Independent Project Oversight Report (IPOR) Rating

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2720-114 Wireless Mobile Video/Audio Recording System (WMVARS) Upgrade

The California Highway Patrol proposes to replace the existing standalone digital versatile disc based Mobile Video/Audio Recording System (MVARS) with a commercially available high resolution Wireless MVARS inclusive of body worn cameras.

Project Details

Agency / State Entity Transportation Agency / California Highway Patrol, Department of the
Total Cost $69,573,541
Last Approved Start Date 11/02/2019
Last Approved Finish Date 11/30/2022
Criticality Rating Medium
Most Recent Project Approval Document Stage 4 Project Readiness and Approval
Date of Most Recent Project Approval Document 9/25/2019
IPOR Reporting Period Overall IPOR Rating
06/01/2020 - 06/30/2020
Yellow
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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
Yellow
• The Project’s overall health rating is changing to yellow for this reporting period. The project continues to face schedule delays due to the testing conducted by Public Safety Communication (PSC) which still shows degradation caused by new equipment. • Project onboarded the Technical Project Manager (PM) effective, July 3rd, 2020. • Independent Project Oversight (IPO) has had limited ability to independently assess and validate the project’s progress, management of risks and issues due to limited visibility into and access to project working meetings and other activities.
Focus Area/Rating Comments
Governance

green icon Green
• The department’s new Chief Information Officer (CIO), Chief Christopher Childs will officially assume his new role on July 1st, 2020. • The project continues to hold their monthly re-occurring Executive Steering Committee (ESC) meeting. The meeting was held on June 24, 2020. • IPO has been unable to verify meeting frequency of the other two governing bodies for the WMVARS project i.e. Project Management Unit (PMU) Oversight and Change Control Board (CCB). (See IPO Issue Identifier #01 on Page 14). • The project held weekly check point and technical meetings in June 2020.
Time Management

yellow icon Yellow
• The Time Management Focus Area rating is changing to yellow for this reporting period. • Project continues to face delays due to issues related to PSC equipment testing. The project will be working with System Integrator (SI) vendor to review and update the schedule due to these delays. • Rollout activities are currently on track as per the California Department of Technology (CDT) approved end date of November 2022. • The projected end date as per the project's working schedule is April 2022. • Project has been unable to complete the following milestones planned for June 2020 or earlier: o Hardware Configuration o Go/ No Go Pilot Installations. o Pilot (Direct to Cloud and On-Premise) o Go/No Go Rollout • The schedule was updated in April 2020 where the System Test activities were separated into two parts to account for the availability of Active Directory Federation Services (ADFS) features in the solution: o System Test Part I- This included testing system functionality with the availability of the authentication feature. Project completed executing all test cases for Part 1 of system testing on 6/19/2020. o System Test Part II- This includes testing system functionality with the availability of the permissions feature. This task is estimated to start on August 4th, 2020. • As per IPO recommendations, the project is in the process of updating the roll-out plan with the retrofit schedule, hardware install schedule for new cars, and on-premise installation schedule. The roll-out plan will feed into the integrated master schedule to determine the final schedule for roll out activities. • Updates to the roll-out plan and schedule have been delayed which was initially estimated to be released in May 2020. IPO will continue to follow up on the revised schedule for the future reporting period.
Cost Management

yellow icon Yellow
• The Cost Management rating of yellow remains unchanged for June 2020. • As of June 2020, the project has expended approximately 7% ($1.75M) of the $47.2M total one-time approved project costs. • Several Purchase Orders (POs) have been approved by the department to encumber the funds for fiscal year 2019/20. • Delivery and production of parts is on hold until resolution of PSC issue. This will impact the processing of 2018/19, 2019/20 POs. • The Budget Change Request (BCR) of $14,381,146 to fund the maintenance and operations cost of the WMVARS project was approved by the department in June 2020. Project will be initiating a Budget Change Proposal (BCP) for 2021/22 on the basis of the BCR approval. • IPO is following up with the project to obtain the final cost of Change Request (CR) #1 and approval by ESC. The Department of Finance (DOF) and IPO reviewed the projected cost of CR#1, $7.5M, which will increase one-time project cost by $4,054,602 (8.6%) from the approved project costs.
Scope Management

