{"id":8965,"date":"2020-03-31T16:06:01","date_gmt":"2020-03-31T23:06:01","guid":{"rendered":"http:\/\/cdcr.test\/dom\/chapter-4-information-technology\/article-11-project-reporting-requirements\/44020-7-project-reporting-requirements-special-project-reports\/"},"modified":"2020-03-31T16:06:01","modified_gmt":"2020-03-31T23:06:01","slug":"44020-7-project-reporting-requirements-special-project-reports","status":"publish","type":"dom","link":"https:\/\/www.cdcr.ca.gov\/operations-manual\/dom\/chapter-4-information-technology\/article-11-project-reporting-requirements\/44020-7-project-reporting-requirements-special-project-reports\/","title":{"rendered":"44020.7 Project Reporting Requirements Special Project Reports"},"content":{"rendered":"\t<ul class=\"cdcr-dom-group-block\">\n\t\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>General Reporting Requirements (SAM Section 4945): Preparation of an SPR is required whenever a project deviates substantially from the costs, benefits or schedules documented in the approved FSR, or when a major revision occurs in project requirements or methodology. No expenditure of funds shall be made to implement an alternative course of action until approval has been received from OIT or the Director of CDC, as appropriate (SAM Section 4945). SAM Section 4945.1 lists specific conditions for the required submission of an SPR to OIT.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>SPRs, which must be submitted to OIT, shall be transmitted within 30 days after recognition of a substantial deviation. Two copies of the SPR shall be submitted to OIT and one copy to the Office of the Legislative Analyst. SPRs shall be signed by the Director of CDC or designee.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>If a QPR is due to OIT during the period the Department is engaged in preparing the SPR, CDC shall submit the QPR (see SAM Sections 4944 through 4944.1) stating that an SPR is under development and providing an approximate date for its completion.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The format and content of the SPR transmittal letter for each non-delegated or delegated project shall conform to the standard formats provided in SAM Section 4945.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Conditions Requiring Submission to OIT (SAM Section 4945.1):<\/p>\n\t\t\t\t\t<ul class=\"cdcr-dom-group-block\">\n\t\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Projects subject to OIT approval\/oversight &#8211; an SPR shall be submitted to OIT if:<\/p>\n\t\t\t\t\t<ul class=\"cdcr-dom-group-block\">\n\t\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The information technology project&#8217;s total costs deviate p roj, or are anticipated to deviate, by ten percent (higher or lower) from the estimated information technology ect budget (to be measured against the combined total of each fiscal year&#8217;s One-time Costs plus Continuing Costs on the Summary Fact Sheet, SAM 4930 Illustration 1.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The project schedule falls behind or is anticipated to fall behind by 10 percent or more (to be measured using the key management milestones critical to project success reported on the Summary Fact Sheet, SAM Section 4930, Illustration1).<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The total program benefits deviate or are anticipated to deviate by 10 percent (higher or lower) from the estimated total program benefits (to be measured against the combined total of each fiscal year&#8217;s Cost Savings and Cost Avoidances on the Summary Fact Sheet, SAM 4930, Illustration 1).<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>A major change occurs in project requirements or methodology.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<\/ul>\n\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Projects subject to approval and oversight by the Special Project Director (delegated or nonreportable), and projects for which project reporting has been delegated to the Director after OIT approval of the FSR: Submission of an SPR to OIT is required if the revised project costs exceed or are estimated to exceed CDC&#8217;s IMAP cost threshold (SAM Section 4902.12), and one or more of the following conditions are true:<\/p>\n\t\t\t\t\t<ul class=\"cdcr-dom-group-block\">\n\t\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The total information technology project costs deviate or are anticipated to deviate by 10 percent (higher or lower) from the estimated information technology project budget (to be measured against the combined total of each fiscal year&#8217;s One-time Costs vs. Continuing Costs on the Summary Fact Sheet, SAM Section 4930 Illustration 1).<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The project schedule falls behind or is anticipated to fall behind by 10 percent or more (to be measured using the key management milestones critical to project success reported on the Summary Fact Sheet, SAM 4930, Illustration 1).<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The total program benefits deviate or are anticipated to deviate by 10 percent (higher or lower) from the estimated total program benefits (to be measured against the combined total of each fiscal year&#8217;s Cost Savings and CostAvoidances on the Summary Fact Sheet, SAM Section 4930, Illustration 1.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>A major change occurs in project requirements or methodology.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<\/ul>\n\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>If an SPR for a delegated project must be submitted to OIT, attach to the SPR a copy of the approved FSR and the project approval letter signed by the Director or designee.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Internal special project reports Delegated or nonreportable projects which exceed projected project development costs but do not (according to control agency requirements) require an SPR.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<\/ul>\n\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>An internal SPR shall be required when the cost thresholds below are exceeded:<\/p>\n\t\t\t\t\t<ul class=\"cdcr-dom-group-block\">\n\t\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>By less than $100,000 The project exceeds cost projections by 25 percent or more.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Between $100,000 and $200,000 The project exceeds costs projections by 15 percent or more.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Over $200,000 The project exceeds cost projections by 10 percent or more.