Key Questions

Is the project on track to satisfy the customer's business objectives?Yes

Is the project on track to achieve the objectives in the approved timeframe?No

Is the project on track to achieve the objectives within the approved budget?Uncertain

Project Overall Health

Comments

Green

• The project’s overall health remains satisfactory; however, it is trending to Yellow due to various project risks associated with desired enhancements, potential additional project costs, and quality challenges. • The project met a key milestone by releasing Phase 2 to production. o The system will be available for public use by August 2025 (estimate). • Phase 2 was released to production; however, it still contains medium and low criticality defects. o Met the passing criterium of 75% of the medium and 100% of critical and high defects fixed. o These defects will be prioritized and fixed in Maintenance & Operations phase. • Phase 3 negotiations to define cost, scope, and timeline, continued during this reporting period. • The project is developing a Special Project Report (SPR) to rebaseline the additional work effort in Phase 3 for enhancement, to use all remaining funding within the project execution authority, and to extend the project timeline. • The IPO Manager recognizes that the project team continues to make progress and to work very diligently.

Focus Area/Rating	Comments
Governance Green	• This focus area is Green (satisfactory). • The IPO Manager acknowledges the effort and focus of both the state and vendors in working on identifying the Phase 3 needs. • The agreement of Phase 3 time/scope/cost will be an important decision to ensure that activities can begin as soon as Phase 2 is completed.
Time Management Yellow	• This focus area remains Yellow (cautionary) for now since a new project completion date is to be determined. • For historical context, on 3/26/24, the Change Control Board (CCB) approved a Change Request (CR) #026 that moved the project end date from September 30 to October 21, 2024. This change resulted in approximately a 6% variance from the approved baseline. • The project has decided to incorporate Phase 3 (system enhancements) as a continuation of the project since go-live will occur at the completion of Phase 3 (estimated August 2025). o Previously, system enhancements were planned to continue during Phase 3 as Maintenance and Operations (M&O) activities. • The project is developing a Special Project Report (SPR) to rebaseline the additional work effort in Phase 3, to use all remaining funding within the project execution authority, and to extend the project timeline. o The IPO Manager concurs that an SPR is a viable path to align the project with this decision.
Cost & Contract Management Yellow	• This focus area is Yellow (cautionary). • The IPO Manager recommends that the project should immediately consult with CDT’s Statewide Technology Procurement (STP) to abide by contract extension/amendment guidelines. • The contract amendment process can be complicated, and negotiations might need to take place. These activities can add to the project risk as they might delay work continuation. • It is worth noting that there is a risk of Phase 3 enhancements potentially increasing overall project costs. o The project will determine the projected costs by the next reporting period.
Scope Management Green	• This focus area remains Green (satisfactory). • The IPO Manager recommends that Phase 3 scope items be completely defined by the end of November 2024 to determine the work / cost / timeline associated with this phase. • The IPO Manager requested that the additional enhancements for Phase 3 follow the Change Control Board process.
Resources Green	• This focus area remains Green (satisfactory). • The System Integrator (SI), Deloitte, started offboarding some of their staff now that Phase 2 was moved to production. o The SI has committed to having enough resources to focus on the M&O activities and Phase 3 enhancements. o The IPO Manager recommends that Deloitte provides a resource allocation plan for Phase 3. There is a risk of not having enough resources once major functionality has been delivered (Phase 1 and Phase 2). • Given California’s fiscal climate, there is a risk that state project resources might not be replaced if they leave the project. This risk is driven by cost-saving measures implemented by the state.
Quality Yellow	• This focus area is Yellow (cautionary). • Phase 2 was moved to production in October 2024, and it contained multiple medium and low criticality defects that are still pending. This is a risk for the project. o At the end of October 2024, there were approximately 251 pending defects (about 25% of the total defects found during User Acceptance Testing). o The project is planning to fix and deploy approximately 150 defects (14 low, 135 medium, and 1 high) by November 7, 2024. o The plan is to prioritize and fix defects every month. • The Non-Functional Requirements (NFR) focus will continue during Phase 3. o NFR backlog: 349 (75%) out of 464 have passed UAT
Risk And Issues Green	• This focus area remains Green (satisfactory). • The project is actively managing risks. • The project team continues to classify the Schedule Timeline risk from high to low, however, CDT still considers it as a high risk since the timeline is expected to move to approximately August 2025.
Transition Readiness Green	• The IPO Manager will closely monitor this focus area.
Conditions For Approval Green	• There are no conditions for approval.
Corrective Action Green	• There are no corrective action items.

• Stage 4 Project Readiness and Approval (pdf)
• Stage 3 Solution Analysis (pdf)
• Stage 2 Alternatives Analysis (pdf)
• Stage 1 Business Analysis (pdf)