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Statewide Information Management Manual – SIMM 05ASummary of Required Information Technology Reports and ActivitiesJuly 2019Report/ActivitySourceInstructions to Agencies andState EntitiesSend ToDue DatesProject-related DocumentsSpecial ProjectReport (SPR)SAM Section 4945ITPL10-07BL 19-06Project ApprovalLifecycle Stage/GateDeliverablesSAM Sections 4800 and4900TL 15-02, 16-02 & 16-07BL 19-06Project ApprovalLifecycle ProjectDelegationRequest (PALPDR)SAM Sections 4819 and4920-4945TL 15-02TL 18-06Send an electronic copy tothe Department ofTechnology. CDT will sendan electronic copy of theapproved SPR to theLegislative Analyst's Office(LAO).Department ofTechnologyOffice ofStatewideProjectDelivery(OSPD)Send an electronic copy tothe Department ofTechnology. CDT will sendan electronic copy of theapproved Stage/GateDeliverable to theLegislative Analyst’s Office(LAO).Department ofTechnologyOSPDSend an electronic copy tothe Department ofTechnology.Department ofTechnologyOSPDCalifornia Department of TechnologySIMM Section 05ASummary of Required Information Technology Reports and Activities Second Monday in January each year ifrelated to a budget action for the springprocess. Third Monday in July each year ifrelated to a budget action for the fallprocess. SPRs that are not related to a budgetaction can be submitted at any time ofthe year. Projects modifying project budget in thesubsequent budget year must submitdraft SPR documents by July 15.May be submitted any time of the year inaccordance with the SIMM 19 SubmittalInstructions.Projects requesting planning dollars in thesubsequent budget year must submit draftStage 1 documents by July 15.Project requesting project dollars in thesubsequent budget year must submit draftStage 2 documents by July 15.May be submitted any time of the year inaccordance with the SIMM 19 SubmittalInstructions.1July 2019
Statewide Information Management Manual – SIMM 05ASummary of Required Information Technology Reports and ActivitiesJuly 2019Agency StateEntity PortfolioReportIndependentProject OversightReport (IPOR)SIMM 19A.5TL 16-08SAM Section 4819.36BL 08-06 andITPL 09-01ITPL 10-07Agencies are required toprovide a portfolio report ofall Agency approved Stage1 Business Analyses.Department ofTechnologyOSPD and theDepartment ofFinance (DOF)The fifth working day of the month.Send an electronic copy tothe Department ofTechnology.Department ofTechnologyOSPDThe tenth working day of the month, asfollows:High Criticality/Risk – MonthlyMedium Criticality/Risk – Quarterly inJanuary, April, July, and OctoberLow Criticality/Risk – Semi-Annually inJanuary and July, if requested by theDepartment of Technology.Report/ActivitySourceInstructions to Agencies andState EntitiesSend ToDue DatesDepartment ofTechnologyOSPDUnless otherwise specified by theDepartment of Technology, the fifthworking day of the month as follows:Project-related DocumentsProject StatusReportSAM Sections 4819.31,4819.35 and 4910IT ProjectOversightFrameworkSIMM Section45:ITPL 10-07Appendix E –Project StatusReportsTemplate andAppendix F –Project StatusTL 16-04Send an electronic copy ofthe Executive StatusReport, Cost Tracking,and Milestone Trackingtemplates in Excel to theDepartment of Technologyfor all IT projectsreportable to theDepartment of Technology(i.e., for projects withDepartment ofTechnology-approvedProject Approval LifecycleStagge/Gate Deliverables,FSRs or equivalentdocuments).California Department of TechnologySIMM Section 05ASummary of Required Information Technology Reports and ActivitiesHigh Criticality/Risk – MonthlyMedium Criticality/Risk – Quarterly inJanuary, April, July, and OctoberLow Criticality/Risk – Semi-Annually inJanuary and July.2July 2019
Statewide Information Management Manual – SIMM 05ASummary of Required Information Technology Reports and ActivitiesJuly 2019ReportsPreparationInstructionsMicrosoft ProjectSchedulePostImplementationEvaluationReport (PIER)Report/ActivityITPL 10-07SAM Section 4947SourceSend a copy of the projectschedule in MS Projectformat with the ProjectStatus Report (PSR).Department ofTechnologyOSPDNote: The ProjectSchedule for lowcriticality/risk projectsshould not be includedwith the PSR unlessrequested by theDepartment ofTechnology.Send an electronic copy toDepartment ofthe Department ofTechnologyTechnology and Department OSPDof Finance. CDT will send anelectronic copy of theapproved Stage/GateDeliverable to the LegislativeAnalyst’s Office (LAO).Instructions to Agenciesand State EntitiesSend ToSee PSR Due Dates.Within 18 months of project completion.Due DatesOrganizational/Planning DocumentsAgencyInformationManagementStrategy (AIMS)and CertificationSAM Sections 4900.3and 4900.5Departments shouldcollect internally. Retainthe AIMS with thedepartment’s CIO.California Department of TechnologySIMM Section 05ASummary of Required Information Technology Reports and ActivitiesAnnually, August. However, submittal tothe Department of Technology issuspended until further notice.3July 2019
