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
12/01/2025 - 12/31/2025	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 changed to cautionary status; risks/issues exist. There may be a need for corrective action in the near future. • Project initiated multiple activities to mitigate risks in governance, contract, and quality management areas, thereby lowering the risk level from Escalated to Cautionary. • Project is documenting a Special Project Report (SPR), as required by the State Administrative Manual (SAM) 4945, to address the 19% schedule variance. • Project has part-time staff assigned to perform contract management functions to ensure State and vendor(s) adherence to contract requirements. . • Independent Project Oversight (IPO) Manager recommended that the CalOSHA Contract Manager be present in project meetings to review contractor performance. • Project is scheduled to deploy the external-facing Portal by January 2027, thereby meeting legislative requirements.

Project Overall Health

Comments

Yellow

The project's overall health rating changed to cautionary status; risks/issues exist. There may be a need for corrective action in the near future. • Project initiated multiple activities to mitigate risks in governance, contract, and quality management areas, thereby lowering the risk level from Escalated to Cautionary. • Project is documenting a Special Project Report (SPR), as required by the State Administrative Manual (SAM) 4945, to address the 19% schedule variance. • Project has part-time staff assigned to perform contract management functions to ensure State and vendor(s) adherence to contract requirements. . • Independent Project Oversight (IPO) Manager recommended that the CalOSHA Contract Manager be present in project meetings to review contractor performance. • Project is scheduled to deploy the external-facing Portal by January 2027, thereby meeting legislative requirements.

Focus Area/Rating	Comments
Governance Green	The Governance Management focus area rating changed to satisfactory status because: • Project developed a standardized governance plan establishing Product Owner(s)' and sponsors' decision-making authority. • Project made steady progress in finalizing the governance process for the CalOSHA project. • DIR collaborated with the System Integrator (SI) Project Manager (PM) to incorporate technical governance requirements in the governance plan. •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 is working on an SPR due to a 19% schedule variance. • Project Release 1 Go-Live date is 11/9/2026 and Release 2 is 11/16/2026. • Sprint 2 was extended by one week due to holidays, and Sprint 3 may be extended by two weeks due to cloud storage solution analysis. • SI added an extra week in sprint 2 and sprint 3 for backlog grooming, which, if continued as a practice, may impact the project schedule. • IPO Manager warned that failing to control the sprint cycle and project schedule could delay the external Portal deployment by January 2027.
Cost & Contract Management Yellow	The Cost & Contract Management focus area rating changed to cautionary status because: • Project has a Contract Management Plan but lacks a full-time contract manager to oversee project contracts. • Contractor performance review is still not set up to ensure they comply with contractual requirements. • SI aims to revise the Service Level Agreement (SLA) requirements because technology and platform limitations may cause failure to meet the SLA.
Scope Management Green	The Scope Management focus area rating changed to satisfactory status because : • Product Owners are able to make decisions concerning unanticipated business requirements. • DIR and the SI team created a process for accepting user stories and handling cases when acceptance criteria depend on untested, dependent technical user 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 almost ready to finalize.
Quality Red	The Quality Management focus area rating changed to escalated status because: • System Integrator (SI) testing missed 80 defects identified by DIR QA. • DIR raised concerns to SI about project delays from build quality issues and DIR QA defects. • Sprint exit criteria for defect closure are not consistently enforced. Defects deferred across sprints instead of resolved. • IPO Manager suggested updating the PMP to include revised Testing and Defect Management processes, including a process for the DIR QA Team.
Risk And Issues Green	The Risks and Issue Management area rating changed to satisfactory status because: • IPO Manager noted that the DIR team controls the risk and issue meetings and follows the risk management plan. • Quality of the JIRA risk log is low because several fields, including priority and severity, lack data, making it difficult to assess severity and risk rankings.
Transition Readiness Green	The Transition Readiness focus area rating remained in satisfactory because: .• Change Impacts - OCM worked with DIR and the SI Business Analysts (BAs) to understand any changes and present Change Impact to the DIR Program Team. • Change Network - Change network activities are being drafted for the sponsor’s review. 12/22/25: OCM to review Change Network PowerPoint. 1/7/26: Email will be sent to the Change Network 1/29/26: Email will be sent for the Kick-Off Meeting • With the new OCM team in place, the project plans to kick-start OCM Change Management activities as soon as possible.
Conditions For Approval Green	All Conditions of Approval have been met.
Corrective Action Green	N/A

Project Approval Documents

20250626 Release-16