yellow icon Yellow
• The Scope Focus Area rating of yellow remains unchanged for June 2020. • Project is working towards implementing the changes from the previously approved scope: o CR #1: increases the scope since the project will be completing hardware installs for 1000 new vehicles in addition to the initial planned retrofit work. o ADFS: project selected to integrate the SI vendor solution with ADFS for authentication and permissions features. This is a change from the original scope where the SI vendor solution would integrate with the department’s Active Directory (AD). Though this change negatively impacts the schedule it reduces future operational costs for the department.
Resources

green icon Green
• Recruitment activities for the Technical PM have been completed and the staff was on-boarded effective, July 3rd 2020.
Quality

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• Project completed Part 1 of system functionality testing on 6/19/2020. A total of 388 test cases, identified in the Requirements Traceability Matrix (RTM), were tested with a pass rate of 86%. • The failed test cases have been logged in a defect log. The SI vendor initiated fixing the defects on 6/22/2020. The resolution date for most of these defects is 8/3/2020 which is just prior to Part II of system functionality testing. This project may have a risk of testing being delayed if the resolution for any of these defects is delayed. • Independent Validation & Verification (IV&V) completed their analysis of the project’s Organization Change Management (OCM) plan in June 2020 and provided several changes and recommendations to the project. Project has updated the OCM plan addressing the feedback provided. IV&V and IPO will be reviewing and providing feedback on the updated plans. • IV&V provided the Software and System Test task reports to the project with deficiencies and recommendations in May 2020. Project has addressed the recommendations which will be validated for compliance by IV&V during testing. • Project released the updated Test and Implementation Plan April 2020. The Implementation Plan lacks a roll out schedule for existing retrofit work in each division and hardware installs for new vehicles. Additionally, it does not provide a defined timeframe to the divisions to complete the retrofit work. Per IPO’s recommendation, Project is in the process of updating the roll-out plan. IPO will continue to follow up on these updates in the future reporting period.
Risk and Issues

yellow icon Yellow
• The Risks and Issues Focus Area rating of yellow remains unchanged for June 2020. • The project has a Risk Register in place and the project team is managing the risks and issues. • IPO has been unable to proactively assess and validate the project’s progress and management of risks and issues due to limited access provided to project activities and meetings (See IPO Issue Identifier #01 on Page 14). • No new risks were added for this reporting period. Updates for existing risks and issues are as follows: • PSCO Compatibility Report – high o The third round of testing was completed by PSC in June 2020 utilizing the updated sample parts provided by the SI vendor. o Test results released 6/26/2020 showed reduced interference from previous results but still above threshold interference from some of the parts. o PSC will be conducting another round of testing in July 2020, with updated parts provided by the SI vendor. o Currently, pilot production has been halted due to this issue and it may negatively impact the deployment schedule based on the time it requires to resolve this issue. o Project will evaluate further impact to schedule based on the results of July 2020 testing. • Active Directory Integration – medium o The SI vendor’s current solution does not support integration with ADFS and is planned for development. o The authentication feature was released as per schedule in May 2020. o The permissions features is on target to be released August 3rd, 2020. • The resolution date for most of the defects identified in Part 1 of system functionality testing is 8/3/2020. This is a day prior to Part II of system functionality testing which is estimated to start August 4th, 2020. This creates a risk since testing could be delayed if the resolution for any of these defects are delayed.
Transition Readiness

blue icon Blue
• As of June 2020, transition tasks have not started; therefore, there is not enough information available to make a determination about the health of the project’s transition/implementation readiness.
Conditions for Approval

green icon Green
• The project has completed all conditions for approval.
Corrective Action
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