Independent Project Oversight Report (IPOR) Rating
-
- Satisfactory, no corrective action necessary.
Green -
- Caution, risks/issues exist. There may be a need for corrective action in the near future.
Yellow -
- Escalated for immediate corrective action. There is a significant risk to the health of the project.
Red -
- Not enough data is available to make a determination about the project health.
Blue -
No Report Available - Indicates that a Report is not available for publishing for the reporting period.
2740-230 Enterprise Content Management System (ECM System)
The California Department of Motor Vehicles (DMV) proposes to expand its Enterprise Content Management (ECM) System to a department-wide business process to consolidate document resources and maintain and manage a centralized repository. The expansion will provide a department based secure electronic platform for internal and external customers, cohesive document resources, enhanced information security, and reduced workflow processing time frames.
Project Details
| Agency / State Entity | Transportation / Motor Vehicles, Department of |
|---|---|
| Total Cost | $22,272,282 |
| Last Approved Start Date | 06/29/2023 |
| Last Approved Finish Date | 03/28/2025 |
| Criticality Rating | Medium |
| IPOR Reporting Period | Overall IPOR Rating |
|---|---|
| 11/01/2024 - 11/30/2024 |
Green
|
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 remains green during this assessment period. • The project is on track to start UAT for Wave 2 in December 2024 and go live in February 2025. |
| 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 11/25/2024, and the Project Sponsor meeting was held on 11/13/24. During the sponsor meeting, a decision was requested on the integration of BOTS with the ECM solution, which are currently integrated to Quick Web (QW). The sponsors requested an analysis of the level of effort required, and a decision is pending. • As of this reporting period, the project changed the frequency of the weekly status meetings to bi-weekly as per the agreement of all team members. • 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
|
• The project started Wave 2 development with Sprint 16 on 06/24/2024 and is on track to be implemented by 2/28/2025. • The project completed all development work for Wave 2 with the completion of Sprint 22 on 11/26/24. However, development work for defect resolution and additional feature requests will continue during the testing timeframe. • The project is on track to start Wave 2 UAT in December 2024 and is estimated to be completed in February 2025. |
| Cost & Contract Management Green
|
• Actual costs reported for this reporting period are $8.71M or 52% of the total one-time costs of $16.8M. The project costs are within the approved budget for this reporting period. • The project has four (4) active support contracts, and expenditures are within the contracted amounts. |
| Scope Management Green
|
• No changes in scope were observed for this reporting period. However, the project is analyzing the integration of several BOTS with ECM solution that are currently integrating with Quick Web (QW). Adding this functionality may result in an increase in scope. • The SI vendor provided a draft of the overall Requirements Traceability Matrix (RTM) to the DMV and IV&V in October 2024, which is currently under their review. • The RTM for Wave 1 was approved by DMV and submitted to CDT in October 2024. CDT’s review of the RTM is pending. |
| Resources Green
|
• The project reported 9 redirected, and new state staff were engaged in addition to 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. |
| Quality Green
|
• The project completed Wave 2 development work with Sprint 22 and started development of Sprint 23 in November 2024. • The objective of Sprint 23 is to complete the development work for Open Text functionality and open defects. It is estimated to be completed in December 2024. • Release 1.5, which adds additional users to the ECM libraries, was successfully pushed to production on November 13, 2024. • As of November 2024, the project has planned a total of 747 Story Points and 137 User Stories for Wave 2 release. • The IV&V vendor submitted the Monthly Activity Report (MAR) in mid-December 2024, which continues to track the following risks and issues: -- 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 continues to work on training materials and Organizational Change Management (OCM) activities for Wave 2. • Self-directed training job aides were made available in advance to users on-boarded with release 1.5 in November 2024. • The project released a Wave 1 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 all conditions of approval. 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. - the project submitted the DMV approved deliverable to CDT in October 2024. The CDT review of the plan is pending. |
| Corrective Action Green
|
N/A |
Currently unavailable
2025-01-23 - Release-8