Independent Project Oversight Report (IPOR) Rating
-
- Satisfactory, no corrective action necessary.
Green -
- Caution, risks/issues exist. There may be a need for corrective action in the near future.
Yellow -
- Escalated for immediate corrective action. There is a significant risk to the health of the project.
Red -
- Not enough data is available to make a determination about the project health.
Blue -
No Report Available - Indicates that a Report is not available for publishing for the reporting period.
2740-230 Enterprise Content Management System (ECM System)
The California Department of Motor Vehicles (DMV) proposes to expand its Enterprise Content Management (ECM) System to a department-wide business process to consolidate document resources and maintain and manage a centralized repository. The expansion will provide a department based secure electronic platform for internal and external customers, cohesive document resources, enhanced information security, and reduced workflow processing time frames.
Project Details
| Agency / State Entity | Transportation / Motor Vehicles, Department of |
|---|---|
| Total Cost | $22,272,282 |
| Last Approved Start Date | 06/29/2023 |
| Last Approved Finish Date | 03/28/2025 |
| Criticality Rating | Medium |
| IPOR Reporting Period | Overall IPOR Rating |
|---|---|
| 04/01/2025 - 04/30/2025 |
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 project's overall health remains green during the April 2025 assessment period. • The project continued to roll out Field Office Document Imaging (FODI) functionality to the remaining regions, with completion estimated in May 2025. • Due to competing priorities, the DxP team has been unable to complete testing and development activities, which has further delayed the implementation of Occupational Licensing (OL) and Vehicle Registration (VR) DxP integration to May 2025. • Knowledge Transfer and Transition (K/T) sessions, initiated by the Systems Integrator (SI) in March 2025, are continuing this month with state staff. • The project remains within budget during this reporting period. |
| Focus Area/Rating | Comments |
|---|---|
| Governance Green
|
• Executive management, project sponsors, and internal stakeholders remain engaged in project activities and decisions. • The project conducts regular Project Steering Committee (PSC) meetings, with the most recent one held on May 7, 2025. The following key items were discussed: -- Risk# 00476: Performance Scalability for FODI. The sponsors suggested logging the issue since it was recurring in production. -- The project provided an update on the FODI roll-out, K/T activities, as well as other development activities. -- No other decisions or escalations were discussed. • The project team has been conducting weekly sponsor status meetings to communicate development progress with IPO, Independent Verification and Validation (IV&V), and project team members in attendance. |
| Time Management Green
|
• The project’s approved end date is May 30, 2025, which is also the end of the three-month stabilization period. • The project will start Maintenance & Operations (M&O) phase on June 1, 2025. • During this reporting period, the project rolled out FODI functionality to the remaining regions with completion estimated in May 2025. • Due to competing priorities, the DxP team has been unable to complete testing and development activities, which has delayed the implementation of OL and VR DxP integration to May 2025. The project is tracking a risk that this integration may be deferred to the M&O phase. |
| Cost & Contract Management Green
|
• Actual costs reported for this reporting period are $10.74 M or 62% of the total one-time costs of $16.8 M. The overall project costs are within the approved budget for this reporting period. • The project has utilized its FY 2024-2025 approved budget and has a balance of negative 77 K or a four % (-4%) variance. However, the project has an overall unexpended balance of $6.23 M or 37% of the approved costs. • The project has four (4) active support contracts, and expenditures are within the contracted amounts. • The Project Manager's contract, scheduled to expire in April 2025, has been extended through the project’s completion until October 2025. |
| Scope Management Green
|
• No change in scope was noted during this assessment period. • The project is on track to complete the objectives identified for this effort. |
| Resources Green
|
• The project reported 11 redirected, and new state staff were engaged in addition to the vendor staff. With the project activities progressing well, the IPO has no concerns. • With the project nearing completion, the SI vendor has scaled back resources allocated to the project. The SI informed that they will have the equivalent of two full-time staff on the project during the M&O phase |
| Quality Green
|
• The project had two planned maintenance releases during this month. • The DxP team is actively working to complete testing and development related to the OL and VR DxP integration. The ECM team has completed both development and testing on their side, and outstanding issues are now with the DxP team. The project has identified a risk regarding the timely completion of integration and noted that both implementations may be deferred to the M&O phase. • In January 2025, the SI vendor provided a draft of the overall Requirements Traceability Matrix (RTM) to the team and is working to incorporate feedback received from the IV&V vendor and project staff. The deliverable is pending final review and is estimated to be completed in the next reporting period. • The IV&V vendor submitted the April 2025 Monthly Activity Report (MAR) mid-May 2025, which continues to track the following risks: -- Risk# R231201- Overall Project Requirements Traceability Matrix. |
| Risk And Issues Green
|
• The project risks and issues are actively monitored, managed, and tracked. • The project continues to hold the bi-weekly risk and issue meetings, which include IPO, IV&V, and project stakeholders. • The IPO Manager is monitoring the resolution of the open risks and defects related to performance and quality. |
| Transition Readiness Green
|
• The project completed FODI rollout in 83 field offices in regions 3,4,5, and 6 during this assessment period. All office rollouts are estimated to be completed in May 2025. • The SI has conducted several sessions since March 2025 with the DMV M&O team comprising Business Managers, Administrators, Developers, and Product Managers. The project is continuing its efforts on K/T activities, while also identifying the appropriate DMV staff and resources. • The DMV does not have a dedicated transition manager, and the existing team will manage the activities. A Responsible, Accountable, Consulted, and Informed (RACI) matrix is being developed to identify DMV resources responsible for activities to be carried out during M&O. • IPO met with the project team on 4/17/2025 to discuss the activities planned during the M&O phase and completion of close-out activities. The project will schedule Lesson Learned sessions in May 2025 and estimates that it will deliver the Close-Out report within 30 to 60 days after the project concludes. |
| Conditions For Approval Green
|
• The project had four (4) conditions of approval in the Stage 4 Approval Letter: The project has met all conditions of approval. |
| Corrective Action Green
|
N/A |
20250626 Release-16