Independent Project Oversight Report (IPOR) Rating

7100-237 Document Management System (DMS)

The EDD has analyzed a variety of existing software solutions used for its existing imaging, data capture, electronic file submissions, document storage, and retrieval services infrastructure. The proposed vendor solutions must provide the capability to develop processes that are streamlined, scalable, and flexible for variable workloads. The solution features should support the deployment of new configurable, scalable, and robust software for imaging paper and electronic submissions as well as efficiently process defined business workflows. The DMS project will provide foundational capabilities necessary to support EDD modernization and GovOps Strike team recommendations.

Project Details

IPOR Reporting Period	Overall IPOR Rating
08/01/2026 - 08/31/2026	Yellow

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?No

Project Overall Health

Comments

Yellow

The overall project status is Yellow for the following reasons: 1) On August 27, 2026, the SPR #1 Package was updated and resubmitted to CDT. Some of the costs were increased. 2) The costs included in the Special Project Report (SPR) #1 are being reviewed by the IPO Manager, CDT-Procurement team, and EDD Controllers Office. The contract amendment cannot be finalized until the System Integrator (SI) costs are reviewed and negotiated, and the SPR is approved. 3) Release of funds for CR #4 and CR #6 are dependent on the approval of the SPR#1 and the contract amendment. The work associated with CR #6 cannot be initiated until the contract amendment is finalized. The project could be delayed, if the funds are not available to initiate the development of the new requirements.

Focus Area/Rating	Comments
Governance Green	The DMS project team appears to be following the processes outlined in the Governance Management Plan.
Time Management Yellow	o There is a risk that additional funding may not be in place when needed to support the System Integrator’s Release 4 development activities. o The Project Schedule was analyzed using an industry-standard assessment tool and found to have two (2) deficiencies such as negative lag and high total float which could impact the integrity of the schedule. The project team should correct or explain. o The Project Team should conduct frequent schedule simulations, leveraging best-case, worst-case, and most-likely forecasts when schedule uncertainty exists.
Cost & Contract Management Yellow	o A cost variance of $5.4 million exists between the approved baseline budget of $97.6 million and the August 2026 Project Status Report (PSR), which reports a total project budget of $103 Million. o On August 27, 2026, the DMS project team submitted an updated Special Project Report (SPR)#1 package with CR#6 Cost Worksheet and Financial Analysis Worksheets (FAW’s), to justify the budget increase.
Scope Management Yellow	o The DMS team updated the SPR document with six sub-objectives and created a mapping document to provide traceability between the CR#4 and CR#6 tasks, project requirements and the newly established sub-objectives. o The IPO Manager and CDT Procurement team are working with the EDD Controllers Office and reviewing the tasks listed in CR#4 and CR#6 and the mapping document to ensure that the tasks are new requirements.
Resources Green	o The project team appears to be following the processes outlined in the Schedule Management plan.
Quality Yellow	o There are three (3) open defects with workarounds carried forward from Release 1. According to the System Integrator, the latest plan is to complete the remaining defects by February 2027. o The DMS technical team has made progress towards reviewing test script executions for the Maintenance and Operations defects. The team has stated that they will do similar documented reviews for other testing iterations. The IPO Manager has requested the DMS SPOC to provide a timeline for the additional reviews.
Risk And Issues Green	o The project team appears to be following the processes outlined in the Risk and Issue Management plan.
Transition Readiness Green	o The System Integrator has created a technical knowledge transfer plan. The technical team shared a detailed list of 35 plus knowledge transfer sessions which are being scheduled over the next few months. o) According to the DMS technical team, the knowledge transfer sessions are going well, and the technical team members are learning the processes and actively participating in code and configuration reviews.
Conditions For Approval Green	All conditions for PAL Stage Gate approvals have been met.
Corrective Action Green	Comments about Corrective Action Plan Items • N/A