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.
5180-213 Facility Management System (FMS)
The California Department of Social Services proposes to leverage 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 | $59,622,221 |
| Last Approved Start Date | 06/06/2025 |
| Last Approved Finish Date | 06/30/2027 |
| Criticality Rating | Medium |
| IPOR Reporting Period | Overall IPOR Rating |
|---|---|
| 11/01/2025 - 11/30/2025 |
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?No
Is the project on track to achieve the objectives within the approved budget?Yes
| Project Overall Health | Comments |
|---|---|
|
Green
|
The Project Overall Health rating is Green. Fulfillment of implementation activities is progressing as scheduled which includes (1) completion of second Executive Steering Committee (ESC) meeting (1) completion of Sprint 3 and 4 development activities , (2) completion and submission of several SI deliverables, (3) completion of Risk and Issue meeting and (4) OCM Quarterly Report for this period. Two focus ratings in the area of time and scope have been changed to cautionary status for awareness. |
| Focus Area/Rating | Comments |
|---|---|
| Governance Green
|
Governance remains aligned with the last approved Stage 4 artifacts, documenting key planning & project artifacts. Key governance activities completed covers ESC meeting, Risk and Issue meeting, completion of two additional sprints for Sprint Planning and Development including Integration and Data Migration. FMS plans to conduct its first Change Control Board (CCB) meeting by next reporting period. Review and approval of various draft system integrator (SI) deliverables are in progress for approval by the project, including additional planned deliverables for interface, security, recovery, readiness, transition, training & maintenance & operation are in progress by next reporting period. Oversight recommendation for leadership assistance has been closed to support decision making process for critical Secured/Network Cloud set-up options that FMS prior to planned Release 1 Go Live. The risk associated with this effort has also been downgraded. Heightened awareness is being recommended for the on-going Sprint Planning and Development due to low turn-out completion of requirements that are planned for Release 1. |
| Time Management Yellow
|
Master schedule shows improvement and is reporting an overall 19% completion. However, rating changed to cautionary measure based on potential delay in remaining sprints vs remaining requirements: * Completed Requirements/Planned: 8/536 (1.5%) * Completed Sprints Vs Remaining: 4 out 9 sprints * Completed User Stories/Planned: 208/404 (51%) Please note that these information are a point in time and will change by next reporting period. Oversight will meet with FMS Team, IV&V and SI vendor to confirm and validate the information gathered from the automated tracking system. Other key activities that were completed for this reporting period: - Formal approval and acceptance by CDSS of three SI Plans and sub-plans. - Ten more remaining SI Plans deliverables in the area of data conversion, interface, implementation, security and technology recovery are in-progress for review and final acceptance. Release 1 specific overall work completion is at 20%, an increase of 10% from last report. |
| Cost & Contract Management Green
|
Project cost usage is within the approved cost baseline. Cost-to-date usage is 32% ($19.2M) expended from planning and execution activities. Cost Management Plan is being adopted to track and manage costs. Updated Financial Analysis Worksheet (FAW) has been resubmitted as part of Stage 4’s Conditional Approval for FMS. This financial artifact is currently in-review by the CDT and DOF and is needed to identify recently used full-time equivalent planning positions. 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. DADs accepted to date: (1) PM Plans (Main+ Sub-Plans), (2) DD&I Project Schedule and (3) Solution Architecture Document Several DEDs issued in the area of data conversion, interface, implementation, security and technology recovery, OCM and IV&V. Over-all external contract cost planned for this project is $30.6M with a reported 15% ($4.7) actual contract cost usage to date. |
| Scope Management Yellow
|
Rating changed to cautionary measure due to low critical completion rate of 1.5% being reported for DEL 13-R1, the actual system, together with its required functionalities target to be implemented by June 1, 2026: Release 1 Requirements Cumulative Summary Progress: * Number of identified requirements: 536 * Done: 8 * Ready for Design: 322 * Hold for Product Owner(PO): 42 * QA Failed: 39 * Design Approved+Ready for PO+Pending Removed+Sprint Test Completed + Discovery In Progress + Development: 35 * Design In Progress: 38 * Design Ready for Approval: 34 * Sprint Testing: 18 * Completion Rating: 1.5% Release 1 User Stories Cumulative Summary Progress: * Overall Planned User Stories Plus Identified Bugs: 404 * Overall Completed User Stories Plus Resolved Bugs: 196 * Overall Remaining User Stories Plus Unresolved Bugs: 208 * Completion Rating: 51% Other key activities that were completed for this reporting period: - Formal approval and acceptance by CDSS of three SI Plans and sub-plans: Project Management, Baselined Project Schedule and Solution Architecture Document - Ten more remaining SI Plans deliverables in the area of data conversion, interface, implementation, security and technology recovery are in-progress for review and final acceptance. |
| Resources Green
|
Key external consulting and professional services identified for FMS in the area of system integration, Independent Verification & Validation (IV&V ) reporting, Organization Change Management (OCM) fulfillment, and Agile Coaching continue to provide active execution activities. State staffing resources are also identified as part of the FMS project team structure. One IT position is still active recruitment to provide project support activities. Secured network cloud and hosting set-up between CDT and CDSS are also in-progress for completion prior to full connection by SI vendor: - Initial bandwidth determination appears to be sufficient but will need to be revisited. - Discussion regarding switch from CalCloud to Commercial Cloud will most likely to occur by next reporting period. |
| Quality Green
|
Resolution of majority of comments submission of SI deliverables plans have been resolved. Quality Management Plan Revisions improved escalation paths, ownership clarity, and issue tracking procedures. The plan now establishes a structured, repeatable framework for proactive risk management. IV&V 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 |
| Risk And Issues Green
|
Regular bi-weekly risk and issue meetings started for this reporting period. Actual meeting occurred on 11/24/2025 with next planned meeting by 12/8/2025. Total Risks and Issues: 12 Total Open Risks & Issues: 10 Total Closed Risks & Issues: 2 9 out of 10 open risk and issues are new ones identified for this reporting period in the area of integration, technical and business. 2 issues/risks identified from last reporting period have either been closed or downgraded: Risk ID#1: Inclusion and elaboration of secured network/cloud build time and other inter-department dependencies – Downgraded from high to medium, existing bandwidth is most likely sufficient. Issue ID# 1: Risk & Issue Management - Closed Issue ID #2: Baselining Schedule & Project Planning - Closed |
| Transition Readiness Green
|
Transition readiness is clearly identified as part of the SI vendor key deliverables, including state staffing requirements dependency. These are also identified in FMS transition artifacts as part of the Requirements Backlog baseline. Several draft DEDs have been submitted by SI vendor for this reporting period October 2025. Additionally, OCM deliverables have also been added to support this area including OCM Quarterly Report highlighting system change adoption. |
| 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: In-progress Updated draft FAW submitted has been reviewed by the CDT and DOF for this reporting period. |
| Corrective Action Green
|
No Corrective Action Plan identified. |
20250626 Release-16