Chapter 4 – Information Technology

44020.6 Project Reporting Requirements Quarterly Project Report Requirements

• Quarterly Project Reports (QPR) are usually required of the project manager in the case of projects subject to monitoring by OITOffice of Information Technology, and may be required as an additional reporting responsibility for delegated projects. OITOffice of Information Technology’s response to the Department’s IMAPInformation Management Annual Plan or FSRFeasibility Study Reports specifies the necessity of preparing QPRs for particular projects. On occasion, reporting on other than a quarterly basis is established by the FSRFeasibility Study Reports and approved by the MISManagement Information Systems Committee.

• Every external QPR shall be reviewed and approved by the affected division, and by the Director, or designee. Two copies of the QPR shall be submitted to the central clearinghouse for submittal to OITOffice of Information Technology by no later than the 15th day of the month following the end of each fiscal quarter (i.e., October 15, January 15, April 15, and July 15). A copy of the QPR shall be forwarded to the Office of the Legislative Analyst.

• CDC also encourages use of the QPR format to document project activity for projects that do not qualify as reportable, or for which project monitoring has been delegated to the Department. These internal QPRs shall be reviewed and approved by the affected division. It is not necessary to forward copies of these reports to OITOffice of Information Technology or the Office of the Legislative Analyst unless so required by OITOffice of Information Technology.

• The QPR shall contain a brief summary of project status including an explanation of any minor deviations from the original project plan. An updated Project Management Schedule (see SAMState Administrative Manual Section 4928.4) showing actual completion dates of specific tasks/deliverables shall be attached. The QPR shall conform to the standard format provided in SAMState Administrative Manual Section 4944.1.

• Some deviations from the project plan require preparation and submission of a Special Project Report (SPRSpecial Project Reports). The conditions that require preparation of an SPRSpecial Project Reports are defined in SAMState Administrative Manual Sections 4945 and 4945.1.