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?Yes

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

Project Overall Health

Comments

Green

• The Enterprise Content Management (ECM) project's overall health changed to green during this assessment period due to progress observed in the focus areas of Time Management, Resources, and Quality. • The sponsors approved Change Request (CR)-003 in August 2024 with the following adjustments: -- Schedule: the approved project end date of 3/28/2025, was extended by two months to 05/30/2025, resulting in a 9.7% variance from the original timeline. -- Cost: the CR changes resulted in a $1.23 million increase in project costs, representing a 5.6% variance from the approved budget. The project reallocated unused funds from the existing budget to cover this increase, so there is no increase to the overall project costs. --Scope- there was no impact to the approved scope however, Wave 2 and Wave 3 were consolidated into a single Wave 2 release, estimated to be implemented on 2/28/2025. • The project successfully implemented Wave 1, a key milestone, on the revised Go-Live date of 9/5/2024.

Focus Area/Rating	Comments
Governance Green	• Executive management, project sponsors, and internal stakeholders remain engaged in project activities. • The Project Steering Committee (PSC) meeting was held on 9/25/2024 and the Project Sponsor meeting was held on 9/11/24. No escalations or decisions were required during these meetings. • The IPO Manager will continue to monitor the governance process as the project progresses to further validate the effectiveness of the approved plan.
Time Management Green	• This focus area changed to green for this reporting period due to the successful implementation of Wave 1 and no variance observed in the revised schedule approved with CR-003. • Wave 1 was implemented successfully on the revised Go-Live date of 9/5/2024. The implementation was delayed by five months from the Wave 1 baseline date of 4/5/2024. • CR-003 approved by the sponsors on 8/8/2024 extended the project end date by two months to 5/30/2025. The project submitted an updated Master Schedule with the revised tasks and project end date. • The project started Wave 2 development with Sprint 16 on 06/24/2024 and is on track to be implemented by 2/28/2025 as per the revised CR-003 schedule.
Cost & Contract Management Green	• Actual costs reported for this reporting period are $6.92M or 41% of the total one-time costs of $16.8M. The project costs are within the approved budget for this reporting period. • Approval of CR-003 led to an increase in project costs by $1.23 million. The project reallocated unused funds from the existing budget to cover this increase, so there is no increase to the overall project costs. An updated cost worksheet reflecting these changes was submitted to CDT on 9/26/24 with the fall 2024 Budget Change Proposal (BCP) and is pending review. • The project reported utilization of 1,017,500 from the Fiscal Year (FY) 2024-25 Future Operations (Continuing) costs; however, it is not estimated to transition to Maintenance & Operations (M&O) until May 2025. The IPO is following up on these costs with the project team. • The project has four (4) active support contracts and expenditures are within the contracted amounts. • The project has been tracking a risk, since May 2024, for the Independent Verification & Validation (IV&V) contract as the existing funds will be utilized before the project's end date. As of this reporting period, the IV&V contract has 7% of the funds remaining. To mitigate this risk the project is in the process of procuring a new IV&V contract and has reduced the current vendor hours until the new contract is in place. The solicitation for the new IV&V contract was released on 9/17/2024 and the contract is estimated to be awarded in November 2024. The IPO Manager will continue to monitor the resolution of this risk.
Scope Management Green	• No changes in scope were observed in this reporting period. • The project successfully implemented Wave 1 on 9/5/2024 with the completion of 146 Story Points and 34 User Stories. The Wave 1 release included the following enhancements: - Driver Safety (DS) enhancements, - Virtual Field Office (VFO) Salesforce (SF) file integration - Redaction and other system enhancements - Onboarding of Alfresco users for Driver's License (DL), Virtual Registration (VR), and Medical and Financial responsibility documents. • CR-003 was approved with no changes to the approved scope. The project made a decision to consolidate Wave 2 and Wave 3 scope into a single Wave 2 release which is estimated to be implemented 2/28/2025. • The project continues to work on the Requirements Traceability Matrix (RTM) for Wave 1 as well as one for the overall project. The RTM for Wave 1 was submitted by the SI vendor for DMV approval in August 2024 and is estimated to be submitted to CDT in October 2024. The IPO Manager will continue to monitor the completion of this task.
Resources Green	• This focus changed to green for this reporting period as the project onboarded additional vendor resources, approved with CR-003, to meet the Wave 2 scope and revised timeline. • The project reported 17 redirected and new state staff were engaged besides the vendor staff. State resources are contributing to implementation and testing activities as needed to complete tasks, though they are not allocated to the project full-time. With the implementation activities progressing, the IPO has no concerns. • As per the CR-003 approval, the SI vendor augmented the team with two additional resources to meet the remaining scope. The resources were onboarded in August 2024.
Quality Green	• This focus area changed to green due to progress noted in the completion of Wave 1 and improved agile reporting. • The project completed work on Sprint 19 and started Wave 2 UAT activities and development activity for Sprint 20. • As of September 2024, the project has planned a total of 717 Story Points, and 143 User Stories for Wave 2 release. • IV&V vendor opened a risk regarding insufficient agile reporting and informed the team that the methodology being used to plan sprint activities did not follow best practices for time management and the status. Due to this the project is unable to track development progress and anticipate potential delays. To address this risk the SI vendor provided measurable metrics in August 2024 and committed to providing additional progress reports such as Velocity Graph, and Cumulative Flow Diagram starting with Sprint 19 in September 2024. This risk was closed in September 2024. • The IV&V vendor submitted the Monthly Activity Report (MAR) on 9/9/2024 which continues to track the following risks and issues: -- Issue# I240501- Insufficient agile metrics reporting This issue was closed on 9/30/24 due to updated Agile metrics provided by the SI vendor. -- Risk# R231201- Overall Project Requirements Traceability Matrix. The project team has opened corresponding risks and issues to track their resolution. The observations shared in the MAR are consistent with the CDT IPO Manager's evaluation of the overall project's health.
Risk And Issues Green	• The project risks and issues are actively monitored, managed, and tracked. • The bi-weekly risk and issue meetings continue to include CDT, IV&V, and the project stakeholders. • The IPO Manager is monitoring the resolution of the open risks and issues related to security, schedule, resources, and quality.
Transition Readiness Green	• The project completed all activities related to Wave 1 training and Organizational Change Management (OCM) during this reporting period. • The project will be releasing a post-implementation survey to gather feedback on performance and useability. The IPO will follow-up on this survey in the next reporting period.
Conditions For Approval Green	• The project had four (4) conditions of approval in the Stage 4 Approval Letter: The project has met the first three conditions of approval, and the following 4th condition is pending: 4. Per the State Administrative Manual (SAM) Section (§) 4946 and the State Information Management Manual § 160, the DMV shall submit the ECM Maintenance and Operations Transition Management Plan (including the plan for the transition of any services from the SI to the State) to the CDT for review and approval at least six months before the approved project end date. - submission for this deliverable was due in September 2024 but has been delayed to October 2024.
Corrective Action Green	N/A

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