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
05/01/2026 - 05/31/2026	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) Pending review and approval of Change Request (CR) #6 and Special Project Report (SPR). 2) Release of funds for CR#4 and CR#6 are dependent on the approval of the SPR. 3) DMS Project schedule does not yet reflect all Scope and Release 4 tasks. 4) Limited evidence of formal review and approval of testing and technical deliverables.

Focus Area/Rating	Comments
Governance Green	o The DMS project team received approval for CR#4 from the Executive Working Group (EWG) following the Change Control Board’s recommendation to proceed. o The DMS project team is reviewing the EDDNext Governance Management Plan to confirm the Change Request approval requirements and validate the list of designated approvers.
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 Project team needs to add Release 4 Tax “Part 2” to the project schedule and conduct a schedule analysis to determine the 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 is scheduled to submit a Special Project Report (SPR) with updated FAW’s in June 2026. o The project team updated the May 2026 Project Status Report (PSR) by adding contract-specific budget allocations for the Project Manager, Project Executive, and Project Advisor. o The project team also updated the Governance, Data Governance, and Technology Transition budgets to align with actual approved values.
Scope Management Yellow	o On June 4, 2026, Change Request #4 was approved by the Executive Working Group. o As of June 9, 2026, Change Request #6 has not been shared with the CDT.
Resources Green	o The Project Team is conducting a resource leveling analysis to ensure that availability of both state and vendor resources align with planned activities, and resources are not overallocated.
Quality Yellow	o The IPO Manager was informed that the DMS Project team has accepted all CDT Quality recommendations and will perform formal reviews and provide documented approvals throughout all phases of testing. o The IPO Manager has requested evidence that technical designs, custom code, and configuration have undergone formal reviews and approvals to reduce the risk or undetected defects and long term support challenges. o There are fourteen (14) open defects with workarounds carried forward from Release 1. The impact on the business is a reduction in efficiency as manual workarounds take longer to complete than a best practice flow.
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 technical Knowledge Transfer (KT) to ensure the State can maintain the new system once the SI leaves the project.
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