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
11/01/2025 - 11/30/2025	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 is documenting reasons for the 19% baseline schedule variance in a Special Project Report (SPR), as required by the State Administrative Manual (SAM) 4945. • Ineffective contract management caused ongoing contractor issues, canceled meetings, and impacted Risk/Issue and Quality Management processes. • Independent Project Oversight (IPO) Manager recommended that the CalOSHA Contract Manager be present in project meetings to review contractor performance. Project aims to complete both Release 1 and Release 2 by the third week of November 2026 to meet the legislative requirement of deploying the external-facing Portal by January 2027.

Project Overall Health

Comments

Red

The project's overall health rating remained in escalated status, requiring immediate corrective action. • Project is documenting reasons for the 19% baseline schedule variance in a Special Project Report (SPR), as required by the State Administrative Manual (SAM) 4945. • Ineffective contract management caused ongoing contractor issues, canceled meetings, and impacted Risk/Issue and Quality Management processes. • Independent Project Oversight (IPO) Manager recommended that the CalOSHA Contract Manager be present in project meetings to review contractor performance. Project aims to complete both Release 1 and Release 2 by the third week of November 2026 to meet the legislative requirement of deploying the external-facing Portal by January 2027.

Focus Area/Rating	Comments
Governance Yellow	The Governance Management focus area rating changed to cautionary status because: • Project lacks a standardized governance plan that establishes the Product Owner(s)' and sponsors' decision-making authority. • IPO Manager noted that governance artifacts incorrectly list contractors as decision-makers, thus misleading stakeholders about project authority. • IPO Manager suggested correcting the governance plan to clarify that contractors are not decision makers; instead, they support DIR’s decision-making process with recommendations and best practices.
Time Management Red	The Time Management focus area rating remained in escalated status because: • Project is working on an SPR due to a 19% schedule variance. • Project schedule lacks a Critical Path for Releases 1 and Release 2, which are planned to be completed by mid-November 2026 to deploy the external Portal by January 2027. • Release 1 and Release 2 Go-Live Dates submitted in the Project Status Report (PSR) and the Project Schedule do not match. • DIR Contract Project Manager (PM) is expected to fix scheduling issues by the end of December. • Contractor raised concerns about delays in setting up the GCP environment, which could affect the project timeline. DIR is working to resolve these issues quickly.
Cost & Contract Management Red	The Cost & Contract Management focus area rating remained in escalated status because: • Project has a Contract Management Plan but lacks a full-time contract manager to oversee project contracts. • DIR Contractor Project Manager (PM) project activities are not verified to ensure they comply with the contractual requirements. • Contract disputes are usually escalated, disrupting project activities. • IPO Manager noted the project was acquiring more development tools and recommended reporting procurement costs in the monthly Project Status Report (PSR).
Scope Management Green	The Scope Management focus area rating remained in satisfactory status because : • Project scope remains as planned; the Project completed Sprint 1 demo and is expected to complete Sprint 2 in the first week of December. • Project dashboard set up by the contractor provides a quick review of the project status. IPO recommended adding story points as a metric to improve transparency during sprint planning.
Resources Yellow	The Resource Management focus area remained in cautionary status because: • Project has been slow in hiring, with 10 positions still to be filled. Hiring is expected to be completed by January 2026. The IPO Manager stressed the need to accelerate hiring to avoid overburdening current staff. • Project has not documented the Project Org. chart for the last 17 months, confusing project roles and decision-making authority. Revised ETA is to be completed by the end of December.
Quality Yellow	The Quality Management focus area rating remained in cautionary because: • Weekly status meetings in November were canceled due to poor project management, impacting the timely review of impediments and critical issues. • At the end of Sprint 1, bugs identified by the DIR Quality Assurance (QA) team remained open to be fixed in Sprint 2. • Contractor PM did not prioritize documenting Testing and Defect Management processes. IPO Manager emphasized the importance of a standardized, documented QA process.
Risk And Issues Yellow	The Risks and Issue Management area rating changed to cautionary status because: • IPO Manager noted the Contractor PM didn't follow the Risk and Issue Management Plan by allowing the System Integrator (SI) to lead Risk and Issue Meetings. • DIR plans to inform the System Integrator (SI) that State resources may be at risk due to the contractor’s non-compliance with the Security Management Plan.
Transition Readiness Green	The Transition Readiness focus area rating changed to satisfactory because: • Change Impacts – Organizational Change Management (OCM) team will work with DIR and System Integrator Business Analysts (BAs) to understand any changes and present Change Impact to DIR Program Team. • Change Network - Change network activities are being drafted for the sponsor’s review. • OCM activities Kick-off meeting is scheduled to occur after the Holidays/early next year. • OCM Team preparing presentation for December 8 meeting, including agenda, deck, team approach, current status, and 30/60/90-day plan.
Conditions For Approval Green	All Conditions of Approval have been met.
Corrective Action Green	N/A

Project Approval Documents

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