SECTION 216.11. Requirements

(a) Each state agency shall manage information resources projects based on project management practices that meet the criteria found in this subsection.

(b) A state agency's project management practices for information resources projects shall:

(1) Include a standardized and repeatable method for delivery of information resources projects that solve business problems;

(2) Include a method for governing application of project management practices;

(3) Be documented by the state agency and include a single reference source (e.g., handbook, guide, repository);

(4) Include a project classification method developed by DIR, the state agency, or another source that:

(A) Differentiates and categorizes projects according to level of complexity and risk (e.g., technology, size, budget, time to deliver); and

(B) Defines how to use the project classification method to establish, scale, and execute the appropriate level of processes;

(5) Include a method to periodically review, assess, monitor, measure, and improve the impact of organizational project management practices on the agency's ability to achieve its strategic objectives and deliver business value;

(6) Align with use of the Texas Project Delivery Framework for major information resources projects;

(7) Accommodate use of other practices and methods that align with application of project management practices; and

(8) Be reviewed and updated at least every two years to facilitate continuous process improvement.

(c) For major information resources projects:

(1) The quality assurance team shall monitor and report on performance indicators for each state agency project, including schedule, cost, scope, and quality for the entire project life cycle.

(2) The department shall develop the performance indicators required to monitor under paragraph (1) of this subsection in consideration of applicable information technology industry standards.

(3) Each state agency engaged in a major information resources project will regularly report, according to quality assurance team directed frequency, the performance indicator metrics defined in paragraph (2) of this subsection for each major information resources project.

(4) If a state agency major information resources project is determined not likely to achieve the performance objectives for the project, the quality assurance team shall place the project on a list for more intense monitoring by the quality assurance team.

(5) The quality assurance team shall closely monitor monthly reports for each major information resources project identified under paragraph (3) of this subsection and, based on the performance indicator metrics developed by the department, determine whether to recommend to the department the need to initiate corrective action for the project.

(6) The department shall create and maintain on the department's website a user-friendly data visualization tool that provides an analysis and visual representation of the performance indicators developed under paragraph (2) of this subsection for each state agency major information resources project.

(7) If, under the additional monitoring report, a state agency is assigned a status of additional monitoring or reduced monitoring, then the state agency shall follow the applicable guidelines described below. The State Auditor's Office determines the contract period during which additional or reduced monitoring will occur.

(A) When additional monitoring is warranted:

(i) The department shall provide additional oversight services as described by Texas Government Code § 2054.1181(a) for major information resources projects and for other major information resources projects selected for oversight by the governor, lieutenant governor, or speaker of the house of representatives. These additional oversight services will be provided in addition to the below minimum requirements for additional monitoring during contract periods. The department shall publish to its website the additional monitoring matrix which will assess which additional oversight services shall be provided based on monitoring levels assigned by the quality assurance team.

(ii) During any contract solicitation development period for the project, the state agency shall complete and submit to the quality assurance team the Framework's Acquisition Plan for Additional Monitoring. The state agency shall submit Monitoring Report data into the Statewide Project Automated Reporting system on a monthly basis. The state agency shall be required to meet with the quality assurance team to report on project status as required by the quality assurance team.

(iii) During the contract formation and award period, the state agency shall submit Monitoring Report data into the Statewide Project Automated Reporting system on a monthly basis. The state agency shall be required to meet with the quality assurance team to report on contract negotiation status as required by the quality assurance team.

(iv) During the contract management and termination period, the state agency shall submit Monitoring Report data into the Statewide Project Automated Reporting system on a monthly basis and shall be required to submit a Contract Closeout Report at contract termination. The state agency shall be required to meet with the quality assurance team to report on project progress as required by the quality assurance team.

(v) The quality assurance team or the department shall notify a state agency subject to additional monitoring as to which additional monitoring services, based upon the additional monitoring matrix promulgated by the department, are applicable to their projects. A state agency subject to additional monitoring components shall comply with the identified additional monitoring components for the duration of the time it is identified on the additional monitoring report promulgated by the State Auditor's Office.

(B) When reduced monitoring is warranted:

(i) During any contract solicitation development period for the project, the state agency may submit to the quality assurance team any acquisition plan that is consistent with the Texas Procurement and Contract Management Guide for contracts valued at $10 million or more rather than the Framework Acquisition Plan established by the department. The state agency shall submit Monitoring Report data into the Statewide Project Automated Reporting system on a quarterly basis unless otherwise noted by the quality assurance team.

(ii) During the contract formation and award period, the state agency shall submit Monitoring Report data into the Statewide Project Automated Reporting system on a quarterly basis unless otherwise noted by the quality assurance team.

(iii) During the contract management and termination period, the state agency shall submit Monitoring Report data into the Statewide Project Automated Reporting system on a quarterly basis unless otherwise noted by the quality assurance team.

Source Note: The provisions of this §216.11 adopted to be effective November 11, 2007, 32 TexReg 7894; amended to be effective November 23, 2015, 40 TexReg 8198; amended to be effective November 19, 2017, 42 TexReg 6507; amended to be effective September 13, 2020, 45 TexReg 6226; amended to be effective March 8, 2023, 48 TexReg 1280