This section is applicable to any IT Project if the Total Project Cost, as documented in the Schedule IV-B or other documentation, is at or above the statutory thresholds established in section 282.0051(1)(d), F.S., for State Agencies and section 282.0051(1)(m), F.S., for Cabinet Agencies, or is otherwise legally subject to FLDS oversight. When compliance with these Project Oversight requirements presents operational challenges or significant Project Risks, the Enterprise Agency must comply with the standards set forth in Rule 60GG-1.004, F.A.C.

1. (1) All Phases. During all phases of the FL-ITPF, the Enterprise Agency shall invite FLDS to Project status and governance meetings, continuing oversight team meetings required by section 287.057(26), F.S., and IV&V meetings, providing meeting notices and materials in advance.

   1. (a) A Project Management Professional is required for any project meeting the criteria for FLDS oversight. The Project Management Professional shall, on behalf of the Enterprise Agency, lead the entire Project team in the completion of the full project scope throughout the project lifecycle. This Project Management Professional must be an Enterprise Agency employee or an individual employed by a contractor of the Enterprise Agency.
   2. (b) The Project Management Professional leading the Project team will serve as the primary point of contact for FLDS unless the Enterprise Agency designates another individual as the primary point of contact for FLDS. If the Enterprise Agency designates another individual as the primary point of contact for FLDS, such designee must be an employee of the Enterprise Agency.

   3. (c) IV&V must be employed throughout the Project lifecycle for any Project that meets the criteria for FLDS oversight. The Enterprise Agency shall also comply with the following requirements relating to such IV&V services:

      1. The Enterprise Agency shall provide a copy of its Legislative Budget Request to FLDS for review prior to its submission to the Office of Policy and Budget.

      2. The Enterprise Agency shall provide a copy of all procurement documentation for the IV&V services to FLDS for review prior to posting.

      3. All Enterprise Agency approved IV&V contract deliverables and invoices shall be provided to FLDS within three (3) business days after receipt of such deliverables by the Enterprise Agency.

2. (2) Initiating Phase Oversight. The following documentation created during the Initiating Phase must be provided to FLDS:

   1. (a) Copies of LBRs and supporting documentation approved by the Enterprise Agency.
   2. (b) A preliminary Risk assessment and preliminary mitigation strategy. This assessment should highlight any significant Risks and preliminary mitigation strategies identified during the Initiating Phase.
   3. (c) A feasibility study, if conducted.
   4. (d) A copy of the executed contract for IV&V Services, if such are required for the IT Project, within 10 Business Days of the contract being executed.
   5. (e) A stakeholder analysis, identifying known key Project stakeholders and their expectations. Stakeholder analysis should be conducted on an ongoing basis throughout the Project lifecycle. If an Enterprise Agency’s Project must be connected to or otherwise be accommodated by an information technology system or Project administered by another Enterprise Agency, the Enterprise Agency administering the Project must notify the other Enterprise Agency.

3. (3) Planning Phase Oversight. During the Planning Phase, FLDS will assess a Risk level of low, medium, or high for reporting based on the documentation submitted by the Enterprise Agency. FLDS will assess risk based on the methodology selected by the Enterprise Agency for calculating acceptable Variances as established within Form FLDS-03, Calculating Acceptable Variance and Risk Assessment Guidelines. Enterprise Agencies must, during the Planning Phase:

   1. (a) Provide the Project Management Plan to FLDS before the Executing Phase begins and within 10 Business Days of any approved change to the Project Management Plan or subsidiary plans.
   2. (b) Provide FLDS with a current spend plan by the 10th of each month.
   3. (c) Provide FLDS updated Project Schedules by the 10th of each month.

   4. (d) Update FLDS, in writing, on Project progress through reports by the 10th of each month, that includes:

      1. (I) Earned Value Analysis as defined in FLDS-03, Calculating Acceptable Variance and Risk Assessment Guidelines.

      2. (II) Cost and Schedule Variance analysis as defined in FLDS-03, Calculating Acceptable Variance and Risk Assessment Guidelines.

         6. Progress toward critical success factors as listed in the LBR.

         7. Procurement statuses identifying key dates and financial information of all in-progress procurements and planned procurements.

      1. Project name, description, and reporting period.

      2. Current FL-ITPF phase and Milestones achieved.

      3. Key performance indicators (KPIs) status.

      4. Summary of identified Risks and Issues.

      5. Variances from the Baseline Scope, Schedule, and budget. Enterprise Agencies must calculate acceptable Variance using one of the following:

4. (4) Executing Phase Oversight. During the Executing Phase, FLDS will assess a Risk level of low, medium, or high for reporting based on the documentation submitted by the Enterprise Agency. FLDS will assess risk at least quarterly based on the calculation guidelines established within Form FLDS-03, Calculating Acceptable Variance and Risk Assessment Guidelines, and provide the Enterprise Agency with an update on the overall risk level for the IT Project. During the Executing Phase, Enterprise Agencies must:

   1. (a) Provide FLDS with a current spend plan by the 10th of each month. The spend plan must include Planned Project Cost and Actual Project Cost. The spend plan may also include Encumbered and Invoiced amounts.
   2. (b) Provide FLDS updated Project Schedules by the 10th of each month.

   3. (c) Update FLDS, in writing, on Project progress through reports by the 10th of each month, that includes:

      1. (I) Earned Value Analysis as defined in FLDS-03, Calculating Acceptable Variance and Risk Assessment Guidelines.

      2. (II) Cost and Schedule Variance analysis as defined in FLDS-03, Calculating Acceptable Variance and Risk Assessment Guidelines.

         6. Progress towards critical success factors as listed in the LBR.

         7. Procurement statuses identifying key dates and financial information of all in-progress procurements and planned procurements.

      1. Project name, description, and reporting period.

      2. Current FL-ITPF phase and Milestones achieved.

      3. Key performance indicators (KPIs) status.

      4. Summary of identified Risks and Issues.

      5. Variances from the Baseline Scope, Schedule, and budget. Enterprise Agencies must calculate acceptable Variance using one of the following:

   4. (d) Provide to FLDS all requested documentation and/or Project artifacts within 10 Business Days of the request by FLDS.

5. (5) Closing Phase Oversight. During the Closing Phase, Enterprise Agencies must:

   1. (a) Notify FLDS of Project completion or decision to suspend/cancel the Project within 10 Business Days of determination.
   2. (b) Provide FLDS with the Project’s closing package, including the final deliverables; documentation of the Project’s accomplishments against the Project Scope, Schedule, and Planned Project Cost Baselines; closeout review findings, a documentation showing benefits realized that trace to the Schedule IV-B, and lessons learned, within 90 calendar days of Project completion or a decision to suspend/cancel the Project. FLDS will consider Project Oversight complete upon FLDS receipt of the final closing package.

Rulemaking Authority 282.0051(6) FS. Law Implemented 282.0041, 282.0051, 282.00515 FS. History–New 7-16-15, Amended 8-1-16, Formerly 74-1.003, Amended 6-17-26.