7100-237 Document Management System (DMS)

The EDD has analyzed a variety of existing software solutions used for its existing imaging, data capture, electronic file submissions, document storage, and retrieval services infrastructure. The proposed vendor solutions must provide the capability to develop processes that are streamlined, scalable, and flexible for variable workloads. The solution features should support the deployment of new configurable, scalable, and robust software for imaging paper and electronic submissions as well as efficiently process defined business workflows. The DMS project will provide foundational capabilities necessary to support EDD modernization and GovOps Strike team recommendations.

Project Details

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?No

Project Overall Health

Comments

Yellow

The overall project status is yellow for the following reasons: o The project schedule as several deficiencies and fails a key critical path test. o Several critical project services are nearly out of budget or are currently exceeding budget while the project completion date is still over a year away. o Release 3 Go-Live date is at risk due to a potential contract amendment delay and an unknown Tax scope. o A resource leveling analysis is needed in response to the increased parallel execution of Releases. o The go-live date for R1 Data Migration and the go-live date for R2 Disability Insurance are only separated by one (1) business day creating a support risk. o The project technical and functional teams should review all test executions to ensure the results are accurately documented.

Focus Area/Rating	Comments
Governance Green	o For governance decision-making, project schedule variances should be measured at key milestones, not at the project completion date, thus ensuring problems are not masked until late in the project when corrective actions are limited and more costly. o When a schedule variance against a key milestone exceeds the project team’s decision-making authority, then a comprehensive analysis should be conducted and documented to support the decision-making process. o In December 2025, the EDDNext team updated the EDDNext portfolio Governance Management Plan to address the above recommendations.
Time Management Yellow	o The Release 2 (UI) backlog of one hundred and twenty-one (121) Deferred, UAT, and Production defects could impact the Release 2 go-live date and increase project cost. o The Release 3 (Tax) initial sprints focused on UI/DI instead of Tax, plus the potential for a Tax scope could impact the Release 3 go-live date and increase project cost. o The project schedule was analyzed using an industry standard assessment tool and found to have several deficiencies such dangling starts or finishes, excessive lags, high slack, and overuse of relationship types which impacts the integrity of the schedule. o The industry standard assessment tool includes two (2) critical path tests. The project team should ensure the schedule passes both tests to maintain schedule integrity and consistent milestone forecasting.
Cost & Contract Management Yellow	o The Project Team should reconcile the funding for IV&V services that has a current spend of 110% of budget while the project completion date is still over a year away. o The Project Team should also reconcile the funding for Project Management, Project Advisor, and Project Executive services that are nearly out of funds. o The DMS project is underspending, partly due to the Release 1 Software Package not yet included in the monthly Project Status Report (PSR).
Scope Management Yellow	o If the CR#3-driven contract amendment extends beyond the end of the Tax Discovery Period then it could impact the Release 3 Go-Live date and increase project cost. o The scope of CR#4 is unknown as of the end of December 2025. If the Tax scope increases significantly then additional development and testing time may be necessary that would impact the Release 3 Go-Live date and increase project cost.
Resources Yellow	o Due to the increased level of parallel execution between the Releases, the Project Team should conduct a resource leveling analysis to ensure that both state resources and vendor availability align with the planned schedule activities.
Quality Yellow	o The Release 1 Data Migration Go-Live and the Release 2 DI Go-Live are only one (1) business day apart which could create support challenges for the Project Team. o Conflicting defect status definitions is causing communication misunderstandings and inaccurate sprint status reporting. Data Migration o The project technical and functional teams should review and approve all test executions for future Data Migrations to ensure test results are fully and accurately documented. o The Project Team added UAT Testing scripts at the end of December to broaden testing coverage and to ensure system performance was not impacted by the addition of millions of documents into the production system. The Project Team encountered and recorded a few issues which have since been resolved. o The Project Team conducted Regression Testing during the first week in January 2026 after a document-load rule change impacted approximately 6.3 million documents. The Project Team encountered and recorded a few issues which have since been resolved.
Risk And Issues Green	o The project team appears to be following the processes outlined in the Risk and Issue Management plan.
Transition Readiness Green	o The Project Team should prioritize prerequisite technical training to increase the effectiveness of the Knowledge Transfer (KT) sessions to ensure the State is capable of maintaining the new system once the SI vendor leaves the project. o Prerequisite training for State IT staff is ongoing leveraging a vendor-provided sandbox. The project team has also requested a state-provided training sandbox which is expected to be created by Jan 31, 2026.
Conditions For Approval Green	All conditions for PAL Stage Gate approvals have been met.
Corrective Action Green	Comments about Corrective Action Plan Items • N/A

20250626 Release-16