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
05/01/2025 - 05/31/2025	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?Yes

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

Project Overall Health

Comments

Yellow

The overall project status is yellow for the following reasons: o The schedule has a broken critical path which impedes the ability to see how changes impact go live milestones. o The FAWs costs for SI vendor and ongoing operations do not clearly map to SI Contract. o Unknown scope increases in Releases 2 and 3 may exceed planned project cost and delay go-live dates. o Need to further refine and improve sprint development and testing processes.

Focus Area/Rating	Comments
Governance Green	o The EDD team is actively updating four (4) governance-related project documents to refine the decision-making hierarchy, define new supporting processes, and ensure the governance discussion is consistent across the documents. o The documents are in their second round of review with the CDT and should finalize in June 2025.
Time Management Yellow	o The project schedule was analyzed using an industry standard assessment tool and found to have several deficiencies such as a broken critical path, invalid dates, and missing dependencies. o User Acceptance Testing (UAT) completes just one (1) business day before the code is frozen. The lack of buffer between these dates creates a risk if a high number of critical defects are discovered late in the UAT cycle as there would be minimal time to address. o In Sprint 9, all but one (1) user story completed which is a strong finish to Release 1. This indicates the new Jira processes previously instituted to ensure favorable sprint finishes were effective.
Cost & Contract Management Yellow	o FAWs costs do not clearly map to SI Contract. The CDT is working with the project team to adjust costs and dates which will be reflected in a supersedes letter to ensure project artifacts align with the SI vendor contract.
Scope Management Yellow	o The DMS project team submitted a second Change Request (CR#2) which increases the scope of the DI/PFL forms. There may also be a CR#3 to increase the scope of the Tax and Remittance forms. o The concern is the additional scope may exceed planned project cost and/or delay go-live dates.
Resources Green	o Elements of the DMS project organization structure require clarification which the EDDNext team is actively working on to ensure decisions are made at the right level and at the right time. o State staffing of the DMS project appears to be on track with open classifications totaling less than one (1) person year (PY).
Quality Yellow	o Add additional Unit Testing (UT) and System Integration Testing (SIT) testing statistics into the Sprint Report to provide quality insight into testing coverage and execution results. o Do not consume story points for user stories with open medium severity defects during the Release 2 and 3 sprints to ensure more accurate reporting during the sprint. o Conduct a root cause analysis to understand why the Release 1 defect rate was high so corrective action can be taken during Releases 2 and 3. o Develop a Release 1 traceability report to ensure objectives and requirements have been fully met. o Produce validation reports comparing data migration from source to target and evidence of unit testing before the full database extraction to find potential problems at the earliest time possible.
Risk And Issues Green	o The DMS project team is following the processes outlined in the Risk and Issue Management Plan.
Transition Readiness Green	o Readiness activities are on track and currently focused on IT training, end-user training, and organizational change management.
Conditions For Approval Green	All conditions for PAL Stage Gate approvals have been met.
Corrective Action Green	Comments about Corrective Action Plan Items • N/A

20250626 Release-16