Facility Management System (FMS) - 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.

5180-213 Facility Management System (FMS)

The California Department of Social Services proposes leveraging a new licensing system to meet the business needs of the other licensing programs, providing an integrated system that ensures full licensing functionality.

Project Details

Agency / State Entity	Health and Human Services / Social Services, Department of
Total Cost	$59,274,293
Last Approved Start Date	06/06/2026
Last Approved Finish Date	06/30/2027
Criticality Rating	Medium

IPOR Reporting Period	Overall IPOR Rating
02/01/2026 - 02/28/2026	Yellow

Independent Project Oversight Dashboard

Key Questions

Is the project on track to satisfy the customer's business objectives?Uncertain

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?Yes

Project Overall Health	Comments
Yellow	The Project Overall Health rating changed from satisfactory to cautionary status primarily due to low requirements completion rating for the planned March 2026 testing leading to June 2026 Release 1 Go Live. To date, project is at 43% requirements completion rate with one month remaining of system building prior to Release 1 testing. Fulfillment of implementation activities is progressing as scheduled which includes (1) planned 3rd formal Change Control Board meeting (2) completion of Sprint 7 development activities , (3) completion and submission of several SI, OCM, and Agile deliverables, (4) completion of Risk and Issue meeting, (5) completion of satisfying Stage 4 Conditional Approval. Four focus ratings in the area of scope, resources and quality remain in cautionary status, while time is corrective due to high likelihood of Release 1 delay.

Project Overall Health

Comments

Yellow

The Project Overall Health rating changed from satisfactory to cautionary status primarily due to low requirements completion rating for the planned March 2026 testing leading to June 2026 Release 1 Go Live. To date, project is at 43% requirements completion rate with one month remaining of system building prior to Release 1 testing. Fulfillment of implementation activities is progressing as scheduled which includes (1) planned 3rd formal Change Control Board meeting (2) completion of Sprint 7 development activities , (3) completion and submission of several SI, OCM, and Agile deliverables, (4) completion of Risk and Issue meeting, (5) completion of satisfying Stage 4 Conditional Approval. Four focus ratings in the area of scope, resources and quality remain in cautionary status, while time is corrective due to high likelihood of Release 1 delay.

