Report 2015-117 Recommendation 2 Responses

Report 2015-117: California Department of General Services' Real Estate Services Division: To Better Serve Its Client Agencies, It Needs to Track and Analyze Project Data and Improve Its Management Practices (Release Date: March 2016)

Recommendation #2 To: General Services, Department of

To ensure long-term efficient and effective delivery of projects, the division, in its planned implementation of its new project management system in July 2017, should ensure that the project management system can centrally track and extract all data regarding project status, including time delays, cost overages, and the reasons for each.

Annual Follow-Up Agency Response From November 2017

RESD is in the process of implementing a new project management system that will allow management and staff to more effectively plan, manage, and control projects. The new system will be part of FI$Cal and will include provisions that allow project management to centrally track and extract all relevant data regarding project status, including time delays, cost overages, and the reasons for each.

For the past two years, RESD's Project Management and Development Branch (PMDB) has worked with FI$Cal and a hired consultant (Loadspring) to implement Primavera as the project management system for the branch. PMDB obtained access to 70 licenses of Primavera and had Loadspring configure the system for the branch's use in phases. The first phase was standing up Primavera's Contract Management (PCM) module and training staff, which PMDB has done. However, PMDB was contacted by Oracle and FI$Cal and informed that PCM was going to be phased out by Oracle, and that they were recommending a replacement to FI$Cal (Oracle Prime). Prime was explained to be less expensive, cloud-based, and more agile than PCM. Accordingly, PMDB paused its Primavera implementation and began working with FI$Cal and Oracle to vet Prime. PMDB has been informed that FI$Cal will be moving to Prime in lieu of PCM, and PMDB is planning an aggressive implementation schedule with Oracle for the product to ensure timely use by staff.

  • Estimated Completion Date: June 2018

California State Auditor's Assessment of Annual Follow-Up Status: Pending


1-Year Agency Response

RESD is in the process of implementing a new project management system that will allow management and staff to more effectively plan, manage, and control projects. The new system (Primavera) is part of FI$Cal and will include provisions that allow project management to centrally track and extract all relevant data regarding project status, including time delays, cost overages, and the reasons for each.

In order to expedite the implementation of the project management system, RESD's Project Management and Development Branch (PMDB) hired a consultant (Loadspring). PMDB obtained access to 70 licenses of Primavera and had Loadspring configure the system for the branch's use in phases. As of January 2017, PMDB has launched the first of two roll-outs of Primavera - six months ahead of the original schedule. The first roll-out involves the Primavera Contract Management (PCM) module, which PMDB will utilize to interact with contractors, manage budgets, track project issues and trends, etc. PMDB will conduct quarterly reviews and report the results annually to DGS' executive management. The second roll-out will involve P6, which is Primavera's resource and scheduling tool. PMDB will launch P6 in July 2017, with the rollout completed in September 2017. PMDB will utilize the system apart from FI$Cal until an interface is developed, which is anticipated to occur in July 2017.

  • Estimated Completion Date: August 2017
  • Response Date: March 2017

California State Auditor's Assessment of 1-Year Status: Pending


6-Month Agency Response

RESD is in the process of implementing a new project management system that will allow management and staff to more effectively plan, manage, and control projects. The new system (Primavera) is part of FI$Cal and will include provisions that allow project management to centrally track and extract all relevant data regarding project status, including time delays, cost overages, and the reasons for each.

In order to expedite the implementation of the project management system, RESD's Project Management and Development Branch (PMDB) hired a consultant (Loadspring). DGS obtained access to 70 licenses of Primavera and is having Loadspring configure the system for the branch's use. At present, PMDB anticipates launching Primavera in January 2017 - six months ahead of schedule. PMDB will utilize the system apart from FI$CAL until an interface is developed, which is anticipated to occur in July 2017.

  • Estimated Completion Date: July 2017
  • Response Date: September 2016

California State Auditor's Assessment of 6-Month Status: Pending


60-Day Agency Response

RESD plans to implement a new project management system that will allow management and staff to more effectively plan, manage, and control projects. The new system (Primavera) is part of FI$Cal and will include provisions that allow project management to centrally track and extract all relevant data regarding project status, including time delays, cost overages, and the reasons for each. Currently, FI$Cal has scheduled Primavera's statewide implementation for July 2017.

  • Estimated Completion Date: July 2017
  • Response Date: May 2016

California State Auditor's Assessment of 60-Day Status: Pending


All Recommendations in 2015-117

Agency responses received are posted verbatim.


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