Housing and Homelessness Data Reporting Solution (HHDRS) - IT Project Tracking - California Department of Technology - California Department of Technology

Independent Project Oversight Report (IPOR) Rating

Green
- Satisfactory, no corrective action necessary.
Yellow
- Caution, risks/issues exist. There may be a need for corrective action in the near future.
Red
- Escalated for immediate corrective action. There is a significant risk to the health of the project.
Blue
- Not enough data is available to make a determination about the project health.
No Report Available - Indicates that a Report is not available for publishing for the reporting period.

5180-221 Housing and Homelessness Data Reporting Solution (HHDRS)

The California Department of Social Services (CDSS) proposes a single data software solution that will collect and integrate client-level data for the five CDSS Housing and Homeless programs. This would replace the current process of collecting data manually on MS Excel spreadsheets for all five programs and allow both counties and CDSS to more readily assess program performance in regard to statutorily required data elements as well as streamline data collection processes with the ultimate goal of maximizing program impact.

Project Details

Agency / State Entity	Health and Human Services / Social Services, Department of
Total Cost	$3,832,512
Last Approved Start Date	07/01/2024
Last Approved Finish Date	04/25/2025
Criticality Rating	Medium

IPOR Reporting Period	Overall IPOR Rating
05/01/2025 - 05/09/2025	Green

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?Yes

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

Project Overall Health	Comments
Green	The overall health of the project remains Green. The project is effectively managing all focus areas and aligns with the baseline and project plans. The project has completed within budget and with minor changes to the schedule.

Focus Area/Rating	Comments
Governance Green	The project’s Governance practice aligns with the current approved Governance plan and is effective. The project team holds weekly status meetings for the project. The project team is established and empowered to plan and manage workload. The project team has met with the Executive Steering Committee members this month and has focused on disseminating status on scope, product, risks, and issues.
Time Management Green	The project’s time management remains Green based on identified milestones for this reporting period and expected progress in the schedule. Deliverable 8, training, completed and was accepted on May 1, 2025. Deliverable 9 was accepted on May 9, 2025, once the stabilization period concluded and this signifies the acceptance of the final pending Deliverable.
Cost & Contract Management Green	Baseline costs have been finalized through the Project Approval Lifecycle Stage 4. Project has spent approximately 86% of the total One-time project cost through the end of the Implementation phase of the project. This is for the CDSS staff costs, the CDT Independent Project Oversight (IPO) costs, payment for Deliverables 1 through 9, and the Licenses needed for the first, partial year. Costs are within the baseline set in the Financial Analysis Worksheets in the Stage 4 approval.
Scope Management Green	Scope change control practice aligns with the Scope Management plan and is being effectively controlled. Roles and responsibilities are clearly defined. No changes to scope are currently requested or approved. Sixty-three (63) of the sixty-four (64) unique requirements for the project have been met and validated with the completion of User Acceptance Testing. The final remaining requirement has been met as part of Deliverable 9 and was accepted with Deliverable 9 on May 9, 2025.
Resources Green	The project team is actively managing its resources both from the state and vendor level. Project team has appropriately scheduled time with adequate and proper resources to attend feedback sessions to ensure accurate communication and input is provided to the vendor. Resource costs overall ran above expected while the total budget was under the last approved budget amount. These resources were needed to address concerns within the new system and to provide feedback on changes made during implementation.
Quality Green	Project team has given clear guidance to the vendor on expected results and processes for the new programs as well as reporting requirements for each business program. Feedback continues to be gathered and presented to the vendor. User Acceptance Testing wrapped up on February 7, 2025. All user feedback was addressed and implemented within the system. All parties have signed off on the final acceptance and go-live of the new system. No outstanding issues or conditions on acceptance have been identified.
Risk And Issues Green	Risks and issues are being actively identified, monitored, managed, and tracked on the project at this time. Project team is adhering to the risk and issue monitoring and resolution practices identified in the Risk and Issues Management Plan. During this period, the IPO Manager has observed the project team has focused on mitigating risks and addressing issues. No new issues have been identified for the May 2025 reporting period and no issues will carry into the Maintenance and Operations phase of the project.
Transition Readiness Green	Training for internal CDSS staff is complete for the four (4) Housing and Homelessness Division (HHD) admin staff. Deliverable 8 consists of formal training for county-level grantee users. Deliverable 8 began in the February 2025 reporting period and completed on May 1, 2025. Project is documenting lessons learned as items are identified and resolved.
Conditions For Approval Green	The Project Approval Letter Stage 4 was approved with the following conditions: Within thirty (30) days after the System Integrator contract is signed, the project staff shall submit to the CDT the following draft project management plans: 1. Configuration Management plan 2. Data Management plan 3. Implementation Management plan 4. Maintenance and Operations Transition Management plan Within sixty (60) days after the System Integrator contract is signed, the project staff shall submit to the CDT the following final project management plans: 1. Configuration Management plan 2. Data Management plan 3. Implementation Management plan 4. Maintenance and Operations Transition Management plan The project has met the required final submission date for the four (4) project management plans on August 23, 2024, one day ahead of the required August 24, 2024, due date. With this submission of the final plans, the conditions have been met.
Corrective Action Green	No corrective action plans are in place at this time.

Project Approval Documents

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