CalOSHA Data Management System (CalOSHA DMS) - 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.

7350-094 CalOSHA Data Management System (CalOSHA DMS)

DIR proposes to acquire an integrated online system for its Division of Occupational Safety and Health (DOSH), better known as “Cal/OSHA”. The new system will support customizable workflow and reporting, more readily adapt to business needs and provide better management of the data flowing between Cal/OSHA and the Federal OSHA Information System (OIS).

Project Details

Agency / State Entity	Labor and Workforce Development / Industrial Relations, Department of
Total Cost	$99,993,483
Last Approved Start Date	06/27/2024
Last Approved Finish Date	10/31/2027
Criticality Rating	Medium

IPOR Reporting Period	Overall IPOR Rating
01/01/2026 - 01/31/2026	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?Uncertain

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

Project Overall Health	Comments
Yellow	The project's overall health rating remained in cautionary status; risks/issues exist. There may be a need for corrective action in the near future. • Project developed a standardized governance plan establishing Product Owner(s)' and sponsors' decision-making authority. • Project continued to document the Special Project Report (SPR), as required by the State Administrative Manual (SAM) 4945, to address the over 10% schedule variance. • Project has part-time staff assigned to perform contract management functions to ensure State and vendor(s) adherence to contract requirements. . • Project has a backlog of DIR Quality Assurance (QA) team-identified bugs that the Contractor team has not resolved. • Many user stories for Releases 1 and 2 are deferred or rejected due to quality issues. Immediate action from DIR is needed to complete work in each Sprint to meet the January 2027 Portal deployment deadline.

Project Overall Health

Comments

Yellow

The project's overall health rating remained in cautionary status; risks/issues exist. There may be a need for corrective action in the near future. • Project developed a standardized governance plan establishing Product Owner(s)' and sponsors' decision-making authority. • Project continued to document the Special Project Report (SPR), as required by the State Administrative Manual (SAM) 4945, to address the over 10% schedule variance. • Project has part-time staff assigned to perform contract management functions to ensure State and vendor(s) adherence to contract requirements. . • Project has a backlog of DIR Quality Assurance (QA) team-identified bugs that the Contractor team has not resolved. • Many user stories for Releases 1 and 2 are deferred or rejected due to quality issues. Immediate action from DIR is needed to complete work in each Sprint to meet the January 2027 Portal deployment deadline.

Focus Area/Rating	Comments
Governance Green	The Governance Management focus area rating remained in satisfactory status because: • Project developed a standardized governance plan establishing Product Owner(s)' and sponsors' decision-making authority. • Project Steering Committee is established and meets regularly to facilitate timely decision-making. •IPO Manager recommended updating the revised governance process in the baselined Project Management Plan.
Time Management Red	The Time Management focus area rating remained in escalated status because: • Project continued to work on the Special Project Report (SPR) in accordance with SAM 4945 to address schedule variance over 10%. • Project is tracking Release 1 Go-Live date on 11/9/2026, and Release 2 on 11/16/2026. • IPO Manager observed nearly 25% of accumulated stories were moved to future sprints; if not corrected, it may cause a delay in the project timeline. • IPO Manager recommended reviewing the project schedule during each sprint to remind the team that delays could affect the external Portal deployment by January 2027.
Cost & Contract Management Yellow	The Cost & Contract Management focus area rating remained in cautionary status because: • Contract Manager is assigned part-time to the CalOSHA project; they are unavailable to attend Risk, Issue, and Executive Steering Committee (ESC) meetings. • Project has worked with the Contractor through multiple meetings to resolve ongoing contractor staffing issues. • IPO Manager recommended, as a best practice, DIR set up performance expectations and reviews with the Contractor. • Project hasn't addressed Contractor-initiated Risks for revising Service-Level Agreement (SLA) requirements due to platform limitations, risking quality of service. • IPO Manager recommended addressing this at the earliest to avoid impacts to the deliverable quality.
Scope Management Yellow	The Scope Management focus area rating changed to cautionary status because: • Sprint capacity goals from Sprint 1 to Sprint 4 were not met. If this trend continues, the project risks missing the November Go-Live date and failing to meet the legislative mandate with a quality product. • Sprint 4 is likely to close without meeting Exit criteria, with all 30 Box user stories and 14 Non-box stories deferred to the future backlog. • Additionally, DIR QA defects have not been fixed, decreasing the percentage of completed stories.
Resources Green	The Resource Management focus area rating changed to satisfactory status because: • Project caught up with hiring nine (9) remaining positions, with all 9 of them in some stage of hiring. • Project Org. chart is finalized. • Budgeted and skilled resources are available for the complete length of the project.
Quality Red	The Quality Management focus area rating remained in escalated status because: • Project has a backlog of DIR Quality Assurance (QA) team-identified bugs that the Contractor team has not resolved. • QA bug resolution is slow in each sprint due to the Contractor's lack of a plan to fix them. • Project isn't tracking Lessons Learned from Retro meetings for future sprints. The IPO Manager recommended creating a Lessons Learned tracker.
Risk And Issues Green	The Risks and Issue Management area rating remained in satisfactory status because: • Since the DIR project management took control of Risk and Issue meetings, the number of issues has decreased significantly. • The IPO Manager recommended following the Risks and Issue Management Plan and prioritizing Risks that affect the project schedule and quality as a high priority.
Transition Readiness Green	The Transition Readiness focus area rating remained satisfactory because: • The program sponsor scheduled biweekly meetings with the OCM team to initiate activities, keeping the CalOSHA team informed, prepared, and supported during implementation. • Change Champions were identified who act as advocates, sharing the vision, supporting peers, and leading sessions to embed the change in daily work. • Change Champions act as advocates, gather feedback, and celebrate successes to maintain momentum. • OCM team sent the survey form and sent reminders for the team to complete.
Conditions For Approval Green	All Conditions of Approval have been met.
Corrective Action Green	N/A

Project Approval Documents

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