Independent Project Oversight Report (IPOR) Rating
-
- Satisfactory, no corrective action necessary.
Green -
- Caution, risks/issues exist. There may be a need for corrective action in the near future.
Yellow -
- Escalated for immediate corrective action. There is a significant risk to the health of the project.
Red -
- Not enough data is available to make a determination about the project health.
Blue -
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 to leverage 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 |
|---|---|
| 12/01/2025 - 12/31/2025 |
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 Project Overall Health rating is Green. Fulfillment of implementation activities is progressing as scheduled which includes (1) completion of 1st formal Change Control Board meeting (2) completion of Sprint 4 and 5 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. Two focus ratings in the area of time and scope remains cautionary status for awareness. |
| Focus Area/Rating | Comments |
|---|---|
| Governance Green
|
Governance remains aligned with the last approved Stage 4 artifacts, documenting key planning & project artifacts. Key governance activities completed covers Change Control Board meeting, Risk and Issue meeting, completion of two additional sprints 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 this needs to be sustained by ensuring critical dependencies are addressed and supported. |
| Time Management Yellow
|
Master schedule shows improvement and is reporting an overall 23% completion. Rating’s trending from cautionary measure to satisfactory based on improved completion trend in addressing potential delay in remaining sprints vs remaining requirements. However, close monitoring is needed based on other key dependencies vs remaining sprints and status clarity: * Completed Requirements/Planned: 113/513 (increased from 1.5% to 22%) * Completed Sprints Vs Remaining: 5 out 9 sprints * Completed User Stories/Planned: 222/511 (43%) 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: - Formal approval and acceptance by CDSS of nine SI Plans in the area of data conversion, testing, implementation, interface, security, system environment readiness, transition and training. - One more remaining SI Plans deliverable specific to technology recovery is in-progress for review and final acceptance. Release 1 specific overall work completion is at 28%, an increase of 8% 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 34% ($20.4M) 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) Various technical and non-technical plans for the planned June 2026 Release 1 and (2) DD&I Project Schedule. Overall external contract cost planned for this project is $30.6M with a reported 21% ($6.6M) actual contract cost usage to date. |
| Scope Management Yellow
|
Rating’s trending from cautionary measure to satisfactory due to improved requirements completion rate from 1.5% to 22% being reported for DEL 13-R1, the actual system target to be implemented by June 1, 2026. However, 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: 513 * Done: 113 * Completion Rating: 22% Release 1 User Stories Cumulative Summary Progress: * Overall Planned User Stories: 511 * Overall Completed User Stories: 222 * Remaining User Stories: 289 * Overall Identified Bugs: 323 * Overall Resolved Bugs: 303 * Remaining Bugs: 20 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 is in-progress for review and final acceptance. |
| Resources Green
|
Key external consulting and professional services identified for FMS in the area of system integration, Independent Verification & Validation (IV&V ) reporting, Organization Change Management (OCM) fulfillment, and Agile Coaching continue to provide active execution activities. State staffing resources are also identified as part of the FMS project team structure. One IT position is still active recruitment to provide project support 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. |
| Quality Green
|
Resolution of majority of comments submission of SI deliverables plans have been resolved. Quality Management Plan Revisions improved escalation paths, ownership clarity, and issue tracking procedures. The plan now establishes a structured, repeatable framework for proactive risk management. IV&V 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 IV&V provided three Agile Coaching recommendations in the area of work collaboration with system integer vendor for (1) product backlog system tool optimization, (2) institutionalization of definition of done across delivery phases and (3) targeted coaching to scrum master to strengthen cross-team coordination. |
| Risk And Issues Green
|
Regular bi-weekly risk and issue meetings progressing as scheduled for this reporting period. Total Risks and Issues: 13 Total Open Risks & Issues: 10 Total Closed Risks & Issues: 2 1 risk turned to issue, 2 issues/risks identified from last reporting period have either been closed or downgraded: Risk ID#1: Inclusion and elaboration of secured network/cloud build time and other inter-department dependencies – Downgraded from high to medium, existing bandwidth is most likely sufficient. Issue ID# 1: Risk & Issue Management - Closed Issue ID #2: Baselining Schedule & Project Planning - Closed Issue ID #3: Data Masking - risk turned to issue |
| Transition Readiness Green
|
Transition readiness is clearly identified as part of the SI vendor key deliverables, including state staffing requirements dependency. These are also identified in FMS transition artifacts as part of the Requirements Backlog baseline. Significant plans completed in the area of system environment, transition, training and solution architecture have been completed for this reporting period. In addition to OCM deliverables, the 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. |
20250626 Release-16