Independent Project Oversight Report (IPOR) Rating


0820-217 Justice HR

The Department of Justice proposes to implement an integrated system that allows employees and managers self-service functionality to track attendance and leave usage and provides position control and learning management. The solution will centralize and automate manual processes used throughout the department.

Project Details

Agency / State Entity Legislative, Judicial, and Executive / Justice, Department of
Total Cost $10,287,451
Last Approved Start Date 03/01/2016
Last Approved Finish Date 06/30/2021
Criticality Rating Medium
Most Recent Project Approval Document Special Project Report 1
Date of Most Recent Project Approval Document 8/8/2018
IPOR Reporting Period Overall IPOR Rating
06/01/2020 - 06/30/2020
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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
• The project continued to primarily focus on the procurement activities. • The project team is collaborating with Statewide Technology Procurement (STP) for vendor evaluation and selection processes.
Focus Area/Rating Comments

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• The Project has been establishing and refining project management processes that will support the execution and delivery of the HR solution. o The Configuration Management practices and processes are still pending development. o The Data Governance Processes are still pending completion. • Project is conducting OCM meetings. • The project schedule includes tasks and activities for SPR#2 submission and approval from CDT management o Award of the prime vendor contract will occur after the SPR#2 is approved. o CDT met with the project team to discuss information that need to be addressed in SPR 2.
Time Management

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• Due to initial delays in the RFP/SOW development, the approved Project schedule continues to be impacted. • The Project’s remediation to the delays will be thru the submission of SPR #2. • CDT IPO recommends: o For schedule planning for the project to leverage the content in the RFP to develop the schedule the project execution phase. o Project schedule management practices should align with the Implementation methodology for the selected vendor.
Cost Management

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• The project is operating within approved costs. • Due to the slippage in the SPR#1 approved schedule, the project overall cost is trending towards yellow because of an overrun in the resources costing.
Scope Management

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• The Project indicates that it is operating within the approved scope. • The Project procurement aligns with the approved scope.

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• The project to report the true usage, and variances to the approved estimates of staff resources in the SPR#2. • The CDT IPO recommended that the project assign a state PM to manage the overall implementation activities and make decisions on behalf of the state. • The CDT has identified that the Project resources are being shared based on operational availability, versus the approved project plans and timelines. o The CDT IPO communicated that this might pose a risk to the project schedule.

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• The project is addressing questions and comments received from the vendor community on the RFP/Addendum and solution requirements.
Risk and Issues

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• The Project continues conducting risk and issue meetings. • CDT will be tracking the mitigation of risks in the IPOR. o CDT recommends dedicated resources (Classifications) be assigned for approved project processes and plans to avoid risk of resource contention and schedule delays. o The Project leadership has agreed to address the issue where the Project resources are being shared based on operational availability, versus the approved project plans and timelines.
Transition Readiness

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• No additional changes to the previous reporting period. • The Project shared with CDT the draft Maintenance and Operations Transition management outline for CDT review. • Draft Master Project Schedule will be assessed against the draft transition processes for alignment and to ensure project’s transition activities and deliverables have been adequately planned.
Conditions for Approval

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• Special Project Report SPR#1 was approved with the following conditions: o The project shall acquire Independent Verification & Validation (IV&V) services through project implementation and submit to CDT monthly IV&V reports. o DOJ submitted a formal exemption request to CDT to defer IV&V service needs after the selection of the solution and implementation approach. This will allow the DOJ to determine the level of IV&V services that will be required for the selected solution. CDT conditionally approved this request on December 31, 2018. o The DOJ shall submit a SPR#2 once the solution integrator contract has been awarded. SPR#2 will identify the selected vendor and true up the schedule, scope and budget using information from the signed contract. IV&V waiver deferral request approval conditions: o In accordance with the JusticeHR Project Special Project Report (SPR) #1 conditions, DOJ will submit an SPR#2 after the procurement activities and selection of the technical solution have been completed and will include the acquisition of IV&V services and any additional changes to the project. October 2019: During this reporting period, the project awarded the contract for the IV&V vendor.
Corrective Action

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• There is no Corrective Action Plan.