Although the Technology Department indicated that its intent is not to outsource its statutory responsibility for IPO, in any instances where its staff conduct a portfolio review of a project's IPO, the Technology Department should, by December 2016, establish a process for its review of documents created by the agency's IPO contractor that includes verifying whether these reports include critical analysis of project progress and vendor performance so it can intervene when necessary.
The CDT has included language in both the State Administrative Manual (SAM)section 4940 and the Statewide Information Management Manual, section 45 to address this recommendation.
The language included in SAM 4940 states that project oversight services contracted by agency/state entities must comply with the IT Project Oversight Framework (see Statewide Information Management Manual section 45), and the requirements outlined in SAM 4910. SAM 4940 also states that the Department of Technology may conduct assessments to ensure compliance with minimum requirements. However, this section does not identify under what conditions it would do so. As a result, its process for reviewing documents created by the agency's IPO contractor, including verifying whether these reports include critical analysis of project progress and vendor performance, is incomplete. The Technology Department has indicated to us that it is revising its internal policies and expects to formally adopt them by the end of September 2017. We will reevaluate at that time.
The Planned Action for recommendation #14 has not been completed due to other high priority workload demands. However, development of the internal procedures are underway, and the CDT needs to extend the planned completion date that was formerly December 2016 to February 2017.
The CDT agrees with this recommendation. The CDT will develop internal procedures for the IPO Division staff to evaluate vendor and state entity reports, as well as any additional input that is warranted given the condition, stage and trends of a project and to document the results. The procedures will reference the IPO Division escalation process in the event such action is warranted.
Corrective Action Progress: The CDT internal procedures for the aforementioned Corrective Action Plan are currently under development.
Agency responses received are posted verbatim.