Report 2016-125.2 Recommendation 9 Responses

Report 2016-125.2: The University of California Office of the President: Increasing Costs and Scheduling Delays Have Hampered the UCPath Project and Originally Anticipated Savings Are Unlikely to Materialize (Release Date: August 2017)

Recommendation #9 To: University of California

The Office of the President should require that all university locations follow best practices by ensuring that each location creates a deliverable expectations document for each IT contract similar to the documents the State's management framework describes. The Office of the President should establish this requirement by December 2017. The deliverable expectations document should, at a minimum, identify the deliverables for each milestone and define the scope, content, entrance criteria, acceptance criteria, and development schedule for each deliverable.

60-Day Agency Response

In consultation with the UC Regents, the University will use a threshold of $25M budget as the definition for significant IT projects for which new guidelines for IT project development will apply. The University will utilize existing "deliverable expectations documents" from existing significant IT projects to develop a guideline outlining what should be in the document and how it should incorporated into the UC-vendor contract template. Once finalized we will publish as part of the new guidelines for IT project development to be distributed to locations, centrally posted on our UC-IT portal and referenced in UC-IT staff and manager meetings.

  • Estimated Completion Date: December 2017
  • Response Date: October 2017

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

The Office of the President has consulted with the regents and decided on a project level threshold, but it has not developed and implemented the recommended guidelines for IT project development. In addition, we are concerned that the Office of the President is intending to apply a threshold that is too high, $25 million rather than the $5 million that we recommended, which could result in many significant IT projects not being subject to the IT project development guidelines.

All Recommendations in 2016-125.2

Agency responses received are posted verbatim.