Independent Project Oversight Report (IPOR) Rating

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5180-153 County Expense Claim Reporting Information System (CECRIS)

The CECRIS project will account for reimbursements to the counties for public assistance programs. The California Department of Social Services (CDSS) will fulfill the role of system integrator and procure a technical product specialist vendor. The vendor will augment the CDSS technical team to implement the project. This project will replace the current existing system and increase efficiencies. CECRIS was suspended on 12/23/2014 due to lack of progress and reinstated through the Special Project Request process on 4/1/2016.

Project Details

Agency / State Entity Health and Human Services Agency / Social Services, Department of
Total Cost $23,983,135
Last Approved Start Date 04/01/2016
Last Approved Finish Date 08/31/2021
Criticality Rating Medium
Most Recent Project Approval Document Special Project Report 3
Date of Most Recent Project Approval Document 1/9/2019
IPOR Reporting Period Overall IPOR Rating
06/01/2020 - 06/30/2020
Green
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Key Questions

Is the project on track to satisfy the customer's business objectives?No

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?No

Project Overall Health Comments
Green
• The CECRIS SPR3 Project Schedule re-baselined the implementation date to August 2021 • CECRIS baselined release Releases 4.0 and 5.0. Total overall CECRIS software development is now 70% complete, • Release 3.0 is 100 % complete. Sprint 71 ended with a velocity of 81 story points completed. • COVID has required that the team develop and test CECRIS software remotely. Sprint velocity has remained consistent. • The team is continually optimizing report generation and has Establish baseline performance measures, to compare against a proof of concept (POF) that the CECRIS staff developed to optimize performance. The team has determined that the POC option is not needed at this time. • The CDSS has implemented the Selenium automated test tool, and has developed regression test scripts to run automatically for the first modules. The team needs to resolve some technical issues with the tool as well as develop more test script for the tool but is lacking in test scripts to run sufficient regression testing. The contract test lead was assigned to focus on regression testing an additional contract staff was added to assist with writing regression script. • The development team is documenting the development effort and is engaging in Knowledge Transfer to minimize disruption for future application support. • The team must stay vigilant and continue to comply with the CECRIS MVP definition to obtain necessary functionality and to meet the SPR3 schedule and cost constraints. The business needs to identify the “what” and let the development team to determine the “how” of development. The business team needs to be more discerning of wants versus needs. • An end-to-end view of the CECRIS future state is needed to better focus the development of user stories and the design of the system to provide focus and avoid rework.
Focus Area/Rating Comments
Governance

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• Sprint 71 brings total project development to 70% complete with 100% of Release 3.0 software development complete. Increased Sprint velocity will be required to in release 4 development to help the project keep the SPR 3 schedule. • The project focus is currently on planning for UAT of Release 3.0. CEC MVP to keep to the August 2020 completion date as well ongoing development of release 4.0 CA 800 • The CA 800 User stories for schema have begun. current development is 32% complete. • The team has established a goal of 100 sprints to develop the full CECRIS system comprised of CEC and CA 800. Based current development progress, the expectation is that CEC will require at least 71 sprints, leaving only 29 sprints to further to complete remaining CECRIS MVP. • The CDSS will have to consider trade-off of releases of additional functionality against development of the rest of CECRIS MVP, given the project constraints of schedule and costs. • Additional resources have been reassigned to further story development. •
Time Management

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• Sprint 71 brings total project development to 70% complete with 100% of Release 3.0 software development complete. Increased Sprint velocity will be required to in release 4 development to help the project keep the SPR 3 schedule. • The project focus is currently on planning for UAT of Release 3.0. CEC MVP to keep to the August 2020 completion date as well ongoing development of release 4.0 CA 800 • The CA 800 User stories for schema have begun. current development is 32% complete. • The team has established a goal of 100 sprints to develop the full CECRIS system comprised of CEC and CA 800. Based current development progress, the expectation is that CEC will require at least 71 sprints, leaving only 29 sprints to further to complete remaining CECRIS MVP. • The CDSS will have to consider trade-off of releases of additional functionality against development of the rest of CECRIS MVP, given the project constraints of schedule and costs. • Additional resources have been reassigned to further story development.
Cost Management

