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
03/01/2026 - 03/31/2026	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 Governance, Resources, Risks and Issues, and Transition Readiness focus are performing Satisfactorily (green). However, the overall project status is Caution (yellow) for the following reasons: o The outcome of the tax discovery is there will be two (2) tax releases driven by the creation and approval of (2) CRs which will trigger the creation and approval of an SPR. o The new Release 4 Tax and Remittance “Part 2” needs to be added to the project schedule and an impact analysis conducted. o When faced with schedule uncertainty, the schedule should be regularly analyzed using best case, worst case, and most likely case forecasts. o The project schedule should have a clearly defined and validated critical path. o Several cost categories are currently exceeding budget while the project completion date is still a year away. o Sixteen (16) Defect-caused work arounds are still in place since Release 1 (UI) go-live.

Focus Area/Rating	Comments
Governance Green	o The DMS project team appears to be following the authority levels and decision-making processes as outlined in the EDDNext Governance Management Plan.
Time Management Yellow	o There is a Release 3 Tax and Remittance “Part 1” Go-Live date discrepancy between the current project schedule and the information included in the CR #4 overview presentation. o Project team needs to add Release 4 Tax “Part 2” to the project schedule and conduct a schedule analysis to determine impact on downstream milestones. o The Project Team should conduct frequent schedule simulations, leveraging best-case, worst-case, and most-likely forecasts when schedule uncertainty exists. o The Project Schedule was analyzed using an industry-standard assessment tool and found to have several deficiencies, including dangling starts or finishes, excessive lags, high slack, and overuse of relationship types, which impact the integrity of the schedule. o The industry standard assessment tool includes two (2) critical path tests. The project team should ensure the schedule passes both tests to maintain schedule integrity and consistent milestone forecasting.
Cost & Contract Management Yellow	o The Project Team should reconcile the funding for Project Management, Project Executive, Project Advisor, Data Governance, Technology Transition Support, and IV&V services since the actual expenditure has exceeded the budgeted amount and is expected to continue increasing during the project. o Grouping multiple contract-backed cost items into a single cost line in the monthly Project Status Report’s Costing Table makes it difficult to conduct a spend vs budget variance analysis for each cost item to identify overspending. o Project budget and project spend are misaligned – elapsed project time to date is 64%, yet spend to date is only 38%.
Scope Management Yellow	o The scope of Tax and Remittance originally baselined as a just Release 3 has been restructured into Release 3 Tax and Remittance “Part 1” and Release 4 Tax and Remittance “Part 2”. o Release 3 “Part 1” will primarily focus on contractually obligated Tax and Remittance functionality, while Release 4 “Part 2” will address new requirements identified during the tax discovery period. o CR#4 will drive Release 3 “Part 1”, and CR#6 will drive Release 4 “Part 2”. o CR and SPR dates have been added into the schedule as draft. The dates need to be finalized so there can be clarity in how the timing of CR#4 and CR#6 will align with the timing of the related SPR.
Resources Green	o Due to the increased level of parallel execution between the Releases, the Project Team should conduct a resource leveling analysis to ensure that a) availability of both state and vendor resources align with planned activities, and b) resources are not overallocated. o During February 2026, the Project Team begun resource balancing the schedule, then based on feedback began refining the process in March 2026.
Quality Yellow	o There are sixteen (16) open defects with workarounds carried forward from Release 1. The impact on the business is a reduction in efficiency as workarounds take longer to complete than a best practice flow. o The DMS Project State staff should perform a comprehensive review of all forward-looking Release 2 (DI) Data Migration test scripts. o The Project Team should include the functional Program Team in data migration testing earlier in the schedule before User Acceptance Testing.
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 Project Team should prioritize prerequisite technical training to increase the effectiveness of the Knowledge Transfer (KT) sessions to ensure the State can maintain the new system once the SI vendor leaves the project. o The Data Cap (document capture) sandbox was created in February 2026, and the FileNet (document processing) sandbox will be created by the end of April 2026.
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

20250626 Release-16