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
06/01/2026 - 06/30/2026	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) As of June 30, the Change Request (CR) #6 remains under review. The work associated with CR#6 cannot be initiated until the CR#6 is approved and the contract amendment is finalized. 2) As of June 30, 2026, the Special Project Report (SPR) #1 was not completed. The contract amendment cannot be finalized until the SPR is approved. 3) Release of funds for CR#4 and CR#6 are dependent on the approval of the SPR and the contract amendment. If the funds are not available to initiate the development of the new requirements, the project could be further delayed.

Focus Area/Rating	Comments
Governance Green	o The DMS project team appears to be following the processes outlined in the Governance Management Plan. o The DMS project team received approval for CR#4 from the Executive Working Group (EWG) and the Governance Escalation Group (GEG).
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 (Tax and Remittance “Part 2”) development activities. o Release 4 activities have been added into the schedule, however the project team still needs to analyze the downstream impact. o Release 4 activities have been resource loaded, however the resource assignments have not yet been fully analyzed to identify and resolve any resource overallocations. o The Project Schedule was analyzed using an industry-standard assessment tool and found to have several deficiencies, including negative lag, high total float, and invalid dates which impact the integrity of the schedule. The schedule did pass the Critical Path test. 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 June 2026 Project Status Report (PSR), which reports a total project budget of $103 Million. o The IPO Manager was informed that the project team plans to submit a Special Project Report (SPR) #1, including updated Financial Analysis Worksheets (FAW’s) by July 15, 2026, to support and justify the budget increase. o The June 2026 (PSR) indicates that the Technology Transition Support budget increased from $280K reported in May 2026 to $636K reported in June 2026 based on invoiced expenditures. The IPO Manager will meet with the Controllers team to review and discuss the increase.
Scope Management Yellow	o On June 4, 2026, Change Request (CR) #4 was approved by the Executive Working Group (EWG), and on July 1, 2026, it was approved by the Governance Escalation Group (GEG). o As of June 30, 2026, Change Request (CR#6) has not been approved.
Resources Green	o The project team appears to be following the processes outlined in the Schedule Management plan.
Quality Yellow	o The IPO Manager recommended that the DMS project team perform a Root Cause Analysis of the Production defect and the emergency production fix implemented on June 27, 2026, to verify that all required testing, reviews, approvals, and deployment procedures were completed. o The IPO Manager is working with the DMS PM and SPOC to validate that the documented approval evidence exists for all testing iterations. o There are ten (10) open defects with workarounds carried forward from Release 1.
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 DMS Project Team should continue to prioritize technical knowledge transfer to ensure the State has the capability to independently operate, maintain, and support the DMS solution following the System Integrator's transition from the project. o The DMS technical team reported that it is gaining familiarity with the end-to-end business and technical processes.
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