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• The project cost is currently within the approved SPR3 Budget. Total One-Time Costs are currently at 57 % of budget. Additional scope and resources will add additional cost to the project. The IPO will monitor the monthly burn rate for project cost sustainability
Scope Management

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• The Project Schedule includes the functionality to be developed broken down by sprints. • The team continues to refine CECRIS MVP and needs to adhere to the MVP definition. • CECRIS baselined release Releases 4.0 and 5.0. Total CECRIS software development is now at 70% complete • The Release 4.0 CA 800 roadmap has been broken down by feature. Schema and UX design stories are being developed to guide future sprint development.
Resources

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• All contract vendors are fully resourced. • Additional SV development resources are developing the CA 800 design and are building user story backlog, currently 3 sprints worth. The team will shift to CA 800 development and preparing for UAT in July. • CDSS SME’s have been identified to work on developing an end-to-end view and overall design of CECRIS CA- 800 claim process. • CDSS has hired a new technical lead and is in the process on onboarding him. • The automated regression test tool is now implemented but is not being fully utilized. The QA vendor staff is expected to focus on implementing the automated test tool with the help of additional vendor staff to write regression script and begin regular regression testing. The lack of automated regression testing is resulting in inefficient time-consuming manual testing. • The contracted county SME is giving feedback from county user perspective on CECRIS process alignment. The CDSS has identified additional state and county users with CA 800 knowledge to help with the development and UAT of the CA 800. • CECRIS requires DevOps supports services from CDSS ISD to resolve and CECRIS environmental and production issues.
Quality

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• For the launch of the first features, issues with accessibility requirement defects were identified. The project thinks they have a solution that uses Excel to meet ADA compliance. • The data synchronization for reports issue has been resolved • Performance requirements need to be established in order to guide development to meet user’s performance expectations. • Internet Explorer (IE) Browser performance is slower compared with other browsers. A decision has not been made by CDSS whether or not to support IE. • A Branching / Release plan is not yet finalized to provide clarity on release process so that team is aware as to what activities happen in the different environments and keeping the environments in sync. A finalized plan should to be in place before CA 800 development can begin. • The PO/ Business Team has provisioned State and County SMEs to help provide for UAT. • The team needs to focus on a utilizing the automated test tool for regression testing in the next report month. Upon more complete implementation and use of the automated tool, quality may be upgraded to green. • A design strategy for CA 800 development has been developed. The team and SMEs are providing input for both technical and business user stories. • The CDSS need to make a decision after careful analysis whether to use a rules engine for CECRIS. This should be made timely before further development of the CA 800.
Risk and Issues

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• Risk and Issue Meetings are occurring on monthly basis as planned. The team assigns risk severity and risk ownership and provides risk status updates. • All project team members need to be encouraged to identify risks and issues as soon as the risks present themselves to hasten risk prevention and/or remediation. • A new issue has been raised with regards to COVID 119, the team is working on mitigation, but it has not yet significantly affected Sprint velocity.
Transition Readiness

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• The project has ongoing meetings with state and county stakeholders to develop user stories. • County SMEs should be available and trained to conduct user acceptance testing (UAT) activities for each CECRIS release. • An overarching Training Plan has been developed. Specific Training Plans need to be developed for each release. CECRIS is working on training plans for Release 3.0. • User Guides for the application need to be developed and continually updated. • The team need to prepare for training users and consider which environment makes sense, given the time constraints for the UAT schedule. • The team needs to develop a Transition Plan and update the Knowledge Transfer plan on a continuous basis for CDSS staff to assume CECRIS DD& I activities. • The team needs to develop the M&O plan. The plan must identify the CDSS resources and process necessary to maintain the system during and after full implementation.
Conditions for Approval

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• California Department of Technology (CDT) Project Oversight Manager will provide oversight services. • The CDSS is required to obtain Independent Verification and Validation (IV&V) services. IV& V services resumed on February 28, 2019. • The CDSS must provide to CDT Project Office of Statewide Project Delivery Approval and Oversight the Statements of Work related to all CECRIS consultants.
Corrective Action

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• No Corrective Action Plan Items.
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