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<\/ul>\n\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The SPR shall provide sufficient information for Department management, executive branch control agencies, and the Legislature to assess the merits of the proposed project change and determine the nature and extent of future project oversight requirements. If an SPR lacks sufficient information for these purposes, OIT may request that the Department provide additional information.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>SPRs shall be commensurate with the level of deviation from the approved FSR. Therefore, the Department shall determine whether to prepare a revised FSR, provide the information required by the minimum content for an SPR (defined below), or do something in between these two extremes.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The minimum content for an SPR consists of a description of the project status, an explanation of the reason for the project deviation, a revised project management schedule, and economic summary information. CDC shall prepare an SPR with at least the minimum content described below:<\/p>\n\t\t\t\t\t<ul class=\"cdcr-dom-group-block\">\n\t\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Project Status \u2013 An explanation of the problems encountered or opportunities identified that have led to the preparation of the SPR. This section of the SPR shall include as appropriate:<\/p>\n\t\t\t\t\t<ul class=\"cdcr-dom-group-block\">\n\t\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Changes in Project Requirements or Methodology \u2013 An explanation of the proposed change from the anticipated course of action, including the reasons for the change and why this proposed alternative methodology is now the preferred course of action.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Cost Benefit or Schedule Deviations \u2013 An explanation of the deviation from the originally anticipated costs, benefits or schedule. This section shall include the reasons for the deviation and the proposed course of action to bring the project back within planned costs, benefits, or schedule.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<\/ul>\n\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Summary Fact Sheet \u2013 This section shall include a revised Summary Fact Sheet (SAM Sections 4930 through 4930.1) indicating accomplishments to date by using actual dates in the Target Date fields of the Project Schedule, then continuing the schedule by focusing on the yet to be accomplished milestones critical to project success. The cost analysis portion shall contain all actual costs to date plus revised projected costs through the end of the project.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<\/ul>\n\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>For example, this may be the second fiscal year that the project has been under development: indicate the actual project costs for last year and place them in the first column of Personnel Years (PYs) and Costs, then combine the actual costs for the current fiscal year-to-date with the anticipated costs for the remainder of this fiscal year, and place them in the second column of PYs and Costs. Indicate the anticipated costs for each succeeding budget year through the end of the project.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>If the feasibility of the project was documented through the preparation of a FSR, the following additional content shall be provided:<\/p>\n\t\t\t\t\t<ul class=\"cdcr-dom-group-block\">\n\t\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Project Management Schedule \u2013 A revised Project Management Schedule (SAM Section 4928.4) indicating accomplishments to date and focusing on the duration of critical tasks, major management decision-points, and progress reporting milestones shall be included in the SPR.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Economic Analysis Worksheet \u2013 A revised Economic Analysis Worksheet (SAM Sections 4929 through 4929.2) shall be provided. The worksheet shall contain all actual costs to date plus revised projected costs through the end of the project.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<\/ul>\n\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>For example, this may be the second fiscal year that the project has been under development: Indicate the actual project costs for last year and place them in the first column of PYs and Costs, then combine the actual costs for the current fiscal year-to-date with the anticipated costs for the remainder of this fiscal year, and place them in the second column of PYs and Costs. Indicate the anticipated costs for each succeeding budget year through the end of the project.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<\/ul>\n\t","protected":false},"parent":8958,"template":"","class_list":["post-8965","dom","type-dom","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>44020.7 Project Reporting Requirements Special Project Reports - Department Operations Manual (DOM)<\/title>\n<meta name=\"robots\" content=\"noindex, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"44020.7 Project Reporting Requirements Special Project Reports - Department Operations Manual (DOM)\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.cdcr.ca.gov\/operations-manual\/dom\/chapter-4-information-technology\/article-11-project-reporting-requirements\/44020-7-project-reporting-requirements-special-project-reports\/\" \/>\n<meta property=\"og:site_name\" content=\"Department Operations Manual (DOM)\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-4-information-technology\\\/article-11-project-reporting-requirements\\\/44020-7-project-reporting-requirements-special-project-reports\\\/\",\"url\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-4-information-technology\\\/article-11-project-reporting-requirements\\\/44020-7-project-reporting-requirements-special-project-reports\\\/\",\"name\":\"44020.7 Project Reporting Requirements Special Project Reports - Department Operations Manual (DOM)\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/#website\"},\"datePublished\":\"2020-03-31T23:06:01+00:00\",\"breadcrumb\":{\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-4-information-technology\\\/article-11-project-reporting-requirements\\\/44020-7-project-reporting-requirements-special-project-reports\\\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-4-information-technology\\\/article-11-project-reporting-requirements\\\/44020-7-project-reporting-requirements-special-project-reports\\\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-4-information-technology\\\/article-11-project-reporting-requirements\\\/44020-7-project-reporting-requirements-special-project-reports\\\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"DOM\",\"item\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/\"},{\"@type\":\"ListItem\",\"position\":3,\"name\":\"Chapter 4 &#8211; 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