Facility Management System (FMS) - 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.

5180-213 Facility Management System (FMS)

The California Department of Social Services proposes leveraging a new licensing system to meet the business needs of the other licensing programs, providing an integrated system that ensures full licensing functionality.

Project Details

Agency / State Entity	Health and Human Services / Social Services, Department of
Total Cost	$59,274,293
Last Approved Start Date	06/06/2026
Last Approved Finish Date	06/30/2027
Criticality Rating	Medium

IPOR Reporting Period	Overall IPOR Rating
03/01/2026 - 03/31/2026	Yellow

Independent Project Oversight 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?Uncertain

Project Overall Health	Comments
Yellow	The Project Overall Health remains in cautionary status primarily due to low requirements completion rating for not meeting the planned March 2026 testing leading to June 2026 Release 1 Go Live. To date, project is at 62% requirements completion rate. New Go-Live date of August 2026 has been re-planned to address remaining requirements. Fulfillment of other implementation activities is progressing as scheduled which includes (1) planned 4th formal Change Control Board meeting (2) completion of Sprint 8-9 development activities (3) completion of 1 out of 2 Risk and Issue meeting. Five focus ratings in the area of governance, scope, resources and quality remain in cautionary status, while time is corrective due to observed planned Release 1 Go-Live.

Project Overall Health

Comments

Yellow

The Project Overall Health remains in cautionary status primarily due to low requirements completion rating for not meeting the planned March 2026 testing leading to June 2026 Release 1 Go Live. To date, project is at 62% requirements completion rate. New Go-Live date of August 2026 has been re-planned to address remaining requirements. Fulfillment of other implementation activities is progressing as scheduled which includes (1) planned 4th formal Change Control Board meeting (2) completion of Sprint 8-9 development activities (3) completion of 1 out of 2 Risk and Issue meeting. Five focus ratings in the area of governance, scope, resources and quality remain in cautionary status, while time is corrective due to observed planned Release 1 Go-Live.