Statewide Information Management Manual – SIMM 05ASummary of Required Information Technology Reports and ActivitiesJuly 2019Report/ActivitySourceInstructions to Agenciesand State EntitiesSend ToDue DatesOrganizational/Planning DocumentsInformationManagementOrganizationSAM Section 4903.1InformationTechnology CostReportSAM Section 4903.2SIMM 55TL 17-01 andPolicy/GuidelinesUpdate 18-002SoftwareManagementPolicy AnnualStatement ofComplianceEnterpriseArchitecture (EA)ConstructionReviewSAM Section 4846.2SAM Sections 4819.31and 4906Send electronic version oforganization charts to theDepartment ofTechnology.Send electronic versions ofthe completed IT CostReport Template and thesigned and scannedTransmittal Letter. Whennaming each document,use your Agency or stateentity code followed byyour departmentalacronym at the front ofeach file name (e.g.,8860 DOF ITCostReportFY20xx-xx.xls)Retain annual certificationalong with summary ofupdated inventories forthree years.Reporting instructions willbe provided at a later date.ITPL 09-03.Annually, June.Department ofTechnology Officeof GovernmentAffairsDepartment ofAnnually by February 1.Technology,SecureAutomatedFile Exchange(SAFE)system.Each agencyCIO shall retaininternally forthree years.Annually, January.Department ofTechnologyEAReport completion and submittal issuspended until further notice from theDepartment of Technology.Security-related DocumentsThe following security-related documents and schedule for submission are located on the Department of Technology’s SIMM web site athttp://www.cio.ca.gov/Government/IT Policy/SIMM.html.California Department of TechnologySIMM Section 05ASummary of Required Information Technology Reports and Activities4July 2019
Statewide Information Management Manual – SIMM 05ASummary of Required Information Technology Reports and ActivitiesJuly 2019Report/ActivitySourceInstructions to Agenciesand State EntitiesSend ToDue DatesDepartment ofTechnology,CISOAnnually by the last business day of thestate entity’s scheduled reporting monthand within ten (10) business days of anydesignee changes.Organizational/Planning DocumentsDesignation LetterSIMM 5330-APolicy/GuidelinesUpdate 18-001InformationSecurity andComplianceCertificationSIMM 5330-BPolicy/GuidelinesUpdate 18-001Department ofTechnology,CISOSee Security Compliance ReportingSchedule, SIMM 5330-C for annualsubmission reporting month.Annually by the last business day of thestate entity’s scheduled reporting monthand within ten (10) business days of anydesignee changes.See Security Compliance ReportingSchedule, SIMM 5330-C for annualsubmission reporting month.TechnologySIMM 5325-ARecovery Program SIMM 5325-BCertificationDepartment ofTechnology,CISOAnnually by the last business day of thestate entity’s scheduled reporting month.Department ofTechnology,CISOImmediately report incidents inaccordance with SAM Sections 53405340.4 requirements; Incident Reportingand Response Instructions, SIMM 5300A; and, Requirements to Respond to aIncidents Involving a Breach of PersonalInformation, SIMM 5340-C.Security-related DocumentsInformationSecurity IncidentReportSIMM 5340-A5340-B5340-CPolicy/GuidelinesUpdate 18-001California Department of TechnologySIMM Section 05ASummary of Required Information Technology Reports and Activities5July 2019
Statewide Information Management Manual – SIMM 05ASummary of Required Information Technology Reports and ActivitiesJuly 2019Please note the below method and directions for where to send the required submissions.Send documents to:California Department of TechnologyAttn: Office of Statewide Project Delivery (OSPD)1325 J Street, Suite 1600, Sacramento, CA 95814 Submit electronically to ProjectOversight@State.ca.gov with a cc: to your Portfolio Oversight Manager. Submit electronically to EASubmission@state.ca.govSend CISO documents to:California Department of TechnologyAttn: California Information Security Office (CISO)P.O. Box 1810, Mail Stop Y-12Rancho Cordova, CA 95741-1810Submit electronically to:Security@state.ca.govSend LAO documents electronically to:Brian.Metzker@lao.ca.govSend DOF documents electronically to:itcudocs@dof.ca.govBudget-related DocumentsPlease see the Department of Finance’s Budget Letters web page for submission instructions and due dates for budgetrelated documents, i.e., Budget Change Proposals and Spring Finance Letters at http://dof.ca.gov/budget/Budget Letters/.California Department of TechnologySIMM Section 05ASummary of Required Information Technology Reports and Activities6July 2019
Attn: California Information Security Office (CISO) P.O. Box 1810, Mail Stop Y-12 Rancho Cordova, CA 95741-1810 Security@state.ca.gov Send LAO documents electronically to: Brian.Metzker@lao.ca.gov Budget-related Documents Please see the Department of Finance's Budget Letters web page for submission instructions and due dates for budget-