Focus Area/Rating	Comments
Governance Green	Governance remains align with the last approved Stage 4 artifacts, documenting key planning & project artifacts. Key governance activities cover Change Control Board meeting, Risk and Issue meeting, completion of one additional sprint for Sprint Planning and Development including Integration and Data Migration. Review and approval of various draft system integrator (SI) deliverables or interface, security, recovery, readiness, transition, training & maintenance & operation. One more remaining plan in progress for completion. Heightened awareness is being recommended for the on-going Sprint Planning and Development. Improvement observed but in completion of requirements that are planned for Release 1 but remains to be sustained by ensuring critical dependencies are addressed and supported.
Time Management Red	Master schedule is reporting an overall 31% completion. Rating changed from cautionary to corrective status due to high likelihood of potential delay in remaining Release 1 sprints vs remaining requirements. Close monitoring is needed based on other key dependencies vs remaining sprints and status clarity: * Completed Requirements/Planned: 210/483 (increased from 33% to 43%) * Completed Sprints Vs Remaining: 7 out 9 sprints * Completed User Stories/Planned: 366/823 (44%) Please note that these information are a point in time and will change by next reporting period. Oversight will continue to validate the information gathered from the automated tracking system. Other key activities that were completed for this reporting period: - One more SI Plan deliverable specific to technology recovery has been completed for review and final acceptance by the FMS team. Release 1 specific overall work completion is at 45%, an increase of 9% from last report.
Cost & Contract Management Green	Supersede Stage 4 Approval Letter was issued for this project last 12/23/2025 based on meeting the Conditional Approval that was set from the prior 6/5/2025 Stage 4 Approval. Cost re-alignment resulted in an overall reduced total project cost of $347,928. FMS new total project cost baseline is now set at $59,27,293 Project cost usage is still within the approved cost baseline. Cost-to-date usage is 36% ($21.6M) expended from planning and execution activities. Contract management is in place with the employment of key contract tracking mechanisms such as the Deliverable Expectation Document (DED) and the Deliverable Acceptance Document (DAD) for key contract services. DADs accepted to date: (1) SI Technology Recovery Plan Rlease 1 and (2) other services recurring status reports. Overall external contract cost planned for this project is $30.6M with a reported 25% ($7.7M) actual contract cost usage to date.
Scope Management Yellow	Rating remain in cautionary status due to low requirements completion rate from prior report of 33% to 43% being reported for DEL 13-R1, the actual system target to be implemented by June 1, 2026. Close monitoring is needed based on other key dependencies vs remaining sprints and status clarity: Release 1 Requirements Cumulative Summary Progress: * Number of identified requirements: 483 * Done: 210 * Completion Rating: 43% Release 1 User Stories Cumulative Summary Progress: * Overall Planned User Stories: 823 * Overall Completed User Stories: 366 * Remaining User Stories: 457 * Overall Identified Bugs: 483 * Overall Resolved Bugs: 480 * Remaining Bugs: 3 Other key activities that were completed for this reporting period: - Formal approval and acceptance by CDSS of 10 system integration plans plus baseline master schedule. One more remaining plan deliverable specific to technology recovery has been formally reviewed and accepted.
Resources Yellow	Rating changed to cautionary status due to observed shortage in critical positions from both state and vendor staffing. • Shortage observed for State staffing covering First Tier, Core Project Team and SMEs with the submitted PAL artifacts to continue the stable progression of required staffing at the critical stage of implementation. One key vendor staff departure observed, planned transition to check. Replacement via active recruitment and back-up identification in-progress. • Other key external consulting and professional services identified for FMS in the area, Independent Verification & Validation (IV&V ) reporting, Organization Change Management (OCM) fulfillment, and Agile Coaching continue to provide active execution activities. * Secured network cloud and hosting set-up between CDT and CDSS are also in-progress for completion prior to full connection by SI vendor: - Initial bandwidth determination appears to be sufficient but will need to be revisited. - Discussion regarding switch from CalCloud to Commercial Cloud will most likely to occur by next reporting period. * Other critical resources in-progress: - Review of secure transfer protocol using SAFE service provided by CDT in-progress for review. - Review of system integrator access to sql server environment for testing. * Recommend review of state resource balancing between planned Release 1 and 2 as this will most likely occur simultaneously using key resources.
Quality Yellow	Rating remain in cautionary status due to several quality observations that IV&V highlighted for caution in the area of design, configuration & development, interface implementation and testing. IV&V also identified 6 high-priority items for close monitoring to ensure FMS successful implementation: 1. Backporting 2. Data Conversion and Validation 3. System Testing by Sprint 4. Feature Testing with Converted Data 5. Change Requests 6. Requirements Traceability Additional IV&V recommendation provided in the area of realistic timelines, resource focus, scope risk, SI vendor proactive process to present pre-vetted options to the project.
Risk And Issues Green	Regular bi-weekly risk and issue meetings progressing as scheduled for this reporting period. Total Risks and Issues: 24 Total Open Risks & Issues: 19 Total Closed Risks & Issues: 5 4 risks turned to issues: Issue ID #42: Delays in Release 1 Data Migration and Testing (Residual effect of Issue 28-29,Issue 36-38) Issue ID #34: Lack of SimpliGov Data Impeding Data Migration Issue ID #39: Delays to Completing Release 2 Discovery Issue ID # 40: Insufficient Staffing for Release 2 Design
Transition Readiness Green	Remains in green based on several major tasks that’s been addressed to avoid potential delay, most specifically in the Training Plan Deliverable (Deliverable 11A) with risk transition identified as dependent for Release 1 training curriculum completion. All other OCM deliverables completed as schedule, the finalization of Agile Assessment survey for staff and leadership have also been added.
Conditions For Approval Green	Update the Planning Costs section of the Financial Analysis Worksheet to reflect actual Full-Time Equivalent positions through FY 2024-25 by September 1, 2025, or earlier. Status: CLOSED Final FAW submitted approved by the CDT and DOF for this reporting period. Supersede Stage 4 Approval Letter issued on December 23,2025 resulting in reduced over-all total project cost by $347,000.
Corrective Action Green	No Corrective Action Plan identified.

Project Approval Documents

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