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
09/01/2025 - 09/30/2025	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 has been changed to an escalated status, requiring immediate corrective action. • Project Schedule management remains ineffective after nine months, impacting progress tracking, resource allocation, and estimates. • At the end of September 30, the project did not have a firm date for starting development sprints. • Based on SAM 4945, the Project will likely require a Special Project Report (SPR) next month, to address significant variance in the project, cost, and schedule baselines • Project is required to have CalOSHA's external Portal ready by January 2027 as per legislative requirements. • Project stabilization encouraged collaboration between the Contractor and DIR staff, but DIR still faced challenges in Contract Management. • IPO continued to recommend hiring a Contract Manager for the CalOSHA project for effective Contract Management.

Project Overall Health

Comments

Red

The project's overall health rating has been changed to an escalated status, requiring immediate corrective action. • Project Schedule management remains ineffective after nine months, impacting progress tracking, resource allocation, and estimates. • At the end of September 30, the project did not have a firm date for starting development sprints. • Based on SAM 4945, the Project will likely require a Special Project Report (SPR) next month, to address significant variance in the project, cost, and schedule baselines • Project is required to have CalOSHA's external Portal ready by January 2027 as per legislative requirements. • Project stabilization encouraged collaboration between the Contractor and DIR staff, but DIR still faced challenges in Contract Management. • IPO continued to recommend hiring a Contract Manager for the CalOSHA project for effective Contract Management.

Focus Area/Rating	Comments
Governance Green	The Governance Management focus area rating remained in the satisfactory status because: • Product owners are fully engaged in the project, helping the project’s decision-making process. • PM communicated that the project stabilization efforts will initiate a project ‘reboot’. • IPO Manager advised that the project would need an SPR if ‘reboot’ impacts project schedule, cost, and rebaseline. • IPO recommended that changes to the project Governance Management Plan should follow a Change Request (CR) process. • Additionally, only DIR can make decisions at all governance levels, while Contractors provide technical expertise to support the decision-making process.
Time Management Red	The Time Management focus area rating remained in escalated status because: • Project continued to be delayed in finalizing the Integrated Master Project Schedule (IMPS) and in starting development sprints. • IPO noted delays could lead to an SPR assessment in October 2025, which might affect the legal deadline for launching the external Portal in January 2027. • IPO Manager recommended following the Schedule Management Plan for managing the project schedule.
Cost & Contract Management Red	The Cost & Contract Management focus area rating remained in escalated status because: • IPO manager observed the project facing ongoing contract management challenges. • IPO continued to recommend hiring a Contract Manager to manage the CalOSHA project and use Key Performance Indicators (KPIs) to manage contractor deliverable quality. • The project decided to make milestone-level payments to the Contractor without a contract amendment. IPO recommended documenting a CR for the change in payment schedule. • Project has 81% of one-time cost remaining for 62% of the project. • IPO Manager recommended DIR to follow the Contract Management and Cost Management plans to address the above issues.
Scope Management Green	The Scope Management focus area rating remained in satisfactory status because : • Project completed Requirements Validation (RV) of Requirement Traceability Matrix 1 (RTM 1) for Release 1 and Release 2. • DIR is combining Release 1 (DED 3) and Release 2 (DED 4) to be able to deploy the external Portal by January 2027 to meet legislative requirements. • IPO manager observed that the Contractor escalated new user stories in RTM 1 as scope creep. Sprint Delivery Approach not finalized. • Project requires a Non-Disclosure Agreement (NDA) from a vendor for integration. IPO suggested creating an Interface Manager role to address similar issues proactively.
Resources Red	The Resource Management focus area rating changed to escalated status because: • IPO observed that the project has been missing a Project Organizational (Org.) chart for over a year, essential for cross-functional project coordination and informed decision-making. • IPO Manager was assured that the contractor PM is working on the Project Org. chart, as one of the priority items, but has not observed any progress. • Project filled 16 of the total 29 positions requested.
Quality Yellow	The Quality Management focus area rating remained in cautionary status because: • Project Schedule quality does not meet industry standards and basic project scheduling requirements. • IPO Manager recommended that the project follow the Quality Management Plan and develop Quality Metrics for evaluating contractor deliverables. • Seek inputs from IV&V for user story quality/product quality. • IPO Manager noted that regular project status meetings were canceled. IPO recommended that the PM adhere to communication and stakeholder plans to provide at least weekly project updates.
Risk And Issues Green	The Risks and Issue Management area rating remained in satisfactory status because: • The project held regular risk and issue meetings according to the Risk and Issue Management Plan. • Risks and Issue documentation showed significant improvement with completed information in most cases. • IPO observed that, as part of the project stabilization effort, the contractor is leading the Risk and Issue meetings . • IPO advised that the DIR Project Management Team should lead the Risk and Issue meeting, as they are responsible for project success and strategy.
Transition Readiness Green	The Transition Readiness focus area rating changed to satisfactory because: • Organizational Change Management (OCM) lead from the Contractor team resumed their activities for the project. • Program sponsor identified two resources as OCM leads from the DIR end, one each for Consultation and Enforcement functional areas of CalOSHA. • IPO Manager will track this focus area for the timely reinstatement of OCM activities for the project, for a smooth organizational transition of Release 1 and Release 2 efforts in October 2026.
Conditions For Approval Green	All Conditions of Approval have been met.
Corrective Action Green	N/A

Project Approval Documents

Website Accessibility Certification

20250626 Release-16