Clean Truck Check- Vehicle Inspection System (CTC-VIS) - 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.

3900-074 Clean Truck Check- Vehicle Inspection System (CTC-VIS)

The California Air Resources Board proposes to create a compliance database for the upcoming Heavy-Duty Inspection and Maintenance program to house and store vehicle inspection data and determine compliance with the program.

Project Details

Agency / State Entity	Environmental Protection / Air Resources Board, State
Total Cost	$43,542,164
Last Approved Start Date	06/01/2023
Last Approved Finish Date	10/31/2025
Criticality Rating	High

IPOR Reporting Period	Overall IPOR Rating
09/01/2025 - 09/30/2025	Green

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?Yes

Is the project on track to achieve the objectives within the approved budget?Yes

Project Overall Health	Comments
Green	The overall health of the project continued to be Green (satisfactory) based on observations in all focus areas. • The project schedule, scope, and cost remained on track in the September 2025 reporting period. The CTC-VIS teams continued working on Phase 2 Release 2 and are on track for deployment in production by the end of October 2025. • The project submitted SPR1 to propose an extension of the project schedule, incorporation of additional scope, and reallocation of cost savings along with additional funding. • SPR1 has been approved by CDT. In response, the project is coordinating with the Office of Statewide Procurement (OSTP) to finalize and execute Contract Amendment 2 to reflect the approved changes. • Contract Amendment 1, which addresses the realignment of software licensing under the System Integrator (SI) agreement, is currently under review by the SI vendor for finalization. • The IPO Manager continues to recognize the collaborative efforts across all project teams and their steady progress toward achieving the established objectives.

Project Overall Health

Comments

Green

The overall health of the project continued to be Green (satisfactory) based on observations in all focus areas. • The project schedule, scope, and cost remained on track in the September 2025 reporting period. The CTC-VIS teams continued working on Phase 2 Release 2 and are on track for deployment in production by the end of October 2025. • The project submitted SPR1 to propose an extension of the project schedule, incorporation of additional scope, and reallocation of cost savings along with additional funding. • SPR1 has been approved by CDT. In response, the project is coordinating with the Office of Statewide Procurement (OSTP) to finalize and execute Contract Amendment 2 to reflect the approved changes. • Contract Amendment 1, which addresses the realignment of software licensing under the System Integrator (SI) agreement, is currently under review by the SI vendor for finalization. • The IPO Manager continues to recognize the collaborative efforts across all project teams and their steady progress toward achieving the established objectives.

Focus Area/Rating	Comments
Governance Green	This focus area remained Green (satisfactory). • The Governance Structure continues to operate effectively, with meetings conducted and documented consistently, accompanied by regular updates. During the September 2025 Steering Committee meeting, it was confirmed that the project remains on track to achieve its objectives within the approved timeline, scope, and budget. • The project adheres to the established Change Control Management process, with timely decisions being made at the appropriate levels of authority. Stakeholders have been informed of the details outlined in SPR1, including the proposed extension of the project timeline, additional scope and funding, and the execution of a SI contract amendment to retain programming resources. • The IPO Manager continues to emphasize the importance of ensuring all stakeholders are fully informed of project decisions and are empowered to actively support the project’s success.
Time Management Green	This focus area remained Green (satisfactory) during this reporting period. • Phase 2 Release 2 activities including the Regression Sprint and UAT are progressing as scheduled. Tasks related to the production deployment of Release 2 are also underway. • With the approval of SPR1, the project schedule will be extended by fourteen months to incorporate the newly authorized scope. Releases 3 and 4 will be added to the execution timeline accordingly. • The IPO Manager continues to recommend refining the project schedule by assigning specific activities and tasks to individual team members rather than broader project groups. This approach will enhance accountability, enable early identification of resource constraints, and help mitigate potential risks.
Cost & Contract Management Yellow	This focus area remained in Yellow (cautionary). • The SI contract (22IT-MSCD003) amendment for the AWS transfer from the vendor cloud to the CDT cloud is being reviewed by the SI vendor for finalization. • The project submitted SPR1 to propose redirecting projected savings primarily from the staffing budget and requested up to $4.6 million in additional funding to support expanded scope during the Design, Development, and Implementation (DD&I) phase. • The project continues to receive ongoing Budget Change Proposal (BCP) funding from Special Funds and does not intend to submit a separate BCP for the additional funding request. • The IPO Manager recommends that the project team maintain close collaboration with CARB contracts and procurement staff, as well as OSTP representatives, to ensure timely resolution of any concerns and support the completion of Contract Amendment 2. • The IPO Manager remains actively engaged with the project, ensuring compliance with mandated guidelines and providing timely support to facilitate successful execution.
Scope Management Green	This focus area remained Green (satisfactory) in this reporting period. • The areas the project continued to focus on during this reporting period are referee inspection pages and the credential tester certification process in preparation for the production deployment of Release 2. • The approved SPR1 derived the scope from backlogged requirements, lessons learned, and user feedback from those using the system currently in production. • The DD&I extension encompasses eight areas of scope changes. • The IPO Manager recommends that the project adheres to best practices to ensure incremental delivery of the identified scope changes and proactively monitor deviations that may necessitate further scope adjustments.
Resources Green	This focus area remained Green (satisfactory). • No resource challenges were reported in any area of the project during this reporting period. • The Program team identified staffing-related cost savings compared to the last approved Financial Analysis Worksheet (FAW), primarily due to reduced staffing needs. • The IPO Manager recommends that the project team regularly document actual staffing utilization and ensure that adequate resources are in place to maintain project momentum. • Any delay in finalizing the contract amendment may risk the availability of SI vendor resources needed to support the extended DD&I timeline. The IPO Manager recommends continued follow-up with relevant team members to ensure timely resolution of concerns and successful completion of the amendment.
Quality Green	This focus area remained in Green (satisfactory) as the team continued to follow industry-level best practices for development and testing. • The IPO Manager observed strong coordination among the project, program, and SI vendor teams, contributing to the continued development of a quality product as demonstrated by the successful phases already deployed in production. • The Independent Verification & Validation (IV&V) team remains actively engaged, providing technical oversight to help ensure the project maintains high standards of quality throughout its execution.
Risk And Issues Green	This focus area remained in Green (satisfactory) as the project actively manages risks and issues. • The project opened Risk #48- noting project at risk of not receiving timely CARB/CalEPA and CDT approvals. • The project closed Risk #46 (Amendment 1 Hosting Changes) and Risk #48 (CARB ITPCR staffing issues) during this reporting period. • The IPO Manager recognizes that, given the tight timelines, any delay in finalizing Contract Amendment 2 could risk the continued availability of System Integrator (SI) vendor resources. To mitigate this risk, the IPO Manager recommends that the project team maintain consistent follow-up with relevant stakeholders to ensure prompt resolution of concerns and support timely completion of the amendment. Additionally, the team should proactively explore alternative strategies to retain SI vendor resources if needed.
Transition Readiness Green	This focus area remained in Green (satisfactory) as the program outreach and support activities continued to be effective in raising awareness of the SB210 regulation to bring fleets into the reporting system. • Over 768,000 vehicles are registered in the CTC-VIS database and have generated revenue of over $57 million from fee collection. • The IPO Manager recommended that the Program team document the outreach team’s best practices, captured metrics, and any lessons learned highlighting both successes and areas for improvement. This information will serve as valuable input for updating the Post-Implementation Evaluation Report (PIER) at the conclusion of the project.
Conditions For Approval Green	None
Corrective Action Green	• There are no corrective action plan items.

Project Approval Documents

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