CalOSHA Data Management System (CalOSHA DMS) - 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.

7350-094 CalOSHA Data Management System (CalOSHA DMS)

DIR proposes to acquire an integrated online system for its Division of Occupational Safety and Health (DOSH), better known as “Cal/OSHA”. The new system will support customizable workflow and reporting, more readily adapt to business needs and provide better management of the data flowing between Cal/OSHA and the Federal OSHA Information System (OIS).

Project Details

Agency / State Entity	Labor and Workforce Development / Industrial Relations, Department of
Total Cost	$99,993,483
Last Approved Start Date	06/27/2024
Last Approved Finish Date	10/31/2027
Criticality Rating	Medium

IPOR Reporting Period	Overall IPOR Rating
10/01/2025 - 10/31/2025	Red

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
Red	The project's overall health rating remained in escalated status, requiring immediate corrective action. • Project has an overall schedule variance of 19% requiring a Special Project Report (SPR) as per State Administrative Manual (SAM) 4945. • Project cost and scope variance are being evaluated as a result of 19% schedule variance. • Project planned to run Release 1 and 2 sprints simultaneously to meet CalOSHA's external Portal deadline by January 2027. • Ongoing issues with the contractor are affecting team morale, which could potentially impact product quality. • DIR assigned a Contract Manager to the project. IPO Manager will continue to observe if the Contract Manager’s involvement could help reduce issues with the contractor.

Project Overall Health

Comments

Red

The project's overall health rating remained in escalated status, requiring immediate corrective action. • Project has an overall schedule variance of 19% requiring a Special Project Report (SPR) as per State Administrative Manual (SAM) 4945. • Project cost and scope variance are being evaluated as a result of 19% schedule variance. • Project planned to run Release 1 and 2 sprints simultaneously to meet CalOSHA's external Portal deadline by January 2027. • Ongoing issues with the contractor are affecting team morale, which could potentially impact product quality. • DIR assigned a Contract Manager to the project. IPO Manager will continue to observe if the Contract Manager’s involvement could help reduce issues with the contractor.

Focus Area/Rating	Comments
Governance Green	The Governance Management focus area rating remained in satisfactory status because: • Product owners continued to be fully committed to the product demo sessions and the product approval process. • Product Owners (POs) to be added as one of the approvers for Change Request (CR) for their subject matter expertise. • DIR to ensure Contractors do not approve any CRs as they are not project sponsors. • DIR makes decisions at all governance levels, with Contractors providing technical support.
Time Management Red	The Time Management focus area rating remained in escalated status because: • Project has a 19% schedule variance, requiring an SPR. • Project Schedule does not meet DCMA-14-point schedule assessment criteria because it is missing key activities such as Organizational Change Management (OCM) and Closing activities. • IPO Manager recommended the Project to ensure scheduling issues are addressed for the SPR.
Cost & Contract Management Red	The Cost & Contract Management focus area rating remained in escalated status because: • Project team morale is impacted due to ongoing issues with the contractor. If continued, it may also affect product quality. • DIR assigned a Contract Manager to the project, which may potentially reduce issues with the contractor. • IPO Manager continued to recommend evaluating Contractor Performance using Key Performance Indicators (KPIs). • Project did not document a Change Request (CR) for changing payments from deliverable payments to milestone payments without a contract amendment. • Project has 80% of one-time cost remaining for 60% of the project.
Scope Management Green	The Scope Management focus area rating remained in satisfactory status because : • Development sprints started on October 20, 2025, as planned. • Releases 1 (DED 3) and 2 (DED 4) are running simultaneously, to deploy the external Portal by January 2027 per legislative requirements. • Project set up a dashboard for sprint communication, with 3-week sprints ending in a demo by the Product Owners (POs). • IPO Manager recommended adding story points to the dashboard for transparency in sprint planning. • IV&V recommended five (5) working days for sprint reviews to accommodate 75 stories from Sprint 1 being covered. • Per Contractor Cloud setup may be delayed due to DIR security policy restrictions that may impact the project schedule. Team collaborating with other DIR project leads to resolve setup issues. • Project is addressing issues related to automating the process for accessing FedOIS regulatory codes.
Resources Yellow	The Resource Management focus area rating changed to cautionary status because: • Project Organizational (Org.) chart work is in progress and is likely to be delivered by the end of November. • Project hired 13 of the total 29 Information Technology (IT) positions and is targeting to hire the remaining positions by the end of December or January 2026.
Quality Yellow	The Quality Management focus area rating remained in cautionary status because: • Contractor is not compliant with the approved Security Management Plan. The IPO Manager recommended that DIR take immediate remedial actions. • Quality Metrics defined in the Quality Management Plan are not included as part of the Sprint dashboard. • Regular project status meetings were canceled. Project Manager (PM) emailed weekly status updates by following the communication and stakeholder plans.
Risk And Issues Yellow	The Risks and Issue Management area rating changed to cautionary status because: • Project risk and issue meetings continue to be led by the Contractor rather than by the DIR, who is responsible for project success and strategy. • State resources may be at risk due to the contractor not complying with the Security protocols set by the State Administrative Manual (SAM). DIR has yet to develop response plans to address the risk.
Transition Readiness Green	The Transition Readiness focus area rating changed to satisfactory because: • DIR assigned one (1) team member as OCM lead for both Consultation and Enforcement functional areas of CalOSHA. • Program sponsor set up bi-weekly meetings with the OCM team to kick start OCM activities. • OCM reviewed the Phase 1 Communication Plan with the Program sponsor to determine the critical path adopted for OCM activities.
Conditions For Approval Green	All Conditions of Approval have been met.
Corrective Action Green	N/A

Project Approval Documents

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