7100-237 Document Management System (DMS)

The EDD has analyzed a variety of existing software solutions used for its existing imaging, data capture, electronic file submissions, document storage, and retrieval services infrastructure. The proposed vendor solutions must provide the capability to develop processes that are streamlined, scalable, and flexible for variable workloads. The solution features should support the deployment of new configurable, scalable, and robust software for imaging paper and electronic submissions as well as efficiently process defined business workflows. The DMS project will provide foundational capabilities necessary to support EDD modernization and GovOps Strike team recommendations.

Project Details

IPOR Reporting Period	Overall IPOR Rating
01/01/2025 - 01/31/2025	Yellow

Independent Project Oversight Dashboard

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?Uncertain

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

Project Overall Health

Comments

Yellow

1. The schedule could be impacted for the following reasons: o Due to a lower than expected sprint velocity, the user story backlog is increasing. o Lack of a baselined schedule means there is no reference point to measure schedule slippage against. o Lack of a resource loaded schedule makes it difficult to balance the bandwidth between state and SI resources. o Parallel execution of Release 1 and Release 2 sprints is new to this project. o The Change Management process needs to be followed for changes to major milestones. 2. The quality process is impacted for the following reasons: o The opening and closing of sprints is not per the approved Project Management Plan or industry best practices. o Timing of the demos does not provide enough time for the state to review and approve user stories. 3. Recent project scope progress: o The Requirements Traceability Matrix (RTM) was completed by the project team. o The DMS Project Plans have been completed on time.

Focus Area/Rating	Comments
Governance Yellow	The DMS team did not create a Change Request (CR) for the extension of Release 1, and did not provide any detailed analysis related to state resources and additional costs. The IPO Manager recommends following the Change Management process for significant project modifications.
Time Management Yellow	o Sprint Velocity: Due to low velocity, there is a risk that the two (2) additional sprints added to Release 1 to address the growing backlog of user stories may not be sufficient, thus the revised Release 1 go-live date could push out even further. o Parallel Execution: In order to catch up for a slow start, additional sprints were added, causing Release 1 and Release 2 to run briefly in parallel, which will be monitored to ensure there are no state resource conflicts that could impact the schedule. o Project Schedule Availability: Release 1 of the project is currently in Sprint 5 (out of 9 Sprints) without a final, baselined schedule. Without it, the DMS team is using a draft version. o Key Milestone: After reviewing the approved Stage 4 Project Schedule (June 2024) and the SI Vendor Schedule (December 2024), the IPO Manager observed that a key milestone did not align.
Cost & Contract Management Green	o Cost Management: The IPO Manager recommended the DMS project team update the FAWS with actual costs.Per the project team, the updated FAWS will completed by the end of February 2025. o Contract Management: The DMS Contract Manager has been working with the System Integrator to ensure deliverables are on schedule, reviewed by multiple sources, and invoices are submitted / paid in a timely fashion.
Scope Management Green	o The Requirements Traceability Matrix (RTM) was completed by the project team.
Resources Yellow	o Resource Loading: The project schedule is not fully loaded with individual state resources which is an industry best practice to ensure resources are not over allocated. o Scheduler: In January 2025, the DMS Project Team added a dedicated scheduler to work with the DMS project team to review and update the schedule tasks.
Quality Yellow	o Regarding management of sprint processes, the section has been changed from “Satisfactory” to “Cautionary“.
Risk And Issues Green	o The DMS team appears to be following the processes outlined in the Risk and Issue Management Plan.
Transition Readiness Green	o A Final vendor-created Transition Plan was delivered on 2/7/25. The IPO Manager will review the Final plan and provide an update in the next IPOR report.
Conditions For Approval Blue	CDT Conditional Approval – Stage 4 • Resource Loaded Project Schedule The Project Schedule will be reviewed and commented on in the February 2025 IPOR.
Corrective Action Green	Comments about Corrective Action Plan Items • N/A

2025-02-07 - Release-11