Focus Area/Rating	Comments
Governance Yellow	Governance changed to cautionary status due to observed delay in the planned Release 1 Go Live that will have a high likelihood of impacting remaining releases. The needed requirements essential to complete Release 1 were not met, thus, extending Release 1 Go-Live from June 2026 to August 2026. This 3-month delay will most likely increase pending submission by system integrator vendor for an updated over-all project timeline to cover remaining releases. The FMS team has started replanning efforts for Release 1, which could potentially address the issues/risks indicated for this reporting period. Governance alignment will need to be reviewed with the last approved Stage 4 artifacts as a result of the delay. Key governance activities occurred: Change Control Board meeting, Risk and Issue meeting, completion of two remaining sprints for Planning and Development including Integration and Data Migration. Additional sprints will be added as a result of Release 1 delay. No major deliverable observed for this reporting period. Heightened awareness is being recommended for the on-going Sprint Planning and Development. Improvement observed in completion of requirements that are planned for Release 1 but remains to be sustained by ensuring critical dependencies are addressed and supported.
Time Management Red	Overall 31% completion rate remains the same pending review and submission of an updated master schedule. Rating remains in corrective status due to observed delay for Release 1 completed sprints vs remaining requirements. Revised Release 1 implementation to production changed from June to August 2026. Close monitoring is needed based on other key dependencies vs remaining sprints and status clarity: * Completed Requirements/Planned: 269/433 (increased from 43% to 62%) * Completed Sprints Vs Remaining: 9 out 9 sprints * Completed User Stories/Planned: 467/970 (48%) Please note that these information are a point in time and will change by next reporting period. Oversight will continue to validate the information gathered from the automated tracking system. No change from prior report for Release 1 work completion of 45% pending submission of an updated master schedule to reflect new Release 1-3 target and other milestones.
Cost & Contract Management Green	Trending yellow due to potential project cost increase as a result of Release 1 delay impacting remaining releases. New Release 1 target will be August 2026, 3-month delay from the original June 2026 target date. However, overall time delay is currently in assessment by FMS project to cover remaining releases which will trigger potential project cost increase. Supersede Stage 4 Approval Letter was issued for this project last 12/23/2025 based on meeting the Conditional Approval that was set from the prior 6/5/2025 Stage 4 Approval. Cost re-alignment resulted in an overall reduced total project cost of $347,928. FMS new total project cost baseline is now set at $59,27,293 Project cost usage is still within the approved cost baseline. Cost-to-date usage is 34% ($20.7M) expended from planning and execution activities. Cost usage went down by 2% from last report to align all cumulative to actuals only vs inclusion of cost estimated data. Contract management is in place with the employment of key contract tracking mechanisms such as the Deliverable Expectation Document (DED) and the Deliverable Acceptance Document (DAD) for key contract services. No DADs identified for this reporting period. Overall external contract cost planned for this project is $30.6M with a reported 25% ($7.7M) actual contract cost usage to date. Options to revise payment SI vendor to accommodate delays was not approved due to existing payment provision that would require contract amendment.
Scope Management Yellow	Rating remains in cautionary status due to low requirements completion rate from prior report of 43% to 62% being reported for DEL 13-R1, the actual system target to be originally implemented by June 1, 2026. New tentative target of August 2026 is still under review. Close monitoring is needed based on other key dependencies vs remaining sprints and status clarity: Release 1 Requirements Cumulative Summary Progress: * Number of identified requirements: 433 * Done: 269 * Completion Rating: 62% Release 1 User Stories Cumulative Summary Progress: * Overall Planned User Stories: 970 * Overall Completed User Stories: 467 * Remaining User Stories: 503 * Overall Identified Bugs: 522 * Overall Resolved Bugs: 519 * Remaining Bugs: 3 No SI deliverables observed for this reporting period.
Resources Yellow	Rating remains in cautionary status due to observed shortage in critical positions from both state and vendor staffing including contract expiration of critical service(s). • Shortage observed for State staffing covering First Tier, Core Project Team and SMEs with the submitted PAL artifacts to continue the stable progression of required staffing at the critical stage of implementation. One key vendor staff departure observed, planned transition to check. Replacement via active recruitment and back-up identification in-progress. • Other key external consulting and professional services progressing as scheduled but will need active resolution to address incoming OCM contract expiration prior to full implementation and review of all contract services based on revised implementation master schedule submission for impact identification. * Other critical resources in-progress: - Review of secure transfer protocol using SAFE service provided by CDT in-progress for review. - Review of system integrator access to sql server environment for testing. * Recommendations: (1) Review of state resource balancing between planned Release 1 and 2 as this will most likely occur simultaneously using key resources. (2) Over-all resources will need to be revisited pending submission of an updated master schedule to address observed Release 1 delay and impact to remaining releases. (3) Review of resource-related risks and issues to provide pro-active support and mitigation -ex mobile resources device unavailability critical to system integration testing, translated forms prioritization.
Quality Yellow	Rating remains in cautionary status due to several quality observations that IV&V highlighted for caution in the area of design, configuration & development, interface implementation and testing. IV&V also identified 6 high-priority items for close monitoring to ensure FMS successful implementation: 1. Backporting 2. Data Conversion and Validation 3. System Testing by Sprint 4. Feature Testing with Converted Data 5. Change Requests 6. Requirements Traceability Additional IV&V recommendation provided in the area of realistic timelines, resource focus, scope risk, SI vendor proactive process to present pre-vetted options to the project.
Risk And Issues Green	Only one out the planned regular bi-weekly risk and issue meetings occurred for this reporting period pending re-planning efforts for a potential revised implementation timeline: Total Risks and Issues: 24 Total Open Risks & Issues: 15 Total Closed Risks & Issues: 5 Majority of open risks and issues are the in the area of integration, stakeholder review, resources and data management specific to migration and backporting. The FMS team has started replanning efforts for Release 1, which could potentially address the issues/risks indicated for this reporting period.
Transition Readiness Green	Remains in green based on several major tasks that’s been addressed to avoid potential delay, most specifically in the Training Plan Deliverable (Deliverable 11A) with risk transition identified as dependent for Release 1 training curriculum completion. All other OCM deliverables completed as schedule, the finalization of Agile Assessment survey for staff and leadership have also been added.
Conditions For Approval Green	Update the Planning Costs section of the Financial Analysis Worksheet to reflect actual Full-Time Equivalent positions through FY 2024-25 by September 1, 2025, or earlier. Status: CLOSED Final FAW submitted approved by the CDT and DOF for this reporting period. Supersede Stage 4 Approval Letter issued on December 23,2025 resulting in reduced over-all total project cost by $347,000.
Corrective Action Green	No Corrective Action Plan identified.

Project Approval Documents

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