Independent Project Oversight Report (IPOR) Rating

Print

6980-069 Grant Delivery System Modernization (GDSM)

The California Student Aid Commission proposes to upgrade its 30 year-old Grant Delivery Core System (GDS) due to outdated security components and functional capability to meet current business needs.

Project Details

Agency / State Entity Education / Student Aid Commission, California
Total Cost $30,561,619
Last Approved Start Date 07/01/2018
Last Approved Finish Date 11/03/2020
Criticality Rating High
Most Recent Project Approval Document Stage 4 Project Readiness and Approval
Date of Most Recent Project Approval Document 10/25/2018
IPOR Reporting Period Overall IPOR Rating
05/01/2020 - 05/31/2020
Yellow
Print the IPOR Dashboard

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
• Overall health remains yellow but is trending to green. • Governance plan is current except for Charter. • State is effectively performing as SI. • Variances remain until SPR approved by CDT. • Approximately 300 un-planned requirements to be addressed. • Still missing Integrated Management Schedule. • Transition and M&O plans delayed.
Focus Area/Rating Comments
Governance

green icon Green
• Governance plan is current except for Charter. • ESC continues to meet monthly. • State is effectively performing as SI. • Project to submit Special Project Report to the CDT in July 2020 which will enable Project to re-baseline scope, schedule, cost and update remaining focus areas.
Time Management

yellow icon Yellow
• Still pending Integrated Master Schedule (IMS). • Stabilization periods need to be specified. • Draft high-level Schedule/Release Plan includes major functionality releases planned through 11/2020. • One contractor suspended for short period; no known impact to schedule or release plan. • Still to be determined is impact of Requirements Assessment on Schedule. • Documentation approved by Project Sponsor remains outstanding, including process workflow diagrams.
Cost Management

yellow icon Yellow
• Contract management has been improved with State Leads accepting or rejecting contractor deliverables. • Seven contracts remain to be aligned with contract requirements, past work vs invoices, WOAs, and execution of contract amendments. • Variances remain until SPR approved by CDT. • Still to be determined is impact of Requirements Assessment on Schedule. • Documentation approved by Project Sponsor remains outstanding, including process workflow diagrams.
Scope Management

yellow icon Yellow
• Program involved in decision making regarding requirements, features and user stories. • Requirements Assessment is targeted for June 2020 and will include addressing un-planned requirements. • Update to Project Charter is targeted for July 2020. • Two Phase 1 applications developed experiencing defects and remediation. • Phase 1 MVP analysis pending seven contractors work comparison. • Requirements traceability in progress with Program and contractor Business Analysts. • SPR is targeted for July 2020 submittal to CDT. • Still to be determined is impact of Requirements Assessment on Scope. • Documentation approved by Project Sponsor remains outstanding, including process workflow diagrams.
Resources

green icon Green
• Resources to be updated in SPR based on skills needed and workload. • Project teams operate with a high degree of collaboration. • Level of Effort (LOE) is being utilized to assess Program value and impact. • OCM contractor to on-board in June 2020. • Variances to be explained and addressed in SPR. • Documentation approved by Project Sponsor remains outstanding, including process workflow diagrams.
Quality

green icon Green
• QA/Testing processes in place. • Program SME’s are engaged with Project teams. • Knowledge Transfer occurring within Sprints. • OCM contractor to be on-board June 2020. • State PM to provide access to training and collateral materials and to Data Management practices. • Approximately 300 requirements are un-planned and could impact scope, schedule or cost. • Documentation approved by Project Sponsor remains outstanding, including process workflow diagrams.
Risk and Issues

green icon Green
• Newly assigned State Risk Manager in place. • State PM and Risk Manager share responsibility to maintain and resolve risks and issues. • Project appears to be effectively managing risks and issues with team members encouraged to identify risks at any time and with documentation in repository. • Risks that can be resolved by a Scrum team are identified in the Impediment Log and added to the backlog. • Documentation approved by Project Sponsor remains outstanding, including process workflow diagrams.
Transition Readiness

yellow icon Yellow
• Both Transition and M&O plans need to be developed or updated to current state. • Pending updated OCM and IMS plans. • Operational readiness is in progress with released production applications being maintained, including SPL, MCS and Chafee. • Stabilization periods need to be specified. • Documentation approved by Project Sponsor remains outstanding, including process workflow diagrams.
Conditions for Approval
Corrective Action

yellow icon Yellow
A Corrective Action Plan (CAP) was issued to the Project on 4/07/2020. Reference section titled “Corrective Action Plan Items” for details. 3. The CSAC Executive shall designate and assign sufficient resource/s to perform and assist with project management, contract management and administrative functions for all GDSM contracts and daily project activities. DUE: Immediate (End Date 4/14/20).  Completed 05/06/20 9. Project shall provide CDT with a Corrective Action Plan to address the remaining outstanding issues related to Governance, Scope Management, Cost Management, Resource Management, Time Management, Risk and Issue Management, Quality Management, Transition and Maintenance and Operations. DUE: Immediate (End Date 4/17/20).  Project is actively addressing Oversight Observations and Recommendations and April 2020 CDT CAP.  Areas addressed include Governance, Cost, Quality; areas to be addressed include Scope, Time, Transition and M&O.  Scope is targeted for June 2020; Time is targeted for July 2020; Transition and M&O are targeted for August 2020.
;