/24. Main question is how to procure a similar assessment/estimate/plan for modernizing.

Hello all,

What follows is a draft summary of the meeting that occurred 10/19/23. 

Please provide any changes or comments to Knute by Wednesday, December 6^th.

Attendees:

Jensen, Knute [DEP] (Meeting Organizer)

Mechan, Christopher [DEP] (Accepted in Outlook)

Gage, Michael [DEP] (Accepted in Outlook)

Komosinsky, Paul [DEP]

Daino, Jennifer [DEP] (Accepted in Outlook)

Pellegrini, Nicole [DEP] (Accepted in Outlook)

Bridgewater, Jim [DEP]

Tenebruso, Peter [DEP] (Accepted in Outlook)

Steitz, Francis [DEP] (Accepted in Outlook)

Ratzman, Kenneth [DEP]

Asral, Ky [DEP] (Accepted in Outlook)

Beland, Walter [DEP]

Lucien, Chris [DEP]

Berdomas, George [DEP] (Accepted in Outlook)

The group walked through the agenda in the original appointment below to appreciate the recent events and background (items 1-7) that led to current concerns.

Participants acknowledged sharing the concerns reflected in agenda items 1-7 and a need to act on them.

Participants also noted the positives of low cost, quality work and limited administrative burden to getting help from Systemetrix historically.

In considering the proposed decisions:

1. Status quo? Frank Steitz was acknowledged as the ranking manager in attendance who also oversees the majority of affected programs.  Frank made clear that status quo was unacceptable to him. Nobody opposed this.

                                                               i.      (new relationships/role?) Frank was supportive of empowering a role for George Berdomas to coordinate with all other PO/invoicing leads related to Systemetrix, ensuring consolidated accounting of ongoing Systemetrix work.

1. Go back to Systemetrix for more of a plan?  The group did not have any counter to concerns Pete summarized about the risks and liability to choosing a path forward that relies on just Systemetrix (b.i. in not applicable)

b.ii & iii  Representation and working out details? Frank offered support for a new steering committee of reps from each program, and that he could take up the decisions for future direction properly informed and coordinated for collective benefit.  

1. Purchase some analysis? – The group discussed the potential to model on the Pesticides approach that first seeks expert facilitated analysis toward eventual modernization plans (see [IPTD-155] Pesticide Systems Modernization Project Needs Ass (external-share.com) and attached SSI_ROM).  This seems possible for the X-Ray/Radon and FACITS programs through a full bid process seeking direct reply from vendors or “mini-bid” process sought though resellers under T3121 contract.  Either approach would allow for Systemetrix to respond with a bid, presenting no risks to the current  relationship at least until any new vendor is chosen.

New issue 

Uncertainty in current vendor relationship– the group acknowledged that nobody currently involved has knowledge of any original contracts with Systemetrix that would govern Systemetrix rights or DEP’s access to all current code for existing systems.  A further risk was identified in how Systemetrix might proceed upon NJDEP’s selection of any alternative vendor, especially if historical contracts cannot be found and ongoing work is poorly documented. 

Next Steps/Actions (who/what /when)

1. George Berdomas to seek leads from each program to consolidate all Systemetrix PO and invoice tracking (by December 22?)

2. Frank Steitz to lead or delegate recurring meetings of a steering committee of program leads (by December 15th?)

   1. Steering Committee to produce RFP/mini-bid

3. Program leads (Komosinsky, Paul [DEP], Daino, Jennifer [DEP], Beland, Walter [DEP], Goodman, Jenny [DEP]) to seek out existence of any Systemetrix contracts that might speak to product ownership (by December 22^nd?)

Frank met with Ken’s team and identified Clare Zelesny as the technical lead for Release Prevention. Frank is scheduled to meet with his team Thursday 1/25/24 to discuss the current and future status for Systemetrix. 

George Berdomas will be the PO/Fiscal Lead for DAQRP (X-ray and Release Prevention) and was previously identified as able to coordinate with RTK as needed for a consolidated Systemetrix bill/spend perspective.

After meeting internally, Frank will establish the Steering Committee of all players looking at the future needs of the programs and long term options for the DB System.

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